CITY COUNCIL 2015/03/16 Agenda
THE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
March 16, 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. Resolution of Appreciation for Marla Schachtel
A copy of the Resolution can be found on page 22.
COUNCIL ACTION: Approve the Resolution
2. COMMENTS BY CITY MANAGER
A. Community Spotlight
Lake Forest Graduate School of Management
-Jeffery Anderson, President & Chief Executive Officer
B. Beyond the Book, A Community Conversation
-Michael Simeck, Superintendent of School District 67 & 115
C. Approval of a Resolution with Integrys Energy Service/Constellation Energy
Resources for a two year power supply agreement
PRESENTED BY: Carina Walters, Assistant City Manager (810-3680)
PURPOSE AND ACTION REQUESTED: Staff is recommending the approval of a two year
power supply agreement with Integrys Energy Service/Constellation Energy Resources.
On behalf of the Consortium the attached memo on page 23 provides a comprehensive
overview of the process. A copy of the Resolution follows the memo on page 29.
BACKGROUND/DISCUSSION: In December 2011, the Cities of Highland Park, Lake Forest
and Park Ridge, and the Villages of Deerfield, Glencoe, Lake Bluff, Northbrook and Skokie
formed the North Shore Electricity Aggregation Consortium. The Consortium was created
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March 16, 2015 City Council Agenda
to act as a collective body of municipalities to create and manage municipal electric
aggregation services on behalf of their residents and eligible businesses. Each Consortium
community executed a three-year contract with the same selected alternative electricity
supplier, MC Squared Energy Services, to supply power to an estimated 90,000
Consortium customers. The current contract with MC Squared is set to expire following the
May 2015 meter read. In order to continue with an electricity aggregation program, the
Consortium members must approve a new Power Supply Agreement with an alternative
electricity supplier.
Over the last three years, the Consortium has saved participating customers more than
$36 million due to lower rates than the ComEd default tariff service rate for its residents
and small businesses, while also acquiring a cleaner portfolio of power supply. The
residents of Lake Forest are anticipated to see a savings of approximately $4.8 million.
The Consortium conducted an extensive due diligence process to determine if a new
supply agreement should be considered with an alternative electricity supplier. To
facilitate a competitive bidding process, the Consortium issued a Request for Proposals
(RFP) on November 3, 2014, soliciting bids from all qualified providers to supply power and
services for the Consortium’s portfolio of customers. Two bids were received by the
November 24, 2014 due date and were evaluated by the Consortium’s members, legal
counsel, and energy consultant. Integrys Energy Services, Inc., and Constellation Energy
Resources, LLC have merged operations, submitted a joint proposal and were identified
as the lowest responsible bidder. The incumbent electric supplier, MC Squared Energy
Services, also submitted a response but it was less competitive than the other proposal
received.
The Consortium negotiated with suppliers, was able to gain additional safeguards and
concessions, and all communities, with the exception of the City of Park Ridge, are
recommending that members approve a two year Power Supply Agreement attached
on page 33 of your packet with Integrys Energy Services/Constellation Energy Resources.
If approved, the Consortium members and their energy consultant will diligently monitor
the electric commodity pricing over the next few weeks and only lock in a fixed price if
market conditions are favorable. If pricing is not favorable, no price lock will be executed
and all customers will be returned to ComEd.
Because of contract provisions of the existing power supply agreement with MC Squared,
if a Power Supply Agreement with Integrys is not approved, all customers currently in the
Consortium’s aggregation program with MC Squared would be retained by MC Squared
(not return to ComEd) unless they took affirmative steps to choose to go to another
provider. This would impact the Consortium’s ability to aggregate electricity in the future,
and would require customers to take additional steps to move to a different provider. For
these additional reasons, the Consortium is recommending entering into a Power Supply
Agreement with Integrys to retain maximum flexibility and minimize confusion for
customers in Consortium communities.
The Power Supply Agreement with Integrys/Constellation is very similar to the existing
agreement with MC Squared with the exception of a gas program. The contract with
Integry/Constellation will offer a gas endorsement program whereby an Integrys affiliate
can offer a discounted gas program to Consortium members. Integrys’ affiliate is also a
licensed supplier of natural gas to residential and small commercial accounts in the State
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March 16, 2015 City Council Agenda
of Illinois. Although the State of Illinois has not deregulated the gas supplier, the
Consortium believes residents will see a savings from a gas program.
COUNCIL ACTION: Staff recommends the approval of a Resolution for a two year power
supply agreement with Integrys Energy Service/Constellation Energy Resources and to
authorize the City Manager to execute a price lock for all eligible residents and small
business customers that do not opt-out of the program.
D. Discussion regarding Greenhouse Scholars adding a 5k and 10k run in
connection with the Venus de Miles 25-mile and 62-mile bicycle ride
PRESENTED BY: Angie Vermillion (Murphy), Greenhouse Scholars
STAFF CONTACTS: Carina Walters Name, Assistant City Manager (810-3680) and
Commander Craig Lepkowski (810-3807)
PURPOSE AND ACTION REQUESTED: Staff is recommending the approval of the 5k run.
Pursuant to the Special Event Policy the City Council is charged with approving events
that directly impact residents, traffic flow / road closures and potential size of the event.
A copy of the Special Event Policy is attached on page 67.
BACKGROUND/DISCUSSION: Venus de Miles has been hosting an all-women’s bicycle ride
originating and ending on the campus of Lake Forest College since 2011. The City of
Lake Forest has approved each of these annual special events since then. Venus de
Miles is a non-profit Greenhouse Scholars program that provides scholarships and
mentoring for approximately 200 college students who come from troubled social and
economic backgrounds.
The initial bike ride in 2011 required the shutting down of Rt. 41 at Old Elm and created a
traffic hazard/inconvenience that upset many commuters on Rt. 41 for approximately 25
minutes. Over the years, staff has worked with Greenhouse Scholars to develop a better
route through the City that allowed the bike ride to join the Skokie Valley Bike Path at the
west end of Laurel Avenue and proceed into the Highland Park stretch of the ride without
creating any traffic issues on Rt 41. As a result of the collaborative effort, the Venus de
Miles bicycle ride has received minimal complaints relating to traffic or safety problems.
On February 4, 2014 staff received email correspondence asking to add a 5k and 10k run
to the 25-mile and 62-mile bicycle ride. Copies of the route maps are attached on page
71. The 5 and 10 K routes are the same; therefore, the runners will be looping the course.
On February 20 staff had a conference call with Greenhouse Scholars indicating the 5k
could be logistically handled; however, asked them to reconsider the 10k, as the City has
not traditionally hosted 10k runs. Staff was concerned of setting a precedent with a 10k,
the impact on residents, road closures and staffing concerns. Staff also suggested that
the organization start with a 5k, assess the success, then build to a 10k in future years. The
Venus de Miles revenue to the City is approximately $700. The additional challenge in
supporting the 5 and 10 K runs this year is that the Lake Bluff Twilight Criterium cycling
event falls on the same day the Venus de Miles event is being held. As Lake Bluff is
assisting the City with the BMW event in September 2015, Lake Forest is assisting Lake Bluff
with their event. Approximately 8 officers are dedicated to Lake Bluff.
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On February 25 staff realized the registration for the 5k and 10K was already opened to
the public with registrants on the Venus de Miles website. When staff inquired about it,
Venus de Miles indicated it advertises the events prior to approvals as they typically do
not hear back from the municipality with final approval until less than three months prior
to the event.
COUNCIL ACTION: Staff would recommend the approval of the 5k run.
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 72.
2. Consideration of a Resolution Opposing Any Reduction in the Local
Government Portion of the Local Government Distributive Fund
STAFF CONTACT: ROBERT KIELY, CITY MANAGER (810-3675)
PURPOSE AND ACTION REQUESTED: The Governor’s FY16 budget proposal includes a 50%
reduction on the Local Government’s share of the Local Government Distributive Fund
(LGDF). For Lake Forest this amounts to $ 959,062 or approximately 2.9% of our General
Fund Revenue. According to the Northwest Municipal Conference, the regional council
of government representing Lake Forest and more than 40 other municipalities in the
region, the impact of a 50% reduction in the Local Government Distributive Fund exceeds
$66 million.
BACKGROUND/DISCUSSION: The City has worked diligently over the years to balance the
annual budget, maintain an Aaa credit rating reflecting the highest level of fiscal
responsibility, and reducing the economic burden on our residents. In response to the
State of Illinois budget proposal, the City is undertaking a comprehensive review of our
budget to identify how the financial loss would impact projects and services, and the
City’s core priorities of public safety, addressing infrastructure needs and our own fiscal
stability. Regardless, the proposed reduction would have a detrimental impact on the
programs and services the City provides to our citizens.
A copy of the proposed Resolution can be found on page 77.
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March 16, 2015 City Council Agenda
COUNCIL ACTION: It is recommended the City Council approve the attached resolution
which opposes reduction of funding to local governments from the Local Government
Distributive Fund. It has been reported that Governor Rauner is considering cutting the
state’s municipal revenue sharing program in half for next fiscal year which equates to an
estimated $600 million reduction statewide.
3. Award of the Lake Forest Share of the Joint 2015 Patching and Resurfacing
Program contract.
STAFF CONTACT: Robert Ells, Superintendent of Engineering (847-810-3555)
PURPOSE AND ACTION REQUESTED: Staff requests awarding the Lake Forest share of the
joint 2015 Patching and Resurfacing Program Contract to Peter Baker & Son.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
PW & Finance Committee November 5, 2014 Information Provided
Finance Committee March 9, 2015 Material Presented
BACKGROUND/DISCUSSION: In 2013, the City conducted a pavement structural analysis
test on the entire City street inventory of approximately 130 miles. The test culminated in
developing a 3-yr annual pavement rehabilitation program identifying the streets to be
resurfaced each year.
City staff have previously briefed the Council on Municipal Partnership Initiative (MPI), a
program that takes advantage of economies of scale, for securing low bid prices,
among neighboring municipalities who bid similar projects each year. This year, the City
joined forces with Lake Bluff to do a joint bid for the Patching and Resurfacing Program.
In 2015, the City plans to resurface approximately 3.1 center-lane miles of streets, as was
reviewed with the Finance Committee at their March 9, 2015 budget meeting. The
following streets to be resurfaced are:
Street From To
Bowling Green Drive Old Barn Estate Lane
Briar Lane Forest Hill Road Beverly Place
Cherokee Road Timber Lane Linden Avenue
Deerpath Road Western Ave McKinley Road
Grandview Lane Beverly Place Cherokee Road
Hackberry Lane Wilson Drive West Fork Drive
Lake Road Spring Lane South Beach Access
Road
McKinley Road Deerpath Road Wisconsin Avenue
Ridge Road Farnham Lane Shawford Way
Spring Lane Mayflower Road Lake Road
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March 16, 2015 City Council Agenda
Westminster Western Avenue McKinley Road
Included on page 79 of this packet, is the March 9, 2015 budget meeting Power Point
that summarizes this year’s program and bid received.
BUDGET/FISCAL IMPACT: The project was bid in early February with the bids opened on
February 26, 2015. A total of one bid for the joint project was received. The bid price
consists of bid quantities that are to be completed by both municipalities as part of their
respective resurfacing program.
Any additional funds needs to cover overages in the resurfacing program will be
deducted from the patching portion of the budget.
Bidder Annual Resurfacing Pavement Patching Total
Peter Baker & Son $1,128,875.85 $106,124.15 $1,235,000.00
The low bidder for the combined bid, Peter Baker & Son, has considerable experience
working in Lake Forest and has been performing projects in a satisfactory manner.
In addition to the resurfacing and patching bid, staff is requesting the use of F.Y. 2016
Streets Section contractual dollars to address a number of smaller asphalt repairs needed
throughout the City. Staff recommends that this occur via a $30,000 increase in the
pavement patching portion of the agreement with Peter Baker & Sons.
The Streets Section has $65,000 budgeted annually to purchase street repair material
such as asphalt, stone, and concrete. As staff analyzed the City’s roadway system over
recent weeks, it was determined that although in-house personnel could address some of
the various size street repairs, it would be more efficient to have the repairs completed by
an outside contractor. In this case, Peter Baker & Sons has multiple grinders, paver boxes,
and heavy rollers that significantly decrease the repair time for each street area. As with
both the street overlay and patching program, Engineering staff will provide daily
inspections of the repairs.
Streets personnel will continue to make asphalt repairs as needed throughout the summer
months, however contracting out a majority of these repairs will return the City’s roadway
system to an acceptable level in a significantly shorter period of time.
If awarded, work on this project is expected to begin in May and be completed in July.
Upon award of the contract, both municipalities will meet with the contractor to get a
tentative schedule for each community. The property owners near the vicinity of the
construction area will be notified in advance of the start of construction. The City’s
website, under “Construction Updates”, will also provide details of the construction
schedule.
Below is an estimated summary of the project budget:
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March 16, 2015 City Council Agenda
FY2016 Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Capital Fund 311-0050-417-67-11 $1,100,000 $1,100,000 Y
Capital Fund 311-0050-417-35-44 $135,000 $135,000 Y
General Fund – Streets
Contractual
101-5132-431-35-10 $65,000 $30,000 Y
COUNCIL ACTION: Staff recommends awarding the 2015 Patching and Resurfacing
Program to Peter Baker & Sons in the amount of $1,265.000.
4. Award of Bid for the 2015 Lake Forest City Hall Chiller Replacement Project.
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 2015 Lake Forest City Hall Chiller Replacement Project to Air-Con
Refrigeration & Heating, Inc. The scope of the project is to replace the existing chiller
along with the cooling coil and two pumps in April 2015.
BACKGROUND/DISCUSSION: The existing City Hall Chiller was originally installed in 1996
(19 years ago) as part of the City Hall renovation and has reached the end of its service
life. Over the last ten years the unit has needed several compressor replacements,
causing meetings to be cancelled while costly emergency repairs were done.
The proposed new HVAC system was engineered by Lakefront Engineering in Kenosha,
Wisconsin. The new design includes removing the existing chiller unit, the air handler coil,
and two circulation pumps. These will be replaced with a new chiller unit with larger
expansion tanks for increased volume, a larger capacity cooling coil, and two new
circulation pumps. The increased volume along with the improved capacity and piping
system, will address the past problem with premature compressor failure as well as,
improve the cooling capacity and operating efficiency of the entire system. The, the
new chiller unit will be utilizing eco-friendly R-410A gas which will provide a more eco-
friendly alternative to the current unit. The installation of a new cooling system will
increase efficiencies by reducing maintenance costs and downtime from equipment
failures.
BUDGET/FISCAL IMPACT: On February 12, 2015, staff received the following bids for this
project:
Company Bid Amount
Air-Con Refrigeration & Heating INC. $95,000
Mechanical Concepts of Illinois, INC. $97,000
Core Mechanical, INC. $97,345
Hayes Mechanical $99,886
Westside Mechanical Services, LLC. $117,500
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March 16, 2015 City Council Agenda
Amber Mechanical Contractors $119,500
Martin Petersen Company $121,780
Ideal Heating Company $126,600
Staff reviewed the proposals project scope and determined that Air-Con Refrigeration &
Heating’s proposal met all of the required project specifications and their references
gave favorable responses. Air-Con has been in business for over fifty years performing
both small and large projects throughout the Chicagoland area. Recently, Air-Con
completed similar HVAC renovation projects for Abbott Labs, and the Oak Grove School
District.
Savings from other capital projects will be used to cover the project overage of $9,750.00
FY2015
Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Capital 311-0050-419-67-15 $90,000 $99,750 Y
COUNCIL ACTION: Award bid to Air-Con Refrigeration & Heating Inc. in the amount of
$95,000. Additionally, staff is requesting a 5% or $4,750 contingency for any unforeseen
problems during the project.
5. Award of Bid for the 2015 Lake Forest Recreation Center Roof Replacement
Project.
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 2015 Lake Forest Recreation Center Roof Replacement Project to DCG
Roofing Solutions, Inc. The scope of the project is to replace the existing roof system along
with four skylights, starting in April 2015.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Finance Committee –
CIP Budget Meeting November 5, 2014 Endorsed Proceeding with
Project
BACKGROUND/DISCUSSION: The EPDM roof system on the Recreation Center has
exceeded its normal life expectancy (20 years). The condition of the roof over the last
five has been drastically failing. Moisture infiltration over the years has deteriorated the
insulation causing the insulation fasteners to puncture the roof membrane. The numerous
roof leaks have caused damage to the interior wood floors and ceiling tiles. As per the
recommendation of Illinois Roofing Consulting Associates (IRCA) the City’s roof
consultant, the entire roof, excluding the CROYA addition of 2006, needs to be replaced.
This would encompass approximately 46,000 sq. ft. of flat roof area, the corresponding
coping, and four skylights.
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March 16, 2015 City Council Agenda
During the bid design process, the staff, along with IRCA investigated multiple types of
roof systems in order to determine which system would provide the best long term
solution. The type of system that met the requirements is a modified bitumen roofing
system. This system offers greater durability than the current EPDM system or PVC type
system. Durability was a large factor in determining the proper roof system as the
Recreation Center currently has over 20 pieces of HVAC equipment on the roof that
require continual maintenance, resulting in a great deal of foot traffic on the roof
surface. Also, when modified bitumen roofing systems begin to show signs of wear from
aging the roofs can be repaired, extending the service life and delaying a full roof
replacement. With other systems such as PVC roofs, the membrane becomes brittle
towards the end of service life resulting in the entire roofing system having to be
replaced. The City currently has several building roofs that have modified bitumen
roofing systems that are performing well.
The insulation board proposed for the new roofing system will be increased to R-25 to
meet new energy code standards. The increased thickness of insulation by several inches
has added to the cost of the roof by requiring the majority of the mechanicals to be lifted
and re-mounted higher to meet minimum clearance codes for mechanicals. The new
roofing system includes a fifteen (15) year warranty.
In addition to the roof system, the four skylights have developed small cracks in the
fiberglass panels and seals that were caused by previous hailstorm damage. Over time,
the storm damaged areas have become worse, causing the skylights to leak more
frequently.
BUDGET/FISCAL IMPACT: On February 20, 2015, staff received the following bids for this
project:
Company Bid Amount
DCG Roofing Solutions, Inc. $730,325
Metalmaster Roofmaster $744,633
Anthony Roofing $797,950
National Roofing $879,350
L. Marshall Roofing and Sheet
Metal, Inc.
926,500
F & G Roofing Company $947,350
CSR Roofing Contractors
(no bid for raising mechs)
$774,315 +
units
All American Roofing No Bid
Knickerbocker Roofing No Bid
Seal Tight Exteriors No Bid
Staff and IRCA reviewed the proposals project scope and determined that DCG Roofing
Solutions Inc.’s proposal met all of the required project specifications and references its
gave favorable responses. If this contract is approved by City Council this evening, staff
has been assured by the contractor that they will begin as soon as weather permits to
have the project completed prior to the deadline of June 30, 2015. This will allow the roof
replacement to be completed before the annual Lake Forest Festival and Fireworks
hosted on the building grounds.
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March 16, 2015 City Council Agenda
Staff is requesting additional approval and funding to enter into an agreement with Illinois
Roof Consulting Associates, Inc. to provide quality compliance inspection services for 23
days of inspections in the amount of $12,000.
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 $800,000 for the Recreation Center
roof replacement 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 the amount approved by City Council. 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
Capital 311-0060-452-76.09 $800,000 $778,841 Y
COUNCIL ACTION: Award bid to DCG Roofing Solutions Inc. in the amount of $730,325
and to Illinois Roof Consulting Associates, Inc. in the amount of $12,000. Also, staff is
requesting a 5% or $36,516 contingency for any unforeseen problems during the project.
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.
6. Award of Bid for the 2015 Lake Forest Recreation Center Front Entrance
Replacement Project.
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 2015 Lake Forest Recreation Center Front Entrance Replacement Project
to Construction Consulting & Disbursement Services (CCDS). The scope of work includes
the removal of the entire frame, the construction of a wider footing, and the
replacement of a new complete entrance system in April 2015.
BACKGROUND/DISCUSSION: The current concrete footing for the door frame and side
light is not wide enough causing the existing frame to overhang onto the paver walkway.
This allowed moisture and deicing chemicals to be trapped under the front edge of the
aluminum frame leading to the corrosion of the frame. All attempts to neutralize the
chemical reaction have been ineffective except to slow the process. The corrosion
process has reached the point of where the integrity of the frame is now in question, with
some areas of the frame corroded completely through. In addition, the concrete pavers
in front of the doors heave during extreme cold temperatures which prevents the doors
from being able to fully open.
The proposed front entrance replacement provides the installation of a new wider
concrete footing to eliminate the problem of moisture and deicing chemicals leaching
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March 16, 2015 City Council Agenda
under the frame. The new system also includes installing a concrete pad with a footing in
front of the doors to prevent the problem with the pavers heaving during the winter
months and obstructing the swing of the doors. The replacement of the entire door
system will restore the integrity of this highly used entrance. The door hardware and
automatic door opening system, which is 15+ years old and showing sign of wear will also
be replaced as part of this project.
BUDGET/FISCAL IMPACT: On February 20, 2015, staff received the following bid for this
project:
Company Bid Amount
Construction Consulting &
Disbursement Services
$36,587
Manico Flooring No Bid Submitted
Midwest Services & Development No Bid Submitted
The Front Entrance Replacement project followed the public bid process. The invitation to
bid was advertised in the newspaper; three contractors that the City used in the past
were sent invitations (none of them attended the pre-bid meeting), three contractors
attended the mandatory pre bid-meeting, and received bid packets. Bidders were given
two weeks to prepare their bids. One contractor submitted a bid at the public bid
opening. Staff learned from the two non-bidders that they did not submit bids due to
either, the job being too large for the company or the company couldn’t secure
qualified sub-contractors in time. CCDS has been in business for over twenty years
performing both small and large projects throughout the Chicago land area. Recently,
CCDS completed similar renovation projects for The Village of Skokie, and the Arlington
Heights Fire Department. The one bid submitted was both qualified and under budget so
it was determined by staff to proceed with the process.
FY2015
Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Capital 311-0060-452-76-09 $45,000 $38,417 Y
COUNCIL ACTION: Award bid to Construction Consulting & Disbursement Services in the
amount of $36,587. Additionally, staff is requesting a 5% or $1,830 contingency for any
unforeseen problems during the project.
7. Request Approval to Waive the Formal Bidding Process to Purchase Salt for
Winter 2015/2016 and Confirmation of a Modified Salting Policy
STAFF CONTACT: Michael Thomas, Director of Public Works 847-810-3540
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval to waive the
formal bidding process and purchase salt for winter 2015/2016. A little over half of the
requested amount would be delivered at the completion of the salt bay project in mid-
May. The second half would be delivered throughout the upcoming winter months. In
addition, staff is requesting a minor modification be made to the salting policy for winter
2015/2016.
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March 16, 2015 City Council Agenda
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Council October 6, 2014 Salting Policy Approved
Public Works Committee November 19, 2014 Snow Plan Reviewed
BACKGROUND/DISCUSSION: Salt Purchases
Staff has received requests from both the County and the State to submit salt quantities
for winter 2015/2016 by March 20 and March 27, respectively. For this recent winter
season, the City purchased 500 tons from the Lake County low bid vendor, North
American Salt at $69.99 / ton and 1,850 tons from Conserv FS at $115.25 / ton. Due to a
significant price increase from the previous year, the City chose not to participate in this
past winter’s State bid process.
With the salt bay modifications, the City will be able to store an additional 800 tons of salt
as compared to previous years. Staff contacted multiple salt suppliers this past week and
was informed that supplies in Chicagoland were still available and in order to make room
for the upcoming season’s salt, salt pricing would be advantageous for those able to
take deliveries by early summer.
The following chart provides a summary of the City’s annual average usage, the amount
in stock, and the tonnage requested:
Current inventory 860 tons
Remaining Amount Previously Approved and to be Delivered in May 980 tons
Sub-Total: 1,840 tons
Additional Amount Requested to be Purchased & Delivered in May 560 tons
Amount to be Purchased in Winter 2015/2016 500 tons
Total Annual Average Amount 2,900 tons
Staff contacted the five major salt companies to request quotes for the 560 tons noted
above for early summer delivery. The following prices were provided:
Company Price Per Ton Delivered
North American Salt (County low bidder) $69.66
Midwest Salt $92.46
Cargill $102.46
National Salt $107.00
Conserv FS $115.25
Based upon the lowest quoted price, staff is requesting 560 tons be purchased in mid-
May at $69.66/ton from North American Salt. In addition, staff is requesting approval to
participate in Lake County’s second optional year of the agreement and purchase 500
tons at a price no higher than 5%, as stipulated in the agreement.
Salting Policy for Winter 2015/2016
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March 16, 2015 City Council Agenda
As was approved by City Council at the October 6, 2014 City Council meeting, staff
implemented the new salting policy this past winter. Staff believes this past winter to be
considered “average” in nature and that the new policy worked well.
Moving forward, staff recommends two minor changes be made to the salting policy for
winter 2015/2016.
1. Staff requests that some flexibility be allowed so that the Snow Commander can
modify salt rates based upon the nature of the storm and the road conditions at
that specific time.
2. Staff attempted the three-period system but found that salt reduction was
minimal, if at all, moving from period two to period three. More specifically,
December 1 through January 15, a typical storm would require approximately 110
tons of salt. When the adjustment was made to only salt mains, hills, curves, and
intersections of side streets for period two (January 15 through February 15), usage
was reduced to approximately 55 tons instead of the 82 tons initially estimated.
However salting during a period three storm (February 15 through March) showed
no reduction from the 55 tons used during period two. Therefore staff is
recommending that during next year’s operation, staff implement a two-period
process:
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 – March 30th: As the holiday season has past and the
sun begins to move higher in the sky, staff proposes to reduce salt usage to 50%
of the typical 110 tons per storm as follows:
• 55 tons of salt per storm with an estimated 18 storms = 990 tons. Only main
City streets, along with hills, curves, and intersections of all City streets would
be salted after a snow storm at the limited rate.
The above policy is what staff has used to determine the estimated total amount of salt
needed for an average winter. The remaining 260 tons of the estimated 2,900 tons used
annually, would be available for the Snow Commander to increase usage based on poor
weather and / or road conditions.
BUDGET/FISCAL IMPACT: In the proposed FY2016 budget, the Streets Section allocated
$185,000 for salt and calcium chloride purchases. Typically, 89% of this account is
dedicated for salt purchases and the remaining dollars for liquid calcium chloride and
City building sidewalk salt.
For the 560 tons to be delivered in May, the amount requested is $39,010. Assuming a 5%
increase for the 500 tons to be delivered in January 2016, the amount requested is
$36,572. The combined total amount is therefore $75,582.
13
March 16, 2015 City Council Agenda
FY2016
Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted
Y/N
General 101-5136-431-65-11 $185,000 $75,582 Y
COUNCIL ACTIONS:
1. Staff recommends City Council waive the bidding process and purchase 1,060
tons of road salt from North American Salt in the amount of $75,582.
2. Staff requests that the two noted modifications to the salting policy be approved
by City Council.
8. Consideration of Ordinances Approving Recommendations from the
Building Review Board. (First Reading and if Desired by the City Council,
Final Approval)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
The following recommendations from the Building Review Board are presented to the City
Council for consideration as part of the Omnibus Agenda.
101 Louis Avenue - The Building Review Board recommended approval of a new residence on
a vacant lot and the associated landscape plan. One resident in the neighborhood spoke in
support of the petition. An immediate neighbor spoke in opposition to the mass and siting of
the proposed house. In response to concerns raised, and to achieve conformance with the
standards in the Code, the plan was modified to provide some reduction in mass in the area
closest to the neighboring property and the streetscape. (Board vote: 5-0, approved)
Lake Forest Academy, 1500 Kennedy Road - The Building Review Board recommended
approval of a new Student Union building at the center of the Campus and the associated
landscaping. No public testimony was presented to the Board on this petition. (Board vote: 5-
0, approved)
The Ordinances approving the petitions as recommended by the Building Review Board, with
key exhibits attached, are included in the Council packet beginning on page 89. The
Ordinances and complete exhibits are available for review in the Community Development
Department.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first
reading and grant final approval of the Ordinances approving the petitions in
accordance with the Building Review Board’s recommendations.
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March 16, 2015 City Council Agenda
9. Consideration of a Recommendation from the City’s Owner’s
Representative, Jacob & Hefner, to Enter into a Contract for Asbestos
Removal in Buildings on the Former Municipal Services Site. (Approval of a
Motion)
STAFF CONTACT: Catherine Czerniak, Director of Community Development
PURPOSE AND ACTION REQUESTED: Approval is requested to authorize the City Manager
to enter into a contract with Universal Asbestos Removal, Inc., the low bidder, for
asbestos removal. This work is a necessary next step in preparing for the demolition of the
buildings in preparation for redevelopment of the Laurel and Western Avenues site.
BACKGROUND AND DISCUSSION: At the end of 2014, sampling for asbestos in various
buildings on the former Municipal Services site was conducted. As expected, asbestos
was found in various locations including pipe insulation, ceiling and floor tiles, roofing
materials, siding and some wall materials. Not all of the sampling that is needed was
completed in part due to snow on the roofs and because the final building on the site
was not acquired by the City until early this year. The remaining sampling and testing is
underway.
In order to expedite the asbestos removal process, the City’s contractor, Midwest
Environmental, Inc. issued a request for bids for removal of asbestos confirmed to date
and including alternates which anticipate additional asbestos removal that may be
required. Five companies submitted bids as reviewed below. As noted, not all of the
sampling has been completed, and as a result, estimates based on a walk-through of
some of the buildings by the City’s consultants are incorporated into the bid. The
“alternatives” called out below are the various buildings on the site. A map of the site
identifying each building is included in the Council packet on page 106.
As noted above, the City’s Owner’s Representative, Jacob & Hefner, reviewed the bids
and recommends that the City award the contract to the low bidder for asbestos
removal from all of the buildings on the site with a not to exceed dollar amount.
Company Admin/Fleet Alt. #1
Salt Bay
Alt. #2
Sanitation
Garage
Alt. #3
Cold
Storage
Building
Alt. #4
120 E.
Laurel
Alt. #5
Corner
Building
Universal
Asbestos
Removal, Inc.
$37,000 $38,000 $15,000 $15,000
Valor
Technologies,
Inc.
$48,400 $40,500 $18,700 $25,900
Tecnica
Environmental
Services, Inc.
$36,000 $66,825 $33,375 $54,810
Kinsale
Contracting
Group, Inc.
$34,750 $76,000 $35,400 $51,257
Holian $42,000 $395,000 $145,000 $137,000
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March 16, 2015 City Council Agenda
Asbestos
Removal &
Encap. Corp.
Consultant’s
Estimate
$10,000 -
$15,000
Estimated
Budget Alt.
#5
$10,000 -
$15,000
A contract from the low bidder, Universal Asbestos Removal, Inc. is included in the
Council packet beginning on page 107. The contract still requires review by the City
Attorney. Council authorization to enter into the contract, subject to approval by the
City Attorney, is requested to allow the timing for the asbestos removal to be confirmed
and coordinated with utility disconnect work now underway on the site.
On a related matter, the City’s Owner’s Representative suggested that the installation of
additional fencing on the site be delayed until more of the initial work is completed. A
significant portion of the site is fenced already and after demolition of the buildings,
fencing will be able to be installed at optimal locations to support the soil remediation
work and construction activity.
BUDGET/FISCAL IMPACT: The cost of clean-up of the site, including the removal of
asbestos, is reimbursable through funds generated by the TIF District. At the outset, this
fee will be charged to the newly created Laurel and Western Avenues (MS)
Redevelopment Fund because the expense will be incurred in advance of the receipt of
any TIF revenues. As previously approved by the City Council, an inter-fund loan was
made from the Capital Improvement Fund. Reimbursement will occur upon receipt of TIF
revenues or from TIF bond proceeds. All expenses eligible for reimbursement from TIF
revenues will be included in a supplemental appropriation ordinance at the end of the
fiscal year.
FY2015 Funding Source Amount
Budgeted
Amount
Requested
Budgeted
Y/N
MS Redevelopment
#322-2501-499-77-05 0 Not to Exceed
$135,000 N
COUNCIL ACTION: Authorize the City Manager to enter into a contract with Universal
Asbestos Removal, Inc. for an amount not to exceed $135,000 for removal of asbestos
from all of the buildings on the former Municipal Services site as determined to be
needed by sampling and testing, and under the direction and supervision of Jacob &
Hefner.
10. Consideration of an Ordinance Approving a Recommendation from the
Historic Preservation Commission. (First Reading and if Desired by the City
Council, Final Approval)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
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March 16, 2015 City Council Agenda
The following recommendation from the Historic Preservation Commission is presented to the
City Council for consideration as part of the Omnibus Agenda.
338 E. Westminster - The Historic Preservation Commission recommended approval of a building
scale variance to allow a one story family room addition to the rear of the residence. One
neighbor spoke in support for the project. (Commission vote: 7-0, approved)
The ordinance approving the petition with conditions of approval as recommended by the
Historic Preservation Commission, with key exhibits attached, is included in the Council’s packet
beginning on page 115. The Ordinance and complete exhibits is available for review in the
Community Development Department.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first
reading and grant final approval of the Ordinance approving the petition in accordance
with the Historic Preservation Commission’s recommendation.
COUNCIL ACTION: Approve the ten (10) Omnibus items as presented.
6. ORDINANCES
1. Consideration of Recommendations from the Plan Commission and Building
Review Board in Support of the Location of NorthShore University
HealthSystem Medical Offices in an Existing Building at 915 S. Waukegan
Road (the Lovell’s Restaurant building). (If desired by the Council, waive first
reading and grant final approval of both ordinances.)
PRESENTED BY CATHERINE CZERNIAK,
DIRECTOR OF COMMUNITY DEVELOPMENT (810-3504)
PURPOSE AND ACTION REQUESTED: On January 7, 2015, the Building Review Board held a
public hearing to consider a request from NorthShore University HealthSystem, the
contract purchaser of 915 S. Waukegan Road, for approval of an addition and minor
modifications to the building, enhanced landscaping and upgraded parking lot lighting.
On January 14, 2015, the Plan Commission held a public hearing to consider a request
from NorthShore University HealthSystem for a Special Use Permit to authorize medical
offices in the Lovell’s Restaurant building.
These recommendations are now before the City Council for consideration.
BACKGROUND/DISCUSSION: The Lovell’s building was originally approved by the City in
1997 and constructed by the Lovell Family, shortly thereafter. Lovell’s Restaurant has
been located in the building since its construction. The Lovell family intends to close the
restaurant and has marketed the property for almost two years. Focused efforts were
made by the Lovell family and their representatives to attract a new restaurant or a mix
of restaurant and retail uses to the site. The feedback received was that the building’s
size and design are better suited to an office use.
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March 16, 2015 City Council Agenda
The property is now under contract to be sold to NorthShore University HealthSystem. The
first and second floors of the building will be converted to medical offices; the lower level
will be employee space. To create an efficient floor plan, a 2-story addition is proposed
to the south side of the building. In initial discussions with NorthShore University
HealthSystem, the demolition of the existing building was proposed. Constructing a new
building on site was seen as the best way to achieve an efficient and modern medical
office building. However, after discussions and recognition that although not designated
as an historic structure, the Lovell’s building has become a landmark in the Waukegan
Road business district, adaptive reuse of the building and a small addition is proposed.
Building Review Board Action
On January 7, 2014, the Building Review Board considered the proposed addition and
minor modifications to the building, an enhanced landscape plan and upgraded
parking lot lighting. No public testimony was presented to the Board. The Board voted
unanimously to recommend approval of the petition to the City Council.
Special Use Permit
The B-1 Zoning District is intended to accommodate small retail and service businesses to
meet the recurring needs of residents in nearby neighborhoods. The neighborhood
business district along Waukegan Road was developed and enhanced through a Tax
Increment Financing District which was established in this area in the early 1990’s. Today
this area includes a variety of businesses; retail, restaurants, offices, banks and medical
offices. A Church, school and train station also area located in the area. Presently,
NorthShore University HealthSystem medical offices are located in the immediate area,
on Waukegan Road, near Conway Road and on Waukegan Road in Lake Bluff. The
existing offices will be consolidated at the proposed 915 S. Waukegan Road location.
Key Points
Unlike the City’s Central Business District, there is no limitation on non-retail uses in
the Waukegan Road business district. Medical offices in the Lovell’s building are
consistent with the other non-retail uses on the block of Waukegan Road between
Gloucester Crossing and Everett Road.
A Traffic Study was completed to evaluate on site conditions and impacts on
nearby roads and intersections. The City Engineer did not identify any areas of
concern.
Adequate parking exists on the site and Code requirements are met. If needed,
public, permit parking lots are located within walking distance from this building.
The proposed medical offices will be near existing businesses. Employees of the
medical offices and patients will provide an increased customer base for nearby
businesses.
BUDGET/FISCAL IMPACT:
The proposed medical offices will not generate sales tax revenues to replace those lost
through the closing of Lovell’s Restaurant. It is also possible that under the new
ownership, the property and building will be exempt from property taxes. NorthShore is
proposing annual payments to the City to support services the City will provide that will
18
March 16, 2015 City Council Agenda
continue to benefit the property in particular, ongoing maintenance of the adjacent
Gloucester Crossing public right-of-way including landscaping and lighting. In addition, a
one-time payment is proposed as a transition to a non-sales tax producing use. The
proposed payments, annual and one-time, will be provided under separate cover
included with the Ordinances.
Plan Commission Action
The Plan Commission heard testimony from some residents expressing disappointment
about the loss of the restaurant and questions about whether additional medical offices
are needed in the community. At the conclusion of the Plan Commission public hearing,
the Commission voted 5 –1 to recommend approval of the requested Special Use Permit
to the City Council subject to various conditions of approval.
Ordinances including the findings on which the Board’s and Commission’s
recommendations are based and the recommended conditions of approval will be
provided under separate cover.
COUNCIL ACTIONS:
If determined to be appropriate by the City Council, waive first reading and grant final
approval of an Ordinance approving a Special Use Permit to authorize NorthShore
University HealthSystem medical offices in the building at 915 S. Waukegan Road subject
to conditions of approval.
AND
If determined to be appropriate by the City Council waive first reading and grant final
approval of an Ordinance approving an addition and minor modifications to the building
at 915 S. Waukegan Road as well as an enhanced landscaping and upgraded parking
lot lighting.
2. Consideration of an Ordinance Amending Various Sections of the City Code
Related to Plumbing as Recommended by the Construction Codes
Commission. (First reading)
PRESENTED BY: Catherine Czerniak,
Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: The first in a series of amendments to Chapter 150, Buildings,
of the City of Lake Forest Code, is presented for City Council consideration.
BACKGROUND: Earlier this year, the Council approved the re-codified City Code setting the
stage for consideration of amendments and updates to various sections of the Code. The
City’s Construction Codes Commission has been conducting public meetings over the last
several months to consider amendments to the Buildings Chapter of the City Code. In the past,
the City has adopted updated State and International Codes every 6 to 10 years but
maintained a significant number of local amendments, essentially stricter provisions, in the
City’s Code. In recent years the State and International Codes have become more widely
accepted and the Construction Codes Commission is moving in the direction of significantly
reducing the number of local amendments. This agenda item is the first of several that will be
19
March 16, 2015 City Council Agenda
presented to the Council in the coming months in support of updating and simplifying the City’s
Code provisions relating to buildings.
The first Code sections presented for Council consideration relate to plumbing. In 2014,
the State of Illinois adopted an updated Plumbing Code, replacing the 2005 State
Plumbing Code. After thorough review, the Construction Codes Commission determined
that the updated State Code adequately covers many of the provisions in the local
amendments and recommends adoption of the 2014 State of Illinois Plumbing Code and
elimination of duplicative language from the City’s Code.
The only substantive change to the current Codes recommended by the Construction
Codes Commission is to eliminate the City’s requirement for cast iron waste pipes. This
requirement has been the subject of much discussion and debate over the last 20 years
and the Commission concluded that today, acceptable alternative materials and
processes are available to replace cast iron if desired by a homeowner or builder. The
use of cast iron is recognized as a quality issue and the Commission is recommending
that with lighter weight materials for waste piping, a requirement for sound buffering be
incorporated into the Code. The Commission also recognized that allowing the use of
alternate materials will play into later discussions about fire and life safety provisions in the
Code since the some of the alternate materials burn hot and can produce fumes in the
event of a fire.
A draft of the Ordinance as recommended by the Construction Codes Commission will
be sent under separate cover, along with a copy of the current Code reflecting the
language proposed for elimination.
Recommendation: Grant first reading of an Ordinance amending various sections of
Chapter 150, Buildings, as it relates to plumbing.
7. NEW BUSINESS
8. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
9. ADJOURNMENT
Office of the City Manager March 11, 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.
20
March 16, 2015 City Council Agenda
21
22
North Shore Electricity Aggregation Consortium
Deerfield • Glencoe • Highland Park • Lake Bluff • Lake Forest • Northbrook • Park Ridge • Skokie
DATE: March 9, 2015
TO: Village President and Board of Trustees
FROM: North Shore Electricity Aggregation Consortium
SUBJECT: Report re: Electric Aggregation Power Supply Agreement
Background
In December 2011, the Cities of Highland Park, Lake Forest and Park Ridge, and the Villages of
Deerfield, Glencoe, Lake Bluff, Northbrook and Skokie formed the North Shore Electricity
Aggregation Consortium. The Consortium was created to act as a collective body of
municipalities to create and manage municipal electric aggregation services on behalf of their
residents and eligible businesses. Each Consortium community executed a three-year contract
with the same selected alternative electricity supplier, MC Squared Energy Services, to supply
power to an estimated 90,000 Consortium customers. The current contract with MC Squared is
set to expire following the May 2015 meter read. In order to continue with an electricity
aggregation program, the Consortium members must approve a new Power Supply Agreement
with an alternative electricity supplier.
Savings
Over the last three years, the Consortium has saved participating customers more than $36
million due to lower rates than the ComEd default tariff service rate for its residents and small
businesses, while also acquiring a cleaner portfolio of power supply. The anticipated savings for
each municipality from inception through the end of the current contract term is as follows:
North Shore Electricity Aggregation Consortium
Power Supply Program Savings
June, 2012 through May, 2015*
Municipality $ Savings (in millions)
Deerfield 3.2
Glencoe 2.3
Highland Park 6.4
Lake Bluff 1.2
Lake Forest 4.8
Northbrook 6.5
Park Ridge 5.2
Skokie 6.9
TOTAL SAVINGS 36.5
*estimated
23
Competitive Bidding Process
With the MC Squared contract set to expire, the Consortium conducted an extensive due
diligence process to determine if a new supply agreement should be considered with an
alternative electricity supplier. To facilitate a competitive bidding process, the Consortium issued
a Request for Proposals (RFP) on November 3, 2014, soliciting bids from all qualified providers
to supply power and services for the Consortium’s portfolio of customers. Two bids were
received by the November 24, 2014 due date and were evaluated by the Consortium’s members,
legal counsel, and energy consultant. Integrys Energy Services, Inc., and Constellation Energy
Resources, LLC have merged operations, submitted a joint proposal and were identified as the
lowest responsible bidder. The incumbent electric supplier, MC Squared Energy Services, also
submitted a response but it was less competitive than the other proposal received.
Recommendation
The Consortium negotiated with suppliers, was able to gain additional safeguards and
concessions, and all communities, with the exception of the City of Park Ridge, are
recommending that members approve the attached Power Supply Agreement with Integrys
Energy Services/Constellation Energy Resources. If approved, the Consortium members and
their energy consultant will diligently monitor the electric commodity pricing over the next few
weeks and only lock in a fixed price if market conditions are favorable. If pricing is not
favorable, no price lock will be executed and all customers will be returned to ComEd.
Because of contract provisions of the existing power supply agreement with MC Squared, if a
Power Supply Agreement with Integrys is not approved, all customers currently in the
Consortium’s aggregation program with MC Squared would be retained by MC Squared (not
return to ComEd) unless they took affirmative steps to choose to go to another provider. This
would impact the Consortium’s ability to aggregate electricity in the future, and would require
customers to take additional steps to move to a different provider. For these additional reasons,
the Consortium is recommending entering into a Power Supply Agreement with Integrys to
retain maximum flexibility and minimize confusion for customers in Consortium communities.
Key Contract Terms
The Power Supply Agreement with Integrys/Constellation is very similar to the existing
agreement with MC Squared. The recommended contract term is 24 months. The agreement
locks the vendor margin of $1.10/MWh for 2 years. Each year, around late winter or early
spring, just prior to when ComEd’s summer rate is announced, the Consortium will evaluate the
market and have the option to set a new commodity price for a term that is the most favorable for
Consortium customers.
If, during the price lock process, the Consortium does not receive favorable pricing compared to
the ComEd default rate and no price lock is achieved, then Integrys/Constellation will return all
Consortium customers to ComEd. The Consortium will go through the price lock exercise with
the supplier again at a later date, until either a price lock is accepted or the two-year contract
term expires. Put simply, the Consortium will be able to get a “free look” at pricing from
Integrys/Constellation with no obligation to accept pricing. If the Consortium deems that the
pricing is not competitive then everyone will be automatically returned to ComEd. This process
will help ensure that the Consortium rate will never be above ComEd’s default rate (this does not
include the Purchased Electricity Adjustment credit or charge). This agreement also preserves
the ability for Consortium customers to choose a different supplier, if they so choose.
24
Should the Consortium choose to lock in a fixed price, approval of the Power Supply Agreement
also authorizes the Village/City Manager of Consortium communities to execute a Transaction
Confirmation on the day of the price lock, setting a fixed total price for all eligible residents and
small business customers that do not opt-out of the program.
There are no fees to residents or small businesses to exit the program, at any time.
Integrys/Constellation will maintain a toll free number available to customers 24/7 and will also
host a website with a “price-to-compare” feature available to all Consortium members.
Opt-In Gas Endorsement Program
The contract also permits a gas endorsement program whereby an Integrys affiliate (a licensed
supplier of natural gas to residential and small commercial accounts in the State of Illinois)
would offer a discounted gas program to Consortium members. The details and terms of such a
program, which would be voluntary on a customer-by-customer basis, have not yet been
determined. Currently Integrys offers various fixed price terms including 12 and 24 months in
both North Shore Gas and Nicor Gas territories. These offers are posted on the Integrys website
and change based on market conditions. As an added benefit, Integrys can establish a landing
page that would allow Consortium customers to enroll in a fixed price offer that is discounted by
3 cents per therm off the Integrys publicly posted offers. The chart below shows North Shore’s
and Nicor’s rates for the past twelve months along with Integrys’ current discounted 12 month
offer of $.429 per therm.
25
Due to limitations of current State law, the Consortium can only offer the gas endorsement
program on an “opt-in” basis, which makes it distinctly different from the electricity aggregation
“opt-out” program, and requires that customers take steps to avail themselves of the program.
The Consortium and Integrys would convene over the next 12 months to finalize the details of
the gas program offerings and further evaluate the potential for savings. If conditions in the gas
market are favorable, the Consortium would endeavor to establish a gas endorsement offering
prior to next winter.
Challenges
The Consortium is confronted with the following electricity market challenges.
Default Rate – The difference (or cost savings) between the default ComEd rate and the
aggregated Consortium rate has continued to converge over the last three years. Following a high
of approximately 40% savings in the first year, savings in the past year has equated to less than
5%, and is expected to remain flat or diminish further over the next two years. The difference
between the two rates going forward is expected to be relatively small, due in large part to the
expiration of relatively high-cost power supplies in the ComEd portfolio. As a result, it has
become more difficult for alternative electricity suppliers to provide a fixed, long-term
competitive aggregated electric rate that significantly “beats” the ComEd default rate. This is
true primarily due to complexities of the way rates are set now versus when the Consortium
began its aggregation program in 2012. ComEd’s prices now reset multiple times per year, and
are impacted by other factors described below. The Consortium’s fixed rate does not reset,
thereby causing concern over the risk of the ComEd default rate actually dipping below the
Consortium rate during the course of a 12-month price lock period.
Purchased Electricity Adjustment – The ComEd electricity rate is set by the Illinois Commerce
Commission and it is equal to the sum of the default rate plus (or minus) the Purchased
Electricity Adjustment (PEA). The ComEd default rate does not include the PEA. The PEA
fluctuates monthly and it can raise or lower the electricity bill of a ComEd customer. It is
important to note that the PEA monthly fluctuations only affect ComEd customers, not
Consortium customers. Nevertheless, the Consortium monitors the PEA monthly fluctuations
because it serves as a benchmark that the Consortium uses to compare effective pricing.
The purpose of the PEA is to “true-up” any difference (over or under) between what ComEd paid
to acquire electric supply and what ComEd previously charged customers for the electricity
supply. When the PEA is a credit (i.e. negative), it reduces the gap between the default rate and
the aggregated Consortium rate. The PEA can range from negative (credit) or positive (charge)
of 0.50 cents per kWh. Monthly PEA fluctuations are not known in advance and only when
taking into account the PEA monthly fluctuations can the Consortium truly determine the level
of savings being provided to Consortium customers.
These challenges can materially affect the savings realized by Consortium customers and will be
carefully considered during the price-lock process.
Green Options
Once again, each individual community in the Consortium will need to decide which supply mix
will be offered to the accounts in their community. Those options are:
26
1. Standard Supply Mix – A community can choose the base rate with the State’s required
renewable energy mix. The 2015-16 State required renewable energy mix is 10% and this
base will increase by 1.5% each year until a 25% mix is achieved in 2026. This option
provides the lowest possible rate to residents as it only includes the State mandated
renewable energy power mix. Additionally, Integrys/Constellation is offering 100%
Renewable Energy Credits (RECs) at no additional cost to the first 10% of Consortium
customers that sign up.
2. Enhanced Renewable Mix – Renewable Energy Credits at a volume mix of 25%, 50%,
75%, and 100% are also offered at different margins in addition to the fixed vendor
margin. A community can choose to allocate a REC mix to the community as a whole or
allow individual customers to sign-up for a REC mix with the supplier directly.
a. 25% REC mix - $0.42/MWh
b. 50% REC mix - $0.83/MWh
c. 75% REC mix - $1.22/MWh
d. 100% REC mix - $1.45/MWh
During the last agreement, the City of Lake Forest chose to implement a 100% REC mix, while
all other Consortium communities offered individualized purchasing to their residents and small
business customers.
Supplier Transition
Two possible transitions could occur:
1. Transition to Integrys/Constellation – If favorable electric commodity pricing is received
in the next few weeks, then Village/City Managers will authorize a fixed price to begin
with the June 2015 meter read. Customer accounts will seamlessly transition from the
incumbent supplier, MC Squared, to Integrys/Constellation. There will be no fee
associated with the transition to the new alternative electric supplier and no action needs
to be taken by residents to remain in the program. All eligible accounts will receive an
opt-out letter from their member community notifying them of the details of the program.
Consortium customers retain the right to leave the program at any time at no cost.
2. Transition to ComEd – If electric commodity pricing is not favorable and no price-lock is
achieved, Consortium customers will automatically be returned to the ComEd default rate
with the June 2015 meter read. The switch from MC Squared back to ComEd requires no
action from Consortium customers and no fees are associated with the transition. The
Consortium will issue a joint press release to all participating communities and
additionally, in late spring, ComEd will mail a letter to Consortium customers notifying
them of the transition in their account, in addition to communications from each
Consortium community to its residents and small businesses.
Residents and small business customers that wish not to transition to Integrys or the ComEd
default supply will retain the ability to contract individually with alternative electricity suppliers
should they wish to do so. Consumers interested in exploring other alternatives can visit the
Illinois Commerce Commission’s website at http://pluginillinois.org/res.aspx or the Citizen’s
Utility Board at http://www.citizensutilityboard.org/ciElectric_cubfacts_alternativesuppliers.html
for additional educational materials.
27
Conclusion
The Consortium members, with the exception of the City of Park Ridge, will present the Power
Supply Agreement for Board/Council consideration at upcoming meetings in March. Those that
approve the contract will work with the supplier and the Consortium’s energy consultant to lock
in an electric price in the next few weeks. Consortium communities retain the ability to evaluate
electric commodity pricing with no obligation to lock in a price, which would result in customers
being returned to ComEd. The new service is scheduled to begin following the May meter
reading cycle. Lastly, the Consortium has included a gas endorsement program as part of this
agreement that allows the municipalities to work with an alternative gas supplier to provide an
“opt-in” gas aggregation program and provides Consortium residents and small businesses with
the option of buying both commodities through programs established by the member
communities.
28
RESOLUTION NO. R2015-__________
A RESOLUTION APPROVING A CONTRACT FOR THE PROVISION OF ELECTRICITY
FOR THE CITY’S ELECTRICITY AGGREGATION PROGRAM
AND AUTHORIZING THE CITY MANAGER TO EXECUTE DOCUMENTATION
TO SECURE A FINAL ELECTRICITY PRICE FOR THE PROGRAM
WHEREAS, pursuant to Section 1-92 of the Illinois Power Agency Act, 20 ILCS
3855/1-92 ("Act"), on _________, 2012, the adopted Ordinance No. __________, authorizing
the establishment of an opt-out program for the aggregation of electrical loads of residential and
small commercial retail customers in the City (“Electricity Aggregation Program”); and
WHEREAS, pursuant to Section 1-92(b) of the Act, on __________, 2012, the
Mayor and City Council adopted Resolution No. ______, approving a plan of governance for the
Electricity Aggregation Program; and
WHEREAS, the City is a member of the North Shore Electricity Aggregation
Consortium (“Consortium”), an intergovernmental association formed to facilitate the
cooperation of its member municipalities toward obtaining the lowest possible electricity rates
for their respective residents and small businesses; and
WHEREAS, the current contract for the provision of electricity for the Electricity
Aggregation Program will expire in May 2015; and
WHEREAS, pursuant to the Act, the Consortium sought bids for the award of a
new contract for the provision of electricity for the Electricity Aggregation Program (“Contract”);
and
WHEREAS, Integrys Energy Services, Inc., of DePere, Wisconsin (“Integrys"),
was the low responsible bidder of the firms that submitted bid packages to the Consortium; and
WHEREAS, based upon the pricing schedule in the bid package submitted by
Integrys, the City anticipates that residential and small commercial retail customers within the
City will realize cost savings for electric supply to residential and small commercial retail
customers; and
WHEREAS, pursuant to the terms of the Contract, Integrys, the City, and the
other members of the Consortium will, on a daily basis, monitor the electricity market to identify
and establish a final price for the electricity to be supplied to the Electricity Aggregation
Program; and
WHEREAS, the City and the other members of the Consortium expect that the
daily market price quotes will result in a final electricity price for the Electricity Aggregation
Program that is deemed to be advantageous to the residents and small businesses within the
City and the other municipalities of the Consortium; and
WHEREAS, in order to preserve the ability of the City to establish a final
electricity price for the Electricity Aggregation Program at as low a price as practicable, the
Mayor and City Councilhave determined that it will serve and be in the best interests of the City
to: (i) approve the Contract between the City and Integrys; and (ii) authorize the City Manager to
29
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execute, on behalf of the City, all documentation necessary to secure a final electricity price for
the Electricity Aggregation Program, in accordance with the terms of the Contract;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL
OF THE CITY OF LAKE FOREST, LAKE COUNTY, ILLINOIS, as follows:
Section 1. Recitals.
The foregoing recitals are incorporated into, and made a part of, this Resolution
as the findings of the Mayor and City Council of The City of Lake Forest.
Section 2. Approval of Contract.
The Contract by and between the City and Integrys is hereby approved in
substantially the form attached to this Resolution as Exhibit A, and in final form approved by
the City Manager and the City Attorney.
Section 3. Execution of Contract.
The City Manager and the Deputy City Clerk are hereby authorized and directed
to execute and attest, on behalf of the City, the Contract upon receipt by the City Clerk of at
least one original copy of the Contract executed by Integrys; provided, however, that if the
executed copy of the Contract is not received by the City Clerk within 30 days after the effective
date of this Resolution, then this authority to execute and attest will, at the option of the Mayor
and the City Council, be null and void.
Section 4. Authorization to Execute Documentation.
A. The Mayor and City Council hereby authorize the City Manager to
execute, on behalf of the City, all documentation necessary for the establishment of a final
electricity price, for a term of not more than 24 months, for the Electricity Aggregation Program,
in accordance with and pursuant to the Contract, and in cooperation with the Consortium and
Integrys.
B. This Resolution is not to be deemed or interpreted as obligating the City
Manager to execute any documentation related to the establishment of a final electricity price
for the Electricity Aggregation Program. In the event that the City Manager determines, in his
discretion and in cooperation with the Consortium, that, on any given day, the daily market price
quotes for any term of not more than 24 months are not favorable to the City, then the City
Manager is hereby authorized to reject such quotes on behalf of the City.
Section 5. Effective Date.
This Resolution will be in full force and effect from and after its passage and
approval as provided by law.
[SIGNATURE PAGE FOLLOWS]
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3
PASSED this ____ day of _____, 2015, by vote of the City Council of the City of Lake
Forest, as follows:
AYES:
NAYS:
ABSTAIN:
ABSENT:
APPROVED this ____ day of ________, 2015.
___________________________________
Mayor
ATTEST:
___________________________
City Clerk
#34966727_v1
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EXHIBIT A
CONTRACT
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THE CITY OF LAKE FOREST SPECIAL EVENT PERMIT APPLICATION FORM
EVENT INFORMATION
1. Event Name &Location(s): __________________________________________________________________________________________
2. Event Date(s): ____________ 3. Estimated Number of Participants: ____________ 4. Estimated Number of Vehicles: ____________
5. Route of Travel: __________________________________________________________________________________________________
____________________________________________________________________________________________________________________
6. Estimated Cost of Event (Per Attachment A) $___________________________
7. Set-Up Start Time: ____________ Start Time: ____________ End Time: ____________ Tear Down End Time: ____________
8. Sponsoring Organization: ___________________________________________________________________________________________
(Name)
________________________________________________________________________________________________________
(Street Address)
________________________________________________________________________________________________________
(City, State & Zip Code)
9. Contact Person: _________________________________________________ Phone Number: ___________________________
(Name)
_______________________________________________________________ Fax Number: _____________________________
(Street Address)
_______________________________________________________________ Email address:____________________________
(City, State & Zip Code)
10. Goal(s) of Event: ____________________________________________________________________________________________
____________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________
11. Benefit to the Community: _________________________________________________________________________________________
____________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________
12. Is the event location crucial to the success of the event? Yes or No (circle one) If yes, please explain. __________________________
____________________________________________________________________________________________________________________
Please use and attach additional paper if necessary.
CONDITIONS, LIABILITY WAIVER, & HOLD HARMLESS AGREEMENT
1. Conditions:
The undersigned hereby makes application for permission to hold a special event in The City of Lake Forest. It is understood that all City
ordinances and codes shall be adhered to, and that any violation of a City ordinance, code, or State Statute shall mean automatic revocation of
this permit. It is further understood that this permit shall be void if the applicant does not comply with all requirements specified by the Office of
the City Manager, as part of the approval process.
2. Release From Liability:
“I agree to waive and relinquish any and all claims I may have arising out of, connected with, or in any way associated with the activities of the
special event. I do hereby fully release and discharge The City of Lake Forest, its officers, agents, and employees from any and all claims from
injuries, including death, damage, or loss which I or my organization may have, or which may occur in connection with the special event.”
3. Indemnity & Defense:
“I further agree to indemnify, hold harmless, and defend The City of Lake Forest, its officers, agents, and employees from any and all claims
from injuries, including death, damages and losses sustained by me, or my organization, or any other person connected with, or in any way
associated with the activities of the special event.”
Signature of Applicant: ______________________________________ Date: ______________
$25 Application Fee
Updated 5/14
65
SPECIAL EVENT PERMIT APPLICATION FEE SCHEDULE
CITY EQUIPMENT & RESOURCES
Item Fee Number Requested Total Fee
PUBLIC SAFETY
Police Officer $80.00 per officer, per hour __________ __________
Firefighter/Paramedic $80.00 per officer, per hour __________ __________
Event site Inspection Life Safety Inspection of Site prior to Event $100.00
Tent Inspection Includes Plan Review/Life Safety Inspection of Tent prior to Event __________
(fee is $ 50.00 or $ .05 per square foot whichever is greater)
Police & Fire Vehicles $110.00 per vehicle, per event __________ __________
*No Parking Signs $5.00 deposit per sign __________ __________
*Event organizer is responsible for set-up & removal of “No Parking” signs. Upon return of undamaged signs, the event organizer will be
refunded their “No Parking” sign deposit.
PUBLIC WORKS / STREETS
Barricades (1-10) $40.00 __________ __________
Bleacher (1) $70.00 (Keep in park) __________ __________
$135.00 (Move to other location) __________ __________
Litter Barrels (1-6) $45.00 __________ __________
(7-12) $55.00
Picnic Tables (1-6) $150.00 __________ __________
(7-10) $245.00
Grills $85.00 (propane/charcoal extra) __________ __________
Electric Cords $100 deposit __________ __________
Additional Items Fee Number Requested Total Fee
___________________ __________ __________ __________
Event Attendant $63.00 per hour __________ __________
Please note: Additional requests will be billed based on time and material. Maintenance worker fee $63.00 per hour.
Grand Total $______________
Please note: Any event in Market Square is subject to a $250 refundable deposit. Upon inspection of undamaged grounds, the event organizer
will be returned the balance of their deposit after all payments have been received by the City.
The City reserves the right to require that a certain number of police officers and firefighter/paramedics attend the special event, and reserves
the right to bill the event organizer accordingly. The City also reserves the right to require that a certain amount of City equipment, such as
barricades or litter barrels be required for the special event, and reserves the right to bill the event organizer accordingly.
Comments:
66
THE CITY OF LAKE FOREST ADMINISTRATIVE DIRECTIVE 1-17
Office of the City Manager February 25, 2008
SPECIAL EVENT POLICY
1.0 Purpose
To create additional service relations among the Community this directive establishes all special event classifications,
and their corresponding processes for special event organizers to follow for obtaining special event permits.
This directive pertains to any special event that occurs either on public or private property, such as community-wide
special events, marathons, rummage sales, parades, art shows, concerts, or home shows, which have a direct effect
upon public property, traffic flow in the City, or public health or safety.
This directive does not supersede The City of Lake Forest Traffic Code, which provides that no procession or parade,
except for the U.S. Armed Forces, the military forces of this State, and the police and fire departments, shall occupy,
march, or proceed along any street, except in accordance with a permit issued by the City Manager. Funeral
processions and block parties are also exempt from this process.
Block Party guidelines are available in the Office of the City Manager, 220 E. Deerpath.
Solicitation regulations are covered under the City Code Chapter 29 Peddlers, Solicitors, and Canvassing, which is
available in the Office of the City Manager, 220 East Deerpath.
Commercial filming regulations are covered by Guidelines for Filming in The City of Lake Forest, which is available in
the Office of the City Manager, 220 East Deerpath.
2.0 Definitions
2.1 Special Event Permit Application Form
The Special Event Permit Application Form is defined as the form or forms approved by the City Manager for
use in applying for a special event permit, which forms may be amended from time-to-time in the discretion of
the City Manager. To be considered for approval, a duly authorized representative of the organization
sponsoring the event must submit a completed Special Event Permit Application Form including any
design/site plans or maps to the Office of the City Manager no later than two months prior to their event for
consideration.
2.2 Class A Special Event
A Class A Special Event is defined as a community event on public or private property, that may require
equipment and resources from City departments, and may close the event location down to the public from its
regular use for a period of time, and may otherwise impact streets, sidewalks, parking lots, or other public
right-of-ways.
2.3 Class B Special Event
A Class B Special Event is defined as a community event on public or private property, that may require
manpower and resources from City departments, and may either close the event location down to the public
from its regular use for a limited period of time, or open the event location to a broader use base than is
customary. A Class B Special Event has limited impact on the community-at-large, or a requirement of
minimal City involvement.
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ADMINISTRATIVE DIRECTIVE 1-17 Page 2
2.4 Class C Special Event
A Class C Special Event is defined as any other special event on public or private property that may not
require manpower and resources; however may require staff guidance with other Special Event organizers to
create awareness and coordination where necessary. A Class C Special event does not fall into a category A or
B category.
2.5 Park Reservations
A park reservation is defined as an authorization to make use of a park located within the corporate limits of
The City of Lake Forest. A park reservation is not classified as a special event unless it meets the criteria set
forth under Sections 2.2 or 2.3 above. If a park reservation does not meet the criteria set forth under Sections
2.2 or 2.3, the person(s) wishing to reserve park space must contact the Recreation Center located at 400
Hastings Road, at 234-6700 for approval.
3.0 Action
3.1 Special Event Permit Application Process
The Special Event Permit Application Form may be obtained at City Hall, located at 220 East Deerpath, (847)
234-2600, or printed from the City’s web site, www.CityOfLakeForest.com.
The Office of the City Manager shall have the overall responsibility for determining the event classification
and for coordinating the event application’s review.
3.2 Class A Special Events
Special events that have been determined to be a Class A event, or as otherwise required by the City Manager,
must be presented to the City Council for their review and decision.
Class A Special Events located in a City park, or as otherwise required by the City Manager, shall first be
considered by the Park and Recreation Board which then shall forward a recommendation on to the City
Council for its review and decision.
Proper notice of the review by the Park and Recreation Board or City Council shall be given to the interested
parties and to the local newspaper of general circulation in the City not more than thirty (30) nor less than
fifteen (15) days before the date of the meeting.
The Park and Recreation Board regularly meet on the second Tuesday of every month and the City Council
regularly meet on the first Monday and third Monday of every month.
3.3 Class B Special Events
If the special event has been classified as a Class B Special Event, The Office of the City Manager shall have
the overall responsibility for coordinating the review and decision for the event.
3.4 Class C Special Events
If the special event has been classified as a Class C Special Event, (the Special Event Organizer shall have the
overall responsibility to communicate to other event organizers of their event) however; may need the
assistance of Office of the City Manager to facilitate group interactions.
Although a Class C Special Event may not require City resources or guidance for other events occurring within
The City; a Class C special event organizer may need other considerations please review section 7.0.
68
ADMINISTRATIVE DIRECTIVE 1-17 Page 3
3.5 Class A and B and C Special Events
Special event organizers must complete the Special Event Permit Application Form and submit it to The City
of Lake Forest, 220 East Deerpath, as soon as possible, but in no case less than two (2) months prior to the
event.
Special event organizers will be contacted by the City either via telephone or mail, as to the classification of
the event.
If necessary, City staff may request a meeting with the special event organizers to review their application, and
work together in determining which City services will be applicable or required for their special event, their
costs, and the special event’s impact on the community.
City staff may require a wrap up meeting with the special event organizers within 30 days following the
special event to identify any areas of concerns for future events. Failure to work with City staff may result in
the delay and/or approval of future of special events.
If the event has been classified as a Class A Special Event, or as otherwise required by the City Manager, City
staff will inform the event organizer when the request will be presented to the Park and Recreation Board or
the City Council.
4.0 Insurance
Proof of insurance, a restoration bond, or other requirements may be required if it is determined to be in the best
interest of the health, safety, and welfare of the City.
5.0 Fees
The City will bill the special event organizer of a Class A or Class B or Class C event for all expenses incurred. From
time-to-time the City Manager at his discretion may change the fee schedule in order to ensure they commensurate with
the cost of providing the services. The City Manager may waive all or part of the fees (from the event organizer) of a
Class A, B, or C Event if it is determined that the value of the special event contribution to the City, which may or may
not be monetary far exceeds the costs for providing the services.
Please note that the fee schedule may not be inclusive of all needs for the Special Event.
6.0 Hardship
Any Class A event organizer may present a case of hardship to the City Council and explain the purpose of their event,
its benefit to the community, the City equipment and resources necessary for their event, and why they would not be
able to organize their event if they did not receive a special consideration from the City.
Any Class B event organizer may present a case of hardship to the City Manager and explain the purpose of their event,
its benefit to the community, the City equipment and resources necessary for their event, and why they would not be
able to organize their event if they did not receive a special consideration from the City.
In reviewing an event organizer’s case of hardship, the City may consider, but not be limited to the following criteria:
Open to the public and is non-discriminatory
Promotes community spirit and benefits Lake Forest Residents
Location availability & impact on surrounding properties
Level of economic cost to the City
If and how the proceeds from the event may benefit the community
69
ADMINISTRATIVE DIRECTIVE 1-17 Page 4
7.0 Other Considerations
In addition to completing the Special Event Permit Application Form, special event organizers may need to obtain and
complete other permit applications in order to operate their event. Other permit applications include, but are not
limited to a community sign corner permit, alcohol license, raffle license, parade permit, and a food service permit from
the Lake County Health Department.
8.0 Special Event Permit Approval and Denial
The City Manager, or his designee, shall review the completed Special Event Permit Application Form and review all
recommendations made by the appropriate City staff.
The City Manager has the authority to deny any Special Event Permit Application, or change the location of any special
event if any of the following is determined:
The event may adversely impact the health, safety, and welfare of the City
Poor weather conditions may adversely impact the health, safety, and welfare of the facilities or participants of the
event
The event may cause property damage to City facilities, including but not limited to parks, and may adversely
impact the general public use or another event due to the damage
Any person aggrieved by a decision of the City Manager shall have the right to appeal that decision to the City Council.
All appeals must be in writing, and must be filed within 10 days of the decision of the City Manager. The City Council
is the final arbitrator of an appeal.
_________________________________
Robert R. Kiely, Jr.
City Manager
Created 3-15-2001
Rev. 2-2008
70
25/62/5k/10k
start/end
25 mile ride
5/10k run
LFPD Ofcr
LFC Ofcr
Barricade
62 mile ride
71
The City of Lake Forest
CITY COUNCIL
Proceedings of the Monday, March 2, 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, 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; Michael Thomas, Director of Public Works, James Held, Police Chief;
and Karl Walldorf, Deputy Chief.
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
A. Arbor Day Proclamation
Mayor Schoenheider read the Proclamation declaring Arbor Day as April 24, 2015.
B. Emergency Telephone System Board (ETSB) Meeting
OPEN PUBLIC MEETING OF THE ETSB
CALL TO ORDER: Mayor Schoenheider opened the meeting of the ETSB at 6:35 pm.
ROLL CALL: Honorable Mayor Schoenheider, Alderman Beidler, Alderman Waldeck, Alderman
Pandaleon, Alderman Moore, Alderman Tack, Alderman Reisenberg, Alderman Adelman,
Alderman Moreno, Police Chief James Held, Deputy Chief Karl Walldorf. Fire Chief Jeff Howell was
absent.
Chief Held gave an update on the Central Dispatching Service and reported that the redundancy
center is progressing and is expected to be complete in late 2015 or early 2016. He reported that
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
72
Proceedings of the March 2, 2015
Regular City Council Meeting
the establishment of the ETSB Board. In January of 2009 the E911 Surcharge and ETSB was
amended. In 2013, 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.
Chief Held stated that the Lake Forest ETSB E-911 Surcharge is currently $0.65, and this amount
ranks 23 out of 26 area communities imposing an E-911 surcharge while the average surcharge is
$0.97, the median surcharge is $0.75.
The ETSB was presented 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. The FY 2016 Emergency Telephone System
budget was also presented.
The City Council had a discussion as to how the surcharge rate was set, and how the ETSB
surcharge can only be spent on specific expenditures and it is not to be considered a general
revenue source.
Mayor Schoenheider asked for a motion.
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.
Alderman Reisenberg made a motion to approve 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, seconded by Alderman Moore. The
following voted “Yea”: Mayor Schoenheider, Aldermen Beidler, Waldeck, Pandaleon, Moore, Tack,
Reisenberg, Adelman, Moreno, Chief Held, and Deputy Chief Walldorf. The following voted “Nay”:
None. 11 Yeas, 0 Nays, motion carried.
MOTION TO CLOSE PUBLIC MEETING OF THE ETSB
Alderman Adelman made a motion to close the public meeting, seconded by Alderman Moore.
Motion carried unanimously by voice vote at 6:50 p.m.
COMMENTS BY CITY MANAGER
A. Presentation of Interactive Construction Map (Story Maps)
-Susan Banks, Communication Manager and
Joe Sepulveda, GIS Consortium Consultant
City Manager, Robert Kiely reported that the Story Boards were one of the priority goals set due
to the amount of construction activity planned for 2015. Mr. Kiely introduced Communication
Manager, Susan Banks, who reported that the interactive system identifies City wide construction
and development projects are marked by orange construction cones on the City’s website home
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Proceedings of the March 2, 2015
Regular City Council Meeting
page. She added that the large amount of activity is scheduled to begin in the spring and continue
throughout 2015 and beyond, MGP’s Joe Sepulveda and Mike Falkofske have helped develop the
Construction Sites module. Residents can help themselves to timely information on projects
throughout the City as well as contact information for the project. Ms. Banks introduced Joe
Spepulveda, from the GIS Consortium who gave a step –by –step overview of how the interactive
module works and reported that updates will be added to as they become available.
COMMENTS BY COUNCIL MEMBERS
OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
Dave Fontana, 701 W Woodland, Lake Bluff offered his opinion to the Council on the topic of
towing.
ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the February 17, 2015 City Council meeting Minutes
2. Check Register for Period January 24 – February 20,2015
3. Consideration of a 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
5. Award of Bid for the Replacement of a Recycling Truck for the Sanitation Section
Included in the F.Y. 2016 Capital Equipment Budget
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
7. Award of contract for the East Train Station Parking Lot Improvements
8. Request for Advanced Capital Improvement Funding to support Gorton
Renovation Project in the FY 2015 CIP Budget
COUNCIL ACTION: Approve the eight (8) Omnibus items as presented.
The City Council did not remove any item; however a discussion about items #3, #4 and #8 was
had by the City Council. 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
eight Omnibus items.
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Proceedings of the March 2, 2015
Regular City Council Meeting
Alderman Moore made a motion to approve the Omnibus items as presented, seconded by
Alderman Pandaleon. The following voted “Yea”: Aldermen Beidler, Waldeck, Pandaleon, Moore,
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
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
Alderman Pandaleon made a motion to adjourn into 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 at 7:25 pm, seconded by Alderman Moreno. The following voted “Yea”: Aldermen
Beidler, Waldeck, Pandaleon, Moore, Tack, Reisenberg, Adelman and Moreno. The following voted
“Nay”: None. 8 Yeas, 0 Nays, motion carried.
RECONVENE INTO REGULAR SESSION
The City Council reconvened into regular session at 9:11pm
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
None.
ADJOURNMENT
There being no further business. Alderman Beidler made a motion to adjourn, seconded by
Alderman Reisenberg. Motion carried unanimously by voice vote at 9:12 p.m.
Respectfully Submitted,
Margaret Boyer
Deputy City Clerk
75
Proceedings of the March 2, 2015
Regular City Council Meeting
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.
76
RESOLUTION NO. 2015-___
RESOLUTION OPPOSING ANY REDUCTION IN THE LOCAL GOVERNMENT PORTION OF THE
LOCAL GOVERNMENT DISTRIBUTIVE FUND
WHEREAS, municipalities are front-line providers of government services to citizens
and these services include police and fire protection, parks, infrastructure, water, sewer
and utility services, and snow removal; and
WHEREAS, the Local Government Distributive Fund (“LGDF”) is a state fund into
which a portion of state income tax revenue is deposited annually for cities and
counties throughout the State; and
WHEREAS, Illinois municipalities have partnered with the State to fund core
municipal services such as police, fire, public works, roads and sidewalks and this
funding partnership is made possible by revenue from the LGDF; and
WHEREAS, in addition to funding core everyday services, LGDF distributions play a
role in keeping the local tax burden low; and
WHEREAS, the financial impact of a 50% reduction of state income tax
revenue equates to $ 959,062 for the City of Lake Forest; and
WHEREAS, the Mayor and City Council are concerned that without LGDF, the City
may have to explore an increase in local taxes and or a reduction or modification in
services rendered,
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF LAKE
FOREST, COUNTY OF LAKE, STATE OF ILLINOIS, as follows:
SECTION ONE: RECITALS. The foregoing recitals are incorporated into, and made a
part of, this Resolution by this reference as findings of the City Council of The City of Lake
Forest.
SECTION TWO: The General Assembly and the Governor of the State of Illinois are
hereby requested not to take any action to reduce the portion of the Local
Government Distributive Fund that is distributed to local governments.
SECTION THREE: The City Clerk is hereby directed to transmit an executed and
sealed copy of this Resolution to the State Legislators representing The City of Lake
Forest, the leadership of the General Assembly, and the Office of the Governor.
SECTION THREE: EFFECTIVE DATE. This Resolution shall be in full force and effect upon
the passage and approval of this Resolution.
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PASSED THIS ______ DAY OF MARCH, 2015.
AYES:
NAYS:
ABSENT:
APPROVED THIS ______ DAY OF MARCH, 2015.
_______________________
Mayor
ATTEST:
______________________
Deputy City Clerk
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FY16 Street Resurfacing Program
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History of Resurfacing, Patching , and
Concrete Street Repairs
Resurfacing Patching Concrete Total
FY2012 $ 1,691,190.62 $ - $ 164,577.59 $ 1,855,768.21
FY2013 $ 1,941,296.49 $ 322,861.75 $ 142,708.80 $ 2,406,867.04
FY2014 $ 1,547,278.22 $ 182,598.80 $ 39,939.20 $ 1,769,816.22
FY2015 $ 1,825,638.15 $ 502,999.01 $ 225,417.48 $ 2,554,054.64
FY2016 $ 1,100,000.00 $ 135,000.00 $ 75,000.00 $ 1,310,000.00
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FY16 Streets Based on IMS Surface Ratings
Street From To Estimated
Cost
IMS Surface
Ratings
(Summer 2013
Pre-Overlay)
Running Total
PROJECT OVERHEAD $113,500.00 $113,500.00
MCKINLEY DEERPATH WISCONSIN $117,908.93 60 $231,408.93
HACKBERRY WILSON WEST FORK $117,340.40 64 $348,749.33
GRANDVIEW BEVERLY CHEROKEE $39,681.20 66 $388,430.53
POPLAR BASSWOOD ONWENTSIA $75,356.11 68 $463,786.64
CHEROKEE TIMBER LINDEN $206,009.80 69 $669,796.44
RIDGE FARNHAM SHAWFORD $81,634.66 70 $751,431.10
BASSWOOD BIRCH NORTH END $91,445.08 73 $842,876.18
BRIAR FOREST HILL BEVERLY $78,526.40 75 $921,402.58
FOREST HILL BRIAR CHEROKEE $127,192.40 75 $1,048,594.98
BOWLING GREEN OLD BARN ESTATE $207,431.36 77 $1,256,026.34
WESTMINSTER WESTERN MCKINLEY $38,535.10 80 $1,294,561.44
DEERPATH WESTERN MCKINLEY $33,746.88 84 $1,328,308.32
SPRING MAYFLOWER LAKE ROAD $43,589.04 89 $1,371,897.36
LAKE ROAD SPRING SOUTH BEACH
ACCESS $50,972.08 90 $1,422,869.44 81
Timeline
•2013
•IMS Data Collection: May and June 2013
•Received IMS Report at end of August 2013
•Resurfacing: June – October 2013
•2014
•Heavy winter 2013 – 2014
•Significant patching repairs needed/additional patching dollars
approved ($75,000)
•Resurfacing: May – September 2014/additional paving dollars
approved ($140,000)
•2015
•Normal winter 2014 – 2015
•Average patching repairs needed
•Resurfacing: May – July 2015
82
FY16 Street Overlay Program Street From To Estimated
Cost
IMS Surface
Ratings
(Summer 2013
Pre-Overlay)
Running Total
PROJECT OVERHEAD /TRAFFIC CONTROL $113,500.00 $113,500.00
MCKINLEY DEERPATH WISCONSIN $117,908.93 60 $231,408.93
HACKBERRY LN WILSON DR WEST FORK DR $117,340.40 64 $348,749.33
GRANDVIEW LN BEVERLY PL CHEROKEE RD $39,681.20 66 $388,430.53
CHEROKEE RD TIMBER LN LINDEN AV $206,009.80 69 $594,440.33
RIDGE RD FARNHAM LN SHAWFORD WY $81,634.66 70 $676,074.99
BRIAR LN FOREST HILL BEVERLY PL $78,526.40 75 $754,601.39
BOWLING GREEN OLD BARN ESTATE LANE $207,431.36 77 $962,032.75
WESTMINSTER WESTERN AV MCKINLEY $38,535.10 80 $1,000,567.85
DEERPATH WESTERN AV MCKINLEY $33,746.88 84 $1,034,314.73
Budget $1,100,000.00
Remaining $65,685.27
SPRING MAYFLOWER LAKE ROAD $43,589.04 89 $43,589.04
LAKE ROAD SPRING S. BEACH ACCESS $50,972.08 90 $94,561.12
Additional Streets - Project Related
POPLAR RD BASSWOOD ONWENTSIA RD $75,356.11 68 $75,356.11
BASSWOOD RD BIRCH CT NORTH END $91,445.08 73 $166,801.19
FOREST HILL RD BRIAR LN CHEROKEE RD $127,192.40 75 $293,993.59
Additional Streets – Not Recommended
83
Remaining $65,685 •Staff recommendation including Lake Road and Spring Lane
•Over by $28,876: Utilize dollars from the patching program or have
overage approved by City Council
Street From To Estimated Cost
IMS Surface
Ratings
(Summer 2013
Pre-Overlay)
Running Total
PROJECT OVERHEAD $113,500.00 $113,500.00
HACKBERRY WILSON WEST FORK $117,340.40 64 $230,840.40
RIDGE FARNHAM SHAWFORD $81,634.66 70 $312,475.06
BOWLING GREEN OLD BARN ESTATE LANE $207,431.36 77 $519,906.42
GRANDVIEW BEVERLY CHEROKEE $39,681.20 66 $559,587.62
BRIAR FOREST HILL BEVERLY $78,526.40 75 $638,114.02
WESTMINSTER WESTERN MCKINLEY $38,535.10 80 $676,649.12
DEERPATH WESTERN MCKINLEY $33,746.88 84 $710,396.00
CHEROKEE TIMBER LINDEN $206,009.80 69 $916,405.80
MCKINLEY DEERPATH WISCONSIN $117,908.93 60 $1,034,314.73
SPRING MAYFLOWER LAKE ROAD $43,589.04 89 $1,077,903.77
LAKE ROAD SPRING S. BEACH ACCESS $50,972.08 90 $1,128,875.85
Budget $1,100,000.00
Remaining ($28,875.85)
84
Additional Streets - Not Recommended
•These streets were not recommended because of last
summer’s patching:
•Forest Hill: 6 patches equaling $4,946
•Poplar: 21 patches equaling $11,951
•Basswood: 4 patches equaling $1,280
85
86
FY16 Comparison of Baker’s Numbers
FY15 - FY16: 18% increase
•Curran Plant on Rt. 41 purchased by Baker – not operational
•Closest Asphalt Plants:
•Payne & Dolan, Inc. – Antioch
•Arrow Road Construction Co. – Mt. Prospect
•Baker was awarded the contract every year since 2000 except
in 2003 when they did not submit a bid
87
City of Lake Forest Annual Resurfacing
2010 2011 2012 2013 2014 2015
Peter Baker $1,160,267.69 $1,459,487.95 $1,763,794.12 $1,427,331.34 $1,853,943.92 $
Greg Greenhill $1,168,500.00 $ - $ - $ - $ - $
Curran Contracting $1,178,487.50 $1,444,183,85 $1,885,592.50 $1,493,397.81 $2,107,483.95 $
JA Johnson Paving $1,245,348.00 $1,749,994.60 $2,078,787.31 $1,673,215.66 $2,071,074.10 $
Chicagoland Paving $1,259,900.00 $ - $ - $ - $ - $
A Lamp $1,500,000.56 $1,742,866.30 $ - $1,674,801.40 $ - $
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