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CITY COUNCIL 2015/05/04 Agenda THE CITY OF LAKE FOREST CITY COUNCIL AGENDA May 4, 2015 6:30 pm FIRST SESSION (2015-2016) 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 2. COMMENTS BY CITY MANAGER 3. COMMENTS BY COUNCIL MEMBERS Finance Committee A. Approval of the Comprehensive Fiscal Plan for FY2016 PRESENTED BY: George Pandaleon, Finance Committee Chairman PURPOSE AND ACTION REQUESTED: Staff requests approval of the Comprehensive Fiscal Plan for Fiscal Year 2016 (May 1, 2015 to April 30, 2016). BACKGROUND/DISCUSSION: The Finance Committee has reviewed various components of the Comprehensive Fiscal Plan for FY2016 at several public meetings over the past six months. The proposed Comprehensive Fiscal Plan is presented for final approval this evening. The document has been provided to the City Council under separate cover and will be made available on the City’s web site upon approval. Numerous changes have been made this year to the Comprehensive Fiscal Plan to enhance readability, including: • Addition of a Table of Contents, acronym list, budget glossary and index • The City Council Fiscal Policy has been included in the plan document (as amended at 4/20/15 Finance Committee). 1 May 4, 2015 City Council Agenda First Session • Fund Balance Analysis and Expense Comparison formats have been revised to improve information to the reader. • A new section detailing the top ten revenue sources has been added. • Expense detail now provides FY15 estimated actual, in addition to FY15 and FY16 budget amounts. The only change made to the budget figures since the March 9 Finance Committee meeting is the addition of $225,000 in the Capital Improvements Fund for the phone/voicemail system replacement, as discussed at the March 9 meeting. In addition, the General Fund Five Year Forecast has been revised to reflect revisions discussed by the Finance Committee on April 20. BUDGET/FISCAL IMPACT: The proposed expenditures for FY2016 total $84,171,325. The proposed plan is balanced with all operating expenditures covered from current revenues and capital expenditures funded from current revenues and reserves in excess of the City Council’s Fiscal Policy. COUNCIL ACTION: Approval of the Comprehensive Fiscal Plan for Fiscal Year 2016. B. Annual Vendor Approval PRESENTED BY: Elizabeth Holleb, Finance Director (847-810-3612) PURPOSE AND ACTION REQUESTED: Staff requests approval of the vendors listed on page 15 for FY2016. BACKGROUND/DISCUSSION: On September 19, 2011, the City Council approved Code amendments revising the method for approving vendors. Consistent with the revised policy, payments for services provided on an unspecified ongoing basis exceeding $20,000 annually in aggregate are to be approved by the City Council as part of the budget process. The attached list provides the vendors approved for FY2012-FY2015 as well as the recommendations submitted for City Council approval for FY2016. The City Council will continue to approve any single purchase over $20,000 as established by the purchasing code. BUDGET/FISCAL IMPACT: Approval of the attached vendor list does not have an immediate fiscal impact. The amounts designated for each vendor for FY2016 have been included in the annual budget. COUNCIL ACTION: Approval of the attached list of vendors (page 15) for Fiscal Year 2016. C. Approval of the FY16 Personnel Policies and Practices and FY16 Pay Plan PRESENTED BY: DeSha Kalmar, Director of Human Resources (847-810-3530) 2 May 4, 2015 City Council Agenda First Session PURPOSE AND ACTION REQUESTED: Staff requests approving the FY16 Personnel Policies and Practices and Pay Plan BACKGROUND/DISCUSSION: Each year the City’s Personnel Policies and Practices are reviewed and updated, then adopted by the City Council as part of the budget process. Noted below is a list of key changes made to the Personnel Policies dated May 1, 2015. Throughout the policies, references to the Human Resources website were changed to reflect the new Employee Information Site. For consistency throughout the policies, the term Human Resources Director was changed to Director of Human Resources. Other minor scrivener’s errors were corrected. The more substantive changes are noted below. Personnel Pages Personnel Policies and Practices 2015 (All changes noted in Bold Italics) 46 • 1.3.0 Equal Opportunity Employer – Pregnancy discrimination added. • 2.3.1 Establishment of Salary Ranges and Position Titles – added clarification that these are for regular, fulltime positions. • 2.3.6 Pay Plan Adjustments – added language to comply with current practice about not making up missed step increases due to inferior performance. • 2.3.14 Longevity Pay – Amount increased $5 at the 20+ level. • 3.6.0 Positions Ineligible for Overtime Compensation – complying with current practice added the Director of Human Resources as a determining person. • 4.2.0 Holiday Falling on Weekend, Work Days - complying with current practice added the Director of Human Resources as being consulted with prior to allowing rollover of extra holiday time to a new fiscal year. • 5.1.0 Vacation – Same as 5.2.0. • 5.2.0 Sick Leave – Added language to the final paragraph of the section to reflect changes in how unused sick leave can be applied for the various IMRF tiers. • 5.9.0 Family and Medical Leave – language added to reflect the addition of same-sex spouses to this law. • 5.11.0 Pregnancy Accommodation – New section covering the amendment to the Illinois Human Rights Act effective 1/1/2015. • 6.1.0 Retirement, Pension Plans – Language added to reflect Tier 1 and Tier 2 of the pension plans. • 7.1.0 Procedure in Handling Disciplinary Action, Grievances – added language to comply with current practice of violations that might lead to dismissal and that discipline shall not be issued in any particular order. • Removed a duplicate of 9.4.0 Public Information. Combined the two similar sections and renumbered following sections accordingly. • 9.12.0 Education Reimbursement – added language about availability of funds. 3 6 8 10 15 16 19 21 24 29 31 32 38-39 41 3 May 4, 2015 City Council Agenda First Session The FY2016 Pay Plan has been adjusted to include 2.5% range adjustments per City Council discussion at the March budget meeting. Both documents are included in your budget packet. COUNCIL ACTION: Approval of the FY16 Personnel Policies and Practices and FY16 Pay Plan. D. Appointment of Chapman and Cutler LLP to serve as the City’s Bond Counsel PRESENTED BY: George Pandaleon, Finance Committee Chairman And Elizabeth Holleb, Finance Director (847-810-3162) PURPOSE AND ACTION REQUESTED: Staff requests approval of a recommendation to appoint Chapman and Cutler LLP to serve as the City’s Bond Counsel. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments RFP Issued 3/16/15 Nine (9) proposals received Bond Counsel Selection Committee 4/16/15 Finalist interviews of three (3) firms. Finance Committee 4/20/15 Finance Committee briefing Bond Counsel Selection Committee 4/23/15 Meet and confer; final recommendation determined. BACKGROUND/DISCUSSION: The City’s bond counsel provides legal support to the City’s bond issuance and continuing disclosure requirements. The City’s current bond counsel, Katten Muchin Rosenman LLP has served the City since 2000, when they were appointed based on the recommendation of prior bond counsel (Marty Robinson ) and the City’s financial advisor at the time (Ron Norene). The City issued a Request for Proposals (RFP) for bond counsel services on March 16 and received nine (9) proposals. Based on a review of the proposing firms’ qualifications and fee proposals, three finalist firms were selected for in-person interviews conducted on April 16. The interview panel consisted of Finance Committee Chairman George Pandaleon, Legal Committee Chairman Ray Buschmann, City Manager Bob Kiely and Finance Director Elizabeth Holleb. Upon receipt of follow-up information requested as a result of the interviews, the committee deliberated on April 23 and selected the firm of Chapman and Cutler LLP for recommendation to the City Council. Chapman and Cutler LLP has previously served as bond counsel to the City of Lake Forest as early as the 1920s. The City has also been served by Sidley & Austin prior to appointment of Katten Muchin Rosenman. Chapman and Cutler LLP has a significant public finance department consisting of 49 attorneys, with 22 focusing their practice exclusively on public finance transactions in Illinois. They currently serve as bond counsel 4 May 4, 2015 City Council Agenda First Session to the municipalities of Glenview, Gurnee, Highland Park, Lake Bluff, Libertyville, Vernon Hills and Winnetka. BUDGET/FISCAL IMPACT: Costs associated with bond counsel services are paid at the time of bond issuance from proceeds of the bonds. Fees are based on the type and quantity of bonds to be issued. The recommended firm’s fee structure was extremely competitive compared to the other respondents. COUNCIL ACTION: Appointment of Chapman and Cutler LLP as Bond Counsel for the City. 4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS 5. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the April 20, 2015 City Council meeting minutes. A copy of the minutes begins on page 16 2. Check Register for Period March 28- April 24, 2015 Fund Invoice Payroll Total General 413,075 1,036,578 1,449,653 Water & Sewer 119,190 112,165 231,355 Parks & Recreation 167,217 273,855 441,072 Capital Improvements 172,136 0 172,136 Motor Fuel Tax 43,082 0 43,082 Cemetery 6,870 14,688 21,557 Senior Resources 19,178 20,162 39,340 Deerpath Golf Course 19,929 1,329 21,258 Fleet 89,265 36,143 125,408 Debt Funds 0 0 0 Housing Trust 0 0 0 Park & Public Land 100 0 100 All other Funds 220,210 135,903 356,112 $ 1,270,252 $ 1,630,823 $ 2,901,074 3. Approval of a Resolution recognizing Northwestern Lake Forest Hospital for receiving the American Heart Association/American Stroke Association Award for Quality Achievement and being Honor Roll Elite. A copy of the Resolution can be found on page 22 5 May 4, 2015 City Council Agenda First Session 4. Approval of Information Technology Support to be provided in Fiscal Year 2016 by ClientFirst Consulting Group STAFF CONTACT: Elizabeth Holleb, Director of Finance (847-810-3612) PURPOSE AND ACTION REQUESTED: Staff is seeking City Council approval of Information Technology (IT) support services by ClientFirst Consulting Group. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments City Council 7/16/12 FY13 approval of IT support services City Council 5/5/14 Approval of ClientFirst as an FY15 gray list vendor. City Council 7/21/14 FY15 approval of IT support services BACKGROUND/DISCUSSION: Since January 2011, the City has contracted with ClientFirst Consulting Group to provide enhanced IT support services in a number of areas. ClientFirst is a recommended gray list vendor for FY16, but City Council is required to approve any specific project that exceeds $20,000 for the year. ClientFirst has been used to supplement IT support services for four consecutive fiscal years. This specific item contemplates continued support services of one day per week for the current fiscal year. BUDGET/FISCAL IMPACT: The total cost for the recommended services is $35,360 which has been included in the FY16 budget: FY2016 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N General Fund – IT $35,360 $35,360 Y COUNCIL ACTION: Staff recommends approval of IT support services by ClientFirst Consulting Group in the amount of $35,360. 5. Approval of an Audit Committee Recommendation regarding Audit Fees for Fiscal Year 2015 STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3162) PURPOSE AND ACTION REQUESTED: Staff requests approval of a recommendation from the City’s Audit Committee to allow for $2,500 in additional fees for the Fiscal Year 2015 audit. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments City Council 2/4/13 Approval of Multi-year contract with McGladrey LLP for audit services. 6 May 4, 2015 City Council Agenda First Session Audit Committee 4/16/15 McGladrey LLP request for $5,000 in additional fees for FY15 audit. BACKGROUND/DISCUSSION: On February 4, 2013, the City Council approved a contract with McGladrey LLP to provide audit services for the fiscal years 2013-2015 pursuant to a joint Request for Proposals issued by the municipalities of Glenview, Cary, Grayslake, Highland Park, Lake Forest and Skokie. The RFP process established the fee schedule to be applied to each year, as well as optional extension years for FY2016 and FY2017. As a result of the additional audit work to be undertaken by McGladrey for the FY2015 audit in accordance with GASB Statement 67, McGladrey presented a request to the Audit Committee on April 16 to increase the previously agreed-to fees by $5,000 or 9.26%. It was noted by staff that the 2012 RFP specifically called for the fees proposed to include any previously issued or reasonably anticipated pronouncements, and GASB 67 had been issued prior to the RFP release. The Committee was also provided a survey of nine surrounding local governments audited by four other audit firms indicating that none had been asked to approve additional fees for FY2015 due to GASB 67. Based on additional information presented by Linda Abernethy of McGladrey, the Audit Committee has recommended for City Council approval a $2,500 increase in the previously approved fee schedule. BUDGET/FISCAL IMPACT: Costs associated with the City’s annual financial audit are budgeted in various funds. The recommended increase of $2,500 was not contemplated in the FY16 budget. It is staff’s recommendation that the increase be split 50/50 between the City’s General Fund and the police and fire pension funds, based on the fact that GASB 67 requirements pertain solely to the police and fire pension fund reporting: FY2016 Funding Source Amount Budgeted Amount Requested Over- age Budgeted? Y/N General Fund $21,820 $23,070 $1,250 Partially Police Pension Fund $4,210 $4,835 $625 Partially Fire Pension Fund $4,210 $4,835 $625 Partially All other Funds* $34,310 $32,710 Y TOTAL $64,550 $65,450 * This line item is under budget due to one optional component not required. COUNCIL ACTION: Approval of an Audit Committee recommendation for $2,500 in additional fees for the FY2015 financial audit. 6. Approval of Contract for Everett Park Playground Project STAFF CONTACT: Chuck Myers, Superintendent of Parks & Forestry (810-3565) 7 May 4, 2015 City Council Agenda First Session PURPOSE AND ACTION REQUESTED: The Parks and Recreation Board and Staff are seeking approval to purchase playground equipment and installation materials for the Everett Park Playground Capital Project. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Parks and Recreation Board 4/21/15 Recommend Approval Everett School Staff April 2015 Review of Design & Recommendations City Recreation and Park Staff Feb.-Mar. 2015 Staff worked with NuToys Leisure in Design Development BACKGROUND/DISCUSSION: The Everett Park playground, designed for children 5-12 years of age, is the larger of the two playgrounds at the park and is located on the east side near Everett Elementary School. The playground is used by Everett School and Recreation Department’s preschool program on a daily basis. The current playground was built in 1991 and has reached the end of its useful life. Replacement is needed to provide a safe and modern play structure for children. A smaller tot lot playground, designed for children 2-5 years of age, is located on the west side of the park and was replaced as part of the City’s FY15 Capital Plan. In order to provide a consistent appearance of playgrounds in our parks, and since residents have communicated strong support for our recent playground designs and surfacing material at Waveland, Deerpath, and Townline parks, City staff again worked with our preferred sole vendor NuToys Leisure Products to design a playground that would be well suited in scale for the Everett Park property. An age-appropriate playground is one that was designed with age-appropriate physical and mental challenges that has limited risk of injury for that age group. The proposed playground is designed with play elements that appropriately stimulate and encourage motor and cognitive play for young children, are in full compliance with current ADA standards, and has poured-in- place surfacing which reduces the weekly and annual maintenance needs. City staff also worked to keep the cost of the project down, while at the same time ensuring that the highest quality standards were achieved. NuToys is an approved vendor through HGACBuy, a national procurement service, which competitively bids playground equipment to offer time and cost savings (6% discount on equipment) for governmental entities and is compliant with the City of Lake Forest purchasing policies and State of Illinois procurement statutes. In addition, costs for construction will be greatly reduced by having the playground installed by trained City staff. Upon approval by the City Council, the tentative schedule for this project will be the purchase of all equipment in May 2015, with pre-construction beginning in June, and installation starting later that month. The tentative completion date for this project will be mid-August, before the start of the new school year. BUDGET/FISCAL IMPACT: The total cost for this project; including equipment, site work and Poured-in-Place rubber surfacing, is $210,000. Funding for the Everett Park School 8 May 4, 2015 City Council Agenda First Session Playground Project is budgeted in the FY’16 CIP (Parks & Public Land Fund and the Special Recreation Fund). In January of 2015, City Council ratified the adoption of ordinances terminating five Special Service Areas (intergovernmental agreement between the City and School District 67). Within this agreement, a portion of the financial responsibility for the Everett Park playground was reassigned from District 67 to the City of Lake Forest Park and Public Land Fund. Our estimated break down of costs is as follows: FY ’16 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Parks & Public Land Fund $175,000 $175,000 Y Special Recreation Fund $35,000 $35,000 Y COUNCIL ACTION: The Parks and Recreation Board and Staff recommend that City Council award a contract to NuToys Leisure Products, in an amount not to exceed $210,000 for the purchase of playground equipment, surfacing and installation materials. 7. Ratification of Contract Amounts for the McClory Bike Path Project STAFF CONTACT: Robert W. Ells, Superintendent of Engineering (847-810-3555) PURPOSE AND ACTION REQUESTED: TAP grant funds were awarded to The City of Lake Forest for this year’s McClory Bike Path project for both consultant engineering and construction expenses. Such services are provided by T.Y. Lin and A-Lamp Concrete Contractors, Inc. respectively. City Council approved the overall expenditure of these funds at its December 1, 2014 City Council meeting; however , at this time, staff requesting City Council ratification of the actual contract amounts for each of the contractors. Expense Amount Playground Equipment $80,375 Poured-in-Place Rubber Surfacing $83,006 Stone Installation (5931 Square Feet) $19,572 Woodchip Removal, Drainage and Miscellaneous Site Work $16,940 Contingency (5%) $10,107 Total Expense: $210,000 9 May 4, 2015 City Council Agenda First Session BACKGROUND/DISCUSSION: In August, 2013, The City of Lake Forest received $764,000 in grant funding that, in conjunction with City capital funds, will be used for this project. The IDOT / Local Agency Agreement was executed by the Mayor on June 20, 2014. The project was bid through IDOT’s bidding process in the fall, 2014 and the work was awarded to the low bidder, A-Lamp Concrete Contractors, Inc. BUDGET/FISCAL IMPACT: This is an 80/20 reimbursable grant. The City will make all payments and will receive subsequent reimbursement for 80% of the engineering and construction costs as noted below: Company Base Contract Amount 10% Contingency Amount Total 80% Amount Paid by the Grant 20% Amount Paid by the City T.Y. Lin $91,283.74 $9,128.37 $100,412.11 $80,329.69 $20,082.42 A-LAMP $764,838.17 $76,483.82 $841,321.99 $673,057.59 $168,264.40 Total $856,121.91 $85,612.19 $941,734.10 $753,387.28 $188,346.82 FY2015 Funding Source Account Number Amount Budgeted Amount Requested Budgeted? Y/N Capital Fund 311-0050-431-79-09 $1,147,390.00 $991,734.10 Y COUNCIL ACTION: Staff recommends approval of not-to-exceed contract amounts to A- Lamp in the amount of $841,321.99 and T.Y. Lin in the amount of $100,412.11. In addition, landscaping improvements of $50,000 are anticipated with no single expenditure anticipated to exceed $20,000. COUNCIL ACTION: Approve the seven (7) Omnibus items as presented. 6. ORDINANCES 1. Consideration of a Recommendation from the Plan Commission in Support of Various Actions Related to Final Approval of the Oak Knoll Woodlands Planned Preservation Subdivision. (If desired by the Council, Grant Final Approval of Ordinances and Grant Final Approval of the Plat of Subdivision.) STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504) PURPOSE AND ACTION REQUESTED: Consideration of a recommendation from the Plan Commission in support of approving 1) final reading of an Ordinance approving a zone change and application of a zoning overlay district, 2) approval of the final plat of 10 May 4, 2015 City Council Agenda First Session subdivision for the Oak Knoll Woodlands Planned Preservation Subdivision and 3) approval of the associated Special Use Permit. BACKGROUND/DISCUSSION: This petition proposes development of a 30 acre parcel located east of the Conway Farms development, north of Conway Road, at the north end of Oak Knoll Drive. The property is vacant and is the last parcel of significant size available for development in this area. This property was in the ownership of a local family for many years and was recently acquired by a developer as part of the settling of an estate. A 16-lot Planned Preservation Subdivision is proposed on the 30-acre parcel. To achieve the proposed development, a zone change from R-5 to R-4, application of the Historic Residential Open Space Preservation Zoning District, and final approval of the plat of subdivision and associated Special Use Permit are requested. The overlay district requires that the density of the development is consistent with the underlying zoning district but allows flexibility in lot sizes and setbacks in exchange for preservation of open space, wetlands and woodlands. This conservation subdivision approach has led to other successful developments in the community including the Conway Farms, Middlefork Farm and Everett Farm subdivisions. On October 20, 2014, based on a recommendation from the Plan Commission, the City Council granted tentative subdivision plat approval and approved first reading of an ordinance rezoning the property to R-4, single family residential with the application of the Historic Residential Open Space Preservation District. On March 11, 2015, the Plan Commission held a public hearing to consider the final plat of subdivision. The Commission heard testimony from neighboring property owners, consistent with the testimony heard during consideration of the tentative subdivision plat. The majority of those speaking stated opposition to the proposed development expressing concerns about the number of lots, the size of the lots, drainage and traffic primarily. At the conclusion of the public hearing, the Commission voted unanimously to recommend approval of the final plat and the associated Special Use Permit to the City Council, subject to conditions of approval. A copy of the Commission’s report is included in the Council packet beginning on page 29 After all of the conditions are met to the satisfaction of the City Engineer and Director of Community Development, the plat will be recorded with Lake County and permits authorizing site work will be issued. COUNCIL ACTION: If determined to be appropriate by the City Council: 1. Grant final approval of an Ordinance rezoning the 30 –acre parcel from R-5 to R-4 and applying the Historic Residential and Open Space Overlay District. (This ordinance is included in the Council packet beginning on page 23.) AND 2. Approve a motion granting final approval of the Oak Knoll Woodlands Planned Preservation Subdivision plat and approval of the associated Special Use Permit. 11 May 4, 2015 City Council Agenda First Session (The ordinance approving the Special Use Permit will be sent under separate cover.) 7. NEW BUSINESS 1. Consideration of a Recommendation from the Plan Commission in Support of a Revised Site Plan for the Amberley Woods Commercial Development Proposed on 8.5 Acres Located at the Southeast Corner of Route 60 and Saunders Road. (Approval of a Resolution) Presented by: Catherine Czerniak, Director of Community Development (810-3504) PURPOSE AND ACTION REQUESTED: The Council is asked to consider a Resolution endorsing the proposed commercial center in the Amberley Woods development and the revised site plan. The revised plan was prepared in response to the conditions of approval previously accepted by the City Council based on a recommendation from the Plan Commission. BACKGROUND AND DISCUSSION: On July 7, 2014, the City Council considered and accepted the Plan Commission’s recommendation in support of a commercial center on the Amberley Woods site to replace the previously approved office development. The Council indicated strong support for the project overall, but directed that the site plan be modified to address the conditions as recommended by the Commission. In general, the conditions required that the site be developed less intensely to provide greater setbacks and a development more in keeping with the overall character of the Route 60 Corridor. Since the Council meeting in July, the ownership of the property has remained the same. An active petition for the project remained on file with the City. In March of this year, the City received an amended application which identified a new developer for the project, Pine Tree Commercial Realty, LLC. Whole Foods is still proposed as the major tenant in the development. A revised site plan was presented to the Plan Commission on April 15, 2015 for evaluation based on the previously approved conditions of approval. The Commission’s favorable evaluation of the site plan is included in the Council packet along with a copy of the revised site plan on page 45. In summary, the Commission determined that the revised site plan responded well to the direction the Council provided in July. The petitioners are requesting review by the City Council at this point in the process to get confirmation on whether the proposed commercial center and the revised site plan are consistent with the previous conditions and the Council’s expectations before proceeding with revisions and finalization of the technical and design aspects of the project. A Resolution endorsing the proposed commercial use and the revised site plan will be provided to the City Council under separate cover for consideration and action. If the Council approves the Resolution indicating support for this project, revised architectural, landscape, lighting and signage plans must be reviewed by the Building 12 May 4, 2015 City Council Agenda First Session Review Board. The Board’s recommendation will be forwarded to the City Council for final action. The revised site plan requires the removal of the existing residence, a locally landmarked structure. The Code requires that a request for demolition must be considered by the Historic Preservation Commission with the opportunity for final action on the request by the City Council. COUNCIL ACTION: If determined to be appropriate by the City Council, approve a Resolution endorsing the proposed commercial development and the revised site plan and directing the petitioner to 1) present the design aspects of the development to the Building Review Board for review and recommendation and 2) present a request for approval of the demolition of the existing residence to the Historic Preservation Commission. The Resolution further directs staff and the City attorney, upon completion of review by the Board and Commission, to the present appropriate amendments to the Annexation Agreement and Special Use Permit, incorporating the revised plans, for City Council consideration and action. 2. Presentation of fabulous gifts and prizes for Alderman Moore Robert Kiely, City Manager 3. Final words for departing Alderman Moore from the remaining Council Members 4. Final comments from Alderman Moore 8. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 9. ADJOURNMENT Office of the City Manager April 29, 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. 13 May 4, 2015 City Council Agenda First Session 14 The City of Lake Forest FY2016 Vendor Approvals - May 2015 Approved Approved Approved Approved Proposed Department Vendor FY2012 FY2013 FY2014 FY2015 FY2016 Description: PW-Streets Peter Baker & Son 30,000 55,000 55,000 Asphalt patching City Manager Susan Kelsey 31,800 31,800 50,000 50,000 Professional Services - economic development Human Resources Wright Benefit Strategies, Inc.33,000 33,000 30,000 30,000 30,000 Professional Services - employee benefits Human Resources Clark Baird Smith 30,000 40,000 50,000 50,000 Professional Services - legal Police Smith & LaLuzerne 46,000 46,000 55,000 55,000 Professional Services - City Prosecutor Finance-IT ClientFirst Consulting 90,000 155,500 65,360 65,000 90,000 Professional Services - IT Consulting Finance-IT Katten Muchin Zavis Rosenman 25,000 Bond Counsel Services Finance-IT Speer Financial 25,000 25,000 Financial Advisory Services City Manager Municipal GIS Partners, Inc.177,034 206,583 164,000 184,066 190,379 Professional Services - GIS Consortium City Manager Whipple Consulting 36,000 36,000 36,000 36,000 36,000 Professional Services - public relations PW-Engineering Gewalt-Hamilton Assoc 24,000 44,000 40,000 Professional Services - engineering consulting Community Dev.Thompson Elevator Inspection 24,700 25,000 Professional Services - elevator inspections PW-Engineering T. Y. Lin International, Inc.80,000 80,000 Professional Services - engineering consulting Non-Department North Shore Gas Company 40,000 45,000 45,000 Utility Services Non-Department ComEd 52,000 60,000 75,000 Utility Services PW-Fleet Bell Fuels Inc.50,000 50,000 Fuel supplier PW-Sanitation Zion Landfill 300,000 300,000 Refuse disposal Non-Department AT&T 54,000 60,000 55,000 Utility Services Human Resources IL Dept of Employment Security 60,000 60,000 60,000 Unemployment insurance Non-Department Integrys Energy Services 423,000 450,000 425,000 Utility Services PW-Engineering H W Lochner Inc.88,000 88,000 Professional Services - engineering consulting Miscellaneous Conserv FS 117,000 90,000 Fuel, fertilizer, herbicide, pesticide PW-Fleet World Fuel Services, Inc.124,000 124,000 Fuel supplier PW-Engineering HDR Engineering, Inc.550,000 Professional Services - engineering consulting PW-Engineering Ayres Associates, Inc.75,433 42,883 GIS Data Provider PW-Engineering Baxter & Woodman 20,000 Engineering Consulting PW-Engineering ESRI 36,610 Software licensing Human Resources IRMA 1,050,000 1,300,000 1,300,000 Member Contribution and Deductibles Human Resources Morrison Associates 20,000 Employee Development/Training Parks/Recreation NSSRA 225,000 235,000 245,000 Special Recreation Expenses Parks/Recreation Richard Franklin 125,000 210,000 210,000 Independent contractor - golf instruction PW-Fleet Al Warren Oil Company, Inc 233,000 300,000 250,000 Fuel supplier Finance-IT HTE Sungard 65,000 65,000 Software maintenance/licensing - sole source Finance-IT Siemens/Unify Inc.32,000 30,000 Phone system support Community Dev.Lynch Construction 30,000 Community entrance signs Finance-IT InterDev 40,000 IT Consulting Services PW-Fleet Gas Depot, Inc 150,000 Fuel supplier Submitted for City Council consideration: May 4, 2015 15 The City of Lake Forest CITY COUNCIL Proceedings of the Monday, April 20, 2015 City Council Meeting - City Council Chambers CALL TO ORDER AND ROLL CALL: Honorable Mayor Schoenheider called the meeting to order at 7:50 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 Reisenberg, Alderman Moreno and Alderman Adelman. Absent: none Also present were: Bob Kiely, City Manager, Victor Filippini, City Attorney; Susan Banks, Communications Manager; Elizabeth Holleb, Finance Director; Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering; James Held, Police Chief; and Anne Whipple. There were approximately 45 present in the audience. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance. REPORTS OF CITY OFFICERS COMMENTS BY MAYOR Mayor Schoenheider reported that Alderman Moore will be leaving the City Council on May 4, and that longtime resident and volunteer, Tim Newman as agreed to be seated at the City Council at his request. COMMENTS BY CITY MANAGER City Manager, Robert Kiely reported that in 2013 The City of Lake Forest, the staff, Conway Farms and the WGA stepped up to the challenge of hosting the 2013 BMW Golf Championship and as a result, it was voted “Best Event on Tour” in 2013 by the players. He stated that now in 2015 the City looks forward to hosting the BMW Golf Championship, September 14-20, 2015. He then introduced Vince Pellegrino, Vice President of the Western Golf Association/Evans Scholar Foundation. A. Community Spotlight Presentation on 2015 BMW Golf Championship, September 14-20, 2015 -Vince Pellegrino, Vice President of the Western Golf Association/Evans Scholar Foundation Mr. Pellegrino showed a short video and reported on highlights from last year’s tour; Jim Furyk shot a 59, Hunter Mahan got a hole in one and as a result, BMW donated $100,000 to Evans Scholar Foundation. Mr. Pellegrino stated that the top 70 players in the world, including Lake 16 Proceedings of the April 20, 2015 Regular City Council Meeting Forest’s Luke Donald will be attending. He gave a planning update that included improvements to parking and transportation, adding a second entrance, Conway Farms Golf Club improvements and ticket pricing. Mr. Pellegrino reported that while only one golfer wins there are 840 caddies that will be awarded the opportunity to go to college on “full ride” tuition. Newly-awarded Evans Scholars Trevor Martinez and Sean Casey expressed their thanks to the City Council for supporting the Evan Scholars Foundation through the championship. Previous Evans Scholars who also addressed the City Council included; Roger Mohr, Frank Pasquesi, Mark Pasquesi and Tim Newman. 1. Approve a Resolution of Support regarding Conway Farms Golf Club Hosting the 2015 BMW Championship Golf Tournament COUNCIL ACTION: Approve the Resolution Alderman Reisenberg made a motion to approve the resolution, seconded by Alderman Waldeck. Motion carried unanimously by voice vote. B. Green Minds Presentation on Natural Lawn Care -Yuh Schabacker-Koppel Ms. Koppel gave an overview of the newly-formed Green Minds. She stated that the vision is to bring awareness to current environmental issues and to encourage educated, sustainable practices. The initiative is open to those living, working, or studying in Lake Forest or Lake Bluff. Ms. Koppel reported that there are ongoing workshops in Lake Forest and Lake Bluff on composting, easy recycling natural lawn care. More information on the Green Minds’ workshops can be found on the City of Lake Forest’s website. COMMENTS BY COUNCIL MEMBERS FINANCE COMMITTEE 1. Consideration of an Ordinance making a Supplemental Appropriation for the Fiscal Year Beginning May 1, 2014 and Ending April 30, 2015 (First Reading, and if Desired by the City Council, Final Approval) Finance Director Elizabeth Holleb reported that this is a year-end administrative item that is required at the end of each fiscal year for any fund that is anticipated to exceed the original appropriation. Ms. Holleb reported that these three items have been approved through the City Council during the year; there are three. The first is an Intergovernmental Agreement (IGA) with the Village of Glenview to provide centralized dispatch services. The second is pertaining to the establishment of a Tax Increment Financing (TIF) district at the northwest corner of Laurel and Western Avenues. Consistent with these Ordinances, the City has established a new Laurel/Western Redevelopment TIF Fund to account for all future revenues and expenses associated with the TIF district. The third is a request from Public Works to advance the Water Plant Intake Well Algae Pre-Screen Project from FY2016 to FY2015. 17 Proceedings of the April 20, 2015 Regular City Council Meeting Mayor Schoenheider asked if there was anyone from the public who wanted to comment on the matter. Seeing none, he asked for a motion. COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of the Ordinance (page 16) making a supplemental appropriation for the fiscal year beginning May 1, 2014 and ending April 30, 2015 for consolidated dispatch implementation, the newly created TIF Fund and advance of the Water Plant Intake Project. Alderman Adelman made a motion to waive first reading and grant final approval of the Ordinance making a supplemental appropriation for the fiscal year beginning May 1, 2014 and ending April 30, 2015 for consolidated dispatch implementation, the newly created TIF Fund and advance of the Water Plant Intake Project, seconded by Alderman Beidler. The following voted “Yea”: Aldermen Beidler, Waldeck, Moore, Pandaleon, Tack, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 8 Yeas, 0 Nays, motion carried. Alderman Moore noted that he regrets choosing a less green option pricing for the City on the Electrical Aggregation decision. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS Dave Mattoon, 1547 N. Sheridan Road, reported the he and Dr. Arthur Miller of the Historical Society will be hosting “Revealing Lake Forest, Early Plat Maps Decoded”, in the Council Chamber on Thursday, April 23, 2015. He also reported that Metra has placed new signage at the west side train station and that Illinois Rail Safety week run concurrently with the BMW Tournament. He also invited the City Council to participate in the Train Safety Blitz, Tuesday, September, 29, 2015. Paul Hamman, 511 Beverly, Lake Forest offered his opinion to the City Council on a number of topics. City Manager Robert Kiely offered to meet with Mr. Hamman to address his concerns with Staff members. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the April 6, 2015 City Council meeting Minutes 2. Approval of a Resolution Reallocating 2015 Volume Cap to the Village of Buffalo Grove, Illinois 3. Approval to renew agreement for financial and land parcel management system software maintenance and licensing for FY2016. 4. Award of contract for Oak Knoll Drive and Lawrence Avenue Watermain Replacement Project 5. Award of the Lake Forest portion of the 2015 Joint Sewer Lining Project contract. 6. Request Funding for Additional Professional Services Provided by Strand Associates, Inc. for the Water Treatment Plant Study. 18 Proceedings of the April 20, 2015 Regular City Council Meeting 7. Ratification of an agreement authorizing use of High Speed Rail Grant Funding for the Phase II final engineering design of the Telegraph Pedestrian Underpass Project COUNCIL ACTION: Approve the seven (7) Omnibus items as presented. Mayor Schoenheider asked members of the Council if they would like to remove any item or take separately. Seeing no request, he asked for a motion to approve the seven Omnibus items as presented. Alderman Beidler made a motion to approve the Omnibus items as presented, seconded by Alderman Moreno. The following voted “Yea”: Aldermen Beidler, Waldeck, Moore, Pandaleon, Tack, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 8 Yeas, 0 Nays, motion carried. Information such as Purpose and Action Requested, Background/Discussion, Budget/Fiscal Impact, Recommended Action and a Staff Contact as it relates to the Omnibus items can be found on the agenda. ORDINANCES 1. Consideration of an Ordinance Amending Section 51.045 of the City Code, Water Wells as Recommended by the Public Works Committee. (Final Approval) Director of Public Works Michael Thomas stated that the City Council granted first reading of this Ordinance and that the final version with attorney revisions is included. Mr. Thomas summarized that this Ordinance would allow for wells on residential property 5 acres or larger and for historical landscapes. Mr. Thomas reported that while the expected number of property owners who may choose to take advantage of the opportunity to install a private well will be limited, the number could be sufficient to alleviate demand on the water plant at critical times. For clarification of the record the amended section is 51.046 not 51.045. Mayor Schoenheider asked if there was anyone from the public who wanted to comment on the matter. Seeing none, he asked for a motion. COUNCIL ACTION: Grant final approval of an Ordinance amending Section 51.046, Water Wells to permit private wells under certain conditions. Alderman Waldeck made a motion to grant final approval of an Ordinance amending Section 51.046, Water Wells to permit private wells under certain conditions, seconded by Alderman Tack. The following voted “Yea”: Aldermen Beidler, Waldeck, Moore, Pandaleon, Tack, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 8 Yeas, 0 Nays, motion carried. NEW BUSINESS 19 Proceedings of the April 20, 2015 Regular City Council Meeting 1. Request for City Council to Waive the Competitive Bidding Process to Purchase LED Street Light Lamps Alderman Moreno disclosed that she will be recusing herself from voting on this matter due to business relationship. Superintendent of Public Works Dan Martin reported that Staff is requesting that the City Council waive the competitive bid process and award the purchase of LED lamps directly from the manufacturer, Neptūn Lite, Inc. The City began using the Neptūn LED retrofit lamps to convert the existing street lights to LED last year. Mr. Martin stated that City Staff organized a pilot program last year that tested lamps from many manufacturers; and concluded that Neptūn LED lights would best retro fit and re-lamp the City streets. Mr. Martin reported that In order to keep the street lighting consistent throughout the neighborhoods, and reducing maintenance and inventory costs staff recommends continuing to use the Neptūn LED lamps. Mr. Martin stated that staff contacted Neptūn LED among other wholesalers and distributors and Neptūn LED was willing to sell lamps directly to The City of Lake Forest at a cost savings of 5.1% over last year’s pricing and equaling $4.99 per lamp, allowing for the purchase of an additional 32 lamps. Mr. Martin added that the lights that are retro-fitted are inspected and recycled to keep those lights that are in the best condition. The City Council had a discussion about single use products and sole vendors. Mayor Schoenheider asked if there was anyone from the public who wanted to comment on the matter. Seeing none, he asked for a motion. COUNCIL ACTION: If determined to be appropriate by the City Council, waive the competitive bid process and award the purchase of Neptūn LED retrofit lamps to Neptūn Light, Inc. in the amount of $59,892.00. Alderman Reisenberg made a motion to waive the competitive bid process and award the purchase of Neptūn LED retrofit lamps to Neptūn Light, Inc. in the amount of $59,892.00, seconded by Alderman Waldeck. The following voted “Yea”: Aldermen Beidler, Waldeck, Moore, Pandaleon, Tack, Reisenberg, and Adelman. The following voted “Nay”: None. The following “Abstained”: Alderman Moreno, 7 Yeas, 1 Abstention and 0 Nays, motion carried. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION ADJOURNMENT There being no further business. Alderman Reisenberg made a motion to adjourn, seconded by Alderman Moreno. Motion carried unanimously by voice vote at 9:20 p.m. Respectfully Submitted, Margaret Boyer Deputy City Clerk 20 Proceedings of the April 20, 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. 21 RESOLUTION WHEREAS, Whereas, stroke is the number one cause of disability and the number four cause of death in Illinois; and Whereas, with a stroke, time lost is brain lost, and achievement of this award demonstrates a hospital's commitment to and investment in ensuring patients receive quality care based on nationally-respected clinical guidelines; and Whereas, treatment of stroke patients according to the recommended American Heart Association/American Stroke Association treatment guidelines improves medical outcomes and saves lives; and Whereas, a hospital receiving the American Heart Association/American Stroke Association’s Get With The Guidelines®-Stroke Silver Plus Quality Achievement Award with Target: StrokeSM Honor Roll Elite award is recognized for its commitment to and success in ensuring that stroke patients receive the most appropriate treatment according to nationally recognized, research-based guidelines based on the latest scientific evidence; and Whereas, these quality measures are designed to help hospital teams provide care based on the most up-to-date, evidence-based guidelines with the goal of speeding recovery and reducing death and disability for stroke patients; and Whereas, studies have shown that hospitals that consistently follow these American Heart Association/American Stroke Association treatment guidelines and quality improvement measures can also reduce length of stay and 30-day readmission rates and reduce disparities in care; Therefore, be it resolved by the City of Lake Forest, that I hereby recognize and commend Northwestern Medicine Lake Forest Hospital of Lake Forest, Illinois for receiving the American Heart Association/American Stroke Association’s Get With The Guidelines®-Stroke Silver Plus Quality Achievement Award with Target: StrokeSM Honor Roll Elite. Dated: May 4, 2015 _____________________________ Mayor 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57