CITY COUNCIL 2016/03/07 AgendaTHE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
Monday, March 7, 2016 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
George Pandaleon, Alderman Second Ward Michael Adelman, Alderman Fourth Ward
Timothy Newman, Alderman Second Ward Michelle Moreno, Alderman Fourth Ward
CALL TO ORDER AND ROLL CALL 6:30pm
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
A. Resolution of Sympathy for former Alderman Henry Tuttle Chandler
A copy of the Resolution can be found on page 22.
Council Action: Approval of the Resolution
2. COMMENTS BY CITY MANAGER
A. Community Spotlight
-High School Hired
Joe Pulio, Lake Forest High School Business Education Teacher
3. COMMENTS BY COUNCIL MEMBERS
PUBLIC WORKS COMMITTEE
A. Approval of Stormwater Management Policy
PRESENTED BY: PUBLIC WORKS COMMITTEE CHAIRMAN WALDECK
CONTACT: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: The Public Works Committee has reviewed and is
recommending City Council approval of the proposed Stormwater Management Policy
beginning on page 23 of this agenda packet.
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Monday, March 7, 2016 City Council Agenda
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee February 16, 2016 Reviewed Final Draft & Approved
Public Works Committee July 20, 2015 Reviewed Draft
Public Works Committee June 15, 2015 Reviewed Draft
BACKGROUND/DISCUSSION: After multiple flooding rain events in the fall, 2001, staff
developed a “Rainfall Emergency Plan”. The plan outlined both proactive and reactive
steps to be taken by staff before and after a heavy storm. Since that time, the City has
made multiple storm sewer improvements and continues to have an aggressive lining
program for both storm and sanitary sewers. In addition, the recent stormwater study
outlined multiple storm sewer improvement projects for the City to pursue over the next
twenty years.
As the City continues to address its overall management of stormwater within its rights-of-
way, staff is proposing that a stormwater policy be adopted that outlines both the City’s
and private property owner’s responsibility for stormwater management.
The proposed policy provides that the basis for managing stormwater issues must follow
the rules and regulations outlined in County’s Watershed Development Ordinance. From
there, the policy defines both the City’s and private property owner’s responsibility in
managing stormwater throughout the City. The policy provides a procedure for property
owners to request a review of a stormwater concern on their property. If it is determined
that the stormwater issue is the responsibility of the property owner, he/she may pursue
an evaluation by a private engineering or plumbing firm at their own expense. In an
effort to assist property owners with securing a knowledgeable and reputable firm, the
City’s Engineering Section will maintain a list of qualified companies and their established
prices to provide an evaluation. The policy also reviews the process for reviewing and
placing a proposed storm sewer project on the City’s five-year Capital Improvement
Program.
BUDGET/FISCAL IMPACT: Staff from the City’s Engineering and/or Water & Sewer Sections
are available to meet with property owners upon request. There is no charge for this
service. There will be minimal printing costs associated with providing this policy to local
realtors.
COUNCIL ACTION: Based upon the recommendation of the Public Works Committee, staff
is requesting City Council approval of the proposed stormwater management policy.
B. Request Approval to Both Participate in Lake County’s Rock Salt Bid and
Waive the Formal Bidding Process to Purchase Salt for Winter 2016/2017
PRESENTED BY: Michael Thomas, Director of Public Works 847-810-3540
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval to
participate in Lake County’s salt bid and purchase 1000 tons from the lowest bidder. The
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Monday, March 7, 2016 City Council Agenda
City’s commitment to the County bid must be submitted by March 14. The County will
release its bid on March 24 with a subsequent bid opening on April 12.
In addition to participating in the County bid, staff is requesting approval to waive the
formal bidding process and negotiate with multiple salt vendors, and to purchase up to
another 1,000 tons during calendar year 2016. Final approval from both the Public Works
Committee Chairman and Mayor would be received before a purchasing commitment is
given on the City’s behalf.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Council March 16, 2015 Salt Purchase Approved
City Council March 17, 2014 Salt Purchase Approved
BACKGROUND/DISCUSSION: With the salt bay project completed in May, 2015, the City is
now able to store 2,400 tons (83%) of its average annual usage of 2,900 tons. Therefore
beginning this winter and for all winters moving forward, staff will be recommending that
purchases be made prior to the following winter that result in 2,400 tons on hand and
approval to purchase an additional 1000 tons when needed. This approach guarantees
the average salt quantity for an average winter, plus an additional 500 tons available to
purchase if inventories become to low. Finally, the salt bay project has given the City the
ability to purchase salt at the best possible price by taking delivery at the best time noted
by the vendors.
The City began this winter with 2,400 tons of salt. In addition, City Council had previously
approved the purchase of 500 tons from North American Salt at $69.66/ton through the
Lake County Bid.
The following chart provides a summary of the current inventory, anticipated end of
winter inventory, and tonnages requested for winter 2016/2017.
Current Inventory as of February 29, 2016 1,200 tons
Average Amount Typically Used in March -300 tons
Estimated End of Winter Inventory: 900 tons
Amount to be Purchased with Existing P.O. +500 tons
Amount to be Purchased Prior to Winter ‘16/’17 +1,000 tons
Pre-Winter Inventory 2,400 tons
Amount to be Purchased During Winter ‘16/’17 via Lake County Bid ` +1000 tons
Total Available for Winter 2016/2017 3,400 tons
BUDGET/FISCAL IMPACT: Staff has begun contacting the major salt suppliers requesting
quotations for 1,000 tons to be delivered before winter, 2016/2017. The pricing received
to date has been similar to what was paid for this past winter’s salt, approximately $70 /
ton. As one supplier noted, “nobody has established what a competitive price for
2016/2017 will be as no major contracts have been renewed nor any major new bids
been opened to reveal pricing.” However, other salt suppliers have acknowledged that
supplies are high and they are looking to reduce their inventory.
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Monday, March 7, 2016 City Council Agenda
Staff is therefore requesting City Council’s approval to negotiate with each of the major
salt suppliers and receive approval from both the Public Works Committee Chairman and
the Mayor prior to the requested 1,000 tons being purchased. Staff will continue to be in
contact with each of the salt suppliers throughout the spring.
FY2017
Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted
Y/N
General 101-5136-431-65-11 $185,000 TBD Y
COUNCIL ACTIONS:
1. Staff requests City Council approval to participate in Lake County’s rock salt
bid and purchase 1000 tons from the vendor and at the price determined
by the bid.
2. Staff requests City Council approval for staff to negotiate salt pricing for up
to another 1,000 tons to be delivered before winter 2016/2017. Additionally,
staff requests that both the Public Works Committee Chairman and the
Mayor approve such purchase before an order is placed by staff.
C. Approval of IMS Pavement Management Study for FY 2017
PRESENTED BY: Robert Ells, Superintendent of Engineering (810-3555)
PURPOSE AND ACTION REQUESTED: Award of a contract to Infrastructure Management
Services (IMS) to perform a structural analysis on the City’s entire network of streets
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 2/16/2016 Reviewed and Approved
BACKGROUND/DISCUSSION: In 1991, The City of Lake Forest began a comprehensive
Pavement Management Program which was a much needed resource used to make
sound decisions in choosing streets to be rehabilitated under the Annual Pavement
Resurfacing Program. The Pavement Management Program involved performing a
structural analysis on the City’s entire street system and then using this information to
predict the rate of deterioration of each specific pavement section contained within all
of streets in the City. This information is useful in that it determines the most optimal time,
both financially and operationally, to rehabilitate a specific street and/or parking lot.
Additionally, the program evaluates multiple rehabilitation alternatives. The City performs
this study every three years. The IMS work will include evaluating the pavement condition
and assigning a rating to various City-owned parking lots. A copy of the proposal begins
on page 30.
BUDGET/FISCAL IMPACT:
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Monday, March 7, 2016 City Council Agenda
Below is an estimated summary of Project budget:
FY2017 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Capital Funds $72,000.00 $72,000.00 Y
If awarded, the project would commence in May 2016 and be completed by October 1,
2016. This will allow staff to incorporate the updated pavement analysis ratings into our
FY 2018 Capital improvement Program.
COUNCIL ACTION Acknowledge the exception noted in Section 8.5 D1 of the City’s
Purchasing Directive and award of a contract to IMS to perform a structural analysis on
the City’s entire network of streets and selected Parking lots for a not-to-exceed amount
of $72,000.00.
4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA
ITEMS
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the February 16, 2016 City Council Meeting Minutes
A copy of the minutes begins on page 39.
2. Approval of Check Register for Period January 23-February 26, 2016
Fund Invoice Payroll Total
General 598,576 1,663,702 2,262,278
Water & Sewer 98,701 173,768 272,469
Parks & Recreation 149,156 457,555 606,711
Capital Improvements 520,151 0 520,151
Motor Fuel Tax 0 0 0
Cemetery 25,954 30,261 56,215
Senior Resources 16,903 26,178 43,082
Deerpath Golf Course 22,765 2,505 25,270
Fleet 111,892 60,157 172,048
Debt Funds 0 0 0
Housing Trust 54,673 0 54,673
Park & Public Land 0 0 0
All other Funds 236,288 219,053 455,341
$1,835,058 $2,633,179 $4,468,237
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3. Approval of Resolution opposing any attempt by the State of Illinois to
Reduce, Withhold, or Redirect Municipal Revenues
STAFF CONTACT: Robert Kiely Jr., City Manager
PURPOSE AND ACTION REQUESTED: Staff requests approval of the attached resolution
opposing any attempt by the State of Illinois to reduce, withhold or redirect municipal
revenues.
BACKGROUND/DISCUSSION: The State of Illinois has a long-standing tradition of collecting
tax revenues on behalf of municipal governments and municipalities have relied on vital
revenues to provide services to taxpayers. Municipalities have fewer options to raise
significant revenue and rely on the full amount of revenue that the State collects on their
behalf in order to fund the essential quality-of-life services expected and relied upon by
community residents.
The State of Illinois has recently withheld 9-1-1 Surcharge Fees and the Motor Fuel Tax. This
resolution opposes any attempt in the reduction, withholding, or redirecting of these
revenues leading to potential elimination of jobs, local tax increases, program and
service cuts, and could increase debt burdens that would be felt by all citizens.
This Resolution is another case of the pre-emptive steps municipalities are being forced to
take in protecting vital local revenues such as Local Government Distributive Funds
(LGDF). A copy of the draft Resolution being distributed by the Northwest Municipal
Conference can be found beginning on page 44.
BUDGET/FISCAL IMPACT: Undetermined at this time.
COUNCIL ACTION: Approval of the Resolution opposing any attempt by the State of
Illinois to reduce, withhold, or redirect municipal revenues.
4. Approval of Tentative Agreement on Wages with the Local Chapter of the
Metropolitan of Police (MAP)
STAFF CONTACT: DeSha Kalmar, Director of Human Resources (847-810-3530)
PURPOSE AND ACTION REQUESTED: Staff requests approval of Wage Agreement as part of
the Metropolitan Alliance of Police (MAP) collective bargaining agreement between the
City and the Lake Forest Police Officers.
BACKGROUND/DISCUSSION: The collective bargaining agreement between the City and
the Police Officers was negotiated and approved by the City Council in June 2013. It is a
four-year agreement that will expire April 30, 2017. The original Agreement included a
wage reopener for Year 4 of the contract. The City and the Local met and came to
tentative agreement on an FY2017 wage schedule for the Police Officers. The union
ratified the tentative agreement in February 2016, and it is now before the City Council
for ratification.
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Monday, March 7, 2016 City Council Agenda
The Personnel Compensation Administration (PCA) Committee reviewed this item and
recommend approval by the City Council.
BUDGET/FISCAL IMPACT:
Pay increases:
Position FY2017
Police Officer Steps 1 thru 6 - 1.0%;
Step 7 - 2.5%
This schedule results in an overall range adjustment for this position of 1.93%
COUNCIL ACTION: Approval of the Tentative Agreement on Wages with the Local
Chapter of the Metropolitan of Police (MAP) and The City of Lake Forest.
5. Approval of Corporate Resolution for Credit Card Services
STAFF CONTACT: Diane Hall, Assistant Finance Director (847-810-3614)
PURPOSE AND ACTION REQUESTED: Staff requests approval of the attached bank
resolution to authorize signers to enter into an agreement with First National Bank of
Omaha (VOX Business Card) for credit card services.
BACKGROUND/DISCUSSION: The City currently utilizes a credit card provider to make
small purchases. The City currently has 14 individuals with City-issued credit cards with
spending limits ranging from $500 to $7,500 per month. The current service provider
requires a personal guarantee and has limited capabilities for changes in users and
individual limits. The proposed agreement will provide staff administrators with the
capability to add/remove/change users via a secure website. The program will allow the
City to institute added security to restrict purchases by card holder and provides a
rewards program with rebates to the City based on volume of usage. The program is
endorsed by the City’s primary banking services provider, Lank Forest Bank and Trust.
BUDGET/FISCAL IMPACT: None
COUNCIL ACTION: Approval of the proposed Resolution (page 45) and agreement with
First National Bank of Omaha for the VOX Business Card program.
6. Award of Contract with InterDev to Purchase Hardware and Services for
Replacement Firewalls as Budgeted in FY16 Capital Plan
STAFF CONTACT: Elizabeth Holleb, Director of Finance/IT (847-810-3612)
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Monday, March 7, 2016 City Council Agenda
PURPOSE AND ACTION REQUESTED: Staff requests approval to expend capital funds and
award a contract with InterDev for implementation services and replacement of the City’s
firewalls.
PROJECT REVIEW/RECOMMENDATIONS:
Milestone Date Comments
RFP Issuance 02/04/2016
Vendor Proposals Submitted 2/17/2016 Four Vendors Submitted Proposals.
Received & Reviewed
System Demonstrations
02/23/2016
–
02/25/2016
Review & Recommendation by City IT’s
Selection Committee
BACKGROUND/DISCUSSION: The City’s current firewalls have been in use since 2009.
Seeing the impending end of life of the current systems, the need for updated security
measures, and the opportunity to consolidate firewalls with web filtering and perimeter
antivirus into one solution, the IT Division began to investigate a comprehensive solution
to meet business needs.
The following is the summary chart of the finalists RFP proposals’ costs.
Proposer
Semifinalists
Initial RFP
Scoring
Demonstration
Scoring
Overall
Proposed
Cost
Total Cost of
Ownership
5 Years
Check Point 334 Eliminated $103,303 $291,529
CFI 443 105 $35,361 $77,985
Heartland Business
Systems 527 97 $32,297 $43,742
InterDev 540 108 $33,147 $42,145
CURRENT PROJECT MILESTONE: Based on City Selection Committee’s review and scoring
of proposals and demonstrations, staff’s recommended vendor is InterDev. Reference
checks of similar complexity projects that InterDev has completed recently with the
solutions proposed have been acceptable.
In negotiations with InterDev for best and final pricing, staff is recommending to approve
the proposed solution with 5 years of maintenance as the lowest cost, qualified vendor to
complete the new firewall implementation for the City.
City staff has worked with the vendor to confirm costs and ensure that the specific scope
of software, hardware, and immediate and on-going services is clearly documented. In
its proposal, InterDev has provided an outline of the implementation timing and other
operational details that is anticipated to occur over the next two months. If approved,
staff will work with InterDev to ensure proper project planning methodology is adhered to
for a successful implementation.
The following is a list of the features included in InterDev’s proposal that will allow us to
meet the City’s business needs:
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Monday, March 7, 2016 City Council Agenda
• Lowest Cost- InterDev’s proposal has the lowest total cost of ownership of all
qualified proposals
• Survivability- Additional redundancy built in to survive a loss of a single site failure
• Consolidation- The new firewall will allow the City to decommission its Barracuda
Spam/Virus Firewall and Web Filter.
• Increased Security- The new (Next Generation) firewall system will increase the
City’s security with current security technologies to protect the City’s data against
threats and attacks.
BUDGET/FISCAL IMPACT: The total project expense reflects all systems’ hardware, software
licensing, installation, staff training, and maintenance services. Contingency is desired to
address minor items encountered during implementation and unknown shipping
expense.
Vendor Item Item Price Total
InterDev $42,145
Fortinet Firewall Hardware $16,455
Fortinet Firewall Maintenance, 5 Years $10,090
Implementation & Training $15,600
Non-specific Contingency $3,000
Grand Total $45,145
This project was identified as a FY16 Capital project funded via the Capital
Improvements Fund and the process to date complies fully with the IT Capital Five Year
Plan and City’s purchasing policies.
Below is an estimated summary of Project budget:
FY2016
Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Capital
Improvement Fund
311-0050-415-66-11 $47,000 $45,145 Y
COUNCIL ACTION: If desired and appropriate by the City Council, approve an agreement
with InterDev in a form acceptable to the City Attorney which includes hardware,
software licensing, implementation, training, and maintenance at an expense of $45,145.
7. 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.
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Monday, March 7, 2016 City Council Agenda
739 Illinois Road - The Building Review Board recommended approval of a replacement
residence and the associated landscape plan on a parcel that was previously the location of
two small homes. Demolition of the homes occurred in 2012. No public testimony was
presented. (Board vote: 6-0, approved)
20 N. Western Avenue - The Building Review Board recommended approval of an addition and
alterations to the existing residence. The Board recognized the history of a lack of
maintenance at the site and requested that the new owner present a plan for short term
clean-up of the site. The Board also directed staff to assure that adequate information is
submitted to document that the structural integrity of the existing house is sufficient to support
the proposed addition and alterations. No public testimony was presented. (Board vote: 6-0,
approved)
1340 N. Waukegan Road - The Building Review Board recommended approval of a change to
the previously approved roofing material for an existing residence. No public testimony was
presented. (Board vote: 6-0, 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 46. The
Ordinances, complete with all 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.
8. Consideration of Ratification of Expenses Related to the Installation and
Maintenance of Security Fencing at the Former Municipal Services Site.
(Approval of a Motion)
STAFF CONTACT: Catherine J. Czerniak, Director of Community Development
PURPOSE AND ACTION REQUESTED: Council action is requested to ratify contract
extensions and expenses that were necessary to assure the continued safety and security
of the City’s former Municipal Services site during the clean-up process.
BACKGROUND AND DISCUSSION: In May, 2015, the City entered into a contract with
Federal Rent a Fence for the installation of perimeter fencing and screening at the site.
The initial contract was under $20,000 and as a result, did not require Council approval.
Since the initial contact was signed, repairs to the fence were necessary on two
occasions due to damage caused by strong winds. In addition, in order to enhance the
safety of the site now that the soil removal has been completed, a second fence was
added around the excavations on the site. The excavations remain open at the request
of the developer to avoid a duplication of effort that would result if the City backfilled the
excavations only to have the developer remove the fill once construction begins.
The initial contract and subsequent invoices are included in the Council packet
beginning on page 76. The costs incurred to date for the installation and repair of the
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Monday, March 7, 2016 City Council Agenda
fencing total $28,471.75. In anticipation of additional storms that may occur between
now and the sale of the property, staff recommends that the Council authorize the
expenditure of an additional $1,000 in the event further repairs are necessary to keep the
site secure. After the sale of the property, the developer will be required to maintain the
fencing and keep the site secure.
BUDGET/FISCAL IMPACT: The cost of the fence is directly related to the site cleanup and
is reimbursable through funds generated by the TIF District.
FY2016 Funding Source Amount
Budgeted
Amount
Requested
Budgeted
Y/N
Laurel and Western TIF Fund
#322-2501-499-77-05 $3,000,000 $29,471.75 Yes
COUNCIL ACTION: Approve a motion ratifying expenditures to date and authorizing
further expenses, not to exceed the amount requested above, related to maintaining the
perimeter fencing on the former Municipal Services site in a secure condition.
9. Award of Bid for The City of Lake Forest’s Portion of the 2016 Concrete
Pavement Patching Contract.
STAFF CONTACT: Robert Ells, Superintendent of Engineering (847-810-3555)
PURPOSE AND ACTION REQUESTED: Staff requests City Councils approval of the 2016
Concrete Pavement Patching Bid to D'Land Construction LLC.
BACKGROUND/DISCUSSION: This annual project entails replacing defective sections of
concrete streets which have deteriorated beyond routine maintenance and repair. The
concrete streets targeted for repairs under this year’s program include Everett Road east
of Ridge Road, Highland Avenue, and Fairview Avenue.
BUDGET/FISCAL IMPACT: The project was placed out for bid in early February with a
subsequent bid opening on February 18, 2016. Eight bids were received for this project.
The following is a summary of the bids received:
BIDDER TOTAL BID PRICE
D'Land Construction LLC $147,068.00
Suburban Concrete Inc. $169,942.00
Schroeder & Schroeder Inc. $185,280.00
Triggi Construction, Inc. $194,320.00
A Lamp Concrete Contractors, Inc. $206,234.00
G&M Cement Construction $224,462.00
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Monday, March 7, 2016 City Council Agenda
Landmark Contractors, Inc. $259,603.00
Alliance Contractors Inc. Disqualified Bid
The low bidder, D'Land Construction LLC., has considerable experience working for The
City of Lake Forest and has been performing projects in a satisfactory manner.
If awarded, work on this project is expected to begin in May and be completed in June.
The property owners near the vicinity of the construction work will be notified in advance
of the start of construction. The City’s website, listed under “Construction Updates”, will
also provide the details of the construction schedule. City Engineering staff will provide
daily oversight and inspections.
Below is an estimated summary of project budget:
FY2017 Funding
Source
Account Number Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Capital Fund 311-0050-417-67-41 $150,000 $150,000 Y
COUNCIL ACTION: Approval of the 2016 Concrete Pavement Patching Contract to
D'Land Construction LLC for a not-to-exceed amount of $150,000.
10. Award of Bid for The City of Lake Forest’s Portion of the Joint 2016 Asphalt
Patching Program
STAFF CONTACT: Robert Ells, Superintendent of Engineering (847-810-3555)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval of The City of
Lake Forest’s portion of Joint 2016 Patching Program to Peter Baker & Son.
BACKGROUND/DISCUSSION: This contract represents one part of the City’s Pavement
Management Program. The other components include:
a) Annual Pavement Resurfacing Program
b) Annual Concrete Pavement Patching Contract
c) In-House (Streets Section) Pothole Repair Program
The Annual Pavement Patching Contract helps in preventing long-term expensive
pavement rehabilitation by repairing sections of deteriorated roadway. This program,
along with the in-house Pothole Repair Program, is coordinated to ensure the
effectiveness of all three prioritized approaches. Each year during the spring season the
Streets and Sanitation Section generates a list of potholes and deteriorated sections of
roadway. The information is entered into a database that is then used by both
Engineering and the Streets Section to address asphalt repairs.
This database is matched against the list of streets in the Annual Pavement Resurfacing
Program, the 3-yr Pavement Resurfacing Program, the pavement’s structural number
(both surface and base), and the width of the repair. The Streets and Sanitation Section
are capable of handling pavement repairs which are less than 11-ft wide due to the
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Monday, March 7, 2016 City Council Agenda
limitation of their equipment. The list of deteriorated sections of roadway are prioritized for
repair based on the above criteria and the allocated budget.
The Annual Pavement Patching Program provides the following benefits:
a) Pavement sections are repaired on a timely manner in early summer to avoid costly
total street rehabilitation
b) The contractors handling major repairs allow in-house crews to focus on minor repairs
and address resident complaints in an expedited manner
City staff has previously briefed the City Council on Municipal Partnership Initiative (MPI).
This year, the City joined forces with the Village of Lake Bluff to bid the 2016 Joint Annual
Pavement Patching Program. For this year’s program, Lake Forest is the lead agency, on
behalf of the two communities, bidding the joint contract.
BUDGET/FISCAL IMPACT: The project was placed out to bid in early February with a
subsequent bid opening on February 18, 2016. A total of five bids for the joint project
were received. The bid price consists of bid quantities that are to be completed by both
municipalities as part of their respective resurfacing program.
The following is a summary of the bids received:
Bidder Total
Peter Baker & Son Co $ 147,600.00
Chicagoland paving contractors, inc $ 149,999.00
J.A. Johnson Paving Co $ 187,569.00
Schroeder Asphalt Services, Inc. $ 237,622.90
A Lamp Concrete Contractors, Inc. $ 270,685.00
The breakdown of the bid specific to The City of Lake Forest’s bid items are summarized
below:
Bidder Total
Peter Baker & Son Co $ 81,100
Chicagoland paving contractors, inc $ 94,399
J.A. Johnson Paving Co $ 116,069.00
Schroeder Asphalt Services, Inc. $ 154,017.90
A Lamp Concrete Contractors, Inc. $ 168,685.00
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.
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Monday, March 7, 2016 City Council Agenda
In addition to the patching bid, staff is requesting the use of F.Y. 2017 Streets Section
contractual dollars to address a number of smaller asphalt repairs needed throughout
the City. Staff recommends that this occur via two avenues:
A. Expending the $ 18,900, difference between the low bid and Capital Fund
budget amount.
B. Expending $40,000 from the Streets Section’s Material Maintenance Account.
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.
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 June
2016. Upon award of the contract, both municipalities will meet with the contractor to
develop a tentative schedule for each community. The City’s website, under
“Construction Updates”, will provide details of the construction schedule.
The Lake Forest share of the bid from Peter Baker & Son Co in the amount of $ 81,100 is
lower than the Engineer’s Estimate. It is staff’s recommendation to award the contract for
the amount of $140,000.00 and take advantage of the competitive bid price.
Below is an estimated summary of the project budget:
FY2016 Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Capital Fund 311-0050-431-35-44 $100,000 $100,000 Y
General Fund – Streets
Maintenance
101-5132-431-67-11 $65,000 $40,000 Y
COUNCIL ACTION: Staff recommends awarding the 2016 Patching Program to Peter
Baker & Sons for a not-to-exceed amount of $140,000.
11. Award of Bid for The City of Lake Forest’s Portion of the Joint 2016
Resurfacing Program
PRESENTED BY: Robert Ells, Superintendent of Engineering (847-810-3555)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval for The City of
Lake Forest’s portion of the Joint 2016 Resurfacing Program to Peter Baker & Son.
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Monday, March 7, 2016 City Council Agenda
BACKGROUND/DISCUSSION: In 2013, the City conducted a pavement structural analysis
test on the entire City street inventory of approximately 120 miles. The test culminated in
developing a 3-yr annual pavement rehabilitation program identifying the streets to be
resurfaced each year.
City staff has previously briefed the City 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 the Village of Lake Bluff and School District # 67 to do a joint bid for its
annual street resurfacing.
In 2016, the City plans to resurface approximately 3.1 center-lane miles of streets. The
following streets to be resurfaced are:
Street From To
Birch Ct Basswood Rd West End
Elm Tree Rd Crabtree Ln South End
Elm Tree Rd Woodland North End
Forest Hill Rd Briar Ln Cherokee Rd
Glouchester Cs Knights Bridge Ct East End
Knights Bridge Ct Glouchester Cs North End
Linden Av Green Bay Rd Waveland Rd
Morningside Dr Grandview Ln Beverly Pl
Old Mill Rd Oak Knoll Dr Alexis Ct
Paddock Ln Old Mill Rd Cul-De-Sac
Poplar Rd Basswood Rd Onwentsia Rd
Spruce Av Ext Sheridan Rd Spruce Av
Suffolk Ln 111 Suffolk South End
Timber Ln Longwood Dr Forest Hill Rd
Tisbury Ln Suffolk Ln East End
West Fork Dr Hackberry Ln Wilson Dr
Longwood Dr Beverly Pl Grandview Ln
Bid for Original Street List $ 1,023,115.75
Timber Ln Forest Hill Rd Old Elm Rd
Morningside Dr Beverly Pl Western Av
Wisconsin Av Oakwood Av Western Av
Proposed Street List $ 1,217,664.16
BUDGET/FISCAL IMPACT: The project was placed out to bid in early February and had the
bid opening on February 18, 2016. A total of four bids for the joint project were received.
The bid price consists of bid quantities that are to be completed by the three partners of
this project as part of their respective resurfacing program. The following bids were
received providing total pricing for all three partners:
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Monday, March 7, 2016 City Council Agenda
Bidder Total
Peter Baker & Son Co $ 1,413,777.25
J.A. Johnson Paving Co $ 1,566,111.01
Schroeder Asphalt Services, Inc. $ 1,596,847.90
A Lamp Concrete Contractors, Inc. $ 1,652,921.70
The breakdown of the bid specific to The City of Lake Forest’s bid items are summarized
below:
Bidder Total
Peter Baker & Son Co $ 1,023,115.75
J.A. Johnson Paving Co $ 1,121,024.42
Schroeder Asphalt Services, Inc. $ 1,171,100.05
A Lamp Concrete Contractors, Inc. $ 1,192,834.20
The low bidder for the combined bid, Peter Baker & Son, has considerable paving
experience and has been performing paving projects in a satisfactory manner in Lake
Forest for many years.
If awarded, work on this project is expected to begin in May and be completed in July.
Upon award of the contract, both municipalities and School District # 67 will meet with
the contractor to develop a tentative schedule for each community. The property
owners near the vicinity of the construction area will be notified by letter in advance of
the start of construction. Engineering staff will provide daily oversight and inspections of
the resurfacing program. The City’s website, under “Construction Updates”, will also
provide details of the construction schedule.
The Lake Forest share of the bid from Peter Baker & Son Co in the amount of
$ 1,023,115.75 is lower than the Engineer’s Estimate. It is staff’s recommendation to award
the contract for the budgeted amount of $1,275,000 and take advantage of the
competitive bid price by adding Timber Lane, Morningside Drive and Wisconsin Avenue.
This will leave $57,335.84 as a contingency for change orders due to unforeseen site
conditions.
Below is an estimated summary of the project budget:
FY2017 Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Capital Fund 311-0050-417-67-11 $1,275,000 $1,275,000 Y
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Monday, March 7, 2016 City Council Agenda
COUNCIL ACTION: Staff recommends City Council award the 2016 Resurfacing Program
to Peter Baker & Sons in the amount of $1,275.000.
COUNCIL ACTION: Approve the eleven (11) Omnibus items.
6. ORDINANCES
1. Consideration of an Ordinance Amending the City of Lake Forest Liquor
Code, Creation of a New Class, and Number of Licenses, Section 111.037.
(First reading)
PRESENTED BY: Margaret Boyer, Deputy City Clerk, 847-810-3674
PURPOSE AND ACTION REQUESTED: At the direction of the City’s Liquor Commissioner, an
Ordinance amending the Liquor Code to include a new Class, C-4 license and make
available one C-4 License and one C-3 License is presented for Council consideration.
BACKGROUND AND DISCUSSION: As the Council is aware, the City received a new
application for an annual liquor license. The request was from Coffee House Holdings, Inc.
d/b/a Starbucks located at, 672 Lake Forest, IL 60045.
Formerly the request was for a for a class C-1 license that authorizes the retail sale of
alcoholic liquor for consumption on the premises of a restaurant only and served indoors,
with or without a meal and a Class C-3 licenses, which shall permit the holder of any C-1
or C-2 licensee to provide alcoholic liquor service outdoors. While Coffee House holding
stated that the purpose for the license would be for beer and wine only, the classification
allowed for the sale of any alcoholic beverage.
In 2013 the City reviewed and updated its liquor code to include at the time only current
licensees, in the current classifications. The table below shows the classifications and
licensees. Since there is not a classification that allows for beer and wine only, the City
Attorney was directed to draft an Ordinance that would create a new class C-4 license
limiting the retail sale of alcoholic liquor to beer and wine only, for consumption on the
premises of a restaurant only and served indoors, with or without a meal and minor
clarification of the Class C-3 to include licensees who have a “C” Class license.
A table showing the current number of authorized licenses and licensees along with
definitions of the Class can be found beginning on page 80. It is important to note that
without further action of the City Council, the maximum number if license in any class
shall be automatically reduced by one upon the expiration, revocation or non-renewal
of an existing license in any such license class.
The Council’s approval on February 16, 2016 did not issue the liquor license, but instead,
changed the number of licenses available for issuance upon the final approval of the
Liquor Commissioner and any additional conditions to be met. The Class C-1 request has
been withdrawn. The ordinance amending the Liquor Code authorizing an additional
classification, C-4 noted above and further clarification of C-3 will be sent under separate
cover.
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Monday, March 7, 2016 City Council Agenda
As the Council is aware, the issuance of liquor licenses is under the purview of the City’s
Liquor Commissioner and the Mayor serves in that role. However, the City Code only
authorizes a specific number of liquor licenses and historically, this number coincides with
the current number of licenses issued. When new requests for liquor licenses are
submitted, and after review by the Liquor Commissioner and a determination that the
Issuance of a license is appropriate, the City Council is asked to consider an amendment
to the Liquor Code.
COUNCIL ACTION: Consideration of an Ordinance Amending the City of Lake Forest
Liquor Code, Creation of a New Class, and Number of Licenses, Section 111.037. (First
reading)
7. ORDINANCES AFFECTING CODE AMENDMENTS
1. Consideration of an Ordinance Amending Code Section 51.060 relating to
the Customer Classes for Water and Sewer Charges (First Reading)
PRESENTED BY: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests approving the first reading of the
proposed Ordinance amending City Code.
BACKGROUND/DISCUSSION: On January 20, 2015, City Council granted final approval of
an Ordinance adopting an updated City Code. As a follow up, City Staff and the City
Attorney have begun to review certain provisions of the Code to determine whether
changes are required to reflect current practices and policies of the City.
City Code Section 51.060 establishes customer classes by water meter size for assessment
of a quarterly customer charge (fixed fee).
Recently, a single family residence was required to install a 6-inch meter based on factors
other than anticipated water consumption. The larger meter size in this case was
determined to be necessary to provide sufficient flow for fire protection to support a
private fire hydrant. The property owner was required to install a fire hydrant due to the
distance from a public street and public hydrants. Staff of the Public Works, Community
Development and Finance departments jointly recommend that the Code be amended
to cap a single family residence at the Medium customer class to address this unintended
consequence. A proposed Ordinance amending Code Section 51.060 is attached for
consideration (page 89) with changes shown in black line.
BUDGET/FISCAL IMPACT: The residence in question will see a reduction in the quarterly
fixed charge from $750 to $150, which is consistent with other single family residences in
the City.
COUNCIL ACTION: Grant first reading to the proposed Ordinance (page89).
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Monday, March 7, 2016 City Council Agenda
8. NEW BUSINESS
A. Review and Update on the East Train Station Renovation Project
PRESENTED BY: Mike P. Strong, Assistant to the City Manager (847-810-3680)
PURPOSE AND ACTION REQUESTED: Staff will be presenting a review and update on the
status of the East Train Station Renovation Project. No action is requested from City
Council. Attached beginning on page 91 is a memorandum that provides a status
update on the East Train Station Renovation Project. City staff will present on the item
during the City Council meeting.
B. Telegraph Metra Station Pedestrian Underpass Project
PRESENTED BY: Robert Ells, Superintendent of Engineering (810-3555)
PURPOSE AND ACTION REQUESTED: Present an update on the project and request
approval of 1) Supplemental design fees for the Phase II Engineering contract and 2)
approval of an agreement with Hanson Engineering to complete an engineering
concept study on the use of a train bridge at the Telegraph Metra Station.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 2/16/2016 Reviewed
BACKGROUND/DISCUSSION:
The City entered into a Phase II design contract with HDR in the fall of 2013. The design
fee for Phase II was $549,673 to be paid at an 80/20 split, with the Federal grant paying
the 80% and the City paying the 20%.
Once detailed design work and geotechnical studies were underway, it was determined
that the anticipated structural concept of using sheeting and piles to reinforce the
retaining wall systems along the track would not be adequate due to soil conditions. The
basis of the structural design was changed to a drilled shaft concept which elevated the
estimated cost of the project significantly.
As the plans and supporting design documents were being finalized for submission to
IDOT and Metra for review in November, 2014, HDR notified the City that it had incurred
significant cost overruns in preparing the design. HDR submitted documentation with a
request for additional design fees in the amount of $241,632.81. Much of the increase
was due to the change in structural systems required for the construction of the retaining
walls; the Phase II design proposal detailing deliverables called for a total of 30 structural
plan sheets, the final design package contained 93.
After review of project documentation, staff estimated the total additional design effort
to be valued at $195,375.75. Because HDR did not receive prior approval from the City or
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Monday, March 7, 2016 City Council Agenda
IDOT before exceeding the contract value, City staff sent a request for a supplement to
the Engineering Services Agreement to IDOT for review. The State subsequently
amended both the Local Agency Agreement and the Engineering Services Agreement
in the amount of $195,375.75 and has set aside State HSR grant funds to cover 100% of
the design fee increase. If approved by City Council, the City will pay the full increase
amount to HDR and then receive full reimbursement from the State.
With the estimated costs associated with constructing a pedestrian underpass using the
traditional construction method of boring and jacking the tunnel under the tracks now
verified, the City once again met with Metra officials. The discussion is now centered
around changing the method of construction from installing an underground tunnel to
constructing a train bridge that would require limited, scheduled track outages but
greatly reduce the construction costs.
Before signing a Memorandum of Understanding with the City for this change in design
concept, Metra has asked for detailed information on the new concept with emphasis
on the number and duration of track outages needed for construction. The City has
received a proposal from Hanson Engineering to provide a concept study for the train
bridge alternative and provide the data required by Metra. Additionally, Hanson will
provide analysis on how much of the 95% complete underpass design effort could be
reused if the City were to move forward with engineering for a train bridge at the station.
The City has received a project programming document from IDOT approving the use of
State HSR funds to pay for 100% of the study. Attached on page 94 of the agenda
packet is a more detailed memorandum regarding this project.
BUDGET/FISCAL IMPACT:
Below is an estimated summary of Project budget:
FY2016 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Capital Funds $0.00 $295,375.75 N
If approved, the City will make the payments to HDR and Hanson and then be
reimbursed for 100% of the payment from the state.
COUNCIL ACTION:
1) Approve the payment of $195,375.75 to HDR, Inc. in accordance with the revised Local
Agency Agreement received from IDOT. The City will be reimbursed for 100% of this
payment.
2) Allow the Mayor and City Manager to enter into agreements with Hanson Engineering
and IDOT for the completion of a train bridge concept study for an amount not to exceed
$100,000.00. This amount will be reimbursed to the City by the State, under the existing
Grant Agreement
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Monday, March 7, 2016 City Council Agenda
9. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c), (6), The City Council will be discussing the
consideration for the sale or lease of property owned by the Public Body
Adjournment into executive session
RECONVENE INTO REGULAR SESSION
10. ADJOURNMENT
Office of the City Manager March 2, 2016
The City of Lake Forest is subject to the requirements of the Americans with Disabilities
Act of 1990. Individuals with disabilities who plan to attend this meeting and who require
certain accommodations in order to allow them to observe and/or participate in this
meeting, or who have questions regarding the accessibility of the meeting or the
facilities, are required to contact City Manager Robert R. Kiely, Jr., at (847) 234-2600
promptly to allow the City to make reasonable accommodations for those persons.
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DRAFT
Stormwater Management Policy
The City of Lake Forest
I. Purpose
The purpose of this policy is to address home and property drainage issues relating to stormwater within
The City of Lake Forest. This policy provides procedures for conducting inspections and maintenance
relating to stormwater concerns raised by property owners. The City of Lake Forest provides assistance
to property owners during a rainfall event by investigating the source of the flooding. In all cases, the
private property owner is responsible for maintaining any private drainage system located on their
property and solving any subsequent localized drainage problems. This policy describes the procedure
for the request, evaluation, and inspection of stormwater drainage issues on both public and private
properties within City limits.
The Stormwater Management Policy (SMP hereafter) guides the City’s attempt to control the
transportation or movement of stormwater in order to reduce damage to property and protect the
public health, safety, and general welfare. The policy also assists in identifying projects, programs, and
initiatives that will reduce flooding conditions within the City by the most cost effective means and at
the appropriate level of protection.
II. Introduction
Stormwater drainage improvements frequently involve flood control measures, such as storm sewer
pipe and storm drainage structures. Response to potential flooding issues are initiated by property
owners and completed by the procedure described in this policy.
The procedure includes the following steps:
• Submission of a letter documenting the flooding issue
• Evaluate sanitary and stormwater sewers by City staff
• Inspection (if desired and paid for by the property owner with the concern) by a qualified
engineering and/or plumbing firm.
The City of Lake Forest is responsible for the analysis and evaluation of flooding issues on public
property. If flooding is a result of insufficient or failing City infrastructure, improvements and repairs
shall be funded by the City. If flooding on private property is determined by City staff not to be a result
of insufficient or failing City infrastructure, private property owners are responsible for funding their
own improvements. Per the City’s Rainfall Emergency Plan, prioritized response to stormwater issues
are as follows:
1. Keep basements clear of sanitary sewage due to a back-up / plug in the City-owned sanitary
sewer system.
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2. Keep streets open during heavy rainfall events for the safe passage of vehicles.
3. Encourage residents to maintain established overland drainage routes through their property.
III. Applicability
This policy applies to stormwater issues, abutting or affecting all residential, commercial, open space,
and public property within the City.
IV. Objectives
A. Enforcement of City-wide uniform minimum stormwater regulations as set forth by the Lake
County Watershed Development Ordinance
http://www.lakecountyil.gov/Stormwater/FloodplainStormwaterRegulations/WDOandTRM/Pag
es/WatershedDevelopmentOrdinance.aspx
B. Outline City and landowner stormwater expectations.
C. Be in compliance with all applicable Local, State and Federal Laws.
D. Promote responsible land use practices within floodways, wetlands, and floodplains.
E. Control erosion and sedimentation in and from drainage, developments, and constructions sites.
F. Encourage new development to meet the natural topography of the site.
G. Preserve the natural profile of ravines and prevent soil erosion.
H. Promote awareness and understanding of stormwater management issues by residents through
public information and educational programs.
V. Policies
A. Storm Water Drainage Capital Projects List
The Department of Public Works shall maintain a prioritized Capital Improvement Plan (CIP) of
proposed public stormwater drainage projects. Proposed projects may be added to the list by
the procedure described in this policy.
B. Procedures for Having Stormwater Issues Evaluated
1. Residents who have stormwater concerns in their yard or basement shall call or submit
a letter to City staff describing the problem in detail.
2. A site visit will be performed by City staff in order to give a diagnosis of the stormwater
issue and recommendation of next steps. City staff will determine if the flooding is
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caused by an issue with the City’s infrastructure (storm and / or sanitary sewers) or a
private property owner’s infrastructure. If the cause of flooding is determined to be a
City infrastructure problem, the City is responsible for any short term repairs in a timely
manner. If the cause of flooding is determined to be a property owner problem, such as
a failed sump pump or altered landscaping, the property owner is responsible for the
repairs. City staff typically responds to notification of a basement flooding within 24
hours and private yard flooding events within three days.
3. If it is determined that the property owner is responsible for correcting the flooding
concern, the property owner may decide to pursue an evaluation by an engineering or
plumbing firm. Such an evaluation may be completed by a qualified engineering and / or
plumbing firm. See Appendix A for a list of engineering and plumbing firms that have
submitted to the City a pre-determined cost for an evaluation.
4. If a property owner is not satisfied with the conclusions and recommended actions
contained within an evaluation report, the City’s Engineer will review the report(s). The
report will then be forwarded with a recommendation by the Director of Public Works
and / or the City Engineer to the Public Works Committee for their review. The
Committee will make the final determination on how to proceed and direct City staff
whether to take further action.
C. Placement of a Storm Water Drainage Project on the City’s Five-Year Capital Improvement
Plan
Upon recommendation by the Director of Public Works and / or the City Engineer and
subsequent approval by the Public Works Committee, a storm water project may be placed in
the City’s five –year capital improvement plan subject to final approval by City Council.
D. Public Project Approval and Funding
The Director of Public Works may recommend and the City Manager may approve public storm
water projects under $20,000. Such projects may be constructed by City staff or contracted to
local underground contractors. All other projects over $20,000 must be approved by the City
Council before implementation. For projects requiring City Council approval, the results of the
preliminary engineering study will be forwarded to the City Council, along with a staff
recommendation regarding project approval, funding, and scheduling. Projects may be
approved by appropriating funds during the annual budget process or by the City Council at
other times throughout the year. The City Council will be provided with and will review the
current project list on an annual basis at their November capital budget meeting. The City
Council will ultimately decide which capital projects (storm water and non-storm water) are
considered priority for the upcoming fiscal year.
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VI. Illinois Drainage Law Guidelines for Residents
The basic principle of the Illinois drainage law is that landowners must take whatever advantages or
inconveniences of drainage, nature places upon their land. One of the most important principles of the
Illinois drainage law is that owners cannot alter drainage and that owners of lower ground must receive
surface water that naturally flows onto it from higher ground. Where the natural flow is from one tract
across another tract, the higher land is the dominant tenement, and the lower land is the servient
tenement. Owners of dominant tenements have legal rights to have water drain off their lands. Owners
of servient tenements have the duty of not obstructing the natural flow.
A landowner has no right to obstruct the flow of surface water. Under Illinois law, the owner of lower
land has no right to build a dam, levee, or other artificial structure that will interfere with the drainage
of higher land. In fact, the willful and intentional interference by an owner of lower land is considered a
petty offense and is punishable by a fine. This is in addition to private lawsuits that the owners of
affected properties may file. Under the Illinois drainage law, private landowners have certain rights to
improve the drainage on their land. They may:
• Widen, deepen, and clean natural depressions that carry surface water.
• Straighten out channels on their own property and accelerate the movement of surface water
so long as they do not change the natural point of entry or unreasonably increase the flow of
water onto lower land.
• Drain standing or ponding water in the direction of overflow.
• Tile their property to expedite the flow of water so long as they do not unreasonably increase
the flow, change the point of entry on lower land, bring water from another watershed, or
connect their tile to the tile of other owners without their consent.
• Expedite the flow of surface waters through natural lines of drainage into a watercourse or
stream.
All of the above possible improvements noted above require plan review and approval by The City of
Lake Forest’s Engineering Section.
Because of the effect on surrounding lands, landowners must not:
• Dam or obstruct a natural drainage channel so that the escape of surface water from higher land
is retarded or the channel is shifted.
• Divert water to lands that do not naturally receive this drainage.
• Change the point of entry of surface water on lower land.
• Bring in water from another watershed that would not have flowed across lower land naturally.
• Pollute any waters that pass from their land through the property of others - whether surface or
underground water, streams, or diffused waters.
• Connect their own tile with another owner's tile lines or with roadway tile lines without consent.
• Accelerate the flow of water unreasonably, or with malicious intent, to the material damage of
lower land owned by others, even though the flow is accelerated through natural channels.
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The City of Lake Forest and other public agencies have constructed storm water facilities that are
designed to expedite the drainage of storm water, but not to eliminate all flooding. Other ways, per the
Illinois Drainage Law, to eliminate or minimize flooding on a lot may be found in the attached link:
Illinois Drainage Law: http://ilga.gov/legislation/ilcs/ilcs5.asp?ActID=869&ChapterID=15
There are instances where yards are designed to carry stormwater runoff overland towards a nearby
structure, stream, or creek. Also, if a piece of property is within a floodplain, it is at risk of flooding if the
stream overflows during prolonged rainfall or rapid snowmelt. A high water table may also contribute to
wet basements.
To deal with wet basements, the City recommends checking the building’s gutters and downspouts.
Downspout water should be directed away from the building; preferably towards the front and rear of
the lot or towards the nearest storm sewer structure if one is available. City staff also recommends
consulting a professional drainage consultant about re-grading around the foundation of any building so
as to direct water away. The property owner’s consultant may also propose swales along the property
lines to convey water to the desired location. The property owner may also consider installing a catch
basin or yard drain at the low point on the lot and conveying storm water out towards the right-of-way,
drainage easement, or storm sewer. The property owner’s consultant must submit an engineered
proposal to the Engineering Section for approval before this work can be done. The proposal should
include sufficient grading information to clearly and accurately show drainage on the lot before and
after the proposed work is done. If any drains or conveyance pipes are to be installed, the consultant
should include the sizes and materials of such items as well as rim and invert elevations for any and all
structures to be installed.
Finally, property owners are reminded that re-grading and/or landscaping within a drainage easement is
not allowed. Any exceptions to this must be approved by the City’s Engineering Section. Permanent
structures (i.e. sheds) are also not allowed within drainage easements, or any structure (i.e. wall, fence)
that will disrupt or otherwise block the natural or designed flow of water through the easement.
VII. Stormwater Management Program
A. Public Education
1. Provide stormwater information on the City’s website.
2. Utilize the City’s quarterly “Dialogue!” publication.
3. Provide a copy of this policy to local realtors for distribution during a property sale.
4. Encourage environmental best practices such as rain gardens and rain barrels.
B. Annual Public Property Maintenance Performed by the City
1. Sanitary Sewer lateral cleaning.
2. Sewer lining and rehabilitation.
C. Capital Improvements
1. Storm Sewer system studies.
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2. Storm water projects as recommended by the Public Works Committee and approved
by the City Council.
D. Require Best Management Practices through Lake County Watershed Development Ordinance
Periodic review of the City’s:
1. Zoning ordinance .
2. City Code.
3. Continued compliance with the City’s NPDES program as required by the IEPA.
4. Maintain status as a Lake County Certified Community under the Lake County
Watershed Development Ordinance.
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Appendix A
The City of Lake Forest
Recommended Basement and Exterior Flooding Firms
In an effort to help residents protect their homes against flooding, the following engineering and
plumbing firms are able to provide such inspection services at the cost to the property owner outlined
below:
Basement Flooding Assessment
Firm Address Phone Assessment Cost Hourly Rate to
Clean Sewer*
*If the sewer lateral is dirty, it may not be possible to televise until it is cleaned (rodded).
Exterior Flooding Assessment
Firm Address Phone Assessment Cost Assessment
Report
Please note that the City is not the purchaser of the services noted above and the decision to use any of the firms
listed is that of the property owner and not the City. The decision whether to use any of the firms listed above or
any other commercial service is completely decided upon by the property owner. Residents wishing to use the
firms listed above must deal with the company directly. The City is not responsible for the services provided by any
of the firms listed above.
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IMS Infrastructure Management Services Lake Forest 2016 Update Rev2.docx Page 1 of 9
IMS Infrastructure Management Services
1775 Winnetka Circle, Rolling Meadows, IL 60008
Phone: (847) 506-1500 Fax: (847) 255-2938
www.ims-rst.com
March 2, 2016
City of Lake Forest
800 North Field Drive
Lake Forest, IL 60045
Attention: Jim Koblas, Engineering Assistant
Reference: 2016 Pavement Management Update and Parking Lot Survey
Dear Mr. Koblas:
IMS Infrastructure Management Services is pleased to submit our proposal to update the City’s pavement
management program. The project will include testing the City’s entire street system and City designated
parking lots. Network level testing using block-to-block referencing will be performed on approximately 142
test miles of pavement designated by the City. The field investigation will include a Laser RST surface
condition survey, Dynaflect-based deflection testing, GPS referencing and a review of environmental and
external factors. Digital images will be provided at 25’ intervals. IMS will install the current version of the
PavePRO Manager software with the updated field data. The pavement management software will be
linked to the City’s GIS and City staff will be trained in software operation and data interpretation.
The parking areas will be evaluated using the same manual surface condition survey methodology from the
2013 program. Surveys will be performed at times when the lots have the least number of vehicles.
Reports will be generated to include pavement conditions and recommendations for maintenance and
rehabilitation activities. IMS can also conduct an optional ROW asset survey to inventory and assess
multiple ROW assets such as pavement markings or a sign inventory. The sign inventory can include a
retroreflectivity survey to meet the MUTCD requirements. IMS can retain the GPS referenced digital video
so that the City can have the option of extracting ROW assets in the future without incurring the additional
expense of re-driving the streets.
The proposed update will ensure that the City’s pavement management program is complete and accurately
reflects current conditions. It will also provide information on the benefits of the rehabilitation strategies
used by the City. This street information along with optional ROW data collected by IMS and/or City staff
can be used to meet many of the reporting requirements of the GASB 34 “modified approach”.
A description of the elements of the proposed update program with corresponding cost summary is set forth
on the following pages. Pricing is based on the schedule submitted by IMS to the Northeast Illinois
Partnering Contract (a consortium of North and Northwest Chicago municipalities).
We look forward to our continued work with the City of Lake Forest. If you have any questions regarding
this proposal or new IMS services, please feel free to contact our office. We are available to make a
presentation of our pavement or ROW asset services to you and/or other City departments upon request.
Very truly yours,
IMS INFRASTRUCTURE MANAGEMENT SERVICES
Donald L. Hardt
Manager of Client Services
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IMS Infrastructure Management Services Lake Forest 2016 Update Rev2.docx Page 2 of 9
PAVEMENT UPDATE & ASSET MANAGEMENT PROJECT APPROACH
1. Surface Condition Survey
Surveys are completed using the Road Surface
Tester (RST). The City will receive a continuous,
objective, and accurate survey of the surface
condition of the street network. Retests will be
performed using previous sectioning wherever
possible. These network-level surveys with
intersection-to-intersection test sections will be
linked to the City’s GIS. The RST provides a great
deal of flexibility and can easily adjust test section
lengths to meet previously established test sections and/or any revised City goals. Single-direction testing
will be performed on the two-lane streets. Two-direction testing will be used on divided streets and arterials
and collectors with four or more lanes of traffic. The surface condition survey is conducted continuously
over the entire length of the test section and is not based on sample sections. The information gathered in
this survey includes inventory, roughness, rut depth, cracking, texture and distress. The effects of
environmental conditions will be considered in conjunction with the surface condition survey.
To provide the City with a ROW asset data collection option, IMS will collect continuous digital video during
the surface condition survey. The RST combines an inertial navigation guidance system with GPS to geo-
locate visible pavement and ROW features. The simultaneous pavement and ROW asset data collection
capability of the RST is unique in the industry. It provides an efficient and cost-effective means to populate
both pavement and asset management systems.
The presence of any failed or broken concrete slabs within a test section will be recorded for further detailed
identification during the deflection survey. The number of failed slabs will be recorded during the deflection
survey and used by PavePRO Manager software to give the City an option to address individual slab
removal and replacement as a maintenance/rehabilitation strategy for concrete pavements.
2. Deflection Testing
Each street test section surveyed by the Laser RST
will receive a deflection test. This testing will be
performed using the Dynaflect device and the results
of this testing will permit an analysis of the structural
capabilities of the existing street section. IMS utilizes
all five sensors of the Dynaflect in its structural
analysis. This provides valuable information on the
capabilities of the pavement, base and subgrade
sections, and the interaction between these sections.
Deflection testing was performed on previous surveys
for the City and will provide a solid basis for
comparison to previous results. Although most
Chicago area agencies include structural analysis as part of their program, the PavePRO software can be
used with or without deflection data.
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3. GIS and Pavement Management
IMS will provide a link between the City’s GIS
program and the pavement management data to
enable the City to display and generate color-
coded maps based upon existing pavement
conditions, street rehabilitation plans or most
any of the data in the pavement management
program. The City can use the query function of
its mapping program to display the pavement
management data. It may also be possible to
use its mapping program to make queries of
other infrastructure plans in conjunction with
their street rehabilitation plans to determine if
conflicts exist between plans. The future
addition of ROW assets would also be linked to
the GIS and entered in the asset management
software. To most effectively maintain this link, IMS will require a copy of the City’s current electronic
centerline map prior to field data collection activities.
4. Digital Images
In conjunction with the surface condition survey, each test section is recorded on GPS referenced digital
videotape with forward and rearward directed video cameras and used as part of IMS’ Quality Control and
Quality Assurance procedures. Additional cameras can be used to expand the viewing area or include
features of special interest to the City. IMS will provide digital images with one view at 25’ intervals for
viewing in PavePRO Manager and/or through the City’s GIS. Many agencies find these images valuable as
a “point-in-time” record of their roads and as a source of information for a variety of engineering,
legal/investigative, and administrative uses. They can also be beneficial in assessing damage from a
natural disaster or unforeseen event.
The PavePRO Manager software includes an
image module. This enhancement allows for
the attachment of digital images to each test
section. The City can then access all the
pavement management data from a selected
block and view multiple digital images for the
identified section on his/her computer monitor.
The digital images will be captured directly
from the continuous video performed as part of
the RST survey, but can be expanded to
include images generated from a City-owned
digital camera, and/or result from scanned
photos or drawings.
IMS uses an automated image capture process that is cost effective and provides for a user-defined
frequency for the number of pictures per section.
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5. Parking Lot Survey
City selected parking lots will be evaluated using a modified surface condition survey and revised analysis
technique. The surface only programs are analyzed through IMS-based SurfPRO software and use
flexible stationing criteria. The report will be similar to the 2013 project and provide information related to
existing conditions and recommendations for future maintenance and rehabilitation planning. Scheduling
of field surveys will be adjusted based on hours of use and percentage of open spaces.
6. Pavement Management Software Implementation and Training
IMS will provide the current version of PavePRO
Manager software fully loaded with IMS collected
field data. Any City condition data and
maintenance histories can be added following staff
training. The software will be installed on the City’s
computer network. Since the software is provided
with a site license, it can be used on laptops, field
computers or by other departments at no additional
charge. The software provides information on
existing conditions, future performance, viable
maintenance and rehabilitation strategies,
optimization, schedules, budgets and multiyear
programs. The program is kept current by City staff through input of rehabilitation activities.
IMS will provide training for City staff in the operation and interpretation of these programs. Update
training is usually completed as two half day on-site sessions and can include actual operators,
managers, and field staff.
7. Right-of-Way Asset Management System (Optional)
Although the pavement management software
provides for pavement inventory, IMS can provide
a robust ROW asset inventory and management
software for the acquisition of additional
pavement and ROW features. Signs and
supports, traffic signals, street lights, pavement
striping, pavement markings, sidewalks, ADA
ramps, curbs and gutters, inlets, manholes, trees,
driveway aprons, medians, fences, pavement and
ROW hardware can be provided to a level of
detail determined by the City. Data collection for
the ROW asset inventory can be performed
simultaneously with the surface condition survey
using IMS’s RST or through a variety of techniques using City and/or IMS staff.
Digital video extraction to collect asset information is the most cost effective approach to develop and map
comprehensive asset inventories. The asset survey can be performed as part of the initial pavement
management program or deferred to a future program or budget period. The digital video can also be
stored by IMS to allow for future extraction activities without having to re-drive the street network.
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Prior to the start of any ROW asset
survey, a Master Asset List is
created to define the information that
the City wants to know about each
selected asset. It is the equivalent to
a “data dictionary” and sets the rules
for the asset extraction process.
The actual ROW asset survey uses
the GPS referenced digital video
from a minimum of 3 cameras on-
board the RST. The images and
GPS data are merged on a frame-
by-frame basis with the street
inventory. They are post processed using specialty software to record the location, attribute information,
condition and picture of each requested asset. Extracted asset data is loaded into the selected asset
management software and/or the City’s GIS.
8. Optional Retroreflectivity
IMS can perform retroreflectivity surveys using two methodologies. A
subjective survey can be performed using one of three methodologies
accepted by the MUTCD. The subjective method is an automated night-
time survey and is generally less costly than the measured approach. This
methodology requires that each street be driven in both directions. The
measured approach uses a retro reflectometer to measure the reflectivity
as part of a manual or “feet on the ground” survey. This methodology can
be used to measure the retroreflectivity of power failure folding stop signs
at intersections with traffic signals. Both approaches are usually performed as a phase II activity. Phase I
is the sign inventory, that includes sign location, attributes and general condition using asset extraction
techniques described above.
It should be noted that although “subjective” may sound less accurate or not as good as “measured”, it
actually is an excellent approach and meets the MUTCD requirements. The goal is to determine whether
our aging population can see a particular sign at night as well as they can during the daylight conditions.
9. Project Timing
The data collection phase of the proposed update program including the RST survey and deflection testing
will be completed within a four week period. It will be scheduled for late spring in conjunction with the other
Chicago area projects. Streets included in the City’s 2016 resurfacing program will be tested early fall
following rehabilitation activities. Data processing, GIS linkage, and digital images will immediately follow
the fieldwork. The current version of PavePRO Manager software with updated test results will be delivered
within 60 days of completion of the field testing. Software training will be scheduled following data
processing completion. All update street data will be delivered prior to October 1, 2016. Optional ROW
asset extraction can also follow the data processing and image preparation. Optional retroreflectivity testing
can be performed following the development of the sign inventory. The ROW asset deliverables require
approximately additional days. The data collection would be done in conjunction with other Chicago Metro
area agencies.
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FEE SCHEDULE
The cost summary is based on the following fee schedule. It is derived from the schedule submitted by IMS
to the Northeast Illinois Partnering Contract (a consortium for North and Northwest Chicago area
municipalities). It is based on scheduling surveys in conjunction with other area projects to eliminate
mobilization charges.
Project Initiation $1,500.00
Network Referencing $1,000.00
Local Mobilization $1,500.00
RST Surface Condition Survey $135.00/ test mile
Deflection Testing $125.00/ test mile
Data Processing $20.00/ test mile
Development of Structural Indices (3rd Party Software) $15.00/ test mile
PCC Slab Survey (for streets with no deflection testing) $20.00/ test mile
Pavement Width Measurements (for streets with no deflection testing) $10.00/ test mile
PavePRO Manager Software $3,000.00
3rd Party Software Special Quote
Data Configuration & Data Load (3rd Party Software) Special Quote
Parking Lot Survey, Software/Report $0.25/sq.yd. - Special Review
Software Training (on site) $1,000.00/day - $600/ half day
Engineering Interpretation, Analysis, Special Reports $125.00/hour
Transfer of Historical Data to a New Program $85.00/hour
PavePRO Software Maintenance and Support $1,000.00/year
GIS Linkage $20.00/ test mile
Digital Images @ 25’ intervals (single view) $13.00/ test mile
Digital Images @ 25’ intervals (additional views) $10.00/mile/view
Digital Video Storage for Future ROW Asset Extraction $10.00/ test mile
GPS/Camera Extraction Set-up & AVI Conversion $10.00/ test mile
ROWMan Software $2,000.00
Master Asset List Development $300.00 - $1,500.00
Retroreflectivity Sign Survey Special Quote
Project Management 7.5% of Task Activities
Asset Extraction Services* See Below
Asset Data Collection (GPS & 3 View Camera Configuration) $15-20/test mile
Signs & Support $90/test mile
Signals/Flashers/Controllers $20/test mile
Sidewalks $50/test mile
ADA Ramps & Obstructions $45/test mile
Curb & Gutter $40/test mile
Curb Markings $20/test mile
Pavement Markings (Point Features) $45/test mile
Storm Water Drop Inlets $20/test mile
Pavement Striping (Linear Features) $45/test mile
Driveway Aprons - (Point & Linear) $300/test mile
Guard Rail & Roadside Ped. Fence $30/test mile
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Manholes $65/test mile
Fire Hydrants $30/test mile
Street Lights $50/test mile
Trees $120/test mile
Speed Humps $15/test mile
Utility Poles Special Quote
Shoulders $60/test mile
Median $15/test mile
Ditches $30/test mile
Fences $48/test mile
Mailboxes Special Quote
Street Hardware Special Quote
Building Fronts Special Quote
* IMS costs can be based on either a unit price per asset or per mile. Estimates for ROW assets are more
difficult to develop because of unlimited scenarios and unknown quantities. Having performed sign surveys
for a number of different agencies, we find that the number of signs ranged from 30 to 109 per mile. Other
assets (e.g. sidewalks, light poles, pavement markings, inlets, trees, etc.) vary dramatically from agency to
agency and district to district within the agency depending on age, terrain, etc. Since there are some
advantages to extracting multiple assets during the extraction activity, we would like to know the specific
assets of interest when developing the unit price per mile cost estimate. We believe that this alternative can
assist the City in the budget process and eliminate surprises. If the City has a good estimate of the quantity
of some of their assets, the unit price per asset offer may be the best approach.
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COST SUMMARY
IMS has developed the following pavement management update cost summary for your review.
The estimate is based on the street network of 142 test miles. The number is derived from the 2013 survey
with an addition of one mile for any new streets or streets under construction at the time of the previous
survey.
Task Activity Quantity Units Unit Rate Total
Project Initiation
1 Project Initiation 1 LS $1,500.00 $1,500.00
2 Network Referencing 1 LS $1,000.00 $1,000.00
Field Surveys
3 Local Mobilization 1 LS $1,500.00 $1,500.00
4 RST Surface Condition Survey 142 MI $135.00 $19,170.00
5 Deflection Testing 142 MI $125.00 $17,750.00
6 Parking Lot Survey & Report*1 LS $16,481.00 $16,481.00
Data Management
7 Data Processing 142 MI $20.00 $2,840.00
8 PavePRO Software Update 1 LS $1,000.00 $1,000.00
9 PavePRO Software Maintenance and Support 1 LS $1,000.00 $1,000.00
10 GIS Linkage 142 MI $20.00 $2,840.00
11 Digital Images (1 view @ 25' intervals)142 MI $13.00 $1,846.00
12 PavePRO Software Training (2 half days of training) 2 EA $600.00 $1,200.00
13 Project Management 1 LS $3,873.00 $3,873.00
* Multiple parking lots - approximately 65,924 sq. yds. @ $0.25/sq. yd.
$72,000.00Project Total:
Services are provided on a unit-price basis and the City will be charged only for the actual number
of miles tested and included in the database. The fee schedule is submitted with the assumption
that the City will provide or assist IMS with the following information and services:
Street list and GIS centerline file of roads to be surveyed complete with functional classifications.
GIS, parking lot locations and available information.
Optional asset attributes and condition assessments for the Master Asset List.
Safety vehicle to trail deflection-testing equipment on arterials and collectors, if requested.
Notification and coordination with other departments or agencies, if necessary.
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PROJECT APPROVAL: City of Lake Forest
This proposal is submitted in duplicate with each copy being considered as an original. Acceptance is
constituted by signing and returning one copy to our office.
Approved services (please check off selected services)
Pavement Management Update and Parking Lot Survey Program ($72,000.00)
ACCEPTED:
City of Lake Forest, IL
By: __________________________
Title: __________________________
Date: __________________________
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The City of Lake Forest
CITY COUNCIL
Proceedings of the Tuesday, February 16, 2016
City Council Meeting - City Council Chambers
CALL TO ORDER AND ROLL CALL: Honorable Mayor Schoenheider called the meeting to order at
6:35pm, and Assistant to the City Manager Mike Strong called the roll of Council members.
Present: Honorable Mayor Schoenheider, Alderman Waldeck, Alderman Beidler, Alderman
Pandaleon, Alderman Newman, Alderman Tack, Alderman Adelman and Alderman Moreno.
Absent: Alderman Reisenberg.
Also present were: Robert Kiely, City Manager; Elizabeth Holleb, Finance Director; Victor Filippini,
City Attorney; Catherine Czerniak, Director of Community Development; Craig Lepkowski, Police
Commander.
There were approximately 8 present in the audience.
PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance.
REPORTS OF CITY OFFICERS
COMMENTS BY MAYOR
There were no comments made by the Mayor.
COMMENTS BY CITY MANAGER
There were no comments made by the City Manager.
OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
No one from the audience chose to speak.
ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the February 1, 2016 City Council Meeting Minutes
2. Approval of a Resolution of Appreciation for retiring Firefighter Paramedic
Kenneth H. Haglund Jr.
3. Approval of an Amendment to the Operating Agreement for the Ragdale
Properties and Related Loan Documents
4. Consideration of an Ordinance approving a Fee Schedule (Final Approval)
39
Proceedings of the Tuesday, February 16, 2016
Regular City Council Meeting
5. Consideration of an Ordinance Amending the City of Lake Forest Liquor Code,
Section 111.020, “Liquor Control Commissioner”(final Approval)
6. Approval of an Audit Committee Recommendation to Award a Contract with
Baker Tilly Virchow Krause LLP to Provide Audit Services
7. Approval to extend the City’s Office Supplies Contract
8. Consideration of Ordinances Approving Recommendations from the Building
Review Board. (First Reading and if Desired by the City Council, Final Approval)
9. Consideration of Extension of Contracts Relating to Completion of the Clean-up
of the City’s Former Municipal Services Site.
10. Consideration of an Ordinance Amending the Traffic Code, Title VII of the City
Code, as Recommended by City Staff. (Final Approval)
11. Ratification of the Adoption of a Resolution Adopting a Revised Special Event
Policy for the City of Lake Forest
COUNCIL ACTION: Approve the eleven (11) Omnibus items.
Mayor Schoenheider asked members of the Council if they would like to remove any item or take
it separately. Seeing none, the Mayor asked for a motion to approve the Eight Omnibus items as
presented.
Alderman Newman made a motion to approve the eight Omnibus items as presented with a
scrivener’s error in the minutes, seconded by Alderman Beidler. The following voted “Yea”:
Aldermen Waldeck, Beidler, Pandaleon, Newman, Tack, Adelman and Moreno. The following
voted “Nay”: None. 7 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 The City of Lake Forest Liquor Code,
Section 111.037, Number of Licenses. (Waive first reading and if desired by the
City Council, grant final approval.)
City Manager Robert Kiely reported that the Ordinance before the Council is to accommodate a
request from Coffee House Holdings, Inc. d/b/a Starbucks for a Class C-1 license that authorizes
the retail sale of alcoholic liquor for consumption on premises.
40
Proceedings of the Tuesday, February 16, 2016
Regular City Council Meeting
City Manager Robert Kiely stated that Mr. Harlan Powell, Attorney for Coffee House Holdings, Inc.,
and Ms. Jill Warnick, Facility Manager, were here this evening and available to answer questions
of the City Council.
The City Council had discussion concerning the liquor license, its rules and requirements, and how
it might impact the future operations of the retail food service establishment, if granted.
Mayor Schoenheider asked if there were any further questions, or anyone from the public who
would like to comment. Seeing none, he asked for a motion.
COUNCIL ACTION: Waive first reading of an ordinance amending section 111.037 of the
City Code increasing the number of liquor licenses by one and if desired by the City Council,
grant final approval.
Alderman Pandaleon made a motion to waive first reading and grant final approval to the
proposed ordinance, seconded by Alderman Newman. The following voted “Yea”: Aldermen
Waldeck, Beidler, Pandaleon, Newman, Tack, and Moreno. The following voted “Nay”: Alderman
Adelman. 6 Yeas, 1 Nay, motion carried.
ORDINANCES AFFECTING CODE AMENDMENTS
1. Consideration of an Ordinance Amending Chapters 32, 34, 91, 97, 110, and 112
of the City Code, as Recommended by City Staff. (First Reading)
Community Development Director Catherine Czerniak stated that staff is requesting approval of
first reading of amendments to various chapters currently set forth in Titles III, IX, and XI of the
City Code. Ms. Czerniak reported that at the time the City Council approved the updated Code in
2015, it was recognized that various elements of the City Code were not reflective of State law,
current practices, or implementation practices of the City. Specifically, the amendments before
the Council pertain to provisions in the Code as it relates to departments, civil defenses, animals
and fowls, parks and playgrounds, licenses, and other miscellaneous regulations.
Mayor Schoenheider asked if there were any further questions, or anyone from the public who
would like to comment. Seeing none, he asked for a motion.
COUNCIL ACTION: It is recommended that the City Council grant first reading of an ordinance
amending Chapters 32, 34, 91, 97, 110, and 112 of the City Code.
Alderman Beidler made a motion to grant first reading to the proposed ordinance, seconded by
Alderman Moreno. On voice vote, the motion carried unanimously.
NEW BUSINESS
1. Consideration of a Resolution Stating Support for a Future Amendment to the
Bannockburn-Lake Forest Jurisdictional Boundary Agreement under Certain
Conditions.
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Proceedings of the Tuesday, February 16, 2016
Regular City Council Meeting
Community Development Director Catherine Czerniak presented an item concerning a future
amendment to the Bannockburn-Lake Forest Jurisdictional Boundary Agreement that exists
between the two communities. Ms. Czerniak stated that the Agreement sets out parameters for
the future annexation and development of the unincorporated property located on the northeast
corner of Illinois Routes 22 and 43. Ms. Czerniak reported that the northern portion of this
property is now proposed for development with a Mariano’s grocery store and a petition for
annexation of the property has been filed by the property owner with the Village of Bannockburn.
Ms. Czerniak reported that the development, in its current location, could most effectively be
provided services by the Village; however, she stated that there could be some mutual aid service
impacts on the City as a result of the commercial activity. To account for these potential impacts,
Ms. Czerniak stated that in return for amending the Agreement, the Village has agreed to offer the
City a portion of the sales tax generated on the site. She stated that the Resolution before the City
Council outlines the parameters of this Agreement.
Mayor Schoenheider asked if there were any further questions, or anyone from the public who
would like to comment. Seeing none, he asked for a motion.
COUNCIL ACTION: By motion, approve a Resolution in support of amending the Jurisdictional
Boundary Agreement between the City of Lake Forest and Village of Bannockburn subject to the
conditions as detailed in the Resolution.
AND
Direct staff to prepare a Sales Tax Revenue Sharing Agreement and an amendment to the
Jurisdictional Boundary Agreement for future City Council consideration once the conditions
detailed in the Resolution are met.
Alderman Adelman made a motion to approve the Resolution and direct staff to prepare a Sales
Tax Revenue Sharing Agreement and an amendment to the Jurisdictional Boundary Agreement,
seconded by Alderman Moreno. The following voted “Yea”: Aldermen Waldeck, Beidler,
Pandaleon, Newman, Tack, Adelman and Moreno. The following voted “Nay”: None. 7 Yeas, 0
Nays, motion carried.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
ADJOURNMENT
There being no further business, Alderman Pandaleon made a motion to adjourn, seconded by
Alderman Tack. Motion carried unanimously by voice vote at 7:13 p.m.
Respectfully Submitted,
Mike Strong
Assistant to the City Manager
42
Proceedings of the Tuesday, February 16, 2016
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.
43
RESOLUTION NO. ____ - 2016
A RESOLUTION OPPOSING ANY ATTEMPT BY THE STATE OF ILLINOIS TO REDUCE,
WITHHOLD, OR REDIRECT MUNICIPAL REVENUES
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 State of Illinois has a long-standing tradition of collecting tax revenues on behalf of
municipal governments and municipalities have relied on vital revenues to provide services to taxpayers;
and
WHEREAS, municipalities have fewer options to raise significant revenue and rely on the full amount of
revenue that the State collects on their behalf in order to fund the essential quality-of-life services
expected and relied upon by community residents; and
WHEREAS, the State of Illinois has recently withheld 9-1-1 Surcharge Fees and the Motor Fuel Tax
Revenue; and
WHEREAS, the reduction, withholding, or redirecting of these revenues could result in elimination of
countless jobs, local tax increases, program and service cuts, and could increase debt burdens that
would be felt by all citizens.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lake Forest, Lake County, Illinois,
as follows:
Section I: The City of Lake Forest opposes any attempt by the State of Illinois to reduce,
withhold, or redirect vital local revenues such as Local Government Distributive Funds (LGDF), Sales Tax
Revenue, Corporate Personal Property Replacement Tax, Video Gaming Revenue, 9-1-1 Surcharge Fees,
and Motor Fuel Tax Revenue.
Section II: This Resolution shall be in full force and effect immediately from and after its passage
and approval. PASSED THIS ___ day of ______ , 2016
AYE:
NAY:
ABSENT:
ABSTAIN:
______________________________
ATTEST MAYOR
_______________________________
DEPUTY CITY CLERK
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Table of Current Licenses
Class Maximum Numbers of
Licenses Authorized
Authorized Licenses
A-1 7 American Drug/Osco
Caputo Cheese
Fresh Market
Grand Cru Wine
CVS
Sunset Foods
Walgreens
A-2 1 Lake Forest Shell
A-3 No more than the total
number of class A license
issued by the City
(wine tasting)
American Drug/Osco
Caputo Cheese
Courtyard Wines
Fresh Market
Grand Cru Wine
Sunset Foods
B-1 2 Courtyard Wines
Kemper(DPGC)
C-1 4 Chiefs Pub
The Grille on Laurel
Authentico
Francesca’s
C-2 7 The Lantern
Lake Forest Food and Wine
Market House
Seasoned
Lake Forest Place
Sushi Kushi Toyo
Westwood Bistro
C-3 7/8 Authentico
Francesca’s
The Grille on Laurel
Market House on the Square
Seasoned
Lake Forest Food and Wine
Westwood Bistro
Coffee House Holdings (Proposed)
C-4 0/1 Coffee House Holdings (Proposed)
D-1 5 Conway Farms GC
Knollwood Club
Lake Forest Club
Onwentsia Club
Winter Club
E-1 1 Deerpath Inn
F-1 0
80
F-2 As many as determined
reasonable by the
commissioner
(one day- beer, wine and spirits)
F-3 As many as determined
reasonable by the
commissioner
(one day- beer, wine)
F-4 As many as determined
reasonable by the
commissioner
(sporting events)
F-5 3 (NFP 25 events per year) Gorton Community Center
Ragdale Foundation
Elawa Farm Foundation
F-6 3 (NFP 12 events per year) McKinlock Post #264
Deer Path Art League
LF/LB Senior Center
G-1 1 Lake Forest College
G-2 2 Sodexo @ Lake Forest Academy
Lake Forest College
H-1 0
H-2 1 Deerpath Inn
I-1 No more than the total
number of class B-1, C-1, C-2,
C-3, D-1, E-1 and F-1 licenses
issued by the City
Lake Forest Place
LOCAL LIQUOR LICENSE CLASSES
(1) Class A-1 licenses, which shall authorize the retail sale of alcoholic liquor in original
package not for consumption on the premises where sold;
(2) Class A-2 licenses, which shall authorize the retail sale of beer and wine in original
package not for consumption on the premises where sold;
(3) Class A-3 licenses, which shall authorize the holder of a Class A-1 license to give away
wine or beer for tasting purposes only on the licensed premises subject to all of the terms and
conditions set out in § 111.005 of this chapter;
(4) Class B-1 licenses, which shall authorize the retail sale of alcoholic liquor for
consumption either on or off the premises. Tastings of alcoholic liquor may also take place on
premises pursuant to this Class B-1 license;
(5) Class C-1 licenses, which shall authorize the retail sale of alcoholic liquor for
consumption on the premises of a restaurant only and served indoors, with or without a meal;
81
(6) Class C-2 licenses, which shall authorize the retail sale of alcoholic liquor for
consumption on the premises of a restaurant only and served indoors, with or without a meal, or
for consumption off-premises when sold sealed in its original package;
(7) Class C-3 licenses, which shall permit the holder of any C-1 or C-2 licensee to provide
alcoholic liquor service outdoors, but only upon such terms and conditions as the Local Liquor
Commissioner may establish for the licensed premises;
(8) Class D-1 licenses, which shall authorize:
(a) The retail sale of alcoholic liquor by a club, to its members and their guests for
consumption on the club premises; and
(b) For not more than four events in any calendar year, the retail sale of alcoholic liquor in
original package to its members and their guests for consumption off the premises where sold.
(9) Class E-1 licenses, which shall authorize the retail sale by restaurants, hotels or
residential care facilities having seating accommodations at tables or booths for 100 or more
persons, of alcoholic liquor by the drink for consumption on the premises by customers of the
restaurant or hotel, such sales shall be exclusively with and incidental to the ordering and serving
of a complete meal to such customer, seated at a table or booth, in the public dining room of the
restaurant or hotel, but only between the hours of 11:00 a.m. and 12:00 midnight; and which
shall also authorize the retail sale of alcoholic liquor for consumption in the public and private
rooms of the restaurant or hotel for privately sponsored parties, lunches, dinners, receptions and
similar gatherings where attendance is limited to invited guests, but only between the hours of
11:00 a.m. and 12:00 midnight;
(10) Class F-1 licenses, which shall authorize the retail sale of alcoholic liquor by the drink
to its members by a religious, charitable, fraternal or other not-for-profit organization, other than
clubs as defined herein, which holds periodic meetings of its members. All applications for a
Class F-1 license shall state the names and addresses of all officers of the organization, and the
address of the premises upon which the sale of alcoholic liquor will be made;
(11) (a) Class F-2 licenses, which shall authorize the retail sale of alcoholic liquor in any
of the following circumstances:
1. By the drink by religious, charitable, fraternal or other not-for-profit organizations,
for periods not in excess of 48 hours;
2. On city-owned property or on school grounds, by members and guests of religious,
charitable, fraternal or other not-for-profit organizations and groups, for a period not in excess of
48 hours;
3. By the drink by a person whose premises are located in either the B-1, B-2, B-3 or B-
4 zoning districts in the city, for periods not in excess of 48 hours, and on no more than two
occasions per licensee in any calendar year;
4. At events sponsored by religious, charitable, fraternal or other not-for-profit
organizations and groups, for a period not in excess of 48 hours at which beer and wine may be
consumed (but not given away or sold at retail) on public property not owned by the city; or
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5. On city-owned property or on school grounds, by holders of any Class A-1, A-2, B-1,
C-1, C-2 or E-1 liquor license for outdoor events open to the public for a period not in excess of
72 hours.
(b) All applications for a Class F-2 license shall state the names and addresses of the
individual or, if the person is a business entity or organization, all officers of such entity, the
address of the premises upon which the sale of alcoholic liquor will be made, the estimated
attendance upon the premises during the period of the license and whether such sales will be
made to the public or only to bona fide members of the organization for which the license is
requested. Satisfactory evidence from the owner of the premises shall be furnished showing the
authorization to the applicant for the use of said premises, including the sale of alcoholic liquor
for the period for which the license is requested.
(c) For all events taking place on city-owned property, the applicant must also submit a
proposal for the special event identifying the type of event, proposed hours, proposed security
plan, evidence that the licensed premises is covered by insurance as provided by § 111.045(B) of
this chapter so as to hold harmless the city, its elected or appointed officials, officers, employees,
agents, representatives and attorneys from all financial loss, damage or harm, and any other
information regarding the event or applicant requested by city staff. The event must be approved
by the city in writing pursuant to its applicable policies for such events prior to the issuance of
any Class F-2 license.
(12) (a) Class F-3 licenses, which shall authorize the retail sale of beer and wine in any of
the circumstances set forth in divisions (A)(11)(a)1. through (A)(11)(a)5. above.
(b) All applications for a Class F-3 license shall state the names and addresses of the
individual or, if the person is a business entity or organization, all officers of such entity, the
address of the premises upon which the sale of beer and wine will be made, the estimated
attendance upon the premises during the period of the license and whether such sales will be
made to the public or only to bona fide members of the organization for which the license is
requested. Satisfactory evidence from the owner of the premises shall be furnished showing the
authorization to the applicant for the use of said premises, including the sale of alcoholic liquor
for the period for which the license is requested.
(c) For all events taking place on city-owned property, the applicant must also submit a
proposal for the special event identifying the type of event, proposed hours, proposed security
plan, evidence that the licensed premises is covered by insurance as provided by § 111.045(B) of
this chapter so as to hold harmless the city, its elected or appointed officials, officers, employees,
agents, representatives and attorneys from all financial loss, damage or harm, and any other
information regarding the event or applicant requested by city staff. The event must be approved
by the city in writing pursuant to its applicable policies for such events prior to the issuance of
any Class F-3 license.
(13) Class F-4 license, which shall authorize the retail sale of alcoholic liquor on private
property, by for-profit organizations and individuals in connection with sporting events for
which the public is able to purchase tickets to attend. A separate Class F-4 license shall be
required for each vendor of alcoholic liquor associated with the event. All applications for a
Class F-4 license shall state the names and addresses of the individual applicant or all officers of
the organization, the address of the premises upon which the sale or give-away of alcoholic
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liquor will be made, the estimated attendance upon the premises. The applicant must also submit
a proposal for the special event identifying the type of event, proposed hours, proposed security
plan and any other information regarding the event or applicant requested by city staff.
(14) Class F-5 licenses, which shall authorize the retail sale, give away or other dispensing
free of charge, of alcoholic liquor for consumption on the premises of any city-owned property
that is operated and occupied by a not-for-profit organization when such retail sale, give away or
other dispensing free of charge is incidental and complementary to a special event sponsored by
such not-for-profit organization from time to time; provided, however, that, no more than 25
such special events shall be permitted during any license year. In addition to the requirements set
forth in this division (A)(14), the applicant shall submit to all other requirements of this chapter,
as amended, as well as the State Liquor Control Act of 1934, 235 ILCS 5/1-1 et seq. Any such
retail sale, give away or other dispensing free of charge that is incidental and complementary to a
special event shall also be subject to the following conditions and limitations.
(a) The applicant shall provide written notice to the Commissioner, or the Commissioner’s
designee, no less than five business days prior to any special event at which alcoholic liquor will
be served. Such notice shall include the date, time, location within the licensed premises, and
number of invitees or anticipated attendees for such special event;
(b) The applicant shall supervise, or cause to be supervised, the retail sale, give away or
other dispensing free of charge of alcoholic liquor, to ensure that such retail sale, give away or
other dispensing free of charge of alcoholic liquor is confined to area within the licensed
premises identified in the notice to the Commissioner and is properly monitored to ensure that no
underage consumption of alcoholic beverages is permitted. The Liquor Control Commissioner or
the Commissioner’s designee may require the applicant to develop appropriate protocols to
ensure compliance with this division (A)(14)(b);
(c) The applicant shall not advertise, or otherwise publish the availability of alcoholic
liquor through any media or other means of communication, with the sole exception that a
mailed invitation for a special event may advertise the availability of alcoholic liquor at such
special event;
(d) The applicant shall provide evidence to the Local Liquor Control Commission, at the
time of its application for a F-5 liquor license, that the licensed premises is covered by dram shop
liability insurance in maximum limits so as to hold harmless the city, its elected or appointed
officials, officers, employees, agents, representatives and attorneys from all financial loss,
damage or harm; and
(e) In connection with any special event on the licensed premises, the Commissioner may
impose such conditions and requirements that may be reasonable or appropriate to ensure that the
public health, safety, welfare and convenience are protected and preserved.
(15) Class F-6 licenses, which shall authorize the retail sale, give away or other dispensing
free of charge, of beer or wine for consumption on the premises of any city-owned property that
is operated, used, or occupied by a not-for-profit organization when such retail sale, give away or
other dispensing free of charge is incidental and complementary to a special event sponsored by
such not-for-profit organization from time to time; provided, however, that, no more than 12
such special events shall be permitted during any license year. In addition to the requirements set
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forth in this division (A)(15), the applicant shall submit to all other requirements of this chapter,
as amended, as well as the State Liquor Control Act of 1934, 235 ILCS 5/1-1 et seq. Any such
retail sale, give away or other dispensing free of charge that is incidental and complementary to a
special event shall also be subject to the following conditions and limitations.
(a) The applicant shall provide written notice to the Commissioner, or the Commissioner’s
designee, no less than five business days prior to any special event at which alcoholic liquor will
be served. Such notice shall include the date, time, location within the licensed premises, and
number of invitees or anticipated attendees for such special event.
(b) The applicant shall supervise, or cause to be supervised, the retail sale, give away or
other dispensing free of charge of alcoholic liquor, to ensure that such retail sale, give away or
other dispensing free of charge of alcoholic liquor is confined to the area(s) within the licensed
premises identified in the notice to the Commissioner and is properly monitored to ensure that no
underage consumption of alcoholic beverages is permitted. The Liquor Control Commissioner or
the Commissioner’s designee may require the applicant to develop appropriate protocols to
ensure compliance with this division (A)(15)(b).
(c) Unless a specific event is otherwise authorized by resolution of the City Council, the
applicant shall not advertise, or otherwise publish the availability of alcoholic liquor through any
media or other means of communication; provided, however, that, a mailed invitation for a
special event may advertise the availability of beer or wine at such special event.
(d) The applicant shall provide evidence to the Local Liquor Control Commission, at the
time of its application for a F-6 liquor license, that the licensed premises is covered by dram shop
liability insurance in maximum limits so as to hold harmless the city, its elected or appointed
officials, officers, employees, agents, representatives and attorneys from all financial loss,
damage or harm.
(e) In connection with any special event on the licensed premises, the Commissioner may
impose such conditions and requirements that may be reasonable or appropriate to ensure that the
public health, safety, welfare and convenience are protected and preserved.
(16) Class G-1 license, which shall authorize the retail sale of alcoholic liquor by the drink
by institutions of higher learning. Such sales shall be limited to periods of time when groups are
assembled on the premises solely for the promotion of some common object other than the sale
or consumption of alcoholic liquor;
(17) Class G-2 license, which shall authorize the retail sale of beer and wine in single
servings by institutions of higher learning at designated locations upon the grounds of such
institutions and accessible only to the faculty, staff, alumni and students, and pre-registered
visitors of such institution of higher learning, and their families and guests, all of whom must be
at least 21 years of age for consumption on the licensed premises; limiting the consumption of
beer and wine to indoors on the premises provided that:
(a) Retail sales of alcoholic liquor at a Class G-2 licensed establishment shall only be
authorized to operate between the hours of 5:00 p.m. and 12:00 a.m. daily, 11:00 p.m. Sunday
through Thursday, and from 5:00 p.m. to 1:00 a.m. on Fridays and Saturdays; and
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(b) The license application shall include a detailed plan of the monitoring and security
measures, for ensuring that the licensed premises shall be limited to the persons to whom access
is limited.
(18) Class H license, available only to holders of a valid existing liquor license of any of the
foregoing classes. Class H license, which shall authorize the retail sale of alcoholic liquors by
catering establishments solely between the hours of 11:00 a.m. and 12:00 a.m., Sunday through
Saturday, in connection with, and as an incidental part of, the catering of food for private events
at a premises not otherwise licensed for the retail sales of alcoholic beverages. A PRIVATE
EVENT shall be defined as an event not available to the general public except by appointment or
special invitation. Such Class H licenses shall be of two classifications:
(a) Class H-1 licenses, which shall authorize the retail sale of beer and wine at a catered
event; and
(b) Class H-2 licenses, which shall authorize the retail sale of any alcoholic liquor at a
catered event.
(19) Class I-1 licenses, which shall authorize any B-1, C-1, C-2, C-3, D-1, E-1 or F-1
licensee to permit bring-your-own-beverages to be consumed on the licensed premises of the
type permitted by the licensee’s license and to impose a corkage fee relating to each container of
bring-your-own-beverage of not to exceed $10 per bring-your-own-beverage container.
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LF-LB Chamber of Commerce Business & Government
Breakfast/Annual Meeting
The Deer Path Inn
Thursday, January 28, 2016
Question: What do you think the City and Village can do to be more business-friendly and
help your businesses?
Lake Bluff
• Parking
• Lack of consistency in regulations and standards – need to be more business-friendly
• Nardo’s is a problem – should be demolished
• Bury cables along 1 between 41 and Green Bay Road
• Salt sidewalks
• What is status/success of branding campaign?
• What is status of signage campaign?
• Incorporate ALL businesses in promotions, not only CBD
• Different taxing bodies not talking together when increasing property taxes
• Brown informational signage alerting drivers on Waukegan Road that Safe Haven School
is on Muir Avenue
Lake Forest
• Make Market Square and other business areas vibrant after 5 p.m. by having stores
open after work hours
• Family entertainment needed
• Redevelopment of businesses/better curb appeal needed north of Laurel Avenue on
North Western Avenue
• Perceptions of difficulty working with City process on remodeling/building homes
• Need more events that bring the community together – like Lake Bluff’s “block party”
model that offer alcohol
• Lack of public transportation service between key areas of Lake Forest, Lake Forest
College and CBD to hospital, Conway Business Park, Lake Bluff, etc.
• Decrease vacancy rate in CBD
• Why send out certified letter for EAB tree removal and then charge tenant for tree
removal on City property?
• Open Air Market should move from train station to Market Square
• Plow sidewalks in business districts
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• Parks & Rec should collaborate with club teams
• The budget should include business development
• Increase parking for businesses and accommodate employee parking away from
customer parking – possibly a muti-level parking facility behind Market Square. Better
publicize underground parking opportunities.
• Greater access to City Manager
• More lighting on residential streets and in business districts for safety and vibrancy
• Control traffic congestion on Deerpath, especially from 3-4 p.m.
• Need overpass/underpass at both train stations to address safety concerns
Lake Bluff and Lake Forest
• Need reasonably-priced coffee bars and restaurants that are open after 5 p.m. for high
school and college students
• Chamber very helpful and responsive
• Different taxing bodies not talking together when determining increases
• Include all business districts in discussions, not only the CBDs
• Think local first for bidding of government contracts
• Increase interaction between the communities and local organizations in putting on
community events
• Encourage temporary pop-up stores in empty spaces
• Provide top-rate health insurance to employees
• Market low property tax rates
88
{00009332 2} 1
THE CITY OF LAKE FOREST
ORDINANCE NO. 2016-___
AN ORDINANCE AMENDING CODE SECTION 51.060
RELATING TO THE CUSTOMER CLASSES FOR WATER AND SEWER CHARGES
WHEREAS, The City of Lake Forest is a home rule, special charter municipal
corporation; and
WHEREAS, from time to time it is appropriate to review, update and modify the
City Code of Lake Forest (the “City Code”) to assure that it appropriately addresses new
issues that may arise; and
WHEREAS, it has been determined that making certain changes to City Code
Section 51.060 would serve the best interests of the City and its residents; and
WHEREAS, the Mayor and City Council, having considered the recommendation
of the City Manager and City Staff, have determined that adopting this Ordinance and
amending City Code Section 51.060 as hereinafter set forth, will be in the best interests
of the City and its residents;
NOW, THEREFORE, BE IT ORDAINED 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 hereby adopted by
this reference as the findings of the City Council and are hereby incorporated into this
Section as if fully set forth.
SECTION TWO: Amendment to Chapter 51. Chapter 51, entitled “Water,”
of the City Code is hereby amended as follows:
Section 51.060, entitled “Customer Classes,” is hereby amended in its entirety, so that
Section 51.060 shall hereafter be and read as follows:
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{00009332 2} 2
§ 51.060 CUSTOMER CLASSES.
Water customers shall be grouped into customer classes determined by the size of the
meter serving the customers’ premises as follows:
Customer Class Size of meter
Small Less than 2-inch meter
Medium 2-inch to 4-inch meter
Large Meters over 4 inches
With the exception that any single family residence with a meter in excess of 4
inches shall be included in the Medium Customer Class.
SECTION THREE: Effective Date. This ordinance shall be in full force and
effect upon its passage, approval, and publication in pamphlet form in the manner
provided by law.
Passed this ____ day of _____, 2016
AYES:
NAYS:
ABSENT:
ABSTAIN:
Approved this _____ day of ____, 2016
Mayor
ATTEST:
Deputy City Clerk
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MEMORANDUM
THE CITY OF LAKE FOREST
OFFICE OF THE CITY MANAGER
Page 1
TO: Honorable Mayor Schoenheider and Members of the City Council
FROM: Robert R. Kiely, Jr., City Manager
DATE: March 1, 2016
SUBJECT: East Train Station Status/Update
PURPOSE AND ACTION REQUESTED: Staff will be presenting a review and update on the
status of the East Train Station Renovation Project. No action is requested from City
Council, materials have been provided for informational purposes only.
BACKGROUND/DISCUSSION: The purposes of the East Train Station Renovation Project
are to facilitate a comprehensive renovation of the transportation hub that will restore
its historic and architectural significance, modernize its facilities, and enhance comfort
for commuters and residents of Lake Forest. The City has received Illinois Transportation
Enhancement Program (“ITEP”) grant funding in excess of $2.07 million to support the
project.
The remaining work to be completed on this project includes exterior and interior work.
An update on the current timeline for each phase of the project has been included
below.
Stage 2 (Exterior) Improvements Update
The following steps will be necessary to complete the stage 2 (exterior) improvements of
this project:
Action Item
Anticipated
Target Date
Current Status/
Date Completed
Bid Opening 10/8/15 Completed
City Council Approval (Phase III) 11/2/15 Completed
IDOT Approval/Concurrence 11/16/15 Completed
Pre-Construction Meeting 1/13/16 Completed
Construction Start 3/15/16 On Track
Construction Complete 8/12/16 On Track
This past November, City Council approved contracts with engineering firm Gewalt
Hamilton and Associates, and general contractor MAG Construction, to facilitate the
exterior restoration phase of the renovation project. Planning is currently underway in
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Page 2
anticipation of a March 15, 2016, construction start date. The scope of the work will
include grinding and cleaning of the brick masonry, removal and restoration of all
windows, re-tuckpointing, and repair, stripping, and painting of the woodwork on both
buildings.
In order to accommodate this work, there will be periods of time where portions of the
platform will be closed off; however, the interior lobby area, restrooms, ticket agent,
and business tenants will remain open throughout the construction period.
Stage 3 (Interior) Improvements Update
In January, City staff was informed that the draft Local Agency Agreement and
Consultant Agreement submitted to Lake County Department of Transportation
(“LCDOT”) on October 12, 2015, had not been distributed to IDOT for review and
concurrence. Per the grant requirements, IDOT’s review of these agreements is
required which can take up to 14 weeks to complete. As a result of this information, the
City will see a delay in the project by a minimum of two months. An updated timeline
has been included below regarding this stage of the project.
Action Item
Anticipated
Target Date
Current Target
Estimate Current Status
A/E Services RFQ and City
Council Approval 10/1/15 - Completed
Consultant Agreement
Approval by IDOT (Phase II) 1/12/16 3/15/16 Delayed
Feasibility Design Completed 11/16/15 - Completed
City Council Approval
(Phase III Agreements) 3/8/16 7/8/16 Delayed
Pre-Final Design (90%) 2/16/16 5/17/16 Delayed
Consultant Agreement
Approval by IDOT (Phase III) 3/1/16 7/8/16 Extended
Bid Period Start 5/26/16 7/28/16 Delayed
Bid Opening 6/16/16 8/19/16 Delayed
IDOT Approval/Concurrence 7/17/16 9/19/16 Delayed
Construction Work Start 8/15/16 10/12/16 Delayed
Construction Completion 11/13/16 1/10/17 Delayed
Currently, staff is anticipating that there will be roughly $335,000 remaining in the ITEP
funds for stage 3 (interior) improvements. However, any change orders that are
required during the Stage 2 (exterior) improvements for any additional work due to
unforeseen conditions or design oversight will decrease the amount available for the
interior improvements.
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Page 3
Based on current feasibility design cost estimates, this level of funding would support a
restroom expansion, new tile flooring, mechanical upgrades for the public areas, and
rough-in plumbing work for fire sprinklers. City staff will be requesting alternative bids for
work that may be pursued if additional grant funding is available (i.e.
restoration/remodeling of interior spaces, interior woodwork, and a dry sprinkler system).
While the City has lost some significant time in completing the phase II design
engineering, Staff is currently estimating that construction will be completed sometime
in mid-January 2017.
BUDGET/FISCAL IMPACT: The ITEP grant program is an 80/20 reimbursable grant. The
City is responsible for paying the expenditures related to each stage of the work, and
will receive a reimbursement of 80% of the engineering and construction costs. Based
on current timelines for the remaining stages of this project, Staff is estimating that work
will be completed and closed out in FY2017.
Below is an estimated summary of the Project budget:
Funding Source Account Number
Amount
Budgeted
Current
Estimates
Budgeted?
Y/N
FY16 – Capital Fund 311-0060-419-7717 $1,260,000 $457,669 Yes
FY17 – Capital Fund 311-0060-419-7717 $1,512,355 $1,500,000 Yes
The current estimates for FY2016 include portions of the Phase II design engineering and
Phase III construction oversight costs related to the Stage 2 (exterior) work. The city has
reallocated unspent funds to the FY2017 budget, which include $463,736 for Stage 3
(interior) work.
City staff will be present at the March 7, 2016, meeting to present on this material and
to answer questions on the status of the project.
COUNCIL ACTION: No action is requested, materials provided for informational
purposes only.
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Memorandum
To: Robert Kiely Jr., City Manager
The City of Lake Forest Council
From: Robert Ells, Superintendent of Engineering
Date: February 29, 2016
Subject: Telegraph Metra Station Pedestrian Underpass
The following memorandum is intended to provide both background
information and an update on the Telegraph Metra Station Pedestrian
Underpass project.
In 2010, the City received a total of $2M in State and Federal aid monies in
anticipation of spearheading a project to eliminate the at-grade crossing at
the Telegraph Road Metra Station. It’s main purpose was to improve overall
safety and assist in attracting a future Amtrak stop in Lake Forest.
Federal High Speed Rail (HSR) grant from the USDOT - 1,000,000.00
State HSR grant (Grade Crossing Protection Fund) - $1,000,000.00
In March, 2012, the City awarded a contract to HDR, Inc. to perform Phase I
design services for the Telegraph Metra Station Pedestrian Underpass
Project. The cost of this contract was $208,485.93 and was paid for by The
City of Lake Forest. HDR prepared eight design concepts for City review.
The basis of design for all of the alternatives was the overwhelming input
from Metra and their tenant railroads that there be no interruption to train
schedules during the construction of the underpass. City Council ultimately
chose option 2b which became known as the “Bowl Design”. Upon
completion and approval of the Phase I design in June, 2013, the estimated
project cost was $5,000,000.00.
The City entered into a Phase II design contract with HDR in the fall of 2013.
The design fee for Phase II was $549,673.00 to be paid at an 80/20 split
with the Federal grant paying the 80% and the State paying the 20%.
Once detailed design work and geotechnical studies were underway, it was
determined that the anticipated structural concept of using sheeting and
piles to reinforce the retaining wall systems along the track would not be
adequate due to soil conditions. The basis of the structural design was
changed to a drilled shaft concept which increased the estimated cost of the
project significantly.
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As the plans and supporting design documents were being finalized for
submission to IDOT and Metra for review in November, 2014, HDR notified
the City that they had incurred significant cost overruns in preparing the
design. HDR submitted documentation with a request for additional design
fees in the amount of $241,632.81. Much of the increase was due to the
change in structural systems required for the construction of the retaining
walls; the Phase II design proposal detailing deliverables called for a total of
30 structural plan sheets, the final design package contained 93.
After review of project documentation, staff determined the total additional
design effort to be valued at $195,375.75. Because HDR did not receive
prior approval from the City or IDOT before exceeding the contract value,
City staff sent a request for a supplement to the Engineering Services
Agreement to IDOT for review. The State subsequently amended both the
Local Agency Agreement and the Engineering Services Agreement in the
amount of $195,375.75 and has set aside State HSR grant funds to cover
100% of the design fee supplement. If approved by City Council, the City
will pay the full increase amount to HDR and then receive full reimbursement
from the State.
At the conclusion of the Phase II design, the project construction estimate
was $10,807,627.00 with an estimated construction engineering cost of
$1,200,000.00 bringing the anticipated total cost to just over $12 million
dollars. With an allowance for permits, fees and construction contingency,
the expected cost is approximately $13,000,000.00. After discussions with
Metra on strategies to move forward with the project, the City hired a third-
party consultant to verify the HDR cost data. Using the HDR design data,
the consultant priced the cost of constructing the “bowl design” at
$13,438,403.
With the estimated costs associated with constructing a pedestrian
underpass using the traditional construction method of boring and jacking
the tunnel under the tracks now verified, the City once again met with Metra
officials. The discussion is now centered around changing the method of
construction from installing an underground tunnel to constructing a train
bridge that would require limited, scheduled track outages but greatly
reduce the construction costs.
Before signing a Memorandum of Understanding with the City for this
change in design concept, Metra has asked for detailed information on the
new concept with emphasis on the number and duration of track outages
needed for construction. The City has received a proposal from Hanson
Engineering to provide a concept study for the train bridge alternative and
provide the data required by Metra. Additionally, Hanson will provide
analysis on how much of the 95% complete underpass design effort could be
95
reused if the City were to move forward with engineering for a train bridge
at the station. The City has received a project programming document from
IDOT approving the use of State HSR funds to pay for 100% of this study.
Funding:
The table below shows the expenditures to date, pending and fund balances.
In September, 2014 the city was notified that the federal HSR grant money
had reached the four-year expiration and that any funds not yet obligated
were withdrawn. The 80% federal share of the Phase II design
($439,738.00) was obligated by agreement but because design was ongoing
and construction not scheduled the City had no other means to immediately
use the funds.
Expenditure
City
Fed. HSR
State HSR
Original Balance
$208,485.93
$1,000,000.00
$1,000,000.00
Phase I Design
$208,485.93
- -
Phase II Design
-
$439,738.00
$109,935.00
Phase II Supplement*
-
- $195,375.75
Hanson Concept Study* -
- $100,000.00
Totals $208,485.93
$439,738.00
$405,310.75
* Pending
Balance $0.00
$0.00
$594,689.25
Next steps:
• City approve the supplement to the HDR Phase II design fee
• City closes contract with HDR
• City accepts the Hanson proposal to complete the train bridge concept
study for an amount not to exceed $100,000.
• If Metra is satisfied with the results of the concept study, enter into an
MOU agreeing to the construction of a train bridge in lieu of a
pedestrian tunnel.
• Begin the detailed design process (phase I & II) for a train bridge at
the Telegraph Metra Station. It is anticipated that much of the Phase I
design effort for the underpass can be reused.
96