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CITY COUNCIL 2016/11/21 MinutesThe City of Lake Forest CITY COUNCIL Proceedings of the Monday November 21, 2016 City Council Meeting - City Council Chambers – 6:30pm CALL TO ORDER AND ROLL CALL: Honorable Mayor Schoenheider called the meeting to order at 6:30 pm immediately following the Finance Committee meeting, and City Clerk Margaret Boyer called the roll of Council members. Present: Honorable Mayor Schoenheider, Alderman Waldeck, Alderman Beidler, Alderman Pandaleon, Alderman Newman, Alderman Reisenberg, Alderman Adelman and Alderman Moreno. Absent: Alderman Tack Also present were: Elizabeth Holleb, Finance Director; Victor Filippini, City Attorney; Susan Banks, Communications Manager; Michael Thomas, Director of Public Works; Karl Walldorf, Chief of Police; Pete Siebert, Acting Fire Chief; Mike Strong, Assistant to the City Manager. There were approximately 20 persons present. CALL TO ORDER AND ROLL CALL 6:30 pm PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 1. COMMENTS BY MAYOR Mayor Schoenheider offered congratulations to Elizabeth Holleb and the entire Finance Team. The City of Lake Forest has received the Distinguished Budget Presentation Award from the Government Finance Officers Association (GFOA), which is the highest form of recognition in governmental budgeting and represents a significant achievement. Mayor Schoenheider reported that the City of Lake Forest’s Resolution that was filed asking for additional time was accepted by the Federal Railway Association. The action is the first step in reviewing the Environmental Impact Studies. Mayor Schoenheider then introduced Fire Chief Pete Siebert. A. Railroad Risk Analysis, Safety, and Preparedness -Acting Fire Chief, Pete Siebert At the request of the City Council, Acting Fire Chief Siebert gave an overview of the preparedness of the Lake Forest Fire Department for any disaster, including railways. Chief Siebert reported that through prevention, education and active intervention, the Fire Department stands ready. The City Council had a discussion on the topics of how many trains go through town, new safety standards and resources. Mayor Schoenheider stated that he was speaking for the community, and is grateful to know that the Fire Department is there. Proceedings of the Monday, November 21, 2016 Regular City Council Meeting 2. COMMENTS BY CITY MANAGER None 3. COMMENTS BY COUNCIL MEMBERS FINANCE COMMITTEE A. Introduction of Gorton Center Executive Director, Amy Wagliardo Finance Committee Chairman George Pandaleon introduced Amy Wagliardo, who began as Gorton’s Executive Director after Brenda Dick’s retirement. She lives in Lake Bluff with her husband and 2 children and was most recently the deputy director of the Midwest Young Artists Conservatory. Amy has almost 20 years of experience in cultural and arts organization management, programming, fundraising, finance, strategic planning along with facility management. Ms. Wagliardo gave an overview of the programs offered at Gorton. B. Gorton Community Center Budget Presentation Finance Committee Chairman George Pandaleon introduced James Morris, who is the City’s representative on the Gorton Board and serves as the Finance Chair. Mr. Morris reviewed the Gorton mission statement, the key 2016 success factors along with the projected top opportunities for Gorton in 2017. Mr. Morris also talked about key budget areas that include: Income: Rental income from tenants Children’s Drop-in Learning Center Programs and Events Contributions and sponsorships Expense: Porter fees, technical fees and general upkeep Children’s Drop-in Learning Center Programs and Events Administration Mr. Morris also reported on a 2016/2017 budget comparison and remarked about the Gorton Maintenance Obligation amount to be included in the annual budget may be modified from the $25,000 per year to a reduction for 2017 be approved to $15,000 based on historical experience, Mr. Morris stated that Gorton has accumulated a maintenance reserve pursuant to the agreement of $18,006 as of December 30, 2015. Mr. Morris stated that it is recommended that this request be granted and can be re-evaluated again in 2018. The City Council had discussion on the 3% of the endowment and budget comparison. Finance Chairman George Pandaleon noted how far Gorton has come since 2010. Mayor Schoenheider asked if there was anyone from the public who would like to comment on the topic. Seeing none, he asked for a motion to approve the annual Gorton Budget and Plan. Proceedings of the Monday, November 21, 2016 Regular City Council Meeting COUNCIL ACTION: It is recommended that the City Council consider approval, approval with modifications, or rejection of the Gorton Community Center Annual Budget and Plan. If rejected, the Center would be authorized to operate and occupy the property in accordance with the Annual Budget and Plan last approved by the City Council subject to rate adjustments not exceeding the change in the Consumer Price Index. Alderman Beidler made a motion to approve the annual Gorton Budget and Plan as presented, seconded by Alderman Reisenberg. The following voted “Yea”: Aldermen Waldeck, Beidler, Pandaleon, Newman, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 7 Yeas, 0 Nays, motion carried. C. Elawa Farm Budget Presentation Finance Committee Chairman George Pandaleon introduced Holly Brown, Chairman of the Elawa Farm Commission. Ms. Brown reported that Elawa had a very successful year with increased usage, ran a successful capitol campaign, and that the Foundation increased its development focus. Ms. Brown then introduced Dianne FitzSimmons, President of the Elawa Farm Foundation. Ms. FitzSimons gave an overview of the 2015/2016 budget and she reviewed the following: 2017 budget highlights: Income increases: 2 Fundraising Events Centennial Celebrations – new sponsorship opportunities Targeted Gift Program Expense increases: Personnel Chef salary has been changed from Contract Services to Personnel Services New position - office support New position - seasonal gardener All around salary increase 2016 potential bonus pay- necessary to stay competitive and grow Ms. FitzSimmons gave an overview of recent projects at the Farm and asked the City Council to consider a committee to look at the successes of both Elawa and the Wildlife Discovery Center and recommend potential use solutions for programs. She also reported that 2017 the Farm will be celebrating its 100th Anniversary. The City Council had discussion on revenue trends. Mayor Schoenheider asked if there was anyone from the Public who would like to comment on the topic. Seeing none, he asked for a motion to approve the annual Elawa Farm Budget and Plan. COUNCIL ACTION: It is recommended that the City Council consider approval, approval with modifications, or rejection of the Elawa Farm Annual Budget and Plan. If rejected, the Elawa Farm Foundation would be authorized to operate and occupy the property in accordance with the Annual Budget and Plan last approved by the City Council subject to rate adjustments not exceeding the change in the Consumer Price Index. Alderman Moreno made a motion to approve the annual Elawa Farm Budget and Plan as presented, seconded by Alderman Reisenberg. The following voted “Yea”: Aldermen Waldeck, Beidler, Pandaleon, Proceedings of the Monday, November 21, 2016 Regular City Council Meeting Newman, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 7 Yeas, 0 Nays, motion carried. Finance Director Elizabeth Holleb thanked the members of the City Council for spending the time to start discussions on 5 year Capitol and Revenues. Ms. Holleb reported that there are a number of items to follow that relate to the discussions of the City Council Budget workshop. D. Consideration of an Ordinance Establishing the 2016 Tax Levy (First Reading) Ms. Holleb reported that the formula used falls under State Statue and is the max levy under the tax cap. Ms. Holleb noted that the Public Safety Pension Fund amount did not increase over the previous year as the fee will be addressed in another item on the agenda. The tax levy to be approved includes the needs of all City departments, as well as for pensions and debt service requirements. A summary of the proposed levies is as follows: The proposed tax levy for 2016 reflects a 1.45% increase over the 2015 tax levy extensions for the City and Library operating funds and City pension and debt service funds. This increase is comprised of the .70% property tax cap increase on those levy lines subject to the tax cap; debt service bond levies as previously approved by City Council bond Ordinances, subject to abatement for debt paid by alternate revenue sources; increases attributable to new construction; and transfer of an $822,000 debt service levy to Capital Improvements due to the recently approved redemption of the 2008 bonds due in December 2017 and later. The average increase to existing residents ($800,000 home) is projected to be $30 or .89%. The City Council had discussion on the County assumptions, County appeals and the City and Library portions of the levy. Mayor Schoenheider asked if there was anyone from the Public who would like to comment on the topic. Seeing none, he asked for a motion. COUNCIL ACTION: Grant first reading of an Ordinance Establishing the 2016 Tax Levy. Proposed FUND 2016 LEVY 2015 Extension $ CHANGE % CHANGE City General 13,913,616$ 13,656,871$ 256,745$ 1.88% Pension Funds 4,775,015 4,763,071 11,944 0.25% Fire Pension PA 93-0689 64,909 56,914 7,995 14.05% Recreation 1,374,740 1,365,183 9,557 0.70% Parks 3,059,904 3,038,634 21,270 0.70% Recreation & Parks/Specific Purpose 125,000 125,000 0 0.00% Special Recreation 440,040 415,059 24,981 6.02% Capital Improvements 822,000 635,000 187,000 29.45% Library 3,570,785 3,526,480 44,305 1.26% Library sites 394,724 391,980 2,744 0.70% Bond Funds 1,415,647 1,554,557 (138,910)-8.94% TOTAL TAX LEVY - CITY 29,956,380$ 29,528,749$ 427,631$ 1.45% Proceedings of the Monday, November 21, 2016 Regular City Council Meeting Alderman Pandaleon made a motion to grant first reading of an Ordinance Establishing the 2016 Tax Levy, seconded by Alderman Newman. The following voted “Yea”: Aldermen Waldeck, Beidler, Pandaleon, Newman, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 7 Yeas, 0 Nays, motion carried. E. Approval of Ordinances Abating 2016 Tax Levies for Various G.O. Alternate Revenue Bond Issues (First Reading) Finance Director Elizabeth Holleb reported that this item is also related to the property tax levy, the proposed Ordinances provide for the abatement of 2016 taxes levied for the various outstanding general obligation Alternate Revenue bond issues. The tax levies for all bond issues are established and recorded with the County Clerk at the time the bonds are issued. Therefore, in order to reduce the bond tax levies, an abatement ordinance must be approved. The City Council had discussion about adequate revenue sources like water sales, golf fees, sales tax or payments from the U.S. Treasury. Therefore, the general obligation tax levy can be abated as was planned at the time the bonds were issued. Mayor Schoenheider asked if there was anyone from the Public who would like to comment on the topic. Seeing none, he asked for a motion. COUNCIL ACTION: Grant first reading approval of the Ordinances abating tax levies for various general obligation bond issues. Alderman Pandaleon made a motion to grant first reading approval of the Ordinances abating tax levies for various general obligation bond issues, seconded by Alderman Adelman. The following voted “Yea”: Aldermen Waldeck, Beidler, Pandaleon, Newman, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 7 Yeas, 0 Nays, motion carried. 2016 Debt Service Levy and Abatements Levy per County TIF Golf Water .5 NHRST Int Rebate Net Levy 2008 822,000.00 822,000.00 2009 278,245.00 278,245.00 2010A 0.00 0.00 2010B 172,500.00 (72,307.00)100,193.00 2010C 453,973.76 (79,389.80)374,583.96 2011A 137,787.50 0.00 (137,787.50)0.00 0.00 2011B 2,703,500.00 (96,967.50)(2,074,602.50)(531,930.00)0.00 2013 435,762.50 435,762.50 2015 468,425.00 (241,562.50)226,862.50 5,472,193.76 0.00 (96,967.50)(2,212,390.00)(531,930.00)(151,696.80)2,237,646.96 1% L/C 5,526,915.70 Abatement due to 2008 Bond Issue Redemption:(822,000.00) 1,415,646.96 Proceedings of the Monday, November 21, 2016 Regular City Council Meeting F. Consideration of an Ordinance approving a Fee Schedule and Ordinances adopting new fees related to Special Events and a Public Safety Pension Fee (First Reading) Elizabeth Holleb, Finance Director as part of the budget process, all departments are asked to review their user fees. A comprehensive fee schedule is provided as Exhibit A to the Ordinance approving a fee schedule, which clearly identifies the proposed fee increases highlighted in yellow and the proposed new fees highlighted in orange. Fees highlighted in green are not reflective of changes in existing fees; rather, they are clarifications due to a review of City Code and current practices. Ms. Holleb went on to explain the new fees related to public safety pension obligations. As discussed at the November 14 Finance Committee meeting. The new fee would be assessed on utility bills – separately noted. Residential accounts would be charged $10 fee per quarter and other accounts (commercial/school/multi-family) would be charged $35 fee per quarter, giving the city an estimated annual revenue of $293,620. The City Council had a great deal of discussion on the following topics: the role, findings and recommendation of the Fire 2020 Committee, property tax freeze, investment authority, consolidation, collaboration, future forecasted Police and Fire pension amounts, long and short term potential strategy solutions. Mayor Schoenheider noted that the City of Lake Forest is leading the discussion on this topic and that he is proud of transparency and work that has been put into formulating a solution. Ms. Holleb went on to explain the new water rates as discussed at the November 17 Budget workshop meeting a summary follows, Water Plant Improvements: • Fund Incremental Debt Service above current levels with one-time revenues and fund balance reserves through maturity of existing bonds • Water Rates – Fiscal Year 2018 • Increase fixed rate • Create 3rd Tier for Residential Users • 1st Tier – Household usage – to 10K per quarter – reduced rate • 2nd Tier – Medium usage – over 10k to 60k per quarter • 3rd Tier – Usage over 60k per quarter • Set rates to provide overall projected increase in revenue of 2.5% for FY18, excluding 3rd Tier Mayor Schoenheider asked if there was anyone from the Public who would like to comment on these topics. Seeing none, he asked for a motion. COUNCIL ACTION: Grant first reading to the proposed ordinances. Alderman Pandaleon made a motion to grant first reading to the proposed Ordinances, seconded by Alderman Moreno. The following voted “Yea”: Aldermen Waldeck, Beidler, Pandaleon, Newman, Reisenberg, Adelman and Moreno. The following voted “Nay”: Alderman Reisenberg. 6 Yeas, 1 Nay, motion carried. PUBLIC WORKS COMMITTEE Proceedings of the Monday, November 21, 2016 Regular City Council Meeting A. Consideration of an Ordinance Proposing the Establishment of a Special Service Area for the Installation of a Sanitary Sewer System in the Winwood Drive neighborhood (SSA #41). (First Reading and if Desired by the City Council, Final Approval) Mike Strong, Assistant to the City Manager reported that staff is requesting first reading and final approval for the Ordinance proposing a special service area No. 41 for the Winwood Drive Sanitary Sewer Improvement Project. Over the past several years, City Staff has received input from residents in the Regency Lane and Winwood Drive neighborhoods who have suggested that the installation of sanitary sewers would benefit the neighborhood and replace outdated septic systems. Since this type of infrastructure improvement project can be expensive, the City has traditionally utilized a Special Service Area as a funding mechanism to pay for this type of improvement. The Winwood Drive area has twenty-eight (28) properties that have been on a septic system since the subdivision was built in 1950. The Committee has discussed the topic of sewer installation in the remaining areas and established a policy in March 2015, to convert them to City-owned and maintained sanitary sewers. City staff has met with the neighbors on two occasions to discuss the project. During the recent meeting held on October 13, 2016, staff provided an overview of the final project design, discussed construction related concerns, and presented preliminary project costs. Mr. Strong gave an overview of the design costs and costs not associated with the tax. The City Council had discussion on the number of meetings held for the Winwood residents and how many people attended. Mayor Schoenheider asked if there was anyone from the Public who would like to comment on these topics. Seeing none, he asked for a motion. COUNCIL ACTION: Grant first reading and final approval for the Ordinance proposing the Establishment of a Special Service Area for the Installation of a Sanitary Sewer System in the Winwood Drive Neighborhood (SSA #41) Alderman Pandaleon made a motion to grant first reading and final approval for the Ordinance proposing the Establishment of a Special Service Area for the Installation of a Sanitary Sewer System in the Winwood Drive Neighborhood (SSA #41), seconded by Alderman Waldeck. The following voted “Yea”: Aldermen Waldeck, Beidler, Pandaleon, Newman, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 7 Yeas, 0 Nays, motion carried. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS None ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the November 7, 2016 City Council Meeting Minutes 2. Approval of One Year Contract with Credentials Inc. 3. Request for the City Council to approve additional funding in the amount of $1,264 to CDS Office Technologies to complete the PSB camera project. Proceedings of the Monday, November 21, 2016 Regular City Council Meeting 4. Approval of Health Insurance Contract Renewals 5. Approval of an Agreement to Provide Design Drawings and Specifications for the Repair of Ferry Hall Bridge 6. Approval of an Agreement to Provide a Forest Park Bluff Restoration Feasibility Study for the Area Near Spring Lane to the North Beach Access Road COUNCIL ACTION: Approval of the Six (6) Omnibus items as presented Mayor Schoenheider asked members of the Council if they would like to remove any item or take it separately. After discussion, the City Council removed item #6 and asked that the City Staff provide information from one more or additional engineering firms. Mayor Schoenheider asked for a motion to approve the remaining five Omnibus items as presented. Alderman Beidler made a motion to approve the six Omnibus items as presented, seconded by Alderman Reisenberg. The following voted “Yea”: Aldermen Waldeck, Beidler, Pandaleon, Newman, Reisenberg, 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 ORDINANCES AFFECTING CODE AMENDMENTS NEW BUSINESS 1. Presentation of the Findings of the 2016 Community-Wide Survey by National Research Center, Inc. Susan Banks, Communications Manager reported that on June 20, 2016, the City approved a contract to engage National Research Center (NRC) to conduct the project. Surveys were mailed to all households and P.O. boxes in Lake Forest on September 9, 2016 and the link was posted online. Surveys that were completed in hard copy were returned to NRC’s distribution center in New Jersey to ensure privacy and complete anonymity. Residents had until October 17 to complete the survey. Ms. Banks stated that the data we have received will be used to help develop the City’s marketing campaign and to outline priorities to be considered at the City Council’s Strategic Planning Sessions to be held this winter. She also reported that the survey resulted in a 30% response rate, compared to 20% when the City last conducted a community-wide survey in 2011. Ms. Banks then introduced Morgan Adams from the National Research Center who gave an overview of the final results to the City Council that included a 93% rating of excellent/good for high quality of life and a 98% rating of feeling safe in the community. The City Council had discussion on Schools used in the survey. Proceedings of the Monday, November 21, 2016 Regular City Council Meeting COUNCIL ACTION: Review the findings of the survey and direct staff to publicize the findings and take action as needed. Mayor Schoenheider thanked the Communications Manager along with all the residents who took to the time to take the survey. 2. Consideration of a Resolution Ratifying and Authorizing a Winter Market pilot event within the West Train Station Depot Building at 911 Telegraph Road (Approval by Motion) Mike Strong, Assistant to the City Manager reported that this past fall the City received a request to hold an indoor Farmers’ Market in the public waiting room of the City-owned Telegraph Road Train Station located at 911 Telegraph Road. On November 6, 2016, City staff authorized a pilot Market to test the concept in the space and in recognition of the fact that organizers had already publicized the event. A second Market day is proposed as part of a pilot to allow for review of any potential impacts on commuter use of the station, operational costs incurred by the City as a result of the Market and any health or safety issues. The second Market, if approved by the Council, would occur on December 4, from 10 a.m. to 2 p.m. Mr. Strong reported that with the information from the two pilot Markets, an ordinance to authorize the Market going forward as a Temporary Special Use will be drafted for Council consideration in the future. The City Council had a lengthy discussion on sales tax, health licenses, liability insurance, and qualifications of event coordinators, merchant types, impact on brick and mortar merchants within the community and the lack of following the City’s processes. COUNCIL ACTION: By motion, approve a Resolution ratifying and authorizing a winter market pilot event within the west train station depot building at 911 Telegraph Road. Alderman Beidler made a motion to approve a Resolution ratifying and authorizing a winter market pilot event within the west train station depot building at 911 Telegraph Road, seconded by Alderman Reisenberg. The following voted “Yea”: Aldermen Waldeck, Beidler, Pandaleon, Newman, Reisenberg, 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 Newman made a motion to adjourn, seconded by Alderman Adelman. Motion carried unanimously by voice vote at 9:02 p.m. Respectfully Submitted, Margaret Boyer City Clerk Proceedings of the Monday, November 21, 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.