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CITY COUNCIL 2016/03/07 MinutesThe City of Lake Forest CITY COUNCIL Proceedings of the Monday, March 7, 2016 City Council Meeting - City Council Chambers CALL TO ORDER AND ROLL CALL: Honorable Mayor Schoenheider called the meeting to order at 6:30pm, and Deputy City Clerk Margaret Boyer called the roll of Council members. Present: Honorable Mayor Schoenheider, Alderman Waldeck, Alderman Beidler, Alderman Newman, Alderman Tack, Alderman Reisenberg, Alderman Adelman and Alderman Moreno. Absent: Alderman Pandaleon. Also present were: Robert Kiely, City Manager; Susan Banks, Communications Manager; Elizabeth Holleb, Finance Director; Victor Filippini, City Attorney; Catherine Czerniak, Director of Community Development; Michael Thomas, Director of Public Works; Karl Walldorf, Deputy Chief of Police; Craig Lepkowski, Police Commander; Jeff Howell, Fire Chief; Mike Strong, Assistant to the City Manager and Anne Whipple . There were approximately 40 present in the audience. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance. REPORTS OF CITY OFFICERS COMMENTS BY MAYOR Mayor Schoenheider reminded residents that early voting is available at City Hall. A. Resolution of Sympathy for former Alderman Henry Tuttle Chandler Mayor Schoenheider read the Resolution of sympathy and presented it to the Family. Council Action: Approval of the Resolution Alderman Beidler made a motion to approve the resolution, seconded by Alderman Adelman. Motion carried unanimously by voice vote. COMMENTS BY CITY MANAGER Community Spotlight -High School Hired Joe Pulio, Lake Forest High School Business Education Teacher City Manager Robert Kiely Jr. introduced Business Education Teacher, Joe Pulio, who gave a brief overview of how his class is related to the City via the City Business Incubator and Business Proceedings of the Monday, March 7, 2016 Regular City Council Meeting Accelerator. Mr. Pulio introduced the student team; Luke Bauder, William Curtiss and Maikal Yamauchi who stated that their business connects high school students with local businesses. COMMENTS BY COUNCIL MEMBERS PUBLIC WORKS COMMITTEE A. Approval of Stormwater Management Policy Public Works Chairman, Catherine Waldeck reported that the Public Works Committee has reviewed and is recommending City Council approve the proposed Stormwater Management Policy. Ms. Waldeck stated the proposed policy provides the basis for managing stormwater issues and 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 as well as presenting the process for reviewing and placing a proposed storm sewer project on the City’s five-year Capital Improvement Program. The City Council had discussion on how the policy can be helpful to homeowners, provide guidelines and provide a source that is available on the City’s website. Mayor Schoenheider asked if there was anyone from the public who wanted to comment. Seeing none, he asked for a motion. COUNCIL ACTION: Based upon the recommendation of the Public Works Committee, staff is requesting City Council approval of the proposed stormwater management policy. Alderman Beidler made a motion to approve the proposed Stormwater Management Policy, seconded by Alderman Newman. Motion carried unanimously by voice vote. 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 Public Works Chairman Catherine Waldeck gave an overview of the amount of salt used over the winter using the metered salt program. Ms. Waldeck stated that by approving salt purchase now, the city will be able to take advantage of competitive pricing. Mayor Schoenheider asked if there was anyone from the public who wanted to comment. Seeing none, he asked for a motion. 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. Proceedings of the Monday, March 7, 2016 Regular City Council Meeting 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. Alderman Reisenberg made a motion to approving participation in Lake County’s rock salt bid and purchase 1000 tons from the vendor and at the price determined by the bid and 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, seconded by Alderman Moreno. The following voted “Yea”: Aldermen Waldeck, Beidler, Newman, Tack, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 7 Yeas, 0 Nays, motion carried. C. Approval of IMS Pavement Management Study for FY 2017 Public Works Chairman, Catherine Waldeck reported that the City performs this study every three years to assist public works in evaluating the pavement condition and assigning a rating to various City-owned parking lots. Ms. Waldeck stated that if awarded, the project would commence in May 2016 and be completed by October 1, 2016, allowing staff to incorporate the updated pavement analysis ratings into our FY 2018 Capital improvement Program. Mayor Schoenheider asked if there was anyone from the public who wanted to comment. Seeing none, he asked for a motion. 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. Alderman Reisenberg made a motion to 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, seconded by Alderman Newman. The following voted “Yea”: Aldermen Waldeck, Beidler, Newman, Tack, 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 ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the February 16, 2016 City Council Meeting Minutes 1. Approval of Check Register for Period January 23-February 26, 2016 Proceedings of the Monday, March 7, 2016 Regular City Council Meeting 2. Approval of Resolution opposing any attempt by the State of Illinois to Reduce, Withhold, or Redirect Municipal Revenues 3. Approval of Tentative Agreement on Wages with the Local Chapter of the Metropolitan of Police (MAP) 4. Approval of Corporate Resolution for Credit Card Services 5. Award of Contract with InterDev to Purchase Hardware and Services for Replacement Firewalls as Budgeted in FY16 Capital Plan 6. Consideration of Ordinances Approving Recommendations from the Building Review Board. (First Reading and if Desired by the City Council, Final Approval) 7. Consideration of Ratification of Expenses Related to the Installation and Maintenance of Security Fencing at the Former Municipal Services Site. (Approval of a Motion) 8. Award of Bid for The City of Lake Forest’s Portion of the 2016 Concrete Pavement Patching Contract. 9. Award of Bid for The City of Lake Forest’s Portion of the Joint 2016 Asphalt Patching Program 10. Award of Bid for The City of Lake Forest’s Portion of the Joint 2016 Resurfacing Program 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. The City Council had brief discussion on item #3, #7 and #11. The Mayor asked for a motion to approve the Eleven Omnibus items as presented. Alderman Reisenberg made a motion to approve the Ten Omnibus items as presented, seconded by Alderman Moreno. The following voted “Yea”: Aldermen Waldeck, Beidler, Newman, Tack, 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 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) Proceedings of the Monday, March 7, 2016 Regular City Council Meeting City Attorney Victor Filippini gave an overview of the liquor code, 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. The City Council had a lengthy discussion on hours of serving alcohol, other entities that may apply for a license and the impacts to the community. Mr. Filippini was directed to include in the second reading of the ordinance to allow the Liquor Commissioner to authorize hours of service. Mayor Schoenheider reported that a license was never issued to Starbucks, and that there are no licenses available, the number of licenses are reduced when they are not renewed. Mayor Schoenheider asked if there was anyone from the public who wanted to comment. The following members of the community offered their opinions on the matter: Khris Condon, 721 Valley Road, Lake Forest. Andy Duran, Executive Director of LEAD in Lake Forest. Bob Pasquesi, 172 Washington Road, Lake Forest. Deb Fisher, President Board of Directors Lake Forest Lake Bluff Chamber. Mayor Schoenheider thanked all for their comments and asked if there was anyone else from the public who wanted to comment. Seeing none, he asked for a motion. 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) Alderman Reisenberg made a motion to approve first reading of an Ordinance Amending the City of Lake Forest Liquor Code, Creation of a New Class, and Number of Licenses, Section 111.037, seconded by Alderman Newman. The motion carried unanimously by voice vote. 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) Finance Director Elizabeth Holleb reported that section 51.060 establishes three, customer classes: small, medium and large. The classes use a fixed water rate, which is charged quarterly. Ms. Holleb stated that 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. Ms. Holleb stated that the 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. Ms. Holleb reported that it is an unusual for a single Family residence to have a 6” meter and that the residence in question will Proceedings of the Monday, March 7, 2016 Regular City Council Meeting see a reduction in the quarterly fixed charge from $750 to $150, which is consistent with other single family residences in the City. The City Council had a lengthy discussion on meter sizes and requirements, and potential leaks along with what is considered fair and equitable for the resident. Mayor Schoenheider asked if there was anyone from the public who wanted to comment. Seeing none, he asked for a motion. COUNCIL ACTION: Grant first reading to the proposed Ordinance. Alderman Reisenberg made a motion to Grant first reading to the proposed Ordinance, seconded by Alderman Newman. Motion carried, with one nay voice vote. NEW BUSINESS A. Review and Update on the East Train Station Renovation Project Mike Strong, Assistant to the City Manager presented a review and update on the status of the East Train Station Renovation Project including a recap of work already completed, and an overview of each scope of work completed and an update on interior work. B. Telegraph Metra Station Pedestrian Underpass Project Superintendent of Engineering, Robert Ells presented 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. Mr. Ells gave a detailed overview of the project beginning with the City entering 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%. Mr. Ells stated that 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. Proceedings of the Monday, March 7, 2016 Regular City Council Meeting Mr. Ells reported that 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 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 and if approved, the City will make the payments to HDR and Hanson and then be reimbursed for 100% of the payment from the state. Norm Carlson of Metra spoke about the safety concerns in the City of Lake Forest and how Metra is emphasizing that Metra’s method of project planning be used in moving forward with this project and the impact of taking the tracks out of service to the Union Pacific North Line and Amtrak. The City Council had discussion on ADA compliance, concept design, and timeframe for repayment from the grant. Mayor Schoenheider asked if there was anyone from the public who wanted to comment. Seeing none, he asked for a motion. 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 Proceedings of the Monday, March 7, 2016 Regular City Council Meeting Alderman Reisenberg made a motion 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, seconded by Alderman Beidler. The following voted “Yea”: Aldermen Waldeck, Beidler, Newman, Tack, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 7 Yeas, 0 Nays, motion carried. 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 at 8:53 p.m. Mayor Schoenheider asked for a motion to adjourn into executive session. Alderman Reisenberg made a motion to adjourn into 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, seconded by Alderman Waldeck. The following voted “Yea”: Aldermen Waldeck, Beidler, Newman, Tack, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 7 Yeas, 0 Nays, motion carried. RECONVENE INTO REGULAR SESSION at 10:35 pm ADJOURNMENT There being no further business. Alderman Reisenberg made a motion to adjourn, seconded by Alderman Moreno. Motion carried unanimously by voice vote at 10:36 p.m. Respectfully Submitted, Margaret Boyer Deputy City Clerk A video of the City Council meeting is available for viewing at the Lake Forest Library and on file in the Clerk’s office at City Hall. You can also view it on the website by visiting www.cityoflakeforest.com. Click on I Want To, then click on View, then choose Archived Meetings Videos.