CITY COUNCIL 2017/09/05 AgendaTHE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
*Tuesday, September 5, 2017 at 6:30 pm
City Hall Council Chambers
Honorable Mayor, Robert Lansing
Prudence R. Beidler, Alderman First Ward Stanford Tack, Alderman Third Ward
James E. Morris, Alderman First Ward Jack Reisenberg, Alderman Third Ward
Timothy Newman, Alderman Second Ward Michelle Moreno, Alderman Fourth Ward
Melanie Rummel, Alderman Second Ward Raymond Buschmann, Alderman Fourth Ward
CALL TO ORDER AND ROLL CALL 6:30pm
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
A. Approval of a Resolution in Recognition of the 100th Anniversary of the School of
Saint Mary
A copy of the Resolution can be found beginning on page 14
COUNCIL ACTION: Approve the Resolution
B. Approval of a Resolution in support of National Voters Registration Day,
TuesdaySeptember 26, 2017
A copy of the Resolution can be found beginning on page 15
COUNCIL ACTION: Approve the Resolution
C. Report on Vote by Mail Options
PRESENTED BY: Margaret Boyer, City Clerk (847-810-3674)
BACKGROUND/DISCUSSION: Any registered voter in Lake County may choose to vote by mail.
Voters may submit an online request for a ballot or may mail an application for a ballot prior
to Election Day. Voters may enroll in one of the following programs offering the mailing of an
application for a ballot to a specified address and for the elections selected. Prior to each
election three convenient programs automatically generate a ballot request form which is
mailed to enrollees at the address specified.
Snowbird Program: registered voters who seasonally vacation outside their precinct
can automatically receive a printed request for ballot by mail.
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Student Program: available to students away at school, this program simplifies voting
for students who are registered to vote and request the ballot at their school address.
Enrollment is valid for two years and each summer the Lake County Clerk’s office
confirms the student address at school for the coming year.
Permanent Voting by Mail Program* this program is intended to simplify voting for
voters who wish to receive an application for ballot to the address indicated and for
the elections specified. This is not a one-time request form, but a program
enrollment. You must be a registered voter in Lake County, Illinois to participate.
Enrollment in the program remains in effect until you provide notification to cancel or
your voter registration becomes inactive. By enrolling in this program, voters help the
Lake County Clerk’s office gauge the number of voters who choose to vote by mail
and, therefore, reduce increased printing costs from the three voting methods.
Contact information for the Lake County Clerk and an *application for ballot by mail can be
found on page 17 for your convenience.
COUNCIL ACTION: Informational only
D. Swear in Firefighter/Paramedic Stephen K. Werchek
E. Swear in Firefighter/Paramedic James V. Gluth
2. COMMENTS BY CITY MANAGER
A. Upcoming Community Events
1. BMW Championship Golf Tournament at Conway Farms Golf Club
September 12-17, 2017
2. Public Forum- City, School District 67 and 115 “A Fiscal Stress Test: How the
State’s Decisions Impact the City and the Schools”
- Co-Sponsored with the Lake Forest-Lake Bluff League of Women
Voters on Tuesday, October 3, 7 pm, Gorton Community Center.
3. Freight Train Symposium
- Co-Hosted by the Village of Glenview, Northbrook, Deerfield and
Bannockburn on Wednesday, October 11, 7pm Trinity International
University, Bannockburn, IL
B. Update on the Rehabilitation of the North and South Beach Access Roads
-Sally Swarthout, Director of Parks & Recreation and Chuck Myers,
Superintendent of Parks, Forestry and Special Facilities
C. ComEd Annual Report
-James Dudek, External Affairs Manager
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3. COMMENTS BY COUNCIL MEMBERS
LAKE FOREST MARKETING COMMITTEE
1. Welcome Home Campaign Update and Status Report
PRESENTED BY: First Ward Alderman Prue Beidler and
Susan Banks, Communications Manager (847.810.3675)
4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the August 7, 2017 City Council Meeting Minutes
A copy of the minutes can be found on page 19
COUNCIL ACTION: Approval of the Minutes
2. Check Register for the period of July 29,- August 25, 2017
Fund Invoice Payroll Total
General 530,215 1,113,740 1,643,955
Water & Sewer 67,439 126,369 193,808
Parks & Recreation 157,943 387,015 544,958
Capital Improvements 273,880 0 273,880
Motor Fuel Tax 830,215 0 830,215
Cemetery 16,331 22,206 38,537
Senior Resources 12,810 20,354 33,164
Deerpath Golf Course 16,657 1,997 18,654
Fleet 83,482 47,487 130,969
Debt Funds 1,000 0 1,000
Housing Trust 0 0 0
Park & Public Land 9,182 0 9,182
All other Funds 650,573 136,056 786,629
$2,649,729 $1,855,224 $4,504,953
3. Approval of an Amendment to the Finance Committee and City Council Meeting
Schedule for 2018
STAFF CONTACT: Margaret Boyer, City Clerk (847.810.3674)
PURPOSE AND ACTION REQUESTED: On May 1, 2017 the City Council approved the Finance
Committee and City Council meeting schedule for 2018. There has been an amendment to
the meeting schedule relating to Monday, March 5, 2018. The regular City Council meeting
has been cancelled. A City Council Budget Workshop has been planned for the same day at
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the Municipal Service Building beginning at 5 pm. An amended schedule can be found
beginning on page 24 of your packet.
COUNCIL ACTION: Approve the amendment to the Finance Committee and City Council
Meeting Schedule for 2018
4. Resolution of Appreciation for retiring Fire Department Employee Michelle R. Kousins
A copy of the Resolution can be found beginning on page 25
COUNCIL ACTION: Approve the Resolution
5. Consideration of a Request to Authorize the City Manager to Enter into a Contract
with DP Consulting, LLC for Business Advocate Services.
STAFF CONTACT: Catherine Czerniak, Director of Community Development
(847-810-3504)
PURPOSE AND ACTION REQUESTED: The Council is asked to consider a recommendation from
staff to authorize the City Manager to enter into a contract for consulting services to fill the
consulting role previously held by Susan Kelsey.
BACKGROUND/DISCUSSION: Earlier this year, the City’s Economic Development Coordinator
consultant position was vacated. Any time a staff position is vacated or a consultant
agreement is up for renewable or replacement, City staff pauses and reconsiders the need
for and value of the position or services. City staff recently re-evaluated how the City can
best advocate for and support local businesses and offer assistance to commercial property
owners in light of current needs and conditions. The evaluation concluded that there is
continued value in having a consultant serve the role of a liaison between the business
community and the City.
As a follow up to the re-evaluation, City staff issued a Request of Proposals for a Business
Advocate and interviewed various candidates. Based on the interviews and background
checks, staff recommends that the City engage Douglas Petroshius, DP Consulting, LLC, to
serve as the City’s Business Advocate. Mr. Petroshius has experience working with various
municipalities, in different capacities, with specific experience in developing business
strategies, building relationships and partnerships, and improving communication tools. Once
the contract is finalized, we will provide opportunities for the Mayor and City Council to meet
and talk with Mr. Petroshius.
With the City’s budget process getting underway soon and given budget uncertainties as we
look forward to Fiscal Year 2019, staff proposes entering into a contract through the end of
the current fiscal year. By spring of next year, the City’s business districts should feel the
impact as the residential developments now under construction adjacent to the Central
Business District begin to fill with residents. At that time, we will again re-evaluate how best to
support businesses throughout the City. A copy of the contract, including an exhibit detailing
the expectations of the consultant, is included in the Council packet beginning on page 26.
BUDGET/FISCAL IMPACT: Funding for this consultant is included in the budget for the current
fiscal year. We expect to realize some costs savings in this area this year.
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FY2018 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
General Fund – Economic
Development $127,000 $21,760 Y
COUNCIL ACTION: Authorize the City Manager to enter into a contract with DP Consulting,
LLC for an amount not to exceed $21,760 for an eight month period.
6.Approval of a Customer Work Agreement with ComEd for the Relocation of an
Electrical Line under the South Beach Access Road
STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval of an agreement
with ComEd to relocate an existing electrical line under the South Beach Access Road. This
work must occur before Lake County Grading begins lowering the roadway eight to ten feet.
The project is scheduled to begin today, September 5, 2017 and be substantially completed
by November 17, 2017.
BACKGROUND/DISCUSSION: At the August 7, 2017 City Council meeting, City Council
approved a contract with Lake County Grading to lower the South Beach Access Road. In
addition, construction contingencies, engineering inspections, and the creation of a
restoration landscape plan were also approved. Including all of the approved expenses and
contingencies, staff calculated a balance of $68,030. These dollars were to be set aside for
any possible project overruns, development of design and specifications for the landscape
restoration plan, plant material as defined in the restoration plan, and any potential costs
from ComEd to re-locate existing electrical lines.
Staff has met with ComEd multiple times since June of this year to determine if the utility had
any underground equipment that would require relocation. In late July, ComEd confirmed
that two lines existed under the roadway but that only one was in the defined project area.
The line, located within the bottom third of the road, requires a temporary disconnect on
both the ravine and bluff sides. As Lake County Grading reaches the location of the power
line, a 4” PVC pipe will be buried and used as a conduit to reconnect the two ends. ComEd
estimated that disconnecting the line would take approximately two days to complete;
reconnection would take three days. ComEd’s charge to relocate the line is $20,546.36.
Beginning on page 72 of the agenda packet is ComEd’s Customer Work Agreement and a
sketch of the proposed work.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Council 8/7/2017
Awarded of Bid to Lake County Grading,
AECOM, Mariani & Approved
Contingencies
Public Works Committee 7/19/2017 Recommended Approval of Bid &
Agreements to City Council
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City Council 3/20 2017 Approved Design Agreement with AECOM
Public Works Committee 3/15/2017 Reviewed & Approved Design and
Monitoring Recommendations
Bluff Stability Analysis
Workgroup
3/13/2017
2/6/2017
12/19/2016
Reviewed Various Repair Options; Provided
Final Design, Construction & Monitoring
Recommendations to the Public Works
Committee
City Council 12/5/2016
Approved an Agreement to Provide an
Update to the 2009 Forest Park Bluff Stability
Evaluation
Public Works Committee 12/5/2016 Reviewed Proposals from Additional
Engineering Firms
City Council 11/21/2016 Directed Staff to Obtain a Proposal from an
Additional Engineering Firm
Finance Committee 11/14/2016 Reviewed the Remaining Bluff Area to be
Analyzed
City Council 7/18/2016 Approval of an Agreement to Analyze the
Bluff Adjacent to South Beach Access Road
Public Works Committee 6/20/2016 Reviewed South Beach Access Road Bluff
Movement
BUDGET/FISCAL IMPACT: As was previously noted, the remaining $68,030 of the $1,223,699
budget has been set aside for any possible project overruns, development of design and
specifications for the landscape restoration plan, plant material as defined in the restoration
plan, and any relocation costs from ComEd. It is recommended that the $20,546.36 expense
be paid via these savings.
Per Section 9.0–E1 of the City’s purchasing directive, an exception to the purchasing directive
is being recommended due to ComEd being the only vendor that may conduct such work
on their own service lines.
COUNCIL ACTION: Staff recommends that per Section 9.0–E1 of the City’s purchasing
directive, the City enter into a Customer Work Agreement with ComEd in the amount of
$20,546.36 for the relocation of an underground electrical line within the project limits of the
South Beach Access Road.
7. Request for the City Council to Waive the Bidding Process to purchase a
computerized Electronic Citation, Crash and Administrative Hearing platform from
Quicket Solutions Inc., the winning contractor from a completed RFP by the Lake
County Chiefs of Police Association in conjunction with the Lake County Clerk’s
Office
STAFF CONTACT: Deputy Chief R.D. Copeland. 847-810-3809
PURPOSE AND ACTION REQUESTED: This project is for the purchase of required software and
hardware for the purpose of implementing an electronic data exchange and information
system. This system would allow the digitization of information such as traffic citations, parking
tickets, administrative hearing citations and crash reports. The program will collect this
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information in a records management system, which will allow increased traffic stop data
collection, provide a better portal for paying fines, provide easier access for crash reports
and real time data analytics and eventually, allow for transmittal of electronic information to
the Lake County Clerk’s Office.
BACKGROUND/DISCUSSION: In November 2016, The Lake County Chiefs of Police in
partnership with Administrative Consulting Services (ACS) of Algonquin, IL negotiated with
Tyler Technologies of Lubbock, TX and Quicket Solutions of Champaign, IL to offer all Lake
County Law Enforcement Agencies the opportunity to enhance their records management
efficiencies with an electronic data exchange system. Working closely with the Circuit Clerk’s
office and Chief Judge Jorge Ortiz, Lake County law enforcement agencies have been
given the opportunity to select one of the two chosen vendors with a pre-negotiated group
pricing.
This electronic process will enable an officer to issue a traffic citation, local ordinance
violation or parking violation utilizing a thermal printer in the squad car and then electronically
transmit that data to the City’s record management system. This electronic platform will
ultimately allow LFPD to transmit data to both the Circuit Clerk and the Lake County Court
systems for court purposes. The electronic platform will also assist LFPD in its mandatory
reporting to the ISP. Moving away from traditional handwritten citations or crash reports to an
electronic format presents a number of advantages, including safer and faster stops for
police officers, reduced staff hours for duplicated data entry, better accuracy on completed
citations and crash reports and efficient collection and dissemination of data to respective
agencies.
Quicket Solutions of Champaign, IL was selected by the Lake Forest Police Department as the
primary vendor for a number of reasons. This selection was based on multiple interviews,
demonstrations of the program’s capabilities to staff, a lower subscription cost which may be
cancelled at any time because it is a cloud-based program, the smaller required I.T. footprint
needs of the system, input from current users including police agencies in Lake, Cook and
DuPage counties, as well as the addition of an integrated adjudication/billing component
that will allow the City to integrate into one system, allow us to drop MSI as our adjudication
vendor and save money in the process.
Tyler Technologies of Lubbock, TX was not selected. The estimated cost for the Tyler
Technologies system was much higher and, the cost of interfacing with current systems was
not currently available at the time of the RFP (2-3 years for completion). Tyler has no
Administrative Hearing adjudication and billing platform in place which would require LFPD to
maintain its current administrative hearing vendor and its related high cost. Tyler also has a
much larger impact on our I.T. infrastructure due to the need to load software onto
computers versus being a cloud based system.
Quicket Solutions can provide the LFPD with a subscription based package that will enable
LFPD to streamline data entry, improve officer efficiency, improve records accuracy as well
as improve our records data management and required compliance reporting.
Budget/Fiscal Impact: Police have been planning for the implementation of Digital e-Citation
and e-Crash reporting system since 2016 when the RFP was completed by the Lake County
Chiefs of Police Association. The department included the program in its FY18 Capital Project
request.
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Service Tyler Quicket
Zebra Electronic Printers** $17,560.00 $19,984.00
Installation of printers into 12 squads** $3,300.00 $3,300.00
Set Up/Interface/Integration** $12,000.00 $2,000.00
Training** $3,000.00 $1,200.00
Subscription for 17 licenses $14,450.00 $19,548.00
CSO tablets (parking enforcement) included $798.00
Administrative Hearing adjudication platform n/a $5,760.00
Annual Maintenance $2,000.00
Included in
License
MSI cost for administrative hearing/per year $26,513.00 $ 0
First year project COST $78,823.00 $52,590.00
Infrastructure
Software on
PC's Cloud-Based
* * indicates initial startup cost only in first year
Annual cost of E-ticket Program after year 1 (per
year) $42,963.00 $26,106.00
FY2018 Funding
Source Account Number Account Budget Amount
Requested
Budgeted?
Y/N
Capital Fund 311.7672.421.75.49 $43,730 $43,730 Y
Contractual Serv. 101.7672.421.35.10 $92,000 $5,560 Y
Maintenance of
Equipment 101.7672.421.43.10 $31,220 $3,300 Y
Total $52,590.00
COUNCIL ACTION: If determined to be appropriate by the City Council, waive the Bidding
Process and grant final approval to purchase a computerized Electronic Citation, Crash and
Administrative Hearing platform from Quicket Solutions Inc. and the installation of related
hardware in the total amount of $52,590.00.
8. Consideration of Ordinances Approving Recommendations from the Building
Review Board. (First Reading and if Desired by the City Council, Final Approval)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
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The following recommendations from the Building Review Board are presented to the City Council
for consideration as part of the Omnibus Agenda.
120 E. Woodland Road - The Building Review Board recommended approval of a building scale
variance to allow the enclosure of an open front porch. No public testimony was presented on this
petition. This petition also requires a zoning variance. The Zoning Board of Appeals’
recommendation is detailed in the following agenda item. (Building Review Board vote: 5-0,
approved)
234 W. Westminster - The Building Review Board recommended approval of modifications to a
previously approved plan to authorize a complete, rather than partial, demolition of the existing
house and re-siting of the replacement house. The recommendation includes support for changes
to the overall site plan and landscape plan. No public testimony was presented on this petition.
(Board vote: 5-0, approved)
The Ordinances approving the petitions as recommended by the Building Review Board, with key
exhibits attached, are included in the Council packet beginning on page 30. 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 in accordance with the Building Review Board’s
recommendations.
9. Consideration of Ordinances Approving Recommendations from the Zoning Board
of Appeals. (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 Zoning Board of Appeals are presented to the City
Council for consideration as part of the Omnibus Agenda.
120 E. Woodland Road – The Zoning Board of Appeals recommended approval of a variance from
the front yard setback to allow enclosure of an existing front porch. This petition was also
considered and recommended for approval by the Building Review Board as detailed in the
previous agenda item. (Please refer to the previous agenda item for background materials.) No
public testimony was presented on this petition. (Board vote: 7 - 0, approved)
425 Ahwahnee Road – The Zoning Board of Appeals recommended approval of a variance from
the corner side yard setback to allow expansion of the garage. One letter of support was
submitted by a neighboring property owner. (Board vote: 7 - 0, approved)
The Ordinances approving the petitions as recommended by the Zoning Board of Appeals, with key
exhibits attached, are included in the Council packet beginning on page 51. The Ordinances,
complete with all exhibits, are available for review in the Community Development Department.
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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
Zoning Board of Appeals’ recommendations.
10. Consideration of an Ordinance Authorizing the Elawa Farm Spooktacular Event.
(First Reading, and if desired by the City Council, Final Approval)
STAFF CONTACT: Mike Strong, Assistant to the City Manager (810-3680)
PURPOSE AND ACTION REQUESTED: Consideration of an Ordinance authorizing the Elawa
Farm Spooktacular Event.
BACKGROUND/DISCUSSION: On August 25, 2017, the Elawa Farm Foundation (“Foundation”)
submitted a special event permit request to authorize the Spooktacular Event planned to
take place on Saturday, October 28, from 10:00 a.m. to 1:00 p.m. at Elawa Farm.
As part of this request, the Foundation sought authorization to provide pony rides and a
Petting Zoo for patrons who attend the event. After careful evaluation of City Ordinances
and the Special Use Permit regulating the use of Elawa Farm, an exception from the City
Code is required in order to grant this authorization.
After discussing this request with both tenants regarding the request, City staff is
recommending approval of an Ordinance that would authorize these activities, subject to
certain terms and conditions as outlined in the Ordinance, including:
• All other conditions with the SUP be met and satisfied;
• All applicable permits be applied for and provided for the event;
• A logistics plan is submitted that provides information and details concerning the
various event activities that will occur (i.e. site plan, schedule of events, contact
information, identification of temporary facilities, plans for inclement weather, security,
etc.);
• Specifications for animal corrals and petting zoo be provided; and
• The City is copied on all notification that is distributed to the tenants and adjacent
property owners.
A draft Ordinance is included in the agenda packet beginning on page 64, which formally
authorizes an exception from City Code for the duration of the event.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading
and grant final approval of the Ordinance Authorizing the Elawa Farm Spooktacular Event
COUNCIL ACTION: Approval of the ten (10) Omnibus items as presented
6. ORDINANCES
7. NEW BUSINESS
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1. Approval of an agreement with The University of Illinois at Chicago to provide data
and benchmarking administrative support to the Northern Illinois Benchmarking
Cooperative.
PRESENTED BY: Robert Kiely, City Manager (847-810-3675)
PURPOSE AND ACTION REQUESTED: Staff requests approving an agreement with the University
of Illinois at Chicago (“UIC”) to provide data and benchmarking administrative support to the
Northern Illinois Benchmarking Cooperative.
BACKGROUND/DISCUSSION: In February of 2016, City staff began a conversation with other
Northern Illinois communities about potentially forming a performance management
cooperative, what has since become known as the Northern Illinois Benchmarking
Cooperative (“NIBC”). For a number of years prior, the City participated in the ICMA
Performance Management Program, but unfortunately due to minimal participation of
communities across the country, the program was terminated in 2016. While the ICMA
program assisted the City in collecting information on a multitude of performance metrics,
the lack of comparable communities and any guidance on application of the data
collected made the effort less than valuable.
The NIBC is formed on the idea that communities should jointly explore, develop, and share
performance metrics that support the collaborative assessment of trends and operational
best practices in order to improve service levels, create more efficient practices, and
innovate government. Rather than just collecting data for the sake of collecting data, the
process starts with first understanding the key challenges and decisions within selected
service areas that we want to explore and then coming up with the metrics to help address
the question. Once the metrics are agreed upon and the data is collected, cleansed and
validated, the participants meet to discuss what the data is telling us and how we can
improve operations. A chart depicting the 7-step process is included beginning on page 70.
The core communities responsible for the creation of NIBC include the City of Lake Forest and
the Villages of Schaumburg, Buffalo Grove, and Lake Bluff.
Through regular meetings, this core group of communities recognized the need for third party
involvement to help the NIBC by providing data and benchmarking administrative support.
This support includes measure development, data collection, data validation, data analysis,
and producing a final data report. In April of 2017 the NIBC conducted a request for
qualification process. It was agreed upon that the cost of this third party data and
benchmarking administrative support would be shared evenly amongst the members of the
NIBC. The process to select this third party included interviews with three organizations;
University of Illinois at Chicago Department of Public Administration, Northern Illinois University
Center for Governmental Studies and Municipal GIS Partners. Based upon the proposal
submitted to NIBC and the interview process, NIBC selected the University of Illinois at
Chicago Department of Public Administration (“UIC”) to provide data and benchmarking
administrative support to the Northern Illinois Benchmarking Cooperative.
Built into the UIC proposal was the option to bring on additional communities to take part in
the NIBC. This also presented an opportunity to lower the cost per municipality for the data
and benchmarking administrative support. The core members of the NIBC and UIC hosted on
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an open house meeting to invite other Northern Illinois municipalities to join. Municipalities in
attendance included Hoffman Estates, River Forest, Wilmette, Glencoe, Lincolnshire,
Wheeling, Libertyville, Arlington Heights, Mount Prospect and Highland Park. Following the
meeting the core members of the NIBC received formal notice that the Villages of Glencoe,
Wilmette, River Forest, Lincolnshire, Mount Prospect, Arlington Heights and Hoffman Estates
will be joining the NIBC.
Therefore a total of eleven (11) Northern Illinois municipalities (Lake Forest, Lake Bluff, Buffalo
Grove Schaumburg, Glencoe, Wilmette, River Forest, Lincolnshire, Arlington Heights, Hoffman
Estates and Mount Prospect) have committed to be the Charter members of the NIBC.
BUDGET/FISCAL IMPACT:
Below is an estimated summary of Project budget:
FY2018 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
$63,594.47 N
Per this agreement the City of Lake Forest would hold and execute the master agreement
with UIC for the full $63,594.47 amount. The eleven other NIBC communities have agreed to
enter into Memorandums of Understanding (MOU) with the City of Lake Forest to split the
$63,594.47 evenly amongst all members of the NIBC. Each community would pay a total of
$5,781.32. Ultimately, The City of Lake Forest would be reimbursed $57,813.15.
COUNCIL ACTION: Approval of an agreement in substantially the form attached hereto with
University of Illinois at Chicago in the amount of $63,594.47 to provide data and
benchmarking administrative support to the Northern Illinois Benchmarking Cooperative.
8. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
9. ADJOURNMENT
Office of the City Manager August 30, 2017
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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RESOLUTION IN RECOGNITION
OF THE 100TH ANNIVERSARY OF
THE SCHOOL OF SAINT MARY
WHEREAS, the clergy, faculty and families of the School of Saint Mary are celebrating
the 100th anniversary of the Roman Catholic School in 2017; and
WHEREAS, since establishment of the Roman Catholic School in 1917, the clergy and
faculty have contributed substantially to the spiritual and high quality education provided by
the School of Saint Mary; and
WHEREAS, the School of Saint Mary has always been an integral part of the community
by its faith and ecumenical spirit and high quality education; and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LAKE
FOREST, that the City Council on behalf of all the residents of the community, hereby
congratulates and extends all good wishes to the clergy, faculty and families of the School of
Saint Mary on the joyful occasion of the 100th anniversary of the founding of the Roman
Catholic School; and
BE IT FURTHER RESOLVED that the City Council offers its sincere appreciation and
gratitude to the Church of Saint Mary for the years of service to the children of Lake Forest
through the high quality elementary education program; and ask that a copy of this Resolution
be appropriately inscribed and conveyed to The School of St. Mary, with a copy to be included
in the official minutes of the September 5, 2017 meeting of the Lake Forest City Council.
Mayor
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A RESOLUTION RECOGNIZING NATIONAL VOTER REGISTRATION DAY
WHEREAS, National Voter Registration Day is a national holiday celebrating our
democracy, first observed in 2012 and growing in popularity every year since. Held on the fourth
Tuesday of September, National Voter Registration Day will be observed on Tuesday, September
26th of this year; and
WHEREAS, the holiday has been endorsed by the National Association of Secretaries of
State and is further supported by the National Association of State Election Directors; and
WHEREAS, Every year millions of Americans find themselves unable to vote because they
miss a registration deadline, don't update their registration, or aren't sure how to register; and
WHEREAS, National Voter Registration Day seeks to create a broad awareness of voter
registration and encourages everyone to exercise the opportunity to vote, whereby on Tuesday
September 26, 2017, volunteers and organizations from all over the country will "hit the streets"
in a single day of coordinated field, technology and media efforts; and
WHEREAS, National Voter Registration Day involves:
. Volunteers in their community or workplace, at schools or public events, or anywhere we
can register people to vote.
. Technology to help voters find registration drives nearby and register to vote online.
. Local organizations, businesses and election offices engaged in their own communities.
. Tens of thousands of voters registering to vote online and offline in a single day; and
WHEREAS/ National Voter Registration Day will accomplish:
. Registering Voters: In 2016 over 750,000 voters used National Voter Registration Day to
register to vote across all 50 states
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. Mobilizing Volunteers: Each year the holiday's growing number of local partners engage
upwards to 10,000 local volunteers
. Educating Voters: Millions of voters need to register and re-register every year. By
utilizing new technology and leveraging partners, we'll educate Americans in all 50 states
about how to register, sign up for election reminders, check their registration online, get
mail ballots, learn about early voting and more
. Uniting for a Common Purpose: National Voter Registration Day is a day of civic unity. It's
an opportunity to set aside differences and celebrate democracy and the rights and
opportunities we all share as Americans;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF
LAKE FOREST, COUNTY OF LAKE, STATE OF ILLINOIS hereby acknowledge National Voter
Registration Day, and
BE IT FURTHER RESOLVED, that a copy of this resolution be appropriately inscribed and
conveyed to The Lake Forest-Lake Bluff League of Women Voters as a symbol of our respect
and esteem with a copy to be included in the official minutes of the September 5, 2017 meeting
of the Lake Forest City Council.
Mayor Robert T.E. Lansing
16
LakeVoterPower.info
One click resource for Districts, Elected Officials, Voting Options, Voting Sites,
and Ballot information.
VotingByMail@lakecountyil.gov
Elections Department 847.377.2406
17
Dear Voter:
I am pleased to provide you with information about our Application for Ballot by Mail Program which helps voters
who prefer to receive their ballot by mail in all or most elections. Your decision to enroll also helps our office contain costs
by knowing you will not need extra ballots printed for you for early voting or Election Day voting options. Completing this
enrollment card will automatically cause you to receive an application for ballot prior to the elections you designate. This
is not a request to vote by mail in one election only. Enrollment in this program remains in effect until you provide
notification to cancel or your voter registration becomes inactive.
To enroll, you must be a registered voter in Lake County, Illinois and complete the form below. Select all or
each specific primary and general elections in which you wish to vote and provide the address where the application
for ballot should be mailed. Return the signed form to the Lake County Clerk's office address as listed in the upper left
corner. As required by state law, you will receive a separate application for ballot prior to each election. Once we receive
your corn leted and si ned a lie ion, a ballot can be mailed to the address provided. If this card is distributed
by a candidate or organization, list their contact information as well. During the time period for voting by mail, you can
visit LakeVoterPower.info link to confirm our receipt of your voted ballot. If you have any questions, please e-mail us at
VotingByMail@lakecountyil.gov or contact the Elections Department at 847.377.2406.
Very truly yours,
C^r^n.^tfiW
Carla N. Wyckoff
Lake County Clerk
REV 11/2014
^xa-
LakeVoterPower.info
One click resource for Districts - Elected officials -
Voting options & sites - Ballot information & tracking
ENROLL FOR AN APPLICATION FOR BALLOT BY MAIL FOR COUNTY USE ONLY
Application Date:
CARLA N. WYCKOFF
Lake County Clerk
18 N. County Street, Room 101
Waukegan, Illinois 60085
(Print or Type)
VOTER NAME
HOME ADDRESS
847.377.2406
VotingByMail.info
TELEPHONE
E-MAIL
BIRTH DATECITY, STATE, ZIP CODE
I am a legally registered voter in Lake County, Illinois, eligible to vote, and request an application for ballot prior to each election as indicated below
Even Years | | March Primary Election Odd Years: 1-1 February Consolidated Primary (if applicable)
II November General Election Q April Consolidated Election
Mailing address for application (if different from registration address):
Number and Street City State Zip Code
DATE VOTER'S SIGNATURE
I will notify the Lake County Clerk immediately if my permanent registration address changes.
Organizations or candidates distributing this form must list the name of the organization, your name, address and telephone number:
Organization's name Individual's name
|Deseo recibir mis materiales electorates en espanol.
Address Telephone
18
The City of Lake Forest
CITY COUNCIL
Proceedings of the Monday, August 7, 2017
City Council Meeting - City Council Chambers, 6:30pm
CALL TO ORDER AND ROLL CALL: Honorable Mayor Lansing called the meeting to order at 6:34pm, and
Assistant to the City Manager Mike Strong called the roll of Council members.
Present: Honorable Mayor Lansing, Alderman Beidler, Alderman Morris, Alderman Newman, Alderman
Rummel, Alderman Tack, Alderman Reisenberg, Alderman Moreno and Alderman Buschmann.
Also present were: Robert Kiely Jr., City Manager; Catherine Czerniak, Director of Community Development,
Elizabeth Holleb, Director of Finance; Betsy Gates, City Attorney; Susan Banks, Communications Manager;
Michael Thomas, Director of Public Works; Karl Walldorf, Chief of Police; Kevin Cronin, Deputy Fire Chief;
DeSha Kalmar, Director of Human Resources; Sally Swarthout, Director of Parks & Recreation; Mike Strong,
Assistant to the City Manager; along with other members of City Staff.
There were approximately 25 persons present in the Council Chambers.
CALL TO ORDER AND ROLL CALL 6:34 pm
PLEDGE OF ALLEGIANCE was recited by all those present in the Chamber.
REPORTS OF CITY OFFICERS
COMMENTS BY MAYOR
A. Resolution of Appreciation for Police Department Employee Nada Sydow
Mayor Lansing read a resolution of appreciation for Police Department employee Nada Sydow on her
retirement.
COUNCIL ACTION: Approve the Resolution
Alderman Moreno made a motion to approve the resolution, seconded by Alderman Buschmann. Motion
carried unanimously by voice vote.
COMMENTS BY CITY MANAGER
A. Letter from Rockland Fire Protection District soliciting proposals for Fire and EMS
Services
City Manager Robert Kiely introduced a letter that the City received regarding a request to submit a bid for
providing fire protection services to the District territory. He stated that the purpose of the discussion this
evening was to solicit feedback from City Council on this request. He added that the City would also
recommend developing a task force to develop guidelines for determining the level of service that Lake
Forest could provide to the Rockland Fire Protection District territory. He briefly reviewed potential
guidelines that could be further vetted by this team including, impact on services to Lake Forest residents,
operational structure, adaptability, generation of long term savings, and others. The consensus of the City
Council was to ask staff to meet and confer on the objective and purposes as they have been outlined. The
City Council also determined that a member would be appointed to serve on the task force.
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B. Community Development Update
City Manager Robert Kiely introduced the next topic and reminded City Council that as part of the ongoing
informative discussions regarding City business, he has asked Catherine Czerniak to provide an update on
the Community Development Department.
Catherine Czerniak, Director of Community Development, reviewed a presentation on the Department,
updates on current developments, and a look ahead. She discussed current development projects including
Northwestern Hospital, Kelmscott Park, Market Square, the McKinley Road Redevelopment, Willow Lake
and Lake Forest College. She stated that others are nearing the completion of the review and approval
processes and would be getting underway in the near future. These projects include Oak Knoll Woodlands,
Sunset, Westleigh Farm, The Preserve at Westleigh, Waterway Car Wash
3. COMMENTS BY COUNCIL MEMBERS
PUBLIC WORKS COMMITTEE
1. Award of Bid and Approval of Agreements for the Repair of the South Beach Access Road
Alderman Tack introduced the committee topics and purpose for the agenda items. He introduced Michael
Thomas, Director of Public Works, who presented the items in more detail.
Michael Thomas stated that the first request is to review a bid for a remediation and reconstruction of the
South Beach Access Road. He stated that the Public Works Committee has reviewed the request concerning
this item, including the budget, and construction timeline. He stated that work is planned to commence on
September 5 and be completed by mid-November. He added that staff is also seeking approval for a
landscape restoration plan for the adjoining bluff and open space area west of the roadway.
COUNCIL ACTION: Approval of the action items needed to repair the South Beach Access Road as follows:
1. Award of bid to Lake County Grading in the amount of $956,759; and
2. Acknowledge the exception noted in Section 9.0-K of the City’s Purchasing Directive, and approve
an agreement with AECOM to provide construction engineering services in the amount of
$42,500; and
3. Approval of a 10% contingency ($99,925) to be used for any unforeseen construction and/or
additional inspection issues during the project; and
4. Approval of design services by Mariani Landscaping to provide a Landscape Restoration Plan in
the amount of $11,185.
Alderman Beidler made a motion to approve the action items, seconded by Alderman Morris. The following
voted “Aye”: Alderman Beidler, Morris, Newman, Rummel, Tack, Reisenberg, Moreno, and Buschmann.
The following voted “Nay”: None. 8-Ayes, 0 Nays, motion carried.
2. Approval of a Change Order for Design & Surveying Services for the Ravine Adjacent to the
North Beach Access Road
Mr.Thomas introduced the next item and stated that the flood event that occurred on July 12 caused
significant weathering and erosion to the access road which has led to further deterioration of the integrity
of the road. He stated that, as a result of this impact, a change order is requested to allow for additional
work to incorporate surveying, boring, and design work for new headwalls and spillways that will be
20
necessary to complete the design contract that was previously approved for this project. He stated that
reserve funding from the original budget will be used to offset the cost of the change order that is needed.
COUNCIL ACTION: Approve a change order to AECOM for the design and surveying services of the ravine
adjacent to the North Beach Access Road in the amount of $45,300.
Alderman Moreno made a motion to approve the action items, seconded by Alderman Reisenberg. The
following voted “Aye”: Alderman Beidler, Morris, Newman, Rummel, Tack, Reisenberg, Moreno, and
Buschmann. The following voted “Nay”: None. 8-Ayes, 0 Nays, motion carried.
4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
Dan Sebald, 560 Ivy Court, offered his opinion to the City Council.
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the July17, 2017 City Council Meeting Minutes
2. Check Register for the period of June 24-July 28, 2017
3. Award of a Twelve (12) Month Contract with Call One for Telecommunication Services
4. Approval of the purchase of computer workstations, laptops, hybrid tablets, and iPads for all
City departments as budgeted in FY2018 Capital Plan
5. Award of Contract for Thermoplastic Lane Marking
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 Ordinances Approving Recommendations from the Zoning Board of
Appeals. (First Reading, and if Desired by the City Council, Final Approval)
COUNCIL ACTION: Approval of the seven (7) Omnibus items as presented
Mayor Lansing asked members of the Council if they would like to remove any item or take it separately.
The City Council had discussion on item #2, and #6. Hearing no further discussion, Mayor Lansing asked for a
motion to approve the Seven Omnibus items as presented.
Alderman Reisenberg made a motion to approve the seven omnibus items as presented, seconded by
Alderman Newman. The following voted “Aye”: Alderman Beidler, Morris, Newman, Rummel, Tack,
Reisenberg, Moreno, and Buschmann. The following voted “Nay”: None. 8-Ayes, 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.
6. ORDINANCES
1. Approval of an Ordinance amending City Code Chapter 51 and Codifying the Fee Related to
Public Safety Pension Obligations (Waive First Reading and Grant Final Approval)
21
Elizabeth Holleb, Director of Finance, introduced the item and provided background on the Ordinance. She
stated that the item relates to the discussion concerning the public safety pension fee. She added that its
intent is to codify the public safety pension fee, and establish an application process for partial payments in
the instance of a delinquency or potential termination of service.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final
approval of an Ordinance amending City Code Chapter 51 and codifying the fee related to public safety
pension obligations.
Mayor Lansing asked if there was anyone from the Council or public who wanted to address the issue.
Seeing none, he asked for a motion.
Alderman Rummel made a motion to waive first reading and grant final approval of the Ordinance,
seconded by Alderman Reisenberg. The following voted “Aye”: Alderman Beidler, Morris, Newman,
Rummel, Tack, Reisenberg, Moreno, and Buschmann. The following voted “Nay”: None. 8-Ayes, 0 Nays,
motion carried.
7. NEW BUSINESS
1. Approval of Contract for Deerpath Golf Course Renovation Project (Drainage and Continuous
Cart Paths)
Sally Swarthout, Director of Parks, Recreation & Forestry, introduced the request and provided some
background and history on the Deerpath Golf Course Renovation Project. She stated that discussions were
initially held during the Capital Improvement Program meetings in the fall 2016 pertaining to the Master
Plan for the golf course. She stated that the major capital improvement requests for consideration include
the continuous cart path and drainage solutions for the course. She introduced Chuck Myers,
Superintendent of Parks, Forestry & Special Facilities, who reviewed the specific requests for Council
consideration.
Chuck Myers reviewed recent impacts of the July storm event and discussed the benefit and impact the
requested improvements may provide the course during future storm events. He stated that the
recommendation is to approve the bid that has been received for the work in the amount of $1,175,000. He
stated that the improvements will help reduce the amount of time that the course will need in order to
recover from future rain events that would otherwise have required the golf course to close. He stated that
this would hopefully provide greater revenue potential for the course in the future and ensure a healthier
turf, enhance user experience, and provide a greater capacity for outings and events. He stated that the
project would begin on September 18, and conclude by the end of the year or early 2018, depending on
weather.
COUNCIL ACTION: If determined to be appropriate by the City Council, City staff requests approval of
recommendation by City staff to accept the bid and award a contract to XGD Systems for course
renovations at the Deerpath Golf Course in the amount of $1,175,000, which includes a 6.8% contingency.
Mayor Lansing asked if there was anyone from the Council or public who wanted to address the issue.
Seeing none, he asked for a motion.
Alderman Reisenberg made a motion to approve the Contract, seconded by Alderman Newman. The
following voted “Aye”: Alderman Beidler, Morris, Newman, Rummel, Tack, Reisenberg, Moreno, and
Buschmann. The following voted “Nay”: None. 8-Ayes, 0 Nays, motion carried.
22
8. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
Mayor Lansing reported there will be no further business following executive session and asked for a
motion.
1. EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c), (11), The City Council will be discussing
threatened Litigation
Alderman Rummel made a motion to adjourn into executive session at 8:55pm pursuant to 5ILCS 120/2 (c),
(11), The City Council will be discussing threatened Litigation, seconded by Alderman Tack. The following
voted “Aye”: Alderman Beidler, Morris, Newman, Rummel, Tack, Reisenberg, Moreno, and Buschmann.
The following voted “Nay”: None. 8-Ayes, 0 Nays, motion carried.
The City Council reconvened into regular session at 10:36 pm
9. ADJOURNMENT
There being no further business. Alderman Rummel made a motion to adjourn, seconded by Alderman
Newman. Motion carried unanimously by voice vote at 10:37p.m.
Respectfully Submitted
Mike Strong
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.
23
Amended --- 2018City Council and Finance Committee Dates
** = This date represents a change from the traditional dates or times, due to holiday or other conflicts
**January 2, 2018 MUNICIPAL
SERVICES
BUILDING
6:30 Workshop meeting
**January 16, 2018 COUNCIL
CHAMBERS FC 6:30 P.M. CC to follow
immediately after
February 5, 2018 COUNCIL
CHAMBERS
CC 6:30 P.M.
**February 20, 2018 COUNCIL
CHAMBERS
CC 6:30 P.M.
** March 5, 2018 MUNICIPAL
SERVICES
BUILDING
Operating Budget
Workshop 5:00 PM
March 19, 2018 COUNCIL
CHAMBERS
CC 6:30 P.M.
April 2, 2018 COUNCIL
CHAMBERS
CC 6:30 P.M.
April 16, 2018 COUNCIL
CHAMBERS
FC 6:30 P.M. CC to follow
immediately after
May 7, 2018 COUNCIL
CHAMBERS
CC 6:30 P.M.
May 21, 2018 COUNCIL
CHAMBERS
CC 6:30 P.M.
June 4, 2018 COUNCIL
CHAMBERS
CC 6:30 P.M.
June 18, 2018 COUNCIL
CHAMBERS
CC 6:30 P.M.
July 2, 2018 MUNICIPAL
SERVICE
BUILDING
6:30 P.M. Workshop Meeting
July 16, 2018 COUNCIL
CHAMBERS FC 6:30 P.M. CC to follow
immediately after
August 6, 2018 COUNCIL
CHAMBERS
CC 6:30 P.M.
August 20, 2018 NO
MEETING
NO MEETING
**September 4, 2018 COUNCIL
CHAMBERS
CC 6:30 P.M.
September 17, 2018 MUNICIPAL
SERVICES
BUILDING
6:30 Workshop Meeting
October 1, 2018 COUNCIL
CHAMBERS
CC 6:30 P.M.
October 15, 2018 COUNCIL
CHAMBERS
FC 6:30 P.M.CC to follow
immediately after
November 5, 2018 COUNCIL
CHAMBERS
CC 6:30 P.M.
**November 13, 2018
MUNICIPAL
SERVICES
BUILDING
Capital Budget Workshop
5:00 PM
November 19, 2018 COUNCIL
CHAMBERS
CC 6:30 P.M.
December 3, 2018 COUNCIL
CHAMBERS
CC 6:30 P.M.
December 17, 2018 NO
MEETING
NO MEETING
Meeting dates highlighted in blue, represent Council Workshops
24
^OTLA^
<$'' NAtvRA^£T '0.
.SCIEtl'rIA^AMOf1'^^1. ifil J
RESOLUTION
WHEREAS, Michelle R. Kousins has been a dedicated employee of The City of Lake Forest
since January 23, 2008; and
WHEREAS, Michelle R. Kousins will honorably retire from the City on August 30, 2017; and
WHEREAS, Michelle R. Kousins served in the following positions during her dedicated career:
Administrative Assistant II for the Police Department until May 17, 2010, and served as Administrative
Assistannt II for the Fire Department from 2010 until her retirement. In addition Michelle R. Kousins
served on numerous internal and external committees and was an invaluable resource to the City of Lake
Forest.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
LAKE FOREST that the Council, on behalf of the administration and residents of the community,
hereby expresses its appreciation and gratitude to MicheIIe R. Kousins for a public service faithfully
performed; and
BE IT FURTHER RESOLVED that this Resolution be appropriately inscribed and conveyed
to Michelle R. Kousins, with a copy to be included in the official minutes of the September 05, 2017
meeting of the Lake Forest City Council.
Mayor
25
1
INDEPENDENT CONTRACTOR AGREEMENT
This Independent Contractor Agreement (the "Agreement") is made and entered into this
____ day of__________, 2017, by and between The City of Lake Forest (the "City"), an Illinois
local government in the County of Lake, Illinois, and the undersigned Contractor , DP
Consulting, LLC ("Contractor"). In consideration of the mutual covenants and promises
contained in this Agreement, the City and Contractor hereby agree as follows:
1. RETENTION OF CONTRACTOR. The City agrees to retain Contractor to perform
the services described on Exhibit A, attached hereto and made a part hereof.
Contractor accepts such appointment and agrees to provide services in a
professional and appropriate manner on an independent contractor basis. At the
completion of the contract, Contractor shall grant to the City, an exclusive perpetual
license to use all work products created hereunder. This Agreement shall not create
an employment, partnership, agent, or joint venture relationship. Nor does this
Agreement authorize the Contractor to serve as an agent of the City or to conduct
business on the City’s behalf, including, but not limited to entering into agreements
on behalf of the City, or otherwise creating any obligation for the City, unless the City
Council expressly authorizes in writing those agreements or obligations.
2. CONTRACTOR DUTIES. Contractor will provide the services described in Exhibit A
during the term of this Agreement.
As an independent contractor, Contractor shall not be entitled to overtime premiums
or to benefits of any kind, including without limitation, deferred compensation, 457,
pension contributions, health insurance, life insurance, workers’ compensation
benefits, and short-term or long-term disability benefits offered by the City to its
employees. The City and Contractor agree that Contractor retains the sole right and
discretion to determine the manner and means by which services under this
Agreement will be performed for the City. Notwithstanding the foregoing, Contractor
is expected, at all times, to act in a professional manner while performing services
for the City pursuant to this Agreement, and the City retains the right to inspect the
services provided by Contractor to ensure that Contractor is adequately delivering
the services described in Exhibit A.
3. TERM. The term of this Agreement shall begin September 5, 2017 and end April 30,
2018, provided, however, this Agreement may be terminated at any time, with or
without cause, by either party upon fourteen (14) days prior written notice.
4. COMPENSATION. In exchange for the services rendered under this Agreement,
the City will pay the Contractor the gross amount of $2,720.00 total for every month
that this Agreement remains in effect (or a prorated share for those months in which
the Agreement was terminated). Contractor will receive payment at the end of each
month. The City will not pay or withhold federal, state or local income or payroll
taxes on behalf of the Contractor. The Contractor is responsible for paying all
applicable taxes and waives all rights to any employee benefits offered by the City to
26
2
its employees. In the event taxes are assessed against the City arising out of any
money paid to the Contractor, the Contractor agrees to assume all responsibility for
the payment of such taxes and to indemnify and hold harmless the City for any such
tax liabilities, including penalties. Contractor shall be fully and solely responsible for
all costs and expenses incident to the services furnished to the City under this
Agreement.
5. ESTIMATED TIME TO PROVIDE SERVICES. Contractor shall decide in its
discretion how much time will be required to provide the services listed on Exhibit A.
The City estimates that such services may take approximately 20 hours per week to
perform. Notwithstanding the foregoing, Contractor will be available on evenings
and weekends for consultation with City staff and/or local business entities if
needed.
6. CONFIDENTIAL INFORMATION. Contractor recognizes that certain confidential
knowledge or information (Confidential Information) might be obtained by in the
course of performing services hereunder including, but not limited to, personal
information concerning the City’s businesses and residents. Contractor does hereby
agree that all such Confidential Information will be forever held confidential by
Contractor, and not be disclosed to any party whatsoever during the term hereof and
at all times thereafter. Upon termination of this Agreement, Contractor shall return to
the City all documents, notes, or other tangible property that contain Confidential
Information that is in the possession of Contractor.
7. INDEMNITY. Contractor shall indemnify and hold harmless the City, and its Mayor,
Aldermen, Appointed Officials, Employees, Agents, Representatives, and Attorneys,
in both their official and individual capacities, from and against any and all liability,
loss, payment expense, cost, suit, claim, damage, tax claim, cause of action or
encumbrance whatsoever including without limitation, attorneys’ fees and costs,
court costs, interest and penalties that may arise from or relate to any claim
whatsoever in connection with this Agreement or work rendered hereunder or
incurred by or imposed against the City or its Mayor, Aldermen, Appointed Officials,
Employees, Agents, Representatives, and Attorneys, arising out of or in any way
related to any act or failure to act by Contractor, by whomever such claims may be
asserted or threatened. Contractor also agrees to indemnify and hold harmless the
City for any taxes, interest and penalties assessed against the City by the United
States Internal Revenue Services or the Illinois Department of Revenue in
connection with any compensation paid to Contractor. This indemnity shall survive
termination of this Agreement.
8. NOTICES. All notices under this Agreement shall be in writing and shall be
delivered in person or sent by registered or certified mail, postage prepaid, return
receipt requested, to the parties at their addresses listed below or to such address
as any party hereto, by written notice to the other party may designate from time to
27
3
time.
9. MISCELLANEOUS. No waiver, modification or amendment of this Agreement shall
be valid and enforceable unless it is in writing and signed by Contractor and the City
Manager. This Agreement supersedes all other oral and written agreements,
understandings or communications between the City and Contractor. This
Agreement and any amendments hereto shall be governed by and construed in
accordance with the laws of the State of Illinois without regard to choice of law
principles. Waiver by either party to this Agreement of any breach or default by the
other party of any of the terms and conditions of this Agreement shall not operate as
a waiver of any other breach or default, whether similar to or different from the
breach or default waived.
Accepted and approved this Accepted and approved this
___ day of _______, 2017 ___ day of _______, 2017
By: By:
______________________________ ____________________________
Douglas J. Petroshius Robert R. Kiely, Jr.
DP Consulting, LLC City Manager
Contractor The City of Lake Forest
28
4
EXHIBIT A
SUMMARY: Contractor shall serve as the City’s Business Advocate acting as the City’s
liaison to existing businesses (large and small), prospective businesses and commercial
property owners.
Contractor's services shall include, but are not limited to, the following:
Develop relationships with local business owners and managers. Outreach will focus
on businesses throughout the community ranging from small retail stores to restaurants
to large corporations. Serve as a direct contact for businesses with the goal of
providing an expedited response to issues or concerns.
Review, update and reconfigure information on the City’s website to provide useful
information, in a user friendly format, for existing and prospective businesses, and
commercial property owners.
Contact owners of commercial properties in the community, in particular the owners of
properties that are presently underutilized, to offer assistance in developing a plan of
action to achieve greater utilization and improvements on the sites.
Identify prospective businesses that may be a good fit for the community and facilitate
connections between businesses and property owners.
Promote the upcoming influx of residents to the Central Business District as a result of
residential development that is currently under construction. Encourage businesses
and property owners to be forward thinking about how best to position themselves to
meet the needs of the new residents locally.
Coordinate with the Chamber of Commerce to identify opportunities for collaboration on
programs and activities that support local businesses and the vitality of the City’s
business districts.
As needed, evaluate requests for incentives related to proposed development.
Complete special projects as assigned related to the business and office districts.
At the City’s request, produce written or verbal summaries of how the Contractor is
delivering and fulfilling the above-described services.
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THE CITY OF LAKE FOREST
ORDINANCE NO. 2017-___
AN ORDINANCE AUTHORIZING
THE ELAWA FARM SPOOKTACULAR EVENT
WHEREAS, The City of Lake Forest (the “City”) is a home rule, special charter
municipal corporation; and
WHEREAS, the City is the owner of a certain tract of land commonly referred to
as “Elawa Farm”; and
WHEREAS, Elawa Farm is located in the City’s R-5 Zoning District, which is
primarily for use as detached single-family residences; and
WHEREAS, because Elawa Farm represented an historically significant example
of a 20th Century “Gentleman’s Farm,” the City desired to use Elawa Farm for classes,
tours, programs, and special events for public use that preserved historic elements of
Elawa Farm (the “Elawa Uses”); and
WHEREAS, the City sought and obtained a special use permit in 2010 for the
operation of the Elawa Uses at Elawa Farm (the “SUP Ordinance”); and
WHEREAS, in 2014 the City entered into an Operating Agreement with the
Elawa Foundation, an Illinois not-for-profit corporation (the “Foundation”), and under the
Operating Agreement the Foundation manages the day-to-day operations and activities
of Elawa Farm subject to the SUP Ordinance; and
WHEREAS, the SUP Ordinance authorizes the Foundation to hold special
events and fundraising activities at Elawa Farm, which special events may include
activities that vary from the normal day-to-day operations of Elawa Farm subject to
compliance with the conditions set forth in the SUP Ordinance, the City Code, and other
applicable laws; and
64
WHEREAS, consistent with the SUP Ordinance, the Foundation desires to hold a
special event at Elawa Farm on October 28, 2017, which event is known as the
Spooktacular Event, (the “Spooktacular Event”); and
WHEREAS, the Foundation has determined that it is desirable to provide unique
event attractions during the Spooktacular Event including a petting zoo and animal rides
that will consist of various farm animals (collectively, the “Petting Zoo”); and
WHEREAS, Section 91.009 of the City Code limits the circumstances under
which farm animals may be kept within the City; and
WHEREAS, because of the unique nature of the Spooktacular Event, the City
Council has determined that it is beneficial and desirable for the community to permit the
Foundation to conduct a Petting Zoo during the Spooktacular Event notwithstanding any
contrary requirements of Section 91.009 of the City Code, subject to the terms and
conditions hereinafter set forth; and
WHEREAS, the City Council has further determined that the terms and
conditions set forth in this Ordinance are necessary and appropriate to mitigate potential
impacts of the Spooktacular Event, the Petting Zoo, and the temporary keeping of farm
animals at Elawa Farm, including but not limited to impacts on neighboring property
owners and on Elawa Farm facilities that the Foundation shares with the Wildlife
Discovery Center and the Lake County Forest Preserve District; and
WHEREAS, in approving this Ordinance, the City Council is exercising its home
rule powers and has determined that approval of the Spooktacular Event, including the
Petting Zoo, as set forth in this Ordinance will benefit Elawa Farm and promote the spirit
of the Lake Forest community in a manner that will promote the best interests of the City
and its residents;
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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: Approval of Special Event; Exception to City Code
Section 91.009; Conditions. Consistent with the SUP Ordinance, and notwithstanding
the limitations set forth in Section 91.009 of the City Code, the Foundation shall be
permitted to conduct the Spooktacular Event on October 28, 2017 including a one-time,
non-precedential authorization to conduct the Petting Zoo at the Spooktacular Event,
subject to the following terms and conditions:
a. Applicability of City Ordinances and Regulations. Except for the farm
animal limitations set forth in City Code Section 91.009, the Foundation shall abide by
the SUP Ordinance and all other City ordinances, regulations, and administrative
policies with respect to the Spooktacular Event, including without limitation the securing
of a special event permit and special event liquor license from the City, and abiding by
all the terms and conditions that the City Manager may establish in connection with such
special event permit or that the Mayor may establish in connection with the liquor
license.
b. Logistics Plan. On or before October 1, 2017, the Foundation shall be
required to deliver to the City Manager for the Manager’s review and approval a
“Logistics Plan” for the Spooktacular Event in order to proceed with the Spooktacular
Event. The Foundation must have an approved Logistics Plan by [October 18], 2017 (or
such later date as the City Manager may approve in the Manager’s discretion) in order to
proceed with the Spooktacular Event. The Logistics Plan shall address such details and
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contingencies as the City Manager may determine are necessary or desirable for
protecting the guests at the Spooktacular Event and the general public, including without
limitation the following:
1. Site Plan. The Logistics Plan shall include a detailed site plan relating
to the Spooktacular Event, identifying the location and orientation of
all temporary and other facilities, animal corrals or shelters, animal
ride trails or routes, and including without limitation the tents,
restrooms, food preparation area(s), liquor service station(s), guest
parking and pick-up/drop-off areas, service vehicle standing and
parking areas, emergency access areas and routes, staging areas,
designated smoking area(s) (if any), areas of prohibited access
(including such areas affecting the Wildlife Discovery Center and its
exhibits), and circulation patterns for guests and service providers
during the Spooktacular Event.
2. Schedule. The Logistics Plan shall include a detailed schedule setting
forth the timing and coordination of various activities relating to the
set-up, conduct, and take-down for the Spooktacular Event. The
schedule shall include dates for obtaining of all permits and approvals,
deliveries, set-up activities, inspections relating to all temporary
facilities, take-down activities, and such other matters that the City
Manager may require.
3. Specifications for Animal Corrals and Petting Zoo. The Logistics Plan
shall provide to the City specifications and locations for any temporary
corrals or pens that will be used to hold farm animals during the
Spooktacular Event. No corrals, shelters, or pens used to hold farm
animals may be located within 200 feet of any other lot located in an
R-Residential zoning district.
4. Certifications or Permits for Farm Animals. The Logistics Plan shall
set forth the quantity and type of animals that will be on display during
the Spooktacular Event. The Foundation will provide to the City copies
of any and all certifications, permits, or approvals required by any
agency having jurisdiction relating to the temporary housing of farm
animals during the Spooktacular Event.
5. Coordination with and Notice to Neighborhood. Because Elawa Farm
is located within a residential neighborhood, the Foundation shall set
forth as part of the Logistics Plan the plan for coordinating with and
notifying the neighborhood residents on the Event.
c. Compliance with Approved Logistics Plan. The Foundation shall be
required to comply with the terms and conditions set forth in the approved Logistics Plan
for each and every element of the Logistics Plan. To the extent that the Foundation fails
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to do so, each such violation shall be deemed a violation of the City Code of the City and
shall be punishable by a fine of not more than $750.00 for each such violation.
d. Coordination with Wildlife Discovery Center and Lake County Forest
Preserve District. Because Elawa Farm shares certain facilities with the Wildlife
Discovery Center and the Lake County Forest Preserve District, the Foundation shall
coordinate the events relating to the Spooktacular Event (including without limitation set-
up and take-down) with the Wildlife Discovery Center and the Lake County Forest
Preserve District and demonstrate to the City Manager that the events relating to the
Spooktacular Event will not unreasonably interfere with or otherwise violate the
obligations of the City with respect to the Wildlife Discovery Center and the Lake County
Forest Preserve District.
e. Continued Effect. Except for the authorization to conduct the
Spooktacular Event with a Petting Zoo on October 28, 2017, all City Ordinances and
provisions within the SUP Ordinance shall remain in full force and effect.
f. Not a Precedent. The authorization of the Spooktacular Event and the
Petting Zoo is intended to provide a unique and temporary exception to the general
requirements of the City Code regarding the keeping of farm animals within the City and
shall not be deemed a precedent for: (i) any other special events that do not comply with
the City Code or the SUP Ordinance; (ii) any other exceptions to the requirements of the
City Code or the SUP Ordinance; or (iii) the keeping of farm animals at Elawa Farm at
any other times or under any other circumstances.
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.
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Passed this ____ day of _____, 2017
AYES:
NAYS:
ABSENT:
ABSTAIN:
Approved this _____ day of ____, 2017
Mayor
ATTEST:
City Clerk
69
We envision a 7-stage progression that repeats itself for each new service area.
1. Preliminary Service Meeting – UIC and Collaborative meet to identify key challenges and
decisions facing municipalities in a given service area. What are they uncertain about and where
would individual and comparative data help them better choose a course of action, become more
efficient, etc? What are their goals in a given area?
2. Best Practices Report – Based on initial meeting, UIC will prepare a report that details
commonly used measures and metrics in a given service area and provide case studies of best
practices or success stories.
3. Measure Selection Meeting – Given knowledge of challenges, goals, and potential measures,
UIC and Collaborative will work together to define the specific metrics that are most appropriate
to collect. Need to balance usefulness of measure with cost of collecting.
4. Data Collection
70
5. Data Cleaning and Validating – Once data is collected, UIC will clean, format, and validate the
data. Aspects of this process will be influenced by choice of software.
6. Data Analysis – Based on Collaborative needs, UIC will provide specific analyses and
visualizations of the data. What drives variation in performance across the municipalities?
Which practices could be adopted? Analysis may include qualitative interviews with experts and
frontline workers to better understand the service delivery processes.
7. Reflection and Feedback Meeting – UIC and Collaborative meet to discuss and interpret the
findings. This is the opportunity to turn the benchmarking data into actionable information. This
meeting will also assess whether the metrics captured need to be tweaked, updated, changed,
etc...for the following year. All metrics for each service area should be revisited at this meeting.
71
Enclosed please find a copy of your Customer Work Agreement.
To ensure prompt processing of your agreement please do the following:
Review, sign and date the Customer Work Agreement.
Return the signed copy of the agreement and payment of $20,546.36 in the enclosed envelope, to
my attention.
Work cannot proceed until we have received the signed document with your remittance and a call to
1-866-NEW-ELEC (1-866-639-3532) letting us know your electrician has completed work and passed
required municipal government inspections. Upon approval by our Company, one copy of the document
will be returned to you for your records.
If this contract is not returned within 30 days, it will be cancelled.
You may make payments on the ComEd website or by phone. A $2.50 Bill Matrix, Inc. convenience fee
will apply to each electronic payment transaction.
By Internet go to: https://paymentscomed.billmatrix.com/
(for payments of $5,000 or less for Credit/Debit)
(for payments of $90,000 or less for eCheck)
Or
By Phone, Call (English & Spanish)
1-800-334-7661 (for all payments of $5,000 or less: Credit, Debit and eCheck)
1-800-588-9477 (for all payments of $5,000 or less: Credit, Debit and eCheck)
Or
By Customer Service Representatives
1-800-334-7661 (for payments of $5,000 or less for Credit/Debit)
1-800-334-7661 (for payments of $90,000 or less for eCheck)
If you have any questions concerning this contract please contact your Field Representative.
Date: 08/29/2017
LIBERTYVILLE OFFICE
1500 FRANKLIN BOULEVARD
LIBERTYVILLE, ILLINOIS 60048
CITY OF LAKE FOREST
CTY LKFOREST, PAVIL
ORDINANCE CONSIDERATION, 800 N FIELD DR
LAKE FOREST, IL 60045
847-816-5567
For Electrical Service To:
501 N FORESTPK PAV
LAKE FOREST, IL
Sincerely,
Enclosures KARL VIERTHALER
DESIGN CONSTRUCTION CONSULTANT
847-816-5567
72
CUSTOMER WORK AGREEMENT
CWA#: NF170786 R:0000 PL#: 406341
Date: 08/29/2017
CITY OF LAKE FOREST ("Customer") and ComEd ("Company") agree that the Company will furnish at the Customer's expense
the labor and materials necessary to do the work for the Customer on or adjacent to the Customer's premises at 501 N
FORESTPK PAV, LAKE FOREST, IL 00000, described below.
CUSTOMER WORK AGREEMENT - RELOCATION FOR GRADE LOWERING REIMBURSIBLE RELOCATION FOR CITY
LOWERING GRADE APPROX 10'. COMED TO DISCONNECT EXISTING CABLE AND LEAVE SERVICE DE-ENERGIZED WHILE
CUSTOMER CUTS GRADE AND INSTALLS A NEW CONDUIT. NOT A PI RELOCATION UNDER FRANCHISE AGREEMENT AS
THIS IS A PRIVATE RD.
CHARGES FOR REQUESTED INSTALLATION $20,546.36
The Customer agrees to pay to the Company the sum of $20,546.36, payment in full due prior to beginning of Company work.
The charges listed in this contract are for performing the work identified herein under normal field conditions. If abnormal field
conditions are encountered and additional labor and materials are required to complete the work, or if the scope of work is
altered, ComEd reserves the right to collect, and the owner agrees to pay, additional money to cover the increased costs.
The sketch, if any, attached hereto is hereby made a part of this Agreement and expressly designates ownership of the facilities
refered to.
The Total Customer Charge reflects the scope of work described in this Customer Work Agreement that will be performed by
the Company. This does not include charges for the relocation or removal of equipment owned by others, such as cable
television or communication companies, that are attached to the Company's poles. It is the Customer's responsibility to
contact these other companies to schedule the relocation or removal of their equipment from the poles. These companies
will bill the Customer separately for the work they must perform.
Work will be done during the Company's regular working hours, unless otherwise specified.
This Agreement shall be void if not accepted by the Customer within thirty days from date submited.
Transformers and metering equipment installed in conjunction with this work, shall in all cases, remain the property of the
Company.
In the event the work covered by this Agreement cannot be completed within one year from the above date as a result of delays
on the part of the Customer or because the Company has been denied access to the premises, the charge to the Customer
shall be recomputed based on the level of costs prevailing at the time of completion of the work as stipulated in the Company's
General Company Order No. 25.
This agreement is subject to the provisions of the Company's Schedule of Rates and Information and Requirements for Electric
Services as on file with the Illinois Commerce Commision.
TOTAL CUSTOMER CHARGE $20,546.36
Mail Bills To:
Payment Stamp
Work Task Number: 1461031301
Account Number: 0095711005
Official CapacityPrint Name
Print NameSignatureAccepted By
SignatureAccepted BySubmitted By
FOR APPLICANT:FOR THE COMPANY:
KARL VIERTHALER
CITY OF LAKE FOREST
CTY LKFOREST, PAVIL
ORDINANCE CONSIDERATION, 800 N FIELD DR
LAKE FOREST, IL 60045 73
Name
Service Address
City, State
Wire/ACHType of Payment
Submitted by
Group
Agreement Date
Phone Number
Check
: 08/29/2017
: 847-816-5567
: KARL VIERTHALER
:
: CITY OF LAKE FOREST
: 501 N FORESTPK PAV
: LAKE FOREST, IL
CWA Payment
C.W.A. #: NF170786
CIMS Account #Work Order Task #Total
$20,546.36 0095711005 1461031301
74
Karl Vierthaler
Lake Rd, Lake Forest
Lower Cbl for Grade Change
NF170786406341
08/24/17 75