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CITY COUNCIL 2017/11/06 MinutesThe City of Lake Forest CITY COUNCIL Proceedings of the Monday, November 6, 2017 City Council Meeting - City Council Chambers CALL TO ORDER AND ROLL CALL: Honorable Mayor Lansing called the meeting to order at 6:30pm, and City Clerk Margaret Boyer called the roll of Council members. Present: Honorable Mayor Lansing, Alderman Beidler, Alderman Morris, Alderman Newman, Alderman Rummel, Alderman Tack, Alderman Moreno and Alderman Buschmann. Absent: Alderman Reisenberg Also present were: Robert Kiely Jr., City Manager; Catherine Czerniak, Director of Community Development, Elizabeth Holleb, Director of Finance; Susan Banks, Communication Manager; Victor Filippini, City Attorney; Michael Thomas, Director of Public Works; Pete Siebert, Fire Chief; Sally Swarthout, Director of Parks & Recreation; Mike Strong, Assistant to the City Manager along with other members of City Staff. There were approximately 30 persons present in the Council Chamber. CALL TO ORDER AND ROLL CALL 6:30pm PLEDGE OF ALLEGIANCE was recited by all those present in the Chamber. REPORTS OF CITY OFFICERS COMMENTS BY MAYOR A. Swear in Police Officer Steven Sheets Mayor Lansing administered the Oath of Office to Steven Sheets, Chief Karl Walldorf gave a brief overview of Officers Sheets background. Photos were taken. Mayor Lansing reported that for more than twenty years, the City of Lake Forest has been seeking improved service for West Lake Forest in the form of improved Metra service, and for West Lake Forest to become a 4th stop on the Amtrak daily Hiawatha service- the first one and only in Lake County between Chicago and Milwaukee. While measured in millimeters at times, tangible progress is being made in form of support from relevant, State, Federal and Local agencies. He stated that The City of Lake Forest, along with other agencies, are in the grant seeking phase for funding the Pedestrian Underpass and Universal Crossover switch, which are Amtrak and Metra requirements. As part of this work, the City received a study of market demand for West Lake Forest Amtrak Passenger rail service from Joseph P. Schwieterman, Ph.D. at DePaul University that identifies substantial demand for service. This study and other documents pertaining to passenger service are available on the City’s website. COMMENTS BY CITY MANAGER A. Community Spotlight -Kinderhaven - Dr. Penny Robbins, Director Preschool Academy City Manager Robert Kiely introduced Sally Swarthout, Director of Parks & Recreation, who provided a brief overview of Kinderhaven Preschool and introduced Dr. Penny Robbins. Dr. Robbins shared a video and gave Proceedings of the Monday, November 6, 2017 Regular City Council Meeting- a description of the approach and curriculum, which is influenced by Emilia Reggio. The curriculum includes short and long term projects that are inspired by the children’s interests, knowledge of early childhood development and topics that are generally of interest to children. C. Public Works 101 - Michael Thomas, Director of Public Works City Manager Robert Kiely introduced Michael Thomas, Director of Public Works. Mr. Thomas gave an overview that included the City’s water usage with recent rainfall totals, an update on the water plant project, the snow plan, including the overall approach to meet resident expectation, snow hauling, salt, salt storage and the salting policy. COMMENTS BY CITY CCOUNCIL MEMBERS AUDIT COMMITTEE REPORT 1. Audit Committee Report-Fiscal Year 2017 Annual Financial Report Mayor Lansing announced that Don O’Callaghan, Audit Committee Chairman, will be retiring from the Audit Committee and he thanked him for his service. Chairman O’Callaghan reported on the duties of the Audit Committee and that it has met four times in the past year. He stated that the Comprehensive Annual Financial Report (CAFR) for the fiscal year ending April 30, 2017 was provided to the City Council and this document has been reviewed by Baker Tilly Virchow Krause, the City’s independent audit firm, which has been accepted by the Audit Committee. Mr. O’Callaghan reviewed some of the financial highlights of the CAFR. He also reported that the City has received an unmodified opinion on its Fiscal Year 2017 financial statements. Chairman O’Callaghan reported the City has been awarded the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association for thirty-eight consecutive years. This year’s report will once again be submitted to GFOA for consideration of this award. His last act as Chairman will be to compliment City Staff to include Finance Director Elizabeth Holleb and Assistant Finance Director Diane Hall for all their work. Mayor Lansing thanked City Staff and the Audit Committee. Finance Committee Chair Jed Morris thanked Mr. O’Callaghan and the Audit Committee for their critical expertise that is vital to the Community. Mayor Lansing asked if there was anyone from the public who would like to comment. Seeing none he asked for a motion. COUNCIL ACTION: Receipt of the audit report for the fiscal year ended April 30, 2017 Alderman Morris made a motion to accept the Audit Report for the fiscal year ended April 30, 2017, seconded by Alderman Rummel. Motion carried unanimously by voice vote. FINANCE COMMITTEE REPORT 1. Distinguished Budget Presentation Award Mayor Lansing introduced James Morris, Finance Committee Chairman. Chairman Morris reported the City of Lake Forest has been awarded the Government Finance Officers Association (GFOA) Distinguished Budget Proceedings of the Monday, November 6, 2017 Regular City Council Meeting- Presentation Award for the fiscal year 2018 budget document. The award has been granted to the City for the 2nd consecutive year. The Distinguished Budget Presentation Award is the highest form of recognition in governmental budgeting, and its attainment is a significant accomplishment by a government and its management. Chairman Morris stated that in an October 12 news release, the GFOA states that “In order to receive the budget award, the entity had to satisfy nationally recognized guidelines for effective budget presentation. These guidelines are designed to assess how well an entity’s budget serves as a policy document, a financial plan, an operations guide and a communications device.” For budgets beginning in 2016, only 1,612 units of government received the award nationally, which is 1.8% of the 89,000 units of government in the United States. The GFOA is a nonprofit professional association serving more than 19,000 elected and appointed government finance professionals in the United States and Canada. In addition to the Budget Award, a Certificate of Recognition for Budget Presentation is presented by the GFOA to the individual designated as instrumental in their government unit’s achievement of the award. Chairman Morris presented the award to Elizabeth Holleb, Finance and IT Director, for leading the efforts in making the required changes to the City’s budget document to meet the stringent requirements of the GFOA budget awards program. Chairman Morris reported that in his recent research on municipal finances he came across comments that are relevant for this occasion: “ it is important to improve basic municipal financial capacity, ranging from accounting rules to capital investment plans, financial sustainability ratios and to rules and polices for revenues and expenditures. Improving municipal financial management from top to bottom can have demonstrable benefits for a community. Understanding accounting principles, having capital investment plans and setting up appropriate electronic government systems can have significant results. Support should also be given to ensure accounting staff has technical knowledge of our complex municipal financial instruments to include bonds, credit ratings, loans and alternative financing.” Chairman Morris stated that that is exactly what Director Holleb and her Staff are doing for the City and that their effectiveness and efficiency led to the award. 2. Tax Levy Estimate Determination of Non-Binding Estimate of the Amount of Revenue to be generated from Property Taxes for the 2017 Calendar Year in Accordance with the Truth in Taxation Statute and Establishment of a Public Hearing Date for the 2017 Tax Levy (if required) Elizabeth Holleb, Finance Director, reported that this is a non-binding estimate of the amount of revenue to be generated from property taxes in calendar year 2017 and setting of a public hearing date if this estimate exceeds 105% of the prior year’s tax extension in accordance with State Statutes. Ms. Holleb reported that at the June 19 City Council workshop, the City Council saw a presentation by an independent actuary regarding police and fire pension actuarial valuations, and the Council agreed to accept the recommendation regarding mortality and salary increase assumptions. Again at its Sept 18 workshop the Council gave direction to the independent Actuary to change payroll growth assumption from 5.5% to 2.0% for 4/30/17 police and fire actuarial valuations. Lastly, the Council had preliminary discussion at the Finance Committee on October 16. Ms. Holleb reported under the Truth in Taxation Act, the City Council is required to determine the estimated amount of money to be raised by taxation twenty (20) days prior to the adoption of the annual tax levy. The amount determined is an estimate, and may be increased or decreased under the statute, provided that any increase does not exceed 105% of the prior year’s tax extension without the required notice and public hearing. This estimate is preliminary and initiates the public process for the 2017 tax levy by establishing an estimated amount from which staff can prepare a proposed levy ordinance. A discussion regarding the 2017 tax levy is scheduled for the November 13 Finance Committee budget workshop. The tax levy ordinance will be considered by the City Council on November 20 and again on December 4, 2017. Proceedings of the Monday, November 6, 2017 Regular City Council Meeting- The City Council conducted workshops in June and September to consider recommendations for the police and fire pension funds from the City’s independent actuary. In an effort to mitigate the contribution increases of 8-9% per year projected to continue indefinitely, the City Council elected to alter actuarial assumptions for both plans. The actuarial assumption adjustments necessitate an increase in funding for Fiscal Year 2019, but will allow for a more modest annual adjustment to these costs. The City Council will consider alternate means to fund the increased contributions at its Finance Committee budget workshop on November 13. For purposes of the estimate considered for approval on November 6, it has been assumed that the increased contributions will be funded entirely by the tax levy to make the most conservative estimate. The 2017 property tax levy estimate, as considered by the Finance Committee on October 16, is as follows: Levy 2016 Extended 2017 Levy Estimate % Increase (Decr.) Aggregate Levy $ 28,540,894 $ 30,066,290 5.34% Debt Service Levy 1,429,804 1,521,588 6.42% TOTAL LEVY $ 29,970,698 $ 31,587,878 5.40% The increase in the aggregate levy is comprised primarily of the following: • 2.10% overall increase in compliance with the tax cap applicable to 2017 levies under the Property Tax Extension Limitation Law (PTELL), • an increase due to new construction as estimated by the Lake County Assessor’s Office, and • an increase in funding requirements for police and fire pension. The total levy as estimated above would result in a projected $154 (4.72%) increase in the tax bill of an average home ($800,000 market value). A public hearing would be required under the Truth in Taxation Act. The City Council had discussion on debt service, pension, and the potential property tax freeze for Cook and collar County’s. Finance Committee Chairman Morris created a slide as a precursor to the City Council Workshop that looks at Strategic Risk Discussion. Mayor Lansing asked if there was anyone from the public who would like to comment on the topic. Seeing none, he asked for a motion. COUNCIL ACTION: Determination of an Estimate of the Amount of Revenue to be generated from Property Taxes for the 2017 Calendar Year and establishment of December 4, 2017 as a public hearing date (if required) in Accordance with the Truth in Taxation Statute Alderman Buschmann made a motion to accept the determination of an Estimate of the Amount of Revenue to be generated from Property Taxes for the 2017 Calendar Year and establishment of December 4, 2017 as a public hearing date (if required) in Accordance with the Truth in Taxation Statute, seconded by Alderman Beidler. The following voted “Aye”: Aldermen Beidler, Morris, Newman, Rummel, Tack, Moreno and Buschmann. The following voted “Nay”: None. 7- Ayes, 0 Nays, motion carried. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS None. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the October 16, 2017 City Council Meeting Minutes Proceedings of the Monday, November 6, 2017 Regular City Council Meeting- 2. Check Register for Period September 23-October 27, 2017 3. Approval of Contract with Direct Response Resources for Vehicle, Pet and Parking Licenses/Permits 4. Approval of Resolutions Authorizing the Submission of Grant Applications between The City of Lake Forest and the Illinois Department of Transportation for Grant Funding through the Illinois Transportation Enhancement Program (“ITEP”) 5. Consideration of a Resolution Ratifying the Execution of a Stormwater and Landscaping Easement Agreement with the Catholic Bishop of Chicago for Work in the Ravine between Lake Forest Cemetery and Saint Mary’s Cemetery 6. Award of Bid for Lake Forest Cemetery Ravine Restoration Project 7. Approval of a Contract for Corrective Work for the Everett Park Path Replacement Project 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 #3, #4 and #7. None of the items were removed. Mayor Lansing asked for a motion to approve the seven Omnibus items as presented. Alderman Rummel made a motion to approve the seven omnibus items as presented, seconded by Alderman Beidler. The following voted “Aye”: Aldermen Beidler, Morris, Newman, Rummel, Tack, Moreno and Buschmann. The following voted “Nay”: None. 7- 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. ORDINANCES NEW BUSINESS ADDITIONAL ITEMS FOR COUNCIL DISCUSSION Mayor Lansing reported there will be no further business following executive session and asked for a motion. EXECUTIVE SESSION 1. EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c), (5), The City Council will be discussing the consideration of Land Acquisition and 5ILCS 120/2 (c), (6), The City Council will be discussing the disposition of property and the consideration for the sale or lease of property owned by the Public Body. Alderman Moreno made a motion to adjourn into executive session pursuant to 5ILCS 120/2 (c), (5), The City Council will be discussing the consideration of Land Acquisition and 5ILCS 120/2 (c), (6), The City Council will be discussing the disposition of property and the consideration for the sale or lease of property owned Proceedings of the Monday, November 6, 2017 Regular City Council Meeting- by the Public Body, seconded by Alderman Tack. The following voted “Aye”: Aldermen Beidler, Morris, Newman, Rummel, Tack, Moreno and Buschmann. The following voted “Nay”: None. 7- Ayes, 0 Nays, motion carried. Adjournment into Executive Session at 7:57 pm RECONVENE INTO REGULAR SESSION at 9:43 pm ADJOURNMENT There being no further business. Alderman Tack made a motion to adjourn, seconded by Alderman Newman. Motion carried unanimously by voice vote at 9:44p.m. Respectfully Submitted Margaret Boyer, 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.