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CITY COUNCIL 2018/07/16 AgendaTHE CITY OF LAKE FOREST CITY COUNCIL AGENDA Monday, July 16, 2018 City Hall Council Chambers 220 E Deerpath, Lake Forest Honorable Mayor, Robert Lansing Prudence R. Beidler, Alderman First Ward Jack Reisenberg, Alderman Third Ward James E. Morris, Alderman First Ward James Preschlack, 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 immediately following the Finance Committee Meeting PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 1. COMMENTS BY MAYOR A. Approval of a Contract with GovHR USA to Perform City Manager Recruitment Search PRESENTED BY: Mayor Lansing STAFF CONTACT: DeSha Kalmar, Director of Human Resources, 847-810-3530 PURPOSE AND ACTION REQUESTED: In the July 2, 2018, Executive Session of the PCA Committee meeting, City Manager Robert Kiely informed the Committee of his intent to retire effective January 30, 2019. At that time, Heidi Voorhees, President of executive recruitment firm GovHR USA, presented a proposal to conduct the search for the City Manager’s replacement. The PCA Committee recommended GovHR USA to the full City Council in their July 2, 2018 Executive Session. Ms. Voorhees attended to present her proposal and to respond to questions from the City Council. BACKGROUND/DISCUSSION: GovHR USA is a premiere executive search firm that focuses solely on the public sector and is located locally in Northbrook. Ms. Voorhees has been involved with a number of department head searches for The City of Lake Forest through the years. The proposal includes a thorough and customized process for developing the job profile and recruitment brochure, includes active recruitment and candidate screening, and assistance with the interview and hiring process. An anticipated timeline for the City’s search is noted: • July 16 – August 17: Prepare Recruitment Profile • August 20 – September 28: Solicit Applications 1 Monday, July 16, 2018 City Council Agenda • September 24 – October 19: GovHR reviews applications • Week of October 22: PCA/Selection Committee narrows list to 4-6 candidates • Week of November 12: City Council Interviews and Staff assessments with 4-6 candidates • Week of December 3: City Council second round of interviews with Finalists • December 17: Special City Council meeting to appoint new City Manager • January 28, 2019: New City Manager First Day • January 30: Bob Kiely Retires PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments City Council 7/2/18 Executive Session PCA committee 7/2/18 Executive Session BUDGET/FISCAL IMPACT: Has competitive pricing been obtained for proposed goods/services? No If no, indicate the specific waiver requested: Administrative Directive 3-5, Section 9.0A – specially authorized waiver (2/3 vote). Summary of Costs Price Recruitment Fee $14,000 Recruitment Expenses: (not to exceed) • Expenses include consultant travel, postage/shipping, telephone, support services, candidate due diligence efforts, copying, etc. $2,500 Advertising: *Advertising costs over $2,500 will be placed only with client approval. If less than $2,500, client is billed only for actual cost. $2,500* Total: **This fee does not include travel and accommodations for candidates interviewed. Recruitment brochures are produced as electronic files. Printed brochures can be provided, if requested, for an additional cost of $900. $19,000** Beginning on page 26 of your packet is the GovHR USA proposal. Below is an estimated summary of Project budget: FY2019 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N City Council Contingency Account 101-1101-411-84-95 $ 110,000 $ 19,000** Y 2 Monday, July 16, 2018 City Council Agenda COUNCIL ACTION: Approval of a Contract with GovHR USA to Perform City Manager Search. B. 2018-2019 Board and Commission Appointments/Reappointments ZONING BOARD OF APPEALS NAME OF MEMBER APPOINT/REAPPOINT WARD Mark Pasquesi Appoint as Chair 4 A copy of the volunteer profile sheet can be found on page 36. COUNCIL ACTION: Approve the Mayors Appointment 2. COMMENTS BY CITY MANAGER A. Request for Approval of a Special Event Permit for “Lake Forest Uncorked – A Celebration of Sips, Nibbles, Music and Community”, a Fundraising Event to be Hosted by the Lake Forest/Lake Bluff Chamber of Commerce on Friday, September 14, 2018 PRESENTED BY: Joanna Rolek, Executive Director, Lake Forest Lake Bluff Chamber of Commerce PURPOSE AND ACTION REQUESTED: The Lake Forest/Lake Bluff Chamber of Commerce, (the “Chamber”) requests a Special Event Permit and liquor license for a fund raising event to benefit the Chamber. BACKGROUND AND DISCUSSION: The event, titled, “Lake Forest Uncorked - A Celebration of Sips, Nibbles, Music & Community” will offer wine tasting and the opportunity for community members and visitors to socialize in one of the community’s newest gathering spaces, the North Alley at Market Square. The event is planned for Friday, September 14, 2018, from 5:30 p.m. to 7:30 p.m. As noted above, the event is being planned and hosted by the Chamber of Commerce, in collaboration with the owners and management of Market Square. Proceeds from the event will benefit the Chamber whose mission is to support the vitality of our local businesses and the City’s business districts. The event is a ticketed event with tickets available in advance on the Chamber website. Attendance will be capped at 250 people. Proof of legal age will be required when attendees enter the event area and wrist bands and souvenir glasses will be issued to attendees. Attendees will have the opportunity to enjoy 2 ounce tastings of a variety of wines and sample food offered by local businesses at a series of open canopies that will be set up within the event area. Small scale entertainment will be staged within the event area. The event will primarily take place on private property, the North Alley of Market Square and in the parking lot of Lake Forest Bank and Trust. As proposed, a portion of Bank Lane, near the North Alley, will be closed for safety and to allow for overflow from the event. City Public Works crews will provide the barricades. Market Square will remain open and businesses in the area will be accessible. A copy of the preliminary site plan is included in the Council 3 Monday, July 16, 2018 City Council Agenda packet on page 37. No additional City services are requested to support the event, other than the barricades. Based on the scale of the event and anticipated attendance, the event is considered a “Class A” Special Event, per Administrative Directive 1-17. City Council approval of the event and liquor license is required. In conjunction with discussions about this event, the Chamber, with encouragement from City staff, is working to plan community events, of various types, in other areas in the City’s business districts including events in or near the Settlers’ Square Business District and on Western Avenue, at the north end of the Central Business District. As details of those events become available, the Chamber will share information with the City Council and community. BUDGET/FISCAL IMPACT: The Chamber, as a not for profit entity, is requesting a waiver of all associated fees including the special event permit fee, liquor license and cost of Public Works support for the event. The estimated amount of the fees waived is $140.00. COUNCIL ACTION: Approve a Special Event Permit and Liquor License as requested by the Chamber to support “Lake Forest Uncorked- A Celebration of Sips, Nibbles, Music & Community”, to be held on Friday, September 14, 2018. 3. COMMITTEE REPORTS FINANCE COMMITTEE 1. GFOA Award Presentation PRESENTED BY: Alderman Jed Morris, Chairman of the Finance Committee The City recently received notification that it has once again been awarded the Government Finance Officers Association Certificate of Achievement for Excellence in Financial Reporting for its FY17 comprehensive annual financial report. The Certificate of Achievement is the highest form of recognition in the area of governmental accounting and financial reporting, and its attainment is a significant accomplishment by a government and its management. In a GFOA news release, it is noted that “The City’s CAFR has been judged by an impartial panel to meet the high standards of the program including demonstrating a constructive spirit of full disclosure to clearly communicate its financial story and motivate potential users and user groups to read the CAFR.” The GFOA is a nonprofit professional association serving more than 19,000 government finance professionals in the United States and Canada. The City has received this prestigious award for the 39th consecutive year. In addition to the Certificate of Achievement, an Award of Financial Reporting Achievement is presented by the GFOA to the individual designated as instrumental in their government unit’s achievement of the Certificate. I am pleased to present this award to Diane Hall, 4 Monday, July 16, 2018 City Council Agenda Assistant Finance Director, who serves as the primary liaison to the City’s independent audit firm, coordinating the annual audit process and preparation of the City’s CAFR. ***PUBLIC HEARING ON THE CITY’S ANNUAL APPROPRIATION ORDINANCE*** Open Public Hearing Mayor Lansing Close Public Hearing 2. Consideration of the Annual Appropriation Ordinance for FY2019 and Approval of Rollovers (Final Reading – Public Hearing Required) PRESENTED BY: Elizabeth Holleb, Finance Director (847) 810-3612 PURPOSE AND ACTION REQUESTED: Staff requests conducting a public hearing and approving the final reading of the ordinance and the rollovers. BACKGROUND/DISCUSSION: While the annual municipal budget represents the City’s financial “plan” for expenditures over the course of the fiscal year, the annual Appropriation Ordinance is the formal legal mechanism by which the City Council authorizes the actual expenditures of funds budgeted in the annual budget. It appropriates specific sums of money by object and purpose of expenditures. State statutes require the passage of an Appropriation Ordinance by the end of July, which must be filed with the County Clerk within 30 days of approval. There are some differences between the budget and Appropriation Ordinance. The Appropriation Ordinance includes the Library, which was not included in the budget approved at the May 7, 2018 City Council meeting. The Library expenses are approved by the Library Board. Debt service payments are included in the budget, but are excluded from the Appropriation Ordinance. The ordinances approving the debt issues serve as the legal authorization for these annual expenditures. The Appropriation Ordinance provides for a 10% “contingency” above the budgeted expenditures. Each separate fund includes an item labeled “contingency” with an appropriate sum equivalent to 10% of the total funds budgeted. This practice has been followed for more than thirty years and has worked very efficiently, while still providing for complete City Council control over budgeted expenditures. It is important to note that the City Council and City staff follows the adopted budget as its spending guideline, not the Appropriation Ordinance. Without the contingency, the City Council would have to pass further modifications to the Appropriation Ordinance to cover any unforeseen expenditures exceeding the budget. In addition, in order to provide more accurate and efficient accounting and budgeting of City funds, an annual rollover of funds is required. This eliminates both under and over budgeting of funds in the new fiscal year and is a widely used standard practice for most municipal 5 Monday, July 16, 2018 City Council Agenda governments. The items on the attached rollover list (page 38) consist of projects that were appropriated in FY2018 and will not be completed until FY2019. School District 67 does not recognize the Appropriation Ordinance in their budgeting or auditing standards. However, due to the fact they are a special charter district, their budget must be included in the City’s Appropriation Ordinance. School District 67 numbers are estimates and subject to change. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments City Council 6/18/18 First Reading of the appropriations ordinance and rollovers granted City Council 5/7/18 Adoption of the FY19 Comprehensive Fiscal Plan. BUDGET/FISCAL IMPACT: The attached Appropriation Ordinance Worksheet (page 40) demonstrates the reconciliation of the Adopted Budget to the Appropriation Ordinance by fund. COUNCIL ACTION: Conduct a public hearing on the City’s FY2019 Annual Appropriation Ordinance. Upon closing the public hearing, it is recommended that the City Council consider approval of the final reading of the Ordinance (page 41) and the rollovers. A copy of the ordinance is available for review by the public in the City Clerk’s office. PUBLIC WORKS 1. Approval of Agreements for a Design / Build Approach to Repair the Ravine and Bluff Failure Adjacent to the North Beach Access Road STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540) PURPOSE AND ACTION REQUESTED: Staff is requesting City Council’s approval of agreements for a design / build approach to repair both the ravine and bluff adjacent to the North Beach Access Road (NBAR hereafter). The ravine repair has a design completed and is budgeted in the current fiscal year’s capital plan. The bluff failure, which occurred on June 27th, does not have a design nor is budgeted in FY 2019. BACKGROUND/DISCUSSION: During fiscal year 2019, City staff had planned to perform repairs in the ravine adjacent to the NBAR. On March 20, 2017, City Council approved an agreement with AECOM to provide a final design and specifications for the ravine’s repair. Heavy rains in July, 2017 caused additional damage to the ravine and began to undermine the roadway’s curb and gutter. For the additional design services and modifications that were needed for the final plans, City Council approved a change order for AECOM on August 7, 2017. The design progressed over the winter and spring months and permit 6 Monday, July 16, 2018 City Council Agenda applications were submitted to both Lake County Storm Water Management Commission (LCSWMC hereafter) and the Army Corps. of Engineers. To date, the City has received LCSWMC’s permit and is anticipating receiving Army Corps. of Engineer’s permit by late July. At approximately 5:45 p.m. on Wednesday, June 27th, staff was notified by both the Police and Fire Departments that a significant bluff failure had occurred adjacent to the NBAR. Thankfully no one was injured and no private property (e.g. cars) were damaged. The total failure removed an area approximately sixty feet wide from Forest Park’s table land down to the roadway below. The failure was due to over saturation from the rains in May and June and a very heavy rainfall the night before. At the July 2, 2018 City Council meeting, staff requested City Council’s approval to request from the engineering firm AECOM and the construction firm John Keno & Company, a total cost for design / build services for the repair of both the ravine and bluff failures. As defined by the Design / Build Institute of America, a design/build approach is “the designer and contractor working together from the beginning, as a team, providing unified project recommendations to fit the City’s schedule and budget. Any changes are addressed by the entire team, leading to collaborative problem-solving and innovation, not excuses or blame- shifting. While single-source contracting is the fundamental difference between design-build and the traditional design-bid, equally important is the culture of collaboration and value engineering inherent in the design-build process”. Not knowing if and when additional bluff failures could occur in the immediate area, addressing the problem in a timely manner is crucial. As was noted at the July 2, 2018 City Council meeting, staff recommended the use of both AECOM and John Keno & Company for their expertise in ravine and bluff repairs. Both have completed significant projects together (both private and public) from Lake Bluff to Hammond, Indiana. Staff from both AECOM and John Keno & Company have been working since the morning of July 3rd to develop a cost to repair both areas. City staff have been working with both companies on a regular basis and site visits have occurred almost daily since July 3rd. The collaboration to address constructability issues, development of creative approaches, and value engineering from both companies has been significant. Staff and representatives from both AECOM and John Keno & Company met with members of the Forest Park Preservation Board on the morning of July 10th to view both the ravine and bluff and to discuss the proposed solutions. As was noted previously, the ravine project, although large in scope, has been approved by the regulatory agencies and has minimal impact on Forest Park itself. The solution however for the bluff failure has a dramatic impact on the most northerly area of Forest Park’s table land; an area with a large and significant oak and hickory woodland. To adequately re-grade the bluff failure so that it remains stable, a 2:1 slope needs to be created (similar to what was performed at the South Beach Access Road). In order to achieve a 2:1 slope, 25+ feet of table land from the edge of the failure needs to be removed. In addition to the 25+ feet, an area needs to be created for the backhoe and bulldozer to re-grade and load the multiple semi-trucks to haul away material. The Forest Park Preservation Board asked if an alternate design was available to reduce impact on the table land. AECOM and John Keno & Company investigated the installation of a thirteen foot tall soldier pile wall. Installing such a wall with its required tiebacks would cost in excess of an additional $500,000 and possibly save 20+ feet of table land. Recognizing that addressing time and safety concerns are the basis for the design/build approach, staff directed both companies to continue to pursue the original plan of re- 7 Monday, July 16, 2018 City Council Agenda grading the bluff to a 2:1 slope. Minimizing any impact to the table land has been stressed to both companies as the repair solution continues to be refined. If approved by City Council this evening, staff will continue to work with AECOM, John Keno & Company, and members of the Forest Park Preservation Board to develop any and all solutions for transplanting trees and minimizing removals. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments City Council 7/2/2018 Recommend Pursuing Design/Build Approach for Ravine & Bluff Repairs Public Works Committee 12/13/2017 NBAR Design Update Provided to Committee City Council 8/7/2017 Approval of NBAR Design Change Order City Council 7/17/2017 Staff Provided Review of July 12th Storm & Impacts on NBAR City Council 3/20/2017 Approval of NBAR Design Agreement and Forest Park Monitoring Services with AECOM Public Works Committee 3/15/2017 Approval of Forest Park Monitoring Services Finance Committee 3/13/2017 Provided 3/1/2017 Forest Park Bluff Stability Evaluation BUDGET/FISCAL IMPACT: As previously noted, the design/build concept encompasses services from both an engineering and construction firm. Similar to all construction projects brought forth for City Council approval, a 10% contingency is being requested for any unforeseen engineering or construction issues. The following is a breakdown of the individual cost for each of the two company’s services. AECOM’s design services include mobilization, data collection, land surveying, geotechnical analysis, meetings, and quality assurance and control. AECOM’s construction services include pre-construction support, submittal reviews, field observations, project management, and on-site meetings. Beginning on page 52 of this agenda packet are AECOM’s three engineering proposals. The cost breakdown is as follows: Ravine Repair Construction Services $ 42,000 Bluff Failure Design Services $ 68,000 Bluff Failure Construction Services $ 42,000 AECOM TOTAL: $152,000 John Keno & Company’s construction services include all items on the ravine’s design and specifications. Additionally the bluff repair includes all equipment and material necessary to re-grade the slope. Both items include landscaping that was provided on the ravine drawings and basic seed and blanket for the bluff. Any additional landscape work to be noted by Clifford P. Miller, Inc. will need to budgeted and planted in FY ’20. Beginning on page 63 of this agenda packet is John Keno & Company’s repair proposal. The cost breakdown is as follows: 8 Monday, July 16, 2018 City Council Agenda Ravine Repair $ 788,900 Bluff Failure Repair $ 371,200 JOHN KENO & COMPANY TOTAL: $1,160,100 The total lump sum project cost is therefore as follows: AECOM $ 152,000 John Keno & Company, Inc. $1,160,100 Sub-Total $1,312,100 10% Contingency $ 131,210 PROJECT TOTAL $1,443,310 Broken down separately by the ravine and bluff repair, the totals are: Ravine Engineering & Construction $ 830,900 Bluff Engineering & Construction $ 481,200 10% Contingency $ 131,210 PROJECT TOTAL $1,443,310 For fiscal year 2019, $750,000 is budgeted for the repair of the ravine adjacent to the NBAR. As staff has previously noted, savings equating to $116,796 from both the FY ’18 South Beach Access Road and Ferry Hall Bridge projects have been requested to supplement the ravine project’s budget. Combining the budget and savings amount totals $866,796. To address the bluff failure, $576,514 is being recommended from fund balance reserves. This non-budgeted item would require a supplemental appropriation at the end of FY 2019 if needed. Has competitive pricing been obtained for proposed goods/services? No If no, indicate the specific waiver requested: Administrative Directive 3-5, Section 9.0C – Emergency Purchase ratification FY2019 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Fund $750,000 $750,000 Y FY 2018 Roll-Over $116,796 $116,796 Y Fund Balance Reserves $0 $576,514 N COUNCIL ACTION: Approval of agreements for a design / build approach to repair the ravine and bluff failure adjacent to the North Beach Access Road as follows: 1. Per Section 9.0C of the City’s Purchasing Directive (Emergency Purchase) approve an agreement with AECOM in the amount of $152,000 for design and construction services. 2. Per Section 9.0C of the City’s Purchasing Directive (Emergency Purchase) approve an agreement with John Keno & Company in the amount of $1,160,100 to repair the ravine and bluff adjacent to the North Beach Access Road. 9 Monday, July 16, 2018 City Council Agenda 3. Approval of a 10% contingency ($131,210) of the total project cost to be used for any unforeseen construction and/or additional engineering services during the project. 4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS 5. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the July 2, 2018 City Council Meeting Minutes A copy of the minutes can be found beginning on page 66. COUNCIL ACTION: Approval of the July 2, 2018 City Council Meeting Minutes. 2. Approval of the Check Register for Period of May 26 to July 6, 2018 STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612) BACKGROUND/DISCUSSION: City Code Section 38.02 sets forth payment procedures of the City. The Director of Finance is to prepare a monthly summary of all warrants to be drawn on the City treasury for the payment of all sums due from the City (including all warrants relating to payroll and invoice payments) by fund and shall prepare a detailed list of invoice payments which denotes the person to whom the warrant is payable. The warrant list detail of invoice payments shall be presented for review to the Chairperson of the City Council Finance Committee for review and recommendation. All items on the warrant list detail recommended for payment by the Finance Committee Chairperson shall be presented in summary form to the City Council for approval or ratification. Any member of the City Council shall, upon request to the City Manager or Director of Finance, receive a copy of the warrant list detail as recommended by the Finance Committee Chairperson. The City Council may approve the warrant list as so recommended by the Finance Committee Chairperson by a concurrence of the majority of the City Council as recorded through a roll call vote. The Council action requested is to ratify the payments as summarized below. The associated payroll and invoice payments have been released during the check register period noted. Following is the summary of warrants as recommended by the Finance Committee Chairperson: 10 Monday, July 16, 2018 City Council Agenda The invoice total designated “All other Funds” includes $889,255 for water and sewer capital improvements, $243,424 in the Laurel and Western Redevelopment Fund, and $150,000 from parks equipment reserve. COUNCIL ACTION: Approval of the Check Register for May 26 to July 6, 2018 3. Approval of a Resolution of Appreciation for Retiring Members of Boards and Commissions BOARD, COMMISSION OR COMMITTEE NAME OF MEMBER(S) Zoning Board of Appeals Chairman Louis Pickus A copy of the Resolution can be found on page 74. COUNCIL ACTION: Approval of a Resolution of Appreciation for Retiring Members of Boards and Commissions 4. Approval of the purchase of computer workstations, laptops, hybrid tablets, and rugged tablets for all City departments as budgeted in FY2019 Capital Plan STAFF CONTACT: Elizabeth Holleb, Director of Finance/IT (847-810-3612) PURPOSE AND ACTION REQUESTED: Staff requests approval to purchase 32 desktop computers, 7 laptops, 10 hybrid tablets, and 3 rugged tablets. The project is to replace computers based on a 5-year replacement cycle for workstations, laptops, and hybrid computers and a 3-year replacement cycle for iPads. BACKGROUND/DISCUSSION: The City has 32 desktop computers, 7 laptops, 10 hybrid and 3 rugged tablets recommended for replacement in FY2019. All desktops, laptops, and tablets are considered end of life (EOL) as they no longer have a warranty and most are starting to Fund Invoice Payroll Total General 705,594 1,723,224 2,428,818 Water & Sewer 242,464 205,794 448,258 Parks & Recreation 302,134 561,753 863,887 Capital Improvements 1,085,031 0 1,085,031 Motor Fuel Tax 0 0 0 Cemetery 37,249 36,003 73,252 Senior Resources 15,593 31,827 47,419 Deerpath Golf Course 103,139 3,101 106,241 Fleet 153,978 50,781 204,759 Debt Funds 602,506 0 602,506 Housing Trust 0 0 0 Park & Public Land 0 0 0 All other Funds 1,674,236 201,319 1,875,555 $4,921,925 $2,813,802 $7,735,727 Check Register For May 26 - July 6, 2018 11 Monday, July 16, 2018 City Council Agenda report reduced performance when performing common tasks. The oldest computers of this proposed replacement are 7 years old, with the average being 5 years old. The City’s current inventory of computers consists of 161 desktops, 57 laptops, 16 Toughbooks, 48 iPads, 4 hybrid tablets, and 15 rugged tablets. Replacement computers for the Police Toughbooks are also budgeted for this fiscal year. Police and IT staff are currently evaluating options for replacement and purchasing approval will be requested at a later date. Performance increases of 20% can be realized in processing speeds based on independent benchmark studies between the proposed computing platform and the oldest proposed replaced workstation. In FY2017, an evaluation committee comprised of staff from the City Manager’s Office, Community Development, Engineering, and IT conducted a pilot program to evaluate replacing multiple computing devices with a hybrid tablet. The goal was to increase departmental efficiencies and reduce computer fleet counts. The hybrid tablet maintains the functionality of a laptop along with some of the functions of an iPad including ease of email retrieval and touch screen capability. The committee evaluated six (6) manufacturer’s models of hybrid tablets and unanimously recommended the Dell model. After our initial purchase of three (3) hybrid tablets in FY2018, staff has recommended purchasing ten (10) hybrid tablets in order to transition users that have a computer and iPad to a single device. The hybrid tablet has the same functionally as a laptop and iPad combined. The City standardized all desktops and laptops with Dell products 18 years ago. The standardizations help staff to efficiently deploy, troubleshoot, and maintain the systems. Dell provides the City with government contract pricing based on the Midwestern Higher Education Compact (MHEC) contract pricing, Contract MHEC-07012015. This year the City received pricing from four vendors: CDW, Dell MHEC, SHI, and MNJ. BUDGET/FISCAL IMPACT: Staff received the following pricing for this project: Vendor Total Amount Dell Workstations, Laptops, Hybrid and Rugged Tablets CDW $59,620 DELL (MHEC) $59,839 SHI $57,576 MNJ $53,688 Has competitive pricing been obtained for proposed goods/services? Yes Below is an estimated summary of Project budget: FY2019 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N IT Capital $56,000 $53,688 Y 12 Monday, July 16, 2018 City Council Agenda COUNCIL ACTION: Approval of the purchase of computer workstations, laptops, hybrid tablets, and rugged tablets for all City departments as budgeted in FY2019 Capital Plan 5. Approval of an agreement with Heartland Business Systems for hardware, implementation, configuration, training and year one maintenance for virtual server hardware necessary to support the City’s Enterprise Resource Planning (ERP) software STAFF CONTACT: Elizabeth Holleb, Director of Finance/IT (847-810-3612) PURPOSE AND ACTION REQUESTED: Staff requests approval to expend capital funds and award a contract to Heartland Business Systems for services to review, purchase, install, and configure virtual server hardware necessary to support the City’s new BS&A ERP software system. BACKGROUND/DISCUSSION: The City Council approved the purchase of a new ERP system in December 2017. Part of this project included review of our current infrastructure to determine what additional virtual server expansion was needed to support the new system. It was determined additional virtual infrastructure hardware was necessary to ensure maximum efficiency of the software. The City issued a Request for Proposals on 03/16/2018 for services to recommend, install and configure the required virtual server equipment. Three vendors responded to the request for proposal, with one vendor proposing a cloud solution. The following is a summary of the RFP proposals’ costs to install and configure the hardware and the scoring results for these services. Quotes were also solicited for recommended hardware to support the selected BS&A ERP software. RFP Responses for services to install, configure and train on the new hardware: Proposer Round 1 Accepted Round 2 & 3 Scoring Overall Proposed Cost Navisite Yes 109 $6,565 monthly cost SHI Yes 120 $3,370 one-time cost Heartland Business Systems Yes 165 $3,650 one-time cost Hardware costs to support the BS&A ERP software, including one year of maintenance: Hardware Extended Cost CDW $72,816.38 MNJ Technologies $50,784.74 Heartland Business Systems $35,277.09 13 Monday, July 16, 2018 City Council Agenda PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Vendor Reviews & Scoring 05/22/2018 – 06/12/2018 Review & Recommendation by City IT’s Selection Committee Vendor Proposals Submitted 05/04/2018 Three Vendors Submitted Proposals. Received & Reviewed RFP Issuance 3/16/2018 City Council 12/18/2017 Approval of ERP software license and service agreement BUDGET/FISCAL IMPACT: The total expense reflects services to assist with equipment confirmation, installation, configuration, training, plus purchase of required hardware to expand the server infrastructure and ensure a successful ERP implementation: Services and Hardware Total Cost Heartland - Total installation and configuration $3,650.00 Heartland - Total virtual server hardware cost $35,277.09 5% Contingency $1,946.00 Grand Total $40,873.09 Has competitive pricing been obtained for proposed goods/services? Yes Below is a summary of the project budget: FY2019 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Improvements Fund $50,000 $40,873 Y COUNCIL ACTION: Approval of an agreement with Heartland Business Systems for hardware, implementation, configuration, training and year one maintenance for virtual server hardware necessary to support the City’s Enterprise Resource Planning (ERP) software 6. Approval of a Two-Year Renewal Option on a Professional Services Agreement with Automated Merchant Systems (AMS) for credit card processing services STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612) PURPOSE AND ACTION REQUESTED: Staff requests approval of a two-year renewal option associated with an existing professional services agreement for credit card processing services. 14 Monday, July 16, 2018 City Council Agenda BACKGROUND/DISCUSSION: In September 2014, the Finance Department issued a Request for Proposals (RFP) for Banking, Credit Card Processing and Investment Services. Respondents had the option to submit proposals for any one or all services solicited. The City received seven (7) credit card processing proposals. A review of the proposals was conducted and four (4) credit card finalists were invited to participate in interviews. As a result of the RFP process, an agreement was approved by the City Council on June 15, 2015 with AMS for an initial three-year period and two-year optional renewal. As the City’s ERP implementation proceeds, it may be necessary to change the credit card processing vendor for some of the City’s merchant accounts. AMS has been advised that the two-year renewal option may not extend to all existing merchant accounts. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments City Council 6/15/15 Approval of 3-year credit card processing services agreement (including a two-year renewal option) with AMS BUDGET/FISCAL IMPACT: Credit card processing fees are assessed to various funds based on the point of sale location and have been included in the FY2019 budget. Has competitive pricing been obtained for proposed services? YES, pursuant to an RFP process conducted in 2014-2015. COUNCIL ACTION: Approval of a Two-Year Renewal Option on a Professional Services Agreement with Automated Merchant Systems (AMS) for credit card processing services 7. Consideration of a Recommendation from the Plan Commission in Support of Amendments to Section 159.154 and Sections 98.130 thru 98.137 of the City of Lake Forest Code Relating to Small Wireless Facilities and Consideration of an Ordinance Establishing Related Fees STAFF CONTACT: Catherine Czerniak, Director of Community Development 847-810-3504 PURPOSE AND ACTION REQUESTED: The Council is asked to consider a recommendation from the Plan Commission in support of amendments to the City Code establishing a review and permitting process for small wireless facilities. These facilities include antennae and related equipment of limited size which are collocated on existing telecommunication structures, utility poles in the right-of-way, or on structures located on properties zoned for non-residential use. The Council is also asked to consider an ordinance establishing fees related to the review and permitting of small wireless facilities. 15 Monday, July 16, 2018 City Council Agenda BACKGROUND AND DISCUSSION: On June 4, 2018, the City Council passed a Resolution directing the Plan Commission to consider amendments to the City Code in response to Senate Bill 1451 which was recently passed by the General Assembly and signed into law as Public Act 100-585. The Act restricts the power of municipalities to regulate small wireless facilities that are collocated on certain existing structures. However, the Act allows municipalities to establish administrative permitting procedures, subject to various limitations. The proposed amendments establish procedures to the extent allowed by the recent legislation. The City Code currently includes provisions relating to wireless facilities generally, primarily focusing on larger, stand-alone telecommunication towers and monopoles. Importantly, the City’s Code provisions are already directed at encouraging collocation of smaller telecommunications facilities on existing structures, as opposed to the construction of new telecommunication towers. The new regulations support that goal. The Code amendments, as recommended by the Plan Commission: 1) align the City’s Code provisions with the recently adopted State law; 2) assure that submittal requirements and review procedures for small wireless facilities are clearly detailed; 3) protect City infrastructure located within the right-of-way; and 4) require that abandoned facilities are removed. Model Code language was prepared by the Illinois Municipal League in response to the recently passed legislation with input from various municipalities. The model language was used as a framework for the amendments recommended by the Plan Commission. There was no need for the City to reinvent the wheel on this matter. No testimony was presented to the Commission on the proposed amendments. During deliberations, the Commission noted that in Historic Districts, the Public Act does not limit the enforcement of the City’s Historic Preservation Ordinance and pointed out that if the standards of that ordinance are not met with any particular proposal, the matter may be referred to the Historic Preservation Commission for review. The Commission also expressed interest in hearing a report on small wireless installations from staff 12 months after the adoption of the ordinance for the purpose of understanding the effectiveness of these provisions, or lack thereof, in encouraging the buildout of small wireless systems and any issues that may have arisen from such installations. Consistent with the approved legislation, the permitting process for small wireless facilities is proposed for inclusion in Chapter 98 of the City Code relating generally to rights-of-way. An amendment is also proposed to Chapter 159, the Zoning Code, to provide a reference to the small wireless facility provisions in Chapter 98. The amendments as recommended are detailed in the ordinance beginning on page 75 of the Council packet. The new language as recommended by the Plan Commission is highlighted in City Ordinance. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Plan Commission 7/11/2018 Conducted Public Hearing. Voted 6 to 0 to recommend approval of the amendments. BUDGET/FISCAL IMPACT: In conjunction with considering the amendments as recommended by the Plan Commission, staff recommends that the Council approve an ordinance 16 Monday, July 16, 2018 City Council Agenda establishing fees associated with the review, permitting and authorization of small wireless facilities. Application for Collocation Installation of facility $ 650.00 Installation of multiple facilities $ 350.00 per facility Application for installation of new utility pole or support structure $1,000.00 Annual recurring rate for collocation on a City utility pole located in the right-of-way $ 200.00* (* Or the City’s actual, direct, and reasonable costs related to the wireless provider’s use of space on the City utility pole.) The ordinance establishing fees is included in the Council packet beginning on page 97. If approved, the fees will be incorporated into the Annual Fee Schedule when it is considered by the Council as part of the next budget cycle and will be reviewed on an annual basis. COUNCIL ACTION: Waive first reading and grant final approval of an ordinance amending the City Code as it relates to small wireless facilities as recommended by the Plan Commission and in accordance with recently passed legislation. AND Waive first reading and grant final approval of an ordinance establishing fees related to the review, permitting and authorization of small wireless facilities. 8. Consideration of an Ordinance Approving a Recommendation from the Building Review Board. (First Reading and if Desired by the City Council, Final Approval) STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504) The following recommendation from the Building Review Board is presented to the City Council for consideration as part of the Omnibus Agenda. 690 Oakwood Avenue - The Building Review Board recommended approval of a building scale variance to allow construction of a three season room at the rear of the home. Two letters from neighboring property owners were submitted to the Board one, in support of the petition, the other raising a question about whether a variance is warranted. The Board noted that the small addition, 16’ by 21’, is not visible from the street frontage, does not significantly add to the appearance of mass of the house and is reasonable. (Board vote: 6-0, approved) The Ordinance approving the petition as recommended by the Building Review Board, with key exhibits attached, is included in the Council packet beginning on page 100. The Ordinance, complete with all exhibits, is available for review in the Community Development Department. 17 Monday, July 16, 2018 City Council Agenda COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of the Ordinance in accordance with the Building Review Board’s recommendation. 9. Approval to Purchase a Replacement Utility Vehicle for the Cemetery Section Included in the F.Y. 2019 Capital Equipment Budget via Approval of disposition by trade-in of an existing unit and to Purchase a Replacement Utility Vehicle for the Cemetery Section to Reinders, Inc. in the amount of $28,447. STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540) PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval to purchase a replacement utility vehicle for the Cemetery Section included in the F.Y. 2019 capital equipment budget. BACKGROUND/DISCUSSION: The Cemetery Section uses a myriad of equipment for maintenance of the Cemetery grounds. Utility equipment, mowers, excavators, and dump trucks are all used in the Cemetery’s day-to-day operations. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee December 3, 2017 Reviewed & Approved Finance Committee November 13, 2017 Reviewed with Capital Plan BUDGET/FISCAL IMPACT: The Cemetery Section uses its utility vehicle on a daily basis for almost of its operations. It transports personnel throughout the Cemetery, pulls the landscape maintenance trailer, burial equipment trailer, and equipment needed for cremation services. It also hauls the Section’s chemical sprayers, water tank, and granite markers without leaving any ruts in the turf. With a payload of over 3,300 lbs., it carries many different materials to include soil, sand, concrete, fertilizer, plants, and sod on a daily basis. The 1996 Toro Workman has been an extremely reliable unit for over twenty years. However with its age and heavy use, the machine’s frame is completely rotted through and parts are very difficult to secure. With over 4,700 hours of use, it is time for the Workman to be replaced. Has competitive pricing been obtained for proposed goods/services? No If no, the specific waiver requested: Administrative Directive 3-5, Section 9.0F – Government Joint Purchases Unlike the City’s pick-up trucks and police vehicles, all other City equipment is sold territorial. In this case, Toro products are sold by Reinders, Inc. who represents the northern Illinois and southern Wisconsin area. The City has been purchasing Toro equipment through Reinders for over twenty years. The City belongs to a national purchasing group entitled, “National IPA”. National IPA is a cooperative purchasing organization serving only government agencies, public and private educational institutions, and non-profit organizations. All items offered 18 Monday, July 16, 2018 City Council Agenda through National IPA are competitively bid nationally and are sold through specific local vendors. With being over twenty years old and in extremely poor condition, Reinders, Inc. provided a trade-in value of $500 for the Workman. This amount will be deducted from the purchase price of $28,947. If approved by City Council, the replacement Workman will be received by early September. Below is a summary of the utility vehicle’s budget: FY2019 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Cemetery Fund $30,000 $28,447 Y COUNCIL ACTION: Approval to Purchase a Replacement Utility Vehicle for the Cemetery Section Included in the F.Y. 2019 Capital Equipment Budget via Approval of disposition by trade-in of an existing unit and to Purchase a Replacement Utility Vehicle for the Cemetery Section to Reinders, Inc. in the amount of $28,447 10. Approval of an agreement for enforcement of the Illinois Vehicle Code and the City Ordinances in designated parking areas between The City of Lake Forest and Lake Forest College. STAFF CONTACT: Sally Swarthout, Director- Parks, Recreation and Forestry (847-810-3942) PURPOSE AND ACTION REQUESTED: Staff requests the approval of an agreement between The City of Lake Forest and Lake Forest College for the use of a section of the parking lot located on the North Campus of Lake Forest College. The agreement, beginning on page 111 of your packet, allows for The City’s police department to regulate and control motor vehicle traffic and motor vehicle parking in the designated area shown in Exhibit A. BACKGROUND/DISCUSSION: On June 27, 2018 the North Beach Access Road suffered a bluff slippage that caused the road to be unsafe for vehicular traffic and forced its closure. The North Beach Access Road is the main access for residential use of the lakefront and its facilities. City staff met on June 28, 2018 to determine the best course of action for beach logistics and operational efficiency. Discussions led to a request to utilize the North Campus parking lot at Lake Forest College for additional parking for resident beach users. Lake Forest College agreed to the City’s request and in turn asked for aid by The City’s police department in the regulation of this motor vehicle traffic and parking. BUDGET/FISCAL IMPACT: N/A. COUNCIL ACTION: Approval of an agreement for enforcement of the Illinois Vehicle Code and the City Ordinances in designated parking areas between The City of Lake Forest and Lake Forest College. COUNCIL ACTION: Approval of the ten (10) Omnibus items as presented 19 Monday, July 16, 2018 City Council Agenda 6. ORDINANCES 1. Consideration of Recommendations from the Plan Commission and Building Review Board Pertaining to a Request for Approval of a Special Use Permit to Authorize Redevelopment of Property Located on the Southeast Corner of Everett and Waukegan Roads with Waterway Car Wash, Gas Station and Convenience Store; and Related Design Approvals. (Final Consideration of Ordinances) Presented by: Catherine Czerniak, Director of Community Development (810-3504) PURPOSE AND ACTION REQUESTED: The Plan Commission and Building Review Board have completed the required public review and public hearing processes on this petition. The recommendations of the Board and Commission, which include numerous conditions, are presented to the Council for final consideration. BACKGROUND AND DISCUSSION: In December, 2017, the Council granted first reading of the ordinance relating to the Special Use Permit based on the Plan Commission’s recommendation for the purpose of allowing the Building Review Board process to proceed. The Council acknowledged that discussion of design aspects of the proposed development by the Building Review Board could help to answer questions about whether or not off site impacts of the proposed could be mitigated to a satisfactory level. The property proposed for redevelopment is 1-1/2 acres in size and is configured in an L- shape with the narrower portion of the site extending toward the corner of Everett and Waukegan Roads. Redevelopment of this site, including landscaping of the streetscape, has long been anticipated to improve the appearance of the southern entrance to the business district along Waukegan Road and to provide increased services to residents in the surrounding area. History For many years, this property was the site of a gas station, near the corner, and a garden supply store; both of which vacated the site more than ten years ago. The site has remained unused since then. In 2008, the City approved a plan for redevelopment of the site with two buildings which included 18,400 square feet of retail and service business space, 75 parking spaces and a drive-thru associated with a drug store. Due to the economic downturn, the redevelopment of the site did not proceed. In 2011, the property was acquired by IP Properties, the local Stuart family, as a long term investment. Structures remaining from the gas station were removed. Under the current proposal, IP Properties intends to retain ownership of the site. Waterway Carwash would redevelop the property and operate on the site under a long term lease. Overview of Current Proposal Waterway Carwash proposes to redevelop the site with a high quality car wash, gas station and convenience store. A single 7,800 square foot building is proposed to house the car wash and retail space. Five islands, with gas pumps and ten fueling stations are proposed on the southern portion of the site. 20 Monday, July 16, 2018 City Council Agenda The car wash tunnel is oriented south to north through the site with the exit located at the north end of the site, near Everett Road. Finishing stations are located beyond the exit from the car wash tunnel and direct traffic away from Everett Road. The convenience store faces Waukegan Road. Thirty-five parking spaces are proposed on the site for employees and customers. Currently, there are six access points to the site, two from Everett Road and four from Waukegan Road. As directed by IDOT during the review of preliminary plans for the site, three of the existing access points will be eliminated, of the three remaining access points, two curb cuts will be located on Waukegan Road and one on Everett Road. At this time, final engineering plans have not yet been prepared or submitted to IDOT pending completion of the zoning entitlement process. IDOT’s review and approval of the final plans will be required prior to the issuance of any building permits for work on the site. REVIEW TO DATE Reviewed Date Comments Building Review Board 6/6/2018 Board concluded the review and voted 3 to 1 to recommend approval of the designs aspects of the petition subject to numerous conditions. Building Review Board 1/3/2018 Board heard a presentation from the petitioner and public testimony. Continued consideration with direction to mitigate lighting, signage and other off site impacts through design modifications. City Council 12/4/2017 Approved of First Reading of Special Use Permit Ordinance, 5 to 3, with direction to BRB to review design aspects of the petition. Plan Commission 11/8/2017 Public Hearing Closed. Recommendation, on a 4 to 2 vote, forwarded to the City Council subject to conditions. Plan Commission 3/8/2017 Public Hearing Continued Commission voiced conceptual support for the petition subject to further due diligence. Plan Commission 10/22/2015 Public Hearing Opened. Commission directed revisions to the site plan to mitigate impacts on surrounding properties, further due diligence on various issues and directed the petitioner to seek input from IDOT on ingress/egress. 21 Monday, July 16, 2018 City Council Agenda The minutes from all of the Plan Commission and Building Review Board meetings are included in the materials provided to the Council as background for this petition. At each meeting, the Plan Commission and Building Review Board heard a significant amount of public testimony in addition, written testimony and petitions were received and reviewed by the Board and Commission members as well. With few exceptions, the testimony was in opposition to the proposed use; primarily the carwash. Concerns included, but were not limited to, noise and light impacts, traffic congestion, traffic and pedestrian safety, and the appropriateness of the development and the resulting activity levels at the proposed location. All correspondence received throughout the process, including e-mails and letters received since the final Building Review Board meeting, are included in the background materials made available to the City Council. The Ordinances detailing the conditions of approval as recommended by the Plan Commission and Building Review Board are included in the Council packet beginning on page 117. To date, modified plans in response to the conditions have not been received and no confirmation has been received from the petitioner on whether or not all of the conditions as proposed are acceptable and workable. BUDGET/FISCAL IMPACT: A preliminary estimate of annual revenues that the City would anticipate receiving as a result of the proposed development is provided below.  Property tax $21,000  Sales tax – fuel sales $37,500  Sales tax – store sales $ 3,500  Water/Sewer $28,000 COUNCIL ACTION: If determined to be appropriate by the City Council, approve an ordinance granting a Special Use Permit authorizing Waterway Car Wash, in conjunction with a gas station and convenience store, on property located on the southeast corner of Everett and Waukegan Roads and approving the overall redevelopment plan all subject to conditions, as recommended by the Plan Commission, and as detailed in the ordinance, limiting and regulating the site development and the operations of the business on the site. AND If determined to be appropriate by the City Council, waive first reading and grant final approval of an ordinance approving the design aspects of the Waterway development subject to conditions, as recommended by the Building Review Board, and as detailed in the ordinance, relating to building and site design, landscaping, perimeter treatment, lighting and signage. 7. NEW BUSINESS 1. Approval of a Resolution in Support of Senate Resolution 1746 PRESENTED BY: Robert Kiely Jr., City Manager 847-810-3675 22 Monday, July 16, 2018 City Council Agenda PURPOSE AND ACTION REQUESTED: At the July 2 City Council meeting, State Senator Julie Morrison discussed Senate Resolution 1746. Following her presentation, the Council asked that the resolution be placed on tonight’s agenda for consideration and possible support of Senate Resolution 1746 (SR 1746). The focus of SR 1746 is addressing the potential significant impacts of rail holding tracks next to residential areas in Illinois. Specifically the proposed resolution urges Illinois railway projects with new freight train holding track adjacent to residential areas to have a full Environmental Impact Statement, and asks IDOT to eliminate or minimize the routing of bypass freight traffic through the Chicago Metropolitan Area. At the July 2 City Council meeting, State Senator Julie Morris reported that the bill was filed on May 16, 2018 and assigned to the Environment and Conservation Committee at the State legislature on May 21, 2018. The legislative schedule will resume in late Fall 2018, for veto session. BUDGET/FISCAL IMPACT: N/A. A resolution in support of SR 1746 does not obligate The City of Lake Forest to expend funds nor does it extend or propose an expectation of expenditure of funds in the future. Beginning on page 149 of your packet is the Resolution. COUNCIL ACTION: Approval of a Resolution in Support of Senate Resolution 1746 8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS 9. ADJOURNMENT A copy of the Decision Making Parameters can be found beginning on page 25 of this packet. Office of the City Manager July 11, 2018 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. 23 Monday, July 16, 2018 City Council Agenda 24 ^.°!:A^O"" NAtWA^^^. <-^^ .SciEl»TIAe AW39- vb^ff^y THE CITY OF LAKE FOREST DECISION-MAKING PARAMETERS FOR CITY COUNCIL, AND APPOINTED BOARDS & COMMISSIONS Adopted June 18, 2018 The City of Lake Forest Mission Statement: "Be the best-managed, fiscally-responsible and appealing community and promote a community spirit of trust, respect and citizen involvement. The Lake Forest City Council, with the advice and recommendations of its appointed advisory Boards and Commissions, Lake Forest Citizens, and City Staff, is responsible for policy formulation and approval. Implementation of adopted strategy, policy, budgets, and other directives of Council is the responsibility of City Staff, led by the City Manager and Senior Staff. The Mayor and Aldermen, and appointed members of Boards and Commissions should address matters in a timely, deliberate, objective and process-driven manner, making decisions guided by the City of Lake Forest Strategic and Comprehensive Plans, the City's Codes, policies and procedures, and the following parameters: . Motions and votes should comprise what is in the best long-term interests of all Lake Forest citizens, measured in decades, being mindful of proven precedents and new precedents that may be created. . All points of view should be listened to and considered in making decisions with the long-term benefit to Lake Forest's general public welfare being the highest priority. . Funding decisions should support effectiveness and economy in providing services and programs, while mindful of the number of citizens benefitting from such expenditures. . New initiatives should be quantified, qualified, and evaluated for their long-term merit and overall fiscal impact and other consequences to the community. . Decision makers should be proactive and timely in addressing strategic planning initiatives, external forces not imder control of the City, and other opportunities and challenges to the community. Community tmst in, and support of, government is fostered by maintaining the integrity of these decision-making parameters. The City of Lake Forest 's Decision-Making Parameters shall be reviewed by the City Council on an annual basis and shall be included on all agendas of the City Council and Boards and Commissions.25 630 Dundee Road, Suite 130, Northbrook, Illinois 60062 Local: 847.380.3240 Fax: 866.401.3100 GovHRUSA.com EXECUTIVE RECRUITMENT • INTERIM STAFFING • MANAGEMENT AND HUMAN RESOURCE CONSULTING June 12, 2018 Mayor Robert Lansing City of Lake Forest 220 E. Deerpath Lake Forest, IL 60045 Dear Mayor Lansing: Thank you for the opportunity to provide you with a proposal for the City Manager recruitment and selection process for the City of Lake Forest. GovHR USA (“GovHR”) prides itself on a tailored, personal approach to executive recruitment and selection, able to adapt to your specific requirements for the position. Qualifications and Experience GovHR is a public management consulting firm serving municipal clients and other public-sector entities on a national basis. Our headquarters offices are in Northbrook, Illinois. We are a certified Female Business Enterprise in the State of Illinois and work exclusively in the public sector. GovHR offers customized executive recruitment services and completes other management studies and consulting projects for communities. Please note the following key qualifications of our firm:  Since our establishment in 2009, our consultants have conducted hundreds of recruitments in 29 states, with an increase in business of at least 30% each year. Twenty-eight (28%) of our clients are repeat clients, the best indicator of satisfaction with our services.  Surveys of our clients show that 94% rate their overall experience with our firm as Outstanding and indicate that they plan to use our services or highly recommend us in the future.  Our state of the art processes, including extensive use of social media for candidate outreach and skype interviews with potential finalist candidates, ensure a successful recruitment for your organization.  Our high quality, thorough Recruitment Brochure reflects the knowledge we will have about your community and your organization and will provide important information to potential candidates.  We provide a two-year guarantee for our recruitments. Less than 1% of our clients have had to invoke the guarantee.  The firm has a total of twenty-seven consultants, both generalists and specialists (public safety, public works, finance, parks, etc.), who are based in Arizona, Florida, Illinois, Indiana, Michigan, and Wisconsin, as well as five reference specialists and eight support staff. Our consultants are experienced executive recruiters who have conducted over 600 recruitments, working with cities, counties, special districts and other governmental entities of all sizes throughout the country. In addition, we have held leadership positions within local government, giving us an understanding of the complexities and challenges facing today’s public-sector leaders. GovHR is led by Heidi Voorhees, President, and Joellen Earl, Chief Executive Officer. Ms. Voorhees previously spent 8 years with the nationally recognized public-sector consulting firm, The PAR Group, and was President of The PAR Group from 2006 – 2009. Ms. Voorhees has conducted more than 250 26 Page 2 recruitments in her management consulting career, with many of her clients repeat clients, attesting to the high quality of work performed for them. In addition to her 12 years of executive recruitment and management consulting experience, Ms. Voorhees has 19 years of local government leadership and management service, with ten years as the Village Manager for the Village of W ilmette. Ms. Earl is a seasoned manager, with expertise in public sector human resources management. She has held positions from Human Resources Director and Administrative Services Director to Assistant Town Manager and Assistant County Manager. Ms. Earl has worked in forms of government ranging from Open Town Meeting to Council-Manager and has supervised all municipal and county departments ranging from Public Safety and Public Works to Mental Health and Social Services. Consultant Assigned GovHR President Heidi Voorhees will be responsible for your recruitment and selection process. Her biography is attached to this Proposal and her contact information is: Heidi Voorhees President GovHR USA LLC Telephone: 847-380-3243 HVoorhees@GovHRusa.com A complete list of GovHR’s clients is available on our website at www.govhrusa.com References The following references can speak to the quality of service provided by GovHR: Highland Park, IL (Chief of Police, 2017) - Heidi Voorhees (Finance Director, 2014) (Director of Community & Economic Development, 2013) (Director of Public Works, 2012) (City Manager, 2011) (Fire Chief, 2009) Ghida Neukirch City Manager 1707 St. Johns Ave. Highland Park, IL 60035 847-926-1000 gneukirch@cityhpil.com Lake Bluff, IL (Assistant to the Village Administrator, 2016) (Village Engineer, 2015) (Chief of Police, 2013) Drew Irvin, Village Administrator 40 East Center Ave. Lake Bluff, IL 60044 847-234-0774 dirvin@lakebluff.org Normal, IL (City Manager, 2017) - Heidi Voorhees 27 Page 3 Mayor Chris Coos Town of Normal 11 Uptown Circle Normal, IL 61761 309-454-9503 mayor@normal.org Scope of Work A typical recruitment and selection process takes approximately 175 hours to conduct. At least 50 hours of this time is administrative, including advertisement placement, reference interviews, and due diligence on candidates. We believe our experience and ability to professionally administer your recruitment will provide you with a diverse pool of highly qualified candidates for your City Manager search. GovHR clients are informed of the progress of a recruitment throughout the entire process. We are always available by mobile phone or email should you have a question or need information about the recruitment. GovHR suggests the following approach to your recruitment, subject to your requests for modification: Phase I – Position Assessment, Position Announcement and Brochure Development Phase I will include the following steps:  One-on-one or group interviews will be conducted with elected officials, appointed officials, staff, business community representatives and any other stakeholders identified by the client to develop our Recruitment Brochure. The Proposal assumes up to two full days and one night depending upon the client's needs. We can also utilize dedicated email and surveys to obtain feedback from stakeholder groups. Previous clients have invited community leaders to meetings with our consultants; other clients have developed surveys for the community or organization; and some clients request we use a combination of these methods to fully understand community and organizational needs and expectations for the next City Manager. We will work closely with you on the format that best meets your needs.  Development of a Position Announcement.  Development of a detailed Recruitment Brochure for your review and approval.  Agreement on a detailed Recruitment Timetable – a typical recruitment takes 90 days from the time you sign the contract until you are ready to appoint the finalist candidate. Phase II – Advertising, Candidate Recruitment and Outreach We make extensive use of social media as well as traditional outreach methods to ensure a diverse and highly qualified pool of candidates. In addition, our website is well known in the local government industry – we typically have 5,000 visits to our website each month. Finally, we develop a database customized to your recruitment and can do an email blast to thousands of potential candidates. Phase II will include the following steps:  Placement of the Position Announcement in appropriate professional online publications. In addition to public sector publications and websites, outreach will include LinkedIn and other private sector resources. We can provide the Council with a list of where we intend to place the position announcement, if requested. 28 Page 4  The development of a database of potential candidates from across the country unique to the position and to the City of Lake Forest, focusing on the leadership and management skills identified in Phase I as well as size of organization, and experience in addressing challenges and opportunities also outlined in Phase I. This database can range from several hundred to thousands of names depending on the parameters established for the outreach. Outreach will be done in person, and through e-mail and telephone contacts. GovHR consultants have extensive knowledge of the municipal government industry and will personally identify and contact potential candidates. With more than 600 collective years of municipal and consulting experience among our consultants, we often have inside knowledge about candidates. Phase III – Candidate Evaluation and Screening Phase III will include the following steps:  Review and evaluation of candidates’ credentials considering the criteria outlined in the Recruitment Brochure. Candidates will be interviewed by skype or facetime to fully grasp their qualifications, experience and interpersonal skills. The interviews include asking specific questions about their experiences and skill sets as well as asking questions specific to the City Manager. We will ask follow up questions and probe specific areas. By utilizing skype or facetime we will have an assessment of their verbal skills and their level of energy for and interest in the position.  Formal and informal references and an internet/social media search of each candidate will be conducted to further verify candidates’ abilities, work ethic, management and leadership skills, analytical skills, interpersonal skills, ability to interact with the media, and any areas identified for improvement.  All résumés will be acknowledged and contacts and inquiries from candidates will be personally handled by GovHR, ensuring that the City of Lake Forest’s process is professional and well regarded by all who participate. Phase IV – Presentation of Recommended Candidates Phase IV will include the following steps:  GovHR will prepare a Recruitment Report that presents the credentials of those candidates most qualified for the position. You will advise us of the number of reports you will need for the individuals involved in this phase of the recruitment and selection process. We provide a binder which contains the candidate’s cover letter and résumé. In addition, we prepare a “mini” résumé for each candidate, so that each candidate's credentials are presented in a uniform way. GovHR will provide you with a log of all candidates who applied. You may also review all the résumés, if requested.  GovHR will meet with you on-site to review the Recruitment Report and expand upon the information provided. The report will arrive two to three days in advance of the meeting, giving you the opportunity to fully review it. In addition to the written report, we will spend 2 to 3 hours discussing the candidates by reviewing their skype interviews and providing excerpts from the references we will have conducted on the individuals. Phase V –Interviewing Process Phase V will include the following steps: 29 Page 5  After the Recruitment Report is presented, the Interviewing Process will be finalized including the discussion of any specific components you deem appropriate, such as a writing sample or oral presentation.  GovHR will develop the first and second round interview questions for your review and comment. GovHR will provide you with interview books that include the credentials each candidate submits, a set of questions with room for interviewers to make notes, and evaluation sheets to assist interviewers in assessing the candidate’s skills and abilities.  GovHR will work with you to develop an interview schedule for the candidates, coordinating travel and accommodations. In addition to a structured interview with the City, the schedule will incorporate a tour of the City of Lake Forest’s facilities and interviews with senior staff, if the City so desires.  Once candidates for interview are selected, additional references will be contacted, along with verification of educational credentials, criminal court, credit, and motor vehicle and records checks.  GovHR recommends a two-step interviewing process with (typically) five or six candidates interviewed in the first round. Following this round, we strongly suggest that two or three candidates are selected for second round interviews. Again, we will prepare a second round of interview questions and an evaluation sheet.  GovHR consultants will be present for all the interviews, serving as a resource and facilitator. Phase VI – Appointment of Candidate  GovHR will assist you as much as you request with the salary and benefit negotiations and drafting of an employment agreement, if appropriate.  GovHR will notify all applicants of the final appointment, providing professional background information on the successful candidate. Leadership/Personality Assessments GovHR has experience working with a wide variety of leadership and personality assessment tools, depending on the qualities and experiences the client is seeking in their candidates. These include but are not limited to Luminaspark, Caliper, DISC and others. Typically these tools cost $300 per candidate to administer. This fee is not included in our proposal. Optional 360° Evaluation As a service to the City of Lake Forest, we offer the option to provide you with a proposal for a 360° performance evaluation for the appointed City Manager at about six months into his or her employment. This evaluation will include seeking feedback from both Elected Officials and Department Directors, along with any other constituent the City feels would be relevant and beneficial. This input will be obtained on a confidential basis with comments known only to the consultant. If you are interested in this option, GovHR USA will prepare a proposal for this service. Recruitment Schedule A detailed recruitment schedule will be provided in Phase I. The recruitment and selection process typically takes 90 days from the time the contract is signed until the candidate is appointed. We can work with you on a shorter process, should you so desire. 30 Page 6 Our typical recruitment process includes the following milestones and deliverables:  Weeks 1 - 2 On-site interviews of City officials and staff, development and approval of recruitment brochure Deliverable: recruitment brochure  Weeks 3 - 8 Placement of professional announcements; candidate identification, screening, interview and evaluation by consultant  Week 9 Consultant recommendation to the Council of qualified candidates Deliverable: recruitment report  Week 10 Selection of candidate finalists by the Council; additional background and reference checks, report preparation and presentation Deliverable: interview reports including suggested questions and evaluation sheets  Weeks 11-12 Interviews of selected finalist candidates; Council recommendation of final candidate; negotiation, offer, acceptance and appointment Summary of Costs Price Recruitment Fee: $14,000 Recruitment Expenses: (not to exceed)  Expenses include consultant travel, postage/shipping, telephone, support services, candidate due diligence efforts. copying etc. 2,500 Advertising: *Advertising costs over $2,500 will be placed only with client approval. If less than $2,500, Client is billed only for actual cost. 2,500* Total: $19,000** **This fee does not include travel and accommodations for candidates interviewed. Recruitment brochures are produced as electronic files. Printed brochures can be provided, if requested, for an additional cost of $900. The above cost proposal is predicated on four consultant visits to the City; the first for the recruitment brochure interview process (up to two full days and one night, depending upon the client’s needs; if additional days are needed they will be billed at $500 per half day and $950 for a full day, plus additional hotel charges, if required); the second to present recommended candidates; and the third and fourth for the candidate interview process (second round interviews are often scheduled a week or so following the first round interviews). Any additional consultant visits requested by the City will be billed at $125/hour; $500 31 Page 7 for a half day and $950 for a full day. The additional visits may also result in an increase in the travel expenses and those expenses will be billed to the client. Payment for Fees and Services Professional fees and expenses will be invoiced as follows: 1st Payment: 1/3 of the Recruitment Fee (invoice sent upon acceptance of our proposal). 2nd Payment: 1/3 of the Recruitment Fee and expenses incurred to date (invoice sent following the recommendation of candidates). Final Payment: 1/3 of the Recruitment Fee and all remaining expenses (invoice sent after recruitment is completed). Recruitment expenses and the costs for printing the Recruitment Brochure will be itemized in detail. Payment of invoices is due within thirty (30) days of receipt (unless the client advises that its normal payment procedures require 60 days.) Philosophy Executive search is an important decision-making process for an organization and our primary goal is to provide our client with the information to make the best hiring decision. Our firm’s executive recruitment philosophy embraces a professional process of integrity, trust, and respect toward all parties involved, and complete commitment toward meeting the expressed needs and desires of our client. All of our services are handled by principals of the firm who have established and well-regarded reputations in the search field, as well as actual operating experience in the public management fields in which they now consult. Each has impeccable professional credentials and unblemished personal reputations. Keeping both our client and prospective candidates informed on the status of the recruitment on a regular basis is also an important part of our recruitment process. Our work is carried out in an open manner with particular attention given toward seeking out critical factors of a client’s organization and governance, and utilizing such information respectfully and discreetly in seeking out candidates who truly have the ability to meet the expectations and needs of the client—working strenuously in developing a fully qualified, “best match” candidate pool for client consideration. Our process includes assistance in the critical final interview and selection phases of the recruitment, and availability to both client and candidate for months following the appointment. Our process was developed and refined over the years to meet the special, and often unique, needs and circumstances facing our local government, public management, and related not-for-profit clients. GovHR Guarantee It is the policy of GovHR to assist our clients until an acceptable candidate is appointed to the position. Therefore, no additional professional fee would be incurred should the City not make a selection from the initial group of recommended candidates and request additional candidates be developed for interview consideration. Additional reimbursable expenses may be incurred should the situation require consultant travel to the City of Lake Forest beyond the planned four visits. Upon appointment of a candidate, GovHR provides the following guarantee: should the selected and appointed candidate, at the request of the City or the employee’s own determination, leave the employ of the City within the first 24 months of appointment, we will, if desired, conduct one additional recruitment for the cost of expenses and announcements only, if requested to do so within six months of the employee’s departure. 32 Page 8 In addition, in accordance with the policy of our firm as well as established ethics in the executive search industry, we will not actively recruit the placed employees for a period of five years. Why Choose GovHR? We ask you to consider the following as you deliberate:  We are a leader in the field of local government recruitment and selection with experience in more than 24 states, in communities ranging in population from 1,000 to 1,000,000. More than 28% of our clients are repeat clients showing a high level of satisfaction with our work. We encourage you to call any of our previous clients.  We are committed to bringing a diverse pool of candidates to your recruitment process. We network extensively with state, city and county management associations, attending more than 20 state and national conferences each year. In addition, we support and attend the meetings of Women Leading Government, the International Hispanic Network, the California Network of Asian Public Administrators, and the National Forum for Black Public Administrators.  We conduct comprehensive due diligence on candidates. Before we recommend a candidate to you, we will have interviewed them via Skype, conducted reference calls, and media and social media searches. Our knowledge of local government ensures that we can ask probing questions that will verify their expertise.  We are your partners in this important process. You are welcome to review all the resumes we receive, and we will share our honest assessment of the candidates.  Our goal is your complete satisfaction. We are committed to working with you until you find the candidate that is the best fit for your position. We believe we have provided you with a comprehensive proposal; however, if you would like a service that you do not see in our proposal, please let us know. We can most likely accommodate your request. This proposal will remain in effect for a period of six months from the date of the proposal. We look forward to working with you on this recruitment and selection process! Sincerely, Heidi J. Voorhees President GovHR USA Attachment: Consultant Biography ACCEPTED BY THE CITY OF LAKE FOREST, ILLINOIS BY: TITLE: 33 Page 9 CONSULTANT BIOGRAPHY HEIDI J. VOORHEES President Heidi Voorhees is the president and co-owner of GovHR USA, and possesses more than 30 years of collective experience working in local government. She has served as both a municipal leader and partner with local governments and nonprofits, handling executive search and management consulting. Heidi’s exceptional communication style and lasting relationships have positioned her as a widely-respected leader in her field across the U.S. She is deeply focused on understanding the culture of each organization that GovHR USA serves. Executive searches conducted by Heidi for GovHR USA are uniquely tailored around clients, and achieved through consensus-building and decision making with a wide range of community leaders. This in-depth and thorough consulting method sets Heidi apart from others in her industry; she leads executive talent searches that expertly identify imperative skill-sets, and provide a robust match for core values and professional environment. The crucial ability to understand the needs, challenges and perspectives within clients’ organizations are ingrained in Heidi’s fundamental strengths; she works in a highly-effective manner with elected and appointed officials to assist them in making critical personnel decisions. Through this exemplary approach, she understands the intricacies that exist within organizations and communities. Realizing the importance of her clients’ human resource and executive management needs, Heidi works tirelessly to advise and consult, so that she can strategically connect the best talent available with her clients. Heidi is extremely passionate about her commitment to advancing women and minorities in local government, which is also a strong emphasis of GovHR USA. She believes in conducting extensive outreach in the search for talented individuals which results in highly qualified candidates from all backgrounds. Professional Education, Training and Instruction • Bachelor of Science degree in Political Science, Illinois State University, IL • Master’s degree in Public Affairs from the School of Public and Environmental Affairs, Indiana University, IN • Fellow at Eli Lilly State and Local Government Fellowship Program • Distinguished Alumnus Professional Development and Speaking Engagements • Trainer/Speaker on Recruitment Selection: Legacy Project Annual Conference, International City and County Management Association annual conference, Illinois City and County Management Association (ILCMA) conference, Wisconsin City and County Management Association conference, Michigan Municipal Executives, Ohio City and County Management Association, American Public Works Association–Chicago Metro Chapter, Illinois Association of Municipal Management Assistants, Northern Illinois University Civic Leadership Program, and Great Lakes Leadership Academy • Former Adjunct Instructor: Center for Public Safety, Northwestern University Campus • Former Instructor: Master’s Degree Program in Public Policy and Administration, Northwestern University • Former Trainer: Executive Management Program on Management, Community Relations, and Organizational Culture for Law Enforcement 34 Page 10 Memberships and Affiliations • Co-founder of The Legacy Project, an organization dedicated to advancing women in Illinois local government • Chicago Metropolitan Managers’ Association, Past Board Member • Illinois City and County Management Association (ILCMA), Past Board Member • International City and County Management Association (ICMA), Member • Leadership Greater Chicago Program, Past Participant • Active Rotarian for 26 years, Charter Member for Wilmette Harbor Rotary Local Government Professional Background: 19 Years of Local Government Leadership and Management • Village Manager, Village of Wilmette, IL 1990-2001 • Assistant Village Manager, Village of Wilmette, IL 1986-1990 • Assistant to the Village Manager, Village of Schaumburg, IL 1984-1986 • Budget Analyst, City of Kansas City, MO 1983-1984 • Cookingham-Noll Fellow, City of Kansas City, MO 1982-1983 35 First Name: Last Name: E-maifc Title: Organization: Address: Address Line 2: City: State: Zip: Mobile Phone: Home Phone: Notes: Contact Info Mark Pasquesi mpasquesi@koenigrubloff.com 1073 Old Colony Road lake Forest IL 60045 847.234-6747 Volunteer List | Lake Forest Caucus|Mark Pasquesi Interest in Community Positions Resident Data/Stats Ward 4Ward: Precinct: US Citizen: Registered Voter: Lake Forest Resident since(Ym'): 7 Business Name: Berkshire Hathaway HomeServices KoenigRubloff Realty Group Type of Busi ness: Real Estate Business Phone: 847-400-7115 Position: VP Managing Broker Date of Birth (Optional): Education: -Bachelor of Arts, Northwestern University, -93 -Juris Doctorate. John MarshaU Law School. -97 -Managing Broker Real Estate Ucense, W Spouse's Name: Amy Children's Birth Years: 2008.2010 Mayor: Alderman: #67 School Board: #115 School Board: Caucus Committee: Audit Committee: Board of Fire & Police Commissioners: Building Review Board (BRB): Cemetery Commission: Committee Representing Our Young Adults (CROYA): Construction Codes Commission: Elawa Farm Commission: Fireman's Pension Fund - Board of Trustees: Gorton Community Center Board of Directors: Historic Preservation Commission: Legal Committee: Library Board: Park & Recreation Board: Planning Commission Labels: No Interest at this time I am currently applying/ Consider me for this position in the future No Interest at this time No Interest at this time No Interest at this time No Interest at this time No Interest at this time I am currently applying / Consider me for this position in the future Nolnteiestatthistime No Interest at this time No Interest at this time No Interest at this time No Interest at this time No Interest at this time No Interest at this time No Interest at this time No Interest at this time No Interest at this time I am currently applying / Consider me for this position in the hiture Police Pension Fund - Board of Trustees: No Interest at this time Senior Resources Commission: No Interest at this time Zoning Board of Appeals (ZBA): I am currently applying/Consider me for this position in the hrture Other Positions: -Chick Evans Scholarship Recipient -Board of Directors, North Shore-Barrington Association of Realtors (NSBAR) 2012-2013 Other Considerations Please list any regular commitments or travel that would interfere with your attendance at scheduled meetings: I have no travel that interferes. Please list any current or previous community service activites, interests, directorships, etc. - public or private. For each activity please indicate years served and positions held: Please list other activities, specialized skills, knowledge, or professional experience that would contribute to your effectiveness in the position(s) for which you are applying or expressing possible future interest: -Chick Evans Scholarship Redpient -Board of Directorsi, North Shore-Barrington Association of Realtors (NSBAR) 2012-2013 References (Optional): -Tom Swarthout -BruceJorgensen Please state briefly why you are volunteering to serve The City of Lake Forest: I truly believe that Lake R>rest is the greatest place to Uve and I would love to give back to this community in any way. Please list any interests or activities that could lead to, or BE PERCEIVED as, a conflict of interest if you become a candidate or appointee.: I am the managing broker of a local real estate company. ht4>s://www.lakeforestcaucus.com/profile/list/user/4285/1/1 36 37 CITY OF LAKE FOREST FY19 ROLLOVERS VENDOR ACCOUNT NO.DESCRIPTION AMOUNT 5501 AECOM USA, INC.101-1101-411-8495 Engineering Services Bluff Restoration 20,334.47 7521 FILIPPINI LAW FIRM LLP 101-1101-411-8495 CBRE Consulting Services for Rt. 60 Hotels 30,000.00 6077 CLIENTFIRST CONSULTING GROUP 101-1315-415-3510 Office 365 File Migration Assistance 6,145.00 1856 VERIZON WIRELESS MESSAGING SER 101-1532-431-6020 Ipads for New Work Order Program 4,511.96 1855 VERIZON WIRELESS MESSAGING SER 101-1540-419-6020 Ipads for New Work Order Program 4,511.96 38158 GEWALT-HAMILTON ASSOC INC 101-2501-499-8495 Engineering Services Waukegan Rd. Sidewalk 39,880.00 2115 ACOUSTIC ASSOCIATES LTD 101-3401-414-3510 Sound Report Evaluation - Reimbursable 8,423.00 67750 MORTON SALT CO 101-5136-431-6511 Road Salt Per the Lake County Salt Bid 32,649.14 7780 ATLAS BOBCAT INC 101-5137-431-6020 Equipment Attachment 7,702.00 7668 NEPTUN LIGHT, INC 101-5138-431-3510 South Beach Light Fixture Replacement 7,368.00 6786 AMERICAN GAS LAMP WORKS, LLC 101-5138-431-6112 Gas Light Material 5,000.50 8264 QUICKET SOLUTIONS, INC.101-7672-421-3510 Quicket E-Ticket Program 5,560.00 8264 QUICKET SOLUTIONS, INC.101-7672-421-4310 Quicket E-Ticket Program 3,300.00 930 GRAINGER 101-7672-421-6020 Ceiling Tile for PSB Renovation 19,285.00 8458 FRANK COONEY CO., INC.101-7672-421-6020 Furniture for PSB Remodel 19,131.48 GENERAL FUND 213,802.51 6739 H W LOCHNER, INC.202-0001-439-7692 Lake Woodbine Bridge Project 32,533.43 1592 SUPERIOR ROAD STRIPING INC 202-0001-439-6722 Thermoplastic Lane Marking 5,028.80 MOTOR FUEL TAX 37,562.23 N/A 201-8401-456-3511 Park Master Plans Deerpath Golf Course 10,145.00 N/A 201-8401-456-6737 Everett Park Tennis Surface Maintenance 35,000.00 PARKS & PUBLIC LAND MAINTENANCE PROJECT 45,145.00 0.00 7938 OLSON RUG & FLOORING 210-8506-457-4335 Senior Center Carpeting 7,344.50 SENIOR CENTER - RERPAIR & MAINTENANCE SVC. / BUILDING MAINTENANCE 7,344.50 8312 WOODWARD PRINTING SERVICES 220-8048-451-6013 Rec Brochure Printing 6,214.86 5215 LAKE FOREST LANDMARK DEVELOPMENT 220-8065-451-3510 Rec. Office Redesign 10,299.14 7612 VERMONT SYSTEMS, INC 220-8065-451-7501 Software Purchase, Installation, and Hardware 47,872.89 5239 PLANTE & MORAN, PLLC 220-8065-451-7501 Services for Implementation of Rectrac 13,893.75 8448 KIEFER USA 220-8065-451-8405 Mondo Flooring Install 33,620.00 PARKS & RECREATION 111,900.64 N/A 224-8026-451-7501 PSB Lobby Renovations 25,000.00 5215 LAKE FOREST LANDMARK DEVELOPMENT 224-8026-451-7501 Rec. Office Redesign 9,000.00 SPECIAL RECREATION - CAPITAL OUTLAY 34,000.00 7393 ALARM SECURITY INC 230-6401-436-6729 Fire Alarm Replacement 6,665.14 7378 JOHN KENO AND COMPANY, INC 230-6407-436-7714 Cemetery Ravine Restoration 5,344.56 N/A 230-6407-436-7720 Memorial Garden Niches Planning and Design 50,000.00 N/A 230-6407-436-7721 Entry Yellin Gate Restoration 108,200.00 CEMETERY 170,209.70 6748 COMMUNITY PARTNERS AFFORD HOUS 248-3401-414-3510 CPAH Contract for Affordable Housing 167,500.00 HOUSING TRUST - MISC. PURCHASED SERVICES / CONTRACTUAL - MISC 167,500.00 7654 JACOB & HEFNER ASSOCIATES, INC 311-0050-413-3511 McCormick Ravine Consulting 12,571.42 8395 BS&A SOFTWARE 311-0050-415-6613 ERP Software License, Implementation, Data Conversion369,905.00 NA 311-0050-415-6613 ERP Project 697,605.00 NA 311-0050-417-3511 Preliminary Engineering Services 50,000.00 9316 PETER BAKER & SON 311-0050-417-6711 FY 2017 Street Resurfacing 8,135.90 9316 PETER BAKER & SON 311-0050-417-6723 FY 18 Annual Pavement Patching Program 6,472.02 9940 BAXTER AND WOODMAN INC 311-0050-417-6742 Design Services Old Elm - Timber to Green Bay Storm 5,923.48 6545 R A MANCINI, INC.311-0050-417-7606 West Fork Dr / Hackberry Ln Drainage Improvements 132,809.99 NA 311-0050-417-7686 South Beach Access Road - Contingency Savings to North Beach Road42,152.00 5501 AECOM USA, INC.311-0050-417-7686 Design Change Order for North Beach Acess Road 45,300.00 65980 P CLIFFORD MILLER INC 311-0050-417-7686 Landscape Restoration Plan for NBAR 7,460.00 95797 WISS JANNEY ELSTNER ASSOC 311-0050-417-7699 Ferry Hall Bridge Viaduct Reconstruction - Inspect 22,059.21 NA 311-0050-417-7699 Ferry Hall Bridge Savings to North Beach Road 74,644.00 31130 FGM ARCHITECTS ENGINEERS 311-0050-419-6710 Public Safety Building Remodel 32,000.00 N/A 311-0050-419-6710 PBS Lobby Renovations 195,403.00 27491 DIVINCI PAINTERS INC 311-0050-431-6723 Steel Superstructure Painting 14,500.00 7/16/18 City Council Meeting 38 CITY OF LAKE FOREST FY19 ROLLOVERS 7668 NEPTUN LIGHT, INC 311-0050-431-6741 LED Square Light Fixtures Throughout Town 5,260.00 5913 BRUCE BRUGIONI CONSTRUCTION 311-0060-419-7658 Gorton Tuckpointing 9,075.00 8085 JNL CLIMATE CONTROL, INC.311-0060-419-7658 Replacement of 3 Furnaces and A/C units 15,591.00 94045 WAUKEGAN SAFE & LOCK LTD 311-0060-419-7658 Replacement of Exterior Door Lockset Hardware 14,400.00 2763 TDS DOOR COMPANY 311-0060-452-7609 Rec Center Window Replacement 58,712.45 3201 LINDCO EQUIPMENT SALES, INC.311-5001-450-7549 Cabinet Body and Ladder Rack 11,768.00 8264 QUICKET SOLUTIONS, INC.311-7672-421-7549 Quicket E-Ticket Program 17,808.00 CAPITAL IMPROVEMENTS FUND 1,849,555.47 8394 KELMSCOTT PARK REALTY LLC 322-2501-499-7705 Off Site Improvements Per Redevelopment Agreement 287,500.00 7654 JACOB & HEFNER ASSOCIATES, INC 322-2501-499-3535 Laurel Ave Clean-Up Supervision 15,726.37 LAUREL/WESTERN REVELOPMENT 303,226.37 41637 HYDROAIRE SERVICE 501-6071-434-3510 Pump Repair and Installation 12,315.00 5383 MARTELLE WATER TREATMENT, INC.501-6071-434-6511 Clean in Place (CIP) Chemicals, Aquamag Polyphosphate9,294.95 5492 ALEXANDER CHEMICAL CORPORATION 501-6071-434-6511 Sodium Hypochlorite and Sodium Hydrofluorosilicic 12,000.00 41637 HYDROAIRE SERVICE 501-6072-434-3510 Water Pump Impeller 8,420.00 1856 VERIZON WIRELESS MESSAGING SER 501-6072-434-6020 Ipads for New Work Order Program 4,000.00 2741 HERKY'S TRUCKING INC 501-6073-433-4210 Excavating 9,460.00 7931 WACHS WATER SERVICES 501-6078-433-6221 Valve Turning 19,900.00 26234 DELL MARKETING L.P 501-6078-433-6621 Rugged Tablets 5,407.96 7401 NORTHERN DIVERS USA, INC 501-6078-433-6621 Chemical Feed Line Inside the Intake Suction Pipe 13,800.00 1857 VERIZON WIRELESS MESSAGING SER 501-6190-433-6020 Ipads for New Work Order Program 1,000.00 WATER & SEWER FUND 95,597.91 7401 NORTHERN DIVERS USA, INC 508-0001-434-6755 Water Plant Intake Cleaning Project 109,150.00 2237 JOSEPH J HENDERSON & SON INC 508-0001-434-7501 2017 Water Plant Improvements 294,930.40 7009 STRAND ASSOCIATES, INC 508-0001-434-7501 Water Plant Contingency 24,918.27 2237 JOSEPH J HENDERSON & SON INC 508-0001-434-7501 Water Plant Contingency 71,000.00 26244 DEMUTH INC 508-0001-441-7501 Force Main Excavation 19,900.00 WATER & SEWER CAPITAL IMPROVEMENT FUND 519,898.67 8308 XGD SYSTEMS, LLC 510-2501-454-7755 Deerpath Golf Course Renovations 27,682.93 CAPITAL IMPROVMENTS FOR GOLF COURSE 27,682.93 64798 MCNEILUS TRUCK & MFG CO 601-5901-437-4311 New Floor - Vehicle #184 9,000.00 FLEET 9,000.00 GRAND TOTAL OF ALL FUNDS 3,592,425.93 7/16/18 City Council Meeting 39 Expenditures Debt FY2019 Payments Rollovers Library Subtotal Contingency Approp Ord 101 General Fund 34,570,568 213,803 34,784,371 3,478,437 38,262,808 120 Flex 7,000 7,000 700 7,700 122 LF Hospital Project 299,482 299,482 29,948 329,430 124 MS Site Project 99,368 99,368 9,937 109,305 201 Park & Public Land 400,000 45,145 445,145 44,515 489,660 202 MFT 0 37,562 37,562 3,756 41,318 205 Emergency Telephone 369,604 369,604 36,960 406,564 210 Senior Resources 625,970 7,345 633,315 63,332 696,647 220 Parks and Recreation (incl Rec Dev)8,921,778 111,901 9,033,679 903,368 9,937,047 223 Parks Equip Reserve 150,000 150,000 15,000 165,000 224 Special Recreation 470,040 34,000 504,040 50,404 554,444 230 Cemetery 802,968 170,210 973,178 97,318 1,070,496 245 Foreign Fire Insurance 200,000 n/a 0 247 Police Restricted Funds 126,000 126,000 12,600 138,600 248 Housing Trust 167,500 167,500 335,000 33,500 368,500 0 0 311 Capital Improvement 4,951,365 1,849,555 6,800,920 680,092 7,481,012 322 Laurel/Western Redevelopment TIF 1,025,334 303,226 1,328,560 132,856 1,461,416 422 SSA 25 - Knollwood Sewer 74,535 (74,535)0 0 423 SSA 26 - Waukegan Sewer 20,298 (20,298)0 0 424 SSA 29 - Saunders Road 146,278 (146,278)0 0 425 2004B - Storm Sewer 521,355 (521,355)0 0 428 2009 G.O. Bonds - Western Avenue 279,245 (279,245)0 0 429 2010 G.O. Bonds 634,599 (634,599)0 0 432 2013 Refunding 2010A 534,513 (534,513)0 0 433 2015 G.O. Bonds 465,050 (465,050)0 0 501 Water & Sewer 8,193,126 95,598 8,288,724 828,872 9,117,596 508 Water and Sewer Capital 3,765,000 519,899 4,284,899 428,490 4,713,389 510 Deerpath Golf Course 1,809,983 27,683 1,837,666 183,767 2,021,433 601 Fleet 1,864,814 9,000 1,873,814 187,381 2,061,195 605 Liability Insurance 1,250,000 1,250,000 125,000 1,375,000 610 Self Insurance 5,785,000 5,785,000 578,500 6,363,500 701 Fire Pension 2,759,880 2,759,880 275,988 3,035,868 702 Police Pension 2,869,880 2,869,880 286,988 3,156,868 709 Trust Care Funds 84,160,533 (2,675,873)3,592,427 0 84,877,087 8,487,709 93,364,796 Library 4,207,165 4,207,165 420,717 4,627,882 4,207,165 89,084,252 8,908,425 97,992,677 SD 67 40,952,024 40,952,024 Appropriation Ordinance Total 138,944,701 THE CITY OF LAKE FOREST Appropriation Ordinance Worksheet Pension/Trust Funds Total All Funds Special Revenue Funds Capital Project Funds Debt Service Funds Enterprise Funds Internal Service Funds 40 AN ORDINANCE MAKING APPROPRIATION FOR CORPORATE PURPOSES AND FOR THE PUBLIC SCHOOLS OF THE CITY OF LAKE FOREST, COUNTY OF LAKE AND STATE OF ILLINOIS, FOR THE FISCAL YEAR COMMENCING MAY 1, 2018 AND ENDING APRIL 30, 2019 BE IT ENACTED BY THE CITY COUNCIL OF THE CITY OF LAKE FOREST, an Illinois special charter and home rule municipal corporation located in Lake County, Illinois, as follows: Section 1: That the following sums, or so much thereof as may be authorized by law, be and the same are hereby appropriated from the respective fund designated in this ordinance for the corporate purposes of The City of Lake Forest and for the objects and purposes stated herein according to departments and other separate agencies, and for the Public Schools of The City of Lake Forest, County of Lake and State of Illinois, to defray the necessary expenses of the City and its Public Schools for the fiscal year commencing May 1, 2018 and ending April 30, 2019. GENERAL FUND General Government Appropriation Salaries and Benefits 2,859,554$ Supplies/Other Services and Charges 5,363,341 Capital Equipment Contingency - to meet expenses of emergencies and optional expenses not otherwise provided for 3,478,437 TOTAL GENERAL GOVERNMENT 11,701,332$ Law Contractual Services 450,000$ TOTAL LAW 450,000$ Community Development Salaries and Benefits 1,754,118$ Supplies/Other Services and Charges 247,851 Capital Equipment - TOTAL COMMUNITY DEVELOPMENT 2,001,969$ Public Works Administration Salaries and Benefits 426,251$ Supplies/Other Services and Charges 85,655 TOTAL PUBLIC WORKS ADMINISTRATION 511,906$ Public Buildings Building Maintenance Salaries and Benefits 899,988$ Supplies/Other Services and Charges 714,263 TOTAL PUBLIC BUILDINGS 1,614,251$ 41 Appropriation Streets Salaries and Benefits 1,099,116$ Supplies/ Other Service and Charges 740,391 TOTAL STREETS 1,839,507$ Sanitation Salaries and Benefits 1,386,797$ Supplies/ Other Service and Charges 1,055,173 TOTAL SANITATION 2,441,970$ Storm Sewers Salaries and Benefits 151,166$ Supplies/ Other Service and Charges 36,668 TOTAL STORM SEWERS 187,834$ Engineering Salaries and Benefits 593,692$ Supplies/ Other Service and Charges 99,302 TOTAL ENGINEERING 692,994$ Fire Administration Salaries and Benefits 4,588,839$ Supplies/ Other Service and Charges 2,008,454 Sub-Total 6,597,293$ Emergency Medical Services Supplies/ Other Service and Charges 35,300$ Sub-Total 35,300$ Fire Suppression Supplies/ Other Service and Charges 108,231$ Sub-Total 108,231$ TOTAL FIRE 6,740,824$ Police Salaries and Benefits 6,387,206$ Supplies/ Other Service and Charges 3,693,015 TOTAL POLICE 10,080,221$ TOTAL AMOUNT APPROPRIATED FROM THE GENERAL FUND 38,262,808$ 42 Appropriation Flex Fund Supplies/Other Services and Charges 7,000$ Contingency to meet expenses of emergencies and expenses not otherwise provided for 700 TOTAL AMOUNT APPROPRIATED FROM Flex Fund 7,700$ Lake Forest Hospital Project Supplies/Other Services and Charges 299,482$ Contingency to meet expenses of emergencies and expenses not otherwise provided for 29,948 TOTAL AMOUNT APPROPRIATED FROM Lake Forest Hospital Project Fund 329,430$ MS Site Project Supplies/Other Services and Charges 99,368$ Contingency to meet expenses of emergencies and expenses not otherwise provided for 9,937 TOTAL AMOUNT APPROPRIATED FROM MS SITE PROJECT 109,305$ PARK AND PUBLIC LAND FUND Park Improvements 445,145$ Contingency to meet expenses for emergencies and expenses not otherwise provided for 44,515 TOTAL AMOUNT APPROPRIATED FROM THE PARK AND PUBLIC LAND FUND 489,660$ MOTOR FUEL TAX FUND Capital Improvements 37,562$ Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 3,756 TOTAL AMOUNT APPROPRIATED FROM THE MOTOR FUEL TAX FUND 41,318$ EMERGENCY TELEPHONE FUND Police Salaries and Benefits -$ Supplies/ Other Service and Charges 369,604 Capital Equipment - Contingency to meet expenses for emergencies and expenses not otherwise provided for 36,960 TOTAL POLICE 406,564$ 43 Appropriation TOTAL AMOUNT APPROPRIATED FROM THE EMERGENCY TELEPHONE FUND 406,564$ SENIOR RESOURCES COMMISSION FUND Salaries and Benefits 390,442$ Supplies/Other Services and Charges 242,873 Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 63,332 TOTAL AMOUNT APPROPRIATED FROM THE SENIOR RESOURCES COMMISSION FUND 696,647$ PARKS AND RECREATION FUND Recreation Recreation Programs Salaries and Benefits 3,371,072$ Supplies/ Other Service and Charges 1,891,356 Capital Equipment - Sub-Total 5,262,428$ Parks Equipment Reserve 150,000 Contingency to meet expenses of emergencies and expenses not otherwise provided for 918,368 TOTAL RECREATION SECTION 6,330,796$ Parks and Forestry Administration Salaries and Benefits 2,536,123$ Supplies/ Other Service and Charges 595,378 Capital Equipment 150,000 Sub-Total 3,281,501$ Grounds Maintenance Supplies/ Other Service and Charges 300,000$ Sub-Total 300,000$ Athletic Field Plg/Tennis Supplies/ Other Service and Charges 72,500$ Sub-Total 72,500$ Lakefront Facilities Supplies/ Other Service and Charges 30,000$ Capital Equipment - Sub-Total 30,000$ 44 Appropriation Tree Trimming Supplies/ Other Service and Charges 41,250$ Sub-Total 41,250$ Tree Removal Supplies/ Other Service and Charges 16,500$ Sub-Total 16,500$ Insect & Disease Supplies/ Other Service and Charges 19,000$ Sub-Total 19,000$ Tree & Shrub Planting/Care Supplies/ Other Service and Charges 10,500$ Sub-Total 10,500$ TOTAL PARKS AND FORESTRY SECTION 3,771,251$ TOTAL AMOUNT APPROPRIATED FROM THE PARKS AND RECREATION FUND 10,102,047$ SPECIAL RECREATION FUND Salaries and Benefits 39,867$ Supplies/Other Services and Charges 286,202 Capital Improvements 177,971 Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 50,404 TOTAL AMOUNT APPROPRIATED FROM THE SPECIAL RECREATION FUND 554,444$ CEMETERY COMMISSION FUND Salaries and Benefits 402,877$ Supplies/Other Services and Charges 266,756 Capital Improvements 303,545 Contingency to meet expenses of emergencies and operational expenses not otherwise provided for 97,318 TOTAL AMOUNT APPROPRIATED FROM THE CEMETERY COMMISSION FUND 1,070,496$ 45 PUBLIC LIBRARY FUND Appropriation Library Services Salaries and Benefits 2,657,390$ Supplies/Other Services and Charges 1,148,775 Building Maintenance - Supplies/Other Services and Charges 196,000$ Contingency to meet expenses of emergencies and operational expenses not otherwise provided for 420,717 Sub-Total 4,422,882$ Capital Equipment 100,000$ Capital Improvements 105,000 Sub-Total 205,000$ TOTAL AMOUNT APPROPRIATED FROM THE PUBLIC LIBRARY FUND 4,627,882$ Police Restricted Fund Supplies/Other Services and Charges 126,000$ Contingency to meet expenses of emergencies and expenses not otherwise provided for 12,600 TOTAL AMOUNT APPROPRIATED FROM ALCOHOL ASSET FORFEITURE FUND 138,600$ HOUSING TRUST FUND Supplies/Other Services and Charges 335,000$ Capital Improvements - Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 33,500 TOTAL AMOUNT APPROPRIATED FROM THE HOUSING TRUST FUND 368,500$ CAPITAL IMPROVEMENTS FUND Salaries and Benefits -$ Supplies/Other Services and Charges 6,365 Capital Equipment 615,000 Capital Improvements 6,179,555 Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 680,092 TOTAL AMOUNT APPROPRIATED FROM THE CAPITAL IMPROVEMENTS FUND 7,481,012$ Laurel/Western Redevelopment Supplies/Other Services and Charges 325,334 Capital Improvements 1,003,226$ 46 Appropriation Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 132,856 TOTAL AMOUNT APPROPRIATED FROM THE RT 60 INTERSECTION FUND 1,461,416$ 2011B Bond Storm Sewer Capital Improvements -$ Contingency to meet expenses for emergencies and capital improvements not otherwise provided for - TOTAL AMOUNT APPROPRIATED FROM THE 2011B BOND STORM SEWER FUND -$ WATER AND SEWER FUND General Government Salaries and Benefits 246,299$ Supplies/Other Services and Charges 2,023,228 Debt retirement 2,477,055 Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 828,872 TOTAL GENERAL GOVERNMENT 5,575,454$ Public Works Salaries and Benefits 2,136,246$ Supplies/Other Services and Charges 1,405,896 TOTAL PUBLIC WORKS ADMINISTRATION 3,542,142$ TOTAL AMOUNT APPROPRIATED FROM THE WATER AND SEWER FUND 9,117,596$ WATER AND SEWER CAPITAL FUND Capital Equipment 35,000$ Capital Improvements 4,249,899 Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 428,490 TOTAL AMOUNT APPROPRIATED FROM THE WATER AND SEWER CAPITAL FUND 4,713,389$ DEERPATH GOLF COURSE FUND Administration Salaries and Benefits 503,164$ Supplies/Other Services and Charges 371,910 47 Appropriation Capital Equipment 50,000 Capital Improvements 68,997 Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 183,767 TOTAL ADMINISTRATION 1,177,838$ Course Maintenance Salaries and Benefits -$ Supplies/Other Services and Charges 141,160 TOTAL COURSE MAINTENANCE 141,160$ Clubhouse Salaries and Benefits 151,418$ Supplies/Other Services and Charges 551,017 TOTAL CLUBHOUSE 702,435$ TOTAL AMOUNT APPROPRIATED FROM THE DEERPATH GOLF COURSE FUND 2,021,433$ FLEET FUND Salaries and Benefits 754,991$ Supplies/Other Services and Charges 1,118,823 Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 187,381 TOTAL AMOUNT APPROPRIATED FROM THE FLEET FUND 2,061,195$ LIABILITY INSURANCE FUND Supplies/Other Services and Charges 1,250,000$ Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 125,000 TOTAL AMOUNT APPROPRIATED FROM THE LIABILITY INSURANCE FUND 1,375,000$ SELF INSURANCE FUND Supplies/Other Services and Charges 5,785,000$ Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 578,500 TOTAL AMOUNT APPROPRIATED FROM THE SELF INSURANCE FUND 6,363,500$ 48 FIREFIGHTERS' PENSION FUND Appropriation Other Services and Charges 2,759,880$ Contingency to meet expenses for emergencies and expenses not otherwise provided for 275,988 TOTAL AMOUNT APPROPRIATED FROM THE FIREFIGHTERS' PENSION FUND 3,035,868$ POLICE PENSION FUND Other Services and Charges 2,869,880$ Contingency to meet expenses for emergencies and expenses not otherwise provided for 286,988 TOTAL AMOUNT APPROPRIATED FROM THE POLICE PENSION FUND 3,156,868$ Public Schools THE CITY OF LAKE FOREST Not available until second reading of the ordinance School District No. 67 From the Education Fund 29,533,785$ From the Operations, Building and Maintenance Fund 2,664,589 From the Capital Projects Fund 6,798,749 From the Illinois Municipal Retirement/Social Security Fund 777,370 From the Transportation Fund 1,177,531 TOTAL AMOUNT APPROPRIATED FOR PUBLIC SCHOOLS OF THE CITY OF LAKE FOREST (School District No. 67)40,952,024$ Summary of the Amounts Appropriated From the Several Funds Fund Appropriation General 38,262,808$ Flex 7,700 Lake Forest Hospital Project 329,430 MS Site Project 109,305 Park and Public Land 489,660 Motor Fuel Tax 41,318 Emergency Telephone 406,564 Senior Resources Commission 696,647 Parks and Recreation 10,102,047 Special Recreation 554,444 Cemetery Commission 1,070,496 Public Library 4,627,882 Police Restricted Fund 138,600 49 Affordable Housing 368,500 Capital Improvements 7,481,012 Laurel/Western Redevelopment 1,461,416 2011B Bond Storm Sewer - Water and Sewer 9,117,596 Water and Sewer Capital Fund 4,713,389 Deerpath Golf Course 2,021,433 Fleet 2,061,195 Liability Insurance 1,375,000 Self Insurance 6,363,500 Firefighters' Pension 3,035,868 Police Pension 3,156,868 Sub-Total 97,992,678$ The City of Lake Forest School District No. 67 Not available until second reading of the ordinance Education 29,533,785$ Operations, Building and Maintenance 2,664,589$ Capital Projects 6,798,749$ Illinois Municipal Retirement/Social Security 777,370$ Transportation 1,177,531$ Sub-Total 40,952,024$ GRAND TOTAL 138,944,702$ Section 2: That any sum of money heretofore appropriated and not expended now in the Treasury of The City of Lake Forest, or that hereafter may come into the Treasury of The City of Lake Forest, is hereby reappropriated by this Ordinance. Section 3: That the funds derived from sources other than the 2017 tax levy and other revenue pledged for specific purposes may be allotted by the Mayor and City Council to such appropriations and in such amounts respectively, as said Corporate Authorities may determine within the limits of said appropriations, respectively, insofar as doing same does not conflict with the law. Section 4: That any unexpended balances of any items of any general appropriation made by this Ordinance may be expended in making up any deficiency in any other item in the same general appropriation made by this Ordinance and is hereby appropriated therefore. Section 5: That any sum of money received for a specific purpose or category of expenditure from any source other than real estate taxes (including without limitation grants and donations) that is not specifically authorized by this appropriation ordinance shall be authorized for expenditure upon acceptance of such sum of money by the City, provided that such expenditure is approved in accordance with 50 applicable City ordinances and procedures. Section 6: That the sum of money that the Corporate Authorities of the City (or such subordinate body of the City empowered to authorize the expenditure of funds) have approved, or will approve, to satisfy a lawful debt of the City, and for which money is available in the Treasury (or in the specific fund over which a subordinate body may have authority) at the time of such approval, is hereby appropriated by this ordinance. Section 7: That if any item or portion thereof of this Appropriation Ordinance is for any reason held invalid, such decision shall not affect the validity of the remaining portion of such item or the remaining portions of this Ordinance. Section 8: The City Council shall at any time have the power, to make transfers of sums of money appropriated for one corporate object or purpose, but no appropriation for any object or purposes shall thereby be reduced below any amount sufficient to cover all obligations incurred or to be incurred against such appropriation. Section 9: At any time during the fiscal year when an expenditure shall exceed the amounts set forth in this ordinance and there are funds available in the City's Treasury, the City Council may approve such expenditure and grant a supplemental appropriation for such purpose contemporaneously. Section 10: This ordinance shall be in force ten (10) days from and after its passage, approval and publication. PASSED THIS ____ day of ________________, 2018 ____________________________________________ APPROVED THIS ____ day of ________________, 2018 _____________________________________________ ATTEST: ______________________________________ City Clerk That this ordinance be published in pamphlet form and be made available to the public at the City Hall service counter. 51 AECOM 303 East Wacker Drive Chicago, IL 60601 www.aecom.com July 11, 2018 Mr. Michael Thomas ( ThomasM@cityoflakeforest.com ) City of Lake Forest 800 N. Field Drive Lake Forest, Illinois 60045 RE: Proposal for Engineering Services – North Access Road Ravine Construction Engineering Support Lake Forest, IL --- Change Order Dear Mike: AECOM is pleased to provide you with this Change Order to provide construction engineering support for the Ravine Restoration on the north side of the North Beach Access Road. AECOM will provide part time engineering services to support the City of Lake Forest staff who will serve in the full time construction oversite role. Scope of Services AECOM will review Contractor submittals, respond to Requests for Information (RFI), issue Supplemental Engineers Instructions, and perform part-time on-site observations. We will prepare reports and photo logs following our site visits. Independently document and report on Contractor compliance with the project plans and specifications in accordance with the plans and specifications by AECOM. Assess and report Contractor deficiencies and provide input regarding acceptance or rejection of work. Provide review support for contractor payment requests. As the project nears completion, we will provide input to the City’s compilation of a punch list for the Contractor. When construction is completed, input to the City’s final completion report. The following tasks summarize activities for which we will provide engineering support: Preconstruction Activities Following is a summary of AECOM activities leading up to construction: • Assist the City with the Contractor bid review. • Provide response to regulatory agency comments that may arise. • Pre-construction meeting Coordination, Meetings and AECOM Team Management This effort will include liaison between our construction engineering team and the City Team. We will attend meetings when requested. This task includes coordination and management of our team, contract and communications with the city. Design Engineer Services during Construction The scope of this task will be limited to the review of contractor submittals and information requests. We assume that AECOM will be responsible for review of the following Contractor submittals: • Utilities • Culvert and headwall • Construction materials 52 2 | Page • Fill material • Geotechnical issues • Shop drawings The AECOM level of effort for submittal review is dependent on the degree to which the City requires our support and on the quality of the Contractor’s submittals. During the course of construction, we anticipate the contractor will submit RFI’s that may require AECOM input. We will respond to requests as directed by the City. Construction Observation This task will include on call part-time construction observation. We plan to visit the site periodically each week and as requested by the City to support your construction engineering needs. While on-site, the AECOM field observations will be documented in a project logbook, in daily reports, and with photographs. Project Team and Schedule We will staff the construction engineering support with the same personnel that supported the design effort. Our design team continues to be available to support this project during construction. Estimated Fee AECOM proposes to complete the scope of services described above on a time-and-expense basis. The rates to be charged will be computed as direct labor costs times a multiplier of 2.8. Our estimated fee and level of effort to complete the Scope of Services is summarized as follows: TASK DESCRIPTION BUDGET ($) Preconstruction Support $2,000 Construction Submittal Reviews $8,000 Request For Information Reviews $8,000 Construction Field Observations: Sr. Project Engineer $9,000 Principal Structural Engineer $4,000 Project Engineer $6,000 Project Management, Meetings and Coordination $5,000 TOTAL COST $42,000 Contract Terms and Conditions We propose to perform this project on a time and materials basis with a recommended budget limit of $42,000. We will provide budget updates with our monthly invoices so you can gage our efforts. The budget limit will not be exceeded without your prior approval. The fee schedule will be a direct labor multiplier of 2.80. The same Terms and Conditions of Service that apply to the first phase study as provided in our May 18, 2016 contract will apply to this Change Order and are an integral part of this proposal. 53 3 | Page If acceptable, please return one signed original to the attention of William J. Weaver. Should you have any questions with regard to this proposal, please call Bill at (847) 323-2171 or contact him by email at bill.weaver@aecom.com . We thank you for the opportunity to submit this change order proposal and look forward to continuing to work with you on this important assignment. Sincerely, Responsible for Payment and Accepted by: AECOM Technical Services, Inc. Signature: Name: (please print) William J. Weaver, P.E., D.WRE Title: (please print) Vice President – Senior Project Engineer Firm: Date: Patrick Clifford, P.E. Vice President © AECOM 2018, ALL RIGHTS RESERVED 54 AECOM 303 East Wacker Drive Chicago, IL 60601 www.aecom.com July 12, 2018 Sent via email (thomasm@cityoflakeforest.com) Mr. Michael Thomas City of Lake Forest 800 N. Field Drive Lake Forest, Illinois 60045 RE: Proposal for Engineering Services – North Beach Access Road Bluff Failure Design Lake Forest, IL --- Change Order Dear Mike: AECOM is pleased to provide you with this Change Order that includes final design and preparation of construction documents for bluff restoration for the failure that occurred along the east side of the North Beach Access Road. The project includes the design of a slope without structural walls. 1.0 Project Understanding The Bluff slope along the east side of the North Beach Access Road located just south of the north ravine, experienced a significant landslide extending for a width of about 80 feet and affected the entire slope. A portion of the road is closed to keep vehicular traffic away and to keep pedestrians from being too close to the area. The proposed slope restoration will include the reconstruction of the slope to a stable slope configuration by regrading the slope, incorporating a mid-slope bench, and construction of drainage systems to control water from the sand seam that carries water to the bluff face. We will assess the lateral limits of the repair that are needed and will provide information on residual risk for future failures that could occur and should be monitored in adjacent areas. 2.0 Scope of Services This Section summarizes the work scope that will be completed for this project. 2.1 TASK 1 – MOBILIZATION, DATA COLLECTION & REVIEW Objectives: Obtain and review data and reports that may supplement the data collected during preparation of the planning study, and that may pertain to the design of the project. Approach: Mobilize the design team to establish project goals and final design approach and requirements. A team mobilization meeting will be held with the key project principals to establish design and coordination protocols, procedures, goals and technical issues. Meet with City of Lake Forest staff to kick off the design effort and discuss project design approach and goals, schedule, and a summary of deliverables. Meet with stakeholders to discuss potential solutions. 2.2 T ASK 2 – LAND SURVEY Objectives: Complete a survey of the failed slope and adjacent areas as needed for final design. 55 Approach: Complete a survey of the slope and adjacent areas to supplement the available base maps. This survey is needed to add information at the failure site as well as adjacent areas that are to be affected by construction. • Recover previously established horizontal and vertical control and extend control as needed. • Existing work limits survey – Survey to extend for a horizontal slope distance of approximately 300 feet. As well, survey the top of slope in areas to the south of the restoration zone. • Utility Survey – Based on utility information provided by the City of Lake Forest, develop utility map of utilities in the project area based on field survey depicting location, rim, invert, pipe size, direction and material. Develop integrated base mapping incorporating all information above. The new topography developed from the new survey will be clipped in with prior survey contours. Deliverables: • Final topographic and utility base map drawing • Cross section survey data and drawings • Manhole and utility structure below rim details • Survey Books 2.3 TASK 3 – GEOTECHNICAL INVESTIGATIONS AND DESIGN Objectives: Obtain geotechnical information required for the project design and prepare a geotechnical design memorandum. Approach: This task is focused on developing data and recommendations for final design. The geotechnical engineering work scope for the final design phase will include interpretation of subsurface explorations and laboratory testing obtained previously in the area. Following is a summary of the work scope for this task. Geotechnical Design AECOM geotechnical engineers will evaluate the soil boring and laboratory testing data to design the stabilization measures. We understand that the stabilization will consist of a reconstruction and regrading of the slope for a lateral distance of approximately 200 feet. We will perform geotechnical stability analyses for the proposed restoration concept and use this analysis to instruct the final design configuration. Soil strength parameters will be developed from a combination of lab testing results and empirical correlations to soil index properties and SPT-N values. The analysis will be performed using the Slope/W stability modelling software to evaluate that the slope is stable and capable of supporting the proposed retaining wall system. The geotechnical analysis will also include the development of a slope drainage system to manage water from the sand seam that exists throughout the repair area. AECOM will prepare a design summary report prepared under the supervision of a registered Professional Engineer in the State of Illinois. The report will include boring logs and a description of the soil boring activities and conditions documented in the studies that we will rely upon as well as a summary of the design approach and calculation results. 56 We will provide geotechnical input to the drawings and specifications necessary for the construction of the proposed project. Deliverables: • Geotechnical investigations design basis memorandum including boring logs and geotechnical analyses, and recommendations for slope stability. • Specifications for excavation, backfill soils, placement and compaction of backfill fill soils, and drainage system materials and installation. • Geotechnical plan notes. 2.4 TASK 4 – REGULATORY PERMIT APPLICATIONS AND COORDINATION Objective: Satisfy City of Lake Forest permit requirements Approach: We assume that the project will need to follow City of Lake Forest building permit requirements. We assume that no significant coordination or permits will be required with outside agencies. We will include consideration of regulatory rules that apply with respect to erosion and sediment control and building department rules. Deliverables: • Erosion and Sediment Management Plans • Coordination with the City of Lake Forest with respect to their applicable rules 2.5 TASK 5 – STAKEHOLDER COORDINATION AND MEETINGS Objectives: Participate in City and Stakeholder Meetings. This includes field meetings with key stakeholders and providing support to the City in presenting the project to these groups. 2.6 TASK 6 – FINAL PLANS AND SPECIFICATIONS (BID SET) Objective: Develop Plans and Specifications Approach: Prepare plans and specifications and coordinate closely with Keno & Company Deliverables: • Stamped Plans • Stamped Specifications • Bound Autocadd files and .dwf files • Bid Set Plans and Specifications (50 copies bound – plans at 11x17) 2.7 TASK 7 – FINAL DESIGN PHASE QA / QC Objective: Completion of the Quality Assurance / Quality Control Review for the Plans and Specifications, design calculations and cost estimates. 2.8 TASK 8 – PROJECT MANAGEMENT Objective: Overall management to provide a quality product within the established budget and schedule. Approach: AECOM will provide reasonable project management functions to monitor adherence to project budget and schedule against contract requirements. Progress meetings will be held with the City 57 of Lake Forest to exchange information, receive feedback, and to reach consensus. AECOM shall coordinate all services/subcontractors. 3.0 Proposed Budget The proposed budget is summarized on Table 1. We propose to perform the above referenced work scope on a time and materials basis with a recommended not to exceed budget cap of $68,000. This budget limit will not be exceeded without your prior approval. 4.0 Contract Terms and Conditions The same Terms and Conditions of Service that apply to the first phase study, as provided in our May 18, 2016 contract, will apply to this Change Order and are an integral part of this proposal. The fee schedule will be a direct labor multiplier of 2.8. If acceptable, please return one signed original to the attention of William J. Weaver. Should you have any questions with regard to this proposal, please call Bill at (847) 323-2171 or contact him by email at bill.weaver@aecom.com . We thank you for the opportunity to submit this change order proposal and look forward to continuing to work with you on this important assignment. Sincerely, Responsible for Payment and Accepted by: AECOM Technical Services, Inc. Signature: Name: (please print) William J. Weaver, P.E., D.WRE Title: (please print) Vice President – Senior Project Engineer Firm: Date: Patrick Clifford, P.E. Vice President © AECOM 2018, ALL RIGHTS RESERVED 58 TaskSubtotal1 Mob, DC & Review$4,0002 Land Survey$6,0003 Geotechnical:$17,0003.2 Design Input$11,0003.3Specifications$6,0004 Regulatory Issues$2,0005 Meetings$6,0006 Plans and Specs:$24,0006.2Plans$20,0006.3Specifications$4,0007 QA/QC$4,0008 Project Management$5,000$68,000Table 1Grand TotalTask No.BudgetDescriptionProject Budget Estimate59 AECOM 303 East Wacker Drive Chicago, IL 60601 www.aecom.com July 11, 2018 Mr. Michael Thomas ( ThomasM@cityoflakeforest.com ) City of Lake Forest 800 N. Field Drive Lake Forest, Illinois 60045 RE: Proposal for Engineering Services – Landslide Construction Engineering Support Lake Forest, IL --- Change Order Dear Mike: AECOM is pleased to provide you with this Change Order to provide construction engineering support for the landslide restoration located along the lower portion of the North Beach Access Road. AECOM will provide part time engineering services to support the City of Lake Forest staff who will serve in the full time construction oversite role. Scope of Services AECOM will review Contractor submittals, respond to Requests for Information (RFI), issue Supplemental Engineers Instructions, and perform part-time on-site observations. We will prepare reports and photo logs following our site visits. Independently document and report on Contractor compliance with the project plans and specifications in accordance with the plans and specifications by AECOM. Assess and report Contractor deficiencies and provide input regarding acceptance or rejection of work. Provide review support for contractor payment requests. As the project nears completion, we will provide input to the City’s compilation of a punch list for the Contractor. When construction is completed, input to the City’s final completion report. The following tasks summarize activities for which we will provide engineering support: Preconstruction Activities Following is a summary of AECOM activities leading up to construction: • Preliminary field meetings with stakeholders • Pre-construction meeting Coordination, Meetings and AECOM Team Management This effort will include liaison between our construction engineering team and the City Team. We will attend meetings when requested. This task includes coordination and management of our team, contract and communications with the city. Design Engineer Services during Construction The scope of this task will be limited to the review of contractor submittals and information requests. We assume that AECOM will be responsible for review of the following Contractor submittals: • Construction materials • Drainage systems • Fill material • Geotechnical issues • Shop drawings 60 2 | Page The AECOM level of effort for submittal review is dependent on the degree to which the City requires our support and on the quality of the Contractor’s submittals. During the course of construction, the contractor will submit RFI’s that will require AECOM input. We will respond to requests as directed by the City construction administrator. Construction Observation This task will include on call part-time construction observation. We plan to visit the site periodically each week and as requested by the City to support construction engineering needs. While on-site, the AECOM field observations will be documented in a project logbook, in daily reports, and with photographs. Project Team and Schedule We will staff the construction engineering support with the same personnel that supported the design effort. Our design team continues to be available to support this project during construction. Estimated Fee AECOM proposes to complete the scope of services described above on a time-and-expense basis. The rates to be charged will be computed as direct labor costs times a multiplier of 2.8. Our estimated fee and level of effort to complete the Scope of Services is summarized as follows: TASK DESCRIPTION BUDGET ($) Preconstruction Support $2,000 Construction Submittal Reviews $8,000 Request For Information Reviews $8,000 Construction Field Observations: Sr. Project Engineer $9,000 Principal Structural Engineer $4,000 Project Engineer $6,000 Project Management, Meetings and Coordination $5,000 TOTAL COST $42,000 Contract Terms and Conditions We propose to perform this project on a time and materials basis with a recommended budget limit of $42,000. We will provide budget updates with our monthly invoices so you can gage our efforts. The budget limit will not be exceeded without your prior approval. The fee schedule will be a direct labor multiplier of 2.80. The same Terms and Conditions of Service that apply to the first phase study as provided in our May 18, 2016 contract will apply to this Change Order and are an integral part of this proposal. 61 3 | Page If acceptable, please return one signed original to the attention of William J. Weaver. Should you have any questions with regard to this proposal, please call Bill at (847) 323-2171 or contact him by email at bill.weaver@aecom.com . We thank you for the opportunity to submit this change order proposal and look forward to continuing to work with you on this important assignment. Sincerely, Responsible for Payment and Accepted by: AECOM Technical Services, Inc. Signature: Name: (please print) William J. Weaver, P.E., D.WRE Title: (please print) Vice President – Senior Project Engineer Firm: Date: Patrick Clifford, P.E. Vice President © AECOM 2018, ALL RIGHTS RESERVED 62 JOHN KENO & COMPANY, INC. 8608 WEST CATALPA AVENUE, SUITE 808 CHICAGO, ILLINOIS 60656 TEL: 773.380.0700 FAX:773.380.0706 www.johnkeno.com July 19,2018 To: City of Lake Forest Re: North Access Road Ravine Restoration Repair of Emergency Bluff Failure To Whom It May Concern: JKC offers the following proposal for the above referenced combined projects. Proposal is based upon plans prepared by AECOM dated 2018-06-XX and 2018-01-08. Sheets 1-14 and all information contained. We propose to furnish all labor, equipment, materials, and subcontractors to specifically perform the following scope of work: Please note that JKC has not included a bond. If one is required please add $11,600.00. JKC is available to mobilize at the convenience of the City or the day after Labor Day to begin the work North Access Road Ravine Restoration 1. Install erosion control as required 2. Install construction entrances and ground protection mats both in fore sted area of bluff and north access street. 3. Provide necessary DECI inspection and report findings to SMC as required 4. Identify and remove all brush and tress shown on the drawings 5. Provide by-pass dewatering to perform work 6. Clean existing channel of debris 7. Perform all necessary demolition and dispose of same as shown n drawings 8. Furnish and install PGE crushed concrete base to stabilize bottom of ravine 9. Furnish and install all necessary concrete storm water control structures including HDPE and box 4*3 culverts 10. Furnish and install pipe liner in identified pipes. 11. Furnish and install cobble stone where designated on drawings 12. Furnish and install riffles where shown on drawings 13. Restore areas around new head wall 14. Furnish and install rip rap and geogrid on south bank 15. Seed and blanket all disturbed surfaces Note: JKC has provided for seeding only. The plan from the COR is not available and therefore plants are not included. . Lump Sum $777,300.00 63 Repair of Emergency Bluff Failure 1. Install erosion control as required 2. Install construction entrances and ground protection mats both in fore sted area of bluff and north access street. 3. Provide necessary DECI inspection and report findings to SMC as required 4. Identify and remove all brush and tress shown on the drawings 5. Excavate bluff slope to elevation and contours shown on drawings 6. Remove all excess soil 7. Grade slope 8. Furnish and install manhole and drain tile where directed 9. Furnish and install black dirt on slope 10. Furnish and install seed and erosion blanket In accordance with our meeting with Friends of the Park all transplanting and salvage of plants will be done by others. LUMP SUM PRICE $371,200.00 Clarifications: • This proposal is contingent upon the acceptance of all clarifications, assumptions, and exclusions as listed herein. • We will make standard modifications, exclusions, etc. to any proposed subcontract. • We take exception to any bidding and/or construction documents which we do not have. • All tolerances are to be +/- 0.1’. Fine grading is to be performed by others. • All excavated and surplus materials are suitable for onsite fill and acceptable as "Clean Fill" at local sites governed by IEPA TACO Tier 1 regulatory guidelines or City of Chicago Department of Environment regulatory guidelines. The cost of testing is by others. Information must be provided prior to the start of any excavation. • All excavation is considered classified. Any rock, unstable, or otherwise unsuitable material will be removed and replaced at additional cost. If soil borings are provided, they shall become part of the contract documents. • Hand labor is included for our work. • Abatement is specifically excluded. JKC Standard Exclusions (unless noted otherwise above): Engineering; Sheeting, shoring, and/or underpinning; Exploratory excavation/Potholing; Structural demolition and/or removal of any foundations (if applicable this work is to be handled on a time and materials basis only); Tank and/or well removal and/or capping; Purchasing or installation of topsoil; Soil amendment; Covering of stockpiles; Dewatering or pumping of any water ; Moisture control and/or scarifying, discing, or drying of materials; Temporary protection, removal, maintaining, relocation, and/or re-routing of any utilities; Temporary protection, maintaining, removal, or relocation of any trees or shrubbery; Removal of unforeseen obstructions; Furnishing or installation of materials above and/or on top of any proposed vapor and/or moisture barrier; Saw cutting and/or coring; Liquidated damages; Permits and/or fees; Removal and/or handling of other trades surplus materials; Special and/or hazardous waste handling and/or removal; Cleaning of materials from within reinforcing steel at caisson caps; Undercut and replacement of unsuitable materials; Winter conditions and/or frost/snow removal, protection, and/or disposal; Noise and/or dust control; Concrete wash out; Truck wash and/or rumble grids; Street cleaning; Layout; Perimeter and/or safety fencing; Furnishing and installing stone base for asphalt paving or proposed concrete sidewalks, curbs, and/or gutters; Patching a nd/or restoration of asphalt and/or concrete paving; Work in the Public Way; Automobile and/or pedestrian traffic control, protection, and/or flagmen; Testing; Secondary/Private locates; Utility Earthwork; Erosion control; Silt fence inspections; Cleaning of 64 utility structures; Televising of sewers; Rip Rap; Flowable fill/CLSM; Seeding and/or landscaping; Removal and/or installation of fencing, poles, bollards, and signs; Temporary roads and/or pavements; Premium Time; Sales Tax; Payment and/or Performance bond. All prices are valid for 10 days. John Keno and Company, Inc. is a Veteran Owned Small Business (VOSB/SBE), a State of Illinois certified PBE, and a City of Chicago certified BEPD. We appreciate the opportunity to provide you with this proposal. Please do not hesitate to call with any questions or if we can be of further assistance. Very truly yours, JOHN KENO & COMPANY, INC. John K. Vignocchi President 65 The City of Lake Forest CITY COUNCIL Proceedings of the Monday, July 2, 2018 City Council Meeting - City Council Chambers CALL TO ORDER AND ROLL CALL: Honorable Mayor Lansing called the meeting to order at 6:31pm, and the City Clerk, Margaret Boyer called the roll of Council members. Present: Honorable Mayor Lansing, Alderman Beidler, Alderman Morris, Alderman Newman, Alderman Rummel, Alderman Reisenberg, Alderman Preschlack, Alderman Moreno and Alderman Buschmann. Absent: None. Also present were: Robert Kiely, Jr., City Manager; Julie Tappendorf, City Attorney; Catherine Czerniak, Director of Community Development; Elizabeth Holleb, Director of Finance; Michael Thomas, Director of Public Works; Pete Siebert, Fire Chief; Manager; Karl Walldorf, Chief of Police; Susan Banks, Communications Manager; Mike Strong, Assistant to the City Manager, along with other members of City Staff. There were approximately 20 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 Mayor Lansing invited all to the Friends of Lake Forest and Recreation Foundation 12th Annual Festival and Fireworks. Mayor Lansing reported that Lake Forest Day festivities will begin with the carnival on Tuesday, July 31 and the Parade will begin at 10 am Wednesday, August 1, honoring Lake Forest Hospital, the Lake Forest Lake Bluff Historical Society and Reading Power Inc. COMMENTS BY CITY MANAGER A. Special Guest of the City Council, State Senator Julie Morrison  Update on • Senate Resolution 1746, attached page 11. • State Budget • State Sales Tax • Capital Bill City Manager Robert Kiely introduced State Senator Julie Morrison. Senator Morrison reported that Senate Resolution 1746 supported by her and Senator Daniel Biss has not been acted on yet. She stated that Glenview has passed a resolution in support of the SR1746 and urged the Lake Forest City Council to do the same. Senator Morrison also reported that the State Budget that was passed on time. The City Council had discussion on State Revenue increases and State sales tax on internet sales. The City Council had discussion on how many resolutions appear before the senate and what happens to them. Senator Morrison reported that the possible Capital Bill would be anticipation for infrastructure repair. City Manager Kiely asked 66 Proceedings of the Monday, July 2, 2018 Regular City Council Meeting Senator Morrison to explain what a property tax freeze means and its impact on education. The City Council had lengthy discussion as to there being no benefit to the State if there is a property tax freeze, pooling pensions, infrastructure, and keeping The City of Lake Forest informed on upcoming capital opportunities. Mayor Lansing, on behalf of the Council thanked Senator Morrison for her time. B. Update on Forest Park Beach Bluff Activity - Michael Thomas, Director of Public Works - Sally Swarthout, Director of Parks & Recreation Michael Thomas, Director of Public Works, reported on the Forest Park Ravine & Bluff erosion/failure due to excessive rainfall. On June 27 at about 5:45pm, there was a north bluff failure, fortunately,there were no injuries. • By 11 pm material removed and road open • City Staff & Engineers onsite investigation • June 28 material hauled off site • Road closed indefinitely to vehicle and pedestrian traffic • AECOM engineers onsite investigation • June 28 staff meeting to review beach access and parking options Mr. Thomas also reported on separate area of concern that has been closed, which is the Boardwalk. Drone footage was shown. Emergency meetings funding was addressed with the following cost estimates: • Ravine ≈ $850,000 • Ravine Project budgeted • FY19 CIP: $750,000 • Savings from SBAR Project: $75,000 • Savings From Ferry Hall Bridge Project: $35,000 • LCSMC - Lake Michigan Watershed Grant: $25,780 • Bluff Failure ≈ $550,000 • Option 1: Defer a current budgeted project • Option 2: City Council approve additional funds from fund balance • Capital Improvement Fund • General Fund • Option 3: Pursue grants • Eligibility (“Underserved Community”) • Timeliness • Guarantee Mr. Thomas reported that at this time, due to significant erosion concerns and additional bluff failures, staff proposes to waive the bid process (per 9.0B and 9.0C of the Purchasing Directive) to proceed with a design- build process with AECOM and John Keno & Company. Mr. Thomas offered the following viewpoints: • Pros • Begin repair of both ravine and bluff mid to late July • Minimize ravine erosion / roadway undermining & additional bluff failures • Some fill material from the bluff can be used in re-grading and stabilization of the ravine • Mobilization & construction efficiencies by completing the projects simultaneously • Road open by late fall, avoid road closed for 12+ months if design, bid, award, and construction process used 67 Proceedings of the Monday, July 2, 2018 Regular City Council Meeting • Utilizing selected firms brings high degree of engineering knowledge base and specialized grading • Cons • Waiving the bidding process Mr. Thomas reported that AECOM will continue to monitor the Boardwalk bluff area, and should the Council approve the design build agreements, begin to work with John Keno & Company. Mr. Thomas reviewed potential schedules: • If design-build agreements are approved at July 16th City Council Meeting • Both projects completed in fall of 2018 • Roadway open in late fall 2018 • If both projects competitively bid • Projects would be completed within 12+ months • Roadway open early summer Sally Swarthout, Director of Parks & Recreation, reported that The City of Lake Forest hosted the US Junior Olympics Regatta Festival on June 30. Ms. Swarthout also reported on staff meetings that addressed and defined needs with: • Public Works, Parks, Forestry, Public Safety, and Recreation. Ms. Swarthout reported on supplies and transportation: • Fencing, locks, buses, shuttles, golf carts, parking alternatives • Notifications - Social Media, Constant Contact, Email • Team Implements Action Plan Priority Resident Beach Parking was established at the lower south parking lot, upper south parking lot and the west side of ring road in designated areas. On site accommodations included Van Service for pedestrians with strollers, golf carts and pull wagons.Ms. Swarthout reviewed the weekend statistics. • Saturday • Cars-233 • Belvedere Stairs (Residents Only) -555 • Non-Resident Stairs • Non-Resident- 183 • Resident- 66 • Sunday • Cars- 312 • Belvedere Stairs (Residents Only) -411 • Non-Resident Stairs • Non-Resident- 83 • Resident- 72 *Note- these statistics do not reflect the Regatta participant numbers The City Council commended City Staff for all effort’s to keep Forest Park open. The City Council had discussion on the following: • The length of time for the bidding process • South beach access inspection • The Boardwalk monitor/closure • AECOM’s awareness of concern • City insurance • Risk to the Water Plant • Ravine design • Bluff repair • Parking 68 Proceedings of the Monday, July 2, 2018 Regular City Council Meeting • Additional shifting of the bluff and/or Boardwalk • Grant funding • Number of loads of material removed • Education of residents At the end of the discussion the City Council had consensus to move ahead with the design build with AECOM and John Keno and Company with an expectation that a more conclusive cost would be available at the July 16 City Council meeting. COMMENTS BY CITY COUNCIL MEMBERS A. Adoption of the Principles, Conduct and Procedures for Meetings and Activities of the Members of the City Council and Staff Finance Chairman Jed Morris reviewed the review process to date, reporting that he and Alderman Preschlack have met with staff to create the document available today. The City Council had discussion that included redline versioning. Mayor Lansing reported that this item will be tabled and discussed at a special City Council workshop in the near future. Similar to the Decision Making Parameters, Council members are asked to submit any final thoughts to the City Manager who will pass them to the subcommittee so that a final draft can be constructed and heard at a future City Council meeting for approval. The City Council had continued discussion on the Ethics Ordinance, City Manager Kiely reported that the Ethics Ordinance is in review with the Legal Committee. COUNCIL ACTION: Approval of the proposed Principles, Conduct and Procedures for Meetings and Activities of the Members of the City Council and Staff This item is continued to a future city Council date. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS JoAnn Desmond, offered her thanks to City Staff for keeping Forest Park open and working together with residents. She offered her opinion on SR1746 and offered to share recent FOIA information from WisDot with the Council. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the June 18, 2018 City Council Meeting Minutes 2. Consideration of an Ordinance Amending Sections 94.15 through 94.21, titled “Open Fires” of the City Code (Final Approval) 3. Approval of a recommendation from the Public Works Committee in awarding the contract for the Southwest Lift Station Forcemain Replacement Project to IHC Construction Company in the amount of $345,560.00 plus authorization to expend, if necessary, an additional 10% for unforeseen change orders that may occur during the administration of this project. COUNCIL ACTION: Approval of the three (3) Omnibus items as presented Mayor Lansing asked members of the Council if they would like to remove any item or take it separately. Seeing none, Mayor Lansing asked for a motion to approve the three (3) Omnibus items as presented. 69 Proceedings of the Monday, July 2, 2018 Regular City Council Meeting Alderman Preschlack made a motion to approve the three (3) Omnibus items as presented, seconded by Alderman Moreno. The following voted “Aye”: Aldermen Beidler, Morris, Newman, Rummel, Reisenberg, Preschlack, 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. ORDINANCES NEW BUSINESS 1. Approval of the Local Agency Consultant Agreement with Civiltech, Inc., the Local Public Agency Agreement for Federal Participation with the State of Illinois Department of Transportation for the Everett Road/Waukegan Road Intersection Improvement Project, and Authorization to Allocate Non-Budgeted funds for the City’s 20% share. Michael Thomas, Director of Public Works, reported that the Public Works Committee requests approval to enter into an agreement for professional design services with Civiltech for the Phase II design of the Everett Road/Waukegan Road Intersection Improvement Project and authorization to allocate non-budgeted funds for the City’s 20% share. Mr. Thomas reported the plan calls for the addition of a dedicated right turn lane from southbound Waukegan Road to westbound Everett Road; lengthening the right turn lane, left turn lane and through lane from eastbound Everett Road to west of the Metra tracks and an enhanced left turn lane from westbound Everett road to southbound Waukegan Road. The City Council had discussion on the following: • The original proposal in 2009 • The City’s inability to modify the project at this time • Other types of projects where this approach was used; Old Elm, various bridge projects, Westleigh and Sheridan Roads • Whether or not this will impact current pending decisions coming before the Council • Additional grant funding from other sources Mr. Thomas explained this work will reduce traffic congestion at the intersection by adding additional vehicle stacking and creating dedicated turn lanes. Mayor Lansing asked if there was anyone from the public who wanted to address the Council on this matter. Dennis offered his opinion to the Council in regards to access to Waterway Carwash in Northbrook, and asked the Council if this would impact the pending decision on Waterway. Michael Thomas, Director of Public Works, clarified that this project has no bearing on the pending project. COUNCIL ACTION: Approval of the Local Agency Consultant Agreement with Civiltech, Inc. and the Local Public Agency Agreement for Federal Participation with the State of Illinois Department of Transportation for the Everett Road/Waukegan Road Intersection Improvement Project. Additionally, approve $328,726 in non-budgeted expenses, with 80% to be reimbursed from STP grant funds. Alderman Reisenberg made a motion for approval of the Local Agency Consultant Agreement with Civiltech, Inc. and the Local Public Agency Agreement for Federal Participation with the State of Illinois Department of Transportation for the Everett Road/Waukegan Road Intersection Improvement Project. Additionally, 70 Proceedings of the Monday, July 2, 2018 Regular City Council Meeting approve $328,726 in non-budgeted expenses, with 80% to be reimbursed from STP grant funds, seconded by Alderman Rummel. The following voted “Aye”: Aldermen Beidler, Morris, Newman, Rummel, Reisenberg, Preschlack, Moreno and Buschmann. The following voted “Nay”: None. 8- Ayes, 0 Nays, motion carried. 2. Consideration of Two Recommendations Related to Construction of a Hyatt Place Hotel, in Conway Park. (Grant Final Approval of an Ordinance and Approve a Resolution by Motion) Catherine Czerniak, Director of Community Development reported that at its June 18 meeting, the Council approved first reading of the ordinance approving the design aspects of the petition as recommended by the Building Review Board. Ms. Czerniak gave an overview of the 9+ acre site for the proposed development. She reported the office park was annexed by the City over 20 years ago and today, the park is nearly built out with 13 office buildings of various sizes and the Lake Forest Graduate School of Management. A hotel is a permitted use in Conway Park and a hotel was always envisioned along the Route 60 Corridor to serve businesses, residents and visitors. Ms. Czerniak reported as part of the review of the incentives request, in February, 2018, with the approval of the City Council, Michael Tobin, CBRE, was engaged to assist the City in considering the request for financial incentives. Mr. Tobin and his colleagues worked with the Mayor, Finance Committee Chairman, City Attorney and City staff to assure that the right questions were asked of the developer, complete information obtained, and a thorough analysis conducted of both the short-term and long-term benefits of the proposed hotel development to the overall community. Ms. Czerniak reviewed the details of the building design that included materials to be used and overall building height. Ms. Czerniak reported that independently, members of the City Council had been in communication in regards specifically to the incentive moratorium in section 7. She explained the purpose of the moratorium is to provide an opportunity for the hotel to get stabilized and would prohibit The City of Lake Forest to offer incentives to another hotel and include:  Limited Time Period – 4 Years from Effective Date  Effective Date Set – September 30, 2018 (or earlier)  No Incentive Payments to Competitor for 4 Years  Ability to Consider Merits of Specific Proposals During 4 Years  Ability to Negotiate an Incentive Agreement During 4 Years  Ability to Schedule Payments After 4 Years in an Escalating Manner Alderman Morris reported that he and Alderman Rummel, at the invitation of the Janko group, visited the new Hyatt Hotel in Milwaukee. He reported that the Hyatt model is to be collaborative with local restaurants and caterers for the meeting spaces while offering a limited menu. Alderman Beidler shared concern over setting a precedent and an assumed obligation to future projects. Alderman Preschlack asked why there had not been a hotel in the space for the last 20 years, Ms. Czerniak reported this is the first time there has been conversation and interest, the Janko group brought in the quality hotel that the Conway Office Park wanted and it fits architecturally in the Park. Mayor Lansing reported that Conway Office Park has the formal right of approval. Members of the Council asked if there are any current applications for the Amberley Woods project, and Ms. Czerniak reported there are not any current applications submitted for the Amberley property. The City Council continued lengthy discussion with Ms. Czerniak, City Manager Robert Kiely and Michael Tobin of CBRE, Inc. in relation to the purpose of the moratorium, future development on the site, site lines for other buildings, occupancy using the “Star Report”, pent up demand, parking, force majeure, projected revenue rates, possible failure, adaptive reuse, the Hyatt franchise, local owners, additional hotels, setting a precedent, tax revenues, lack of incentives in neighboring Mettawa, and precluding other projects from coming forward. 71 Proceedings of the Monday, July 2, 2018 Regular City Council Meeting Mayor Lansing asked if there was anyone from the public who wanted to address the Council on this matter. Debra Fisher offered her opinion to the Council reporting she is in support of the project but is against the moratorium as a second hotel project could boost development in the community. Mayor Lansing asked each Council member for their view. Mayor Lansing asked again if there was anyone from the public who wanted to address the Council on this matter. Seeing none he asked for a motion. COUNCIL ACTION: If determined to be appropriate by the City Council: 1. Grant final approval of the Ordinance in accordance with the Building Review Board’s recommendation. Alderman Reisenberg made a motion to grant final approval of the Ordinance in accordance with the Building Review Board’s recommendation, seconded by Alderman Newman. The following voted “Aye”: Aldermen Beidler, Morris, Newman, Rummel, Reisenberg, Preschlack, Moreno and Buschmann. The following voted “Nay”: None. 8- Ayes, 0 Nays, motion carried. Mayor Lansing then asked for a motion for the resolution. 2. Approve a Resolution by Motion, directing the City Manager and Attorney Victor Filippini to finalize an Agreement with Janko LLC, substantially in conformance with the Term Sheet presented to the City Council, and authorize the Mayor to enter into the Agreement on behalf of the City. Alderman Morris made a motion to approve a Resolution by Motion, directing the City Manager and Attorney Victor Filippini to finalize an Agreement with Janko LLC, substantially in conformance with the Term Sheet presented to the City Council, and authorize the Mayor to enter into the Agreement on behalf of the City seconded by Alderman Reisenberg. The following voted “Aye”: Aldermen Morris, Newman, Reisenberg, Preschlack, Moreno and Buschmann. The following voted “Nay”: Alderman Beidler and Rummel. 6 Ayes, 2 Nays, motion carried. 8. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION Mayor Lansing reported there will be no further business following executive session. Mayor Lansing asked for a motion. 1. EXECUTIVE SESSION pursuant to 5 ILCS 120/2 (c), (1), The City Council will be discussing personnel Alderman Rummel made a motion to adjourn into executive session pursuant to 5 ILCS 120/2 (c), (1), The City Council will be discussing personnel, seconded by Alderman Beidler. The following voted “Aye”: Aldermen Beidler, Morris, Newman, Rummel, Reisenberg, Preschlack, Moreno and Buschmann. The following voted “Nay”: None. 8- Ayes, 0 Nays, motion carried. Adjournment into Executive Session at 9:48pm Reconvene into Regular Session at 10:48pm ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 72 Proceedings of the Monday, July 2, 2018 Regular City Council Meeting ADJOURNMENT There being no further business Mayor Lansing asked for a motion. Alderman Newman made a motion to adjourn, seconded by Alderman. Motion carried unanimously by voice vote at 10:49 pm 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. 73 <<t0'"^. ^ NAtuRA£ET ^>, fiy Sciz^fAS AMO» ^ ?.< . -i vb^ff^v co ^0 ^' RESOLUTION OF APPRECIATION WHEREAS LOUIS PICKUS has served The City of Lake Forest as a member of the ZONING BOARD OF APPEALS 2014-2018 AS CHAIRMAN 2016-2018 WHEREAS, he has devoted much valuable time and personal attention to the work of this Board and, on behalf of the citizens of Lake Forest, continually met his responsibilities with purpose and dedication; and WHEREAS, the citizens of Lake Forest recognize and are deeply appreciative of the valuable time and sen/ice he contributed to the preservation and improvement of the quality of Me in our community by sen/ing on this commission; NOW, THEREFORE, BE IT RESOLVED that the City Council of The City of Lake Forest, ////'no/s, hereby expresses the profound gratitude of the citizens of Lake Forest to Louis for the loyal and faithful public service he has given by means of this resolution, which shall be spread upon the permanent records of the City Council. To be adopted by the City Council of The City of Lake Forest on the 16th day of July, 2018 Mayor 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 AGREEMENT FOR ENFORCEMENT OF THE ILLINOIS VEHICLE CODE AND CITY ORDINANCES IN DESIGNATED PARKING AREAS AT LAKE FOREST COLLEGE THIS AGREEMENT (“Agreement”) is entered into this 16th day of July 2018, (“Effective Date”) by and between The City of Lake Forest, Lake County, Illinois, an Illinois municipal corporation (“City”) and Lake Forest College, the owner of the property known as Lake Forest College, Lake Forest, Illinois (“Owner”). WHEREAS, Section 11-209 of the Illinois Vehicle Code, 625 ILCS 5/11-209, authorizes the City to enter into agreements to regulate and control motor vehicle traffic, motor vehicle parking, and the use of motor vehicle parking areas in shopping centers, schools, hospitals, condominium complexes, and apartment complexes in the City; and WHEREAS, Section 11-209.1 of the Illinois Vehicle Code, 625 ILCS 5/11-209.1, authorizes the City to enter into agreements to regulate and control motor vehicle traffic on private roads and streets in the City; and WHEREAS, Sections 11-209 and 11-209.1 of the Illinois Vehicle Code will be collectively referred to as “Vehicle Code” in this Agreement; and WHEREAS, Owner is the “owner,” as that term is defined by the Vehicle Code, of the property commonly known as Lake Forest College (“Property”); and WHEREAS, the City has requested that the Owner allow beach parking by City residents on a portion of the Property consisting of the parking areas located on the North Campus of the Property and depicted on Exhibit A (“Regulated Parking Areas”); and WHEREAS, Owner has agreed to permit beach parking by City residents on those areas of the Regulated Parking Areas depicted in green on the map attached as Exhibit A; and WHEREAS, in exchange for allowing the beach parking by residents in the designated areas, Owner agrees to authorize the City to enforce regulations contained in the Vehicle Code and the City of Lake Forest Municipal Code (“City Code”) regarding motor vehicle traffic and parking. NOW THEREFORE, in consideration of the recitals set forth above and the provisions and conditions set forth below and in furtherance of the City’s home rule powers, the parties hereby agree as follows: 1. The foregoing recitals are incorporated into this Agreement as if fully set forth herein. 2. The City shall have full and complete authority to enforce the motor vehicle traffic and parking regulations contained in the Vehicle Code and the City Code on the Regulated Parking Areas, including the authorized beach parking areas depicted on Exhibit A. This authorization should not be construed as a guarantee by the City that there will be enforcement action in any particular case. However, the City agrees to utilize its best efforts to enforce this Agreement consistent with its other responsibilities and functions. 3. Upon the Effective Date of this Agreement, it will be an offense for any person to violate any motor vehicle traffic or parking regulation contained in the Vehicle Code or City Code on the Property. Any such offense will be punishable by any one or more of the penalties authorized by the City Code, including but not limited to fines, immobilization or 111 2 towing of the vehicle, or other penalty. Fines will be imposed, collected, and deposited in accordance with the City’s customary procedures. 4. Owner, at its sole expense, agrees to erect, post, install, and maintain all City provided signs, parking area improvements, and pavement markings necessary to enforce the Vehicle Code and the City Code, as determined by the City in its sole discretion. 5. This Agreement is for a period of 35 days from the Effective Date (“Initial Term”). 6. This Agreement shall be binding upon the parties’ heirs, successors, assigns, executors, and administrators. 7. This Agreement constitutes the entire understanding between the parties and supersedes all prior agreements between the parties. This Agreement may not be modified or terminated except in writing executed by the parties. 8. This Agreement will be governed by and construed in accordance with the laws of the State of Illinois. The venue for all disputes arising out of, under, or related to this Agreement shall be the Circuit Court of Lake County, Illinois. 9. Notices delivered pursuant to this Agreement shall be deemed effective upon receipt, and all notices shall be personally delivered or sent via certified mail, return receipt requested, to the following addresses: CITY OWNER City of Lake Forest Lake Forest College Attn: City Manager Attn: President Attn: Police Chief Attn: Director of Public Safety 220 E. Deerpath 555 N. Sheridan Rd Lake Forest, Illinois 60045 Lake Forest, Illinois 60045 10. This Agreement will be recorded, at Owner’s sole expense, with the Office of the Lake County Recorder of Deeds, and this Agreement will not be effective until three days after the date of recording. 11. This Agreement may be executed in any number of counterparts, with each counterpart deemed to be an original. 112 3 IN WITNESS WHEREOF, the parties hereto have executed this Agreement by their duly authorized officers on the Effective Date set forth above. CITY OF LAKE FOREST LAKE FOREST COLLEGE By: ___________________________ By: ___________________________ Its____________________________ Its____________________________ ATTEST: ATTEST: By: ___________________________ By: ___________________________ Its____________________________ Its____________________________ 113 4 EXHIBIT A DEPICTION OF REGULATED PARKING AREAS 4839-8328-7404, v. 3 114 Exhibit A 115 Exhibit A 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 RESOUTION NO. ______ A Resolution in support of Senate Resolution 1746 WHEREAS, The City of Lake Forest (“City”) is an Illinois home-rule municipality located in Lake County, Illinois; and WHEREAS, the corporate authorities have reviewed Senate Resolution 1746 (“SR1746”), which seeks to mitigate the potential negative impacts of freight rail and associated holding tracks in Illinois; and WHEREAS, the corporate authorities of the City have determined that it is in the best interests of the City and its residents to support SR 1746. NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of The City of Lake Forest, County of Lake, State of Illinois, as follows: SECTION 1: The City of Lake Forest supports SR 1746, and this Resolution. SECTION 2: This Resolution of support of SR 1746 does not obligate The City of Lake Forest to expend funds nor does it extend or propose an expectation of expenditure of funds in the future. This Resolution shall be in full force and effect upon its passage and approval in the manner provided by law. PASSED THIS ___ DAY OF _______, 2018. AYES ( ) NAYS ( ) ABSENT ( ) APPROVED THIS _____ DAY OF _______, 2018 Mayor ATTEST: City Clerk 149