CITY COUNCIL 2019/04/01 AgendaTHE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
Monday, April 1, 2019 at 6:30 pm
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 6:30pm
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
A. Arbor Day Proclamation
A copy of the Proclamation can be found on page 15
2. COMMENTS BY CITY MANAGER
A. Annual Emerging Artists Awards
-Jillian Chapman, Executive Director Deerpath Art League
3. COMMITTEE REPORTS
4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS .
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the March 18, 2019 City Council Meeting Minutes
A copy of the minutes can be found beginning on page 16
COUNCIL ACTION: Approval of the March 18, 2019 City Council Meeting Minutes.
2. Approval of the Check Register for the Period of February 23 through March 22,
2019
STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612)
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Monday, April 1, 2019 City Council Agenda
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:
COUNCIL ACTION: Approval of the Check Register for the Period of February 23 through
March 22, 2019
3. Award of Bid in the Amount of $84,000 with a 5% or $4,200 Contingency to ATP
Enterprise Group, Inc. for the Lake Forest Recreation Center Front Entrance
Replacement Project.
STAFF CONTACT: Dan Martin, Superintendent of Public Works (847-810-3561)
Fund Invoice Payroll Total
101 General 313,307 1,492,730 1,806,037
501 Water & Sewer 80,052 181,691 261,743
220 Parks & Recreation 106,390 378,767 485,157
311 Capital Improvements 44,288 0 44,288
202 Motor Fuel Tax 0 0 0
230 Cemetery 11,755 27,626 39,381
210 Senior Resources 13,135 29,301 42,435
510 Deerpath Golf Course 10,175 2,760 12,935
601 Fleet 86,011 52,567 138,578
416 - 433 Debt Funds 250 0 250
248 Housing Trust 150,000 0 150,000
201 Park & Public Land 0 0 0
All other Funds 223,546 184,411 407,957
$1,038,909 $2,349,852 $3,388,761
Check Register for February 23 - March 22, 2019
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Monday, April 1, 2019 City Council Agenda
PURPOSE AND ACTION REQUESTED: Public Works Committee requests City Council
authorization to award the bid for the 2019 Rec Center Front Entrance Replacement Project
to ATP Enterprise Group, Inc.
BACKGROUND/DISCUSSION: The north main entrance at the Recreation Center is comprised of
the original hollow metal doors and frames when the building was built in the 1970’s. The doors
and frame edges are worn from metal fatigue, causing the doors to sag and rub, making them
difficult to operate. The doors and entryways are not ADA compliant and have exceeded their
useful life.
The proposed entry door replacement will be ADA compliant and includes redesigning the
existing expansive vestibule area by converting the extra space to become future program
and office space. Building Maintenance Staff worked closely with Recreation Center Staff and
the project architect to ensure the design compatibility with the future plans.
The project also includes installing a concrete pad with a footing in front of the doors to prevent
pavers from heaving during the winter months and obstructing the swing of the doors. The
replacement of the entire north main entrance will restore the integrity of this highly used
entrance.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 3/12/19 Reviewed and approved
BUDGET/FISCAL IMPACT: Has competitive pricing been obtained for proposed
goods/services? Yes
On March 8, 2019, staff received the following bids for the remodel of the front entrance:
Company Name Dollar Amount Bid
ATP Enterprise Group, Inc. $84,000.00
Builders Land Inc. $100,130.00
MAG Construction $104,500.00
Rasch Construction $132,700.00
The Front Entrance Replacement Project Bid followed the public bid process. The invitation to
bid was advertised in the newspaper. The City also invited MAG Construction to bid, which
has been a low qualified bidder on several past projects. Eight contractors attended the
Mandatory Pre-Bid Meeting and four of them submitted bids. ATP Enterprise Group, Inc. was
the lowest qualified bidders and its references were favorable, including recommendations
from The Village of Lake Bluff and the Park District of Highland Park.
Based on the scope of the project having very limited excavating, staff is requesting there be
a five percent contingency for unforeseen conditions instead of the customary ten percent
contingency for construction projects.
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Monday, April 1, 2019 City Council Agenda
Funding
Source
Account
Budget
Amount
Requested
Budgeted?
Y/N
FY2019 Capital Fund $65,000.00 $65,000.00 Y
FY2019 Building Maintenance – General
Building Improvements
$23,200.00 $23,200.00 Y
Total $88,200.00 $88,200.00
COUNCIL ACTION: Award of Bid in the Amount of $84,000 with a 5% or $4,200 Contingency to
ATP Enterprise Group, Inc. for the Lake Forest Recreation Center Front Entrance Replacement
Project.
4. Award of a Bid in the Amount of $84,500 to Best Buy Carpet for the Lake Forest City
Hall Carpet Replacement Project..
STAFF CONTACT: Dan Martin, Superintendent of Public Works (847-810-3561)
PURPOSE AND ACTION REQUESTED: The Public Works Committee requests City Council
authorization to award the bid for the 2019 City Hall Carpet Replacement Project to Best Buy
Carpet. The awarded bid would include the purchase and installation of new carpeting
throughout the entire building with the removal and disposal handled by in-house Building
Maintenance staff.
BACKGROUND/DISCUSSION: The current carpeting was installed during the1996 renovation of
City Hall. The 23 year old carpet has held up well over the years, but is starting to show wear
marks in the heavily used areas. The second floor Council Chamber has seen the most wear
and over the years has been re-stretched and mended three times. It is the staff’s intent to
replace the existing carpet with a similar quality product.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 3/12/19 Reviewed and approved
BUDGET/FISCAL IMPACT: Has competitive pricing been obtained for proposed
goods/services? Yes
On March 8, 2019, staff received the following bids for the installation of the carpet:
Company Original
Bid
Savings for City Staff to
perform removal
Final Bid
Amount
Best Buy Carpet $93,000.00 $8,500.00 $84,500.00
Tiles In Styles $131,807.53 $10,053.92 $121,753.61
Eagle Carpet Services No Bid Attended Mandatory Pre-bid Meeting
The Carpet Replacement Project Bid followed the public bid process. The invitation to bid
was advertised in the newspaper and staff also invited Eagle Carpet Services and Libertyville
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Monday, April 1, 2019 City Council Agenda
Tile & Carpet to bid on this project. Both vendors did not submit bids due to full schedules. The
low qualified bidder, Best Buy Carpet has been in business for the past 15 years and had
many favorable references, including The Village of Streamwood and ABT Electronics.
The original scope of the project was to replace the second floor carpet. Upon further
inspection of the first floor carpet condition and funding limitations, staff requested additional
funding in FY2020 to replace carpeting on both floors. Therefore the project will be funded
over two fiscal years: $44,500 in FY2019 & $40,000 in FY2020 as shown in the below table. If
approved, FY2019 funding will be rolled over and the project will be completed over the
Summer of FY2020.
Funding
Source
FY2019 Budget FY2020
Budget
Budgeted?
Y/N
Capital Fund $28,000.00 Y
Building Maintenance - General Building
Improvements
$16,500.00 Y
Building Maintenance – Minor Equipment $40,000.00 Y
Total $44,500.00 $40,000.00
COUNCIL ACTION: Award of a Bid in the Amount of $84,500 to Best Buy Carpet for the Lake
Forest City Hall Carpet Replacement Project.
5. Authorization for additional funds for repainting, lettering, safety upgrades, and
repairs of used fire apparatus.
STAFF CONTACTS:
Pete Siebert, Fire Chief (810-3864) and Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to utilize an
additional $29,097.00 (overage from budgetary savings), to make repairs and upgrades to
used fire apparatus.
BACKGROUND/DISCUSSION: Since entering into an IGA with the Rockland Fire Protection
District to provide fire, EMS and fire prevention services to its residents, the District declared all
equipment and vehicles as surplus. Part of the IGA was that Lake Forest received first right of
refusal to purchase the District’s vehicles and equipment. The City of Lake Forest approved
the purchase of a used engine, a no cost lease of a grant funded ladder truck, and funds to
make repairs and improvements to the two used vehicles, not to exceed $60,000. During the
process of making repairs and upgrades, other issues have been identified and additional
funding is needed to make some important safety upgrades with emergency lighting and
safety devices. The City Fleet Section has identified additional parts and repairs that need to
be made. At this time, staff is requesting additional funds (not to exceed $29,097.00), The
extra funding would come from budgetary savings on the Fire Departments grant funded air
pack purchase. This has been a collaborative effort between the Fire Department and the
Fleet Section of the Public Works Department. Both departments have worked diligently to
identify and prioritize repairs and upgrades, and these additional funds will allow us to
complete all needed repairs, and not have to prioritize or eliminate certain items. In addition,
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Monday, April 1, 2019 City Council Agenda
pursuant to the City’s purchasing policies, the City Council Finance Chair has authorized a
total of $34k in aggregate to the vendor performing the paint and body work (Kards, Inc.).
These repairs and upgrades will make both of these vehicles safer for operation, and increase
their longevity. Even with the extra funding requested, the fleet restructuring plan will still save
the City of Lake Forest a substantial amount of money.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Council 4/18/19 No cost lease IGA approved for the
grant funded ladder truck.
City Council 12/03/18 Fleet Restructuring plan approved.
Finance Committee 11/26/18 Fleet Restructuring plan approved.
Public Works Committee 10/30/18 Fleet Restructuring plan approved.
BUDGET/FISCAL IMPACT: The impact would be the cost of needed repairs and safety
upgrades not to exceed $29,097.00. The future fleet cost should be reduced by adding these
two used vehicles with lower mileage than our current vehicles they are replacing. The repairs
and upgrades being made will make these vehicles safer for our responders, and will better
serve our residents.
Below is an estimated summary of Project budget:
FY2019 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
FY19 Fire Equipment Capital
Account -0- *$29,097.00 Y
* Overage will be funded from budgetary savings in this line item pertaining to air pack
purchase.
COUNCIL ACTION: Authorization for additional funds for repainting, lettering, safety
upgrades, and repairs of used fire apparatus.
6. Consideration of Ordinances Approving Recommendations from the Zoning Board
of Appeals. (First Reading, and if Desired by the City Council, Final Approval)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
The following recommendations from the Zoning Board of Appeals are presented to the City
Council for consideration as part of the Omnibus Agenda.
1143 Beverly Place – The Zoning Board of Appeals recommended approval of a variance from the
corner side setback to allow a driveway width greater than permitted to accommodate an
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Monday, April 1, 2019 City Council Agenda
accessible van. No public testimony was presented to the Board on this petition. (Board vote: 7 -
0, approved)
908 Oakwood Avenue – The Zoning Board of Appeals recommended approval of variances from
the front yard and side yard setbacks to allow the replacement and expansion of an open front
porch. No public testimony was presented to the Board on this petition. (Board vote: 7-0,
approved)
The Ordinances approving the petitions as recommended by the Zoning Board of Appeals, with key
exhibits attached, are included in the Council packet beginning on page 20. The Ordinances,
complete with all exhibits, are available for review in the Community Development Department.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading
and grant final approval of the Ordinances approving the petitions in accordance with the
Zoning Board of Appeals’ recommendations.
7. Consideration of Recommendations from the Plan Commission and Building Review
Board in Support of the Second Phase of the McKinley Road Redevelopment.
(Approval of the Plat by Motion and First Reading and if Desired by the City Council,
Final Approval of an Ordinance Approving the Architectural Design)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: The following recommendations are offered for Council
consideration for the purpose of advancing construction of the second condominium
building on McKinley Road, across from the train station.
Consideration of a recommendation from the Plan Commission in support of approval
of a final plat of resubdivision for properties currently addressed as 711 and 697
McKinley Road. (The properties are reconfigured as one lot to be addressed as 705
McKinley Road, and two outlots.)
Consideration of a recommendation from the Building Review Board in support of
approval of the demolition of the existing office building and house at 711 and 697
McKinley Road respectively, and approval of the architectural design of the second
condominium building, the exterior materials, lighting, landscaping and hardscape.
BACKGROUND/DISCUSSION:
In April, 2017, based on recommendations from the Plan Commission and the Building Review
Board, the City Council approved the first phase of a redevelopment for property located on
the east side of McKinley Road, across from the train station, the Witmer/Altounian
development. Construction of phase one is nearly complete with several of the
condominium units in the first building occupied, and others under contract.
The developers are preparing for construction of the second condominium building as
anticipated by the previously approved Master Plan. The second condominium building will
be located south of the first building, fronting on McKinley Road and will share the east/west
road that extends into the site from McKinley Road.
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Monday, April 1, 2019 City Council Agenda
Consistent with the Plan Commission and City Council discussions at the time the Master Plan
was approved, and to the credit of the Church of the Covenants and the developer,
negotiations were held and an agreement was reached resolving the long term disposition of
the house at 697 McKinley Road, currently owned by the Church. Under that agreement, the
house will be demolished to allow the second phase of the development to proceed in a
manner consistent with the first phase of the redevelopment, the building widths along
McKinley Road will be identical. The north 30 feet of the 697 property will become part of the
development, and the south 20 feet of the 697 property will be consolidated into the larger
Church parcel.
PLAN COMMISSION AND BUILDING REVIEW BOARD RECOMMENDATIONS
On March 13, 2019, the Plan Commission held a public hearing on this petition. The
Commission recommended approval of the plat which reconfigures the 697 and 711
McKinley Road properties into Lot 1 on which the second condominium building will be
constructed, Outlot A which will be consolidated with the larger Church property and Outlot
B which will be added to the Library site. The transfer of a portion of the property to the City,
for consolidation with the Library parcel, is consistent with the previously approved Master
Plan.
The Commission noted that as a result of successful negotiations between the Church and
the developer, the footprint of the second phase building varies somewhat from the concept
presented in the Master Plan in that the building is wider, matching the width of the first
building. The Master Plan is intended to serve as a guide as detailed plans are developed for
each phase of the development. The Commission voted 5 to 1 to recommend approval of
the plat of resubdivision to the City Council. The Commissioner voting nay expressed concern
about the design aspects of the project as previously approved.
On February 6, 2019, the Building Review Board considered a request for approval of demolition of
the existing one-story office building and house, and approval of the design aspects of the second
phase of the development. The Board noted that the overall massing of the second building along
the streetscape, the architectural details and high quality exterior materials, are all consistent with
the first building. The Board voted 4 to 0 to recommend approval of the petition.
At both the Commission and Board meetings, neighbors offered public comments on two key
issues.
First, concern was voiced about ongoing construction activity in the area as the project
moves from phase one to phase two. In response, the Plan Commission directed review of
the construction staging area. Discussions are already underway with the developer and
neighbors on this issue. The staging area will be moved away from the Westminster frontage
and the frontage will be fenced and landscaped on a temporary basis to mitigate the
impacts of ongoing construction. In addition, the City Engineer requested an interim
drainage plan to assure that during construction, drainage from the construction staging
area is properly directed and as necessary, additional temporary swales, basins or inlets are
installed.
Second, neighbors voiced interest in being involved in early discussions about the third
phase of the project, the area east of the recently completed condominium building. The
Commission recommended that the Council direct the Commission to revisit and refine the
development parameters for the third phase of the development through conversations with
the developer and interested neighbors, before specific plans are brought forward for
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Monday, April 1, 2019 City Council Agenda
Commission review. The Commission acknowledged that the third phase of the
development will need to serve as a transition between the more urban type buildings
fronting on McKinley Road and the single family homes to the east.
Background materials, including the plat of resubdivision, a report from the Plan Commission
and the Ordinance approving the design aspects of the petition are included in the Council
packet beginning on page 33 of the Council packet.
COUNCIL ACTION: Approve a motion granting approval of the plat of resubdivision for the
second phase of the McKinley Road Redevelopment consistent with the Plan Commission’s
recommendations including the recommendations relating to minimizing impacts of
construction on surrounding properties and further Plan Commission due diligence around the
development parameters for phase three of the development.
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 second phase of the
McKinley Road Redevelopment.
COUNCIL ACTION: Approval of the seven (7) Omnibus items as presented
6. ORDINANCES
7. NEW BUSINESS
1. Consideration of Recommendations from the Plan Commission Relating to a Portion
of the Amberley Woods Site and the Overall Route 60 Corridor. (Approval by
Motion)
PRESENTED BY: Catherine Czerniak,
Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: Council action and direction is requested to further
discussions about the 8.5 acre portion of the Amberley Woods property located on the
southeast corner of Route 60 and Saunders Road.
BACKGROUND/DISCUSSION: On March 13, 2019, the Plan Commission opened a public
hearing to consider a request for various approvals related to a development proposed for
the 8.5 acre portion of Amberley Woods. The plan presented proposes a change in use for a
portion of the property, modifications to the previously approved site plan including changes
to access and setbacks, and potentially an increase in impervious surface. Both a short term
plan, proposing a 100-bed assisted living and memory care facility on the southern portion of
the site, and a longer term plan which anticipates future development of the remainder of
the site with restaurant or small scale retail were presented. The proposed plan requires
reconsideration, amendment and modification to the following:
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Monday, April 1, 2019 City Council Agenda
• The Transitional (TD) zoning district.
• The Annexation, Subdivision, Development and Settlement Agreement for the overall
40-acre Amberley Woods property.
• The Special Use Permit.
• The recorded plat of subdivision.
• The designation of the residence located on the property as a Local Landmark.
In the context of the above approvals which are currently in place, the Plan Commission
voted unanimously to forward a recommendation to deny the petition as now presented.
Importantly, some of the Commissioners expressed an openness to the proposed change of
use and in seeing further due diligence completed around the need for assisted
living/memory care facilities in the area, the costs and benefits of such a use and whether the
Amberley Woods parcel is appropriate for the proposed use. The Plan Commission was clear
that if the proposed use is determined to be appropriate for the site, the Commission would
then undertake an evaluation of a detailed overall site plan and study the technical aspects
of the plan. The Commission unanimously voted to recommend denial of the petition at this
time, to make it clear to the petitioner that until there is further discussion around the
proposed change in use of the site, further expenditures of time and money to study and
detail the technical aspects of the plan may not be prudent.
The Commission acknowledged that approving the amendments and modifications required
for the plan now presented by the petition, without considering the request in the context of
the larger area, the intent of the earlier approvals and both short and long term impacts on
the community, would not be in keeping with the City’s long tradition of careful and
thoughtful planning. At the same time, the Commission was sensitive to the petitioner’s
interest in receiving direction on the proposed change in use within a reasonable time frame.
In conjunction with the recommendation to deny the petition, the Commission unanimously
recommended that the Council direct that a review of the Route 60 Corridor be advanced
as the next phase of the Comprehensive Plan update. This process, similar to the working
group process recently completed for the Waukegan Road/Settler’s Business District, will
engage property owners, residents, business representatives and other interested parties in
discussion. The discussions will explore current land use designations, existing development
patterns in the area, the potential value of encouraging new and different uses in the area
and, opportunities and challenges offered by the Route 60 Corridor. In addition, the study will
specifically address the question of whether existing approvals and development parameters
for the Amberley Woods parcel and other properties in the area are still today in the best long
term interest of the community, or whether changes are warranted.
Background material for this petition which was considered by the Plan Commission including:
the site plan for the 8.5 acre Amberley Woods parcel as currently approved, the short term
redevelopment plan and the longer conceptual plan, is included in the Council packet
beginning on page 45.
ACTIVITY SINCE PLAN COMMISSION MEETING
As a follow up to the Plan Commission meeting, the petitioner’s attorney submitted a letter to
staff stating support for the comprehensive planning approach recommended by the Plan
Commission and interest in receiving guidance on the proposed land use change before an
exhaustive review of the proposed site plan and technical issues is undertaken. However, the
petitioner is requesting that rather than deny the petition as recommended by the Plan
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Monday, April 1, 2019 City Council Agenda
Commission, the Council table the petition pending the outcome of the study. A copy of the
letter is included in the background material in the Council packet.
The petitioner’s request to table the petition is reasonable and consistent with the intent of
the Commission to provide the opportunity for a community discussion and decisions about
land uses in the Route 60 Corridor before proceeding with review of the details of the site
plan.
BUDGET/FISCAL IMPACT: To support the Comprehensive Plan update, the budget approved
by the City Council for the current fiscal year anticipated expenditures of up to $25,000 for
consulting fees. To date, no consulting fees have been incurred for this project.
If directed to expeditiously advance the Comprehensive Plan update as it relates to the
Route 60 Corridor, staff requests authority to engage one or more consultants to provide the
necessary expertise to assist the City in evaluating the viability, benefits and demands of
various land uses and to assist with public engagement and the overall update process.
Consistent with the City’s Purchasing Policy, any contract exceeding the amount of the City
Manager’s authority will be presented to City Council for consideration.
FY2019 Funding Source Amount
Budgeted
Amount
Requested
Budgeted
Y/N
Consulting Services
Related to the Comprehensive
Plan Update
#101-3401-435-3510
$ 25,000
$19,999
(not to
exceed City
Manager’s
authority)
Yes
COUNCIL ACTION: Approve a motion tabling the petition filed by Oakleigh Development
Group, LLC and Pendulum Lake Forest Partners, LLC.
AND
Direct staff to proceed expeditiously with a review of the Route 60 Corridor as the next phase
of the Comprehensive Plan update. And, to facilitate the review:
Authorize the City Manager, in consultation with the Chairman of the Finance
Committee, to engage consultants, on a short term basis, as determined to be
appropriate, for an amount not to exceed the City Manager’s authority.
Authorize the City Manager, in consultation with the Mayor, to appoint a
Comprehensive Plan Working Group for this next phase of the Plan update.
2. Approval of an Agreement with The University of Illinois at Chicago to Provide Data
and Benchmarking Administrative Support to the Northern Illinois Benchmarking
Cooperative in an amount not to exceed $70,000.
PRESENTED BY: Mike Strong, Assistant to the City Manager (810-3680)
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Monday, April 1, 2019 City Council Agenda
PURPOSE AND ACTION REQUESTED: City staff requests approving an agreement with the
University of Illinois at Chicago (“UIC”) to provide data and benchmarking administrative
support to the Northern Illinois Benchmarking Cooperative (“NIBC”).
BACKGROUND/DISCUSSION: In February of 2016, after the termination of the International
City/County Management Association’s Performance Management Program, conversations
with various Northern Illinois communities commenced about potentially forming a
performance management cooperative, now known as the Northern Illinois Benchmarking
Cooperative (“NIBC”).
In fall 2017, eleven (11) founding municipalities established the NIBC with the purpose of jointly
exploring, developing, and sharing performance metrics that support the collaborative
assessment of trends and operational best practices in order to improve service levels, create
practices that are more efficient and innovate local government. In September 2017, the
NIBC engaged the University of Illinois at Chicago (“UIC”) College of Urban Planning and
Public Affairs to provide administrative support and facilitate the data collection, validation
and analysis for the group. Currently, the NIBC is comprised of twelve (12) municipalities,
which include The City of Lake Forest, and Villages of Arlington Heights, Buffalo Grove,
Glencoe, Hoffman Estates, Lake Bluff, Lincolnshire, Mount Prospect, River Forest, Schaumburg,
Wheeling and Wilmette.
For the first year of the collaborative, the NIBC jointly agreed to focus on law enforcement
issues affecting the member communities. The specific priority areas of law enforcement that
were selected to be jointly investigated include 1) Police Department Recruitment and
Retention, 2) Police Communications Strategies and Developing Public Trust, and 3) Policing
and Mental Health. The approach undertaken by the cooperative on these issues included
the identification of key service issues, selection of performance measurements, data
collection and validation, analysis and reflection, and generation of a final data document.
The final product, which is still under development, will serve largely as an internal resource for
municipal police departments interested in developing greater proficiency, promoting idea
generation, and enhancing efficiencies within each of these areas. NIBC members plan to
continue conversations within these service areas and discuss specifically how each member
can work toward achieving the recommendations identified within the Report.
In January 2019, the member communities chose Fire Service as its next service area, and
jointly supported UIC in providing administration and data analysis support for this
investigation. UIC’s proposal, a copy of which is included on page 51, outlines the scope of
work they will provide to the NIBC. Specifically, UIC will coordinate project planning for the
year, lead meetings and assist the communities in identifying data measures, facilitate data
collection and analysis, and prepare final data reports and recommendations. A copy of the
Agreement for these services is available beginning on page 57.
BUDGET/FISCAL IMPACT: Similar to last year, and pursuant to an existing Memorandum of
Understanding among the member communities, each municipality will pay an equal
percentage of the contract amount with UIC. The City of Lake Forest would hold and
execute the agreement with UIC for the full $70,000 amount, and each community would
pay a total of $5,833.33. Ultimately, the City of Lake Forest would be reimbursed $64,166.63.
Has competitive pricing been obtained for proposed goods/services? No
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Monday, April 1, 2019 City Council Agenda
If no, indicate the specific waiver requested:
Administrative Directive 3-5, Section 9.0K – Existing Relationship
Below is an estimated summary of Project budget:
FY2019 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
City Council – Membership Dues $19,390 $5,833.33* Y
*-Depicts net budget impact after reimbursements
COUNCIL ACTION: Approval of an Agreement in substantially the form attached hereto with
The University of Illinois at Chicago to Provide Data and Benchmarking Administrative Support
to the Northern Illinois Benchmarking Cooperative in an amount not to exceed $70,000.
8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS
1. EXECUTIVE SESSION pursuant to 5ILCS 120/2, (21), The City Council will be
discussing, annual review of the minutes mandated by Section 2.06 of the Open
Meetings Act
Adjournment into Executive Session
Reconvene into Regular Session
9. ADJOURNMENT
A copy of the Decision Making Parameters can be found beginning on page 14 of this
packet.
Office of the City Manager March 27, 2019
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 Jason Wicha, at (847) 234-2600 promptly to allow the City
to make reasonable accommodations for those persons.
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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.
. Fundmg decisions should support effectiveness and economy in providing services
and programs, while mindful of the number ofcidzens benefittmg from such
expenditures.
. New initiatives should be quantified, qualified, and evaluated for their long-tenn merit
and overall fiscal unpact and other consequences to the community.
. Decision makers should be proactive and timely in addressing sto-ategic planning
initiatives, external forces not under control of the City, and other opportunities and
challenges to the community.
Community trust 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.
14
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PROCLAMATION
WHEREAS, Arbor Day will be officially observed in the State of Illinois on Friday, April
26, 2019, by proclamation of the Governor and the planting of trees on
Arbor Day is a traditional activity throughout the State and The City of Lake
Forest, and
WHEREAS, Lake Forest, with its environment of natural areas, is particularly dedicated
to the observance of this day and has consistency throughout its history
enacted ordinances to preserve its trees and other natural assets, and
WHEREAS, citizen groups, garden clubs, and private and public institutions have
actively supported preservation efforts and the renewal of natural areas
through tree planting and landscape projects, and
WHEREAS, the celebration of Arbor Day 2019 in Lake Forest will include the
distribution of Norway Spruce seedlings to students in public and private
elementary schools, and Arbor Day 2019 will be celebrated throughout the
day in programs at schools and other locations; and at Northcroft Park
(located at 1365 S. Ridge Rd), on Friday, April 26 at 10:00 a.m., where the
City's official Arbor Day trees, one Hybrid 'Accolade' Elm, will be planted,
and
WHEREAS, trees in our City, wherever they are planted, increase property values,
enhance our business and residential areas, beautify our community, and are
a source of joy to gladden the hearts and promote the environmental well-
being of present and future generations, and
WHEREAS, The City of Lake Forest has been recognized as Tree City USA for thirty-
nine consecutive years by the National Arbor Day Foundation,
NOW, THEREFORE, I, Robert Lansing, Mayor of The City of Lake Forest, do hereby
proclaim Friday, April 26, 2019, as ARBOR DAY in The City of Lake Forest, and I urge
all citizens to support efforts to protect our trees and woodlands, to support our City's
forestry program, to plant trees on this day, and to join in the celebration ceremonies.
IN WITNESS HEREOF, I have hereunder set my hand and have had the Seal of The City
of Lake Forest affixed this 26th day of April, 2019.
Robert T.E. Lansing, Mayor
15
The City of Lake Forest
CITY COUNCIL
Proceedings of the Monday, March 18, 2019
City Council Meeting - City Council Chambers
CALL TO ORDER AND ROLL CALL: Honorable Mayor Lansing called the meeting to order at 6:30pm, and the
City Clerk, Margaret Boyer called the roll of Council members.
Present: Honorable Mayor Lansing, Alderman Morris, Alderman Newman, Alderman Rummel, Alderman
Reisenberg, Alderman Preschlack, Alderman Moreno and Alderman Buschmann.
Absent: Alderman Beidler
CALL TO ORDER AND ROLL CALL
PLEDGE OF ALLEGIANCE was recited by all those present in the Chamber.
REPORTS OF CITY OFFICERS
COMMENTS BY MAYOR
A. Voting Information
Mayor Lansing reported that early voting had begun today at City Hall and will continue through Saturday,
March 30.
COMMENTS BY CITY MANAGER
A. Ward Meeting Information
City Manager Jason Wicha reported the dates for the Spring Ward meetings.
Ward 2- Tuesday, April 23 at Gorton
Ward 4- Thursday, May 9 at Fire Station 2
Ward 1- Tuesday, May 28 at Gorton
Ward 3- Thursday, June 6 at Gorton
All Ward meetings are from 7-8:30
COMMITTEE REPORTS
OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
Marina Carney Puryear offered a correction of Connor Walsh instead of Carl Walsh as stated in the minutes,
and asked The City of Lake Forest to be more responsive to recent communications. Mayor Lansing and City
Manager Wicha conveyed that The City of Lake Forest has been responsive.
ITEMS FOR OMNIBUS VOTE CONSIDERATION
Mayor Lansing offered a brief overview of item #4 affirming this is an administrative item which ensures
that future City Councils are able to review the underpass on the merits of scope and feasibility.
16
Proceedings of the Monday, March 18, 2019
Regular City Council Meeting
Alderman Reisenberg remarked on the language of waiving the bid, when the City is not really doing so, but
rather confirming a low bid secured by the City of Lake Forest as a member in a consortium. Mayor Lansing
and Attorney Tappendorf reported they are working on changes to the Purchasing Policy with Finance
Director Holleb.
1. Approval of the March 4, 2019 City Council Meeting Minutes
2. Consideration of a Recommendation from the Public Works Committee in Support of an
Ordinance Amending Section 135.108(C) titled “Noise, Generally” of the City Code. (Final
approval of the Ordinance)
3. Authorization to enter an Inter-Governmental Agreement (IGA) with The Rockland Fire
Protection District for a no cost lease for a period of ten years for the Ladder Truck that is
covered by a FEMA Grant.
4. Request for City Council to Affirm and Ratify an Agreement with Hanson Professional
Services for Phase I Professional Design Services for the Telegraph Metra Station Train Bridge
Project for $281,421
5. Request for the City Council to waive the bidding process for the Police Department to
purchase furniture from the Frank Cooney Company that will be used to furnish the newly
renovated Police Department Records and Community areas.
6. Acceptance of the Donation of a Police Squad Car and related equipment from the Lake
Forest Police Foundation for the Establishment of a Police K9 Program
7. Approval to extend the City’s Office Supplies Contract with Warehouse Direct through May
31, 2020, with the option for additional extension as determined by the Suburban Purchasing
Cooperative of the Northwest Municipal Conference
8. Waive the Bidding Process and Approve the Replacement of Three Marked Police Vehicles
Included in the FY2020 Capital Equipment Budget to the Suburban Purchasing Cooperative’s
Low bidder, Currie Motors, in the amount of $103,305.
9. Award of Bid for the Replacement of Three Refuse Scooters for the Sanitation Section to
Honda Northwest in the Amount of $51,450 Included in the FY2020 Capital Equipment
Budget
10. Approval of a Public Works Committee recommendation to authorize the City Manager to
enter into a contract with LoVerde Construction for the Deerpath Golf Course Watermain
Extension, for an amount not to exceed $169,000.
11. Award of Bid for the FY ‘20 Concrete Curb and Sidewalk Replacement Project to Schroeder
and Schroeder, Inc. for a Not-to-Exceed Amount of $75,000
12. Award of Bid for the 2019 MPI Crack Sealing Contract to Patriot Pavement Maintenance in
the amount of $30,000
13. Request Approval to Waive the Bid Process and Participate in the Renewal Year of Lake
County’s Morton Rock Salt Bid at a Price Not-To-Exceed $64.88/Ton, for the Purchase of
3,600 Tons for Winter 2019/2020, including a Reserve for FY ’20 and/or FY ‘21
14. Special Event Approval of the Recurring “Class A” Special Event Permits Proposed for 2019
17
Proceedings of the Monday, March 18, 2019
Regular City Council Meeting
COUNCIL ACTION: Approval of the fourteen (14) Omnibus items as presented
Mayor Lansing asked members of the Council if they would like to remove any item or take it separately.
Alderman Buschmann offered minor changes to the minutes and asked to remove item #4 *, Mayor Lansing
asked for a motion to approve the thirteen (13) Omnibus items as presented with minor a change to the
minutes, and all others as presented.
Alderman Rummel made a motion to approve the thirteen (13) Omnibus items with a minor change to the
minutes, and all others as presented, seconded by Alderman Preschlack. The following voted “Aye”:
Aldermen Morris, Newman, Rummel, Reisenberg, Preschlack, Moreno and Buschmann. The following voted
“Nay”: None. 7- Ayes, 0 Nays, motion carried.
* Item # 4 Removed: Request for City Council to Affirm and Ratify an Agreement with Hanson
Professional Services for Phase I Professional Design Services for the Telegraph Metra Station Train Bridge
Project for $281,421
The City Council had discussion on the item. The question was called. Mayor Lansing asked for a motion.
Alderman Reisenberg made a motion to Affirm and Ratify an Agreement with Hanson Professional Services
for Phase I Professional Design Services for the Telegraph Metra Station Train Bridge Project for $281,421,
seconded by Alderman Preschlack.
The following voted “Aye”: Aldermen Morris, Newman, Rummel, Reisenberg, Preschlack, and Moreno. The
following voted “Nay”: None. The following abstained: Alderman Buschmann. 7- Ayes, 0 Nays, motion
carried.
Information such as Purpose and Action Requested, Background/Discussion, Budget/Fiscal Impact,
Recommended Action and a Staff Contact as it relates to the Omnibus items can be found on the agenda.
ORDINANCES
NEW BUSINESS
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION/COMMENTS BY COUNCIL MEMBERS
1. EXECUTIVE SESSION pursuant to 5 ILCS 120/2 (c), (11), The City Council will be discussing
threatened/pending litigation.
Adjournment into Executive Session at 7:10pm
Alderman Rummel made a motion to adjourn into executive session pursuant to 5 ILCS 120/2 (c), (11), The
City Council will be discussing threatened/pending litigation, seconded by Alderman Moreno. The following
voted “Aye”: Aldermen Morris, Newman, Rummel, Reisenberg, Preschlack, Moreno and Buschmann. The
following voted “Nay”: None. 7- Ayes, 0 Nays, motion carried.
Reconvene into Regular Session at 7:42pm
ADJOURNMENT
There being no further business Mayor Lansing asked for a motion. Alderman Reisenberg made a motion to
adjourn, seconded by Alderman Newman. Motion carried unanimously by voice vote at 7:42 pm.
18
Proceedings of the Monday, March 18, 2019
Regular City Council Meeting
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.
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Statement of Work and Budget Proposal
UIC/DPA Northern Illinois Benchmarking Cooperative (NIBC)
Fire Service Area (2019 - 2020)
Rev. January 21, 2019
Project Statement of Work and Budget Proposal
This proposed Statement of Work and budget outlines the work of the Northern Illinois
Benchmarking Cooperative (Cooperative) on the Fire Service Area (2019 - 2020). This document
outlines the resources necessary to fulfill UIC/DPA’s commitments to complete the work described
here. We anticipate that this project will identify issues beyond the work funded through this
budget that the Cooperative or its members will be interested in analyzing, and we would be
pleased to help with these efforts.
The scope of work of this project is as follows:
1. Fire Project Planning – UIC/DPA and the Cooperative will finalize project planning prior
to the beginning of the cycle (anticipated to start in January 2019 and last through June
2020).
2. Data Measures Identification and Development –UIC/DPA will continue to organize and
lead meetings and facilitate workshops to develop meaningful performance measures and
the necessary data and definitions associated with them. The objective, as was the case for
Police, will be to identify 2-3 main issues areas within Fire, along with 4-7 main data
measures/KPIs for each issue area.
3. Data Collection and Analysis – UIC/DPA will organize and manage data collection efforts
based upon the data measures agreed upon by the Cooperative. UIC/DPA will contact all
Members to provide instructions, data collection guides, and deadlines for data entry.
UIC/DPA will then review and analyze all data collected by Members to ensure accuracy by
comparing against any previously collected data, alignment with definitions, and
consistency with other Members. Follow-up is expected when potential errors are found
to ensure final data is as accurate as possible. If necessary, UIC/DPA will conduct meetings
to review with Cooperative liaisons before releasing final reports.
4. Reporting and Final Data Report – After data collection and review, UIC/DPA will
compile all information and release a Final Data Report for Fire.
5. Additional Technical Assistance – As the Police work continues and work begins on the
Fire data identification, collection, and analysis efforts, additional work not specified in this
Statement of Work may be identified and requested by the Cooperative. In these cases and
before proceeding, both UIC/DPA and the Cooperative will discuss and review the new
51
2 | P a g e
requirements and work in order to determine feasibility, level of effort, and additional costs
(if any).
6. Member Retention and Recruitment – UIC/DPA will be a partner in the Cooperative’s
goals and help to establish and maintain positive working relationships among all
Members. UIC/DPA will help retain Members, and, under the guidance of the NIBC, seek to
expand membership with comparable organizations.
Summary of Overall Method and Approach
The NIBC’s approach to benchmarking has been to focus on issue identification and then establish
the needed data and metrics. Because of this, the data collected around the policing issue areas has
been more qualitative than traditional benchmarking efforts. This has provided needed and useful
insight into how each village operates. It also revealed, in the case of policing, the limitations of
existing data and methods of collection. As a result, the NIBC will establish three police subgroups
to explore the original issues in more detail. The subgroups should produce two primary outcomes.
First, identify best practices and strategies that can be implemented by each village (e.g., best
practices with regard to recruitment on Blueline). Second, develop standardized quantitative
metrics that best capture each issue area. Ideally, each group will produce 2-3 metrics that can be
collected in an ongoing basis. It is these metrics for policing that will be collected in future years as
the NIBC moves on to other service areas. We envision the cycle to be conducted on new service
areas each year (with the possibility of revisiting the same service area as discussed below). In
other words, while standard benchmarking metrics did not come out of the initial policing cycle,
such quantitative and standardized metrics should be identified through the work of the
subcommittees.
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3 | P a g e
Figure 1: Multi-year Benchmarking Process
Given this process, the resulting quantitative metrics will be used to develop a portfolio of
measures that will be collected for an extended period of time. Figure 2 below provides an example
of what the data collection might look like in years two through four of the NIBC. For example, in
year two (the current year) in addition to the data collection on the key issue areas identified for
fire as part of the typical cycle, we would collect the 5-7 quantitative performance metrics for police
that come out of the subcommittees. In year three, we would collect the data from the issue areas
identified for public works, but now also collect for a second time the police performance metrics
and for the first time the fire performance metrics. Eventually, we will build a portfolio of service
metrics across a range of service areas that were obtained by first identifying the key issues facing
that service area and then working to identify the appropriate data needed to understand and
assess those issues. In any given year the NIBC may choose not to move on to a new service area,
but rather revisit an existing area. For example, perhaps in year 5 the cooperative plans to revisit
police. This would entail a deep dive into the existing benchmarking data (for which we would now
have four years’ worth), potentially collect additional process and qualitative data to provide
further insights, and also go back through the issue identification process to see if there are new
policing concerns that the NIBC would like to address. This approach gives us a sustainable, flexible
process that allows for both the addition of new service areas in any given year and the continual
collection of critical quantitative measures in the service areas already examined.
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4 | P a g e
Figure 2: Building a Benchmarking Portfolio though the Continual Collection of Quantitative
Metrics
Note: The approach described above is based upon a maximum of fifteen (15) participating
collaborators. Should the Cooperative grow to include more than fifteen collaborators, then it may
be necessary to adjust the above method (e.g. conduct two separate preliminary service meetings
as opposed to a single meeting) in order to ensure that all meetings and efforts are as productive
as possible.
Project Time Line
The project time line will be finalized in advance of the Preliminary Meeting on Fire Service Area.
Note that a more detailed project plan will be developed prior to the beginning of the work which
will then be used to track and manage progress during the year.
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5 | P a g e
Stage/Deliverable for Fire Target Dates
Preliminary Meeting on Fire Service Area February 2019
Measure Selection Meeting March 2019
Development of Data Collection Guides April 2019
Data Collection Begins June 2019
Data Collection Ends August 2019
Data Cleaning and Analysis September 2019
Final Data Report (deliverable) October 2019
Reflection and Feedback Meeting November 2019
Research Team and Cost Summary
Jeffrey Gawel (Project Director) and Michael Siciliano (Research Director) are expected to be
UIC/DPA’s lead researchers on this project. They will plan and participate in the three proposed
meetings of the Cooperative, preparation of the Data Collection Guides and Final Report, and direct
the work of the Graduate Research Assistants.
UIC/DPA’s Faculty Researchers will be supported by two 25% (10 hours per week) time Graduate
Research Assistants. The students hired will be enrolled in a graduate program at UIC/DPA.
The following summary of projected costs is the amount required to make the research team
available for this project. UIC/DPA expects to complete the tasks outlined in this SOW and the tasks
outlined in the SOW for the extension of the Police service area with this team. That said, the nature
of this kind of project is that the tasks involved may change over the length of the project. If and
when additional research support is necessary to complete these tasks, UIC/DPA will seek to utilize
the faculty and students of UIC/DPA and the research centers of CUPPA at no additional costs to
the Cooperative. When this is not possible, UIC/DPA will consult will the Cooperative about
increasing the amount it is contributing to the costs of the project or revising the tasks expected to
be completed in the period covered by this SOW.
Costs Covered by the Cooperative $70,000
1. Faculty Researchers
Project Director Salary $12,164
Research Director Course Buyout* $18,864
2. Graduate Research Assistants
Stipends $28,000
Fringe Benefits $972
Tuition Differential Fees** $10,000
Costs Covered by UIC/DPA $52,586
1. Graduate Research Assistants
DPA cost of waived tuition*** $28,000
2. Faculty Researchers
Project Director Salary $15,836
Research Director Summer Salary* $6,750
3. Miscellaneous
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6 | P a g e
Admin Staff Cost, Mileage $2,000
*Includes 35% fringe benefits cost
**Tuition differential fees are program-based fees charged to students in addition to tuition
***Estimate based on 30 credits per student at rate charged to Illinois residents. If GRAs do not
have residence in Illinois, waived tuition could reach $58,000.
Outside of Scope/Budget
The following items are not included in the scope or budget of this project at this time. These may
be included at a later date, at which time scope, costs, and level of effort required will be discussed
and refined:
Data collection software evaluation, selection, and implementation assistance
Additional technical assistance as it pertains to new work that arises as a result of the
outcomes of this project (and not specifically listed here)
Project Deliverables
The deliverables that will be provided by UIC/DPA as part of the project are as follows:
Issue Identification Summary Report
Issue Area Data Collection Guides
Original/Clean Data Repository Data (stored in online UIC Box folder)
Final Data Report
Submitted by
Jered B. Carr, PhD
Professor and Department Head
jbcarr@uic.edu / 312-413-7853
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Page 1 of 6
UNIVERSITY OF ILLINOIS
Chicago Springfield Urbana-Champaign
This form is valid only for agreements $10,000 or
more. (other than healthcare related services)
Agreement between
The Board of Trustees of the University of Illinois and
The City of Lake Forest
The parties to this Agreement are the Board of Trustees of the University of Illinois, a body
corporate and politic of the State of Illinois, on behalf of its Department of Public Administration
on the Chicago campus ("University") and The City of Lake Forest
, a(n) Illinois Government Entity with a principal office located at
220 East Deerpath, Lake Forest, IL 60045
(“Client”).
Article 1: Purpose
Client desires to engage the expertise of University to perform certain services as described below,
and University has determined that performing the services will promote one or more of the
University's missions of public service, research, teaching, and economic development.
Article 2: Scope of Services
2.1 Services to Be Performed. University shall perform the following “Services”:
University shall undertake the seven-stage progressive process outlined in this Section to assist the
Client in developing objective benchmarks for staff productivity and addressing other areas of interest
(referred to herein as “service areas”) as identified by the University and Client.
The University and Client acknowledge that Client is entering into this Agreement on behalf of a group
of Illinois municipalities formed pursuant to an intergovernmental Memorandum of Understanding
(the “Cooperative”). The members of the Cooperative are intended third-party beneficiaries of this
Agreement and shall be entitled to participate fully in the process described below and to enforce the
rights of the Client under this Agreement.
The seven-stage process described below will be completed at least once during the initial term of this
Agreement. The same process will be repeated in any subsequent renewal terms of the Agreement for
each new service area identified by University and Client to meet the needs of the Cooperative. It is
anticipated that a Continuous Quality Improvement (CQI) process will help to further refine and
improve each iteration of the process as more information and lessons are gathered over time.
Fire: 1. Fire Project Planning – UIC/DPA and the Cooperative will finalize project planning prior to the beginning of the cycle (anticipated to start in January 2019 and last through June 2020). 2. Data Measures Identification and Development –UIC/DPA will continue to organize and lead meetings and facilitate workshops to develop meaningful performance measures and the necessary data and definitions
57
Page 2 of 6
associated with them. The objective, as was the case for Police, will be to identify 2-3 main issues areas within Fire, along with 4-7 main data measures/KPIs for each issue area. 3. Data Collection and Analysis – UIC/DPA will organize and manage data collection efforts based upon the data measures agreed upon by the Cooperative. UIC/DPA will contact all Members to provide instructions, data collection guides, and deadlines for data entry. UIC/DPA will then review and analyze all data collected by Members to ensure accuracy by comparing against any previously collected data, alignment with definitions, and consistency with other Members. Follow-up is expected when potential errors are found to ensure final data is as accurate as possible. If necessary, UIC/DPA will conduct meetings to review with Cooperative liaisons before releasing final reports. 4. Reporting and Final Data Report – After data collection and review, UIC/DPA will compile all information and release a Final Data Report for Fire. 5. Additional Technical Assistance – As the Police work continues and work begins on the Fire data identification, collection, and analysis efforts, additional work not specified in this Statement of Work may be identified and requested by the Cooperative. In these cases and before proceeding, both UIC/DPA and the Cooperative will discuss and review the new requirements and work in order to determine feasibility, level of effort, and additional costs (if any). 6. Member Retention and Recruitment – UIC/DPA will be a partner in the Cooperative’s goals and help to establish and maintain positive working relationships among all Members. UIC/DPA will help retain Members, and, under the guidance of the NIBC, seek to expand membership with comparable organizations. Police: 1. Technical Assistance for NIBC Committees – UIC/DPA will provide consulting support and technical assistance to the various NIBC committees formed as a result of the work on Police started in Year One of the project (2017 – 2018). This will include providing guidance and support related to any work identified by the committees. Specifically, UIC/DPA will work with the three Police committees (Recruitment & Retention; Mental Health Issues; and Public Trust & Communications) as they identify and develop plans related to the recommendations issued in the Year One Final Data Report and in subsequent conversations. UIC/DPA will be responsible for the following:
• Participate in committee meetings as needed and appropriate;
• Review committee notes and potential work plans;
• Provide guidance and input related committee recommendations and plans;
• Identify potential new data measures related to the committee work, and also continue to assist committees in refining measures already identified;
• Provide documented feedback, expertise, and recommendations related to committee efforts by March 31, 2019 (for planned committee presentations in April 2019). 2. Second Data Collection and Compilation Cycle – Based upon outcomes of the NIBC committee work (as specified above), additional data collection and compilation will take place. Data collection guides will be developed and approved by the NIBC before data collection takes place. UIC/DPA will oversee the data collection efforts which will be conducted by the NIBC members. Upon completion of the second data collection cycle, UIC/DPA will review, clean, and analyze the data. After data collection and review, UIC/DPA will compile all information and release a Final Data Report for Police. 3. Optional Survey Assistance and Support – UIC/DPA will provide assistance related to community surveys identified by NIBC members. This assistance will include survey design; assistance with survey administration; and recommendations related to developing survey capacity among NIBC members. Members should notify UIC of proposed surveys no later than June 1, 2019 and costs for desired surveys will be negotiated between UIC/DPA and the members.
Note: The process described above is based upon a maximum of fifteen (15) participating members of 58
Page 3 of 6
the Cooperative. Should the Cooperative grow to include more than fifteen members, then it may be
necessary to adjust the above method (e.g. conduct two separate preliminary service meetings as
opposed to a single meeting) in order to ensure that all meetings and efforts are as productive as
possible. The parties will cooperate to determine appropriate adjustments to the process outlined in
this Section as needed to accommodate all members of the Cooperative.
2.2 Client-Owned Deliverables. As part of the Services, University shall deliver to Client the
following "Deliverables".
University will deliver to Client the following three Deliverables, which Deliverables shall be the
property of the Client after their delivery in final form. This Section is a further definition of the
Deliverables identified in Section 2.1 of this Agreement.
1. Final Data Report (deliverable) as described in Section 2.1(6). 2. A clean, formatted, and validated copy of the data (deliverable) collected from the Cooperative members, as described in Section 2.1(6), to be submitted with the Final Data Report.
In addition, ownership of all data provided to University by Client and other participating members of
the Cooperative as required to perform the Services or create the Deliverables shall remain vested in
the Cooperative member who provided such data. However, the University may use these data in
providing the Services and performing the Agreement and also for independent research projects and
for educational purposes, provided, however, that University must obtain prior written consent from
the Cooperative before using any of the Cooperative’s data for such independent research or
educational purposes, which consent will not unreasonably be withheld. University shall not disclose
any data provided by members of the Cooperative to third-parties outside of the Cooperative without
prior approval from the Cooperative.
2.3 University-Owned Deliverables. As part of the Services, ownership of the following shall
remain vested in the University.
None
Article 3: Term and Termination
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Page 4 of 6
3.1 Term. This Agreement shall not be binding until it is signed by both parties. The term of this
Agreement shall commence on the "Effective Date" which shall be either:
date of last signature appearing below and shall expire twelve months from the Effective Date
or
April 1, 2019 through March 31, 2020
3.2 Renewal Options. The parties may renew this Agreement only by mutually signed written
amendment in accordance with Section 9.7. The term, including all renewals, shall not exceed 10
years. The parties may adjust compensation rates at time of renewal.
3.3 Termination for Cause. A party that defaults in performance or commits a material breach of
this Agreement ("defaulting party") shall have 10 days to cure the default or breach after receiving
notice from the other party. The other party may terminate this Agreement without further notice if
the defaulting party fails to cure the breach within the prescribed period, or within an agreed period of
time.
3.4 Termination for Convenience. Either party may terminate this Agreement for convenience
upon 30 days' prior written notice to the other party.
3.5 Effect of Early Termination. In the event of early termination, Client shall pay University for
Services performed and Deliverables provided to the date of termination and for the cost of all non-
cancellable obligations made on Client's behalf.
Article 4: Compensation
4.1 Rate of Compensation. Client shall pay University compensation at the rate of $ 70,000.00
for the initial Term of this Agreement, as defined in Section 3.1, for all Services performed and Deliverables provided.
4.2 Payment Schedule. Client shall pay University according to the following schedule:
Two payments of $35,000
4.3 Remittance Instructions. University will submit an invoice to Client for Services performed,
including any allowable reimbursable expenses incurred on a(n) semi annual basis.
Within 30 days of its receipt of Invoice, Client will remit the total due to University at the address
indicated on the invoice. University will not pay interest on Client funds advanced or otherwise held
on deposit.
4.4 Late Payments. University will assess a Late Payment Charge of 1.5% per month (18% per
annum), plus at $2 Past Due charge per month, on all past due balances, University may refer Client's
pas due account for collection or may authorize legal action against Client for collection. Client shall
be liable for all reasonable collection costs and expenses, including attorney's fees and court costs.
4.5 Suspension of Services. University may suspend performance of Services upon five (5) days'
written notice for Client's failure to make timely payments. University will resume performance upon
Client's payment of all monies owed to University, provided that Client is not otherwise in default of its
obligations under this Agreement.
Article 5: Liability and Warranty
5.1 DISCLAIMER. Except as otherwise expressly provide in this Agreement, University
makes no representations, and disclaims all warranties, expressed or implied, including
any warranties of merchantability, fitness for a particular purpose regarding all services,
deliverables, goods, and facilities furnished to Client under this agreement.
5.2 Limitation of Liability. University shall not be liable to Client for any indirect, special,
exemplary, consequential, or incidental damages or lost profits arising out of, or relating to, this
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Agreement, even if University had been advised of the possibility of such damages. University's
liability to Client for breach of contract damages shall not exceed the amount of compensation actually
paid by Client for Services performed and Deliverables provided.
5.3 Warranty and Liability. Client guarantees and warrants to University that no material or
information provided to University includes any legally actionable, libelous or otherwise unlawful
statements or information. Client shall be responsible for all claims and liabilities arising out of any
legally actionable, libelous or other unlawful statements or information contained in data furnished to
University by Client incidental to the performance of the Services by University.
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Article 6: Insurance
During all times relevant to this Agreement, each party shall maintain general liability insurance,
whether through a commercial policy or through a program of self-insurance, with minimum limits of
$1 million per claim or occurrence and $3 million aggregate. Each party shall comply with applicable
state laws governing workers' compensation and mandatory insurance for vehicles. Upon request and
within seven days each party shall provide to the other a certificate of insurance evidencing the
coverage and limits required by this Article 6.
Article 7: Rights in Work Product
Title to existing intellectual property used by University in performing the Services and creating the
Deliverables shall remain vested in the original owner. Title to all intellectual property conceived or
created by University employees and agents in performing the Services and creating the Deliverables
shall vest in University. Title to all tangible and intangible property conceived or created by University
employees and agents in performing the Services and creating the Deliverables shall vest in University
unless specifically identified as “Client-owned” under Section 2.2. In such event, title to all such
tangible and intangible property shall vest in Client upon delivery by University.
Article 8: Third Party Intellectual Property Rights
Client represents to University that it has all necessary intellectual property rights in any proprietary
material or information furnished by Client required to perform the Services or to be included in the
Deliverables and Client shall pay all costs and expenses, including royalties and license fees, incident to
any third party intellectual property rights required in connection with material or information furnished
by Client to University for its use in performing the Services or creating the Deliverables. The University
shall not be liable for any acts or omissions chargeable to the City of Lake Forest unless said liability is
imposed by law.
University represents to Client that it has all necessary intellectual property rights in any proprietary
material or information furnished by University to Client in connection with performing the Services or
delivering the Deliverables. University shall pay all costs and expenses, including royalties and license
fees, incident to any third party intellectual property rights required to perform the Services or create
the Deliverables, with the exception of such costs, expenses, and fees relating to the use of materials
or information furnished by Client. The City of Lake Forest shall not be liable for any acts or omissions
chargeable to the University unless said liability is imposed by law.
Article 9: General Provisions
9.1 Force Majeure. A party is excused from performing its obligations under this Agreement when
conditions beyond its control and unforeseen by the parties make its performance commercially
impractical, illegal, or impossible. Conditions of excuse include, but are not limited to: natural
disasters, strikes, fires, war, terrorism and threats of terrorism, government actions, and acts or
omissions of third parties. So long as the conditions continue, the party whose performance is affected
shall keep the other party fully informed about the conditions and the prospects of their ending.
9.2 Independent Contractor. The parties are independent contractors with respect to each other.
Nothing in this Agreement is intended to create any association, partnership, joint venture or agency
relationship between them.
9.3 Use of Name. Client shall not use University’s name or protected marks for any
commercial purpose without University’s advance written consent. University shall not use
the name or protected marks of Client or any other member of the Cooperative for any
commercial purpose without Client’s advance written consent.
9.4 Headings. Headings in this Agreement are intended only to assist with readability and are not 62
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substantive.
9.5 Severability. If any provision of this Agreement is held by a court of competent jurisdiction to
be unenforceable, the provision shall be severed from this Agreement so long as severance does not
affect the enforceability or essential purpose of the remainder of the Agreement.
9.6 Assignment. Neither party may assign its obligations under this Agreement without the prior
written consent of the other party.
9.7 Amendments. No modification of this Agreement shall be effective unless made by a written
amendment signed by each party's authorized signatory.
9.8 Compliance with Laws. Each party shall perform its obligations in compliance with all
relevant laws governing its performance, including, but not limited to, laws related to proprietary
rights, civil rights, and import and export control. Breach of this provision is a material breach of this
Agreement.
9.9 Equal Opportunity. This Agreement incorporates the Equal Employment Opportunity Clause at
Section 750.10, Appendix A of the Illinois Department of Human Rights Rules.
9.10 Waiver. The failure of either party to enforce any provision of this Agreement shall not waive
the party's right to later enforce the provision or the Agreement.
9.11 Non-Exclusivity. This Agreement is non-exclusive. The University may perform the same or
similar services for other clients.
9.12 Counterparts/Facsimile Signatures. This Agreement may be signed in counterparts.
Facsimile signatures constitute original signatures for all purposes.
9.13 Ambiguities. Any rule of construction that would resolve ambiguities against the drafting party
shall not apply in interpreting this Agreement.
9.14 Notices. To be enforceable, all notices must be in writing and delivered to the party's
representative named below by either certified mail, return receipt requested, or commercial carrier
with delivery receipt. Notices are effective upon receipt by the designated representative. A party may
change its representative at any time by written notice to the other party.
University Representative Client Representative
Name: Dr. Jered Carr Name: Jason Wicha
Title: Department Head Title: City Manager
Address:400 S Peoria Street, Room 2104 Address: 220 East Deerpath
City/State/Zip:Chicago, IL 60607 City/State/Zip: Lake Forest, IL 60045
Phone: 312-413-7853 Phone: 847-810-3675
E-mail:jbcarr@uic.edu E-Mail: wichaj@cityoflakeforest.com
9.15 Choice of Law. This Agreement shall be interpreted by application of Illinois law without regard
to its conflicts provisions.
9.16 Integration. This Agreement with its attachments, amendments and incorporated references
constitutes the parties' entire agreement regarding the subject matter.
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9.17 Authorized Signatories. The individuals signing this Agreement on a party's behalf represent
that they have the requisite authority and intent to bind that party to this Agreement.
The Board of Trustees University of Illinois Client
By: Avijit Ghosh, Interim Comptroller Date Signature Date
Type or Print Name
Title
Pre-approved for legal form by (LTI 8/17/2015).
Changes to template require University Counsel and OBFS approval.
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