CITY COUNCIL 2019/04/15 AgendaTHE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
Monday, April 15, 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 Immediately following the Finance Committee meeting
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1.EXECUTIVE SESSION pursuant to 5 ILCS 120/2 (c), (5), The City Council will be
discussing the purchase or lease of real property for the use of the public body.
Adjournment into Executive Session
Reconvene into Regular Session
1.COMMENTS BY MAYOR
A. 2018-2019 Board and Commission Appointments/Reappointments
SENIOR RESOURCE COMMISSION
NAME OF MEMBER APPOINT/REAPPOINT WARD
Gale Strenger Wayne Appoint as Chair 3
Thomas Sullivan Reappoint 3
Mark Dewart Appoint LB
A copy of Volunteer Profile sheets for new appointments begins on page 25
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Monday, April 15, 2019 City Council Agenda
COUNCIL ACTION: Approve the Mayors Appointments and Reappointments
2. COMMENTS BY CITY MANAGER
A. Approval of the 2019 Lakefront Operational Procedures
PRESENTED BY: Joe Mobile, Superintendent of Recreation (847-810-3941)
PURPOSE AND ACTION REQUESTED: Due to the construction project of the Hughes Gateway,
the Parks and Recreation Board requests approval of the 2019 Lakefront Operational
Procedures.
BACKGROUND/DISCUSSION: The 2019 Forest Park Beach season is quickly approaching and
will present additional challenges for operations due to the Hughes Gateway project closing
the ring road, north road and north parking lot until mid-September. In addition, Lake Road
will also be closed to through traffic north of Deerpath Road forcing all traffic to route south
on Lake Road. Staff is currently preparing for the 2019 season, and due to the established
timeline for repairs of the Hughes Gateway, staff is working to find a solution to beach
accessibility that will accommodate both south beach permit holders who have been
affected for the past four summers by road issues as well as the general beach user. With the
loss of 104 parking spots in the north beach parking lot until mid-September, staff is
developing a plan to lessen the burden of that loss to our resident users so they can still enjoy
the Lakefront during the closure.
Last year on opening weekend, there were 1,625 vehicles that came to the beach, 2,779
guests arrive in vehicles, 678 nonresident walk-ins, and 952 resident walk-ins. Over the course
of the beach season, we went into parking overflow 28 out of 33 weekend and Holiday days.
There were 9,757 vehicles that came to the beach on weekend and holidays alone carrying
16,947 guests. Since the closure of the north road last year, the amount of vehicular traffic on
the south beach access road and in the lower south beach parking lot put a great amount of
stress on the facility as well as the staff. To ensure a better experience for our guests, staff
feels the need to put some restrictions on the south entry point and lower parking lot.
With the Hughes Gateway project, the two south lots are the only available onsite parking for
residents. The lower South Beach parking lot has 88 regular spots, 5 handicap spots and 36
trailer spots for which permits are sold annually. The Upper South parking lot also has 18 spots
available to residents who display a Lake Forest City sticker. Based on the amount of
vehicular traffic accessing the facility last year, moving from 215 car parking spots to 111
available this season poses a burden on residents.
Staff has considered many options and have now determined what we consider to be the
best operational plan for the summer of 2019. Staff has met with representatives from the
following City Departments; Police, Fire, Parks & Recreation, Forestry, City Hall, Streets, and
Building Maintenance to gather feedback and garner support for the procedures. After the
meeting all departments supported the proposed operational procedures outlined below. A
visual diagram of the lakefront area is attached on page 26 of your packet.
PROPOSED OPERATIONAL PROCEDURES
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Monday, April 15, 2019 City Council Agenda
Beach Access – All vehicular beach access will be from the south access road. Staff is
suggesting that on weekdays, Monday through Friday, the lower south beach parking lot will
be open to any guest that has a City of Lake Forest Parking sticker. The middle row of trailer
spots will be reserved for vehicles that have purchased a launch pass or a watercraft storage
permit. Staff will monitor these spaces so they may be used as overflow parking beginning
from the south end of the row if necessary. On weekends and holidays, staff recommends
that the south beach parking is for south beach permitted vehicles only (water ramp launch,
watercraft storage, south beach parking). All other beach parking will be housed in the lot
behind Deer Path Middle School, where a shuttle service will provide transportation to and
from the South Beach Parking lot, from 9am-7pm. On July 4th ,the parking and shuttles will run
from the Lake Forest High School East Campus lot. If a non-resident parks in the Deer Path Lot
and want to take the shuttle, staff will direct them to pay the non-resident fee at the Fitness
Center desk and receive a wrist band in order to ride the bus. Once at the beach, golf cart
transportation from the South parking lot to the North swimming area will be provided to ease
the burden on all users. Staff will be running 1 golf cart on weekdays and 2 on weekends.
Pedestrian traffic will access the beach from the north Belvedere stairs and the wooden stairs
to the south. All non-resident access will be from the south wooden stairs as well.
Staff will continue selling caretaker passes, daily boat launch passes and guest parking passes
Monday-Friday only (no weekend and no holidays). All day camps that come to the beach
as part of their camp day will still be permitted, however no bus parking will be allowed on
site. Staff has suspended all beach pavilion and fire circle rentals for the 2019 season as well.
Life Safety- All emergency vehicles will access the lakefront from the south parking lot as well
unless they can obtain access from the north road. City Staff determined that the beach
lifeguard staff and the Fire Department will work on drills together prior to the season opening
to coordinate emergency vehicle access to the beach swimming area in a safe and timely
manner.
Staff Parking - The Top South parking lot will be designated for staff parking this summer
season. After looking at several options, and without the use of the Lake Forest College north
lot this summer, this location was determined the best option for operations.
Signage - Staff will be working with Streets Section to add signage at the beach this season.
Signage will also be added for our shuttle service at Deer Path as well as around Forest Park
to provide visible instructions and guidelines for residents. Staff will also have the flexibility to
add additional Handicap spots in the lower lot if needed. We are currently in compliance
with the law but feel that we may need to make additional accommodations after losing 5
handicap spaces in the north lot. The Streets Section will provide some portable handicap
signs if we find that we need to increase handicap parking at the lakefront.
Marketing – The communication plan includes signage around town, information packets at
all City buildings, a social media campaign, website postings, information in the Summer
Dialogue, and utilizing the City’s email lists. A press release has also been drafted for
distribution upon approval as well.
Beach Storage/Lockers – Staff continues to investigate different options for locker storage to
promote alternate means of transportation to the lakefront. Patrons could rent a unit for the
summer leaving their belongings on site.
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Monday, April 15, 2019 City Council Agenda
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Park & Recreation Board 3/19/19
Approval of the 2019 operational
procedures and approval to move
forward to City Council for approval.
City Staff 3/12/19 Support and Approval from City
Department representatives.
BUDGET/FISCAL IMPACT: The changes in operational procedures will have a significant fiscal
impact on the lakefront operations budget this summer as they are non-budgeted costs. All
costs are estimates at this time.
Golf Cart Shuttle – The cost of 2 golf carts for the summer will be approximately $5,400.00.
School Bus Shuttle – The contractual cost of a School Bus to operate as our shuttle for 33
weekend and Holiday days will be approximately $18,480.00. The shuttle service will run from
9:00 a.m. – 7:00 p.m. Memorial Day to Labor Day this summer. Staff will monitor it on stormy
days to see if the schedule and staff can be adjusted.
Additional Shuttle Staff – The staffing of the Deerpath parking lot will add approximately
$2,970.00 in staff costs as well.
The total effect on the operating budget at the lakefront this summer will be approximately
$26,850.00 in additional costs with the recommended plan.
Revenue Loss – There will also be additional revenue loss with the proposed operational
procedures this summer. The first will be approximately $7,000 in pavilion rental revenue.
Pavilions will be open for general use this summer. In addition, staff has prorated the south
beach permit fees for three months of operation while the project is underway. This proration
has a revenue loss of approximately $1,100 based on current sales of permits. It is too early to
estimate what the overall effect of the road closure will have on the south parking permit
revenues.
The current effect on the operating budget at the lakefront this summer to date is
approximately $8,100 from lost revenue with the recommended plan. This will increase as
additional permits are sold over time. Also, there may be an increase in south parking permits
sold due to the recommended plan that will lower the overall loss of revenue over time.
Below is an estimated summary of Project budget:
FY2020 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
FY20 Beach Operating Budget 0 $26,850.00 N
COUNCIL ACTION: Approval of the 2019 Lakefront Operational Procedures
3. COMMITTEE REPORTS
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Monday, April 15, 2019 City Council Agenda
FINANCE COMMITTEE
1.GFOA Award Presentation
PRESENTED BY: Alderman James Morris, Finance Committee
ChairmanThe 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 FY18 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, which includes 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 City has received this prestigious award for the 40th 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,
Assistant Finance Director. Diane serves as the primary liaison to the City’s independent audit
firm, Baker Tilly. She coordinates the annual audit process and preparation of the City’s
annual financial report.
GFOA is a major professional association servicing the needs of more than 20,000 appointed
and elected local, state and provincial-led government officials in the United States and
Canada. GFOA awarded the Certificate of Achievement to 4,299 governmental units for the
fiscal year ended 2016. In Illinois, 338 organizations received the award – 4.9% of the total
6,963 units of Government in the state.
2.Approval of the Comprehensive Fiscal Plan for FY2020
PRESENTED BY: James Morris, Finance Committee Chairman
PURPOSE AND ACTION REQUESTED: Staff requests approval of the Comprehensive Fiscal Plan
for Fiscal Year 2020 (May 1, 2019 to April 30, 2020).
BACKGROUND/DISCUSSION: The City Council Finance Committee has reviewed various
components of the Comprehensive Fiscal Plan for FY2020 at several public meetings over the
past seven months. The proposed Comprehensive Fiscal Plan is presented for final approval
this evening. The document has been provided to the City Council under separate cover
and was made available on the City’s web site on April 8, 2019.
The following changes have been made to the budget figures since the March 11 Finance
Committee meeting:
•Compensation adjustments are now reflected within the operating department
budgets for all funds
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Monday, April 15, 2019 City Council Agenda
• FY20 Transfer from General Fund to Capital Fund increased from $500,000 to $1.5
million
• South Park improvements and corresponding grant revenue has been added
• Transfer from Parks and Recreation Fund to Golf Course Fund has been revised with
the $235,000 loan being moved from FY20 to FY19
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Council Finance
Committee 3/11/19 Operating Budget
City Council 2/4/19 Approval-Sanitation Fee, Water Rates,
Home Rule Sales Tax Rate
City Council 1/22/19 First Reading-Sanitation Fee, Water
Rates, Home Rule Sales Tax Rate
City Council Finance
Committee 1/22/19
Capital Budget Update; Sanitation
Fee; Water Rates; Home Rules Sales
Tax Rate
City Council 12/3/18 Adoption of Tax Levy, Fees
City Council Finance
Committee 11/26/18 Capital Budget/Revenues
City Council 11/19/18 First Reading – Tax Levy, Fees
City Council Finance
Committee 10/15/18 FY20 Fiscal Policy approved
City Council Workshop 9/17/18 Long Term Capital Funding and
Pending Capital Projects
BUDGET/FISCAL IMPACT: The proposed revenues for FY2020 total $90.47 million compared to
total expenditures for FY2020 of $88.7 million. The proposed plan is balanced with all
operating expenditures covered from current revenues and capital expenditures funded
from current revenues and reserves in excess of the City Council’s Fiscal Policy. A fund
balance deficit projected for the Laurel/Western TIF Fund would be funded from temporary
inter-fund loans.
COUNCIL ACTION: Approval of the Comprehensive Fiscal Plan for Fiscal Year 2020
3. Annual Vendor Approval
PRESENTED BY: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests approval of the vendors listed on page 27 for
FY2020.
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Monday, April 15, 2019 City Council Agenda
BACKGROUND/DISCUSSION: On September 19, 2011, the City Council approved Code
amendments revising the method for approving vendors. Consistent with the revised policy,
payments for services provided on an unspecified ongoing basis exceeding $20,000 annually
in aggregate are to be approved by the City Council as part of the budget process. The
attached list provides the vendors approved for FY2016-FY2019 as well as the
recommendations submitted for City Council approval for FY2020.
The City Council will continue to approve any single purchase over $20,000 as specified in
Chapter 38 of the City Code.
BUDGET/FISCAL IMPACT: Approval of the attached vendor list does not have an immediate
fiscal impact. The amounts designated for each vendor for FY2020 have been included in
the annual budget.
COUNCIL ACTION: Approval of the attached list of vendors (page 27) for Fiscal Year 2020.
4. Approval of Revisions to City’s Pension Funding Policy
PRESENTED BY: Alderman James Morris, Finance Committee Chairman and
Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests approval of revisions to the City’s Pension
Funding Policy defining the manner in which the City funds long-term costs of pension
benefits.
BACKGROUND/DISCUSSION: In light of new accounting and financial reporting requirements
promulgated by the Governmental Accounting Standards Board (GASB 67/68) and
increased scrutiny regarding the funding of municipal pension benefits, the Pension Funding
Taskforce including the International City/County Management Association (ICMA), National
League of Cities (NLC) and Government Finance Officers Association (GFOA) made
recommendations regarding the components of a Pension Funding Policy for state and local
governments. In 2015, the City Council adopted a Pension Funding Policy incorporating
recommendations of the Pension Funding Taskforce as well as GFOA Best Practices.
In December of 2016, the City began discussions with its independent actuary regarding
recommendations to address the projected increases in public safety pension costs. An April
2017 Finance Committee meeting and June 2017 City Council workshop provided
opportunities to better understand the impact of actuarial assumptions on both the current
funding requirement and projected requirements over time. Another City Council workshop
was held in September 2017 during which a modeler was provided by the actuary further
demonstrating the impacts of current decisions. As a result of these meetings, the City
Council directed the City’s actuary to modify the mortality table, salary increase and payroll
growth assumptions for the 4/30/17 actuarial valuations of the police and fire pension funds.
A pension subcommittee established by the Mayor continues to meet to address alternatives
for the future such as an open amortization period. With no changes anticipated for the
4/30/18 actuarial valuations, the City Council approved revisions to the Pension Funding
Policy on April 16, 2018 to reflect the assumption changes effective for Fiscal Year 2019.
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Monday, April 15, 2019 City Council Agenda
On February 4, 2019, the pension subcommittee conducted a joint meeting with the Police
and Fire pension boards. At this meeting, it was recommended that the City amend its
Pension Funding Policy to incorporate the City’s intent to phase in an open amortization
period as a more fiscally sustainable model for public safety pension funding. At its March 11,
2019 meeting, the City Council Finance Committee concurred with this recommendation.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Finance Committee 3/11/19 Discussed potential revisions to Pension
Funding Policy
Pension Subcommittee 2/4/19 Joint meeting with police and fire
pension boards
Finance Committee and City
Council 4/16/18 Approved revised Pension Funding
Policy
Finance Committee 3/5/18 Discussed potential revisions to Pension
Funding Policy
City Council 8/3/15 Approval of Pension Funding Policy
City Council 7/27/15 Discussed draft Pension Funding Policy
Finance Committee 4/20/15 Approved revisions to City’s Fiscal Policy
BUDGET/FISCAL IMPACT: The proposed revisions have no immediate financial impact to the
City but instead reflect the City’s intent to phase in an open amortization period. It should
also be noted that the modification from 100% to 90% funding by 2040 is a change that
should have been made for the April 2018 revisions and has already been incorporated in the
most recent actuarial valuations for police and fire.
COUNCIL ACTION: Approval of revisions to the City’s Pension Funding Policy (page 29).
5. Resolution in Support of Senate Bill 1111 and House Bill 1571
PRESENTED BY: Alderman James Morris, Finance Committee Chairman
PURPOSE AND ACTION REQUESTED: The Pension Subcommittee recommends approval of a
Resolution in support of Senate Bill 1111 and House Bill 1571. The Illinois Municipal League (IML)
has submitted a number of pension reform proposals for consideration by the 101st General
Assembly. The Pension Subcommittee is concerned that while some of these proposals are
designated as pension reform, they simply defer the existing obligations and will exacerbate
the pension funding challenges for local municipalities. Please refer to the proposed resolution
(page 32) for City Council consideration.
COUNCIL ACTION: Approval of the Proposed Resolution
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Monday, April 15, 2019 City Council Agenda
4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS .
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the April 1, 2019 City Council Meeting Minutes
A copy of the minutes can be found beginning on page 34
COUNCIL ACTION: Approval of the April 1, 2019 City Council Meeting Minutes.
2. Consideration of Approval only of Executive Session minutes to include the dates of
4/16/18, 5/30/18, 6/4/18, 6/18/18, 7/2/18, 9/4/18, and 3/18/19.
STAFF CONTACT: Margaret Boyer, City Clerk (847-810-3674)
PURPOSE AND ACTION REQUESTED: Staff requests approval only of reviewed Executive
Session Minutes reviewed at the Monday, April 1, 2019 City Council meeting. These include
the minutes of 4/16/18, 5/30/18, 6/4/18, 6/18/18, 7/2/18, 9/4/18, and 3/18/19 meetings, as
mandated by Section 2.06 of the Open Meeting Act. These executive session minutes will
remain confidential until the need for confidentiality no longer exists and are approved for
release by the City Council.
COUNCIL ACTION: Consideration of Approval only of Executive Session minutes to include the
dates of 4/16/18, 5/30/18, 6/4/18, 6/18/18, 7/2/18, 9/4/18, and 3/18/19.
3. Approval of a Resolution of Appreciation for Retiring Members of Boards and
Commissions
BOARD, COMMISSION OR COMMITTEE NAME OF MEMBER(S)
Senior Resources Commission Steve Potsic (Lake Bluff)
A copy of the Resolution can be found on page 39.
COUNCIL ACTION: Approval of a Resolution of Appreciation for Retiring Members of Boards
and Commissions.
4. Approval of North Suburban Special Recreation Association (NSSRA) Resolution
authorizing the Acquisition of Certain Property
STAFF CONTACT: Sally Swarthout, Director- Parks, Recreation, Forestry (847-810-3942)
PURPOSE AND ACTION REQUESTED: The Parks and Recreation Board requests the approval of
NSSRA Resolution authorizing the Acquisition of Certain Property.
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Monday, April 15, 2019 City Council Agenda
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Park and Recreation Board 03/19/19 Approval granted
NSSRA Board 03/07/19 Approval granted
BUDGET/FISCAL IMPACT: N/A
COUNCIL ACTION: Approval of NSSRA Resolution authorizing the Acquisition of Certain
Property
5. Approval of Wright Benefit Strategies Benefit Consulting Services for Fiscal Year 2020
STAFF CONTACT: DeSha Kalmar, Director of Human Resources (847-810-3530)
PURPOSE AND ACTION REQUESTED: The Personnel Compensation Administration (PCA)
Committee is seeking City Council approval of benefit consulting services by Wright Benefit
Strategies.
BACKGROUND/DISCUSSION: Since 2004, the City has contracted with Wright Benefit Strategies
to provide consulting and support services for the City’s medical, dental, and life insurance,
including providing guidance to our Employee Benefit and Wellness Committees. Wright
Benefit Strategies also consults with the City on special projects in the areas of liability
insurance, pension actuarial items and Federal and State legislation issues involving
employee benefits. This item reflects the Wright Benefit Strategies contract for FY20, including
special projects. This year, the contract reflects a $900 increase, the first increase since
FY2014.
Beginning on page 40 of your packet is a detailed scope of service.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
PCA Committee individual
review 4/4/19 Reviewed and recommended for City
Council approval.
BUDGET/FISCAL IMPACT: The total cost for the recommended services is $30,900, the first
increase since FY2014. All but the $900 increase are included in the FY20 budget:
FY2020 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
61086024353510
Self-ins Fund Contractual Svc. $30,000 $30,900 Y
COUNCIL ACTION: Approval of Fiscal Year 2020 Benefit Consulting Services by Wright Benefit
Strategies in the amount of $30,900
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Monday, April 15, 2019 City Council Agenda
6. Approval of a Resolution Reallocating 2019 Volume Cap to the Village of Buffalo
Grove, Illinois
STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests approval of a resolution reallocating the
City’s 2019 private activity bond volume cap to the Village of Buffalo Grove, Illinois for the
private activity bond clearinghouse (PABC) pool.
BACKGROUND/DISCUSSION: The Federal Tax Reform Act of 1986 imposes a limit on the
aggregate amount of “tax exempt private activity” bonds (also known as volume cap) that
can be issued by a State. Pursuant to these federal regulations, the State of Illinois has
developed a formula by which the State ceiling is allocated among governmental units in the
State having authority to issue such bonds.
The Illinois Private Activity Bond Allocation Act provides that a home rule unit of government is
allocated an amount equal to $105 multiplied by its estimated population, which for Lake
Forest in calendar year 2019 is $2,059,260 (19,612 x $105). By May 1, 2019, the City must take
action to grant, reserve or transfer its allocation, or the amount is reserved by the Governor’s
Office for a pool. The City may transfer its allocation to any other home rule unit of
government, the State of Illinois or any agency of the State.
This year, the City has received one request (page 44) to transfer its volume cap, as follows:
Organization Proposed Use Amount of Transfer Fee
Village of Buffalo Grove
(Lake County Partners)
Private Activity Bond Clearinghouse 0.5% or $10,296.30*
* Paid upon issuance of bonds utilizing the allocated volume cap
Home rule units are not prohibited from charging a fee for transferring their cap. In prior years
when economic conditions were more favorable, home rule units were able to induce
developers to pay a higher transfer fee than that offered by Lake County Partners. In recent
years, however, fewer developers have sought the volume cap due to low interest rates and
declines in development activity.
Because the volume cap amount for most municipalities is too small to assist with eligible
projects, Lake County Partners created the Clearinghouse in 2000 as a way for Lake County
communities to pool their cap and make best use of the allocation locally. Lake County
Partners reports that in the past several years, they have seen little activity in the private
activity bond market. Since its inception, the clearinghouse has funded nearly $200 million in
local projects, including the construction of 360,000 square feet of new manufacturing space,
creation of 648 new manufacturing jobs, renovation of 1,600 multi-family dwelling units,
purchase of an estimated 251 homes by “first-time homebuyers”, expansion of a Montessori
School, and construction of a new solid waste disposal “cell”.
This is the 14th year under home rule status that the City has been allocated volume cap. The
City has transferred its volume cap to Buffalo Grove for the past twelve (12) years. To date,
fee income of $8,574.78 has been received.
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Monday, April 15, 2019 City Council Agenda
BUDGET/FISCAL IMPACT: Upon issuance of bonds utilizing the City’s volume cap, a transfer fee
payment of .5% would be due to the City. Should the entire 2019 allocation be utilized by the
pool, the City would receive $10,296.30.
COUNCIL ACTION: Approval of a Resolution (page 45) Reallocating 2019 Volume Cap to the
Village of Buffalo Grove, Illinois.
7. Authorization for the City Manager to enter into an Agreement with William
Schelhas Media Services, LLC In an Amount not to exceed $29,250 for Professional
Services Related to the Operation of the City’s Public, Educational and Government
Access Cable Television Services.
STAFF CONTACT: Mike Strong, Assistant to the City Manager (847-810-3680)
PURPOSE AND ACTION REQUESTED: City staff is requesting that the City Council authorize the
City Manager to enter into an agreement (“Agreement”) with William Schelhas Media
Services, LLC (“Contractor”) in an amount not to exceed $29,250 to provide public,
educational and governmental (“PEG”) cable access television support services. The
agreement is for a term of one-year, and serves as a renewal for the existing agreement with
the Contractor.
BACKGROUND/DISCUSSION: Pursuant to a Franchise Agreement with Comcast of Illinois, the
City is provided a public, educational and governmental (“PEG”) cable access channel. The
City has utilized this channel to broadcast public meetings, and rebroadcast public-access
media, special events, and other educational and governmental programming.
Two years ago, the City underwent a restructuring of Lake Forest Television (“LFTV”), the
department that operates the City’s PEG channel, which resulted in the elimination of two (2)
full-time equivalent positions. Following, the City engaged a part-time independent
contractor to support the ongoing maintenance of the City’s PEG cable channel, and
provide video broadcast services for the City Council and Plan Commission meetings.
The proposed Agreement requires that the Contractor continue to both support the PEG
channel, as well as, broadcast and record these public meetings. The budgeted amount
allocated for FY2020 includes capacity for these services, as well as, general office
administrative support hours for video editing, and miscellaneous projects to support LFTV
operations.
A copy of the rate card, along with the agreement, can be found beginning on page 47.
BUDGET/FISCAL IMPACT: Staff is requesting budget authorization in an amount not to exceed
$29,250 based on a conservative estimate of work hours needed for FY2020.
FY2020 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
OCM – Cable-TV
Contractual Services $29,250 $29,250 Y
Has competitive pricing been obtained for proposed goods/services? No
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Monday, April 15, 2019 City Council Agenda
If no, indicate the specific waiver requested: Administrative Directive 3-5, Section 9.0K –
Existing Relationship
COUNCIL ACTION: Authorization for the City Manager to enter into an Agreement with
William Schelhas Media Services, LLC In an amount not to exceed $29,250 for professional
services related to the operation of the City’s Public, Educational and Government Access
Cable Television Services.
8. Approval of the Public Works Committee Recommendation to Award a Bid for the
Lowest Responsive and Responsible Bidder for the Old Elm Storm Sewer and Forest
Hill Water Main Project, to Bolder Contractors in the Amount of $1,548,140. In
Addition, a 10% Contingency is Requested for Any Unforeseen Construction Issues
that May Arise During the Project.
STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff recommend City
Council award a bid for the Old Elm storm sewer and Forest Hill water main project to Bolder
Construction in the amount of $1,548,140. In addition, a 10% contingency is requested for any
unforeseen constructions issues that may arise during the project.
BACKGROUND/DISCUSSION: In November, 2014, Baxter & Woodman performed a
comprehensive storm water drainage study for The City of Lake Forest. Computer models of
the drainage system were used to identify problem areas and deficient storm sewers. The
report identified thirteen locations to address needed storm sewer improvements.
The highest priority project was constructed during the summer of 2017. The next project, Old
Elm & Timber, identified that the existing storm sewer needs to be enlarged to meet the
minimum requirements of the Lake County Watershed Development Ordinance in order to
handle a 10-year storm event. The modeling for this study area showed the existing sewer
having a capacity for a 5-year event. By enlarging the storm sewer along Old Elm, the depth
of flooding on Forest Hill Road west of Timber Lane will be reduced.
In addition, Forest Hill has had multiple water main breaks over the past five years. Staff has
planned to replace Forest Hill’s water main and as such, the project has been listed in the
annual capital project plan. It has been staff’s intention to combine these two projects to
minimize the disruption to surrounding residents and to maximize efficiencies by having one
contractor install both pipes at the same time.
If approved by City Council, the project would commence on or about June 10 and be
completed by the end of August. If approved by City Council this evening, a letter will be
sent to the residents within the project limits notifying them of what the project entails, what
they can expect, and who to contact if they have any questions or concerns. The City’s
website, under “Construction Updates”, will also provide weekly details on the construction
schedule.
BUDGET/FISCAL IMPACT: Bids for the Old Elm storm sewer and Forest Hill water main were
received on April 4, 2019. The City received a total of seven bids.
13
Monday, April 15, 2019 City Council Agenda
The following is a summary of the bids received:
BIDDER BID AMOUNT
Copenhaver Construction $1,497,187
Bolder Contractors $1,548,140
A Lamp Concrete Contractors, Inc. $1,564,376
DiMeo Contractors $1,644,739
Acqua Contractors $1,800,000
Campanella & Sons, Inc. $2,091,376
Joel Kennedy Constructing Corp $2,093,330
Berger Excavating Contractors, Inc. $2,134,100
The low bidder, Copenhaver Construction, submitted references per the bid documents.
References were checked and yielded results not meeting the City of Lake Forest standards.
Staff is therefore recommending the contract be awarded to the lowest responsive and
responsible bidder, Bolder Contractors. Bolder Contractors references were found to be
favorable by the City’s engineering staff. Bolder Contractors has completed many projects
this size and larger with many of the surrounding municipalities. Each of the municipalities
found Bolder Contractors to be reliable, completed the projects on time, and without
constant oversight by engineering staff.
Like all other underground or large capital projects, staff is requesting a 10% contingency be
approved for any unforeseen circumstance that may arise during construction. If the
contingency is not needed, the funds will return to the capital fund.
Below is an estimated summary of project budget. Please note the amount requested
includes a 10% contingency:
FY2020 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Capital Fund
(storm sewer) $920,000 $920,000 Y
Reserves
(storm sewer)** $0 $351,889 N
Water Fund
(water main) $490,000 $431,065 Y
** The bid exceeds the FY20 budget allocation for the project, and any amount over $920,000
will be funded from Capital Fund reserves. If needed, a supplemental appropriation will be
submitted for City Council approval in April 2020.
COUNCIL ACTION: Approval of the Public Works Committee Recommendation to Award a
Bid for the Lowest Responsive and Responsible Bidder for the Old Elm Storm Sewer and Forest
Hill Water Main Project, to Bolder Contractors in the Amount of $1,548,140. In Addition, a 10%
14
Monday, April 15, 2019 City Council Agenda
Contingency is Requested for Any Unforeseen Construction Issues that May Arise During the
Project.
9. Approval to Extend the 2018 Sanitary Sewer Inflow/Infiltration Testing Program Bid
Pricing to RJN Group in the Amount Not-To-Exceed $70,323
STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff are recommending
City Council approve an extension of the 2018 bid’s unit pricing for this year’s inflow and
infiltration smoke testing program to RJN Group in an amount not-to-exceed $70,323.
BACKGROUND/DISCUSSION: In recent years, the City has had portions of the sanitary sewer
system become overwhelmed with storm water and cause backups into residents’ properties.
The focus of this project will be to test portions of the City’s sanitary sewer system to look for
instances of inflow and/or infiltration. Inflow is when storm water is being directed into the
sanitary sewer system; infiltration is when ground water leaks into the sanitary mains through
faults in the pipe or manholes.
If testing shows inflow from private property into the City’s sanitary sewer, the City will require
residents disconnect the illegal connection. If infiltration is shown, the City will line such
sanitary sewers and make any necessary repairs.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 4/4/19 Reviewed & Recommended City
Council Approve Bid Extension
City Council 5/7/18 Awarded Bid to RJN Group
Finance Committee 3/5/18 Staff Reviewed Project Details with
Finance Committee
Finance Committee 11/13/17 Item Included in Proposed FY ’19
C.I.P.
BUDGET/FISCAL IMPACT: Bids for the Sanitary Sewer Inflow/Infiltration Testing Project were
received on April 12, 2018. A total of two firms submitted bids for the project.
The following is a summary of the bids received:
Company Name Dollar Amount Bid
RJN Group $88,982.70
Sewer Assessment Services, LLC $90,686.80
Has competitive pricing been obtained for proposed goods/services? Yes
15
Monday, April 15, 2019 City Council Agenda
RJN Group has agreed to utilize the 2018 pricing for the 2019 project. RJN Group is a well-
respected consultant in the sewer inflow and infiltration testing field and has done this work
for a number of municipalities in the Chicago area. They have completed many smoke
testing programs for Lake Forest over the past twenty years.
Data from last summer’s smoke testing is currently being evaluated by City staff. Once a
process to move forward with both public and private repairs is created, it will be reviewed
with the Public Works Committee. Staff anticipates this to occur by late summer / early fall,
2019.
This summer, smoke testing will occur in the following areas: Within the Old Elm / Forest Hill
storm sewer and water main project area, Westminster from Green Bay Road to Oakwood
Avenue, and a small area near the Spruce & Sheridan sanitary sewer lift station. City staff is
seeking City Council’s approval this evening to ensure Lake Forest can be on RJN’s schedule
to complete the work in the Old Elm / Forest Hill area before the upcoming project is
completed.
If awarded, field work on this project is expected to begin in June and be completed by the
end of August. Property owners living near the testing areas will be notified in advance of the
smoke testing. The City’s engineering staff will provide daily oversight of the testing.
Below is an estimated summary of Project budget:
Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
FY 2019 Capital Fund $162,000 $64,713 Y
FY 2020 Water Fund
(Smoke Testing Capital Line Item) $50,000 $5,610 Y
COUNCIL ACTION: Approval to Extend the 2018 Sanitary Sewer Inflow/Infiltration Testing
Program Bid Pricing to RJN Group in the Amount Not-To-Exceed $70,323.
10. Award of Bid to Hoerr Construction for the Annual Sewer Lining Program in the
Amount of $250,000
STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff are recommending
City Council award a bid to Hoerr Construction for the annual sewer lining program in the
amount of $250,000. The funding request includes both the capital and water funds (storm
and sanitary sewers).
BACKGROUND/DISCUSSION: The City maintains approximately 139 miles of mainline sanitary
sewer and 219 miles of storm sewer throughout the City. The pipe material that was
predominantly used in the past to construct the sewers was a clay material. The clay pipes
are most susceptible to deterioration from natural elements and root intrusions resulting in
broken pipes and leaking joints. With a deteriorated pipe, the functionality of the pipe to
carry the flows is compromised thereby creating surcharges and/or backups.
16
Monday, April 15, 2019 City Council Agenda
This reconstruction technique is done without the expensive and disruptive excavation
process. The process provides for the insertion of a special liner inside the pipe, creating a
new smooth-surfaced, long-lasting pipe within the old sewer.
This project was competitively bid in 2018 under the Municipal Partnering Initiative (MPI ) with
Mundelein and Highland Park. The contract allows for three years of lining; this is the second
of the three years.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 4/4/19 Reviewed & Recommended
City Council Approval
BUDGET/FISCAL IMPACT: The 2019 contract unit prices will increase 1.8% over last year. Hoerr
Construction has worked in Lake Forest on previous lining contracts with satisfactory results.
Has competitive pricing been obtained for proposed goods/services? Yes
Below is a summary of project budget:
FY2020 Funding
Source
Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Capital Fund (Storm) $100,000 $100,000 Y
Water Fund
(Sanitary) $150,000 $150,000 Y
COUNCIL ACTION: Award of Bid to Hoerr Construction for the Annual Sewer Lining Program in
the Amount of $250,000.
11. Approval of a Resolution to Adopt the Des Plaines River Watershed-Based Plan
STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540))
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff recommend City
Council approval of a resolution to adopt the Des Plaines River Watershed-Based Plan.
BACKGROUND/DISCUSSION: The Des Plaines River Watershed Workgroup (DRWW) is a
voluntary, dues paying organization with a mission to bring together a diverse coalition of
stakeholders to work together to improve water quality in the Des Plaines River and its
tributaries in a cost effective manner to meet Illinois EPA requirements.
The Des Plaines River Watershed-Based Plan covers 16% of the Des Plaines River watershed, or
approximately 235 square miles. The Des Plaines River (DPR) planning area encompasses
portions of central Lake County, Illinois; southern Kenosha County, Wisconsin; and northern
17
Monday, April 15, 2019 City Council Agenda
Cook County, Illinois, with portions of 39 municipalities and 15 townships, 240 miles of stream,
17,000 acres of wetland, and 53 named lakes.
The Des Plaines River Watershed-Based Plan is an “umbrella” watershed-based plan because
the 235 square-mile planning area includes 10 sub watersheds. Five watershed-based plans
have been completed for six sub-watersheds of the DPR planning area in Lake County. This
“umbrella” plan updates or completes watershed-based planning for all ten sub-watersheds.
This umbrella plan also guides local stakeholders to implement best management practices
(BMPs) that provide cost and pollution effective solutions to surface water quality
impairments.
Lake County Stormwater Management Commission took the lead to develop a watershed-
based plan for the DPR planning area. The purpose of this effort was to develop a plan to
reduce the impacts of water pollution and flood damage, restore watershed lakes, streams,
and wetlands to a healthy condition, and provide opportunities for watershed stakeholders to
have a significant role in the process. This watershed-based plan does not address
groundwater quality issues, focusing instead on stormwater and surface water runoff. Funding
for this plan was provided, in part, by the Illinois Environmental Protection Agency through
Section 319 of the Clean Water Act, and the Lake County Stormwater Management
Commission.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 4/4/19 Reviewed & Recommended City
Council Approved
The Resolution can be found beginning on page 56 of the City Council agenda packet.
COUNCIL ACTION: Approval of a Resolution to Adopt the Des Plaines River Watershed-Based
Plan
12. Approval of a Three-Year Professional Services Agreement for the City Surveyor and
Engineer to GeWalt Hamilton in an Estimated Annual Amount of $43,000
STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: The Public Works Committee is recommending City
Council approve a three-year professional services agreement with GeWalt Hamilton to
provide City surveying and engineering services in an estimated annual amount of $43,000
BACKGROUND/DISCUSSION: The City Surveyor and Engineer is needed to fulfill all statutory
requirements and assist with plan reviews for watershed development, commercial
development, and IEPA / IDOT permits. Recent plan reviews have primarily focused on
applications that fall under the regulations of the Watershed Development Ordinance
governed by the Lake County Stormwater Management Commission. In addition, the City
Engineer spends time reviewing plans for all of the City’s large infrastructure projects to
include storm sewers, ravines, water mains, bridges, and the recent bluff collapse. The
assigned engineer from GeWalt Hamilton has been extremely responsive and has been able
18
Monday, April 15, 2019 City Council Agenda
to participate in a multitude of meetings requested of him. Staff has also been very pleased
with the engineer’s quality of work.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 4/4/19
Reviewed and Approved Request to
Enter Into a 3-Year Professional Services
Agreement
City Council 2/1/16 Approved 3-Year Professional Services
Agreement
City Council 4/15/13 Approved 3-Year Professional Services
Agreement
BUDGET/FISCAL IMPACT: On March 8, 2019 the City published a Request for Qualifications
(RFQ hereafter) for City engineering services. The RFQ required engineering firms to submit
their qualifications by March 22, 2019. A committee was formed of five staff members who
work closely with the City Engineer to review the firms’ qualifications and conduct interviews.
Seven engineering firms obtained the RFQ document; two provided their qualifications. The
City’s engineering staff contacted the other engineering firms to inquiry why they had not
submitted a response. Reasons provided ranged from the needed services not being in the
firm’s expertise, to the firms being too busy. Additionally, some firms felt that their company
could earn more revenue by providing design services for various aspects of the City’s
infrastructure than being the City’s engineer.
On March 29, 2019 both GeWalt Hamilton and Bleck Engineering were interviewed for the
City Engineer and Surveyor services. Based on reliable and quality service that has been
provided over the past six years, the staff committee recommended to the Public Works
Committee that GeWalt Hamilton should be retained as the City Engineer.
GeWalt Hamilton has proposed a F.Y. 2020 increase of 1.4% to their current rates through April
30, 2021. Beginning in F.Y. 2022 their rates would increase approximately 4.2% but would hold
through April 30, 2022. Attached on page 57 is the draft GeWalt agreement. The agreement
has been reviewed and approved by the City’s legal counsel.
As noted in the original interview process, Gewalt Hamilton is the engineer for Lake Forest
College. If at any point in the future, Lake Forest College proposes any development,
expansion, or infrastructure modifications, such plans would be reviewed by Bleck
Engineering as the City’s secondary engineering firm. In addition, Gewalt Hamilton
Associates has committed to not performing any engineering services for other
private/commercial Lake Forest clients while working as the role of City Surveyor and
Engineer.
The City budgets $43,000 annually for City engineering services as they specifically pertain to
City projects or issues requiring input from the City Engineer. Any dollars expensed for permit
reviews are reimbursed by the developer or property owner. Not knowing how many new
permit requests might be submitted throughout a fiscal year, it is difficult to estimate how
much more than the $43,000 will be spent for permit review services.
19
Monday, April 15, 2019 City Council Agenda
Has competitive pricing been obtained for proposed goods/services? No
If no, indicate the specific waiver requested:
Administrative Directive 3-5, Section 9.0B – Professional Services, RFP qualification based
FY 2020 Funding Source
Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
General Fund Operating Budget $43,000 $43,000 Y
COUNCIL ACTION: Approval of a Three-Year Professional Services Agreement for the City
Surveyor and Engineer to GeWalt Hamilton in an Estimated Annual Amount of $43,000.
13. Approval of a Three-Year Commitment to Provide Financial and In-Kind Staffing
Support to the Friends of Lake Forest Parks & Recreation Foundation in an Amount
not to Exceed $45,000 Per Year
STAFF CONTACT: Joe Mobile, Superintendent of Recreation (847-810-3941)
PURPOSE AND ACTION REQUESTED: Staff recommends approval of a request from the Friends
of Parks and Recreation Foundation for a three year commitment for financial and in-kind
staffing support to contribute toward the annual Festival and Fireworks, Fall Festival (formerly
known as Oktoberfest), and the City’s Tree Lighting Ceremony.
BACKGROUND/DISCUSSION: The Friends of Lake Forest Parks and Recreation Foundation
(“Foundation”) hosts fundraising events throughout the year that raise funds to promote the
Lake Forest Parks and Recreation Department and the City’s beautiful natural environment.
As a partner to the Foundation, the City of Lake Forest has contributed financial and in-kind
support toward their annual events for the past three years, which include the Festival and
Fireworks, Fall Festival (formerly known as Oktoberfest) and the annual Tree Lighting event.
These events are critical to helping the Foundation forward its mission of helping build parks,
expanding recreational activities and pursuits, awarding scholarships to families with financial
limitations, and providing a philanthropic vehicle to encourage capital investment in park
and recreation facilities.
Included below is a request to renew a three-year financial commitment from the City of
Lake Forest to continue its support of the Foundation’s community events, which offer an
opportunity for the Lake Forest community to come together, celebrate, create memories,
and have fun.
Rick Amos, Board Member with the Foundation, presented the proposal for a three-year
financial commitment to City Council during its Budget Workshop on March 11, 2019.
20
Monday, April 15, 2019 City Council Agenda
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Council 3/11/19
Discussion and recommendation for
approval during City Council Budget
Workshop
BUDGET/FISCAL IMPACT: The amount of support requested is $45,000 in cash and $32,000 in in-
kind staff support on an annual basis for a period of three years to support the Foundation’s
three largest community based events. These amounts are budgeted in the various
departments operating budgets for fiscal year 2020.
Foundation Event Cash In-Kind Support
Festival & Fireworks $25,000 $25,000
Fall Festival (previously Oktoberfest) $10,000 $5,000
Tree Lighting $10,000 $2,000
Total Request $45,000 $32,000
Has competitive pricing been obtained for proposed goods/services? No
If no, indicate the specific waiver requested:
Administrative Directive 3-5, Section 9.0K – Existing Relationship
Below is an estimated summary of Project budget:
FY2020-22 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
OCM – City Council
Special Events $45,000 $45,000 Y
Parks, Rec, Police, Fire, Streets
Operating budgets $32,000 $32,000 Y
COUNCIL ACTION: Approval of a Three-Year Commitment to Provide Financial and In-Kind
Staffing Support to the Friends of Lake Forest Parks & Recreation Foundation in an Amount not
to Exceed $45,000 Per Year
14. Authorization for the City Manager to enter into a Contract with Brandstorm in an
amount not to exceed $24,000 for Professional Services related to the
implementation of the Community Marketing Plan Continuation in FY20
STAFF CONTACT: Susan Banks, Communications Manager (847-810-3672)
PURPOSE AND ACTION REQUESTED: City staff requests approval of a contract with Phil Gayter
and Brandstorm in an amount not to exceed $24,000 for the continued implementation of the
City’s Community Marketing Plan in FY2020. The contract is for a term of one year, and serves
as a renewal for the existing contract with the company.
BACKGROUND/DISCUSSION: Since the Marketing Plan launched in December of 2016, the
Marketing Team, led by Alderman Prue Beidler and with the assistance of Phil Gayter and
Brandstorm, has created and developed
21
Monday, April 15, 2019 City Council Agenda
• The “Welcome Home” theme and logo
• 6 films
• 20 print ads
• Online Marketing Brochure (a dynamic document)
• Corporate, Retailer, Realtor and Community Education and Advocacy
• A “Community Spirit Movement” launched by the marketing plan
• An online community-wide calendar on the City’s website, available at no cost to all
Lake Forest non-profit organizations
• Nearly 300,000 social media reaches (October 2017- present)
• Collaboration with LFHS media students on a Welcome Home promotion geared to
millennials
• Development of the Police Department Recruitment Video
The “Welcome Home” campaign officially launched with City Council approval in December
of 2016. The original goals set forth in the mission were to promote the City and its assets to
attract new residents, young families, students, businesses, visitors, shoppers and diners; and to
encourage residents and business owners/employers to advocate for Lake Forest. The
Marketing Team, of which Phil Gayter of Brandstorm is an integral part, feels strongly that
these goals are well on their way to being met.
“Welcome Home” marketing strategy for 2019-2020 includes updates to and remarketing the
LFGo app while partnering with other departments, the Chamber and other local
organizations, strong social media push, community event co-sponsorship with other City-
sponsored events and community organizations, a Fire Department Recruitment Video, and
continuing marketing tools development.
PROJECT REVIEW/RECOMMENDATIONS
Reviewed Date Comments
City Council 5/7/18 Contract approved for FY2019
City Council 5/1/17 Contract approved for FY2018
City Council 10/3/16 Contract approved for FY2016-17
BUDGET/FISCAL IMPACT: On April 11, 2018, Staff received the following quote from
Brandstorm:
FY2019 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
City Council
Communications/Marketing
101-1101-411-54-21
$35,000 $24,000 Y
Has competitive pricing been obtained for proposed goods/services? No, per
22
Monday, April 15, 2019 City Council Agenda
Administrative Directive 3-5, Section 9.0B – Professional Services, RFP qualification based and
Administrative Directive 3-5, Section 9.0K – Existing Relationship.
Brandstorm’s proposal for FY2020 is on page 69 of your packet.
COUNCIL ACTION: Authorization for the City Manager to enter into a Contract with
Brandstorm in an amount not to exceed $24,000 for Professional Services related to the
implementation of the Community Marketing Plan Continuation in FY20.
COUNCIL ACTION: Approval of the fourteen (14) Omnibus items as presented
6. ORDINANCES
7. NEW BUSINESS
8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS
9. ADJOURNMENT
A copy of the Decision Making Parameters can be found beginning on page 24 of this
packet.
Office of the City Manager April 10, 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.
23
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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.
24
Volunteer List [ Lake Forest Caucus | Mark Dewart
Contact Info
First Name:
Last Name:
Mark
Dewart
E-mail: myata5@yahoo.com
Title: Engineering Development Manager (Retired)
Organization:
Address:454 Park Lane
Address Line 2:
City:
State:
Zip:
Lake Bluff
Illinois
60044
Mobile Phone:
Home Phone:
Notes;
Resident
Ward:
Precinct:
Data/Stats
Ward 1
240
US Citizen:Yes
Registered Voter:Yes
Lake Forest Resident since(YYYY): Lake Bluff resident
since 1982. (Lake Forest resident 1980-1982)
Business Name:
Type of Business:
Business Phone:
Position:
Date of Birth (Optional):
Education: AB. Wabash College. Biology, Chemistry
MA. Vanderbilt University. Biology
MS. Purdue University. Industrial Administration (MBA)
Spouse's Name: Sharon
Children's Birth Years: 1984; 1987; 1990
Interest in Community Positions
Mayor:
Alderman:
#67 School Board:
#115 School Board:
Caucus Committee:
Audit Committee:
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
Board of Fire & Police Commissioners:
Building Review Board (BRB):
Cemetery Commission:
Committee Representing Our Young Adults (CROYA):
Construction Codes Commission:
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
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:
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
Planning Commission Labels:
Police Pension Fund - Board of Trustees:
Senior Resources Commission:
No Interest at this time
No Interest at this time
Zoning Board of Appeals (ZBA):
Other Positions:
I am currently applying/ Consider me for this position in the future
No Interest at this time
Other Considerations
Please list any regular commitments or travel that would interfere with your attendance at scheduled
meetings:
None.
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:
. Lake Bluff Village Trustee. Chair of Finance Committee. fTerm expires April 2019.)
- Chair of Lake Bluffs 125th birthday celebration in 2020. (Current)
- Board member Lake Bluff History Museum, (Current)
- Board member and past-president of Lake Forest-Lake Bluff Rotary Club. (Current)
- Past president of the Lake Bluff Community Development Association. An advocacy group, notably for
senior housing in Lake Bluff.
- Past chairman of the Gorton Community Center.
- Past president and board member of the Wabash College Alumni Association.
- Past president of the of Grace United Methodist Church, Lake Bluff.
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:
Group Leadership; Consultative Skills, Budgeting.
References (Optional):
Please state briefly why you are volunteering to serve The City of Lake Forest:
I wish to serve and support the seniors and senior programming in the Lake Bluff and Lake Forest
communities.
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.:
None
https://www.lakeforestcaucus.com/profile/lisVuser/4639/25
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"Public Path Access
Staff Parking Only
Boat Ramp
Local Traffic Only- NoThrough Traffic
No Public Access
South Beach Parking Lot:
DRAFT
Monday-Friday: City Sticker
requiredWeekend/ Holiday: South
Beach Access
Permit required
26
Approved Approved Approved Approved Proposed
Department Vendor FY2016 FY2017 FY2018 FY2019 FY2020 Description:
City Manager Susan Kelsey 50,000 50,000 Professional Services - economic development
Human Resources Wright Benefit Strategies, Inc.30,000 Professional Services - employee benefits
Human Resources Clark Baird Smith 50,000 50,000 50,000 50,000 70,000 Professional Services - legal
Police Smith & LaLuzerne 50,000 50,000 50,000 50,000 50,000 Professional Services - City Prosecutor
Finance-IT ClientFirst Consulting 90,000 65,000 Professional Services - IT Consulting
Finance-IT Speer Financial 25,000 35,000 35,000 35,000 35,000 Financial Advisory Services
City Manager Municipal GIS Partners, Inc.190,379 198,616 198,816 180,000 Professional Services - GIS Consortium
City Manager Whipple Consulting 36,000 20,000 20,000 Professional Services - public relations
PW-Engineering Gewalt-Hamilton Assoc 40,000 160,000 235,000 Professional Services - engineering consulting
City Manager Filippini Law Firm 340,000 290,000 290,000 100,000 Professional Services - legal
City Manager Lake County Press 25,000 26,000 35,000 Printing services
Non-Department North Shore Gas Company 45,000 45,000 45,000 45,000 45,000 Utility Services
Non-Department ComEd 75,000 75,000 75,000 75,000 75,000 Utility Services
PW-Fleet Bell Fuels Inc. 50,000 Fuel supplier
Non-Department AT&T 55,000 55,000 55,000 55,000 55,000 Utility Services
Human Resources IL Dept of Employment Security 60,000 75,000 75,000 75,000 75,000 Unemployment insurance
Human Resources AFLAC 100,000 Supplemental insurance/employee pays 100%
Human Resources Benistar 125,000 Supplemental insurance/retiree pays 100%
Non-Department Constellation Energy Services 425,000 380,000 380,000 380,000 380,000 Utility Services
PW-Engineering Ayres Associates, Inc.42,883 53,737 60,000 45,000 GIS Data Provider
Human Resources IRMA 1,300,000 1,200,000 1,200,000 1,250,000 1,250,000 Member Contribution and Deductibles
Human Resources Morrison Associates 21,000 15,000 Employee Development/Training
Parks/Recreation NSSRA 245,000 249,633 262,728 275,000 275,000 Membership and inclusion services
Parks/Recreation Richard Franklin 210,000 Independent contractor - golf instruction
PW-Fleet Al Warren Oil Company, Inc 250,000 Fuel supplier
PW-Fleet Gas Depot, Inc 150,000 200,000 100,000 Fuel supplier
Finance-IT Call One 60,000 Telecommunication Services
Parks/Public Wks Mariani Landscape 60,000 Grounds Maintenance/Snow Removal
Parks/Recreation Friends of LF Parks and Rec 35,000 35,000 Special Event Contributions
Cemetery William Blair & Company 40,000 30,000 30,000 Cemetery investment services
Finance-IT Chapman and Cutler 20,000 20,000 20,000 Bond Counsel Services
Public Works A&A Sprinkler Company 30,000 30,000 Fire sprinkler inspections and repairs
Public Works Alarm Security Inc 30,000 Security Alarm/Camera Systems
Public Works All Crane and Hoist, LLC 40,000 40,000 Crane and hoist inspections and repairs
Public Works American Backflow Prevention 25,000 25,000 Backflow preventer inspections and repairs
Fire Andres Medical Billing 30,000 30,000 Ambulance billing services
Public Works Bleck Engineering 50,000 Engineering design
Section 38.37 of Lake Forest City Code: Vendors or other providers delivering services on an unspecified but ongoing basis in annual amounts anticipated to be more than
$20,000, such contracts or similar authorizations shall be presented to the City Council for consideration as part of the review and approval of the City's annual budget.
Individual purchases of $20,000 or greater still require specific City Council approval.
The City of Lake Forest
FY2020 Vendor Approvals - April 15, 2019
DRAFT for consideration by City Council on 4/15/19
27
Approved Approved Approved Approved Proposed
Department Vendor FY2016 FY2017 FY2018 FY2019 FY2020 Description:
Section 38.37 of Lake Forest City Code: Vendors or other providers delivering services on an unspecified but ongoing basis in annual amounts anticipated to be more than
$20,000, such contracts or similar authorizations shall be presented to the City Council for consideration as part of the review and approval of the City's annual budget.
Individual purchases of $20,000 or greater still require specific City Council approval.
The City of Lake Forest
FY2020 Vendor Approvals - April 15, 2019
DRAFT for consideration by City Council on 4/15/19
Finance-IT Comcast of Chicago 24,000 24,000 Internet and television services
Parks/Recreation Craig Bergmann Landscape Design 60,000 15,000 Landscape design services
Parks/Recreation Elawa Farm Foundation 50,000 Wildlife Discovery Center rent
Public Works Enspect, Inc 30,000 30,000 Structural engineer consultant
Public Works First Point Mechanical Service 40,000 40,000 HVAC Maintenance/Repairs
Public Works Flolo Corporation 30,000 Water plant control system - Sole Vendor
Human Resources Health Endeavors 20,000 25,000 Professional medical services
Finance-IT Heartland 40,000 ArcService and VMWare maint; IT consulting
Public Works Henry Frerk Sons Inc 25,000 25,000 Historical mortar matching, testing & supply
Public Works Illinois Dept of Transportation 20,000 20,000 State road and light repairs - Sole Vendor
Public Works Illinois Roof Consulting Assoc 25,000 25,000 Roof inspections
Parks/Recreation Lake Forest Landmark Development 35,000 Architectural Planning Services
Public Works Lakeland HVAC Automation 40,000 40,000 HVAC Maintenance/Repairs
Police Linda Porter 21,000 25,000 Licensed clinical professional counselor
Parks/Recreation Lohman Golf Designs 20,000 20,000 Golf consulting services
Public Works Lyons Electric Company 25,000 25,000 Street Stop Light Repairs-IDOT Contractor
Public Works Martin Petersen Co Inc 40,000 HVAC Maintenance/Repairs
Human Resources Mass Medical (Lake Forest Acute Care)25,000 25,500 Medical professional services
Police MSI 35,000 35,000 Municipal Adjudication System
Public Works Northern Divers USA, Inc 50,000 Welding and diving services
Police Quicket Solutions 30,000 30,000 Cloud based ticketing/records management
Public Works Strand Associates, Inc 30,000 Consulting engineer/water plant design
Public Works TEC Electric Inc 40,000 40,000 Electrical and fire alarm installation
Public Works Thyssenkrupp Elevator Corp 25,000 Elevator inspections and repairs
Finance-IT InfoSend 15,000 Utility Bill Print Services/RFP conducted FY19
Finance-IT Foster & Foster 12,900 Public Safety Actuarial Services/ RFP in FY16
Parks/Recreation Manfredini Landscaping Design 20,000 Elawa Farm maintenance/donor reimbursed
Submitted for City Council consideration: April 15, 2019 3,322,400
28
DRAFT Revisions – 4/15/19 City Council Finance Committee
City of Lake Forest, Illinois
Pension Funding Policy
DRAFT Revisions – 4/15/19 Finance Committee
I. Introduction
The purpose of this policy statement is to define the manner in which the City of Lake
Forest, Illinois funds the long-term costs of benefits promised to plan participants and
defines the calculation of Lake Forest’s “annual required contribution” (ARC) to its
pension funds.
II. Background and Scope
The financial objective of a defined benefit pension plan is to fund the long-term cost
of benefits provided to the plan participants. In order to assure that the plan is
financially sustainable, the plan should accumulate adequate resources in a systematic
and disciplined manner over the active service life of benefiting employees.
This Pension Funding Policy applies to the pension funds in which employees of the
City of Lake Forest are enrolled. The specific funds covered by this policy include:
Lake Forest Fire Pension Fund
Lake Forest Police Pension Fund
Illinois Municipal Retirement Fund (IMRF)
III. Objectives
a. Actuarially Determined Contributions - Ensure pension funding plans are based
on actuarially determined annual required contributions (ARC) that incorporate
both the cost of current benefits and the amortization of the plan’s unfunded
actuarial accrued liability.
b. Funding Discipline – A commitment to make timely contributions to the pension
funds to ensure that sufficient assets will be available to pay benefits as promised.
c. Intergenerational Equity – Annual contributions should be reasonably related to
the expected and actual cost of each year of service so that the cost of employee
benefits is borne by the generation of taxpayers who receive services from those
employees.
d. Contributions as a Stable Percentage of Payroll – Manage contributions so that
employer costs remain consistent as a percentage of payroll over time.
e. Accountability and Transparency – Clear reporting of pension funding to include
an assessment of how and when the City will ensure sufficient assets will be
available to pay benefits as promised.
29
DRAFT Revisions – 4/15/19 City Council Finance Committee
IV. Ethics and Conflicts of Interest
Officers and employees involved in the pension funding process shall refrain from
personal business activity that could potentially conflict (or appear to conflict) with the
proper execution and management of the pension funding program or that could impair
their ability to make impartial decisions.
V. Annual Required Contribution
The City of Lake Forest will determine its Annual Required Contribution (ARC) using
the following principles:
The ARC will be calculated by an enrolled actuary.
The ARC will include the normal cost for current service and amortization to
account for any under or over-funded amount.
Police and Fire Pension Funds:
o The normal cost will be calculated for the police and fire pension funds
using the entry age normal level of percentage of payroll actuarial cost
method using the following assumptions:
o Investment rate of assumption – 7.0% per year
o Salary increase assumption – Graded schedule based on service
o Payroll growth rate assumption – 2.00% per year
o Non-economic assumptions such as rates of separation, disability,
retirement, and mortality shall be determined by City management in
consultation with the actuary to reflect current experience.
o The difference between the accrued liability and actuarial value of assets
will be amortized to achieve 100% 90% funding in 2040 based upon a
level percentage of payroll.
o It is the City’s intent to phase in a 15-year open amortization
period when the actuarially determined contribution using a 15-
year open amortization period is equal to or less than the
contribution using current assumptions.
o Actuarial assets will be determined using a five-year average market
valuation.
o It is anticipated that the contribution under this policy will exceed the
statutory minimum contribution requirement. However, should the
statutory minimum contribution requirement in any year exceed the
requirement under this policy, the City shall contribute the statutory
minimum contribution.
Illinois Municipal Retirement Fund:
o The normal cost calculation, actuarial assumptions, amortization period
and valuation of actuarial assets shall be determined by IMRF.
The City will make its actuarially determined contribution to the Police and Fire
pension funds as property tax and public safety pension fee collections are receipted.
Contributions will be made to IMRF on a monthly basis.
VI. Reporting
30
DRAFT Revisions – 4/15/19 City Council Finance Committee
Funding of the Lake Forest pension funds shall be transparent to vested parties
including plan participants, annuitants, pension board trustees, the City Council and
Lake Forest residents. To achieve transparency, the following data shall be distributed:
A copy of the annual actuarial valuation shall be made available to the City
Council and applicable Board of Trustees.
The City’s annual budget shall include the City’s contribution to the City
pension funds.
The City’s Comprehensive Annual Financial Report (CAFR) shall be published
on its web site. In this report, the City will make all required disclosures in
accordance with Governmental Accounting Standards Board (GASB)
guidelines.
VII. Future Amendments
Funding a defined benefit pension plan requires a long-term horizon. Assumptions and
inputs into the policy should focus on long-term trends, not year-to-year shifts in the
economic or non-economic environment. The City will review this policy at least every
three years to determine if changes to this policy are needed to ensure adequate
resources are being accumulated. The City reserves the right to make changes to this
policy at any time if it is deemed appropriate.
VIII. Effective Date
This policy shall be effective immediately upon approval by the City Council.
Approved 8/3/15
Revised 4/16/18
31
THE CITY OF LAKE FOREST, ILLINOIS
RESOLUTION NO. 2019-___
RESOLUTION IN SUPPORT OF SENATE BILL 1111 AND HOUSE BILL 1571
WHEREAS, Illinois Compiled Statutes, Article 3 and 4, set forth the eligibility, benefits and
funding requirements for more than 650 individual police and firefighter pension funds in the State of
Illinois; and
WHEREAS, each local pension fund consists of a five-member board, resulting in nearly 3,300
pension fund trustees statewide making decisions concerning benefit awards, disability determinations
and investment decisions; and
WHEREAS, the Illinois Municipal Retirement Fund (IMRF) is the second largest and best funded
pension system in the State of Illinois, providing pension benefits to non-uniformed local government
employees, and is governed by a board consisting of eight elected members; and
WHEREAS, consolidated pension funds such as IMRF employ professional staff, streamline
administrative costs and maximize investment returns, and
WHEREAS, the City of Lake Forest, Lake County, Illinois recognizes its legal and financial
obligations to meet the funding requirements of its pension obligations for all eligible City employees,
but seeks to do so in a fiscally sustainable manner that ensures intergenerational equity in funding
pension obligations; and
WHEREAS, the Illinois General Assembly has consistently demonstrated an inability to recognize
the negative impacts on local governments when it approves pension benefit enhancements and revises
funding requirements which result in deferring police and fire pension obligations to future generations
and substantially increasing the overall cost of these obligations; and
WHEREAS, the Illinois Municipal League (IML) has submitted multiple public safety pension fund
reform and consolidation proposals to the members of the 101st General Assembly for its consideration;
and
WHEREAS, the City of Lake Forest is concerned that some of the proposals submitted will serve
only to exacerbate the current pension funding crisis; and
WHEREAS, the City asserts that Senate Bill 1111 and House Bill 1571 would result in a positive
first step to public safety pension fund consolidation, reducing costs and improving investment returns,
but allow local pension boards to retain authority related to pension awards and disability
determinations;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF LAKE
FOREST, ILLINOIS that the Council hereby expresses its support for passage of Senate Bill 1111 and
House Bill 1571; and
32
BE IT FURTHER RESOLVED that this Resolution be appropriately inscribed and conveyed to the
Illinois Municipal League, the Northwest Municipal Conference, and all members of the 101st General
Assembly, with a copy to be included in the official minutes of the April 15, 2019 meeting of the Lake
Forest City Council.
PASSED THIS ____ DAY OF ______________, 2019
AYES ( )
NAYS ( )
ABSENT ( )
APPROVED THIS ___ DAY OF _______________, 2019
________________________________
Mayor
ATTEST:
____________________________
City Clerk
33
The City of Lake Forest
CITY COUNCIL
Proceedings of the Monday, April 1, 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 Beidler, Alderman Morris, Alderman Newman, Alderman
Rummel, Alderman Reisenberg, Alderman Preschlack, Alderman Moreno and Alderman Buschmann.
Absent: None
***Please note the order of items was changed and were presented as follows ***
Comments by Mayor
Omnibus
Opportunity for Public Comment
New Business Item #2
City Manager Report
New Business Item # 1
Additional Items for Council Discussion/Comments by Council Members
The minutes are in presented in the format of the agenda.
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
Mayor Lansing passed along the Councils condolences to the family of the recent auto accident on Rt. 41
and commended Lake Forest Public Safety for a job well done. He offered prayers to all involved. He also
urged all voters to exercise their right and vote on Tuesday, April 2, 2019.
A. Arbor Day Proclamation
Mayor Lansing read the Proclamation proclaiming April 26, 2019, as Lake Forests’ 39th Arbor Day.
COMMENTS BY CITY MANAGER
A. Annual Emerging Artists Awards
-Jillian Chapman, Creative Director, Deer Path Art League
City Manager Jason Wicha introduced Jillian Chapman, Creative Director of the Deer Path Art League. Ms.
Chapman read the award winners, Mayor Lansing presented the awards and photos were taken.
COMMITTEE REPORTS
34
Proceedings of the Monday, April 1, 2019
Regular City Council Meeting
OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. 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
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
4. 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
6. Consideration of Ordinances Approving Recommendations from the Zoning Board of
Appeals. (First Reading, and if Desired by the City Council, Final Approval)
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)
COUNCIL ACTION: Approval of the seven (7) Omnibus items as presented
Mayor Lansing asked members of the Council if they would like to remove any item or take it separately.
The City Council was briefed on item #7,and Mayor Lansing asked for a motion to approve the seven (7)
Omnibus items as presented.
Alderman Preschlack made a motion to approve the seven (7) Omnibus items as presented, 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.
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. 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)
Catherine Czerniak, Director of Community Development, reported that this recommendation came from
the Plan Commission. The Plan Commission recommended to deny the petition based on inconsistencies
with current approvals. The recommendation will send a clear message to petitioner that consideration of
35
Proceedings of the Monday, April 1, 2019
Regular City Council Meeting
change of use is the first step. The Commission also recommended to advance review and study of Route 60
Corridor as the next Phase of the Comprehensive Plan Update. The petitioner agreed with the Plan
Commission’s recommendation. Ms. Czerniak gave an overview of the topics be studied that include:
Review Current Uses/Development, Identify Opportunities/Challenges, Consider How to Best Enhance
Existing Uses – Appropriate Transitions, Identify Gaps – What is Missing, Identify Changes to be Considered,
Explore Alternative Uses – Costs/Benefits/Community Value, in addition, consider area wide: Stormwater
Management, Vehicular Circulation, Emergency Access, Pedestrian/Bicycle Connections, Streetscape
Character/Entrance Gateway and Plan for the Long Term.
The City Council had a lengthy discussion on tabling the petition, and the expectations of the
Comprehensive Plan Working group.
Gerald Callaghan, Attorney for Oakleigh Development Group addressed the City Council and reported that
his client agreed with the Plan Commissions recommendation and asked that the review of the corridor get
under way expeditiously.
Deb Fisher offered a recap perspective of the Plan Commission meeting on this topic.
Mayor Lansing asked if there was anyone from the public who would like to comment. Seeing none, he
asked for a motion.
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.
Alderman Preschlack made a motion to 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; and 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; and Authorize the City Manager, in consultation with the
Mayor, to appoint a Comprehensive Plan Working Group for this next phase of the Plan update, 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. 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.
Mike Strong, Assistant to the City Manager, gave an overview and purpose of the benchmarking
cooperative. He reported that The City of Lake Forest holds and executed the agreement with UIC with each
municipality paying an equal percentage of the costs. The NIBC jointly agreed to focus on law enforcement
36
Proceedings of the Monday, April 1, 2019
Regular City Council Meeting
issues with specific priority areas that include Police Department recruitment and retention, Police
Communications Strategies and Developing Public Trust, and Policing and Mental Health. The final product
will serve as an internal resource for 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.
The City Council had discussion that included relationship and similar resources with peer communities,
difficulties communities face in benchmarking and the work that is being done to measure mental health
issues and The City of Lake Forest’s leadership role.
Mayor Lansing asked if there was anyone from the public who would like to comment. Seeing none, he
asked for a motion.
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.
Alderman Preschlack made a motion to approve 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, 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.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION/COMMENTS BY COUNCIL MEMBERS
1. EXECUTIVE SESSION pursuant to 5 ILCS 120/2 (c), (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 at 7:50pm
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 Beidler, Morris, Newman, Rummel, Reisenberg, Preschlack, Moreno and
Buschmann. The following voted “Nay”: None. 8- Ayes, 0 Nays, motion carried.
Reconvene into Regular Session at: 8:17pm
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 8:17 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.
37
Proceedings of the Monday, April 1, 2019
Regular City Council Meeting
38
RESOLUTION OF APPRECIATION
WHEREAS
STEVEN POTSIC
has served The City of Lake Forest as a member of the
SENIOR RESOURCES COMMISSION
2013-2019
AS CHAIRMAN
2015-2019
WHEREAS, he has devoted much valuable time and personal attention to the work of this
Commission and, on behalf of the citizens of Lake Forest and Lake Bluff, 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 service he contributed to the preservation and improvement of the quality of life in our
community by serving on this commission;
NOW, THEREFORE, BE IT RESOLVED that the City Council of The City of Lake Forest,
Illinois, hereby expresses the profound gratitude of the citizens of Lake Forest to Steve 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
15th day of April, 2019
______________________________
Mayor
39
40
655 Rockland Road • Suite 20I • Lake Bluff. IL 60044• wrightbenefit.com• 847.996.6900 Ph • 847.235.2758 fax
Scope of Services for The City of Lake Forest
May 1, 2019 to April 30, 2020
The following summary of services will update our fee and service agreement for The City of Lake
Forest effective May 1, 2019. The fees and commissions are updated to reflect estimated
commissions for 2020 (May 1, 2019 to April 30, 2020).
We are prepared to provide our integrated services as outlined in the Service Agreement for these
areas of the clients benefit and risk management programs:
1. Group Life Plans, Medical and Dental Plans
2. Personal Health Care Benefit Advisory Services
3. Voluntary Benefit Programs
4. Disability/Paid Time Off Programs
5. Executive Benefit Plans
6. Business Life and Annuity applications
7. Defined Contribution Retirement Plans
8. Management/Council Advisory Committees
9. Benefit/Wellness Committee
10. Legislative consulting
11. Labor negotiation assistance
12. Risk Management Program Consulting
Our services are delivered to meet your needs as required by your organization. Our services will
be based on the following approach, which can be modified as needed:
1. Review and update Operating Plans for our engagement
2. Meet with key management staff regularly to address needs and decision parameters
related to strategy
3. Review and recommend strategies to comply with applicable benefit requirements,
including long term forecasting
4. Provide annual review and report on benefit plans under management
5. Maintain schedule of working meetings with staff members to support plans
6. Develop and present plan reviews at committee meetings
7. Develop and communicate renewal summaries, Request for Proposal outcomes, bid
analyses and results of other work, as needed
8. Present results of research, studies and project work as needed
9. Provide compliance support services for Regulatory reform, including outsourcing as
needed
We will perform these services on a coordinated and efficient schedule, which anticipates the needs
of your business. We will continually revise our plans as needed to meet your changing needs.
41
655 Rockland Road • Suite 20I • Lake Bluff. IL 60044• wrightbenefit.com• 847.996.6900 Ph • 847.235.2758 fax
Compensation for Services
We base our fees on the estimated work involved in your engagement with us and include
commissions and/or service allowances authorized by the Client. We do not accept any other
compensation that is not authorized by a client.
Our services are based on the following fee arrangement:
1.Total Fees, Special Projects and Commissions Estimate:$ 111,099
2. Commissions from Insurance Contracts 10% Life Insurance
$5,000 per month Stop Loss
10% Transplant
$1.50 per employee Asset Health
7.5%/4% Retiree Medical
•Asset Health Wellness Total $ 4,068
•Benistar Retiree Insurance Total $ 4,766
•Total Life Commission $ 8,390
•Total Stop Loss Commission $ 60,000
•Total Transplant Commission $ 2,975
Total Estimated Commissions (Included in Premiums) $ 80,199
3. Net Annual Group Benefit Consulting Fee $ 23,175
4.Project Fees for Legislative, IRMA Risk Program $ 7,725
Our firm does not accept special payments, commission overrides, or other special compensation
related to insurance and consulting agreements. All fees paid to us out of client payments, are
disclosed annually and taken into consideration in setting our compensation. Wright Benefit
Strategies does not receive any special payments related to The City of Lake Forest benefit or risk
management programs.
42
655 Rockland Road • Suite 20I • Lake Bluff. IL 60044• wrightbenefit.com• 847.996.6900 Ph • 847.235.2758 fax
Time Period of Services and Agreement Effective May 1, 2019
Our services are to be performed on an annual basis effective the date acceptance of fee agreement.
Effective May 2019, and thereafter, this agreement shall be automatically extended for successive
one (1) year periods unless modified or cancelled for any reason with ninety days’ notice to either
party. Our services may be cancelled for any reason with ninety days’ notice to either party.
Should the scope of services change for any reason, the client and Wright Benefit Strategies agree
to modify the scope, fees, and duration of the agreement as needed.
Payment in the event of cancellation: The client and Wright Benefit Strategies understand that the
fee agreement is based on annual fees. In the event of termination, the client agrees pay any
outstanding portion of the annual fee, plus a portion of fees not currently due to cover costs for
services performed through the termination date. In no event will this amount exceed the annual
fee amount.
In the absence of a newly executed fee agreement, this agreement will continue unless modified
by mutual consent.
Proposal Acceptance
4/1/19
The City of Lake Forest
Authorized Signature
Date Wright Benefit Strategies
Authorized Signature
Date
43
January 23, 2019
Mr. Robert Kiely, City Manager
City of Lake Forest
Sent via Email to kielyr@cityoflakeforest.com
Dear Mr. Kiely:
I am writing to request your municipality’s participation in Lake County’s Private Activity Bond
Clearinghouse (PABC) in 2019. Each year, Lake County Partners contacts the home rule communities in
Lake County to request a pooling together of the volume cap to ensure the best use of our collective private
activity bond allocation. The PABC cap for each year is transferred to the Village of Buffalo Grove, the
Pool’s host home rule community. If your municipality is interested in participating, your governing body
must approve a resolution and submit it to Governor Pritzker’s Office before May 1, 2019. A sample
resolution is attached for your use.
Since its inception, the Lake County PABC has funded nearly $200,000,000 in local projects, which has
resulted in the construction of over 360,000 sq. ft. of new manufacturing space, the creation of 648 new
manufacturing jobs, the renovation of 1,600 multi-family dwelling units, the purchase of an estimated 251
homes by first-time homebuyers, the expansion of a Montessori School, and the construction of a new solid
waste disposal cell.
Please click on the following link to review the: “State of Illinois’ Guidelines and Procedures for the
Allocation of Private Activity Bonding Authority in Accordance with the Tax Reform Act of 1986 and 30
ILCS 345”. Per page 5 of this document, this year’s per capita amount is $105.00, and the population data
estimates outlined within these guidelines are based on Census information. The population estimate for
City of Lake Forest is 19,612, bringing your municipality’s 2019 allocation to $2,059,260.
Your municipality’s approval of a resolution to transfer its volume cap to the Village of Buffalo Grove will
preserve the volume cap in Lake County for a three-year period for the important reasons outlined above.
Lake County Partners therefore requests that you place a resolution similar to the attached example
on your Board’s schedule for approval and forward the approved resolution to the attention of the
Governor’s Office as soon as possible in the manner outlined within page 3 of the above hyperlinked
Guidelines and Procedures document; please note that all reporting submissions are to be submitted
in both hard copy and electronic format.
Please copy me at bprusila@lakecountypartners.com on your Board’s actions and subsequent
notification to the Governor’s Office, or notify me if your community chooses not to participate in
this year’s pool so that we may more effectively manage the process next year. If you have any specific
questions or concerns, please feel free to get in touch directly at 847-597-1230.
We appreciate your support and look forward to working with you.
Sincerely,
Barbara C. Prusila
Economic Development Director
44
RESOLUTION NO. _______
A RESOLUTION OF THE CITY OF LAKE FOREST, ILLINOIS
REALLOCATING 2019 VOLUME CAP
TO THE VILLAGE OF BUFFALO GROVE, ILLINOIS
WHEREAS, the City of Lake Forest, Lake County, Illinois the (“City”), is a municipality and
a home rule unit of government duly organized and validly existing under Section 6(a) of Article
VII of the 1970 Constitution and laws of the State of Illinois; and
WHEREAS, certain tax exempt private activity bonds may be issued only if sufficient
volume cap pursuant to Section 146 of the Internal Revenue Code of 1986, as amended (the
“Code”), is available for the bonds; and
WHEREAS, pursuant to the Code, the City has been allocated volume cap equal to
$105.00 per resident of the City in calendar year 2019, or $2,059,260 for the issuance of such tax
exempt private activity bonds; and
WHEREAS, pursuant to Section 6 and Section 6.1 of the Illinois Private Activity Bond
Allocation Act, 30 ILCS 345/1 et seq. (the “Bond Allocation Act), and the Guidelines and
Procedures promulgated thereunder, the City may, prior to May 1, 2019, reallocate to other home
rule units of government the volume cap allocated to the City by the Code for their issuance of
such tax exempt private activity bonds or for subsequent transfer or reallocation; and
WHEREAS, the City has not used any of its 2019 volume cap and has no present intention
to use the same; and
WHEREAS, the Lake County Partnership for Economic Development, Inc. has offered
Lake County home rule communities the opportunity to participate in a program to combine their
respective volume cap allocations and create a Private Activity Bond Clearinghouse Pool (the
“Pool”) to facilitate the issuance of tax-exempt private activity bonds to finance, manufacturing
and multi-family housing commercial projects in Lake County, Illinois, for economic development
purposes (“Eligible Projects”); and
WHEREAS, the Village of Buffalo Grove, a home rule unit of government (“Buffalo
Grove”), pursuant to its Resolution No. 2001-51 adopted December 17, 2001, agreed to host the
Pool and to reserve its own volume cap, and accept volume cap reallocated to Buffalo Grove by
other home rule units of government, for the issuance of tax-exempt private activity bonds placed
through the Pool to finance Eligible Projects; and
WHEREAS, Buffalo Grove has requested that the City reallocate all of its 2019 volume
cap to Buffalo Grove to be used for the issuance of tax-exempt private activity bonds placed
through the Pool to finance Eligible Projects;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LAKE
FOREST, LAKE COUNTY, ILLINOIS, as follows:
Section 1: Recitals. The foregoing recitals are incorporated in and made a part of this
Resolution by this reference as findings of the City Council.
Section 2: Transfer and Reallocation of 2019 Volume Cap. Pursuant to Section 6 and Section
6.1 of the Bond Allocation Act and the Guidelines and Procedures promulgated
thereunder, the City irrevocably agrees to, and does hereby, transfer and
reallocate all of its 2019 volume cap to Buffalo Grove to be used for the issuance
of tax-exempt private activity bonds placed through the Pool to finance Eligible
45
Projects as directed by the Advisory Committee created pursuant to Buffalo Grove
Resolution No. 2001-51.
Section 3: Agreement. This Resolution shall constitute the agreement of the City to a different
allocation under Section 146(e)(3) of the Code and the writing required under
Section 6 of the Bond Allocation Act.
Section 4: Warranty. The City covenants and warrants that it has taken no action or issued
bonds that would abrogate, diminish, or impair its ability to fulfill the written
agreement, covenants, and undertakings on its part under this Resolution.
Section 5: Authorization. As required by the Bond Allocation Act and the Guidelines and
Procedures promulgated thereunder, a certified copy of this Resolution shall be
transmitted to the Office of the Governor of the State of Illinois. Any and all
appropriate and proper officers, officials, agents, and employees of the City are
hereby authorized, empowered, and directed to take all necessary and advisable
actions, and to execute all such documents and certificates, as may be necessary
to further the purposes and intent of this Resolution.
Section 6: Maintain Record. The City shall maintain a written record of this Resolution in its
records for so long as the bonds to which the volume cap transferred by this
Resolution is reallocated remain outstanding.
Section 7: Effective Date. This Resolution shall be in full force and effect from and after its
passage and approval as required by law and is enacted by the City pursuant to
its powers under the laws of the State of Illinois and the Illinois Constitution of 1970
and its home rule powers.
PASSED this _____ day of __________________, 2019
AYES:
NAYS:
ABSENT:
APPROVED this _____ day of _______________, 2019
____________________________________
Mayor
ATTEST:
__________________________
City Clerk
46
Basic Rates
WILLIAM A. SCHELHAS
1120 Edington Ln.
Mundelein, IL 60060
847.650.8770
wmasl960 aol.com
RATE CARD
Hourly
Meeting or event @ City Hall or Village Hall
Meeting or Similar Event on Remote
$75.00
$225.00
$300.00
Meeting or event at city hall is comprised of basic shooting with installed equipment and
with no editing or additional titles needed, Rate will include 3 DVD Copies and the transfer
of the meeting video to Youtube or Upload to Dropbox and to the broadcasting system.
The cost will be flat rate for any meeting. Rate is figured on arrival apprx. Ihr before a
meeting and an average meeting length of 2 hours. Rate will be the same if The Meeting is
Less than 1 hour or over 2. Max meeting time 5 hours. Long meetings, over 2 hours May
incure minor extra costs due to difficulty with duplications and need for special discs and
processing.
Remote Meeting Rates include simple taping of a meetng or event with a single camera for
up to 4 hours, as stated above. Minimal Editing to add an open and closing title and simple
Lower 3rd Graphics or Titles. Editing will be limited to an hour. Any further editing will be
considered extra and will be billed at the Hourly Rate, listed above. Additional Personnel or
Equipment will be added as an extra expense.
A simple compilation of photos, edited to Music
and including a narrated voice over. Time of
about 3-5 minutes. Apprx. 60 slides. Digital
images in Landscape or Horizontal Orientation,
.jpg format, free. Scanning from photos $1.50
each. Time included will be 3 hours Editing and
1 hour planning. Additional time will be billed
hourly. $300.00
Slide Show (Simple)
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47
15 to 30 minute programs. Programs like Wild
Weird and Wonderful and Inside Lake Forest.
Generally about 1 to 2 hours of shooting and 8
hours of editing. Costs could run to $750 but I
will try to go with $500 due to the multiple
episode nature and repeat business. With Inside
Lake Forest, In the past, producing or planning
Multi-Episode Long Form and scheduling would be done by an intern or
Program volunteer. If that can continue it would save
some of the time and thus cost. Wild Weird and
Wonderful is, for the most part, 2 episodes a
year. Croctoberfest and Reptile Rampage, We
can also discuss more episodes if a topic should
arise. Again, any WDC staff or volunteer
assistance is always appreciated and can save
some cost.$500.00
Short Video Program
Special Event Coverage
Finished time length about 30-60 seconds.
Project time of about 8 hours including Shooting
Editing and Pre-Production Planning. Personnel,
1 Video Person. $500.00
Video Coverage of a special event like Tree
Lighting, Parade, Carnival or Festival or Concert.
Cost covers one person and about 8 hours of
Shooting Editing and Planning time. Additional
manpower or special equipment will be billed
extra at cost. $500.00
Long Form Video Project
Video ofapprx. 8-10 minutes in length. Cost
includes up to 13 hours of Videotaping, Editing
and Pre-Production Planning. Additional time
will be billed at Hourly Rate and additional
personnel or equipment wilt be billed extra.$1,000.00
Technical Support or
Consultation
Billed at hourly rate with a minimum of 1 hour
Service includes assistance with pojectors or
video or sound systems.$75.00/hr
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Projects of only a few photos taking less than an
hour will be billed at the Hourly Rate of $75/hr.
Simple Photo Assignments Events of 2 - 3 hours will be billed at the Event
Rate of $200.00. Over 3 hours will add the $75/hr-
hourly cost for additional hours. $200/Event +
Depending on the availability of equipment to
make a copy. Duplication to DVD will be $25 for
each original for duplication including 1 DVD
copy. Additional copies will be $5 ea. Copies
can be saved on Flash Drives or USB Drives or
Hard Drives but will add the cost of the media to
which the copies are made. Batch duplications
of DVDs or VHS Tapes, made to a Digital
Computer File for $10 per original, saved to a
single Hard Drive or USB drive. Cost of the Hard
Drive or other media is NOT included and will be
extra, unless provided.
Video Duplications
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49
William A. Schelhas
INDEPENDENT CONTRACTOR AGREEMENT
This Independent Contractor Agreement (the "Agreement") is made and entered into
this day of , 20_ (the "Commencement Date"), by and
between The City of Lake Forest (the "City"), an Illinois local government in the County
of Lake, Illinois, and the undersigned Contractor, William A. Schelhas ("Contractor"), a
sole-proprietor, and collectively known as (the "Parties"). In consideration of the mutual
covenants and promises contained in this Agreement, the City and Contractor hereby
agree as follows:
1. RETENTION OF CONTRACTOR. The City agrees to retain Contractor to
perform the services described on Exhibit A, attached hereto and made a part
hereof (the "Services"). Contractor accepts such appointment and agrees to
provide the Services in a professional and appropriate manner on an
independent contractor basis. Within 60 days of retention the City Manager or
his/her designee and Contractor will confer to establish goals that shall be
completed during the term of this Agreement (the "Contract Objectives"). In
the event that the Parties are unable to establish mutually acceptable
Contract Objectives within such 60-day period (or such longer period as the
Parties may mutually agree in writing), then either Party may terminate this
Agreement upon thirty (30) days' written notice. The Contractor shall
provide monthly updates to the City Manager or his/her designee relating to
the Services and Contract Objectives. This Agreement shall not create an
employment, partnership, agent, or joint venture relationship.
2. CONTRACTOR DUTIES. Contractor will personally provide and continue to
provide the Services during the term hereof. The City and Contractor agree
that Contractor retains the sole right to determine the manner and means by
which services will be performed for the City, pursuant to this Agreement.
Notwithstanding the foregoing, Contractor is expected, at all times, to act in a
professional manner while performing services for the City pursuant to this
Agreement, and the City retains the right to review and inspect the
Contractor's performance of the Services to ensure that Contractor is
providing the highest quality services to the City and its residents.
3. TERM. The term of this Agreement shall commence on the Commencement
Date, or a date agreed to between the Parties, and end April 30, 2020,
provided, however, this Agreement may be terminated at any time by either
party upon ninety (90) days prior written notice.
4 COMPENSATION. Contractor will be compensated for the services
peri:ormed under this Agreement at rates for services set in Contractor
Proposal in Exhibit B, and will receive payment no more than twice per
month, only after submitting an invoice to the City for semces rendered. The
City shall issue a 1 099 or equivalent form as required by Federal and State
regulations, and Contractor shall be fully and solely responsible for all costs
(000157283)
50
William A. Schelhas
and expenses incident to the services furnished to the City under this
Agreement.
As an independent contractor, Contractor shall not be entitled to overtime
premiums or to benefits of any kind, including without limitation, deferred
compensation, 457, pension contributions, health insurance, life insurance,
workers' compensation benefits, and short-term or long-term disability
benefits offered by the City to its employees.
WORK SCHEDULE. Contractor shall devote as much time as may be
reasonably necessary to perform the Services in accordance with this
Agreement. Notwithstanding the foregoing, it is expected that Contractor will
at times be required to perform services during evenings and weekends in
order to meet the needs of the City and the identified goals. The Contractor
shall attend various meetings as directed by the City Manager or his/her
designee.
CONFIDENTIAL INFORMATION. Contractor recognizes that certain
confidential knowledge or information (Confidential Information) might be
obtained by Contractor in the course of performing the Services hereunder
including, but not limited to, personal information concerning the City's
residents. Contractor does hereby agree that all such Confidential
Information will be forever held confidential by Contractor, and not be
disclosed to any party whatsoever during the term hereof and at all times
thereafter. Upon termination of this Agreement, Contractor shall return to the
City all documents, notes, or other tangible property that contain Confidential
Information that is in the possession of Contractor.
INDEMNIFY; INSURANCE.
a. Contractor agrees to indemnify and hold harmless the City, and its Mayor,
Aldermen, Appointed Officials, Employees, Agents, Representatives, and
Attorneys, in both their official and individual capacities (the
"Indemnitees"), from and against any and all liability, losses, payments,
expenses, and tax claims (including, without limitation, attorneys' fees and
costs, interest and penalties) incurred by or imposed against the City or its
Mayor, Aldermen, Appointed Officials, Employees, Agents,
Representatives, and Attorneys, arising out of or in any way related to any
act or failure to act by Contractor (or any of Contractor's agents,
employees, or partners), including, but not limited to, all claims relating to
the injury or death of any person or damage to any property.
b. Contractor agrees to maintain a comprehensive general liability insurance
policy (with contractual liability coverage) at all times during the term of
this Agreement, which policy shall identify the Indemnitees as additional
insureds. [Fifty percent of the cost of such policy of insurance shall
{000157283}
51
William A. Schelhas
Jbe an expense for which the City reimburses Contractor within 35
days after delivery to the City of a paid receipt therefor.]
8. NOTICES. All notices under this Agreement shall be in writing and shall be
delivered in person or sent by registered or certified mail, postage prepaid,
return receipt requested, to the parties at their addresses listed below or to
such address as any party hereto, by written notice to the other party may
designate from time to time. Notices and communications to each Party shall
be addressed to, and delivered at, the following addresses:
Lake
Forest:
The City of Lake
Forest
220 E. Deerpath
Lake Forest, IL 60045
Attn: City Manager
Contractor:
William A. Schelhas
1120 Edington Lane
Mundelein, IL 60060
9. MISCELLANEOUS. No waiver, modification or amendment of this
Agreement shall be valid and enforceable unless it is in writing and signed by
Contractor and the City Manager. This Agreement supersedes all other oral
and written agreements, understandings or communications between the City
and Contractor. This Agreement and any amendments hereto shall be
governed by and construed in accordance with the laws of the State of Illinois
without regard to choice of law principles. Waiver by either party to this
Agreement of any breach or default by the other party of any of the terms and
conditions of this Agreement shall not operate as a waiver of any other
breach or default, whether similar to or different from the breach or default
waived.
[Signature page to follow.]
(000157283)
52
William A. S-chelhas
IN WITNESS WHEREOF, the parties have executed this Agreement as of the
day and year appearing in their respective notary acknowledgements.
Accepted and approved this
day of , 20.
Accepted and approved this
. day of ,20.
William A. Schelhas
1120 Edington Lane
Mundelein, IL 60060
The City of Lake Forest
220 E. Deerpath
Lake Forest IL 60045
By:By:
William A. Schelhas Jason C. Wicha
City Manager
SUBSCRIBED AND SWORN to
before me this _ day of
,20_.
SUBSCRIBED AND SWORN to
before me this _ day of
,20_
Notary Public Notary Public
1000157283}
53
William A. Schelhas
EXHIBIT A
Contractor Services and Schedule of Performance
SUMMARY: Contractor shall manage Lake Forest TV, a public access facility operated
by The City of Lake Forest.
ESSENTIAL DUTIES AND RESPONSIBILITIES SHALL INCLUDE, BUT ARE NOT
LIMITED TO, THE FOLLOWING:
. Serving as a Contractor for City's cable access television services, which
includes, but is not limited to, the following duties:
o Oversight of City governmental or "on-site" public meeting broadcasting,
equipment usage and completing program scheduling of programs related
to local government information and community activities;
o Assist with municipal cable communication efforts, including publicizing of
cable programs and activities, developing a programming guide for the
channel, or uploading and managing web service streaming services (e.g.
YouTube, Vimeo, etc.); and
o Oversight of non-City governmental, or "off-site" public meeting recording
and scheduling of playback on City authorized media platforms; and
o General Photography support (i.e. taking photos, minor editing, etc.)
during "on-site" public meetings.
. All work hours and leave requests will be conditional on workload being
completed and will be coordinated and approved by the Office of the City
Manager;
. Performs routine maintenance and troubleshooting on all video, audio and
computer equipment, and maintains orderly records and files for the video tape
library; and
. Coordinates the following: video equipment maintenance and repair; automated
playback system operations; management of uploading meetings for playback on
streaming service or website server (e.g. YouTube, Vimeo, etc.).
Contractor Services shall be further identified in the Contract Objectives and the
Contractor Proposal of Services included as Exhibit B to this Agreement. In the
event of a conflict among this Exhibit A, Exhibit B, or the Contract Objectives, (i)
Exhibit A prevails over Exhibit B, and (ii) Contract Objective prevail over Exhibit A.
100015728 3>
54
William A. Schelhas
EXHIBIT B
Contractor Pro osal of Services
(1)0015728]',
55
A RESOLUTION
ADOPTION OF THE DES PLAINES RIVER
WATERSHED-BASED PLAN
WHEREAS, the Des Plaines River Watershed-Based Plan Committee and watershed
stakeholders have been working since 2015 to prepare a comprehensive watershed-based plan for
the Des Plaines River Watershed (Des Plaines River Plan) in Lake and Cook County, Illinois and
Kenosha County, Wisconsin; and
WHEREAS, the Des Plaines River Plan was developed through a series of twenty (20)
watershed planning meetings with the cooperative effort of more than eight hundred (800) persons
representing over one hundred and seventy-two (172) different watershed entities, ranging from
individual homeowners & homeowner associations, consulting companies, businesses, large
landowners and non-profit environmental organizations to local government, county, state and
federal agencies that attended meetings during the planning process; and
WHEREAS, the purpose of the Des Plaines River Plan is to identify opportunities for
watershed communities to integrate multi-objective watershed management in community
decisions and activities; and
WHEREAS, a second purpose of the Des Plaines River Plan is to improve degraded
conditions in the watershed by implementing best management practices and programs to retrofit
existing problem areas and prevent future problems from occurring; and
WHEREAS, the adoption of the Des Plaines River Plan will guide the successful
implementation of a series of individual site-specific projects and watershed-wide programmatic
actions to: improve water quality, reduce flood damage potential, protect and enhance natural
resources including the watershed’s lakes, streams and wetlands; and in addition, will provide
watershed education and recreation opportunities and improve community cooperation and
participation in watershed improvement activities; and
WHEREAS, all public hearing and meeting requirements have been met in the preparation
of the Des Plaines River Plan including the required public review and comment period prior to
SMC and Lake County adoption of the Des Plaines River Plan; and
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Lake Forest,
Illinois, that the Des Plaines River Watershed-Based Plan, June 2018, for Lake County Illinois is
hereby adopted as an official plan of the City of Lake Forest.
56
CITY OF LAKE FOREST
PROFESSIONAL SERVICES AGREEMENT
This AGREEMENT is dated as of the ____ day of ___________, 2019 (“Agreement”),
and is by and between the CITY OF LAKE FOREST, an Illinois municipal corporation (“City”)
and the Consultant identified in Section 1A of this Agreement.
IN CONSIDERATION OF the recitals and the mutual covenants and agreements set forth
in the Agreement, and pursuant to the City’s statutory powers, the parties agree as follows:
SECTION 1. CONSULTANT.
A. Engagement of Consultant. The City has an existing agreement with the
Consultant to provide professional engineering consulting services as City Engineer on an as-
needed basis with a term set to expire on April 30, 2019. The City desires to extend the term of
the agreement with the Consultant identified below to perform and to provide all necessary
professional consulting services to perform the work in connection with the project identified
below:
Consultant Name ("Consultant"): Gewalt Hamilton Associates, Inc.
Address: 625 Forest Edge Drive
Street
Vernon Hills, Illinois 60061
City State Zip
Telephone No.: (847) 478-9700
Email: dstrahan@gha-engineers.com
Project Name/Description: PROFESSIONAL ENGINEERING SERVICES AS CITY
ENGINEER
Agreement Amount: T&M
B. Project Description. Consultant shall provide as–needed engineering consulting
services relating to municipal engineering services; preliminary design, final design, and
construction engineering services; and to fulfill the statutory requirements normally conducted by
a City Engineer. This work shall be “on-call” as requested or directed by the City’s Director of
Public Works or his designee.
C. Representations of Consultant. The Consultant has submitted to the City a
summary of hourly rates and key personnel, a copy of which is attached as Exhibit A to this
Agreement ("Statement"). The Consultant represents that it is financially solvent, has the
necessary financial resources, and is sufficiently experienced and competent to perform and
complete the consulting services set forth in the Request and the Statement ("Services") in a
manner consistent with the standards of professional practice by recognized consulting firms
providing services of a similar nature in the Northeastern Illinois region.
57
D. Agreement Amount. The total amount billed by the Consultant for the services
under this Agreement shall be limited to actual services performed as authorized by the Public
Works Director or his designee as outlined in the Request. Hourly Rates will match the rates in
Exhibit A, including reimbursable expenses, unless amended pursuant to Section 8A of this
Agreement. Engineering services for federally funded projects shall be charged on a cost plus
fixed fee basis in accordance with IDOT requirements
E. Agreement Length. The agreement shall be in effect through April 30, 2022
starting upon the date this agreement is pursued.
SECTION 2. SCOPE OF SERVICES.
A. Retention of the Consultant. The City retains the Consultant to perform, and the
Consultant agrees to perform, the Services.
B. Services. The Consultant shall provide the Services pursuant to the terms and
conditions of this Agreement.
C. Commencement; Time of Performance. The Consultant shall be prepared to
commence the Services immediately upon receipt of written notice from the City that this
Agreement has been fully executed by the Parties (“Commencement Date”). The Consultant shall
diligently and continuously prosecute the Services until the completion of the Services or upon the
termination of this Agreement by the City.
D. Reporting. The Consultant shall regularly report to the Public Works Director, or
his designee, regarding the progress of the Services during the term of this Agreement.
SECTION 3. COMPENSATION AND METHOD OF PAYMENT.
A. Compensation. The total amount billed for the Services during the term of this
Agreement shall be limited to actual services performed as authorized by the Public Works
Director or his designee. Hourly Rates will match the rates in Exhibit A and will remain in effect
until April 30, 2022.
B. Invoices and Payment. The Consultant shall submit invoices in an approved
format to the City for costs incurred by the Consultant in performing the Services. The amount
billed in such invoice for the Services shall be based on the rates set forth in the Statement. The
City shall pay to the Consultant the amount billed within 30 days after receiving such an invoice.
C. Records. The Consultant shall maintain records showing actual time devoted and
costs incurred, and shall permit the authorized representative of the City to inspect and audit all
data and records of the Consultant for work done under the Agreement. The records shall be made
available to the City at reasonable times during the Agreement period, and for a year after the
termination of the Agreement.
D. Claim In Addition To Agreement Amount. If the Consultant desires to make a
claim for additional compensation as a result of action taken by the City, the Consultant shall
provide written notice to the City of such claim within 15 days after occurrence of such action as
58
provided by Section 8D, Notice, of this Agreement, and no claim for additional compensation shall
be valid unless made in accordance with this Section. Any changes in the Agreement Amount
shall be valid only upon written amendment pursuant to Section 8A, Amendment, of this
Agreement.
E. Taxes, Benefits, and Royalties Each payment by the City to the Consultant
includes all applicable federal, state, and City taxes of every kind and nature applicable to the
Services as well as all taxes, contributions, and premiums for unemployment insurance, old age or
retirement benefits, pensions, annuities, or similar benefits and all costs, royalties, and fees arising
from the use on, or the incorporation into, the Services, of patented or copyrighted equipment,
materials, supplies, tools, appliances, devices, processes, or inventions. All claim or right to claim
additional compensation by reason of the payment of any such tax, contribution, premium, costs,
royalties, or fees is hereby waived and released by Consultant.
F. Final Acceptance. The Services, or, if the Services are to be performed in separate
phases, each phase of the Services, shall be considered complete on the date of final written
acceptance by the City of the Services or each phase of the Services, as the case may be, which
acceptance shall not be unreasonably withheld or delayed.
SECTION 4. PERSONNEL; SUBCONTRACTORS.
A. Key Project Personnel. The Key Project Personnel identified in Exhibit A shall
be primarily responsible for carrying out the Services on behalf of the Consultant. The Key Project
Personnel shall not be changed without the City's prior written approval.
B. Availability of Personnel. The Consultant shall provide all personnel necessary
to complete the Services including, without limitation, any Key Project Personnel identified in this
Agreement. The Consultant shall notify the City as soon as practicable prior to terminating the
employment of, reassigning, or receiving notice of the resignation of, any Key Personnel. The
Consultant shall have no claim for damages and shall not bill the City for additional time and
materials charges as the result of any portion of the Services which must be duplicated or redone
due to such termination or for any delay or extension of the Time of Performance as a result of any
such termination, reassigning, or resignation.
C. Approval and Use of Subcontractors. The Consultant shall perform the Services
with its own personnel and under the management, supervision, and control of its own organization
unless otherwise approved by the City in writing. All subcontractors and subcontracts used by the
Consultant shall be acceptable to, and approved in advance by, the City. The City’s approval of
any subcontractor or subcontract shall not relieve the Consultant of full responsibility and liability
for the provision, performance, and completion of the Services as required by the Agreement. All
Services performed under any subcontract shall be subject to all of the provisions of this
Agreement in the same manner as if performed by employees of the Consultant. For purposes of
this Agreement, the term “Consultant” shall be deemed also to refer to all subcontractors of the
Consultant, and every subcontract shall include a provision binding the subcontractor to all
provisions of this Agreement.
59
D. Removal of Personnel and Subcontractors. If any personnel or subcontractor
fails to perform the Services in a manner satisfactory to the City, the Consultant shall immediately
upon notice from the City remove and replace such personnel or subcontractor. The Consultant
shall have no claim for damages, for compensation in excess of the amount contained in this
Agreement or for a delay or extension of the Time of Performance as a result of any such removal
or replacement.
SECTION 5. CONFIDENTIAL INFORMATION.
A. Confidential Information. The term “Confidential Information” shall mean
information in the possession or under the control of the City relating to the technical, business, or
corporate affairs of the City; City property; user information, including, without limitation, any
information pertaining to usage of the City's computer system, including and without limitation,
any information obtained from server logs or other records of electronic or machine readable form;
and the existence of, and terms and conditions of, this Agreement. City Confidential Information
shall not include information that can be demonstrated: (1) to have been rightfully in the
possession of the Consultant from a source other than the City prior to the time of disclosure of
said information to the Consultant under this Agreement (“Time of Disclosure”); (2) to have been
in the public domain prior to the Time of Disclosure; (3) to have become part of the public domain
after the Time of Disclosure by a publication or by any other means except an unauthorized act or
omission or breach of this Agreement on the part of the Consultant or the City; or (4) to have been
supplied to the Consultant after the Time of Disclosure without restriction by a third party who is
under no obligation to the City to maintain such information in confidence.
B. No Disclosure of Confidential Information by the Consultant. The Consultant
acknowledges that it shall, in performing the Services for the City under this Agreement, have
access to or be directly or indirectly exposed to Confidential Information. The Consultant shall
hold confidential all Confidential Information and shall not disclose or use such Confidential
Information without express prior written consent of the City. The Consultant shall use reasonable
measures at least as strict as those the Consultant uses to protect its own confidential information.
Such measures shall include, without limitation, requiring employees and subcontractors of the
Consultant to execute a non-disclosure agreement before obtaining access to Confidential
Information.
SECTION 6. STANDARD OF SERVICES AND INDEMNIFICATION.
A. Representation and Certification of Services. The Consultant represents and
certifies that the Services shall be performed in accordance with the standards of professional
practice and care practiced by consulting firms in performing services of a similar nature in
Northeast Illinois at the Time of Performance.
B. Indemnification. The Consultant agrees, to the fullest extent permitted by law,
to indemnify and hold harmless the City, its officials, and employees (collectively, City) against
all damage, liabilities or costs, including reasonable attorneys’ fees and defense costs, to the extent
caused by the Consultant’s negligent performance of professional services under this Agreement
and that of its subconsultants or anyone for whom the Consultant is legally liable. The City agrees,
to the fullest extent permitted by law, to indemnify and hold harmless the Consultant, its officers,
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directors, employees and subconsultants (collectively, Consultant) against all damages, liabilities
or costs, including reasonable attorneys’ fees and defense costs, to the extent caused by the City’s
negligent acts in connection with services provided under this agreement and the acts of its
contractors, subcontractors or consultants or anyone for whom the City is legally liable. Neither
the City nor the Consultant shall be obligated to indemnify the other party in any manner
whatsoever for the other party’s own negligence.
C. Insurance. The Consultant proposes, and agrees that the Consultant shall provide
certificates and policies of insurance evidencing the minimum insurance coverages and limits set
forth in Exhibit B to this Agreement within 10 days following the Commencement Date. Such
policies shall be in forms, and from companies, acceptable to the City. The insurance coverages
and limits set forth in Exhibit B shall be deemed to be minimum coverages and limits and shall not
be construed in any way as a limitation on the Consultant’s duty to carry adequate insurance or on
the Consultant’s liability for losses or damages under this Agreement. The City shall be named as
an Additional Insured on all policies except for Worker’s Compensation, Professional Liability (if
applicable). Each such additional Insured endorsement shall identify the City as follows: The City
of Lake Forest, including its City Council members and elected and appointed officials, its officers,
employees, agents, attorneys, consultants, and representatives.
D. No Personal Liability. No elected or appointed official, or employee of the City
shall be personally liable, in law or in contract, to the Consultant as the result of the execution of
this Agreement.
SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS.
A. Relationship of the Parties. The Consultant shall act as an independent contractor
in providing and performing the Services. Nothing in, nor done pursuant to, this Agreement shall
be construed (1) to create the relationship of principal and agent, employer and employee, partners,
or joint venturers between the City and Consultant; or (2) to create any relationship between the
City and any subcontractor of the Consultant. The consultant shall have no right to receive any
employee benefits including, but not limited to, health and accident insurance, life insurance,
pension, sick leave and/or vacation. Consultant agrees to pay all taxes including, but not limited
to, employment taxes due in respect of the consulting fee.
B. Conflict of Interest. The Consultant represents and certifies that, to the best of its
knowledge, (1) no City employee or agent is interested in the business of the Consultant or this
Agreement; (2) as of the date of this Agreement neither the Consultant nor any person employed
or associated with the Consultant has any interest that would conflict in any manner or degree with
the performance of the obligations under this Agreement; and (3) neither the Consultant nor any
person employed by or associated with the Consultant shall at any time during the term of this
Agreement obtain or acquire any interest that would conflict in any manner or degree with the
performance of the obligations under this Agreement.
C. No Collusion. The Consultant represents and certifies that the Consultant is not
barred from contracting with a unit of state or local government as a result of (1) a delinquency in
the payment of any tax administered by the Illinois Department of Revenue unless the Consultant
is contesting, in accordance with the procedures established by the appropriate revenue act, its
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liability for the tax or the amount of the tax, as set forth in Section 11-42.1-1 et seq. of the Illinois
Municipal Code, 65 ILCS 5/11-42.1-1 et seq.; or (2) a violation of either Section 33E-3 or Section
33E-4 of Article 33E of the Criminal Code of 1961, 720 ILCS 5/33E-1 et seq. The Consultant
represents that the only persons, firms, or corporations interested in this Agreement as principals
are those disclosed to the City prior to the execution of this Agreement, and that this Agreement
is made without collusion with any other person, firm, or corporation. If at any time it shall be
found that the Consultant has, in procuring this Agreement, colluded with any other person, firm,
or corporation, then the Consultant shall be liable to the City for all loss or damage that the City
may suffer, and this Agreement shall, at the City’s option, be null and void.
D. Termination. Notwithstanding any other provision hereof, the City may terminate
this Agreement at any time upon 15 days prior written notice to the Consultant. In the event that
this Agreement is so terminated, the Consultant shall be paid for Services actually performed and
reimbursable expenses actually incurred, if any, prior to termination, not exceeding the value of
the Services completed determined on the basis of the rates set forth in the Proposal.
E. Default. If it should appear at any time that the Consultant has failed or refused to
prosecute, or has delayed in the prosecution of, the Services with diligence at a rate that assures
completion of the Services in full compliance with the requirements of this Agreement, or has
otherwise failed, refused, or delayed to perform or satisfy the Services or any other requirement of
this Agreement (“Event of Default”), and fails to cure any such Event of Default within ten
business days after the Consultant’s receipt of written notice of such Event of Default from the
City, then the City shall have the right, without prejudice to any other remedies provided by law
or equity, to pursue any one or more of the following remedies:
1. Cure by Consultant. The City may require the Consultant, within a
reasonable time, to complete or correct all or any part of the Services that are the subject
of the Event of Default; and to take any or all other action necessary to bring the Consultant
and the Services into compliance with this Agreement.
2. Termination of Agreement by City. The City may terminate this Agreement
without liability for further payment of amounts due or to become due under this
Agreement after the effective date of termination.
3. Withholding of Payment by City. The City may withhold from any
payment, whether or not previously approved, or may recover from the Consultant, any
and all costs, including attorneys’ fees and administrative expenses, incurred by the City
as the result of any Event of Default by the Consultant or as a result of actions taken by the
City in response to any Event of Default by the Consultant.
F. Mutual Cooperation. The City agrees to cooperate with the Consultant in the
performance of the Services, including meeting with the Consultant and providing the Consultant
with such non-confidential information that the City may have that may be relevant and helpful to
the Consultant’s performance of the Services. The Consultant agrees to cooperate with the City
in the performance of and the completion of the Services and with any other consultants engaged
by the City.
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G. News Releases. The Consultant shall not issue any news releases or other public
statements regarding the Services without prior approval from the City Manager.
H. Ownership. Designs, drawings, plans, specifications, photos, reports, information,
observations, calculations, notes, and any other documents, data, or information, in any form,
prepared, collected, or received by the Consultant in connection with any or all of the Services to
be performed under this Agreement (“Documents”) shall be and remain the exclusive property of
the City. At the City’s request, or upon termination of this Agreement, the Consultant shall cause
the Documents to be promptly delivered to the City.
SECTION 8. GENERAL PROVISIONS.
A. Amendment. No amendment or modification to this Agreement shall be effective
unless and until the amendment or modification is in writing, properly approved in accordance
with applicable procedures, and executed.
B. Assignment. This Agreement may not be assigned by the City or by the Consultant
without the prior written consent of the other party.
C. Binding Effect. The terms of this Agreement shall bind and inure to the benefit of
the Parties to this Agreement and their agents, successors, and assigns.
D. Notice. All notices required or permitted to be given under this Agreement shall
be in writing and shall be delivered (1) personally, (2) by a reputable overnight courier, or by (3)
by certified mail, return receipt requested, and deposited in the U.S. Mail, postage prepaid. Unless
otherwise expressly provided in this Agreement, notices shall be deemed received upon the earlier
of (a) actual receipt; (b) one business day after deposit with an overnight courier as evidenced by
a receipt of deposit; or (c) three business days following deposit in the U.S. mail, as evidenced by
a return receipt. By notice complying with the requirements of this Section, each Party shall have
the right to change the address or the addressee, or both, for all future notices and communications
to the other party, but no notice of a change of addressee or address shall be effective until actually
received.
Notices and communications to the City shall be addressed to, and delivered at, the following
address:
Michael Thomas
Director of Public Works
800 North Field Drive
Lake Forest, IL 60045
Notices and communications to the Consultant shall be addressed to, and delivered at, the
following address:
Gewalt Hamilton Associates, Inc.
625 Forest Edge Drive
Vernon Hills, Illinois 60061
Attention: Patrick J. Glenn, Corporate Secretary
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E. Third Party Beneficiary. No claim as a third party beneficiary under this
Agreement by any person, firm, or corporation shall be made or be valid against the City.
F. Provisions Severable. If any term, covenant, condition, or provision of this
Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the
remainder of the provisions shall remain in full force and effect and shall in no way be affected,
impaired, or invalidated.
G. Time. Time is of the essence in the performance of this Agreement.
H. Calendar Days and Time. Unless otherwise provided in this Agreement, any
reference in this Agreement to "day" or "days" shall mean calendar days and not business days. If
the date for giving of any notice required to be given, or the performance of any obligation, under
this Agreement falls on a Saturday, Sunday, or federal holiday, then the notice or obligation may
be given or performed on the next business day after that Saturday, Sunday, or federal holiday.
I. Governing Laws. This Agreement shall be governed by, construed and enforced
in accordance with the internal laws, but not the conflicts of laws rules, of the State of Illinois.
J. Authority to Execute.
1. The City. The City hereby warrants and represents to the Consultant
that the persons executing this Agreement on its behalf have been properly authorized to
do so by its corporate authorities.
2. The Consultant. The Consultant hereby warrants and represents to
the City that the persons executing this Agreement on its behalf have the full and complete
right, power, and authority to enter into this Agreement and to agree to the terms,
provisions, and conditions set forth in this Agreement and that all legal actions needed to
authorize the execution, delivery, and performance of this Agreement have been taken.
K. Entire Agreement. This Agreement constitutes the entire agreement between the
parties to this Agreement and supersedes all prior agreements and negotiations between the parties,
whether written or oral relating to the subject matter of this Agreement.
L. Waiver. Neither the City nor the Consultant shall be under any obligation to
exercise any of the rights granted to them in this Agreement except as it shall determine to be in
its best interest from time to time. The failure of the City or the Consultant to exercise at any time
any such rights shall not be deemed or construed as a waiver of that right, nor shall the failure void
or affect the City's or the Consultant's right to enforce such rights or any other rights.
M. Consents. Unless otherwise provided in this Agreement, whenever the consent,
permission, authorization, approval, acknowledgement, or similar indication of assent of any party
to this Agreement, or of any duly authorized officer, employee, agent, or representative of any
party to this Agreement, is required in this Agreement, the consent, permission, authorization,
approval, acknowledgement, or similar indication of assent shall be in writing.
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N. Grammatical Usage and Construction. In construing this Agreement, pronouns
include all genders and the plural includes the singular and vice versa.
O. Interpretation. This Agreement shall be construed without regard to the identity
of the party who drafted the various provisions of this Agreement. Moreover, each and every
provision of this Agreement shall be construed as though all parties to this Agreement participated
equally in the drafting of this Agreement. As a result of the foregoing, any rule or construction
that a document is to be construed against the drafting party shall not be applicable to this
Agreement.
P. Headings. The headings, titles, and captions in this Agreement have been inserted
only for convenience and in no way define, limit, extend, or describe the scope or intent of this
Agreement.
Q. Exhibits. Exhibits A and B are attached to this Agreement, and by this reference
incorporated in and made a part of, this Agreement. In the event of a conflict between the Exhibit
and the text of this Agreement, the text of this Agreement shall control.
R. Rights Cumulative. Unless expressly provided to the contrary in this Agreement,
each and every one of the rights, remedies, and benefits provided by this Agreement shall be
cumulative and shall not be exclusive of any other rights, remedies, and benefits allowed by law.
S. Counterpart Execution. This Agreement may be executed in several
counterparts, each of which, when executed, shall be deemed to be an original, but all of which
together shall constitute one and the same instrument.
ATTEST: CITY OF LAKE FOREST
By: By:
Margaret M. Boyer, Deputy City Clerk Robert T. E. Lansing, Mayor
ATTEST: CONSULTANT
By: By:
Patrick J. Glenn, Secretary Michael T. Shrake, President
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EXHIBIT A
HOURLY RATES & KEY PERSONNEL
*Dan Strahan is a Civil Engineer IV
All hourly rates include costs for AutoCAD systems/software, vehicles and equipment.
Category
Discounted Hourly
Rates for:
5/1/19 to 4/30/21
Discounted Hourly
Rates for:
5/1/21 to 4/30/22
2019
Standard Rates
(for reference
only)
Principal $166.00 $170.00 $202.00
Civil Engineer VI $156.00 $162.00 $174.00
Civil Engineer IV/V* $142.00 $148.00 $170.00-$172.00
Engineering Technician V
$140.00 $146.00 $170.00
Civil Engineer III $130.00 $136.00 $150.00
Civil Engineer II $124.00 $130.00 $140.00
Land Surveyor IV $130.00 $136.00 $142.00
GIS Professional II $120.00 $126.00 $130.00
GIS Professional I $114.00 $120.00 $124.00
Civil Engineer I $114.00 $120.00 $120.00
Environmental Consultant I $110.00 $116.00 $116.00
Engineering Technician IV $120.00 $126.00 $126.00
Land Surveyor I/II,
Engineering Technician III $112.00 $118.00 $116.00-$118.00
Engineering Technician II $98.00 $104.00 $102.00
Engineering Technician I $74.00 $80.00 $76.00
Administrative I $60.00 $66.00 $64.00
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Direct costs are defined as follows:
GHA Direct Costs through 4/30/2022
Mileage $0.55/mi
Vehicles/equipment no charge
CADD software/systems no charge
Black and white printing - up to 11” x 17” no charge
Large-format black and white printing $0.25/sf
Color prints up to 11” x 17” $0.50/page
Large-format color plots $3.00/sf
Expenses such as sub-consultant costs, overnight postage, and messenger services are invoiced without markup.
Key Personnel
We propose the following key personnel to be the primary team for the City of Lake Forest, with assistance
from others, as required:
Primary Contact: Mr. Daniel J. Strahan, P.E., CFM has over 17 years of experience in municipal
engineering with a variety of clients, including the Village of Grayslake, Ela Township, Libertyville Township,
and Fremont Township. Responsibilities include: Permit review and enforcement of Zoning, Building,
Stormwater, and Floodplain ordinances; preparation of multi-year capital programs; Street maintenance and
rehabilitation; engineering review of subdivision plans; local and regional drainage studies, drainage
improvement design and installation.
Mr. Daniel Brinkman, P.E., PTOE is a Licensed Professional Engineer with over 22 years of experience in
the traffic engineering and transportation planning fields. His experience covers both the public and private
sectors, with clients including municipalities, retail and residential developers, school districts, park districts
and hospitals/medical centers.
John Past, PLS, is a Licensed Professional Surveyor with more than 35 years of experience with emphasis
on Topographical Surveys, A.L.T.A/A.C.S.M. Surveys, Settlement Monitoring Surveys, Boundary Surveys,
Plats of Right of Way, Easement, Dedication, Subdivision, and Annexation.
K. David Marquardt is a Senior Construction Engineer with over 27 years of experience with an emphasis
on construction engineering. Mr. Marquardt serves as a field engineer for a variety of municipal and private
projects and is responsible for managing all phases of the construction project including layout,
construction observation, conformance with plans and specifications, schedule and budget adherence,
material inspection management, and coordination between municipalities, residents, business owners,
clients, and contractors. Prior to joining GHA, Mr. Marquardt worked for IDOT in the Bureau of Construction
on an array of complex utility, road, and bridge reconstruction projects.
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EXHIBIT B
INSURANCE COVERAGES
Coverage Limits of Liability
Worker’s Compensation Statutory
General Liability $1,000,000 Each Occurrence
$2,000,000 General Aggregate
Products and completed operations aggregate $2,000,000
Automobile Liability $1,000,000 Combined Single Limit
Professional Liability $1,000,000 each claim
$2,000,000 Aggregate
Excess/Umbrella Liability $2,000,000 Each Occurrence
$2,000,000 Aggregate
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BRANDSTORM!
409 Crescent Drive, Lake Bluff, IL 60044 T 816-308-0216 W http://www.brandstorm57.com
PROPOSAL
Date: March 24, 2019,
Attention:
Susan J. Banks
Communications Manager
The City of Lake Forest
220 E. Deer Path
Lake Forest, IL 60045
Proposal title: City of Lake Forest Branding/Marketing Continuation
DESCRIPTION PER MONTH UNIT PRICE COST
Marketing and Creative Services
(See explanation of services below)
$2,000.00 $0.00
$2,00.00
Subtotal $2,000.00
Tax 0.00% $ 0.00
Total $2,000.00
Dear Susan (and team),
I am so excited to have been a part of the Lake Forest rebranding initiative, and to have experienced working
with such a supportive proactive team. I hope to be a part of the marketing department as we move forward
with the campaign in 2019/20. I see my primary role being the maintenance of the I look and sound of the
brand, and ensuring consistency as we move forward. As discussed, I see a role that is above and beyond
creative deliverables. Providing thought leadership and expertise in many areas. I would like to recommend
this would be $2,000 per month starting May 1st 2019 through May 1st 2020.
Sincerely,
Phil Gayter
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Marketing, Branding and Creative Services
I am proposing a continuing role that encompasses strategic thinking, marketing expertise, video content
creation and creative design and implementation. I have listed below the expectations within those areas.
Strategic Thinking
I would be responsible for the direction of the campaign as we develop it further from year one to year two
(and beyond).
includes the following:
• Brandstorm capabilities
• Consumer Insight
• Team coordination
• Brand Strategy
• Message adjustment
• Marketing Expertise
Branding
I would act as the “eyes and ears” for the Lake Forest brand, assessing content changes and “wants and
needs,” and looking for opportunities to broaden the appeal of the message and find avenues for the
marketing materials
includes the following:
• Branding
opportunities
• Copy direction
• Visual direction
• Scripts & video ideas
(if needed)
• “Look and feel”
tweaks
• Website consultation
• Branding Expertise
Creative Services
I would be responsible for the creation and production of all ongoing and existing marketing
materials.includes the following (for instance):
• Creation of materials • Print ads
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BRANDSTORM
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409 Crescent Drive, Lake Bluff, IL 60044 T 816-308-0216 W http://www.brandstorm57.com
• Video
scripts/creation
• Marketing materials
• Guerilla Marketing
• Digital media
• Other
• Creative Expertise
Elements not in my services agreement include the following:
• Original photography or illustration
• Stock imagery/illustration
• Website implementation and development
• Printing costs
• Film production costs (camera, sound, edit)
• Travel (outside the area if applicable)
• On camera or voice over talent
Proposed Timeline:
Ongoing for one year. Reviewed periodically.
I would welcome a discussion with you on the details of this proposal and look forward to helping you and
the marketing team continue this terrific project.
Thanks!
Phil Gayter
816-308-0216
philgbrandstorm@gmail.com
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BRANDSTORM!
409 Crescent Drive, Lake Bluff, IL 60044 T 816-308-0216 W http://www.brandstorm57.com
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