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CITY COUNCIL 2019/08/05 Agenda THE CITY OF LAKE FOREST CITY COUNCIL AGENDA Monday, August 5, 2019 at 6:30 pm City Hall Council Chambers 220 E. Deerpath, Lake Forest Honorable Mayor, George Pandaleon Prudence R. Beidler, Alderman First Ward James Preschlack, Alderman Third Ward James E. Morris, Alderman First Ward Ara Goshgarian, Alderman Third Ward Timothy Newman, Alderman Second Ward Michelle Moreno, Alderman Fourth Ward Melanie Rummel, Alderman Second Ward Raymond Buschmann, Alderman Fourth Ward CALL TO ORDER AND ROLL CALL 6:30pm PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 1. COMMENTS BY MAYOR A. 2019-2020 Board and Commission Appointments/Reappointments ZONING BOARD OF APPEALS NAME OF MEMBER APPOINT/REAPPOINT WARD James Moorhead Appoint as Liaison to Plan Commission 1 A copy of the Volunteer Profile sheet can be found beginning on page 28. COUNCIL ACTION: Approve the Mayors Appointments and Reappointments 2. COMMENTS BY CITY MANAGER A. CROYA- Hope Alex, Scholarship Winner -“Spirit of CROYA” Margot Martino Essay Contest B. Request for Approval of a Special Event Permit and Special Event Liquor License for “Art Fair on the Square”, a Fundraising Event to be Hosted by the Deer Path Art League on Sunday and Monday, September 1-2, 2019 PRESENTED BY: Pamela Payton and Suzanne Wetterling, Deer Path Art League 1 Monday, August 5, 2019 City Council Agenda PURPOSE AND ACTION REQUESTED: The Deer Path Art League, (“DPAL”) requests a Special Event Permit and liquor license for their annual Art Fair on the Square event that will be held for the 65th year during the Labor Day weekend on Sunday and Monday, September 1-2, 2019. BACKGROUND/DISCUSSION: The “Art Fair on the Square”, is the DPAL’s annual celebration of the visual arts in the heart of Lake Forest. The fair, which will celebrate its 65th year in 2019, showcases over 180 local artists from around the nation – many of them award winning – who create ceramic pieces, drawings, prints, jewelry, paintings, photography, sculpture and items made of wood and metal. The event is set to take place on Labor Day weekend, Sunday and Monday, September 1-2, 2019, from 10:00 a.m. to 5:00 p.m. in historic Market Square located in Lake Forest’s central business district. The DPAL is planning and hosting this year’s event in collaboration with the owners and management of Market Square. Proceeds from the event will benefit the DPAL, a local nonprofit organization that provides art classes on a variety of techniques for local residents. In addition to displaying artwork, the DPAL will provide light small-scale entertainment and music, and food vendors for patrons to enjoy. The event is free to the public, and is one of the area’s largest attended art fairs with average annual attendance of over 20,000 during the weekend event. Vehicular access will reroute around Market Square for the duration of the event, which requires full use of adjacent areas along Western Avenue, Bank Lane, Forest Avenue, and the Market Square loop to accommodate art vendor tents and allow for safe pedestrian access. As in years past, emergency access for public safety vehicles will remain for the 2019 event. In addition to these offerings, the DPAL is requesting a liquor license to allow patrons to purchase beer/wine during the event. DPAL proposes to have a licensed liquor vendor sell beer and wine adjacent to food vendors within the greensward of Market Square from 11:30 a.m. to 4:30 p.m. on Sunday and Monday. DPAL and the vendor propose that consumption of beer/wine be limited to the greensward and adjacent roadways utilized for the event. DPAL will prohibit alcoholic beverage consumption in the north and south alleys. DPAL and the vendor will provide monitoring of the entry and exit points at these locations into the fair to ensure consumption does not extend beyond these areas. The vendor has submitted a liquor license application and management plan that outlines their sales and service conditions, which include: • A single sales and service point. • Proof of legal age requirements for service. • The vendor will assign BASSET certified staff and designate a manager to oversee the sales operations. • Serving sizes shall be limited for both beer (16 oz.) and wine (5 oz.), and beer options will be limited to an alcohol content of 7%. • All sales will end promptly at least thirty minutes prior to the end of the event each day. • A Police Officer will monitor the dispensing point during sales hours. • No containers or consumption may occur outside of the “Art Fair” event area, including adjacent streets or alleys. • In addition to active monitoring, DPAL will incorporate signage to reinforce these guidelines, especially at all entry and exit points. 2 Monday, August 5, 2019 City Council Agenda A copy of the preliminary event site plan for the 2019 event is attached beginning on page 30. As in years past, the DPAL will require various city services for this year’s event, including disposable litter barrels, picnic tables, barricades, dumpsters and refuse/recycling containers. The only additional change proposed from last year’s event, outside of the liquor license, is a request for additional disposable litter barrels and recycling totes. While the City Council previously authorized a “Class A” Special Event permit in February, based on the revised site plan and new event elements that DPAL is proposing, City Council approval for the event and liquor license is required pursuant to Administrative Directive 1-17. BUDGET/FISCAL IMPACT: Pursuant to City Policy, city services and costs associated with supporting a special event (i.e. barricades, picnic tables, litter barrels, police/fire personnel, etc.) are billed directly to event organizers after the event once costs are accounted. Additionally, the City bills separately for supplemental licenses or permits such as liquor licenses, tent permits, life safety inspection, etc. Costs associated with pre-application meetings, consultations, or onsite meetings are not recoverable expenses based on current policy. Based on the preliminary event site plan, and necessary licenses and permits required, the estimated amount of fees for this event is approximately $3,800. The DPAL, as a non-profit entity, is requesting a waiver of these associated fees including the special event permit fee, liquor license, and cost of city services to support the event. COUNCIL ACTION: If determined to be appropriate by the City Council, approval of the following two actions: 1.) Approve a Special Event Permit and Liquor License as requested by the Deer Path Art League to support “Art Fair on the Square” to be held September 1-2, 2019; and 2.) Authorization to waive fees in an amount not to exceed $3,800 for all applicable permit, inspection and city service fees to support the event C. Information about Upcoming Events Sponsored by the Chamber of Commerce and Consideration of Requests in Support of the Events. (Approve by motion.) PRESENTED BY: Joanna Rolek, Executive Director, Chamber of Commerce STAFF CONTACT: Catherine Czerniak, Director of Community Development 847-810-3504 PURPOSE AND ACTION REQUESTED: This agenda item is presented first and foremost to inform the public and the City Council about two upcoming community events; one taking place in the Central Business District and the other, in the Waukegan Road/Settler’s Square Business District. The Chamber is requesting City limited support from the City in the form of 1) in-kind contributions, approval to use City owned land, a permit fee waiver and a financial contribution to help cover event costs all as detailed below. BACKGROUND AND DISCUSSION: Throughout the year, the Chamber of Commerce plans, sponsors, coordinates and manages various community events in Lake Forest. Two events are planned for as summer comes to a close and as fall begins. 3 Monday, August 5, 2019 City Council Agenda Lake Forest Uncorked Building on last year’s successful inaugural “Lake Forest Uncorked” event, this community event returns for a second year, Friday evening, September 6th in the North Courtyard, at Market Square. This event showcases local food and wine businesses in a casual outdoor setting. Tickets are available for purchase on the Chamber’s website. Minimal City support is requested for this event. The event is held on private property. The following City support is requested:  Trash and recycling service. City staff support is requested to drop off and pick up trash and recycling receptacles before and after the event.  Barricades for partial street closure. City staff support is requested to drop off barricades at the site which will be used to close off a small portion of Bank Lane, adjacent to the North Courtyard, for safety purposes.  Granting of a Liquor License by the Liquor Commissioner and waiver of the $75 fee.  Waiver of inspections fees for tents and overall setup.  Total in-kind contribution (staff time, materials, fee waivers) not to exceed $500. Lake Forest Then & Now Auto Show This brand new event is planned for Sunday, October 13th, from 1 p.m. to 4 p.m. at the Telegraph Road Train Station. This event is intended to draw people from the larger community and the surrounding area into the Waukegan Road Business District and showcase local businesses. This event is a partnership between the Chamber and the City. The City’s Park, Recreation and Forestry and Fire Departments will be providing family friendly activities including a visit by a fire truck if one is available. The Chamber, working with an advisory committee of auto enthusiasts, and building on the popularity of the car show held annually in Market Square, have worked diligently to bring together an exciting mix of vintage and new cars for this event. There will be something for everyone: classic and exotic cars, children’s activities, live music and food and non-alcoholic beverages from local businesses. As noted above, this event is a partnership effort between the Chamber of Commerce and the City however, the Chamber has done most of the pre-planning and vendor and exhibitor recruitment. The following City support is requested:  Approval to hold the event on City-owned property, at the Telegraph Road train station. The event, as planned, will be in the train station parking lot, the train station itself will be used as support space for vendors and other organizational needs. There will be no disruption for Metra riders.  Trash and recycling service. City staff support is requested to drop off and pick up trash and recycling receptacles before and after the event.  Barricades in the parking lot. City staff support is requested to drop off and pick up barricades which will be used to block off portions of the parking lot.  In recognition of the time and resources put into this event by the Chamber of Commerce, a City contribution of $2,500 is requested by the Chamber. BUDGET/FISCAL IMPACT: 4 Monday, August 5, 2019 City Council Agenda The limited staff time requested for each event primarily for trash and recycling collection and the delivery and pick up of barricades will be covered within existing department budgets. Staff recommends that the contribution requested by the Chamber to help support the event at the Telegraph Road Train Station be paid from the funds available and slated for economic development activities. FY2020 Funding Source Amount Budgeted for FY2020 Amount Requested Budgeted? Y/N General Fund (Economic Development Contractual/ Miscellaneous) $35,000 $2,500 (Contribution) No COUNCIL ACTION: Approve a motion in support of two upcoming community events, Lake Forest Uncorked and Lake Forest Then and Now Auto Show in the form of waiver of fees, limited City staff support, use of the Telegraph Road Train Station site and a contribution to the Chamber to help cover a portion of the time and resources necessary to support the events. D. Request for Approval of Temporary Traffic Controls and a Special Event Permit for the inaugural “Cru5ader Fun Run & Walk”, a Fundraising Event to be Hosted by the School of St. Mary Parents Association on Saturday, September 21, 2019 PRESENTED BY: John Hancir & Rose Hancir, School of St. Mary Parents Association PURPOSE AND ACTION REQUESTED: The School of St. Mary Parents Association (“Association”) requests approval of a temporary traffic control plan and special event permit for their inaugural “Cru5ader Fun Run & Walk” that will be held on Saturday, September 21, 2019 in the central business district. BACKGROUND/DISCUSSION: The Association is seeking to host its first annual “Cru5ader Fun Run & Walk”, a new event that is being organized and sponsored by the School of St. Mary Parents Association. The event will feature a 5k race and one-mile walk that will start at the Church of St. Mary Parish at Illinois Road and Green Bay Road in the central business district on Saturday, September 21, 2019. The event will be limited to 300 participants, and will begin promptly at 8:00 a.m. with an estimated duration of approximately two hours. The map beginning on page 31 depicts the race route and specific temporary traffic control plan for the event. The race route will be No Parking and require the full or partial closure of streets to vehicular traffic beginning at 7:00 a.m. until approximately 10:00 a.m. Streets will reopen to vehicular traffic and the Lake Forest Police Department and Association volunteers will remove No Parking signs as soon as the Police Department determines it appropriate based on public safety. The proposed street closures required for this event include: • Illinois Road (from Green Bay Road to Washington Circle) • Portion of Oakwood Avenue (from Illinois to Church of St. Mary Parking Lot) • Western Avenue (Illinois Road to Vine Avenue – local business access only) 5 Monday, August 5, 2019 City Council Agenda • Washington Circle/Frost Place Event volunteers and Community Safety Officers will post information signs along the race route no later than Monday, September 16 and the Association will send notification of the run to residents and businesses along the race route no later than two weeks prior to the event. As required with other races in Lake Forest, course marshals managed by the Association will provide on-course support to manage race and vehicular traffic around the proposed route. The City Public Works crews will provide safety barricades to aid in managing access throughout the route. In addition, the City will assign Police Officers to monitor the road closure areas in the central business district for the duration of the event. Based on the scale of the event, required road closures, the impact on the surrounding neighborhood and anticipated attendance, the event is considered a “Class A” Special Event, per Administrative Directive 1-17. City Council approval of the event and associated traffic management plan is required. BUDGET/FISCAL IMPACT: Pursuant to City Policy, city services and costs associated with supporting a special event (i.e. barricades, picnic tables, litter barrels, police/fire personnel, etc.) are billed directly to event organizers after the event once costs are accounted. Costs associated with pre-application meetings, consultations, or onsite meetings are not recoverable expenses based on current policy. Based on the proposed route and traffic control plan, and necessary city services required, the estimated amount of fees for this event is approximately $1,750. The Association, as a non-profit entity, is requesting a waiver of these associated fees including the special event permit fee, and cost of city services to support the event. COUNCIL ACTION: If determined to be appropriate by the City Council, approval of the following two actions: 1.) Approve a Special Event Permit and Temporary Traffic Control Plan as requested by the School of St. Mary Parents Association to support their “Cru5ader Fun Run & Walk” to be held September 21, 2019; and 2.) Authorization to waive fees in an amount not to exceed $1,750 for all applicable permit, inspection and city service fees to support the event E. PUBLIC SERVICE ANNOUNCEMENT - Western& Deerpath Rail Road Closing Information Expected from August 8-16/2019, Michael Thomas, Director of Public Works 3. COMMITTEE REPORTS 4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS . 6 Monday, August 5, 2019 City Council Agenda 5. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the July 15, 2019 City Council Meeting Minutes A copy of the minutes can be found beginning on page 33. COUNCIL ACTION: Approval of the July 15, 2019 City Council Meeting Minutes. 2. Approval of the Check Register for the Period of June 22 – July 26, 2019 STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612) BACKGROUND/DISCUSSION: City Code Section 38.02 sets forth payment procedures of the City. The Director of Finance is to prepare a monthly summary of all warrants to be drawn on the City treasury for the payment of all sums due from the City (including all warrants relating to payroll and invoice payments) by fund and shall prepare a detailed list of invoice payments which denotes the person to whom the warrant is payable. The warrant list detail of invoice payments shall be presented for review to the Chairperson of the City Council Finance Committee for review and recommendation. All items on the warrant list detail recommended for payment by the Finance Committee Chairperson shall be presented in summary form to the City Council for approval or ratification. Any member of the City Council shall, upon request to the City Manager or Director of Finance, receive a copy of the warrant list detail as recommended by the Finance Committee Chairperson. The City Council may approve the warrant list as so recommended by the Finance Committee Chairperson by a concurrence of the majority of the City Council as recorded through a roll call vote. The Council action requested is to ratify the payments as summarized below. The associated payroll and invoice payments have been released during the check register period noted. Following is the summary of warrants as recommended by the Finance Committee Chairperson: Fund Invoice Payroll Total 101 General 548,023 2,195,408 2,743,431 501 Water & Sewer 96,550 269,630 366,180 220 Parks & Recreation 222,289 760,931 983,219 311 Capital Improvements 1,404,699 0 1,404,699 202 Motor Fuel Tax 0 0 0 230 Cemetery 12,483 47,821 60,303 210 Senior Resources 11,365 41,113 52,478 510 Deerpath Golf Course 11,585 4,135 15,720 601 Fleet 106,801 78,250 185,051 416 - 433 Debt Funds 0 0 0 248 Housing Trust 75,000 0 75,000 201 Park & Public Land 2,631 0 2,631 All other Funds 1,635,641 259,953 1,895,594 $4,127,065 $3,657,240 $7,784,306 Check Register for June 22 - July 26, 2019 7 Monday, August 5, 2019 City Council Agenda The subtotal for “All Other Funds” includes $170,287 for Parks/Recreation capital equipment, $147,511 in Special Recreation Fund (NSSRA membership installment), $561,572 in Water Capital projects, and $568,173 in the Self Insurance Fund for medical/dental claim payments and administration fees. COUNCIL ACTION: Approval of the Check Register for the Period of June 22 – July 26, 2019 3. Consideration of a Resolution of Appreciation for City Employee Mike Glomski who is retiring after 23 plus years of service in both the Forest Section and the Community Development Department A copy of the Resolution can be found beginning on page 41. COUNCIL ACTION: Consideration of a Resolution of Appreciation for City Employee Mike Glomski who is retiring after 23 plus years of service in both the Forest Section and the Community Development Department 4. Approval of a User Agreement and Associated Documents for eConnectDirect through Multi-Bank Securities, Inc. and Approval of Signers for eConnectDirect Account. STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612) PURPOSE AND ACTION REQUESTED: Staff recommends City Council approval of a Finance Committee recommendation to execute a User Agreement and Associated Documents for eConnectDirect through Multi-Bank Securities, Inc. eConnectDirect is an online portal allowing for ease in fixed income investing of public funds. BACKGROUND/DISCUSSION: The City enjoys a mutually beneficial banking relationship with Lake Forest Bank & Trust which has resulted in the City not having a need for an investment program in a low interest rate environment. Recognizing that as interest rates rise the City may benefit from a more robust investment program, the City Council approved a revised Investment Policy in 2017 that is subject to annual review by the Finance Committee. The City’s first Investment Procedures Manual was also developed in 2017. It is important to note that the City’s cash and investments are subject to statutory restrictions on the types of investments that can be purchased - primarily certificates of deposit, treasury and agency securities. Therefore, very little additional yield can be generated compared to the rates currently earned on fully liquid and fully collateralized bank balances. The table below depicts comparable rates as of April 10, 2019: Liquid 30 Days 90 Days 180 Days 1 Year 2 year LFBT Deposits (110% Collateralized) 2.80% Illinois Funds 2.47% FDIC CDs 1.85% 2.05% 2.10% 2.20% 2.40% Treasuries 2.32% 2.31% 2.33% 2.37% 2.30% A1/P1 Commercial Paper 2.35% 2.41% 2.40% 8 Monday, August 5, 2019 City Council Agenda In February and March, the Finance Director and Assistant Finance Director received four presentations regarding investment programs. As a result of those presentations, staff recommends that the City enter into an agreement with Multi-Bank Securities (MBS) for its eConnectDirect product, which provides: • An online portal to review and transact CDs, treasuries and agency securities • Automated tracking to ensure FDIC insurance coverage for the CD portfolio • Third Party custodial services provided by Pershing, LLC at no charge • A variety of investment reporting options • Implementation of customer’s investment policy and internal controls through customization Additional information regarding eConnect Direct is attached (page 42). At its April 15, 2019 meeting, the City Council Finance Committee recommended approval of an agreement with Multi-Bank Securities for eConnectDirect. Upon City Council approval and execution of the required documents, staff will return to a future Finance Committee meeting with specific recommendations consistent with the City’s Investment Policy and Procedures. Authorized Signers: Authorized signers are granted authority to conduct investment transactions on behalf of the City. As part of this approval, authorized signers for the City of Lake Forest are designated as follows: Elizabeth Holleb, Finance Director Diane Hall, Assistant Finance Director Jason Wicha, City Manager James Morris, City Council Finance Committee Chair In accordance with the City’s Investment Procedures, an investment transaction must be approved by two (2) authorized signers. The Finance Committee Chair must approve any investment transaction exceeding $500,000. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments City Council Finance Committee 4/15/19 Recommend approval of agreement with MBS for eConnectDirect City Council Finance Committee 4/15/19 Review of Investment Policy City Council Finance Committee 4/16/18 Review of Investment Policy City Council 2/6/17 Approval of City’s Investment Policy BUDGET/FISCAL IMPACT: N/A. No fees are paid to MBS for the eConnectDirect product or for custodial services provided by Pershing. Yields on purchased investments are shown net of all 9 Monday, August 5, 2019 City Council Agenda fees. eConnectDirect provides an easy platform to compare yields on a variety of investment options prior to purchase. A copy of the User agreement is attached for review (page 44). COUNCIL ACTION: Approval of a User Agreement and Associated Documents for eConnectDirect through Multi-Bank Securities, Inc. and Approval of Signers for eConnectDirect Account. 5. Consideration of an Ordinance Amending Various Sections of Chapter 93 titled “Cemeteries” of the City Code (Waive First Reading and Final Approval) STAFF CONTACT: Chuck Myers, Superintendent of Parks, Forestry and Special Facilities 847-810-3565 PURPOSE AND ACTION REQUESTED: On an ongoing basis, City staff, in collaboration with appropriate Boards and Commissions and the City Attorney, review and recommend updates to the City Code. The Council is asked to consider amendments to the chapter of the City Code relating to the operation of the Cemetery. BACKGROUND/DISCUSSION: In January, 2019, the Cemetery Commission considered amendments to the Code to update the language in general and to accurately reflect the current processes and procedures at the Lake Forest Cemetery. All of the changes proposed are considered to be administrative in nature and do not result in changes to current operations at the Cemetery. These amendments are considered “clean-up” in nature. The proposed amendments are summarized below:  Clarification of language generally.  Clarification that the Cemetery Commission shall report annually to the Finance Committee of the City Council.  Elimination of language relating to a Special Tax.  Update of language relating to the purchase of a lot within the Cemetery. The Ordinance, with a blackline version of the Code Sections reflecting the proposed amendments is included in the Council packet beginning on page 50. A clean copy of the Code Sections, incorporating all of the proposed amendments, is also included in the packet for ease of reading. COUNCIL ACTION: If desired by the Council, waive first reading and grant final approval of an Ordinance amending various Sections of Chapter 93, “Cemeteries” of the City Code. 6. Waiver of Procedures and Approval of All City Expenditures and New Asphalt Contractor Recommendation for the Waukegan Road Sidewalk Replacement Project to Peter Baker & Sons in the Amount of $429,308 Pending IDOT Permit Approval. STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540) PURPOSE AND ACTION REQUESTED: City staff is requesting City Council waiver of procedures and approval of all City expenditures and new asphalt contractor recommendation for the 10 Monday, August 5, 2019 City Council Agenda Waukegan Road Sidewalk Replacement Project to Peter Baker & Sons in the amount of $429,308 pending IDOT permit approval. BACKGROUND/DISCUSSION: The asphalt sidewalk located on the west side of Waukegan Road is within Illinois Department of Transportation’s (IDOT hereafter) right-of-way. Like all IDOT right-of-way sidewalks, the municipal government is expected to repair and replace the sidewalk as needed. The Waukegan Road sidewalk from Deerpath to Rte. 176 is in poor condition. While the City’s Streets Section has made multiple repairs over recent years, the sidewalk has deteriorated to a point where replacement is necessary. If the City would agree to fund the IDOT required design, minor concrete work, and restoration costs, a resident living in the area offered to pay for the sidewalk’s replacement. The resident had chosen, and City Council had approved, the asphalt work to be completed by Performance Paving, LTD. Staff was notified this spring that the contractor had contacted the donor and notified them that they decided not to pursue the work. None of the actual asphalt work had begun. The donor has spent the past four months identifying a replacement asphalt contractor. Staff was notified three weeks ago that the donor had chosen to utilize Peter Baker & Sons. With Peter Baker & Sons completing work on both I-294 and Route 41, along with many past City resurfacing projects, staff was confident that they could replace a pathway within an IDOT right-of-way. Work is currently scheduled to be completed in August. Peter Baker & Sons has submitted all of their necessary insurance and bond paperwork to IDOT as the final step in acquiring the permit. Once the City receives the IDOT permit, Peter Baker & Sons will be permitted to proceed. The agreement between the City and the donor stipulates that the City will pay for all concrete work and restoration costs. Half of the concrete curb and ADA access panel work was completed this past fall and the second half will be completed under Peter Baker’s contract. The restoration work was also quoted in Peter Baker & Sons proposal and City staff highly recommend the City allow the contractor to complete such work. Peter Baker & Sons has all of the necessary flagger and barricade equipment to work on a State right-of-way. Staff recommends that the City simply pay for those two portions of the proposal directly to Peter Baker & Sons. The following chart provides the project’s cost breakdown: Item Amount Asphalt & Traffic Control $388,558 Concrete* $ 14,750 Landscaping* $ 26,000 Total Amount $429,308 *City Cost PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 6/11/2019 Received Update on New Asphalt Contractor City Council 11/19/2018 Approved Design Services, Concrete Contractor, Asphalt Contractor, & City Restoration Costs 11 Monday, August 5, 2019 City Council Agenda Public Works Committee 10/30/18 Approved All City Expenditures & Contractor Recommendations City Council 9/4/18 Approved Phase I Asphalt Contractor Public Works Committee 8/28/18 Approved Waiving Bid Process City Council 8/6/18 Approved Phase II Design and Authorized City Manager to Negotiate & Complete Donor Agreement City Council 3/19/18 Approved Phase I Design Public Works Committee 3/8/18 Reviewed & Approved Phase I Design BUDGET/FISCAL IMPACT: Beginning on page 58 of the agenda packet is Peter Baker & Sons agreement for the entire project. Per the agreement, the City will pay the contractor directly for the entire project and receive reimbursement from the donor. As was previously noted, the City will pay for both the remaining concrete work and all of the landscaping; this totals $40,750. Has competitive pricing been obtained for proposed goods/services? No. Administrative Directive 3-5, Section 9.2 –Waiver of Procedures (requires 2/3 vote). Below is a summary of the project budget: Asphalt Resurfacing of Sidewalk – City Paid / *Donor Reimbursed FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Improvement Fund 311-3703-478-7827 $0 $388,558* N * A supplemental appropriation will be submitted at fiscal year-end, if needed. Concrete & Landscaping Expenses – City to Pay FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Improvement Fund 311-3703-478-7827 $35,000 $40,750 Y The $5,750 overage will be paid via the $6,300 savings from the Capital Fund’s Forest Park Bluff Monitoring services. The asphalt resurfacing cost of the sidewalk will be reimbursed in accordance with the agreement approved by the City Council on August 6, 2018. COUNCIL ACTION: Waiver of Procedures and Approval of All City Expenditures and New Asphalt Contractor Recommendation for the Waukegan Road Sidewalk Replacement Project to Peter Baker & Sons in the Amount of $429,308 Pending IDOT Permit Approval. 12 Monday, August 5, 2019 City Council Agenda 7. Approval of Design Services Agreements for the Deerpath Streetscape Project Phase I Design with Craig Bergmann Landscape Design, Inc. in an Amount not to Exceed $40,850 and Gewalt Hamilton Associates, Inc. in an Amount not to Exceed $108,500 STAFF CONTACT: Jim Lockefeer, Public Works Management Analyst (810-3542) PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff are requesting approval of design services agreements for the Deerpath Streetscape Project Phase I Design with Craig Bergmann Landscape Design, Inc. in an amount not to exceed $40,850 and Gewalt Hamilton Associates, Inc. in an amount not to exceed $108,500. BACKGROUND/DISCUSSION: For over three years, the City’s Civic Beautification Committee has been discussing the need to complete a streetscape enhancement project on Deerpath Road between Green Bay Road and Western Ave. This area serves as the entry way into the City’s downtown and historic central business district. Recognizing the importance of this area, Civic Beautification has set the overall goal of the Deerpath Streetscape Project as creating a high quality, attractive and pedestrian friendly environment that evokes a sense of pride, care and safety for people who live, work and visit in Lake Forest. Currently, the area presents numerous infrastructure, utility, and safety challenges. Similar discussions have occurred by the Public Works Committee. At the June 15, 2017 Public Works Committee meeting there was consensus amongst the Committee that a streetscape project needed to occur in order to correct some of the major challenges with the area. It was agreed that the project should be planned and budgeted through the City’s Capital Improvement Planning (CIP) processes. Through the CIP process, $10,000 for a Deerpath Streetscape Conceptual Plan was allocated in Fiscal Year 2019. The City’s professional landscape architectural service firm, Craig Bergmann Landscape Design, Inc., completed the conceptual plan. City staff and the Civic Beautification Committee reviewed the completed conceptual plan in November of 2018. City staff and the Civic Beautification Committee felt as though the conceptual plan provided a strong foundation in moving forward with the project. In Fiscal Year 2020, the Finance Committee allocated funds for project design. At the April 4, 2019 Public Works Committee meeting, the Committee reviewed timing and costs associated with two different project funding options; City funded and grant funded. Ultimately, the Public Works Committee supported submitting the project through the Illinois Transportation Enhancement Program (ITEP) to seek grant funds. ITEP requires that both federal and IDOT requirements be adhered to in moving forward with project design. This includes a two phased design approach and following a specific request for qualifications (RFQ) process in selecting a team to complete the project. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 7/23/19 Reviewed and Recommended City Council Approval of Design Agreements 13 Monday, August 5, 2019 City Council Agenda Public Works Committee 4/4/19 Discussion of Project Funding Approach Civic Beautification 11/14/18 Reviewed and Supported Deerpath Streetscape Conceptual Plan Public Works Committee 6/15/17 Discussion of Project Need BUDGET/FISCAL IMPACT: On June 26, 2019, a RFQ was released by the City, published in the Lake County News Sun, and posted on the City’s website. The purpose of the RFQ was to recommend a professional landscape design firm and a professional engineering firm to provide the City with design services for Phase I of the project. It was the intention of the RFQ for interested and qualified landscape design firm and engineering design firm to form a partnership and submit one statement of qualifications as a team. The RFQ required teams to identify the landscape design firm as the overall project lead. The team’s engineering design firm was identified as the main point of contact with IDOT and ensure that the design, design process, and any submittals are in accordance with the IDOT required project phasing specifications in order to submit the project through ITEP. On July 12, 2019, six statements of qualifications were received and a selection committee, comprised of City staff, was formed to review and evaluate the written responses. Interviews were also conducted to further evaluate the firm’s qualifications and their ability to successfully provide these services for the City. Per the federal and IDOT required RFQ process, it was required that the selection committee rank candidate teams based on their qualifications and not cost. The committee’s ranking were as follows: 1. The Lakota Group and Thomas Engineering Group, LLC 2. Craig Bergmann Landscape Design, Inc. and Gewalt Hamilton Associates, Inc. 3. Hitchcock Design Group and Baxter & Baxter & Woodman, Inc. All three firms were considered extremely qualified and could complete the necessary design work. The Lakota and Thomas team was ranked highest due to their past streetscape and IDOT project experience. In accordance with the federal and IDOT RFQ process, the selection committee proceeded in obtaining a proposal from the Lakota and Thomas team. Unfortunately, the proposal from the team significantly exceeded the project budget. Due to the high proposal received, the selection committee proceeded in moving on to the second ranked team, Bergmann and Gewalt. The original Bergmann and Gewalt proposal came in slightly over budget, however, through some minor negotiations their final proposal came in under budget. After careful consideration Craig Bergmann Landscape Design, Inc. and Gewalt Hamilton Associates, Inc. was selected by the selection committee as the successful team. The basis for the selection was as follows: • Both firms met and surpassed all qualifications outlined in the RFQ • Both firms have extensive experience with local and municipal landscape projects and an outstanding reputation in the community 14 Monday, August 5, 2019 City Council Agenda Has City staff obtained competitive pricing for proposed goods/services? Yes (Administrative Directive 3-5, Section 8.0, Qualification Based Selection Procedures) Company Name Dollar Amount Bid Craig Bergmann Landscape Design, Inc. and Gewalt Hamilton Associates, Inc. $149,350.00 Below is an estimated summary of Project budget: FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Fund Deerpath Streetscape Project Design 311-3703-478.78-94 $150,000 $149,350 Y If approved, City staff and the design team will begin design work immediately. The project will be submitted to ITEP by its December 6, 2019 call for projects deadline. Project awards will be announced in May of 2020. COUNCIL ACTION: Approval of Design Services Agreements for the Deerpath Streetscape Project Phase I Design with Craig Bergmann Landscape Design, Inc. in an amount not to exceed $40,850 and Gewalt Hamilton Associates, Inc. in an amount not to exceed $108,500. 8. Approval of a Three-Year Contract with Alpha Paintworks, Inc. for Fire Hydrant Painting Services included in the FY2020-2022 Operating Capital Budget for the sum of $53,400. STAFF CONTACT: Dan Martin, Superintendent of Public Works (810-3561) PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff are requesting approval to award a contract to Alpha Paintworks, Inc. for fire hydrant painting services. The annual services are typically done during the late summer or early fall seasons. BACKGROUND/DISCUSSION: There are 1,400 City owned fire hydrants on the water distribution system to provide fire protection to homes and businesses throughout the community. On an annual basis, the Water & Sewer Section inspects and flushes each hydrant to ensure they are operating properly. Additional preventative maintenance is the annual fire hydrant painting program which includes sandblasting the hydrant to bare metal, applying one coat of primer and one coat of red exterior paint. Fire hydrants are recoated approximately every seven years in order to prevent the paint coating from failing between painting cycles. The 1,400 hydrants are divided into 7 service zones with 200 hydrants in each zone. The table below shows the contract cost for each year. Item Description Cost per Unit Quantity Total Year 1 - Fire Hydrant Painting $87.00 200 $17,400.00 Year 2 - Fire Hydrant Painting $89.00 200 $17,800.00 Year 3 - Fire Hydrant Painting $91.00 200 $18,200.00 15 Monday, August 5, 2019 City Council Agenda PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 7/23/19 Reviewed and Recommended City Council Approval BUDGET/FISCAL IMPACT: Staff teamed up with the Municipal Partnership Initiative (MPI) to bid the fire hydrant painting work. MPI is a program that takes advantage of economies of scale by securing low bid prices among neighboring municipalities who bid similar projects each year. The City, along with ten other communities developed a new joint bid for 2019 Fire Hydrant Sandblasting and Painting. At the April 5, 2019 bid opening three bidders provided proposals, Go Painters, Inc., Alpha Paintworks, Inc., and Muscat Painting & Decorating. Go Painters, Inc. did not supply a bid deposit, therefore their proposal was rejected. Alpha Paintworks, Inc. was the lowest bid of the remaining two bidders. Has City staff obtained competitive pricing for proposed goods/services? Yes Company Name Dollar Amount Bid – 200 Units Alpha Paintworks, Inc. $53,400.00 (3 Years) Muscat Painting & Decorating $61,090.00 (3 Years) Go Painters, Inc. Bid Rejected Below is an estimated summary of Project budget: FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Operating Capital 501-6078-475.75-02 $17,400.00 $17,400.00 Y COUNCIL ACTION: Approval of a Three-Year Contract with Alpha Paintworks, Inc. for Fire Hydrant Painting Services included in the FY2020-2022 Operating Capital Budget for the sum of $53,400. 9. Approval of a Contract with Superior Road Striping to Provide Thermoplastic Lane Marking for the Amount of $94,000 STAFF CONTACT: Dan Martin, Superintendent of Public Works (810-3561) PURPOSE AND ACTON REQUESTED: The Public Works Committee and City staff are requesting approval to award the contract for thermoplastic lane marking to Superior Road Striping. BACKGROUND/DISCUSSION: The City of Lake Forest, as a member of the Northwest Municipal Conference (NWMC), also belongs to the Suburban Purchasing Cooperative (SPC). The SPC is made up of 134 communities in the Northwest Municipal Conference, the South Suburban Mayors and Managers Association, the DuPage Mayors Conference, and the Will County Government League. 16 Monday, August 5, 2019 City Council Agenda One of SPC’s annual joint purchasing initiatives is the thermoplastic lane marking bid for member agencies. The City has been participating in the thermoplastic lane marking for the last 18 years. SPC’s lane marking specifications meet Illinois Department of Transportation (IDOT) standards. Bids and selection of the lowest responsible and responsive bidder are approved by IDOT. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 7/23/19 Reviewed & Recommended City Council Approval BUDGET/FISCAL IMPACT: The 2017 SPC/IDOT thermoplastic lane marking contract was awarded to Superior Road Striping, Inc. of Melrose Park, Illinois. The table below shows the unit price cost of the contract that City Council approved in 2018. The Contract is on the last year of the three (3) year contract. Under this contract, Superior Road Striping agrees to all terms and conditions as set forth in the specifications contained within the contract and Superior Road Striping must comply with all IDOT rules and regulations. Has City staff obtained competitive pricing for proposed goods/services? No Administrative Directive 3-5, Section 9.1D – Government Joint Purchases. Description UOM 2018 Cost per Unit 2019-20 Cost per Unit 4” Line LF $0.52 $0.52 6” Line LF $0.76 $0.76 12” Line LF $1.52 $1.52 24” Line LF $3.78 $3.78 Letters & Symbols SF $3.51 $3.51 Removal SF $0.41 $0.41 The City of Lake Forest’s thermoplastic lane marking program divides the City into four zones. Zone 3 (west of Rt.41) was completed in 2018 which includes all streets, parking lots and crosswalks west of Route 41. This year, the City is requesting 97,639 linear feet of thermoplastic pavement marking to zone 4 (south of RT. 60) which includes 4”, 6”, 12”, and 24” wide lines, along with all necessary lettering and symbols. The cost for the City of Lake Forest’s 2019 contract for striping and marking is $94,000. FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Improvement Fund 311-5103-467.67-22 $94,000 $94,000 Y COUNCIL ACTION: Approval of a Contract with Superior Road Striping to Provide Thermoplastic Lane Marking for the Amount of $94,000. 10. Approval of a Professional Services Agreement for the Fire Department Locker Room Renovation Project with FGM Architects in an Amount not to exceed $43,150 17 Monday, August 5, 2019 City Council Agenda STAFF CONTACT: Dan Martin, Superintendent of Public Works (810-3561) PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff are requesting approval of a professional services agreement with FGM Architects to produce design plans and construction documents for the Fire Department Locker Room Renovation Project included in the FY2020 Capital Improvement Budget. BACKGROUND/DISCUSSION: The Fire Department’s locker room located at the Public Safety Building, has not been renovated or seen any significant modifications since it was constructed in 1969, exceeding its expected useful life by many years. The locker room facilities do not meet ADA regulations to such a degree that any improvements would trigger a full renovation by law. The locker room is not able to accommodate lockers for all staff, requiring lockers to be placed within the restroom areas or kept in other office/sleeping quarters. Adding to the urgency to renovate the locker room is the hiring of the Department’s first female firefighter about two years ago, who is currently using a converted bathroom off the apparatus bay floor as a temporary solution. Also, based on recent firefighter testing, the Department is expecting to hire at least one, possibly two additional females in the near future, making the temporary solution insufficient. Recognizing this renovation project needed to be expedited, in summer of 2017 staff retained FGM Architects, Inc. of Oak Brook, Illinois (FGM) for a sum of $8,000 to conduct a needs assessment study of the locker room. The study included a review of existing building plans, the 2012 ADA audit, and on-site inspections, in order to prepare conceptual drawings and renovation costs to address the issues. As part of the process FGM provided several conceptual drawings for the Fire Chief to share with Department personnel to provide the Architects with feedback. After communicating back-and-forth several times with staff, a final conceptual drawing with an estimate for construction was developed by the architects. The concept plan addresses all ADA issues. It also provides three separate unisex rooms with a shower, vanity, toilet, and changing area for privacy, and expands the area to have all the lockers in one locker room area. The reason staff selected FGM was because they had been awarded the contract to design the PSB Lobby & Records Renovation in April of 2017. As part of the Request for Proposal (RFP) process that selected FGM, eight firms with experience in producing designs for renovating public facilities were invited; three firms were subsequently interviewed by staff. While all of the firms had experience completing public sector projects, FGM had significantly more experience with police and fire station projects than the other firms. FGM has completed favorable work on designing PSB’s lobby and records renovation and their extensive work knowledge and experience dealing with public safety type projects was quite helpful. They are very responsive, communicate well, and are approachable. FGM has 40 years of experience as Fire Services Specialists working with over 120 fire station agencies. They have designed over 80 new stations, and renovated over 45. Examples of completed fire station projects in the Chicagoland area include Elk Gove Village, Elgin, Lockport, Bartlett, Mount Prospect, Hoffman Estates, and Elmhurst. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments 18 Monday, August 5, 2019 City Council Agenda Public Works Committee 7/23/19 Reviewed and Recommended City Council Approval Finance Committee 3/11/19 Discussion of Updated 5 Year CIP Projects BUDGET/FISCAL IMPACT: Due to the existing favorable relationship staff has with FGM on the PSB Lobby and Records Renovation, and the extensive time working with them to develop the conceptual design plan and construction estimate for the Fire Department locker room, staff requested FGM to take into account the fees already paid by the City for the conceptual design work and submit a proposal for designing the project. The estimated low/high cost range for the locker room construction provided by FGM was $500,613 to $572,135. Architectural and engineering design fees range between10 to 12 percent of construction costs. Based on the large amount of mechanical engineering (e.g. plumbing & HVAC) that is included in the locker room renovation, the FGM fee of $43,150 or approximately 8.62% of the lowest estimated project cost is reasonable and takes into account the past conceptual work. Has City staff obtained competitive pricing for proposed goods/services? Yes/No Administrative Directive 3-5, Section 9.1J – Existing Relationship Company Name Dollar Amount Bid FGM Architects, Inc. $43,150.00 Below is an estimated summary of Project budget: FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Improvement Fund 311-1503-467.67-10 $375,000 $43,150 Y If approved, City staff and the FGM will begin design work immediately in order to provide another cost estimate for the November Budget Meeting. COUNCIL ACTION: Approval of a Professional Services Agreement for the Fire Department Locker Room Renovation Project with FGM Architects in an Amount not to exceed $43,150. 11. Award of Bid for the 2019 Stirling Hall Door Replacement to TDS Door Company in the amount of $33,800.00 with a contingency of 5% or $1,690.00 STAFF CONTACT: Dan Martin, Superintendent of Public Works (847-810-3561) PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff are requesting City Council authorization to award the bid for the 2019 Stirling Hall Exterior Door Replacement Project to TDS Door Company. The awarded bid would remove and replace the doors and frames on both the north and west elevations. BACKGROUND/DISCUSSION: The exterior doors on the north main entrance and west side entrance at the Stirling Hall building were replaced during the 1999 renovation project. The 19 Monday, August 5, 2019 City Council Agenda work done 20 year ago did not include replacing the existing wood door frames that are now failing at the hinge points from many years of stress and wear from supporting heavy doors. In addition, the frames no longer have suitable strength to anchor the hinge screws from the multiple door replacements over the years. The metal doors and door hardware are also worn and fatigued, causing the doors to sag and rub at the door edges and thresholds. The replacement of these doors and frames will restore the integrity of these highly used entrances and provide more secured building. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 7/23/19 Reviewed and approved BUDGET/FISCAL IMPACT: In June, 2019 staff engaged in the public bid process for the replacement of the exterior doors and frames on the North and West elevations at Stirling Hall located on the Grove campus. Four contractors attended the mandatory pre-bid meeting. On July 5, 2019, staff received the following bids for the installation of the new doors and frames. Over the years, TDS Door has done favorable work for The City of Lake Forest. Has competitive pricing been obtained for proposed goods/services? Yes Company Bid Amount TDS Door $33,800.00 LaForce Inc. $36,500.00 Dymond Contract Glazing WI, Inc. $42,975.50 ATP Enterprise Group, Inc. $56,250.00 FY2020 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Capital 311-8003-476-76-08 $30,000.00 $30,000.00 Y Oper. Cap. 101-1522-467-67-65 $10,400.00 $5,490.00 Y COUNCIL ACTION: Award of Bid for the 2019 Stirling Hall Door Replacement to TDS Door Company in the amount of $33,800.00 with a contingency of 5% or $1,690.00 12. Approval of Two Agreements with Baxter & Woodman and Ratification of Expenses Incurred for an Update to both the Burr Oak Storm Water Analysis and the City’s Storm Water Drainage Study in the Amount of $34,850 STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540) 20 Monday, August 5, 2019 City Council Agenda PURPOSE AND ACTION REQUESTED: Staff is requesting City Council’s approval for updates of Baxter & Woodman’s Burr Oak Storm Water Analysis and an overall update to the City’s 2014 Storm Water Drainage study. Staff is requesting City Council’s approval in order for both studies to be completed and information available at the September, 2019 capital planning workshop. BACKGROUND/DISCUSSION: During the June 6, 2019 Third Ward meeting, many residents in attendance voiced their concerns regarding flooding in the Burr Oak / Thomas Place / Franklin Place area. Staff investigated the issue further and acknowledged that the area should be further evaluated utilizing updated Storm Water Management standards (Bulletin 70). The updated evaluation includes collection of field topographical data, expansion and further analysis of the hydraulic modeling, development of a preliminary design, and refining the engineer’s estimated probable cost. In a similar manner, it has been noted by both staff and City Council that storm water management is an important topic on the minds of many residents. With the recent additional funding for future capital projects, staff felt it was necessary to update the 2014 Storm Water Drainage Study. This will allow City Council to have the most current list of recommended storm water projects and their accompanying costs. Staff has already met with representatives from Baxter & Woodman and additional flooding data has been provided. This study will also be updated in time for the September, 2019 capital planning workshop. Baxter & Woodman has completed storm water studies for The City of Lake Forest since the early 1990’s and has created the base hydraulic model for the entire storm sewer system. A copy of the two agreements for these services can be found on page 59 of this agenda packet. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 6/11/19 Staff Reviewed the Scope of Services for the Burr Oak Storm Water Study Update and Discussed the Need to Update the City’s Overall Storm Water Drainage Study BUDGET/FISCAL IMPACT: Consistent with the City’s Purchasing Directive, staff is requesting City Council approval of the $34,850 expense for these additional services provided by Baxter & Woodman. Although each study itself is less than $20,000, combined they exceed $20,000 and therefore require City Council approval. Has City staff obtained competitive pricing for proposed goods/services? No If no, indicate the specific exception requested: Administrative Directive 3-5, Section 9.1J – Existing Relationship The following table summarizes the funding of expenses to date: FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N 21 Monday, August 5, 2019 City Council Agenda General Fund City Council Contingency 101-1101-484.84-95 $110,000 $34,850 N* * While not specifically budgeted, the projects can be funded from the City Council Contingency. COUNCIL ACTION: Approval of Two Agreements with Baxter & Woodman and Ratification of Expenses Incurred for an Update to both the Burr Oak Storm Water Analysis and the City’s Storm Water Drainage Study in the Amount of $34,850. 13. Consideration of an Ordinance Approving a Recommendation from the Building Review Board. (First Reading and if Desired by the City Council, Final Approval) STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504) The following recommendation from the Building Review Board is presented to the City Council for consideration as part of the Omnibus Agenda. 825 S. Waukegan Road - The Building Review Board recommended approval of replacement wall signage for an existing tenant, Campbell and Schmidt Dentists. (Board vote: 5-0, approved) The Ordinance approving the petition as recommended by the Building Review Board, with key exhibits attached, is included in the Council packet beginning on page 65. The Ordinance, complete with all exhibits, is available for review in the Community Development Department. COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of the Ordinance in accordance with the Building Review Board’s recommendation. 14. Consideration of Ordinance Approving a Recommendation from the Historic Preservation Commission. (First Reading and if Desired by the City Council, Final Approval) STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504) The following recommendation from the Historic Preservation Commission is presented to the City Council for consideration as part of the Omnibus Agenda. 1711 Devonshire Lane – The Historic Preservation Commission recommended approval of a request from the property owners for Local Landmark Designation of the residence based on its architectural and historical significance. The owners, experienced preservationists, recently purchased the property and are in the process of restoring the house. (Approved 5 – 0) The ordinance granting Local Landmark designation, with key exhibits attached, is included in the Council’s packet beginning on page 72. The Ordinance, with complete exhibits, is available for review in the Community Development Department. 22 Monday, August 5, 2019 City Council Agenda COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of the Ordinance approving the Local Landmark designation in accordance with the Historic Preservation Commission’s recommendation. COUNCIL ACTION: Approval of the fourteen (14) Omnibus items as presented 6. ORDINANCES 1. Consideration of Revisions to Previous Approvals Related to Construction of a Hyatt Place Hotel, in Conway Park. (Waive First Reading and Grant Final Approval of an Ordinance and Approve a Resolution by Motion) PRESENTED BY: Catherine J. Czerniak, Director of Community Development 847-810-3504 PURPOSE AND ACTION REQUESTED: The Council is asked to consider a recommendation from the Building Review Board in support of limited modifications to the design of the Hyatt Place Hotel proposed for construction in Conway Park. and The Council is asked to consider amendments to the previously approved Economic Development Incentive Agreement to extend the time periods for submittal of a complete building permit application and hotel completion date. BACKGROUND: Conway Park is a corporate office park located at the western edge of Lake Forest, adjacent to the Illinois Tollway. The office park was annexed by the City over 20 years ago and today, the park is nearly built out with 13 office buildings of various sizes and the Lake Forest Graduate School of Management. A hotel is a permitted use in Conway Park and a hotel was always envisioned along the Route 60 Corridor to serve businesses, residents and visitors. In July, 2018, the City Council granted approvals for construction of a Hyatt Place Hotel on one of the last remaining vacant parcels in Conway Park. More than 20 years ago, when the property along the Route 60 Corridor near the Tollway was annexed, a framework was put in place to support development of the area with a first-class corporate office park and supporting ancillary uses. Today, Conway Park, along with the office buildings located on the south side of Route 60, is home to many corporate headquarters reflecting that early vision. However, the anticipated ancillary uses (hotels, restaurants and limited service businesses) have not yet been established in the area to support, retain and attract corporate users, employees of the office park, residents of the community and visitors. A vibrant Route 60 Corridor is consistent with the community goals identified in the City’s recently updated Strategic Plan. The Business and Economic Vitality Chapter of the Plan states that the City “will use economic development tools” to engage property owners, take advantage of opportunities and overcome challenges in achieving desired development. The Plan specifically speaks to working with entrepreneurs and employers who complement 23 Monday, August 5, 2019 City Council Agenda the City’s long-term economic vision in order to establish and maintain an appropriate balance between the residential and commercial tax bases in the community. The Plan also directs that the City will engage in proactive economic development efforts to attract key businesses in commercial corridors. The Council’s prior approval of an incentive package to achieve development of a hotel in the Route 60 Corridor, is consistent with the directives in the Strategic Plan. Present Request In July, 2018, the City Council approved the design aspects of the proposed Hyatt Place Hotel and an Economic Development Incentive Agreement in support of the project. The Hyatt Place Hotel is proposed for development by the Janko Group doing business as Laurel Ave Lake Forest Ltd. Partnership. Over the past year, the developer has undertaken the necessary due diligence and final design development. During that process, Hyatt Hotels made some changes to the prototype design for Hyatt Place Hotels based on experience to date with the product providing the opportunity for an upgrade to the hotel planned for Conway Park. The interior modifications that were made include upgrades to the hotel guest rooms and changes to the public spaces; meeting rooms, the fitness center and lobby/bar area. In addition, the kitchen was enlarged to allow for expanded food service for guests and visitors. The changes made respond to input received from the Conway Park Owners’ Association and overall, customize this Hyatt Place Hotel to fit the unique Conway Park and Lake Forest location. However, these efforts delayed finalization of the construction plans leading to the request for a time extension. Importantly, the engineering plans for the hotel site have been submitted to the City and are under review. Design Review – Building Review Board On May 1, 2019, the Building Review Board considered updated plans for the Hotel. The changes to the exterior of the building are minor including relocation of the entry element from the center of the east elevation to the north end of the same elevation. The pool proposed at the south end of the hotel, in the earlier plan, was eliminated to provide for expanded meeting, lobby and kitchen spaces on the first floor. The exterior detailing and materials were refined and the entrance element more dramatically configured to call attention to the enhanced public spaces located on the first floor. The Building Review Board voted unanimously to recommend approval of the revised plans. The Conway Park Owners’ Association also reviewed and endorsed the revised plans. The ordinance and key exhibits are included in the Board’s packet beginning on page 84. The ordinance, complete with all exhibits, is available for review in the Community Development Department. Extension of Timelines – Economic Incentive Agreement The Economic Development Incentive Agreement approved by the City Council last July and executed in September, 2018, included dates for submittal of a complete application for building permits (Section 6(A)1) and for completion of the hotel (Section 6(A)2). As provided for in Section 6(A)4) of the executed Agreement, The Janko Group is requesting a one year extension of the time periods. 24 Monday, August 5, 2019 City Council Agenda Importantly, no other changes to the Agreement are requested and the original Effective Date of the Agreement remains the same. A copy of the previously approved agreement with the proposed changes reflected in strikeout text, is included in the Council packet beginning on page 98. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Building Review Board May 1, 2019 Modifications to the design aspects of the hotel were reviewed. Approval was recommended by a 6 to 0 vote. City Council July 2, 2018 Granted final approval of Ordinance approving design aspects consistent with the Building Review Board recommendation and authorized the Mayor to execute the Economic Development Incentive Agreement. City Council June 18, 2018 Granted first reading of Ordinance approving design aspects consistent with the Building Review Board recommendation. Mayor and Finance Committee Chairman May/June 2018 Reviewed developer’s proposal, consulted with Michael Tobin, the City’s Advisor on this matter, negotiated Term Sheet. Building Review Board February/March 2018 Recommended Approval (6 to 0) BUDGET/FISCAL IMPACT: The projection of the financial benefits the City will realize in the short-term, and over the longer term, as a result of the proposed Hyatt Place which was provided to the Council when the Agreement was initially approved is attached beginning on page 110 as background material. COUNCIL ACTION: If determined to be appropriate by the City Council: 1. Waive first reading and grant final approval of the Ordinance in accordance with the Building Review Board’s recommendation approving minor modifications to the design aspects of the project AND 2. By motion, approve a Resolution, included in the Council packet beginning on page 95, authorizing the Mayor, on behalf of the City, to enter into an Amended Economic Development Incentive Agreement for the purpose of extending the time periods for one year as reflected in the Agreement included in the Council packet. 7. NEW BUSINESS 25 Monday, August 5, 2019 City Council Agenda 8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS 9. ADJOURNMENT A copy of the Decision Making Parameters can be found beginning on page 27 of this packet. Office of the City Manager July 31, 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. 26 ^Qtu^^ C^'NA<WA£BT-<^ ^.Scie^^t^wS^'X. §.. ^..,,.e-..^ f-l&ff"^ 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. 27 7/25/2019 Volunteer List | Lake Forest Caucus | James Moorhead Contact Info First Name: Last Name: E-mail: Title: James Moorhead jmoorhead® moorhead-law.com Principal Organization: Address: Address Line 2: City: State: zip: 489 E. Illinois Rd. Lake Forest IL 60045 Mobile Phone: Home Phone: Notes: My primary interest is the Planning Commission. I do have an interest in serving the community and would be open to considering the Elawa Farm Commission or other opportunities that might be appropriate. Resident Data/Stats Ward: Precinct: US Citizen: Registered Voter:Yes Lake Forest Resident since(YYYY): Business Name: Type of Business: 2016 (224) 544-5896Business Phone: Position: Date of Birth (Optional): Education: Loyola University Chicago Law School. JD 1999 Georgetown University, BA 1994 (English and Classics double major) Loyola Academy, 1990 Spouse's Name: Children's Birth Years: Mary Gould Moorhead Interest in Community Positions Mayor: Alderman: #67 School Board: #115 School Board: No Interest at this time No Interest at this time No Interest at this time No Interest at this time Caucus Committee:No Interest at this time Audit Committee: 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 I am currently applying/ Consider me for this position in the future No Interest at this time No Interest at this time No Interest at this time 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:I am currently applying / Consider me for this position in the future Ward 1 ^^.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 Other Considerations Please list any regular commitments or travel that would interfere with your attendance at scheduled meetings: None. My taw firm is located in Lake Forest, and any business travel is minimal I generally am available for meetings and ancillary work. 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: -Cub Scout Pack 46 Lake Forest, Treasurer (2018-). -Lake Forest/Lake Bluff Chamber of Commerce, Member (2016-Present), -Misericordia Home, Sibs Board Member (2001-2008,2013-2015). -St Simons Island Land Trust, Pro Bono Legal Counsel (2012-2017). -US. Olympic Committee Athlete Ombudsman. Pro Bono Counsel (2012-Present). 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: .1 have practiced commercial real estate law since 1999.1 primarily focus now on leasing matters, but I have worked on zoning, development, purchase/sales, natural resource, and conservation matters. I began my career practicing zoning and real estate in Montgomery County, Maryland (under the MNCPPC jurisdiction). I thoroughly enjoy land use matters and the City of Lake Forest. References (Optional): I am happy to provide references if you would like them. I would like to let them know first (and do not want to bother them unnecessarily if they are not currently needed), Please state briefly why you are volunteering to serve The City of Lake Forest: The Planning Commission combines my interest in land use and real estate with my interest in the history and culture of Lake Forest. This is a special community in which the breadth of real estate matters - from conservation and historic preservation to CBD and TOD development - are ati included. https://www.lakeforestcaucus.com/profile/list/user/4601/1/228 7/25/2019 Volunteer List [ Lake Forest Caucus | James Moorhead I would like an opportunity to give back to such a nice and unique community. The other opportunities about which I have an interest are the 8RB and the ZBA. Please list any interests or activities that could Lead to, or BE PERCEIVED as, a conflict of interest if you become a candidate or appointee.: I am a commercial real estate lawyer. Most of my work involves representing companies in commercial retaiL office, and warehouse/industrial leases. To the extent any client had a matter in front of the City, we would have to take the necessary measures to avoid a conflict https://www.lakeforestcaucus.com/profile/list/user/4601/2/229 2019 “Art Fair on the Square” Proposed Site Plan POLICE OFFICER BARRICADES A-FRAME SIGNAGE/MONITORS CONSUMPTION AREA © © INFORMATION TENT FIRST AID STATION RESTROOMS ART VENDORS YOUNG ARTISTS FOOD VENDORS 30 31 32 The City of Lake Forest CITY COUNCIL Proceedings of the Monday, July 15, 2019 City Council Meeting - City Council Chambers CALL TO ORDER AND ROLL CALL: Honorable Mayor Pandaleon called the meeting to order at 6:30 pm, and the City Clerk, Margaret Boyer, called the roll of Council members. Present: Mayor Pandaleon, Alderman Beidler, Alderman Morris, Alderman Newman, Alderman Rummel, Alderman Preschlack, Alderman Goshgarian, Alderman Moreno and Alderman Buschmann. Absent: None CALL TO ORDER AND ROLL CALL PLEDGE OF ALLEGIANCE was recited by all those present in the Chamber. REPORTS OF CITY OFFICERS COMMENTS BY MAYOR A. Friends of Parks and Recreation Fourth of July Celebration Recap -Rick Amos, Fireworks and Festival Chair and Sally Swarthout, Director of Parks & Recreation Mayor Pandaleon introduced Rick Amos who gave an overview of the 14th successful Annual celebration. He reported that the Fall Festival will be held on Saturday, September 21. Mayor Pandaleon congratulated Fire Chief Pete Siebert on his completions of the U.S. Fire Administration/ National Fire Academy- Executive Fire Officer Program. Mayor Pandaleon congratulated Matt Barba, Inn Keeper for the Deer Path Inn for its recent success named the No. 1 Resort Hotel for the Midwest and No. 5 the United States. Mayor Pandaleon encouraged all citizens to participate in Lake Forest Day, Tuesday, August 6 and Wednesday, August 7. For more information visit lakeforestdfay.com. Lastly, he stated that the Lake Forest Car Show will be held in Market Square on Thursday, July 25 with proceeds going to Melanoma research. COMMENTS BY CITY MANAGER A. Community Spotlight - Lake Forest Open Lands -John Sentell, President City Manager Jason Wicha introduced John Sentell, President of Lake Forest Open Lands. He gave an overview on current and planned programing, the status of the infrastructure of the ravine work that has been done and the success of the marketing campaign that has been launched, calling for a call to action- asking all to “Think Outside”. He noted that Open Lands will host its Bagpipes and Bonfire on, Sunday, September 29. 33 Proceedings of the Monday, July 15, 2019 Regular City Council Meeting B. Update on Hughes Gateway/North Beach Access Road - Sally Swarthout, Director of Parks & Recreation and - Michael Thomas, Director of Public Works Michael Thomas, Director of Public Works, gave an overview of the ravine landscape work to date, noting the challenges in planting and the road restoration to date. The City Council had discussion on the stand of trees that remained due to the public private partnership and replacement of a sanitary sewer line under the road. Sally Swarthout, Director of Parks & Recreation, reported that the City will offer additional lot permits at a prorated price and reported on continued programing at the beach. The City Council complemented the Recreation Staff on its professionalism, and discussed the use of the shuttle service. City Manager Jason Wicha reported based on the awareness of stormwater, the Illinois State Waterway has released data on rainfall. The Lake County Storm Water Management has scheduled three workshops to discuss the increased rainfall data on Tuesday, July 16 at City of Highland Park, Wednesday, July 24 in Barrington and Thursday, August 8 in Round Lake at the High School. Michael Thomas, Director of Public Works, also gave a brief update on the Old Elm Storm Sewer project. COMMITTEE REPORTS HOUSING TRUST FUND BOARD A. Consideration of Recommendations from the Housing Trust Fund Board. (Consideration of Motions) Donald P. Schoenheider, Chairman, Housing Trust Fund Board, reported that The City of Lake Forest is a true example of what an exclusionary housing program should look like for a community this size. He stated that the HTF Board voted unanimously to forward recommendations to the City Council in support of two affordable housing initiatives. 1) Continuation of the acquisition, rehabilitation and sale of existing single- family homes to income qualified families through a partnership with Community Partners for Affordable Housing (CPAH) and 2)Construction of Senior Cottages at Grove Campus in partnership with the Lake Forest/Lake Bluff Senior Resources Commission, the Lake Forest-Lake Bluff Senior Citizens’ Foundation, CPAH and potentially, other partners. Summary of discussion: In May, 2011, the City of Lake Forest, in collaboration with CPAH, a non-profit land trust, established a program to use existing homes as one way to help meet the housing needs of Lake Forest residents; seniors, families in transition and employees of local institutions and businesses. Once homes are purchased, CPAH manages the rehabilitation process, and because CPAH is a land trust, the ownership of the land underneath the homes remains with the land trust and as a result, a permanent inventory of affordable housing is established. To date, through this program, eight single family homes have been acquired, seven have been rehabilitated, and work on the eighth house is currently underway. Six of the homes have been sold to income qualified families and the sale of the two homes most recently acquired is pending. The acquisition and rehabilitation occur in accordance with the City’s agreement with CPAH. The Housing Trust Fund Board voted unanimously to recommend continuation of the partnership with CPAH and funding in the amount of $330,000 to support the acquisition of two additional homes over the next 24 34 Proceedings of the Monday, July 15, 2019 Regular City Council Meeting months. Contributions of $150,000 per house to support the purchase of two additional houses which will remain as affordable homes in perpetuity with the ground leases held by CPAH. A service fee will be paid to CPAH for work related to the acquisition, rehabilitation, marketing, sale and oversight of the homes in the amount of $15,000 per home. In September, 2018, representatives of the Senior Resources Commission presented a concept to the Housing Trust Fund Board for construction of “Senior Cottages” on the City owned Grove Campus, in the area just north of Dickinson Hall. The cottages would be generally modeled on the five senior cottages located on Conway Road which were constructed on land owned by the City in the early 2000’s through the efforts of a foundation formed by local residents. Today, the existing cottages are in the ownership of CPAH and are a successful model for senior rental housing. Grove Campus has long been discussed as a potential location for senior housing and under the recent leadership of the Senior Resources Commission. The time appears right to pursue this initiative through a partnership with various parties. From the start of the discussions, the Housing Trust Fund Board emphasized that having CPAH play a key role in a new senior cottages development would be essential. Importantly, commitments from the City and others need to be in place in order for CPAH to apply for significant grants and tax credits. Without those funds, the project would not move forward. So, although the expenditure of funds would likely be minimal this fiscal year, Council authorization is needed at this time. In support of Senior Cottages at Grove Campus, the Housing Trust Fund Board unanimously recommended the following: Authorize the expenditure of up to $350,000 from the Housing Trust Fund to support Senior Cottages at Grove Campus contingent upon financial participation by other partners and the securing of grants and/or tax credits. And, indicate support for exploration of a transfer of a small parcel of land at Grove Campus to support the cottages and authorize due diligence including, but not limited to a Phase 1 Environmental Assessment and an appraisal once the limits of the parcel are specifically defined. (Further Council review and action would be required prior to any actual transfer of land and a subdivision would need to be considered through the normal subdivision process by the Plan Commission.) The City Council had discussion on the City’s reauthorization to CPAH and the successes of Public Private Partnerships. Mayor Pandaleon asked if there was anyone from the public who would like to comment. Steve Potsic, former Chair of the Senior Resource Commission spoke in favor of the process and project. Mayor Pandaleon again asked if there was anyone from the public who would like to comment. Seeing none, he asked for a motion. COUNCIL ACTION: If desired by the City Council: Approve a motion 1) directing the City Manager to update and extend the agreement with Community Partners for Affordable Housing and 2) authorize expenditures in an amount not to exceed $330,000 for the purchase and rehabilitation of two additional single family homes over a period of 24 months from the date of the agreement. Alderman Beidler made a motion directing the City Manager to update and extend the agreement with Community Partners for Affordable Housing and 2) authorize expenditures in an amount not to exceed $330,000 for the purchase and rehabilitation of two additional single family homes over a period of 24 months from the date of the agreement, seconded by Alderman Buschmann. The following voted “Aye”: Aldermen Beidler, Morris, Newman, Rummel, Preschlack, Goshgarian, Moreno and Buschmann. The following voted “Nay”: None. 8- Ayes, 0 Nays, motion carried. 35 Proceedings of the Monday, July 15, 2019 Regular City Council Meeting AND Approve a motion in support of the construction of five to twelve Senior Cottages at Grove Campus and 1) authorize a contribution of up to $350,000 from the Housing Trust Fund contingent on the participation of other partners, grants and project support from other sources and 2) indicate general support for transferring a parcel of land at Grove Campus for the Senior Cottages and authorize appropriate due diligence to be completed in preparation for future Council action on the land transfer. Alderman Preschlack made a motion in support of the construction of five to twelve Senior Cottages at Grove Campus and 1) authorize a contribution of up to $350,000 from the Housing Trust Fund contingent on the participation of other partners, grants and project support from other sources and 2) indicate general support for transferring a parcel of land at Grove Campus for the Senior Cottages and authorize appropriate due diligence to be completed in preparation for future Council action on the land transfer, seconded by Alderman Beidler. The following voted “Aye”: Aldermen Beidler, Morris, Newman, Rummel, Preschlack, Goshgarian, Moreno and Buschmann. The following voted “Nay”: None. 8- Ayes, 0 Nays, motion carried. FINANCE COMMITTEE *** PUBLIC HEARING ON THE CITY’S ANNUAL APPROPRIATION ORDINANCE *** Open Public Hearing Mayor Pandaleon opened the Public Hearing at 8:55 pm He asked if there was anyone from the public who would like to comment. Seeing none, he closed the Public Hearing at 8:59 pm Mayor Pandaleon Close Public Hearing 1. Consideration of the Annual Appropriation Ordinance for FY2020 and Approval of Rollovers (Final Reading – Public Hearing Required) Diane Hall, Assistant Finance Director, reported that Staff requests approving the final reading of the ordinance and rollovers. The rollover list has been updated and was included in the packet and the Ordinance provides for a 10% “contingency” above the budgeted expenditures. State statutes require the passage of the Appropriation Ordinance by the end of July, which must be filed with the County Clerk within 30 days of approval. Mayor Pandaleon asked if there was anyone from the public who would like to comment. Seeing none, he closed the Public Hearing at 8:59 pm and asked for a motion. COUNCIL ACTION: Conduct a public hearing on the City’s FY2020 Annual Appropriation Ordinance. Upon closing the public hearing, it is recommended that the City Council consider approval of the final reading of the Ordinance and the rollovers. A copy of the ordinance is available for review by the public in the City Clerk’s office. Alderman Newman made a motion to approve of the final reading of the Ordinance and the rollovers, seconded by Alderman Preschlack. The following voted “Aye”: Aldermen Beidler, Morris, Newman, Rummel, Preschlack, Goshgarian, Moreno and Buschmann. The following voted “Nay”: None. 8- Ayes, 0 Nays, motion carried. 36 Proceedings of the Monday, July 15, 2019 Regular City Council Meeting 2. Approval of an additional $3 million transfer in FY2019 from the General Fund to the Capital Improvements Fund James Morris, City Council Finance Committee Chair gave a brief overview of the policy for the General Fund. The reported that staff requests City Council approval of an additional transfer of $3,000,000 from the General Fund to the Capital Improvements Fund in FY2019. This transfer is recommended due to one-time revenues exceeding budget projections and expense savings for the recently completed fiscal year. Allocation of these monies to specific purposes would be considered at a future meeting of the City Council Finance Committee. The City Council had discussion on closing the fiscal year in surplus, unfunded capital projects, November CIP workshop, permit revenues and careful financial planning to make the transfers. The City Council asked staff for benchmarking on other communities; policy vs. reserves. Mayor Pandaleon reported that not all the money will being going into the ground, that there are a number of other items where resources are needed. Mayor Pandaleon 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 additional $3 million transfer in FY2019 from the General Fund to the Capital Improvements Fund. Alderman Rummel made a motion of approval of an additional $3 million transfer in FY2019 from the General Fund to the Capital Improvements Fund, seconded by Alderman Moreno. The following voted “Aye”: Aldermen Beidler, Morris, Newman, Rummel, Preschlack, Goshgarian, Moreno and Buschmann. The following voted “Nay”: None. 8- Ayes, 0 Nays, motion carried OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the June 3, 2019 City Council Meeting Minutes 2. Approval of the June 17, 2019 City Council Meeting Minutes 3. Approval of the July 1, 2019 City Council Workshop Meeting Minutes 4. Approval of the Check Register for May 25 – June 21, 2019 5. Approval of a Three-Year Contract Extension with Lake Forest Bank and Trust for Banking Services 6. Award of Contract with TKB Associates to Purchase Software and Services for an Electronic Content Management System as Budgeted in FY20 Capital Plan 7. Approve Use of the Remaining $170,460 Water Plant Project Contingency for a Three-Year Extended Performance Warranty with GE/Suez (Year 1 & 2 Paid from Project Contingency of $64,000), Analysis & Oversight of Said Warranty with Design Engineer Strand Associates 37 Proceedings of the Monday, July 15, 2019 Regular City Council Meeting ($16,750), Extension of a Driveway Concrete Wall with Shroeder Concrete ($32,000), and Driveway Resurfacing with Schroeder Asphalt ($65,000) 8. Approval of a Contract with Baxter & Woodman Consulting Engineers to Provide Phase I Engineering Design Services for the Waukegan Road and Westleigh Intersection Improvements Project in an Amount not to Exceed $75,000 9. Request City Council Approval for a Five-Year Extension of the Current Landfill Disposal Fee Agreement with Advanced Disposal 10. Ratification of a Purchase of a Police Marked Vehicle Previously Approved by Both the Finance and Public Works Committee Chairmen, to Morrow Brothers Ford in the Amount of $35,985 11. Waiver of Procedures and Approval of All City Expenditures and New Asphalt Contractor Recommendation for the Waukegan Road Sidewalk Replacement Project to Peter Baker & Sons in the Amount of $429,308. 12. Consideration of an Ordinance Approving a Recommendation from the Building Review Board. (First Reading and if Desired by the City Council, Final Approval) 13. Consideration of an Ordinance Approving a Recommendation from the Zoning Board of Appeals. (First Reading, and if Desired by the City Council, Final Approval) 14. Approval of the City of Lake Forest member contribution funding for the closing, design and renovation costs associated with the purchase of the North Suburban Special Recreation Association facility COUNCIL ACTION: Approval of the thirteen (13) Omnibus items as presented Mayor Pandaleon stated that item #11 will be removed and heard at the August 5 City Council meeting. He asked members of the Council if they would like to remove any item or take it separately. Seeing none, he asked for a motion to approve the thirteen (13) Omnibus items as presented. Alderman Buschmann made a motion to approve the thirteen (13) Omnibus items as presented, seconded by Alderman Beidler. The following voted “Aye”: Aldermen Beidler, Morris, Newman, Rummel, Preschlack, Goshgarian, 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. Authorization for the City to Participate in a Pilot Community Solar Program and Engage MC Squared Energy Services, LLC, in a Community Solar Subscription Agreement. Mike Strong, Assistant to the City Manager, reported that City Staff is requesting approval of a Pilot Community Solar Project Subscription Agreement with MC Squared Energy Solutions, to authorize the enrollment of a municipal Commonwealth Edison account in Community Solar. 38 Proceedings of the Monday, July 15, 2019 Regular City Council Meeting During a recent meeting of the North Shore Electricity Aggregation Consortium (“NSEAC”), the City learned of an opportunity to participate in the first and only constructed and available Community Solar facility in Illinois. MC2, a local energy broker for WCP Solar – the first and only current operational Community Solar facility in Illinois – solicited the NSEAC to participate in a Pilot Community Solar Subscription Program for member municipalities. MC2 has worked with the City of Lake Forest in the past, managing the City’s first municipal electric aggregation program back in 2012. Mark Pruitt gave a brief overview of current subscription/terms. While the exact volume of subscription credits available to the City will depend on how many other communities participate, the City anticipates that an annual allocation of about 130,000 kilowatt-hours (kWh) per year will be available Mr. Strong reported Council is asked to consider City Hall’s ComEd account for a subscription in this program, which would result in a net savings of between $17,140 and $20,660 through credit-incentives over the life of the twenty year subscription Mayor Pandaleon asked if there was anyone from the public who would like to comment. Seeing none, he asked for a motion. COUNCIL ACTION :If the City Council is supportive of participating in the pilot program, City staff requests the following two actions: 1. Approval of an Agreement, subject to final review by the City Attorney and City Manager, with MC Squared Energy Services, LLC, in an amount estimated at $9,297 per year to participate in a Pilot Community Solar Subscription Program; and Alderman Beidler made a motion to approve of an Agreement, subject to final review by the City Attorney and City Manager, with MC Squared Energy Services, LLC, in an amount estimated at $9,297 per year to participate in a Pilot Community Solar Subscription Program, seconded by Alderman Goshgarian. The following voted “Aye”: Aldermen Beidler, Morris, Newman, Rummel, Preschlack, Goshgarian, Moreno and Buschmann. The following voted “Nay”: None. 8- Ayes, 0 Nays, motion carried. AND 2. Approval to enroll the City Hall ComEd Account in the Pilot Community Solar Subscription Program (Approve by Motion) Alderman Preschlack made a motion to approving to enroll the City Hall ComEd Account in the Pilot Community Solar Subscription Program, seconded by Alderman Buschmann. The following voted “Aye”: Aldermen Beidler, Morris, Newman, Rummel, Preschlack, Goshgarian, Moreno and Buschmann. The following voted “Nay”: None. 8- Ayes, 0 Nays, motion carried. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION/COMMENTS BY COUNCIL MEMBERS ADJOURNMENT There being no further business Mayor Pandaleon asked for a motion. Alderman Moreno made a motion to adjourn, seconded by Alderman Beidler. Motion carried unanimously by voice vote at 9:35 pm. Respectfully Submitted Margaret Boyer, City Clerk 39 Proceedings of the Monday, July 15, 2019 Regular City Council Meeting 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. 40 ^.s!,'^^ Qr' NATWAeET ^ ^U' .SCIEK'IIASAMO» '^»MO»'^ i-3 v^ s' 1 r?A: J ^&^ RESOLUTION OF APPRECIATION WHEREAS, MICHAEL J. GLOMSKI recently retired after more than 23 years of employment with, and service to, the City of Lake Forest; and WHEREAS, MICHAEL J. GLOMSKI was more commonly known as simply, "Mike G."; and WHEREAS, MIKE consistently demonstrated a strong work ethic, a loyal commitment to his fellow employees and unwavering dedication to the City of Lake Forest and its residents; and WHEREAS, MIKE worked passionately to protect and preserve trees throughout the City; first as a part of the Forestry Section, and more recently, as the Community Development Department's City Arborist; and WHEREAS, MIKE, on his own initiative, took steps to assure that the City's Municipal Services Facility would always have a connection to the heritage Oak tree on Laurel Avenue by nurturing an "off spring" of the tree and carefully planting it near the driveway entrance to the Muncipal Services Facility on Field Drive and years from now, that new Oak will stand tall reflecting the City's commitment to sustainability and preservation of the natural environment; and WHEREAS, MIKE is a gentle soul and will be deeply missed as a member of the Community Development team, but mostly, as a friend; and WHEREAS, the residents of Lake Forest will long reap the benefits of MIKE'S efforts and his passion for the community; and WHEREAS, we wish MIKE and Sue a long, healthy and happy retirement and many long walks among the trees with Ben the dog. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LAKE FOREST that the Council, on behalf of the residents and City staff hereby expresses its sincere appreciation and gratitude to MICHAEL J. GLOMSKI for a public service honorably, faithfully and selflessly performed; and BE IT FURTHER RESOLVED that this Resolution be appropriatley inscribed and conveyed by the City Clerk to MIKE G., with a copy to be included in the official minutes of the August 5, 2019 meeting of the Lake Forest City Council. George A. Pandaleon, Mayor 41 FREQUENTLY ASKED QUESTIONS What is eConnectDirect® and why was it developed? eConnectDirect is an online investment platform that aggregates thousands of fixed-income offerings to effectively compare, select and manage investments across the bond and CD marketplace. eConnectDirect is designed to provide transparency, depth-of-market and efficiencies throughout the life cycle of an investment. It also features tools to help you manage your outstanding positions. Who owns eConnectDirect? Multi-Bank Securities, Inc. (MBS) is the sole owner of eConnectDirect. MBS has been a registered broker-dealer for more than 30 years. Visit www.finra.org to review our FINRA broker-dealer status – CRD No. 22098. What is the relationship between MBS and eConnectDirect? MBS is the executing broker-dealer of record on every transaction. MBS also provides all development and technical support related to eConnectDirect. Are there fees associated with eConnectDirect? There is no monthly subscription fee for using eConnectDirect and no transaction fees for any bond or certificate of deposit (CD) purchases.* If there are no fees, how does MBS get compensated? MBS is compensated one of two ways: Either the issuer is offering a selling concession to distribute their new-issue CD or security, or a mark-up/mark-down is applied to the offering (bid) price, also known as the bid/ask spread. Either way, no additional transaction fees are charged to you when utilizing eConnectDirect. What fixed-income asset classes are available on eConnectDirect? • CDs • Corporate Bonds • Municipal Bonds • U.S. Agencies (GSEs) • U.S. Treasuries Where do you get this inventory? Are all the CDs and bonds listed on eConnectDirect owned by MBS? Individual inventory offerings are from multiple sources, providing access to trillions of dollars in debt securities from hundreds of broker- dealers. It is not unusual to see a particular CUSIP being offered by multiple dealers at different quantities and prices. MBS is a primary underwriter of U.S. agencies and CDs; those offerings are included in the marketplace. How often are the prices shown on eConnectDirect updated? eConnectDirect regularly updates its pricing throughout the day to deliver you a reliable resource for gathering timely information and investing in the most efficient way with institutional pricing. eConnectDirect uses multiple resources, technologies, providers and redundancies to deliver the most up-to-date pricing available on all its published offerings. How does a customer get started with eConnectDirect? First, we schedule an introductory webinar with you to demonstrate how eConnectDirect’s features and tools can help your institution meet its unique investment goals. Once MBS is accepted as an approved broker-dealer, getting set up is quick and easy. We require the following four items: • User agreement: Defines user access, authorized users and terms and conditions. • Safekeeping or custody location for bond purchases: Cash, DVP and Prime Brokerage accounts can be accommodated. • Signed resolution: Only those on the resolution are permitted to submit orders. • Tax ID Number 42 *There may be fees associated with other products/services offered by MBS.© 2018 Multi-Bank Securities, Inc. All Rights Reserved. eConnectDirect® is a registered trademark of Multi-Bank Securities, Inc. Member of FINRA & SIPC; MSRB Registered. eConnectDirect FAQs.pdf 04.18.18 (800) 967-9052 sales@eConnectDirect.com www.eConnectDirect.com Powered by Do I need to approve any other broker-dealers my firm works with to request transactions on eConnectDirect? No. You only need to approve MBS. There are multiple people involved in the investment process. How does eConnectDirect address different roles? Customizable settings allow you to give multiple users different levels of access. Defined permissions and notifications let you effectively communicate account activity and limit trade requests to only authorized users. Where is eConnectDirect’s customer service department located? Southfield, Michigan. Additionally, each institutional account is assigned a FINRA-registered MBS account representative to be your main point of contact and assist with trade recommendations, requests and customer/technical support. Once I sign up, do I still have access to my account representative? Yes. eConnectDirect allows you to work independently if you choose, or work with your licensed account representative in a dynamic way – working side-by-side with you on fixed-income investment decisions you wish to make or answering any questions you may have. Transactions can be requested electronically through the platform or directly from your account representative. What happens to my cart after I hit submit? Submitting a request through eConnectDirect is similar to requesting a transaction over the phone with your broker. After you click submit, your transaction request is sent to our Trading Desk, which executes the trade. Your account representative is also notified. Regardless of whether you request a transaction online or over the phone, all trade processing and documentation will be available on eConnectDirect. Can I sell bonds on eConnectDirect? Yes. eConnectDirect’s Request a Quote function allows you to sell a bond you currently own. Simply provide the CUSIP, quantity and proposed settlement date, and our Trading Desk will forward a bid to you. How will eConnectDirect help me manage my positions/portfolios? eConnectDirect provides many tools and automated services to enhance the way you manage your trades, individual positions and portfolio as a whole. These include, but are not limited to: • FDIC/NCUA Insurance Analysis (“Scrub”) • Investment Policy Tool • Unit Price Valuation • Portfolio Activities and Balances • Trade Processing, Communication and Documentation • Reports: Accrued Interest, Expected Cash Flow, Maturity Distribution and More Can I use eConnectDirect and continue to use my current broker(s)? eConnectDirect was designed so you can use it as your sole source for information and transaction requests, or in conjunction with any other current relationships you have. I want to safekeep at multiple locations. Does eConnectDirect support that? Absolutely. eConnectDirect allows you to process trades across all of your accounts with one login. How does eConnectDirect help me manage my FDIC/NCUA insurance coverage limits? eConnectDirect provides a comprehensive insurance analysis (“scrub”) to continually compare available inventory against your existing holdings. Since no two investors typically hold the same bank CDs, your view of the CD market is specific to your institution only. Through a variety of resources, eConnectDirect tracks bank mergers, acquisitions and failures to deliver a safe and reliable method to easily purchase CDs. You can also load existing CDs purchased into eConnectDirect, allowing you to run an insurance analysis on-demand. Is eConnectDirect secure? The eConnectDirect website is completely based on SSL (https://) security. All access is password-protected with user security profiles to ensure identity management and control should passwords be forgotten or need to be reset. MBS has independent third parties perform regular vulnerability and penetration testing to verify system and security integrity. Additional details related to website security are available upon request. 43 Emily Jones ejones@mbssecurities.com (866) 330-0849 44 City of Lake Forest 800 N. Field Drive Lake Forest, IL 60045 2019 45 Elizabeth Holleb Finance Director 847-810-3612 hollebe@cityoflakeforest.com Diane Hall 847-810-3614 Assistant Finance Director halld@cityoflakeforest.com City 46 City of Lake Forest Jason Wicha City Manager 47 Finance Director 847-810-3612 hollebe@cityoflakeforest.com Assistant Finance Director 847-810-3614 halld@cityoflakeforest.com 0 Waived 48 City of Lake Forest 800 N. Field Drive 847-810-3612 Lake Forest, IL 60045 hollebe@cityoflakeforest.com Jason Wicha City Manager 49 THE CITY OF LAKE FOREST ORDINANCE NO. 2019-____ AN ORDINANCE AMENDING CHAPTER 93 OF THE LAKE FOREST CITY CODE REGARDING CEMETERIES Adopted by the City Council of the City of Lake Forest this day of 2019 Published in pamphlet form by direction and authority of The City of Lake Forest Lake County, Illinois this day of 2019 50 2 THE CITY OF LAKE FOREST ORDINANCE NO. 2019-_____ AN ORDINANCE AMENDING CHAPTER 93 OF THE LAKE FOREST CITY CODE REGARDING CEMETERIES WHEREAS, The City of Lake Forest is a home rule, special charter municipal corporation; and WHEREAS, The City of Lake Forest has enacted certain regulations relating to the operation of the Lake Forest Cemetery (the “Cemetery”); and WHEREAS, from time to time, it is appropriate to review, update and modify the City of Lake Forest Code to assure that it appropriately reflects current practices and is clear; and WHEREAS, The City of Lake Forest desires to update the current provisions of the City Code governing cemeteries, as set forth in this Ordinance; and WHEREAS, on January 23, 2019, the Cemetery Commission considered and endorsed the proposed changes at a public meeting; and WHEREAS, the Mayor and City Council, having considered the recommendation for amendments to the Code as it relates to the operation of the Cemetery, have determined that adopting this Ordinance and amending Sections 93.16, 93.17, 93.19, 93.45 and 93.46 as hereafter set forth, will be in the best interests of the City and its residents; 51 3 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LAKE FOREST, COUNTY OF LAKE, AND STATE OF ILLINOIS, AS FOLLOWS: SECTION ONE: Recitals. The foregoing recitals are hereby adopted by this reference as the findings of the City Council and are hereby incorporated into this Section as if fully set forth. SECTION TWO: Amendments to Chapter 93, entitled “Cemeteries”, Sections 93.16 93.17, 93.19, 93.45 and 93.46. of the City Code are hereby amended and shall hereafter be and read as reflected in Exhibit A which is attached here to and made a part hereof. SECTION THREE: Effective Date. This Ordinance shall be in full force and effect upon its passage, approval, and publication in pamphlet form in the manner provided by law. Passed this ____ day of _________________________, 2019. AYES: NAYS: ABSENT: ABSTAIN: Approved this __ day of _________________________, 2019. _____________________________ Mayor ATTEST: _______________________________ City Clerk 52 4 Exhibit A Proposed text is shown in bold, double underlined, stricken text in strikethrough. Section 93.16, entitled “Vacancies; Powers of Commissioners,” of the Lake Forest City Code is hereby amended as follows: “§ 93.16 VACANCIES; POWERS OF COMMISSIONERS (A) In case of the death or resignation or removal permanently from the city of any one or more of the members of said Board of Cemetery Commissioners before his, her or their term of office expires, at the regular meeting of the City Council then next following, the Mayor shall nominate a person who shall be a resident freeholder of the city to fill such vacancy and when confirmed by the Council, the person so nominated shall become a member of said Board for the unexpired term of the member whom he or she succeeds.” Section 93.17, entitled “Reports,” of the Lake Forest City Code is hereby amended as follows: “§ 93.17 REPORTS The Chairperson of the Cemetery Commission Commissioners shall at least once in every two years make an annual itemized report to the Finance Committee of the City Council county judge of all trust funds in their hands and the securities taken therefor.” Section 93.19, entitled “Special Tax,” of the Lake Forest City Code is hereby amended as follows: “§ 93.19 RESERVED FOR FUTURE USE SPECIAL TAX (A) Should the Commissioners deem it necessary or advisable at any time that a tax should be levied for the improvement of the cemetery, they shall certify to the City Council the amount required, and the City Council shall include the amount thus certified to them in the sum certified by the Council to the City Clerk as the amount required for the annual tax levy for city purposes. 53 5 (B) The proceeds of the tax as fast as it is paid to the City Treasurer (shall by him or her) be paid to the Cemetery Commissioners on the warrant of the Mayor, countersigned by the City Clerk.” Section 93.45, entitled “Sale of Lots,” of the Lake Forest City Code is hereby amended as follows: § 93.45 SALE OF LOTS. (A) (1) Upon the sale of any lot, the Sextant of the Commissioners shall receive payment therefor, and shall give to the purchaser a receipt, specifying the number of the lot or lots purchased, and the amount paid therefor; and upon the presentation to the City Clerk of any such receipt showing a payment in accordance with the scale of prices established by the Commissioners as hereinafter provided, the Clerk shall forthwith issue to the holder thereof a deed of the lot or lots purchased, signed by the Mayor and City Clerk on behalf of the city, with the city seal affixed, and acknowledged before some officer authorized by law to take the acknowledgment of deeds. The purchase of any lot within the cemetery will be pursuant to a written contract, signed by the Purchaser and the Mayor and City Clerk on behalf of the city. The Sexton of the Commissioners shall receive payments on behalf of the City from the purchase of any lot within the cemetery. A copy of the fully executed contract will be provided to the purchaser, and a copy will be retained in the permanent records of the Cemetery Commission. (2) The City Clerk shall be entitled to receive from the purchaser a sum as set out in the fee schedule for each deed, as his or her fee for issuing and obtaining the acknowledgment of the same; he or she shall retain the Treasurer’s receipt as a voucher, and shall keep in a book provided by the city for the purpose, a complete register of all the deeds so issued. (B) The contract deed provided for in this section shall contain the following with other covenants: (1) That the premises shall be used for burial purposes only; and (2) That all moneys received from the sale of lots shall be applied for ornamenting and improving, fencing and otherwise protecting the cemetery grounds, the payment of a Sexton Sextant and other assistants’ services, and other necessary expenses incurred by the city in connection with the grounds.” 54 6 Section 93.46, entitled “Operating Fund,” of the Lake Forest City Code is hereby amended as follows: “§ 93.46 OPERATING FUND (A) The Commissioners and Sexton Sextant shall place all receipts arising from operation of the cemetery in the Operating Fund. (B) Such Fund and the interest or income derived from such fund shall be used for the proper care and maintenance of the cemetery and for one-time improvement projects.” 55 7 Exhibit A Clean Version Section 93.16, entitled “Vacancies; Powers of Commissioners,” of the Lake Forest City Code is hereby amended as follows: “§ 93.16 VACANCIES; POWERS OF COMMISSIONERS (A) In case of the death or resignation or removal permanently from the city of any one or more of the members of said Board of Cemetery Commissioners before his, her or their term of office expires, at the regular meeting of the City Council then next following, the Mayor shall nominate a person who shall be a resident of the city to fill such vacancy and when confirmed by the Council, the person so nominated shall become a member of said Board for the unexpired term of the member whom he or she succeeds.” Section 93.17, entitled “Reports,” of the Lake Forest City Code is hereby amended as follows: “§ 93.17 REPORTS The Chairperson of the Cemetery Commission shall make an annual itemized report to the Finance Committee of the City Council of all trust funds in their hands and the securities taken therefor.” Section 93.19, entitled “Special Tax,” of the Lake Forest City Code is hereby amended as follows: “§ 93.19 RESERVED FOR FUTURE USE 56 8 Section 93.45, entitled “Sale of Lots,” of the Lake Forest City Code is hereby amended as follows: § 93.45 SALE OF LOTS. (A) The purchase of any lot within the cemetery will be pursuant to a written contract, signed by the Purchaser and the Mayor and City Clerk on behalf of the city. The Sexton of the Commissioners shall receive payments on behalf of the City from the purchase of any lot within the cemetery. A copy of the fully executed contract will be provided to the purchaser, and a copy will be retained in the permanent records of the Cemetery Commission. (B) The contract provided for in this section shall contain the following covenants: (1) That the premises shall be used for burial purposes only; and (2) That all moneys received from the sale of lots shall be applied for ornamenting and improving, fencing and otherwise protecting the cemetery grounds, the payment of a Sexton and other assistants’ services, and other necessary expenses incurred by the city in connection with the grounds.” Section 93.46, entitled “Operating Fund,” of the Lake Forest City Code is hereby amended as follows: “§ 93.46 OPERATING FUND (A) The Commissioners and Sexton shall place all receipts arising from operation of the cemetery in the Operating Fund. (B) Such Fund and the interest or income derived from such fund shall be used for the proper care and maintenance of the cemetery and for one-time improvement projects.” 57 To:Contact:ULINE Pat Schultz ULINE - WAUKEGAN ROAD BIKE PATHProject Name:Bid Number:19192 Fax:Pleasant Prairie, WI 53158 Address:12575 Uline Drive Phone:(262) 612-4200 Project Location:Lake Forest, IL Bid Date:5/22/2019 We are pleased to submit these prices for your consideration. Total PriceUnit PriceUnitItem DescriptionItem #Estimated Quantity $82,560.50$8.509,713.001 SY3" PAVEMENT REMOVAL $43,708.50$4.509,713.002 SYFINE GRADE EXISTING STONE BASE $223,399.00$23.009,713.003 SY3" HMA SURFACE COURSE, N50 $15,200.00$950.0016.004 EACHSTRUCTURE ADJUSTMENTS $6,750.00$250.0027.005 EACHTREE PROTECTION $26,000.00$26,000.001.006 LSLANDSCAPING $7,350.00$75.0098.007 LFCURB & GUTTER REMOVE & REPLACE $7,400.00$37.00200.008 SFPCC SIDEWALK $720.00$18.0040.009 SFDETECTABLE WARNINGS $11,720.00$11,720.001.0010 LSTRAFFIC CONTROL AND PROTECTION $4,500.00$4,500.001.0011 LSTHERMOPLASTIC PAVEMENT STRIPING $429,308.00Total Bid Price: Notes: •Final payment is to be made by applying the above unit prices to the actual quantities as measured in place. •Flag People and Daily Traffic Control Devices are included for our work only. •Taxes are included. •Barricades, Permanent Signs, Arrow Boards are not included. •Prices do not include prime. •Any and all Construction Layout, Licenses, Bonds, Permits and Fees are to be provided by others. •Peter Baker & Son Company utilizes all union operating engineers, laborers and teamsters. •Bituminous QC Testing is included for our work only. •Peter Baker & Son does not participate in liquidated damages or incentive plans. •Prices good for work completed by November 22, 2019. For any work completed after this date, we reserve the right to renegotiate the above prices. •If this proposal is not accepted within 20 days of the propsal date, then all prices may be void and subject to change. •No pay item may be deleted without our approval. Quote is based on performing all work unless otherwise noted. Payment Terms: Final Payment shall be made within (30) days after completion of the job. (1-1/2% Interest Per Month thereafter) ACCEPTED: The above prices, specifications and conditions are satisfactory and hereby accepted. Buyer: Signature: Date of Acceptance: CONFIRMED: Peter Baker And Son Co. Authorized Signature: Estimator:Rusty Welch (847) 362-3663 rusty@peterbaker.com Page 1 of 15/22/2019 7:57:06 AM 58 June 21, 2019 Mr. Michael Thomas Director of Public Works City of Lake Forest 800 North Field Drive Lake Forest, Illinois 60422 Subject: City of Lake Forest – Burr Oak Stormwater Study Update Dear Mr. Thomas: Baxter & Woodman, Inc. is pleased to submit this proposal to reevaluate and expand the stormwater modeling and analysis for the Burr Oak Study Area, and to provide a Technical Memorandum discussing the findings and recommendations. The study includes the area bounded by Tara Lane Cul-de-sac and Western Avenue Cul-de-sac to the north, Laurel Avenue to the south, Western Avenue to the east, and Green Bay Road to the west. The assessment will include one day of limited topographic survey, an expansion of the existing hydrologic and hydraulic analysis of the existing storm sewer system in the area, analysis of several improvement options, and preliminary design of the recommended option. The preliminary design will consist of preliminary plan sheet exhibits and a preliminary engineer’s estimate of probable construction costs. Our scope of services, schedule, and engineering fees are presented below. SCOPE OF SERVICES Design Services 1. PROJECT MANAGEMENT - Plan, schedule, and control activities to complete the Project. These activities include, but are not limited to budget, schedule, and scope. Submit a monthly status report via email describing tasks completed the previous month and outlining goals for the subsequent month. 2. DATA COLLECTION AND REVIEW - Obtain previously completed studies, models, plans, and resident reports relevant to the Project. This information will be reviewed and utilized as appropriate to complete the Project. Obtain all available aerial contour mapping, storm sewer system data, water and sanitary sewer system data, aerial photography, parcel lines, street names, and addresses from the Village’s Atlas. 59 Mr. Michael Thomas June 21, 2019 City of Lake Forest 190853.30  Page 2 3. LIMITED TOPOGRAPHIC SURVEY - Perform topographic survey within the Project limits to obtain additional data to determine the effectiveness of potential drainage improvements. This task may include: surveying elements of the sewer system necessary to supplement data in the Village’s GIS; surveying critical ground elevations to determine overland flow depths; and surveying lowest opening elevations of residences within low-lying areas. This task includes one (1) day of fieldwork by a two-person survey crew. State plane coordinates and NAVD 88 will be used for horizontal and vertical controls. 4. UTILITIES – CONTACTS AND COORDINATION - Conduct a Design Stage Request with JULIE, which consists of obtaining names and telephone numbers of utilities located within the work area. Contact utilities, obtain atlases where available, and provide preliminary drawings to utility companies for their markup and return. 5. DRAINAGE ANALYSIS - Perform a hydrologic analysis of the subject watershed to define runoff rates – updating the existing model with the new Bulletin 70 rainfall data. Perform a hydraulic analysis to determine capacity of the existing and proposed storm sewer system (sewers, culverts, ditches etc.). Expand the City’s existing XP-SWMM model to include the added study area; as well as increase the level of detail of the model to develop refined results. 6. EVALUATE ALTERNATIVES - Develop up to three (3) alternatives to address the identified drainage problem. Conceptual exhibits and estimates of probable construction costs will be prepared for each alternative evaluated. 7. ENGINEER’S OPINION OF PROBABLE COST - Prepare Preliminary Opinions of Probable Construction and Total Project Costs for the Project including construction cost, contingencies, construction engineering services, and other costs necessary for completion of the Project. 8. MEETINGS - Attend two (2) meetings with Village staff to kickoff the project and discuss preliminary findings, refine alternatives, receive further direction, and obtain feedback on recommendations. 9. TECHNICAL MEMORANDUM - Prepare a Technical Memorandum describing the analyses performed, alternatives considered, conclusions, and recommendations. Prepare associated exhibits, including concept plans and engineer’s estimate of probable construction costs for each alternative. Include discussion regarding any necessary permitting requirements and any potential funding sources that may be available for the project. 60 Mr. Michael Thomas June 21, 2019 City of Lake Forest 190853.30  Page 3 Schedule The Technical Memo will be complete by the August 15, 2019. Engineering Fee The Owner shall pay the Engineer for the services performed or furnished, based upon the Engineer’s standard hourly billing rates for actual work time performed plus reimbursement of out-of-pocket expenses including travel, which in total will not exceed $14,900. We appreciate the opportunity to work with the City of Lake Forest on this important Project and we are available to begin work immediately upon your notice to proceed. If you find this proposal acceptable, please attach this document as Exhibit A to the Village’s Design Agreement. Please do not hesitate to call me at 815-482-7853 or Matt Moffitt at 815-444-4470 if you have any questions. Sincerely, BAXTER & WOODMAN, INC. CONSULTING ENGINEERS Sean E. O’Dell, PE Vice President I:\Crystal Lake\LKFTC\190853-Burr Oak Stormwater\Contracts\Work\190853.30_BurrOakStudy-Proposal.docx 61 July 26, 2019 Mr. Michael Thomas Director of Public Works City of Lake Forest 800 North Field Drive Lake Forest, Illinois 60422 Subject: City of Lake Forest – Stormwater Drainage Study Updates Dear Mr. Thomas: Baxter & Woodman, Inc. is pleased to submit this proposal to reevaluate and update the 2014 Stormwater Drainage Study. The 2019 Stormwater Drainage Study will help guide City staff and officials in prioritizing stormwater project improvements. The project team will meet with City staff to reevaluate priority areas based on reports of flooding by both residents and City staff. These areas may include both previously identified areas from the 2014 Stormwater Drainage Study and new areas not previously studied. Each area will be assessed utilizing the updated 2019 Bulletin 70 rainfall data and recommendations to provide a 10-year level of service will be developed. An Engineer’s Estimate of Probable Construction Costs will be developed for each recommended improvement. Finally, a priority list based on benefits per cost will be developed. The final deliverable will be a revised Stormwater Drainage Study report. Our scope of services, schedule, and engineering fees are presented below. SCOPE OF SERVICES Design Services 1. PROJECT MANAGEMENT - Plan, schedule, and control activities to complete the Project. These activities include, but are not limited to budget, schedule, and scope. Submit a monthly status report via email describing tasks completed the previous month and outlining goals for the subsequent month. 2. DATA COLLECTION AND REVIEW - Obtain previously completed studies, models, plans, and resident reports relevant to the Project. This information will be reviewed and utilized as appropriate to complete the Project. Obtain all available aerial contour mapping, storm sewer system data, water and sanitary sewer system data, aerial photography, parcel lines, street names, and addresses from the Village’s Atlas. 62 Mr. Michael Thomas July 26, 2019 City of Lake Forest 191035.30  Page 2 3. LIMITED TOPOGRAPHIC SURVEY - Perform topographic survey within the Project limits to obtain additional data to determine the effectiveness of potential drainage improvements. This task may include: surveying elements of the sewer system necessary to supplement data in the Village’s GIS; surveying critical ground elevations to determine overland flow depths; and surveying lowest opening elevations of residences within low-lying areas. This task includes one (1) day of fieldwork by a two-person survey crew. State plane coordinates and NAVD 88 will be used for horizontal and vertical controls. 4. DRAINAGE ANALYSIS - Perform a hydrologic analysis of the subject watersheds to define runoff rates – updating the existing model with the new Bulletin 70 rainfall data, or develop a model where there is none existing. Perform a hydraulic analysis to determine capacity of the existing and proposed storm sewer system (sewers, culverts, ditches etc.). At least 5 subject watersheds, or problem area, will be analysed. 5. EVALUATE ALTERNATIVES - Develop a recommended improvement to address the each identified drainage problem. Conceptual exhibits will be prepared for each alternative evaluated. 6. ENGINEER’S OPINION OF PROBABLE COST - Prepare Preliminary Opinions of Probable Construction and Total Project Costs for the Project including construction cost, contingencies, construction engineering services, and other costs necessary for completion of each of the recommended projects. 7. MEETINGS - Attend two (2) meetings with Village staff to kickoff the project and discuss preliminary findings, refine alternatives, receive further direction, and obtain feedback on recommendations. 8. FINAL REPORT - Prepare a Final Report describing our findings and recommendations. Assumptions and methodologies for each Problem Area will be documented. Exhibits will be prepared to support final recommendations, showing the location of the recommended improvements. Alternatives will be ranked based on the cost of the improvements per property benefitting from the Project, along with other factors selected by City staff. The Final Report will include a systematic plan for implementing the recommended improvements. 63 Mr. Michael Thomas July 26, 2019 City of Lake Forest 191035.30  Page 3 Schedule The Final Report will be complete by August 30, 2019. Engineering Fee The Owner shall pay the Engineer for the services performed or furnished, based upon the Engineer’s standard hourly billing rates for actual work time performed plus reimbursement of out-of-pocket expenses including travel, which in total will not exceed $19,950. We appreciate the opportunity to work with the City of Lake Forest on this important Project and we are available to begin work immediately upon your notice to proceed. If you find this proposal acceptable, please attach this document as Exhibit A to the Village’s Design Agreement. Please do not hesitate to call me at 815-482-7853 or Matt Moffitt at 815-444-4470 if you have any questions. Sincerely, BAXTER & WOODMAN, INC. CONSULTING ENGINEERS Sean E. O’Dell, PE Vice President I:\Crystal Lake\LKFTC\191035-SWMasterplan Update\Contracts\191035.30-Stormwater_Masterplan_Updates.docx 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110