CITY COUNCIL 2020/06/15 AgendaTHE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
Monday, June 15, 2020 at 6:30pm
REMOTE ACCESS MEETING
Please be advised that all of the City Council members will be remotely attending this City
Council meeting by electronic means, in compliance with Governor’s Executive Order 2020-
07, issued on March 16, 2020, that suspended certain Open Meetings Act provisions relating
to in-person attendance by members of a public body. Specifically, the Governor’s Order: (1)
suspends the requirement in Section 2.01 that “members of a public body must be physically
present;” and (2) suspends the limitations in Section 7 on when remote participation is
allowed. This Executive Order is effective the duration of the Gubernatorial Disaster
proclamation.
The City will be providing members of the public with various opportunities to watch or
participate in this meeting. For example, members of the public can participate remotely in
the meeting by following the following link https://us02web.zoom.us/j/89978933298
Alternatively, members of the public can watch the meeting on Channel 17. The City of Lake
Forest will update the website and social media after the meeting with information about the
meeting.
Honorable Mayor, George Pandaleon
James E. Morris, Alderman First Ward Jim Preschlack, Alderman Third Ward
Jennifer Karras, Alderman First Ward Ara Goshgarian, Alderman Third Ward
Melanie Rummel, Alderman Second Ward Raymond Buschmann, Alderman Fourth Ward
Edward U. Notz, Jr., Alderman Second Ward Eileen Looby Weber, Alderman Fourth Ward
CALL TO ORDER AND ROLL CALL 6:30pm
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
A. COVID 19 Financial Impact Update
- Elizabeth Holleb, Finance Director
2. COMMENTS BY CITY MANAGER
A. Golf Operations Status Update
- Vince Juarez, General Manager
B. Community Spot Light
- CROYA Celebrates 40 Years
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Monday, June 15, 2020 City Council Agenda
- Todd Nahigian CROYA Manager
- “Spirit of CROYA” Margot Martino Essay Contest
- Haley Banta, Scholarship Recipient
- Ava Manelis, Scholarship Recipient
3. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL .
Members of the public can provide public comment by calling into the following number
during the meeting: 847-810-3643
4. COMMITTEE REPORTS
FINANCE COMMITTEE
1. Consideration of the Annual Appropriation Ordinance for FY2021 and
Approval of Rollovers (First Reading)
PRESENTED BY: Elizabeth Holleb, Finance Director (847) 810-3612
PURPOSE AND ACTION REQUESTED: Staff requests approving the first reading of the
FY2021appropriation ordinance and rollovers.
BACKGROUND/DISCUSSION: While the annual municipal budget represents the City’s
financial “plan” for expenditures over the course of the fiscal year, the annual Appropriation
Ordinance is the formal legal mechanism by which the City Council authorizes the actual
expenditures of funds budgeted in the annual budget. It appropriates specific sums of
money by object and purpose of expenditures. State statutes require the passage of an
Appropriation Ordinance by the end of July, which must be filed with the County Clerk within
30 days of approval.
There are some differences between the budget and Appropriation Ordinance. The
Appropriation Ordinance includes the Library, which was not included in the budget
approved at the May 4, 2020 City Council meeting. The Library expenses are approved by
the Library Board. Debt service payments are included in the budget, but are excluded from
the Appropriation Ordinance. The ordinances approving the bond issues serve as the legal
authorization for these annual expenditures.
The Appropriation Ordinance provides for a 10% “contingency” above the budgeted
expenditures. Each separate fund includes an item labeled “contingency” with an
appropriate sum equivalent to 10% of the total funds budgeted. This practice has been
followed for more than thirty years and has worked very efficiently, while still providing for
complete City Council control over budgeted expenditures. It is important to note that the
City Council and City staff follows the adopted budget as its spending guideline, not the
Appropriation Ordinance. Without the contingency, the City Council would have to pass
further modifications to the Appropriation Ordinance to cover any unforeseen expenditures
exceeding the budget.
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In order to provide more accurate and efficient accounting and budgeting of City funds, an
annual rollover of funds is required. This eliminates both under and over budgeting of funds in
the new fiscal year. The items on the attached rollover list (page 17) consist of projects that
were appropriated in FY2020 and will not be completed until FY2021. The list is preliminary at
this stage as FY2020 invoices are still being paid, but will be finalized for final reading in July.
School District 67 does not recognize the Appropriation Ordinance in their budgeting or
auditing standards. However, due to the fact they are a special charter district, their budget
must be included in the City’s Appropriation Ordinance. School District 67 numbers are
estimates and subject to change, but are not available until second and final reading of the
Ordinance.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Council May 18, 2020 Adoption of FY21 Comprehensive Plan
City Council May 4, 2020 Adoption of FY21 Annual Budget Summary
BUDGET/FISCAL IMPACT: The attached Appropriation Ordinance Worksheet (page 19)
demonstrates the reconciliation of the FY2021 Adopted Budget to the Appropriation
Ordinance by fund.
COUNCIL ACTION: Approve first reading of the FY2021 Appropriation Ordinance (page 20)
and the rollovers. A copy of the ordinance is available for review by the public in the City
Clerk’s office. A public hearing will be conducted on July 20, 2020 in conjunction with second
reading of the ordinance.
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approve the Extension of the Mayor’s Declaration of a Local State of Emergency
until the next City Council Meeting
STAFF CONTACT, Jason Wicha, City Manager
PURPOSE AND ACTION REQUESTED: It is requested that the City Council extend the Declaration
to the next City Council meeting.
BACKGROUND/DISCUSSION: Over the past month, the U.S. Government and the State of
Illinois have issued multiple orders declaring a state of emergency over the country and the
State of Illinois in order to address the impact from the global pandemic from COVID-19. In
order to address the impact this pandemic has had on the City of Lake Forest, Mayor
Pandaleon exercised his authority to issue a Declaration of a Local State of Emergency on
Saturday, April 4, 2020. At the April 6, 2020 City Council meeting, the City Council extended
the Declaration to the next City Council meeting which was June 1, 2020.
In order to ensure that the emergency powers authorized by the local declaration remain in
effect where necessary, the Mayor is asking the City Council to further extend the Declaration
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Monday, June 15, 2020 City Council Agenda
of a Local State of Emergency until the next City Council meeting that takes place after the
June 15, 2020.
REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Council 6/1/2020 City Council Approved the Mayors Declaration until
the next City Council Meeting
City Council 5/18/2020 City Council Approved the Mayors Declaration until
the next City Council Meeting
City Council
5/4/2020 City Council Approved the Mayors Declaration until
the next City Council Meeting
City Council 4/20/2020 City Council Approved the Mayors Declaration until
the next City Council Meeting
City Council 4/6/2020 City Council Approved the Mayors Declaration until
the next City Council Meeting
4/4/2020 Mayor Pandaleon exercised his authority to issue a
Declaration of a Local State of Emergency
BUDGET/FISCAL IMPACT: N/A
COUNCIL ACTION: Approve the extension of the Mayor’s Declaration of a Local State of
Emergency until the next City Council Meeting
2. Approval of the June 1, 2020 City Council Meeting Minutes
A copy of the minutes can be found beginning on page 32
COUNCIL ACTION: Approval of the June 1, 2020 City Council Meeting Minutes.
3. Approval of a Resolution for the Student Members of the Executive Board at CROYA
A copy of the Resolution can be found beginning on page 36
COUNCIL ACTION: Approval of a Resolution for the Student Members of the Executive Board
at CROYA
4. Approval to enter into a Three-Year Professional Services Agreement (with a two-
year renewal option) with Automated Merchant Systems to provide credit card
processing services
STAFF CONTACT: Diane Hall, Assistant Finance Director (847-810-3614)
PURPOSE AND ACTION REQUESTED: Staff requests approval of three-year professional service
agreement for credit card processing services. Such agreement would be subject to a 2-
year renewal option, for a possible five-year term.
BACKGROUND/DISCUSSION: In May 2020, the Finance Department issued a Request for
Proposals for Credit Card Processing Services.
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Monday, June 15, 2020 City Council Agenda
The City received four (4) credit card processing proposals. A review of the proposals was
conducted to analyze cost and services provided to integrate with the City’s various software
vendors.
The scope of services anticipated in this agreement include (11) current point of sale (POS)
locations, including integration with the City’s financial software, Recreation program
software, online vehicle and parking sales and golf course sales. Due to significant variation
in fee structures proposed and a complex interchange rates, costs can only be estimated
based on historical data.
Staff is recommending Automated Merchant Systems (AMS) as the City’s credit card
processing vendor. Although AMS is not the lowest proposal, the City contracted with AMS in
2015 following an RFP process. AMS has provided excellent customer service throughout their
current contract and currently integrates with all of the City’s POS locations. This will allow the
City to continue current integrations with software and will not necessitate an implementation
to a new system or changing current hardware. In addition, AMS has worked with staff to
segregate the City’s utility bill payments in order to receive a reduced interchange rate to
reduce costs.
BUDGET/FISCAL IMPACT: Credit card processing fees are assessed to various funds based on
the point of sale location and are projected to be consistent with the City’s current
agreement. With the exception of direct pass-through interchange fees associated with the
credit card processing services, all fees are required to remain fixed for the initial three-year
term of the agreement.
Has City staff obtained competitive pricing for proposed goods/services? Yes
The following is the summary chart of the finalists’ proposal costs and overall scoring
Company Est. Annual Fees Evaluation Score (max 100)
Automated Merchant Systems $154,569 84
Evalon $153,339 72
PayZang $152,889 70
Focus Merchant Services $155,439 79
COUNCIL ACTION Approval to enter into a Three-Year Professional Agreement (with a two-
year renewal option) with Automated Merchant Systems to provide credit card processing
services.
5. Approval of an Ordinance amending City Code Section 38 Related to Purchasing
(Waive First Reading and Grant Final Approval)
STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff recommends approval of the proposed Ordinance
amending City Code related to Purchasing and Payments. The proposed Code revisions
reflect changes approved by the City Council Finance Committee on April 20 and the City
Council on May 18 related to the City’s Purchasing Policies and Procedures.
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Monday, June 15, 2020 City Council Agenda
BACKGROUND/DISCUSSION: In Fiscal Year 2020, an inter-departmental committee was
formed to conduct a comprehensive review of the City’s purchasing policies and
procedures. The committee met monthly from October 2019 through March 2020. The
Committee’s recommendations were reviewed by the City Council Finance Committee in
April and approved by the City Council in May. The proposed ordinance will make the
applicable changes in the City Code to ensure consistency.
The proposed Ordinance can be found on page 37.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Council 5/18/20 Approval of revised Administrative
Directives for FY2021.
City Council Finance
Committee 4/20/20 Approval of revised purchasing
policies and procedures.
BUDGET/FISCAL IMPACT: Approval of this item would have no fiscal impact.
COUNCIL ACTION: Approval of an Ordinance amending City Code Section 38 Related to
Purchasing (Waive First Reading and Grant Final Approval)
6. Approve the Purchase of Dual Band Capable Portable Radios for the Fire
Department from state bid vendor Motorola Solutions
STAFF CONTACT: Fire Chief Pete Siebert, 847.810.3864
PURPOSE AND ACTION REQUESTED: Staff requests City Council grant authorization to purchase
8 Motorola DUAL BAND Capable radios, necessary accessories. The digital Motorola DUAL
BAND radios will replace current radio’s which are no longer manufactured, have diminishing
replacement parts availability, are past standard end-of-life usage capabilities and provide
little-to-no interoperable communications.
BACKGROUND/DISCUSSION: The Lake Forest Fire Department is currently a member of the
East Shore Radio Network (ESRN), an intergovernmental consortium operating and
maintaining a 30+ year old VHF radio communications and tower system. The system
transmission quality has degraded over the years, necessitating many electronic patches and
work-a-rounds, and has now reached the point where several member communities have
experienced multiple issues regarding the quality of the radio system operation. A multitude
of ESRN tests, checks, studies, and equipment adjustments have been attempted system-
wide to improve transmission and reception quality without success.
Discounted Pricing: Radio pricing is established by state bid. Motorola is under state contract
with fixed pricing until 2022. Following negotiations, Motorola offered a 37% discount for
Glenview consolidated dispatch agencies, which includes reductions of 25% using State-bid
pricing and an additional 12% Motorola equipment reduction.
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Monday, June 15, 2020 City Council Agenda
Improved Coverage: Currently, there are radio signal coverage gaps in buildings that are
frequently visited in the community by public safety as well as areas along the bluffs, beaches
and ravines. With the assistance of Glenview Dispatch, DUAL BAND radios were tested by
Lake Forest Fire Department staff with a noticeable improvement for both in and out-of-
building coverage.
Interoperability: The compromised ability of Lake Forest FD in communicating directly with
Lake Forest PD in the future, if we stay with our current radio system, would be ineffective,
inefficient and constitute serious officer and public safety issues. The two departments
routinely work together on incidents. The Dual Band radios will also enhance communications
on calls for mutual aid.
Replace Aging Units: Some of our current VHF portable radios have reached end-of-life
operating parameters, been discontinued, have diminishing access to spare parts inventory,
and require maintenance that is no longer provided by Motorola. Replacing the obsolete
units with a new dual band radio allows for more flexibility and future programming options.
BUDGET/FISCAL IMPACT: Has City staff obtained competitive pricing for the proposed
goods/services? NO
If no, indicate the specific exception or waiver requested:
Administrative Directive 3-5, Section 6.1D – Government Joint Purchase
Motorola Agreement and Pricing
Motorola has offered the City a substantial reduction in price of 37% off equipment, as a
member of the Glenview consolidated dispatch system.
The Department intends to utilize these 8 radios full-time in conjunction with our current
inventory of VHF radios.
Below is an estimated summary of Project budget:
FY2021 Funding Source Account Number Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Emergency Telephone
Fund (JETSB)
205-7552-475.75-18 $42,355
$41,922.16
Y
COUNCIL ACTION: Approve the Purchase of Dual Band Capable Portable Radios for the Fire
Department from state bid vendor Motorola Solutions
7. Award of Proposal to Thelen Materials, LLC. for a Three-Year Compost Center
Transferring Agreement for the Sum of $109,000 per Year
Staff Contacts: Dan Martin, Superintendent of Public Works (810-3561)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff are requesting
City Council approval to award a proposal to Thelen Materials, LLC to provide transfer trailers
to the City to have its yard waste delivered and processed at Thelen’s facility. The City’s
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Monday, June 15, 2020 City Council Agenda
agreement with P. Clifford Miller to operate and process yard waste at the Compost Center
ended on April 15, 2020.
PROJECT REVIEW/RECOMMENDATIONS:
Milestone Date Comments
Public Works Committee 5/26/2020 Reviewed and Recommended Approval
BACKGROUND/DISCUSSION: Since 1990, when the State banned the disposal of yardwaste
from all landfills the City has hired contractors to process its yard waste materials at the Route
60 Compost Facility. The compost operating agreements required the contractor to provide
all necessary labor and equipment to operate the entire yard waste composting operation to
process materials generated by the City crews and its residents including leaves, grass, brush
and tree limbs. The finished compost produced on site becomes the property of the
contractor, except for 400 cubic yards to be made available to the City and residents at no
cost.
BUDGET/FISCAL IMPACT: After being notified by the City’s compost operations contractor in
early March of this year that he respectfully declined to extend his contract, a Request for
Proposal was advertised in the newspaper, and ten contractors were emailed invitations to
submit proposals to operate the Compost Center’s yard waste composting operation. On
March 27, 2020 the staff received only one proposal which exceeded the operating
budgeted. The proposal was rejected based on only receiving one proposal and that it
exceeded the budget.
To gain a better understanding on why more contractors were not submitting proposals to
manage the composting operation, staff reached out to various contractors and learned
there is a lack of interest for contractors to provide daily operations at smaller scale compost
facilities. The hefty capital outlay needed for large farm-type equipment coupled with high
labor costs and shrinking profit margins for finished compost, make running the smaller
facilities unattractive to operate. Based on this information staff addressed the issue by
making changes to the Operating Agreement that reduced the time commitments
contractors would be required to be on site each week to process yard waste. The changes
did not interfere with the ability to provide quality service, but provided operational
efficiencies and savings that would be reflected in the proposals submitted. In addition to
adjusting the Operating Agreement, staff included a second option for contractors to
provide transfer trailers to the City to have its yard waste delivered and processed at a
different facility. The yard waste that is collected at the Route 60 site would be loaded into
transfer trailers by Public Works staff and transported for a per cubic yard cost to a yard waste
facility. Included in the cost is the delivery of 400 cubic yards of finished compost material
back to the City for resident use. The City’s five-year annual yard waste ranges between 9,000
to12,000 cubic yards.
On May 15, 2020 the City received one proposal to perform the yard waste composting
operation and three proposals for a Transferring Agreement. The one proposal received to
perform the yard waste composting operation was lower than the RFP submitted in late
March, however it still exceeded the operating budget. Therefore, staff is recommending that
at this time, the City transfers its yard waste to another facility instead of continuing its
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Monday, June 15, 2020 City Council Agenda
composting operation. However, the IEPA permits allowing for the City’s composting
operation will continue to be valid so that in future years, the City can elect to either contract
out or manage itself the composting operation.
The following is a summary chart of the proposal costs received to transfer yard waste. Thelen
Materials, LLC proposal was the lowest cost per cubic yard. Staff checked references for
Thelen Materials and found them to be satisfactory. Thelen Materials, LLC is headquarter in
Antioch, Illinois with over 40 acres dedicated to their large scale commercial composting
operation. Many of the waste haulers in the region deliver yard waste to their facility.
Staff is recommending that City Council approve a three-year agreement with the option to
renew for an additional one-year extension for two years upon agreement by both parties.
After three years, each additional year could have a possible negotiated increase equal to
or less than the determined C.P.I.
Has City staff obtained competitive pricing for proposed goods/services? Yes
FIRM
YEAR 1
COST PER CUBIC
YARD
YEAR 2
COST PER CUBIC
YARD
YEAR 3
COST PER CUBIC
YARD
Thelen Materials $8.59 $8.75 $8.90
Mulch Center $10.62 $11.61 $12.60
American Pallet $23.86 $23.86 $23.86
Note: 5-year annual yard waste range 9,000 -12,000 cubic yards
Below is an estimated summary of the Project Budget:
FY2021 Funding Source
Amount
Budgeted
Amount
Requested
Budgeted
Y/N
101-5245-435.35-10 $109,000 $109,000 Yes
COUNCIL ACTION: Award of Proposal to Thelen Materials, LLC. for a Three-Year Compost
Center Transferring Agreement for the Sum of $109,000 per Year.
8. Authorization for the City Manager to enter into a Professional Services Agreement
with Strand Associates and Donahue & Associates, Inc. for Professional Water Plant
Engineering Services
STAFF CONTACT: Dan Martin, Superintendent Public Works (810-3561)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff are requesting
approval for the City Manager to enter into a professional services agreement with Strand
Associates and Donahue & Associates, Inc. for professional Water Plant engineering services.
BACKGROUND/DISCUSSION: The City of Lake Forest regularly contracts with outside service
providers to perform professional engineering services for various projects. As the City
continues to operate its 14 MGD Ultra-filtration Water Plant and works to improve process and
mechanical functions, professional engineering services ensure that operations function
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Monday, June 15, 2020 City Council Agenda
according to IEPA and IDPH regulations. In an effort to improve efficiency and provide
consistency on City projects, the Public Works Committee and City staff is seeking to establish
an agreement that will designate two engineering firms, Strand Associates and Donahue &
Associates, Inc., to provide professional Water Plant engineering services. Either firm may be
utilized by the City, however, the firm selected will depend on the firm’s availability and the
project type.
Professional engineering services for water plant projects will include, but are not limited to,
project design, the development of construction documents, and the procurement of all the
necessary permits. Additionally, the selected firms will be expected to collaborate with City
staff in the development of a proposed solution for each specific project.
An example of a projects that City staff expects the selected professional engineering
services firms to complete would be the continuing long term performance review of the new
membrane system, updates to the integrated MS Access Database that stores plant
performance data and generates regulatory reports, and assist in completing the
requirements of the 2018 Americas Water Infrastructure Act’s (AWIA) Risk and Resiliency
Assessment (RRA) and Emergency Response Plan (ERP). The firms would need to review and
develop written plans and reports to complete these tasks. The selected professional
engineering services firms will be expected to complete other additional small improvement
projects that may arise that need to be designed, bid and potentially permitted.
On April 24, 2020 a Request for Proposals (RFP) was released by the City, published in the Lake
County News Sun, and posted on the City’s website. On May 12, 2020, three submittals were
received and a selection committee, comprised of City staff, was formed to review and
evaluate the written responses.
After careful consideration, Strand Associates and Donahue & Associates, Inc., were chosen
by the selection committee as the successful candidates. The basis for the selection was as
follows:
• Strand Associates and Donahue & Associates, Inc. met, and surpassed all
qualifications outlined in the RFP.
• Strand Associates and Donahue & Associates, Inc. have extensive experience with
local and municipal water treatment plant projects.
• Strand Associates and Donahue & Associates, Inc. have presented reasonable fee
schedules associated with their proposed project teams.
This RFP process was modeled after the processes utilized to select firms to provide the City
with professional landscape architectural services and to select firms for engineering services
for ravine repairs. Similarly, these agreements were recommended to improve efficiency and
provide consistency on City projects.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 5/26/2020 Reviewed & Approved
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Monday, June 15, 2020 City Council Agenda
BUDGET/FISCAL IMPACTS: Below is a summary of the range of hourly rates submitted by each
firm. The rates represent an hourly rate range associated with the firm’s project team
members. Each firm submitted unique project teams that featured varying project positions.
These rates include a firm’s profit and overhead.
Company Name Hourly Team Member Rate Range
Strand Associates $101 - $192
Donahue & Associates, Inc. $80 - $235
Horner & Shifrin $108 - $254
Staff may look to utilize either selected firm for professional engineering services for Water
Plant projects with an anticipated total project cost to typically be between $5,000.00 and
25,000.00 and not to be larger than $75,000. Any projects with anticipated engineering fees
greater than $75,000.00 will be subject to the RFP process.
Below is an estimated summary of Project budget:
FY2021Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
501-6071-435.35-10 or
501-6072-435.35-10 $167,169 $55,000 Y
The FY2021 Plant Operation and Maintenance Contractual accounts includes a current
balance of $167,169 for Contractual Services from which some professional water plant
engineering services may be paid. Work may also be paid from other budget accounts as
applicable, but any single project for which services exceed $25,000 will be separately
approved by the City Council. Payments in aggregate of more than $25,000 may result with
either or both firms. The agreement with Strand Associates and Donahue & Associates, Inc. is
intended to be for a period of three years, which will include the option of two additional,
one year terms.
Has competitive pricing been obtained for proposed services? Yes
COUNCIL ACTION: If determined to be appropriate by the City Council, authorize the City
Manager to enter into a professional services agreement with Strand Associates and
Donahue & Associates, Inc. for professional water plant engineering services.
9. Award of Proposal to McMahon Associates for the Water Distribution Study &
Watermain Replacement Prioritization Plan in the Amount of $36,400
STAFF CONTACT: Dan Martin, Superintendent of Public Works (810-3561)
PURPOSE AND ACTION REQUESTED: City staff requests an award of proposal for Professional
Consulting Services for the Water Distribution Study & Watermain Replacement Prioritization
Plan to McMahon Associates in the combined amount of $36,400.
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Monday, June 15, 2020 City Council Agenda
BACKGROUND/DISCUSSION: The Water Distribution Study & Watermain Replacement
Prioritization Plan are each their own individual projects with their own individual scope of
work and deliverables. Staff combined these projects into one joint Request for Proposal
(“RFP”). Although they are truly different projects, the projects all relate to the water services
engineering field. Staff felt that combining the two projects into one RFP would result in
obtaining better overall proposal pricing. Although not required, firms submitting a proposal
for all projects were encouraged to provide an explanation as to the savings the City would
realize if their firm were awarded both projects. Below is brief background information on
each project.
The City last completed a Water Distribution Study in 2012. The study featured an update to
the City’s Computerized Hydraulic Model of the watermain distribution system. All the analysis
from the study was compiled into a final report that evaluated the capacity of the City’s
water distribution system and identified distribution system deficiencies. Water Distribution
Studies are important to complete periodically to analyze the City’s water distribution system
capacity and to identify distribution system deficiencies. Information and recommendations
from the study is then evaluated by City staff and ultimately incorporate into the City’s
Capital Improvement Program.
The City has never partnered with a private firm to develop a Watermain Replacement
Prioritization Plan. This is a new initiative for capital planning purposes. Historically, the City has
utilized watermain break data when recommending a watermain replacement project.
Utilizing the City’s watermain break data, GIS data, and information from the Water
Distribution Study a far more comprehensive and prioritized replacement plan will be
developed.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 5/26/2020 Reviewed & Discussed
BUDGET/FISCAL IMPACT: The RFP was publically posted on May 13, 2020 and proposals were
opened on June, 2 2020. In total, five proposals were received.
Has City staff obtained competitive pricing for proposed goods/services? Yes
Company Name Water Distribution
Study Proposal
Watermain
Prioritization Plan
Proposal
Total Dollar
Amount Proposal
McMahon Associates $19,200 $17,200 $36,400
Strand Associates $29,200 $30,630 $59,830
HR Green $21,720 $15,030 $36,750
Donohue &
Associates $65,745 $19,105 $84,850
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Siemens Industry N/A N/A N/A
An RFP Committee comprised of City staff reviewed and ranked each proposal based on the
cost of the proposal, the experience and qualifications of the firm, the firms experience with
municipal government projects, and references / results achieved with similar prior projects.
The RFP Committee unanimously recommended awarding the proposal for the Water
Distribution Study & Watermain Replacement Prioritization Plan to McMahon Associates.
McMahon Associates submitted the overall lowest cost proposal for these projects. McMahon
Associates previously completed the 2012 Water Distribution Study for the City and the City
has had positive work experiences working with the firm.
Below is an estimated summary of Project budget:
FY2021 Capital Water Fund Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Water Distribution Study $30,000 $19,200 Y
Watermain Replacement
Prioritization Plan $30,000 $17,200 Y
The Water Distribution Study & Watermain Replacement Prioritization Plan are both fully
funded in the FY21 Capital Improvement Program.
If awarded, work for these projects would begin immediately. Staff expects the approved firm
to develop engineering estimates by October 1, 2020 for capital improvement planning
purposes.
COUNCIL ACTION: Award of Proposal to McMahon Associates for the Water Distribution
Study & Watermain Replacement Prioritization Plan in the Amount of $36,400
COUNCIL ACTION: Approval of the nine (9) omnibus items as presented
6. ORDINANCES
7. OLD BUSINESS
8. NEW BUSINESS
1. Approval of an Amended and Restated Intergovernmental Service Agreement
between the City of Lake Forest and the Village of Lake Bluff
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Monday, June 15, 2020 City Council Agenda
PRESENTED BY: Jason Wicha, City Manager
PURPOSE AND ACTION REQUESTED: City staff recommends City Council approval of an
amended and restated Intergovernmental Agreement (IGA) for services provided by the City
to the Village of Lake Bluff.
BACKGROUND/DISCUSSION: The City of Lake Forest and the Village of Lake Bluff have a long
history of collaboration and cooperation. It has been a mutually beneficial relationship
allowing for cost-effective high quality services being provided to residents of both
communities. Pursuant to a May 2011 IGA, the City provides the following services to Lake
Bluff:
• Ambulance/Emergency Medical Services (EMS)
• Building Inspections and Plan Review
• CROYA
• Public Access Television
• Senior Center
• Fire Dispatch (services were transitioned to Glenview as part of the Dispatch Services
IGA implemented in 2014)
In March of 2017, the City notified the Village of Lake Bluff that a discrepancy had been
identified in the billing of ambulance services. While the IGA sets forth billing all calls for
service, the City had been charging only for calls that resulted in a transport of the patient.
Since that time, the City and the Village have been deliberating on the most effective way to
resolve the billing discrepancy. These discussions brought to light a number of factors that
needed to be addressed in appropriately allocating the cost of ambulance services. The
parties have negotiated a resolution to the prior billing discrepancies and agreed upon a
modified service charge formula going forward. This also presented an opportunity to
remove the section on Fire Dispatch and reflect a change in the Public Access Television
services provided. The proposed Amended and Restated IGA would commence effective
May 1, 2020 and would have an initial term of five (5) years with automatic annual renewals
following the five-year term, unless terminated or modified.
The proposed IGA can be found beginning on page 41.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Lake Bluff Village Board 6/8/20 Consider approval of amended and
restated IGA.
BUDGET/FISCAL IMPACT: The IGA sets forth the formula and timing of Village payments to the
City of services provided. The IGA allows both communities to provide an excellent level of
service in a cost-effective manner. Approval of the proposed IGA provides a negotiated
settlement of the ambulance services provided through April 30, 2020, which will be paid to
the City over a two year period.
COUNCIL ACTION: Approval of the Proposed Amended and Restated Intergovernmental
Service Agreement between the City of Lake Forest and the Village of Lake Bluff
14
Monday, June 15, 2020 City Council Agenda
9. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS
10. ADJOURNMENT
A copy of the Decision Making Parameters can be found beginning on page 16 of this
packet.
Office of the City Manager June 10, 2020
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.
15
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THE CITY OF LAKE FOREST
DECISION-MAKING PARAMETERS FOR CITY COUNCIL,
AND APPOINTED BOARDS & COMMISSIONS
Adopted June 18, 2018
The City of Lake Forest Mission Statement:
"Be the best-managed, fiscally-responsible and appealing community and promote a community
spirit of trust, respect and citizen involvement. "
The Lake Forest City Council, with the advice and recommendations of its appointed advisory
Boards and Commissions, Lake Forest Citizens, and City Staff, is responsible for policy
formulation and approval. Implementation of adopted strategy, policy, budgets, and other
directives of Council is the responsibility of City Staff, led by the City Manager and Senior
Staff. The Mayor and Aldermen, and appointed members of Boards and Commissions should
address matters in a timely, deliberate, objective and process-driven manner, making decisions
guided by the City of Lake Forest Strategic and Comprehensive Plans, the City's Codes,
policies and procedures, and the following parameters:
. Motions and votes should comprise what is in the best long-term interests of all Lake
Forest citizens, measured in decades, being mindful of proven precedents and new
precedents that may be created.
. All points of view should be listened to and considered in making decisions with the
long-term benefit to Lake Forest's general public welfare being the highest priority.
. Fundmg decisions should support effectiveness and economy in providing services
and programs, while mindful of the number ofcidzens benefittmg from such
expenditures.
. New initiatives should be quantified, qualified, and evaluated for their long-tenn merit
and overall fiscal unpact and other consequences to the community.
. Decision makers should be proactive and timely in addressing sto-ategic planning
initiatives, external forces not under control of the City, and other opportunities and
challenges to the community.
Community trust in, and support of, government is fostered by maintaining the integrity of these
decision-making parameters.
The City of Lake Forest 's Decision-Making Parameters shall be reviewed by the City Council on an
annual basis and shall be included on all agendas of the City Council and Boards and Commissions.
16
GL Number Vendor Name Description Balance
101-1101-435.35-10 AMERICAN LEGAL PUBLISHING CORP CODIFICATION OF CITY CODE 5,740.95
101-1101-484.84-95 BAYLESS COMMUNICATIONS LLC MEDIA RELATIONS CONSULTING 5,552.50
101-1101-484.84-95 CENTER FOR INTERNET SECURITY, INC.ONGOING VULNERABILITY MONITORING 19,200.00
101-1202-414.29-10 JASON WICHA City Manager relocation moving expense 12,000.00
101-1314-435.35-10 DIRECT RESPONSE RESOURCE INC VEHICLE PET PARKING PROCESSING 8,695.78
101-1314-435.35-10 AMERICAN PRINTING TECH. INC.VEHCILE PET PARKING PROCESSING 5,800.00
101-1314-460.60-13 AMERICAN PRINTING TECH. INC.VEHCILE PET PARKING PROCESSING 6,000.00
101-1601-483.60-17 MIDWEST BIBLE CHURCH PHATOM CROYA SPRING RETREAT 9,400.00
101-3401-435.35-10 TESKA ASSOCIATES INC COMP PLAN UPDATE RT 60 12,055.98
101-5138-461.61-11 SUPREME CASTING INC LIGHTING MATERIALS 18,717.20
GENERAL FUND 103,162.41
201-8457-467.67-74 HITCHCOCK DESIGN GROUP SOUTH PARK OSLAD GRANT PROJECT 17,269.22
201-8457-467.67-74 CLAUSS BROTHERS, INC.SOUTH PARK/OSLAD IMPROVEMENT PROJECT 483,857.00
PARK AND PUBLIC LAND FUND 501,126.22
202-3703-478.78-92 H W LOCHNER, INC.LAKE WOODBINE BRIDGE PROJECT - PRELIM ENG 32,533.43
MOTOR FUEL TAX FUND 32,533.43
220-5774-484.84-05 ADVANCED TURF SOLUTIONS TOWNLINE PARK 15,498.64
220-5887-435.35-10 CRAIG BERGMANN LANDSCAPE DESIGN INC ELAWA FARM DESIGN SERVICES 9,800.00
220-8024-475.75-02 CLAUSS BROTHERS, INC.SOUTH PARK/OSLAD IMPROVEMENT PROJECT 10,000.00
PARK AND RECREATION FUND 35,298.64
224-8026-476.76-56 CLAUSS BROTHERS, INC.SOUTH PARK/OSLAD IMPROVEMENT PROJECT 40,000.00
224-8026-476.76-56 CREATIVE CONCRETE WEST PARK SIDEWALK ADDITION 8,312.50
SPECIAL RECREATION FUND 48,312.50
230-6407-476.76-20 LAKE FOREST LANDMARK DEVELOPMENT ARCHITECT SERV FOR CEMETERY MEM SPIRE 7,849.36
230-6407-476.76-20 CRAIG BERGMANN LANDSCAPE DESIGN INC LANDSCAPE DESIGN MEMORIAL GARDENS 9,600.00
CEMETERY FUND 17,449.36
311-1303-466.66-11 SENTINEL TECHNOLOGIES, INC.CISCO CORE SWITCH REPLACMENT 1,842.00
311-1303-466.66-11 SENTINEL TECHNOLOGIES, INC.CISCO CORE SWITCH REPLACMENT 4,537.00
311-1303-466.66-13 NA ERP Citizen Request/Work Order System 183,645.00
311-1503-467.67-09 CORE MECHANICAL INC CITY HALL BOILER REPLACEMENT 34,727.00
311-1503-467.67-10 FGM ARCHITECTS INC.FIRE DEPT RENOVATIONS - PROJECT MGT 6,250.00
311-1503-467.67-10 REEF CONTRACTORS INC FIRE DEPT RENOVATIONS - CONSTRUCTION 221,601.00
311-1503-478.78-58 DIVINCI PAINTERS INC EXTERIOR PAINTING - EAST CENTER COURTYARD 19,150.00
311-3403-467.67-13 LAKE COUNTY FOREST PRESERVE REIMBURSEMENT FOR REPLACEMENT PLANTING 20,000.00
311-3403-467.67-13 LAKE FOREST OPEN LANDS ASSOCIATION REPLANTING TREES 20,000.00
311-3703-466.66-26 BAXTER AND WOODMAN INC WAUKEGAN/WESTLEIGH INTERSECTION DESIGN 15,308.54
311-3703-467.67-11 SCHROEDER ASPHALT SERVICES, INC ANNUAL PAVEMENT RESURFACING/PATCHING 50,624.48
311-3703-467.67-11 SCHROEDER ASPHALT SERVICES, INC ANNUAL PAVEMENT RESURFACING/PATCHING -7,155.00
311-3703-467.67-11 SCHROEDER ASPHALT SERVICES, INC ANNUAL PAVEMENT RESURFACING/PATCHING -17,200.00
311-3703-467.67-25 HOERR CONSTRUCTION, INC ANNUAL SANITARY/STORM SEWER LINING 5,728.82
311-3703-467.67-26 GUY SCOPELLITI CO., INC.CEMETERY RAVINE MANHOLE REPAIR 13,525.00
311-3703-467.67-26 DI TOMASSO EXCAVATING CEMETERY RAVINE MANHOLE REPAIR 5,500.00
311-3703-467.67-26 BLECK ENGINEERING CO INC RINGWOOD ROAD RAVINE REPAIR DESIGN 24,425.00
311-3703-467.67-26 NORTH SHORE BORING MAYFLOWER RAVINE REPAIR (STORM SEWER)34,710.00
311-3703-467.67-80 RJN GROUP INC SMOKE TESTING 11,331.25
City of Lake Forest
FY21 Appropriation Ordinance
FY2020 Rollovers
17
GL Number Vendor Name Description Balance
City of Lake Forest
FY21 Appropriation Ordinance
FY2020 Rollovers
311-3703-478.78-06 BOLDER CONTRACTORS, INC.STORM SEWER UPGRADE/WATER: FOREST HILL 58,246.18
311-3703-478.78-27 SCHROEDER & SCHROEDER, INC.WAUKEGAN ROAD CONCRETE 19,800.00
311-3703-478.78-27 PETER BAKER & SON WAUKEGAN ROAD SIDEWALK REPLACEMENT 429,308.00
311-3703-478.78-81 CIVILTECH ENGINEERING INC EVERETT/WAUKEGAN ROAD INTERSECTION 62,452.27
311-3703-478.78-89 HANSON PROFESSIONAL SERVICES INC.PHASE I DESIGN OF BRIDGE ALTERNATIVE 143,504.73
311-3703-478.78-94 GEWALT HAMILTON ASSOCIATES, INC.DEERPATH STREETSCAPE PHASE I DESIGN 75,400.30
311-3703-478.78-94 CRAIG BERGMANN LANDSCAPE DESIGN INC DEERPATH STREETSCAPE PHASE I DESIGN 16,849.50
311-5103-467.67-22 SUPERIOR ROAD STRIPING INC THERMOPLASTIC LANE MARKING 10,352.98
311-5203-435.35-51 NORMAN DESIGN COMPANY, LLC SANITATION RECYCLING EDUCATION 8,124.62
311-5803-467.67-13 ARTHUR WEILER INC TREE PLANTING 15,000.00
311-8003-476.76-08 CAREY'S HEATING & AIR CONDITIONING STIRLING HALL RTU REPLACEMENT 26,323.00
CAPITAL FUND 1,513,911.67
501-6072-435.35-10 FLOLO CORPORATION REBUILD RWP 130 15,750.00
501-6072-435.35-10 LION HEART ENGINEERING P.C.REPLACEMENT OF EAST GENSET CDVR 5,235.00
501-6073-461.61-11 VULCAN CONSTRUCTION MATERIALS, LLC CA-6 STONE RESTOCKING 8,081.00
WATER UTILITY FUND 29,066.00
508-6003-477.77-04 SCHROEDER ASPHALT SERVICES, INC ASPHALT DRIVE AT WATER PLANT 65,000.00
508-6103-467.67-46 HOERR CONSTRUCTION, INC ANNUAL SANITARY AND STORM SEWER LINING 357.39
WATER CAPITAL FUND 65,357.39
510-6325-476.76-55 NA Deerpath Clubhouse Fire Suppression System 66,000.00
510-6325-476.76-55 LOVERDE CONSTRUCTION CO., INC.GOLF COURSE WATER MAIN EXTENSION 154,071.00
DEERPATH GOLF COURSE FUND 220,071.00
601-5901-461.61-10 PB LOADER CORPORATION SALT SPREADING & PLOW MOUNTING PARTS 52,729.00
FLEET FUND 52,729.00
Total Rollover Request 2,619,017.62
18
Budget
Expenditures Debt
FY2021 Payments Rollovers Library Subtotal Contingency Approp Ord
101 General Fund 35,867,170 103,162 35,970,332 3,597,033 39,567,365
120 Flex 9,800 9,800 980 10,780
201 Park & Public Land 430,000 501,126 931,126 93,113 1,024,239
202 MFT 1,750,000 32,533 1,782,533 178,253 1,960,786
205 Emergency Telephone 275,656 275,656 27,566 303,222
210 Senior Resources 605,708 605,708 60,571 666,279
220 Parks and Recreation (incl Rec Dev)9,372,112 35,299 9,407,411 940,741 10,348,152
223 Parks Equip Reserve 155,000 155,000 15,500 170,500
224 Special Recreation 498,839 48,313 547,152 54,715 601,867
230 Cemetery 2,597,224 17,449 2,614,673 261,467 2,876,140
245 Foreign Fire Insurance 100,000 n/a 0
247 Police Restricted Funds 88,000 88,000 8,800 96,800
248 Housing Trust 565,000 565,000 56,500 621,500
311 Capital Improvement 4,263,100 1,513,912 5,777,012 577,701 6,354,713
322 Laurel/Western Redevelopment TIF 595,454 595,454 59,545 654,999
422 SSA 25 - Knollwood Sewer 76,275 (76,275)0 0
423 SSA 26 - Waukegan Sewer 20,830 (20,830)0 0
424 SSA 29 - Saunders Road 149,943 (149,943)0 0
425 2004B - Storm Sewer 523,427 (523,427)0 0
428 2009 G.O. Bonds - Western Avenue 256,045 (256,045)0 0
429 2010 G.O. Bonds 577,225 (577,225)0 0
432 2013 Refunding 2010A 753,515 (753,515)0 0
433 2015 G.O. Bonds 583,050 (583,050)0 0
501 Water & Sewer 8,300,736 29,066 8,329,802 832,980 9,162,782
508 Water and Sewer Capital 1,415,000 65,357 1,480,357 148,036 1,628,393
510 Deerpath Golf Course 1,880,597 220,071 2,100,668 210,067 2,310,735
601 Fleet 1,991,365 52,729 2,044,094 204,409 2,248,503
605 Liability Insurance 1,252,787 1,252,787 125,279 1,378,066
610 Self Insurance 5,585,000 5,585,000 558,500 6,143,500
701 Fire Pension 3,183,590 3,183,590 318,359 3,501,949
702 Police Pension 3,360,806 3,360,806 336,081 3,696,887
709 Trust Care Funds
87,083,254 (2,940,310)2,619,017 0 86,661,961 8,666,196 95,328,157
Library 4,431,108 4,431,108 443,111 4,874,219
4,431,108 91,093,069 9,109,307 100,202,376
SD 67 N/A 0
Appropriation Ordinance Total 100,202,376
THE CITY OF LAKE FOREST
Appropriation Ordinance Worksheet
Pension/Trust Funds
Total All Funds
Special Revenue Funds
Capital Project Funds
Debt Service Funds
Enterprise Funds
Internal Service Funds
19
AN ORDINANCE MAKING APPROPRIATION FOR CORPORATE PURPOSES AND
FOR THE PUBLIC SCHOOLS OF THE CITY OF LAKE FOREST, COUNTY OF
LAKE AND STATE OF ILLINOIS, FOR THE FISCAL YEAR COMMENCING
MAY 1, 2020 AND ENDING APRIL 30, 2021
BE IT ENACTED BY THE CITY COUNCIL OF THE CITY OF LAKE FOREST,
an Illinois special charter and home rule municipal corporation
located in Lake County, Illinois, as follows:
Section 1: That the following sums, or so much thereof as may be authorized by
law, be and the same are hereby appropriated from the respective fund designated
in this ordinance for the corporate purposes of The City of Lake Forest and for the
objects and purposes stated herein according to departments and other separate
agencies, and for the Public Schools of The City of Lake Forest, County of Lake and
State of Illinois, to defray the necessary expenses of the City and its Public
Schools for the fiscal year commencing May 1, 2020 and ending April 30, 2021.
GENERAL FUND
General Government Appropriation
Salaries and Benefits 3,262,160$
Supplies/Other Services and Charges 3,952,269
Capital Equipment
Contingency - to meet expenses of emergencies
and optional expenses not otherwise provided for 3,597,033
TOTAL GENERAL GOVERNMENT 10,811,462$
Law
Contractual Services 450,000$
TOTAL LAW 450,000$
Community Development
Salaries and Benefits 1,687,777$
Supplies/Other Services and Charges 343,047
Capital Equipment -
TOTAL COMMUNITY DEVELOPMENT 2,030,824$
Public Works Administration
Salaries and Benefits 455,925$
Supplies/Other Services and Charges 89,191
TOTAL PUBLIC WORKS ADMINISTRATION 545,116$
Public Buildings
Building Maintenance
Salaries and Benefits 925,137$
Supplies/Other Services and Charges 679,217
TOTAL PUBLIC BUILDINGS 1,604,354$
1st Reading - 6/15/20 CC 20
Appropriation
Streets
Salaries and Benefits 1,200,823$
Supplies/ Other Service and Charges 732,117
TOTAL STREETS 1,932,940$
Sanitation
Salaries and Benefits 1,420,079$
Supplies/ Other Service and Charges 1,087,287
TOTAL SANITATION 2,507,366$
Storm Sewers
Salaries and Benefits 141,959$
Supplies/ Other Service and Charges 29,900
TOTAL STORM SEWERS 171,859$
Engineering
Salaries and Benefits 626,517$
Supplies/ Other Service and Charges 371,658
TOTAL ENGINEERING 998,175$
Fire
Administration
Salaries and Benefits 4,985,103$
Supplies/ Other Service and Charges 2,394,304
Sub-Total 7,379,407$
Emergency Medical Services
Supplies/ Other Service and Charges 28,813$
Sub-Total 28,813$
Fire Suppression
Supplies/ Other Service and Charges 103,000$
Sub-Total 103,000$
TOTAL FIRE 7,511,220$
Police
Salaries and Benefits 6,707,335$
Supplies/ Other Service and Charges 4,296,714
TOTAL POLICE 11,004,049$
TOTAL AMOUNT APPROPRIATED FROM THE GENERAL FUND 39,567,365$
1st Reading - 6/15/20 CC 21
Appropriation
FLEX FUND
Supplies/Other Services and Charges 9,800$
Contingency to meet expenses of emergencies and expenses
not otherwise provided for 980
TOTAL AMOUNT APPROPRIATED FROM Flex Fund 10,780$
PARK AND PUBLIC LAND FUND
Park Improvements 931,126$
Contingency to meet expenses for emergencies and expenses
not otherwise provided for 93,113
TOTAL AMOUNT APPROPRIATED FROM THE
PARK AND PUBLIC LAND FUND 1,024,239$
MOTOR FUEL TAX FUND
Capital Improvements 1,782,533$
Contingency to meet expenses for emergencies and capital
improvements not otherwise provided for 178,253
TOTAL AMOUNT APPROPRIATED FROM THE
MOTOR FUEL TAX FUND 1,960,786$
EMERGENCY TELEPHONE FUND
Police
Salaries and Benefits -$
Supplies/ Other Service and Charges 275,656
Capital Equipment -
Contingency to meet expenses for emergencies and expenses
not otherwise provided for 27,566
TOTAL POLICE 303,222$
TOTAL AMOUNT APPROPRIATED FROM THE
303,222$
SENIOR RESOURCES COMMISSION FUND
Salaries and Benefits 382,828$
Supplies/Other Services and Charges 222,880
Contingency to meet expenses for emergencies and capital
improvements not otherwise provided for 60,571
TOTAL AMOUNT APPROPRIATED FROM THE
SENIOR RESOURCES COMMISSION FUND 666,279$
1st Reading - 6/15/20 CC 22
Appropriation
PARKS AND RECREATION FUND
Recreation
Recreation Programs
Salaries and Benefits 3,513,537$
Supplies/ Other Service and Charges 1,827,943
Capital Equipment -
Sub-Total 5,341,480$
Parks Equipment Reserve 155,000
Contingency to meet expenses of emergencies and expenses
not otherwise provided for 956,241
TOTAL RECREATION SECTION 6,452,721$
Parks and Forestry
Administration
Salaries and Benefits 2,619,835$
Supplies/ Other Service and Charges 676,846
Capital Equipment 155,000
Sub-Total 3,451,681$
Grounds Maintenance
Supplies/ Other Service and Charges 385,500$
Sub-Total 385,500$
Athletic Field Plg/Tennis
Supplies/ Other Service and Charges 97,500$
Sub-Total 97,500$
Lakefront Facilities
Supplies/ Other Service and Charges 36,500$
Capital Equipment -
Sub-Total 36,500$
Tree Trimming
Supplies/ Other Service and Charges 45,750$
Sub-Total 45,750$
Tree Removal
Supplies/ Other Service and Charges 21,500$
Sub-Total 21,500$
Insect & Disease
Supplies/ Other Service and Charges 15,000$
Sub-Total 15,000$
1st Reading - 6/15/20 CC 23
Appropriation
Tree & Shrub Planting/Care
Supplies/ Other Service and Charges 12,500$
Sub-Total 12,500$
TOTAL PARKS AND FORESTRY SECTION 4,065,931$
TOTAL AMOUNT APPROPRIATED FROM THE
PARKS AND RECREATION FUND 10,518,652$
SPECIAL RECREATION FUND
Salaries and Benefits 57,182$
Supplies/Other Services and Charges 289,971
Capital Improvements 199,999
Contingency to meet expenses for emergencies and capital
improvements not otherwise provided for 54,715
TOTAL AMOUNT APPROPRIATED FROM THE
SPECIAL RECREATION FUND 601,867$
CEMETERY COMMISSION FUND
Salaries and Benefits 437,742$
Supplies/Other Services and Charges 299,482
Capital Improvements 1,877,449
Contingency to meet expenses of emergencies and operational
expenses not otherwise provided for 261,467
TOTAL AMOUNT APPROPRIATED FROM THE
CEMETERY COMMISSION FUND 2,876,140$
PUBLIC LIBRARY FUND
Library Services
Salaries and Benefits 2,629,805$
Supplies/Other Services and Charges 1,311,303
Building Maintenance - Supplies/Other Services and Charges 240,000$
Contingency to meet expenses of emergencies and
operational expenses not otherwise provided for 443,111
Sub-Total 4,624,219$
Capital Equipment 125,000$
Capital Improvements 125,000
Sub-Total 250,000$
TOTAL AMOUNT APPROPRIATED FROM THE
PUBLIC LIBRARY FUND 4,874,219$
1st Reading - 6/15/20 CC 24
Appropriation
POLICE RESTRICTED FUND
Supplies/Other Services and Charges 88,000$
Contingency to meet expenses of emergencies and expenses
not otherwise provided for 8,800
TOTAL AMOUNT APPROPRIATED FROM ALCOHOL ASSET FORFEITURE FUND 96,800$
HOUSING TRUST FUND
Supplies/Other Services and Charges 565,000$
Capital Improvements -
Contingency to meet expenses for emergencies and capital
improvements not otherwise provided for 56,500
TOTAL AMOUNT APPROPRIATED FROM THE HOUSING TRUST FUND 621,500$
CAPITAL IMPROVEMENTS FUND
Salaries and Benefits -$
Supplies/Other Services and Charges 6,750
Capital Equipment 812,000
Capital Improvements 4,958,262
Contingency to meet expenses for emergencies and capital
improvements not otherwise provided for 577,701
TOTAL AMOUNT APPROPRIATED FROM THE
CAPITAL IMPROVEMENTS FUND 6,354,713$
LAUREL/WESTERN REDEVLOPMENT
Supplies/Other Services and Charges 495,454
Capital Improvements 100,000$
Contingency to meet expenses for emergencies and capital
improvements not otherwise provided for 59,545
TOTAL AMOUNT APPROPRIATED FROM THE
RT 60 INTERSECTION FUND 654,999$
WATER AND SEWER FUND
General Government
Salaries and Benefits 253,196$
Supplies/Other Services and Charges 2,040,423
Debt retirement 2,445,337
Contingency to meet expenses for emergencies and capital
improvements not otherwise provided for 832,980
TOTAL GENERAL GOVERNMENT 5,571,936$
1st Reading - 6/15/20 CC 25
Appropriation
Public Works
Salaries and Benefits 2,261,910$
Supplies/Other Services and Charges 1,328,936
TOTAL PUBLIC WORKS ADMINISTRATION 3,590,846$
TOTAL AMOUNT APPROPRIATED FROM THE
WATER AND SEWER FUND 9,162,782$
WATER AND SEWER CAPITAL FUND
Capital Equipment 120,000$
Capital Improvements 1,360,357
Contingency to meet expenses for emergencies and capital
improvements not otherwise provided for 148,036
TOTAL AMOUNT APPROPRIATED FROM THE
WATER AND SEWER CAPITAL FUND 1,628,393$
DEERPATH GOLF COURSE FUND
Administration
Salaries and Benefits 518,731$
Supplies/Other Services and Charges 424,145
Capital Equipment 50,000
Capital Improvements 220,071
Contingency to meet expenses for emergencies and capital
improvements not otherwise provided for 210,067
TOTAL ADMINISTRATION 1,423,014$
Course Maintenance
Salaries and Benefits -$
Supplies/Other Services and Charges 149,290
TOTAL COURSE MAINTENANCE 149,290$
Clubhouse
Salaries and Benefits 170,921$
Supplies/Other Services and Charges 567,511
TOTAL CLUBHOUSE 738,432$
TOTAL AMOUNT APPROPRIATED FROM THE
DEERPATH GOLF COURSE FUND 2,310,736$
1st Reading - 6/15/20 CC 26
Appropriation
FLEET FUND
Salaries and Benefits 786,179$
Supplies/Other Services and Charges 1,257,915
Contingency to meet expenses for emergencies and capital
improvements not otherwise provided for 204,409
TOTAL AMOUNT APPROPRIATED FROM THE FLEET FUND 2,248,503$
LIABILITY INSURANCE FUND
Supplies/Other Services and Charges 1,252,787$
Contingency to meet expenses for emergencies and capital
improvements not otherwise provided for 125,279
TOTAL AMOUNT APPROPRIATED FROM THE
LIABILITY INSURANCE FUND 1,378,066$
SELF INSURANCE FUND
Supplies/Other Services and Charges 5,585,000$
Contingency to meet expenses for emergencies and capital
improvements not otherwise provided for 558,500
TOTAL AMOUNT APPROPRIATED FROM THE
SELF INSURANCE FUND 6,143,500$
FIREFIGHTERS' PENSION FUND
Other Services and Charges 3,183,590$
Contingency to meet expenses for emergencies and expenses
not otherwise provided for 318,359
TOTAL AMOUNT APPROPRIATED FROM THE
FIREFIGHTERS' PENSION FUND 3,501,949$
POLICE PENSION FUND
Other Services and Charges 3,360,806$
Contingency to meet expenses for emergencies and expenses
not otherwise provided for 336,081
TOTAL AMOUNT APPROPRIATED FROM THE
POLICE PENSION FUND 3,696,887$
1st Reading - 6/15/20 CC 27
Appropriation
PUBLIC SCHOOLS THE CITY OF LAKE FOREST
School District No. 67
From the Education Fund -$
From the Operations, Building and Maintenance Fund -
From the Capital Projects Fund -
From the Illinois Municipal Retirement/Social Security Fund -
From the Transportation Fund -
TOTAL AMOUNT APPROPRIATED FOR PUBLIC SCHOOLS
OF THE CITY OF LAKE FOREST (School District No. 67)-$
1st Reading - 6/15/20 CC 28
Summary of the Amounts Appropriated From the Several Funds
Fund Appropriation
General 39,567,365$
Flex 10,780
Park and Public Land 1,024,239
Motor Fuel Tax 1,960,786
Emergency Telephone 303,222
Senior Resources Commission 666,279
Parks and Recreation 10,518,652
Special Recreation 601,867
Cemetery Commission 2,876,140
Public Library 4,874,219
Alcohol Asset Forfeiture 96,800
Affordable Housing 621,500
Capital Improvements 6,354,713
Laurel/Western Redevelopment 654,999
Water and Sewer 9,162,782
Water and Sewer Capital Fund 1,628,393
Deerpath Golf Course 2,310,736
Fleet 2,248,503
Liability Insurance 1,378,066
Self Insurance 6,143,500
Firefighters' Pension 3,501,949
Police Pension 3,696,887
Sub-Total 100,202,376$
The City of Lake Forest School District No. 67
Education -$
Operations, Building and Maintenance -$
Capital Projects -$
Illinois Municipal Retirement/Social Security -$
Transportation -$
Sub-Total -$
GRAND TOTAL 100,202,376$
1st Reading - 6/15/20 CC 29
Section 2: That any sum of money heretofore appropriated and not expended
now in the Treasury of The City of Lake Forest, or that hereafter may come into
the Treasury of The City of Lake Forest, is hereby reappropriated by this
Ordinance.
Section 3: That the funds derived from sources other than the 2019 tax levy
and other revenue pledged for specific purposes may be allotted by the Mayor
and City Council to such appropriations and in such amounts respectively,
as said Corporate Authorities may determine within the limits of said
appropriations, respectively, insofar as doing same does not conflict with
the law.
Section 4: That any unexpended balances of any items of any general appropriation
made by this Ordinance may be expended in making up any deficiency in any other
item in the same general appropriation made by this Ordinance and is hereby
appropriated therefore.
Section 5: That any sum of money received for a specific purpose or category
of expenditure from any source other than real estate taxes (including without
limitation grants and donations) that is not specifically authorized by this
appropriation ordinance shall be authorized for expenditure upon acceptance of such
sum of money by the City, provided that such expenditure is approved in accordance with
applicable City ordinances and procedures.
Section 6: That the sum of money that the Corporate Authorities of the City
(or such subordinate body of the City empowered to authorize the expenditure
of funds) have approved, or will approve, to satisfy a lawful debt of the City,
and for which money is available in the Treasury (or in the specific fund
over which a subordinate body may have authority) at the time of such
approval, is hereby appropriated by this ordinance.
Section 7: That if any item or portion thereof of this Appropriation Ordinance
is for any reason held invalid, such decision shall not affect the validity of the
remaining portion of such item or the remaining portions of this Ordinance.
Section 8: The City Council shall at any time have the power,
to make transfers of sums of money appropriated for one corporate object
or purpose, but no appropriation for any object or purposes shall thereby
be reduced below any amount sufficient to cover all obligations incurred
or to be incurred against such appropriation.
Section 9: At any time during the fiscal year when an expenditure
shall exceed the amounts set forth in this ordinance and there are funds available
in the City's Treasury, the City Council may approve such expenditure
and grant a supplemental appropriation for such purpose contemporaneously.
1st Reading - 6/15/20 CC 30
Section 10: This ordinance shall be in force ten (10) days from and after its
passage, approval and publication.
PASSED THIS ____ day of ________________, 2020
____________________________________________
APPROVED THIS ____ day of ________________, 2020
_____________________________________________
ATTEST:
______________________________________
City Clerk
That this ordinance be published in pamphlet form and be made available to the
public at the City Hall service counter.
1st Reading - 6/15/20 CC 31
The City of Lake Forest
CITY COUNCIL
Proceedings of the Monday, June 1, 2020
City Council Meeting - City Council Chambers
REMOTE ACCESS MEETING
CALL TO ORDER AND ROLL CALL: Honorable Mayor Pandaleon called the meeting to order at 6:30pm, and
the City Clerk Margaret Boyer called the roll of Council members.
Present: Honorable Mayor Pandaleon, Alderman Morris, Alderman Karras, Alderman Rummel, Alderman
Notz, Alderman Preschlack, Alderman Goshgarian, Alderman Buschmann and Alderman Weber.
Absent: none
CALL TO ORDER AND ROLL CALL
PLEDGE OF ALLEGIANCE was recited.
REPORTS OF CITY OFFICERS
COMMENTS BY MAYOR
Mayor Pandaleon made a statement in regards to the current events impacting surrounding communities.
A. Phase 3 Reopening Outdoor Business Activities
- Catherine Czerniak, Director of Community Development
Mayor Pandaleon introduced Community Development Director, Catharine Czerniak to present the pilot
program for outdoor business activities. Ms. Czerniak stated that the health and safety of residents comes
first, to make sure the regulations in place help protect the community while also supporting local
businesses.
City council had discussion on additional trash cans to prevent an increase in littering.
B. 2020 Spring Legislative Session Summary
- Elizabeth Holleb, Finance Director
Finance Director Elizabeth Holleb presented a summary of the 2020 Legislative session and Illinois FY2021
budget and how it may impact the City’s budget. She reported that units of government located in a County
receiving direct allocation of CARES funding would be excluded, and that City must now look to Lake County
for any CARES funding.
COMMENTS BY CITY MANAGER
A. Community Forum COVID 19
- Jason Wicha, City Manager
City Manager Jason Wicha reported that on Tuesday, June 2 at 7 p.m., a virtual community forum providing
an update and next steps when moving forward with COVID-19 will be held. In addition to leaders from Lake
Forest and Lake Bluff, representatives from school districts 65, 67 and 115, Northwestern Medicine Lake
Forest Hospital and Lake Forest College will also be participating in the forum. Information on how to join
the webinar is available on the City’s website.
32
Proceedings of the Monday, June 1, 2020
Regular City Council Meeting
C. Phase 3 Reopening City Buildings
- DeSha Kalmar, HR Director
City Manager Wicha discussed the reopening of City facilities. With the region advancing to Phase Three,
many City facilities are able to reopen to the public. Mr. Wicha introduced DeSha Kalmar, HR Director, who
gave an overview of the necessary steps taken to reach this reopening phase along with procedures that are
to be followed by staff and patrons utilizing the buildings.
The City Council had discussion on reconvening in Council Chambers. City Attorney, Julie Tappendorf stated
that with the current phase only allowing a maximum of 10 people would restrict the amount of staff, and
members of the public being able to attend.
OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
Members of the public can provide public comment by calling into the following number during the
meeting: 847-810-3643
COMMITTEE REPORTS
ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approve the Extension of the Mayor’s Declaration of a Local State of Emergency until the
next City Council Meeting
2. Consideration of a Resolution in Support of Temporary Outdoor Business Activities, Waiver
of Annual Health License Fees and Ratifying Approvals Granted to Date (Approval by
Motion)
3. Approval of the May 18, 2020 City Council Meeting Minutes
4. Approval of the Check Register for the Period of April 25 – May 22
5. Consideration of an Ordinance Amending the City of Lake Forest Liquor Code, to increase the
number of Licenses available in Class C-1 and C-3. (First reading and if appropriate final
approval)
6. Approval of Parks & Recreation Board Recommendation to Enter Into a Contract with U.S.
Tennis Court Construction Co. for the Resurfacing of Four Tennis/Basketball Courts at
Waveland Park
7. Approval and authorization for the City Manager to enter into a Two-Year Professional
Services Agreement with Bureau Veritas of Owings Mills, Maryland, to Provide Facility
Condition Assessments and Maintenance Plans for Various City-Owned Buildings in a Total
Amount not to exceed $83,476.
COUNCIL ACTION: Approval of the seven (7) Omnibus items as presented
Mayor Pandaleon asked members of the Council if they would like to remove any item or take it separately.
Seeing none, he asked for a motion. Alderman Morris made a motion to approve the seven (7) Omnibus
items as presented, seconded by Alderman Rummel. The following voted “Aye”: Alderman Morris, Karras,
33
Proceedings of the Monday, June 1, 2020
Regular City Council Meeting
Rummel, Notz, Preschlack, Goshgarian, Buschmann and Weber. 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
OLD BUSINESS
1. Approval of an Intergovernmental Agreement Between The City of Lake Forest and the Illinois
Department of Transportation for the Rte. 41 & Deerpath Pump Station Project
Public Works Director Michael Thomas presented on the flooding issue at Deerpath and Route 41. Mr.
Thomas gave an overview on the new pumping station and its effects on significant flooding. IDOT has agreed
to conduct the entire construction project, while the City has agreed to maintain the pumping station after
construction is completed.
The City Council had discussion on the cost of the project and what was involved in negotiations with IDOT
identifying its cost and responsibility.
COUNCIL ACTION: Approval of an Intergovernmental Agreement Between The City of Lake Forest and the
Illinois Department of Transportation for the Rte. 41 & Deerpath Pump Station Project
Alderman Preschlack made a motion to approve an Intergovernmental Agreement between the City of Lake
Forest and the Illinois Department of Transportation for the Rte. 41 & Deerpath Pump Station Project,
seconded by Alderman Goshgarian. The following voted “Aye”: Alderman Morris, Karras, Rummel, Notz,
Preschlack, Goshgarian, Buschmann and Weber. The following voted “Nay”: None. 8-Ayes, 0 Nays, motion
carried.
NEW BUSINESS
1. Award of Bid for the Rosemary Road Ravine Project to V3 Construction Group in the Amount
of $509,650 to Include Authorization for a 10% contingency for a Total of $560,615.
Public Works Management Analyst, Jim Lockefeer, summarized the Councils review of the project to date,
and reported the Council’s actions last year to engage in a design agreement with Hey & Associates. The
bids that had been submitted to complete this project were all rejected by the public works department due
to budget overages. Staff met with the design firms to negotiate and understand the overages that were
being proposed. The City was able to create an updated design, which decreased the cost of the project. V3
submitted the lowest bid and received positive reports about this construction group.
COUNCIL ACTION: Award of Bid for the Rosemary Road Ravine Project to V3 Construction Group in the
Amount of $509,650 to Include Authorization for a 10% contingency for a Total of $560,615.
Alderman Rummel made a motion to approve an Award of Bid for the Rosemary Road Ravine Project to V3
Construction Group in the Amount of $509,650 to Include Authorization for a 10% contingency for a Total of
$560,615, seconded by Alderman Morris. The following voted “Aye”: Alderman Morris, Karras, Rummel,
Notz, Preschlack, Goshgarian, Buschmann and Weber. The following voted “Nay”: None. 8-Ayes, 0 Nays,
motion carried.
34
Proceedings of the Monday, June 1, 2020
Regular City Council Meeting
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION/COMMENTS BY COUNCIL MEMBERS
Alderman Rummel stated that the Environmental Sustainability committee would have its first meeting on
June 10 at 6:30 p.m. City Manager Wicha stated that the link to the meeting and call-in information would
be made available on the City website.
ADJOURNMENT
There being no further business Mayor Pandaleon asked for a motion. Alderman Weber made a motion to
adjourn, seconded by Alderman Morris. Motion carried unanimously by voice vote at 7:50 pm.
Respectfully Submitted
Margaret Boyer, City Clerk
A video of the City Council meeting is available for viewing at the Lake Forest Library and on file in the Clerk’s
office at City Hall. You can also view it on the website by visiting www.cityoflakeforest.com. Click on I Want
To, then click on View, then choose Archived Meetings Videos.
35
RESOLUTION OF APPRECIATION
WHEREAS
has served The City of Lake Forest as a member of the
CROYA EXECUTIVE COMMITTEE
NAME
WHEREAS, he/she has devoted much valuable time and personal attention to the work of this
commission and, on behalf of the citizens of Lake Forest, continually met his/her responsibilities
with purpose and dedication; and
WHEREAS, the citizens of Lake Forest recognize and are deeply appreciative of the valuable
time and service she contributed to the preservation and improvement of the quality of life in our
community by serving on this commission;
NOW, THEREFORE, BE IT RESOLVED that the City Council of The City of Lake Forest,
Illinois, hereby expresses the profound gratitude of the citizens of Lake Forest to NAME for the
loyal and faithful public service he/she has given by means of this resolution, which shall be
spread upon the permanent records of the City Council.
Adopted by the City Council of
The City of Lake Forest this
15th day of June, 2020
______________________________
Mayor
36
{00016578 3} 1
THE CITY OF LAKE FOREST
ORDINANCE NO. 20-_____
AN ORDINANCE AMENDING THE LAKE FOREST
CITY CODE RELATING TO PURCHASING
WHEREAS, The City of Lake Forest (the “City”) is a home rule, special charter
municipality existing in accordance with the Illinois Constitution of 1970; and
WHEREAS, the City Council has determined that it is in the best interests of the
City and its residents to update and clarify the provisions related to the authority to
approve other purchases and contracts;
NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND CITY COUNCIL
OF THE CITY OF LAKE FOREST, COUNTY OF LAKE, STATE OF ILLINOIS, as follows:
SECTION ONE: Recitals. The foregoing recitals are incorporated as the findings
of the City Council and are hereby incorporated into and made a part of this Ordinance.
SECTION TWO: Amendment to Chapter 38 of the City Code. Chapter 38
entitled “Purchasing and Payments,” of the City Code is hereby amended as set forth in
Exhibit A to this Ordinance, which Exhibit A is attached to and made a part of this
Ordinance.
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 _________________________, 2020.
AYES:
NAYS:
37
{00016578 3} 2
ABSENT:
ABSTAIN:
Approved this __ day of _________________________, 2020.
_____________________________
Mayor
ATTEST:
_______________________________
City Clerk
38
{00016578 3} 3
EXHIBIT A
§ 38.31 AUTHORITY TO APPROVE PURCHASES.
(A) The City Manager or his or her designee shall have the power to make all
purchases involving a total expenditure of less than $20,000 $25,000. All other purchases
(except as otherwise provided in § 38.37) shall require the approval of the City Council.
(B) No purchase shall be made without an approved budgetary allocation or
appropriation by the City Council in the amount of the purchase.
(C) The City Manager shall endeavor to include vendors located within the city when
making purchases governed by this chapter where practical. The City Manager is
authorized to accept the bid or quote of a vendor located within the city where the quality,
customer service, responsiveness and other aspects of the vendor and its bid or quote
are at least equivalent to the lowest vendor and its bid or quote.
§ 38.32 AUTHORITY TO APPROVE CREDIT PURCHASES.
The City Manager is authorized to review and approve credit cards and credit accounts
for officials and employees of the city to reasonably facilitate the making of purchases in
amounts of less than $20,000 $25,000 pursuant to this chapter. Any purchases made
using such credit shall be within approved budget allocations and appropriations.
§ 38.34 LEASE AND INSTALLMENT CONTRACTS.
All leases and all options or installment purchase contracts must be approved by the
City Manager. If a lease, option or installment purchase contract is in an amount
exceeding $20,000 $25,000, it must also be approved by the City Council.
§ 38.35 EMERGENCIES.
The City Manager may make purchases and enter into contracts on behalf of the city
in the case of accidents or other circumstances creating an emergency where
necessary to protect life, the public health and safety, and public property, by such
process as may be practicable under the circumstances. All emergency procurements
involving expenditures of $20,000 $25,000 or more must be presented to the City
Council for ratification at the next scheduled City Council meeting.
§ 38.37 AUTHORITY TO APPROVE OTHER PURCHASES AND CONTRACTS.
For any purchase or contract not otherwise authorized for approval by the City Manager
pursuant to §§ 38.30 through 38.37, such purchases and contracts shall be approved in
one of the following manners.
(A) Except as provided in division (B) below, for contracts with vendors or other
providers delivering supplies or services on an unspecified but ongoing basis in annual
amounts anticipated to be more than $20,000 $25,000, such contracts or similar
39
{00016578 3} 4
authorizations shall be presented to the City Council for consideration as part of the
review and approval of the city’s annual budget. If such vendor is identified after
approval of the budget, a vendor approval form shall be submitted to the City
Council Finance Committee Chairman for approval.
(B) For contracts relating to insurance-related services from vendors or other
providers delivering services on an unspecified but ongoing basis in annual amounts
anticipated to be more than $20,000 $25,000 but whose costs for services are
established on a calendar year basis, such contracts or similar authorizations shall be
presented to the City Council for consideration prior to the beginning of the calendar
year for which services are to be provided.
(C) For contracts relating to supplies or services of a regular but routine nature for
which savings might be attained through multi-year arrangements in which the
annualized amount of the contract is expected to exceed $20,000 $25,000, such
contracts or similar authorizations shall be competitively bid and presented to the City
Council for consideration and approval as directed by the City Council.
(D) For contracts with vendors or other providers:
(1) Delivering supplies or parts on an as-needed basis in individual amounts under
$20,000 but in annual amounts anticipated to be more than $20,000 shall be reported to
the Finance Committee Chairman for his or her approval; or
(2) D delivering instructional services as part of fee-based recreational programs
such contracts or similar authorizations may be approved by the City Manager;
provided that: (a) the total amount approved for such contracts or other authorizations
by the City Manager do not exceed the amounts set forth in the city’s annual budget;
and (b) the budgeted amount for such contracts or similar authorizations does not
exceed $75,000.
(E) For all other contracts, by presentation to, and approval or ratification by, the City
Council as a specific matter for consideration.
40
DRAFT 6.3.2020
1
AMENDED AND RESTATED INTERGOVERNMENTAL SERVICE AGREEMENT
BETWEEN THE CITY OF LAKE FOREST AND THE
VILLAGE OF LAKE BLUFF
THIS AGREEMENT entered into this _____ day of _________, 2020, by and between the
Village of Lake Bluff, Illinois (hereinafter referred to as “Lake Bluff”) and The City of Lake
Forest, Illinois (hereinafter referred to as "Lake Forest"):
WITNESSETH
WHEREAS, Lake Bluff is a home rule municipal corporation of the State of Illinois as defined
within the Illinois Constitution of 1970; and
WHEREAS, Lake Forest is a special charter, home rule municipal corporation of the State of
Illinois as defined within the Illinois Constitution of 1970; and
WHEREAS, the two communities have shared a long history of collaboration and cooperation
which has provided a higher quality of life for residents in both communities; and
WHEREAS, the parties hereto have heretofore entered into Agreements whereby Lake Forest
has furnished Lake Bluff with the following Municipal Services, to-wit:
• Ambulance Services
• Fire Dispatch Services
• Building Inspections and Plan Review Services
• CROYA Services
• Public Access Television Services; and
• Senior Center Services
WHEREAS, the most recent agreement between the parties was dated May 23, 2011 (“2011
IGA”); and
WHEREAS, since the 2011 IGA was approved, the parties have terminated fire dispatch
services; and
WHEREAS, in addition, subsequent to the approval of the 2011 IGA, the parties have been in
discussions about service charges for ambulance services provided from 2011 to-date, and have
negotiated (1) a resolution to a dispute between the parties regarding charges incurred from the
effective date of the 2011 IGA through April 30, 2020, and (2) modifications to the service
charge formula for ambulance services that would apply to ambulance services provided by Lake
Forest to Lake Bluff starting May 1, 2020; and
WHEREAS, the parties have determined that it is in the best interests of the parties to amend
and restate the 2011 IGA to resolve the billing dispute, incorporate the agreed-upon changes to
the ambulance service charge formula, and eliminate the previously terminated fire dispatch
services, all as set forth in this amended and restated agreement.
41
DRAFT 6.3.2020
2
NOW, THEREFORE, it is the intention of each of the parties, and each of the parties’
covenant, and hereby agreed to by and between Lake Forest, acting through its duly elected City
Council and Lake Bluff, acting through its duly elected Board of Trustees, that commencing May
1, 2020, The City of Lake Forest, Illinois shall provide and furnish to the Village of Lake Bluff,
Illinois the following municipal services as set forth herein.
TERM
The services provided herein shall be for a period of five (5) years, commencing on the first day
of May, 2020, and ending on the 30th day of April, 2025. Unless terminated or modified as
provided for herein, the services provided herein shall automatically be renewed on an annual
basis in accordance with the prescribed service charge.
SERVICES PROVIDED
Each service shall be considered a separate service, apart from the others that may be continued,
terminated or modified by the parties in whole or in part, as set forth herein.
A. Building Inspections and Plan Review Services
1) SCOPE OF SERVICE
Lake Forest shall furnish personnel to review plans and inspect the construction,
repair, restoration, demolition or other activities requiring a building permit from
Lake Bluff. Such services shall be based upon Lake Bluff Building Code.
Services shall be furnished in a prompt and timely manner generally consistent
with the Lake Forest target turnaround times for regular and fast track permits.
The Village Administrator of Lake Bluff and The City Manager of Lake Forest
shall meet annually in the first quarter of the calendar year to determine the scope
of service to be provided by Lake Forest to Lake Bluff in accordance with this
agreement. Lake Forest reserves the right to require Lake Bluff to contract out
the services set forth herein if the scope of one or more projects would
compromise the ability of Lake Forest to perform said services without engaging
additional personnel.
2) SERVICE CHARGE FORMULA
Lake Bluff shall pay Lake Forest fifteen, percent (15%) of the annual building
permit fees collected by Lake Bluff for normal inspectional services provided by
Lake Forest, not less than $30,000 or more than $90,000 in any one year unless
otherwise approved by both parties. "Normal" inspectional services shall consist
of no more than two times the required number of inspections specified on the
building permit. Any additional inspections, beyond two times the required
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DRAFT 6.3.2020
3
number of inspections, including, but not limited to, inspections requested by the
property owner or contractor due to phasing of a project, requests for on-site
consultations, a determination during a required inspection that the work
inspected was not completed or was not completed in accordance with the
applicable Codes, shall be assessed an "additional inspection" fee. A reinspection
fee will be charged regardless of the total number of inspections in all cases where
upon arrival at the site, the inspector was unable to access the work to be
inspected or an appropriate representative of the project is not on site. Additional
inspection fees and reinspection fees, shall be assessed as follows.
Additional inspections -- $50.00 per inspection
Re-inspections -- $175.00
An annual escalator of no more than the rate of inflation in the national Consumer
Price Index (CPI) or 5%, whichever is less, will be applied towards both the
$90,000 cap and the $30,000 minimum charge each year, effective May 1 2011
and each May 1 thereafter this agreement is in effect.
For each plan review conducted under this agreement, Lake Bluff shall pay Lake
Forest a Plan Review Fee
The City of Lake Forest's Plan Review Fees are subject to change, and as of May 1,
2011, they are as follows:
Plan Review Fee
New Commercial $500.00 plus $45.00 per $1,000 sq. ft.
Remodeling up to
$12,000)
$55.00
Remodeling ($12,001-
$48,000)
$ $82.00
Remodeling ($48,001-
$120,000
$ $138.00
Remodeling (Over
$120,000)
$230.00
Single Family Dwelling $ $400.00
Duplex/two family
dwelling
$230.00 per unit
For all the above: Plus $55 per hour fee for
reviews requiring more than 4 hours. Multi-Family Dwelling $ $572.00 plus $50 per 1,000 sq. ft.
B. CROYA Services
1) SCOPE OF SERVICE
43
DRAFT 6.3.2020
4
Lake Forest shall run the Committee Representing Our Young Adults (CROYA)
youth activities program for the benefit of the youth of Lake Forest and Lake
Bluff. Lake Forest shall have the full authority and responsibility for the planning
and implementation of such program for the youth of Lake Forest and Lake Bluff.
Lake Bluff youth shall be allowed full participation in such programs. One Lake
Bluff resident appointed by the Lake Bluff Village President shall serve on the
CROYA Board, established to help promote youth programming in Lake Forest
and Lake Bluff.
2) SERVICE CHARGE FORMULA
The annual CROYA operating budget including benefits and overhead less
contributions and donations toward said operating costs by local school districts,
or other social service agencies, times the percent of Lake Bluff student residents,
to the total student enrollment at School District #115. This percentage shall be
set as of the date of this agreement and continue for the term unless otherwise
modified as set forth herein.
For the fiscal year beginning May 1, 2011 (FY12), the amount of $62,500 will be
the total amount paid by Lake Bluff to Lake Forest. This shall be the maximum
payment to Lake Forest.
C. Public Access Television Services
1) SCOPE OF SERVICE
Lake Forest no longer provides public access television services to Lake Bluff as
such services are now provided to each municipality through separate agreement
between the vendor and each individual municipality. However, Lake Forest
agrees to provide Lake Bluff with reasonable access to relay the broadcast signal
for its public access channel through Lake Forest City Hall.
2) SERVICE CHARGE FORMULA
There is no charge for this service as service is now provided through separate
agreement between the vendor and each individual municipality.
D. Senior Center Services
1) SCOPE OF SERVICE
Lake Forest shall have the full authority and responsibility for the planning and
implementation of such programs for the Senior Center, and Lake Bluff residents
shall be allowed full participation in such programs. Three Lake Bluff residents
appointed by the Lake Bluff Village President shall serve on the Senior Resources
Commission, established to help promote senior citizen programming in Lake
Forest and Lake Bluff.
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DRAFT 6.3.2020
5
2) SERVICE CHARGE FORMULA
The annual Senior Center total personnel costs, including benefits and overhead
plus any other agreed upon charges or expenses, times the percentage of Lake
Bluff resident members, to the total membership of the Senior Center.
E. Ambulance Services
1) SCOPE OF SERVICE
Lake Forest shall furnish ambulance services to Lake Bluff, excluding the
Sanctuary area, plus Arden Shore North Fire Protection District, Arden Shore
South Fire Protection District, and Shore Acres Golf Club on the same basis as
it is provided to the residents of Lake Forest. Lake Forest shall furnish all
equipment and at least one emergency medical technician and one paramedic
personnel. Lake Bluff shall provide a minimum of one Emergency Medical
Technician to meet any applicable rule or regulation. If Lake Bluff cannot
provide the necessary additional personnel for any Advance Life Support (ALS)
or Basic Life Support (BLS) ambulance call, Lake Forest shall increase the cost
of that call by two times the net cost per call set forth below.
2) SERVICE CHARGE FORMULA
A. Charges Effective Until April 30, 2020.
1. Formula. The annual Fire Department budget plus City overhead and
vehicle replacement cost divided by the total calls responded to by the
Lake Forest Fire Department in the previous fiscal year shall equal the
fully loaded cost per call. Ambulance fees collected, less third party
collection fees, based on the current resident rate and the prior fiscal
year call type average shall be subtracted from the fully loaded cost
per call to determine the net cost per call. Under no circumstances
shall the fully loaded cost of a call be more than $1,865 per call,
effective May 1, 2011 through April 30, 2020.
2. Resolution of Disputed Charges. The parties agree to resolve the
payment dispute for ambulance service charges as follows:
a. Lake Bluff will submit payment to Lake Forest no later than June
30, 2020, in the amount of $167,079 to resolve outstanding
ambulance service charges for fiscal years 2016 and 2017.
b. Lake Bluff will submit payment to Lake Forest no later than April
30, 2021, in the amount of $158,360 to resolve outstanding
ambulance service charges for fiscal years 2018 and 2019.
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DRAFT 6.3.2020
6
c. Lake Bluff will submit payment to Lake Forest no later than April
30, 2022, in the amount of $175,503 for ambulance service charges
for fiscal year 2020. Reconciliation of fiscal year 2020 ambulance
services will occur no later than November 30, 2020, in accordance
with the “Financial Reports” section of this Agreement, and any
resulting credit or debit will be applied to the fiscal year 2021
service charges.
These charges are in addition to any ambulance service charges that have
already been invoiced and paid, as well as any ambulance service charges
that will be invoiced for ambulance service charges incurred under the
new formula effective May 1, 2020.
B. Charges Effective Commencing May 1, 2020.
The annual Fire Department budget plus City overhead and vehicle
replacement cost divided by the total calls responded to by the Lake Forest
Fire Department in the previous fiscal year shall equal the budgeted fully
loaded cost per call. Ambulance fees collected, less third party collection
fees, based on the current Lake Bluff resident rate and the prior fiscal year
call type average shall be subtracted from the fully loaded cost per call to
determine the budgeted net cost per call.
The fully loaded cost per call shall be capped as follows:
The fully loaded cost per call cap shall be $2,396 as of May 1, 2020, and
adjusted annually by 4%. In any applicable fiscal year, the fully loaded
cost per call to be billed to Lake Bluff shall be the lesser of: a) the fully
loaded cost per call cap applicable for that year, or b) the fully loaded cost
per call calculated at year end based on actual Fire Department expenses
and total calls responded to by the Lake Forest Fire Department.
Lake Forest will bill Lake Bluff on a quarterly basis, based on the budgeted fully
loaded cost per call and the budgeted net cost per call, applied to the actual Lake
Bluff calls for the quarter, at the following rates:
1. Transports -- billed at budgeted net cost per call
2. Non-Transports -- billed at 43% of budgeted fully loaded cost per call
3. Lift Assists -- billed at 33% of budgeted fully loaded cost per call
4. Cancelled Calls -- billed at 12.5% of budgeted fully loaded cost per call
5. No Lake Bluff EMT -- billed at two times the budgeted net cost per call
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7
At year-end, the quarterly billings will be adjusted to reflect actual Fire
Department expenses, actual calls and actual ambulance fees collected to
determine whether an additional billing or a refund is due pursuant to the
“Financial Reports” section of the IGA.
F. Overhead Charge
For each service charge set forth above, the overhead charge shall be 7.0% of salary and
wages.
PAYMENT
As for payment for such services, the Village of Lake Bluff agrees to pay The City of Lake
Forest within 45 days, upon receipt of quarterly invoice.
FINANCIAL REPORTS
Lake Forest shall submit to Lake Bluff by March 1 a report of the proposed operational expenses
for the next fiscal year for the subject service area.
Lake Forest shall prepare a reconciliation report by no later than November 30 whether or not
Lake Bluff owes, or is due, additional monies to or from Lake Forest based upon the final
expense reports for the fiscal year. Any credit or debit will be applied to the next quarter's
billing.
AMENDMENTS
Lake Forest and Lake Bluff agree, acknowledge and understand that this Service Agreement may
not be modified, changed, altered, amended, added to or terminated unless in writing duly signed
by an agent of each municipality, pursuant to a resolution or ordinance lawfully adopted by each
municipality's corporate authority.
RECONVENING THE SERVICE AGREEMENT COMMITTEE
At the request of either Lake Forest or Lake Bluff, two representatives of each municipality shall
be appointed by their respective governing body to represent their community on the Lake Forest
and Lake Bluff Service Agreement Committee. The members shall be prepared to meet within
sixty (60) days or such lesser time as is agreed upon, following written notice by either
community. The place of meeting shall be by agreement of the representatives, or a majority
thereof.
TERMINATION-RENEWAL
This Agreement shall continue in full force and effect by and between the parties hereto unless
one or both parties terminate one or more of the services contracted for herein with one (1) year
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written notice unless otherwise agreed to by both parties. Such termination shall affect only the
service(s) designated.
All previous Intergovernmental Service Agreements between Lake Forest and Lake Bluff shall
be null and void from the date of execution of this Agreement.
SIGNATURES
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year
first noted above.
THE CITY OF LAKE FOREST
By: __________________________________________ Date: _______________________
George Pandaleon
Mayor
The City of Lake Forest, IL
VILLAGE OF LAKE BLUFF
By: __________________________________________ Date: _______________________
Kathleen O'Hara
Village President
Village of Lake Bluff, IL
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