CITY COUNCIL 2020/09/21 Minutes (2)Monday, September 21 City Council Workshop
**NOTE LOCATION CHANGE**
THE CITY OF LAKE FOREST
CITY COUNCIL WORKSHOP AGENDA
Monday, September 21, 2020 at 6:30 pm
**220 E. Deerpath**
Lake Forest, IL 60045
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
1. Overview of City’s Capital Budget Process
2. Capital Improvement Plan (CIP) Scoring Methodology
– Elizabeth Holleb, Finance Director
Additional Presentation Information on pages 2 and 4
3. Recommended Revisions to Capital Budgeting Process
– Elizabeth Holleb, Finance Director
Additional Presentation Information on pages 2 and 5
4. Incorporation of Sustainability in the City’s Capital Budget Process
– Elizabeth Holleb, Finance Director
5. COVID 19 and Potential Additional Stimulus to Support City’s Business Community
– Jason Wicha, City Manager
6. Opportunity for Public Comment
7. Adjournment
Office of the City Manager September 16, 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.
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City of Lake Forest
City Council Workshop
September 21, 2020
Agenda Item “Write Ups”
Overview of City’s Capital Budget Process
Presented by Elizabeth Holleb, Finance Director
Director Holleb will provide a brief presentation summarizing the City’s capital budget process. Topics
to be covered include fund accounting, capital budget funding sources, Capital Improvements Fund
targets, staff development of the capital budget and analysis of needs.
Capital Improvement Plan (CIP) Scoring Methodology
Presented by Elizabeth Holleb, Finance Director
Director Holleb will summarize changes made to the CIP scoresheet this year to improve the process for
prioritizing capital needs of the organization. Based on meetings and input from staff across all
operating departments, City Manager Wicha approved the scoresheet changes. Attached on page 4 is a
comparison of the previous scoresheet and the revised scoresheet to be used this year. City staff utilize
the scoresheet to determine the initial priority designation for entry in Plan It.
Recommended Revisions to Capital Budgeting Process
Presented by Elizabeth Holleb, Finance Director
In addition to the CIP scoresheet changes, Director Holleb will summarize four additional
recommendations to improve and streamline the City’s capital budget process:
1) Move maintenance and routine capital replacement to operating budgets
2) Move Police, Fire and Recreation equipment replacement to operating budgets
3) Eliminate the CIP Scoresheet requirement for recurring capital projects (designated * in Plan It)
4) Establish criteria for designating a capital project as Priority 5 (outside funding required)
Attached on page 5 is the FY21-25 approved CIP with recommendation #1 items designated in yellow
and recommendation #2 items designated in green. All of these would be moved to operating budgets.
Incorporation of Sustainability in the City’s Capital Budget Process
Presented by Elizabeth Holleb, Finance Director
City staff have discussed how sustainability might be incorporated into the City’s capital budget process
with the recent creation of an Environmental Sustainability Committee (ESC). It is anticipated that the
ESC will make recommendations for stand-alone sustainability initiatives, as well as sustainability
elements within other CIP projects (ie. Capital equipment, parking lots, stormwater or ravine projects).
For the FY22 Budget, it is recommended that the CIP include a “target” for sustainability initiatives for
which the ESC could make specific recommendations as part of the November budget workshop.
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Anticipating that this concept will be discussed at the ESC’s September 17 meeting, the ESC Chair will be
available to provide a brief verbal summary of the ESC’s discussion.
COVID 19 and Potential Additional Stimulus to Support City’s Business Community
Presented by Jason Wicha, City Manager
Participation in the City’s “Local Business Grant Program” has been surprisingly low, with only 16
applications to date. City staff continue to work with the Chamber to promote the grant program and
the City will send out a targeted mailing in the coming days to ensure that businesses are aware of the
grant program and how to apply.
With the fall and winter approaching, Lake Forest businesses will face a new challenge with weather
hampering their ability to conduct operations outdoors. City staff will continue discussions with the
business community to identify creative and flexible solutions, as has been done throughout the
summer. The City Council is asked to consider whether funding set aside for the Local Business Grant
Program could also be used for a cost share program to assist with purchases made to allow businesses
to remain viable during the fall and winter seasons. Additionally the City Council is asked to consider
waiving liquor licensing fees for the current fiscal year. If the City Council voices support for a second
COVID 19 stimulus program in concept, staff will get to work on details and bring the proposed program
to City Council for consideration on October 5.
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CITY OF LAKE FOREST Updated As Of:9/21/20
CAPITAL IMPROVEMENT PROJECT EVALUATION SCORING SHEET
PROJECT NAME:
PROJECT #:
Rank Criteria Score
EUL exceeded by more than 5
years or no maintenance
available
15 EUL exceeded by more than 5
years or no maintenance available 25
EUL exceeded by more than 1
year 10 EUL exceeded by more than 1
year 15
At estimated useful life 5 At estimated useful life 5
Yes 20 Yes 15
No 0 No 0
Long range planning initiative
AND internal/external
Board/Comm recommendation
10
Long range planning initiative 5
Neither 0
50-100 % Grant Funding 15 50-100 % Grant Funding 10
< 50 % Grant Funding or
Supports revenue stream 10 < 50 % Grant Funding or
Supports revenue stream 5
No Outside Funds 0 No Outside Funds 0
Yes 5 Provides all three 15
Provides two of three 10
Provides one of three 5
No Impact 0 No 0
Savings 20% or greater than
capital expenditure.20 ROI is <= 5.0 20
Savings >10% and <20% of
capital expenditure.10 ROI is >5.0 but <=10.0 10
Savings less than 10% of
capital expenditure.5 ROI is > 10.0 5
No 0 No ROI 0
Yes 10 Yes 5
No 0 No 0
Yes 5 Yes 5
No 0 No 0
Yes 5 Yes 5
No 0 No 0
Yes 5 n/a
No 0
* Bonus Points TOTAL SCORE 100 110 0
Provide the projected annual operating budget impact (enter a negative if savings projected)REQUIRED FIELD
Describe the cost/benefit of rehabilitation/upgrade vs. replacement, including anticipated extension in EUL:
OCM Adjusted Score:
* Comments required for any category that has points allocated.
Weighted Score Range CURRENT Weighted Score Range REVISED
PRIORITY STATUS
1
2
3
SCORE
>= 50
25-49
<25
1
Has existing asset exceeded its estimated
useful life (EUL) or is maintenance no longer
available?
-Is item a recurring/annual CIP expenditure?
(PlanIt project name is denoted with "*")
8 Intergovernmental/shared services
opportunity?
Comments (if applicable)*
Does project provide 1) aesthetic, 2)
environmental, or 3) social impacts
improving the quality of life?
9 Supports internal operations
6
Does project provide efficiencies or
improvements in service delivery and/or
yield savings in operating budget (ie. avoid
or reduce maintenance costs)? Divide
capital expenditure by annual financial
benefit of project = ROI (Contact Finance to
calculate)
7
Does project support City's Strategic Plan
Initiatives or promote City's four
cornerstones?
5
4*
Is outside/grant funding secured to finance
or does project support an existing revenue
stream? Grant must be awarded or funds
committed to award points.
2 Does project increase public health and
safety of residents and City staff?
3
Is the project identified in a long range
planning document and to what extent has
project been identified as a need by an
internal or external Board or Committee?
DRAFT 9/21/20 CC Workshop
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FY21-25 Capital Improvement Program
City of Lake Forest, Illinois
PROJECTS BY FUNDING SOURCE
FY '21 FY '25thru
TotalSourceProject #Priority FY '21 FY '22 FY '23 FY '24 FY '25
Capital Fund
CM-CC-02-19 65,00065,000City Website Redesign 1
FIN-AD-01-21 22,00022,000MS COPIERS 1
FIN-IT-01-11 211,00029,000 0 145,000 37,000 0Virtual Server, Data Backup, and DR Environment 1
FIN-IT-01-20 60,00020,000 40,000EDMS Upgrade/Replacement 1
FIN-IT-01-21 142,500110,000 5,000 16,500 6,500 4,500Network Switch,Wi-Fi, & Firewall Replacement 1
FIN-IT-02-21 76,90025,900 40,000 11,000Three Year Data Security Roadmap 1
FIN-IT-03-12 540,75082,450 136,300 88,050 140,160 93,790* IT Annual Hardware Expense 1
Fire-01-18 40,00020,000 20,000Ambulance Cots 1
Fire-01-21 20,00020,000Gear Racks (Both Stations)1
Fire-02-20 140,00035,000 35,000 35,000 35,000Cardiac Monitors 1
Fire-02-21 11,50011,500Station 2 Copier 1
Fire-04-18 88,00016,000 16,000 16,000 20,000 20,000Turnout Gear 1
Fire-04-19 12,50012,500Autopulse1
Fire-04-21 25,00025,000ATV1
Fire-05-21 24,00024,000Base Station Radio Equipment 1
Fire-06-21 290,000290,000Ambulance 4241 Replacement 1
Fire-13-21 14,00014,000Scheduling/OT Software 1
PK-FOR-01-09 480,00080,000 100,000 100,000 100,000 100,000* Tree Replacement Program 1
PK-PRK-03-16 200,000200,000South Park NE Entrance Drive/Playground Lot 1
PK-REC-01-17 50,00050,000Recreation Gymnasium Bleachers 1
PK-REC-01-23 40,00040,000Recreation PA & Lockdown System 1
PK-REC-01-24 50,00050,000Football Equipment Replacement 1
PK-REC-01-25 30,00030,000Stirling Hall Security Upgrades 1
PK-REC-06-12 35,00035,000Cardio Equipment/ Vision Monitors 1
PK-REC-06-17 35,00035,000Fitness Cardio Equipment 1
PK-REC-06-25 30,00030,000Cardio Equipment Replacement 1
Police-1-20 60,00060,000Firing Range Rehab 1
Police-2-21 25,00025,000East Depot Camera System 1
Police-3-21 20,00020,000West Depot camera System 1
PW-BLD-01-17 163,50039,000 37,000 29,000 21,000 37,500* ELAWA Capital Maintenance 1
PW-BLD-02-11 198,500198,500Public Safety Fire Garage Roof Replacement 1
PW-BLD-02-14 101,50042,000 19,000 13,500 13,500 13,500* Gorton Capital Maintenance 1
PW-BLD-02-19 167,000167,000CNW Paver Restoration 1
PW-BLD-03-17 174,000174,000Senior Center HVAC Replacements / Upgrades 1
PW-BLD-03-19 241,000241,000TTD Paver Restoration 1
PW-BLD-04-19 30,50030,500Municipal Services Garage Air/Gas Sensors 1
PW-BLD-04-20 117,000117,000PSB Fire Bays Epoxy Floor Resurfacing 1
PW-BLD-05-19 30,00030,000TTD Pillar Limestone Replacement 1
PW-BLD-06-19 80,00080,000PSB Apparatus Bays LED & Ceiling Replacement 1
PW-BLD-08-18 30,00030,000PSB Chiller Pumps 1
PW-BLD-09-20 25,00025,000Rec Center HVAC Replacement, 2 RTU's 1
PW-BLD-10-20 45,00045,000Rec Center HVAC Replacement, 3RTU's 1
PW-BLD-18-20 27,00027,000TTD Bathroom Electric Heater Replacements 1
PW-BLD-21-22 150,00075,000 75,000Property Condition Assessments 1
Page 1FY21 Budget
5
TotalSourceProject #Priority FY '21 FY '22 FY '23 FY '24 FY '25
PW-BLD-25-07 160,000160,000Dickinson Hall Exterior Tuck Pointing 1
PW-BLD-29-20 13,00013,000Northcroft Park Pavilion Floor Resurfacing 1
PW-BLD-30-20 11,00011,000Townline Park Pavilion Masonry Repairs 1
PW-BLD-38-20 95,00095,000MSF Resurface Fleet Epoxy Floor 1
PW-BLD-39-20 40,00040,000MSF Sanitation and Washbay Epoxy Floor Repairs 1
PW-CEQ-01-09 2,500,000500,000 500,000 500,000 500,000 500,000* Capital Equipment - General 1
PW-RAV-01-07 1,302,000350,000 350,000 263,500 338,500* Storm: Bluff, Ravine, & Ditch Improvements 1
PW-RAV-01-21 70,00070,000Rockefeller Road Storm Sewer Ravine Design 1
PW-RAV-07-20 700,000700,000Rosemary Ravine Headwall Failure 1
PW-RAV-08-20 50,00025,000 25,000NBAR & SBAR Ravine & Bluff Planting 1
PW-RD-03-09 318,00058,000 66,000 62,000 65,000 67,000* Bridge Maintenance and Miscellaneous Repairs 1
PW-RDB-01-09 3,400,0001,000,000 1,000,000 1,400,000* Annual Pavement Resurfacing Program (PRIMARY)1
PW-RDB-01-12 10,00010,000* Street Lights Upgrade to LED/Induction 1
PW-RDB-01-21 200,000200,000Bridge Inspections & Analyses 1
PW-RDB-01-22 78,00018,500 22,000 19,000 18,500*Annual LED Relamping Program 1
PW-RDB-01-23 382,500382,500Pedestrian Bridge Replacement - Illinois 1
PW-RDB-02-09 478,00094,000 96,000 95,000 96,500 96,500* Longline Striping 1
PW-RDB-02-19 360,00090,000 90,000 90,000 90,000Gas Light LED Conversions 1
PW-RDB-02-23 370,000370,000Pedestrian Bridge Replacement - Woodland 1
PW-RDB-03-09 400,00090,000 75,000 75,000 80,000 80,000* Annual Concrete Sidewalks/Curbs/Repairs 1
PW-RDB-04-10 42,5008,000 8,000 8,000 9,000 9,500* Sign Replacement Program 1
PW-RDB-04-18 170,00040,000 30,000 30,000 35,000 35,000* Annual Pavement Crack Sealing 1
PW-RDB-04-22 180,000180,000Off-Street Parking: Quarta Lot Resurfacing 1
PW-RDB-06-14 650,000215,000 138,000 112,000 185,000* Annual Pavement Patching Program (Potholes)1
PW-RDB-07-21 100,000100,000Concrete Install - Compost Ctr/MS Eq Staging Areas 1
PW-RDB-08-09 360,0000120,000 120,000 120,000* Concrete Streets Repair Project 1
PW-RDB-09-09 80,00080,000Pavement Management Program 1
PW-RDB-17-18 50,00050,000Route 60 Bike Path Design 1
PW-RDB-29-09 110,000110,000Off-Street: North Shore Parking Lot Resurfacing 1
PW-STM-01-21 275,00075,000 50,000 50,000 50,000 50,000*Storm: Non-Ravine Culvert & Ditch Improvements 1
PW-STM-01-24 2,175,000175,000 2,000,000Storm Sewer Upgrade - Ahwahnee Rd 1
PW-STM-05-15 4,370,00070,000 4,300,000Storm Sewer Upgrade - Burr Oak 1
PW-STM-06-09 1,030,000160,000 250,000 250,000 120,000 250,000* Annual Storm Sewer Lining Program 1
PW-STM-11-20 60,00060,000FP Bluff: Pre-Design Mod Risk Areas & Monitoring 1
PW-STM-19-01 30,00030,000Conway Farms Drainage Improvement 1
25,038,1504,119,350 8,486,300 4,240,550 4,358,660 3,833,290Capital Fund Total
Cemetery Fund
PK-CEM-05-07 400,000200,000 200,000Ravine Restoration 1
PK-CEM-05-12 260,00060,000 50,000 50,000 50,000 50,000* Landscape & Hardscape Improvements 1
PK-CEM-05-18 1,600,0001,600,000Memorial Garden Phase 2 with Spire 1
PW-CEQ-04-09 140,00070,000 70,000* Capital Equipment - Cemetery 1
2,400,0001,930,000 320,000 50,000 50,000 50,000Cemetery Fund Total
Contribution/Donation
PK-REC-01-26 50,00050,000Recreation Campus Feasibility Study 1
50,00050,000Contribution/Donation Total
EmergencyTelephone Fund
Fire-05-19 169,42042,355 42,355 42,355 42,355Portable Radios 1
Page 2FY21 Budget
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TotalSourceProject #Priority FY '21 FY '22 FY '23 FY '24 FY '25
169,42042,355 42,355 42,355 42,355EmergencyTelephone Fund Total
Golf Course Fund
PW-CEQ-03-09 200,00050,000 50,000 50,000 50,000* Capital Equipment - Golf 1
200,00050,000 50,000 50,000 50,000Golf Course Fund Total
Grant-Contribution-Capital Fund
PW-SAN-03-20 95,00067,000 28,000Recycling Education Campaign 1
95,00067,000 28,000Grant-Contribution-Capital Fund Total
Motor Fuel Tax Fund
PW-RDB-01-09 3,050,0001,550,000 1,500,000* Annual Pavement Resurfacing Program (PRIMARY)1
PW-RDB-06-14 200,000200,000* Annual Pavement Patching Program (Potholes)1
3,250,0001,750,000 1,500,000Motor Fuel Tax Fund Total
Park & Public Land Fund
PK-DGC-02-21 90,00090,000Deerpath Golf Course Hole 5 Bridge Replacement 1
PK-DGC-03-21 50,00050,000Deerpath Golf Course Drainage Improvements 1
PK-PRK-01-18 30,00030,000Waveland Park Tennis Surface Maintenance 1
PK-PRK-01-19 15,00015,000Northcroft Park Tennis Surface Maintenance 1
PK-PRK-02-19 65,00065,000Deerpath Park Tennis Surface Maintenance 1
PK-PRK-02-21 250,000250,000Forest Park: Playground Equipment Replacement 1
PK-PRK-03-21 250,000250,000Elawa Park: Playground Equipment Replacement 1
PK-PRK-04-20 300,000300,000Forest Park Trail Addition/Boardwalk 1
PK-PRK-04-21 75,00075,000Waveland Park Bridge Replacement 1
PK-PRK-05-21 75,00075,000West Park Hockey Rink Replacement 1
PK-REC-01-26 50,00050,000Recreation Campus Feasibility Study 1
PK-Rec-05-18 100,000100,000Open Lands Park Redesign 1
1,350,000380,000 315,000 390,000 265,000Park & Public Land Fund Total
Park and Recreation Fund
PW-CEQ-05-09 815,000155,000 210,000 150,000 150,000 150,000* Capital Equipment - Parks & Recreation 1
815,000155,000 210,000 150,000 150,000 150,000Park and Recreation Fund Total
Special Recreation Fund
PW-BLD-01-14 315,00035,000 70,000 70,000 70,000 70,000* Multiple Buildings: ADA Compliance 1
315,00035,000 70,000 70,000 70,000 70,000Special Recreation Fund Total
Water and Sewer Fund
COMDEV-01-13 75,00015,000 15,000 15,000 15,000 15,000* Overhead Sewer Cost Share Program 1
PW-CEQ-02-09 460,000120,000 112,000 90,000 90,000 48,000* Capital Equipment - Water 1
PW-SAN-01-20 525,000100,000 100,000 100,000 100,000 125,000* Smoke Testing Program 1
PW-SAN-02-20 2,045,000800,000 500,000 100,000 500,000 145,000* Manhole Lining and I&I Repairs 1
PW-SAN-05-09 478,000100,000 115,000 263,000* Annual Sanitary Sewer Lining Program 1
PW-WAT-01-19 30,00030,000Water Meter Replacement Study 1
Page 3FY21 Budget
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TotalSourceProject #Priority FY '21 FY '22 FY '23 FY '24 FY '25
PW-WAT-06-13 1,070,000115,000 955,000Water: Valley Rd (Old Elm - North)1
PW-WAT-07-13 1,090,000115,000 975,000Water: Buena Rd (North-Old Elm)1
PW-WP-01-21 30,00030,000Watermain Replacement Prioritization Plan 1
PW-WP-01-22 30,00030,000Water Distribution Study & Analysis 1
PW-WP-02-21 174,00036,000 33,000 34,000 35,000 36,000* Membrane Tech Support 1
PW-WP-05-21 31,00031,000Operator Interface Control Replacement 1
PW-WP-06-21 60,00060,000Retaining Wall Evaluation and Repair 1
PW-WP-08-21 40,00040,000Water Plant Roof Repair 1
PW-WP-11-21 15,00015,000Surge Suppression Air Compressor Replacement 1
PW-WP-13-21 240,000240,000Pump VFD Upgrade 1
PW-WP-14-21 189,00059,000 53,000 45,000 32,000Finished and Raw Water Pump Performance Rebuilds 1
PW-WP-15-21 45,00045,000AWIA Security Improvements 1
PW-WP-16-21 136,00030,000 25,000 31,000 25,000 25,000Remote Station PLC Upgrades 1
PW-WP-18-21 127,00025,000 102,000Spruce Lift Station Pump Overhaul 1
PW-WP-21-14 185,000185,000Clean 42" and 24" intake lines 1
7,075,0001,415,000 1,415,000 1,415,000 1,415,000 1,415,000Water and Sewer Fund Total
40,757,5709,993,705 10,936,655 6,407,905 7,901,015 5,518,290GRAND TOTAL
Page 4FY21 Budget
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