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FINANCE COMMITTEE 2012/04/16 Minutes I. Call to Order and Roll Call Chairman Pandaleon called the meeting to order at 6:35 p.m. Present: Mayor Cowhey, Aldermen Pandaleon, Novit, Waldeck, Moore, Schoenheider, Palmer and Adelman. Absent: Alderman Morsch. Quorum present. There were approximately 10 present in the audience. Staff present: Robert Kiely, Jr., City Manager; Diane Hall, Assistant Finance Director; Michael Thomas, Director of Public Works; Ramesh Kanapareddy, City Surveyor and Engineer; Dan Martin, Superintendent of Public Works and Carina Walters, Assistant City Manager II. Consideration of Minutes from the Finance Committee Meeting Held on March 19, 2012 Alderman Palmer made a motion to approve the minutes from the Finance Committee meeting held on March 19, 2012. The motion was seconded by Alderman Novit. The motion carried unanimously by voice vote III. Water Rate Ordinance Ms. Diane Hall, Assistant Finance Director stated as discussed at the April 2nd City Council meeting, as well as at the March 19, 2012 budget meeting it was recommended to increase the water rate by 1.5%. The Committee discussed the outside sale of water to Del Mar Woods. Alderman Palmer moved, seconded by Alderman Moore, to approve the fee schedule. The motion carried unanimously by voice vote. IV. City Property Disposal Code Amendment Mr. Robert Kiely, City Manager stated that after review of current policies the City code in reference to City property disposal required modification. He stated that the changes would bring the City in line with state laws. The Committee discussed the controls in place to ensure that assets are disposed of properly without advantage to City staff. Mr. Kiely stated that multiple venues are utilized to publish the sale of assets. Following discussion, Alderman Palmer moved, and seconded by Alderman Moore, to approve the code amendment. The motion carried unanimously by voice vote. V. Landfill Disposal Fees Mr. Michael Thomas, Director of Public Works stated that staff is recommending that the City utilize Veolia Environmental for the disposal of City refuse. He stated that pricing was received from the two Lake County landfills. He stated that Veolia Environmental provided the lowest pricing and would save the City approximately $50,000 per year. The Committee discussed the notification to residents for the new recycling carts to be delivered in September 2012. He stated that residents will be given an option for smaller recycling carts. Following discussion, Alderman Palmer moved, and seconded by Alderman Novit, to approve the City to utilized Veolia Environmental for solid waste disposal during FY2013. The motion carried unanimously by voice vote. VI. Award of contract for Tanglewood Ct and Basswood Road Watermain Replacement Project Mr. Ramesh Kanapareddy, City Engineer stated that staff is recommending awarding the contract for the watermain replacement project to RJ Underground Inc. He stated that this project was presented as part of the FY2013 budget. He stated that this project will have minimum impact to the residents. The City of Lake Forest FINANCE COMMITTEE Proceedings of the April 16, 2012 Meeting 6:30 p.m. – City Hall Council Chambers Finance Committee Meeting Minutes – April 16, 2012 2 Following discussion, Alderman Novit moved, and seconded by Alderman Schoenheider, to approve the award of contract for the Tanglewood Ct and Basswood Rd. for the watermain replacement project to RJ Underground Inc. in the amount of $319,306.58 to include authorization to expend, if necessary, an additional amount not to exceed 5% of the contract award for unseen orders that may occur during the administration of this project. The motion carried unanimously by voice vote. VII. Award of Contract for Professional Ecological and Engineering Services Mr. Dan Martin, Superintendent of Public Works stated that staff is recommending awarding the contract for phase I engineering services for the Cemetery ravine restoration to Conservation Design Forum. He stated that the main branch of the ravine was in need of restoration. He stated that seven responses were received based on the RFQ that had been sent out. He stated that City staff interviewed three of the seven firms. He stated that the Cemetery Commission approved at their October meeting to spend not-to-exceed $50,000 on the Phase I Restoration Management Plan. The Committee discussed that the community needed to be involved with any design plans. Mr. Martin stated that three conceptual plans would be developed. He stated that the one main responsibilities of Conservation Design Forum would be to assist with grant writing to procure grant funding for the project. He stated that the estimated total restoration would be $1.2 million. The Committee requested that the minutes reflect that the conceptual plans will need to be approved by the City Council. Following discussion, Alderman Novit moved, and seconded by Alderman Waldeck to award the contract for the development of the Phase I Restoration Management Plan for Lake Forest Cemetery Ravine to Conservation Design Forum for the sum of $49,955. The motion carried unanimously by voice vote. VIII. Other: Mr. Kiely stated that each year the City is allocated by the state volume cap to be used to issue tax exempt private activity bonds. He stated that for the past 25 years those communities that do not use their allotted portion to reallocate to the Village of Buffalo Grove. He stated that Lake County Partnership for Economic Development Inc. assists with pooling Lake County’s volume cap to finance projects throughout Lake County. The Committee discussed if the City had utilized this program. Following discussion, Alderman Palmer moved, seconded by Alderman Novit to approve the reallocating of the City of Lake Forest 2011 volume cap to the Village of Buffalo Grove, Illinois. The motion carried unanimously by voice vote. IX. Opportunity for the Public to Address the Finance Committee: None IX. Adjournment There being no further business, Alderman Palmer moved, seconded by Alderman Novit to adjourn the meeting at 7:25 p.m. The motion carried unanimously by voice vote. Respectfully submitted, Diane Hall Assistant Finance Director