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CITY COUNCIL 4-1-1996THE CITY OF LAKE FOREST COUNCIL AGENDA April 1, 1996 I. CALL TO ORDER AND ROLL CALL Honorable Rhett W. Butler, Mayor John E. Preschlack, Alderman First Ward Gail T. Hodges, Alderman Third Ward Cornelius B. Waud, Alderman First Ward Henry T. Chandler, Alderman Third Ward Abigail G. Fassnacht, Alderman Second Ward Richard C. Ernest, Alderman Fourth Ward Howard J Kerr, Alderman Second Ward Mary Ann Pekarek, Alderman Fourth Ward II. REPORTS OF CITY OFFICERS, APPROVAL OF MINUTES, CONSENT AGENDA, AND ORDINANCES 1. Reports of City Officers a. Comments and Initiatives by Mayor b. Comments by the City Manager c. Comments by Council Members 2. Approval of Minutes Recommended Action: 1) Approval of the minutes of the March 21, 1996 City Council meeting attached beginning on page 12; and 2) Approval of the minutes of the March 14, 1996 joint meeting of the City Council and Plan Commission attached beginning on page 18. 3. Consent Agenda a. Award of Contracts for the 1996 Spring Landscape Program Planting bids were received on March 5, 1996 from six contractors for the purchase and planting of 107 parkway trees. The total cost is $20,493.00. The FY97 planting budget is $40,000. After this planting, 61 trees will remain on our list to be planted next fall. The average cost of a planted 3” diameter tree has decreased over the last several years: 1992 $221 1993 $201 1994 $196 1995 $192 Spring 1996 $179 (Staff contact person: Dan Reeves 615-4232.) b. Award of Contract for Traffic Signal Maintenance and Street Light Maintenance Bids were received from two contractors to maintain traffic signals at various locations within the City. A copy of the bid tabulation is attached as page 21. Bids were also received from the same two contractors to service the City’s street and parking lot lighting systems on an as-needed basis. Aldridge Electric, Inc. is the low bidder for traffic signal maintenance and was awarded the contract for the past three fiscal years. Aldridge Electric is a qualified bidder and is able to meet all the requirements of the contract. Their current and past work has been good. Benson Electric, Inc. is the low bidder for street and parking lot lighting maintenance and has been the City’s contractor for the past three fiscal years. Benson Electric is a qualified bidder and is able to meet all the requirements of the contract. Their current and past work has been good. (Staff contact person: Larry Adams 615-4230.) Consent Agenda Recommended Action: Approval of the following items by one motion: 1) On the basis of low bids and satisfactory past performance, it is recommended that planting contracts be awarded to each of the following contractors: St. Aubin Nursery $13,346 Kirkland, IL Arthur Weiler Nursery $2,853 Zion, Illinois GRO Horticultural Enterprises, Inc. $2,440 Union, Illinois Mike Greco Landscaping, Inc. $1,854 Gurnee, Illinois (The bid tabulation of plant material by species and vendor is not provided in this packet, but is available upon request). 2) Award the traffic signal maintenance contract to Aldridge Electric, Inc., for the low bid of $9,675.00. The budgeted amount of $20,000 includes funds to cover monthly maintenance as well as equipment failure, Public Safety requirements, and the expense of damaged equipment not covered by insurance. 3) Award the street and parking lot lighting maintenance contract to Benson Electric, Inc., based on their low unit bid for labor and vehicles as shown on the bid tabulation. The budgeted amount of $17,500 includes funds to cover repair of damaged or malfunctioning equipment. 4. Ordinances a. Consideration of a Report and Recommendation from the Zoning Board of Appeals Regarding a Variation to Allow the Construction of an Addition in Setback Areas and the Footprint of the House to Occupy Greater Than 30% of the Total Lot Area at 760 Summit Avenue (Andersen) (First Reading and Final Approval) PRESENTED BY SENIOR PLANNER ANDREW M. SUVALSKY Mr. Brad Andersen, petitioner, appeared before the Zoning Board of Appeals at its regular meeting on March 25, 1996, to request a variation to allow the construction of an addition which would be located within the required front and corner side yard setback areas as well as to allow the footprint of the house to exceed 30% of the total lot area of the subject property. The Zoning Board of Appeals reviewed the matter and voted unanimously to recommend approval of the requested variation. Attached beginning on page 22 is the report and recommendation from the Zoning Board of Appeals and accompanying materials. Recommended Action: Waive first reading and grant final approval of an ordinance granting the requested variations. (Requires two-thirds vote of elected officials to waive first reading.) (Staff contact person: Andrew Suvalsky 615-4299.) b. Consideration of a Report and Recommendation from the Zoning Board of Appeals Regarding a Variation to Allow the Construction of an Addition at 1785 S. Telegraph Road (Milburn) (First Reading and Final Approval) PRESENTED BY SENIOR PLANNER ANDREW M. SUVALSKY Mr. Bob Ruggles, architect representing the owners, Mr. and Mrs. Jeffrey Milburn, appeared before the Zoning Board of Appeals at its regular meeting on March 25, 1996, to request a variation to allow the construction of a second floor addition which would be located within the required north, south, and interior side yard setback areas of the subject property. The Zoning Board of Appeals reviewed the matter and voted unanimously to recommend approval of the requested variation. Attached beginning on page 35 is the report and recommendation from the Zoning Board of Appeals and accompanying materials. Recommended Action: Waive first reading and grant final approval of an ordinance granting the requested variation. (Requires two-thirds vote to waive first reading.) (Staff contact person: Andrew Suvalsky 615-4299.) c. Consideration of a Report and Recommendation from the Plan Commission Regarding a Rezoning and a Special Use Permit to Allow the Construction of a 36- unit Planned Apartment Development for Property Located at Approximately 139 E. Laurel Avenue (R. M. Swanson & Associates ) (Second Reading and Final Approval) PRESENTED BY SENIOR PLANNER ANDREW M. SUVALSKY Mr. Rick Swanson, petitioner, appeared before the Plan Commission at its regular meeting on November 13, 1995, and the City Council at its regular meeting on January 8, 1996, to request a Rezoning from B2 (Community Business) to GR1 (General Residence) and a Special Use Permit to allow the construction of a Planned Apartment Development consisting of two, 18-unit buildings. The Plan Commission reviewed the matter and voted 5-1 to recommend approval of the requested Special Use Permit and rezoning. The City Council reviewed the matter and voted unanimously to approve the requested Special Use Permit and rezoning. Attached beginning on page 50 is the report and recommendation from the Plan Commission and accompanying materials. Recommended Action: 1) grant final reading approval of an ordinance one granting the rezoning, and 2) grant final approval of an ordinance granting the Special Use Permit. (Staff contact person: Andrew Suvalsky 615-4299.) d. Consideration of a Report and Recommendation from the Plan Commission Regarding a 5-lot Planned Preservation Subdivision and Special Use Permit for Property Located at 100 N. Sheridan Road (Brown Subdivision/Lake Forest College) (Tentative Approval and First Reading) PRESENTED BY SENIOR PLANNER ANDREW SUVALSKY Ms. Leslie Chapman, representing the petitioner, the Lake Forest College, appeared before the Plan Commission at its regular meeting on March 13, 1996, to request tentative and final approval of a 5-lot Planned Preservation Subdivision and necessary Special Use Permit. The Plan Commission reviewed this matter and voted unanimously to recommend tentative and final approval of the plat of subdivision and approval of the Special Use Permit. Attached beginning on page 69 is the report and recommendation from the Plan Commission and accompanying materials. Recommended Action: 1) grant tentative approval of the plat of subdivision, and 2) grant first reading approval of an ordinance granting the Special Use Permit. (Staff contact person: Andrew Suvalsky 615-4299.) e. Consideration of a Report and Recommendation from the Plan Commission Regarding a 10-lot Subdivision and Rezoning of Property Commonly Known as Meadowood Park (Meadowood Park Subdivision) (Final Approval and Second Reading) PRESENTED BY SENIOR PLANNER ANDREW SUVALSKY Mr. Andrew Suvalsky, representing the petitioners, The City of Lake Forest and School District 67, appeared before the Plan Commission at its regular meeting on March 13, 1996, to request final approval of a 10-lot subdivision and rezoning. The Plan Commission reviewed this matter and voted unanimously to recommend final approval of the plat of subdivision and approval of the rezoning. Subsequent to that meeting, the staff met with the owners of 587 N. Meadowood Drive which is immediately adjacent to and south of proposed lot 7. Based on that meeting, the staff is suggesting one final amendment to the final plat. Specifically, in order to insure that the house built on lot 7 is not placed too far behind the house at 587 Meadowood Drive, the rear building setback line on lot 7 has been pulled forward to be in line with the rear building line at 587 N. Meadowood Drive. Attached beginning on page 87 is the report and recommendation from the Plan Commission and accompanying materials. Recommended Action: 1) grant final approval of the plat of subdivision, and 2) grant final approval to an ordinance granting the rezoning. (Rezoning ordinance requires approval of two-thirds of the elected officials for passage.) (Staff contact person: Andrew Suvalsky 615-4299.) f. Consideration of an Ordinance Authorizing the Sale of Surplus Public Real Estate (Meadowood Park) (Final Approval) PRESENTED BY CITY MANAGER BOB KIELY At the August 7 City Council meeting, the Council approved submitting a petition to the Plan Commission for the subdivision of Meadowood Park. The initial proposal included a 12-lot subdivision and an eight acre passive open space along the north branch of the Chicago River. In preparing the engineering drawings, it became clear that additional on-site detention would be required to meet Code, thus reducing the number of single-family lots to ten. Attached as page 98 is a revised plat of subdivision approved by the Plan Commission on February 14, 1996. On March 4, the City Council gave first reading approval of an ordinance rezoning Meadowood Park to allow the subdivision and granted tentative approval of the proposed plat of subdivision. State statute requires that before public real estate can be sold, an ordinance must be approved designating the property as surplus public property. Attached beginning on page 100 is an ordinance designating a portion of Meadowood Park as surplus public real estate and authorizing the sale of same. This ordinance received first reading approval on March 21, 1996. Recommended Action: Grant final approval of an ordinance designating surplus public real estate in Meadowood Park and authorizing the sale of same. (Requires approval of three-quarters of elected officials for passage.) (Staff contact person: Bob Kiely 615-4271.) g. Consideration of a Report and Recommendation from the Plan Commission Regarding a Special Use Permit to Allow the Construction of a Planned Development Including a Church and School for Property Generally Located on the Northeast Corner of Waukegan and Everett Roads (Churches of St. Mary and St. Patrick) (Second Reading and Final Approval) PRESENTED BY SENIOR PLANNER ANDREW M. SUVALSKY Mr. John Justus, architect representing the petitioners, the Archdiocese of Chicago on behalf of the Churches of St. Mary and St. Patrick, appeared before the Plan Commission at its regular meeting on November 13, 1995, to request approval of a Special Use Permit to allow the construction of a Planned Development consisting of a new church and separate school building. The Plan Commission reviewed the matter and voted unanimously to recommend approval of the requested Special Use Permit. Attached beginning on page 102 is the report and recommendation from the Plan Commission and accompanying materials. The City Council reviewed this matter at its January 8, 1996 meeting and voted unanimously to give first reading approval of an ordinance granting the requested Special Use Permit. Subsequent to that meeting, the petitioners appeared before the Building Review Board to begin the review process of the architecture and height of the school and church building and the design of the landscaping and lighting plans. At its February meeting, the Board approved all of the plans for the school and church. In conjunction with the final approval of the requested Special Use Permit, the petitioners are asking for concessions on certain fees related to the development. A letter outlining this request is attached beginning on page 119. Also attached beginning on page 122 is the staff’s recommendations regarding the requested waiving of fees. The Special Use Permit ordinance has been amended to reflect the staff’s recommendations (see paragraphs 2, 3, 10, 11 and 12 on pages 2 and 3 of the ordinance attached beginning on page 141). Recommended Action: Grant final approval of an ordinance granting the requested Special Use Permit, including: A waiving of the land acquisition cost of the City-owned land to be used for the off-site water detention facility. A waiving of 50% of the water connection fee for the new school. A credit of 1,300 s.f. off the total square footage of the church building plus an additional $9,750 credit off of the net amount of the water connection fee. A waiving of 50% of the cost of roadway improvements associated with the construction of an eastbound left turn lane to the subject property. (Staff contact person: Andrew Suvalsky 615-4299.) h. Consideration of a Report and Recommendation from the Plan Commission Regarding an Amendment to the Zoning Code Regarding Dog Runs (First Reading and Final Approval) PRESENTED BY SENIOR PLANNER ANDREW M. SUVALSKY Mr. Andrew M. Suvalsky, Senior Planner, appeared before the Plan Commission at its regular meeting on March 13, 1996, to recommend an amendment to the Zoning Code to include dog runs under the section relating to Recreational Structures and, therefore, require such structures to be located a minimum of 20 feet from all property lines. The Plan Commission reviewed the matter and voted unanimously to recommend approval of the amendment. Attached beginning on page 144 is the report and recommendation from the Plan Commission and accompanying materials. Recommended Action: Waive first reading and grant final approval of an ordinance amending the Zoning Code attached as page 149. (Requires two-thirds vote to waive first reading.) (Staff contact person: Andrew Suvalsky 615-4299.) III. UNFINISHED BUSINESS IV. NEW BUSINESS 1. Award of Contract for the Water Treatment Plant and Distribution System Analysis PRESENTED BY SUPT. OF PUBLIC WORKS LARRY ADAMS It has been at least 10 years since the last in-depth study of the water supply and distribution system. Since that time, many more demands have been put on the system. In order to provide accurate information for updating the Comprehensive Water System Plan, staff would recommend engaging the services of a consulting engineer to guide the City into the future as it relates to the water supply needs of the community. After consultation with the City Engineer regarding the appropriate selection process, statements of qualifications were requested and received from eight engineering firms regarding a water system analysis. Staff met with seven of the firms and presented an overview of operational deficiencies either at the water treatment facility or in the distribution system. The eighth firm chose not to participate due to lack of experience in the particular types of projects proposed. In some cases, staff visited facilities to inspect examples of the work performed by the firms. In others, we did not physically visit a site because the firm in question had done work in a neighboring community; and we had a good knowledge of their work. The scope of the projects visited were very different. Some were newly constructed facilities, and some were rehabilitation projects within existing facilities. We were most impressed with the projects completed within the confines of an existing facility. We felt work of this type best represented what might ultimately be done at our water plant After visits and interviews, a matrix was developed focusing on the experience and qualifications of each firm in the following key areas: - Hydraulic analysis of both water treatment facilities and distribution systems - Rehabilitation/retrofitting of existing facilities, and - Shoreline protection. According to the matrix, McMahon Associates, Inc., Menasha, Wisconsin, had the most experience in all of the preferred categories. Further meetings with the representatives from McMahon Associates indicated they understood the City’s intentions regarding the capital improvements that will be necessary in the next five to ten years. They understood our desire to phase projects and that budget/cost will always be a factor. We are guaranteed to have input in projects and will be consulted by the engineer at all levels of any project we undertake. The main components of the project proposed by McMahon Associates are broken down as follows: I. WATER TREATMENT PLANT EVALUATION A. Hydraulic Modeling $8,000 B. Flocculation Basin Analysis $3,000 C. Filter Analysis $5,000 D. Pumping System Analysis $4,000 SUBTOTAL $20,000 II. DISTRIBUTION SYSTEM MODELING A. Model Development $1,500 B. Model Calibration $1,000 C. Network Modeling Of High Lift Pump System $3,500 D. Network Modeling Of Distribution System $4,000 SUBTOTAL $10,000 TOTAL $30,000 The Project Scope of Services attached beginning on page 150 provides greater detail of each task. Recommended Action: Engage the services of McMahon Associates, Inc. to perform a Water Treatment Plant and Distribution System Analysis for a fee not to exceed $30,000. (Staff contact person: Larry Adams 615-4216.) V. VERBAL REQUESTS AND COMMUNICATIONS 1. Opportunity for the Public to Address the City Council 2. Petitions, Letters and Other Communications VI. APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS During the month of March, the following amounts were disbursed from the Cashier’s Account: Gen. IMRF & Cap. Imp. Water Total Invoices $ 914,180.33 $ 87,124.63 $1,001,304.96 Payroll $ 644,184.04 $ 86,032.36 $ 730,216.40 Totals $1,558,364.37 $173,156.99 $1,731,521.36 VII. AUTHORIZATION OF TREASURER'S WARRANTS TO MEET EXPENSES OF APRIL, 1996 The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the April 1996 audited accounts. VIII. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION IX. EXECUTIVE SESSION X. ADJOURNMENT Office of the City Manager March 29, 1996 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 Robert R. Kiely, Jr., at (708) 234-2600 promptly to allow the City to make reasonable accommodations for those persons. Agenda Memorandum - 3/29/96 Page 10