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CITY COUNCIL 5-6-1996 ATHE CITY OF LAKE FOREST COUNCIL AGENDA May 6, 1996 FIRST SESSION (1996-97 City Council) (This "Change of the Guard" meeting is held in two separate sessions, with the outgoing Council handling pending business, including adoption of the FY1997 budget, and the incoming Council devoting its attention to organizational matters.) I. CALL TO ORDER AND ROLL CALL 7:30 P.M. II. REPORTS OF CITY OFFICERS AND APPROVAL OF MINUTES 1. Reports of City Officers Comments and Initiatives by Mayor 7:35 P.M. Report on McDonald’s Lawsuit A special meeting of the City Council will be held on Saturday, May 4, to discuss a possible settlement of the lawsuit. Mayor Butler will report on the actions taken that would carryout the settlement. b. Comments by the City Manager c. Comments by Council Members d. Report by Finance Committee 1) Report and Recommendation Regarding the Comprehensive Fiscal Plan for FY1997 PRESENTED BY FINANCE COMMITTEE CO-CHAIRMEN RICHARD ERNEST AND RON WAUD The Co-Chairmen will present brief statements recommending approval of the proposed Comprehensive Fiscal Plan for Fiscal Year 1997 (May 1, 1996 - April 30, 1997). The Finance Committee reviewed the various components of the Comprehensive Fiscal Plan for FY1997 at public meetings during the past six months. The budget book was distributed to the Council in last week’s packet. Recommended Action: Approval of Comprehensive Fiscal Plan for Fiscal Year 1997. 2) Approval of FY97 Personnel Policies and Practices and Official Pay Plan 8:15 P.M. PRESENTED BY FINANCE COMMITTEE CO-CHAIRMEN RICHARD ERNEST AND RON WAUD The Fiscal Year 1997 Personnel Policies and Practices and Official Pay Plan are included in the budget document distributed last week beginning on page 131. Beginning on page 127 of the budget book is a breakdown of current staffing levels for the City. Historically, this information has been included as part of the annual budget; but on advice of the City Attorney, the staff has segregated this item so that there is a formal record of adoption of these revised Personnel Policies and Practices by the City Council. Recommendation Action: Approval of the FY1997 Personnel Policies and Practices. 2. Approval of Minutes of April 18, 1996 Council Meeting 8:30 P.M. Recommended Action: Attached beginning on page 8 is a copy of the minutes of the April 18, Council meeting recommended for approval. III. UNFINISHED BUSINESS 1. Authorization for the City to Enter Into an Agreement for the Operation of the City’s Compost Facility at Route 60 8:35 P.M. PRESENTED BY CITY MANAGER BOB KIELY Since July, 1989, the City and DK Recycling Systems, Inc., a private contractor located in Lake Bluff, have been parties to an agreement whereby DK has been responsible for processing yard waste materials on City-owned property at the Route 60 Compost Center. The contract has been extended from time to time over the six year period, with the most recent contract expiring at the end of 1995. The City Council, with the concurrence of DK, further extended the contract until the end of April in anticipation of receipt of Phase I of the University of Illinois - Chicago’s Bioaerosol Emissions Study. In March, 1995, the City Council established an Ad Hoc Compost Committee to review current operations and evaluate options for addressing health and quality of life issues raised by the neighboring residents. In addition to monitoring the bioaerosol study, the committee scrutinized the ongoing operations and explored various options to the City’s current composting program. After lengthy review, the committee recommended that the current program, with one modification, was the most beneficial to the community. The modification included redirecting the collection of grass clippings during the months of May, June, July and August to a site outside of Lake Forest. Further, the committee’s recommendation was subject to a revised agreement that was considered more comprehensive and included tighter controls than the previous agreement. The highlights of the proposed agreement are as follows: 1) The term of the agreement is for a period of two years, however, it may be extended for an additional three year period by both parties. 2) The agreement may be canceled by the City upon 45-days’ written notice if the site is determined by the City to be operating in an unsatisfactory manner. 3) During the months of May, June, July and August, materials collected by City crews curbside, estimated to be 3,000 cubic yards, will be taken to a site located outside of the City. 4) If the contractors are found to have violated I.E.P.A. regulations, the City may, at its discretion, levy a fine of $1,000.00 per day for each day the violation existed at the site. Attached beginning on page 14 is a copy of the proposed agreement. On April 15, the Ad Hoc Compost Committee received the UIC Bioaerosol Study, which indicated that the operation did not cause any immediate health danger to surrounding properties. The committee recommended that the City Council accept the bioaerosol report and the committee’s report and recommendations. The City Council reviewed the ad hoc committee report and recommendations and the proposed draft agreement with DK at its April 18 Committee of the Whole meeting and endorsed the recommendations of the Ad Hoc Compost Committee. On a related matter, the Ad Hoc Compost Committee also recommended that it should be a goal of the City Council to phase out the operations of the Compost Center at this site by the year 2002, when the I.E.P.A. permit expires. For the past four months, the staff has been exploring potential sites outside of the City which might serve as a future compost facility. Further, the City has engaged the services of an independent third party to explore alternative sites within a three, five and seven mile radius of the City. It has also started the process of applying for an I.E.P.A. transfer site permit, which would allow Lake Forest residents to continue to drop off landscape material at the Route 60 facility even if the composting operation is moved outside of corporate limits. Attached as page 21 is a copy of a letter received from a resident of Dieu Foret Subdivision regarding removing the compost operations from the current location. Recommended Action: Approve the agreement between The City of Lake Forest and DK Recycling Systems, Inc. for the processing of yard waste materials at the Route 60 Compost Center. (Staff contact person: Bob Kiely 615-4271.) IV. NEW BUSINESS THE FOLLOWING FOUR ITEMS WILL BE PRESENTED BY CITY ENGINEER KEN MAGNUS 1. Award of Contract for the Western/Frost/Illinois Watermain, Storm and Sanitary Sewer Improvement Project 9:00 P.M. On April 23, 1996, bids were received and opened for the Western/Frost/Illinois Watermain Storm and Sanitary Sewer Improvement Project. This project involves the installation of storm sewers at two locations, along with intermittent sanitary sewer and watermain replacement. The location of one of the storm sewer installations include Western, Illinois, College and Washington, while the other includes Western, Frost, Illinois, Rosemary and Washington. Subsequent to the underground utility installations, the roadways will be reconstructed/resurfaced along the project limits. The following is a summary of the bids received: CONTRACTOR AMOUNT of BID 1. J. R. Myers Company, Inc. (Zion, IL.) $2,054,005.25 2. G. W. Kennedy Construction (Park City, IL.) $2,288,002.75 3. Eric Bolander Construction Co. (Libertyville, IL.) $2,296,705.23 4. Joel Kennedy Construction Co. (Gurnee, IL.) $2,324,706.50 5. Lake County Grading Co. (Libertyville, IL) $2,481,339.70 6. Mosele and Associates, Inc. (Ingleside, IL.) $2,519,079.35 7. DiPaolo Company (Glenview, IL.) $2,547,328.30 8. Lenny Hoffman Excavating, Inc. (Wilmette, IL.) $3,037,840.81 The low bidder, J. R. Myers Company, Inc., has had previous experience (Green Briar Storm Sewer Project) working in Lake Forest where their work was determined to be acceptable. This project was estimated at $2,475,595.00 and funded through the 1995 Road and Sewer Bond Referendum, as well as the Water and Sewer Fund. The low bid of $2,054,005.25 is $421,589.75 under the project estimate. Work is expected to begin in June and be completed in October. Recommended Action: It is recommended to award the contract for the Western/Frost/Illinois Watermain, Storm and Sanitary Sewer Improvement Project to J. R. Myers Company, Inc. in the amount of $2,054,005.25. 2. Award of Construction Engineering Services Contract for the Western/Frost/Illinois Watermain, Storm and Sanitary Sewer Improvement Project 9:10 P.M. In conjunction with the Western/Frost/Illinois Watermain Storm and Sanitary Sewer Improvement Project, it will be necessary to have certain engineering services undertaken during the construction phase of this project. These services involve construction staking, materials testing and construction inspection. Because of the size, location and scope of the work, it will be necessary to have one full-time inspector and one part-time inspector. These services are proposed to be undertaken by the engineering firm responsible for the design and plan preparation, Baxter and Woodman, Inc., for a not-to-exceed amount of $155,000.00. This amount represents approximately 7.5% of the project construction cost. Baxter and Woodman, Inc. provided construction engineering services on the recently completed Central Business District Watermain Project, as well as the Westminster/Woodbine Storm Sewer and Watermain Improvement Project which is near completion. The performance of this engineering firm was determined to be good on both of these projects. Recommended Action: It is recommended that the agreement for construction engineering services on the Western/Frost/Illinois Watermain, Storm and Sanitary Sewer Improvement Project be awarded to Baxter and Woodman, Inc. in the amount of $155,000.00. 3. Award of Contract for the Deerpath/Golf Lane Intersection Improvement Project 9:15 P.M. On April 30, 1996, bids were received and opened for the Deerpath/Golf Lane Intersection Improvement Project. This project involves the realignment of this intersection. The work also includes the replacement of the watermain at this location, which has experienced several breaks in recent years. The current intersection is located just east of the proposed new intersection, where four lanes are used for egress only from School District 67 and the public safety building. This improvement will increase safety and allow both ingress and egress to School District 67 and the Public Safety Building. The following is a summary of the bids received: CONTRACTOR AMOUNT of BID 1. Campanella and Sons, Inc. (Wadsworth, IL.) $376,807.65 2. Alliance Contractors, Inc. (Woodstock, IL.) $382,763.48 3. Eric Bolander Construction Company, Inc. (Libertyville, IL.) $395,819.92 The low bidder, Campanella and Sons, Inc., has had previous experience working in The City of Lake Forest, where their work was determined to be acceptable. This project was estimated at $390,301.55 and is funded through the 1995 Road and Sewer Bond Referendum, as well as the Water and Sewer Fund. The low bid of $376,807.65 is $13,493.90 under the project estimate. Work will be undertaken in June and continue through August, minimizing the disruption to School District 67 operations. Recommended Action: It is recommended to award the contract for the Deerpath/Golf Lane Intersection Improvement Project to Campanella and Sons, Inc. in the amount of $376,807.65. 4. Award of Contract for the Westleigh/Green Bay Traffic Signal Modernization Project 9:25 P.M. On April 30, 1996, bids were received and opened for the Westleigh/Green Bay Road Traffic Signal Modernization Project. This project involves upgrading the existing traffic signals at the Westleigh/Green Bay Road intersection, including the addition of left-turn phases on the Westleigh Road approaches. It also includes the interconnection of these traffic signals, with the new traffic signals at Western and Westleigh and at Sheridan and Westleigh, to improve traffic flow in this area. The following is a summary of the bids received: CONTRACTOR AMOUNT of BID 1. Aldridge Electric, Inc. (Libertyville, IL.) $82,756.04 2. Hometowne Electric, Inc. (Lake Villa, IL.) $89,465.54 The low bidder, Aldridge Electric, Inc., has had previous experience working in The City of Lake Forest, where their work was determined to be acceptable. This project was estimated at $68,337.85 and is funded through the 1995 Road and Storm Sewer Bond Referendum. The low bid of $82,756.04 is $14,418.19 over the project estimate. The reason for this was the underestimation, by the engineer, of the temporary signal installation. The engineer estimated $2,000.00 for this installation, while the contractors provided bids of $16,375.00 and $17,725.00. Work is expected to begin in June and be completed in August. Recommended Action: It is recommended to award the contract for the Westleigh/Green Bay Road Traffic Signal Modernization Project to Aldridge Electric, Inc. in the amount of $82,756.04. (Staff contact person for the prior four items: Ken Magnus 615-4329.) VI. VERBAL REQUESTS AND COMMUNICATIONS 9:35 P.M. 1. Opportunity for the Public to Address the City Council 2. Petitions, Letters and Other Communications VII. APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS 9:40 P.M. During the month of April, the following amounts were disbursed from the Cashier's Account: Gen. IMRF & Cap. Imp. Water Total Invoices $ 960,256.65 $ 778,553.53 $1,738,810.18 Payroll $ 640,576.36 $ 84,503.69 $ 725,080.05 Totals $1,600,833.01 $ 863,057.22 $2,463,890.23 VIII. AUTHORIZATION OF TREASURER'S WARRANTS TO MEET EXPENSES OF MAY, 1996 The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the May 1996 audited accounts. IX. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 9:45 P.M. 1. Resignation of Cornelius B. Waud as First Ward Alderman A motion is required to accept the resignation of Cornelius B. Waud from his office as Alderman of the First Ward. 2. Resolution of Appreciation for Cornelius B. Waud Mayor Butler will present a resolution of appreciation for Cornelius B. Waud who will resign as Alderman of the First Ward. Recommended Action: Approval of the resolution of appreciation for Cornelius B. Waud attached as page 22. X. ADJOURNMENT 9:55 P.M. Office of the City Manager May 3, 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 (First Session) - 5/03/96 Page 6