CITY COUNCIL 9-19-1996THE CITY OF LAKE FOREST
COUNCIL AGENDA
September 19, 1996
CALL TO ORDER AND ROLL CALL
Honorable Cornelius B. Waud, Mayor
Samuel J. Henry, Alderman First Ward Gail T. Hodges, Alderman Third Ward
John A. Andersen, Alderman First Ward Henry T. Chandler, Alderman Third Ward
Abigail G. Fassnacht, Alderman Second Ward Mary Ann Pekarek, Alderman Fourth Ward
Howard J Kerr, Alderman Second Ward G. Bishop Gallagher, Alderman Fourth Ward
REPORTS OF CITY OFFICERS
1. Comments by Mayor
2. Comments by the City Manager
3. Comments by Council Members
PUBLIC COMMENT ON NON-AGENDA ITEMS
APPROVAL OF MINUTES
Recommended Action: Approval of the minutes of the September 9, 1996 Council meeting attached beginning on page 6.
RESOLUTIONS
Approval of the Resolution of Appreciation for Robert L. Wilkins
Fire Chief Robert Wilkins will retire from The City of Lake Forest after 21 years of exemplary performance.
Recommended Action: Approval of the resolution of appreciation attached on page 10.
UNFINISHED BUSINESS
1. Status of the Installation of Sanitary Sewers for Special Service District No. 5
PRESENTED BY CITY ENGINEERING KEN MAGNUS (615-4329)
On June 3, 1996 the City Council held a public hearing to consider the establishment of Special Service District No. 5 for the installation of sanitary sewers to serve seven properties
located in the 700 N. Waukegan Road area. A 60-day protest period began following adjournment of the public hearing, and no objections were received during this protest period which
concluded on August 2, 1996.
Before proceeding with the recommendation of award of the contract the residents of the Special Service District were invited to a meeting on August 13, 1996 to discuss any issues relevant
to
the project. Only two residents attended this meeting in which three main topics were discussed which are as follows:
1) Modification of the pavement restoration specifications to reduce the cost of the project;
2) Extension of the payback period from the current 10-year period that was established;
and
3) Have each of the property owners pay for the cost of the project up front.
Since the low bidder, Mola Construction, agreed to hold his bid prices to October 1, 1996, the two residents present at the August 13 meeting agreed to contact the City staff prior to
the September 19, 1996 City Council meeting with a consensus direction of the residents within the Special Service District on how they would like this project to proceed. Attached,
beginning on page 11, are letters from two residents requesting additional time. After receipt of this letter the low bidder was contacted, and he agreed to hold the bid prices to December
1, 1996.
The installation of sanitary sewers must occur, and the staff recommends installation as soon as possible but no later than Spring, 1997. If the property owners agree to any of the
three items previously mentioned, it may necessitate the rebidding of the project and the reestablishment of the Special Service District.
Recommended Action:
Authorize staff to notify the property owners by certified mail of need to receive written acceptance or rejection of three options: extension of the payback period; up front payment
of all project costs; and revision of roadway specifications with the following understanding:
a) The City must receive written notification from a majority of the property owners
no later than November 8, 1996. No response from a resident will be considered as
approval to proceed with the project as originally bid and established, and
b) The City Council will award a contract or reject all bids at the November 21, 1996
meeting and consider passage of an ordinance establishing the special service district.
2. Consideration of Allocation of Donation from Lake Forest Place
PRESENTED BY CITY MANAGER ROBERT KIELY (615-4271)
On February 19, 1995, the City Council approved a Special Use Permit to Presbyterian Homes to operate a continuing care retirement community at the northeast corner of Waukegan Road
and Westmoreland Road. A condition of that approval was a contribution to the City of $500,000 at the time of the issuance of first building permit and an additional $500,000 collected
through a proportionate contribution for each new residence lease following the first lease.
Due to the unique nature of this development and its impact on the various services within the community, the City Council discussed how best to allocate the contribution to the respective
taxing bodies. The revised schedule for allocation of fees dated August 16, 1995 was approved by the City Council at the September 5, 1995 meeting. A copy of the fee schedule is attached
as pages 15 and 16.
At the February 15, 1996 Council meeting, the allocation of donation funds was again discussed but action was deferred to allow further study of the matter. As it is anticipated that
Phase I of the donation will be received within the next 60 days, the Council is asked to revisit this issue at this time.
Recommended Action: Approval of the allocation of the donation to be received from the Presbyterian Homes as set forth in the September 11, 1996 memorandum attached as pages 17 and
18.
NEW BUSINESS
1. Authorization to Enter into a Professional Services Agreement for the Acquisition of the
North Shore Memorial U.S. Army Reserve Center and Relocation of the Municipal
Services Facilities.
PRESENTED BY CITY MANAGER ROBERT KIELY (615-4271)
When Fort Sheridan was designated for closure under the Base Alignment and Closure (BRAC) Act in 1988, the Plan Commission and City Council saw this as an opportunity to potentially
relocate the City’s Municipal Services Facility. The current site on Laurel Avenue has been identified in the Comprehensive Plan revision as multi-family residential. The City has
long recognized that it has very few options within the City to relocate this facility and attendant operations to a more suitable site. The Fort Sheridan site may very well be the
last suitable site.
Over the past five years, the City has repeatedly offered to negotiate the purchase of the site from the U.S. Army only to be told that it was not for sale. With the passage of the
National Defense Authorization Act for FY1996, the Secretary of the Army now has the ability to negotiate its sale and has notified the City to make an offer.
The acquisition of the Reserve Base, relocation of our Municipal Services operations, and sale of the municipal services property would understandably be a complicated process which
could not be accomplished by City staff. If the acquisition/relocation/sale is to occur expeditiously and with little or no impact to the taxpayers, professional services are required.
In July, 1996, the City sent solicitation requests to seven firms that had participated in similar consultant selection processes at Fort Sheridan and Glenview Naval Air Station. A
selection committee comprised of Alderman Howard Kerr, City Manager Robert Kiely, Director of Community Development Charles Crook, and Assistant to the City Manager Max Slankard interviewed
three firms on September 6 to assess their qualifications and experience. Based upon its experience, qualifications and project approach, the Committee is recommending LaSalle Partners.
The project would be undertaken in three phases. Phase I would be a preliminary assessment of whether the proposed transaction is feasible with little or no affect on the taxpayers.
If it was determined conceptually feasible to strike a deal with the Army, Phase II would entail a more comprehensive feasibility analysis and development of an acquisition/relocation/sale
strategy. Phase III would entail the marketing and sale of the Municipal Services property. LaSalle Partners would not be the actual developer of the Municipal Services site. Attached
beginning on page 19 is a copy of an excerpt from LaSalle Partner’s proposal regarding their project approach.
Recommended Action: Enter into a Phase I Professional Services contract with LaSalle Partners for the amount not to exceed $25,000.
2. Authorization for the Purchase of a Replacement Police Department Unmarked
Vehicle
PRESENTED BY CHIEF OF POLICE BOB BOONE (615-4242)
The Police Department annually budgets the replacement of one administrative/investigative unmarked squad car. These cars are on a five year replacement cycle and are used for a variety
of transportation purposes including surveillance and undercover operations. Since this vehicle will not be used for daily patrol and vehicle pursuit purposes, performance requirements
may be somewhat lower than for our standard marked police units. It is, however, important that the capability exist for emergency response and its appearance fit community standards.
To avoid purchasing a vehicle that “looks like a cop car,” we have negotiated for showroom models, demonstrators, program cars and even vehicles previous used as rental cars.
Our experience dictates that we are able to obtain a better value when allowed to negotiate single purchases as opposed to requiring dealers to submit bids. There are simply too many
options available when considering the many alternatives between makes, models, rebate packages, option packages, new, pre-driven, factory program, etc. to optimize the bidding process.
Dealers are reluctant to bid on quality vehicles as these can be sold outright without going through the “red tape” inherent in the bidding process, and they tend to bid out only those
vehicles which otherwise would be difficult to sell.
Included is $15,500.00 in our FY1996 Capital Equipment Budget for this replacement. The staff would like authorization to purchase an unmarked vehicle without having to take the negotiated
package before the Council for final approval. The Council, in essence, would pre-authorize the purchase upon the approval of the Chairman of the Finance Committee. The “pre-authorization”
concept will also allow the department to move quickly to take advantage of any rebates and end-of-year discounts which we expect to be available in the near future. This method of purchase
was utilized by the City on the last six purchases of unmarked cars.
Recommended Action: Approval of a motion to forego the bidding procedures (requiring an affirmative vote of 2/3 of the Aldermen holding office) and authorization for the Police Chief
and Chairman of the Finance Committee to expend not more than $15,500 for the purchase of an unmarked vehicle.
OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE CITY COUNCIL
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
EXECUTIVE SESSION
ADJOURNMENT
Office of the City Manager
September 13, 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 (847) 234-2600 promptly to allow the City to make reasonable accommodations for those persons.
Agenda Memorandum - 09/13/96 Page 5