CITY COUNCIL 10-6-1997THE CITY OF LAKE FOREST
COUNCIL AGENDA
October 6, 1997
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
Howard J Kerr, Alderman Second Ward Mary Ann Pekarek, Alderman Fourth Ward
Thomas J. Tropp, Alderman Second Ward G. Bishop Gallagher, Alderman Fourth Ward
PUBLIC HEARING FOR THE ANNEXATION OF STATE-OWNED PROPERTY (EAST HALF OF THE ILLINOIS STATE TOLL HIGHWAY RIGHT OF WAY)
The Mayor and City Council must hold a public hearing to consider the annexation of a strip of land owned by the State of Illinois.
This annexation has been approved by the State of Illinois Toll Highway Commission and a diagram indicating the location of the parcel is attached as page 13. The required ordinance
annexing the property is included under the “Ordinances” section of this agenda.
REPORTS OF CITY OFFICERS
1. Comments by Mayor
A. Recognition of Margot Morrison for her Dedication to CROYA
Attached as page 14 is a resolution of appreciation for Margot Morrison, who is leaving CROYA after six years of service.
B. Report on the Lake Forest Caucus and its Call for Candidates
2. Comments by the City Manager
A. Recognition of Employees of the Year
Each year the City recognizes special employees for their outstanding achievement. This year’s Employees of the Year were nearly all nominated by their peers for their commitment to
the City team, special projects, and getting the job done. Each conducts him or herself in a positive and professional manner and displays a willingness to go “above and beyond” what
is expected. The recipients are:
Ron Fontana, Civilian Police
Wendy McKiernan, Recreation
Paul Pugliese, Fire
Carla Ward, Administration
Bob Zacher, Sworn Police
Water Plant Employee Team, Public Works
(Jim Barker, Lou Bischoffer, Charlie Douglas,
Zen Dykyj, Mark Gattis, Bill Hensel, Greg Symons,
Mark Wiegold and Jeff Wierema)
Recommended Action: Approval of the resolutions attached beginning on page 15 awarding Employee of the Year honor to these special individuals.
B. Department Spotlight - Human Resources
C. Report from Senior Resources Commission
D. Presentation by Mary Kay Dasse, Executive Director, Lake Forest Child Care
Ms. Dasse has requested the opportunity to address the City Council regarding her search for a location for the Lake Forest Child Care center. Ms. Dasse did make a presentation to the
Grove School Planning Committee, but neither the committee nor Ms. Dasse felt the Grove School property was an appropriate site. However, one potential site is the City owned property
at 1180 W. Everett Road. Ms. Dasse would like to discuss with the Council the potential use of City property to develop a child care center. A letter from Ms. Dasse on this subject is
attached beginning as page 24.
3. Comments by Council Members
PUBLIC COMMENTS ON NON-AGENDA ITEMS
APPROVAL OF MINUTES
Recommended Action: Approval of the minutes of the September 18, 1997 Council meeting attached beginning on page 27.
ORDINANCES
1. Consideration of an Ordinance for the Amendment of the Agreement Establishing the Solid Waste Agency of Lake County
PRESENTED BY ASSISTANT TO THE DIRECTOR OF PARKS, FORESTRY, &
PUBLIC WORKS MICHAEL THOMAS (615-4265)
In June, 1997 the SWALCO Board of Directors approved language to amend the Agency Agreement. The amendment would reduce the number of votes required to amend the Agency’s By-Laws.
Section 10 of the Intergovernmental Agreement (attached) requires an affirmative vote of ¾ of the Agency members. At a minimum, this would require a vote of 27 members.
It is proposed that the Agreement be amended to reduce the number to an affirmative vote of 2/3 (24 members). To amend the intergovernmental agreement, all thirty-six members need to
approve this change via adoption of the attached ordinance.
Recommended Action: Grant first reading and final approval to an ordinance that amends the agreement establishing the Solid Waste Agency of Lake County, Illinois.
2. Consideration of a Report and Recommendation from the Zoning Board of Appeals
Regarding a Request for a Variation from Side Yard Setbacks for Property Located at 585 Meadowood Drive (Sparrow Variation) (First Reading and Final Approval)
PRESENTED BY SENIOR PLANNER, CATHERINE CZERNIAK (615-4299)
At its September 22, 1997 meeting, the Zoning Board of Appeals reviewed the request and voted unanimously to recommend approval of the side yard variation.
Attached beginning on page 33 is the Zoning Board of Appeals report and background information.
Recommended Action: Grant first reading and final approval to an ordinance granting the variation.
3. Annexation of Tollway Property
PRESENTED BY CITY MANAGER ROBERT R. KIELY, JR. (615-4271)
In May, 1997, the City received a letter from the Village of Mettawa expressing their interest in preserving their present borders. In doing so, they saw the need to incorporate the
tollway property and eliminate the strip of unincorporated Lake County along their eastern border. Through discussions with representatives of the Village of Mettawa, it was agreed
that The City of Lake Forest and the Village of Mettawa would go forth with the proposed incorporation, with Mettawa taking the western half and Lake Forest taking the eastern half of
the property north of Everett Road. The City currently has annexed the tollway properties south of Everett Road to the western boundary of the tollway. It should be noted that the
proposed incorporation also includes the eastern half of the tollway oasis, thereby producing additional sales tax revenue to the City.
Recommended Action: Approve the proposed annexation of the eastern half of the tollway property north of Everett Road and grant first reading and final approval of the ordinance attached
on page 50.
UNFINISHED BUSINESS
NEW BUSINESS
1. Consideration of a Report and Recommendation from the Plan Commission Regarding a Two-Lot Subdivision of Property Located at the Northeast Corner of Conway Road and Leland Court (Dakis)
(Tentative and Final Approval)
PRESENTED BY SENIOR PLANNER, CATHERINE CZERNIAK (615-4299)
At its September 10, 1997 meeting, the Plan Commission reviewed the 2-lot subdivision request and voted unanimously to recommend approval, subject to several conditions which are listed
in the attached report.
Attached beginning on page 52 is the Plan Commission hearing report and background material.
Recommended Action: Grant tentative and final approval subject to seven conditions as recommended by the Plan Commission.
2. Consideration of a Report and Recommendation from the Plan Commission Regarding a Resubdivision of Property Located at the Northeast Corner of Illinois Route 60 and the Tollway (Conway
Park) (Tentative and Final Approval)
PRESENTED BY SENIOR PLANNER, CATHERINE CZERNIAK
This resubdivision is requested by the petitioner for the purpose of formalizing a property line adjustment between two parcels. The resolution will clarify the legal descriptions
for the affected lots.
At its September 10, 1997 meeting, the Plan Commission reviewed the requested resubdivision and voted unanimously to recommend approval, subject to one condition which is detailed in
the attached report.
Attached beginning on page 57 is the Plan Commission hearing report and background material.
Recommended Action: Grant tentative and final approval subject to one condition as recommended by the Plan Commission.
3. Award of Contract for the 1997 Fall Tree and Shrub Planting
PRESENTED BY CHRISTOPHER CLARK, ADMINISTRATIVE INTERN
DEPARTMENT OF PARKS, FORESTRY AND PUBLIC WORKS (615-4216)
On August 26, 1997, the City received bids from four contractors for the 1997 Fall Tree and Shrub Planting Program. The City requested bids for both the purchase and planting of trees
and/or shrubs in City parkways, parks, and the Deerpath Golf Course.
In order to receive the best prices, certain plantings were selected for purchase and installation from each of the contractor proposals. The proposed cost for the purchase and installation
of 56 parkway trees is $15,452.80. All resident cost-share tree planting requests received since last spring and prior to fall bidding are met with this purchase. A total of 62 shrubs
and 282 groundcovers and grasses will be planted in Lake Forest parks for a proposed cost of $5,286.50. Both of these expenditures are within the FY 98 budgeted amount and will be deducted
from the General Fund.
Finally, the Deerpath Golf Course will receive 11 new trees for $2,179.20. This is within the
FY 98 Golf Fund budget amount for this expense.
The total cost of the 1997 Fall Tree and Shrub Planting is $22,918.50.
Recommended Action: On the basis of the low bids and satisfactory past performance, it is recommended that planting contracts be awarded to each of the following contractors:
Berthold Nursery $6,542.40
Elk Grove Village, IL
St. Aubin’s Nursery $13,747.10
Libertyville, IL
Arthur Weiler Nursery $1,334.00
Zion, IL
Mike Greco Landscaping, Inc. $1,295.00
Gurnee, IL
(The bid tabulation of plant material by species and vendor is not provided in this packet, but is available upon request).
4. Award of Contract for 1997-1998 Tree Trimming Program
PRESENTED BY CHRISTOPHER CLARK, ADMINISTRATIVE INTERN
DEPARTMENT OF PARKS, FORESTRY AND PUBLIC WORKS (615-4216)
On September 16, 1997, the City received bids for the annual Tree Trimming Program. A total of 553 trees are proposed to be trimmed this winter. This list includes trimming of 50 golf
course trees paid for by the Golf Fund, 76 cemetery trees paid for by the Cemetery Fund, and 427 City parkway trees paid for by the General Fund.
The tabulation of bids for the 1997/1998 Tree Trimming Program follows:
CONTRACTOR GOLF COURSE CEMETERY PARKWAY TOTAL BID R.W. Hendricksen, Co.
Wheeling, IL $2,928.00 $3,135.00 $12,989.00 $18,892.00 Nels J. Johnson, Inc.
Evanston, IL $3,353.00 $4,263.00 $19,005.00 $26,621.00 Davey Tree Expert, Co.
Wheeling, IL $3,936.00 $4,712.00 $20,060.00 $28,708.00 Hendricksen, Inc.
Wheeling, IL $16,143.00 $16,720.00 $54,810.90 $87,673.90 FY 98 BUDGET $3,500.00 $4,500.00 $25,000.00
Most trees in this year’s program have been trimmed in the past. The contractors that inspected the work-sites in the bid specifications tended to submit the lower bids for this work.
Due to the fact that this is primarily winter work, bid amounts varied based on contractor labor supply.
Recommended Action: It is recommended that a contract be awarded to the low bidder, R.W. Hendricksen, Co., in the amount of $18,892.00 for the 1997/1998 Tree Trimming Program. This
contractor has satisfactorily completed previous trimming work for a number of municipalities, including: Arlington Heights, Elk Grove, and Highland Park.
5. Authorization of the Annual Purchase of Rock Salt for the 1997-1998 Snow Removal Program
PRESENTED BY CHRISTOPHER CLARK, ADMINISTRATIVE INTERN
DEPARTMENT OF PARKS, FORESTRY AND PUBLIC WORKS (615-4216)
Each year, the City obtains rock salt for roadway de-icing through the State bid process. This program provides the City with the best price for salt while keeping the burden of salt
contract enforcement on the State. This year’s contract vendor is the North American Salt Company of Overland Park, Kansas. The contract price is $28.54 per ton, delivered to Lake
Forest by the local vendor, North American Salt of Milwaukee, Wisconsin. The City intends to purchase 2,000 tons of rock salt for this winter season.
For comparison, the lowest price received, outside of the State bid, was $29.00 per ton from the Morton Salt Company.
Recommended Action: It is recommended that the bidding process be waived and authorization be given to purchase 2,000 tons of rock salt from the North American Salt Company for the
amount of $57,080.00. This is within the $65,000.00 budget amount allocated for rock.
6. Award of Contract for the 1997 Deerpath Tennis Court Resurfacing
PRESENTED BY CHRISTOPHER CLARK, ADMINISTRATIVE INTERN
DEPARTMENT OF PARKS, FORESTRY AND PUBLIC WORKS (615-4216)
As a result of the favorable bids received for the 1997 Everett Park Tennis Court resurfacing
(3 courts), the City accepted bids on September 16, 1997 for the resurfacing of six additional existing asphalt tennis courts at Deerpath Park. These courts are next on the priority
list for this necessary maintenance.
The tabulation of bids for the 1997 Deerpath Tennis Court Resurfacing follows:
Olson Bros. Recreational Surfaces, Inc. $38,490.00
Mundelein, IL
Chicagoland Paving, Inc. $44,752.00
Carpentersville, IL
The resurfacing will be completed in mid-fall or early spring, depending upon the weather. Assuming the acceptance of the low bidder proposal, the total combined 1997 tennis court resurfacing
costs for Everett and Deerpath Park (9 courts) will be $61,224.00. This exceeds the $60,000 FY 98 budget amount for this work; however, the budget was for the resurfacing of six courts.
Adjustments have been made to other parks capital projects to cover this expense.
Recommended Action: On the basis of the low bid and previous good work for the City, it is recommended that a contract be awarded to Olson Bros. Recreational Surfaces, Inc. in the amount
not to exceed $38,490.00.
7. Award of Contract for the Elm Tree Road Ravine Repair
PRESENTED BY CHRISTOPHER CLARK, ADMINISTRATIVE INTERN
DEPARTMENT OF PARKS, FORESTRY AND PUBLIC WORKS (615-4216)
At the September 18, 1997 City Council meeting,.the Council was informed that the city manager had authorized an emergency repair for the Elm Tree Road ravine. The work involved repair
of ravine erosion that exposed a 6” watermain and several sections of drainage culvert under the Elm Tree Road pedestrian bridge. Prior to the authorization, three proposals had been
received, which are tabulated below.
Guy Scopelliti Co., Inc. $18,079.40
Highland Park, IL
G.W. Mahler & Son, Inc. $21,400.00
Lake Forest, IL
DiMeo Bros., Inc. $22,000.00
Park Ridge, IL
An additional area of erosion was found on the northwest corner of the bridge near the base of a power pole. Guy Scopelliti Co., Inc. submitted a bid proposal of $5,876.00 for this
additional work. This was the only proposal received that included the northwest corner repairs.
In order to cover the expense of this emergency repair, a new account has been created under the Water and Sewer Fund’s Capital Improvement Program. The Water and Sewer Fund will be
over-budget by the amount of this project unless there is a savings from other scheduled capital projects.
Recommended Action: It is recommended that the bid process be waived and a contract be awarded to Guy Scopelliti Co., Inc. of Highland Park, Illinois, in the amount of $23,955.40 for
repairs to the Elm Tree Road ravine. It is understood that this emergency expense may put the Water and Sewer Fund over-budget for FY 98.
8. Resolution Adopting Article 7 of the Illinois Pension Code (40 ILCS 5/7-139) Allowing the Purchase of Military Service Credit
PRESENTED BY DIRECTOR OF HUMAN RESOURCES DESHA KALMAR (615-4268)
The State recently approved legislation which allows employees who participate in the Illinois Municipal Retirement Fund (IMRF) to purchase up to two years of IMRF service credit for
time served in the military before the employee participated in IMRF. This is an optional program for the City, so a resolution must be approved by the City Council before the program
can be offered. All costs associated with the purchase of this time will be borne by the employee.
It is recommended that the City Council approve the Resolution adopting this legislation. There is an advantage to the employees if the Council adopts this now as there is a six-month
period (November 16, 1997 through May 16, 1998) during which employees will pay a reduced interest rate of 2.5% per year versus the normal 7.5%.
Additional information on this program is attached.
Recommended Action: Approval of resolution.
9. Award of a One Year Contract for the Hauling and Delivery of Recyclables and Other Materials from the City’s Route 60 Recycling Center
PRESENTED BY THE ASSISTANT TO THE DIRECTOR OF PARKS, FORESTRY, &
PUBLIC WORKS MICHAEL THOMAS (615-4265)
Summary & Background
On March 6, 1996 the City entered into a one year contract with North Shore Waste for the hauling, disposal, and processing of both the recycling and construction debris roll-off boxes
from the Route 60 compost center. The City has had a good working relationship with North Shore Waste and has extended the contract for an eight month period with no increase.
In August, 1997, North Shore Waste notified the City that it could expect some type of increase to the hauling rate effective November 1, 1997. Because of such notice, the City solicited
bids from private waste haulers on September 23, 1997.
The bids requested pricing for a six month, one year, or three year hauling contract with the ability to extend for a twelve month basis. The bids provided pricing for the hauling and
disposal of two stream recyclables (fibers and co-mingled) and the hauling, disposal, and processing of construction debris. A rental fee for the seven or eight 20-yard roll-off boxes
was also provided.
Current Program Costs
Our records indicate that on average, 20-yard recycling containers are serviced 52 times per month (624 times per year total) and the 20-yard construction debris container is serviced
four times per month for nine months and once per month during December, January, and February (39 times per year total).
The City is currently paying the following rates for the hauling, disposal, and processing services:
Average # of Annual Container
Material Pull-Rate Pulls Annually Rental TOTAL
Co-Mingled Recyclables $ 73.00 per pull 624 6 containers @ $360/container/yr. $47,712
Construction Debris $254.50 per pull 39 1 container @ $360/container/yr. $10,286
Annual Average Hauling Total: $57,998
Per the current and proposed contract, The City of Lake Forest either receives dollars for the recyclable or has to pay for their disposal. The following list provides a monthly detail
summary of either the revenue received or the costs to dispose the material:
Month Fibers Co-Mingled Net
March, 1996 $ 0.00 $ 764.80 $ 764.80
April, 1996 -$1,508.33 $ 965.50 -$ 542.83
May 1996 -$3,984.45 $1,186.75 -$2,797.70
June, 1996 -$3,158.85 $1,386.75 -$1,772.10
July, 1996 $ 0.00 $ 458.09 $ 458.09
August, 1996 $ 0.00 $ 703.20 $ 703.20
September, 1996 $ 0.00 $ 520.95 $ 520.95
October, 1996 $ 0.00 $ 876.90 $ 876.90
November, 1996 -$1,434.15 $ 474.10 -$ 960.05
December, 1996 -$1,798.75 $ 0.00 -$1,798.75
January, 1997 -$1,123.40 $ 0.00 -$1,123.40
February, 1997 -$1,005.65 $ 0.00 -$1,005.65
March, 1997 -$1,005.65 $ 0.00 -$1,005.65
April, 1997 -$1,335.30 $ 0.00 -$1,335.30
May, 1997 -$1,268.95 $ 0.00 -$1,268.95
June, 1997 -$1,212.70 $ 0.00 -$1,212.70
July, 1997 -$1,364.05 $ 0.00 -$1,364.05
August, 1997 -$1,386.45 $ 0.00 -$1,386.45
September, 1997 -$1,186.45 $ 0.00 -$1,186.45
19 Month Totals: -$20,773.13 $7,337.04 -$13,436.09
The following bids were received on September 23, 1997:
SIX MONTH ONE YEAR TWO YEAR
North
Shore
Waste Per
Haul
Rate Container
Rental Per
Haul
Rate Container
Rental Per
Haul
Rate Container
Rental
Two-Stream
Commingled
$73.50
$30.00
$76.07
$31.05
$78.73
$32.13
Construction
Debris
$254.00
$30.00
$263.40
$31.05
$272.61
$32.13
SIX MONTH ONE YEAR TWO YEAR
BFI Per
Haul
Rate Container
Rental Per
Haul
Rate Container
Rental Per
Haul
Rate Container
Rental
Two-Stream
Commingled
$125.00
$55.00
$125.00
$55.00
$130.00
$50.00
Construction
Debris
$325.00
$55.00
$325.00
$55.00
$340.00
$50.00
SIX MONTH ONE YEAR TWO YEAR
Waste
Management Per
Haul
Rate Container
Rental Per
Haul
Rate Container
Rental Per
Haul
Rate Container
Rental
Two-Stream
Commingled
$250.00
$50.00
$225.00
$40.00
$200.00
$30.00
Construction
Debris
$425.00
$50.00
$400.00
$40.00
$375.00
$30.00
New Processing Contract between North Shore Waste & Resource Management
Within the past few weeks, North Shore Waste has entered into a contract with Resource Management Co. (Plainfield, IL) to haul all of the recyclables collected from their customers to
the Plainfield facility. The guarantee of a specific amount of delivered fiber and co-mingled products to Resource Management Co. has alleviated any disposal charge. North Shore Waste
has therefore noted that they would enter into a one year hauling contract with a guarantee of no disposal costs for recyclables. Yet, if the markets begin to provide a profit for such
materials, The City of Lake Forest would receive 100% of the revenue.
Recommended Action: It is recommended that North Shore Waste be awarded a one year contract (November 3, 1997-November 2, 1998) with a possible negotiated extension, for the hauling
and disposal of recyclables and the hauling, disposal, and processing of construction debris for an estimated annual cost of $60,562.24; this is $7,040.24 over the budgeted amount of
$53,522.
10. Award of Agreement for Professional Services for the Design and Specifications of the City’s Water Treatment Plant Rehabilitation Project
PRESENTED BY THE ASSISTANT TO THE DIRECTOR OF PARKS, FORESTRY, &
PUBLIC WORKS MICHAEL THOMAS (615-4265)
Background
Over the past year and a half, staff along with Carollo Engineers have been studying the City’s water plant and water main system. A system analysis and preliminary design study pinpointed
deficiencies in both the current equipment being utilized (40 and 60 year old pumps and filter beds) and the plant’s ability to meet current and future water quality standards. The preliminary
design report and its recommendations were reviewed at the September 8 and October 6 Finance Committee meetings. To correct identified problems, these scenarios were analyzed through
the preliminary design process: construction of a new water plant, purchasing water from another facility, or rehabilitating the existing plant. It was determined that rehabilitating
the existing plant would the most cost effective approach for the residents of Lake Forest.
The proposed $8-$10 million dollar project would focus on the following:
land expansion and shoreline protection,
installing support structures under the 24” intake main,
upgrading the filtration system and installing a filter washwater equalization process,
installation of a chlorine scrubber,
upgrade of electrical instrumentation,
constructiion of a 24” transmission main,
and the replacement of 40-60 year old equipment (highlift pumps, generator, etc.)
Design Services
Given that rehabilitating the water plant has been identified as the most cost effective approach, staff recommends that the design phase of this project be approved. This would allow
the engineers to begin discussion with the Army Corp. of Engineers, IDOT, and the IEPA regarding needed land expansion and shoreline protection.
Prior to undertaking the water plant system analysis study in May, 1996, staff performed the RFP process, visited numerous water plants to review their projects and the engineers utilized,
and interviewed numerous engineering firms. Because of their high quality work, their extensive knowledge and understanding of Lake Forest’s water plant, and the firm’s ability to work
with the plant staff throughout the system analysis and preliminary design process, staff recommends that an agreement between The City of Lake Forest and Carollo Engineers be approved.
Staff recommends that this agreement be similar to the preliminary design services agreement that stipulated a not to exceed dollar amounts (with plant staff assistance $40,000 was
saved on the pre-design study).
Recommended Action: It is recommended that an Agreement for Professional Services for the Design and Specifications of the City’s Water Treatment Plant Rehabilitation Project be awarded
to Carollo Engineers for an amount not to exceed $720,000.00.
OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE CITY COUNCIL
APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS
During the month of September, the following amounts were disbursed from the cashier’s account.
General Fund, IMRF, and
Capital Improvement
Water
Totals
Invoices
$954,210.43
$259,533.27
$1,213,743.70 Payroll 742,400.74 91,017.12 833,417.86 TOTALS $1,696,611.17 $350,550.39 $2,047,161.56
AUTHORIZATION OF TREASURER’S WARRANTS TO MEET EXPENSES OF
OCTOBER, 1997
The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the October 1997 audited accounts.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
EXECUTIVE SESSION
ADJOURNMENT
Office of the City Manager
October 3, 1997
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.
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