Loading...
CITY COUNCIL 7-7-1997THE CITY OF LAKE FOREST COUNCIL AGENDA July 7, 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 REPORTS OF CITY OFFICERS 1. Comments by Mayor 2. Comments by the City Manager Comments by Council Members A. Comments by Finance Committee Chairman Jerry Henry 1) Consideration of the Annual Appropriation Ordinance for FY1998 (First Reading) While the annual municipal budget represents the City’s financial “plan” for expenditures over the course of the fiscal year, the annual Appropriation Ordinance is the formal legal mechanism by which the City Council authorizes the actual expenditures of funds budgeted in the annual budget. It appropriates specific sums of money by object and purpose of expenditures. State statutes require the passage of an Appropriation Ordinance which must be filed with the County Clerk by the end of July. In addition, the Appropriation ordinance provides for a 10% “contingency” in the expenditures in an amount above those actually budgeted. Each separate fund includes an item labeled “contingency” with an appropriate sum equivalent to 10% of the total funds budgeted. This practice has been followed for the past eighteen years and has worked very efficiently, while still providing for complete City Council control over budgeted expenditures. Importantly, the City Council and City staff follow the adopted budget as its spending guideline, not the Appropriation Ordinance. Without the contingency, the City Council would have to pass an amended Appropriation Ordinance to cover any unforeseen expenditures exceeding the budget. School District 67 does not incorporate a contingency in their budget. Summary of the Amounts Appropriated from the Several Funds The City of Lake Forest Fund Budget Appropriation % Change General $ 17,035,745 $ 18,739,320 10.0% Illinois Municipal Retirement Fund 848,000 932,800 10.0% Fire Pension 538,600 592,460 10.0% Police Pension 591,600 650,760 10.0% Motor Fuel Tax 1,067,000 1,173,700 10.0% Recreation 2,214,156 2,435,572 10.0% Cemetery Commission 292,672 321,939 10.0% Senior Resources Commission 237,845 261,630 10.0% Park and Public Land 2,717,000 2,988,700 10.0% Public Benefit 310,000 341,000 10.0% Emergency Telephone 73,390 80,729 10.0% Public Library 1,902,412 2,092,653 10.0% Sub-total $ 27,828,420 $ 30,611,263 10.0% School District 67 Educational $ 14,549,576 $ 14,549,576 0.00 Operations, Building and Maintenance 2,226,783 2,226,783 0.00 IMRF/Social Security 377,721 377,721 0.00 Transportation 696,250 696,250 0.00 Sub-total $ 17,850,330 $ 17,850,330 0.00 Grand Total $ 45,678,750 $ 48,461,593 6.1% Recommended Action: Grant first reading approval to the ordinance at this time. A copy of the ordinance is available for review in the City Clerk’s office. 2) Consideration of Recommendation to Acquire As400 Software for the City A staff report and recommendation is included with your Finance Committee packet for review and discussion at this evenings Finance Committee meeting. The report recommends that the City proceed with Phase I AS400 software acquisition as recommended in the FY1998 budget. Recommended Action: Waive the bid process and authorize staff to expend up to $120,000 for Phase I of the AS400 software acquisition from HTE. 3) Consideration of Recommendation to Acquire GIS Server and Software for the City A staff report and recommendation for this item is also included in your Finance Committee packet for review and discussion at this evenings Finance Committee meeting. The report recommends that the City proceed with Phase I of the GIS project and purchase a GIS server and software as recommended in the FY1998 budget. Recommended Action: Waive the bid process and authorize staff to expend up to $36,000 to acquire GIS software and hardware for Phase I implementation. PUBLIC COMMENTS ON NON-AGENDA ITEMS APPROVAL OF MINUTES Recommended Action: Approval of the minutes of the June 19, 1997 Council meeting attached beginning on page 7. NEW BUSINESS 1. Consideration of a Report and Recommendation from the Plan Commission Regarding a Two-Lot Subdivision of Property Located at 335 N. Green Bay Road (O’Neill) (Tentative and Final Approval) PRESENTED BY SENIOR PLANNER, CATHERINE CZERNIAK (615-4299) The attorney and engineer representing property owners Mr. and Mrs. Klein appeared before the Plan Commission on June 11, 1997 to request tentative and final approval of a 2-lot subdivision of property located at 335 N. Green Bay Road. The Plan Commission reviewed the subdivision request and voted unanimously to recommend approval of the subdivision subject to several conditions which are outlined in the attached report. Attached beginning on page 10 is the Plan Commission Hearing report and background material. Recommended Action: Grant tentative and final approval as recommended by the Plan Commission. 2. Consideration of a Request for an Extension of the Expiration Date for Tentative Approval of the Willow Green Subdivision Located at 915 and 941 W. Everett Road (Gandhi). PRESENTED BY SENIOR PLANNER, CATHERINE CZERNIAK (615-4299) The attorney representing property owner Yogesh Gandhi submitted a letter requesting an extension of the expiration date for tentative approval of the Willow Green Subdivision. A copy of the letter is included in the Council packet on page 20. This request is unusual in that two requests for a deadline extension for tentative approval have previously been granted by the Council for this subdivision. The subdivision was originally granted tentative approval by the Council on December 5, 1994. A one-year extension was granted by the Council in 1995, extending the deadline to December 4, 1996. A subsequent seven-month extension was granted when ownership of the property changed, establishing the current expiration date of July 7, 1997. In hindsight, an extension of one full year, rather than a seven-month extension, might have been appropriate given the complication of the change in property ownership. In recognition of the change of ownership, the difficult issues surrounding subdivision of this property, and in an effort to work with the petitioner toward an improved final subdivision, staff recommends that the requested extension be granted. Staff further recommends the Council state that no further extension requests will be granted for this subdivision. Recommended Action: Grant the extension as requested by the petitioner to extend the expiration date for the tentative approval of the Willow Green Subdivision to June 1, 1998 with no further extensions permitted beyond that date. 3. Sidewalk Installation Along Sheridan Road Between Highview Terrace and Westleigh Road PRESENTED BY CITY ENGINEER KENNETH MAGNUS (615-4329) Plans are currently underway by the Illinois Department of Transportation (IDOT) to improve Sheridan Road between Westminster and Westleigh Road. This improvement is related to the jurisdictional transfer of this section of roadway from IDOT to The City of Lake Forest. The scope of work under this improvement is limited to having IDOT upgrade the existing infrastructure, which includes the bridge at Sheridan Road and Deerpath, the drainage system (storm sewers, culverts, headwalls, etc.) and the roadway pavement before The City of Lake Forest would assume future maintenance responsibilities. The estimated cost of the aforementioned work is $2,100,000.00 and is entirely IDOT’s responsibility to fund. At this time, IDOT is anticipating having this work undertaken in 1999. During the planning process, The City of Lake Forest requested IDOT investigate the feasibility of installing a new sidewalk between Highview Terrace and Westleigh Road. Currently, sidewalk is available throughout the limits of this project with the exception of this section. IDOT has now completed its investigation and has estimated the cost to construct the sidewalk at $28,250. However, since this sidewalk would be located adjacent to a 165-foot section of a ravine, a retaining wall will need to be constructed. The estimated cost of this retaining wall is $110,000. Because the installation of this sidewalk is a new installation and outside the scope of work under this project, IDOT is offering a minor cost-sharing arrangement which is 50% of the sidewalk construction ($14,175). This offer from IDOT is in accordance with their Bureau of Location and Environment’s Policies and Procedures Manual subparagraph (A) and (C). In order to continue with the preparation of the plans, IDOT is requesting a response from The City of Lake Forest on whether to proceed with the sidewalk installation. Recommended Action: To accept the Illinois Department of Transportation’s offer of $14,175 to install a sidewalk along Sheridan Road between Highview Terrace and Westleigh Road, with The City of Lake Forest being responsible for the remaining costs (estimated at $14,175) for the sidewalk installation and $110,000 for the required retaining wall. 4. Award of Engineering Services Contract for the Improvement of the Deerpath/Route 43 Intersection PRESENTED BY CITY ENGINEERING KENNETH MAGNUS (615-4329) Included in the agreement with the developer of the Newell’s Reserve Subdivision was the provision to upgrade the intersection of Route 43 and Deerpath. The upgrade would include new traffic signals as well as widening of the roadway to accommodate left-turn lanes on all four (4) approaches of the intersection. This upgrade will increase the safety and efficiency of traffic flow at this intersection. The responsibility of implementing and completing this improvement by August 1, 1996 rested with the developer. The developer initiated this process in 1994 by undertaking the preliminary Intersection Design Study. The developer claimed he was making a concerted effort to have this work undertaken, but would be unable to complete the work in 1996. After giving the developer an extension into 1997, he was still no further along in the process. Therefore, The City of Lake Forest took full control of this project. The City of Lake Forest has recently acquired $300,000 from the developer . The City also continues to hold an Irrevocable Letter of Credit in the amount of $245,257 and an additional $200,000 in cash. These funds, combined with The City of Lake Forest’s contribution of $75,000 toward the improvement as noted in the subdivision agreement, provide sufficient funding for the completion of the work, which is estimated at $415,000 . In order to continue this process, The City of Lake Forest needs to procure the services of an engineering firm. The engineering firm of TENG and Associates, Inc., is being recommended to undertake this work. TENG and Associates, Inc. is a Chicago firm that has considerable experience working with IDOT and has the resources to accelerate the implementation of this improvement. TENG and Associates, Inc. proposes to undertake the development of the plans and specifications and the coordination with IDOT for a not-to-exceed amount of $36,960.84. The engineering services will be intense in order to complete the plans, have them approved by IDOT and released for bids by July 31, 1997. This will allow for roadway geometrics and temporary signals to be installed this year, with the permanent signals installed by next spring. Recommended Action: To award an engineering design contract for the not-to-exceed amount of $36,960.84 to TENG and Associates, Inc. related to the improvement of the Deerpath/Route 43 Intersection. 5. Award of Contract for the 1997 Sidewalk and Curb Replacement Program PRESENTED BY CITY ENGINEER KENNETH MAGNUS (615-4329) On June 24, 1997, bids were received and opened on the 1997 Sidewalk and Curb Replacement Program. The work contained in this annual program consists of the removal and replacement of defective sections of sidewalk and curb and gutter. A total of ten (10) bids were received and are summarized as follows: SUMMARY OF BIDS BIDDER BID AMOUNT 1. M & C Scavelli, Inc. Chicago, Illinois $35,762.25 2. WAS Concrete Company Hammond, Illinois $36,683.10 3. A. Caputo Concrete Construction Co. Lake in the Hills, Illinois $39,716.74 4. Suburban Concrete, Inc. Hawthorn Woods, Illinois $42,067.13 5. Schroeder & Schroeder, Inc. Skokie, Illinois $42,690.83 6. G & M, Inc. Bensenville, Illinois $43,625.25 7. Greg Greenhill Construction Co., Inc. Ingleside, Illinois $44,865.13 8. Globe Construction Addison, Illinois $45,520.00 9. Kabayama Construction Chicago, Illinois $46,822.50 10. Alliance Contractors, Inc. Woodstock, Illinois $60,263.57 The low bidder, M & C Scavelli, Inc., has had previous experience working on projects within the City and their performance was determined to be acceptable. The low bid of $35,762.25 is $4,237.75 under the budgeted amount of $40,000. If awarded, work on this project is expected to be undertaken during July and August of this year. Recommended Action: It is recommended that the contract for the 1997 Sidewalk and Curb Replacement Program be awarded to M & C Scavelli, Inc. in the amount of $35,762.25. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE CITY COUNCIL APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS General Fund, IMRF, and Capital Improvement Water Totals Invoices $894,220.66 $82,597.00 $976,817.66 Payroll 1,112,375.23 134,668.32 1,247,043.55 TOTALS $2,006,595.89 $217,265.32 $2,223,861.21 AUTHORIZATION OF TREASURER’S WARRANTS TO MEET EXPENSES OF JULY, 1997 The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the July 1997 audited accounts. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION ADJOURNMENT Office of the City Manager July 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. Agenda Memorandum - 07/03/97 Page 4