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CITY COUNCIL 3-2-98THE CITY OF LAKE FOREST COUNCIL AGENDA March 2, 1998 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 3. Comments by Council Members A. Finance Committee Chairman’s Report At today’s FY1999 budget meeting, staff presented a request to repaint both the interior and exterior of the 1,500,000 gallon elevated water tank. The tank, built in 1988, is showing a considerable amount of rust both on the interior ceiling and exterior steel plates. A detailed analysis of the tank was performed by McMahon Associates in 1996; the study concluded that such work needed to be completed within one to three years. Staff therefore received bids on January 29, 1998 and is recommending that the low bid of $128,500 from the Neumann Company be awarded at this time. This FY1999 project would commerce in early April and would require a certain portion of the City’s water to be purchased from the Village of Lake Bluff during the construction period. The cost of this project is changed to the water fund and paid for through water charges. Staff is therefore requesting that the entire budgeted amount of $159,000 be approved at this time. Recommended Action: Approve award of contract to the Neumann Company in the amount of $128,500. PUBLIC COMMENTS ON NON-AGENDA ITEMS APPROVAL OF MINUTES Recommended Action: Approval of the minutes of the February 19,1998 Council meeting attached beginning on page 8. ORDINANCES 1. Consideration of a Report and Recommendation from the Zoning Board of Appeals Regarding a Request for a Special Use Permit for Property Located at 400 E. Illinois Road (Gorton Community Center) (Final Approval) PRESENTED BY SENIOR PLANNER CATHERINE CZERNIAK (615-4299) On February 19, 1998, the City Council held a public hearing on a request for a Special Use Permit to allow the expansion of the Gorton Community Center. After hearing public testimony, the Council voted unanimously to approve the first reading of the Ordinance granting the Special Use Permit. At the February 19, 1998 Council meeting, staff presented a summary of the basis for the Zoning Board’s recommendation for approval of the request. The findings of the Board are attached as Exhibit A to the Ordinance, a copy of which is provided in the Council packet. Testimony was presented by Mr. Charles Siemon, on behalf of the petitioner, and by Mr. George Grumley, on behalf of some of the neighboring property owners. Several neighbors spoke in opposition to the request. During the meeting, the Mayor acknowledged that just prior to the City Council meeting, the Council received a document submitted by the neighbors in opposition to the petition. The Mayor directed staff and the City Attorney to review the document prior to final Council action on the Gorton Special Use Permit, and to respond to any new issues raised. Upon review of the document by staff and the City Attorney, it was determined that the new information in the document was limited to the information from Mr. Theodore R. Kowalski regarding the report by The Inghram Company. Responses to the material submitted by the neighbors, from The Inghram Company and Mr. Siemon, are included in the Council packet. Since the City Council approval of the first reading for this petition, at the request of a neighbor of the Gorton Community Center, City staff met with some of the neighbors to hear concerns, respond to questions, and provide additional information. A request was made by a neighbor to clarify that landscaping would be provided on the Gorton Community Center property on the north side of the building in addition to the offer by Gorton to plant trees on the neighbors’ property. Staff has amended condition #1 in response to this request. The ordinance with the findings and conditions are attached beginning on page 13. Recommended Action: Grant final approval to an ordinance granting a Special Use Permit to allow the expansion of the Gorton Community Center subject to conditions. UNFINISHED BUSINESS NEW BUSINESS 1. Consideration of a Resolution Accepting the Town of Fort Sheridan Company (TFSC) Construction Traffic Management Plan PRESENTED BY CITY MANAGER ROBERT R. KIELY, JR. (615-4271) On September 29, 1997, the City Council heard a presentation from representatives of the City of Highland Park and the Lake County Forest Preserve District on proposed redevelopment plans for Fort Sheridan when the historic district property at Fort Sheridan is transferred from the US Army. The city Council was asked to approve an Intergovernmental Boundary Agreement that would permit the realignment of the main entrance to Fort Sheridan with Old Elm Road. The City Council expressed deep concern regarding the routing of the construction traffic during the redevelopment of the 140-acre historic district, golf course property and, in the future, ultimately the southern military property, which is currently held by the US Navy and Army reserve. The City Council was reluctant to execute the boundary agreement without first approving a Construction Traffic Management Plan. At the request of Highland Park and Highwood, Lake Forest agreed to enter into an amended boundary agreement under the condition that a separate intergovernmental agreement controlling construction traffic would be executed by the three communities. The agreement stipulated that the City Councils of the Cities of Highland Park and Highwood would not be authorized to issue any required permits for landfill excavation, building demolition or infrastructure construction within the historic district until such time as all three communities had received and approved a plan for the management of truck traffic in connection with the work. For approximately four months, representatives from the Town of Fort Sheridan Company (TFSC) and the Cities of Lake Forest, Highwood and Highland Park met to draft an acceptable Construction Traffic Management Plan. The City of Lake Forest’s position in drafting the plan was to insure that streets within Lake Forest should not be burdened with construction traffic attributable to redevelopment occurring within the boundaries of the Cities of Highwood and Highland Park. Therefore, the only construction traffic on Old Elm and/or Sheridan/Westleigh should be attributable to the demolition work proposed to be undertaken by TFSC on the Forest Preserve property currently within the corporate limits of the city or the area designated to be annexed to the City under the boundary agreement. Further, weight limitations on the Westleigh Road and Old Elm Road bridges restrict the type of construction traffic to empty vehicles, since a filled semi will exceed the weight limitations of the bridges. Representatives from the Town of Fort Sheridan Company were in attendance at the February 19 City Council meeting and provided an overview of the construction traffic management plan as it affects Lake Forest. A copy of the plan had been previously distributed and discussed in detail at a February 12 public meeting. Alderman Kerr, the City Manager and City Engineer met with company representatives to review resident concerns and recommend modifications to the plan. The following conditions have been added to the plan since the February 12 public meeting to address neighbor concerns. (1) Total truck traffic on Old Elm was reduced to a maximum total of 505 trucks during the first nine month period. (2) Town of Fort Sheridan will contribute up to $115,000 to resurface Old Elm from Sheridan to Green Bay before construction traffic begins. (3) Town of Fort Sheridan will contribute towards the rehabilitation of Old Elm, Sheridan and Westleigh after the first year depending on the extent of damage caused by the construction traffic. (4) Lake Forest and Highland Park will continue to restrict non Town of Fort Sheridan Company construction traffic during this period. A copy of the proposed Resolution and Roadway Rehabilitation Reimbursement Framework and letter from Highland Park is attached beginning on page 22. Recommended Action: Approve the Resolution authorizing adoption of the Construction Traffic Management Plan and Roadway Rehabilitation Framework. 2. Consideration of an Ordinance Disconnecting Certain Territory from within The City of Lake Forest, Illinois (Second Reading and Final Approval) PRESENTED BY CITY MANAGER ROBERT R. KIELY, JR (615-4271) The Cities of Highwood and Highland Park petitioned The City of Lake Forest to disconnect a portion of its property within Fort Sheridan in order to permit the relocation of the main entrance of Fort Sheridan to align with Old Elm Road. At its October 16, 1997 meeting, the City Council approved amending the Intergovernmental Boundary Agreement to permit the disconnection, subject to the execution of the pervious agreement (Construction Traffic Management Plan). At its February 19, 1998, the City Council gave first reading approval to the disconnection ordinance. A copy of the petition for disconnection and supporting documentation are attached beginning on page 28. Recommended Action: Grant second reading and final approval of an ordinance disconnecting certain properties in The City of Lake Forest. 3. Consideration of a Report and Recommendation from the Plan Commission for Final Approval of a 10-Lot Subdivision for Property Located at 1335 W. Old Mill Road (Paddock Lane Estates - Final Approval) PRESENTED BY SENIOR PLANNER CATHERINE CZERNIAK (615-4299) On February 11, 1998, the Plan Commission held a public hearing to consider final approval of the Paddock Lane Estates Subdivision. The Commission reviewed changes made to the plat in response to conditions of tentative approval. Those changes involved a slight re-alignment of the new street at its point of intersection with Old Mill Road and changes to address storm drainage issues on the southern portion of the plat. No public testimony was presented. The Commission unanimously, with seven members voting, recommended final approval of the subdivision to the City Council subject to several conditions which are detailed in the Plan Commission’s report. A copy of the Plan Commission’s report is attached beginning on page 36. Recommended Action: Grant final approval of the subdivision subject to the conditions recommended by the Plan Commission. 4. Consideration of Approval of the Business District Component, and an Overall Approval of the Finalized Format of the Comprehensive Plan PRESENTED BY PLANNER, PUJA K. BHUTANI (615-4587) Enclosed is a copy of the Comprehensive Plan in its finalized format. The Council has approved all the components of the Plan except for the Central Business District subsection of the Business Component of the Plan. On February 11,1998, the Plan Commission reviewed and unanimously recommended approval of this section of the Plan. Staff would note that the findings of the report “Making a Good Thing Better: A Strategic Plan for Enhancing the Business District of Lake Forest” were considered while drafting the recommendations included in the Business District Component of the Plan. The report, prepared by Teska and Associates, was jointly commissioned by the City and the Chamber of Commerce, and studied the three business districts, specifically Market Square, Settler’s Square and Conway Park/Farms. Members of Chamber of Commerce played an active role during the Plan Commission review and approval process of the Business District Component. The Plan Commission has also recommended that the reference to the findings of the Clarion Report, on page 30 of the Comprehensive Plan, be removed. Instead, the Clarion Report would be referenced as a footnote and in the appendix of the plan. This action was recommended primarily because the Clarion Report and the assumptions on which its findings are based have been accepted but not endorsed by the Council. The Plan is also being presented to the Council for approval of the overall finalized format. The finalized plan was reviewed and approved by the Plan Commission on February 11, 1998. Please note that the attached Plan is a photocopy and therefore the quality of the graphics and overall presentation is significantly lower than the original document. The final document will be printed, ensuring an accurate reproduction of the original document and a higher overall quality. At this stage it might be more important to allow the Council a chance to review the Plan in its finalized format, if not the overall presentation quality. Recommended Action: Approve the Business District Component and the finalized format of the Comprehensive Plan. 5. Approval of a Resolution Regarding Special Events PRESENTED BY ASST. TO THE CITY MANAGER ROSEMARY HAACK (615-4274) There has been discussion over the past year regarding costs incurred by the City associated with community events. These annual events draw large numbers of residents as well as visitors to our community. While the organization sponsoring the event assumes most of the expenses, there are several events involving a contribution of manpower and equipment for which the City is not totally reimbursed. The most significant of these events are Lake Forest Day and Concert-on-the-Green for which the City contributes approximately $24,000 in manpower and equipment. These are community-wide events in which the City has traditionally participated. Attached beginning on page 42 is a breakdown of costs associated with these special events. Many other special events are held in Lake Forest which may or may not require assistance from the City. Whenever possible, on-duty employees provide assistance in posting “no parking” signs, delivering litter barrels and picnic tables, providing necessary traffic control, and other similar functions. The City Council discussed at a previous budget meeting whether a policy should be established to recover some or all of the City’s costs associated with special events. It was agreed by the City Council at that time that the City should not charge for actual manpower costs and use of City equipment as it would create additional administrative expenses for a minimal payback. It was agreed, however, that if the determination is made by a department that it cannot undertake a special assignment without negatively impacting the service it provides to the community, then off-duty or contractual employees would be used or equipment rented. These out-of-pocket costs would then be billed to the organizing group. It is recommended that a resolution establishing a special events policy be approved. A copy of the proposed resolution is attached as page 45. Recommended Action: Approval of a resolution to: 1) allow the City to continue to participate in Lake Forest Day and Concert-on-the-Green by contributing manpower and equipment; and 2) allow the City to recover its actual costs from the organizing groups for expenses associated with hiring off-duty or contractual personnel or renting equipment for special events in Lake Forest. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE CITY COUNCIL APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS During the month of February, the following amounts were disbursed from the Cashier’s Account: Gen. IMRF & Cap. Imp. Water Total Invoices $ 495,135.62 $ 83,631.60 $ 578,767.22 Payroll $ 728,388.14 $ 100,956.92 $ 829,345.06 Totals $1,223,523.76 $ 184,588.52 $1,408,112.28 AUTHORIZATION OF TREASURER’S WARRANTS TO MEET EXPENSES OF MARCH, 1998 The motion to authorize the Mayor and the City Clerk to sign such warrants as may be necessary to meet the March, 1998 audited accounts. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION EXECUTIVE SESSION ADJOURNMENT Office of the City Manager February 27, 1998 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. blue\shell Agenda Memorandum - 02/27/98 Page 7