Loading...
CITY COUNCIL 4-6-98THE CITY OF LAKE FOREST COUNCIL AGENDA April 6, 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 A. Proclaim April 19-25, 1998 as National Library Week in Lake Forest The proclamation is attached as page 11. B. Proclamation of April 24, 1998 as Arbor Day Lake Forest, with its environment of natural areas, is particularly dedicated to the observance of Arbor Day. The concern for preservation of the natural flora of Lake Forest is evident in the ordinances enacted by the City Council. Citizen groups and local institutions have actively supported preservation efforts and the renewal areas through tree planting and landscape projects. The City has been named Tree City USA by the Natural Arbor Foundation for eighteen consecutive years. The Mayor will proclaim Friday, April 24, 1998 as Arbor Day and will encourage all citizens to join in the celebration ceremonies. A copy of the proclamation is attached as page 12. C. Acceptance of the Report and a Proclamation from the Lake Forest Canvassing Board Regarding Results of the March 17, 1998 General Election State Statute requires that a Canvassing Board, consisting of the Mayor, the City Attorney and the City Clerk, meet to verify the returns from each municipal election. The returns are prepared for the City by the County Clerk’s office. Attached as page 13 is the proclamation which declares the winners in all elected offices. Recommended Action: Acceptance of Lake Forest Canvassing Board report and proclamation. D. Appointment of Municipal Services Space Needs Planning Committee Mayor Waud will announce his appointments to the above committee. 2. Comments by the City Manager A. Report from the City Attorney with Respect to Litigation between The City of Lake Forest and Carroll Homes The City Council met in Execution Session prior to the regular meeting to receive an update from the City Attorney on this litigation. 3. Comments by Council Members A. Report of the Finance Committee Chairman 1. Award of Contract for the Construction of the Bank Lane Parking Deck This agenda item and recommendation was reviewed by the Finance Committee at its 6:30 meeting held earlier this evening. Bids were received for the construction of the deck on March 31, 1998 (bid tabulation included in the packet as page 14). Staff recommends that an award of contract be given to the lowest bidder, Altounian Construction, Inc., in the amount of $1,623,700. This amount does exceed the budgeted amount of $1,500,000. However, sufficient funds are available in the Parking Fund to cover this increased cost. Recommended Action: It is recommended to award the contract for construction of the Bank Lane Parking Deck to Altounian Construction in the amount of $1,623,700. 2. Refurbishing of Engine 214 This agenda item was reviewed by the Finance Committee at its 6:30 p.m.meeting held earlier this evening. In the FY 99 Operating Budget request, the Fire Department requested permission to refurbish engine 214, a 1991 Pierce Lance pumper. This vehicle will be modified to provide not only its current structural fire fighting capabilities, but also auto extrication duties. The department responds to about 200 auto accidents a year, and anticipates handling an additional 60 accidents when coverage is extended to the tollway this summer. The budgeted amount for this work is $69,000. Pierce has submitted a proposal to do the work for $67,400. Should an unanticipated problem be discovered, work will be performed on a time and material basis. Therefore, the Fire Department would like to be allowed to use the budgeted amount as a not to exceed amount in the event something along this line develops. The Fire Department would like to waive the bid process and accept Pierce’s proposal to do the work. Also involved in the refurbishing, is the inspection, cleaning and undercoating of the underside of the vehicle and the replacement of specific parts known to be in need of repair. Because this is a refurbish job, some of the repair items on the underside of the vehicle were bid as an amount, but there is an unknown factor in the actual condition of the part. Given the extensive body work that will be undertaken on this engine, the Fire Department feels the work can best be accomplished by the original manufacturer who has the original design blue prints and the modular construction capabilities already in place. Recommended Action: Approve the waiving of the bid process and allow Pierce Manufacturing to do the refurbish work on engine 214 for a not to exceed amount of $69,000. 3. Authorization to Enter into an Agreement with W.F. Baird & Associates for Coastal Engineering Services for the Preparation and Recommendation of a 10-Year Monitoring and Maintenance Plan for Forest Park Beach This agenda item was reviewed by the Finance Committee at its 6:30 p.m. meeting held earlier this evening. City staff received proposals from three coastal engineering firms for this project. The tabulation of bids received is as follows: W.F. Baird & Associates, Inc. $50,000.00 Madison, WI Shabica & Associates, Inc. $51,000.00 Northfield, IL Harza Engineering Company $75,000.00 Chicago, IL Based on low bid and prior satisfactory work for the City, the coastal engineering firm of W.F. Baird & Associates, Inc., is recommended for this project. Baird was the firm that designed and managed the original beach construction from 1985-1987 and has since provided the City with continuing advice and recommendations for operation of the facility. Recommended Action: It is recommended that the City enter into an agreement with W.F. Baird & Associates, Inc. for a not-to-exceed figure of $50,000 to complete the 10-Year Monitoring and Maintenance Plan Study of the Forest Park Beach. This project was included in the City's most recent capital improvement plan as a planned budgeted expense for FY 1999. The City will not be required to pay any fees for this work until after May 1, 1998. 4. Award of Contract for the 1998 Pavement Resurfacing Program This agenda item was reviewed by the Finance Committee at its 6:30 p.m. meeting held earlier this evening. On March 17, 1998, bids were received and opened for the 1998 Pavement Resurfacing Program. This program involves the resurfacing of over four (4) miles of streets. In addition to the street resurfacing, the City televised all of the storm and sanitary sewer within these streets and included the sewer rehabilitation under this program. A summary of the bids is as follows (see Bid Tab attached as page 15): Contractor 1. Peter Baker & Son, Company $556,826.40 2. Curran Contracting $618,837.80 3. Skokie Valley Asphalt $634,649.70 4. Johnson Paving Company $731,141.15 The low bidder, Peter Baker & Son Company, has extensive experience working in Lake Forest where their work has been commendable. The bid is $134,542.40 under the Engineer’s Estimate amount of $691,368.80. The project would start in May and be completed in July. Recommended Action: It is recommended to award the Contract for the 1998 Street Resurfacing Program to Peter Baker & Son Company in the amount of $556,826.40. 5. Award of Contract for the Sheridan/Old Elm Parking Lot Resurfacing Project This agenda item was reviewed by the Finance Committee at its 6:30 p.m. meeting held earlier this evening. On March 17, 1998, bids were received and opened on the Sheridan/Old Elm Parking Lot Resurfacing Project. This is a commuter parking lot located at the northwest corner of Sheridan Road and Old Elm Road. A summary of the bids is a follows (see Bid Tab attached as page 19): Contractor 1. Performance Paving $19,366.70 2. Skokie Valley Asphalt $25,435.85 3. Chicagoland Paving $26,121.40 4. D.L. Frazen $28,254.20 5. J.A. Johnson $30,356.75 6. Meridian Construction $37,612.00 The low bidder, Performance Paving, has experience working in Lake Forest where their work has been commendable. The bid is $13,320.04 under the Engineer’s Estimate amount of $32,686.74. Recommended Action: It is recommended to award the Contract for the Sheridan/Old Elm Parking Lot Resurfacing Project to Performance Paving in the amount of $19,366.70. 6. Award of Contract for 1998 Asphalt Pavement Sealing Program This agenda item was reviewed by the Finance Committee at its 6:30 p.m. meeting held earlier this evening. In 1993, The City of Lake Forest began a program which involves undertaking preventative maintenance measures on the pavement of City streets. This program involves applying asphalt sealer to the streets that were resurfaced one (1) to two (2) years prior to the proposed sealant application. This program was undertaken in order to inhibit the aging process of the pavement, while lengthening the serviceability. The contractor proposing to undertake this work is Boecker Road Maintenance (Naperville, Illinois), the contractor that has undertaken this work from 1993 through 1997. This is a unique process that has been used successfully by several municipalities throughout DuPage County, and has gained popularity in Lake County (Lake Zurich, County of Lake). Boecker Road Maintenance has submitted a proposal to undertake this work at a price of $0.43 per square yard. A cost comparison was done between fourteen (14) other Governmental agencies that either bid or negotiated a contract for the same services from Boecker Road Maintenance. Lake Forest’s cost was about mid-range, comparable to both bid and negotiated prices. This cost would result in a contract price of $38,489.30 to seal the proposed seven and a half (7.5) miles of streets. If awarded, the work would be undertaken during the second week of August. Recommended Action: Award the contract for the 1998 Asphalt Rejuvenating Treatment Program to Boecker Road Maintenance in the amount of $38,489.30. PUBLIC COMMENTS ON NON-AGENDA ITEMS APPROVAL OF MINUTES Recommended Action: Approval of the minutes of the March 19, 1998 Council meeting attached beginning on page 20. ORDINANCES 1. Consideration of a Report and Recommendation from the Zoning Board of Appeals Regarding a Request for a Corner Side Yard Setback Variation for Property Located at 815 E. Barberry Lane (Bunn Variation) (First Reading and Final Approval) PRESENTED BY SENIOR PLANNER CATHERINE CZERNIAK (615-4299) On February 23, 1998, the Zoning Board of Appeals held a public hearing on a request for setback variations for property located at 815 E. Barberry Lane. Mr. Ted Brown, presented the request on behalf of the petitioners. He provided an overview of the compatibility of the proposed garage and addition with the existing residence and with the overall streetscape of Woodbine Place. Two letters in support of the variation were submitted by neighboring property owners. After commending the proposal, the Zoning Board of Appeals voted unanimously to recommend approval of the variation as requested. The Board’s report is attached beginning on page 27. The ordinance with the findings is attached beginning on page 24. Recommended Action: Grant first reading and final approval to an ordinance granting the setback variation. 2. Consideration of a Report and Recommendation from the Zoning Board of Appeals Regarding a Request for an Amendment to a Special Use Permit for Property Located at 250 N. Washington Road (Lake Forest College) (First Reading and Final Approval) PRESENTED BY SENIOR PLANNER CATHERINE CZERNIAK (615-4299) On February 23, 1998, the Zoning Board of Appeals held a public hearing on a request for an amendment to a Special Use Permit originally granted to Lake Forest College in 1978 to allow the Chicago Bears to use Halas Hall and Farwell Field. Representatives for the College explained that the Chicago Bears no longer use this facility as a practice field. An amendment to the Special Use Permit is requested to allow the joint use of the property by Lake Forest College and the Chicago Fire major league soccer team. Neighboring property owners raised several concerns including how the property would be used, and noise, lighting and parking issues. The petitioners agreed to work with staff and the neighbors to address the concerns to the extent possible. On March 23, 1998, a second public hearing was held on the request. Twelve conditions were recommended as a result of the discussions that occurred among the various parties over the past 30 days. The Board acknowledged that the conditions went a long way to address the concerns raised while remaining reasonable. The Zoning Board of Appeals voted unanimously to recommend approval of the variations subject to the conditions. The Board’s report attached beginning on page 38. The ordinance is attached beginning on page 35. Recommended Action: Grant first reading and final approval to an ordinance granting an amendment to the Special Use Permit subject to conditions. 3. Consideration of a Report and Recommendation from the Zoning Board of Appeals Regarding a Request for a Corner Side Yard Setback Variation for Property Located at 1310 N. Green Bay Road (Fraser Variation) (First Reading and Final Approval) PRESENTED BY CITY PLANNER CATHERINE CZERNIAK (615-4299) On February 23, 1998, the Zoning Board of Appeals held a public hearing on a request for a setback variation for property located at 1310 N. Green Bay Road. Mr. Myefski, project architect, appeared before the board and provided an overview of the project. He explained that the proposed garage was located to compliment the existing residence and in a manner that worked with the existing floor plan. The Board raised concerns about the proximity of the proposed addition to the south property line. On March 23, 1998, Mr. Myefski presented a revised plan to the Board on behalf of the petitioners. The revised plan addressed the concerns previously raised by the Board and provided landscape screening of the residence from the neighboring property to the south. The Zoning Board of Appeals voted unanimously to recommend approval of the variations subject to one condition. The Board’s report attached beginning on page 51. The ordinance with findings and conditions is attached beginning on page 46. Recommended Action: Grant first reading and final approval to an ordinance granting the setback variation. 4. Consideration of a Report and Recommendation from the Zoning Board of Appeals Regarding a Request for Rear and Side Yard Setback Variations for Property Located at 511 E. Walnut Avenue (Marsch Variation) (First Reading and Final Approval) PRESENTED BY SENIOR PLANNER CATHERINE CZERNIAK (615-4299) On February 23, 1998, the Zoning Board of Appeals held a public hearing on a request for setback variations for property located at 511 E. Walnut Avenue. Mr. Stephen R. Knutson, project architect, appeared before the board and provided an overview of the project. He explained that variations were requested for an attached garage to serve the main house and a detached garage to serve the coach house located on the rear lot. The Zoning Board of Appeals voted unanimously to recommend approval of the variations subject to two conditions that address the future of the rear lot. The Board’s report attached beginning on page 64. The ordinance with findings and conditions is attached beginning on page 60. Recommended Action: Grant first reading and final approval to an ordinance granting the setback variations subject to conditions. UNFINISHED BUSINESS NEW BUSINESS 1. Consideration of a Report and Recommendation from the Plan Commission for Tentative Approval of a 50-Lot Subdivision for Property Located South of Route 60, on the East Side of Conway Farms Drive (The Courts at Conway Farms) PRESENTED BY SENIOR PLANNER CATHERINE CZERNIAK (615-4299) On February 11, 1998, the Plan Commission considered a request for subdivision of one of the remaining phases of the Conway Farms development. The Courts at Conway Farms is a 50-lot subdivision proposed for this area. Mr. Alexander Stuart noted that the density proposed for The Courts is consistent with the previously approved overall density for the development. On behalf of the petitioner, Courts of Conway Farms, L.L.C., Mr. Rob Walker and Mr. Roger Dupler described the project. The Commission discussed a variety of issues including the overall layout of the subdivision, the relationship of the homes to each other and to the street, and the landscaping planned for the development. The Commission directed the petitioner to work with staff to address the issues and return with a revised proposal. On March 11, 1998, the Plan Commission reviewed the revised plan and voted unanimously to recommend tentative approval of the plan, subject to conditions, to the City Council. A copy of the Plan Commission Report is attached beginning on page 74. Recommended Action: Grant tentative approval of the subdivision. 2. Award of Contract for the Thorne Lane Watermain Replacement Project PRESENTED BY CITY ENGINEER KEN MAGNUS (615-4329) On March 17,1998, bids were received and opened for the Thorne Lane Watermain Replacement Project. This project involves the replacement of the existing watermain within Thorne Lane which is aged and has needed increasing repairs in recent years. A summary of the bids is as follows (see Bid Tab attached as page 81). 1. Mola Construction $39,700.00 2. Merryman Excavation $43,688.00 3. Lenny Hoffman Excavation $44,273.00 4. Glenbrook Excavation $45,568.75 5. Thelen Sand & Gravel $47,031.70 6. DiMeo Brothers $48,275.00 7. Wadsworth Excavating $48,308.75 8. J.R. Myers Co., Inc. $49,014.00 9. Vian Construction $53,905.00 10. Campanella & Sons $58,642.50 11. John Rendina $65,317.50 12. Concept Plumbing $66,042.00 13. Lo Verde Construction $72,972.50 The low bidder, Mola Construction, does not have experience working in Lake Forest, but the City Engineer had experience overseeing the work of the company in a past position where he found their work to be acceptable. The bid is $13,750 under the Engineer’s Estimate amount of $53,450. Work on this project would be undertaken in May. Recommended Action: It is recommended to award the Contract for the Thorne Lane Watermain Replacement Project in the amount of $39,700 to Mola Construction. 3. Award of Contract for the 1998 Traffic Signal Painting Project PRESENTED BY ADMINISTRATIVE INTERN TO THE DIRECTOR OF PARKS, FORESTRY AND PUBLIC WORKS CHRISTOPHER CLARK(615-4216) On March 13, 1998, the City received bids from three contractors for the repainting of traffic signal poles within The City of Lake Forest. All traffic signal poles will be repainted brown. The project includes the surface preparation, priming and painting of signal poles at the following locations: Golf Road and Deerpath Road McKinley Road and Woodland Road Green Bay Road and Deerpath Road Green Bay Road and Country Day School Green Bay Road and Westleigh Road Western Avenue and Illinois Road Western Avenue and Westleigh Road Sheridan Road and Westleigh Road The tabulation of bids follows: G. Mann Painting $15,705.00 Mundelein, IL Sheahaw Painting $20,495.00 Libertyville, IL Advanced Coatings, Inc. $23,280.00 Schaumburg, IL Staff recommends the acceptance of the low bidder's proposal for this work. This is within the FY98 budgeted amount for this project. Traffic signal poles are repainted by the City every 3-5 years as needed. The project will be completed by late June, 1998. Recommended Action: On the basis of low bid and favorable references, it is recommended that the City award a contract in the amount of $15,705.00 to G. Mann Painting for the 1998 Traffic Signal Painting Program. 4. Authorization to Participate in the State of Illinois Bid Process for the Purchase of Rock Salt for the 1998-1999 Winter Season PRESENTED BY ADMINISTRATIVE INTERN TO THE DIRECTOR OF PARKS, FORESTRY AND PUBLIC WORKS CHRISTOPHER CLARK (615-4216) In order to insure the annual procurement of sufficient quantities of rock salt for the lowest possible cost, the City participates in a municipal group purchasing program administered by the Illinois Department of Central Management Resources. State bid costs are consistently lower than any price quotes received by the City for direct guaranteed deliveries from private vendors. If the City's participation in this year's State bid process is approved, the City will submit the expected amount of rock salt tonnage needed for roadway de-icing for the 1998-1999 winter season. In return for a guaranteed supply, the City will guarantee purchase of 70% of this expected amount from the State's contract vendor. The vendor is required to furnish not less than 130% of the City's requisitioned need by March 1, 1999 if so requested by the City. The City typically participates in this program every year. The bidding will take place during August/September 1998. An approval for the purchase of rock salt will be brought to the City Council in October, 1998. Recommended Action: It is recommended that the City be authorized to participate in the annual State bid process for the purchase of rock salt for roadway de-icing for the 1998-1999 winter season. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE CITY COUNCIL APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS During March, the following amounts were disbursed from the Cashier’s Account: Gen. IMRF & Cap. Imps. Water Total Invoices $ 580,430.50 $ 98,680.20 $ 679,110.70 Payroll $ 742,762.35 $ 95,375.56 $ 838,137.91 Totals $1,323,192.85 $194,055.76 $1,517,248.61 AUTHORIZATION OF TREASURER’S WARRANTS TO MEET EXPENSES OF APRIL, 1998 The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the April, 1998 audited accounts. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION EXECUTIVE SESSION ADJOURNMENT Office of the City Manager April 3, 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 - 04/03/98 Page 2