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CITY COUNCIL 5-3-99 ATHE CITY OF LAKE FOREST COUNCIL AGENDA May 3, 1999 FIRST SESSION (1998-1999 City Council) (This "Change of the Guard" meeting is held in two separate sessions, with the outgoing Council handling pending business, including adoption of the FY2000 budget, and the incoming Council devoting its attention to organizational matters.) 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 Ashley Maentz, 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. Resolution of Appreciation for Allen G. Tiegs for his Dedication and Faithful Service to the City over a Period of 37+ Years A copy of the resolution is attached as page 12. Recommended Action: Approve the resolution as attached. 2. Comments by the City Manager 3. Comments by Council Members A. Finance Committee Report PRESENTED BY FINANCE COMMITTEE CHAIRMAN JERRY HENRY 1. Approval of the Comprehensive Fiscal Plan for FY2000 The Finance Committee has reviewed the various components of the Comprehensive Fiscal Plan for FY2000 (May 1, 1999 - April 30, 2000) at several public meetings during the past six months. The Chairman will review the proposed Comprehensive Fiscal Plan for final approval this evening. The budget book was distributed to the City Council with the Finance Committee agenda for final review and discussion at their meeting prior to the City Council meeting this evening. Recommended Action: Approval of Comprehensive Fiscal Plan for Fiscal Year 2000. 2. Approval of FY2000 Personnel Policies, Practices and Official Pay Plan The Fiscal Year 2000 Personnel Policies, Practices and Official Pay Plan are included in the budget document that was distributed last week. The Plan was distributed to the City Council with the Finance Committee agenda for final review and discussion at their meeting prior to the City Council meeting this evening. Recommended Action: Approval of the FY2000 Personnel Policies, Practices and Official Pay Plan. 3. Approval of Expenditure for Fountain Repair in Market Square The Market Square 2000 project has been very successful, and the City has received numerous compliments on the beautiful renovations. As the Square is the focal point of the downtown area -- the fountain is the focal point of the Square. The fountain began showing signs of wear a number of years ago. In 1998, it developed a leak that, with time, would have created problems keeping the bowl filled with water. The City staff researched the problem and originally was going to use a liner in the bowl to stop the leak. Since these liners are not meant to be walked on, small children constantly walking in the bowl would have inevitably caused a leak. As it exists today, the fountain has no sub-drainage. A liner with a leak would trap moisture in the concrete, eventually causing the concrete to crumble and fall apart. The staff also noticed that the exterior brick does not match on all sides of the fountain. With all the detail work taking place in the Square, the fountain should receive the same amount of attention and receive a facelift. As the City staff researched the repair process, the idea of lighting the fountain was suggested. A mock lighting was set up to see the impact lighting would have on the Square. Both Presidents of the Market Square Board and a number of City staff were on hand for the lighting. The demonstration made a beautiful night setting in the square, and everyone who attended agreed that this was a beautiful feature to add to the project. The Market Square Board received a donation to cover the cost of the lighting shortly thereafter. A second mock lighting was held on April 19, 1999, so members of the Building Review Board could see the lighting. Original estimates for the repair of the fountain ran as high as $190,000. City staff worked diligently to reduce this number. The current proposal is for $150,900. The City has budgeted $75,000 for this repair/renovation in the FY2000 capital improvement budget. The current public/private partnership, that has worked so well with this project, continues to move forward. The Market Square Board of Directors, with the help of the Preservation Society, has agreed to donate the funds needed to cover any repairs that exceed the $75,000 budgeted by the City. City staff believe the fountain renovation and lighting is a necessary component of the Market Square project. The City agreed to help the members of Market Square 2000 accomplish their monumental task of renovating the square, and this project has been a model for future public/private partnerships. Recommended Action: Approval of an expenditure of $75,000 for the fountain repair with the remaining rehabilitation expenses to be covered by Market Square 2000. 4. Approval of Change Order for Construction of the Bank Lane Parking Deck On May 4, 1998, the City Council approved an award of contract to Altounian Builders for the construction of the Bank Lane parking deck, in an amount of $1,623,700. Although ground was broken shortly thereafter, the project was beset by difficulties from the beginning. As discussed earlier this evening at the Finance Committee, there was an issue during the construction of the deck relating to lateral support issues with the property located at 585 N. Bank Lane. As a consequence of this issue, a change order has been requested. This change order was necessitated because of redesign work and changes in construction method to meet the needs of the property owner and the City. The requested change order is in the amount of $106,662.91. The requested change order was included in the Finance Committee packet. Recommended Action: It is recommended that the City Council approve a change order for the design and installation of a lateral support system in the amount of $106,662.91. PUBLIC COMMENTS ON NON-AGENDA ITEMS APPROVAL OF MINUTES Recommended Action: Approval of the minutes of the April 15, 1999 Council meeting attached beginning on page 13. NEW BUSINESS 1. Consideration of a Report and Recommendation from the Grove School Blue Ribbon Committee Regarding Disposition of the Grove School Property PRESENTED BY DIR. OF COMMUNITY DEVELOPMENT CHUCK CROOK (615-4207) In October 1997, the City Council unanimously approved the acquisition of a 26+ acre site located on the east side of Ridge Road between Old Mill and Old Elm Road. For more than sixty years, the former Grove School occupied this site as a school for handicapped and disabled children. On March 19, 1998, the Mayor and City Council appointed the Grove School Blue Ribbon Committee and charged the Committee with identifying appropriate uses for the property that would be in the best interest of the entire community. The Committee was chaired by former Alderman Howard Kerr, and held its first meeting in April 1998. The Committee contacted all Lake Forest not-for-profit organizations seeking letters of interest from organizations interested in reusing one or all of the buildings. The Lake Forest/Lake Bluff Senior Center, Lake Forest Symphony/Music Institute, and the City’s Recreation Department stepped forward and expressed their interest in using the property. The Committee also received input from neighboring residents. Several conceptual land plans were developed and reviewed by the Committee. Attached beginning on page 15 is a copy of the Committee’s report and recommendation and an addendum with additional information. Recommended Action: a) Accept the final report and recommendation of the Grove School Blue Ribbon Committee and forward it to the Zoning Board of Appeals for a public hearing on a Special Use Permit for the property and determination of appropriate conditions of approval; and b) Appoint a sub-committee of the incoming Finance Committee to review the leasing structure and financing of improvements to the Grove School property. 2. Consideration of a Report and Recommendation from the Plan Commission for Tentative and Final Approval of a 25-Lot Subdivision for Property Located in the Southeast Corner of the Conway Farms Development known as the Highlands Subdivision (Tentative and Final Approval) PRESENTED BY SENIOR PLANNER CATHERINE CZERNIAK (615-4299) On February 10, 1999 the Plan Commission held a public hearing to consider a request for approval of the last subdivision in the Conway Farms development. The proposed Highlands Subdivision is located in the southeast corner of the Conway Farms development, adjacent to Everett Road. The subdivision proposes 25 lots, a private road, a swath of open space and a public walking path on the 35 acre site. Seven of the proposed lots are in excess of 60,000 square feet. The remaining lots are approximately 3/4 acre in size. A total of 45 lots were originally approved for this area as part of the Annexation Agreement. Upon approval of this subdivision, no further development potential, other than the opportunity for one additional living unit on Mr. Stuart's property, will remain. The total density approved at the outset of the Conway Farms project was 390 lots. Based on the Highlands Subdivision proposal, the maximum build out of Conway Farms will result in 283 dwelling units. This represents an unprecedented reduction in density of 107 units or 27% of the proposed units. The reduction was made possible through various agreements and adjustments made throughout the development process, through the recent recording of a Conservation Easement on the 13 acre Stuart parcel to the north of the proposed Highland Subdivision, and through a Memorandum of Understanding recently signed by Mayor Waud and Mr. Stuart. A more detailed report of the density reductions is provided in the attached Plan Commission report. The Plan Commission heard testimony at the hearing from two neighboring property owners. Both commended the proposed reduction in density. Since the meeting, one of the neighbors has raised a concern about the location of the pedestrian path proposed for the 13 acre Conservation Easement parcel directly to the north of the proposed Highlands Subdivision. The proposed path was to connect to a pedestrian path in the subdivision, and is intended to replace the public street that was originally planned for this location based on the assumption that a total of 65 homes, rather than the proposed 28, would be located between Conway Road and Everett in the southeast corner of Conway Farms and on the Stuart parcel. In light of the neighbor’s concern, the path has been removed from the plan so that a representative of Conway Farms, the City staff and the property owner can meet to discuss possible alternatives to address the visual and security concerns. The Plan Commission commended the significant reduction in density and the overall Conway Farms development and voted unanimously to recommend tentative and final approval of the subdivision to the City Council subject to conditions of approval. The Plan Commission minutes are attached beginning on page 134. The Plan Commission Report is attached beginning on page 129. Recommended Action: Grant tentative and final approval of the Highlands Subdivision, 25 lots, subject to the conditions as recommended by the Plan Commission. 2. Lease with Gorton Community Center Commission to Secure Undertaking of Privately-Funded Leasehold Improvements to the Gorton Community Center Building and Grounds PRESENTED BY CITY ATTORNEY MURRAY R. CONZELMAN (615-4287) Pursuant to Chapter 27, Article VI, of the City Code, as amended 1979, the Gorton Community Center Commission is responsible for privately funding leasehold improvements to such building or buildings under its management “for the promotion of cultural, recreational, and educational activities.” To facilitate the Commission’s undertaking of privately-funded ADA and other capital improvements to the building totaling approximately $4.6 million, financing must be secured. It is recommended that a twenty (20) year lease be used so that donors will be assured of the continuation of Gorton. Further, donors to the capital campaign have raised questions regarding the longevity of the use of the building without some guarantee - as in the form of a long-term lease. The Gorton Commission has operated the facility to date without such a lease with the City but now a lease is necessary to provide for continuously. The required ordinance and the lease appear in page 154). Recommended Action: Approval of the ordinance and lease as attached. 3. Award of Contract for the Renovation of Everett, Cherokee, Sheridan and Deerpath Schools PRESENTED BY DISTRICT 67 BOARD PRESIDENT KEN HACHIKIAN Bids were received by Lake Forest School District 67 on April 26, 1999, for the renovation of Everett, Cherokee, Sheridan and Deerpath Schools. Bids were received from six contractors. Having reviewed the bids, it is the recommendation of District 67 that the contract be awarded to J.J. Henderson Contractors, in the amount of $17,753,000. Attached as page 162 of the packet is the District 67 staff recommendation and bid tabulation. Recommended Action: Award contract to J.J. Henderson Contractors in the amount of $17,753,000. 4. Approval of a Resolution Providing for the Issue of $4,099,399.90 General Obligation Capital Appreciation Limited Tax School Bonds PRESENTED BY DISTRICT 67 BOARD PRESIDENT KEN HACHIKIAN, On April 20, 1999, the District 67 Board of Education approved a resolution providing for the issuance of approximately $4.1 million in General Obligation Capital Appreciation Limited Tax School Bonds. The proceeds of this sale, along with previously issued Certificates of Participation, a State Funding Grant, TIF funds and Special Service District proceeds, will be used to finance the Facilities 2000 Project. This project will result in construction and renovations to convert the District’s current educational delivery system to three K-4 schools and one 5-8 school. A copy of the resolution is attached beginning on page 166. Recommended Action: Approval of the resolution as attached. 5. Approval of a Resolution Authorizing Use of Tax Increment Financing (TIF Funds) for Everett School Expansion PRESENTED BY DISTRICT 67 BOARD PRESIDENT KEN HACHIKIAN On November 19, 1998 the City Council unanimously approved a resolution authorizing the expenditure for approximately $4.5 million for the proposed improvements to the Everett School expansion. The use of TIF funds for the expansion of Everett School is a very important aspect of School District 67’s overall financing plan for the proposed school’s improvements. School District 67 has recently received bids for Everett School as well as the other school buildings and the proposed project has exceeded earlier estimates. Therefore attached beginning on page 210 is a revised resolution requesting $6.6 million for the proposed improvements to Everett School. This resolution will repeal the resolution approved back in November, 1998. Recommended Action: Approve the resolution between The City of Lake Forest and School District 67 regarding the funding of improvements to Everett School through the utilization of TIF funds. 6. Consideration of an Ordinance Establishing Special Service Area #15 (Middlefork Farm Subdivision) (First Reading and Final Approval) PRESENTED BY DISTRICT 67 BOARD PRESIDENT KEN HACHIKIAN An Intergovernmental Community Facilities Financing Agreement between the City and School District 67 was executed on July 15, 1994. The agreement authorizes the City to establish special service areas in new residential subdivisions to finance school facility improvements and programs to serve the developments. At the January 4, 1999 Council meeting, an ordinance was passed proposing the establishment of a special service district encompassing the newly created Middlefork Subdivision for the purpose of collecting tax revenues to pay for improvements to Lake Forest Elementary School District 67 educational facilities. A public hearing was held on February 1, 1999; and Mr. Robert Shaw, the developer of this subdivision, stated his support of this process. The required 60-day protest period which began on February 1 has concluded, and there were no further public comments received. Attached beginning on page 213 is a copy of the proposed ordinance. Recommended Action: Waive first reading and authorize final approval of an ordinance establishing Special Service Area #15. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE CITY COUNCIL APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS During the month of April, the following amounts were disbursed from the Cashier’s Account: Gen. IMRF & Cap. Imp. Water Total Invoices $ 926,949.66 $ 69,989.87 $ 996,939.53 Payroll $1,143,516.94 $ 148,512.88 $1,292,029.82 Totals $2,070,466.60 $ 218,502.75 $2,288,969.35 AUTHORIZATION OF TREASURER’S WARRANTS TO MEET EXPENSES OF MAY, 1999 The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the May 1999 audited accounts. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION ADJOURNMENT Office of the City Manager April 30, 1999 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 - 04/30/99 Page 7