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CITY COUNCIL 4-20-00 agendaTHE CITY OF LAKE FOREST COUNCIL AGENDA April 20, 2000 7:30 P.M. CALL TO ORDER AND ROLL CALL Honorable Howard J Kerr, Mayor Samuel J. Henry, Alderman First Ward Henry T. Chandler, Alderman Third Ward Robert T. E. Lansing, Alderman First Ward Lawrence Temple, Alderman Third Ward Ashley M. Maentz, Alderman Second Ward Mary Ann Pekarek, Alderman Fourth Ward Peter M. Mott, Alderman Second ward G. Bishop Gallagher, Alderman Fourth Ward REPORTS OF CITY OFFICERS 1. Comments by Mayor 7:30 P.M. 2. Comments by City Manager 7:35 P.M. 3. Comments by Council Members 7:40 P.M. A. Proclamation of Neighbor to Neighbor Week PRESENTED BY ALDERMAN MARY ANN PEKAREK A copy of the Proclamation is attached on page 7. Recommended Action: Approve the proclamation for Neighbor to Neighbor Week. OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL 7:50 P.M. CONSENT AGENDA 7:55 P.M. 1. Approval of the April 3, 2000 City Council Minutes A copy of the minutes are attached beginning on page 8. 2. Proclamation of April 28, 2000 as Arbor Day A copy of the Proclamation is attached as page 13. 3. Award of Contract for 2000 Spring Tree Planting The City received bids from four contractors for the 2000 Spring Tree Planting Program. The City requested bids for both the purchase and planting of trees in City parkways. In order to receive the best prices, plantings are purchased from multiple bidders, based on the lowest unit price per species. The proposed cost for the purchase and installation of 71 parkway trees is $22,299. These expenditures are within the FY 00 budgeted amount, and are paid for by the General Fund. Recommendation: On the basis of low bid and satisfactory past performance, it is recommended that planting contracts be awarded to each of the following contractors: Mike Greco Landscaping $ 7,255 Gurnee, IL Arthur Weiler, Inc. $11,700 Zion, IL Berthold Nursery $ 3,344 Elk Grove Village, IL (The bid tabulation of plant material by species and vendor is not provided in this packet, but is available upon request). 4. Report and Recommendation from Park & Recreation Board on Lake Forest/Lake Bluff Historical Society use of Deerpath Park for Polo Match PRESENTED BY THOMAS J. NAATZ, DIRECTOR OF PARKS, FORESTRY AND PUBLIC WORKS (615-4218) On November 16, 1999, The Lake Forest/Lake Bluff Historical Society made a presentation to the Park and Recreation Board on the sport of polo. The presentation included a brief history of the game and its relationship with Lake Forest. The purpose of the presentation was to re-introduce the game to the community and to request the use of Deerpath Park for an exhibition match to be played on September 2, 2000. Members of the Society were present to answer questions from the Park and Recreation Board and staff regarding potential park damage. The Board unanimously approved the request and directed staff to work with the Historical Society as to general terms and conditions of the park permit. Ms. Georgia West and members of the City staff have subsequently met and agreed upon general terms and conditions as outlined in a (draft) letter dated March 15, 2000. Attachments begin on page 14. Recommended Action: Approval of the Consent Agenda items as presented ORDINANCES 1. Consideration of an Ordinance Amending Chapter 4, “Alcoholic Beverages” of the Lake Forest City Code (First Reading and Final Approval) 8:05 P.M. Presented by Robert R. Kiely, Jr., City Manager (615-4271) In December, 1998, the City Council approved an amendment to the City Code that would permit liquor license holders to petition the Liquor Commissioner (Mayor) for a one-day special Class “S” license to permit the sale of alcohol until 1:00 a.m.. The impetus for the change was special holidays or events (i.e., New Year’s Eve) and, therefore, the Class “S” license was drafted with a restriction on the number of times a license holder could request the special Class “S” license to six (6) times per year. Since the adoption of that ordinance, the various clubs in town that hold Class “C” liquor licenses have indicated that due to the magnitude of special events that they hold during the course of a year (i.e., weddings, fundraisers, etc.) that the limitation set forth in the Class “S” license is unreasonable. Attached beginning on page 21 is a letter from the manager of the Knollwood Club expressing the difficulties of the current arrangement. A copy of this letter was distributed to all of the Class “C” license holders, which include Knollwood Club, Onwentsia Club, Conway Golf Club and the Lake Forest Club for their input and opinions. The clubs unanimously support the recommendation that they be permitted to sell alcoholic beverages until 1:00 a.m. for events on their property. Attached beginning on page 22 is a copy of an ordinance amending the Alcoholic Beverages section of the City Code to permit holders of Class “C” liquor licenses to dispense alcoholic beverages until 1:00 a.m.. Recommended Action: Waive first reading and grant final approval of the ordinance amending the alcoholic beverages license. 2. Consideration of a Report and Recommendation from the Zoning Board of Appeals for a Variance and a Special Use Permit for the American Legion Hall Located at 801 N. McKinley Road (First Reading and Final Approval) PRESENTED BY SENIOR PLANNER CATHERINE CZERNIAK (615-4299) On November 22, 2000 and on February 28, 2000, the Zoning Board of Appeals held public hearings to consider a request from the American Legion for a Special Use Permit and a variance from the required setbacks. A two-story addition is proposed to the existing Legion Hall building. The addition will extend 10’-8” beyond the existing east wall and will allow the addition of an elevator and accessible restrooms. In its present condition, the Legion Hall presents accessibility challenges to its members due to the lack of an elevator, the existing stairways that are difficult to negotiate, and the locations of the existing restrooms. The proposed addition will encroach 15 feet into the required 35-foot rear yard setback and just over 5 feet into the required 10-foot side yard setback. The proposed addition triggers the requirement for a Special Use Permit. The American Legion Hall predates the Code requirement for a Special Use Permit. Like other recent projects, the District 67 Schools, the Public Safety Building and the Cemetery, the Special Use Permit will recognize the existing use of the site and allow the expansion of the building. During the public hearings, the Board heard concerns from several of the neighboring property owners regarding the use of the American Legion Hall. After the first public hearing, the Legion revised its rental Lease Agreement and the House Rules in an effort to address the concerns raised. Most of the neighbors’ concerns pertained to rental use of the Legion Hall by groups not associated with the Legion. The Board acknowledged the efforts of the Legion to address the issues raised. After much discussion and consideration, the Board developed a comprehensive list of conditions intended to manage the activities at the site in a manner that is compatible with the surrounding residential neighborhood. The American Legion agreed that if the Special Use Permit is approved, the conditions of approval will be incorporated into the Legion’s House Rules. The Zoning Board of Appeals voted unanimously to recommend approval of the variance and of the Special Use Permit subject to conditions of approval. The conditions of approval are attached beginning on page 27. The Zoning Board of Appeals’ report is attached beginning on page 31. Recommended Actions: Waive first reading and grant final approval of an ordinance granting a Special Use Permit for the American Legion to recognize the existing use and to allow for a building addition. Waive first reading and grant final approval of an ordinance granting a variance to allow for the encroachment of the building addition into the required setbacks. NEW BUSINESS 1. Consideration of a Request for Authorization for Professional Land Planning Services for Thompson Dyke & Associates, LTD. 8:20 P.M. PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT CHARLES CROOK (615-4207) In undertaking the recently completed Central Business District Community Character Study, the City employed Thompson Dyke & Associates, LTD. (TDA) to help us with the Character Study portion of the CBD work. We had a very positive relationship with TDA and their end report accurately identified the important community character issues within our Central Business District and steps that the City should take to protect our character. The staff is now proposing that TDA be retained for a second phase of this work to help the City with the revision of our Zoning Code, particularly in the area of parking regulations and our B-2 Zoning District. The scope of services which has been divided into two phases would involve Phase I, $4,600 to help in the revision of the parking regulations and Phase II, $22,500 to help us in the revision of the B-2 District for a total of $27,100. Attached beginning on page 39 is a copy of TDA’s proposal. Recommended Action: It is recommended that the Council authorize the agreement with Thompson Dyke and Associates dated March 1, 2000 in an amount of $27,100.00 2. Approval of Contract Amendment with HARZA Engineering – Water Treatment Plant Project 8:30 P.M. PRESENTED BY THE SUPERINTENDENT OF PUBLIC WORKS MICHAEL THOMAS (615-4265) The City of Lake Forest currently has an $88,000 contract with HARZA Engineering for the design of the armor stone revetment for the water plant project. The scope of services for the contract was developed prior to the commencement of any significant design activities by Carollo Engineers. As Carollo progressed through their design phase, it became clear that the revetment design needed to be modified. Current site access to the north east corner of the site is provided by an access road constructed on the top of an existing finished water reservoir. A structural analysis of the existing finished water reservoir determined that the access road could not support the anticipated traffic load during construction or for heavy delivery / maintenance to the new facilities. In addition, it was concluded that the existing finished water reservoir could not support the additional loading from the new revetment structure. Two alternatives were reviewed to mitigate the deficiency. The alternatives are summarized as follows: Temporarily removing the reservoir from service and shoring the basin for the increased vertical and horizontal loading. Constructing a new access road to east of the existing finished water reservoir. This would be accomplished by constructing a retaining wall on the western face of the proposed revetment structure. The retaining wall would be constructed to take the horizontal loading from the revetment and eliminate the need to shore the existing finished water reservoir. Carollo Engineers, in agreement with City staff, are proposing to proceed with the second alternative for the following reasons: Eliminating the need to remove the finished water reservoir from service for an extended period of time facilitates plant’s staff ability to meet the City’s finished water quality and quantity requirements throughout the construction project. Construction of the new road would facilitate construction access to the northeast corner of the site and likely reduce cost for constructing the new filtration complex and high service pumping station. The retaining wall would act as a coffer damn during construction, enabling construction into the lake while reducing ground water seepage into the excavation. The seepage control provided by the retaining wall will minimize the cost of de-watering the site during the construction process. A temporary coffer damn would likely be required if this approach is not approved. The cost for the temporary coffer damn would be considered a “sunk cost”, with the City not realizing the benefits of the relocated access road. The turning radius of the new access road would allow access for emergency vehicles. Please note that the existing access road turning radius is not sufficient to accommodate fire truck access. Increasing the turning radius of the access road has been requested by personnel within the City’s Building Review & Fire Departments. The turning radius of the new access road would enable delivery of replacement media to the filtration complex. The filtration media will likely be replaced every 3 to 5 years. Providing access for a Vactor truck will significantly reduce labor costs to remove and replace filter media throughout the life of the filtration complex. Choosing the second alternative is the more cost effective approach from not only a design phase, but overall construction costs. This however will require HARZA to modify their design of the revetment. The Water Plant Ad-Hoc Oversight Committee reviewed this matter at their April 11 meeting and voted unanimously to recommend approval to the City Council. Recommended Action: Approve an amendment to HARZA Engineering’s contract in the amount of $45,000. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 8:40 P.M. A. Resolution of Appreciation for Murray Conzelman, City Attorney B. Resolution of Appreciation for Anne Linn, Assistant City Attorney C. Resolution of Appreciation for Barbara Douglas, City Clerk EXECUTIVE SESSION ADJOURNMENT 9:00 P.M. Office of the City Manager April 14, 2000 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. April 20 Agenda Page 6