CITY COUNCIL 8-7-00 agendaTHE CITY OF LAKE FOREST
COUNCIL AGENDA
August 7, 2000
CALL TO ORDER AND ROLL CALL
Honorable Howard J Kerr, Mayor
Samuel J. Henry, Alderman First Ward Lawrence Temple, Alderman Third Ward
Robert T. E. Lansing, Alderman First Ward Roger J. Mohr, Alderman Third Ward
Peter M. Mott, Alderman Second Ward Mary Ann Pekarek, Alderman Fourth Ward
Michael J. Burns, Alderman Second Ward James J. Cowhey, Jr., Alderman Fourth Ward
REPORTS OF CITY OFFICERS
1. Comments by Mayor
A. Report of the Transportation Committee – Chairman John Hunt
2. Comments by City Manager `
A. Report on AT&T Updates – Regional Director of Technology & Acting General Manager Craig Wagner
B. Report on City’s Web Site – Cable Administrator Steve Laurila
A copy of the report is attached beginning on page 11.
3. Comments by Council Members
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL
CONSENT AGENDA
1. Approval of Minutes from the July 20, 2000 Meeting
A copy is attached beginning on page 27.
2. Approval and Acceptance of Improvements and Financial Guarantee for Everett Farms Subdivision
On August 4, 1997, the City Council approved a twenty-two lot subdivision on Telegraph Road, four tenths of a mile south of Old Mill Road. At this time, fifty percent of the lots have
been built upon and received certificates of occupancy. All required public improvements, as set forth in the subdivision agreement dated August 5, 1997 have been completed and approved,
and all City fees have been paid.
Staff’s recommendation is to accept the improvements and hold a letter of credit in the amount of $127,500.00 for the two-year infrastructure maintenance period and five-year tree maintenance
period for Everett Farms Subdivision.
3. Award of Contract for the 2000 Sidewalk and Curb Replacement Program
On July 18, 2000, bids were received and opened on the 2000 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 four (4) bids were received and are summarized as follows:
BIDDER BID AMOUNT
1. WAS Concrete Company $34,105.40
Hammond, IL
2. G & M, Inc. $40,715.05
Bensenville, IL
3. Meridian Construction Co., Inc. $49,939.50
Lake Bluff, IL
4. Alliance Contractors, Inc. $63,505.25
Woodstock, IL
The low bid of $34,105.40 from WAS Concrete Co. is $10,054.66 under the engineers’ estimate amount of $44,160.06. WAS Concrete Co. has been awarded this contract in past years where
their work was found to be acceptable. The FY2001 Budget includes $50,000 for sidewalk replacement.
It is recommended that the contract for the 2000 Sidewalk and Curb Replacement Program be awarded to WAS Concrete Company in the amount of $34,105.40
NOTE: This contract is for the replacement of existing sidewalk which is defective. The installation of new sections of sidewalk will be presented for consideration during the November
budget meetings.
Recommended Action: Approval of the Consent Agenda items as presented
ORDINANCES
1. Consideration of a Report and Recommendation from the Zoning Board of Appeals for a Variance from the Side Yard Setback to Allow a Garage Addition on Property Located at 181 Wildwood
Road (Taylor Variance) (Final Approval)
PRESENTED BY SENIOR PLANNER CATHERINE CZERNIAK (615-4299)
On July 20, 2000, the City Council unanimously approved first reading of an ordinance granting a side yard variance to allow an addition to an existing garage. The proposed addition
will expand the garage seven and a half feet to provide additional storage in the existing one car garage. The driveway will remain in its current configuration since a second vehicle
door is not proposed as part of the addition. Although the lot appears to have street frontage consistent with other properties on Wildwood Road, the property, as configured, has street
frontage at only one point and therefore, is considered a lot in depth.
A recommendation for approval of this variance was forwarded to the City Council by a 5 to 1 vote of the Zoning Board of Appeals. The Board recommended conditions of approval as detailed
in the attached Ordinance on page 32 of this packet. In response to issues raised at the City Council’s first reading of this Ordinance, both Forestry and Engineering staff have reviewed
the project and confirmed that the proposed 7-foot addition to the garage will not negatively impact drainage or significant trees in the vicinity of the property. In addition, in response
to concerns raised, the petitioner submitted a follow-up letter, included on page 37 of this packet.
Recommended Action: Grant final approval of the Ordinance allowing a side yard variance for a garage addition.
2. Consideration of a Report and Recommendation from the Zoning Board of Appeals for a Variance from the Required Setbacks for Property Located at 740 Mellody Road (Jones Variance) (First
Reading and Final Approval)
PRESENTED BY SENIOR PLANNER CATHERINE CZERNIAK (615-4299)
On July 24, 2000, the Zoning Board of Appeals held a public hearing to consider a request for approval of a variance from the required corner side and rear yard setbacks for the property
at 740 Mellody Road. The variance is requested to allow a one-story addition to the existing ranch home. The existing residence is in conformance with the 30-foot setback requirement
that was in place in the 1950’s when the house was built. Current zoning regulations require a 40-foot setback on this property.
In considering this request, the Board recognized that the proposed addition conforms with the original setbacks for the property. The Board also noted that the existing vegetation
on the site, and the location of the addition, together, minimize the impact the proposed addition will have on both the neighboring homes and on the streetscape. The Board received
a letter from a neighboring property owner stating support for the request. The letter is included in the City Council packet.
The Zoning Board of Appeals voted unanimously to recommend approval of the request to the City Council subject to conditions of approval that limit the addition to one story as proposed,
and preserve the existing vegetation to the maximum extent possible. The Ordinance is included in the Council packet beginning on page 39.
Recommended Action: Waive first reading and grant final approval of an ordinance allowing a variance for the construction of an addition that will encroach up to 10 feet into the required
setback area.
3. Consideration of a Recommendation from the Historic Preservation Commission to Amend the Historic Preservation Ordinance to include the Meadowood Farm Properties and designate them
as a Local Landmark. (Requested by the Property Owners) (First Reading and Final Approval)
PRESENTED BY SENIOR PLANNER CATHERINE CZERNIAK (615-4299)
On July 26, 2000 the Historic Preservation Commission held a public hearing on a request from the owners of seven properties for local historic designation. The properties are: 1190
Inverlieth, 550, 561, 565, 570, 575 and 579 Hathaway Circle. This request is the culmination of over a year of research and documentation by the neighbors. The extensive efforts were
spearheaded by one of the property owners, Mr. James Herber. The owners of the seven properties that make up Meadowood Farm recently received approval from the Illinois Historic Sites
Advisory Council and these properties are now listed on the National Register of Historic Places.
The property owners are now requesting local historic designation. As outlined in the City’s Historic Preservation Ordinance, properties may be designated as local historic properties
through an amendment to the Ordinance. The Historic Preservation Commission unanimously recommended that the City Council approve an amendment to add the Meadowood Farm properties to
the City’s Historic Preservation Ordinance. Once included in the Ordinance, the standards for demolitions, alterations and new construction will apply to each of these properties.
A copy of the ordinance is attached beginning on page 51.
The Historic Preservation Commission commended Mr. Herber and all of the Meadowood Farm property owners for their efforts and sincere interest in preserving a unique part of the City
of Lake Forest’s history.
Recommended Action: Waive first reading and grant final approval of an Ordinance amending the Historic Preservation Ordinance and Chapter 51 of the City Code.
NEW BUSINESS
1. Grove School Campus Renovation - Support of Lake Forest/Lake Bluff Senior Citizen’s Foundation: 1) amendment of lease with the Senior Center for Dickinson Hall, and 2) authorization
to hold $500,000 as a credit enhancement/debt service reserve, to secure a Foundation loan in the amount of $1,700,000.
PRESENTED BY ASSISTANT TO
THE CITY MANAGER CHRIS MARTIN (615-4281)
The Lake Forest/Lake Bluff Senior Citizen's Foundation, with guidance and support from the City, approached local banks for a construction loan for the Dickinson Hall Senior Center renovation.
The banks, through their regulators, have requested that the City of Lake Forest take two steps to assist the Foundation in securing this loan:
1. The City of Lake Forest currently holds a lease with the Lake Bluff/Lake Forest Senior Center for the use of Dickinson Hall. In order to secure their $1,700,000 construction loan,
the bank is requiring that they be able to lease the property to a third party in the event of default. The required modifications to that lease document include:
A. The lease must provide for a lease hold mortgage.
B. The termination clause must be deleted.
C. The lease must be assignable.
D. The special use permit for the property should not change in the event the lease is assigned to a third party.
2. Due to the limited track record of the Foundation for raising private donations, which is how they intend to repay the loan, a "credit enhancement/debt service reserve" of $500,000
is being required. The $500,000 will be placed in an interesting bearing account earning the same rate as the City's other deposits. The reserve will be reduced to $250,000 once the
Foundation has secured cash and pledges totaling $850,000 and will be released entirely once the loan balance has been paid down to $850,000. The reserve would be used for interest
payments if the Foundation were to default on the loan.
The City offered similar guarantees and lease modifications to the Gorton Center to facilitate their renovation. This item will be discussed at the Finance Committee prior to the City
Council meeting. The City Attorney has reviewed, and will comment on the lease and contract arrangement at the meeting. Additional information: a letter of loan confirmation from
Lake Forest Bank and Trust, a cash flow statement, a memo regarding lease changes, and the original lease starting on page 77.
Recommended Action: Approve modifications to the Dickinson Hall lease to be crafted by the City Attorney and authorization to place $500,000 in an interest bearing account as a credit
enhancement/debt service reserve for the Lake Forest/Lake Bluff Senior Citizen's Foundation construction loan.
Grove School Campus Renovation - Award of Contract for the Grove School Campus Renovation Phases 2 and 3: Dickinson Hall and Site Work, in the amount of $2,823,961
PRESENTED BY ASSISTANT TO
THE CITY MANAGER CHRIS MARTIN (615-4281)
The City of Lake Forest purchased the Grove School property in March of 1998. Following the report of the Grove School Blue Ribbon Committee in May of 1999, the City Council approved
a special use permit in September of 1999 directing the property be developed as a Cultural Arts Campus, including a Senior Center at Dickinson Hall. At the conclusion of an RFP process
in early 2000, the City Council on February 17th authorized Vacala Construction to act as the Construction Manager for the Grove School renovation. At its meeting on June 22nd, the
Council authorized Vacala to complete Phase 1 of the project the asbestos removal and demolition work.
The action now being requested of the Council is approval of Phases 2 and 3 with a combined Gross Maximum Price (GMP) of $2,823,961. Phase 2, at $2,297,220, is the renovation of Dickinson
Hall, including: a new HVAC system, comprehensive interior remodeling, window replacement, a new entry on the east side, an elevator, flooring, new plumbing and electrical systems and
many other items. Phase 3, at $526,741, is the site work, including: reconstruction of the interior roadways, construction of a new parking lot, paving, street lighting, water main
installation, striping, and curb work. The GMP is a ceiling price negotiated by the City and Vacala. Vacala is responsible for any overage once the contract is authorized. As these
figures were received on Thursday August 3rd, staff is currently discussing various reductions to the above amounts. It is estimated that the final contract will be reduced by approximately
$60,000-$100,000.
The Lake Forest/Lake Bluff Senior Citizen's Foundation is responsible for the cost of Phase 2 with the City acting as the Project Manager and Owner. The Foundation has secured a construction
loan for this purpose. This loan will be paid off through fund raising efforts by the Foundation. The cost of Phase 3 is paid for by the Senior Center, the City of Lake Forest, the
Park and Recreation Fund, and through site maintenance agreements within the leases for the buildings on site.
The City portion (general fund) for Phase 3 would be approximately $307,617. The City portion for phases 1, 2, and 3 is $467,038, the original budget was $300,000. The increased project
costs (including increases in the Dickinson Renovation) are due to a poor bidding climate, additional masonry, window replacement, carpentry, and electrical costs and the necessity to
reconstruct the roadway throughout the campus rather than using the existing base, which was determined to be substandard.
This item will be discussed at the Finance Committee prior to the City Council meeting. The City Attorney has reviewed, and will comment on the lease and contract arrangements at the
meeting. Additional information: Vacala pricing summary, GMP detail for phases 1, 2, and 3, other Vacala detail, a letter of loan confirmation from Lake Forest Bank and Trust, and
elevations of Dickinson Hall, starting on page 90.
Recommended Action: Authorize the award of a contract for Phases 2 and 3 (Dickinson Hall and Site Work) of the Grove School Campus Renovation Project to Vacala Construction, Inc. for
a not-to-exceed sum of $2,823,961.
3. Award of Contract for Installation of an Automated Irrigation System for the Everett Park Playing Field
PRESENTED BY MAX SLANKARD, SUPERINTENDENT
OF PUBLIC WORKS (615-4216)
In the last year, the staff has focused more attention on the condition of athletic fields in our parks. Toward this end, $20,000 was allocated for the installation of an irrigation
system for the Everett Park Playing field. This playing field is depicted on the map enclosed as page __ of the packet. This field is programmed by the Recreation Department, and is
also heavily utilized for soccer.
Late this spring, the City staff solicited qualifications from firms interested in undertaking a design-build project for the installation of an automated irrigation system at the Everett
Park playing field. Following this solicitation, the staff interviewed the three firms that submitted qualifications. Having found each of the firms qualified, staff directed the firms
to undertake a system design and construction proposal. Those proposals were received back on June 30. Subsequent to the submission, staff met with each firm to review their design proposals
and preliminary cost estimates. Each firm was then directed to make revisions to their respective designs, primarily focused on reduction of cost. These revisions were received on July
14, 2000. The results of the proposals are as follows:
Original Revised
Firm Proposal Proposal
Muellermist Irrigation Co. $22,700 $21,300
Broadview, IL
Pasquesi Irrigation $23,783 $19,367
Lake Forest, IL
Halloran & Yauch $31,200 $24,800
Glenview, IL
On the basis of the revised proposals, the staff would recommend awarding a construction contract to the low bidder, Pasquesi Irrigation, in the amount of $19,367. While Pasquesi Irrigation
is a new company, they are associated with Pasquesi Plumbing, who have a good working relationship with the City. The staff feels comfortable that Pasquesi is qualified to undertake
the work.
Recommended Action: Award the contract to Pasquesi Irrigation in the amount of $19,367.
4. Award of Contract for the Knollwood Area Watermain Extension Project
PRESENTED BY CITY ENGINEER KEN MAGNUS (615-4329)
On July 18, 2000 bids were received and opened on the Knollwood Area Watermain Extension Project. This project involves the installation of a 10” watermain (2800 LF) from an existing
watermain at Knollwood Road South and Route 43 to an existing “dead end” watermain located at the north end of Knollwood Road North. This project would increase the fire flow capacities
in these areas which are the lowest in the City. A total of five (5) bids were received and are summarized as follows:
BIDDER BID AMOUNT
1. Gluth Brothers, Inc. $428,090.00
Woodstock, IL
2. Joel Kennedy Contracting, Co. $506,600.00
Gurnee, IL
3. Glenbrook Excavating $512,845.00
Prairie View, IL
4. J.R. Myers, Co., Inc. $521,971.50
Zion, IL
5. DiMeo Brothers, Inc. $683,105.00
Park Ridge, IL
The low bid of $428,090.00 from Gluth Brothers, Inc. while $58,880.00 under the engineer’s estimate is $28,090.00 over the budgeted amount of $400,000.00. This difference was caused
by the design and subsequently the engineers estimate being completed after the FY01 budget was in place. The Engineering staff as well as the design engineering firm, Devery Engineering
Inc., have reviewed the low bid as well as the competency of the Contractor and recommend proceeding with this project. If awarded, construction is expected to commence in early September
and completed in late October.
Recommended Action: It is recommended that the contract for the Knollwood Area Watermain Extension Project be awarded to Gluth Brothers, Inc. in the amount of $428,090.00.
5. Authorization to Amend the Contract for the 1999 Sanitary Sewer Lining Project
PRESENTED BY CITY ENGINEER KEN MAGNUS (615-4329)
In 1999 The City of Lake Forest successfully completed the rehabilitation of over two miles of sanitary sewer using a cured-in-place sanitary pipe that is “slip lined” and cured inside
the original deteriorated sanitary sewer pipe. This process of sanitary sewer rehabilitation, which reestablishes the structural integrity of the sewer, is less than half the cost of
the conventional method of sanitary sewer rehabilitation which involves open trenching and replacement of the defective sewer.
Last year the City received two bids, with the Contract being awarded to the low bidder, Insituform Technologies, Inc. This Contractor performed very well last year and has offered
to hold their unit bid prices if the City would amend last years contract and add the work scheduled for this year. This year the engineering staff is recommending that approximately
3.1 miles of deteriorated sanitary sewer located in various areas east of Green Bay Road be lined with the cured-in-place sanitary pipe. The cost of this work would be $525,0000 which
would be funded through a $150,000 grant from the Illinois Environmental Protection Agency (IEPA) and the balance from the Water and Sewer Fund.
Rehabilitation of these sewers will help in reducing stormwater infiltration into the sanitary sewers, which was recently mandated by the IEPA in this area of the City. If the existing
Contract is amended to include this additional work the project could be undertaken this fall.
Recommended Action: Amend the Contract for the 1999 Sanitary Sewer Lining Project, previously awarded to Insituform Technologies, Inc., to include an additional 3.1 miles of sanitary
sewer rehabilitation at a cost of $525,000.
6. Authorization to Enter into a Joint Agreement with the Illinois Department of Transportation regarding the Jurisdictional Transfer of Sheridan Road between Westminster and Westleigh
Road
PRESENTED BY CITY ENGINEER KEN MAGNUS (615-4329)
The City of Lake Forest has been working with the Illinois Department of Transportation (IDOT) for the past eight years on a project to rehabilitate Sheridan Road between Westminster
and Westleigh Road. This project involves the repair and resurfacing of the roadway, reconstruction of the Sheridan Bridge located just south of Deerpath, storm sewer upgrades and headwall/culvert
rehabilitation in the ravines. Upon completion of the work the City will take over jurisdiction of this section of Sheridan Road. The City has previously taken over jurisdiction of
Sheridan Road north of Westminster and south of Westleigh.
At this time a Joint Agreement between IDOT and the City needs to be executed. The Agreement outlines the cost sharing responsibilities for the work that is included in the project.
IDOT will be responsible for upgrading the existing facilities estimated to cost $2,284,097.00. The City’s responsibility includes the extension of a sidewalk along the west side of
Sheridan Road between Highview Terrace and Westleigh Road, the oversizing of a storm sewer between Illinois and Maplewood to accommodate a future storm sewer upgrade project located
west of Sheridan Road and the replacement of a city-owned watermain located south of Deerpath. This cost is estimated at $260,670.00.
Plans have been completed and the project is scheduled for a November 17, 2000 bid letting. Construction would begin early next year and will be completed in October of 2001.
Recommended Action:
It is recommended that The City of Lake Forest enter into a Joint Agreement with IDOT which will transfer jurisdiction of Sheridan Road between Westminster and Westleigh Road to The
City of Lake Forest as well as document the funding responsibilities for rehabilitating this section of roadway.
It is recommended that The City of Lake Forest appropriate by resolution an amount of $260,670.00 in MFT funds to be used toward the project to rehabilitate Sheridan Road between Westminster
and Westleigh Road.
7. Authorization to Enter into an Agreement with McClure Engineering for Phase I Engineering Services for the Westleigh Road Rehabilitation Project
PRESENTED BY CITY ENGINEER KEN MAGNUS (615-4329)
The City of Lake Forest recently received confirmation from the Transportation Committee of the Lake County Council of Mayors that the project to rehabilitate Westleigh Road between
Sheridan Road and Rt. 41 was placed on the FY2004 Surface Transportation Program for Lake County. This confirmation enables the City to receive federal funding assistance on a 70%
Federal-30% City cost sharing distribution on Phase III of the project. Phase III of the project consists of construction as well as the engineering inspection and materials testing
estimated at a cost of $600,000 ($420,000 Federal, $180,000 City).
In order to proceed with the project the City needs to commence with Phase I which involves the preliminary engineering. McClure Engineering Associates, Inc. is being recommended to
undertake this work. McClure Engineering Associates, Inc. has performed admirably on past City projects, most notably the reconstruction of Everett Road which was also a Surface Transportation
Project (STP).
Compensation for Phase I Engineering Services is for a not-to-exceed amount of $37,500 which represents 6.25% of the construction costs. Motor Fuel Tax (MFT) funds are proposed to be
used to fund this work which necessitates appropriating these funds by resolution.
Upon completion of Phase I Engineering, Phase II Engineering can begin which involves the preparation of the plans and specifications. It is possible, as what occurred on the Everett
Road Reconstruction Project, that upon completion of Phase II Engineering and the availability of Federal funds that the project may be undertaken earlier than the FY2004 scheduled time.
Recommended Action: (1) It is recommended that the City enter into an agreement with McClure Engineering for a not-to-exceed figure of $37,500 to perform Phase I Engineering Services
on the Westleigh Road Rehabilitation Project.
(2) It is recommended to appropriate by resolution, $37,500 in Motor Fuel Tax funds to fund Phase I Engineering Services on the Westleigh Road Rehabilitation Project.
APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS
During the month of July, the following amounts were disbursed from the Cashier’s Account:
Gen. IMRF & Cap. Imp. Water Total
INVOICES 959,354.31 95,976.62 1,055,330.93 PAYROLL 885,612.13 114,084.44 999,696.57 TOTALS 1,844,966.44 210,061.06 2,055,027.50
AUTHORIZATION OF TREASURER’S WARRANTS TO MEET
EXPENSES OF AUGUST, 2000
The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the August, 2000 audited accounts.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
EXECUTIVE SESSION
ADJOURNMENT
Office of the City Manager
August 4, 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.
August 7, 2000 Agenda Page 10