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CITY COUNCIL 1-2-01 agendaTHE CITY OF LAKE FOREST COUNCIL AGENDA January 2, 2001 CALL TO ORDER AND ROLL CALL Honorable Howard J Kerr, Mayor Samuel J. Henry, Alderman First Ward Roger J. Mohr, Alderman Third Ward Robert T. E. Lansing, Alderman First Ward Timm Reynolds, 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. Mayor’s Report 2. City Manager’s Report A. Approval of a Request from the Lake Forest Preservation Foundation to hold a Special Event in Market Square The City Council and Park and Recreation Board will review proposed changes to the approval process for special events held on public property within the next 30 to 60 days. A request has been received from the Preservation Foundation to hold a concert in Market Square on August 19, 2001 to celebrate its 25th anniversary. To allow the Preservation Foundation to proceed with its planning for this community event, it is recommended that the City Council consider the request at this time. 3. Council Member’s Report A. Finance Committee Report 1. Consideration of Payment of Kenny Construction Invoice for $155,270.56 and Approval of Proposed Dillingham Construction Agreement for Water Plant Rehabilitation Project PRESENTED BY FINANCE COMMITTEE CHAIRMAN JERRY HENRY This item will be reviewed at the Finance Committee meeting prior to the City Council meeting this evening. Attachments are included with the Finance Committee agenda. OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL CONSENT AGENDA 1. Approval of Minutes from the December 4, 2000 Regular Meeting 2. Approval of Minutes from the December 14, 2000 Special Meeting 3. Approval of Contract for 2000 – 2001 Tree Trimming Program On December 5, 2000, The City received bids for the annual Tree Trimming Program. A total of 555 trees are proposed to be trimmed this winter. This list includes trimming of 52 Golf Course trees, paid for by the Golf Fund and 503 City parkway trees, paid for by the General Fund. The tabulation of bids for the 2000 – 2001 Tree Trimming Program follows: CONTRACTOR GOLF COURSE PARKWAY TOTAL BID Sunrise Tree Service Lincolnshire, IL. $ 3,690.50 $ 22,594.00 $ 26,284.50 Nels J. Johnson Tree Experts, Inc. Evanston, IL. $ 3,475.00 $ 22,505.00 $ 25,980.00 Robert W. Hendricksen Co. Wheeling, IL. $ 3,280.00 $ 18,560.00 $ 21,840.00 This contract covers 50% of the necessary tree trimming that is the responsibility of The City in FY01. Forestry staff completes the other 50% throughout the course of the year based on need and available time. Due to the fact that this is primarily winter work, bid amounts varied based on contractor labor supply. The R. W. Hendricksen Company was the low bidder, at a total amount of $21,840. The bid for both components is less than the respective budget amounts of $4,000 and $21,000. On the basis of low bid and previous satisfactory work, it is recommended that R. W. Hendricksen Company be awarded the contract. Recommended Action: Approval of the Consent Agenda items as presented. ORDINANCES 1. Consideration of a Report and Recommendation from the Plan Commission for Tentative and Final Approval of a 3-Lot Planned Preservation Subdivision for Property Located at 263 and 275 Mayflower Road. (Whipple Subdivision) PRESENTED BY SENIOR PLANNER CATHERINE CZERNIAK (615-4299) On December 13, 2000, the Plan Commission held a public hearing to consider a request for final approval of a three lot subdivision for property owned by Mr. Jay Whipple III. This property is located within the City’s Historic Residential and Open Space Preservation District and therefore, requires a Special Use Permit in conjunction with the subdivision. The property totals just over 7 acres in size and is located on the east side of Mayflower Road. The property extends from the street, to Lake Michigan. The site is bordered on the north by a ravine, by the bluff and Lake Michigan to the east, and by existing residences to the south. The property is currently developed with one residence occupied by the Whipple family. A second residence was formerly located behind the existing house, near the Lake. That residence was demolished in 1998 after approval from the Building Review Board. There was no replacement structure proposed for the site at that time, and the stated intent was for the parcel to remain undeveloped. The subdivision now proposed will create two buildable lots behind the existing house. The Plan Commission first considered this subdivision in July of this year. At that time, the Commission recognized that the square footage of the property supports a three-lot subdivision. However, the Commission also recognized it’s responsibility to ensure that the subdivision was accomplished in a manner that respects the overall character and the natural and historic resources of the area. The Commission referred the subdivision to the Historic Preservation Commission for input before granting final approval. The final subdivision as unanimously recommended by the Plan Commission takes into account the recommendations from the Historic Preservation Commission and minimizes the impact of infill development on the surrounding area in the following ways. All three lots exceed the minimum lot size required in the R-4 zoning district. Further subdivision of the parcels is not permitted. The building envelopes on lots 2 and 3 are configured taking into account the existing residence to the south which is located very close to the property line, the relationship of the two new houses to each other, mature trees on the site and the ravine. The maximum allowable bulk for parcel 3 has been reduced by limiting the amount of non-table land that may be factored into the calculation beyond the restriction set by the Building Scale Ordinance. The Plan Commission recognized that the Historic Preservation Commission has the authority to further limit the bulk of new structures proposed for the parcels through the Historic Preservation Ordinance. Several alternatives were explored for utility locations and the alternative selected very successfully achieves the goal of preserving the wooded character of the existing private driveway without creating a difficult long term maintenance issue. New residences will require review and approval by the Historic Preservation Commission based on the Historic Preservation Ordinance. The Plan Commission report is attached beginning on page 24. The conditions of approval, Exhibit C, to the Ordinance are on page 20 of this packet. Recommended Actions: Approve a motion granting tentative and final approval of the Whipple 3-lot subdivision. Waive first reading and grant final approval of an Ordinance granting a Special Use Permit to allow the Whipple 3-lot subdivision subject to conditions of approval as detailed on Exhibit C to the Ordinance. 2. Consideration of a Recommendation from the Historic Preservation Commission to Designate the landscape elements at 595 Circle Lane, and the Lake Forest Cemetery, as Local Historic Landmarks and Amend the Historic Preservation Ordinance accordingly. (Requested by the DeBruins, property owners, and the Cemetery Commission on behalf of the City) (First Reading and Final Approval) PRESENTED BY SENIOR PLANNER CATHERINE CZERNIAK (615-4299) On November 15, 2000 the Historic Preservation Commission held public hearings on two requests for designation of Local Historic Landmarks. The first request was submitted by Ronald and Carole DeBruin, owners, 595 Circle Lane. The DeBruin property includes several landscape elements of the historic Villa Turicum Estate. These historic features date from the early 1900’s and include the reflecting pool, south garden limestone fountain, water chain, staircases, lake front terraces, beach house and south garden staircase. The residence on the property was constructed in 1980 and is not included in the designation. The Historic Preservation Commission acknowledged that the community is very fortunate to have residents such as the DeBruins who have taken it upon themselves to painstakingly restore the remaining historic landscape features on their property. The DeBruins also conducted research and compiled documentation to support designation of the landscape features on the property as a Local Historic Landmark to ensure the long term preservation of the structures. The background information on this request begins on page 31 of the Council packet. The second request is for designation of the Lake Forest Cemetery. This designation is submitted by Marilyn Alaimo, Chairman of the Cemetery Commission, and Ken Leone, Assistant Director Parks, Forestry and Public Works, on behalf of the City. Although the Cemetery is included in the City’s Historic District, information was recently discovered that warrants designation of the Cemetery as an individual Landmark as well. The Cemetery is a significant example of the rural cemetery movement and through the efforts of Ms. Alaimo, it has recently been documented that Ossian Cole Simonds, a recognized master of cemetery design, is associated with the artwork and architecture found throughout the Lake Forest Cemetery. The background information on this request begins on page 44 of the Council packet. The Historic Preservation Commission voted unanimously to recommend approval of the designation of the two properties as Local Historic Landmarks. Additional background information on both properties is provided in the City Council packet. The ordinance amending the Historic Preservation Ordinance and thereby designating these two properties as Local Landmarks is included in the packet beginning on page 30. Recommended Action: Waive first reading and grant final approval of an Ordinance amending the Historic Preservation Ordinance and Chapter 51 of the City Code to designate the landscape elements at 595 Circle Lane, and the Lake Forest Cemetery, as Local Historic Landmarks. NEW BUSINESS 1. Consideration Of A Recommendation To Close Atteridge Road At Woodland Road Using A Temporary Barricade, Pursuant To The Realignment Of Woodland Road In Fiscal Year 2005 PRESENTED BY ASSISTANT TO THE CITY MANAGER CHRIS MARTIN (615-4281) The City received a petition and numerous pieces of correspondence requesting the immediate closer of Atteridge Road at Woodland. This closure is currently part of the City’s year 2005 Capital Improvement Plan as part of the realignment of the Western Avenue and Woodland Road intersection. Implementation of this improvement was a major consideration in the City’s recent acquisition of the old computer store located at 1000 N. Western Avenue. The realignment and Atteridge closure were also recommended as part of the CBD Task Force Traffic Study to reduce congestion and improve traffic flow. As with all requests of this type, the Traffic Safety Coordinating Committee (TSCC), which includes the Chief of Police, the City Engineer, the Assistants to the City Manager, and the Assistant Director of Public Works, reviewed the petition pursuant to providing a recommendation to the City Manager and subsequently the City Council. The TSCC reviewed: 1) the materials and correspondence submitted by the petitioners, 2) the CBD study completed for the CBD Task Force, 3) traffic volumes and speed data provided by the Police Department, and 4) the existing engineering studies for the realignment of Woodland Road. The Committee noted that the volume on Atteridge, taken from a 24 hour study, revealed 297 total vehicles, scattered fairly evenly throughout the day. The speed data revealed an average speed of 20.5 mph which is below the posted 25 mph. The highest speed for the study period was 28 mph. The Committee agreed that the temporary closure of Atteridge, in anticipation of the realignment and permanent closure, could be accommodated as long as the cost remains low and commitments are not made in terms of permanent landscaping improvements. The Committee estimated that the cost of such a closure should be less than $3,000. Therefore, the Committee recommended that the City pursue the temporary closure of Atteridge at Woodland pursuant to the permanent realignment of the Woodland and Western intersection. At the time of the realignment the closure would be made permanent and aesthetically pleasing. The Committee does not feel that the closure is warranted based on traffic related problems stemming from volume or speed, but rather, that it is a unique situation involving a previously engineered improvement, which was also recommended by the CBD Task Force and City Council. The Committee does not anticipate that this type of closure would apply in other locations. The City Manager agreed with the TSCC’s recommendation and scheduled the item to appear on the City Council’s agenda for discussion and authorization. A map of the proposed temporary closure, the 2005 realignment plan, West Park area Traffic Volumes and CBD Improvements per CBD study, TSCC report with attachments, and the public notice for the City Council meeting, and a letter and attachments in opposition to the closure, are provided in the packet. Recommended action: Authorize the temporary closure of Atteridge Road pursuant to the year 2005 realignment of Woodland Road, at a cost not to exceed $3,000. 2. Continued Discussion of a Recommendation from the Plan Commission on a Preliminary Land Use Plan for the Route 60 Subarea PRESENTED BY SENIOR PLANNER CATHERINE CZERNIAK (615-4299) At the November 16, 2000 Committee of the Whole meeting, the Council heard a presentation from John LaMotte of the Lakota Group, and received a letter from Plan Commission Chairman George Pandaleon summarizing the work of the Plan Commission on the Route 60 Subarea. On December 4, 2000, Mayor Kerr distributed a draft Resolution Accepting the Route 60 Subarea Study and Preliminary Land Use Plan to the City Council for consideration. The Mayor asked that the City Council review the resolution in preparation for discussion and action on the Plan Commission’s recommendation at the January 2, 2001 meeting. A revised copy of the Resolution is included in the Council packet beginning on page 52. The revisions made to the document since the original draft was distributed on December 4 attempt to provide clearer direction to the Plan Commission with respect to the next steps in the Route 60 Subarea Study. Recommended Action: Adopt the Resolution directing that the Plan Commission and staff proceed with the next steps in the study process as outlined in the Resolution. 3. Authorization to Award a Contract for the Installation and Purchase of Audio/Video Equipment for the Dickinson Hall Senior Center, per State Grant PRESENTED BY SENIOR CENTER DIRECTOR JOYCE FOSTER (615-4351) The City of Lake Forest secured, through the Office of Senator Terry Link, a one time state grant for $75,000. This grant was designated to cover: 1) a request from the Fire Department for $29,172, for two thermal imaging cameras and monitors, and 2) the remaining $45,828 to cover the cost of the installation and purchase of audio and video equipment at the Dickinson Hall Senior Center at Grove School. The Senior Center held interviews and discussed the cost and scope of the project with City Staff familiar with such equipment, the project architect, and several audio/video firms. Based on this information the equipment to be purchased includes a drop down screen, a video/DVD projector, DVD/CD player, VCR, public address system, and speakers. The equipment will be used for dances, dinners, bingo, movie nights, educational programming, and presentations. Shown below are the quotes the Senior Center received for the equipment and installation of the system: Media Consultants Systems Integrators $43,000 Columbia Audio/Video $27,500 (no labor) SPL Ancha Electronics $26,900 The Senior Center recommends the selection of the low bidder SPL Ancha Electronics for the equipment and installation at a cost of $26,900. Some electrical and conduit work will be required, which would be performed as an add-on by the existing electrical contractor on the job. The estimated cost of this work is $7,000. Therefore, the total cost for the audio/video system should not exceed $34,000. Any remaining grant funds will be used in the renovation of the main hall. A copy of SPL Ancha’s proposal is provided starting on page 61. Recommended Action: Authorize the award of a contract for the installation of audio/video equipment at Dickinson Hall to SPL Ancha Electronics for a not-to-exceed sum of $34,000. 4. Authorize the Purchase of a Radar Speed Trailer for the Police Department PRESENTED BY POLICE CHIEF MICHAEL HOSKING (615-4242) As part of the FY2001 budget process, a radar speed trailer was included in the budget. The trailer is equipped with a mobile data computer which has the capability of producing a variety of speed and traffic related management reports. Thus far the reports have provided statistics used by not only the Police Department, but other City departments including Engineering and Community Development. The trailer was purchased from Kustom Signals and thus far has been extremely reliable. The trailer has been very popular among the residents as it acts not only as a speed deterrent, but also provides data for the Police Department to utilize, to direct enforcement actions at specific dates and times. During the budget process for FY2002, Mayor Kerr had indicated that an additional trailer should be considered within the budget process. The proposed FY2002 capital equipment budget is higher than FY2001. The trailer that was purchased in FY2001 was actually a demonstrator model. Listed below are the costs associated with the purchase of the trailer or a proposed additional one: List price for FY 2001 was: $15,097.00 Discounted Demonstrator model purchased for FY2001: $13,713.00 Recently in talking to Kustom Signals, it was indicated that another demonstrator model would soon be available. They have offered the trailer for the reduced price of $13,508.00, which is $205.00 less than the first model, as the City already owns the software required. The vendor would be willing to sell the trailer to the City after the New Year. If the City would prefer a new trailer, there would be an approximate 60-day wait, with a cost of $15,097.00 If the City were interested in purchasing the demonstrator model, the vendor would provide the standard warranty and guarantee as they did on the earlier purchased trailer. They will also not hold or save the trailer for a police department, if another department expresses an interest in purchasing it. It is staff’s recommendation to purchase the radar speed trailer with funds from FY2001. Due to personnel shortages during FY2001, the Police Department budget appears that it will be approximately $69,502.00 under budget. Recommended Action: Authorize the purchase of a radar speed trailer at a cost not to exceed $13,713.00. APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS During the month of December, the following amounts were disbursed from the Cashier’s Account: GENERAL FUND, IMRF, & CAPITAL IMPROVE. WATER TOTALS INVOICES 1,179,341.15 1,159,038.62 2,338,379.77 PAYROLL 921,226.03 131,499.90 1,052,725.93 TOTALS 2,100,567.18 1,290,538.52 3,391,105.70 AUTHORIZATION OF TREASURER’S WARRANTS TO MEET EXPENSES OF JANUARY, 2001 The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the January, 2001 audited accounts. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION EXECUTIVE SESSION ADJOURNMENT Office of the City Manager December 29, 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. January 2, 2001 agenda