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CITY COUNCIL 2-5-01 agendaTHE CITY OF LAKE FOREST COUNCIL AGENDA February 5, 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. Comments by Mayor A. Appointment of Jon Crim to Zoning Board of Appeals A copy of Mr. Crim’s Volunteer Profile Sheet is attached as page 8. B. Proclamation of Boy Scouts of America 91st Anniversary On February 8, 2001 the Scouts and Scouters of the Northeast Illinois Council, Boy Scouts of America will be celebrating the 91st Anniversary of Scouting. This celebration will emphasize the importance of leadership and the need to develop leaders for the 21st century. Attached as page 10 is a proclamation naming February 8, 2001 as the 91st Anniversary of Boy Scouts of America in Lake Forest. Recommended Action: Accept the proclamation as attached. 2. Comments by City Manager A. Recognition of Lake Forest Police Association for Donations of CPR Mannequins to Recreation Department 3. Comments by Council Members A. Finance Committee Report 1. Consideration of an Ordinance Amending Section 15-6 of the City Code of The City of Lake Forest Regarding the establishment of a Foreign Fire Insurance Board and Regulations Relating Thereto (Waive First Reading and Grant Final Approval) PRESENTED BY FIRE CHIEF MIKE BEATTY (615-4240) Illinois taxes insurance companies which are incorporated outside the state but who sell insurance in Illinois. A 2% tax is levied on the gross receipts of insurance sold in a municipality by a non-Illinois company. A portion of the 2% tax collected is returned to the municipal Fire Department’s Foreign Fire Insurance Board as required by state law. On December 19, 1991 Lake Forest adopted an ordinance forming the Fire Department’s Foreign Fire Insurance Board, which we call the 2% Committee. By both State and local ordinance the Fire Department elects a board which oversees the expenditure of the 2% funds issued to the department. The City Attorney has been systematically reviewing all the City Codes and ordinance and recommends that the ordinance passed in 1991 have some procedural and safeguard changes made to it. He has also met with the Fire Department’s 2% committee to review the ordinance that is in front of the council this evening. Attached beginning on page 11 is a copy of the proposed ordinance amending Section 15-6 of the City Code along with historical expenditure data of the 2% committee for the past eight years. The 2% Committee has taken its responsibility very seriously and spent the fund on items needed by the Fire Department. Recommended Action: Waive first reading and grant final approval of the ordinance amending Section 15-6 of the City Code of The City of Lake Forest regarding the establishment and regulation of a foreign Fire Insurance Board. OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL CONSENT AGENDA 1. Approval of Minutes from the January 18, 2001 Meeting Recommended Action: Approval of the Consent Agenda items as presented ORDINANCES 1. Adoption of the Revised Lake County Watershed Development Ordinance (Waive First Reading and Grant Final Approval) PRESENTED BY CITY ENGINEER KEN MAGNUS (615-4329) On June 19, 1992 The City of Lake Forest became the first community in Lake County to adopt the countywide Watershed Development Ordinance. This ordinance contains the minimum stormwater and drainage standards by which all development within the county must be designed. The Lake County Stormwater Management Commission (SMC) which is the county agency responsible for overseeing that this ordinance is being followed on a countywide basis, recognizes The City of Lake Forest as a certified community that is able to administer the ordinance on our own with only periodic review by the SMC. Since this ordinance was first adopted in 1992 it has been revised on two (2) other occasions (July 12, 1994; August 10, 1999). Once again on October 10, 2000, in an effort to improve the clarity and workability of the ordinance, the Lake County Board adopted the latest revisions to the Watershed Development Ordinance recommended by the SMC. City staff has reviewed these revisions and determined that they are minor changes necessary to clarify the intent of certain provisions in the ordinance. A copy of the complete ordinance along with the proposed revisions of on file in the City Engineer’s Office. Recommended Action: Waive First Reading and Grant Final Approval to an Ordinance Amending Article IV: Planning-Watershed Development of Chapter 31 “Planning” of The Lake Forest City Code in order to rescind and replace with the adoption by reference of the Lake County Watershed Development Ordinance of Lake County, Illinois approved as amended by the Lake County Board on October 10, 2000. 2. Consideration of an Ordinance Amending Chapter 43, “Vehicles for Hire”, of the City Code Increasing Taxi Cab Fares (Waive First Reading and Grant Final Approval) PRESENTED BY ASST. TO THE CITY MANAGER ROSEMARY HAACK (615-4274) There are two firms licensed within the City to provide taxi service, North Suburban Yellow Cab, Inc. and American Taxi Dispatch. A letter was recently received from North Suburban Yellow Cab requesting that the City consider an increase in their rates from $1.75 for the flag pull (meter drop) and 1/8 of a mile and .20 for each additional 1/8 mile to $1.75 for the flag pull and 1/9 of a mile and .20 for each additional 1/9 mile. The City has also been asked to consider an increase in the waiting time from $18.50 an hour to $20.00 an hour. Mr. Walter Kelly, President of North Suburban Yellow Cab, advises that this increase request is due to rising fuel costs and associated automobile expenses and that expenses have also increased for office employees and mechanics. The fares were last increased in 1997. It is recommended that the fares be increased as follows: Charges Current Fare Recommended Fare Increase Meter drop (charge to get into vehicle) $1.75 $1.75 no change Charge for first mile (includes meter drop) $3.15 $3.35 $0.20 Charge for each additional mile $1.60 $1.80 $0.20 Waiting time per hour $18.50 $20.00 $1.50 The proposed fares are consistent with those charges in the other North Shore communities served by North Suburban Yellow Cab, and the City has received no complaints regarding this company’s performance in the last several years. A copy of the proposed ordinance is attached as page 26. Recommended Action: Waive first reading and grant final approval of an ordinance increasing the taxi fares as recommended. NEW BUSINESS 1. Discussion of Bid for the Sale of Surplus Property Located Adjacent to 1188 S. Estate Lane At the November 6, 2000 City Council meeting, a bid opening was held for the sale of surplus property located adjacent to 1188 S. Estate Lane. At that time, one bid was submitted by Timothy Plum in the amount of $100. This matter was tabled until the December 4, 2000 Council meeting, as staff was directed to work with the Vernon Township Assessor to determine the approximate value of the proposed transaction plus determine the approximate taxes that would be paid on the property once it returned to the tax roles. The Assessor’s office suggested that a property such as this would have a value of between $1 and $1.20 per square foot. Assuming the greater value, the market value would be $14,106. It was also determined that the total taxes paid on the property would be approximately $235 per year, with the City’s share in the range of $59. The City also asked Sherm Siegle to do an assessment of the property, who established the land value at $15,655. At the December 4, 2000 Council meeting, the original bid was rejected, subject to further negotiation with Timothy Plum. After discussions with Mr. Plum, the City received a bona fide re-bid on January 11, 2001 in the amount of $1,000. Recommended Action: Accept the bid from Timothy Plum for the sale of surplus property located adjacent to 1188 S. Estate Lane in the amount of $1,000. 2. Consideration of a Contract Amendment with Dillingham Construction – Water Treatment Plant Project PRESENTED BY THE SUPERINTENDENT OF PUBLIC WORKS MICHAEL THOMAS (615-4265) BACKGROUND At the January 2nd Finance Committee & City Council Meetings, a $135,000 contract with Dillingham Construction was approved to engage them as the City’s Construction Manager and provide the City with the following: Phase I - provide a cost opinion to the Ad-Hoc Oversight Committee on the base option design (September 21st, 2000). Phase II - Dillingham to provide a guaranteed maximum price (GMP) to the Ad-Hoc Oversight Committee on the base option (November 16th, 2000). Phase III - review the design and budgets for the alternatives. The results of Phase III were presented to the Oversight Committee on January 19th, 2001. At the January 19th Ad-Hoc Oversight Committee meeting, the members requested that Dillingham Construction provide the following items under “Phase IV” of the agreement. These items include: Provide a Guaranteed Maximum Price (GMP) in early March for the revetment work. To support this task, Dillingham will work with HARZA Engineering on the final design of two revetment options, issue bids to pre-qualified marine contractors, manage the bid process, and develop their final GMP. Working with HARZA Engineering to finalize the design for a sheet pile wall on the north end of the revetment for the base option. Dillingham & HARZA will also design a system for temporary support of the wall during construction. Issue a Request for Proposal (RFP) to seven producers of membrane filters. The RFP will ask these companies to provide Dillingham Construction with equipment and pilot testing costs along with preliminary building layouts. After reviewing the proposals, Dillingham will provide the Committee with a more refined cost opinion for this option. Review the possibility of constructing a two story membrane building and replacing the existing pumps in place. The Oversight Committee will meet in early March to review the above information and finalize their recommendation to City Council as to which of the two options The City of Lake Forest should pursue. Recommended Action: It is recommended that City Council approve an amendment to Dillingham Construction’s contract in the amount of $89,000 for the tasks set forth in the Phase IV scope of services. The Water Plant Ad-Hoc Oversight Committee reviewed this matter at their January 19th meeting and voted unanimously to recommend approval of such services to the City Council. 3. Consideration of Additional Engineering Services with HARZA Engineering – Water Treatment Plant Project PRESENTED BY THE SUPERINTENDENT OF PUBLIC WORKS MICHAEL THOMAS (615-4265) BACKGROUND The City Council’s Water Plant Ad-Hoc Oversight Committee met on Friday, January 19th, 2001 to review pricing estimates for various improvements to the water plant. At the conclusion of the meeting, the Committee recommended that additional engineering be performed to attain a more refined cost estimate on two final options. At the Committee’s meeting in early March, a more refined cost estimate will be presented; in order to secure those estimates, final design needs to occur on both revetment options. Specifically, the Committee requested that HARZA Engineering (the City’s contracted coastal engineers) address the following: For the first option (base option), reconfigure the original design to include armor stone wrapping around the southeast corner of the property up to the existing sheet pile wall. For the second option (membrane option), develop a revetment design that incorporates the revisions made to the south and shortening the revetment on the north. The Committee asked if HARZA would meet with Army Corp. officials to review the City’s approved permit and how the above changes may or may not affect the various permit conditions. Finally, between now and February 23rd it is anticipated that numerous meetings will need to occur between the Construction Manager (Dillingham Construction), the City’s primary engineers (Carollo Engineers) and City staff to finalize both design options. The City of Lake Forest currently has a $133,000 contract with HARZA Engineering for various site investigative work and design of the base option revetment. These additional services will provide final design documents that in turn will enable Dillingham Construction to develop concise cost estimates. As previously noted, the Committee will meet in early March to select a preferred option and finalize their recommendation to the City Council. Attached beginning on page ___ is HARZA’s January 30th proposal for the services noted above. The Water Plant Ad-Hoc Oversight Committee reviewed this matter at their January 19th meeting and voted unanimously to recommend approval of such services to the City Council. Recommended Action: It is recommended that City Council approve these additional services in the amount of $37,650 as set forth in their proposal dated January 30, 2001. 4. Award of Contract for the Design of a 36” Water Transmission Main PRESENTED BY THE SUPERINTENDENT OF PUBLIC WORKS MICHAEL THOMAS (615-4265) BACKGROUND The City of Lake Forest’s water distribution system experiences significant increases in pressure during high flow conditions (greater than 8-10 million of gallons per day (mgd)). The increase in pressure has resulted in numerous water main breaks throughout the distribution system. With the planned rehabilitation at the water plant, the water transmission and distribution systems need to be expanded in capacity to safely and reliably convey the current and future demand. A computerized hydraulic model for the distribution system was utilized in a study to evaluate the capacity of the existing transmission system. The analysis concluded that certain modifications should be incorporated in the City’s capital improvement program. These improvements include: A 36” transmission main added to the system between Spruce / Lake and Woodland / Sheridan is needed to provide additional capacity. The analysis concluded that this size pipe would provide full transmission main capacity in the event the existing 24” would need to be temporarily taken out of service. The main would need to be installed by the conclusion of the water plant rehabilitation project. Additional system capacity is needed west of Western Avenue. An additional east-west transmission main will assist both supply and pressure concerns in the southwestern areas of Lake Forest. Upgrades to the Westleigh Road Booster Station including the replacement of the two, 40 year old pumps, would allow use to all 4.0 mg of storage capacity. *Please note that items # 2 & 3 will be necessary at total City build-out. Projected Cost Summary 36” transmission main $1,800,000 East-West transmission main $3,600,000 Booster Station upgrades $1,000,000 The City has utilized McMahon Associates in the development of the Water System analysis Study (1996) and their architectural services for the base option of the water plant project. The Water Plant Ad-Hoc Oversight Committee reviewed this matter at their January 19th meeting and voted unanimously to recommend approval of such services to the City Council. Recommended Action: It is recommended that City Council approve the attached agreement with McMahon Associates in the amount of $55,100 for the design of the 36” transmission main. APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS During the month of January, the following amounts were disbursed from the Cashier’s Account: GENERAL FUND, IMRF, & CAPITAL IMPROVE. WATER TOTALS INVOICES 900,812.91 546,675.52 1,447,488.43 PAYROLL 910,176.33 126,354.16 1,036,530.49 TOTALS 1,810,989.24 673,029.68 2,484,018.92 AUTHORIZATION OF TREASURER’S WARRANTS TO MEET EXPENSES OF FEBRUARY 2001 The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the February 2001 audited accounts. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION EXECUTIVE SESSION ADJOURNMENT Office of the City Manager February 2, 2001 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. 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