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CITY COUNCIL 7-19-01 agendaTHE CITY OF LAKE FOREST COUNCIL AGENDA JULY 19, 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 Michael J. Burns, Second Ward Alderman James J. Cowhey, Jr., Alderman Fourth Ward S. Michael Rummel, Alderman Second Ward Kimberly Moss, Alderman Fourth Ward REPORTS OF CITY OFFICERS 1. Comments by Mayor 2. Comments by City Manager 3. Comments by Council Members OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS CONSENT AGENDA 1. Approval of Minutes from the July 2, 2001 Meeting A copy of the minutes of the July 2, 2001 meeting are attached beginning on page 7. Recommended Action: Approval of the Consent Agenda items as presented ORDINANCES Consideration of the Annual Appropriation Ordinance for FY2002 (Second Reading and Final Approval) PRESENTED BY DIRECTOR OF FINANCE ROBERT SHAFFER (615-4222) While the annual municipal budget represents the City’s financial “plan” for expenditures over the course of the fiscal year, the annual Appropriation Ordinance is the formal legal mechanism by which the City Council authorizes the actual expenditures of funds budgeted in the annual budget. It appropriates specific sums of money by object and purpose of expenditures. State statutes require the passage of an Appropriation Ordinance which must be filed with the County Clerk by the end of July. In addition, the Appropriation ordinance provides for a 10% “contingency” in the expenditures in an amount above those actually budgeted. Each separate fund includes an item labeled “contingency” with an appropriate sum equivalent to 10% of the total funds budgeted. This practice has been followed for the past twenty years and has worked very efficiently, while still providing for complete City Council control over budgeted expenditures. During this 20 year period The City has never exceeded the budgeted amount. Importantly, the City Council and City staff follow the adopted budget as its spending guideline, not the Appropriation Ordinance. Without the contingency, the City Council would have to pass an amended Appropriation Ordinance to cover any unforeseen expenditures exceeding the budget. School District 67 does not recognize the Appropriation Ordinance in their budgeting or auditing standards. However, due to the fact they are a special charter district, must be included in our Appropriation Ordinance. Summary of the Amounts Appropriated from the Several Funds The City of Lake Forest Fund Budget Appropriation % Change General $ 22,137,370 $ 24,351,107 10.0% Illinois Municipal Retirement Fund 940,000 1,034,000 10.0% Fire Pension 632,900 696,190 10.0% Police Pension 697,900 767,690 10.0% Recreation 3,790,997 4,170,097 10.0% Cemetery Commission & The Memorial Garden 662,728 729,000 10.0% Ms Renovation - Bond Construction 7,000,000 7,700,000 10.0% Senior Resources Commission 388,717 427,589 10.0% Park and Public Land 1,036,768 1,140,445 10.0% Motor Fuel Tax 595,000 654,500 10.0% Hotel/Motel Tax 101,803 111,983 10.0% Emergency Telephone 214,360 235,796 10.0% Public Library 2,384,966 2,623,463 10.0% Sub-total $40,583,509 $44,641,860 10.0% School District 67 Educational $ 17,951,677 $ 17,951,677 0.00 Operations, Building and Maintenance 3,051,699 3,051,699 0.00 Site and Construction 354,600 354,600 0.00 IMRF/Social Security 448,783 448,783 0.00 Transportation 1,145,600 1,145,600 0.00 Sub-total 22,952,359 22,952,359 0.00 Grand Total $ 63,535,868 $ 67,594,219 6.4% Recommended Action: Staff recommends that the proposed ordinance receive second reading and final approval at this time. A copy of the ordinance is available for review in the City Clerk’s office. Consideration of a Recommendation from the Construction Codes Commission to Adopt the 2000 National Fire Protection Association (NFPA) Fire Codes. (Second Reading and Final Approval) PRESENTED BY FIRE CHIEF MIKE BEATTY (615-4240) The City of Lake Forest currently uses the 1991 NFPA Fire Codes, prior to that the City used the 1981 NFPA Codes. The latest code upgrade from NFPA is the 2000 Code. The 2000 Code is the third revision to the NFPA Codes since the City adopted the 1991 Code. One reason for adopting the latest Code is to take advantage of the new construction materials, equipment and techniques allowed for in the updated code. Starting in April of 2000, the Lake Forest Construction Codes Commission, at its regular monthly meetings, heard input from the fire and building departments as to the need to update the codes and to review the areas in the 2000 Code that would impact the community. Between October of 2000 and February of 2001 the Construction Codes Commission held three public meeting on the 2000 Code update. Letters were sent to the business and property owners informing them of the Commission agenda and requested their attendance and input. Attendance was extremely light at the three meetings. The Commission, at its February 2001 meeting, unanimously recommended the code upgrade and sent this issue to the City Council. At the April 19th Meeting of the Whole, the Council had an informational presentation on the code upgrade. No decision or action was taken at that time. At the City Council’s July 2, 2001 meeting the Council approved the first reading of the recommendation to adopt the 2000 Fire Codes. A copy of the ordinance is attached on page 15. Recommended action: Approve a motion granting final approval to adopt the 2000 NFPA Fire Codes as amended by the City Attorney. Consideration of an Ordinance Amending Chapter 40, “Traffic”, of the City Code of Lake Forest, 1971, Amending Schedule XXIII (23) No Parking Between 3:00 a.m. and 5:00 a.m., and Adding Schedule XXXII (32) Special Permit Parking (waive first reading, grant second reading and final approval) PRESENTED BY ASSISTANT TO THE CITY MANAGER CHRIS MARTIN (615-4281) Beginning in June of 2000 the City undertook a comprehensive review of the parking permit system within the Central Business District (CBD). As part of this review, in recognition of a long-standing concern regarding students crossing the railroad tracks, the elimination of remote parking on north Western Avenue was recommended. Discussions were then held with the High School and it was agreed that the City would create Special Permit Parking on north Western Avenue, eliminating student parking from that area. The City would then create a student parking section (no more than 40 spaces) in the north end of the Scott Street parking lot. Student parking would be designated as such until 10:00 am, after which time the spaces would be available to any CBD permit holder. The Post Office will be vacating 33 spaces in the Scott Street lot on July 16th. The Special Permits on north Western Avenue are being marketed to the businesses in that area, and the apartments and condominiums to the north to accommodate guest parking. Staff is recommending allowing overnight parking in 15 spaces south of the 1285 N. Western apartment building to accommodate the apartments. Therefore, the following ordinance amendments are recommended: amending Schedule 23 allowing for overnight parking in 15 spaces south of 1285 N. Western on the west side of north Western Avenue. adding Schedule 32 Special Permits: 1) designating the spaces on the west side of north Western Avenue, north of Woodland, as Special Permit Parking, and 2) designating up to 40 spaces in the northerly section of the Scott Street lot as Student Parking Until 10:00 am. For additional information see ordinance, maps, and additional information beginning on page 27. Recommended Action: Waive first reading of the ordinance and grant final approval to an ordinance amending Chapter 40, “Traffic”, of the City Code of Lake Forest, 1971, Amending Schedule XXIII (23) No Parking Between 3:00 a.m. and 5:00 a.m. and Adding Schedule XXXII (32) Special Permit Parking: North Western Avenue and Scott Street Lots OLD BUSINESS NEW BUSINESS 1. Award of Contract for Watermain Extension Along the North Side of Old Mill Road to the Grove Cultural Campus. PRESENTED BY ASSISTANT TO THE CITY MANAGER CHRIS MARTIN (615-4281) The occupation of the buildings at the Grove Cultural Arts Campus (40-100 E. Old Mill Road) requires that the watermain leading to the property be replaced and resized. Due to its size and condition (heavily constricted) the existing 6-inch line is not capable of supporting the necessary fire flows and pressure needs of the Campus. The internal campus system was replaced in anticipation of a new external 12-inch line being extended approximately 700 feet to the campus along the north side of Old Mill Road. Old Mill Road will not be disturbed during the installation of the main. Staff received two bids for this project and recommends award to the low bidder Di Meo Brothers. A site plan and other materials are provided starting on page 33. Di Meo Brothers $28,700 Stateline Plumbing $47,500 Recommended Action: Approval of a contract with Di Meo Brothers of Park Ridge in the amount of $28,700 for the extension of a 12- inch watermain to the Grove Cultural Campus. 2. Award of Contract for Engineering Services to Perform an Inflow Study of the Sanitary Sewer System PRESENTED BY CITY ENGINEER KEN MAGNUS (615-4329) Two years ago the North Shore Sanitary District (NSSD) began a study to determine where major sources of stormwater are entering its sanitary sewer interceptor systems located along both the East Skokie River and the Middlefork of the North Branch of the Chicago River. Excessive stormwater flow into the sanitary sewer system, for which it was not designed to handle, leads to operational problems within the City sanitary sewer system as well as the NSSD interceptors and treatment facility located at Clavey Road. The study involved the placement of flow meters within manholes located immediately upstream of their interceptors which carry sewerage for sanitary sewer systems located in Knollwood, Highwood, Highland Park, Lake Bluff and Lake Forest and which are conveyed through the interceptor to the NSSD treatment facility. The results of the flow monitoring gave general information on which areas of the City’s sanitary sewer system needs further detail study in order to determine corrective action. Based on the study, City staff is recommending that the sanitary sewer basins that contribute the highest level of flow to the NSSD interceptors be studied in more detail at this time. The sanitary sewer basins include Whispering Oaks, Ahwahnee and the King Muir area which total over 15 miles of sanitary sewers. The detailed information that is being sought are contributing sources of storm water inflow (direct connects from storm sewers, drainage structures, downspouts, sump pumps, etc.) and infiltration (deficiencies in sanitary sewer system i.e., defective sewer pipes and joints, manholes, etc.) into the sanitary sewer system both from private and public property. The detailed investigation involves televising and smoke testing of the sanitary sewer system. Although City staff has the resources to televise the sanitary sewer system, we will need to procure the services of a consultant to perform the smoke testing which is an efficient way of identifying sources of inflow. Smoke testing is undertaken by introducing smoke into the sanitary sewer system then observing where it surfaces thereby identifying locations that contribute stormwater into the sanitary sewer system. As with previous study areas undertaken in recent years, the City staff is recommending that the City enter into an agreement with the RJN Group, Inc. The RJN Group, Inc. is an engineering firm based in Wheaton, Illinois and has performed over 500 sewer system evaluations nationwide including over 200 in northern Illinois. City staff has defined a scope of services and negotiated a maximum not-to-exceed amount of $52,627 for the services. If awarded the RJN Group, Inc. is ready to begin work in August and have it completed in early October. Recommended Action: It is recommended to award a contract for the not-to-exceed amount of $52,627 to the RJN Group, Inc. to perform an inflow study on a sanitary sewer system located in Whispering Oaks, Ahwahnee and the King Muir areas. 3. Award of Bid for the Everett Road Watermain Replacement/Sidewalk Extension Project PRESENTED BY CITY ENGINEER KEN MAGNUS (615-4329) On Tuesday, June 26th, bids were received and opened on the Everett Road Watermain Replacement/Sidewalk Extension Project. This project involves the replacement of 2,000 feet of watermain along Everett Road west of Estate Lane which has experienced numerous breaks in recent years causing inconvenience to the residents in the area. Also, the project involves the installation of a sidewalk along the south side of Everett Road between Estate Lane and Old Barn Lane. With this sidewalk installation the City will have a continuous length of sidewalk along the south side of Everett Road between Waukegan Road and Old Barn Lane. A map depicting the project area is attached on page 36. The following is a summary of the bids received: BIDDER BID AMOUNT 1. Patnick Construction $296,318.00 2. DiMeo Bros., Inc. $334,112.00 3. Thelen Sand and Gravel $363,025.14 4. Maneval Construction $370,182.02 5. Campanella & Sons, Inc. $370,281.65 6. Glenbrook Excavating $414,290.00 References were checked on the low bidder, Patnick Construction, where their performance on past projects were found to be acceptable. The low bid from Patnick Construction was $15,933.50 over the engineers estimate of $280,384.50, but within the budget amount. If awarded the project would begin in August and completed in early October. Subsequent to the award of the contract for this project, a contract will need to be awarded for construction layout and inspection services. Clark Dietz, Inc., the engineering firm responsible for the design of the project, proposes to undertake this work for a not-to-exceed amount of $36,145. This amount is comparable to construction inspection costs incurred on similar projects. Recommended Action: It is recommended that the Contract for the Everett Road Watermain Replacement/Sidewalk Extension Project be awarded to Patnick Construction in the amount of $296,318.00. Award a Contract for construction layout and inspection services related to the Everett Road Watermain Replacement/Sidewalk Extension Project to Clark Dietz, Inc. for a not-to-exceed amount of $36,145.00. 4. Award of Bid for the Beverly-Grandview Storm Sewer Project PRESENTED BY CITY ENGINEER KEN MAGNUS (615-4329) On Tuesday, June 26th, bids were received and opened on the Beverly-Grandview Storm Sewer Project. This project involves upgrading the existing storm sewer system on Beverly at Grandview to alleviate the surface flooding that occurs in this area during intense rainfalls. A map depicting the project area is attached beginning on page 37. The following is a summary of the bids received: BIDDER BID AMOUNT 1. George W. Kennedy $91,251.80 2. DiMeo Bros., Inc. $104,955.00 3. Alliance Contractors, Inc. $107,146.65 4. Campanella & Sons, Inc. $123,734.00 5. Schneider Corporation $127,172.75 6. Thelen Sand & Gravel $130,000.00 7. Moselle & Associates, Inc. $144,088.65 The low bid from George W. Kennedy was $22,916.20 under the engineers estimate of $114,168 and therefore within the budget amount. George W. Kennedy has completed work for the City in the past and their work is acceptable. If awarded the project would begin in August and be completed by the end of September. Recommended Action: It is recommended that the Contract for the Beverly-Grandview Storm Sewer Project be awarded to George W. Kennedy in the amount of $91,251.80. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION EXECUTIVE SESSION ADJOURNMENT Office of the City Manager July 13, 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. 6 July 19, 2001 Page 6