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CITY COUNCIL 10-1-01 agendaTHE CITY OF LAKE FOREST COUNCIL AGENDA October 1, 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, Alderman Second Ward James J. Cowhey, Jr., Alderman Fourth Ward S. Michael Rummel, Alderman Second Ward Kimberly G. Moss, Alderman Fourth Ward PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 1. Comments by Mayor 2. Comments by City Manager A. Presentation of High School District 115 Finances by Bill Hinchman, Jon Lamberson, and Jay Whipple 3. Comments by Council Members A. Finance Committee Report PRESENTED BY FINANCE COMMITTEE CHAIRMAN JERRY HENRY 1. Consideration of Gorton Community Center Advance Funding Request The Gorton renovation project was substantially completed in September 2000. It included, in addition to the items that were the City’s responsibility as part of the scope of the renovation, three years worth of capital maintenance items that were to have been undertaken with funds from the City’s fiscal year 2001, 2002, and 2003 Capital Maintenance Budgets. The rational was that by taking advantage of the opportunity to complete these items during the renovation project, the City could complete these maintenance items more cost effectively than in three separate years, which would involve extensive trade setup costs and inflationary increases. There also was the issue from Gorton’s perspective of ensuring that the entire building was visually complete when the project was finished (i.e. not having the existing building with peeling paint or loose mortar, while the new construction was pristine, etc.). These items included painting and tuck-pointing of the exterior of the original building, replacement of deteriorated gutters and down-spouts on the original building, and similar maintenance items. The cost of this work totaled $267,000. The cost was assumed by the Gorton Commission and paid for with part of the Gorton Foundation’s construction loan. The understanding was that the City would reimburse $89,000 of the $267,000 cost on each May 1, 2000, 2001 and 2002. City payments made to date total $178,000, paid on December 29, 2000, and May 10, 2001, respectively. The final $89,000 is due May 1, 2002. The Commission requests that this payment be advanced as soon as possible, preferably no later than October 2001. The following are the reasons for this request: 1. Interest for the financing of the City’s capital maintenance items totals $17,059 since July 2000, as follows: a. July 3-October 4, 2000: $267,000 at 8.5%=$5,674 b. October 5-January 4, 2001: $267,000 at 8%=$5,340 c. January 5-April 4, 2001: $178,000 at 7%=$3,115 d. April 5-July 6, 2001: $178,000 at 5.75% for two months=$853 $89,000 at 5.75% for two months=$853 e. July 7-September 4, 2001: $89,000 at 5.5%=$1,224 2. Since our meeting in July, $1,224 of additional interest has been incurred, as noted above. Assuming interest at 5% for the period September 5, 2001, to May 4, 2002, interest approximating an additional $3,338 will be incurred by the Foundation in order to finance the City’s capital maintenance items. Recommended Action: Advance the funds necessary for the City to close its obligation to the Gorton renovation project in the amount of $89,000. 2. The Finance Committee at their meeting prior to the City Council meeting this evening reviewed and discussed the issuance of bonds in an amount not to exceed $4,000,000 for the purpose of funding the initial phase of upgrading and expanding the Water Treatment Plant, including construction of a shoreline revetment and design and engineering costs. Two ordinances and a resolution are recommended for approval as follows: 1. Ordinance authorizing the Issuance of $4,000,000 of Waterworks and Sewerage System Revenue Bonds of The City of Lake Forest, Illinois; 2. Ordinance authorizing the Issuance of $4,000,000 of General Obligation Alternate Bonds of The City of Lake Forest, Illinois for Financing Waterworks and Sewerage System Capital Improvements; 3. Resolution of The City of Lake Forest, Illinois Regarding a Public Hearing under the Bond Issue Notification Act, Hearing to be Held at the Regular City Council Meeting on October 18, 2001, at 7:30 P.M. The proposed ordinances and resolution, along with backup material were included in the Finance Committee packet. Recommended Action: Waive first reading of the ordinances and grant final approval to the ordinances and resolution. OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL CONSENT AGENDA 1. Approval of Minutes from the September 20, 2001 Meeting A copy is attached beginning on page 7. 2. Approval of a Special Event in Deerpath Community Park The special event policy approved by the City Council last March defined special events based on their impact on the community. Class A events (those with a heavy impact) that are held in a City park must first be considered by the Park and Recreation Board. That Board then forwards a recommendation to the City Council for approval. The Park and Recreation Board has reviewed the special event noted below and recommends its approval: Event Date Lake Forest/Lake Bluff Historical Society Polo Event Saturday, August 31, 2002 The City is reimbursed for all of its expenses for this event. An area adjacent to the playfield received minimal damage as a result of this year’s activity, but the area was fully restored by the event organizers immediately following the event. Attached as page 10 is a copy of a letter from the Historical Society requesting approval of its use of Deerpath Community Park for the 2002 event. Staff recommends approval of the use of Deerpath Community Park for the Lake Forest/Lake Bluff Historical Society 2002 Polo Match. 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 Special Use Permit to Allow a Change in Use at 738 Rosemary Road. Filed by Lake Forest College. (Final Approval) PRESENTED BY DEPUTY DIRECTOR OF COMMUNITY DEVELOPMENT CATHERINE CZERNIAK (615-4299) On September 20, 2001, the City Council granted first reading of an ordinance for a Special Use Permit to allow conversion of the former College president’s residence to the campus offices of the Alumni Center and Career Counseling Center. The Council reviewed the ten conditions of approval as recommended by the Zoning Board of Appeals, and concluded that the Special Use Permit will provide for more regulation of the property than has existed in the past. The Council acknowledged that the property has been a part of the Lake Forest College campus for over 50 years, and part of the Lake Forest Academy campus prior to that time. In summary, the recommended conditions of approval permit only six employees on the site during regular business hours, require off site parking for employees and for special events, and limit after hours events to those related to the Alumni Center. The conditions require that after hours events end at 9 p.m. In addition, the conditions require that a status report on the operation of the site be provided to the Board six months after the new use is established. The full text of the conditions is included in this packet on page 13. Recommended Action: Approve final reading of an ordinance granting a Special Use Permit to allow the former College president’s residence at 738 Rosemary Road to be used as offices for the Lake Forest College Alumni Center and the Career Counseling Center. NEW BUSINESS 1. Approval of License Agreement for Sunset Square Shopping Center PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT CHUCK CROOK (615-4207) The owners of Sunset Square Shopping Center have requested approval from the City of a license agreement to allow them to use a 20 foot strip of city land to increase the parking for the Center. The Center, located at the northeast corner of Waukegan Road and Gloucester Crossing, abuts an unused City right-of-way on its north property line. The request is to allow for parking to encroach approximately 20 feet into this unused right-of-way so that the Center may provide additional parking spaces, intended primarily for employee use. This would allow the Center to have more of the employees park in back of the building, freeing up spaces in front for customers. The City land in question is unused right-of-way and there are no plans to ever use the right-of-way for roadway purposes. The staff and City Attorney have reviewed both the land use plan for the parking, as well as the license agreement, and find them to be in proper order. It is recommended the City Council approve the license agreement as submitted. Recommended Action: Approve the license agreement as submitted. 2. Authorization to Enter into an Engineering Agreement for the Rehabilitation of the Deerpath Bridge PRESENTED BY CITY ENGINEER KEN MAGNUS (615-4329) Preliminary Engineering associated with the project to rehabilitate the Deerpath Bridge, which is a joint effort between the Illinois Department of Transportation (IDOT) and The City of Lake Forest, is nearing completion. At this time Phase II Engineering, which involves the preparation of plans and specifications, can begin. Prior to this work commencing The City of Lake Forest needs to enter into an agreement with an engineering consultant to undertake these services. The engineering consultant being recommended is Wiss, Janney, Elstner Associates, Inc., who has extensive knowledge of this bridge acquired through past inspections and repairs and has undertaken Phase I Engineering on this project. IDOT has given its approval of the Phase II Engineering Agreement with Wiss, Janney, Elstner Associates, Inc., in the amount of $109,902. Subsequent to the approval of the Phase II Engineering Agreement with Wiss, Janney, Elstner Associates, Inc., for the rehabilitation of the bridge, the City will need to enter into an agreement with IDOT, who is administering this program for the Federal Highway Administration, to document the funding responsibilities. Under this program, the federal funding responsibilities for Phase II Engineering will be 80% or $87,921.60, while the City’s funding responsibilities will be 20% or $21,980.40. Since Motor Fuel Tax (MFT) funds will be used, the City needs to appropriate, by resolution, the total amount of the Agreement, $109,902.00, of which the City will be reimbursed from IDOT for their 80% share. Phase II Engineering is anticipated to be completed and the project ready to receive bids next spring. Construction would then begin next June and go through September tentatively. Recommended Action: It is recommended that The City of Lake Forest enter into an agreement with Wiss, Janney, Elstner Associates Inc., to provide Phase II Engineering for the rehabilitation of the Deerpath Bridge in the amount of $109,902.00. Is it recommended that The City of Lake Forest enter into a Joint Agreement with IDOT which will document the funding responsibilities for Phase II Engineering for the rehabilitation of the Deerpath Bridge at 80% Federal ($87,921.60) and 20% The City of Lake Forest ($21,980.40). It is recommended that The City of Lake Forest appropriate by resolution an amount of $109,902.00 of MFT funds to be used toward Phase II Engineering for the rehabilitation of the Deerpath Bridge of which The City of Lake Forest will be reimbursed 80% ($87,921.60) from IDOT. 3. Consideration of an Automatic Response Agreement (ARA) With Deerfield-Bannockburn Fire Protection District PRESENTED BY FIRE CHIEF MIKE BEATTY (615-4240) The City of Lake Forest currently has ARAs with all neighboring fire departments who are contiguous with our borders with the exception of the Deerfield-Bannockburn Fire Protection District. This ARA will change that exception. The ARA that is attached to your packet involves response by the two fire departments into designated areas of each other’s community for structure fires. Deerfield will send an engine to Lake Forest for the area bounded by Westleigh Road, Rt. 41, I-94 and our southern limits. Lake Forest will respond with an engine into the Village of Bannockburn. The City’s Attorney has reviewed the Agreement, made changes as needed, and approved it for Council review. Recommended Action: Approve the Automatic Response Agreement resolution with Deerfield-Bannockburn Fire Protection District. APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS During the month of September, the following amounts were disbursed from the Cashier’s Account: GENERAL FUND, IMRF, & CAPITAL IMPROVE. WATER TOTALS INVOICES 563,736.60 83,952.40 647,689.00 PAYROLL 913,909.94 109,849.77 1,023,759.71 TOTALS 1,477,646.54 193,802.17 1,671,448.71 AUTHORIZATION OF TREASURER’S WARRANTS TO MEET EXPENSES OF OCTOBER, 2001 The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the October, 2001 audited accounts. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION EXECUTIVE SESSION ADJOURNMENT Office of the City Manager September 28, 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. October 1, 2001 Agenda Page 4