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CITY COUNCIL 10-18-01agendaTHE CITY OF LAKE FOREST COUNCIL AGENDA October 18, 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 PUBLIC HEARING ON ISSUANCE OF GENERAL OBLIGATION ALTERNATE REVENUE BONDS (WATERWORKS AND SEWERAGE SYSTEM ALTERNATE REVENUE SOURCE) OF THE CITY OF LAKE FOREST IN AGGREGATE PRINCIPAL AMOUNT NOT TO EXCEED $4,000,000 FOR THE PURPOSE OF FINANCING THE INITIAL PHASE OF THE UPGRADING AND EXPANSION OF THE CITY’S WATER TREATMENT PLANT AND RELATED IMPROVEMENTS TO THE COMBINED WATERWORKS AND SEWERAGE SYSTEM. On October 1, 2001, the City Council approved an Ordinance authorizing the issuance of general obligation alternated revenue bonds as noted above. Pursuant to the Bond Issue Notification Act, the City Council is required to hold a public hearing to receive public comments on the proposal to sell general obligation alternate revenue bonds (Waterworks and Sewerage System Alternate Revenue Source). Notice of the public hearing was published on October 4, 2001, pursuant to statutory requirements. REPORTS OF CITY OFFICERS 1. Comments by Mayor A. Proclamation of October 20-28, 2001 as Red Ribbon Drug Awareness Week A copy of the proclamation is attached as page 6. Recommended Action: Approve the proclamation. 2. Comments by City Manager Report from the Committee on the City Charter PRESENTED BY COMMITTEE CHAIRMAN SUSAN GARRETT This past summer the Mayor appointed a five member committee to review the City Charter as it pertains to the statutory officers and term of the Mayor. Attached beginning on page 7 is a copy of the Committee’s report and recommendation. 3. Comments by Council Members OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL CONSENT AGENDA 1. Approval of Minutes from the October 1, 2001 Meeting A copy of the minutes are attached beginning on page 19. 2. Authorization for the Purchase of Rock Salt for the Winter of 2001 – 2002 On average, approximately 2,000 tons of salt are utilized each winter by The City of Lake Forest for snow and ice control. Last winter, the City purchased 2,406 tons of salt. For many years, The City has obtained rock salt through participation in the State Bid Process. This process allows The City to receive the most competitive price possible. This winner in this year’s State Bidding Process is IMC Salt, Inc. of Overland Park, Kansas. Interestingly, IMC Salt is a division of IMC Global, Inc., whose world headquarters is located here in Lake Forest. The contract price is $31.48 per ton, delivered to Lake Forest from IMC Salt’s depot in Milwaukee, Wisconsin. This price per ton exceeds that of last year by 15%. Outlined below is a history of salt cost per ton over the last eight years. FY 95 $26.26 FY 99 $28.54 FY 96 $27.04 FY 00 $26.83 FY 97 $27.55 FY 01 $27.37 FY 98 $28.54 FY 02 $31.48 In order to participate in this bidding process, the City must guarantee that it will purchase not less than 70% of the quantity specified. In our case, that translates to 70% of 2,000 tons, or 1,400 tons. Further, by our participation in the bidding process, we are able to purchase up to 130% of our specified quantity at the same unit cost. Therefore, in summary, we can purchase a minimum of 1,400 tons and as much as 2,600 tons. It is recommended that the bidding process be waived and that The City purchase 2,000 tons of rock salt from IMC Salt, Inc., in the amount of $62,960. This is less than the budgeted amount of $64,000. Recommended Action: Approve the Consent Agenda as presented above. ORDINANCES 1. Presentation of the working draft of the revised Tree Preservation and Landscape Ordinance (Information Only) PRESENTED BY DEPUTY DIRECTOR OF COMMUNITY DEVELOPMENT CATHERINE CZERNIAK (615-4299) AND CITY FORESTER DAN REEVES (615-4232) At the May 17, 2001 Committee of the Whole meeting, staff provided an overview of the existing Tree Preservation and Landscape Ordinance. At the conclusion of that meeting, the Council directed staff to move forward with revisions to update and clarify the ordinance, and to bring the ordinance into conformance with other related processes and regulations. On July 11, 2001, the City Council received a memo from staff outlining the policy framework that was being used to revise the ordinance. Some of the key policy issues are summarized below. The ordinance focuses on tree preservation on properties where development or redevelopment is occurring. On developed lots, tree protection along the streetscape is strengthened. Specific criteria for tree removal are established with the ability to approve tree removal, even when criteria are not met, under certain conditions. Penalties for violations of the ordinance, such as clearing within a Conservation Easement or not complying with tree fencing requirements, are strengthened. A copy of the July 11th memo is included in this packet to provide additional information on the policy framework. A working draft of the revised Tree Preservation and Landscape Ordinance is included in this packet beginning on page 24. At the Council meeting, staff will review the highlights of the ordinance and compare the provisions of the existing ordinance, with those in the working draft. In addition, staff will discuss the role of the ordinance as one of several tools that will better position the City to respond to the shift from a developing community, to one that is facing primarily infill issues. Recommended Action: Direct staff to provide a preliminary draft of the Tree Preservation and Landscape Ordinance for public review and schedule first reading of the ordinance before the City Council at its November 15 meeting. 2. Consideration of an Ordinance Proposing the Establishment of Special Service Area Number 24 to Finance the Installation of Curb and Gutter Improvements PRESENTED BY CITY ENGINEER KEN MAGNUS (615-4329) The property owners residing on Westminster between Woodbine Place and Lake Road approached the City regarding the installation of curb and gutter along this section of roadway. Since this would be a new installation it was explained that the expense of the initial installation of the curb and gutter is the responsibility of the abutting property owners. The Engineering staff provided cost estimates and three (3) different cost distribution scenarios based on the assessed value of the participating properties, on a per lot basis and on a front footage basis. The property owners felt that distributing the cost based on the length of curb and gutter installed along the frontage of the properties was the most fair and equitable way of assigning the cost sharing responsibilities. At this time consideration of establishing the Special Service District is being proposed. The public hearing date to consider forming the Special Service District is set for November 15, 2001. The November 15, 2001 public hearing date will establish the beginning of a 60 day period in which any of the effected property owners may protest the formation of the Special Service District. During this period the Engineering Section will prepare the plans and specifications and bid the project. If a majority of the property owners support the formation of the Special Service District, installation of the curb and gutter may be able to commence by spring of next year. Recommended Action: Waive first reading and grant final approval of an ordinance proposing the establishment of Special Service District Number 24. NEW BUSINESS Presentation by City Staff on City Storm and Sanitary Sewer System PRESENTED BY CITY MANAGER ROBERT R. KIELY, JR. (615-4271) Resolution authorizing the transfer of 1180-1188 Conway Road to the Lake Forest Senior Cottages Foundation PRESENTED BY ASSISTANT TO THE CITY MANAGER CHRIS MARTIN (615-4281) AND CITY ATTORNEY VICTOR FILIPPINI (312-578-6560) The City Council appointed a Senior Housing Blue Ribbon Committee on April 15, 1999 to study and report on the feasibility of building senior housing in Lake Forest. This Committee recommended that the City actively pursue constructing Senior Cottages on selected City owned properties within Lake Forest. The Council accepted the Committee’s report in October 1999 and subsequently appointed the Senior Cottages Task Force. The City Council endorsed the Task Force’s selection of the Conway Road site in January 2000 and subsequently endorsed the business plan in June 2000 and the site plan, building design, and necessary zoning amendments and special use permit in June 2001. The Council is now being asked to approve a resolution authorizing the transfer of the property at 1180-1188 Conway Road to the Lake Forest Senior Cottage Foundation for the purpose of constructing, leasing, and maintaining five Conway Road Senior Cottages. The City of Lake Forest will retain rights to the property if it can no longer function as a Senior Cottage facility or if it fails to operate in accordance with the Zoning Code and special use permit. The Foundation will be comprised of a six-member board of directors that will initially include Tom Tropp, Robert Shaw, Peter Witmer, Michael Burns, Charles Fitzgerald, and Marge Burda. Additional information: The following additional information is provided starting on page 59 of the packet: (i) Resolution with attachments including the deed and restrictive covenants, (ii) copy of foundation documents. Recommended Action: Approve resolution authorizing the transfer of the property at 1180-1188 Conway Road to the Lake Forest Senior Cottage Foundation. 3. Payment for Professional Services – Dillingham Construction – Water Treatment Plant Project PRESENTED BY THE SUPERINTENDENT OF PUBLIC WORKS MICHAEL THOMAS (615-4265) At the January 2nd Finance Committee & City Council Meetings, a $135,000 contract with Dillingham Construction was approved to provide the City with the following services: Phase I provided a cost opinion to the Ad-Hoc Oversight Committee on the base option design (September 21st, 2000). Phase II required Dillingham to provide a guaranteed maximum price (GMP) to the Ad-Hoc Oversight Committee on the base option (November 16th, 2000). Phase III reviewed the design and budgets for the alternatives. The results of Phase III were presented to the Oversight Committee on January 19th, 2001. Between January 19th and May 31st, 2001, the Ad-Hoc Oversight Committee directed Dillingham Construction to investigate different design concepts to include a +/- 10% cost estimate for a membrane filtration plant. It was upon receipt of this estimate when the Committee began a serious investigation into the feasibility of constructing Illinois’ first membrane water plant. Additionally, Dillingham Construction provided pre-bidding services for the armor stone revetment, worked with Carollo Engineers to develop a 10% design of the membrane plant, and analyzed different staging, scheduling, and “constructability” issues. Staff met with the Dillingham representative on September 21st to review the invoice in greater detail and requested receipt of all pertinent design documents. Following the meeting, water plant staff reviewed all of Dillingham’s materials and obtained numerous estimates, drawings, and sequencing plans that will assist Carollo in its design of the membrane filtration plant. Finally, members of the Ad-Hoc Oversight Committee reviewed this invoice and have also recommended City Council approval. Recommended Action: Approve Dillingham Construction’s Phase IV invoice in the amount of $169,000. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION EXECUTIVE SESSION ADJOURNMENT Office of the City Manager October 12, 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 18, 2001 Agenda Page 5