CITY COUNCIL 9-18-02 council agendaTHE CITY OF LAKE FOREST
COUNCIL AGENDA
Wednesday, September 18, 2002
CALL TO ORDER AND ROLL CALL 7:30 p.m.
Honorable John E. Preschlack, Mayor
Robert T. E. Lansing, Alderman First Ward Roger J. Mohr, Alderman Third Ward
Tom Swarthout, 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 7:30 p.m.
REPORTS OF CITY OFFICERS 7:35 p.m.
1. Comments by Mayor
Report from the Ragdale Foundation - Executive Director Susan Page Tillett
A report is attached beginning on page 1 and as a separate folder.
Proclamation for September 20, 2002 as “United Way Kick-Off Day”
The Proclamation is attached beginning on page 13.
2. Comments by Acting City Manager
3. Comments by Council Members
Council Committee Reports
Planning and Preservation Committee
Sewer Improvement Committee
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL 7:50 p.m.
CONSENT AGENDA 7:55 p.m.
Approval of the Minutes of the September 3, 2002 Regular City Council Meeting
A copy of the minutes is attached beginning on page 15.
Recommended Action: Approval of the Consent Agenda items as presented.
ORDINANCES
Consideration of a Report and Recommendation from the Zoning Board of Appeals for a Variance from Front Yard Setback Requirements for Property Located at 885 Woodbine Lane. (First Reading
and Final Approval) 8:00 p.m.
PRESENTED BY PLANNER PETER COUTANT (604-5655)
On August 26, 2002, the Zoning Board of Appeals held a public hearing to consider a request for a variance from front yard setback requirements for property located at 885 Woodbine Lane.
The requested variance is in conjunction with a partial demolition of the existing house and construction of a new addition. The partial demolition consists of the removal of a 1960s
one-story addition. A new one-story replacement addition and a two-story addition on the south side of the house are proposed. Only the one-story addition requires a variance.
The existing house is non-conforming with respect to the setback and is located 6 feet from the front property line at the closest point. The proposed one-story addition, located between
the house and garage, encroaches 21 feet 3 inches into the 50 foot front yard setback. The Zoning Board of Appeals unanimously recommended approval of the variance based on the fact
that the original non conforming structure was built in 1908, prior to the establishment of the current zoning setback requirements, and the proposed addition will not encroach further
into the setback than the existing structure.
On August 28, 2002, the Historic Preservation Commission unanimously approved a Certificate of Appropriateness for the partial demolition and proposed additions. Both the Historic Preservation
Commission and the Zoning Board of Appeals commended the petitioners for their sensitivity to preserving the integrity of the original historic residence and the character of the streetscape.
The Ordinance, with the site plan and findings, is included in this packet beginning on page 20.
Recommended Action: Waive first reading and grant final approval of an ordinance for a variance to allow an encroachment of up to 21 ½ feet into the front yard setback as reflected
on the site plan.
Consideration on an Ordinance Proposing the Establishment of a Special Service Area for the Installation of a Sanitary Sewer System along Knollwood Road (SSA #25) (First Reading and
Final Approval) 8:10 p.m.
PRESENTED BY CITY ATTORNEY VICTOR FILIPPINI (312-263-3600)
Over the past two years, City Staff has been working closely with the Knollwood Club and residents on Knollwood Road to identify a cost-effective method for connecting them to a municipal
sanitary sewer system. A number of different options were explored including connecting to an existing line immediately east of the site in Lake Bluff.
A petition endorsed by a majority of the neighbors has been submitted to the City requesting that the City Council establish a Special Service Area (SSA) to finance the installation
of a sanitary sewer system to serve the Knollwood Club and 19 single-family homes. The petition proposes that the cost be allocated on a per lot basis with the Club paying approximately
35% of the cost and the neighbors 65% of the cost. The proposed ordinance that is attached beginning on page 32, accomplishes the following tasks.
Acknowledges receipt of the petition,
Calls for a public hearing (October 7, 2002) to consider the establishment of the SSA, and
Starts the objection period (60 days) for any party opposed to the establishment of the SSA.
After the October 7 public hearing and the 60 day objection period, if a majority of the electors and property owners still wish to proceed, then the City Council will consider a separate
ordinance formally establishing the SSA.
Recommended Action: Waive first reading and grant final approval of the ordinance proposing the establishment of the Special Service Area and starting the 60 day objection period.
NEW BUSINESS
Award of a Contract to Marshall Brothers Inc. for Re-Roofing Stirling Hall and Authorizing the City Manager to Administer a Project Contingency of $30,000 related to the Roof Structure 8:25
p.m.
PRESENTED BY SUPERINTENDENT OF PARKS TODD REESE (615-4207)
In June 2001, The City of Lake Forest secured a price quote via Vacala Construction for slate roof replacement on the Stirling Hall Building. This work was quoted in conjunction with
other roofing and building improvements for Dickinson Hall. The scope of the work included removal of a 50 plus year old slate roof, installation of ice-guard, new copper gutters, flashing
and re-roofing utilizing approximately 50% of the old slate tiles. The approximate cost for this scope in 2001 was $135,320. At that time, the City chose to initiate only gutters,
partial flashing, partial ice-guard, and minor repairs to the slate tiles. Full project funding of $160,000 was then allocated in the 2003 capital improvement budget.
Based on the scope of work, staff chose to secure competitive quotations through the City’s Request For Proposal (RFP) process, versus advertised bidding per State Statute. A comprehensive
RFP package was developed utilizing a standard Invitation for Sealed Proposals, General Conditions, and Technical Specifications. For continuity, staff used the earlier Dickinson Hall
work as the basic model for roofing improvements with some additional refinements. Notably, the condition of the wood roof deck under the slate tiles can not be fully assessed until
removal / demolition of the old roof occurs. There is some sagging of the rafters on the north side that could require additional structural support. These costs could range from $8,000
to $30,000 and need to be accounted for as a contingency to the re-roofing project.
Staff distributed RFP packages to five (5) area firms. Three proposals were received and the tabulation, Marshall Brothers Inc. proposal, and a letter pertaining to prevailing wage
are attached starting on page 38. Staff has evaluated the proposals and verified that the low bidder, Marshall Brothers Inc., complied with the requirements of the RFP, intends to comply
with all prevailing wage requirements, and that their references were appropriate and positive. Finally, the City has received a $50,000 State Grant for this project through State Senator
Terry Link.
Recommended Action: 1) Waive the formal bid process and accept sealed proposals received through the RFP process. 2) Award a contract in the amount of $82,525 to Marshall Brothers
Inc. for the re-roofing of Stirling Hall. 3) Authorize the City Manager to administer a project contingency of $30,000 relating to the roof structure.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 8:35 p.m
EXECUTIVE SESSION
ADJOURNMENT 8:35 p.m.
Office of the City Manager
September 11, 2002
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.
September 18, 2002 Agenda Page 2