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CITY COUNCIL 5-6-02 first session timesTHE CITY OF LAKE FOREST COUNCIL AGENDA May 6, 2002 FIRST SESSION (2001-2002 CITY COUNCIL) (This “Change of the Guard” meeting is held in two separate sessions, with the outgoing Council handling pending business, including adoption of the FY2003 budget, and the incoming Council devoting its attention to organizational matters). CALL TO ORDER AND ROLL CALL 7:30 p.m PLEDGE OF ALLEGIANCE 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 REPORTS OF CITY OFFICERS 7:35 p.m. 1. Comments by Mayor A. Recognition of Recipients of the 2002 Illinois Women of Achievement Award Lieutenant Governor Corinne Wood awarded the 2002 Illinois Women of Achievement Award to Lake Forest residents Prudence Beidler and Crissy Cherry. They were nominated for this award in recognition of their contributions to the Lake Forest community by spearheading the Market Square 2000 project. B. Appointment of Jane O’Neil to the Elawa Steering Commission A copy of Ms. O’Neil’s Volunteer Profile Sheet is attached beginning on page 1. Consideration of an Ordinance to Call for a Referendum Question on the November Election Ballot to Change the Mayor’s Term to Serve a Maximum of Two Two-Year Terms (Second Reading and Final Approval) As part of the same City Charter Committee process noted above, a recommendation was made to lengthen the term of the Mayor. After discussion, the majority of the Council agreed that two two-year terms would be the most appropriate length of service. Attached beginning on page 3 is an ordinance calling for a referendum to amend the City Charter to change the term of the Mayor to two two-year terms. Recommended Action: Grant second reading and final approval of the ordinance calling for a referendum in the November 5, 2002 election to amend the City Charter to change the term of the Mayor to two two-year terms. 2. Comments by City Manager 7:40 p.m. 3. Comments by Council Members 7:45 p.m A. Finance Committee Report PRESENTED BY FINANCE COMMITTEE CHAIRMAN JERRY HENRY 1. Approval of the Comprehensive Fiscal Plan for FY2002 The Finance Committee has reviewed the various components of the Comprehensive Fiscal Plan for FY2003 (May 1, 2002 - April 30, 2003) at several public meetings during the past six months. The Chairman will review the proposed Comprehensive Fiscal Plan for final approval this evening. The budget book was distributed to the City Council with the Finance Committee agenda for final review and discussion at their meeting prior to the City Council meeting this evening. Recommended Action: Approval of Comprehensive Fiscal Plan for Fiscal Year 2003. 2. Approval of FY2003 Personnel Policies, Practices and Official Pay Plan The Fiscal Year 2003 Personnel Policies, Practices and Official Pay Plan are included in the budget document that was distributed last week. The Plan was distributed to the City Council with the Finance Committee agenda for final review and discussion at their meeting prior to the City Council meeting this evening. Recommended Action: Approval of the FY2003 Personnel Policies, Practices and Official Pay Plan. B. Municipal Services Redevelopment Oversight Committee Report PRESENTED BY CHAIRMAN TIMM REYNOLDS AND ASSISTANT CITY MANAGER CHRIS MARTIN (615-4281 The Municipal Services Redevelopment Oversight Committee (MSROC) met on April 24 to discuss: 1) the mission of the MSROC in redeveloping the property, 2) the interim site plan for the newly acquired property, and 3) the long term master planning and redevelopment process. Mission and Objectives: The MSROC created and approved a Mission and Objectives statement that is attached to this packet. Interim Site Planing: The Committee directed staff to move forward with several initiatives designed to: 1) secure the property, 2) provide for immediate operational efficiencies and property use, and 3) establish a landscape buffer. The site plan and a spreadsheet detailing the known cost estimates for the following work are attached. A fence line located 25 feet off of the Laurel Avenue sidewalk and 19 feet off of the Western Avenue walk. This fence will be a 6 foot cedar fence. A landscaped area will replace the rows of parked cars, asphalt, and chains shown outside of the fence line (south and east). This area is currently being excavated and will be filled, graded, and planted. An employee parking area will be paved to separate employee vehicles from public works trucks, materials, fueling, and equipment. This requires the creation of an “employee access only” on Laurel Avenue. Three other cuts on Laurel will be eliminated. Probable building uses are noted on the plan and minimal facade, roofing, and mechanical improvements are suggested. Master Planning: The MSROC discussed the long-term process for redevelopment and has developed a draft Timeline and Action Table. The MSROC will recommend the hiring of a land planner/architect to assist the City in this process. Process highlights include Workshop sessions with neighboring property owners and interested residents. Workshop sessions with City employees. Presentation of draft master plans to the Plan Commission and City Council. Master Plan for redevelopment complete enough to allow for cost estimation and phasing , 10/1/2002. Tentative Master Plan completion date 12/1/2002. A copy of the Mission and Objectives Statement, interim site plan, cost spreadsheet, and Timeline and Action Table are attached beginning on page 6. Recommended Action: Motion to accept report and to proceed with Interim Site Plan as provided. OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL 8:15 p.m. CONSENT AGENDA 8:20 p.m. 1. Approval of the Minutes of the April 18, 2002 Regular City Council Meeting A copy of the minutes is attached beginning on page 11. 2. Consideration of a Resolution in Support of Preservation of Open Space The City of Lake Forest has a long tradition of encouraging the preservation of open space through public and private efforts. The City can further this goal by adopting a Resolution in support of perpetual Conservation Easements on private property. This Resolution will support individual property owners who wish to establish a Conservation Easement on their property and may assist them in satisfying Federal income tax regulations for a charitable deduction. Conservation Easements not only preserve open space within our community, but also protect the integrity of historic structures and gardens, minimize additional impervious surface areas and preserve the character of established neighborhoods. The proposed Resolution attached beginning on page 18 that was distributed by Alderman Henry at the April 18 City Council meeting, encourages Conservation Easements in the City’s historic districts and in areas close to established open space areas. 3. Approval of the Automatic Response Agreement with Libertyville Fire Department The Lake Forest Fire Department is requesting permission to enter into an automatic response agreement with the Libertyville Fire Department for our mutual border areas. This means that on a confirmed fire or vehicle accident call on the toll-way in the border area the two departments will send a fire engine or ambulance to the other’s scene when requested. The specific border area for a Libertyville response into Lake Forest is the City limits on the north, Deerpath on the south, the City limits on the west and Rt. 41 on the east. This agreement is very similar to the one we have right now with other fire departments who border our city. The City Attorney has looked at the written agreement and approved it for its legal content. A copy of the agreement is attached beginning on page 20. 4. Authorization to Participate in the State of Illinois Joint Purchasing Agreement for Rock Salt for the 2002 – 2003 Winter The State of Illinois requires government agencies desiring to participate in this year’s rock salt bid to complete a Joint Purchasing Requisition. This informs the State of our anticipated needs (1,850 tons) and that funding is available for this purchase. We have budgeted $80,000 for FY2003. Once tabulations are made, the State accepts competitive bids from qualified vendors. In August or September, bids will be awarded, and government agencies will be informed of the successful vendor, price per ton, and distribution point for road salt. Because of the large volume of salt bid by the State, all participating agencies are assured the best possible pricing. The cost per ton for road salt the past eight (8) fiscal years are as follows: FY95 $26.26 FY99 $28.54 FY96 $27.04 FY00 $26.83 FY97 $27.55 FY01 $27.37 FY98 $28.54 FY02 $31.48 It is recommended that The City enter into The State of Illinois Joint Purchasing Agreement for road salt for the 2002 – 2003 season. 5. Authorization to Award a Contract to Stars Fence for Municipal Services Perimeter Fence As discussed in the MSROC report (item 3B) a six-foot high cedar fence is proposed for the perimeter of the Municipal Services property. The purpose of the fencing is to provide security and an aesthetic screen for area residents. Bids were requested, and three were received as follows: Vendor Price Stars Fence $14,985 Pearson Fence $15,500 Fenceworks $15,803 It is recommended that the contract be awarded to the low bidder Stars Fence in the amount of $14,985. A catalog sheet of the fence type is provided starting on page 25. 6. Proclamation of May 12-18, 2002 as Preservation Week A copy of the Proclamation is attached as page 27. 7. Proclamation of May 12-18, 2002 as National Police Week A copy of Proclamation is attached as page 28. Recommended Action: Approval of the Consent Agenda items as presented. NEW BUSINESS 1. Resolution Adopting the Intergovernmental Service Agreement Between The City of Lake Forest and the Village of Lake Bluff 8:25 p.m. PRESENTED BY ALDERMAN MOHR AND ASSISTANT TO THE CITY MANAGER MARCUS PECCIA (615-4287) Over the past year, Alderman Mohr, City Treasurer John Andersen and City staff have met with Lake Bluff representatives, which included two of their Village Trustees, to review and refresh the intergovernmental service agreement our two communities have had for over fifteen years. The Intergovernmental Service Agreement Between The City of Lake Forest and the Village of Lake Bluff (Exhibit A) is a management tool. The Service Agreement ensures that the City’s calculation methodology for each of the following six (6) service areas is equitable for both communities, and that Lake Forest is appropriately compensated (Exhibit B) for providing services to Lake Bluff. Intergovernmental Service Agreement Service Areas: Ambulance Services Fire Dispatch Services Building Inspections and Plan Review Services CROYA Services Public Access Television Services; and Senior Center Services After many meetings and review of service levels and their attendant costs, the Committee is now recommending the adoption of the service agreement attached, beginning on page 29. The Lake Bluff Village Board endorsed this Agreement at their April 22 meeting. Recommended Action: Authorize the City Manager to execute the proposed Intergovernmental Service Agreement with the Village of Lake Bluff, effective May 1, 2002, and terminating April 30, 2007. APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS 8:45 p.m. During the month of April, the following amounts were disbursed from the Cashier’s Account: Gen. IMRF & Cap. Imp. Water TOTAL INVOICES 852,284.29 355,802.25 1,208,086.54 PAYROLL 1,343,662.69 171,906.12 1,515,568.81 TOTALS 2,195,946.98 527,708.37 2,723,655.35 AUTHORIZATION OF TREASURER’S WARRANTS TO MEET EXPENSES OF MAY, 2002 The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the May, 2002 audited accounts. ADDITIONAL COMMENTS BY COUNCIL MEMBERS 8:50 p.m. EXECUTIVE SESSION ADJOURNMENT 9:00 p.m. Office of the City Manager May 2, 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. May 6, 2002 Agenda Page 5