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CITY COUNCIL 4-17-03 council agendaTHE CITY OF LAKE FOREST COUNCIL AGENDA Thursday, April 17, 2003 7:30 p.m. City Council Chambers 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 APPOINTMENT OF “MAYOR FOR A DAY”: COUNTRY DAY STUDENT - DAVID HEAD PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 7:35 p.m. 1. Comments by Mayor Jack Preschlack Honoring of Herbert R. Faulks, Recipient of The Lawrence R. Temple Distinguished Public Service Award. In memory of Larry Temple, nominations for the award are solicited annually from Lake Forest residents to honor a living volunteer to local government in The City of Lake Forest for distinguished public service. Criteria considered include: leadership; responsiveness to the public and staff; duration and scope of service; and representative of the community’s values. A copy of the award certificate is attached starting on page 1. Resolution of Appreciation for Construction Engineering Supervisor Ray VanEeckhout Retiring After More Than 37 Years of Service. A copy of the resolution is attached starting on page 2. 2. Comments by City Manager Request For A Waiver of City Service Fees - Jean Beck Community Concert: The Jean Beck Community Concert Foundation is hosting an outdoor community event in memory of Jean Back at Elawa Farm on August 30 from 3:00 – 5:00 p.m. It will be a non-denominational event, 100% dependent on contributions, and provided free of charge. The Jean Beck Foundation is seeking a waiver of fees for City services provided for this concert. The total estimated cost for City services is $1,500. A copy of the program flyer is attached starting on page 3. Comments by Council Members Report and Recommendation from the Park and Recreation Board: Regarding Dogs at the Beach. PRESENTED BY FRED JACKSON, DIRECTOR OF RECREATION (615-4332) In December of 2002, the City Council received a petition signed by approximately 800 residents that requested that dogs be allowed on the beach. The City Council referred the petition to the Park and Recreation Board. During the following three months the Park and Recreation Board studied the issues, examined alternatives, and explored eleven different options. Hundreds of emails, telephone calls, post cards, and letters were received. Three public meetings were held in which the petition was discussed. At the conclusion of these discussions, the Park and Recreation Board voted 7-0 to recommend to the City Council that the current policy that prohibits dogs from using the beach remain unchanged. A report will be made by the Director of Parks and Recreation. Information pertaining to this item is provided as a separate packet. OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL 8:30 p.m. CONSENT AGENDA 8:35 p.m. Approval of the Minutes of the April 7, 2003 Regular City Council Meeting: The minutes are attached starting on page 5. Acceptance of Canvassing Report and Proclamation: A copy of the Report is attached beginning on page 11. Proclamation of April 25, 2003 As Arbor Day: Lake Forest, with its environment of natural areas, is particlarly dedicated to the observance of Arbor Day. The concern for preservation of the natural flora of Lake Forest is evident in the ordinances enacted by the City Council. Citizen groups and local institutions have actively supported preservation efforts and the renewal of natural areas through tree planting and landscape projects. The City has been named Tree City USA by the National Arbor Day Foundation for twenty-three consecutive years. This action will proclaim Friday, April 25, 2003, as Arbor Day and will encourage all citizens to join in the celebration ceremonies, which will be held at 2:30 P.M. at the Gorton Community Center, 400 E. Illinois Road. A Sugar Maple will be planted. A copy of the proclamation is attached as page 23. ORDINANCES Consideration on an Ordinance Establishing a Special Service Area for the Installation of a Sanitary Sewer System along Waukegan Road (SSA #26) (First Reading and Final Approval) 8:40 p.m. PRESENTED BY MARCUS PECCIA, ASSISTANT TO THE CITY MANAGER (615-4287) A petition endorsed by a majority of the neighbors has been submitted requesting that the City Council establish a Special Service Area (SSA) to finance the installation of a sanitary sewer system. The petition proposes that an identical share of the special service area tax, which shall not exceed more than 14.29% of the total special service area tax, be allocated to each lot. At its meeting on December 2, 2002 the City Council held a public hearing and began a sixty (60) day objection period. The objection period expired at midnight on January 31, 2003. No objections were filed with the City, and the ordinance that is attached beginning on page 24, establishes the Special Service Area. Recommended Action: Waive first reading and grant final approval of the ordinance establishing Special Service Area #26. Consideration of an Ordinance amending Chapter 35 of the City Code relating to Purchasing Procedures (First reading and Final Approval) 8:45 p.m. PRESENTED BY ROBERT KIELY, CITY MANAGER (615-4271) In the late 1980s, the Illinois State Legislature amended the Public Bidding Statute (65 ILCS5/8-9-1), which increased the amount for purchases and contracts that could be approved without a public bid approved by the corporate authorities from $5,000 to $10,000. At that time, the City modified its Administrative Directive 3.5, Purchasing Procedures, and this has been the practice of the City since at least 1990. Apparently, Chapter 35 of the Lake Forest City Code was not amended at that time, and to the best of our determination, has not been amended since 1979. The City Manager and City Attorney are recommending that the proposed ordinance attached starting on page 32 be adopted to bring the City Code into compliance with the long-standing purchasing practices of the City. Recommended Action: Waive first reading and grant final approval an ordinance amending chapter 35 of the City Code relating to purchasing procedures. NEW BUSINESS Consideration of an Appeal of a Decision of the Historic Preservation Commission to Grant a Certificate of Appropriateness to Allow Construction of a New Single Family Residence at 950 Lake Road.  Appeal Filed by Basil and Leone Falcone on Behalf of Several Lake Road Area Residents   8:55 p.m. PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT CATHERINE CZERNIAK (615-4299) On February 26, 2003, the Historic Preservation Commission held a public hearing to consider a request for approval of a new residence on vacant property at 950 Lake Road.  This request was originally considered by the Commission in October 2002.  Revisions to the design were made in response to comments made at the October meeting.  The minutes from both of the meetings are included in the Council packet beginning on page 43. At the February meeting, some members of the Commission and some neighboring property owners voiced continued concerns about the massing of the proposed residence and questioned the compatibility of the proposed residence with the established historic neighborhood.  The Commission also raised questions about the exterior materials.  After discussion, the Commission voted 4 to 1 to approve the proposal subject to conditions of approval pertaining to exterior building materials and the landscape plan.  Immediately following the meeting, several Commissioners questioned whether further work on the massing and compatibility issues should have been required given the significance of this parcel as one of the last vacant properties on Lake Road. On March 4, 2003, an appeal of the Commission’s decision was filed with the City Manager in accordance with the Historic Preservation Ordinance.  The appeal was filed by Mr. and Mrs. Falcone on behalf of several residents of the Lake Road neighborhood.  A copy of the appeal letter and the signatures of those supporting the appeal are included in the Council packet. Recommended Action:  Remand the petition to the Historic Preservation Commission with direction to the Commission to further evaluate the proposed residence based on the standards in the Historic Preservation Ordinance.  Consideration of a Recommendation to Extend the Agreement for Management and Processing of City Yard-waste Materials Located at the Route 60 Compost Center 9:30 p.m. PRESENTED BY TOM NAATZ, DIRECTOR OF PUBLIC WORKS (615-4218) The City and D.K. Recycling Systems have had an ongoing business relationship since 1989 to manage and process yard-waste materials. This public/private joint relationship was necessitated due to a State of Illinois mandate, which banned all yard-waste materials from sanitary landfills in 1990. On May 1, 2001, the City entered into a two-year agreement, which expires April 30, 2003. Under the terms of the agreement, both parties may extend the term for an additional three-year period by mutual agreement. A letter from D.K. and the agreement are attached beginning on page 78. Staff recommends approval of a three-year contract extension of the May 1, 2001 agreement with D.K. Recycling Systems. Recommended Action: Approval of a three-year contract extension of the May 1, 2001 agreement with D.K. Recycling Systems Award of Contract for the 2003 Pavement Resurfacing Project 9:40 p.m. PRESENTED BY KEN MAGNUS, CITY ENGINEER (615-4329) Following the discussion at the March 20 budget meeting bids were sought for 2003 pavement resurfacing program. On Tuesday, April 8, bids were received and opened. This year’s project involves resurfacing the streets located in the King Muir Area north of Deerpath and east of Route 43. The following is a summary of the bids: Bidder Bid Amount Chicagoland Paving $697,204.24 Alliance Contractors $746,981.44 C-A Construction $794,054.51 Landmark Contractors $846,243.75 Greg Greenhill $861,746.65 Engineers Estimate $914,103.28 The low bidder, Chicagoland Paving, has previously worked for the City where their performance was found to be acceptable. The low bid was $216,899.04 under the Engineer’s Estimate which was based on unit prices from similar projects undertaken in the past year. Peter Baker and Sons, last year’s contractor, chose not to act as a general contractor, but rather a sub-contractor with Alliance. Because of this favorable bid, two (2) additional streets could be added to this year’s Resurfacing Project. The next two streets scheduled to be resurfaced in the current Pavement Management Program are Gage Lane and Ridge Road north of Route 60. The additional cost to include these two streets in the project would be $137,770.52. Work on this project is anticipated to begin in mid May and would be completed in August. The staff recommends awarding the contract for the 2003 Pavement Resurfacing Project to Chicagoland Paving in the amount of $834,974.76, which includes the addition of Gage Lane and Ridge Road north of Route 60. Recommended Action: Award of paving resurfacing contract to Chicagoland Paving in the amount of $834,974.76. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 9:45 p.m. EXECUTIVE SESSION ADJOURNMENT 9:45 p.m. Office of the City Manager April 9, 2003 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. April 17, 2003 Agenda Page 4