CITY COUNCIL 6-2-03 council agendaTHE CITY OF LAKE FOREST
COUNCIL AGENDA
Monday, June 2, 2003 7:30 p.m.
City Council Chambers
CALL TO ORDER AND ROLL CALL 7:30 p.m.
Honorable John E. Preschlack, Mayor
Tom Swarthout, Alderman First Ward Roger J. Mohr, Alderman Third Ward
John A. Andersen, 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 7:40 p.m.
1. Comments by Mayor
A. Appointments to Board and Commission Members
ELAWA FARM COMMISSION
NAME OF MEMBER APPOINT/REAPPOINT WARD JAMES RITCHER REAPPOINTMENT/
APPOINTMENT AS CHAIRMAN 3 TBD APPOINTMENT
CROYA BOARD
NAME OF MEMBER APPOINT/REAPPOINT WARD KAREN FENNELL REAPPOINTMENT LAKE BLUFF SUSAN MAYHALL REAPPOINTMENT LAKE BLUFF
Recommended Action: Approve the recommended appointments as listed.
2. Comments by City Manager
Report from School District 67 – Harry Griffith
Report from Spirit of 67 Foundation - Robin Ford
Attached beginning on page 11 are a description of the Spirit of 67 Foundation and a list of the 2003-2004 grants awarded by the Foundation.
A Report on Shutting Off Residential Water Service Per Ordinance # 02-03: The Ahwahnee Area pilot home inspection program for sanitary sewer inflow and infiltration that occurred in
June, 2002 has two remaining residents that have refused to comply with regulations under the City’s Code and Ordinances. Of the 76 homes inspected twenty-two were found to have violations
and twenty have or are in the process of coming into compliance with City code. This is the first time that the shut-off provision of this ordinance will be enacted since the ordinance
was adopted in February, 2002, and staff wanted to notify the City Council of its actions. The two outstanding residents received letters on September 19th, November 20th, and April
17th requesting compliance with the City’s “I&I” program. Final notice was sent certified mail on May 23rd notifying them that their water will be shut-off on Tuesday, June 3rd at 9:00
a.m. if compliance has not been met.
3. Comments by Council Members
Council Committee Reports 8:30 p.m.
Finance Committee Report
Sewer Improvement Committee Report
1. Award of Contracts for Design Engineering Services related to the 2004 Storm Sewer Improvement Program
PRESENTED BY CITY ENGINEER KEN MAGNUS (615-4329)
This initial phase of storm sewer projects located within the South Whispering Oaks area is scheduled to be constructed in 2004. To ensure that construction is undertaken as scheduled,
it is necessary to procure the services of an engineering firm to prepare the plans and specifications for bid this upcoming January.
Procuring the services of an engineering firm is a qualification-based selection process. Because of the size and scope of the work included in this project, City staff undertook interviews
with several engineering firms. All of the engineering firms interviewed are qualified to undertake this work. The main criteria used to select a specific engineering firm was the
personnel that would be assigned to oversee the project. More specifically, how well the work is overseen in the field and how well the individuals interact with the residents to ensure
that their concerns are addressed. The engineering firm selected, Clark Dietz, excelled in this area on past City projects. City staff received calls from residents complementing the
efforts of the engineering inspection services provided by this firm.
The contract being recommended at this time is for design engineering services. The total not-to-exceed amount is $193,525, which is well “in line” with engineering costs incurred on
similar projects. The design engineering services would be undertaken this summer and fall. The project would be bid this upcoming January with construction undertaken during the spring
and summer of 2004.
It was noted by the Sewer Improvement Committee that the City should be prepared to undertake an additional storm sewer project if bids come in very favorable on the initial phase of
storm sewer projects (South Whispering Oaks). The Minthaven storm sewer project is recommended for design at this time. This project is included among the second phase of storm sewer
projects, which also includes several projects located in the Northmoor area. The engineering firm being recommended to undertake this work is Baxter and Woodman for a not-to-exceed
amount of $32,500 which is well “in-line” with engineering costs incurred on similar projects. Baxter and Woodman is being recommended to undertake this work based on their past performance
on similar projects and their familiarity with this specific drainage problem. This project will be designed and ready to be bid subsequent to receiving bids on the initial phase of
storm sewer projects (South Whispering Oaks).
Recommended Actions:
Approve the Agreement for engineering design services related to the South Whispering Oaks Storm Sewer Project be awarded to Clark Dietz, Inc. for a not-to-exceed amount of $193,525.
Approve the Agreement for engineering design services related to the Minthaven Road Storm Sewer Project be awarded to Baxter & Woodman for a not-to-exceed amount of $32,500.
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL 8:45 p.m.
CONSENT AGENDA 8:50 p.m.
Approval of the Minutes of the May 15, 2003 Regular City Council Meeting: The minutes are attached starting on page 14.
2. Resolution Certifying Compliance with the Illinois Prevailing Wage Law
Prevailing Wage Law requires that a public body awarding contracts for public work or doing the work by day labor shall ascertain the general prevailing hourly rate of wages for employees
engaged in such work. The City annually adopts a resolution similar to the one attached starting on page 17.
Recommended Action: Approval of the Consent Agenda items as presented.
ORDINANCES
Consideration of a Report and Recommendation from the Zoning 8:55 p.m.
Board of Appeals for a Variance from the Front and Corner Side
Yard Setback Requirements for property located at 885 Maplewood
Road. (First Reading and Final Approval)
PRESENTED BY PLANNER PETER COUTANT (604-5655)
On April 22, 2002 and June 24, 2002, the Zoning Board of Appeals held public hearings on a request for a front and corner side yard setback variance to allow construction of an addition
and detached garage to a residence located at 885 Maplewood Road. The existing residence was constructed in 1928, prior to the current Zoning Code regulations. The required front and
corner side yard setbacks on this property are 50 feet. The existing residence is non-conforming with respect to the front yard setback and is located approximately 10 feet at the closest
point from the east property line. An addition is proposed on the east side of the residence and is setback 6 feet from the east property line. The addition is one-story in height
and will be screened from Maple Court by an existing brick wall located on the property line. A detached garage is proposed at the northwest corner of the house. The garage is one-story
in height and is setback 20 feet from the north property line. An existing brick wall is located on the north property line and will serve to screen the garage.
The Zoning Board and surrounding property owners initially expressed concern with the magnitude of an earlier proposal to locate an attached garage on the east property line. The petitioners
were encouraged to explore alternative locations for the garage. The revised plan, as it is now proposed, was unanimously approved by the Zoning Board and Historic Preservation Commission,
and supported by the surrounding property owners. The ordinance, with site plan, conditions and findings is included in this packet beginning on page 24.
Recommended Action: Waive first reading and grant final approval of an ordinance authorizing a variance from the front and corner side yard setback requirement to allow the construction
of an addition and detached garage as shown on the site plan.
Consideration of a Report and Recommendation from the Zoning 9:00 p.m.
Board of Appeals for a Variance from the Front and Side Yard
Setback Requirements for Ragdale, located at 1260 N. Green Bay
Road. (First Reading and Final Approval).
PRESENTED BY PLANNER SUZANNE GERMANN (615-4587)
On April 28, 2003 the Zoning Board of Appeals held a public hearing on a request for a setback variance for the property at 1260 N. Green Bay Road to allow for an addition to the Barn
House, located at the northeast corner of the Ragdale property. The existing building is non-conforming to the required setbacks. The proposed addition will not encroach further into
the setbacks than the existing building. The addition will allow the construction of an entrance that will meet ADA requirements.
The Board voted unanimously to recommend approval of the variance. On January 22, 2003 the Historic Preservation Commission voted unanimously to grant a Certificate of Appropriateness
in support of this project. The ordinance, with site plan, findings, and conditions is included in this packet beginning on page 34.
Recommended Action: Waive first reading and grant final approval of an ordinance authorizing a variance from the front and side yard setback requirements for Ragdale, located at 1260
N. Green Bay Road
Consideration of a Recommendation from the Historic 9:05 p.m.
Preservation Commission to designate the properties at 365 E.
Westleigh Road and 436 S. Green Bay Road as Local Historic Landmarks
and amend the Historic Preservation Ordinance accordingly.
(First Reading and Final Approval)
PRESENTED BY PLANNER SUZANNE GERMANN (615-4587)
On March 26, 2003, the Historic Preservation Commission held a public hearing on a request for designation of Local Historic Landmarks for the properties at 365 E. Westleigh Road and
436 S. Green Bay Road.
The two residences were designed by Anderson and Ticknor in 1939 and 1940. The homes were designed as twin residences facing each other to create a courtyard between the two. The homes
were built for William E. Clow, Jr. and his family. In 1953 the homes were purchased by the William B. Davies family, the current owners. Few changes have been made to the structures
over the years. The owners are subdividing the property to create 5 parcels. As a condition of approval of subdivision, the Plan Commission recommended that the existing historic residences
be nominated as Local Historic Landmarks to ensure their preservation.
The Historic Preservation Commission voted unanimously to recommend approval of 365 E. Westleigh Road and 436 S. Green Bay Road as Local Historic Landmarks. The ordinance amending the
Historic Preservation Ordinance designating these properties as Local Historic Landmarks, along with background information on the properties, is included in the packet beginning on
page 46.
Recommended Action: Waive first reading and grant final approval of an ordinance designating the properties at 365 E. Westleigh Road and 436 S. Green Bay Road as Local Historic Landmarks
and amending the Historic Preservation Ordinance accordingly.
Consideration of a Report and Recommendation from the Plan 9:15 p.m.
Commission for final approval of the Davies Planned Preservation
Subdivision and approval of the associated Special Use Permit.
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHERINE CZERNIAK (615-4299)
On January 17, 2002, the City Council voted unanimously to grant tentative approval of the Davies 5-lot subdivision. The 10-acre parcel proposed for subdivision is located on the southwest
corner of Westleigh and Green Bay Roads. The parcel is currently developed with two residences. Those residences will be preserved as part of the subdivision on Lots 1 and 5 and have
been recommended by the Historic Preservation Commission for designation as local landmarks. Three vacant building lots will be created by the subdivision. These lots will be accessed
from a private road off of Green Bay Road.
Similar to many of the other properties with development potential remaining in Lake Forest, this property presents development challenges. There are two areas of wetlands on the property.
The majority of the wetlands are being preserved intact as part of the subdivision, on an out lot. The property also has a significant grade change and significant stands of mature
trees. The petitioner, together with City engineering staff, developed creative solutions to the challenges and as a result, the subdivision addresses potential drainage issues and
provides amenities to the community. A path to Waveland Park will be constructed in conjunction with a drainage swale that will direct drainage from the detention pond in the subdivision
to the south. The path will provide for public pedestrian and bicycle access to the park from the north.
On May 14, 2003, the Plan Commission commended the subdivision and voted unanimously to recommend final approval of the development to the City Council. The ordinance granting the special
use permit is attached beginning on page 51.
Recommended Action: Grant final approval of the Davies Planned Preservation Subdivision. Waive first reading and grant final approval of an ordinance for the associated Special Use
Permit.
NEW BUSINESS
1. Award of Contract for Engineering Design Services related to 9:20 p.m.
the Bowling Green/Estate/Old Barn/Farm Watermain Replacement Project
Included in the FY 2004 Capital Improvement Program is a project to replace 4,800 ft. of contiguous water main located along Old Barn, Bowling Green, Estate and Farm Roads. This section
of the City’s water distribution system has experienced numerous breaks in recent years causing inconvenience to the residents in this area.
To prepare for this project, plans and specifications need to be undertaken at this time. The engineering firm RJN Group, Inc. is recommended to undertake this work for a not-to-exceed
amount of $44,930. This amount is in-line with the engineering services provided on similar projects recently undertaken in the area. Engineering would be completed this summer with
construction being undertaken this fall.
Recommended Action: Approve the agreement for engineering design services related to the Bowling Green/Estate/Old Barn/Farm Watermain Replacement Project be awarded to the RJN Group,
Inc. for a not-to-exceed amount of $44,930.
2. Authorization for the Purchase of Five Police Pursuit Vehicles – 9:30 p.m.
Police Department
ITEMS 2-8: PRESENTED BY SUPERINTENDENT OF PUBLIC WORKS
MICHAEL THOMAS (615-4265)
The City of Lake Forest operates twelve marked and six unmarked police vehicles for its daily patrol and investigative operations. All twelve (7 units model year 2003, 5 units model
year 2002) of the marked squads are Chevrolet Impalas and are on a two year rotation cycle, accruing approximately 80,000 miles before being replaced. By ordering the five scheduled
replacement units in early June, the units will be built as model year 04 with delivery to occur in early September; this is the time period when staff anticipates the current units
will have each accrued 80,000 miles.
Other available police pursuit vehicles include the Ford Explorer, Crown Victoria, and the Chevrolet Tahoe. Staff cannot justify the additional expense of the Explorer nor the Tahoe.
The Crown Victoria, although used by many state, county, and municipal police departments, is not staff’s first choice due to both maintenance and driver comfort concerns. In terms
of maintenance, the City utilized Ford Crown Victorias for the years 1992-1994, and at that point, the units posed a safety concern with unpredictable acceleration problems. They also
incurred numerous oil seal “blow outs” and slippage in the transmissions. The rear-wheel drive Crown Victoria’s state-bid price is approximately the same as the Chevrolet Impala. The
City has been using the Impalas since January 2000 and is very pleased with their performance and minimal maintenance costs.
Invitation to Bids were sent to seventeen local Chevrolet dealerships. The bid notice was also placed in the News Sun, Pioneer Press, and on the City’s web-site. On May 16, 2003 the
following bid was received:
Dealership Unit Price Shepard Chevrolet (Lake Bluff) $18,242
When the ’03 police units were ordered in April, staff had only received two bids: Shepard’s and the State Bid dealership, Miles Chevrolet. Shepard was approximately $800 less than
Miles Chevrolet on that bid. Between the ’03 and ’04 model years, Shepard Chevrolet’s price has only increased $144 per unit The current five units now being used by the Police Department
will replace existing units in the Community Development Department; those units will then be bid and sold outright. Therefore, no trade-in values are available at this time. This
is $3,790 under the budgeted amount of $95,000.
Recommended Action: Award Shepard Chevrolet the bid for the purchase of five police pursuit vehicles in the amount of $91,210.
3. Award of Bid for the Replacement of a Turf Aerator - Golf Course Section 9:35 p.m.
Deer Path Golf Course utilizes multiple pieces of equipment for its aeration program. Unit #853 is a 1979 aerator built in Australia. Parts have become very difficult to acquire and
a larger, more efficient unit is needed to streamline this procedure. Staff therefore is recommending the unit be replaced this fiscal year. On May 16, 2003 bids were received for
the replacement of this unit along with the outright sale of unit #853. The net amount is $2,278 under the budgeted amount of $22,000.
Purchase Bids Vendor Make / Model Bid Amount Trade-In Net Price J.W. Turf John Deere 2000 $19,999 $50 $19,949
Sale of #853 Name Amount Fritz Landscape $277 Dennis Smith $26
Recommended Action: Award the purchase of the replacement Turf Aerator to J.W. Turf in the amount of $19,999 and the sale of the current unit to Fritz Landscape for $277.
4. Award of Bid for the Replacement of a Greens Mower - Golf Course Section 9:40 p.m.
Included in part of its daily maintenance operations, Golf Course personnel utilize multiple greens mowers. Unit #884 is a 1992 mower that has lost a good portion of its power and has
been placed in the operation’s “back-up” mode. Staff is recommending that the unit be replaced this fiscal year. On May 16, 2003 bids were received for the replacement of this unit
along with the outright sale of unit #884. The net amount is $335 under the budgeted amount of $18,000.
Purchase Bids Vendor Make / Model Bid Amount Trade-In Net Price J.W. Turf John Deere 2500A $18,665 $1,000 $17,665 Illinois Lawn Jacobsen G.K. VI $23,098 $500 $22,598
Sale of #884 Name Amount Fritz Landscape $277
Recommended Action: Award the purchase of the replacement Greens Mower and trade in of unit #884 to J.W. Turf in the net amount of $17,665.
5. Award Bid for the Replacement of a 2WD Crew Cab Pick-Up Truck – 9:45 p.m.
Forestry Section
The City of Lake Forest’s Forestry Section currently utilizes four pick-up trucks for its maintenance activities. Unit #603 was put into service in August 1995 and is scheduled to be
replaced this fiscal year. The unit has accrued approximately 117,000 miles and has significant body decay along its front and rear quarter panels. Therefore, on May 16, 2003 The City
of Lake Forest received five bids to replace this unit. The net purchase amount of $20,486 is $5,514 under the budgeted amount of $26,000.
Purchase Bids Dealership Model Year Make Model Bid Amount Trade-In Shepard Chevrolet 2004 Chevrolet CC25743 $22,186 $800 Lynch Truck Center 2004 GMC TC25743 $22,796 $1,500 Hoskins
Chevrolet 2004 Chevrolet CC25743 $23,030 $835 LeMay GMC 2004 GMC TC25743 $24,233 $1,800 Standard Truck Center 2004 GMC TC25743 $25,856 $1,800
Sale of #603 Name Amount Miguel Guzman $1,700 Miguel Camarena $1,560 Mike Glomski $1,553 Fritz Landscape $477
Recommended Action: Award the bid for the purchase of a 2WD crew cab pick-up truck in the amount of $22,186 to Shepard Chevrolet, and sale of unit #603 to Miguel Guzman in the amount
of $1,700.
6. Award of Bid for the Replacement of a Flatbed Truck – Forestry Section 9:50 p.m.
The City of Lake Forest’s Forestry Section currently utilizes a flatbed truck for multiple uses within the Section. The current unit is a retrofitted 1984 fire engine from the City’s
Fire Department. Forestry uses the unit to pick up nursery stock, affixes a sprayer to spray trees, and a water tank to water newly planted material. The unit is also used by the Parks
Section in the winter months to plow parking lots. The unit has accrued over 65,000 miles and has had numerous problems with it hydraulics system. The replacement unit will be somewhat
smaller but will have a dump body to allow for dirt, wood chips, and salt spreading.
The City has been utilizing the State Bid vendor, Prairie International, for chassis of this size and has found them to have the lowest price and still meet the specifications. Notice
was published in the local newspapers, bids were sent to seven truck body companies, and the specifications were placed on the City’s web site. On May 16, 2003 only one bid was received
for the hydraulic system and dump body. The total unit price is $66,846 which is $13,154 under the budgeted amount of $80,000.
Note: staff received one bid for the purchase of the current unit #612 in the amount of $577. Staff recommends that another attempt be made to try and achieve a higher dollar value
for this vehicle. If no better offer is received, staff will look into auctions or possibly selling the unit to a scrap yard.
Recommended Action: Award the bid for the purchase of an International 4400 in the amount of $44,944 to the State Bid vendor, Prairie International, and, award the bid for the purchase
of the hydraulic system and dump body in the amount of $21,902 to Monroe Truck & Equipment.
7. Award of Bid for the Replacement of a 4WD, Regular Cab Pick-Up 9:55 p.m.
Truck for the Water & Sewer Section
The City’s Water & Sewer Section utilizes multiple pick-up trucks for its various repairs and maintenance activities. Unit #901 is a 1994 Ford F-150 that has accrued approximately 57,000
miles and is scheduled for replacement in FY ’04. Similar to Forestry’s unit #603, unit #901 is showing body deterioration on both its front and rear quarter panels. The needs of the
Section have also modified the replacement unit to a one-ton versus the current ½ ton. This will make for a more versatile fleet in the Water & Sewer Section; the replacement unit can
now pull the Section’s shoring trailer and air compressor and heavier loads can be carried. On May 16, 2003 eight bids were received to replace unit #901. The net purchase amount would
be $19,372 which is $4,628 under the budgeted amount of $24,000.
Purchase Bids Dealership Year Make Model Bid Amount Trade-In Value Shepard Chevrolet 2003 Chevrolet CK25903 $22,572 $800 Standard Truck 2003 GMC TK25903 $25,808 $2,400 Lynch Truck
Center 2003 GMC TK25903 $23,769 $4,000 LeMay GMC 2003 GMC TK25903 $22,696 $1,800 Bernard Chevrolet* 2003 Chevrolet CK25903 $24,191 $2,000 Standard Truck 2004 GMC TK25903 $24,685 $2,400 Hoskins
Chevrolet 2004 Chevrolet CK25903 $24,905 $1,435 Lynch Truck Center 2004 GMC TK25903 $24,175 $4,000 *Late bid
Sale of Unit #901 Name Bid Amount Dan Draeger $3,200 Miguel Guzman $2,800 Miguel Camarena $2,400 Scott Mose $2,305 Mike Glomski $1,553 Fritz Landscape Co. $577
Recommended Action: Award the bid for the purchase of a 4WD Regular Cab Pick-Up Truck to Shepard Chevrolet in the amount of $22,572, and, the outright sale of the unit #901 to Dan Draeger
in the amount of $3,200.
8. Award of Bid for Replacement of a 1-Ton, 4WD Dump Truck – 10:00 p.m.
Water & Sewer Section
The City’s Water & Sewer Section utilizes various pieces equipment in its daily and emergency response operations. Unit #932 is a 1994 Ford F-350 dump that is used for a myriad of activities
including catch basin repairs, hydrant replacements, main breaks, and snow plowing. The unit has accrued approximately 60,000 miles and is scheduled to be replaced in FY ’04. Staff
has proposed an increase in the replacement unit’s carrying capacity to make repair jobs such as hydrant replacements more efficient. Currently multiple vehicles are used for such tasks
simply due to the limited carrying capacity of unit # 932. The proposed replacement unit will almost double the current unit’s carrying capacity and have the ability to spread salt
in plowing operations.
The new Home Inspection Program requires that a large amount of water and various equipment / tools be carried to each home to perform the inspection. Rather than purchasing a new vehicle
for this operation, staff is recommending that Community Development retain unit #932. Unit # 932 has the carrying capacity to handle the 250 gallon water tank and accompanying tools.
On May 16, 2003, the following bids were received for the chassis and body components of this unit. The total amount of this unit is $54,151 which is $4,151 over the budgeted amount
of $50,000. This overage is due to the City retaining current unit # 932 and therefore not receiving any trade-in value.
Chassis Bids Dealership Year Make Model Bid Amount LeMay GMC 2004 GMC TC4C042 30,914 Shepard Chevrolet 2004 Chevrolet CC4C042 31,818 Lynch Truck Center 2004 GMC TC4C042 31,950 Hoskins
Chevrolet 2004 Chevrolet CC4C042 32,290 Standard Truck Center 2004 GMC TC4C042 35,142
Body Bids Body Company Bid Amount Monroe Truck & Eqpt. 23,237
Recommended Action: Award the bid for the purchase of the chassis in the amount of $30,914 to LeMay GMC, and, award the bid for the purchase the body component in the amount of $23,237
to Monroe Truck & Equipment.
APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS 10:05 p.m.
During the month of May the following amounts were disbursed from the Cashier’s Account:
GENERAL FUND, IMRF, & CAPITAL IMPROVEMENTS WATER TOTALS INVOICES 380,479.78 48,534.86 429,014.64 PAYROLL 926,219.55 119,284.62 1,045,504.17 TOTALS 1,306,699.33 167,819.48 1,474,518.81
AUTHORIZATION OF TREASURER’S WARRANTS TO MEET EXPENSES OF JUNE, 2003
The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the June 2003 audited accounts.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
EXECUTIVE SESSION
ADJOURNMENT 10:10 p.m.
Office of the City Manager
May 29, 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.
June 2, 2003 Agenda Page 10