CITY COUNCIL 6-19-03 council agendaTHE CITY OF LAKE FOREST
COUNCIL AGENDA
Thursday, June 19, 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 7:30 p.m.
1. Comments by Mayor
Adoption of a Resolution of Appreciation for Rev. George Councell of the Church of the Holy Spirit
A copy of the resolution is attached on page 1.
B. Proclamation of September 15-20, 2003 as Women’s Health Awareness Week
The proclamation sponsored by the Lake Forest Hospital’s Women’s Auxiliary Board is attached as page 2.
2. Comments by City Manager
Presentation by Lake Forest Open Lands on Conservation Easements
3. Comments by Council Members
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL 8:15 p.m.
CONSENT AGENDA 8:20 p.m.
Approval of the Minutes of the June 2, 2003 Regular City Council Meeting: The minutes are attached beginning on page 4.
2. Elawa Farm Park Master Plan and Grant Funding Resolution
This item was discussed previously at the Committee of the Whole meeting.
Over the past eight months, staff and the Parks & Recreation Board have facilitated a public planning process relating to future neighborhood improvements at Elawa Farm Park. This process
included resident and stakeholder input at three public meetings, homeowner’s association meetings, and direct contact on an individual basis. Stakeholders included local residents,
The City of Lake Forest, School District 67, Lake Forest Open Lands, Elawa Commission, Lake County Forest Preserve District, Middlefork Farm Homeowner’s Association, and local garden
clubs.
Through this process, staff completed a site analysis, identified issues and opportunities, developed a program statement, and reviewed several preliminary plans. The Final Park Master
Plan, which was distributed with the Committee of the Whole meeting agenda, is the result of further stakeholder input and revisions. Late last year, the Parks & Recreation Board unanimously
approved the plan as presented. Further, it was determined that Phase I improvements geared towards serving neighborhood needs would be a good candidate for pursuing 50/50 grant funding
through the Illinois Department of Natural Resources, OSLAD Program.
Based on direction from the Park & Recreation Board, staff has been working together with a consultant to complete the grant application for Phase I improvements. Phase I costs are
estimated to be $379,400 and include: site excavation, secondary utilities, park shelter, crushed stone pathways, tot playground, school-age playground, ½ basketball court, horseshoe
pits, drinking fountain, ball field, soccer field, picnic tables, benches and signage.
The application is due by July 1, 2003, and the results would be known between January and March of 2004. If successful, the OSLAD Program would reimburse The City of Lake Forest ½
of the total cost. The City’s share of the match would be funded by the Park & Public Land Fund over Fiscal Years 2005, 2006, 2007 and with potential support from other outside sources.
If the City is successful in securing the grant, construction could begin in June of 2004 and would be completed by September of 2005.
One of the grant application requirements is the adoption of a resolution regarding our portion of the matching funds. The proposed resolution, a copy of which is attached as page 15,
is similar to those authorized for engineering and state roadway project funding.
The Parks & Recreation Board recommends the City Council approve submittal of Phase I Improvements at Elawa Farm Park for this year’s OSLAD funding program, and approve the Resolution
of Authorization relating to project funding and implementation.
Recommended Action: Approval of the Consent Agenda items as presented.
ORDINANCES
1. Consideration of a Recommendation from the Plan Commission 8:30 p.m.
in Support of Code Amendments Affecting the B-1, B-2, B-3, and
B-4 Zoning Districts, Sections 46 – 52 thru 46 – 53, Definitions, Section 46-1, Administration and Enforcement, Section 46-20, and Special Uses, Section 46-24.
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHERINE CZERNIAK (615-4299)
On June 10, 2003, the Plan Commission voted unanimously to recommend approval to the City Council of various Code amendments relating to the Business Districts. The Code amendments
are proposed in response to issues that led to the 90-day moratorium on non-retail uses in the City’s business districts.
The Plan Commission considered Code amendments in the context of adding tools that would enable the City to more effectively encourage uses that add to the vitality of the business districts
and provide long term benefits to the community. In summary, the proposed amendments focus on the following areas:
Non-Retail Rule -- Expansion of the area covered by the non-retail rule and clarification of the Code language.
Special Use Permits -- Additional criteria are proposed to provide tools to achieve mixed use developments, pedestrian-friendly streets, buildings that can be adaptively reused, and
other community amenities.
B-1 District, Settler's Square -- This district would be brought in line with the other districts and with the vision that was established for Settler's Square in the Comprehensive Plan.
Changes to the Use Matrix -- Modifications are proposed to the matrix to encourage mixed use developments.
Recommended Action: Waive first reading and grant final approval of an Ordinance amending the Code as recommended by the Plan Commission.
2. Consideration of a Report and Recommendation from the Zoning Board 10:00 p.m.
of Appeals for a Variance from the Front and Side Yard Setback Requirements
for property located at 315 Granby Road. (First Reading and Final Approval)
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHERINE CZERNIAK (615-4299)
On May 27, 2003, the Zoning Board of Appeals held a public hearing on a request for a setback variance for the property at 315 Granby Road to allow for construction of a second story
addition to the residence. The existing building is non-conforming with respect to the required setbacks. The proposed addition will not encroach further into the setbacks than the
existing residence.
The Board voted unanimously to recommend approval of the variance. On May 7, 2003 the Building Review Board also voted unanimously to support the project. The ordinance, with site
plan, findings, and conditions, is included in this packet beginning on page 18.
Recommended Action: Waive first reading and grant final approval of an ordinance authorizing a variance from the front and side yard setback requirements to allow the construction of
a new single family residence and detached garage.
3. Consideration of a Report and Recommendation from the Zoning 10:05 p.m.
Board of Appeals for a Variance from the Front and Side Yard Setback
Requirements for property located at 508 Ryan Place. (First Reading and
Final Approval)
PRESENTED BY PLANNER PETER COUTANT (604-5655)
On May 27, 2003, the Zoning Board of Appeals held a public hearing on a request for a front and side yard setback variance to allow construction of a replacement residence and detached
garage located at 508 Ryan Place. A 14-foot front yard setback variance is requested to allow the new house to be setback from the street a distance consistent with the prevailing setback
of adjacent residences. A 3-foot side yard setback variance from the accessory structure requirements is requested to allow construction of a detached garage at the rear of the lot,
accessed by an alley.
The Zoning Board of Appeals and the Building Review Board, in conjunction with a request to demolish the existing house, have reviewed the proposed siting of the new residence. Both
boards recognized that a key aspect to enhancing the streetscape is maintaining the prevailing front yard setback of adjacent properties. It was the consensus of the boards that, aesthetically,
the new residence should conform to the prevailing setback pattern of adjacent buildings and that doing so will enhance the Ryan Place streetscape by filling in the existing void between
the adjacent properties. The Zoning Board also recognized that setting the house further back on the lot would have a greater impact on the light and air to, and views from, the rear
yards of adjacent residences.
The Zoning Board of Appeals unanimously recommended approval of the requested variances. The ordinance, with site plan and findings is included in this packet beginning on page 25.
Recommended Action: Waive first reading and grant final approval of an ordinance authorizing a variance from the front and side yard setback requirements to allow the construction of
a new single family residence and detached garage.
NEW BUSINESS
1. Consideration of an Appeal of a Decision of the Building Review 10:10 p.m.
Board to Deny a Request for Approval of an Infill Residence at 1351
Edgewood Road. Appeal Filed by James K. Zahn, Attorney, on Behalf
of the property owner, Todd Marlowe, CBI Custom Homes.
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHERINE CZERNIAK (615-4299)
On May 7, 2003, the Building Review Board held a public hearing to consider a request for approval of the construction of a new single family residence on a vacant parcel located at
1351 Edgewood in an established neighborhood. The Board voted unanimously to deny the petition based on the following findings:
1. The plans presented in the Board packet differ from the material presented at the meeting;
2. The proposed house is incompatible with other houses on the streetscape with respect to design and overall massing, proportions and level of detailing;
3. The house, as proposed, has internal design inconsistencies and dissimilarities; and
4. The proposed exterior materials are inconsistent with other homes in the neighborhood.
The petitioner’s application, proposed plans, staff recommendation, and the minutes from the May 7, 2003 Building Review Board meeting are included in the City Council packet beginning
on page 34.
On May 20, 2003, an appeal of the Board’s decision was filed with the City Manager. The appeal was filed by James K. Zahn, attorney, on behalf of Todd Marlow. A copy of the appeal
letter is included in the City Council packet.
Recommended Action: Uphold the decision of the Building Review Board.
2. Award of Contract for the CROYA Phase 1 Expansion and Remodeling 10:40 p.m.
PRESENTED BY DIRECTOR OF CROYA KAMY DADDONO (615-4306)
As previously presented at the January 6 , 2003 City Council meeting, CROYA is prepared to move ahead with the Phase I expansion and renovation of its current facility. Phase I includes
expansion into the current game room to accommodate the CROYA offices and a shared conference room with the Recreation Department. With the relocation of the offices, CROYA will make
improvements to the current space, including a larger meeting area for current CROYA programs. The Phase 1 expansion and renovation will be paid for through private donations, which
have already been raised. The Invitation to Bid was sent to five contactors, and a bid notice was placed in the News Sun and Pioneer Press.
The bids will be opened on Friday, June 13, 2003, 11:00 a.m. at the CROYA facility. A bid tabulation and recommendation will be delivered as a separate packet on Monday, June 16, 2003.
The floor plans are attached beginning on page 64. It is CROYA’s recommendation that a general contractor be awarded the project at the June 19, 2003 City Council meeting to allow
for project completion by the start of the school year.
Recommended Action: Award a contract for the CROYA Phase 1 Expansion and Remodeling.
3. Extension of Contract for Construction Services related to the 10:50 p.m.
Waukegan Rd. Sanitary Sewer Improvement Project (SSA #26)
PRESENTED BY CITY MANAGER ROBERT R. KIELY, JR. (615-4271)
On January 14, 2003, bids were received from 17 contractors regarding the Knollwood Country Club Area Sanitary Sewer Improvement Project. The bids ranged from $795,253 to $1,715,191,
with Joel Kennedy Contracting Co. being the low bidder.
Joel Kennedy Contracting Co. was awarded the bid for this project and has done quality work since being on site. Due to the proximity of the two projects, City staff approached Joel
Kennedy about holding their bid pricing for the Waukegan SSA #26 project. Kennedy has agreed to extend their pricing over to the Waukegan SSA #26 project with a unit price contract
extension estimated to be $186,904.50.
Recommended Action: Authorize the City Manager to extend the contract with Joel
Kennedy Contracting Co. for construction services related to the Waukegan Rd. Sanitary
Sewer Improvement Project (SSA #26).
4. Award of Design/Build Contract to Applied Ecological Services, 11:00 p.m.
Inc. for a Comprehensive Ravine Restoration Plan and Construction
Services for Lake Forest Cemetery
PRESENTED BY SUPERINTENDENT OF PUBLIC WORKS
KEN LEONE (615-4300)
In January, 2003, the Lake Forest Cemetery was awarded a grant from the National Oceanic and Atmospheric Administration (NOAA) for ravine restoration and stormwater management. The
grant is administered by the Illinois Department of Natural Resources (IDNR) under the Great Lakes Coastal Restoration Grant Program.
The design/build approach, rather than a more traditional design/bid/build approach was chosen for several reasons:
This is highly specialized and ecologically sensitive work – few firms have the expertise to design such projects, and even fewer have the experience to construct them.
Selection of one firm provides continuity and consistency from planning through implementation and development of an ongoing maintenance plan.
Less detailed plans and specifications are required, so more of the available funds can be devoted to restoration.
In a design/build scenario, there is no finger pointing if problems arise. One firm is accountable for successful completion of the project.
Requests for Qualifications (RFQ’s) were sent to six firms with extensive knowledge and experience in designing and constructing ecological restoration and stormwater management projects.
(A list of these firms is attached on page 66.) Four of these responded with thorough statements of qualifications and were interviewed by Cemetery, Engineering and Forestry staff.
Applied Ecological Services, Inc. (AES) of West Dundee, Illinois was the unanimous choice of the interview team. AES has a 25-year history of successful environmental management and
restoration projects of all sizes. The firm is capable of designing and constructing the improvement with its own staff of ecologists, an environmental engineer, a native plants nursery
and a full service contracting division.
AES designed and constructed a similar best management practice (BMP) for stormwater management and ravine restoration for Red Seal Development Company at the town of Fort Sheridan.
AES has also done Lake Michigan bluff restoration for the Glencoe Park District and ecologically sensitive stormwater management work at Prairie Crossing Residential Conservation Development
in Grayslake, Illinois.
The total budget for this project is $478,200.00:
NOAA Grant (80%) 382,560.00
Local Match (20%)
SMC Grant 3,000.00
FY04 Cemetery Budget 50,000.00
In-Kind Services 42,640.00
TOTAL $478,200.00
Recommended Action: Award a design/build contract to Applied Ecological Services, Inc. in an amount not to exceed $435,560.00 (all funding less In-Kind Services), with the understanding
that a guaranteed maximum price will be established within eight weeks, at the completion of AES’ site investigation work. The Cemetery Commission approved this action at its June 11,
2003 meeting. All work on the project is to be completed by December 30, 2004 under terms of the federal grant.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
EXECUTIVE SESSION
ADJOURNMENT 11:10 p.m.
Office of the City Manager
June 12, 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 12, 2003 Agenda Page 6