CITY COUNCIL 7-7-03 council agendaTHE CITY OF LAKE FOREST
COUNCIL AGENDA
Monday, July 7, 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 7:35 p.m.
1. Comments by Mayor
Discussion on the City’s Liquor Code: Modifications to the current liquor code have been suggested by various parties. To facilitate an initial discussion, materials pertaining to
the liquor code and the current license holders and fees are attached starting on page 1.
2. Comments by City Manager
500 Golf Lane Discussion: In November of 2000, the City acquired 500 Golf Lane for the purpose of constructing an access road around the Deerpath Bridge during its reconstruction in
the summer of 2003. The Final Settlement Stipulation and Judgment Order required the City to pay $590,000 for the property, and it was staff’s intention to sell the property, with a
permanent easement to ensure that the City can construct an access road in the future, and reimburse the General Fund.
Since acquiring 500 Golf Lane, the City has leased the home to various tenants. The current tenant (their lease ends November 1, 2003) the Rosinski family, have expressed an interest
in purchasing the house from the City. Staff has identified the following options:
Appraise the house, determine market value, waive bidding process, and sell the house to the current tenant (Rosinski family). Proceeds would reimburse the General Fund.
Appraise the house, determine market value, accept bids for the house, and sell the house to the highest bidder. Proceeds would reimburse the General Fund.
Appraise the house, determine market value, and sell the house to the Senior Resource Commission. Proceeds would reimburse the General Fund at a reduced amount.
Continue to lease the house.
Recommended Action: Discuss disposition of this property and authorize the City Manager to pursue the preferred option for future Council action.
3. Comments by Council Members 8:30 p.m.
Council Committee Reports 8:40 p.m.
Finance Committee Report
Consideration of the Annual Appropriation Ordinance for FY2004 (First Reading)
PRESENTED BY FINANCE COMMITTEE CHAIRMAN RUMMEL
While the annual municipal budget represents The City’s financial “plan” for expenditures over the course of the fiscal year, the annual Appropriation Ordinance is the formal legal mechanism
by which the City Council authorizes the actual expenditures of funds budgeted in the annual budget. It appropriates specific sums of money by object and purpose of expenditures. State
statutes require the passage of an Appropriation Ordinance which must be filed with the County Clerk by the end of July.
In addition, the Appropriation ordinance provides for a 10% “contingency” in the expenditures in an amount above those actually budgeted. Each separate fund includes an item labeled
“contingency” with an appropriate sum equivalent to 10% of the total funds budgeted. This practice has been followed for the past twenty-one years and has worked very efficiently, while
still providing for complete City Council control over budgeted expenditures. During this 22 year period The City has never exceeded the budgeted amount. Importantly, The City Council
and City staff follow the adopted budget as its spending guideline, not the Appropriation Ordinance.
Without the contingency, the City Council would have to pass an amended Appropriation Ordinance to cover any unforeseen expenditures exceeding the budget. School District 67 does not
recognize the Appropriation Ordinance in their budgeting or auditing standards. However, due to the fact they are a special charter district, their budget must be included in our Appropriation
Ordinance. A copy of the ordinance is attached starting on page 18 and is available for review by the public in the City Clerk’s office.
Summary of the Amounts Appropriated from the Several Funds
The City of Lake Forest Fund Budget Appropriation % Change General $ 22,842,611 $ 25,126,872 10.0% Fire Pension 655,300 720,830 10.0% Police Pension 975,300 1,072,830 10.0% Park
and Recreation 6,128,106 6,740,917 10.0% Cemetery Commission & The Memorial Garden 620,112 682,123 10.0% Senior Resources Commission 411,184 452,302 10.0% Park
and Public Land 935,267 1,028,794 10.0% Motor Fuel Tax 245,000 269,500 10.0% Hotel/Motel Tax 96,751 106,426 10.0% Emergency Telephone 190,730 209,803 10.0% Public Library 2,429,467 2,672,414 10.0%
Sub-total $35,529,828 $39,082,811 10.0% School District 67 Educational $ 19,806,672 $ 19,806,672 0.00 Operations, Building and Maintenance 3,428,265 3,428,265 0.00 Site
and Construction 2,789,896 2,789,896 0.00 IMRF/Social Security 509,593 509,593 0.00 Working Cash 0 0 0.00 Transportation 1,254,069 1,254,069 0.00
Sub-total 27,788,495 27,788,495 0.00 Grand Total $ 63,318,323 $ 66,871,306 5.6%
Recommended Action: Grant first reading of the ordinance.
Consideration of a Contract with Northwest Collectors, Inc. for Collection Services
PRESENTED BY FINANCE COMMITTEE CHAIRMAN RUMMEL
At their April 7, 2003 meeting, the Finance Committee authorized staff to pursue a recommendation for a collection agency. The agency would be utilized for the collection of parking
tickets, and miscellaneous receivables such as damage to City property and special sanitation pickup.
Information was solicited from four collection agencies. Northwest Collectors, Inc of Rolling Meadows, IL is recommended. The City of Lake Forest out sources ambulance billing to Andres
Medical Billing and they, in turn, employ Northwest Collectors to collect delinquent accounts. Andres highly recommends them. Northwest Collectors is the only agency that offered online
payment processing for all debt collection. Customers may pay on-line by check or credit card. Northwest Collectors have the most municipal client references and those contacted are
satisfied with their service.
Recommended Action: Award contract to Northwest Collectors, Inc. for collection services.
Consideration Of An Ordinance Amending Various Provisions Of The Lake Forest City Code, As Amended, Relating To Fines And The Recovery Of Costs Of Collection Of Fines, Charges, And Other
Amounts Due To The City ( First Reading And Final Approval)
PRESENTED BY FINANCE COMMITTEE CHAIRMAN RUMMEL
At their April 7, 2003 meeting, the Finance Committee authorized the City Attorney to prepare an ordinance which allows any fees charged by a collection agency to be added to the customer’s
account. In addition, the Finance Committee authorized the City Attorney to prepare an ordinance which allows a $25 NSF fee. The ordinance is attached starting on page 31.
Recommended Action: Waive first reading and grant final approval to the ordinance amending various provisions of the Lake Forest City Code, as amended, relating to fines and the recovery
of costs of collection of fines, charges, and other amounts due to the City.
Planning and Preservation Committee Report 9:00 p.m.
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL 9:10 p.m.
CONSENT AGENDA 9:15 p.m.
Approval of the Minutes of the June 19, 2003 Regular City Council Meeting: The minutes are attached starting on page 52.
Recommended Action: Approval of the Consent Agenda items as presented.
ORDINANCES
Continued Consideration of a Recommendation from the Plan Commission to Expand the Non-Retail Rule to Include Portions of Westminster, Between Western and Oakwood Avenues. 9:20
p.m.
PRESENTED BY CITY MANAGER ROBERT KIELY (615-4271)
At the June 19, 2003 City Council meeting, the City Council took action to approve a significant portion of the amendments to the City’s business zoning districts as recommended by the
Plan Commission.
Special Use Permits -- Additional criteria were incorporated into the Code 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 was 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 were made to the matrix to encourage mixed use developments.
The Council tabled discussion of the Commission’s recommendation to expand the area within the Central Business District that is covered by a Non-Retail Rule until the July 7, 2003 meeting.
Since the last City Council meeting, staff has reviewed not only the recent action of the City Council relating to the business districts, but also the various pro-active steps taken
by the community over the past several years to support and enhance the business districts. At the Council meeting on July 7th, staff will present an overview of these actions and discuss
the success of these changes. Given the numerous recent actions affecting the business districts, staff is recommending a pause at this point in the process to allow time for the impacts
of the changes made to date to be more fully understood.
Recommended Actions: 1) Table discussion of the expansion of the area covered by the Non-Retail Rule for 6 months to allow evaluation of the impacts of the various Code amendments made
to date and to allow further discussion of economic development issues at the City Council’s next Strategic Planning Session.
2) Direct the Plan Commission to revisit the Use Matrix with respect to restaurants. The Plan Commission should consider appropriate categories for various types of restaurants and
evaluate the appropriateness of the requirement for a Special Use Permit for one or more of the categories of restaurants in the context of the role restaurants may play in achieving
vibrant and pedestrian oriented business districts.
NEW BUSINESS
Consideration of Award of a Professional Services Contract to RJN Group to Assist City Staff in Conducting Home Inspections in the South Whispering Oaks Area. 9:45 p.m.
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHERINE CZERNIAK (615-4299)
The Sewer Improvement Committee has taken a multi-pronged approach to minimizing the risk of basement flooding throughout the community. A key component of these efforts is the targeted
Home Inspection program. This program will be modeled on the ongoing Home Inspection Program that began on May 1, 2003. As of June 30, 2003, of the 164 homes that have been inspected,
unauthorized connections have been found in approximately 10% of the homes. The majority of these violations have been fairly easy and inexpensive to correct.
The first targeted area will be the South Whispering Oaks neighborhood. This is an area that has experienced flooding in the past. It is likely that some homes in this area have cross
connections between the storm and sanitary sewer systems. This program will identify any unauthorized connections to the sanitary sewer and require correction. To allow inspections
to be completed in a three to four month period, staff is recommending that the RJN Group, the firm that was involved in the pilot program of inspections in the Ahwahnee Road area, be
hired to augment City inspection staff. The proposed cost for assistance with the inspection program is $15,230
At the completion of the inspections, and after violations have been corrected, RJN will be responsible for conducting post-rehab flow monitoring. RJN conducted pre-project monitoring
as part of earlier work that was performed for the Sewer Improvement Committee. The proposed cost for the post-project flow monitoring is $10,670. The proposal is attached starting
on page 60. A color map is also attached to the packet.
A drop-in information session for residents in the South Whispering Oaks area has been scheduled for Wednesday, July 16th, from 4pm to 6pm. The location is being confirmed.
Recommended Action: Approve the agreement for inspection services and post-project flow monitoring related to the Home Inspection Program in South Whispering Oaks.
Consideration of a contract with BBD 3 for Project Management Service of the City’s Telecommunication System. 10:00 p.m.
PRESENTED BY CITY MANAGER ROBERT KIELY (615-4271)
On June 2, 2003, Broadband Development 3 (BBD 3) presented information to the Finance Committee on a telecommunication system for the City. BBD 3 recommended that the City move from
renting its telephone system from SBC to purchasing its own system, generating an immediate savings of over $100,000. As the current contract with SBC for the City’s telephone system
expires in June, 2004, staff recommendation is to engage BBD 3 as project managers. This will include the generation of RFP documents and implementation management for a new telecommunications
system. The system will provide the City with cost savings, increased efficiency, compatibility with future telecommunication needs and allow staff to provide greater customer service
to residents. The proposal is attached starting on page 65.
Recommendation: Award a contract to BBD 3 in an amount not to exceed $41,400 ($20,400 for RFP generation & $21,000 for project implementation) for project management of the City’s telecommunication
system.
APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS 10:20 p.m.
During the month of June the following amounts were disbursed from the Cashier’s Account:
GENERAL FUND, IMRF, & CAPITAL IMPROVEMENTS WATER TOTALS INVOICES $415,641.03 $52,744.70 $468,385.73 PAYROLL $965,177.50 $117,366.52 $1,082,544.02 TOTALS $1,380,818.53 $170,111.22 $1,550,929.75
AUTHORIZATION OF TREASURER’S WARRANTS TO MEET EXPENSES OF JULY, 2003
The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the July 2003 audited accounts.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
EXECUTIVE SESSION
ADJOURNMENT 10:30 p.m.
Office of the City Manager
July 3, 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.
July 7, 2003 Agenda Page 5