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CITY COUNCIL 11-3-03 council agendaTHE CITY OF LAKE FOREST COUNCIL AGENDA Monday, November 3, 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 2. Comments by City Manager A. Community Spotlight – Lake Forest Preservation Foundation presented by Alice Moulton-Ely, President 3. Comments by Council Members 7:50 p.m. Council Committee Reports 8:00 p.m. A. Ad Hoc Housing Committee Report B. Finance Committee Report 8:15 p.m. PRESENTED BY CHAIRMAN MICHAEL RUMMEL Consideration of an Ordinance approving a Fee Schedule For The City Of Lake Forest (First Reading and Final Approval) (Staff Contact: Kathy Reinertsen 615-4222) As discussed during the August 4, 2003 Finance Committee meeting, the target base budget approach ties expenses to projected resources at the beginning of the budget process. The fee schedule is presented for approval two months earlier than prior years as revenue forms the foundation for the entire budget. It is extremely important that certain fees gain approval tonight. To that end, the fee schedule is comprised of two parts: Section 1 contains new fees or fees that are being increased. Section 2 is a housekeeping section that contains fees that are remaining the same but were recommended to be approved under this ordinance by the City Attorney. Golf, boating and cemetery fees will be presented at a later date. A copy of the ordinance is attached beginning on page 6. Recommended Action: Waive first reading and grant final approval to the ordinance approving a fee schedule for The City of Lake Forest. Consideration of the FY03 Treasurer’s Report (Staff Contact: Kathy Reinertsen 615-4222) Pursuant to Illinois State Statute, a Treasurer’s Report must be filed with the City Clerk, the County Clerk, and published within a Lake Forest newspaper within six months after the end of each fiscal year. The report was published in the October 30, 2003 edition of the Lake Forester. The report is attached in the packet beginning on page 15. Recommended Action: Acknowledge receipt of the FY03 Treasurer’s Report. Consideration of a Resolution To Fund The Restoration, Rehabilitation And Improvement Of The Elawa Farm Property Through An Installment Purchase Contract (Staff Contact: Kathy Reinertsen 615-4222) On January 16, 2003, City Council authorized the City Manager to prepare loan documents with Lake Forest Bank and Trust for $400,000 to perform Phase I restoration of Elawa Farms. This resolution states that intent and is required by law. The installment contract will be completed after January 1, 2004 due to GO Bond requirements. A copy of the resolution is attached beginning on page 26. Recommended Action: Grant approval to a resolution funding the restoration, rehabilitation and improvement of the Elawa Farm property through an installment purchase contract. 4. Consideration of a Resolution To Fund Telephone System And Related Facilities Improvements Through An Installment Purchase Contract PRESENTED BY FINANCE DIRECTOR KATHY REINERTSEN (615-4222) On September 18, 2003, City Council discussed financing of the telecommunications project. The general fund will be the source of funding until it can be reimbursed by the proceeds of an installment sale contract. This resolution states the intent to enter into the contract and is required by law. The contract will be for the total cost of the project less the $18,600 remaining from the Public Safety Intercom System. As all bids have not yet been approved, the resolution contains an amount not to exceed $550,000. The installment contract will be completed after January 1, 2004 due to GO Bond requirements. A copy of the resolution is attached beginning on page 28. Recommended Action: Grant approval to a resolution funding the telephone system and related facilities improvements through an installment purchase contract. OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL 8:35 p.m. CONSENT AGENDA 8:40 p.m. Approval of the Minutes of the October 16, 2003 Regular City Council Meeting: The minutes are attached starting on page 31. 2. Authorization to Purchase Rock Walt through the State of Illinois Joint Purchasing Agreement for the 2003 – 2004 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 (2,000 tons) and that funding is available for this purchase. We have budgeted $68,500 for FY2004. Once tabulations are made, the State accepts competitive bids from qualified vendors. The bid for The City of Lake Forest was awarded to North American Salt Company of Overland, Kansas. Because of the large volume of salt bid by the State, all participating agencies are assured the best possible pricing. It is recommended that The City purchase rock salt through the State of Illinois Joint Purchasing Agreement for the 2003 – 2004 season. The cost per ton for road salt the past nine (9) fiscal years are as follows: FY95 $26.26 FY98 $28.54 FY01 $27.37 FY04 $32.09 FY96 $27.04 FY99 $28.54 FY02 $31.48 FY97 $27.55 FY00 $26.83 FY03 $31.48 Recommended Action: Approval of the Consent Agenda items as presented. ORDINANCES 8:45 p.m. 1. Consideration of an Ordinance Amending Chapter 4, “Alcoholic Beverages”, of the City Code (First Reading) PRESENTED BY CITY MANAGER ROBERT R. KIELY, JR. (615-4271) At the October 7, 2003 City Council meeting, a draft ordinance was presented for discussion purposes to amend and update the City’s liquor code in response to requests made by residents and business owners within the community. During that discussion, it was requested that liquor ordinances from surrounding communities be provided for comparison, and a matrix be prepared in order to review how many licenses of each Class would be issued based on the proposed Class structure. Liquor ordinances from Highland Park and Vernon Hills are included in the packet beginning on page 34. A proposed matrix based on the new Class structure along with a copy of the proposed ordinance is also attached beginning on page 104. The more significant changes that are being proposed are the restructuring of the restaurant classes (Classes C – C-7). Liquor holders will have the opportunity to apply for a license that would allow the consumption of alcohol with or without ordering a meal, and the selling of packaged liquor as part of a carryout meal. The draft ordinance has been mailed to each current liquor holder. The proposed matrix was prepared in response to comments made from business owners. Recommended Action: Grant first reading approval to an ordinance amending Chapter 4 “Alcoholic Beverages,” of the City Code. NEW BUSINESS Approval of a Joint Agreement and a Funding Resolution with the Illinois 9:05 p.m. Department of Transportation for the Phase One Engineering Study Relating to the Widening of Route 60 Bridge Over I-94 PRESENTED BY ASSISTANT CITY MANAGER CHRIS MARTIN (615-4281) Former Mayor Howard Kerr and current Alderman Mohr worked through the Route 60 Task Force to develop regional solutions to congestion on the Route 60/I-94 Bridge. Through their efforts, the Route 60 bridge widening has been championed by Congressman Mark Kirk. The widening project is estimated at $15-20 million and requires a local match of $900,000 for the engineering study as described below: Bridge Widening Project - Engineering Bridge Engineering Cost $900,000 Contribution Amounts Mettawa $ 5,000 Vernon Hills $35,000 Lake County $50,000 Lake Forest $50,000 TAP $300,000 Abbott $300,000 CPOA $160,000 Total $900,000 The Council is now being asked to approve an agreement with IDOT and a Funding Resolution. The Agreement authorizes IDOT to begin the engineering work and the Resolution states the terms of payment for the study. The City is acting as the funding agency/intermediary for the project. The City has collected $600,000 for this project to date with the remainder of the funds being callable per agreement. The City will accommodate its share in the appropriate fiscal year within its Capital Budget. At the October 16 Council meeting, the Council requested that staff discuss with IDOT modified language to provide a greater degree of control regarding increased project costs and to expressly mention the other contributors to the study. The revised language, which is included in the packet on page 144, gives the City authority to approve any changes. The actual agreements will be provided to the Council at the meeting. IDOT has approved these changes. The engineering study will begin upon execution of the agreements and will take approximately 36 months. The funding of the bridge is still unconfirmed at this time, as the federal transportation bill has yet to be finalized by Congress. However, Congressman Kirk has expressed his commitment to the project and staff believes that funding is a relative certainty. Recommended Action: Motion To Approve The Agreement With IDOT for the Phase One Engineering Study Relating to the Route 60 Bridge at I-94. Recommended Action: Motion To Approve a Resolution Appropriating the Funds Relating To The Phase One Engineering Study. APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS 9:30 p.m. During the month of October the following amounts were disbursed from the Cashier’s Account: GENERAL FUND, IMRF, & CAPITAL IMPROVEMENTS WATER TOTALS INVOICES 794,751.83 77,767.88 872,519.71 PAYROLL 924,708.91 129,962.78 1,054,671.69 TOTALS 1,719,460.74 207,730.66 1,927,191.40 AUTHORIZATION OF TREASURER’S WARRANTS TO MEET EXPENSES OF 9:35 p.m. NOVEMBER, 2003 The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the November 2003 audited accounts. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 9:40 p.m. EXECUTIVE SESSION FOR THE PURPOSES OF DISCUSSING PERSONNEL MATTERS AND THE DISPOSITION OF REAL PROPERTY PURSUANT TO SECTIONS 2(C)(1, 3, 5, AND 6) OF THE OPEN MEETINGS ACT ADJOURNMENT Office of the City Manager October 30, 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. November 3, 2003 Agenda Page 5