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CITY COUNCIL 5-10-04 THE CITY OF LAKE FOREST REVISED 5/7/04 COUNCIL AGENDA Monday, May 10, 2004 7:30 p.m. City Council Chambers FIRST SESSION (2003-2004 City Council) 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 John Looby III, Alderman Fourth Ward PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 7:35 p.m. 1. Comments by Mayor Jack Preschlack A. Presentation of Lake Forest Preservation Awards B. Proclamation of Preservation Week and the Lake Forest Preservation Foundation Symposium A copy of the Proclamation is attached as page 1. C. Certificate of Recognition to Alexander Neuschel Wyckoff and Daniel DeYoung for Achieving the Rank of Eagle Scout Copies of the Certificates are attached beginning on page 2. 2. Comments by City Manager A. Update of City’s Municipal Water System B. Community Spotlight – Sr. Nancy Morris, Head of School, Woodlands Academy 1. Resolution Recognizing the 100th Anniversary of Woodlands Academy and Sacred Heart Education in Lake Forest A copy of the resolution is attached as page 4. 3. Comments by Council Members A. Lake Bluff Light Industry Park Zoning Changes 4. Council Committee Reports A. Finance Committee Report – Chairman Alderman Michael Rummel May 10, 2004 Agenda Page 2 1. Approval of the Comprehensive Fiscal Plan for FY2005: The Finance Committee has reviewed the various components of the Comprehensive Fiscal Plan for FY2005 (May 1, 2004 - April 30, 2005) at several public meetings during the past six months. The Chairman will review the proposed Comprehensive Fiscal Plan for final approval this evening. The budget book was distributed to the City Council with the Finance Committee agenda for final review and discussion at their meeting prior to the City Council meeting this evening. Recommended Action: Approval of Comprehensive Fiscal Plan for Fiscal Year 2005. 2. Approval of FY2005 Personnel Policies, Practices and Official Pay Plan: The Fiscal Year 2005 Personnel Policies, Practices and Official Pay Plan are included in the budget document that was distributed last week. The Plan was distributed to the City Council with the Finance Committee agenda for final review and discussion at their meeting prior to the City Council meeting this evening. Recommended Action: Approval of the FY2005 Personnel Policies, Practices and Official Pay Plan. 3. Approval of IT Audit At their March 17, 2004 meeting, the Audit Committee authorized staff to pursue a recommendation for an accounting firm to perform an audit of the City’s information technology environments. This type of audit was recommended by The City’s current financial audit firm, KPMG LLP. Best industry practices will be used to make recommendations to assist in enhancing internal controls and security and in providing cost-effective control improvements. The audit will include software development and maintenance upgrades, problem detection and resolution, data network structure and change management practices, documentation, operational procedures, licensing validation, data network security from internal and external threats, backup/recovery, business continuity planning, vendor contractual compliance, and physical facilities and data privacy security. Information was solicited from four accounting firms. Two proposals were received. RSM McGladrey, Inc. of Schaumburg, IL is recommended by the Audit Committee. RSM McGladrey, Inc. has many municipal client references that are satisfied with their service. Recommended Action: Grant approval of RSM McGladrey, Inc. to perform an audit of the City’s information technology environments at a cost not to exceed $16,500 plus incidental travel expenses. (Staff Contact person: Kathy Reinertsen 615-4222) OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL 8:30 p.m. CONSENT AGENDA 8:40 p.m. 1. Approval of the Minutes of the April 7 and 15 2004 Council Meetings: The minutes are attached starting on page 5. May 10, 2004 Agenda Page 3 Recommended Action: Approval of the Consent Agenda items as presented. ORDINANCES 1. Consideration of an Ordinance Amending Chapter 2 of the City Code 8:45 p.m. Relating to Standing Committees of the City Council (First Reading, and if desired by the City Council, Final Approval) PRESENTED BY CITY MANAGER ROBERT R. KIELY, JR. (615-4271) The City has had a long standing policy of subjecting all financial records to an independent annual audit, where an independent Audit Committee serves as an oversight body on behalf of the City Council during the preparation of the annual audit. Attached beginning on page 19 is an ordinance that amends Chapter 2 of the City code to add the Audit Committee as an official standing committee of the City Council, where members will serve a maximum of three two-year terms on a staggered basis. Recommended Action: Grant first reading, and if desired by the City Council, final approval of the ordinance amending Chapter 2 of the City Code, adding the Audit Committee as an official standing committee of the City Council. 2. Consideration of a Report and Recommendation from the Zoning 8:50 p.m. Board of Appeals for a Variance from the Front, Side and Rear Yard Setback requirements for property located at 275 Noble Avenue (First Reading and, if desired by the City Council, Final Approval) PRESENTED BY PLANNER PETER COUTANT (604-5655) On April 21, 2004, the Zoning Board of Appeals held a public hearing to consider a request for a front yard setback variance to allow construction of a new single family residence. A 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. An accessory structure side and rear yard setback variance is requested to allow construction of a detached garage at the rear of the lot in a manner that limits the impact to usable back yard living space. The variance request is submitted in conjunction with a request to demolish and replace the existing residence. The petition to demolish and replace the residence will be reviewed by the Building Review Board at the May 5, 2004 meeting. The petitioner is proposing a front yard setback variance to allow the proposed house to be located no closer than 20 feet from the front property line and an accessory structure side and rear yard setback variance to allow the proposed detached garage to be located 5 feet from the side and rear property lines. The Zoning Board’s recommendation to approve the variance request is based on their recognition that a key aspect to enhancing the Noble Avenue neighborhood is maintaining the prevailing front yard setback pattern of adjacent buildings. There were no objections from surrounding property owners to the variance requests. The Zoning Board of Appeals voted unanimously to recommend approval of the variances as submitted. The ordinance, with site plan and findings is included in the Council packet beginning on page 21. May 10, 2004 Agenda Page 4 Recommended Action: Grant First Reading, and if desired by the City Council, Final Approval of an ordinance authorizing variances from the front yard setback requirements to allow construction of the proposed single family residence and the accessory structure side and rear yard setback requirements to allow construction of a detached garage. APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS 9:00 p.m. During the month of April the following amounts were disbursed from the Cashier’s Account: GENERAL FUND, IMRF, & CAPITAL IMPROVEMENTS WATER TOTALS INVOICES $1,115,991.58 $193,854.20 $1,309,845.78 PAYROLL $880,029.58 $131,270.72 $1,011,300.30 TOTALS $1,996,021.16 $325,124.92 $2,321,146.08 AUTHORIZATION OF TREASURER’S WARRANTS TO MEET EXPENSES OF MAY, 2004 The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the May 2004 audited accounts. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 9:00 p.m. EXECUTIVE SESSION ADJOURNMENT 9:00 p.m. Office of the City Manager May 7, 2004 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.