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CITY COUNCIL 1-7-08 council agendaTHE CITY OF LAKE FOREST COUNCIL AGENDA Monday, January 7, 2008 7:30 p.m. City Council Chambers APPOINTMENT OF ACTING MAYOR IN THE ABSENCE OF MAYOR RUMMEL CALL TO ORDER AND ROLL CALL 7:30 p.m. Honorable S. Michael Rummel, Mayor Tom E. Swarthout, Alderman First Ward Thomas H. Morsch, Jr., Alderman Third Ward David D. Grumhaus, Jr., Alderman First Ward Greg C. Hanrahan, Alderman Third Ward Stuart M. Widman, Alderman Second Ward John A. Looby III, Alderman Fourth Ward Robert C. Elliott, Alderman Second Ward Deborah T. Haddad, Alderman Fourth Ward PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 7:30 p.m. 1. Comments by Acting Mayor A. Resolution of Sympathy for Susan Dart McCutcheon A copy of the resolution is attached beginning on page 9. 2. Comments by City Manager 7:35 p.m. 3. Comments by Council Members 7:45 p.m. 4. Council Committee Reports 7:50 p.m. A. PCA Committee Report 1. Approval of Metropolitan Alliance of Police Contract between the City and the Lake Forest Police Officers PRESENTED BY DIRECTOR OF HUMAN RESOURCES DESHA KALMAR (847-615-4268) Following eight months of negotiations and an all-day session with a mediator, the City recently reached agreement with MAP, the union representing the Lake Forest Police Officers, regarding renewal of their contract. The bargaining unit has ratified the contract, and it is now before the City Council for approval. The duration of the contract is from May 1, 2007, through April 30, 2010. It includes a retroactive pay increase of 4.5%, effective May 1, 2007. Future increases are noted in the appendix to the attached memorandum. A breakdown of agreed-upon items is listed under separate memorandum. This was reviewed in detail with the PCA Committee prior to the meeting. Recommended Action: Approve the Metropolitan Alliance of Police Contract as presented. OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON 8:10 p.m. NON-AGENDA ITEMS CONSENT AGENDA 8:15 p.m. Approval of the Minutes from the December 3, 2007 Regular Council Meeting A copy of the minutes is attached beginning on page 10. 2. Approval of Authorized Invoices and Payrolls During the month of December the following amounts were disbursed from the Cashier’s Account: GENERAL FUND WATER TOTALS INVOICES $755,886.31 $57,522.71 $813,409.02 PAYROLL $1,176,913.17 $142,439.68 $1,319,352.85 TOTALS $1,932,799.48 $199,962.39 $2,132,761.87 The motion is for the approval of Authorized Invoices and Payrolls for December 2007. 3. Authorization of Treasurer’s Warrants to Meet Expenses of January, 2008 The motion is to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the January 2008 audited accounts. Recommended Action: Approval of the Consent Agenda as presented. ORDINANCES 8:20 p.m. 1. Consideration of Final Approval of a Plat of Subdivision for the Landmark Planned Preservation Resubdivision and Approval of the Associated Special Use Permit (Final Approval) PRESENTED BY SENIOR PLANNER PETER COUTANT (847-604-5655) At the November 19, 2007 meeting, the City Council approved first reading of the Landmark Resubdivision and Special Use Permit for a two lot resubdivision of the property located at 910 North Green Bay Road. As part of this project, the petitioner also proposes the complete restoration and rehabilitation of the historically significant main house, which is in poor condition due to many years of deferred maintenance. At the November meeting, the City Council requested consideration of conditions to ensure that restoration of the existing residence house occurs consistent with the representations made during the public hearing process since approval of the subdivision, and the variances given as part of that subdivision, were based on those representations. Since the last meeting, staff has consulted with the City Attorney and conditions consistent with the Council’s direction are incorporated into the Ordinance. The Ordinance is included in the Council packet beginning on page 15. The petitioner has stated his intention to begin restoration of the existing house soon after City Council final approval of the resubdivision. Submittal of a building permit application to authorize the restoration work is expected prior to the City Council meeting. Recommended Action: Approve a motion granting final approval of the subdivision plat for the Landmark Re-subdivision. Grant final approval of a Special Use Permit Ordinance to authorize the subdivision within the Historic Residential and Open Space Preservation District. 2. Consideration of a Report and Recommendation from the Plan 8:25 p.m. Commission in Support of a Special Use Permit Authorizing the Expansion of Lake Forest Place, a Continuing Care Senior Community, in the R-4 District and Approval of the Associated Plat of Resubdivision. (First reading and if desired by the City Council, final approval.) PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT CATHERINE CZERNIAK (847-615-4299) In May, 2006, Presbyterian Homes first presented the proposed expansion plan for Lake Forest Place to the Plan Commission for initial public discussion and comment. After that initial presentation and a significant amount of public comment, the plan was modified to address various concerns raised during the early discussions. The Plan Commission continued its consideration of this request and heard additional public testimony in October, 2006 and in April and September 2007. The expansion plan proposes the addition of 32 duplex cottage units in 16 buildings, on nine acres of property. The new cottages will be very similar to the existing cottages on the campus and will be constructed on the south side of Gage Lane, north of the existing campus, on properties acquired by Presbyterian Homes in recent years. After extensive public input and deliberation, the Plan Commission voted unanimously to recommend approval of the requested Special Use Permit and the associated plat of resubdivision to the City Council. In comments preceding the unanimous vote, Commission members commended Presbyterian Homes for the refinements made to the plan which addressed the concerns raised throughout the process. The refinements included, but were not limited to: A reduction in the number of units. Increased setback distances and the provision of landscaped berms buffering the higher density of the proposed development from the adjacent single family homes. Parking and circulation improvements throughout the campus. Provision of a gated, emergency only access drive from Gage Lane into Lake Forest Place. In addition, the Commission recommended that a Comprehensive Plan amendment be adopted to address the Gage Lane residents’ concerns about potential negative impacts on the long term viability of the remaining Gage Lane neighborhood. The amendment is intended to clarify that further expansion of Lake Forest Place into the Gage Lane neighborhood is not contemplated as part of the approval of this expansion. Discussions about the implementation of the City’s recently adopted Inclusionary Housing Ordinance occurred throughout the review process and involved the City’s Housing Trust and the Senior Resources Commission. On December 14, 2007, the Housing Trust concurred with the Plan Commission and voted unanimously to recommend approval of the proposal offered by Presbyterian Homes in support of the City’s affordable housing efforts. The elements of the proposal, which are incorporated into the approving ordinance, include a payment in excess of that required in the Ordinance in lieu of providing affordable units on site, management support for existing and future affordable units in the community, and a continuation and expansion of Presbyterian Homes’ current Lake Forest rental subsidy program. Additional background information on this petition is provided in the Plan Commission’s report and in the minutes of the Commission’s September, 2007 meeting, both are included in the Council packet beginning on page 34. The Ordinance details the conditions of approval and is included in the Council packet beginning on page 21. Recommended Action: Waive first reading and grant final approval of an Ordinance granting a Special Use Permit authorizing the addition of 32 cottage duplex units to Lake Forest Place subject to the conditions of approval incorporated as part of the Ordinance. Approve a motion granting tentative and final approval of a plat of resubdivision associated with the expansion of Lake Forest Place. 3. Consideration of a Report and Recommendation from the Plan 8:45 p.m. Commission in Support of an Amendment to the Comprehensive Plan in Conjunction with the Proposed Expansion of Lake Forest Place. (First reading and if desired by the City Council, final approval.) PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT CATHERINE CZERNIAK (847-615-4299) On September 12, 2007 the Plan Commission held a public hearing on proposed amendments to the City’s Comprehensive Plan. These amendments were prepared by staff at the direction of the Plan Commission in conjunction with the request from Presbyterian Homes for approval of an expansion to Lake Forest Place. During the Commission’s deliberations on Presbyterian Homes’ request, considerable public testimony was presented from property owners and residents of the Gage Lane neighborhood expressing concern about the replacement of existing single family homes in the Gage Lane neighborhood with the higher density development proposed by Lake Forest Place. In particular, residents raised concerns about the precedent that may be set by the increased density of the proposed development and the long term impact such a precedent could have on further redevelopment of the neighborhood. To establish a strong framework to guide future Plan Commissions and City Councils in the event that future proposals are put forth to expand Lake Forest Place further into the Gage Lane neighborhood or to redevelop properties along Gage Lane with other higher density uses, the Commission recommends that the Comprehensive Plan be amended to reflect the intended limits of the institutional uses in this area and the intention to preserve the single family character of the Gage Lane neighborhood. The Ordinance detailing the proposed amendments is included in the City Council packet beginning on page 41. Recommended Action: Waive first reading and grant final approval of an Ordinance amending the Comprehensive Plan in support of preserving the long term viability of the Gage Lane neighborhood. 4. Award of Contract for Design Engineering Services for the 8:50 p.m. Waukegan Road Business District Streetscape Enhancement Project PRESENTED BY SENIOR PLANNER PETER COUTANT (847-604-5655) & ASSISTANT CITY ENGINEER RAMESH KANAPAREDDY (847-283-8539) The goals of the Waukegan Road Business District Streetscape Enhancement project are to strengthen the identity of the business district and improve pedestrian and aesthetic characteristics of the area. The area is in a Tax Increment Finance (TIF) District established in 1988 and the project will be funded by TIF dollars budgeted through 2011. In 2006, concepts for improvements were prepared by a design consultant based on input from a Waukegan Road Business District Streetscape Enhancement committee and area business owners. The next step in this process is to procure the services of an engineering firm to undertake design engineering services which involve the preparation of the plans and specifications. The engineering firm being recommended to undertake these services is Engineering Resource Associates, Inc., based on their qualifications, their successful work on other projects in the community and their experience in working with IDOT and Metra, two agencies from which approvals will be required for various aspects of the enhancement plan. The total not-to-exceed amount is $119,936, which is “in line” with engineering costs incurred on similar projects (6% of estimated construction costs). This contract would be financed through the TIF Fund. The design engineering services would be undertaken this winter. The project is anticipated to be bid in the summer with a first phase of construction commencing late summer and early fall. A copy of the proposed contract is included in the City Council packet beginning on page 47. Recommended Action: Award a contract for engineering design services related to the Waukegan Road Business District Streetscape Enhancement project to Engineering Resources, Inc. for a not-to-exceed amount of $119,936. 5. Consideration of first reading of an Ordinance Amending the Code 9:00 p.m. Provisions Relating to Signs Including the Adoption of Signage and Awning Design Guidelines, Revisions to the Temporary Advertising Sign Provisions of the Sign Ordinance and Authorizing Directory Signage. (First Reading) PRESENTED BY SENIOR PLANNER, PETER COUTANT (847-604-5655) DIRECTOR OF COMMUNITY DEVELOPMENT, CATHERINE CZERNIAK As a follow up to the discussion at the Committee of the Whole meeting, an ordinance amending the provisions of the Code relating to signage is presented to the Council for first reading. The amendments are intended to address the following items. 1) Process changes. The revised Code language provides for an administrative review process for approval of replacement signs and awnings that comply with the standards set forth in the Code and the design guidelines. Only signs that are associated with a new development or signs that require a variance from the adopted standards and guidelines would require Building Review Board or Historic Preservation Commission review. 2) Temporary signage. The revised Code language is intended to respond to requests from merchants for more flexibility with respect to temporary advertising signs and more consistent enforcement of the regulations regarding these types of signs. The proposed revisions increase the maximum size of temporary window advertising signs from 5 square feet to 10 square feet and allow the signs to be placed at the storefront glass, rather than setback 18 inches as currently required. Also, at the request of some merchants, outdoor sandwich board signs are permitted in lieu of a window sign. A method of enforcement of the signs involving dated stickers affixed to the signs is provided for in the Code language. The intent is to provide a simple method of tracking temporary signage in a manner that requires minimal staff time while also providing a mechanism to assure compliance with the Code. Staff recommends that this aspect of the signage program be re-evaluated after the first year. 3) Directory Signs. A provision has been included to allow free standing directory signs to be located in distinct shopping districts or areas. These signs are intended to identify and locate businesses within a reasonable walking distance of each other in areas such as, but not limited to, Market Square, along Westminster or in the Settler’s Square area. 4) Design Guidelines. The proposed design guidelines are intended to provide basic parameters for designers and business owners in developing signage proposals. Like the City's Residential Design Guidelines, the signage guidelines will be an appendix document referenced in the City Code. The document provides numerous photographs and illustrations in an effort to be user friendly. The guidelines were crafted around the successful characteristics of the existing signage in the business districts. 5) Clarification and Legal Issues. As part of an ongoing process, some language changes are proposed to clarify areas of the Code relating to signage where, based on experience in implementing the language, confusion or uncertainty has occurred. In addition, language changes as recommended by the City Attorney and reviewed by the Legal Committee are also incorporated. A copy of the Ordinance is included in tonight’s Committee of the Whole packet. Recommended Action: Grant first reading of an Ordinance amending the provisions relating to signage in the City Code. 6. Consideration of an Ordinance Amending Chapter 37 of the City Code 9:10 p.m. to Require Utilities to Disclose Construction Plans for the Public Rights-Of-Way (First Reading and Final Approval) PRESENTED BY CITY ATTORNEY VICTOR FILIPPINI Attached beginning on page 71 is a draft ordinance amending the construction standards for the right-of-way to address the issue of disclosure of all facilities that the utility may intend to install or may be clearly required (such as if a component that you know is needed to provide service isn't in the application) within 18 months of filing the permit application.   Also included is that future permit applications must conform to this plan when filed within six months after the plan is filed unless a variance is granted.  Since the ICC will also have jurisdiction over many of these facilities, and the ICC may made determinations of "need" for facilities, we did not extend the six months to the full length of the 18 month plan. Recommended Action: Waive first reading, and if desired by the City Council, grant final approval of the ordinance amending the city code to require utilities to disclose construction plans for public rights-of-way. NEW BUSINESS 1. Consideration of a Recommendation to Purchase of a New Ambulance 9:15 p.m. PRESENTED BY FIRE CHIEF JEFF HOWELL (847-615-4240) Background The Fire Department averages approximately 1,500 ambulance calls per year. The acquisition of a new ambulance will extend the life of our current fleet and allow our department to meet the needs of the residents. The new ambulance would be in service in approximately six months. Staff is requesting City Council’s approval of the purchase at this evening’s meeting. Purchase Process The Fire Department has tried multiple ambulance bodies over the years, each time refining how to better serve the residents of Lake Forest. Ambulance manufactures such as Road Rescue and Wheeled Coach have proven to be lesser quality units for their overall construction (incomplete weld seams, unreliable cabinet latches, corrosion, etc.). Fire Department staff has spent significant time researching the various ambulance manufactures, specifically which companies have proven success amongst Chicago area Departments. Horton Emergency Vehicles is the longest standing ambulance manufacturer in the nation. It is known for its highly sophisticated design and construction, and moreover, its long term reliability in addition to being a manufacture who conducts crash tests their products. The Village of Lincolnshire utilizes all Horton equipment for its ambulance fleet and the City of North Chicago is still using its Horton rescue vehicle that was built in 1978. The Cities of Naperville, Oak Brook, Joliet, Aurora and Zion also use Horton ambulance equipment. Recognizing quality and reliability to be the most important aspect, staff is requesting that the bidding process be waived and that a direct purchase be made with Horton Emergency Vehicles. This is a similar process used when purchasing fire engines, ladder trucks, etc. The total amount for the new ambulance and miscellaneous equipment to outfit the vehicle is approximately $250,000. This purchase can be made possible due to the generosity of Lake Forest Place which has donated $250,000 to the City for this purchase. Recommended Action: Accept the donation from Lake Forest Place, waive the bidding process, and award the purchase of an ambulance from Horton Emergency Vehicles, and additional miscellaneous equipment to out fit the vehicle in the amount of $250,000.00 (see Attached sheets beginning on page 78). ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 9:25 p.m. ADJOURNMENT 9: 25 p.m. Office of the City Manager January 3, 2008 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) 615-4271 promptly to allow the City to make reasonable accommodations for those -persons. January 7, 2008 Agenda Page 8