CITY COUNCIL 2-4-08 council agendaTHE CITY OF LAKE FOREST
COUNCIL AGENDA
Monday, February 4, 2008 7:30 p.m.
City Council Chambers
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
1. Comments by Mayor
2. Comments by City Manager
3. Comments by Council Members
4. Council Committee Reports
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON 7:40 p.m.
NON-AGENDA ITEMS
CONSENT AGENDA 7:40 p.m.
1. Metropolitan Mayors Caucus Greenest Region Compact of Metropolitan Chicago
Staff Contact Superintendent of Public Works Ken Leone (847-615-4300)
The Metropolitan Mayors Caucus (MMC) has encouraged municipalities to sign the Greenest Region Compact (see attachment on page 5 of the Agenda Packet), which promotes sound environmental
practices. The compact lists three priority strategies:
Promote water conservation policies (this we do with our watering restriction ordinance)
Participate in electronics waste collection programs (this we do through SWALCO)
Participate in Northern Illinois Energy Project’s Residential Lighting program
To comply with the third priority and as an incentive to adopting the compact, municipalities that sign up before February 15, 2008 will receive supplies of free compact fluorescent
light (CFL) bulbs to distribute to residents. 500,000 bulbs are available for distribution. The number allotted to each community depends on the number of communities that sign the
compact. So far, Arlington Heights, Buffalo Grove, Des Plaines, Highland Park, Lincolnwood and Prospect Heights have approved the compact.
The compact is voluntary and there are no measurement or verification requirements.
Recommended Action: Authorize the execution of the Metropolitan Mayors Caucus the Greenest Region Compact.
2. Authorization to Purchase Additional Rock Salt
Staff Contact Superintendent of Public Works Ken Leone (847-615-4300)
Lake Forest participates in The State of Illinois Joint Purchasing Program for road salt. Our contract allows us to purchase up to 130% of the contract amount at the State bid price,
which is $41.65 per ton. Once 130% of the contract amount has been fulfilled, there is no further obligation to provide additional salt or to guarantee the bid price even if product
is available.
Snow volume to date is already almost equal to our fifteen-year average (31.5 inches to date vs. a fifteen-year average of 36.75 inches). Also, due to the nature of this winter’s storms,
road conditions have been unusually icy and slippery, requiring us to use above average amounts of road salt.
As of January 29, 2008 we have used 1,840 tons of road salt in 16 ice/snow events and we have an additional 760 tons on hand. Salt already used plus that which is in storage represents
130% of our State contract amount. Our Streets Supervisor estimates we will need to use as much as 1,160 tons of salt for an anticipated 9 to 10 additional ice/snow events during the
remaining two winter months. The 760 tons of salt on hand is 400 tons short of the anticipated need.
Our State bid supplier, North American Salt Company of Overland Park, Kansas, cannot supply us with additional salt at any price. We have found salt available on the spot market:
SUPPLIER LOCATION COST Cargill Deicing Technologies North Olmsted, OH $59.58/ton National Salt Co. Huntley, IL $61.20/ton Conserv FS Wauconda, IL $69.26/ton Central Salt Co. Lemont,
IL $92.00/ton
Availability and pricing changes daily, but we have a quote from Cargill Deicing Technologies for 400 tons of road salt at $59.58/ton that is valid through February 5, 2008. That price
is valid only for the full 400 ton order.
We have spent $118,737.00 to date on salt and liquid deicing chemicals. This is $27,037.00 over the FY2008 Budget amount of $91,700.00. Our salt and deicing costs for FY2008 will total
$142,569.00, which is $50,869.00 over budget. This is the only second time in the last fifteen years that this expense has exceeded budget.
Recommended Actions:
Authorize the purchase of 400 tons of road salt from Cargill Deicing Technologies at $59.58/ton, for a total delivered amount of $23,832.00.
3. Authorization to Purchase Deerpath Community Preschool Playground Equipment
And Poured-in-Place Surfacing
Staff Contact Director of Parks and Recreation Mary VanArsdale (615-4332)
Deerpath Community Preschool Playground replaces the Kinderhaven Preschool Playground that was removed by the CROYA Student Union addition. This new preschool community playground will
be constructed on the east side of the Recreation Center located at 400 Hastings Road. The playground design page 7, includes age-appropriate ground and elevated play equipment, a bay
of swings, a circular tricycle path, an art easel creative area and sand play space along with necessary landscaping throughout. Fencing the entire playground was also necessary to ensure
safety from vehicular traffic on the newly added roadway along the east side of the Recreation Center. This playground was suppose to have been built in the Fall of 2007 but only one
company bid on the design and it was too costly (total cost of $528,435). The Parks and Recreation Board rejected the bid and directed staff to re-design the playground to meet program
needs as well as financial resources with the overall goal of completing construction of the playground by May 2008. Kinderhaven has been without a playground this year and we would
like to deliver the promised new playground before the school year ends and before our grant funding expires in June 2008. As a result, staff involved Kinderhaven parents, Parks and
Recreation Board Members and staff with re-designing the playground this fall and are currently out to bid for its spring construction.
Funding for this project is budgeted in the FY2008 and FY2009 Park and Public Land Fund with $230,000 from impact fees, $50,000 from the special recreation fund and $75,000 from a grant
from the Illinois Department of Commerce and Economic Opportunity (for a total project budget of $355,000). While researching the playground re-design, staff learned of an opportunity
to save funds on the playground equipment and poured-in-place surfacing material by participating in a national purchasing program, called US Communities. US Communities is a national
collaborative purchasing program for non-profit and local government agencies that establishes the best price by conducting a national competitive bid for a wide range of playground
equipment, site furnishings, playground surfacing and park structures. Because US Communities has already conducted the public bid process, we can place the equipment and materials order
directly with their approved vendors. This saves the City 6% in product cost (total savings of $5,602 on this portion of our project) and approximately 4-6 weeks in the construction
schedule; two important benefits to keep this playground within budget and on time for delivery.
Therefore, staff is seeking City Council approval to move ahead immediately with the purchase of the playground equipment and Poured-in-Place surfacing materials via approved vendors
of the US Communities program. It is necessary to take this project in two bids (phases) so that the equipment is received by the time that remaining project components are ready to
go forward. Landscape Structures is our playground vendor of choice and is a US Communities approved vendor and through whom we would place our playground equipment and surfacing materials
order. The total playground equipment cost for the elevated and ground pieces including shipping is $63,425 (savings of $3,960) and the Poured in Place surfacing with a 6 feet fall height
equals $27,360 (savings of $1,642).
This will leave the project with a balance of $264,215 for the remaining construction work that currently out to public bid. Staff will be returning before City Council at its February
22nd meeting to provide the results for the City’s public bid on the remaining components of the playground construction including site grading, earthwork, drainage, fencing, concrete,
installation and landscaping costs.
Recommended Action: Approve the purchase of playground equipment and poured-in-place playground surfacing via US Communities, a national collaborative purchasing agent for a total bid
price of $90,785. The purchase will be placed with Landscape Structures, an approved vendor of the US Communities program, and would include playground equipment purchase of $63,425
and surfacing materials totaling $27,360.
4. 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 1,375,185.94 183,772.02 1,558,957.96 PAYROLL 1,695,925.68 189,053.20 1,884,978.88 TOTALS 3,071,111.62 372,825.22 3,443,936.84
The motion is for the approval of Authorized Invoices and Payrolls for January 2008.
Recommended Action: Approval of the Consent Agenda as presented.
ORDINANCES 7:45 p.m.
NEW BUSINESS 7:45 p.m.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 7:45 p.m.
ADJOURNMENT 7:50 p.m.
Office of the City Manager
February 4, 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.
February 4, 2008 Agenda Page 2