CITY COUNCIL 5-5-08 council 1st agendaTHE CITY OF LAKE FOREST
COUNCIL AGENDA
Monday, May 5, 2008 7:30 p.m.
City Council Chambers
FIRST SESSION
(2007-2008 City Council)
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
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS 7:30 p.m.
1. Comments by Mayor
2. Comments by City Manager 7:35 p.m.
A. Discussion and Consideration of a Street Closure for Church of the
Holy Spirit Spring Fair
Comments by Council Members
Council Committee Reports 7:45 p.m.
A. Finance Committee Report
PRESENTED BY CHAIRMAN ALDERMAN DAVID GRUMHAUS
1. Approval of the Comprehensive Fiscal Plan for FY2009
The Finance Committee has reviewed the various components of the Comprehensive Fiscal Plan for FY2009 (May 1, 2008 - April 30, 2009) at several public meetings during the past six months.
The Chairman will review the proposed Comprehensive Fiscal Plan for final approval this evening.
Recommended Action: Approval of Comprehensive Fiscal Plan for
Fiscal Year 2009.
2. Approval of FY2009 Personnel Policies, Practices and Official Pay Plan
The Fiscal Year 2009 Personnel Policies, Practices and Official Pay Plan are included in the budget document. Human Resources Director DeSha Kalmar will be present to review the highlights.
Recommended Action: Approval of the FY2009 Personnel Policies, Practices and Official Pay Plan.
CONSENT AGENDA 7:50 p.m.
1. Approval of Authorized Invoices and Payrolls
During the month of April the following amounts were disbursed from the Cashier’s Account:
GENERAL FUND WATER TOTALS INVOICES 894,634.16 151,952.74 1,046,586.90 PAYROLL 1,100,289.56 128,367.90 1,228,657.46 TOTALS 1,994,923.72 280,320.64 2,275,244.36
The motion is for the approval of Authorized Invoices and Payrolls for April 2008.
2. Authorization of Treasurer’s Warrants to Meet Expenses of May, 2008
The motion is to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the May 2008 audited accounts.
3. Acceptance of a Letter of Intent/Memorandum of Understanding relating to the Inter-jurisdictional Housing Initiative
A copy of the letter is attached beginning on page 8. This was discussed at the April 7th Committee of the Whole meeting.
4. Award Of Contract For Thermo Plastic Striping
The City of Lake Forest participates in the Northwest Municipal Conference’s (NWMC) annual contractual thermo plastic striping bid program. Participation in this program insures that
we receive quality workmanship and competitive pricing. The NWMC bid winner and recommended thermo striping contractor for 2008 is Superior Road Striping.
The FY2009 Capital Improvement Budget contains $36,000 for this work.
The Recommended Action is to approve a contract with Superior Road Striping in an amount not to exceed $36,000 for thermo plastic striping of approximately 63,547 linear feet of roadway.
(Staff contact: Michael Silvestri, Streets Supervisor, 847-615-4230)
Recommended Action: Approval of the Consent Agenda items as presented.
NEW BUSINESS
1. Rt. 60 Park Phase IB Construction Award and Naming Authorization 7:55 p.m.
PRESENTED BY DIRECTOR OF PARKS AND RECREATION MARY VAN ARSDALE AND
JJR VICE-PRESIDENT, PAUL WIESE (847-615-4332)
Background materials on this item are included in the May 5, 2008 Committee of the Whole packet.
As reported to City Council in March, staff has been moving forward with the next phase of development for the Rt. 60 Park. As you may recall, Phase IA which included the park infrastructure
was completed on time and on budget this past December. In addition, staff has been preparing the first year use schedule and working with the Parks and Recreation Board on selecting
a name for this new community asset. In March 2008 staff conducted a public bid process for Phase IB of the site development which includes construction of the various recreation amenities
and identified alternates. The City received official notification on April 28, 2008 from the Illinois Department of Natural Resources that the Governor has approved our $400,000 matching
OSLAD grant. As a result, staff is prepared to move forward with the next phase of the park project pending City Council approval of the construction award and naming authorization.
Information for review in this packet includes:
1) Approval of Official Park Name
2) Approval of Additional Professional Service Fees
3) Parking Lot and Schedule of Use Overview
4) Bid Results, Funding Overview and Authorization to Award Construction Contract
Item #1: Approval of Official Park Name
The Park and Recreation Board has investigated and discussed a name for the new Route 60 Park over the past 6 months. Suggestions for names have been solicited via a variety of community
efforts including the 2007 July 4th Festival and Fireworks, a suggestion box displayed in the Recreation Center, an entry form placed in the fall program brochure distributed to every
residence, a flyer was sent through all the elementary schools, and our student board member solicited names from the high school population. Over 300 name were submitted through these
outreach efforts. After discussion at several public parks and recreation board meetings, the Parks and Recreation Board selected the name Townline Community Park. This name continued
the tradition of naming parks after geographic location or significant thoroughfares. The addition of “community” in the name helps reflect the size of the park acreage and the intended
programming level to benefit the entire community.
Recommended Action: The Parks and Recreation Board requests City Council action to adopt the name “Townline Community Park” for the new city-owned community park located at 1555 W. Kennedy
Road.
Item #2: Authorization to Award Additional Professional Service Fees
The City’s original contract with JJR for Phase I was approved in March 2007 with a not to exceed amount of $140,000. That contract was based upon one bid package and a total project
budget of $2,000,000. With the opportunity to apply for a $400,000 OSLAD grant, a Friends donation of $300,000 for the park pavilion and requests from a variety of sources including
the Building Review Board, City Council and neighbors, the scope of the initial project was expanded to address additional components and the project was divided into two separate bid
packages (Phase IA and Phase IB). The initial JJR contract, therefore, did not include the park pavilion, drop off circle, two parking bays with alternate surfaces, comprehensive landscape
plan, sport court, or the walking trail. With the addition of the pavilion, JJR also found it necessary to add Wright Heerema Architects as their sub-contractor in order to develop full
architectural and engineering services to provide customization of the structure, meet the requirements of the Building Review Board and craft the necessary construction bid document.
JJR’s additional scope of work request totaling $32,500 is attached along with Wright Heerema Architects sub-contractor proposal to JJR in the amount of $39,500. The total additional
JJR professional service fee of $72,000 is included in the Phase IB total project expenses detailed later in this report. This additional cost covers work through this stage of the project
and will provide the necessary professional support from JJR through the end of Phase IB construction.
Recommended Action: Approve additional professional services fees to JJR in the amount of $72,000.
Item #3: Overview of Parking and Use Needs
At the January 21, 2008 City Council meeting staff was directed to review the intended use schedule for the park and its relationship to parking availability. The base bid for the project
included construction of the west bay of parking only which totals 92 parking spaces. Staff has identified the anticipated use for the park during the first two seasons of operation,
fall 2008 and spring 2009, and prepared an hourly parking chart (see attached). The parking needs will vary by daily use, game versus practice schedules and number of fields used at
a given time. The heaviest use will be during the hours that overlap from one scheduled use to another. Since there will be a heavier usage on the weekends, parking will be at a premium
at that time and staff estimate that approximately 20-30 cars will have to park on the street if only one bay of parking is constructed. The projected overflow is primarily due to the
fact that you must calculate overlap of cars arriving before the prior game has left. Overflow of parking onto Old Bridge Road will pose safety issues and raises concerns for the Stonebridge
residential neighborhood. The only public street in Stonebridge is Old Bridge Road. In addition, it is important to note that the hourly parking projection is based solely upon sport
field users. The totals do not include any potential park visitors that may come to the park for enjoyment of the trails, pavilion, sport court or other open space opportunities. As
a result, staff is strongly recommending that the City build both the east and west bay parking lots as part of Phase IB construction. The cost to build the east bay of parking varies
depending upon choice of pavement surface and is detailed in the section below.
Item #4: Bid Results, Funding Overview and Authorization to Award Phase IB Construction Contract
Community visioning sessions for this project date back to September 2000. The community passed a referendum in November 2002 for $6,000,000 of which $4,052,000 was used in subsequent
years to purchase the property and to construct the road and intersection. In February 2007, City Council approved the Phase I conceptual plan for a new park on Rt. 60 just west of the
railroad tracks. Phase I improvements, as directed by City Council, were budgeted at a total of $1,948,000, which was the remaining portion of referendum funding. Phase I of development
on this 35-acre site identified three multipurpose grid fields, two ball fields, detention, a walking path and a gravel parking lot. In March 2007 the design and engineering firm of
JJR was retained by City Council and they began developing bid specifications, engineering plans and necessary development permits. In July 2007 staff applied for a $400,000 OSLAD matching
grant from the Department of Natural Resources. With the uncertainty of the potential funding from the OSLAD grant and due to the necessary phasing of the earthwork and seeding portions,
JJR and staff determined that it was in the City’s best interest to divide Phase I of the project into two separate bid packages, titled Phase IA and Phase IB. Phase IA began in August
2007.
Phase IA bid components included site preparation, erosion control, earthwork, storm sewer, water well, automatic irrigation system and turf and mesic landscape. This portion of the
project was completed on time and on budget in December 2007 at a total cost of $1,258,700.
In March 2008 staff conducted a public bid process for Phase IB of the site development that includes construction of the various recreation amenities including the baseball fields,
walking trail, parking lot and park pavilion. Additional site features including parking lot surface options, drop off circle, pavilion patios and a sport court were bid as alternates.
The remaining bond portion for this phase of construction is $689,300. We also received confirmation of OSLAD grant funds in the amount of $400,000 and the Friends of Parks and Recreation
has committed a donation of $300,000 to assist with the park pavilion. Therefore, the total available funds for Phase IB are $1,389,300.
Five companies bid on the Phase IB base project and the eight alternates as summarized in the chart below. The base bid of the project included the construction of the baseball fields,
walking path, restroom pavilion and a west bay of gravel parking. There were four alternates bids solicited in order to price two bays of parking with either bituminous or permeable
pavement materials. The low base bid was Team Reil, Inc. However, if permeable paving is a desired alternate, then the lowest bid price changes to Williams Construction. The base bid
and the alternates did match to project cost estimates prepared by JJR. References for Team Reil and Williams Construction have been verified and both companies have completed development
projects in the Chicago land area for a variety of Park Districts. Team Reil, for instance, recently completed the Jewett Community Park project in Deerfield and Williams Construction
is currently working with the City of Lake Forest on its new municipal service facility. With the bid opening held on April 8th, it is critical to award the contract at this meeting
or the City will be legally required to re-bid the project.
Team Reil Williams Construction Copenhaven Construction Cooling Landscape Clauss Brothers Base Bid $1,337,206 $1,430,000 $1,457,350 $1,779,850 $2,348,895 Alternate 1A-West Bay Asphalt
Parking $57,567 $60,407 $44,000 $59,390 $58,675 Alternate 1B-East Bay Asphalt Paving/curb/drainage $145,140 $148,536 $110,000 $162,710 $243,440 Alternate 2A-West Bay Permeable $248,310 $119,350 $163,000 $334,455 $411,276 Alternate
2B-East Bay Permeable $298,410 $247,492 $176,750 $445,970 $529,168 Alternate 3-Drop Off Circle $58,135 $36,460 $17,000 $45,785 $75,853 Alternate 4A-West Patio $30,875 $43,000 $19,000 $45,350 $46,200 Alternate
4B-East Patio $39,188 $51,600 $34,200 $89,055 $64,600 Alternate 5- Sport Court $40,128 $42,490 $29,000 $72,260 $70,500
However, the overall funding reality is that there are insufficient funds available to cover the Phase IB portion of the project. The funding gap varies depending upon the number of
parking bays constructed, parking lot surface selected and the inclusion of the other alternates. The other alternates that were developed out of community and board requests include
a drop off circle, sport court and patios to flank the pavilion. The enclosed Funding Overview Chart will clearly detail the funding needs for each of the park options and illustrates
that the funding gap varies from $390,587 to $860,087.
It is important to note that Staff and the Park Board do not recommend any option that includes gravel parking lots or the building of only one bay of parking. This option would result
in a less than desirable parking lot surface and one that poses safety concerns for the community. Therefore, at the April 24th Parks and Recreation Board meeting, a unanimous decision
was reached to request City Council to award the Williams Construction base bid with alternates 2A-5 including the building of both west and east parking bays with permeable pavement
for a total cost of $2,224,387 contingent upon receiving funding assistance of $860,087 from the City’s surplus funds.
The Parks and Recreation Board and staff can not stress enough what a tremendous new asset this park brings to the community. It is a project that has been anticipated for over ten years
by the residents of all ages and will serve a variety of recreational interests. The park sits at the “west entrance” to the community and will be highly visible to all that travel along
Route 60. Our park project was selected to receive the maximum grant award for park development projects by the Illinois Department of Natural Resources and we were one of only 71 projects
chosen from over 400 applications in 2008. At a time when the City and all residents should be embracing green initiatives we have the opportunity to build a new park that incorporates
green technology through use of an irrigation deep well and permeable pavement or bio-swale parking elements. Through staff efforts, we have received commitments of $700,000 from external
funding sources (OSLAD grant and Friends donation). The low bids were from quality firms, within the estimated cost projections and can meet the desired project timetables. The Park
and Recreation Board and staff request City Council to team together with us in funding this park project at the level needed to deliver the highest quality park that meets the community’s
high level of expectation.
Recommended Action: Award of contract for Townline Community Park Phase IB to Williams Construction in the amount of $1,970,392 (Base bid of $1,430,000 plus Alternates 2A, 2B, 3, 4A,
4B and 5) as well as other identified project expenses estimated at a total of $278,995 (contingency, JJR professional fees, pavilion materials and park site amenities) for a total project
cost of $2,249,387. Project costs will be funded by the 2002 remaining bond funds of $689,300, $860,087 from City surplus funds, $400,000 OSLAD grant and $300,000 from the Friends of
Parks and Recreation.
2. Award of Contract to Business Districts, Inc. in the amount of $29,000 8:10 p.m.
for Economic Development research and consulting services.
PRESENTED BY ECONOMIC DEVELOPMENT COORDINATOR
SUSAN KELSEY (847-615-3522)
The consultant will provide data to support City and property owner’s recruitment efforts, involve residents in updating the economic development vision through focus groups and surveys,
seek Business Roundtable assistance creating an updated economic development vision, produce customized, professional and compelling marketing materials and support City Council for
public policy setting.
Recommended Action: Award the contract for the Economic Development research project to Business District, Inc. in the amount of $29,000.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
A. Appointment of Alderman to Fill Vacant Fourth Ward Aldermanic Position
ADJOURNMENT 8:20 p.m.
Office of the City Manager
May 2, 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) 234-2600 promptly to allow the City to make reasonable accommodations for those persons.
May 5, 2008 Agenda Page 3