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CITY COUNCIL 6-16-08 council agendaTHE CITY OF LAKE FOREST COUNCIL AGENDA Monday, June 16, 2008 7:30 p.m. City Council Chambers CALL TO ORDER AND ROLL CALL 7:30 p.m. Honorable S. Michael Rummel, Mayor David D. Grumhaus, Alderman First Ward Thomas H. Morsch, Jr., Alderman Third Ward Kent E. Novit, Alderman First Ward Greg C. Hanrahan, Alderman Third Ward Stuart M. Widman, Alderman Second Ward John A. Looby III, Alderman Fourth Ward Renard Goltra, Alderman Second Ward Robert T. Palmer, Alderman Fourth Ward PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 7:30 p.m. 1. Comments by Mayor A. Appointments to Boards and Commissions The following appointments are being recommended: SENIOR RESOURCES COMMISSION NAME OF MEMBER APPOINT/REAPPOINT WARD James A. Buzard Appoint 3 LEGAL COMMITTEE NAME OF MEMBER APPOINT/REAPPOINT WARD Peter B. Hamilton Appoint 1 CROYA BOARD NAME OF MEMBER APPOINT/REAPPOINT WARD Francis C. Farwell Appoint and as Chairman 3 Mary Kneibler Appoint 1 Jim Thiel Appoint 4 BOARD OF FIRE AND POLICE COMMISSIONERS NAME OF MEMBER APPOINT/REAPPOINT WARD Phillip Foss Appoint as Chairman 2 New volunteer profile sheets are attached beginning on page 6. Recommended Action: Approve the new appointments to Boards and Commissions. 2. Comments by City Manager 7:40 p.m. 3. Comments by Council Members 7:45 p.m. 4. Council Committee Reports 7:50 p.m. A. Finance Committee Report PRESENTED BY FINANCE COMMITTEE CHAIRMAN ALDERMAN DAVID GRUMHAUS OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS CONSENT AGENDA 7:55 p.m. 1. Approval of the Minutes of the June 2, 2008 Regular Council Meetings A copy of the minutes is attached beginning on page 16. 2. Award of Contract for Design Engineering Services related to the Rt.60/Field Ct./Conway Farms Drive Intersection Improvements The final design (Intersection Design Study) for the upgrade of the Rt.60/Field Ct./Conway Farms Drive has been set. The planned upgrades include the construction of new right turn lanes on Rt. 60 into both Field Ct., to the north, and Conway Farms Drive, to the south. The upgrades also include lengthening the existing left turn lanes on Rt.60 and removing the existing traffic signals mounted on span wire with new traffic signals mounted on poles. 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 T.Y. Lin International who undertook the Intersection Design Study for this intersection and also provided the design engineering services for the Rt. 60 Tollway Bridge Expansion Project which abuts this project. The total lump sum amount is $42,000, which is “in line” with engineering costs incurred on similar projects (5% of estimated construction costs). This contract is being financed through a $1.5 mil. contribution from CF Land Corporation and Lake Forest Estates, L.L.C. The design engineering services would be undertaken this summer. The project is anticipated to be bid this fall with construction undertaken this fall and next spring. It is recommended that the Contract for engineering design services related to the Rt.60/Field Ct./Conway Farms Drive Intersection Improvement Project be awarded to T.Y. Lin Intersection for a Lump Sum amount of $42,000. 3. Award of Contract for the 2008 Annual Sidewalk Replacement Program Bids for the 2008 Sidewalk Replacement Program were received and opened on June 6, 2008. This is an annual program that replaces defective sections of sidewalk and curb and gutter. A portion of the contract will be used to install a new sidewalk, along the east side of Conway Farms Rd, connecting Old Bridge Rd to Rt. 60. This new sidewalk construction was mandated by IDOT as part of the Intersection Design Study approval for the Field Ct/Conway Farms Rd and Rt. 60 intersection improvement. Upon crossing Rt. 60 this new sidewalk will connect to an existing sidewalk on the east side of Field Ct. A summary of the bids received are as follows: BIDDER BID AMOUNT D’ Land Construction $77,903.50 A & R Cement $81,850.00 Suburban Concrete, Inc. $86,425.00 Schroeder & Schroeder $96,517.00 Meridian Construction $105,578.50 B & G Services $106,800.00 7. Globe Construction $116,368.50 8. Alliance Contractors $193,665.00 Engineers Estimate $94,400.00 The low bidder, D’ Land Construction, has extensive experience working in sidewalk and curb & gutter removal and replacement. The township of Warren, Village of Gurnee and City of Waukegan have been using this contractor for the past few years and are all very satisfied with the contractor. D’ Land Construction bid is under the Engineer’s Estimate of $16,496.50. Work on this project is expected to begin in early July and completion by early August, prior to start of school year. The recommendation is to award the contract for the 2008 Annual Sidewalk Replacement Program to D’ Land Construction in the amount of $77,903.50 to include authorization to expend, if necessary, an additional amount not-to-exceed 5% of the contract award for unforeseen change orders that may occur during the administration of this project. Recommended Action: Approval of the Consent Agenda as presented. ORDINANCES 8:00 p.m. 1. Approval of an Ordinance Amending Chapter 4 of the City Code to Allow for the Extension of Liquor Licenses to 1:00 a.m. (Final Approval) PRESENTED BY DEPUTY CLERK BETH MARQUEZ (847-615-4269) This item received first reading approval at the June 2, 2008 City Council meeting. At the May 19th City Council meeting, there was discussion on the possibility of extending liquor licenses to be able to serve alcoholic beverages until 1:00 a.m. This discussion was brought forward for Council discussion after the City received a few requests from restaurants to extend the license in order to better serve their patrons. Owners and Managers of restaurants holding liquor licenses were also encouraged to attend the Council meeting or submit their comments to the City Clerk’s office on this issue. There being a consensus among the Council in support of such an amendment to the City Code, a proposed ordinance has been drafted for Council consideration, in which a copy is attached beginning on page 21. Changes have been made to the ordinance since first reading approval was given, taking into consideration concerns by Council members raised on the closing of the bar versus when then “last call” is given, and concerns raised on the outdoors dining hours. After the June 2nd Council meeting, a meeting was held on June 9th with the restaurant managers and owners of those establishments that are interested in taking advantage of the extension of their liquor license. There was discussion on the issues raised by Council members on the enforcement of the ordinance such as the bar closing at 1:00 a.m. under the new ordinance, and not having “last call” at 1:00 a.m. There was also discussion on concerns raised on extending the serving of alcohol to patrons in the outside dining areas at 1:00 a.m. Recommended Action: Grant final approval to an ordinance amending Chapter 4, “Alcoholic Beverages” of the City Code to allow for the extension of liquor licenses to serve until 1:00 a.m. 2. Consideration of a Code Amendment to Chapter 49 (Public Nuisances) 8:10 p.m. Section 15 (Maintenance of Property) as it Relates to Management of Vegetation (First Reading) PRESENTED BY CODE ENFORCEMENT OFFICER PAUL PETERSEN (847-283-8546) At the direction of the Mayor, a Code amendment clarifying and adding specificity to the City Code as it relates to yard maintenance is presented for City Council discussion and if desired, first reading. Due to the current economic climate, an increased number of residential properties in the City are unoccupied this spring. Some of these properties are in foreclosure and others are on the market or simply unoccupied. As a result, the City is receiving a greater number of complaints about over grown and uncared for lawns. City staff is responding to these complaints and in most cases, property owners are responsive. However in a few circumstances, the owners are difficult to locate or do not take action as requested. The existing Code requires maintenance of yards, but does so in broad language rather than specifying exactly at what point lawns become “overgrown”. Staff has reviewed Codes from other communities and recommends that the Code be augmented to specify that grass and weeds in excess of 8” in height constitute a violation of the City ordinance. A matrix showing the maximums established in other communities is included in the Council packet for information. The language exempts natural areas and areas established as no-mow areas in developments. The recommended amendment is not intended to be a comprehensive revision of the City’s nuisance provisions, but instead, a quick amendment that will provide staff with the tools and support necessary to address recent yard maintenance issues. An ordinance amending the Code is included in the Council packet beginning on page 24. If directed to do so by the Council, and based on Council discussion and input from the City Attorney, the ordinance will be modified and brought back to Council for final action at the next meeting. Recommended Action: Grant first reading of an ordinance amending Chapter 49 (Public Nuisances) Section 15 (Maintenance of Property) as it relates to management of vegetation. NEW BUSINESS 1. Consideration of a Resolution Approving an Elevator Safety Program 8:20 p.m. Agreement with the Illinois State Fire Marshal and Adopting Elevator Safety Standards. PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT CATHERINE CZERNIAK (847-615-4299) The Community Development Department administers the City’s Elevator Safety Program. As part of this program, the City contracts with a private firm comprised of individuals who hold the necessary certifications to review plans for new elevators, inspect new elevators and conduct the required periodic inspections of existing elevators. Recently, the Office of the Illinois State Fire Marshal established requirements that must be met in order for the City to continue to operate its elevator inspection program as it has for many years. To continue the current elevator safety program, the City must enter into an agreement with the Illinois State Fire Marshal. A copy of the Agreement, as developed by the Office of the State Fire Marshal, is included in the Council packet beginning on page 28. If the City chooses not to enter into the agreement, the City will no longer be able to oversee the review of new elevators and periodic inspections of existing elevators at the local level. The plan reviews and inspections will need to be coordinated by individual property owners through the State Fire Marshal’s office. Although this recent change constitutes an unfunded mandate, it does not represent a significant burden on City staff. Maintaining the Elevator Safety Program at the local level is important in order to provide reliable, prompt and user friendly services to businesses and institutions in our community. The provisions of the agreement required by the Office of the State Fire Marshal establish various monthly and annual reporting requirements. City staff has reviewed these reporting requirements with the City’s elevator contractor and determined that these requirements can be satisfied with minimal additional staff time being devoted to this program. Currently, the cost to the City for the elevator program, including the contractual arrangement with the elevator inspection service, is fully funded by elevator inspection fees paid by property owners annually. As part of the budget process for next year, elevator fees will be reviewed in the context of these new requirements to assure that the fees continue to fully cover the cost to the City of this program. Recommended Action: Adopt the Resolution approving an Elevator Safety Program Agreement with the Illinois State Fire Marshal and directing staff to take the steps necessary to allow adoption of the Elevator Standards prescribed in the Agreement by reference. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION ADJOURNMENT 8:25 p.m. Office of the City Manager June 13, 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. June 16, 2008 Agenda Page 5