CITY COUNCIL 7-21-08 council agendaTHE CITY OF LAKE FOREST
COUNCIL AGENDA
Monday, July 21, 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
Appointments to Boards and Commissions, page 8
POLICE AND FIRE COMMISSION
NAME OF MEMBER APPOINT/REAPPOINT WARD Luke Knecht New Appointment 3
HISTORIC PRESERVATION COMMISSION
NAME OF MEMBER APPOINT/REAPPOINT WARD Kurt Pairitz New Appointment 1
B. Recommendations for Appointment to the CBD Ad Hoc Task Force
C. Approval of the Amendment to the Employment Contract with City Manager Robert Kiely
2. Comments by City Manager 7:45 p.m.
3. Comments by Council Members 7:50 p.m.
4. Council Committee Reports 7:55 p.m.
A. Finance Committee Report
PRESENTED BY FINANCE COMMITTEE CHAIRMAN
ALDERMAN DAVID GRUMHAUS
1. Consideration of the Annual Appropriation Ordinance for FY2009
and Approval of Rollovers (Final Approval)
While the annual municipal budget represents The City’s financial “plan” for expenditures over the course of the fiscal year, the annual Appropriation Ordinance is the formal legal mechanism
by which the City Council authorizes the actual expenditures of funds budgeted in the annual budget. It appropriates specific sums of money by object and purpose of expenditures. State
statutes require the passage of an Appropriation Ordinance which must be filed with the County Clerk by the end of July.
The Appropriation ordinance provides for a 10% “contingency” in the expenditures in an amount above those actually budgeted. Each separate fund includes an item labeled “contingency”
with an appropriate sum equivalent to 10% of the total funds budgeted. This practice has been followed for the past twenty-seven years and has worked very efficiently, while still providing
for complete City Council control over budgeted expenditures. Importantly, The City Council and City staff follow the adopted budget as its spending guideline, not the Appropriation
Ordinance.
Without the contingency, the City Council would have to pass further modifications to the amended Appropriation Ordinance to cover any unforeseen expenditures exceeding the budget.
In order to provide more accurate and efficient accounting and budgeting of City funds, an annual rollover of funds is required. This eliminates both under and over budgeting of funds
in the new fiscal year and is a widely used standard practice for most municipal governments. The majority of items on the attached rollover list consist of projects that were appropriated
in FY2008 and will not be completed until FY2009.
In addition, the City Council subsequently approved funding of $500,000 for the Rt. 60 Community Park. Also, $230,000 has been added for the Michigamme Lane water main and $155,000 for
storm sewer lining. These two projects will be brought to the City Council when the contracts need to be approved.
School District 67 does not recognize the Appropriation Ordinance in their budgeting or auditing standards. However, due to the fact they are a special charter district, their budget
must be included in our Appropriation Ordinance.
Summary of the Amounts Appropriated from the Several Funds
The City of Lake Forest Fund Rollover and Additions
Budget Total Appropriation General $ 509,000 $ 31,758,276 $ 32,267,276 $ 35,494,004 Fire Pension 0 1,376,060 1,376,060 1,513,666 Police Pension 0 1,644,953 1,644,953 1,809,448 Emergency
Telephone 0 373,956 373,956 411,352 Park and Public Land 112,913 1,092,383 1,205,296 1,325,826 Senior Resources Commission 0 591,621 591,621 650,783 Motor Fuel Tax 26,669 2,495,000 2,521,669 2,773,836 Parks
and Recreation 2,488 6,846,640 6,849,128 7,534,041 Special Recreation 0 264,671 264,671 291,138 Cemetery Commission 6,046 698,029 704,075 774,483 Elawa
Farm – Operating 0 84,193 84,193 92,612 Foreign Fire Insurance 0 125,000 125,000 137,500 Drug Asset Forfeiture 0 10,000 10,000 11,000 Alcohol Asset Forfeiture 0 30,000 30,000 33,000 Public
Library 0 3,557,324 3,557,324 3,913,056 West Lake Forest TIF 92,235 2,199,464 2,291,699 2,520,869 SSA 29 – Saunders Road 0 158,369 158,369 174,206 Capital Improvement 89,624 3,907,661 3,997,285 4,397,014 Storm
Sewer – 2004B Bonds 155,000 115,000 270,000 297,000 Rt. 60 Bridge 0 926,911 926,911 1,019,602 Rt. 60 Intersection 0 163,520 163,520 179,872 Rt.60 Academy Woods Imp 0 168,522 168,522 185,374 MS
Building 0 18,939,000 18,939,000 20,832,900 2008 Bond Rt. 60 0 1,889,300 1,889,300 2,078,230 Rt. 60 Fitzmorris 0 1,629,602 1,629,602 1,792,562 Water and Sewer 0 7,544,269 7,544,269 8,298,696 Water
and Sewer Capital Fund 238,146 1,946,000 2,184,146 2,402,561 Deerpath Golf Course 0 1,493,574 1,493,574 1,642,931 Fleet 0 1,562,255 1,562,255 1,718,481 Self Insurance 0 3,667,000 3,667,000 4,033,700
Sub-total $ 1,232,121 $ 97,258,553 $ 98,490,674 $ 108,339,743 School District 67 Education $ 0 $ 26,986,975 $ 26,986,975 $ 26,986,975
Operations, Building and Maintenance 0 4,747,227 4,747,227 4,747,227 Capital Projects 0 1,940,749 1,940,749 1,940,749 IMRF/Social Security 0 665,438 665,438 665,438 Working
Cash 0 20,000 20,000 20,000 Transportation 0 1,093,664 1,093,664 1,093,664 Sub-total $ 0 $ 35,454,053 $ 35,454,053 $ 35,454,053
Grand Total $ 1,232,121 $ 132,712,606 $ 133,944,727 $ 143,793,796
Rollover Only
San Sewer/Wtr Imp 2003C Bd $ 12,112 Total $ 1,244,233
Recommended Action: Grant final approval of the ordinance and the rollovers. A copy of the ordinance is available for review by the public in the City Clerk’s office.
2. Telecommunications Network Project Phase II 8:05 p.m.
Staff Contact: Marcus Peccia, Assistant City Manager
As previously discussed at this evening’s Finance Committee meeting, Columbia Telecommunications (CTC) the City’s consultants, have completed the first five tasks and have started the
sixth, as identified in the matrix on page 13, has met and shared their findings with City and School District staff, School District Board members (from both Districts), and the City’s
IT Ad-Hoc Committee.
In summary, the IT Ad-Hoc Committee and the representatives from the two School Boards agreed that CTC’s design meets the long-term needs of the City and Schools, and is a “win/win”
for all. Additionally, the Committee continues its support of this network expansion project based on the following three vision statements (in no specific order):
Enhanced Public Safety with the linking of Fire Station #2 with the Public Safety Building
Enhanced educational delivery and opportunity for the teachers and students
Provides the opportunity to co-locate equipment/fiber at District facilities, and vice-versa, to improve and promote disaster recovery and redundancy through out the system
CTC will report on the status of the project that includes sharing their key findings and laying out our next steps. In addition, Kathy Reinertsen, Finance Director, will re-address
the potential funding sources, which includes the issuance of bonds using the Waukegan Rd. TIF Funds (in calendar year 2009), infrastructure sharing with Abbott, and use of other telecommunication
provider’s infrastructure. The attached worksheets, beginning on page 14, outline the potential TIF revenue available and the options for borrowing based on the revenue stream. Although
borrowing against the TIF revenue would not appear on the tax bill, an update of potential levied debt service capacity is also included. Additionally the City and Schools have begun
the process of drafting an intergovernmental agreement that will cover a variety of sharing issues including funding, which currently has the City responsible for 2/3rds of the project
costs, based on CTC’s analysis.
Recommendations:
Acceptance of the IT Ad-Hoc Committee’s recommendation and CTC findings
Authorize the City Manager to continue and extend the City’s contract with Columbia Telecommunications for Phase II, not-to-exceed $11,700, for the development of detailed design specifications
and the coordination of the contractor selection process.
B. Public Works Committee Report 8:20 p.m.
PRESENTED BY PUBLIC WORKS COMMITTEE CHAIRMAN
ALDERMAN JOHN LOOBY
1. Award of Bid and Approval of a Resolution relating to the 2008 Sewer Lining Project in conjunction with the Consortium Grant with Highland Park, Lake Bluff and Highwood
Details of the recommendations will be sent out via email prior to the City Council meeting for the Council’s review and consideration.
2. Award of Contract for Ahwahnee, Michgamme Lane and 8:25 pm.
Sheridan Road Watermain Replacement Project
Bids for the Ahwahnee Road, Michgamme Ln and Sheridan Road Water Main Replacement Project were received and opened on July 15, 2008. This project involves the replacement of the water
main on Ahwahnee Road, from Michgamme Ln to Deerpath; Michgamme Ln, from Ahwahnee Road to cul-de-sac; and Sheridan Road, from Spruce to north City limits. The engineering design was
undertaken by Bleck Engineering Company.
The following is a summary of the bids received:
BIDDER BID AMOUNT Bolder Contractors, Inc. $1,460,333.25 Berger Excavating Contractors, Inc. $1,596,127.35 Lenny Hoffman Excavating, Inc. $1,674,855.00 Di Meo Brothers, Inc. $1,686,859.00 Joel
Kennedy Construction Corp. $1,786,167.00 Campanella & Sons, Inc. $2,103,531.95 Engineer’s Estimate $1,612,372.00
The low bidder, Bolder Contractors, Inc. (Bolder) has no experience working in Lake Forest. The municipalities of Deerfield, Evanston, Glenview, Highland Park, and Wilmette have used
this contractor in the past. City staff checked the references on projects of similar size and scope and found their performance satisfactory.
Although their low bid is under the Engineer’s Estimate, it is over the proposed budget amount. This is due to the rising cost of materials and asphalt. The average cost per lineal foot
of ductile pipe iron has increased 50% over the last year whereas the asphalt prices have doubled in the same period. The watermain replacement under Michgamme Ln, from Deerpath to cul-de-sac,
was added to the scope of the project to complete the construction schedule in the neighborhood and avoid future disruption to the residents.
As part of this year’s emergency road rehabilitation program, a few watermain replacement projects that were in the current 5-yr CIP have been adjusted for a holistic approach to do
infrastructure projects. The Ahwahnee Road watermain was scheduled for replacement in FY’11 whereas the Sheridan Road was scheduled for replacement in FY’ 13. The past two winters and
following freeze-thaw cycles has deteriorated the Ahwahnee Rd and Sheridan Rd pavement beyond the scope of the in-house staff maintenance responsibilities. In order to accomplish both
the pavement resurfacing aspect and the watermain replacement aspect, the 5-yr watermain replacement schedule has been revised accordingly. Such adjustment will be beneficial to the
City in terms of savings in infrastructure maintenance but more importantly the residents will be inconvenienced for a shorter duration.
If awarded, the project would commence in August and completed in November. This project is being funded through the Water and Sewer Fund.
Recommended Action: Award a contract for the Ahwahnee Road, Michgamme Ln and Sheridan Road Water Main Replacement Project to Bolder Contractors, Inc. in the amount of $1,460,333.25 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.
Environmental Policy Committee Report 8:35 p.m.
PRESENTED BY COMMITTEE LIASION
STUART WIDMAN
The Environmental Policy Committee met on Monday July 14, 2008 to discuss among other things the City’s upcoming expanding recycling program. One issue the Committee sought City Council
direction on is to issue additional recycling bins at no charge to residents in an effort to promote recycling. Normally the City sells the bins for $10 per bin. City staff will be
on hand to brief the Council on the expanded program and answer any question regarding distribution of bins.
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
CONSENT AGENDA 8:45 p.m.
1. Appointment of Lt. Allan Andrew as the New City’s ESDA Coordinator
A copy of the notice appointing Lt. Andrew is attached beginning on page 19.
Recommended Action: Approval of the Consent Agenda as presented.
ORDINANCES 8:50 p.m.
1. AN ORDINANCE AMENDING CHAPTER 27, ARTICLE VII OF THE CITY CODE, REGARDING THE SENIOR RESOURCES COMMISSION
PRESENTED BY OFFICE OF THE CITY MANAGER INTERN
JENNIFER POLLITT (615-4256)
As the request of the Mayor, City staff has been charged with reviewing our current Codes as they relate to our Boards and Commissions, in an effort to standardize and make the various
ordinances more uniformed, relevant and up-to-date, as well as to prepare a list of current non-functioning Boards and/or Commissions that could be officially eliminated. Attached to
your packet on page 21 is an estimated timeline for reviewing the Board/ Commission ordinances.
With direction from the City Manager, Marcus Peccia, Assistant City Manager, Beth Marquez, Deputy City Clerk, and Jennifer Pollitt, City Manager’s Intern, have been orchestrating this
review process, and will be meeting with the various Boards and Commissions in the coming months to discuss any conceptual changes that may or may not be needed to their Ordinances.
To date, staff has met with Marge Burda, Senior Center Director, and the Senior Resources Commission, and attached, beginning on page 22 is a copy of a summary matrix that identifies
the areas within their Ordinance that the Senior Resource Commission and staff are requesting that the Council consider ratifying this evening, through the passage of an amended Ordinance
pertaining to the Senior Resource Commission. Please see amended Ordinance beginning on page 23.
Recommended Action: Waive first reading, and if desired by the City Council, grant final approval of an ordinance amending the City Code relating to the Senior Resources Commission.
NEW BUSINESS
1. Award of Contract for the Building Demolition Services for 998 9:05 p.m.
North Western Avenue (the old Cable TV office)
PRESENTED BY PUBLIC WORKS SUPERINTENDENT
MICHAEL THOMAS (847-615-4265)
On Thursday, June 26, 2008 the City Staff published an invitation to bid in the local paper and invited additional contractors to bid on the Building Demolition Services for 998 North
Western Avenue, formally the Cable TV Office. The City received three (3) proposals from contractors on Thursday, July 10, 2008 (see bid tab below).
The demolition on the property includes the building, asphalt drive & parking lot, and the entrance sidewalks to the building. In addition, the project includes the complete backfilling,
grading, landscaping and site clean up of the property. The demolition services will be scheduled to take place after the Lake Forest Day Celebration and before the High School goes
back into session in early September.
The building demolition and grading improvements to the property are the first step to prepare the intersection for the realignment improvements included in Phase I of the Western Ave.
Project scheduled to commence next year. In the late 1990’s the City purchased the building and the adjacent property to the south for the sole purpose to realign the North Western
Ave. and Woodland Rd. intersection.
On July 11, 2008, City Staff received the following bids for this work:
Company Bid Amount AKA Wrecking Company $23,900 Meridian Industrial Services $29,000 Lake County Grading Company $31,680
AKA Wrecking Company’s proposal met all of the required specifications and their references gave favorable responses. The funds for the building demolition services have been budgeted
in the F.Y. 2009 General Capital Improvement Budget.
Recommended Action: Award of bid to AKA Wrecking Company, LLC for $23,900 for the Building Demolition Services for 998 North Western Avenue; this is $16,100 under the $40,000 budgeted
amount. Additionally, staff is requesting a 5% contingency for any unforeseen issues during this project.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
1. Consideration of Action re: Pending Litigation 9:15 p.m.
ADJOURNMENT 9:20 p.m.
Office of the City Manager
July 21, 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.
July 21, 2008 Agenda Page 7