CITY COUNCIL 9-15-08 council agendaTHE CITY OF LAKE FOREST
COUNCIL AGENDA
Monday, September 15, 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. Resolution of Recognition for 2008 Olympian Matt Grevers
A copy of the resolution is attached as page 6.
B. Appointment of New Library Board Member – Lisa Dettling
A copy of her Volunteer Profile Sheet is attached beginning on page 7.
2. Comments by City Manager 7: 40 p.m.
A. Report from Lake County Board Member Susan Gravenhorst
B. Report from Robert Westropp on 2009 United Way Campaign
C. Appointment of Administrative Hearing Officers
On April 24, 2008, the City Council approved an ordinance adopting an Administrative Hearing System. At the time it was noted that the administrative hearing system would tentatively
begin in November, 2008 and that the Legal Committee would be reviewing resumes for the position of Administrative Hearing Officer. The Legal Committee is now recommending that Judge
Henry C. Tonigan be appointed as the Administrative Hearing Officer, and Laura O’Connell be appointed as the Alternate Administrative Hearing Officer. A copy of a memo from Chief Buerger
listing the recommended officers is attached beginning on page 9.
Recommended Action: Approval of the new appointments.
3. Comments by Council Members 8:00 p.m.
4. Council Committee Reports 8:10 p.m.
A. Municipal Services Advisory Committee
PRESENTED BY ALDERMAN DAVID GRUMHAUS
1. A Resolution Approving Agreements Regarding the Sale and Development of a Portion of the Dalitsch Property
This item was originally tabled at the September 2, 2008 City Council meeting. The proposed resolution will in essence approve the following four actions relating to the project that
would convert the 4 acre Dalitsch Pond from a barrow pit to a wetland in order to enhance the water quality within the pond.
A. Enter into an Agreement with the Lake County Forest District (LCFPD) over the sale of approximately 19 acres of the Dalitsch property. LCFPD is to be responsible for assuming Maintenance
and Monitoring activities on the pond during years 2 through 10.
B. Enter into an Agreement with Lake Forest Academy (LFA) over proving certain construction services related to the enhancement of the Dalitsch Pond. LFA will supply, place and grade
fill material necessary to convert the Dalitsch Pond from a barrow pit to a wetland. LFA has contracted with Deany Excavating Co. to undertake this work valued at $411,700.
C. Enter in an Agreement with Deany Excavating Co. for certain construction services related to the enhancement of the Dalitsch Pond. Tree removal, dewatering and other ancillary work
estimated at $117,100 will need to the undertaken as part of the filling and grading work.
D. Enter into an Agreement with the IEPA regarding the acceptance of a 319 Grant valued at $107,125 to be used toward funding the work that will be undertaken in enhancing the Dalitsch
Pond. Work related to this grant, which includes the site excavation and grading as well as the establishment of the new vegetation must be completed no late than May 1, 2009.
B. Public Works Committee Report
1. Award of Contract for Installation of Holiday Lights
Holiday Lighting bids were received from three (3) contractors. Bidders were asked to provide pricing for one, two and three years of installation. Years one and three consist of removing
and replacing only malfunctioning light strands. Year two work includes removal and replacement of all lights in all trees.
COMPANY ADDRESS YEAR 1
(2008) YEAR 2
(2009) YEAR 3
(2010) Landscape Concepts Management, Inc. 31745 N. Alleghany Road Grayslake, IL 60030 $ 2,860.00 $ 46,530.00 $ 2,975.00 Illuminight Holiday Lighting, Inc. 1755 Lake
Cook Road
Unit 121 Highland Park, IL 60035 $ 18,450.00 $ 50,000.00 $ 22,250.00 The TLC Group, LTD. PO Box 127 Clarendon Hills, IL $ 62,500.00 $128,000.00 $ 62,500.00 Bartlett
Tree Experts 1960 Old Willow Road
Nothbrook, IL No Bid No Bid No Bid The Care of Trees 28981 Herky Drive
Lake Bluff, IL No Bid No Bid No Bid
PAST COSTS 2006 Remove and replace malfunctioning lights and install lights on trees in Market Square previously stripped by City crews $ 34,000 2007 Remove and replace all lights $
41,000
Staff and all bidders have had the opportunity to view the “powered up” Holiday Lights during the pre-dawn hours several weeks ago to assess the amount of work required. Staff believes
there is up to 160 hours of work to be performed, much of it from the bucket of a tower truck.
Landscape Concepts Management, Inc.’s Year 1 and Year 3 pricing are extremely low, but this firm is anxious to win the Lake Forest contract to enhance its position in the holiday lighting
business. The Year 2 pricing is in line with similar work done by our previous contractor in 2007. Landscape Concepts Management’s references check out. This firm has installed holiday
lighting for the Village of Winnetka and Abbott Laboratories.
The FY2009 Forestry Budget contains $48,600 for this year’s contractual Holiday Lighting work. The budgeted amount is based upon the proposal received one year ago from last year’s
installation contractor (Illuminight Holiday Lighting, LLC) for work anticipated in 2008. An additional $9,000 has been budgeted for The City to purchase replacement lights for installation
by the contractor.
Recommended Action: In order to lock in this favorable pricing, staff recommends that a three-year Holiday Lighting contract be awarded to Landscape Concepts Management, Inc. in the
amount of $2,860 for Year 1, $46,530 for Year 2 and $2,975 for Year 3, contingent upon the work being performed to The City’s standards and to the annual approval by City Council of
sufficient budget funds to cover these costs. Should The City determine that Holiday Lighting work is not necessary or cannot be funded in any year of the proposed contract, there will
be no work performed and no cost to The City for that year.
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
CONSENT AGENDA 8:20 p.m.
1. Approval of the Minutes from the September 2, 2008 City Council Meeting
A copy of the minutes is attached beginning on page 10.
2. Award of Bid for the Lake Forest ETSB Upgrade
The Lake Forest Emergency Telephone Service Board (ETSB) proposes to implement upgrades and modifications to the existing Communications Center located at the Lake Forest Police Department.
These modifications will address several critical requirements currently being faced by the Lake Forest Public Safety Answering Point (PSAP). The City of Lake Forest applied for and
received grant funds in the amount of $93,000. The City Council passed a resolution with regard to this matter on August 6th, 2007.
The Lake Forest Police Department completed the bid process and received three bids from three suitable companies. Two bids from Watson and Xybix did not reflect the full amount required
for the product and live installation. Therefore, the second set of numbers reflects this modification.
Chicago Communications Watson Xybix $58,961.10 $34,655.20 $39,929.00 $58,961.10 $50,569.60 $56,312.00
The Lake Forest Police Department involved Building Maintenance and the IT department for their opinions as to the quality of the products and ease of maintenance. Attached beginning
on page 17 is the reasons for selection of Chicago Communications as the recommended bidder. The ETSB and the Lake Forest Police Department recommend rejecting the two lowest bidders
and awarding of bid to Chicago Communications which is felt to be the most responsible bid and in the best interest of The City of Lake Forest. The remainder of the grant funds will
be used for mapping software to be installed at a later time.
3. Update to The City Of Lake Forest Policy For the Inventory, Sale, Lease, and Retention of Public Property
In October of 2004, the City Council adopted a policy that established a procedure for the inventory, sale, lease and retention of public property. As a matter of house keeping, City
staff periodically review and revise these policies in order to be consistent with recent City Council decisions. Three minor changes to the policy are highlighted in a redline version
beginning on page 22 of the council packet.
Recommended Action: Approval of the Consent Agenda as presented.
ORDINANCES 8:35 p.m.
1. Consideration of a Report and Recommendation from the Plan Commission in Support of A Special Use Permit to Allow a Drive Thru Pharmacy and Variances Associated with a New Commercial
Development for the Property Located on the Southeast Corner of Waukegan and Everett Roads. (Formerly the site of the BP Amoco Station and Pasquesi’s.) The property is owned by Pickus
Companies.
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHERINE CZERNIAK (847-615-4299)
The Pickus Companies recently completed the acquisition of the 1-1/2 acre commercial property on the southeast corner of Waukegan and Everett Roads. Redevelopment of the property for
commercial use is planned consistent with the B-1 zoning on the property and consistent with the Comprehensive Plan. A 10,000 square foot pharmacy building is proposed on the south
half of the property and a 7,900 square foot multi-tenant retail building is planned near the corner of Everett and Waukegan Roads. The overall development concept could proceed without
any special approval from the City however, this project was before the Plan Commission for consideration of a request for a Special Use Permit to authorize a drive thru for the pharmacy
and minor variances associated with the project.
At an initial presentation of the petition to the Plan Commission in December, 2007, the Commission raised several questions and provided direction to the petitioner. The Commission
encouraged the petitioner to meet with the neighboring residential homeowners’ associations. These meetings were initiated by the Pickus Companies and resulted in good discussions and
modifications to the plan. Importantly, in response to public testimony and to some of the Commissioners’ own concerns, the Plan Commission also encouraged the petitioner to seek approval
from IDOT on the proposed access to Waukegan Road and the proposed turning movements before returning to the Commission for action. After several months of delay, the petitioner received
approval from IDOT for a single curb cut from the site on to Waukegan Road. IDOT noted that this design replaces the existing four curb cuts that currently exist from this property
on to Waukegan Road, with a single curb cut. IDOT approved full turning movements at the single curb cut but required that it be located as far to the south on the property as practically
possible. The plan now before the Council is consistent with the direction received from IDOT.
At the March 13, 2008 Plan Commission meeting, the Commission conducted a public hearing on this matter. A refined plan was presented by the petitioner, the architectural elements of
the plan have received approval from the Building Review Board. At the March 13th meeting, the Plan Commission heard additional public testimony. In general, the neighboring residential
property owners stated support for the project. The Commission addressed remaining concerns about light and noise impacts on neighboring properties through a series of conditions of
approval which are detailed in the Ordinance beginning on page 27 of the Council packet. The Commission also acknowledged that the design of the project does a good job of addressing
many of the concerns. The Commission recognized that concerns remain about the curb cut for the property on to Waukegan Road but acknowledged that the issue is under the purview of
IDOT and that a curb cut, with full turning movements, is seen as a key component to making this a desireable retail site and is an improvement over the four curb cuts that served the
previous businesses.
The Commission voted 6 to 1 in support of this petition. The Commissioner voting in opposition to this request stated objections to many aspects of the overall development as proposed.
An excerpt from the Plan Commission minutes is included in the Council packet beginning on page 33 to provide a more detailed review of the Commission’s in depth discussion of this
petition.
Recommended Action: Waive first reading and grant final approval of a Special Use Permit authorizing a drive thru and granting variances for a commercial development proposed on the
southeast corner of Waukegan and Everett Roads.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
ADJOURNMENT 8:50 p.m.
Office of the City Manager
September 12, 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.
September 15, 2008 Agenda Page 6