CITY COUNCIL 1-20-09 council agendaTHE CITY OF LAKE FOREST
COUNCIL AGENDA
Tuesday, January 20, 2009 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. Report from Lake Forest Real Estate Collaborative Group
Background materials are attached beginning on page 7.
2. Comments by City Manager
3. Comments by Council Members
4. Council Committee Reports 8:00 p.m.
A. Finance Committee Report
1. Approval of an Ordinance Authorizing the Municipal Services Building Revolving Credit Agreement (First Reading and Final Approval)
PRESENTED BY FINANCE CHAIRMAN DAVID GRUMHAUS
The current banking services agreement with Lake Forest Bank and Trust contains a provision that provides a credit line to the City with an interest rate of the 90 day Treasury Bill
plus 1% upon request of the City. The attached ordinance and agreement establishes a $13 million taxable line of credit for a three year period.
At their November 17, 2008 meeting, the Finance Committee requested that the bank provide a ceiling for the interest rate. The bank has provided an option of a ceiling of 9% and a floor
of 3%. As the 90 day Treasury Bill’s highest point in the last 30 days has been .14%, it is recommended to stay with the floating rate.
In order to minimize interest expense, it is anticipated that the City’s general and insurance fund balances will be used for cash flow purposes until the end of April 2009. At that
point, the line will be drawn upon. Information as to the sale date and price of the current MS site should be imminent and the financing situation will be reevaluated. An ordinance
is attached beginning on page 11.
Recommended Action: Waive first reading, and if desired by the City Council, grant final approval of an ordinance authorizing a $13 million revolving credit agreement with Lake Forest
Bank and Trust Company for the construction of the Municipal Services Facility.
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
CONSENT AGENDA 8:05 p.m.
1. Approval of the Minutes from the November 17, 2008, December 1, 2008 and
the January 5, 2009 City Council Meetings
A copy of the minutes is attached beginning on page 26.
2. Authorization to Purchase Additional Rock Salt
By the end of December, 2008, 36.5 inches of snow had fallen in Lake Forest. The 5-year annual average is 39.5 inches. The Public Works Department had experienced 12 plowing events
and 6 salting events. Almost 1,300 of the 3,000 tons of salt budgeted for the winter had been used. We had used 44% of our available salt in November and December as compared to a
5-year average of 26% during these two months.
At the January 5 meeting of the City Council Committee of the Whole, Public Works Director Tom Naatz explained that January and February are normally heavier salt usage months than November
and December. If the next two months are true to form, we will experience a salt shortage of at least 500 tons for the winter.
Mr. Naatz requested emergency authorization to purchase an additional 500 tons of salt at an approximate cost of $75,000.00 (approximately $150.00 per ton). Eight vendors had been contacted:
Central Salt No response Morton Salt No response Cargill salt No salt available North American Salt No salt available International Salt Not involved in State bid: cannot provide
salt this year State Line Salt Out of business TGF Industries $155 per ton ConservFS $152.51 per ton, including delivery, depending upon which terminal is used (product will be available
1/25/09)
At the Committee of the Whole, there was discussion to authorize the purchase of an additional 500 tons of salt subject to formal approval by City Council at the January 20, 2009 meeting.
Recommended Actions:
Waive the formal bid process and accept the quotes listed above, and
Authorize the purchase of 500 tons of road salt from ConservFS at $152.51/ton (exact pricing to be determined when terminal is identified) for a delivered amount of $76,255.00.
This additional expenditure will bring our material costs for salt and deicing chemicals for FY2009 to $472,100.00, which is $342,100 over budget. Depending on the severity of the rest
of the winter, additional salt purchases may be requested.
3. Award of Contracts for the Dalitsch Pond Conversion Project
At the September 15, 2008 City Council Meeting the City took action on certain items related to the project to convert the existing Dalitsch pond into an emergent wetland complex in
order to improve the water quality at this site. These items included the following:
Enter into an Agreement with the Lake County Forest Preserve District over the sale of approximately 19 acres of the Dalitsch property.
Enter into an Agreement with Lake Forest Academy over providing certain construction services related to the enhancement of the Dalitsch Pond.
Enter into an Agreement with Deany Excavating Co. for certain construction services related to the enhancement of the Dalitsch Pond.
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.
Since this date issues have arisen related to the Pond Conversion Project. More specifically, these issues involved Lake Forest Academy changing the terms, without the consent of the
City, of the agreement with the City to provide fill as well as the contractor (Deany) to undertake the earthwork on the Pond Conversion Project. Lake Forest Academy changed contractors
that would have significantly increased the cost of the work making it no longer a viable project. The City has since negotiated with another contractor (Campenella) who is able to
provide the necessary work at a much more reasonable cost. In order to proceed with this project the aforementioned items #2 and #3 need to be rescinded and the following actions need
to be taken.
Enter in an Agreement with Campenella & Sons, Inc. in the amount of $303,259.85 to provide construction services (earthwork) related to the Dalitsch Pond Conversion Project.
Enter into an Agreement with Bleck Engineering Co., in the amount of $57,370 to provide construction engineering services on the Dalitsch Pond Conversion Project.
3. Enter into an Agreement with the Lake County Stormwater Management Commission regarding the acceptance of a Wetland Restoration Fund Grant valued at $86,000 to be used toward
funding the work that will be undertaken in enhancing the Dalitsch Pond.
.
Recommended Action: Approval of the Consent Agenda as presented.
ORDINANCES 8:20 p.m.
1. Consideration of an Ordinance Amending Ordinance #1833 relating to the Emergency Telephone System Board (Final Approval)
PRESENTED BY POLICE CHIEF JOE BUERGER (847-615-4242)
In 1989 the State of Illinois enacted into law the Emergency Telephone System Act which enables counties and municipalities to impose a surcharge on telecommunication carriers at a rate
per network connection in order to support and maintain the Emergency 911 system. Ordinance #1833 was first approved following the passage of a referendum on the April 4, 1989 ballot
asking the voters to impose a surcharge of up to 65 cents per month per network connection for telecommunication carriers, which surcharge expense was added to the monthly bill received
for telephone or telecommunications charges for the purpose of installing a 911 emergency telephone system. The current ordinance does not specify that funds can be applied towards
maintenance and personnel costs, or specifically, the Computer Aided Dispatch System which was presented to the City Council in November and approved at the December 1, 2008 Council
meeting.
In order to update and align the ordinance with today’s practices, attached beginning on page 51 is an ordinance amending Ordinance #1833 which would allow personnel, maintenance, and
the Computer Aided Dispatch System costs to be included in this fund.
Also as explained in the draft ordinance, members of the Emergency Telephone System Board shall include the current City Council liaison to Public Safety (Alderman Thomas Morsch), a
resident of the City at large (Andy Semmelman), two members of the Police Department (Chief Joseph Buerger and Communications Supervisor Andrea Mohrmann), and a member of the Fire Department
(Deputy Chief Kevin Issel).
Recommended Action: Approve Final Approval of the ordinance related to the Emergency Telephone System Board.
NEW BUSINESS
1. Recommendation to Waive the Bidding Process for the Refurbishment 8:25 p.m.
of the City’s Street Sweeper
PRESENTED BY SUPERINTENDENT OF PUBLIC WORKS
MICHAEL D. THOMAS (847-615-4265)
Background: At the November 17, 2008 Finance Budget Meeting, staff presented the draft F.Y. 2010 Capital Equipment Program. In recent years, approximately $650,000 - $700,000 was budgeted
in the general fund for the equipment replacements; for F.Y. 2010, staff proposed $255,000. Included in this amount is $150,000 to refurbish the City’s street sweeper. Staff considered
replacement of the ten year old sweeper (approximately $250,000 new), but decided that refurbishing the unit would gain the same reliability and save significant dollars.
The sweeper was purchased as a demonstration unit in 1999. Numerous items on the unit need to be replaced or repaired, including: new internal framework for the conveyor, new upper
and lower rollers, the debris hopper sidewalls and floor are significantly worn, and the hydraulic lines are rotted and need to be replaced.
Elgin Sweeper Company awards specific territories for both sales and service of their units. In this case, Standard Equipment Company in Chicago is the authorized dealer for all of
Chicagoland. Staff brought the unit to Standard Equipment in early December for an evaluation. On January 6th, staff received a quote of $52,186.34 to refurbish the unit. In an attempt
to fulfill the requirement for multiple quotes, staff spoke with other authorized dealers in surrounding states. They noted that such work is territorial and directed us back to Standard
Equipment. The unit is used primarily from March 15th – December 1st. Staff would like the unit to have its refurbishment completed by early March before the sweeping cycles begin.
Recommended Action: Staff is recommending that City Council waive the bidding process and direct Standard Equipment to begin the refurbishment process immediately. Staff is requesting
a 10% contingency be added to the quoted amount of $52,186.34 in case unforeseen items are discovered as the equipment is being repaired or replaced.
2. Discussion of Parking on Private Properties Near Lake Forest 8:35 p.m.
High School East Campus (Discussion Only)
PRESENTED BY PAUL PETERSEN
CODE ENFORCEMENT OFFICER (847-283-8546)
At the request of the City Council, information on student parking near the high school is being presented to the Council for discussion and direction. On a regular basis throughout
the school year, staff and sometimes aldermen, receive complaints from residents living near the high school about their neighbors who allow or rent parking spaces on their properties
to high school students.
Upon receiving these complaints, City staff follows up with a site visit and confirms that the parking is occurring in compliance with the Code, that is, that cars are parked on a hard
surface and that cars are not parked within the required front yard zoning setback.
There is currently no limitation in the Code on the number of cars that can be parked on a residential property. Although the rental of parking spaces at a residence could be viewed
as a commercial use of the property in violation of the residential zoning, it is difficult for staff to determine whether in fact spaces are being “rented” or if residents are simply
allowing students to park on their property.
In order to set realistic expectations for residents who live near the high school and to allow staff to appropriately respond to calls of this type, some discussion and direction from
the City Council on this matter would be helpful. To assist in this discussion, staff reviewed parking regulations for residential areas that are in place in other communities and will
present a summary of options at the City Council meeting.
The City Council, at the conclusion of the discussion, may decide not to take any action or alternatively, could direct staff to work with the City Attorney to develop regulations pertaining
to parking on single family residential lots. Importantly, before new regulations are enacted, careful consideration will need to be given to the effectiveness of any new regulations
and to the cost of the enforcement.
Recommended Action: Provide direction to staff on whether to develop regulations pertaining to parking on residential properties for Council consideration.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
ADJOURNMENT 9:00 p.m.
Office of the City Manager
January 15, 2009
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.
January 20, 2009 Agenda Page 6