CITY COUNCIL 2-17-09 council agenda w attachmentsTHE CITY OF LAKE FOREST
COUNCIL AGENDA
Tuesday, February 17, 2009 7:30 p.m.
City Hall Council Chambers
CALL TO ORDER AND ROLL CALL 7:30 p.m.
Honorable S. Michael Rummel, Mayor
David D. Grumhaus, Jr., 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. Presentation of a Check from the Elawa Farm Foundation, presented by
President Ashley Maentz
B. Discussion on the Lake County Referendum Question for the
Extension of Route 53
2. Comments by Acting City Manager 7:45 p.m.
3. Comments by Council Members
A. Report on Deerpath Golf Carts-Continued Discussion and
Consideration from the February 2, 2009 Council Meeting
PRESENTED BY FINANCE COMMITTEE CHAIRMAN ALD. GRUMHAUS
At the February 2, 2009 City Council meeting staff was directed to gather additional
information regarding replacement of the golf carts at Deerpath Golf Course. Staff has
met with the potential E-Z Go vendor and Director Reinertsen and gathered the facts
requested. Each option introduces different expense variables so staff created a chart
for each option that detailed the financial outlay over a six year investment plan. Staff
also reviewed Deerpath repair invoices and current price list for parts to accurately
estimate potential maintenance expense. The replacement options included:
1. Replacement via outright full fleet purchase in 2009
2. Staggered fleet replacement with a 2-year or 3-year cycle
3. Lease to Own
Staff presented the full detailed research to the Finance Chair. Alderman Grumhaus will
report on the specifics from the detailed options. However, a summary of the findings is
below.
February 17, 2009 Agenda Page 2
Summary:
The options researched were based upon replacement of a total of 46 golf carts, trade-
in value of the current cart fleet, expected life span of 6 years, our history of
maintenance needs for carts and financing aspects for the different structures. Staff
also researched whether we should increase the fleet total from 46 purchased carts to
53 rather than lease the additional 7 carts during our peak months.
Taking all of these factors into consideration over a 6-year investment window the
results are as follows:
Option Cart Purchase Amount 6-Year Total Investment
Outright Full Purchase $128,000 $150,500
2-Year Staggered
Replacement
$131,840 $168,740
3-Year Staggered
Replacement
$135,652 $186,752
Lease to Own $153,258 $159,258
7 Additional Carts for 6 yrs Lease: $20,160 Purchase: $27,178
Recommended Action: Staff requests City Council approval for the outright purchase
of 46 carts from E-Z Go for a total purchase price of $128,000 to be funded from the
Deerpath Golf Course fund balance. This purchase will result in the most cost effective
investment. This will also give us the flexibility to change to a staggered four-year
replacement program or lease program should the economic climate for golf
necessitate a different financial approach in the future.
4. Council Committee Reports
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
CONSENT AGENDA 7:55 p.m.
1. Approval of the February 2, 2009 Minutes of the Regular City Council Meetings
A copy is attached beginning on page 5.
Recommended Action: Approval of the Consent Agenda as presented.
OLD BUSINESS
1. Consideration of Acceptance of the Final Report of the Central 7:55 p.m.
Business District Task Force
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHERINE CZERNIAK (847-615-4299)
At the Committee of the Whole meeting, on February 2, 2009, Chairman Georgi and the
members of the Central Business District Task Force presented the final report of the Task
Force to the City Council. The report provides an overview of the work of the Task Force and
offers the following vision for the Central Business District.
February 17, 2009 Agenda Page 3
Market Square is the “jewel” of the City of Lake Forest’s Central Business District and
the uniqueness and vitality of this core area will continue to be what sets Lake Forest
apart from other places in the future.
Market Square will be preserved, supported and enhanced through ongoing efforts to:
1) Consolidate specialty retail and restaurant uses in and immediately around
Market Square.
2) Provide opportunities for intensification of the area immediately
adjacent to Market Square.
3) Allow for increased residential and office opportunities.
Each of these efforts will put more people on the street to shop, eat, gather and
celebrate, distinguishing the Lake Forest Central Business District from all other
shopping experiences.
The Final Report of the Task Force recommends a series of Action Steps that are intended to
“strengthen what exists by supporting appropriate change”. A copy of the full report was
previously distributed to the Council and is available on the City’s website. At the direction of
the City Council, staff is prepared to plan for implementation of the action steps and report back
to the City Council.
Recommended Action: Approve a motion accepting the final report of the Central
Business District Task Force and direct staff to proceed with planning for
implementation of the Action Steps.
2. Preliminary Presentation of the Scope of Work for a Proposed 8:05 p.m.
Housing Study
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHY CZERNIAK (847-615-4299)
In response to recent community discussions and in response to particular challenges the
community is facing, the concept of conducting a housing study has been suggested. In
general, such a study would be intended to evaluate the City’s current housing stock, identify
any gaps or over abundance of particular housing types within the City and make
recommendations on how the community might best match future development with projected
demographics.
In order to frame the specific issues that might be studied by such a study, staff has had
preliminary conversations with various consultants and some community members. At the
Council meeting, staff will provide a brief overview of the proposed scope of work and seek
Council input. If the Council directs staff to proceed with seeking proposals for a Housing
Study, and after those proposals are received and reviewed by staff, this matter will be brought
back to the Council for award of a contract for a housing study.
Recommended Action: Provide direction to staff with respect to the proposed scope of
work and direct staff to seek proposals for a housing study from qualified consultants.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
February 17, 2009 Agenda Page 4
ADJOURNMENT 8:30 p.m.
Office of the City Manager
February 12, 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.
The City of Lake Forest
CITY COUNCIL
Proceedings of the February 2, 2009 Regular Meeting
7:30 p.m. – City Hall Council Chambers
CALL TO ORDER AND ROLL CALL: Mayor Rummel called the meeting to order. Deputy City Clerk
called the roll of Council members. Present: Mayor Rummel, Aldermen Grumhaus, Novit, Goltra,
Morsch, Hanrahan, Looby, and Palmer. Absent: Widman. Quorum present. There were approximately
19 present in the audience.
Also present were: Robert R. Kiely, Jr., City Manager; Victor Filippini, City Attorney; Marcus Peccia, Asst.
City Manager; Rosemary Haack, Public Information Officer; Cathy Czerniak, Director of Community
Development, Carina Walters, Assistant to the City Manager.
PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance.
1. Comments by Mayor: Mayor Rummel reported that he would be an informational exchange
with Lake Forest College students.
A. Report on February 8th Preservation Program: Mayor Rummel reported on the
upcoming event on February 8, 2009 called the Preservation as Green Planning session.
2. Comments by City Manager: City Manager Bob Kiely reported on the upcoming Ward
Meetings, and the upcoming 2010 US Census preparations.
A. Presentation of Garden Club Awards, presented by Pru Beidler: Pru Beidler
reported on the Civic Beautification Awards and the recognition of the 2008 recipients.
B. Community Spotlight – Lake Forest Symphony, presented by
James Ritcher, Lake Forest Symphony Board President, and
Jay Owen, Acting Executive Director: Board President James Ritcher reported on the
recent efforts and economic status of the Symphony and the Music Institute of Chicago.
Executive Director Jay Owen reported on the connection between the Symphony and the
Music Institute of Chicago.
C. Report on January 30 Ft. Sheridan Golf Course Meeting: Mr. Kiely reported that the
Lake County Forest Preserve District has been having difficulties over the past several
years in building the proposed golf course, especially in light of the current economic
climate. He explained that representatives from Lake Forest, Lake Bluff, and Highland
Park has analyzed what the impacts would be if the golf course was built. A meeting was
held on this issue to discuss all sides of the issue. Mr. Kiely explained that at the March
2, 2009 City Council meeting, a resolution would be placed on the agenda to state Lake
Forest’s position on this issue.
D. Report on Federal Stimulus Program, presented by David Streicker, Holland and
Knight: Mr. Steicker reported on the proposed House Bill called the America Recovery
and Reinvestment Bill of 2009. He noted that funds released for this bill will not be
earmarked. The process for obtaining funds will be highly competitive. He noted he is
tracking information and options of the appropriation of funds. There is a high amount of
accountability measures built into this Bill including public notice of funding. Areas that
the Bill addresses are: infrastructure and highways, energy, education, social services,
and technology. The next steps is to develop a strategic plan and make a priority list,
and to provide regular communication to the City Council, continue to seek State grants
simultaneously, and City’s stimulus efforts will transit to the State capital bill.
Proceedings of the February 2, 2009 Page 2
Regular City Council Meeting
3. Comments by Council Members: Alderman Morsch reported on the Ward 3 Meeting. It was
also noted that the Lake Forest high School basketball team currently ranks 10th.
4. City Council Committee Reports: Alderman Palmer reported on the efforts of the Legal
Committee regarding impact fees. The Committee also met in executive Session to discuss
litigation.
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS: Mr. Bob
Pasquesi, Washing Road, commented on on-street parking issues taking place on a portion of
Washington Road.
CONSENT AGENDA
1. Approval of the January 20, 2008 Minutes of the Regular City Council Meetings
2. Market Square 2000 Register
In November 2002, The City of Lake Forest and Market Square 2000 entered into an agreement
which provided for the transfer of the Market Square Funds to The City for the sole purpose of
maintaining and improving the landscape and streetscape elements of Market Square. The
agreement also requires that prior to the expenditure of any Market Square funds, The City will
hold a public hearing and notify all persons listed on the registry of this hearing, so that they have
an opportunity to review and comment on the expenditures. As required by The City’s
agreement, The City has mailed letters to the individuals listed on the registry notifying them that
The City is requesting $8,000 from the Market Square 2000 Endowment to be set aside to cover
costs associated with Market Square, including plant replacement, bollard and brick maintenance,
irrigation repair, and other items.
3. Approval of Authorized Invoices and Payrolls
During the month of January, the following amounts were disbursed from the Cashier’s Account:
GENERAL FUND WATER TOTALS
INVOICES
$533,153.36 $85,159.00 $618,312.36
PAYROLL
$1,195,554.12 $138,007.37 $1,333,561.49
TOTALS
$1,728,707.48 $223,166.37 $1,951,873.85
The motion is for the approval of Authorized Invoices and Payrolls for January, 2009.
4. Authorization of Treasurer’s Warrants to Meet Expenses of February, 2009
The motion is to authorize the Mayor and City Clerk to sign such warrants as may be necessary
to meet the February, 2009 audited accounts.
Alderman Grumhaus moved, seconded by Alderman Looby to open the public hearing on the
Market Square 2000 Funds. The motion carried unanimously by voice vote.
There being no public comment, Alderman Looby moved, seconded by Alderman Grumhaus to
close the public hearing. The motion carried unanimously by voice vote.
Alderman Looby moved, seconded by Alderman Grumhaus to approve the Consent Agenda as
presented. The following voted “aye”: Grumhaus, Novit, Goltra, Morsch, Hanrahan, Looby, Palmer. The
following voted “nay”: None. The motion carried unanimously.
Proceedings of the February 2, 2009 Page 3
Regular City Council Meeting
NEW BUSINESS
1. Consideration and Award of Contract for Deerpath Golf Course Improvements: Director of
Parks and Recreation Mary Van Arsdale reported at the December 1, 2008 City Council meeting,
staff presented the results of the Deerpath Golf Course Cost of Services study conducted by
Edgehill Golf and Pellucid Corporation. The cost of services study showed that Deerpath is in a
more favorable position than most municipal and private golf courses (locally and nationally) but
will face some possible cash flow shortages in the coming years due to debt service requirements
and capital needs. The report indicated that in order to remain as financially viable as possible
and to position ourselves optimally for the immediate future the City should investigate three
additional service improvements for Deerpath Golf Course: golf cart replacement, technology and
marketing enhancements and adding a deep well. Additional research has been concluded on
each of the items and staff seeks City Council approval to move forward with the purchasing of
the golf carts in accordance with the City’s purchasing policies. The technology enhancements
and deep well background is provided for informational purposes.
Improvement #1: Golf Cart Replacement
Deerpath Golf Course currently owns 46 E-Z-Go golf carts. The fleet was purchased in 2002. Golf
carts are typically replaced on a five year schedule based upon condition and escalating
maintenance costs. We have been fortunate to stretch our useful life to the seven year level but
maintenance repairs have increased significantly in the past two years and the carts are in need
of replacement in order to ensure consistent delivery of service. The carts are an essential
component to financial success and cart revenues alone account for approximately $155,000
annually in the budget. Delaying cart replacement will result in additional spring maintenance
costs of approximately $15,000 and an overall decrease (4-7%) in the trade-in value of the fleet.
Staff investigated lease, lease to own and outright purchase options from the three primary golf
cart vendors in our area: E-Z-Go, Yamaha and Club Car. The proposals solicited were based
upon 46 carts and the pricing is inclusive of the trade-in value of our current fleet. The guaranteed
price proposals are summarized below:
Cart Options
E-Z-GO (Model
TXT-PDS)
YAMAHA (Model 48v-
DrivePremium)
CLUB CAR (Model
Prec i2)
Outright Purchase $128,000 $126,960 $144,900
5 Year Lease to
Own $148,695 $168,360 $325,186
6 Year Lease to
Own $153,262 Not an option $333,397
5 Year Lease Only $124,972 $124,000 Not an option
6 Year Lease Only $130,327 Not an option Not an option
Golf cart vendors are sole distributors of their brand and have a regional sales representative for
their product. With a limited number of golf cart vendors and the need to incorporate the trade-in
value, staff solicited sole vendor proposals instead of a public bid process. Staff met with the
sales representative of each company, verified that the cart specifications were comparable
across the three vendors and provided the opportunity for the vendor to inspect Deerpath’s fleet
to determine trade-in value. In addition, each vendor provided demonstration carts to the course
this past season and members and staff were able to test ride the actual golf carts.
Based upon this open process and the ensuing cart proposals, staff is recommending that the
City outright purchase carts, Model TXT-PDS from E-Z-Go at the total price of $128,000 and to
fund this purchase from the Deerpath Golf Course fund balance. Staff is not recommending a
lease or lease-to-own option due to the added expense over the lease term. Currently, the
Deerpath Golf Fund balance is $313,000 and outright purchasing would reduce the fund balance
Proceedings of the February 2, 2009 Page 4
Regular City Council Meeting
to $185,000. The fund balance would be slightly below the 15% target policy but does leave the
golf course with a good fund balance for any emergency needs. Also, though slightly more
expensive than Yamaha ($22 per car), E-Z-Go carts are well liked by our golfers and provide the
best seating comfort, has a quality product as evidenced by our current fleet longevity and has
provided Deerpath with outstanding service over the past seven years.
This item was also discussed at the Committee of the Whole meeting. There was a
consensus that this item be tabled and come back to the Council at the February 17, 2009
Council meeting after further review by the City Manager, Finance Committee Chairman,
and Director of Parks and Recreation.
Improvement #2: Technology and Marketing Enhancements
In this competitive time and market, it is critical that Deerpath Golf Course invest in technology
that provides greater access for the customer and creates critical customer demographics for the
business operations of the course. Staff has researched three golf software vendors to provide a
complete, integrated solution to allow our course to run more efficiently and be positioned for
optimal revenue. Research of each of the companies included the analysis of applications in the
following areas: fully integrated Tee Sheet, Customer Database, Point of Sale, Inventory System,
On-Line Tee Reservation System and Web Page Marketing Tools. A team of staff with
representation from the City’s technology department, finance department, golf course operations
and recreation department worked together to interview and research the services proposed by
the following three software providers.
1) Active Network: Current software provider for Recreation department program and fitness
memberships
2) Crescent Systems: Current software provider for the Deerpath Golf Course Pro Shop
point of sale software
3) Fore! Reservations: Well-known golf course software and marketing vendor
Live product demonstrations were held with each of the above vendors, marketing materials were
reviewed, references contacted and pricing for software and hardware needs confirmed.
Though each of the vendors offers various strengths within their software capabilities, staff
recommends Crescent Systems as the best software vendor to meet our needs. Crescent
software applications are well designed, easy to use, include staff training, allows for
customization and has excellent references, including our own course. Since we already own the
point of sale and membership software, the pricing was also advantageous to select Crescent
Systems. An overview of costs for each vendor is outlined below:
Crescent Systems Fore! Reservations Active Network
Software and licenses $1,000 $1,500 $6,200
Hardware $2,653 $6,700 TBD
Training Included in software
cost $2,700 $4,800
Total Start-up
Expense (not
including web design)
$3,653 $10,900 $11,000
Annual Maintenance $1,817 $1,500 $4,800
In addition to selecting the software vendor, the City also must create the web-site application to
allow for the on-line tee time reservation payment to be processed. Staff purchased the domain
name to Deerpathgolf.com ($115) and is finalizing the web-site integration needed. This may
result in minor additional design expenses. Staff budgeted for this technology enhancement in the
FY2009 golf operations budget with a not to exceed amount of $13,000. As you can see, the
improvements and web design needs are within the available operating funds. With the selection
of Crescent Systems, staff anticipates that the installation will be complete in March 2009 with on-
line tee reservations available June 2009. Overall, adding the technology capabilities will also
Proceedings of the February 2, 2009 Page 5
Regular City Council Meeting
allow us to expand marketing capabilities through email and target marketing. These
enhancements will expand our ability to serve and reach customers which in return will help drive
golf sales and increase customer satisfaction. (No City Council Action Required)
Improvement #3: Deep Well Installation
Staff from the Office of the City Manager, Public Works/Water Department, Finance Department
and Parks and Recreation Department met on December 15, 2008 to discuss the topic of a deep
well installation at Deerpath Golf Course and the corresponding result of not being a water
customer of the City. The three goals of the meeting were:
1. Identify the challenges and opportunities for the City that might occur if a deep well was
installed at Deerpath Golf Course. Identify the corresponding impacts to the water fund.
2. Identify the additional research and deliverables needed in order to provide the
necessary factual data to pursue a capital investment discussion.
3. Establish a timeline for completing the research and making a recommendation to City
Council.
It was determined by staff that the most ideal time to bring the information back to City Council
would be in November 2009 in time to be included in the FY2011 comprehensive capital funding
discussion. To achieve this budget deadline the following research and their completion
benchmark dates were created:
a. Research surrounding golf courses on current water source and potential cost
savings. May 2009
b. Confirm specifications and actual installation cost for the deep well system at the
golf course as well as ongoing maintenance and utility expenses for a deep well.
July 2009
c. Identify impacts to City’s tank stabilization and potential to accommodate other
water customers. July 2009
d. Update the water rate study to allow for a multi-year analysis that identifies
impact to the water fund and possible rate adjustment scenarios. September-
October 2009
e. Clarify financial impacts to operating budgets and capital funds as well as provide
potential financing options. October 2009
f. Present findings and recommendation to City Council. November 2009
Staff will continue to research this golf course improvement over the next ten months. (No City
Council Action Required)
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION: None.
ADJOURNMENT: There being no further business, Alderman Looby moved, seconded by Alderman
Grumhaus to adjourn the meeting at 9:03 p.m. The motion carried unanimously by voice vote.
Respectfully submitted,
Elizabeth A. Marquez
Deputy City Clerk