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CITY COUNCIL 05/07/2012THE CITY OF LAKE FOREST COUNCIL AGENDA Monday, May 7, 2012 7:30 p.m. City Council Chambers FIRST SESSION (2011-2012 City Council) CALL TO ORDER AND ROLL CALL 7:30 p.m. Honorable James J. Cowhey, Jr., Mayor Kent Novit, Alderman First Ward Thomas Morsch, Jr., Alderman Third Ward Catherine Waldeck, Alderman First Ward Donald Schoenheider, Alderman Third Ward David Moore, Alderman Second Ward Robert Palmer, Alderman Fourth Ward George Pandaleon, Alderman Second Ward Michael Adelman, Alderman Fourth Ward PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 7:35 p.m. 1. Comments by Mayor 2. Comments by City Manager A. Electric Aggregation Update B. Railway Safety Update 3. Comments by Council Members 4. Council Committee Reports A. Finance Committee Report 1. Approval of the Comprehensive Fiscal Plan for FY2013 PRESENTED BY DIANE HALL, ASSISTANT FINANCE DIRECTOR The Finance Committee has reviewed the various components of the Comprehensive Fiscal Plan for FY2013 (May 1, 2012 – April 30, 2013) at several public meetings during the past six months. The proposed Comprehensive Fiscal Plan is presented for final approval this evening. RECOMMENDED ACTION: Approval of the Comprehensive Fiscal Plan for Fiscal Year 2013. 2. Approval of FY2013 Personnel Policies, Practices and Official Pay Plan PRESENTED BY DESHA KALMAR, HUMAN RESOURCES DIRECTOR The Fiscal Year 2013 Personnel Policies, Practices and Official Pay Plan are included in the budget document. Human Resources Director DeSha Kalmar will present the highlights. 1 May 7, 2012 Agenda RECOMMENDED ACTION: Approval of the FY2013 Personnel Policies, Practices and Official Pay Plan. 3. Annual Vendor Approval PRESENTED BY DIANE HALL, ASSISTANT FINANCE DIRECTOR At the September 19, 2011 meeting, the Finance Committee approved code amendments to the purchasing policy for vendors for multiple purchases exceeding $20,000. Per this policy, the attached list of vendors is attached for your approval. Currently the City Council approves any single purchase over $20,000. As part of the purchasing code, contracts with vendors or providers delivering service on an ongoing basis where the amounts are anticipated to exceed $20,000 in total shall be presented to the City Council for consideration as part of the review and approval of the City’s annual budget. The attached list provides the anticipated purchases for each vendor. Recommended Action: Approval of the attached list on page 11 of vendors for FY2013. B. Housing Trust Report 1. Consideration of Recommendations from the Housing Trust Fund Board Pertaining to the Senior Cottages and the Continued Acquisition of Affordable Homes through a Partnership with Community Partners for Affordable Housing. (Consideration of motions approving the recommendations and providing direction to staff.) PRESENTED BY ALDERMAN MORSCH, HOUSING TRUST FUND BOARD MEMBER At the April 12, 2012 meeting of the Housing Trust Fund Board, the Board voted unanimously to forward two recommendations to the City Council for consideration. The first recommendation relates to the Senior Cottages. At the City Council’s direction, the Housing Trust Fund Board studied the current model under which the Senior Cottages operate. The current model was established at the outset of the Senior Cottages project and today, does not provide a sustainable framework for the Cottages going forward. After much discussion, consideration of options and negotiations with potential partners, the Housing Trust Fund Board recommends that the that the City Council accept the proposal from Presbyterian Homes to purchase the Senior Cottages from the Senior Cottage Foundation. After acquisition of the units, Presbyterian Homes would continue to make the Cottages available to seniors in the community who meet income eligibility requirements. Presbyterian Homes has demonstrated expertise in operating and managing housing to meet the needs of seniors. If the Council supports this approach, staff, working with the City Attorney and others, would detail conditions under which the acquisition would occur and prepare the necessary documents. 2 May 7, 2012 Agenda The second recommendation is to extend the current agreement with Community Partners for Affordable Housing to authorize the purchase of up to 3 additional single family homes in fiscal year 2013. The initial agreement resulted in the successful purchase, improvement and re-sale of two homes meeting the goal originally set by the Council. Given the potential for a strengthening real estate market, the Housing Trust Fund Board recommends that the maximum funding per house be increased from the current $62,500 to $75,000. This amount supports both acquisition, in combination with outside funding, and improvements to the homes and is available in the City’s housing trust fund. If the Council supports continuation of this program, the City Manager could be directed to extend and modify the agreement as appropriate. RECOMMENDED ACTION: Approve a motion directing the City Manager, in consultation with the City Attorney, to coordinate with Presbyterian Homes and the Senior Cottages Foundation to develop the necessary agreements and documentation to facilitate the transfer of the Senior Cottages to Presbyterian Homes subject to appropriate conditions. Upon completion, the agreements and documents should be presented to the City Council as appropriate for Council consideration and action. Approve a motion directing the City Manager to extend and modify the agreements with Community Partners for Affordable Housing to authorize the purchase and improvement of up to three single family homes, at an amount not to exceed $225,000, in fiscal year 2013. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS ITEMS FOR OMNIBUS VOTE CONSIDERATION 8:10 p.m. 1. Check Register For Period March 24 - April 27, 2012 Fund Invoice Payroll Total General 687,853 1,573,230 2,261,082 Water & Sewer 164,549 217,843 382,391 Parks & Recreation 208,698 412,218 620,917 Capital Improvements 253,887 9,584 263,472 Bond Funds - Projects 0 0 0 Motor Fuel Tax 0 0 0 Cemetery 6,700 24,909 31,609 Senior Resources 14,743 27,225 41,968 Deerpath Golf Course 68,688 43,538 112,226 Fleet 168,659 53,995 222,654 Debt Funds 0 0 0 Housing Trust 58 0 58 Park & Public Land 3,525 0 3,525 All other Funds 245,368 19,813 265,181 $1,822,728 $2,382,355 $ 4,205,083 3 May 7, 2012 Agenda 2. Approval of Adding Additional Cab Business License An additional cab company has requested a license from the City Council to operate in The City of Lake Forest. The Police Department has recommended the City Council grant a license to Metro Lake County Transportation LLC. The company is based out of Chicago, Illinois and is owned by the individual beginning on page 12. All the necessary paperwork and documents have been provided to the Deputy City Clerk for the licensing. The Police Department has completed a background check of the company and owner; the Police Department finds no reason for the City Council to not grant the license at this time. 3. Award of Lake Forest share of the 2012 Joint Concrete Streets Repair and Sidewalk Replacement Program contract. PRESENTED BY RAMESH KANAPAREDDY, P.E., CFM, CITY SURVEYOR & ENGINEER PURPOSE AND ACTION REQUESTED: Staff recommends awarding the Lake Forest share of the 2012 Joint Concrete Streets Repair and Sidewalk Replacement Program contract to Schroeder & Schroeder, Inc. BACKGROUND/DISCUSSION: The concrete streets patching program entails replacing defective sections of concrete streets which have been deteriorated beyond normal routine maintenance repair. If the concrete streets are not repaired at regular maintenance intervals the serviceability of the roadway will decline towards an unacceptable level leading to costly reconstructions. Whereas, the Sidewalk Replacement program is an annual program that replaces defective sections of sidewalk and curb and gutter. With this program the City is able to replace sidewalk that are deemed hazardous or with significant flaws. In addition, Engineering Section undertakes a City-wide survey every 5 years to evaluate the condition of approximately 85 miles of City sidewalks. Based on the request for replacement of concrete streets, sidewalk and curb, coming from residents, businesses, and City staff evaluation, the Engineering staff on an annual basis prioritizes the locations for replacement based on the severity of their condition. Currently, City has concrete streets on Wedgewood Subdivision (Arbor Ln, Big Oaks Ct, Oak Knoll Dr and Wedgewood Dr.), Lake Forest Heights Subdivision (Old Colony, Estes, Highland, etc.,), Laurel Ave (Green Bay to Western) and Woodlawn Ave. For the past three years, City had been making necessary concrete streets repair, within the above mentioned Subdivisions depending on the allocated budget. City Staff have previously briefed the Council on Municipal Partnership Initiative (MPI), a program that takes advantage of economies of scale, for securing low bid prices, among neighboring municipalities who bid similar projects each year. This year, City joined forces with Highland Park, Wilmette, Winnetka, Lincolnwood, and Northfield as Group 2 joint bid for the 2012 Joint Concrete Streets Repair and Sidewalk Replacement Program. For this year’s program, Wilmette is the lead agency on behalf of the six (6) communities, mentioned above, who participated as Group 2 for this second joint concrete streets bid contract. A total of four (4) communities participated as Group 1 for the first joint concrete streets bid contract. 4 May 7, 2012 Agenda BUDGET/FISCAL IMPACT: Bids for the 2012 Joint Concrete Streets Repair and Sidewalk Replacement Program were received and opened on April 12, 2012. A total of five (5) firms bid the Group 2 joint project. A summary of the bids received are as follows: The following is a summary of the bids received: BIDDER TOTAL MPI BID Schroeder & Schroeder, Inc. $943,175.50 D’Land Construction $999,922.00 Suburban Concrete $1,021,116.50 ALamp Concrete $1,041,226.00 Globe Construction $1,172,196.40 Engineer’s Estimate $999,959.00 The breakdown of the lowest responsible bidder, Schroeder & Schroeder, original joint bid specific to Lake Forest bid items is noted below: BIDDER LAKE FOREST SHARE BID Schroeder & Schroeder, Inc. $197,286.00 Engineer’s Estimate $155,307.50 The Engineer’s Estimate was based on last year’s MPI prices plus 5% for inflation. City compared this year’s Group 2 communities bid price for 7” concrete replacement with Group 1 communities and prior years. Results are noted in the table below: PROJECT NAME YEAR LOW BIDDER 7” CONCRETE COST/SY Group 2 MPI Joint Annual Concrete Streets and Sidewalk Replacement 2012 $52.50 Group 1 MPI Joint Annual Concrete Streets and Sidewalk Replacement 2012 $38.00 MPI Joint Annual Concrete Streets and Sidewalk Replacement 2011 $44.00 Based on above table, the City contacted the lowest responsible bidder, Schroeder & Schroeder, to seek answers on the large variation for the concrete unit price on the two 2012 joint bids. Out of the six (6) Group 2 communities that participated in this joint bid, only Lake Forest and Highland Park had bid quantities for full-depth 7” concrete streets replacement. The contractor, Schroeder & Schroeder, indicated that Lake Forest and Highland Park combine the concrete streets patching quantities as one bid line item instead of breaking it down to various line items based on the size of the patch. 5 May 7, 2012 Agenda The City provided the breakdown of 2012 concrete streets patching quantities to Schroeder & Schroeder to negotiate the unit price to be more in line with the Group 1 joint bid. Listed below is the breakdown of original and revised bid price: SCHROEDER & SCHROEDER 2012 GROUP 2 CONCRETE JOINT BID BID LINE ITEM ORIGINAL BID 7” CONCRETE COST/SY REVISED BID 7” CONCRETE COST/SY 7” Concrete Replacement $52.50 7” Concrete Replacement TY III (15-25 SY) $52.50 $40.00 7” Concrete Replacement TY IV (25-50 SY) $52.50 $37.00 7” Concrete Replacement TY V (> 50 SY) $52.50 $37.00 Based on above revised bid prices, the breakdown of the Lake Forest share of the concrete patching bid quantities is noted below: 2012 SCHROEDER & SCHROEDER REVISED GROUP 2 CONCRETE UNIT PRICE-LAKE FOREST LAKE FOREST BID ITEM ORIGINAL BID 7” CONCRETE COST/SY REVISED BID 7” CONCRETE COST/SY TOTAL BID COST 7” Concrete Replacement – 1934 SY $52.50 $101,535.00 TOTAL-ORIGINAL BID PRICE $101,535.00 7” Concrete Replacement TY III -140 SY $40.00 $5,600.00 7” Concrete Replacement TY IV -853 SY $37.00 $31,561.00 7” Concrete Replacement TY V -941 SY $37.00 $34,817.00 TOTAL-REVISED BID PRICE $71,978.00 SAVINGS FROM ORIGINAL BID PRICE $29,557.00 Schroeder & Schroeder is prepared to accept the negotiated unit price for various types of concrete, thus providing substantial savings to the City. With the savings from 7” concrete unit price and slightly reducing the quantities on other bid line items, City can move forward with the 2012 Concrete Streets Replacement and Sidewalk Replacement program within its budget. The revised total Lake Forest share bid is noted below: LOW RESPONSIBLE BIDDER LAKE FOREST SHARE ORIGINAL BID TOTAL REVISED BID TOTAL (BUDGETED AMOUNT) Schroeder & Schroeder, Inc. $197,286.00 $150,000.00 6 May 7, 2012 Agenda All six (6) communities are recommending award of their portion of the contract to Schroeder & Schroeder at their respective Council/Board meetings in the next few weeks. Schroeder & Schroeder has extensive experience working in concrete streets, sidewalk and curb & gutter removal and replacement projects. Schroeder & Schroeder was also the low bidder for 2011 MPI joint concrete bid program and had previously worked in the City on numerous projects as a sub-contractor to the paving contractor. With the revised low price, as part of this year’s Concrete Streets Replacement program City plans to patch deteriorated portions of Fairview Ave, Highland Ave, Everett Rd, Woodlawn Ave, and Laurel Ave. In addition to the above concrete streets, City plans to install new curbs at the intersection of June Terrace, Washington & Ryan and flare the curbs at Deerpath Middle School middle access road (between Golf Ln and Hastings). Both these curb related requests were recommended by the Traffic Safety and Coordination Committee (TSCC) to address pedestrian safety and traffic flow respectively. In addition to the above curb installations, TSCC also recommended shortening the length of pavement crosswalk on Conway Farms Rd (by the swimming pool) by installing new sidewalks. The above-mentioned work along with resident requests on sidewalk and curb& gutter replacement will be completed in this year’s program. With the favorable curb & gutter unit price, the City’s Engineering staff recommends replacement of deteriorated sections of curb in the Recreation Center parking lot. This work will be funded separately and has been budgeted in FY 12 CIP as part of the Recreation Parking Lot repairs. All document tasks related to the City of Lake Forest portion of final engineering plans and joint bid contract documents were done by in-house Engineering Staff. The joint contract bid specifications provided details on all five communities' respective bid quantities to assist the winning contractor in planning this joint bid program. If awarded, work on this project is expected to begin in early June and be substantially completed by end of August. Upon award of the contract, all six (6) municipalities will meet with the contractor to get a tentative schedule for each community. The property owners near the vicinity of the construction work for Lake Forest portion of the joint contract program will be notified in advance of the start of construction. The City website, under Construction Updates, will also provide the details the construction schedule. Each municipality will be responsible for inspecting their own Concrete Streets Repair and Sidewalk Replacement program. City Engineering staff will provide oversight through daily inspections for Lake Forest portion of the contract to minimize any potential complaints from residents and businesses. Below is an estimated summary of Project budget: FY2013 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Fund $150,000.00 $150,000.00 Y 7 May 7, 2012 Agenda RECOMMENDED ACTION: Staff recommends awarding the Lake Forest share of the 2012 Joint Concrete Streets Repair and Sidewalk Replacement Program contract to Schroeder & Schroeder for a not-to-exceed amount of $150,000.00. 4. Approval of a Resolution Authorizing the Execution of a Grant Application between The City of Lake Forest and the Illinois Department of Transportation for Funding of the Historic Market Square Train Station. PRESENTED BY CARINA WALTERS, ASSISTANT CITY MANAGER PURPOSE AND ACTION REQUESTED: The State of Illinois, through the Illinois Department of Transportation (IDOT), administers financial assistance from their Illinois Transportation Enhancement Program (ITEP) for well-planned projects that support alternate modes of transportation, enhance the transportation system via preservation of visual and cultural resources, and improve the quality of life for members of the communities. In 2009, the City was awarded $835,090 in ITEP funding towards exterior renovations of the east Lake Forest train station. Another round of ITEP grants have been released and staff would respectfully request the City Council to approve the resolution beginning on page 16 between the City and Illinois Department of Transportation (IDOT) in order to continue exterior and interior renovations for the east Lake Forest train station. BACKGROUND/DISCUSSION: In 2008, The City of Lake Forest applied for the ITEP Funding offered through IDOT and unfortunately was not a recipient. In 2009, with assistance from the Historic Preservation Foundation, the City applied for an IDOT, ITEP grant seeking approximately $1 million in federal funding for exterior stabilization of the historic building. In October 2010 the city received notification of being an award recipient and was allocated $835,090. To date, the City has replaced the slate roof and will be looking to painting the exterior and completing any masonry and tuck pointing to the building. Upon notification of the 2012 ITEP grant opportunity staff with assistance from the Historic Preservation Foundation will again apply for funds to complete exterior renovations and begin interior renovations. In order to apply for the funds a resolution must be approved. BUDGET/FISCAL IMPACT: The grant is an 80% federal grant and 20% local matching funds. RECOMMENDED ACTION: If appropriate and should the City Council desire, approve a resolution authorizing the execution of a grant application between The City of Lake Forest and the Illinois Department of Transportation for funding of the historic Market Square train station. 5. Approval of the April 16, 2012 City Council Meeting Minutes Copy of minutes beginning on page 17. Recommended Action: Approval of the Omnibus agenda items as presented. 8 May 7, 2012 Agenda ORDINANCES 8:20 pm 1. Consideration of an Ordinance Granting a Special Use Permit Authorizing the Construction of a Replacement Student Residence Hall, a Stormwater Management Area and a Parking Area on the South Campus of Lake Forest College. (If desired by the Council, waive first reading and grant final approval.) PRESENTED BY CATHERINE CZERNIAK, DIRECTOR OF COMMUNITY DEVELOPMENT (810-3504) At the February and April meetings, the Zoning Board of Appeals considered a request for a Special Use Permit for Lake Forest College. The request included the following components: • The replacement of Moore Hall, the existing 60-bed student residence hall, with a new 235-bed residence hall in generally the same location on South Campus. • An approximately 18-space parking lot. • A stormwater management area in conjunction with the construction of additional impervious surface. • A request for a height variance to allow the new residence hall to be generally in keeping with the existing Moore Hall. Lake Forest College, like other institutions in the community, operates as non-residential use on residentially zoned property and is authorized through the special use permit process. In the case of Lake Forest College, the various buildings and facilities on the campus have been authorized through a series of Special Use Permits over the years as the College has grown and changed. The College itself long predates the current Code requirement for a Special Use Permit for an educational use in a residential district and in fact, was established before the surrounding residential neighborhoods. Based on direction from the Zoning Board of Appeals at the February meeting, the College modified the project before returning to the Board at the April meeting. The modifications included breaking the mass of the new residence hall into two distinct masses, reducing the overall height of the building by working with the existing topography on the site, angling the building to minimize full elevation views from Sheridan Road and enhancing the landscape concepts. At the April meeting, the Board commended the College for the responsiveness of the revisions presented and voted enthusiastically and unanimously to recommend approval of the Special Use Permit and height variance to the City Council subject to several conditions of approval. The ordinance including the findings supporting the Board’s recommendation and the conditions of approval is included in the Council packet beginning on page 25. For additional information, a report from the Board is also included in the Council’s packet. RECOMMENDED ACTION: Waive first reading and grant final approval of an Ordinance approving a Special Use Permit for the new residence hall and associated stormwater management and parking areas and incorporating a height variance all subject to conditions of approval. 9 May 7, 2012 Agenda NEW BUSINESS 8:40 pm FINAL WORDS FOR THE DEPARTING ALDERMAN FROM REMAINING COUNCIL MEMBERS PRESENTATION OF FABULOUS GIFTS AND PRIZES 9:00 p.m. A. Final Comments from Alderman Morsch ADJOURNMENT 9:10 p.m. Office of the City Manager May 4, 2012 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. 10 "Gray Area Vendors" Estimate Dept Vendor for FY13 Action Description Streets Peter Baker & Son (patching)55,000 Approve by CC with May Budget Peter Baker is the closest supplier for asphalt and provides the specially blended “Winnetka mix” that LF uses. OCM Susan Kelsey 31,800 Approve by CC with May Budget Professional Services- economic development HR Wright Benefit Strategies Inc 33,000 Approve by CC with May Budget Professional employee benefit services HR Clark Baird Smith. LLP 40,000 Approve by CC with May Budget HR Attorneys Police Smith & Laluzerne Ltd 46,000 Approve by CC with May Budget City Prosecutor Finance-IT Client First 155,500 Approve by CC with May Budget Professional IT Services OCM Municipal GIS Partners , Inc 206,583 Approve by CC with May Budget Professional Services - GIS OCM Whipple Consulting LLC 36,000 Approve by CC with May Budget Professional Services - Public Relations 11 12 13 14 15 THE CITY OF LAKE FOREST RESOLUTION NO. 2012-________ A RESOLUTION AUTHORIZING THE EXECUTION OF A GRANT APPLICATION BETWEEN THE CITY OF LAKE FOREST AND THE ILLINOIS DEPARTMENT OF TRANSPORTATION FOR FUNDING THE RENOVATION OF THE HISTORIC MARKET SQUARE TRAIN STATION WHEREAS, The State of Illinois, through the Illinois Department of Transportation (IDOT), administers financial assistance from their Illinois Transportation Enhancement Program (ITEP) for well-planned projects that support alternate modes of transportation, enhance the transportation system via preservation of visual and cultural resources, and improve the quality of life for members of the communities; and WHEREAS, The City of Lake Forest, Illinois desires financial assistance under the Illinois Department of Transportation’s Transportation Enhancement Program to renovate the Historic Market Square Train Station; and WHEREAS, the corporate authorities, after due investigation and consideration, have determined that the acceptance of ITEP financial assistance and entering into a grant agreement with the State of Illinois will serve the public good; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LAKE FOREST: SECTION 1: That the Mayor and City Council hereby find as facts all of the recitals in the Preamble of this Resolution. SECTION 2: That the Mayor and City Council approve filing an application to IDOT’s Illinois Transportation Enhancement Program for financial assistance in renovating the Historic Market Square Train Station. SECTION 3: That City Manager is hereby authorized and directed to execute and file an ITEP Application, and to provide all information and documentation necessary to become eligible for possible funding assistance. SECTION 4: This Resolution shall be in full force and effect from and after its passage and approval as provided by law. Adopted by the City Council of The City of Lake Forest, Illinois on May 7, 2012 on motion of Alderman_________________ Seconded by Aldermen_________________ And carried unanimously. _________________ City Clerk (Deputy) 16 The City of Lake Forest CITY COUNCIL Proceedings of the April16, 2012 Regular Meeting 7:30 p.m. – City Hall Council Chambers CALL TO ORDER AND ROLL CALL: Mayor Cowhey called the meeting to order at 7:30 p.m. Deputy City Clerk called the roll of Council members. Present: Aldermen Novit, Waldeck, Moore, Pandaleon, Schoenheider, Palmer, Adelman. Absent: Morsch Quorum present. There were approximately 75 present in the audience. Also present were: Vic Filippini, City Attorney; Marlo Del Percio, City Attorney; Catherine Czerniak, Director of Community Development; Ramesh Kanapareddy, City Engineer; Carina Walters, Assistant City Manager; Michael Thomas, Director of Public Works;, Dan Martin, Superintendent of Public Works; Deputy City Clerk; Cathryn Buerger. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance. Reports of City Officers Comments by Mayor Mayor Cowhey welcomed the Cub Scouts who attended to earn a badge. A. Presentation of Mayor’s Award for Young Artist Enrichment Program-Mayor Cowhey and Deerpath Art League Director Vicki Marasco presented awards to children from various local schools. B. Resolution of Appreciation for George Carpenter for 24 Years of Service- Mayor read and presented George his Resolution of Appreciation. Alderman Palmer motioned, seconded by Alderman Moore to approve the Resolution of Appreciation. Motion carried unanimously by voice vote. C. Proclamation of April 27, 2012 as ARBOR DAY- Mayor read the Proclamation for the record. Alderman Palmer motioned, seconded by Alderman Moore to approve the Resolution of Appreciation. Motion carried unanimously by voice vote. 2. Comments by City Manager City Manager, Bob Kiely advised there will be a joint Parks/Rec and Historic Preservation Committee meeting May 3, 2012. Final master plan will be presented to Council 5/21/12. 3. Comments by Council Members Alderman Adelman thanked City employees for their timely responses to the residents. Alderman Palmer wanted an update regarding the hands free ordinance and the state. Alderman Schoenheider thanked Tom Morsch for his six years of service. Alderman Novit advised there Affordable Housing Volunteer Day 4/21/12. Third Ward Town Hall meeting is scheduled for 4/30/12 7pm. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS None ITEMS FOR OMNIBUS VOTE CONSIDERATION 8:15 p.m. 17 Proceedings of the April 16, 2012 Regular City Council Meeting A. Award of contract for Tanglewood Ct and end of Basswood Rd Watermain Replacement Project Staff requested awarding the contract for the Tanglewood Ct and end of Basswood Rd Watermain Replacement Project to RJ Underground Inc. The project involves replacing existing aged watermains located under Tanglewood Ct and at the end of Basswood Rd. The Tanglewood Ct watermain project limits are from Conway Rd to the north end. The Basswood Rd watermain is located between the cul-de-sac of Basswood Rd and Onwentsia Rd to the north thru the side yards. The existing watermain is located next to a pedestrian pathway located in the side yards between Basswood Rd cul-de-sac and the Onwentsia Rd. The existing undersized 6” cast iron watermain, at both locations, will be replaced with the City standard 8" ductile iron pipe watermain. Each year, as part of Capital Improvement Program budget, staff evaluates the condition of existing watermain infrastructure in terms of age, capacity, watermain breaks, and other capital improvement projects scheduled on that street. Based on these factors staff developed an annual Watermain Replacement Program schedule to maintain City’s water distribution system at an optimum functional level. The watermain replacement programs was discussed and approved at the November 21, 2011 Capital Improvements Plan budget meeting. Most of the Tanglewood Ct and end of Basswood Rd watermain installation will be augured thereby creating a less disruptive construction area. The auguring of the watermain was necessitated, over open excavation trench, due to various utility conflicts, the proximity of new watermain to the matured trees, and to avoid disturbing side yard areas of residential properties. Upon installation of the new watermain, the watermain will be tested and chlorinated per IEPA regulated standards. If the test results are satisfied, then the contractor will commence connecting existing water service (that runs from home to the watermain) to the new watermain. Most of this water service reconnection work will involve excavation due to the disconnection of old service from existing watermain to reconnection of service to the new watermain. Typically, the size of an existing water service can range from ¾-in to 2-in. The contract management, including preparation of plan bids and specifications including performing field survey and design was prepared by in-house Engineering staff thereby allocating the design saving costs to other CIP projects. The Engineering staff will provide daily inspectional services oversight to minimize any potential complaints from residents. Bids for the Tanglewood Ct and end of Basswood Watermain Replacement Project were received and opened on March 30, 2012. City received a total of three (3) bids. The primary reason for receiving only three (3) bids could be that most of the project involves auguring the watermain (no open excavation) and not all general contractors own this specialized equipment. In addition, the length of watermain at both these streets is relatively less for general contractors to bid. If the length of the watermain to be augured was higher, the general contractors typically subcontract the auguring portion of the work. It is staff’s opinion that the bids received were competitive, compared to past years, thereby providing considerable savings to the City. The following is a summary of the bids received: 18 Proceedings of the April 16, 2012 Regular City Council Meeting BIDDER BID AMOUNT RJ Underground Inc $ 304,101.50 RA Mancini, Inc. $ 319,175.00 Berger Excavating $ 320,360.00 Engineer’s Estimate $ 363,410.00 The low bidder, RJ Underground Inc. has previously worked in Lake Forest and their work has been satisfactory. City staff also checked the past performance of RJ Underground Inc. on projects of similar size and scope and determined that their performance was acceptable. Based on references provided, RJ Underground Inc. has been a successful contractor working for Village of Palatine and for Kenosha Water Utility. In addition, RJ Underground Inc. has installed watermains, working as sub-contractors, at Woodland Academy and at Bowling Green. Both these projects involved auguring the watermains and were inspected by City Engineering staff. Both projects were completed on time and the work was satisfactory to the staff and the general contractors. Below is a summary of Project budget: FY2013 Funding Source Account Budget Amount Requested (incl. 5% contin.) Budgeted? Y/N Water and Sewer Fund $ 375,000.00 $ 319,306.58 Y If awarded the project would commence in mid-May and be completed within 90 days of start of construction. The homeowners, residing within the limits of Tanglewood Ct and end of Basswood Rd Watermain Replacement Project, and others homeowners in the vicinity of the construction project have been notified in early spring about this summer project. Upon confirming the start date of the project another letter will be sent to above mentioned residents two weeks prior to start of construction. The City website, under Construction Updates, will also provide details on the construction schedule. RECOMMENDED ACTION: Staff recommends awarding the contract for the Tanglewood Ct and end of Basswood Rd Watermain Replacement Project to RJ Underground Inc. in the amount of $319,306.58 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. B. Consideration of an Ordinance Adopting New Fees Related To Development Activity for Incorporation into the Supplemental Fee Schedule for the City Of Lake Forest The City Council previously reviewed changes to the City’s Fee Schedule as part of the budget process. The Ordinance formally establishes some new fees related to development activity. Each year, Community Development staff reviews the services provided and identifies any activities or services that are not currently covered by user fees. The fees proposed are not 19 Proceedings of the April 16, 2012 Regular City Council Meeting expected to generate a significant amount of revenue, but are intended to cover some minor services that the department provides for which fees are not currently charged. RECOMMENDED ACTION: Waive first reading and grant final approval of an Ordinance establishing new development related fees. C. Consideration of an Ordinance approving a Fee Schedule for The City of Lake Forest relating to an increase in water rates First reading of an Ordinance was approved at the April 2nd City Council meeting following discussion at the March 19 Finance Committee Budget meeting. It is recommended to increase water rates for customers inside the City to $4.99/1000 gallons and $6.85/1000 gallons for water customers outside of the City. This recommendation is a 1.5% increase, which is based on the CPI. This will allow proper funding of the FY13 water fund budget. RECOMMENDED ACTION: Grant second reading and final approval of an Ordinance approving a fee schedule increasing water rates. D. Approval of Resolution required for Bank Purposes Lake Forest Bank and Trust Company requires the attached resolution to be approved by the City Council. The revised resolution is due to staff changes in the Finance Department. E. Award of contract for the development of the Phase I Restoration Management Plan for the Lake Forest Cemetery Ravine to Conservation Design Forum Staff requested award of the proposal for professional ecological and engineering services for the development of the Phase I Restoration Management Plan (RMP) for the Lake Forest Cemetery Ravine to Conservation Design Forum (CDF). Key components of the plan include: review of the site conditions, conduct floristic quality inventory and assessment, site survey, develop ecological restoration strategies to address site hydrology and erosion issues, and assist Cemetery staff with grant applications to maximize the potential for funding. The proposed restoration scope of work consists of the northwest ravine branch, adjacent to the St. Mary’s Cemetery and the main ravine branch, which runs between the land bridge in Section E and Lake Michigan, encompassing approximately 1,700 linear feet. The south ravine branch, adjacent to the Cemetery Gatehouse was restored in 2003 and is not part of the scope of work. Currently, the ravine system is facing significant bluff erosion from failing storm water inlets, deteriorated concrete basins, and extensive over growth of invasive plant species. The primary reason to develop a RMP is to provide the necessary documentation to increase The City’s potential to receive grant funding for restoration work. The complete ravine restoration is estimated to cost $1.2 million. Since 2007, a placeholder of $200,000 has been in the Cemetery Capital Budget for a grant match in the event the Cemetery was awarded a grant. Over the years, especially after the financial crisis of 2008, available grant funding has significantly been reduced making the application process highly competitive. As a result, grant managers responsible for selecting the most qualified applicants are seeking candidates that provide more comprehensive ecological and engineered solutions that include project cost 20 Proceedings of the April 16, 2012 Regular City Council Meeting breakdown estimates. The proposed Ravine Restoration Plan by CDF would address these requirements to show that the Cemetery plan is “shovel ready”. In addition, as part of the proposal, CDF will assist staff with reviewing grant requirements, previous grant applications and rejection letters, will attend meetings with grant agencies to identify their priorities and selection criteria, and will provide materials including technical narratives, the RMP, and any necessary exhibits. If the Cemetery is unsuccessful in obtaining grant funding over the next several years, staff could then use the RMP to address the ravine restoration in phases using Cemetery funds. At its October 15, 2011 meeting, the Cemetery Commission authorized staff to hire a professional ecological and engineering service firm for the development of the Phase I Restoration Management Plan (RMP) for the Lake Forest Cemetery Ravine for a not-to-exceed amount of $50,000. In 2003, Lake Forest Cemetery was awarded a $382,560 grant from the National Oceanic and Atmospheric Administration (this was part of the Great Lakes Coastal Restoration Grant Program, administered by the Illinois Department of Natural Resources) to perform ravine restoration and storm water management to the south branch ravine, adjacent to the Cemetery Gatehouse. Requests for Qualifications (RFQ’s) were sent to ten firms with extensive knowledge and experience in designing ecological restoration and storm water management projects. On February 15,, 2012, seven responses were received. Three of the seven firms were interviewed by Cemetery, Engineering, Public Works and Parks & Forestry staff. Conservation Design Forum of Elmhurst, Illinois was selected by the interview team. CDF has an 18-year history of successful environmental management and restoration projects of all sizes. The firm is capable of designing the Phase I Restoration Management Plan with its own staff of ecologists, landscape architects and civil engineer/hydrologist. CDF has extensive experience both nationally and locally with design restoration work. Most notably, CDF prepared the Fort Sheridan Lakefront Preserve Action Plan for Chicago Openlands, which needed to address the same range of issues facing the restoration of the Cemetery’s historic ravine systems. In addition, CDF was commissioned in 2002 by the Lake Forest Cemetery Commission to develop a Master Plan to embody the design philosophy of O.C. Simonds. PROJECT BUDGET: FY2012 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Cemetery C.I.P. $50,000 $49,955 Yes RECOMMENDED ACTION: Award the contract for the development of the Phase I Restoration Management Plan for the Lake Forest Cemetery Ravine to Conservation Design Forum for the sum of $49,955. F. Approval of Landfill Disposal Fees for FY2013 Per the City’s Purchasing Directive, staff must receive City Council approval for purchases over $20,000. There are two landfills in Lake County at which refuse collected during residential routes and at the Compost Center is disposed of. Every year, staff receives an updated disposal price per ton from each 21 Proceedings of the April 16, 2012 Regular City Council Meeting of these landfills. Refuse is then taken to the landfill that provides the least expensive price per ton for the duration of the fiscal year. Therefore, staff is requesting official City Council approval to utilize the least expensive landfill and bring the City’s solid waste to Veolia Environmental during FY2013. The City’s Sanitation Section collects approximately 7,200 tons of refuse each year. The Veolia Environmental landfill is located in Zion and Waste Management in Grayslake. At the beginning of each year, staff requests an updated refuse disposal price per ton from each company. For the past seven years, Veolia Environmental has been significantly less expensive than Waste Management. By using Veolia Environmental, the City has saved approximately $40,000 - $50,000 each year. Staff received the following quotes for solid waste disposal in FY2013: Veolia Environmental Waste Management Price Per Ton $45.70 $52.35 Environmental Tax $1.82 $1.40 Fuel Surcharge $3.46 $3.92 Total Per Ton $50.98 $57.67 By continuing to use Veolia Environmental, staff estimates that the City will save approximately $48,000 in disposal fees during F.Y. 2013 as compared to disposing of the waste via Waste Management’s landfill. FY2013 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N General 101-5241-432-42-10 $417,000 $417,000 Y RECOMMENDED ACTION: Based on the lowest price per ton, staff recommends that the City utilize Veolia Environmental for solid waste disposal during FY2013. G. Consideration and approval of an Ordinance regarding the City's policies and procedures for disposing City assets. RECOMMENDED ACTION: Waive first reading and grant final approval H. Approval of a Resolution Reallocating 2012 Volume Cap to the Village Of Buffalo Grove, Illinois This is the seventh year under home rule status that the City has been allocated volume cap. This equates to $95.00 per resident of the City, or $1,840,625.00 for the issuance of tax exempt private activity bonds. The City may, prior to May 12012, reallocate to other home rule units of government its volume cap. The City has not used any of the 2012 volume cap. The Lake County Partnership for Economic Development, Inc. has offered Lake County home rule communities the opportunity to participate in a program to combine their respective volume cap allocations and create a Private Activity Bond Clearinghouse Pool to facilitate the issuance of tax- exempt private 22 Proceedings of the April 16, 2012 Regular City Council Meeting activity bonds to finance industrial, manufacturing, and commercial projects in Lake County, Illinois, for economic development purposes. The Village of Buffalo Grove agreed to host the Pool, to reserve its own volume cap, and accept volume cap reallocated to Buffalo Grove by other home rule units of government. Buffalo Grove has requested, as this was approved by the City Council for the sixth time last year, that the City reallocate $1,840,625.00 of its 2012 volume cap to Buffalo Grove to be used for the issuance of tax-exempt private activity bonds placed through the Pool to finance eligible projects. Recommended Action: Approval of the resolution reallocating 2011 volume cap to the Village of Buffalo Grove, Illinois. I. Resolution of Appreciation for Louis Bischoffer for 20 Years of Service J. Resolution of Appreciation for James Barker for 23 Years of Service K. Resolution of Appreciation for Mark Wiegold for 20 Years of Service L. Approval of the April 2, 2012 City Council meeting minutes RECOMMENDED ACTION: Approve omnibus items as presented. Alderman Palmer moved, seconded by Alderman Pandaleon to approve the omnibus items as presented. The following voted “Aye” Novit, Waldeck, Moore, Pandaleon, Schoenheider, Palmer, and Adelman. The following voted “Nay” none. Motion carries. ORDINANCES 1. Consideration of an Ordinance Amending the City Code relating to Video Gaming Terminals (Second Reading and Final Approval) In 2009, the State Legislature amended the Video Gaming Act to allow the use of video gaming terminals in certain establishments throughout the State. The Act also provides that a municipality may pass an ordinance prohibiting video gaming within the corporate limits of the municipality. Currently Chapter 47 of the City Code prohibits gambling. If the City Council determines that it is in the best interests of the City and its residents to continue to prohibit gambling including the use and operation of video gaming terminals, then an amendment to Chapter 47 of the City Code would be appropriate. On September 8, 2009, the City Council approved first reading of a proposed ordinance amending Chapter 47 which would make the use of video gaming terminals a misdemeanor. At that time, the Council elected to table second and final reading until the State clarified the legal and financial implications of such a prohibition. At the time of its passage, there was some uncertainty as to the rules and regulations regulating the Video Gaming Act and what capital improvement projects would or would not be funded for any community passing such a prohibition. While the picture is slightly clearer 23 Proceedings of the April 16, 2012 Regular City Council Meeting than in 2009, staff would recommend second reading and passage of the ordinance to insure that no establishment in town could offer such gaming opportunities. A map showing towns that have already passed a ban on video gaming terminals along with a list of potential video gambling locations under the Act is included for your information. RECOMMENDED ACTION: Grant final approval to the ordinance amending Chapter 47 of the City Code prohibiting video gaming terminals. Alderman Moore moved, seconded by Alderman Pandaleon to approve the ordinance amending Chapter 47 of the City Code prohibiting video gaming terminals. The following voted “Aye” Novit, Waldeck, Moore, Pandaleon, Schoenheider, Palmer, and Adelman. The following voted “Nay” none. Motion carries. NEW BUSINESS A. Report to City Council on Response to Emerald Ash Borer in Lake Forest Chuck Meyers, Superintendent of Parks & Forestry updated City Council on the plans underway to mitigate the anticipated losses associated with the Emerald Ash Borer (EAB) infestation throughout the City. A comprehensive EAB management plan is being developed that will outline the City’s objectives and the approaches that will be used to manage the current economic, social and environmental impacts on our urban forest resource. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION None ADJOURNMENT There being no further business, Alderman Palmer moved, seconded by Alderman Pandaleon to adjourn the meeting at 9:10 p.m. The motion carried unanimously by voice vote. Cathryn H. Buerger Deputy City Clerk 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42