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CITY COUNCIL 11/05/2012 THE CITY OF LAKE FOREST CITY COUNCIL AGENDA Monday, November 5, 2012 7:30 p.m. City Hall Council Chambers CALL TO ORDER AND ROLL CALL Honorable James J. Cowhey, Jr., Mayor Kent Novit, Alderman First Ward Donald Schoenheider, Alderman Third Ward Catherine Waldeck, Alderman First Ward Stanford Tack, 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 7:30 p.m. 1. Comments by Mayor A. Promotion of Police Officer Mike Lange to Sergeant PRESENTED BY POLICE CHIEF, JIM HELD 2. Comments by City Manager 7:40 p.m. A. Northwestern Lake Forest Hospital Advisory Committee Report 3. Comments by Council Members 7:50 p.m. A. Finance Committee Report- Alderman Pandaleon 1. Audit Committee Report: Fiscal Year 2012 Annual Financial Report PRESENTED BY AUDIT COMMITTEE CHAIRMAN MICHELLE MORENO The Comprehensive Annual Financial Report (CAFR) for the fiscal year ended April 30, 2012 is provided in Drop Box. The document has been reviewed by the Audit Committee with McGladrey LLP, the City’s independent audit firm, and has been accepted by the Audit Committee. The City has received an unqualified (clean) opinion from McGladrey LLP. The City has been awarded the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association for thirty-three consecutive years. This report will be submitted to GFOA for consideration of a thirty-fourth award. The Audit Committee met twice during 2012 and highlights of those meetings as well as the report will be presented tonight by Audit Committee Chairman Moreno. 1 November 5, 2012 Agenda RECOMMENDED ACTION: Receipt of the audit report for the fiscal year ended April 30, 2012. 2. Approval Of An Estimate Of The Amount Of Revenue To Be Generated From Property Taxes For The 2013 Calendar Year In Accordance With The Truth In Taxation Statute And Establishment Of The Public Hearing Date For The 2012 Tax Levy PRESENTED BY ELIZABETH HOLLEB, FINANCE DIRECTOR PURPOSE AND ACTION REQUESTED: Staff is seeking City Council approval of an estimate of the amount of revenue to be generated from property taxes in calendar year 2013 and setting of the public hearing date for the 2012 tax levy. BACKGROUND/DISCUSSION: Under the Truth in Taxation Act, the City Council is required to determine the estimated amount of money to be raised by taxation twenty days prior to the adoption of the annual tax levy. The amount determined is an estimate, and can be increased or decreased under the statute, provided that any increase does not exceed 105% of the prior year's tax extension without the required notice and public hearing. This estimate is preliminary and initiates the public process for the 2012 tax levy by establishing a not-to-exceed amount from which staff can prepare the proposed levy. The 2012 property tax levy estimate is as follows: Levy 2011 Extended 2012 Levy Estimate % Increase (Decrease) Aggregate Levy $ 23,875,950 $ 25,174,229 5.44% Debt Service Levy $ 1,707,218 $ 1,663,785 (.35)% TOTAL LEVY $ 25,583,168 $ 26,838,014 4.90% The increase in the aggregate levy is made up of three components: • 3.00% overall increase in compliance with the tax cap applicable to 2012 levies • 2.20% increase attributable to TIF expiration described in more detail below • 0.24% due to new construction as estimated by the Lake County Assessor’s Office The West Lake Forest Tax Increment Financing (TIF) District will expire December 31, 2012. When a TIF district expires, the taxing districts have one year to recapture the assessed value in the tax levy as new construction exempt from the tax cap limitations. This exemption is provided due to the fact that the assessed valuation growth would have been accumulated over time but for the TIF district. Truth in taxation requirements do not exempt TIF expirations from the public notice and public hearing requirements, and TIF expirations typically result in a one year tax levy increase exceeding the 105% requirement. It is important to note that the TIF represents 2.20% of the projected increase in the aggregate levy which is not assessed on all taxpayers, but simply represents the addition of the TIF assessed valuation in the City’s property tax levy for the 2 November 5, 2012 Agenda first time since the TIF was created. The City’s long-term financial plans have included the expected TIF funding starting in calendar year 2013. The 2012 property tax levy will be considered by the City Council on November 19 and December 3, 2012. The actual adjustment in the property tax levy may be more or less than the estimate provided above. BUDGET/FISCAL IMPACT: There is no fiscal impact to the City of the approval of this estimate. The actual 2012 property tax levy will be considered at the November 19 and December 3 City Council meetings. RECOMMENDED ACTION: It is recommended that the City Council determine that the amount of revenue estimated to be necessary to be raised from the 2012 property tax levy, for calendar year 2013, is: a) $ 25,174,229 for the aggregate levy, which is 5.44% higher than last year’s tax extension, and b) $ 1,663,785 for the debt service levy, which is a .35% decrease compared to last year’s tax extension. The actual levy amount may differ from the estimates provided above. It is also recommended that the City Council set the 2012 tax levy public hearing date as Monday, December 3, 2012. Notice of the public hearing will be published in the Lake Forester as required by the Truth in Taxation Act on November 22, 2012. 3. Resolution Confirming Expiration of the West Lake Forest Tax Increment Financing (TIF) District PRESENTED BY FINANCE COMMITTEE CHAIRMAN GEORGE PANDALEON PURPOSE AND ACTION REQUESTED: Staff requests that the City Council adopt a resolution confirming its intent to terminate the West Lake Forest Tax Increment Financing (TIF) district effective December 31, 2012. BACKGROUND/DISCUSSION: The City Council adopted an Ordinance establishing the West Lake Forest Tax Increment Financing (TIF) District on May 14, 1988, at which time the certified assessed valuation of the TIF district was $2,396,529. Since 1988, the district has evolved significantly in terms of growth in assessed valuation and increased utilization of previously vacant parcels within the redevelopment project area. Over the years, the City has participated in several major redevelopment initiatives within the district including a new commuter station and parking lot, train depot and fire station, installation of sanitary sewer and water mains, traffic and streetscape improvements, school and park improvements. Private projects have included the renovation of Country Corners shopping center, construction of Sunset Foods shopping center and Lovell’s Restaurant. Several townhouse and single-family developments have occurred. During FY10-12, the City completed a comprehensive upgrade of its fiber optic telecommunications systems within the commercial and public portions of the TIF District. State Statutes establish a standard 23-year period for TIF districts, which for the West Lake Forest TIF would end on December 31, 2012. It is recommended that as an administrative 3 November 5, 2012 Agenda matter the City Council adopt a resolution beginning on page 15 confirming its intent to terminate the TIF district effective December 31, 2012 to provide added assurance to taxing districts including the TIF assessed valuation in their 2012 tax levies. As of September 2012, the Lake County Assessor’s Office estimated the additional TIF assessed valuation to be $49.5 million. RECOMMENDED ACTION: Adoption of the Resolution confirming the expiration of the West Lake Forest TIF district effective December 31, 2012. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS ITEMS FOR OMNIBUS VOTE CONSIDERATION 8:15 p.m. 1. Check Register for Period September 22 - October 26, 2012 Fund Invoice Payroll Total General 381,270 1,020,280 1,401,550 Water & Sewer 87,500 101,666 189,166 Parks & Recreation 179,905 286,962 466,867 Capital Improvements 783,260 3,682 786,943 Bond Funds - Projects 0 0 0 Motor Fuel Tax 10,138 0 10,138 Cemetery 10,167 14,297 24,464 Senior Resources 14,600 18,734 33,335 Deerpath Golf Course 60,231 39,061 99,292 Fleet 108,505 32,479 140,983 Debt Funds 250 0 250 Housing Trust 0 0 0 Park & Public Land 0 0 0 All other Funds 595,626 146,102 741,728 $ 2,231,452 $ 1,663,264 $ 3,894,716 2. Authorize the City Manager to exit out of a Cellular Services Contract with Sprint and enter into a Cellular Services Contract with Verizon Wireless, subject to final approval by the City Manager and City Attorney. STAFF CONTACT AARON STAHLY, MANAGEMENT INTERN (810-3679) PURPOSE AND ACTION REQUESTED: City staff is recommending, and if appropriate, that the City Council authorize the City Manager to exit out of a cellular service contract with Sprint and enter into a cellular service contract with Verizon Wireless. BACKGROUND/DISCUSSION: On August 24, 2011 The City entered into a twenty-four month agreement with Sprint for cellular services. According to the terms and conditions of the agreement, either party may terminate the contract pursuant to a 30 day written notice. Sprint announced broad-based plans to enhance their wireless networks over the next several years marketing a seamless transition. As a result, the City has experienced 4 November 5, 2012 Agenda ongoing problems with voice, data, and push to talk services. This has caused not only internal communication problems, but has also hindered both efficiency and effectiveness in providing City services. To address these on-going issues City staff met with representatives from Sprint who has indicated they are uncertain as to when the voice, data, and, push to talk network upgrades would be completed. As a result, staff from various departments met with Verizon Wireless representatives and it has been identified that Verizon’s network and coverage is superior to Sprint’s. Given Sprint’s uncertain timeline and the deteriorating cellular coverage throughout the City, staff believes that Verizon Wireless would provide better cellular services. BUDGET/FISCAL IMPACT: FY2013 Funding Source Account Number Remaining Account Budget Amount Requested Budgeted? Y/N FY 2013 Charged to each Department $43,083.12 $26,000 Y FY Amount Service Provider FY 2012 Actual $97,839.00 Sprint FY 2013 Budgeted $66,098.00 Sprint FY 2014 Estimated $58,987.44 Verizon Therefore, staff would recommend terminating the contract with Sprint and entering into a cellular services contact with Verizon Wireless. RECOMMENDED ACTION: Authorize the City Manager to exit out of a cellular service contract with Sprint and enter into a cellular service contract with Verizon Wireless, subject to final approval by the City Manager and City Attorney. 3. Award of Bid for the Recreation Center Flooring Replacement Project Included in the F.Y. 2013 Capital Improvement Program STAFF CONTACT DAN MARTIN, SUPERINTENDENT OF PUBLIC WORKS (810-3561) PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to award the flooring replacement bid for the Recreation Center to Lenco Flooring. The flooring replacement would be scheduled for completion by the end of December 2012. BACKGROUND/DISCUSSION: The existing maple racquetball court flooring at the Recreation Center has reached the end of its usable lifespan (20+ years). The determining factors to replace these floors is as follows: (1) the maximum amount of wood has been removed from the floors due to multiple floor sanding’s, (2) a number of nail heads have been exposed due to wear, and (3) thinning of the boards has led to sponginess, causing unsafe footing for the players. The proposed racquetball flooring is a Maple Flooring Manufacturers Association (MFMA) certified Maple Wood Flooring System as supplied by Conner Sports Flooring. This 5 November 5, 2012 Agenda specifically designed sports flooring is covered by a 10 year manufacturer warranty along with a 2 year installation warranty by the contractor. BUDGET/FISCAL IMPACT: On September 14, 2012, staff received the following bids for this project: Company Bids Lenco Flooring $33,240 Haldeman-Homme Inc. $34,150 Floors, Inc. No Bid Blue Book No Bid The flooring project followed the public bid process. The invitation to bid was advertised in the newspaper; four contractors attended the mandatory pre bid-meeting and received bid packets. Bidders were given two weeks to prepare their bids. Two contractors submitted bids. Staff learned that Floors Inc. was unable to meet the project timeline. Blue Book attended the pre bid-meeting with the intent to solicit their services and materials to the bidding contractors. The two bids submitted were both qualified and under budget so it was determined by staff to proceed with the following recommendation. Lenco Flooring met all of the required project specifications and their references gave favorable responses. They have installed new court floors for Western Springs, Irving Park YMCA, and Highland Park. For the last five years, Lenco Flooring has been the lowest qualified bidder for the Lake Forest Recreation Center’s wood court resurfacing maintenance. The original budgeted amount included four courts to be replaced. With the recent changes in programming, court four was converted into a multi-purpose room, thus extending the useful life of the floor. Originally estimated at $17,500 per court, the current bid comes in at just under $12,000 per court. The Fiscal Impact is as follows: FY2013 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N CIP Fund 311-0060-452.76-07 $70,000 $34,902 Y RECOMMENDED ACTION: Award of bid for the Recreation Flooring to Lenco Flooring in the amount of $33,240. Additionally, staff is requesting a 5% or $1,662 contingency for any unforeseen problems during the project. 6 November 5, 2012 Agenda 4. Consideration of an Ordinance Approving a Recommendation from the Zoning Board of Appeals. (First Reading and Final Approval) STAFF CONTACT CATHERINE CZERNIAK, DIRECTOR OF COMMUNITY DEVELOPMENT (810-3504) The following recommendation from the Zoning Board of Appeals is presented to the City Council for consideration as part of the Omnibus Agenda. 39 S. Sheridan Road – The Zoning Board of Appeals recommended approval of variance from the lot-in-depth setback requirements to allow construction of a modified roof form on an existing nonconforming portion of the house. There was no public testimony presented. (Board vote: 6-0, approved) The Ordinance approving this petition as recommended by the Zoning Board of Appeals including conditions of approval is included in the Council’s packet beginning on page 17. The Ordinance and complete exhibits are available for review in the Community Development Department. RECOMMENDED ACTION: Waive first reading and grant final approval of the Ordinance in accordance with the recommendation of the Zoning Board of Appeals. 5. Consideration of Ordinances Approving Recommendations from the Historic Preservation Commission. (First Reading and Final Approval) STAFF CONTACT CATHERINE CZERNIAK, DIRECTOR OF COMMUNITY DEVELOPMENT (810-3504) The following recommendations from the Historic Preservation Commission are presented to the City Council for consideration as part of the Omnibus Agenda. 630 Spruce Avenue – The Historic Preservation Commission recommended approval of a building scale variance to allow construction of an addition. There was one letter in support of the project submitted to the Commission. (Board vote: 7-0, approved) 121 N. Sheridan Road – The Historic Preservation Commission recommended approval of a building scale variance to allow construction of a replacement addition and approval of a partial demolition. There was one letter in support of the project submitted to the Commission. (Board vote: 7-0, approved) Ordinances approving each petition as recommended by the Historic Preservation Commission, including conditions of approval, are provided in the Council’s packet beginning on page 24. The Ordinances and all exhibits are available for review in the Community Development Department. RECOMMENDED ACTION: Waive first reading and grant final approval of the Ordinances in accordance with the recommendations of the Historic Preservation Commission. 7 November 5, 2012 Agenda 6. Consideration of Health Insurance Contract Renewals STAFF CONTACT DESHA KALMAR, DIRECTOR OF HUMAN RESOURCES PURPOSE AND ACTION REQUESTED: Staff is recommending retaining current health plan providers. BACKGROUND/DISCUSSION: The City provides a self-funded medical and dental plan. The cost of the City plan each year is determined by actual claims, fixed costs for administration, reinsurance, and costs for life insurance. It is estimated that with this year’s renewal numbers and projected claims, the City will see an increase of 1.4% to 2.9% across all services, depending on actual paid claims. Projected fixed costs and claim liability is increasing 2.9%. Through the years, the City has implemented a very proactive employee education and awareness program to help employees make informed health care decisions, including utilization of an Employee Benefit Committee. We also have a wellness program which contributed to a 20% decrease in claims risk factors in 2011. In 2011, the City went through a formal RFP process for all services provided for insurance stop loss coverage. Administration and billing services are currently provided by Professional Benefit Administrators (PBA). Stop Loss coverage is placed with ING. Life insurance coverage and Preferred Provider Network administration are placed with CIGNA. Pharmacy card services are provided by Serve You Rx. Benefit Consultant Peter Wright negotiated with the various providers for this year’s renewals. He negotiated with ING to reduce premium costs and reduce the expected claim factors based on lower trend rates and the impact of the CIGNA network change that was authorized last year. ING has agreed to accept the terms without further underwriting, which means they don’t need to see our claims through the rest of the calendar year, or excluded claims, meaning they aren’t requiring a higher stop loss levels on targeted individual larger claims. Our Section 125 Flexible Spending Program has been administered through Aflac for many years; however, we were notified earlier in the year that Aflac will no longer be offering this service. Peter Wright contacted 4 leading providers in the local and national market that have demonstrated successful flexible benefit services. RECOMMENDATIONS: • Retain Professional Benefit Administrators (PBA) for administration and billing services o PBA costs are among the lowest and service levels meet expectations • Engage PBA for administration of our Flexible Spending Program o PBA costs were the lowest and guaranteed for a period of 3 years • Retain preferred provider network administration to CIGNA, through PBA 8 November 5, 2012 Agenda Fee Type Payment Basis Total Rate 2012 Total Rate 2013 Base Fee Annual $1000 $1000 Employee Medical Monthly per Employee/Retiree $14.00 $14.30 Employee Dental Monthly per Employee/Retiree $2.50 $2.50 Medical Reimbursement Account Monthly per Employee/Retiree $5.00 $5.00 Vision Discount Program Annual per Employee/Retiree $2.50 $2.50 Utilization Review Liaison Fee Monthly per Employee/Retiree $1.50 $1.50 Flexible Benefit Administration Monthly per Employee $4.00 through Aflac $4.30 CIGNA PPO and Utilization Review Fee (paid to PBA) Monthly per Employee/Retiree $15.25 $15.25 CIGNA Large Case Management Fee Hourly $150 $150 • Retain ING for stop loss coverage o Covers paid claims estimated to be consistent with projections, and provide no significant exclusions to normal contract terms o Coverage is billed through PBA Billing Services Premium Type/Liability Estimate Payment Basis Total Rate 2012 Total Rate 2013 Total Estimated Premium Annualized Monthly Cost $437,126 $492,429 Total Medical, Rx and Vision Claim Liability Monthly Liability Cap per Employee/Retiree $1,274.19 $1,415.46 Aggregate Premium Monthly per Employee/Retiree $4.12 $4.12 Specific Premium Monthly per Single Coverage $59.27 $66.96 Specific Premium Monthly per Family Coverage $167.66 $189.57 Deductible Per Claimant per Year $125,000 $125,000 • Retain Excess Health/National Union Fire Insurance for Transplant Coverage, a component of Stop Loss Coverage o Transplant premiums reduce cost for Stop Loss Coverage o Coverage is billed through PBA Billing Services Premium Type Payment Basis Total Rate 2012 & 2013 Transplant Premium Monthly per Employee/Retiree $5.95 9 November 5, 2012 Agenda • Retain Serve You Rx for pharmacy card services o Serve You Rx retained their 2012 terms and conditions o Costs are billed as claim charge to the City Medical and Dental plan through PBA Fee Type Payment Basis Total Rate 2012 & 2013 Dispensing Fee Per Retail Prescription $1.50 Retail Discount, Brand Per Retail Prescription 17% Retail Discount, Generic Per Retail Prescription 17% or AWP less 66%-68% Mail Discount, Brand Per Mail Prescription 24% Mail Discount, Generic Per Mail Prescription 24% or AWP less 68%-71% Specialty Medications Discount Per Specialty Medication (retail or mail) 17% Rebates Paid to City Per Brand Retail Prescription $12.00 Rebates Paid to City Per Brand Retail Prescription $43.00 • Retain CIGNA for life insurance o CIGNA matched the best rate with higher guarantee issue limits and a three year rate guarantee o The City pays CIGNA directly for Life Coverage Premium Type Basis Total Rate 2012 & 2013 Employee Basic Life and Accidental Death Monthly rate per $1,000 of coverage $.16 per $1,000 The PCA Committee considered these recommendations on November 5 and moved to approve the recommendations. RECOMMENDED ACTION: Authorize the City Manager to execute contracts retaining Professional Benefit Administrators (PBA) for administration and billing services and for flexible spending account administration, retain preferred provider network administration to CIGNA through PBA, retain ING for stop loss coverage, retain Excess Health/National Union Fire Insurance for transplant coverage, a component of stop loss coverage, retain Serve You Rx for pharmacy card services and retain CIGNA for life insurance. 7. Award of Purchase for the Replacement of Eleven Ruggedized Laptops for Police Marked Cars STAFF CONTACT JIM HELD, CHIEF OF POLICE (810-3802) PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to award the state bid vendor, CDS Office Technologies, the purchase of eleven Panasonic CF-31 Toughbook laptop computers. This item is included in the F.Y. 2013 Capital Improvement Program. BACKGROUND/DISCUSSION: The Police Department uses laptop computers in all of its eleven marked squad cars. These computers are the primary tool for dispatching and resolving approximately 15,000 police calls annually, typing police reports, sending messages to dispatchers and other officers and accessing State and Federal databases. 10 November 5, 2012 Agenda In addition, the laptops are used by officers for most of the functions of a normal office computer including creating and editing MS Word, Excel and PowerPoint documents. The current laptops used in the squad cars (Panasonic Toughbook CF-29s) were purchased in March, 2006 and have been used successfully for six years. However they are no longer covered under warranty and are beginning to break down with increasing frequency. There are also concerns about the older unit’s ability to handle future software upgrades (coming in Winter 2012/2013) and to store large amount of digital video when the Department repurchases squad car video systems. The Panasonic Toughbook is the industry standard for squad car laptops because it is extremely resistant to rain, snow, extreme hot and cold, spills and damage from vehicle accidents. The Police Department is currently using its second generation of Toughbooks; the requested CF-31s would be our third series of these computers. Prior police experience with these units, which are used 24 hours a day, has been extremely positive. BUDGET/FISCAL IMPACT: The Police Department has been planning for the repurchase of these units for several years and requested funding for the approximate expected cost during the FY2013 capital improvement process. The remaining $1,629 will be funded out of savings in police minor equipment. These laptops are a State Bid item. FY2013 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Capital Fund 205-7672-421-75-25 $64,800 $66,429 Y RECOMMENDED ACTION: Award of purchase for the eleven Panasonic Toughbook CF-31 computers and related mounting equipment to the State Bid vendor, CDS Office Technologies, in the amount of $66,429. 8. Approval of the October 15, 2012 regular City Council minutes Copy of minutes beginning on page 42. RECOMMENDED ACTION: Approve The Omnibus items as presented. ORDINANCES 8:20 p.m. 1. Consideration of an Ordinance Approving an Amendment to the Special Use Permit for the Knollwood Club Authorizing the Addition of a 4th Paddle Tennis Court and Related Improvements. (If desired by the Council, waive first reading and grant final approval.) PRESENTED BY CATHERINE CZERNIAK, DIRECTOR OF COMMUNITY DEVELOPMENT (810-3504) On August 30, 2012, the Zoning Board of Appeals began consideration of the Knollwood Club’s request for an amendment to the Club’s Special Use Permit to authorize the addition of a 4th paddle tennis court and related improvements. At the conclusion of that meeting, and after receiving hearing public testimony from neighboring property 11 November 5, 2012 Agenda owners, the Board continued its consideration of the petition with direction to the Knollwood Club to refine the plan. In particular, the Board directed further study related to parking, landscaping, lighting and overall mitigation of impacts on adjacent residential properties. On October 22, 2012, the Knollwood Club presented a revised plan to the Zoning Board of Appeals. The Club developed the revised plan after working through various options, meeting with staff and discussions with neighbors and paddle players. After reviewing the revised plans, the Board commended the Knollwood Club noting that the work done in response to the discussion at the August meeting moved the project from a good project, to a tremendous project. The Board further noted that the plans not only accommodate the desired 4th paddle court, but improve upon current conditions in the general vicinity of the paddle courts. The plans as presented improve the existing parking lot and streetscape, add evergreen landscaping, update lighting on the courts and establish new policies for paddle players and guests to direct parking only in appropriate areas. The ordinance, including findings in support of the Board’s 6 – 0 vote in support of the request and the conditions of approval as recommended by the Board, is included in the Council packet beginning on page 47. For additional information, a report from the Zoning Board of Appeals is also included in the Council’s packet. RECOMMENDED ACTION: Waive first reading and grant final approval of an Ordinance amending the Knollwood Club Special Use Permit to allow the addition of a 4th paddle tennis court and related improvements subject to conditions of approval as recommended by the Zoning Board of Appeals. NEW BUSINESS 8:30 p.m. 1. Consideration of a Recommendation to Enter Into a Contract with Mood Media Muzak, for the Installation of a New Audiovisual System and the purchase of a new podium for the City Hall Council Chambers from Lynch Construction. PRESENTED BY EDWARD JOHNSON, CABLE TV COORDINATOR (810-3690) PURPOSE AND ACTION REQUESTED: If appropriate, and should the City Council desire, approve a contract with Mood Media Muzak for installation of council chambers audiovisual system, and the purchase of a new podium from Lynch Construction. BACKGROUND/DISCUSSION: In Fiscal Year 12, staff was directed by the City Manager to upgrade the existing audiovisual system in the council chambers. The equipment was last upgraded in 1995 as part of the overall City Hall renovation project and over time as pieces of equipment have failed they have been replaced as necessary. The main objectives of replacing the antiquated system are to increase ease of use, eliminate audio problems, provide a better visual product, and eliminate unnecessary cables and wires that have created a potential tripping hazard. In addition to the audiovisual equipment, a new podium will be constructed serving as the system hub, enhancing the overall public and staff presentation experience. 12 November 5, 2012 Agenda In spring 2011, staff commissioned Client First to review our existing audiovisual system and identify needed improvements. As background, Client First has assisted the City’s IT Department in identifying infrastructure and software program efficiencies and needs. Based on Client First’s expertise it was recommended that staff consult with Technical Design Services, Inc. (TDSi) to identify the technical design specifications, assist in the RFP process and in the vendor selection process. Audiovisual Equipment With collaboration from staff of various departments, TDSi created a Request for Proposal (RFP) based on current and future technological needs for the council chambers. On July 16, 2012 the Request for Proposal was released. On August 3, 2012 the City received two bids: Esscoe, LLC and Mood Media Muzak, with Mood Media Muzak being the lower bidder. Vendor Base Bid Alternate Equipment Total Price including Base and Alternate Mood Media Muzak $45,730.14 $15,376.91 $61,107.05 Esscoe, LLC $69,000.00 $22,180.00 $91,180 The base bid includes installation of ceiling-mounted projector, new staff table microphones, two touchscreen control devices, new speakers, new audiovisual connections at the podium, control system, and all necessary cables and connectors. As a cost saver, building maintenance will be installing some wiring and electrical work. The Alternate equipment consists of wall-mounted television monitor for people seated in the southeast corner of chambers, television monitor in front of podium, and large television monitor in conference room with speakers and video conferencing capabilities. This evening staff is recommending approval of the base bid for services from Mood Media Muzak in the amount of $45,730.14. Currently, there is $55,000 allocated in the FY 13 CIP budget. Of the $55,000, $8,500 is earmarked to TDSi, for their professional services. Podium In addition to audiovisual components, staff is looking to construct a new podium to properly house new equipment that replaces what is currently on the cart in the middle of the room. The podium will also reflect the historic aesthetics of the council chambers. The City received four quotes from three different vendors ranging from $10,000 to $25,000 outlined below. Vendor Model Price Marshall Furniture MLFP-40 $10,000 Marshall Furniture MLAQ-40 $25,000 Lynch Construction Custom Design $16,000 David Woodhouse Architects, LLC Custom Design $17,000 13 November 5, 2012 Agenda This evening, staff also recommends purchasing the podium from Lynch construction for $16,000. Their model has been custom-designed to fit into the current podium space, and it reflects the character of Lake Forest’s council chambers versus the standard podium model offered by Marshall Furniture. BUDGET/FISCAL IMPACT: FY2013 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N FY 2013 CIP xxxxxxxxxx27802 $55,000 $45,730.14 Y CIP $0 $16,000 N RECOMMENDED ACTION: If appropriate and should the City Council desire, approve a contract with Mood Media Muzak in the amount of $45,730.14 and an additional $16,000 in capital improvement dollars for the podium to Lynch Construction. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION ADJOURNMENT 8:45 P.M. Office of the City Manager November 2, 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. 14 THE CITY OF LAKE FOREST RESOLUTION NO. 2012-__ A RESOLUTION REGARDING THE DISSOLUTION OF THE WEST LAKE FOREST TAX INCREMENT FINANCING DISTRICT WHEREAS, in May 1988, the City Council of The City of Lake Forest (the "City"), adopted ordinances approving tax increment financing, establishing a special tax allocation fund, and adopting a redevelopment plan and project for the West Lake Forest Redevelopment Project Area (the “TIF Redevelopment Project Area”); and WHEREAS, pursuant to Section 3.5 of the Tax Increment Allocation Redevelopment Act, 65 ILCS 5/11-74.4-1 (the "Act"), the City must terminate the TIF Redevelopment Project Area no later than December 31st of the 23rd calendar year after the year in which the ordinance approving the Redevelopment Project Area was adopted; and WHEREAS, based on the limitations in the Act, the TIF Redevelopment Project Area will be of no further force or effect as of December 31, 2012; and WHEREAS, the City desires to acknowledge that the TIF Redevelopment Project Area will terminate as a redevelopment project area on December 31, 2012; and WHEREAS, the City has notified affected taxing districts of the upcoming termination of the TIF Redevelopment Project Area as a redevelopment project area on October 26, 2012, in accordance with Section 8(b) of the Act; NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF LAKE FOREST, COUNTY OF LAKE, STATE OF ILLINOIS, as follows SECTION ONE: Recitals. The foregoing recitals are by this reference incorporated into and made a part of this Resolution as if fully set forth 15 2 SECTION TWO: Dissolution of the Redevelopment Project Area. The TIF Redevelopment Project Area will terminate on December 31, 2012. The City Manager, Finance Director, and City Attorney are hereby authorized and directed to proceed with wind- up activities relating to the TIF Redevelopment Project Area, which may include without limitation: (i) complying will all auditing and reporting requirements, (ii) making any final eligible expenditures for the TIF Redevelopment Project Area, and (iii) distributing any surplus funds. Following completion of all wind-up activities, the City Manager shall present to the City Council for consideration the ordinance terminating the TIF Redevelopment Project Area as provided in the Act. SECTION THREE: Effective Date. This Resolution shall be in full force and effect upon its passage and approval. PASSED this _____ day of ____________________, 2012. AYES: NAYS: ABSENT: APPROVED this _____ day of ____________________, 2012. ______________________ Mayor ATTEST: _____________________________ City Clerk (SEAL) 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 The City of Lake Forest CITY COUNCIL Proceedings of the October 15, 2012 Regular Meeting 7:30 p.m. – City Hall Council Chambers Alderman Moore moved, seconded by Alderman Schoenheider to appoint Alderman Palmer acting mayor. Motion carried unanimously by voice vote. CALL TO ORDER AND ROLL CALL: Acting Mayor Palmer called the meeting to order at 7:37 p.m. Deputy City Clerk called the roll of Council members. Present: Aldermen Novit, Waldeck, Moore, Schoenheider, Tack, Palmer, Adelman. Absent: Cowhey, Pandaleon; Quorum present. There were approximately 25+ present in the audience. Also present were: Robert Kiely, City Manager; Vic Filippini, City Attorney; Marlo Del Percio, City Attorney; Catherine Czerniak, Director of Community Development; Susan Banks, Communications Manager; Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Robert Ells, Engineering; Carina Walters, Assistant City Manager. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance. Reports of City Officers 1. Comments by Mayor A. Presentation Regarding Red Ribbon Week- Executive Director, Andy Duran gave a brief overview of the activities Speak Up! has planned for the fall. B. Appointment of Mike Havey to fill the unexpired term of Christie Bishop to the Board of Police and Fire Commission - Alderman Novit moved, seconded by Alderman Adelman to approve this appointment. Motion carried unanimously by voice vote. C. Appointment of City Engineer With the recent resignation of the City Engineer, staff is recommending that a needs analysis be performed for engineering services over the next 6½ months. In lieu of hiring a full-time City Engineer for this period, staff is requesting that City Council appoint an engineering firm to serve as City Engineer on a part-time basis to fulfill all statutory requirements of that position. The firm will assist staff with plan reviews for watershed development, commercial development, and IEPA / IDOT permits. In addition they will attend City meetings as needed. Per the guidelines outlined in Section 8.5 of the City’s Purchasing Directive, a Request for Qualifications was sent to five local engineering firms with municipal experience; three responded. On October 5, 2012, two of the three firms were interviewed by the Mayor, Director of Public Works, and Engineering Supervisor. These were Bleck Engineering and Gewalt Hamilton Associates. Although Bleck Engineering provided strong credentials, it is staff’s opinion that the City would continue to receive a significant number of private engineering works submitted by Bleck Engineering. This conflict of interest would require a second firm to review such items. In addition, the proposed hourly rate submitted by Gewalt Hamilton was approximately $40 less per hour than Bleck Engineering. Gewalt Hamilton Associates has over 75 full-time staff in three offices and currently provides engineering services to Bannockburn, Deer Park, Barrington Hills, Lincolnwood, Riverwoods, and Mundelein. Their nearest office is located in Vernon Hills and will provide an engineer at the City Municipal Services Building as needed. Staff anticipates needing engineering services approximately 16 hours per month. Information regarding Gewalt Hamilton Associates begins on page 9. During the interview process, Gewalt Hamilton noted that they intend on performing engineering services for all current and future Lake Forest College development. If / when such applications are made, staff recommends that such plans be reviewed by Bleck Engineering as the City’s secondary engineering firm. Additionally Gewalt Hamilton Associates pledged not to perform any other engineering services for private Lake Forest clients while working as the role of City Surveyor and Engineer. Gewalt Hamilton personnel reviewed and acknowledged receipt of the City’s “Gift Ban Act and Ethics Ordinance” prior to being interviewed. The City’s interviewing team is in full support of the following recommended action. RECOMMENDED ACTION: Appoint Gewalt Hamilton Associates, Inc.to City Engineer through May 6, 2013. Alderman Novit moved, seconded by Alderman Waldeck to appoint Gewalt Hamilton Associates, Inc to City Engineer through May 6, 2013. Motion carried unanimously by voice vote. 42 Proceedings of the October 15, 2012 Regular City Council Meeting 2. Comments by City Manager A. Community Spotlight; Lake Forest Library- Kaye Grabbe briefed the Council on events and happenings at the Lake Forest Library. Kaye also demonstrated some of the new features on the newly restructured website. B. Spirit of 67 Foundation Presentation of Spirit Week 2012 and Proclamation Megan Morris and Mike Simeck of the Spirit of 67 Foundation announced “Spirit Week” at all District 67 schools, starting October 15th through 19th. Celebrating school and community will be special “perks” on the Live, Work, Play mobile phone app. There was technical difficulty with broadcasting the Finance Committee from earlier. The meeting will be broadcasted after the City Council meeting. A. Finance Committee Report- Alderman Schoenheider 1. Acknowledge receipt of the FY2012 Treasurer’s Report – Alderman Schoenheider requested the City Council acknowledge receipt of the FY2012 Treasurer’s Report. Pursuant to Illinois State Statute, a Treasurer’s Report must be filed with the City Clerk, the County Clerk, and published within a Lake Forest newspaper within six months after the end of each fiscal year. The report will be published in the October 25, 2012 edition of the Lake Forester. RECOMMENDED ACTION: Acknowledge receipt of the FY2012 Treasurer’s Report. Alderman Novit moved, seconded by Alderman Schoenheider to acknowledge receipt of the FY2012 Treasurer’s Report. Motion carried unanimously by voice vote. B. Public Works Committee Report- Alderman Novit 1. Request to ratify the engagement of Bleck Engineering for design services for the Forest Park infrastructure improvements In order to determine an accurate budget amount for the Forest Park infrastructure improvements, a comprehensive engineering design needed to be completed. The budget amount is needed for both this evening’s discussion of the project as well as its impact on the City’s overall capital improvement program for F.Y. 2014. Therefore on July 30, 2012, the City entered into an agreement with Bleck Engineering Company to provide the final design and an engineer’s cost estimate. The agreement was reviewed at both the September 17, 2012 and tonight’s Public Works Committee meetings. The street lighting, storm sewer, roadway, and south parking lot resurfacing represent that portion of the improvements the City would be responsible for financially. This represents 80% of the infrastructure budget; therefore the City proposes to pay for 80% of the $67,000 design services agreement with Bleck Engineering ($53,600). Upgrade to a different type of stone for the ring road’s surface coat and pervious pavers for the south parking lot parking stalls will be addressed by funds generated through the Forest Park Board. The Forest Park Board will therefore be responsible for the remaining 20% of the design expense ($13,400). The City budgeted for these services in this year’s capital improvement program. RECOMMENDED ACTION: Ratify the engagement of Bleck Engineering for design services for the Forest Park infrastructure improvements in the amount of $67,000.00 with The City to pay 80% totaling $53,600.00 and the Forest Park Board Project Board responsible for the remainder of $13,400.00. Alderman Moore moved, seconded by Alderman Waldeck to ratify the engagement of Bleck Engineering for design services for the Forest Park infrastructure improvements in the amount of $67,000.00 with The City to pay 80% totaling $53,600.00 and the Forest Park Board Project Board responsible for the remainder of $13,400.00. The following voted “Yea” Aldermen Novit, Waldeck, Moore, Schoenheider, Tack, Palmer, Adelman. The following voted “Nay” None. Motion carried. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS Romy Lopat requested information regarding the financing with the Forest Park project. 3. Comments by Council Members- None 43 Proceedings of the October 15, 2012 Regular City Council Meeting ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Reappointment of DeSha Kalmar, Director of Human Resources, as IMRF Authorized Agent Legislation passed in 2011 permits all Illinois Municipal Retirement Fund (IMRF) Authorized Agents to submit a nominating petition and cast a ballot in an Executive Trustee election, provided they have been given authority by their governing body. Director Kalmar has been casting ballots on behalf of the City for many years. However, because of this legislative change, IMRF needs to receive a new notice of appointment form. 2. Approval to renew contract for Microsoft software licensing based on State of Illinois contract pricing. Staff requested City Council approval to renew a three (3) year contract with CDW Government LLC (CDWG) for Microsoft software which includes maintenance services and licensing for all City Microsoft workstation and server operating systems, email system, databases, and Office Suite. CDWG was awarded the State of Illinois Master Contract #CMS2595580 from October 01, 2011 to September 30, 2015 as part of the Illinois Department of Central Management Services’ joint purchasing program. The City is realizing a decrease in cost from the previous contract of approximately $3,783 annually. This is due to a change in the server licensing structure which takes advantage of our recent server virtualization and a reduction in workstation licenses as the City reduces in its number of workstations. On October 02, 2012, staff received the following contract pricing from CDWG: Contract FY2013 Charges FY2014 Charges FY2015 Charges Microsoft Enterprise Agreement Pricing $76,496 $76,496 $76,496 These costs are budgeted as follows: Funding Source Account Number* Account Budget Amount Requested Budgeted? Y/N FY2013 xxx-xxxx-xxx.43-16 $80,279 $76,496 Y * Software licensing costs are allocated to individual departments’ cost centers. RECOMMENDED ACTION: Waive the bid process and approve a three (3) year contract with CDWG for the Microsoft enterprise agreement for maintenance and software licensing based on State of Illinois contract #CMS2595580 pricing. 3. Approval of a License Agreement with Northern Trust for the Space Formerly Occupied by Lake Forest Bank and Trust at the Telegraph Road Train Station. ACCORDING TO SECTION 5.1. IN THE CITY’S POLICY FOR THE INVENTORY, SALE, LEASE AND RETENTION OF PUBLIC PROPERTY the City Council must approve any leases longer than 5 years or exceeding $10,000. This evening, staff recommends approving a long term license agreement in its substantial form pursuant to final approval from the City Attorney and City Manager with Northern Trust at the West Lake Forest Train Station. In 1996, The City of Lake Forest released a request for proposal to operate a bank facility within the Telegraph Road Train Station. In summer 1996, Lake Forest Bank and Trust was awarded the contract enabling the construction of a drive-thru and walk-up branch for its bank operations. In 2007, the City renegotiated a five year lease with Lake Forest Bank and Trust scheduled to terminate on September 30, 2012. In early December 2011, Lake Forest Bank and Trust advised the City they were terminating their lease within 30 days pursuant to Section 16 of their sub-lease based on a business decision. According to Section 21, “No Assignment”, Lake Forest Bank & Trust was able to assign the lease to Northern Trust pursuant to final approval of the City Council. On January 17, 2012 the City Council approved the lease assumption. Pursuant to Council approval, Northern Trust invested approximately $200,000 towards renovating the bank space for their banking operations. Simultaneously, staff has been working with Northern Trust towards finalizing a long term mutually beneficial license agreement. This evening staff is seeking approval of a 15 year license agreement with Northern Trust in the amount of $63,080 (for the first year). The license fee shall be increased annually on the anniversary of the Commencement Date for any increase in the Consumer Price Index (as defined in 35 ILCS 200/18-185) ("License Fee"). RECOMMENDED ACTION: If Appropriate and should the City Council desire, approve a License Agreement in its substantial form pursuant to final approval from the City Attorney and City Manager with Northern Trust at the Telegraph Road Train Station. 44 Proceedings of the October 15, 2012 Regular City Council Meeting 4. Consideration of Ordinances Approving Recommendations from the Building Review Board. (First Reading and if desired by the City Council, Final Approval) 561 Circle Lane – The Building Review Board recommended approval of a new single family house on a vacant buildable lot in the Villa Turicum Subdivision and approval of associated site improvements. Public testimony was presented regarding the scale and compatibility of the house with the established neighborhood, preservation and protection of significant trees and the character of the streetscape, and drainage. The concerns were addressed with revisions and refinements to the project as it moved through the review process. (Board vote: 6-0, approved) 135 Maywood Road – The Building Review Board recommended approval of additions and alterations to the existing house and garage including the expansion of a connecting element between the house and garage, new dormers and modifications to the front porch. No public testimony was presented. (Board vote: 6 – 0, approved) The Ordinances and complete exhibits are available for review in the Community Development Department. RECOMMENDED ACTION: Waive first reading and grant final approval of the Ordinances in accordance with the recommendations of the Building Review Board. 5. Consideration of an Ordinance Approving a Recommendation from the Zoning Board of Appeals. (First Reading and if desired by the City Council, Final Approval) 135 Maywood Road – The Zoning Board of Appeals recommended approval of variances from the corner side and rear yard setback requirements to allow construction of an expanded front porch, an expanded connecting element between the house and garage, and the addition of dormers. There was no public testimony presented. (Board vote: 4-0, approved) The Ordinance and complete exhibits are available for review in the Community Development Department. RECOMMENDED ACTION: Waive first reading and grant final approval of the Ordinance in accordance with the recommendation of the Zoning Board of Appeals. 6. Approval of the October 1, 2012 regular City Council minutes RECOMMENDED ACTION: Approve The Omnibus items as presented. Alderman Novit moved, seconded by Alderman Waldeck to approve the Omnibus items as presented. The following voted “Yea” Aldermen Novit, Waldeck, Moore, Schoenheider, Tack, Palmer, Adelman. The following voted “Nay” None. Motion carried. NEW BUSINESS 1. Consideration of a Resolution Adopting the Forest Park Agreement. On May 21, 2012, the City Council unanimously approved the Forest Park Master Plan and directed the City Manager and City Attorney to prepare an agreement with the Forest Park Project Board (FPPB) relating to the implementation of the Plan. Since May, staff has been working with the FPPB to draft the proposed agreement along with updating the Master Plan and developing the project budget. The Master Plan required updating to include the conditions set forth in the May approvals along with some other modifications suggested by legal counsel. Staff has also been working with Bleck Engineering to develop the estimated project budget and cost allocation. Similar to the public-private cost-sharing arrangement used for the restoration of Market Square in 2000, the City will be responsible for customary city infrastructure ("Site Improvements") and the FPPB will fund the other enhancements ("Demonstration Project"). In all cases however, since the improvements will be public assets, city staff will review and approve plans prior to commencement of the work. Recognizing that private funding must be secured to cover the cost of much of the work, the agreement permits the phasing of the work to enhance the efficiency and economy of implementing the plan. RECOMMENDED ACTION: Approve the Resolution authorizing the Mayor to execute the Forest Park Agreement. A lengthy discussion was held among the Council regarding several items including maintenance costs, parking, and plantings. Michael Thomas was on hand to help clarified where the funding will be used in conjunction with City operations. 45 Proceedings of the October 15, 2012 Regular City Council Meeting John Hendricks, Lake Forest resident stood before Council and addressed concerns regarding parking, maintenance and the five conditions for this project. Romy Lopat 410 E. Woodland Rd. stood before Council and wanted to discuss the costs and the enormity of the Forest Park project. Chairman of the Project Board, Ralph Geswaldo, briefed the Council on the concept of endowment opportunities. Alderman Novit moved, seconded by Alderman Moore to approve (a) the Forest Park Agreement, (b) authorizes and directs the City Manager and City Attorney to finalize exhibits to the Forest Park Agreement, and (c) authorizes and directs the Mayor and City Clerk to thereafter execute and attest the Forest Park Agreement on behalf of the City.. The following voted “Yea” Aldermen Novit, Waldeck, Moore, Schoenheider, Tack, Palmer, Adelman. The following voted “Nay” None. Motion carried. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION- None ADJOURNMENT There being no further business, Alderman Novit moved, seconded by Alderman Moore to adjourn the meeting at 8:59 p.m. The motion carried unanimously by voice vote. 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62