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CITY COUNCIL 09/04/2012 THE CITY OF LAKE FOREST CITY COUNCIL AGENDA Tuesday, September 4, 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. Proclamation of “Matt Grevers Day September 4th, 2012” A copy of the proclamation is attached beginning on page 21. B. Proclamation CHAMBER OF COMMERCE WEEK September 10 through September 14, 2012 A copy of the proclamation is attached beginning on page 22. C. Appointment of Lucinda Baier to the Audit Committee A copy of Volunteer Profile Sheet beginning on page 23. RECOMMENDED ACTION: Approve Appointment. 2. Comments by City Manager 7:45 p.m. A. Lake Forest College Quarterly Update PRESENTED BY LAKE FOREST COLLEGE LIASION, LUCY GEORGE-COOPER B. Hands-Free Cell Phone Ordinance Update/Text Free Proclamation Copy of Proclamation beginning on page 24. C. Community Task Force Update Information beginning on page 25. 1 September 4, 2012 Agenda D. Municipal Shared Services Update E. Special Event - Oktoberfest at Market House on the Square City staff met with Mark Westcott of Market House requesting approval to close Southgate between Bank Lane and Forest Avenue to host an “Oktoberfest” on Saturday, September 29, 2012 between the hours of 6:00 p.m. and 11:30 p.m. The logistics include a band set up on Southgate at the corner of Southgate and Bank Lane, and tables and seating set on Southgate so residents can enjoy the band. City Staff recommends approval of the event with the following conditions; one police officer present at the event paid by Mark Westcott, a temporary fence installed at Southgate and Bank Lane, Southgate and Forest and Amidei entrances, and a $1 million certificate of insurance naming the City as additionally insured is required. Music will stop at 11:00 p.m. and the event vacated by 11:30 p.m. Market House is responsible for enforcing identification of attendees and monitoring of the event. They expect 75-100 people to attend the special event. RECOMMENDED ACTION: City Staff recommends approval of the event with the following conditions; one police officer present at the event, a temporary fence installed at Southgate and Bank Lane, Southgate and Forest and Amidei entrances, and a $1 million certificate of insurance naming the City as additionally insured is required. 3. Comments by Council Members 8:20 p.m. A. Public Works Committee- Alderman Novit 1. Presentation by the Center for Conservation Leadership Program/Phase II Recycling Update PRESENTED BY DIRECTOR OF PUBLIC WORKS, MICHAEL THOMAS B. Golf Course Advisory Committee- Alderman Adelman 1. Deerpath Golf Course First Quarter FY2013 Performance PRESENTED BY SUPERINTENDENT OF SPECIAL FACILITIES, JEFFREY WAIT BACKGROUND/DISCUSSION: With the first quarter of the fiscal year completed, this review of Deerpath’s performance will highlight memberships, rounds, revenue and expenses through July 2012. City Staff has worked extensively and collaboratively with KemperSports Management and the Golf Advisory Committee to improve the financial condition of Deerpath. Together we have made great improvements for this fiscal year and for the future. Weather has again played a significant factor in this year’s golf revenues (in 2011 we experienced multiple June storms and in 2012 severe heat). Despite these hurdles, total revenue at the end of the first quarter is only $13 short of budget, with ancillary revenues of lessons and merchandising off-setting the decline in total revenue from memberships. Total expenses are tracking below budget (average of 36%) for all areas except 2 September 4, 2012 Agenda maintenance due to the increased need for chemicals and water to mitigate extreme heat impacts. Numerous marketing efforts have been implemented and will be fully evaluated this fall for their effectiveness. Two significant promotions were started in July: the Annual Pass Test Drive and the Beat the Heat green fee sale. Also, GolfNow, an online tee sales company that offers reduced prices at the “2 days and under” time frame, was integrated into the tee sheet in the final week of July. In the few short weeks since partnering with GolfNow we have sold over 150 non-prime time tee times. Below is a more detailed overview of usage and fiscal performance through July 2012: Memberships Staff budgeted based on 400 members for this fiscal year (actual prior year was 379 total members). Currently, we have sold 398 memberships achieving approximately 70% of the anticipated revenue. Single Memberships experienced the greatest decline (-31), however, this loss was partially off-set by Junior Memberships. The General Manager and the Director of Golf Instruction attracted a large group of Lake Forest Country Day School students with a package that included a half-priced Junior membership combined with lessons. Rounds Staff’s annual goal for the course was 32,000 total rounds and current total rounds are 11,503. Deerpath has achieved 42% of the budgeted number of rounds to date, which reflects an increase of paid rounds compared to prior year at this same time. According to the National Golf Foundation’s most recent quarterly report, Deerpath was tracking well with other Chicago land public courses through June (average of 8% increase over prior year). With the unseasonably warm May, Deerpath’s first quarter started with rounds that were up over the previous year; however, as the weather turn extremely hot in late June and early July, rounds began to falter. In July the first 7 days had temperatures over 90 degrees and the month ended with 15 days above 90 degrees. Add in the four days affected by rain and 61% of July’s days were negatively affected by weather. To be proactive due to the weather impacts, staff did offer rate specials in order to attract daily fee play. For July the course ran a Beat the Heat $39/$49 weekday/weekend special that was well received. Due to this special, total daily fee rounds achieved 103% of the monthly budgeted rounds. Rounds Actual Budget Budget % Member 6,699 17,556 38% Daily Fee (Resident and Non- Resident) 6,804 14,444 47% Total 13,503 32,000 42% Revenue Deerpath’s total revenue is currently at 59% of budget and with a good fall, is on pace to exceed budget projections. Lesson revenue is one of the reasons we have kept revenue pace. Through July, Deerpath Golf Academy (camps and lessons) has achieved 143% of 3 September 4, 2012 Agenda its budget. The City’s portion (30%) is $37,362, well above the $16,935 the course received for the entire FY2012 and this is only the first three months of FY13. Actual Budget Budget % Daily & Cart Fee $296,274 $505,762 59% Merchandise $14,818 $16,748 88% Range $33,240 $47,451 70% Memberships $317,513 $450,869 70% Other (lessons/donations/concessions) $144,380 $347,843 41% Total $806,225 $1,368,673 59% Expenses Overall expenses are on track with budget projections at the end of the first quarter. The exception was in the Maintenance sub-center due to increases necessary for chemical and water expenses to address the extreme heat. However, these maintenance expenses were offset slightly with reduced seasonal wages as that the turf grass did not need to be mowed as frequent. Administration has primarily the fixed monthly expense items and is tracking appropriately. The largest Clubhouse expenses include Kemper fees and Richard Franklin. Though Kemper fees are fixed, Richard Franklin’s contractual lesson services vary but the expenses related to lessons will be offset by proportionate revenue. Expense Summary Actual Budget Budget % Administration $149,529 $740,148 20% Maintenance $102,130 $199,796 51% Clubhouse $243,535 $443,882 54% Grand Total $495,194 $1,383,826 36% Overall, the course is on track with its fiscal performance and if we experience a decent fall weather season, staff is confident we will see an improved financial position compared to FY12. RECOMMENDED ACTION: Information only. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS ITEMS FOR OMNIBUS VOTE CONSIDERATION 8:45 p.m. 4 September 4, 2012 Agenda 1. Check Register for Period July 28 - August 24, 2012 Fund Invoice Payroll Total General 351,617 1,018,862 1,370,479 Water & Sewer 80,986 102,364 183,350 Parks & Recreation 152,158 352,888 505,046 Capital Improvements 50,046 3,314 53,360 Bond Funds - Projects 0 0 0 Motor Fuel Tax 0 0 0 Cemetery 6,043 16,500 22,543 Senior Resources 17,518 18,556 36,073 Deerpath Golf Course 41,606 42,602 84,208 Fleet 110,291 34,197 144,488 Debt Funds 0 0 0 Housing Trust 38,565 0 38,565 Park & Public Land 0 0 0 All other Funds 236,337 137,988 374,325 $ 1,085,168 $ 1,727,271 $ 2,812,439 2. Adopting the July 12, 2012 amendment of Lake County Watershed Development Ordinance to remain a Lake County Certified Stormwater Community. PRESENTED BY RAMESH KANAPAREDDY, P.E., CFM, CITY SURVEYOR & ENGINEER PURPOSE AND ACTION REQUESTED: Adoption by reference of the Watershed Development Ordinance of Lake County, Illinois as amended by the Lake County Board effective July 12, 2012. BACKGROUND / DISCUSSION: On June 19, 1992, The City of Lake Forest became the first community in Lake County to adopt the countywide Watershed Development Ordinance (WDO). This ordinance contains the minimum stormwater and drainage standards by which all development within the county must be designed. The Lake County Stormwater Management Commission (SMC), which is the county agency responsible for overseeing that this ordinance is being followed on a countywide basis, recognizes The City of Lake Forest as a Certified Stormwater Community that is able to administer the ordinance on our own with only periodic review by the SMC. All wetlands related permitting are still administered through SMC. Since this ordinance was first adopted in 1992, it has been revised on seven (7) other occasions. Periodic review of the Watershed Development Ordinance is undertaken by SMC to ensure that it is both up to date on technical issues and to remove any ambiguities that may arise in interpreting the regulations. The Lake County Board adopted the latest revisions to the Watershed Development Ordinance recommended 5 September 4, 2012 Agenda by the SMC on or about July 12, 2012. A copy of the Ordinance is attached beginning on page 26. The City of Lake Forest, through the WDO, is in good standing with the National Flood Insurance Program (NFIP). As a NFIP member Federal Emergency Management Association (FEMA) provides the City residents to buy flood insurance at a discounted rate. The WDO allows an Enforcement Officer (City Engineer) to resolve drainage and flooding related concerns within the community. The WDO also regulates infrastructure improvements and detention requirements within School district jurisdiction. Ever since its adoption in 1992 City has received zero deficiencies from SMC in enforcing the WDO. RECOMMENDED ACTION: It is recommended that Article IV: Planning – Watershed Development of Chapter 31 “Planning” of The City of Lake Forest Code be rescinded and replaced with the adoption by reference of the Lake County Watershed Development Ordinance of Lake County, Illinois approved as amended by the Lake County Board effective July 12, 2012. 3. Award of contract for the Boat Storage Yard Resurfacing project. PRESENTED BY RAMESH KANAPAREDDY, P.E., CFM, CITY SURVEYOR & ENGINEER PURPOSE AND ACTION REQUESTED: Staff recommends waiving the bidding process and amending the 2012 Joint Annual Pavement Patching contract to include the Boat Storage Yard Resurfacing project and awarding the contract to Schroeder Asphalt Services, Inc. BACKGROUND/DISCUSSION: The Parks & Recreation Department had identified the resurfacing of Boat Storage Yard as one of their high priorities and had budgeted accordingly in FY 13. Since the scope and the budget of the project is small and summer being the peak time for construction it is difficult to get contractors to bid and expect quality bids. With such limitations it is advantageous to seek proposals from contractors who were already in town working on City projects. The cost savings on mobilization and the proximity of the asphalt plant will be beneficial in receiving competitive bid prices. City’s Engineering staff reached out to the two low bid contractors who were awarded this year’s two asphalt-related contracts. The 2012 Joint Annual Pavement Resurfacing Program was awarded to Peter Baker & Son and the 2012 Joint Annual Pavement Patching Program was awarded to Schroeder Asphalt Services, Inc. Both these contracts were bid as a Municipal Partnership Initiative (MPI) program bids. As Council may recall, MPI is a program that takes advantage of economies of scale for securing low bid prices among neighboring municipalities who bid similar projects each year. 6 September 4, 2012 Agenda BUDGET/FISCAL IMPACT: A summary of the bids received is as follows: BIDDER TOTAL BID Schroeder Asphalt Services, Inc. $40,469.75 Peter Baker & Son $48,125.00 Engineer’s Estimate $69,000.00 The breakdown of the asphalt unit prices for the two bids is below: BIDDER ASPHALT PER TON Schroeder Asphalt Services, Inc. $86.00 Peter Baker & Son $95.00 The asphalt unit prices for such a small project from the two contractors are favorable. The low bidder, Schroeder Asphalt Services, Inc. (Schroeder) has considerable experience working in Chicagoland on similar type of projects. The bid from Schroeder in the amount of $40,469.75 is lower than the Engineer’s Estimate. Since the City received good competitive prices it is the recommendation of staff to award the project to Schroeder. Schroeder is tentatively scheduled to start work for the 2012 Annual Pavement Patching program on Mon, Sept 24, 2012. A portion of the CROYA parking lot is also scheduled to be repaved during the week of Sept 24, 2012. Due to an event scheduled at the Beach on the Sept 28 weekend the work on Boat Storage Yard is tentatively scheduled to start the week of Oct 1. The project is scheduled to be completed by Oct 12, 2012. The Engineering staff has coordinated with the Parks and Recreation Department on this project and provided information to the boaters in advance on this project. City’s Engineering staff will provide daily inspectional services oversight to minimize any potential complaints from residents. Below is an estimated summary of Project budget: FY2013 Funding Source Amount Budgeted Amount Requested (incl. 5% contin.) Budgeted? Y/N Park and Recreation Fund $70,000.00 $42,493.24 Y RECOMMENDED ACTION: Staff recommends waiving the bidding process and amending the 2012 Joint Annual Pavement Patching contract to include the Boat Storage Yard Resurfacing project and awarding the contract to Schroeder Asphalt Services, Inc. in the amount of $42,493.24 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. 7 September 4, 2012 Agenda 4. Approval of the Assistance to Fire Grant system (AFG) for video conferencing to be installed in both City fire houses in the amount of $21,514 from the FY13 CIP budget PURPOSE AND ACTION REQUESTED: Staff is requesting authorization to ratify a grant received from The Department of Homeland Security. The Fire Department participated in a regional grant opportunity to secure funding for a video conferencing system. The City is only required to provide 20% matching funds towards the overall cost of the project. BACKGROUND/DISCUSSION: This regional grant was submitted by the Countryside Fire Protection District, on behalf of seven fire departments, on September 20th, 2011. Subsequently, the grant was awarded to all participating fire departments on January 27th, 2012. The Assistance to Fire Grant system (AFG) is run by the Department of Homeland Security and assists fire departments across the country with funding needs. The primary goal of the AFG is to meet the firefighting and emergency response needs of fire departments and nonaffiliated emergency medical service organizations. Since 2001, AFG has helped firefighters and other first responders obtain critically needed equipment, protective gear, emergency vehicles, training, and other resources necessary for protecting the public and emergency personnel from fire and related hazards. The entire grant was written for $686,911 which will be divided between the Federal Government and the seven participating fire departments. The City’s portion of this regional grant for video conferencing in both fire houses is $107,568. Therefore, the City’s required 20% match is $21,514, which would need to come from the FY13 budget. The video conferencing system will allow meetings and trainings to be held while firefighters remain in their quarters, which keeps firehouses manned, reduces vehicle maintenance costs, reduces fuel costs, thereby reducing our carbon foot print. Additionally, Fire Station #2 houses the City’s Emergency Operations Center (EOC), which will also benefit by the installation of this cutting edge technology. Video Conferencing Budget: FY2013 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Capt. Fund 3117552-4227549 $24,000 $21,514 Y RECOMMENDED ACTION: Staff recommends approval of the (AFG) regional grant for video conferencing to be installed in both City fire houses in the amount of $21,514 from the FY13 CIP budget. An allocation of $24,000 was placed in the FY13 CIP for this project. 8 September 4, 2012 Agenda 5. Award of Purchase for the Replacement of a ½-Ton Extended Cab Pick-Up Truck for the Water & Sewer Utilities Section Included in the FY2013 Capital Equipment Budget PRESENTED BY DIRECTOR OF PUBLIC WORKS, MICHAEL THOMAS PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to award a bid for the replacement of unit #904, a 2001 Chevrolet pickup truck used by the Water & Sewer Utilities Section. Per the Purchasing Directive 3-5, staff sent bid specifications to multiple dealerships, had the invitation to bid printed in two local newspapers, and placed all specifications on the City’s website. If the bids are awarded by City Council, staff anticipates receiving the replacement truck in late October 2012. BACKGROUND/DISCUSSION: The current unit #904 is a 2001 Chevrolet ½-ton pickup truck with approximately 150,000 miles. It is a utility pickup truck that is used throughout the Section’s operations. It carries tools for main breaks, sewer repairs, keys for valve turning, and various locate equipment. Over the past twelve months, the truck has experienced significant differential issues. The rocker panels are severely rusted and the unit’s transmission and oil pans have recently been replaced due to significant underbody corrosion. BUDGET/FISCAL IMPACT: Replacement of this truck was discussed at both the November 2011 and March 2012 budget meetings. As previously noted, all required bidding procedures were adhered to and the following bids were received on July 26, 2012: Dealership Location Bid Trade Net Palmen GMC Kenosha, WI $26,109 $4,000 $22,109 Bob Fish GMC West Bend, WI $24,763 $2,112 $22,651 Finley GMC Beloit, WI $25,303 $2,500 $22,803 Haggerty Chev. Glen Ellyn, IL $25,285 $1,700 $23,585 Ray Chevrolet Fox Lake, IL $24,727 $1,000 $23,727 Rockenbach Chev. Grayslake, IL $25,600 $1,800 $23,800 Village GMC Warrenville, IL $26,437 $2,500 $23,937 Advantage Chev Hodgkins, IL $26,148 $1,500 $24,648 *Libertyville Chev. Libertyville, IL $35,539 $ 0 $35,539 *Late bid The City’s fleet of pickups, one ton dumps, and police equipment is 98% GM products. The City has had very good experience with these vehicles and has a good working relationship with surrounding GM dealerships. With a majority of the fleet GM vehicles, the mechanics are able to streamline repair services and the parts inventory is minimized due to many common parts. It does not matter if the product is a GMC or a Chevrolet; they both use the same part numbers and can receive warranty work at any GM dealership. Staff therefore recommends awarding the bid to lowest bidder. 9 September 4, 2012 Agenda FY2013 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Capt. Fund 508-0001-433-75-02 $24,000 $22,109 Y RECOMMENDED ACTION: Award of purchase for the replacement of pick-up truck #904 to the lowest responsible bidder, Palmen GMC in the net amount of $22,109. This is $1,891 under the budget amount of $24,000. 6. Award of Purchase for the Replacement of a One-Ton Hooklift Dump Truck for the Parks & Forestry Section Included in the FY2013 Capital Equipment Budget PRESENTED BY DIRECTOR OF PUBLIC WORKS, MICHAEL THOMAS PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to award two bids (chassis and body) for a one-ton hooklift dump truck for the Parks & Forestry Section. Staff is recommending that the existing hooklift be removed from truck #628, refurbished, and reinstalled on a new chassis. Per Purchasing Directive 3-5, staff sent bid specifications to multiple chassis and body vendors, had the invitation to bid printed in two local newspapers, and placed all specifications on the City’s website. If the recommended bids are awarded by City Council, staff anticipates receiving the replacement truck in January 2013. BACKGROUND/DISCUSSION: The current unit #628 is a 1999 Ford F-350 one-ton dump truck and is used for hauling heavier loads of material (dirt, logs, etc.) The vehicle is used in the Parks & Forestry operations and with its hooklift capabilities, the truck can easily change from a dump body to a flatbed or a v-box salt spreader, all in a matter of seconds. The City already has all of these truck bodies and therefore staff is not recommending replacement of any at this time. The vehicle is also used extensively in the winter months for the plowing and hauling of snow in the various City parking lots. The unit has had significant issues with the transmission over its life with the City. Over the past twelve years, Fleet Maintenance has replaced the transmission with rebuilts on five different occasions. Unlike the Chevrolet products, the City has had significant problems with the transmissions on Ford one-ton trucks and as a result, ten years ago opted to standardize its fleet with GM products. The Allison transmission matched with the Duramax diesel offered in GM products has proven to be far superior in its overall operation and reliability. BUDGET/FISCAL IMPACT: Replacement of this truck was discussed at both FY2013 budget meetings in November 2011 and March 2012. As previously noted, all required bidding procedures were adhered to and the following bids for both the chassis and dump body/hydraulics were received. 10 September 4, 2012 Agenda Chassis Dealership Location Bid Trade Net Palmen GMC Kenosha, WI $33,508 $7,000 $26,508 Bob Fish GMC West Bend, WI $32,791 $4,618 $28,173 Rockenbach Chev. Grayslake, IL $34,200 $4,800 $29,400 Finley GMC Beloit, WI $34,780 $5,000 $29,780 Haggerty Chevrolet Glen Ellyn $33,691 $3,091 $30,600 John Paul GMC Greenfield, WI $34,291 $3,500 $30,791 Ray Chevrolet Fox Lake, IL $33,592 $2,700 $30,892 Advantage Chev. Hodgkins, IL $33,807 $ 800 $33,007 Village GMC Warrenville, IL $34,841 $1,000 $33,841 Dump Body / Hydraulics Company Bid Amount Lindco Equipment $32,366 Over the past ten years, staff has worked with many Chevrolet/GMC dealerships and Lindco Equipment on the purchase of multiple pieces of equipment for the City’s fleet. For consistency, staff recommends that the City continue using both the Chevrolet / GMC products along with the plow/spreader controls and hydraulic systems offered by Lindco Equipment. Almost all of the snow removal equipment used by the City is operated by the Certified Power hydraulic system. The Fleet Maintenance staff continues to have success with these systems every winter. In addition, the City continues to receive good responses to warranty work from Chevrolet/GMC dealers, as well as Lindco Equipment. FY2013 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Capt. Fund 223-5774-452-75-01 $65,000 $58,874 Y RECOMMENDED ACTION: Award of purchase for the replacement of a one-ton chassis to the lowest responsible bidder, Palmen GMC, in the net amount of $26,508 and the body/hydraulics to Lindco Equipment Company in the amount of $32,366. 7. Award of Bid for Two Box Plows for the Streets & Sanitation Section Included in the FY2013 Capital Equipment Budget PRESENTED BY DIRECTOR OF PUBLIC WORKS, MICHAEL THOMAS PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to purchase two box plows for the annual snow removal program. As the total number of available personnel has been reduced over the past three years, staff revised the snow plan to be more efficient in all aspects of the program. Box plows will be used for both parking lot and Central Business District snow removal. They efficiently move large quantities of snow into a single pile that is then blown (with the City’s new snow blower) into waiting trucks. 11 September 4, 2012 Agenda Two sizes of box plows were specified and placed out to bid. If the bids are awarded by City Council, staff anticipates receiving the two box plows in early November 2012. BACKGROUND/DISCUSSION: The two new box plows will be used both during and after snow events. They can each expand in width hydraulically, thereby being able to pull snow from opened parking spaces as the box plow passes. This operation is much safer since no backing in and out of opened parking spaces to remove the snow is required. The larger of the two box plows can be used on either of the City’s front-end loaders and the smaller one, with its skid steer plate, can attach to the City’s multiple compact loaders, skid steers, and tractors. BUDGET/FISCAL IMPACT: The purchase of these two plows was discussed at both the November 2011 and March 2012 budget meetings. All required bidding procedures were adhered to and the following bids were received on July 26, 2012: 9’-14’ Expandable Snow Wing Plow Vendor Make Model Price R.A. Adams HLA 3200W914 $9,110 DeJong Equipment HLA 3200W914 $9,632 *R.G. Smith Grattex Extendible $10,334 *Late bid 10’-16’ Expandable Snow Box Plow Vendor Make Model Price *R.G. Smith Grattex Extendible $12,435 DeJong Equipment S. Houle Artic Blaster “M” $30,505 R.A. Adams S. Houle Artic blaster “M” $35,259 *Late bid The HLA plow from R.A. Adams for the 9’-14’ expandable snow wing meets the City’s specifications. The low bidder for the second box plow turned the bid in one day after the bid opening. Regardless, their proposed Grattex box plow does not meet the City’s specifications as it is half the weight (half the steel) as the S. Houle box plow and operationally will not allow piling of the snow with its top cover design. The second box plow is much larger and is built to move large quantities of snow. FY2013 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Capt. Fund 311-5001-450-75-49 $45,000 $39,615 Y RECOMMENDED ACTION: Award of purchase for a 9’-14’ snow wing plow to R.A. Adams in the amount of $9,110 and a 10’-16’ expandable box plow to DeJong Equipment in the amount of $30,505. The combined total of $39,615 is $5,385 under the budgeted amount of $45,000. This savings will be used to offset other FY13 General Fund capital equipment purchases 12 September 4, 2012 Agenda 8. Award of Purchase for the Replacement of a One-Ton Dump Truck for the Parks & Forestry Section Included in the FY2013 Capital Equipment Budget PRESENTED BY DIRECTOR OF PUBLIC WORKS, MICHAEL THOMAS PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to award two bids (chassis and body) for a one-ton dump truck for the Parks & Forestry Section. Per the Purchasing Directive 3-5, staff sent bid specifications to multiple chassis and body vendors, had the invitation to bid printed in two local newspapers, and placed all specifications on the City’s website. If the bids are awarded by City Council, staff anticipates receiving the replacement truck in January 2013. BACKGROUND/DISCUSSION: The current unit #329 is a 1999 Chevrolet one-ton dump truck and is used for hauling grass, leaves, brush, and woodchips. Parks & Forestry maintenance employees also use the vehicle for various maintenance and repair activities throughout all City parks. Finally, it is used in the winter months to assist with snow removal functions at City buildings and at both train stations. The unit has severe rust and corrosion (both structural and cosmetic) throughout its frame, brake and fuel lines, suspension parts, floorboard, rocker panels, and the main dump body. It has accrued more than 80,000 miles. BUDGET/FISCAL IMPACT: Replacement of this truck was discussed at both FY2013 budget meetings in November 2011 and March 2012. As previously noted, all required bidding procedures were adhered to and the following bids for both the chassis and dump body/hydraulics were received. Chassis Dealership Location Bid Trade Net Rockenbach Chev. Grayslake, IL $36,900 $3,800 $33,100 Palmen GMC Kenosha, WI $36,222 $2,000 $34,222 Haggerty Chev. Glen Ellyn, IL $36,305 $1,905 $34,400 Advantage Chev. Hodgkins, IL $36,215 $1,200 $35,015 Bob Fish GMC West Bend, WI $36,595 $1,510 $35,085 Finley GMC Beloit, WI $37,180 $2,000 $35,180 Ray Chevrolet Fox Lake, IL $36,207 $1,000 $35,207 Village GMC Warrenville, IL $37,455 $2,000 $35,455 John Paul GMC Greenfield, WI $40,093 $2,500 $37,593 Dump Body / Hydraulics Company Bid Amount Lindco Equipment $42,511 Over the past ten years, staff has worked with many Chevrolet/GMC dealerships and Lindco Equipment on the purchase of multiple pieces of equipment for the City’s fleet. For consistency, staff recommends that the City continue using both the Chevrolet/GMC 13 September 4, 2012 Agenda products along with the plow/spreader controls and hydraulic systems offered by Lindco Equipment. Almost all of the snow removal equipment used by the City is operated by the Certified Power hydraulic system. The Fleet Maintenance staff continues to have success with these systems every winter. In addition, the City continues to have good working relationships for warranty work from both the Chevrolet/GMC dealers and Lindco Equipment. With the replacement truck being approximately $15,000+ over the budgeted, staff is requesting that the overage be covered by the proceeds received from the sale of used City equipment during May’s Northwest Municipal Conference Auction. The City received over $28,000 for the twenty pieces it sold. Over two-thirds of the pieces sold were Parks & Forestry equipment. FY2013 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Capt. Fund 223-5774-452-75-01 $60,000 $75,611 Y RECOMMENDED ACTION: Award of purchase for the replacement of a one-ton chassis to the lowest responsible bidder, Rockenbach Chevrolet, in the net amount of $33,100 and the body/hydraulics to Lindco Equipment Company in the amount of $42,511. To pay for the overage, staff requests the use of proceeds received at the May 19, 2012 Northwest Municipal Conference Equipment Auction. 9. Award of Bid for One Side Dump 25-Yard Trailer for the Streets & Sanitation, Water & Sewer Utilities, and Parks & Forestry Sections Included in the FY2013 Capital Equipment Budget PRESENTED BY DIRECTOR OF PUBLIC WORKS, MICHAEL THOMAS PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to purchase a side dump trailer for the multiple maintenance operations in both the Public Works and Parks & Recreation Departments. The trailer will allow the various Sections to reduce truck trips and haul large quantities of material at a lesser cost. A side dump trailer was chosen over a conventional rear dump trailer simply for the safety features it offers. Traditional dump trailers have the potential to tip on their side when being dumped and can seriously injure or possibly kill the driver of the truck. If the bids are awarded by City Council, staff anticipates receiving the dump trailer in late September 2012. BACKGROUND/DISCUSSION: Throughout the year, all maintenance operations move material to and from the Municipal Services yard, as well as from one jobsite to another. In an attempt to become more efficient by using less manpower and fewer trucks to haul larger size loads, a side dump trailer is being requested. Parks & Forestry moves large amounts of wood chips, mulch, and black dirt. Water & Sewer Utilities move large amounts of CA-6 (backfill stone) and spoils (clay) from water main and sewer dig jobs. Streets & Sanitation haul snow out of the Central Business District and parking lots and 14 September 4, 2012 Agenda asphalt that has been removed during the summer’s patching program. All of these materials require multiple trips with multiple trucks and personnel. For every four to five single axle dump trucks that are used, one trailer would haul the same quantity of material. BUDGET/FISCAL IMPACT: The purchase of a side dump trailer was discussed at both the November 2011 and March 2012 budget meetings. All required bidding procedures were adhered to and the following bids were received on July 26, 2012: Company Make Model Amount *R.G. Smith Clement CN098 $47,930 Side Dump Industries Side Dump Industries DS-392 $57,819 Henderson Truck Eqpt. Henderson Products Black Belt BBT-39 $96,700 *Late bid Staff researched both the Clement and Side Dump Industries trailers (SDI hereafter). The Clement trailer, in general, did not have an equal or superior construction or the operating benefits of the SDI trailer. The SDI trailer allows for the load to be dumped without jackknifing the truck to offset the truck’s balance. The 50 degree dump angle provided by SDI trailers make it a much sturdier trailer while in the dump mode and the material itself is dumped three feet out from the trailer so the trailer’s axles do not run over the load as it pulls away. Finally, the SDI trailer is constructed with Domex steel throughout which is a very strong, reliable, steel made in Sweden. Staff anticipates having this trailer for 20+ years. Each of the three operating Sections allocated $16,000 in this year’s capital equipment budget to purchase and share this trailer. With this trailer being approximately $9,800 over the budgeted amount, staff is requesting use of the proceeds received by the sale of used City equipment at May’s equipment auction held by the Northwest Municipal Conference. Proceeds from this sale exceeded $28,000. FY2013 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Capt. Fund 311-5001-450-75-49 $48,000 $57,819 Y RECOMMENDED ACTION: Award a bid for a side dump trailer to Side Dump Industries in the amount of $57,819; this is $9,819 over the budgeted amount of $48,000. Staff requests that the overage be covered by proceeds received by the sale of used City equipment at the May 2012 Northwest Municipal Conference Auction. 15 September 4, 2012 Agenda 10. Approval of the purchase of FY2013 computer workstations and laptops for all City departments. PRESENTED BY ELIZABETH HOLLEB, FINANCE DIRECTOR PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval for the purchase of Dell computers, laptops, and a Panasonic Toughbook. The project is to replace the desktop computers and laptops that have aged beyond the City’s six (6) year replacement program. BACKGROUND/DISCUSSION: The City has thirty-three (33) desktop computers, seven (7) laptops, and one (1) ruggedized laptop recommended for replacement in FY2013. All are considered end of life (EOL) as they no longer have a warranty and most are starting to report reduced performance when performing common tasks. The oldest computers of this proposed replacement are 12 years old, with the average being 7.1 years old. The City’s current inventory of computers consists of 188 desktops, 35 laptops, 39 tough books and 22 iPads. The proposed replacement desktop systems include higher efficiency / energy savings with Energy Smart power settings and a high-efficiency power supply. According to Dell’s Energy Savings Calculator, the City would save approximately 7,473 kWh annually. Additionally, performance increases of 17 times can be realized in processing speeds based on independent benchmark studies between the proposed computing platform and the average proposed replaced workstation. The City standardized all desktops and laptops with Dell products 12 years ago. The standardizations help staff to efficiently deploy, troubleshoot, and maintain the systems. Dell provides the City with government contract pricing based on the Midwestern Higher Education Compact (MHEC) contract pricing, Contract 45ABZ MHEC. MHEC is an instrumentality of state government founded in 1991 serving Illinois and eleven other states. Contracts must adhere to the purchasing policies of the MHEC member states. The City standardized all ruggedized laptops for heavy field use with Panasonic Toughbook products 12 years ago. This type of laptop is engineered to withstand drops, moisture, dust, debris, and to perform in harsh environments. CDS Office Technologies provides the City with Illinois State joint purchasing contract pricing based on Illinois Master Contract #CMS8291640. BUDGET/FISCAL IMPACT: On August 13, 2012, staff received the following pricing from Dell Direct for this project: Company Total Amount Dell, Inc. $33,177 On August 23, 2012, staff received the following pricing from CDS Office Technologies for this project: Company Total Amount CDS Office Technologies $3,864 16 September 4, 2012 Agenda FY2013 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Capital Fund 311-0050-415.66-11 $40,000 $37,041 Y RECOMMENDED ACTION: Waive the bid process and approve the purchase of thirty-three (33) desktops and seven (7) laptops from Dell, Inc. in the amount of $33,177, and purchase of one (1) ruggedized laptop from CDS Office Technologies in the amount of $3,864. Total purchase price for this project is $37,041. 11. Approval to renew contracts for telecommunication services with Call One through the Suburban Purchasing Cooperative of the Northwest Municipal Conference PRESENTED BY ELIZABETH HOLLEB, FINANCE DIRECTOR PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval to renew two (2) contracts for telecommunications services, which include two (2) business exchange access lines (PBX Trunks) and all standard telephone lines, local and long distance services. BACKGROUND/DISCUSSION: The City originally executed a three-year contract with Call One in 2009. Call One was awarded the 2009 Suburban Purchasing Cooperative (SPC) Telecommunications contract. The SPC, a cooperative of one hundred thirty-five (135) municipalities in Illinois, has subsequently awarded three (3) consecutive one-year contract extensions for telecommunications services to Call One, which currently expires December 31, 2012. Every municipality and government agency in the State of Illinois is authorized to participate in this program. The SPC reports that currently 172 municipalities or other agencies throughout Illinois participate in the telecommunications contract with Call One. Call One has offered the City two renewal options for consideration. The standard thirty- six (36) month SPC contract pricing offers the City a fifteen percent (15%) discount on all rates for lines and features on the existing AT&T PRI, local, and long distance contract. Features include local service, long distance, digital circuits, customer service support, and billing assistance. Rates and discounts are subject to those contained in the SPC underlying agreement. Under the SPC agreement, Call One has the authorization to offer alternate proposals in addition to the standard contract pricing. Call One has proposed an optional service contract to change to their preferred service carrier. The carrier change will offer the City a cost savings and an additional benefit of incoming caller ID with name, a service which the City currently does not have. This change requires installation of a new PRI at two City locations to allow connection to the new service provider. The City would contract at a nominal cost to have a contracted vendor onsite to ensure that the service cutover results in no prolonged service interruption with the City’s Siemens phone system. 17 September 4, 2012 Agenda An added feature to the contract with Call One under either option is single source billing, optimizing the accounts receivable, trending and budgetary review processes for telecommunications services. BUDGET/FISCAL IMPACT: On August 24, 2012, staff received the following contract options from Call One, based on May 2012 service levels (subject to change): Contract Est. Monthly Charges AT&T PRI, Local, and Long Distance Renewal $5,787 Call One PRI, Local, and Long Distance $5,243 These costs are budgeted as follows: FY2013 Funding Source Account Number* Account Budget Amount Requested Budgeted? Y/N General Fund Non-Dept. 101-2501-499.53-10 $40,000 $36,000 Y Parks & Rec. Administration 220-8065-451.53-10 $18,000 $16,200 Y Water & Sewer Non-Dept. 501-2501-499.53-10 $14,000 $12,600 Y * Telecommunications costs are also allocated to other cost centers in minor amounts. RECOMMENDED ACTION: Waive the bid process and approve a three (3) year contract with CallOne for CallOne’s preferred carrier for City PRI, Local, and Long Distance service based on the Suburban Purchasing Cooperative Telecommunications contract. 12. Death Certificate Fee Increase The City of Lake Forest is the local Registrar for Birth and Death Certificates for Northwestern Lake Forest Hospital. Currently the City collects a fee of $12.00 for the first copy of a certified Death Certificate and $ 4.00 each additional copy. New legislation PA 97-0679, effective July 1, 2012, calls for an additional fee of $2.00 to be collected by all local registrars and county clerks for the issuance of certified copies of death and fetal death certificates. PA 97-0679 requires this additional fee to be deposited into the Cemetery Oversight Licensing and Disciplinary Fund (COLDF) and used by the Illinois Department of Financial and Professional Regulation (IDFPR). In order to comply, the fee schedule should reflect $14.00 for the first certified copy and $6.00 for each additional copy. RECOMMENDED ACTION: Approve the fee increase of death certificates to $14.00 for the first certified copy and $6.00 effective September 1, 2012. 18 September 4, 2012 Agenda 13. Approval of the July 16, 2012 regular City Council minutes Copy of minutes beginning on page 31. RECOMMENDED ACTION: APPROVE THE OMNIBUS ITEMS AS PRESENTED. ORDINANCES 9:00 p.m. 1. Consideration of an Ordinance Amending the City Code pertaining to the Elawa Farm Commission (First Reading) PRESENTED BY CITY MANAGER, ROBERT KIELY In 2004, the City Council passed an ordinance establishing the Elawa Farm Commission, which over the years, became inactive (although not disbanded). Since that time, and through donations from generous residents, Elawa Farm’s buildings, grounds and gardens have undergone a complete rehabilitation. Elawa has emerged as another one of our local “gems”. Today, Elawa is a thriving and beautiful environmental resource center highlighted by programs and classes provided by its tenants: the Center for Conservation Leadership (an Open Lands’ program), the Wildlife Discovery Center (a City program), the local public elementary and high schools and the Elawa Gardeners. They each offer unique and complementary opportunities for the community to become involved at Elawa. Most recently, Rick Belding joined Elawa to oversee the Gardens, growing produce and flowers that are for sale at the Garden Market, and Gale Gand, a world-renowned chef, creates “field to table” products for the Garden Market as well as offering cooking programs. There is no doubt that current-day Elawa Farm has succeeded in an early vision of it becoming a community resource where stewardship of the environment and the history of the site are achieved through environmental and wildlife education, gardening, conservation, environmental restoration, architecture, history, preservation, local culture and passive recreational experiences. For the last several years, Elawa has operated under the Office of the City Manager in partnership with the Elawa Farm Foundation, a privately-funded 501 (c)(3) institution and its Executive Director. Operations are profitable and private funding is conducted for special or capital projects, and we believe the time is right for endorsing Elawa’s independence. An historic timeline is attached for your review. At this point in time, the City and the Elawa Farm Foundation have collaborated on a recommendation to resurrect the Elawa Farm Commission. The proposed amended ordinance which is attached beginning on page 38 would have the Elawa Farm Commission members appointed by the Mayor with the consent of the City Council, consistent with the process used for most other boards 19 September 4, 2012 Agenda and commissions of the City. The Elawa Farm Commission would be an advisory body to the City Council on matters concerning the use and operations of the building and grounds. The Elawa Farm Foundation would continue and function as the fund-raising arm for Elawa. As there are still many operational questions that will need to be studied in greater depth, I recommend that the Executive Director continue in that position, reporting to the City Manager. The City Council should note that Elawa has been operating successfully under this scenario and without any City financial assistance. The re-establishment of the Elawa Farm Commission formalizes this arrangement for the future. RECOMMENDED ACTION: Grant first reading of an ordinance amending the City code relating to the Elawa Farm Commission. NEW BUSINESS ADDITIONAL ITEMS FOR COUNCIL DISCUSSION ADJOURNMENT INTO TO EXECUTIVE SESSION 9:15 p.m. FOR THE PURPOSES OF PENDING LITIGATION AND LAND DISPOSITION ADJOURNMENT Office of the City Manager August, 31, 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. 20 21 PROCLAMATION CHAMBER OF COMMERCE WEEK 2012 Whereas, the Lake Forest-Lake Bluff Chamber of Commerce works with the businesses, merchants, and industry to advance the civic, economic, industrial, professional and cultural life of the City of Lake Forest, and Whereas, chambers of commerce have contributed to the civic and economic life of Illinois for 174 years since the founding of the Galena Chamber of Commerce in 1838, and Whereas, this year marks the 93nd anniversary of the founding of the Illinois Chamber of Commerce, the state’s leading broad-based business organization; Whereas, the chamber of commerce and its members provide citizens with a strong business environment that increases employment, the retail trade and commerce, and industrial growth in order to make the City of Lake Forest a better place to live, and Whereas, the chamber of commerce encourages the growth of existing industries, services, and commercial firms and encourages new firms and individuals to locate in the City of Lake Forest, and Whereas, the State of Illinois is the home to international chambers of commerce, the Great Lakes Region Office of the U.S. Chamber of Commerce, the Illinois Chamber of Commerce and more than 456 local chambers of commerce, and Whereas, this year marks the 97th anniversary of the Illinois Association of Chamber of Commerce Executives, a career development organization for the chamber of commerce professionals; Therefore I, James Cowhey, Mayor of the City of Lake Forest, proclaim September 10 through September 14, 2012, as CHAMBER OF COMMERCE WEEK in Lake Forest and call its significance to the citizens of the City of Lake Forest. Whereunto I have set my hand this 4th of September, 2012 and caused the seal of the City of Lake Forest to be affixed. ______________________________ Mayor 22 23 PROCLAMATION WHEREAS, The City of Lake Forest holds the health and safety of its young adults as a chief concern; and WHEREAS, Text messaging is the main mode of communication for most American teenagers with half of all teens sending between 21 and 70 texts a day; and WHEREAS, 90% of American teenagers expect a reply to a text message within five minutes; and WHEREAS, Texting takes one’s eyes off the road for an average of five seconds; and WHEREAS, In an AT&T survey, 43% of American teenage drivers admitted to texting while driving even though 97% know it is dangerous; and WHEREAS, A recent study showed those who send text messages while driving are 23 times more likely to crash; and WHEREAS, A driver that sends a text message while driving not only jeopardizes his or her safety, but also the safety of passengers, pedestrians, and other drivers. THEREFORE, I, James J. Cowhey, Jr., Mayor of The City of Lake Forest, in the state of Illinois, do hereby proclaim September 19, 2012 as: “No Text On Board – Pledge Day” and encourage all drivers to take the pledge to never text and drive again. ____________________________________ Mayor James J. Cowhey, Jr. 24 
 



 

 
 
 August
2012
 
 Recent
tragedies
in
Lake
Forest
and
Lake
Bluff
have
prompted
community
leaders
and
organizations
to
come
 together
to
engage
in
discussions
about
resources
and
programs
to
promote
the
mental
health
of
our
youth.






 A
community
wellness
task
force
was
formed
and
has
been
meeting
since
March
to
determine
how
to
proceed.
 The
community
wellness
task
force
includes
representatives
from
the
following
organizations:
The
City
of
Lake
 Forest,
Village
of
Lake
Bluff,
Northwestern
Lake
Forest
Hospital,
LF/LB
schools,
LEAD,
CROYA,
faith
based
 organizations,
and
parent‐teacher
organizations.


 • On
June
7,
2012,
Dr.
Darcy
Hutchins,
from
Johns
Hopkins
University
conducted
a
workshop
for
about
70
 community
members.
17
different
organizations
or
groups
of
stake
holders
participated.
Dr.
Hutchins
 provided
information
on
the
research
and
value
of
school‐family‐community
partnerships.
 

 • Also,
in
attendance
was
Dr.
Mark
Reinecke,
the
head
of
the
Division
of
Psychology
at
Northwestern
 University
Feinberg
School
of
Medicine,
and
a
nationally
recognized
expert
on
teen
depression
and
 suicide.
He
presented
the
latest
information
on
teen
suicide
rates,
assessments
and
treatments.

 
 • Community
participants
provided
information
on
resources
currently
available
to
support
the
mental
 health
of
our
youth.

Dr.
Hutchins
incorporated
information
from
each
entity
into
a
report
which
has
 been
reviewed
by
Dr.
Reinecke.
 Next
Steps:
 • Dr.
Reinecke
will
be
working
with
representatives
from
Northwestern
Lake
Forest
Hospital,
the
City
of
 Lake
Forest,
the
Village
of
Lake
Bluff
and
community
schools
to
formulate
specific
recommendations.

 

 • The
recommendations
will
be
presented
to
task
force
members
in
September.
Short
term
and
long
term
 recommendations
that
will
be
targeted
toward
the
hospital,
schools,
parents
and
community
 organizations
will
be
included.



 Northwestern
Lake
Forest
Hospital
is
hosting
a
fund
for
the
sole
purpose
of
supporting
this
task
force.
 Contributions
to
the
fund
will
support
the
collaborative
efforts
of
the
task
force
representatives.

In
addition
to
 the
hospital’s
own
financial
commitment,
contributions
may
be
made
to
the
task
force
through
the
 Northwestern
Lake
Forest
Hospital
Office
of
Philanthropy,
660
N
Westmoreland
Rd,
Lake
Forest,
IL
60045
 (reference
teen
health
task
force).

 We
encourage
members
of
the
community
to
provide
the
task
force
with
recommendations,
feedback,
and
 suggestions
to
communitytaskforcefeedback@lflbwellness.org.


 
 













 Thomas
J.
McAfee
James
J.

Cowhey,
Jr.
 Christine
Letchinger
 Sharon
Golan

 
 President

Mayor

President
President


























 Northwestern
Lake
Forest
Hospital
 The
City
of
Lake
Forest
 Village
of
Lake
Bluff
 LFHS
Board
of
Education
 25 1 ORDINANCE NO. 2012 - _____ AN ORDINANCE ADOPTING BY REFERENCE OF THE LAKE COUNTY WATERSHED DEVELOPMENT ORDINANCE WHEREAS, the County of Lake, pursuant to the powers granted to it by 55 ILCS 5/5- 1062, adopted the Lake County Watershed Development Ordinance on or about July 10, 2012, effective July 10, 2012, establishing rules and regulations for floodplain and stormwater management throughout the County of Lake and superseding any less restrictive municipal rules and regulations therein; and, WHEREAS, the Mayor and City Council of the City of Lake Forest have previously adopted Ordinance No. 2006-06, which adopted by reference the Lake County Watershed Development Ordinance; and WHEREAS, the County of Lake, pursuant to the powers granted to it by 55 ILCS 5/5-1062, adopted a resolution approving amendments to the Lake County Watershed Development Ordinance on or about July 10, 2012, effective immediately; and, WHEREAS, the Mayor and City Council The City of Lake Forest find it to be in the best interests of The City of Lake Forest to require all development to meet, at least, the minimum standards prescribed by the W atershed Development Ordinance to the fullest extent practicable; and WHEREAS, three copies of the Lake County Watershed Development Ordinance have been on file in the Office of the City Clerk of The City of Lake Forest, and available for inspection, for not less than thirty (30) days. 26 2 WHEREAS, The City of Lake Forest became the first community in the County of Lake to adopt the original Watershed Development Ordinance on June 19, 1992. NOW, THEREFORE, BE IT ORDAINED by the Mayor and City Council of The City of Lake Forest, Lake County, Illinois, as follows: SECTION I: That there is hereby adopted by reference, as if fully set out herein, that certain ordinance known as the Lake County Watershed Development Ordinance, approved as amended by the County of Lake, State of Illinois, three copies of which have been, for a period of not less than thirty (30) days prior to the effective date hereof, and now are on file in the office of the City/Village Clerk. SECTION II: That in the event that the rules, regulations, terms or conditions imposed pursuant to the Lake County Watershed Development Ordinance are either more restrictive or less restrictive than comparable rules, regulations, terms or conditions imposed by any other applicable rule, regulation, resolution, ordinance, statute or law, then the most restrictive rules, regulations, terms or conditions shall govern. SECTION III: That Article IV: Planning – Watershed Development of Chapter 31 “Planning” of the City Code of the City of Lake Forest is amended by deleting existing Section 31-23, and replacing it with the following: SEC. 31-23: STORMWATER MANAGEMENT REGULATIONS: The Lake County Watershed Development Ordinance, as most recently amended by the County of Lake on July 10, 2012, is hereby adopted by reference and is in full force and effect within The City of Lake Forest and is found in its own compilation. SECTION IV: That all ordinances and resolutions, or parts thereof, in conflict with the provisions of this Ordinance are, to the extent of such conflict, expressly repealed. SECTION V: That this Ordinance shall be in full force and effect ten (10) days after its passage, approval and publication in pamphlet form, as provided by law. 27 3 PASSED and approved by the Mayor and City Council of The City of Lake Forest, Lake County, Illinois, this 4TH day of SEPTEMBER, 2012 by a roll call vote as follows: AYES: NAYS: ABSTAIN: ABSENT: APPROVED THIS 4TH DAY OF SEPTEMBER, 2012; By:______________________________ MAYOR THE CITY OF LAKE FOREST ATTEST: _____________________________ City Clerk (Deputy) 28 4 STATE OF ILLINOIS ) ) ss. COUNTY OF LAKE ) I, Cathryn Howe Buerger do hereby certify that I am duly appointed, qualified and acting as Deputy City Clerk of the City of Lake Forest, Lake County, Illinois, and keeper of the records and seal of said City, and that the attached and foregoing Ordinance is a true and correct copy of said Ordinance entitled: ORDINANCE NO. 2012 - _____ AN ORDINANCE ADOPTING BY REFERENCE OF THE LAKE COUNTY WATERSHED DEVELOPMENT ORDINANCE ADOPTED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF LAKE FOREST, THIS 4th DAY OF September, 2012. In Witness Whereof, I have hereunto set my hand and caused to be affixed the Corporate Seal of the City of Lake Forest, Lake County, Illinois. Done at: 220 E. Deerpath Lake Forest, Illinois this 5th day of September, 2012. (SEAL) _____________________________ City Clerk (Deputy) 29 5 CERTIFICATIONS I, ____________________, do hereby certify that I am the duly appointed, acting and qualified City Clerk of the City of Lake Forest, Lake County, Illinois, and that as such Clerk, I am the keeper of the records and minutes and proceedings of the Mayor and City Council of said City of Lake Forest. I do hereby further certify that at a regular meeting of the Mayor and City Council of the City of Lake Forest, held on the _____ day of _________________, the foregoing Ordinance entitled: “AN ORDINANCE ADOPTING BY REFERENCE OF THE LAKE COUNTY WATERSHED DEVELOPMENT ORDINANCE” was duly passed by the Mayor and City Council of the City of Lake Forest. The pamphlet form of Ordinance 2012 - _____, including the Ordinance and a cover sheet thereof, was prepared, and a copy of such Ordinance was posted in the City Hall, commencing on the _____ day of _________________ 2012, and continuing for at least 10 days thereafter. Copies of such Ordinance were also available for public inspection upon request in the office of the City Clerk or City Engineer. I DO FURTHER certify that the original, of which the attached is true and correct copy, is entrusted to me as the Clerk of said City for safekeeping, and that I am the lawful custodian and keeper of the same. GIVEN under my hand and seal this _____ day of __________________ 2012. ______________________________________ Name of Clerk City Clerk City of Lake Forest, Lake County, Illinois 30 The City of Lake Forest CITY COUNCIL Proceedings of the July 16, 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 7:34 p.m. Deputy City Clerk called the roll of Council members. Present: Aldermen Novit, Waldeck, Moore, Pandaleon, Schoenheider, Tack, Adelman. Absent: Palmer. Quorum present. There were approximately 20+ 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; Aaron Stahly, Management Intern; Ramesh Kanapareddy, City Engineer; Susan Banks, Communications Manager; Cathryn Buerger, Deputy City Clerk; Elizabeth Holleb, Director of Finance; Diane Hall, Assistant Finance Director. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance. Reports of City Officers 1. Comments by Mayor A. Resolution of Appreciation for the Lake Forest Day Foundation 5th Anniversary RECOMMENDED ACTION: Approve Resolution as presented. Alderman Novit moved, seconded by Alderman Schoenheider to approve the resolution. Motion carried by voice vote. Former Mayor, James Preschlack briefed the Council on the Foundation and its mission. Bud Turner and former Mayor Rummel were also present. Mayor Cowhey moved item 1 of New Business to the beginning of the meeting. Action is noted in New Business. B. City Manager Contract Approval-Annual review and approval of the City Manager Agreement with City. RECOMMENDED ACTION: Approval of the Agreement Alderman Novit moved, seconded by Alderman Waldeck to approve the agreement. The following voted “Yea” Novit, Waldeck, Moore, Pandaleon, Schoenheider, Tack, Adelman. The following voted “Nay” None. Motion carries. 2. Comments by City Manager The City Manager polled the Council regarding the cancellation of the August 20th meeting. A. Water Supply Pumping Update Michael Thomas, Public Works Director updated the Council on the latest summary of the water supply. 3. Comments by Council Members A. Finance Committee- Alderman Pandaleon PUBLIC HEARING ON THE CITY’S ANNUAL APPROPRIATION ORDINANCE Alderman Moore motioned, seconded by Alderman Novit to open the public hearing on the City’s annual appropriation ordinance. Motion carried unanimously by voice vote. There was no public comment. Alderman Novit moved, seconded by Alderman Moore to close the public hearing. Motion carried unanimously by voice vote. 1. Consideration of the Annual Appropriation Ordinance for FY2013 and Approval of Rollovers (Final Reading) While the annual municipal budget represents the City’s financial “plan” for expenditures over the course of the fiscal year, the annual Appropriation Ordinance is the formal legal mechanism by which the City Council authorizes the actual expenditures of funds budgeted in the annual budget. It appropriates specific sums of money by object and purpose of expenditures. State statutes require the passage of an Appropriation Ordinance which must be filed with the County Clerk by the end of July. The Appropriation Ordinance includes the Library, which was not included in the budget approved at the May 7, 2012 City Council meeting. The Library expenses are approved by the Library Board. The Debt Service payments were included in the budget approved at the May 7, 2012 City Council meeting, but are excluded from the Appropriation Ordinance. The ordinances approving the debt issues authorize these annual expenditures. 31 Proceedings of the July 16, 2012 Regular City Council Meeting The Appropriation Ordinance provides for a 10% “contingency” in the expenditures in an amount above those actually budgeted. Each separate fund includes an item labeled “contingency” with an appropriate sum equivalent up to 10% of the total funds budgeted. This practice has been followed for the past thirty years and has worked very efficiently, while still providing for complete City Council control over budgeted expenditures. Importantly, the City Council and City staff follows the adopted budget as its spending guideline, not the Appropriation Ordinance. Without the contingency, the City Council would have to pass further modifications to the Appropriation Ordinance to cover any unforeseen expenditures exceeding the budget. In addition, in order to provide more accurate and efficient accounting and budgeting of City funds, an annual rollover of funds is required. This eliminates both under and over budgeting of funds in the new fiscal year and is a widely used standard practice for most municipal governments. The items on the attached rollover list consist of projects that were appropriated in FY2012 and will not be completed until FY2013. At the May 7, 2012 City Council meeting, an additional $225,000 was approved for the Housing Trust Fund for the purchase of additional homes. This amount was not included in the approved FY13 budget. This additional funding has been added to the FY2013 Appropriation Ordinance. School District 67 does not recognize the Appropriation Ordinance in their budgeting or auditing standards. However, due to the fact they are a special charter district, their budget must be included in our Appropriation Ordinance. School District 67 numbers are estimates and are subject to changes. Summary of the Amounts Appropriated from the Several Funds The City of Lake Forest Fund Rollover Budget Total Appropriation General $ 145,196 $ 30,712,109 $ 30,857,305 $ 33,943,036 Park and Public Land 0 127,000 127,000 139,700 Motor Fuel Tax 0 100,000 100,000 110,000 Emergency Telephone 0 316,009 316,009 347,610 Elawa Farm – Operating 0 72,100 72,100 79,310 Senior Resources Commission 0 550,884 550,884 605,972 Parks and Recreation 57,767 8,418,093 8,475,860 9,323,446 Special Recreation 0 326,579 326,579 359,237 Cemetery Commission 49,955 921,008 970,963 1,068,059 Public Library 0 3,877,324 3,877,324 4,265,056 Foreign Fire Insurance 0 105,000 105,000 115,500 Drug Asset Forfeiture 0 9,000 9,000 9,900 Alcohol Asset Forfeiture 0 30,000 30,000 33,000 Housing Trust * 0 275,000 275,000 302,500 West Lake Forest TIF 33,756 3,248,432 3,282,188 3,610,407 Capital Improvements 318,396 4,247,984 4,566,380 5,023,018 Rt. 60 Bridge 0 1,021,711 1,021,711 1,123,882 Rt. 60 Intersection 0 546,932 546,932 601,625 Rt. 60 Fitzmorris 0 20,234 20,234 22,257 Water and Sewer 23,000 8,185,515 8,208,515 9,029,367 Water and Sewer Capital Fund 26,494 1,182,000 1,208,494 1,329,343 Deerpath Golf Course 0 1,383,826 1,383,826 1,522,209 Fleet 17,225 1,876,300 1,893,525 2,082,878 Liability Insurance 0 1,206,000 1,206,000 1,326,600 Self Insurance 0 4,636,000 4,636,000 5,099,600 Firefighters’ Pension 0 1,666,800 1,666,800 1,833,480 Police Pension 0 1,945,800 1,945,800 2,140,380 Sub-total $ 759,389 $ 76,782,640 $ 77,679,429 $ 85,447,372 School District 67 (estimates and subject to changes) Educational n/a $ 26,697,772 $ 26,697,772 $ 26,697,772 Operations, Building and Maintenance n/a 4,934,214 4,934,214 4,934,214 Transportation n/a 1,219,100 1,219,100 1,219,100 IMRF/Social Security n/a 642,732 642,732 642,732 Capital Projects n/a 750,478 750,478 750,478 Sub-total $ 34,244,296 34,244,296 34,244,296 Grand Total $ 111,026,936 $ 112,011,325 $ 119,691,668 • Includes additional $225,000 approved by City Council May 7, 2012 RECOMMENDED ACTION: Approval of the final reading of the ordinance and the rollovers. A copy of the ordinance is available for review by the public in the City Clerk’s office. 32 Proceedings of the July 16, 2012 Regular City Council Meeting Alderman Novit moved, seconded by Alderman Pandaleon to approve the final reading of the ordinance and the rollovers. The following voted “Yea” Novit, Waldeck, Moore, Pandaleon, Schoenheider, Tack, Adelman. The following voted “Nay” None. Motion carries. 2. Approval of Public Safety Information Technology Support and Project Management Services to Be Provided by Clientfirst Consulting Group in the Amount Of $73,600 Over the past 18 months, the City has contracted with ClientFirst Consulting Group to provide enhanced IT support services in a number of areas. In early 2012, ClientFirst provided a written assessment of the IT support needs required of public safety. ClientFirst determined that due to the downsizing of the IT division and increasing complexity of public safety technology, the police and fire departments required technical support services beyond the capacity of the existing in-house IT staff. A pilot initiative that began in March has demonstrated that ClientFirst has been successful in resolving technical issues beyond the knowledge of public safety personnel. It is recommended that this pilot project be extended through December 2012 in an estimated amount of $41,600, at which time the requirements will be re-assessed in light of the New World Systems software upgrade. The City is planning to upgrade the New World Systems software currently utilized by the police and fire departments in the coming months. Due to the technical nature of this upgrade and limited resource availability in-house, it is recommended that the City contract with ClientFirst for project management services through the completion of the upgrade. The project manager to be assigned specializes in public safety systems and has an extensive knowledge of the New World Systems software. The project management services will include interim project coordination leading up to the software upgrade implementation, as well as project management services throughout the implementation and troubleshooting phase. It is estimated that these services will amount to $32,000. The total cost for the recommended services is $73,600 which has been included in the FY13 Budget. FY2013 Funding Source Amount Available Amount Requested Budgeted? Y/N General Fund $73,600 $73,600 Y RECOMMENDED ACTION: Staff recommends approval of IT support and project management services by ClientFirst Consulting Group in the amount of $73,600 to support public safety initiatives. Alderman Schoenheider moved, seconded by Alderman Moore to approve the IT support and project management services by ClientFirst Consulting Group in the amount of $73,600 to support public safety initiatives. The following voted “Yea” Novit, Waldeck, Moore, Pandaleon, Schoenheider, Tack, Adelman. The following voted “Nay” None. Motion carries. 3. Request of approval of a contract with American Eagle for the redesign of the City of Lake Forest web site. On February 29, 2012, a Request for Proposals was issued and following a thorough selection process with the assistance of ClientFirst, a final vendor, American Eagle, is being recommended for approval. The Web Authors group, Web Site Re-design Team and ClientFirst recommend that The City of Lake Forest enter into a contract with American Eagle based on price, design capabilities and requirements identified by the web authors. Please refer to the attached letter from ClientFirst regarding the selection process and recommendation. Semifinalists Scoring Overall Cost Total 5-year Cost American Eagle 4.58 $70,860 $102,156 Jesse James Creative 3.31 Eliminated N/A Vision Internet 4.01 $87,502 $106,702 An expense of $70,860 is required, which covers the redesign, training, transitioning and support through American Eagle. In addition, it is anticipated that continued consulting services through ClientFirst will be required in the estimated amount of $19,500. The City Council has already approved $50,000 in the FY13 capital budget for web site redesign, and $45,000 is allocated for FY14 in the capital improvement plan. The new website is expected to launch around January, 2013, resulting in the entire project being expended in FY13. FY2013 Funding Source Amount Available Amount Requested Budgeted? Y/N Capital Fund $50,000 $50,000 Y Capital Fund (FY14 CIP) $45,000 $40,360 N 33 Proceedings of the July 16, 2012 Regular City Council Meeting RECOMMENDED ACTION: Staff recommends approval to enter into a contract with American Eagle for the redesign of the City’s web site in the amount of $70,860 and the expenditure in FY13 of $40,360 allocated in the FY14 capital budget for this project. Alderman Novit moved, seconded by Alderman Pandaleon to approve a contract with American Eagle for the redesign of the City’s web site in the amount of $70,860 and the expenditure in FY13 of $40,360 allocated in the FY14 capital budget for the project. The following voted “Yea” Novit, Waldeck, Moore, Pandaleon, Schoenheider, Tack, Adelman. The following voted “Nay” None. Motion carries. B. Public Works Committee- Alderman Novit 1. Request to enter into a contract with a professional consulting firm for the Downtown bike plan Phase I preliminary engineering for a not-to-exceed amount of $75,000. RECOMMENDED ACTION: Staff recommends authorizing the Public Works Committee Chairman and the City Manager to enter into a contract with a professional consulting firm for the Downtown bike plan Phase I preliminary engineering for a not-to-exceed amount of $75,000. Alderman Pandaleon moved, seconded by Alderman Waldeck to approve a contract with a professional consulting firm for the downtown bike plan phase I preliminary engineering for a not-to-exceed amount of $75,000.00. The following voted “Yea” Novit, Waldeck, Moore, Pandaleon, Schoenheider, Tack, Adelman. The following voted “Nay” None. Motion carries. 2. Award of Contract for Thermoplastic Lane Marking The City of Lake Forest, as a member of the Northwest Municipal Conference, also belongs to the Suburban Purchasing Cooperative (SPC). The SPC is made up of communities in the Northwest Municipal Conference, the South Suburban Mayors and Managers Association, the Du Page Mayors Conference and the Will County Government League. One of SPC’s annual joint purchasing initiatives is to put thermoplastic lane marking bid for member agencies. SPC’s lane marking specifications meet Illinois Department of Transportation (IDOT) standards. Bids and selection of the lowest responsible and responsive bidder are approved by IDOT. The 2012 SPC/IDOT lane marking contract has been awarded to Superior Road Striping, Inc. of Melrose Park, Illinois. The City requested bid pricing for 171,802 feet of thermoplastic pavement marking, to include 4”, 6”, 12” and 24” wide lines as well as various letters and symbols. The total cost for the Lake Forest’s 2012 striping and marking will be $98,704.00. This is less than the $100,000.00 included in the FY2013 Capital Improvement Budget for this work. RECOMMENDED ACTION: Award a contract for thermoplastic lane marking to Superior Road Striping, Inc. in the amount of $98,704.00. Striping will be completed by October 2012. Alderman Novit moved, seconded by Alderman Waldeck to award a contract for thermoplastic lane marking to Superior Road Striping, Inc. in the amount of $98,704.00. The following voted “Yea” Novit, Waldeck, Moore, Pandaleon, Schoenheider, Tack, Adelman. The following voted “Nay” None. Motion carries. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS Resident at 648 Waveland Road thanked City Staff for the response to a watermain break in the neighborhood. Resident at 131 Washington Road expressed his opinion regarding Wedgewood. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Award of Bid for the Replacement and Upgrade of Police Department Tahoes Included in the F.Y. 2013 Capital Equipment Budget Staff requested City Council’s authorization to award a bid for the purchase of two Chevrolet Tahoes for the Police Department. Unit # 12 is a 2008 Chevrolet Tahoe with approximately 176,000 miles. It is used throughout every day by the Department’s Supervisory staff. In addition, the Police Department has requested that car # 2 (2008 Chevrolet Impala with approximately 93,000 miles) be replaced and upgraded to a Tahoe. Per the Purchasing Directive 3-5, staff sent bid specifications to multiple Chevrolet dealerships, had the invitation to bid printed in two local newspapers, and placed all specifications on the City’s web site. The Tahoe provides a lifted tailgate for sheltered workspace, a desktop area with access to maps and whiteboards, improved access to multiple radios, and a charging station for needed lights and spare radios. Various rack systems are available for this equipment making it easier to organize and retrieve. In addition to replacing the current Tahoe, the Police Department requests that a second unit be purchased to replace a current Impala for similar reasons. Since its inception in 2008, the use of a Tahoe in the Police Department has proven to be extremely beneficial during snow and flooding events. Its ability to effectively go off-road for crime and accident scene investigations has improved the service provided by the Department. 34 Proceedings of the July 16, 2012 Regular City Council Meeting The current Tahoe will replace the Lake Forest TV van and with minimal use, will accommodate Lake Forest TV’s need to haul equipment for mobile televising and recording. The current Impala will be placed into Community Development and used for various inspection services. It will replace a current Community Development car with 120,000+ miles. For the past fifteen years, the City’s fleet has been standardized using Chevrolet, International, and McNeilus products. This has greatly assisted with parts inventory, mechanic training, and has developed good relationships with dealers especially as warranty work is required. Information regarding the purchase of the two Tahoes was presented at both the fall and spring budget meetings. The Police Department reduced its marked and unmarked fleet this spring and as a result has seen an increase in overall miles accrued on existing units. The purchase price of the Tahoe is approximately $5,800 more than an Impala; however the Tahoes will accrue almost twice the mileage and years in service before they are replaced. The following bids were received on July 6, 2012: Dealership Location Unit Price Total Price Trade Net Miles Chevrolet Decatur $30,500 $61,000 $800 $60,200 Advantage Chevrolet Hodgkins $30,888 $61,776 $1,200 $60,576 Bill Stasek Chevrolet Wheeling $31,600 $63,200 $1,500 $61,700 Ray Chevrolet Fox Lake $31,323 $62,646 $500 $62,146 The City has purchased police vehicles from Miles Chevrolet in the past and has had no problems with vehicles or seen significant delivery times. All warranty work will occur at Lake Bluff Chevrolet on Rte. 41. FY2013 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Capt. Fund 311-5001-450-75-49 $70,000 $60,200 Y RECOMMENDED ACTION: Award of purchase for two Police Department Tahoes to the lowest bidder, Miles Chevrolet, in the amount of $60,200. This is $9,800 under the budgeted amount of $70,000. 2. Consideration of Ordinances Approving Recommendations from the Building Review Board. (First Reading and Final Approval) In accordance with a Code amendment approved by the City Council earlier this year modifying the Building Review Board process, the City Council is now the final approving body for applications that were formerly approved by the Building Review Board. The following recent recommended approvals of the Building Review Board are presented to the City Council for consideration. New Residence Hall at Lake Forest College – The Building Review Board recommended approval of the demolition of Moore Hall, an existing student residence hall on South Campus. The Board also recommended approval of a new residence hall including the siting, massing, architectural design and exterior materials of the new structure. (Board vote: 5-1, approved) 855 S. Ridge Road – The Building Review Board recommended approval of a garage addition. (Board vote: 6-0, approved) 835 Holden Court – The Building Review Board recommended approval of a building scale variance to allow the construction of a one story master bedroom addition to the side of the existing residence. (Board vote: 4-2 approved) With respect to this petition, there is a private dispute between the property owner and a contractor however the Board appropriately did not consider this matter in making its recommendation. 131 Washington Road – The Building Review Board recommended approval of a new single family residence on a vacant lot. (Board vote: 4-1, approved) 739 Illinois Road – The Building Review Board recommended approval of the demolition of two neighboring residences to allow for a replacement residence. The Board also recommended approval of the replacement residence including the siting, massing, architectural design, exterior materials and replacement landscaping. (Board vote: 3-2, approved) 567 Lexington Drive – The Building Review Board recommended approval of a partial demolition to allow a new roof form to be constructed, modification of window openings and exterior materials, and additions to the residence. (Board vote: 5-0, approved) RECOMMENDED ACTION: Waive first reading and grant final approval of the Ordinances in accordance with the recommendations of the Building Review Board. 35 Proceedings of the July 16, 2012 Regular City Council Meeting 3. Approval of the July 2, 2012 regular City Council minutes RECOMMENDED ACTION: Approve the Omnibus items as presented. Alderman Schoenheider moved, seconded by Alderman Moore to approve the Omnibus items as presented. The following voted “Yea” Novit, Waldeck, Moore, Pandaleon, Schoenheider, Tack, Adelman. The following voted “Nay” None. Motion carries. ORDINANCES 1. Consideration of an Ordinance Approving a Zone Change for Lots 22, 23 and 24 of the Wedgewood Subdivision from OA, Open Area, to R-4, Single Family Residence District. On July 2, 2012, the City Council approved first reading of an Ordinance rezoning Lots 22, 23 and 24 of the Wedgewood Subdivision to R-4 consistent with other properties in the area. These three properties are owned by the City of Lake Forest and are vacant, buildable lots. The properties are located at the southwest corner of the City and were created as part of the Wedgewood Subdivision which was approved by the City in 1979. At the direction of the City Council, on June 13, 2012, the Plan Commission held a public hearing to consider this request. The Commission reviewed the history of the parcels and the fact that the parcels were accepted by the City by Resolution in 1998 as a donation from the developer of the Wedgewood Subdivision. In summary, the Resolution accepted the donation of the lots conditioned on the rezoning of the lots from R-4, Single Family Residential, to OA, Open Area. The Resolution states that the lots must be used only for recreational and open space purposes so long as they are owned by the City. The Resolution further specifies that the City cannot sell the lots until either the completion of the sale of the remaining lots by the developer, or the passage of 10 years from the date of the transfer, whichever occurs first. Ten years has passed since the lots were transferred to the City. RECOMMENDED ACTION: Grant final approval of an Ordinance rezoning Lots 22, 23 and 24 in the Wedgewood Subdivision to R-4, Single Family Residential. Alderman Schoenheider moved, seconded by Alderman Adelman to grant final approval of an Ordinance rezoning lots 22, 23, 24 in the Wedgewood Subdivision to R-4 Single Family Residential. The following voted “Yea” Novit, Waldeck, Moore, Pandaleon, Schoenheider, Tack, Adelman. The following voted “Nay” None. Motion carries. NEW BUSINESS 1. Review of Preliminary Design Drawings for the Telegraph Road Train Station Pedestrian Underpass Project and Consideration of a Resolution Supporting an Amtrak Hiawatha Station Stop in Lake Forest. Review and provide feedback to the consulting engineers on preliminary design concepts for the proposed pedestrian underpass and approve the Resolution supporting the establishment of an Amtrak Hiawatha Station Stop at the Lake Forest Telegraph Road train station. As a result of the success of the "Sunrise Express," the early morning reverse commuter train on the Union Pacific North Line, that serves of needs of residents of Lake Forest and employers in Lake Forest and the surrounding Lake County area, the City, along with the area employers and local business leaders began to look at train service on the Milwaukee District North Line which serves the Telegraph Road Station. A major consideration at this station was enhancing people's safety in view of the number of fatal accidents that have occurred there in addition to enhancing train service. At the present time 14 Amtrak trains that constitute the Hiawatha Service between Chicago and Milwaukee pass through the Telegraph Road station at 79 mph. There is a significant safety consideration with these higher speed trains passing through the Telegraph Road station non-stop. Passenger count growth on the Hiawatha Service trains is among the highest in the corridors served in the United States. This clearly demonstrates demand for the service. Hiawatha Service trains are principally funded by the Wisconsin Department of Transportation who seek over time to increase the number of daily trains from 14 to 20. In addition Amtrak, which presently operated a daily train in each direction through Lake Forest between Chicago and the Pacific Northwest, is considering adding an additional daily train in each direction between Chicago and Minneapolis/St. Paul. Hiawatha Service trains do not stop in Lake County. Employers in Lake Forest and Lake County have employees who live as far away as Milwaukee, Racine, Walworth and Waukesha counties in Wisconsin. Residents of Lake Forest and Lake County work in Milwaukee. Residents of Lake Forest patronize the attractions in Milwaukee and use Mitchell Airport in Milwaukee. Hiawatha Service trains stop at Mitchell Airport. A commonality of interest has been developing among the residents of Lake Forest, the employers located in Lake Forest and Lake County and merchants and other businesses at Settlers Square who envision an Amtrak stop as an economic development tool. 36 Proceedings of the July 16, 2012 Regular City Council Meeting In response to recent pedestrian tragedies and requirement by Amtrak for pedestrian – rail separation, the City engaged HDR Engineering, Inc. on March 5 to undertake Phase I preliminary engineering of a pedestrian underpass. The City has received $1 million each from the State (IDOT) and the Federal Highway Authority (FHWA), through the High-Speed Rail Grade Crossing grant funds, to build a pedestrian tunnel underneath the railroad tracks at the Telegraph Rd train station. The grant will be administered by IDOT Bureau of Local Roads thereby requiring the City to follow their specific guidelines for the project. In addition, City will be required to seek approvals from Metra and Amtrak on this project. HDR has completed various options for the underpass, which were shared publicly with Lake Forest residents on July 10. Staff is looking for input from the City Council before directing the consultants to move forward with plan refinements including final engineering design. In 2010, a Memorandum of Understanding between the City, IDOT, Amtrak, WISDOT, and Canadian Pacific Railroad was executed to examine the feasibility of creating the Amtrak Hiawatha stop. All the parties have received copies of “The City of Lake Forest Amtrak Station Stops Final Operation Analysis Report” dated May 31, 2012 prepared by Quandel Consultants, LLC. In a recent meeting hosted by State Senator Susan Garrett, all the parties with the exception of Canadian Pacific endorsed the proposed Amtrak stop and suggested that the City adopt a formal resolution of support which IDOT could deliver to the Canadian Pacific to encourage their support. RECOMMENDED ACTION: Staff requests City Council advice and counsel on the proposed pedestrian underpass options and recommends approval of the Resolution Supporting the Establishment of an Amtrak Hiawatha Station stop in Lake Forest. Council had a discussion and 2B was the preferred option. Alderman Novit moved, seconded by Alderman Pandaleon to approve a resolution supporting the establishment of an Amtrak Hiawatha Station stop in Lake Forest. The following voted “Yea” Novit, Waldeck, Pandaleon, Schoenheider, Tack, Adelman. The following voted “Nay” Moore. Motion carries 6 -1 vote. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION ADJOURNMENT There being no further business, Alderman Palmer moved, seconded by Alderman Waldeck to adjourn the meeting at 9:05 p.m. The motion carried unanimously by voice vote. Cathryn H. Buerger Deputy City Clerk 37 1 THE CITY OF LAKE FOREST ORDINANCE NO. 2012-__ AN ORDINANCE AMENDING CHAPTER 27 OF THE CITY CODE, 1971, AS AMENDED, REGARDING THE ELAWA FARM COMMISSION WHEREAS, in September 1998, The City of Lake Forest (the “City”) acquired a 16-acre parcel of land, including the original farm complex buildings, that were originally part of the A. Watson Armour family's early 20th Century gentleman's farm and commonly known as "Elawa Farm"; and WHEREAS, Elawa Farm is an example of our nation's irreplaceable historic and cultural legacy and has been designated as an official project of Save America's Treasures, which is a public-private partnership between the White House Millennium Council and the National Trust for Historic Preservation; and WHEREAS, Elawa Farm is (a) historically unique as one of the last remaining, intact gentleman's farm in the Midwest, (b) ecologically unique because of its close proximity to the Middlefork savanna, which is one of the finest examples of a black soil, tall grass prairies in the United States, and (c) unique because of the many organizations and individuals desiring to collaborate in making Elawa Farm a nationally recognized example of a facility coupling historic preservation and nature conservation; and WHEREAS, in August 1999, the Mayor and City Council had appointed an Elawa Farm Executive Steering Committee, which has served 38 2 as an advisory body on matters relating to the Elawa Farm Building Complex and Garden area; and WHEREAS, pursuant to Ordinance Number 02-04, the Mayor and City Council amended the City Code to establish a formal City commission with oversight and other responsibilities (the "Elawa Farm Commission") relating to Elawa Farm Building Complex and Garden; and WHEREAS, the City has previously entered into an "Agreement for Assignment of Current and Future Funds from Elawa Farm Foundation to the City of Lake Forest" on October 21, 2002 (the "Elawa Agreement") with the Elawa Farm Foundation (the "EFF"), which was established in 2002 to raise funds for restoration of Elawa Farm and to assist and offer advice in promoting the use and reputation of Elawa Farm; and WHEREAS, under the terms of the Elawa Agreement, the City has agreed to appoint at least one designee of the EFF to the Commission; and WHEREAS, the City intends to continue to work cooperatively with the EFF on matters relating to Elawa Farm pursuant to the Elawa Agreement, as it may be amended from time-to-time; and WHEREAS, contemporaneously with the reorganization and re- establishment of the Elawa Farm Commission as set forth in this Ordinance, the City intends to appoint at least two designees of the EFF as members of the re-established Elawa Farm Commission; and 39 3 WHEREAS, the Mayor and City Council of The City of Lake Forest have determined it to be in the best interests of the City and its residents to amend the City Code regarding the Elawa Farm Commission as hereinafter set forth; NOW, THEREFORE, BE IT ORDAINED 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 Ordinance as if fully set forth. SECTION TWO: Amendment to Article IX of Chapter 27 of the City Code. Article IX, entitled "Elawa Farm Commission," of Chapter 27, entitled "Parks and Playgrounds," of the Lake Forest City Code is hereby amended in its entirety and shall hereafter be and read as follows: Article IX. Elawa Farm Commission Sec. 27-75. CREATION; PURPOSES. (a) There is hereby established the Elawa Farm Commission. (b) The purpose of the Elawa Farm Commission is to advise the City Council on policies, practices, and action plans for the preservation, conservation, restoration, use, and operations of Elawa Farm Building Complex and Garden area, and to undertake such other duties in furtherance of the foregoing, all in accordance with the powers and duties of the Commission as set forth in this Article. 40 4 Sec. 27-76. COMPOSITION; TERM; QUALIFICATIONS. (a) The Commission shall consist of nine seven commissioners, including a chairperson, who shall serve without compensation. (b) The Mayor, with the consent of the Council, shall appoint nine seven commissioners to the Commission. The initial term for four three of the commissioners shall be for one year, and the initial term for five four of the commissioners shall be for two years. Upon the expiration of the initial terms of the commissioners, all commissioners shall be appointed for terms of two years. Commissioners may be re-appointed by the Mayor, provided that no commissioner shall serve more than six consecutive years. (c) The Mayor shall appoint commissioners based upon their knowledge of, interest in, or commitment to outdoor and environmental education and recreation, historic preservation, local history, horticulture, or matter relating to the foregoing. In addition, Commissioners shall be residents of Lake Forest, unless (i) the commissioner is a representative of another agency or governmental entity whose participation will foster intergovernmental cooperation in furtherance of the purposes and objectives of the Commission, or (ii) the commissioner possesses special training or knowledge that furthers the purposes and objectives of the Commission; provided, however, that no fewer than six five commissioners shall be residents of Lake Forest. (d) Notwithstanding the limitations in subsection (c), in the event that the City enters into a contractual relationship with any funding organization, the City may as a condition of such contract reserve at least one commissioner position for a representative of such organization. Sec. 27-77. CHAIRPERSON; QUORUM; CONDUCT OF MEETINGS. (a) The Mayor shall, from time-to-time, designate one of the commissioners to serve as chairperson; such chairperson shall serve until the expiration of his or her term, and may be 41 5 re-designated as chairperson for any subsequent term in the discretion of the Mayor. (b) Five Four commissioners shall constitute a quorum for conducting the business of the Commission. The Commission may transact any of its authorized business upon the vote of a majority of the commissioners voting on any matter coming before it. (c) The Commission may establish, combine, or abolish subcommittees of its commissioners as it may from time-to-time deem appropriate. (d) The Commission and any of its subcommittees shall comply with the notice and other requirements of the Illinois Open Meetings Act. Sec. 27-78. POWERS AND DUTIES. The Elawa Farm Commission shall have such powers and duties as are now or may hereafter be given to it by law or by the City Council, including the following: (a) To serve as an advisory body to the City Council for the purpose of establishing policies and standards concerning the preservation, restoration, re-use, operation, and programming of the Elawa Farm Building Complex and Garden area, which area shall be delineated by the City Council from time-to-time. Such policies and standards shall focus on the local community traditionally served by Elawa Farm while recognizing the broader significance of Elawa Farm for preservation and conservation purposes; (b) To review and make recommendations to the City Council regarding annual operating budgets, capital improvement plans and budgets, and strategic plans for the preservation, restoration, re-use, operation, and programming of the Elawa Farm Building Complex and Garden area; (c) To formulate, review, and recommend plans for the improvement, maintenance, operation, and management of the Elawa Farm Building Complex and Garden area, which planning shall be undertaken in the context of the policies, 42 6 standards, and budgets approved from time-to-time by the City Council; (d) To review and make recommendations regarding rental and use agreements for the Elawa Farm Building Complex and Garden area, which agreements shall ordinarily conform with establish City policies for the use of public facilities; (e) To evaluate, and advise the City Council on, the operations and activities occurring within the Elawa Farm Building Complex and Garden area, including their adherence to fiscally responsible practices and the applicable special use permit, agreements, strategic plans, and policies and standards affecting such area; (f) To serve as the City's chief liaison with any funding organizations, including any such organizations with which the City may contract from time-to-time; (g) To serve as the City's chief liaison between residents, organizations, and other agencies for the purpose of fostering communication and cooperation between the City and such persons as it pertains to the Elawa Farm Building Complex and Garden area; (h) To interact and cooperate with such other boards, commissions, and other bodies within the City; and (i) To undertake such other matters as the City Council may direct from time-to-time. Nothing in this Section shall be deemed to delegate any of the City Council's final decision-making responsibility regarding the Elawa Farm Building Complex and Garden area. In addition, the City Manager shall be responsible for the implementation of all policies, agreements, and directives of the City Council regarding the Elawa Farm Building Complex and Garden area. Sec. 27-79. INDEMNIFICATION. The City shall indemnify and defend the commissioners as officials of the City for all acts and omissions relating to, or that could reasonably be deemed to relate to, their powers, duties, and responsibilities under this Article. In addition, the City shall maintain such insurance as it 43 7 deems reasonable and prudent for the protection of the commissioners against any loss, claim, or liability arising out of the use or operation of Elawa Farm. SECTION THREE: Elawa Farm Building and Garden Complex. The Elawa Farm Building Complex and Garden area, as referenced in Article IX of Chapter 27 of the City Code, shall be the area generally depicted in Exhibit A attached to this Ordinance. The City Manager shall be responsible for determining the precise dimensions of the Elawa Farm Building Complex and Garden area. SECTION FOUR: Effective Date. This Ordinance shall be in full force and effect from and after its passage, approval, and publication in pamphlet form in the manner provided by law. PASSED THIS _____ DAY OF _______________, 2012. AYES: (___) NAYS: (___) ABSENT: (___) APPROVED THIS _____ DAY OF _______________, 2012. __________________________ Mayor ATTEST: 44 8 _________________________ City Clerk #11029824_v4 45 9 THE CITY OF LAKE FOREST ORDINANCE NO. 2012-__ AN ORDINANCE AMENDING CHAPTER 27 OF THE CITY CODE, 1971, AS AMENDED, REGARDING THE ELAWA FARM COMMISSION Adopted by the Mayor and City Council of The City of Lake Forest this ____ day of ____________, 2012 Published in pamphlet form by direction and authority of the City Council of The City of Lake Forest, Lake County, Illinois this ______ day of ________________, 2012 46 47