CITY COUNCIL 10/03/2011
THE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
Monday, October 3, 2011 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 Thomas Morsch, Jr., Alderman Third Ward
Catherine Waldeck, Alderman First Ward Donald Schoenheider, Alderman Third Ward
David Moore, Alderman Second Ward Robert Palmer, Alderman Fourth Ward
George Pandaleon, Alderman Second Ward Michael Adelman, Alderman Fourth Ward
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS 7:30 p.m.
1. Comments by Mayor
2. Comments by City Manager
A. Commonwealth Edison Discussion
3. Council Committee Reports 7:45 p.m.
A. Public Works Committee- Alderman Novit
1. Approval of an ordinance amending Chapter 44 of the City Code
regarding water shut off valves.
PRESENTED BY MICHAEL THOMAS, DIRECTOR OF PUBLIC WORKS
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval of an ordinance
that allows Public Works or outside contractual personnel to access, repair, or replace an
outside water shut valve commonly referred to as the “Buffalo Box” (b-box hereafter).
Development of this ordinance is in response to those property owners whom, for whatever
reason, do not pay their water bill after multiple notifications from the City. In cases such as
these, the City’s policy is to request Water & Sewer personnel to turn the property owner’s
water off via the b-box. If the b-box is inoperable, it must be repaired or replaced in order for
the water shut off to occur. The b-boxes are located on either public or private property.
Costs to repair the b-box would be paid entirely by the property owner prior to activating the
water service. Although based upon the size of the b-box, a typical replacement would cost
approximately $1,300 for City crews to perform the work.
BACKGROUND/DISCUSSION: The Public Works Committee reviewed the draft ordinance at its
September 17, 2011 Public Works Committee meeting. Committee members were
concerned about sufficient notice being given to property owners prior to the City (or a
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October 3 2011 Agenda
contractor) performing work on the b-box. The City’s policy and timeframes for turning off a
property owner’s water is attached on page 10. Staff clarified for the Committee that this
ordinance also applies to those b-boxes that may require maintenance for other reasons, not
just resulting from an unpaid water bill.
If approved, residents will be notified of the ordinance via their water bills that are received
during the months of October, November, and December.
RECOMMENDED ACTION: Staff recommends that City Council, if so desire, waive first reading
and grant final approval of an ordinance amending Chapter 44 of the City Code regarding
water shut off valves.
4. Comments by Council Members 7:50 p.m.
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
CONSENT AGENDA 7:55 p.m.
1. Approval of Authorized Invoices and Payrolls
Check Register For Period August 27, 2011 - September 23, 2011
Fund Invoice Payroll Total
General 364,631 1,057,692 1,422,323
Water & Sewer 76,342 112,253 188,595
Parks & Recreation 114,638 291,884 406,522
Capital Improvements 183,947 4,592 188,539
Bond Funds - Projects 0 0 0
Motor Fuel Tax 595,017 0 595,017
Cemetery 31,897 16,972 48,869
Senior Resources 8,129 18,701 26,830
Deerpath Golf Course 24,443 48,723 73,167
Fleet 104,017 30,614 134,631
Debt Funds 3,016 0 3,016
Housing Trust 0 0 0
Park & Public Land 15,560 0 15,560
All other Funds 428,477 10,819 439,296
$1,950,113
$1,592,251
$3,542,363
2. Approval of the Minutes from the September 19, 2011 Regular City Council
Meeting
A copy of the minutes is attached beginning on page 11.
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October 3 2011 Agenda
ORDINANCES 8:00 p.m.
1. Consideration of a Recommendation from the Housing Trust Fund Board and Plan
Commission in Support of Amendments to Chapter 20A, Inclusionary Housing, of the
City Code. (Grant first reading of an Ordinance or, if Desired by the City Council,
Waive First Reading and grant final approval of the Ordinance.)
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHERINE CZERNIAK 847-810-3504
PURPOSE AND ACTION REQUESTED
On September 14, 2011, the Plan Commission considered a unanimous recommendation
from the expanded Housing Trust Fund Board in support of amendments to Chapter 20A of
the City Code, Inclusionary Housing. The proposed amendments are detailed below.
The definition section is modified to provide clarification and to add a definition of
“moderate housing”. The inclusion of the “moderate” definition is a response to
comments from the community and the City Council suggesting that providing the
opportunity for the City’s inclusionary housing requirements to address the needs of
those with moderate incomes, in addition to those at lower incomes, may more
directly address the needs of Lake Forest seniors, families and employees of local
institutions.
The Code language is clarified to state that in no case, when calculating the required
number of affordable units, can the number be less than one unit. This is to address a
technical loophole in the Code.
The proposed amendments are on pages 1 and 3 of the Chapter, no other changes are
proposed to the Chapter however, the full Chapter is attached for the Council’s information
beginning on page 21 and the Ordinance begins on page 33 of the City Council’s packet.
BACKGROUND AND DISCUSSION
Chapter 20A of the City Code was originally adopted by the City Council in 2005 as part of a
series of actions taken by the Council in support of and to establish a framework for retaining
and adding to the diversity of housing in Lake Forest. This Chapter established a requirement
that new residential developments, that meet certain parameters, must construct affordable
units as part of the development. The Code provisions provide the opportunity, at the sole
discretion of the City Council, for a payment in lieu of onsite units.
Last fall, the City Council and the Housing Trust Fund Board had extensive discussions about
how to advance the City’s goal of assuring a diversity of housing stock in the community in a
manner that protects property values and preserves the community’s character. The Settlers’
Green development under discussion at that time did not move forward. However, during
those discussions, the City Council reaffirmed its commitment to affordable housing so long as
it is achieved in a manner that is compatible with the community. In particular, the Council
and community stated support for assuring that any future affordable housing be targeted to
meet the needs of Lake Forest residents and local employees.
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October 3 2011 Agenda
More extensive amendments to the Inclusionary Housing Chapter were presented to the Plan
Commission last April by the Chairman of the Housing Trust Fund Board. Based on the input
from the Plan Commission at that time, the Housing Trust Fund Board reconsidered the
proposed amendments and reduced the scope of the amendments to those now presented.
These amendments come to the Council with a unanimous recommendation from the
Housing Trust Fund Board in support of the amendments and with a vote of 6 to 1 by the Plan
Commission in support of the amendments.
BUDGET/FISCAL IMPACT
These amendments simply provide additional tools for achieving and retaining a diversity of
housing in the community. No development project is initiated or contemplated with these
changes and no expenditure of funds is involved.
Recommended Action: Grant first reading of an Ordinance or, if Desired by the City Council,
Waive First Reading and grant final approval of the Ordinance.
2. Consideration of a Report and Recommendation from the Zoning Board of Appeals in
Support of a Variance from the Front Yard Zoning Setback for Property Located at 737
Woodlawn Avenue (First reading and, if desired by the City Council, Final Approval)
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHERINE CZERNIAK 847-810-3504
PURPOSE AND ACTION REQUESTED
On September 26, 2011, the Zoning Board of Appeals held a public hearing to consider a
request for a variance from the front yard setback requirement in the GR-3 zoning district for
property located at 737 Woodlawn Avenue. After hearing a presentation from the petitioner
and a recommendation from the Building Review Board in support of the requested variance,
the Board voted unanimously to recommend approval of the variance to the City Council.
An Ordinance in support of the variance, exhibits to the Ordinance and a report from the
Zoning Board of Appeals are included in the Council packet beginning on page 36.
BACKGROUND AND DISCUSSION
This variance request is presented in conjunction with a proposal to demolish the existing
house and construct a replacement house on the property. The existing house has been
identified by the City as a distressed property due to lack of maintenance under a previous
ownership. The proposed demolition and replacement residence was unanimously
approved by the Building Review Board on September 7th.
The front yard variance will allow the replacement house to be setback 21 feet from the front
property line at the closest point, the bay window. The required front yard setback in the GR-
3 zoning district is 40 feet. The variance as requested will set the replacement house back
further from the street than the existing house which is located 14.29 feet from the front
property line. The proposed location of the replacement house is generally consistent with
the setbacks of other homes along the street and is intended to maintain the character of
the neighborhood and avoid a gap in the streetscape. No other variances are required for
this project.
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October 3 2011 Agenda
BUDGET/FISCAL IMPACT
None.
Recommended Action: Waive first reading and grant final approval of an Ordinance
authorizing construction of a replacement residence located no closer than 21 feet to the
front property line at the point of furthest extension.
3. Consideration of a Report and Recommendation from the Zoning Board of Appeals in
Support of a Variance from the Front Yard Zoning Setback for Property Located at 299
Rose Terrace (First reading and, if Desired by the City Council, Final Approval)
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHERINE CZERNIAK 847-810-3504
PURPOSE AND ACTION REQUESTED
On September 26, 2011, the Zoning Board of Appeals held a public hearing to consider a
request for a variance from the front yard setback requirement in the R-2 zoning district for
property located at 299 Rose Terrace. After hearing a presentation from the petitioner, the
Board voted unanimously to recommend approval of the variance to the City Council.
Several neighboring property owners submitted letters in support of the project.
An Ordinance in support of the variance, exhibits to the Ordinance and a report from the
Zoning Board of Appeals are included in the Council packet beginning on page 45.
BACKGROUND AND DISCUSSION
This variance is requested to allow replacement of an existing front porch. The existing front
porch is located 33 feet from the property line; the required setback distance is 40 feet. The
existing porch is non-conforming with respect to the front yard setback as a result of a
change to the zoning district after the house was constructed.
The proposed replacement porch maintains the setback of the existing porch. The new
porch design replaces the existing shed roof with a flat roof with railings and will result in an
increase in height of 9 inches over the existing porch. The one-story form of the porch will be
retained. No other variances are required for this project
BUDGET/FISCAL IMPACT
None.
Recommended Action: Waive first reading and grant final approval of an Ordinance
authorizing construction of a replacement front porch to be located in the footprint of the
existing porch, no closer than 33 feet to the property line.
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October 3 2011 Agenda
NEW BUSINESS 8:15 p.m.
1. Approval to purchase two (2) Multi Pay by Space Parking Pay Stations
PRESENTED BY JOSEPH C. BUERGER, CHIEF OF POLICE AND
GLENN A. BURMEISTER, DEPUTY CHIEF OF POLICE
PURPOSE AND ACTION REQUESTED: Staff requests the approval of the use of TIF funds to
purchase two (2) Multi Pay by Space Parking Pay Stations for the Telegraph Road Train
Station.
BACKGROUND/DISCUSSION: In preparation for this year’s budget the City Council was briefed
on the deteriorating honor boxes at the Telegraph Road Train Station used for daily parking
payment. Replacement had been deferred in the past, but now is causing loss of revenue
due to the inability to enforce sections of the lot. The City council authorized the purchase of
two (2) multi pay by space parking pay stations. The purchase amount was expected to
exceed $20,000. Staff implemented the city’s bid procedures of the fiscal policy.
On July 14, 2011, an invitation to bid was published. Staff met with potential bidders on site to
explain the needs of the city and show placement of the pay stations. Bid openings were on
August 1, 2011 with six bids being submitted. Staff conducted field evaluations, interviewed
references, analyzed the bid submissions for specification compliance and cost comparison
purposes. Staff from Police, Building Maintenance, Finance and IT departments was involved
in the process.
BUDGET/FISCAL IMPACT: This purchase was provided for in the FY2012 Capital Improvement
Plan. Budget Amount was $35,000. Subsequently remaining TIF dollars in the amount of
$30,000 was slotted for this purchase with $5,000 remaining in the CIP. The recommended
vendor is under budget. Total Parking Solutions meets all the specifications, their office is local
and has numerous municipalities in this area using the Cale machine, so customers will be
familiar with their operation and be more consistent along the transit line. Reference reports
were excellent and TPS was favored by finance department and met all IT department
requirements. Field inspection was superior to all the other units in materials, esthetics,
operation and customer use.
The table below shows the hardware, software and associated costs:
Vendor Model Bid Costs
Access Parking Systems Luke II $ 34,041
Automated Parking Technologies Luke II $ 28,062
Gen Cal Aura $ 29,545
Parkeon Strada $ 31,344
Total Parking Solutions Cale $ 33,280
VenTek venStation XL $ 36,465
The life expectancy of the unit is extensive as the product was bid with component part
construction. Picture of unit is on page 53. Whenever a component part fails it is replaced.
This makes the cabinet construction crucial for unit longevity. The Cale machine is the only
unit with stainless steel cabinet standard. Stainless steel is expected to last a lifetime. Units
have been in operation for as long as 14 years.
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October 3 2011 Agenda
Specifications
Total Parking Solutions met all the specifications.
The lowest bidder, Automated Parking Technologies, did not use stainless steel in their unit nor
is stainless steel available as an option. Their vault design was specified at 0.12 and the Luke II
vault is 0.11 in thickness. The receipt printer was specified as a standard take ticket sensor.
The Luke II does not have this type of printer. The management software was specified to
include the ability to download a free Smart Phone Application for payment via the device.
APT reported this will be considered in future software releases.
References
Automated Parking Technologies - Five (5) contacts were made, City of Ann Arbor, City of
Milwaukee, City of Madison, Wisconsin Dept. of Revenue, Standard Parking. Of the 5
contacts made, 3 had favorable reviews about the unit and Vender. One contact said that
they didn’t do business with the Vender or have any of their units. One contact said that she
wasn’t familiar with the unit and wasn’t sure what department or person took care of them.
No maintenance or service problems were noted. References did not contain full or
accurate information. Considerable work was done to make contact with customer.
Total Parking Solutions – Five (5) contacts were made, Glenview, Vernon Hills, Barrington,
Schaumburg, and Libertyville. All 5 of the contacts had favorable reviews of the unit and
vender. No maintenance or service problems were noted. Finance checked an additional
user and was very pleased with the report from the finance aspect.
Costs
Automated Parking Technologies was the lowest bidder at $28,062.
Total Parking Solutions was the fourth lowest bidder at $33,280.
Staff Preference
Automated Parking Technologies answered no to four specification requirements, but the
only areas of major concern were the unavailability of stainless steel and vault thickness. The
other no answers were minor in nature. The price was very reasonable and vendor stated
they dropped the price to do business with Lake Forest and enter the North Shore market and
for future expansion. References were generally poor. The unit’s functions will meet the
needs of the City and customers should find operation of the units simple.
Total Parking Solutions received the best rating; staff was very impressed with reference
response. Field evaluations were excellent, demonstrations were informative. Quality was the
highest and customer ergonomics was good. Service requests are few and when made are
completed in a timely manner. Finance liked this unit the best. It met all of IT concerns.
Vendors are local to the Chicago area and their customer list is heavily used in this area.
RECOMMENDED ACTION: Authorize purchase of two (2) Cale Multi Pay by Space Parking Pay
Stations from Total Parking Solutions in the amount of $33,280.
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October 3 2011 Agenda
2. Award of Bid for the 2011 Fire Station #2 Mechanical Heating, Ventilation and Air
Conditioning (HVAC) Replacement Project
PRESENTED BY DAN MARTIN, SUPERINTENDENT OF PUBLIC WORKS
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to award the
bid for the 2011 Fire Station #2 HVAC Replacement Project to Ireland Heating & Air
Conditioning. The project to replace the existing mechanical systems would be completed in
November 2011.
BACKGROUND/DISCUSSION: The existing Fire Station #2 HVAC system consists of four “split
systems” providing heating and cooling for the occupied areas and two unit heaters for the
hose drying tower and the attic. The determining factors to replace these units was as follows:
(1) the increasing number of out of service calls, (2) the bunk room cooling failed this past
summer and needs to be replaced, and (3) all the units are the same age and are at the end
of their life cycles (18 years).
The proposed new HVAC system was engineered by Lakefront Engineering in Kenosha,
Wisconsin. The new design includes removing the four “split system” units to be replaced by
four new high efficiency furnaces along with four new AC condenser units which utilize the
new ”greener” R-410A gas. The two unit heaters will be replaced with new high efficient unit
heaters. Installing the new system will not only increase efficiencies by reducing maintenance
costs, downtime from equipment failures and lower utility usage, the R-410A gas will provide a
more eco-friendly alternative to the current units.
BUDGET/FISCAL IMPACT: On September 1, 2011, staff received the following bids for this
project:
Company Bid Amount
Ireland Heating & Air Conditioning $54,650
Martin Petersen Company $62,592
Westside Mechanical Services $75,855
Amber Mechanical $106,500
Mechanical Concepts of Illinois $108,950
Staff and Lakefront Engineering reviewed the project scope and determined that Ireland
Heating & Air Conditioning’s proposal met all of the required project specifications and their
references gave favorable responses.
FY2011
Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
TIF Fund 301-0050-419.76-12 $70,000 $57,382.50 Y
RECOMMENDED ACTION: Award of bid to Ireland Heating & Air Conditioning in the amount of
$54,855. Additionally, staff is requesting a 5% or $2,732.50 contingency for any unforeseen
problems during the project.
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October 3 2011 Agenda
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
ADJOURNMENT 8:50 p.m.
Office of the City Manager September 30, 2011
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.
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Finance Department’s Process for Water Shut-Off Due to Non-Payment
1. The water bill is due, paid in full, to the Finance Department 30 days after bill date (due date
is never on a weekend date).
2. If full payment is not received, the first notice is sent 34 days after bill date (three days after
due date) for delinquent balances of $30 or greater.
3. A second notice is sent 13 days after the first notice is sent.
4. A water shut-off notice is sent 10 days after second notice (23 days after first notice).
5. A water shut-off date is established 11days after cut off notice.
6. The City’s Water & Sewer Section stakes the b-box and places a door hanger on the front
door, one day before the water shut-off occurs.
7. The Finance Department also calls the property owner one day before the shut-off to again
request payment.
*NOTES:
• Payment plans can be developed with the City’s Finance Department
• Shut-off notices are sent by both regular and certified mail.
• A $75 shut-off fee and a $75 turn-on fee are assessed for all water shut-offs
• A water shut-off only occurs
o if there is a $200 minimum delinquent balance, or
o if the property owner has not made a payment in three billing quarters
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The City of Lake Forest
CITY COUNCIL
Proceedings of the September 19, 2011 Regular Meeting
7:30 p.m. – City Hall Council Chambers
CALL TO ORDER AND ROLL CALL: Mayor Cowhey called the meeting to order at 7:37 p.m.
Deputy City Clerk called the roll of Council members. Present: Aldermen Novit, Waldeck,
Moore, Pandaleon, Morsch, Schoenheider, Adelman. Absent: Alderman Palmer.
Quorum present. There were approximately 30+ present in the audience.
Also present were: Vic Filippini, City Attorney; Marlo Del Percio, City Attorney; Joseph Buerger,
Chief of Police; Cathy Czerniak, Director of Community Development; Ramesh Kanapareddy,
City Engineer; Susan Banks; Communications Manager; Michael Thomas, Director of Public
Works; Dan Martin, Superintendent of Public Works. Cathryn Buerger, Deputy City Clerk.
PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance.
Reports of City Officers
1. Comments by Mayor
Resolution of Appreciation for Wendy McKiernan for 32 Years of Service was read and
presented.
Resolution of Appreciation for Dan Deuel for 13 Years of Service was read and presented.
Susan Banks, Communications Manager presented an update on the City’s website
more specifically, the new location of public agendas, scheduled meetings, minutes,
and videos.
Mayor thanked the Fire Department for their work organizing the 9/11 Ceremony.
2. Council Committee Reports
A. Finance Committee- Alderman Pandaleon
1. Award of Contract for Auditing Services for FY12
The City Council approved a contract for professional auditing services to McGladrey & Pullen,
LLP for the fiscal years ending April 30, 2007 to April 30, 2011 in December 2006. The firm was
selected through an RFP process.
The Audit Committee has recommended to contract with McGladrey & Pullen, LLP for one
additional year due to Finance Department retirements. McGladrey is the fifth largest public
accounting firm in the United States. They have over 7,700 professionals in 93 offices across the
U.S. and over 1,000 professional staff and partners in offices in Chicago and Schaumburg.
McGladrey has a significant governmental audit practice in Chicago, serving over 95 units of
government. These include the Chicago Public Schools, Regional Transportation Authority,
Housing Authority of Cook County, and more than 50 suburban villages, cities, school districts,
colleges/universities and special purpose authorities. McGladrey has maintained the same fees
for FY12 as FY11.
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Proceedings of the September 19, 2011
Regular City Council Meeting
RECOMMENDED ACTION: Authorize the City Manager to execute a contract with McGladrey &
Pullen, LLP for professional auditing services for the fiscal year ending April 30, 2012 for an
amount not to exceed $70,300 for the regular audit, $5,200 for special reports and $11,600 for a
single audit.
Alderman Morsch moved, seconded by Alderman Novit to approve a contract with McGladrey
& Pullen, LLP for professional auditing services for the fiscal year ending April 30, 2012 for an
amount not to exceed $70,300 for the regular audit, $5,200 for special reports and $11,600 for a
single audit. The following voted “Aye” Aldermen Novit, Waldeck, Pandaleon, Moore, Morsch,
Schoenheider, and Adelman. The following voted “Nay” none. Motion passes.
2. Purchasing Code Amendments
At the July 18, 2011 meeting, the Finance Committee approved code amendments to the
purchasing policy as discussed below. The code amendments have been drafted by Holland &
Knight.
The City utilizes about 6,500 vendors. Currently, the City Council approves any single purchase
over $20,000. There are 27 vendors (0.4%) that have fallen into a “gray” area. Some of the
vendors were approved by the City Council long ago, some started out as small payments and
grew larger over time, and most are multiple purchases that are forecast to be over $20,000 for
the fiscal year. Staff has four
Recommendations under the “Action” column of the spreadsheet.
• Approve by City Council with May Budget – these vendors would be approved each
year at the first meeting in May when the budget is approved.
• Bid every 3-5 years- these vendors would come back to the City Council every time they
are bid.
• City Council approval- December 2011 -these vendors would be approved each year
at the December meeting since they are based on a calendar year.
• City Manager- These vendors or types of vendors (supplies, parts, sole distributors,
Recreation instructors) can be approved by the City Manager up to $75,000/fiscal year.
RECOMMENDED ACTION: Approval of purchasing code amendments.
Alderman Moore moved, seconded by Alderman Schoenheider to approve the purchasing
code amendments. The flowing voted “Aye” Aldermen Novit, Waldeck, Pandaleon, Moore,
Morsch, Schoenheider, and Adelman. The following voted “Nay” none. Motion passes.
3. Comments by Council Members
Alderman Schoenheider advised the Council about an informational meeting the Plan
Commission had with Northwestern Lake Forest Hospital. There was discussion regarding the
master planning of the campus in the next 5 years. No action was taken it was for discussion
only. Alderman Schoenheider encouraged people to call The City of Lake Forest Community
Development to add your name to a list of you want to receive more information regarding the
updates to the campus.
Woodlands Academy is holding a meeting on their campus 9/20/11 to discuss Barat property.
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Proceedings of the September 19, 2011
Regular City Council Meeting
Alderman Schoenheider also encouraged people to take part in the bicycle survey.
Alderman Adelman encouraged people 50 and over to join the Senior Center. He advised there
are a ton of programs and it is a beautiful facility.
Alderman Novit advised the Senior Center is hosting a series of lectures relating to transitions in
life and there will be an open house 9/24/11.
He also reported the east side train station roof work will begin soon.
A. Approval of Deerpath Golf Committee Recommended Approach
PURPOSE AND ACTION REQUESTED: Deerpath Golf Committee seeks approval of its
Recommendations for Future Management of Deerpath Golf Course and requests City Council
authorization to proceed with the Consultant/Manager search. The resulting
Consultant/Manager agreement would be brought to City Council for final approval.
BACKGROUND/DISCUSSION: The Golf Committee was formed to investigate options for the
future management of Deerpath Golf Course in light of identified financial challenges facing the
course. The Golf Committee issued a Request for Qualifications in July to over 300 golf
companies and seven companies responded. The Golf Committee met with the four qualified
companies to investigate potential management options and gauge opportunities for best
practices to strengthen Deerpath Golf Course’s operational and fiscal performance. In addition,
the Golf Committee hosted a public meeting on August 30, 2011 to share the committee’s
findings to date and gather feedback. Approximately 160 golfing patrons attended the meeting
and voiced ideas and concerns.
Based upon the feedback gained from the community over the past year and the investigative
work of the Golf Committee with private golf providers, the Golf Committee prepared a
Recommended Approach document and presented this to the Park and Recreation Board at its
televised, public meeting on September 13, 2011. The Recommended Approach was
unanimously supported by the Park and Recreation Board.
The Recommended Approach is as follows:
I. Because the City has received input from the community and recognizes the importance of
this special recreation asset, the Golf Committee recommends the following approach for
Deerpath Golf Course:
o Do not privatize or commit to other long-term management options
o Fill the Golf Pro position with a Consultant/Manager from a professional golf
management company
o Utilize the Consultant/Manager to bring expertise and capabilities (e.g., marketing
campaigns, reservation systems, etc.) that will help enhance Deerpath’s financial
and operating performance
o Establish a Golf Advisory Committee (5-7 Deerpath members or other community
volunteers) to review and recommend changes related to revenues, marketing,
customer service, operations, etc.
o Establish goals (total rounds, revenue per round, etc.) that Deerpath must achieve
over the next 1-2 years to strengthen its financial performance
o Secure commitment from the City to invest in Deerpath as needed over the next 1-2
years to help return it to a financially viable asset
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Proceedings of the September 19, 2011
Regular City Council Meeting
II. Advantages of this approach include:
o City maintains complete control over Deerpath Golf Course
o City benefits from best practices of professional golf management to increase
likelihood of improving its financial viability
o Members and residents are involved in the operations and future direction of
Deerpath Golf Course, a public facility for the community
Mayor Cowhey allowed Public Comment and the following people stood before Council:
Brian Weston 1191 Estate Ln gave his opinion regarding the status of the golf course.
Mary Reed 1715 Broadland Ln made her statements regarding the dollar use in the budget.
RECOMMENDED ACTION: Approval of the Golf Committee’s “Recommended Approach to
Management of Deerpath Golf Course” including authorization to proceed with the
Consultant/Manager search.
After lengthy discussion and several questions presented, Alderman Waldeck moved, seconded
by Alderman Morsh for the Approval of the Golf Committee’s “Recommended Approach to
Management of Deerpath Golf Course” including authorization to proceed with the
Consultant/Manager search. Motion carried unanimously by voice vote.
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
No one stood before Council.
CONSENT AGENDA
1. Approval of Adding Additional Cab Business License
At the September 6, 2011, Committee of the Whole meeting, a discussion was held on cab and
cab driver licensing. Chapter 43 of the City Code, Vehicles for Hire, addresses the requirements
of each licensed cab and driver. The Police Department completes the required inspections of
the vehicles and meters and licenses the drivers. A single vehicle cab company has requested a
license from the City Council to operate a cab in The City of Lake Forest. At the Committee of
the Whole meeting the Police Department recommended the City Council grant a license to
Northern Lakeshore Taxi.
The company is based out of Highland Park and is owned by Zbigniew Robek 1151 St. Johns Ave,
Highland Park IL. All the necessary paperwork and documents have been provided to the City
Clerk for the licensing. The Police Department has completed a background check on the
company and the owner; we find no reason not to grant the license at this time.
2. Approval of the Minutes from the September 6, 2011 Regular City Council
Meeting and August 15, 2011 Special Meeting.
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Proceedings of the September 19, 2011
Regular City Council Meeting
RECOMMENDED ACTION: Approval of the 2 items presented on the Consent Agenda.
Alderman Novit moved, seconded by Alderman Morsch to approve the consent agenda.
The following voted “Aye” Aldermen Novit, Waldeck, Pandaleon, Moore, Morsch, Schoenheider,
and Adelman. The following voted “Nay” none. Motion passes.
ORDINANCES
1. Consideration of a Recommendation from the Plan Commission in Support of a
Special Use Permit Authorizing a Non-Retail Use, Koenig and Strey Real Estate
Office, to Locate at 280 E. Deerpath.
On September 14, 2011, the Plan Commission held a public hearing to consider a request for a
Special Use Permit from Koenig and Strey to authorize relocation of its offices to 280 Deerpath in
the Central Business District.
Koenig and Strey previously occupied space at 600 N. Western Avenue for many years and
propose to relocate to first floor space at 280 Deerpath, to the north, and around the corner,
from the previous space. This move allows the firm to downsize and locate closer to the central
core of the business district. This space was most recently occupied by Coyote Logistics and
prior to that, by Coldwell Banker.
The Plan Commission heard a presentation from representatives of Koenig and Strey. No public
testimony was presented. The Plan Commission recognized that the space at 280 Deerpath has
a long history of non-retail use. The Commission voted unanimously to recommend approval of
the requested Special Use Permit subject to conditions of approval. The conditions of approval
are consistent with the conditions included in the approvals of previous real estate offices,
Prudential Preferred Properties and Coldwell Banker. In particular, the conditions require that
employees and agents of real estate offices park in designated employee parking lots, permit
parking lots, and not in on street parking spaces or other spaces intended for customers of the
businesses in the Central Business District. Findings in support of the Commission’s unanimous,
positive recommendation are attached as an exhibit to the approving ordinance.
BACKGROUND AND DISCUSSION
The Zoning Code identifies banks, real estate offices and some other non-retail uses as special
uses in the Central Business District. This provision was established by the City Council in 2003 in
support of maintaining a strong retail core in the Central Business District and to establish a
process for careful consideration of proposed locations for non-retail businesses in relation to the
vitality of the overall district. The Code establishes criteria for review of requests for Special Use
Permits. As noted above, the report from the Plan Commission on this request presents positive
findings in response to the criteria.
BUDGET/FISCAL IMPACT
The space proposed for occupancy by Koenig and Strey was previously occupied by non-retail,
non-sales tax producing uses. No loss in sales tax revenue will result from the proposed location.
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Proceedings of the September 19, 2011
Regular City Council Meeting
RECOMMENDED ACTION: Waive first reading and grant final approval of an Ordinance granting
a Special Use Permit to Koenig and Strey authorizing a non-retail use, a real estate office, in first
floor space at 280 Deerpath.
Alderman Morsch moved, seconded by Alderman Schoenheider to waive first reading of an
Ordinance granting a Special Use Permit to Koenig and Strey authorizing a non-retail use, a real
estate office, in first floor space at 280 Deerpath. Motion carried unanimously by voice vote.
Alderman Morsch moved, Seconded by Alderman Novit to approve an Ordinance granting a
Special Use Permit to Koenig and Strey authorizing a non-retail use, a real estate office, in first
floor space at 280 Deerpath. The following voted “Aye” Aldermen Novit, Waldeck, Pandaleon,
Moore, Morsch, Schoenheider, and Adelman. The following voted “Nay” none. Motion passes
2. Consideration of a Recommendation from the Plan Commission in Support of a
Special Use Permit Authorizing Non-Retail Use, @ Properties Real Estate Office,
to Locate at 600 N. Western Avenue. (Waive first reading and if desired by the
City Council, grant final approval of an Ordinance.)
On September 14, 2011, the Plan Commission held a public hearing to consider a request for a
Special Use Permit from @ Properties to authorize a new location in the Central Business District.
@ Properties do not currently have an office location in Lake Forest although the firm’s agents
conduct business in Lake Forest. @ Properties proposes to locate in first floor space at 600 N.
Western Avenue, this is the space being vacated by Koenig and Strey.
The Plan Commission heard a presentation from representatives of @ Properties. No public
testimony. The Plan Commission recognized that the space proposed for occupancy has a long
history of non-retail use. The Commission voted unanimously to recommend approval of the
requested Special Use Permit subject to conditions of approval. The conditions of approval are
consistent with the conditions included in the approvals of previous real estate offices, Prudential
Preferred Properties and Coldwell Banker. In particular, the conditions require that employees
and agents of real estate offices park in designated employee parking lots, permit parking lots,
and not in on street parking spaces or other spaces intended for customers of businesses in the
Central Business District. Findings in support of the Commission’s positive recommendations are
attached as an exhibit to the approving ordinance.
BACKGROUND AND DISCUSSION
As noted in the previous agenda item, the Zoning Code identifies banks, real estate offices and
some other non-retail uses as special uses in the Central Business District. This provision was
established by the City Council in 2003 in support of maintaining a strong retail core in the
Central Business District and to establish a process for careful consideration of proposed
locations for non-retail businesses in relation to the vitality of the overall district. The Code
establishes criteria for review of requests for Special Use Permits. As noted above, the report
from the Plan Commission presents positive findings in response to the criteria.
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Proceedings of the September 19, 2011
Regular City Council Meeting
BUDGET/FISCAL IMPACT
The space proposed for occupancy by @ Properties was previously occupied by non-retail, non-
sales tax producing uses. No loss in sales tax revenue will result from the proposed location.
RECOMMENDED ACTION: Waive first reading and grant final approval of an Ordinance granting a
Special Use Permit to @ Properties authorizing a non-retail use, a real estate office, in first floor
space at 600 N. Western Avenue.
Alderman Novit moved, seconded by Alderman Schoenheider to waive first reading of an
Ordinance granting a Special Use Permit to @ Properties authorizing a non-retail use, a real
estate office, in first floor space at 600 N. Western Avenue. Motion carried unanimously by voice
vote.
Alderman Novit moved, seconded by Alderman Pandaleon to approve an Ordinance granting
a Special Use Permit to @ Properties authorizing a non-retail use, a real estate office, in first floor
space at 600 N. Western Avenue. The following voted “Aye” Aldermen Novit, Waldeck,
Pandaleon, Moore, Morsch, Schoenheider, and Adelman. The following voted “Nay” none.
Motion passes.
NEW BUSINESS
1. Authorization to Award Drainage Improvement Work for Townline Community
Park
Staff requested City Council approval to address drainage concerns identified at Townline
Community Park with funds remaining from the Route 60 debt issue. This request would be in
place of, or in addition to, installing the playground previously approved in concept by City
Council on March 2, 2011. With some modifications to the playground equipment and
playground surfacing options staff feels it may be feasible to accomplish both projects.
However, staff is recommending that we address the drainage concerns first as the highest
priority and only move forward with the playground design and necessary approvals later this
fall should debt issue funds still remain after the drainage expenses are finalized.
BACKGROUND/DISCUSSION: Townline Community Park was dedicated in May 2009 after a two
year construction period. The park was built on what was a previous farm field and it was
designed to allow flexibility to host a wide variety of sports with many different field
configurations. The construction project was challenged with five wetland areas that dictated
drainage topography, limited soil quantities and hard pan conditions. Since the park has
opened, we have experienced reoccurring, extremely wet field conditions indicating problems
with drainage throughout the turf areas. What was thought to be an occasional weather related
concern has grown to indicate that we have an ongoing issue that needs to be addressed.
As a result, City Parks and Engineering staff began monitoring the property after various rainfalls
and on non-rain weeks. We found extreme turf conditions: boggy conditions for numerous days
after any rain fall, and hard-as-rock ground when any normal period of dry weather occurred.
The turf was also yellowing indicating poor soil conditions. As a result, staff initially brought out
several companies that specialize in turf maintenance to review the field’s performance. Upon
validation that the concerns were significant, staff then contracted a civil engineer consultant,
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Proceedings of the September 19, 2011
Regular City Council Meeting
Daniel Creaney Company, to perform a thorough topographic field survey and to assist staff
with identifying the best options to address the problem.
After completing the topographic survey and analyzing the current soil conditions, the
consultant concluded that the drainage issues are not the result of slope deficiencies but rather
caused by soil conditions. The consultant and staff discussed various options to amend the soil to
provide better drainage that will sustain high quality turf in the playing fields. The most ideal
solution identified is known as “Drill and Fill”, and involves the use of specialized equipment that
drills a series of holes 1 ¼” by 8”deep, and 7 1/2” apart throughout the field. The holes are then
simultaneously filled with a soil amendment, resulting in a soil profile that will provide much
improved drainage. In addition, this method will have a minimal impact on the programing of
the fields. We have attached a flyer that illustrates the equipment and drilling process. This Drill
and Fill process has been utilized by several local agencies to address similar field conditions and
the agencies reported that the approach resulted in greatly improved playing conditions.
In addition to the primary turf areas, the drainage swale on the west side of the playing fields
needs to be addressed. The swale will also be re-graded and have a perforated drain pipe
installed below the surface. This will allow for better movement of water to the detention pond,
improved access to the playing fields and be more aesthetically appealing.
BUDGET/FISCAL IMPACT:
Staff recommends addressing the primary turf field drainage through the Drill and Fill method as
well as the Swale project between the east side of the parking lot and the turf fields. The Drill and
Fill requires extremely specialized equipment which is proprietary to a very limited number of
vendors. In the Midwest, such equipment is available through ConservFS. As such, this qualifies to
be a sole vendor contractor and would not require the City to bid the services. To keep costs
down, City Park staff will assist with filling the Drill and Fill hoppers. Work would commence in late
October 2011and would occur over a two or three week period. Most fall sports will be wrapped
up by this time and the work will not result in any significant disruption to programs.
Our estimated break down of costs is as follows:
ConservFS Drill & Fill $60,396
Swale Grading & Pipe Correction $14,000
Seed & Fertilizer $ 4,044_
Drainage Project Total $78,440
Contingency 5% $ 3,922
Estimated Drainage Grand Total $82,362
FY2012 Funding Source Amount
Available Amount Requested Budgeted?
Y/N
Rt. 60 Debt Issue (2003A matured
12-15-10) $153,000
$82,362 Drainage
Corrections,
$70,638 in reserve for
future playground
project
Y
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Proceedings of the September 19, 2011
Regular City Council Meeting
RECOMMENDED ACTION: Staff recommends expending debt service funds from the Route 60
debt issue to address drainage concerns at Townline Community Park in the amount of $82,362
including $60,396 award of sole vendor contract to ConservFS.
Alderman Novit moved, seconded by Alderman Morsch to approve the expending debt service
funds from the Route 60 debt issue to address drainage concerns at Townline Community Park in
the amount of $82,362 including $60,396 award of sole vendor contract to ConservFS. The
following voted “Aye” Aldermen Novit, Waldeck, Pandaleon, Moore, Morsch, Schoenheider,
and Adelman. The following voted “Nay” none. Motion passes.
2. Historical and Legislative Update on Health Insurance Plan and Health
Care Reform
Peter Wright, The City of Lake Forest benefit consultant, gave Council a brief history on health
insurance and updated the Council on insurance plans and future direction.
3. Consideration of Award of Contract for a proposal to conduct a Community-
Wide Survey by Chaddick Institute for Metropolitan Development and FUND
Counseling.
PURPOSE AND ACTION REQUESTED: Approximately every three to five years, the City conducts a
resident survey to gain insight on a wide range of issues and services it provides. We encourage
all residents to complete the community-wide survey either by mail or on-line, as the survey
results give direction to the City Council, Boards and staff as decisions are made affecting
residents and living in Lake Forest. The mailing is scheduled to go to the residents in late
October.
BACKGROUND AND DISCUSSION: The Chaddick Institute has worked with the City on its three
previous surveys conducted in 1999, 2003 and 2006. Located at DePaul University in Chicago,
Chaddick has extensive experience in survey research and evaluation. Their project team will
work with staff to refine the survey questions, design and print the survey, implement a direct
mail survey with an online optional component and will perform data entry, run quality control
checks, analyze the data and present a complete report to the City Council in January or
February 2012.
BUDGET/FISCAL IMPACT: We have budgeted $25,000 for the survey, and Chaddick’s services
total $23,731.
Recommended Action: Award Contract to Chaddick Institute for Metropolitan Development and
FUND Counseling to conduct a Community-Wide Survey in the amount of $23,731.00.
Discussion was held regarding paper vs. electronic and is there any savings? Communications
Manager, Susan Banks explained the reasoning for paper surveys at this time and stated future
surveys may include electronic formats.
Alderman Morsch moved, seconded by Alderman Pandaleon to award a contract to Chaddick
Institute for Metropolitan Development and FUND Counseling to conduct a Community-Wide
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Proceedings of the September 19, 2011
Regular City Council Meeting
Survey in the amount of $23,731.00. The following voted “Aye” Aldermen Novit, Waldeck,
Pandaleon, Moore, Morsch, Schoenheider, and Adelman. The following voted “Nay” none.
Motion passes.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
Alderman Moore shared with Council his recent experience at a youth summit at Lake Forest
Hospital. He stated he is concerned for the well-being of young adults and the stress they are
under and how teens nowadays release stress with drugs and alcohol.
ADJOURNMENT
There being no further business, Alderman Novit moved, seconded by Alderman Morsch to
adjourn the meeting at 9:52 p.m. The motion carried unanimously by voice vote.
Cathryn H. Buerger
Deputy City Clerk
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Vender: Total Parking Solutions Unit: Cale
Specifications: Vendor met all specifications.
References: Five (5) contacts were made, Glenview, Vernon Hills, Barrington,
Schaumburg, and Libertyville.
All 5 of the contacts had favorable reviews of the unit and vender. No maintenance or
service problems were noted. Finance checked an additional user and was very
pleased with the report from the finance aspect.
Staff Preference: Best rating, staff was very impressed with reference response. Field
evaluations were excellent, demonstrations were informative. Quality was the highest
and customer ergonomics was good. Service requests are few and when made are
completed in a timely manner. Finance liked this unit the best. It met all of IT concerns.
Vendors are local to the Chicago area and their customer list is heavily used in this
area.
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