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CITY COUNCIL 09/06/2011 THE CITY OF LAKE FOREST CITY COUNCIL AGENDA Tuesday, September 6, 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 A. Resolution of Appreciation for Police Officer Patrick Gosewisch for 24 Years of Service Copy of Resolution beginning on page 9. 2. Comments by City Manager 7:35 p.m. A. Community Spotlight: Lake Forest Opens Lands Presented by President, John Sentell B. Looking Ahead C. Bicycle Master Plan Update D. Emergency Response Assistance to Winnetka 3. Council Committee Reports 8:10 p.m. A. Finance Committee- Alderman Pandaleon Consideration Of An Ordinance Authorizing The Issuance Of General Obligation Refunding Bonds Of 2011 Of The City Of Lake Forest, Illinois And Providing For The Redemption Of Outstanding Bonds (Final Reading) 1 PRESENTED BY FINANCE DIRECTOR KATHY REINERTSEN 810-3612 This ordinance authorizes the refunding of $28,035,000 General Obligation Bonds and the redemption of $26,085,000 aggregate outstanding principal amount of General Obligation Bonds and the redemption of $500,000 principal amount of General Obligation Bonds, Series 2000 of The City of Lake Forest, Illinois. The $1,950,000 difference between the refunding bonds and the refunded bonds is the underwriter’s discount, costs of issuance, and negative arbitrage on the escrow. The bid openings are September 6, 2011 between 10:45-11:30 A.M. The final ordinance will be provided at the September 6 meeting. Recommended Action: Grant final reading to the ordinance authorizing the issuance of General Obligation Refunding Bonds of 2011 and providing for the redemption of outstanding bonds of The City of Lake Forest, Illinois. B. Public Works Committee- Alderman Novit Award of Purchase for a Loader Mounted Snow Blower from the F.E.M.A. Blizzard Reimbursement Dollars and F.Y. 2012 Capital Equipment Budget PRESENTED BY MICHAEL THOMAS, DIRECTOR OF PUBLIC WORKS PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to purchase a loader mounted snow blower for the Streets & Sanitation Section. The unit will be used for loading snow out of the Central Business District, parking lots, and cul-de-sacs after heavy accumulating snows. Staff presented the attached justification to the Public Works Committee at their July 18th, 2011 meeting beginning on page 10. The Committee indicated its support and directed staff to receive bids similar to other capital equipment purchases. BACKGROUND/DISCUSSION: The Public Works Department is recommending the purchase of a loader mounted snow blower this fiscal year. The blower will increase the City’s speed in removing snow from the CBD and multiple parking lots and at the same time, significantly reduce the snow hauling expense. To procure the loader mounted snow blower, staff is requesting use of the $76,511 F.E.M.A. reimbursement dollars the City received from the February, 2011 blizzard and approximately $7,700 remaining in the F.Y. 2012 Capital Equipment Account. On August 25th the following bids were received: Company Make Model Bid Amount RPM Technical, Inc. Wolverine SLMSC175 $80,970 Lindco Equipment SnoGo WK-800 $84,183 E.J. Equipment Tenco TCS-172-LMM $95,313 Wausau-Everest SnoGo WK-800 $95,565 The low bidder, RPM Technical, Inc., provided a bid for a smaller unit. Their bid did not meet the multiple auger, auger diameter, cutting width, and fuel tank capacity specifications. The SnoGo WK-800 met all specifications and is built in New Berlin, Wisconsin. The SnoGo is used 2 by numerous Illinois municipalities to include Winnetka, Highland Park, Elmhurst, Mt. Prospect, Arlington Heights, Schaumburg, and Crystal Lake. BUDGET/FISCAL IMPACT: Staff is recommending the purchase of a loader mounted snow blower for the following reasons: • To reduce the total amount spent on overtime and equipment fuel / repairs. • To allow the City’s Fleet Maintenance Section to “catch up” on maintenance and repairs of the City’s snow plow fleet for the following storm. • To reduce the cost of future haulings to a site other than the old MS. • To address the Public Works Committee’s request to better remove snow from sidewalk and sidewalk intersections, the available manpower would be re-directed to these tasks. • To improve the overall daily condition of the City parking lots by allowing crews to remove snow at a much sooner and quicker rate. More specifically, the blower will: • Decrease snow hauling from the parking lots by 33%. City crews would blow an approximate 506 loads of snow into open areas rather than haul it out. • Blow the remaining 1,013 loads into contracted semi-trailers. The tractor trailers would transport the snow in a much larger volume truck than what the City uses (20-yard trailer versus the City’s 2 and 5-yard dump trucks). Staff estimates that the expense to pile and blow the snow into contractual semi-trailers to be $16,000. This is $13,000 less than the $29,000 the City spends annually on snow hauling. The $84,000 expense of a new snow blower divided by the annual savings of $13,000 gives it a 6½ year payback period. • Provide significant efficiencies not only in the short term with the use of the old MS site, but future sites by loading large capacity semi-trailers in less than two minutes. This is beneficial regardless of the location of the snow storage site. FY2012 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N F.E.M.A. General Fund $76,511 N Capital 311-5001-450-75-49 $ 7,672 N RECOMMENDED ACTION: Staff recommends that City Council award the bid to the lowest responsive bidder, Lindco Equipment Sales, in the amount of $84,183 using both F.E.MA. reimbursement dollars and savings in this year’s capital equipment program. 4. Comments by Council Members 8:20 p.m. A. Report on Deerpath Golf Course Management Study- Alderman Waldeck 3 OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS CONSENT AGENDA 8:30 p.m. 1. Approval of Authorized Invoices and Payrolls During the month of August the following amounts were disbursed from the Cashier’s Account: Fund Invoice Payroll Total General 559,043 1,057,305 1,616,348 Water & Sewer 163,704 117,359 281,063 Parks & Recreation 178,692 346,469 525,161 Capital Improvements 496,194 4,592 500,787 Bond Funds - Projects 177,741 0 177,741 Motor Fuel Tax 392,028 0 392,028 Cemetery 43,917 16,930 60,847 Seniors 15,638 18,933 34,571 Golf 40,490 49,251 89,741 Fleet 116,544 32,365 148,909 Debt Funds 0 0 0 Housing Trust 0 0 0 Parks & Public Lands 555 0 555 All other Funds 403,201 10,819 414,020 2,587,747$ 1,654,022$ 4,241,769$ Check Register For Period July 23, 2011 - August 26, 2011 The motion is for the approval of Authorized Invoices and Payrolls for August 2011. 2. Authorization of Treasurer’s Warrants to Meet Expenses of September, 2011 The motion is to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the September, 2011 audited accounts. 3. Consideration of Award of a Contract for Asbestos Abatement on City owned property addressed as 1178/1180 W. Everett Road PURPOSE AND ACTION REQUESTED: In preparation for demolition of the City owned structure at 1178/1180 W. Everett Road, asbestos abatement must be completed. City Council approval of the low bid contractor for this work is requested. BACKGROUND AND DISCUSSION: The City owns property on the northwest corner of Everett and Telegraph Roads; an unoccupied structure is located on this parcel. This property was acquired by the City during the establishment of the Tax Increment Financing District (TIF) almost 20 years ago and the structure has been rented in the past for residential and office uses but is no longer viable for these uses. Although this property was recently considered as a possible site for affordable housing, the proposed demolition of the structure is not related to past discussions about development of 4 the property. There is currently no development plan for the site under consideration. Instead, the demolition of the structure is being pursued because the structure is unoccupied and was never intended for long term use when the City acquired the property. The structure has been the site of recent vandalism and given the condition of the structure, City investment in the structure is not prudent. Demolition of the structure is consistent with the original intent of the TIF District. A Notice of Public Bid was advertised and in response, six contractors attended a building walk-thru and five contractors submitted bids. With the assistance and input of Midwest Environmental Consulting Services, Inc., acting as the City’s representative and technical expert, it was determined that the low bidder Arc Environmental, Inc. meets all requirements and should be awarded the contract. Throughout the abatement process, representatives of Midwest Environmental Consulting Services will be monitoring the work. Company Name Bid ARC Environmental, Inc. $14,400.00 Bay Remediation, LLC $25,000.00 Valor Technologies, Inc. $26,300.00 DEM Services, Inc. $33,000.00 Abel Plus Services, Inc. $33,850.00 Holian Asbestos Removal Corporation No Bid Submitted BUDGET/FISCAL IMPACT: The cost of this project is budgeted as one of the final projects to be funded through the TIF District Fund. FY2012 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N TIF Fund $25,000 $14,400 Yes Background material, including a map and letter from Midwest Environmental Consulting Services, Inc., is included in the Council packet beginning on page 14. Staff recommends the City Manager to enter into a contract with Arc Environmental, Inc. for asbestos abatement of the City owned structure at 1178/1180 W. Everett Road. 4. Ratification of Dalitsch Pedestrian Bridge The City has received a donation of $30,000 from the Conway Park Owners Association (CPOA) to be used toward the construction of a pedestrian bridge within the Dalitsch Pond site located immediately north of the Municipal Services Building. Currently a walking path is being constructed around the four acre pond site and there is a need for two bridges to complete the “loop” around the pond. One bridge has already been constructed by the boy scouts (as an Eagle Scout project) which spans (12 ft.) a small creek. The bridge that the donation will go towards is a 45 ft. span constructed of laminated wood and would be delivered to the site this fall. The bridge would be placed on concrete abutments that would be installed prior to the delivery of the bridge. Since the bridge project is being managed by the City, acceptance of the donation by the City Council is required. The staff recommends the Council to accept a donation of $30,000 from the Conway Park Owners Association to be used toward the construction of a pedestrian bridge within the Dalitsch Pond Walking Path Project. 5 5. Approval of the Minutes from the August 1, 2011 Regular City Council Meeting A copy of the minutes is attached beginning on page 16. Recommended Action: Approval of the 5 items presented on the Consent Agenda. ORDINANCES 1. Consideration of an Amendment to the Temporary Special Use Permit Authorizing a Farmers’ Market in the Central Business District. (First Reading and, if desired by the City Council, Final Approval) PRESENTED BY CATHERINE CZERNIAK, DIRECTOR OF COMMUNITY DEVELOPMENT PURPOSE AND ACTION REQUESTED: Amend the Temporary Special Use Permit to allow continuation of the Farmer’s Market through October, 2011. BACKGROUND AND DISCUSSION: In May, 2011, the City Council approved a temporary Special Use Permit authorizing a Farmer’s Market in the parking lot north of City Hall on Saturday mornings, through September, 2011. The Market has operated successfully throughout the summer under the supervision and direction of the City’s Economic Development Coordinator, Susan Kelsey, and has achieved the goal of bringing residents into the Central Business District to shop, socialize and celebrate summer. Based on the recommendation of the City’s Economic Development Coordinator after consultation with the vendors, the City Council is asked to approve an extension of the Farmers’ Market through October, 2011 to allow the fall harvest to be offered to Lake Forest residents. After the Market closes this fall, City staff from various departments will meet to debrief this year’s Farmers’ Market operations and prepare a recommendation to the City Council for next year’s Market. BUDGET/FISCAL IMPACT: No additional funds are requested to support the one-month extension of the Farmers’ Market The Ordinance amending the temporary Special Use Permit extending the Farmers’ Market through October, 2011 is included in the Council packet beginning on page 25. Staff recommends the Council waive first reading and grant final approval of an Ordinance amending the Temporary Special Use Permit authorizing the operation of a Farmers’ Market to allow continuation of the Farmer’s Market through October, 2011. NEW BUSINESS 8:40 p.m. 1. Consideration of an Appeal of a Decision of the Building Review Board Approving a New Single Family Residence at 27 W. Onwentsia Road. The Appeal was filed on Behalf of James and Kathy Govas and Kerry Friedman, Neighboring Property Owners. (Approval of a Motion) 6 PRESENTED BY CATHERINE CZERNIAK, DIRECTOR OF COMMUNITY DEVELOPMENT PURPOSE AND ACTION REQUESTED: The Code provides the opportunity for appeal of decisions of the Building Review Board by any aggrieved party to the City Council. An appeal of the Building Review Board’s decision on the petition for 27 W. Onwentsia Road was filed by neighboring property owners. In accordance with the Code, the appeal is presented to the City Council for a determination of whether the Building Review Board erred in its decision to approve this petition. The Council may affirm or reverse the decision of the Board or remand the matter back to the Board for further consideration. BACKGROUND AND DISCUSSION: On July 6, 2011, the Building Review Board voted to approve a new single family residence at 27 W. Onwentsia Road. Prior to voting in support of the project, the Board considered this petition at four prior public meetings, the first in November, 2010. Through its lengthy deliberations, the Board identified several key points of information relating to this petition. • The property is a legal building lot. • No variances are requested, the project conforms to zoning setbacks, lot area coverage requirements and the Building Scale Ordinance. • Technical issues on the site limit the portion of the site that may be developed. • Approval of engineering plans is not under the purview of the Board. • City engineering staff reviewed and approved all technical plans and information submitted to date and confirmed compliance with applicable requirements. In response to Board comments and public testimony at the November, 2010 and the April and May, 2011 meetings, the petitioners revised the architectural and landscape plans, explored alternative architectural styles, refined design elements and modified the exterior materials. After consideration of the revised plans and public testimony, the Board found the project as presented to be consistent with the applicable standards and voted to approve the petition subject to conditions of approval. Background information on this petition is included in the City Council packet under separate cover. This information includes the adopted City Council appeal procedures, the appeal filed by the neighboring property owners, the Notice of Action of the Building Review Board’s decision, excerpts from the minutes of all of the Building Review Board meetings at which this petition was considered, the staff report and Board packet from the May meeting and the written correspondence received by the Board on this petition. The staff reports and Board packets from all of the earlier meetings are available from the Community Development Department. The earlier packets duplicate much of the information in the packet provided to the Council but include the early site plans and building plans presented by the petitioner. 7 Recommended Action: Uphold the decision of the Building Review Board approving a new single family residence at 27 W. Onwentsia Road. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION ADJOURNMENT 9:15 p.m. Office of the City Manager September 2, 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. 8 RESOLUTION WHEREAS, PATRICK E. GOSEWISCH has been a dedicated employee of The City of Lake Forest since September 3, 1987; and WHEREAS, PATRICK E. GOSEWISCH will honorably retire from the City on September 5, 2011; and WHEREAS, PATRICK E. GOSEWISCH served as Motorcycle Officer and Patrol Officer during his dedicated career. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LAKE FOREST that the Council, on behalf of the administration and residents of the community, hereby expresses its appreciation and gratitude to PATRICK E. GOSEWISCH for a public service faithfully performed; and BE IT FURTHER RESOLVED that the City Clerk be and hereby is instructed to deliver a copy of this resolution duly signed by the Mayor to PATRICK E. GOSEWISCH this 5th day of September 2011. Mayor 9 JUSTIFICATION FOR A LOADER MOUNTED SNOW BLOWER 10 Memorandum TO: Kent Novit, Public Works Committee Chairman Members of the Public Works Committee Robert Kiely, Jr., City Manager FROM: Michael Thomas, Director of Public Works Dan Martin, Superintendent of Public Works Lou Decker, Streets & Sanitation Supervisor DATE: July 14, 2011 RE: RECOMMENDATION TO USE FEMA REIMBURSEMENT DOLLARS FOR A LOADER MOUNTED SNOW BLOWER INTRODUCTION The Public Works Department is recommending the purchase of a loader mounted snow blower this fiscal year (FY2012). The blower will not only significantly reduce the snow hauling expense from the Central Business District (CBD hereafter) and multiple parking lots, but will also assist in removing snow in open areas (e.g. Sheridan Road near Ft. Sheridan) and cul-de-sacs. To procure the loader mounted snow blower, staff is requesting use of the approximate $76,511 FEMA reimbursement dollars the City will be receiving from the February 2011 blizzard. This past April both the State and Federal Governments declared the February blizzard as a “state of emergency”. Staff filed the required documentation to FEMA for relief and was notified that the City will receive approximately $76,511 dollars. BACKGROUND The proposed large capacity snow blower would be incorporated into the City’s snow removal program to increase productivity and reduce costs associated with hauling snow. To achieve this, the snow blower would efficiently throw snow into semi-trailers when hauling from CBD sidewalks, streets, and parking spaces. In addition it would reduce and possibly eliminate the need to haul snow from City-owned parking lots by blowing it into open areas and parkways. The unit will also be effective in various other locations within the City to include but not limited to: • The widening of driving lanes after heavy snowfall. • The clearing of intersections, cul-de-sacs, and streets that are prone to greater amounts of snow accumulation due to drifting and intersection piling. • The clearing of snow from the West Park skating rink. 11 CURRENT HAULING OPERATIONS The current hauling operation is dependent on the use of in-house loaders to collect, pile, and load snow into waiting City-owned trucks that haul to an off-site location. This activity occurs in the overnight hours to minimize disruption to the downtown merchants and commuters. This system is labor and equipment intensive with an annual average expenditure of $29,000 as calculated below: Snow Hauling Averages 2010 1,765 loads 2009 1,194 loads 2008 1,601 loads 3-Year Average 1,520 loads Hauling to the City’s old Municipal Services yard at 1150 N. Western Avenue 1,520 loads annually 3 loads / per hour / per employee to load, transport, dump, and return 507 man hours used annually to haul snow 507 man hours x $46.50 (O.T. rate) = $23,576 $23,576 labor expense $ 5,567 truck expense $29,143 Total expense CHALLENGES OF FUTURE HAULING OPERATIONS The availability of snow storage locations within The City of Lake Forest is being reduced each year. This becomes a significant challenge if snow needs to be hauled to locations farther away from the CBD or possibly out of the City’s limits. Recent hauling sites have included: 1. South Beach Parking Lot: Due to environmental issues (salt runoff into the lake), damage to the asphalt surface, and the overall weight restrictions on the newly built NSSD underground storage tank, the City can no longer store its snow at this location. 2. West Campus: The five years leading up to the move to the new MS facility, snow was stored at the LFHS’ West Campus parking lot. However in the past year, the high school has reduced and limited the City’s use due to the damage it received on the asphalt surface. Currently the only area the City is allowed to haul snow to is the small parking lot north of the football stadium, adjacent to the high school’s maintenance garage. 3. Old MS – 1150 N. Western Avenue: For the past two winters, City crews have stored a majority of the snow at the old Municipal Services lot that housed the old Knauz buildings. The site has been ideal for multiple reasons: • Close proximity to the CBD therefore significantly reducing travel / turnaround times. • Large site able to store a significant amount of snow. • Ability to dump on unpaved surface. City crews will once again use the old MS property this coming winter to store snow. However, staff understands this is a short term option and is not only investigating new sites, but recognizes it must perform this operation in a cost-efficient manner. 12 JUSTIFICATION TO PURCHASE A LOADER MOUNTED SNOW BLOWER Staff is recommending the purchase of a loader mounted snow blower for the following reasons: • To reduce the total amount spent on overtime and equipment fuel / repair. • To allow the City’s Fleet Maintenance Section to “catch up “ on maintenance and repairs of the City’s snow plow fleet for the next storm. • To reduce the cost of future haulings to a site other than the old MS. • To address the Committee’s request to better remove snow from sidewalk and sidewalk intersections the available manpower would be directed to these tasks. • Improves the overall daily condition of the City parking lots by allowing crews to remove snow at a much quicker rate. More specifically, the blower will: • Decrease snow hauling from the parking lots by 33%. City crews would blow the approximate 506 loads of snow into open areas rather than haul it out. • The remaining 1,013 loads would be blown into contracted semi-trailers. The tractor trailers would transport the snow in a much larger volume truck than what the City uses (20-yard trailer versus the City’s 2 and 5-yard dump trucks). Staff estimates that the expense to pile and blow the snow into contractual semi-trailers to be $16,000. This is $13,000 less than the $29,000 the City spends annually on snow hauling. The $84,000 expense of a new snow blower divided by the annual savings of $13,000 gives it a 6½ year payback period. • Provide significant efficiencies not only in the short term with the use of the old MS site, but future sites by loading large capacity semi-trailers in less than two minutes. This is beneficial regardless of the location of the snow storage site. RECOMMENDATION The City will soon be receiving its reimbursement from FEMA for the labor and equipment expense spent on the February blizzard. Staff is recommending that those dollars be allocated for the purchase of a loader mounted snow blower for this upcoming winter season. Staff would develop a specification, place it out to bid, and return to the City Council in September to recommend an award of purchase. This loader mounted snow blower will be used by the City for the next 20 to 25 years before it is replaced. Many cities and towns in northern Chicagoland have been using this type of unit for decades to include Winnetka, Highland Park, Elmhurst, Mt. Prospect, Arlington Heights, Schaumburg, and Crystal Lake. Staff requested copies of justifications used by these municipalities to purchase their snow blower(s). Every municipality responded that the machine was purchased so long ago, that they no longer have a written justification for it. As was previously noted, the purchase of this new blower will save the City approximately $13,000 each year in personnel and equipment costs. With an anticipated purchase price of $80,000+, the unit will be paid for in 6+ years. Any expense higher than the $76,511 FEMA reimbursement would come from savings realized in this year’s capital equipment program. 13 14 15 The City of Lake Forest CITY COUNCIL Proceedings of the August 1, 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 7:30 p.m. Deputy City Clerk called the roll of Council members. Present: Aldermen Novit, Waldeck, Moore, Morsch, Schoenheider, Palmer, Adelman. Absent: Alderman Pandaleon. Quorum present. There were approximately 15+ 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; Carina Walters, Assistant City Manager; Ramesh Kanapareddy, City Engineer; Susan Banks; Communications Manager; 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 A. Appointment of William Andersen to the Fire Pension Board 3 year term Alderman Palmer moved, seconded by Alderman Novit to approve the appointment of William Andersen to the Fire Pension Board to a 3 year term. Motion carried unanimously by voice vote. B. 150th Celebration Presentation presented by Debbie Saran and Mike Rummel Susan Banks, Communications Manager introduced Susan Saran who gave an overview of the 150th celebration and events that are taking place between now and the Heritage Festival that is taking place on September 3, 2011 in Market Square. Susan Saran thanked Bob Kiely and city staff for all their hard work and dedication in making the 150th a success. Mike Rummel was unable to attend the City Council meeting this evening. 2. Comments by City Manager A. Communication Plan Update Communications Manager Susan Banks and Police Chief Joe Buerger updated the Council on the weather sirens and Code Red Alert System. Chief Buerger explained the siren is tested the first Tuesday of every month at 10am per state law. Staff urged residents to follow the directions when they hear the sirens during violent weather and to register their home, work, and cell phones with Code Red. The Code Red site for registration can be found on the city’s website. This system sends out messages recorded by a city employee alerting residents to major issues that are happening in Lake Forest such as bad weather, water restrictions, etc. For further assistance, Chief Buerger advised residents to call the Public Safety building. 16 3. Council Committee Reports Alderman Novit reported as of August 1, 2011 2,350 recycling carts have been reserved by city residents. He also wanted residents to be aware they can go onto the city’s website and see the resurfacing schedules throughout the city for the next few months. Alderman Novit also gave a list of activities scheduled for Lake Forest Day. OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS- There was no one before Council. CONSENT AGENDA 1. Approval of Authorized Invoices and Payrolls For the month of July the following amounts were disbursed from the Cashier’s Account: July Check Register Fund Invoice Payroll Total General 355,190 1,097,337 1,452,527 Water & Sewer 27,617 141,371 168,988 Parks & Recreation 141,365 378,110 519,475 Capital Improvements 196,579 4,592 201,171 Bond Funds - Projects 603,136 0 603,136 Motor Fuel Tax 0 0 0 Cemetery 31,437 16,948 48,385 Seniors 12,003 17,840 29,842 Golf 34,939 50,606 85,544 Fleet 168,394 33,609 202,003 Debt Funds 0 0 0 Housing Trust 0 0 0 Parks & Public Lands 0 0 0 Library 252 0 252 All other Funds 388,267 11,126 399,393 $1,959,177 $1,751,539 $3,710,715 The motion is for the approval of Authorized Invoices and Payrolls for July, 2011. 2. Authorization of Treasurer’s Warrants to Meet Expenses of August, 2011 The motion is to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the August, 2011 audited accounts. 17 3. Authorize Mayor and Finance Chairman to cancel Bond Sale This was discussed and approved at the July 18, 2011 Finance Committee meeting and the recommendation was to authorize the Mayor and Finance Chairman to cancel the sale of the advanced refunding of $23.7 million of bonds no later than August 23rd, 2011. 4. Approval of the Minutes from the July 18, 2011 Regular City Council Meeting Alderman Palmer moved, seconded by Alderman Morsch to approve the consent agenda as presented. The following voted “Aye”, Alderman Waldeck, Novit, Moore, Morsch, Schoenheider, Palmer, and Adelman. The following voted “Nay”, none. Motion carries unanimously. NEW BUSINESS 1. Award of Waveland Park and West Park parking lots resurfacing contract. Staff recommended awarding the West Park and Waveland Park parking lots resurfacing contract to Brothers Asphalt Paving, Inc., based in Addison, Illinois. The two Parks parking lot projects were combined to take advantage of economies of scale. The existing asphalt parking lot surface at the two Parks has deteriorated beyond the point of routine maintenance. The project will entail complete removal of the existing pavement and removal of any existing unstable sub-base aggregate material. The proposed plan consists of new aggregate base with an asphalt surface along with re- striping the lot. Existing sidewalk and curbs will be repaired as needed. The staff discussed internally on the construction timeline to avoid hindrance to summer activities in the Parks including camps and other scheduled recreational programs. Based on those discussions the bidding of this project was delayed to late summer. Both the Parks parking lot resurfacing project were identified in last year’s 5-yr Capital Improvement Plan and budgeted accordingly. City opened the bids on July 15, 2011. A total of nine (9) firms bid the combined Parks project. The bid consisted of quantities for resurfacing both parking lots. The following is a summary of the bids received: BIDDER BASE BID Brothers Asphalt Paving, Inc. $146,621.00 Superior Paving, Inc. $149,898.75 Greg Greenhill Construction $160,071.80 ALamp Concrete Contractors $166,084.50 Schroeder Asphalt Services $168,345.70 J.A. Johnson Paving $171,384.95 Accu-Paving Company $175,367.85 Peter Baker & Son $178,988.90 Maneval Construction $194,104.34 Engineer’s Estimate $157,609.00 18 The downturn in economy and the shortage in private development work have prompted a good number of contractors to bid on this project. Typically, City receives on average 4-5 bidders on a public project. Since the bid prices were very competitive and below Engineer’s Estimate, staff recommends proceeding with Brothers Asphalt Paving, Inc. (Brothers). Staff believes City received favorable bids. As part of the bid evaluation process, staff requested previous work history and references from Brothers. The documents revealed that Brothers has considerable experience working in the parking lot rehabilitation projects. Brothers provided references for the 2010 projects completed in the cities of Elmhurst, Addison, Villa Park, La Grange, and Oak Brook. Brothers have also previously worked in the City and their work was found to be satisfactory. The breakdown of Brother’s total bid between the two Parks is summarized below: LOCATION BID SUB-TOTAL 5% CONTINGENCY TOTAL West Park Lot Resurfacing $72,645.00 $3,632.25 $76,277.25 Waveland Park Lot Resurfacing $73,976.00 $3,698.80 $77,674.80 TOTAL $146,621.00 $7,331.05 $153,952.05 City’s Engineering staff has performed field surveys, designing the engineering plans, and preparation of contract documents. In addition, the staff will be inspecting the resurfacing of both the parking lots construction. If awarded, the project will commence construction tentatively in the first week of September with a scheduled completion by end of November. Any miscellaneous restoration and punch-list items will be completed in spring 2012. The lowest responsible contractor, Brothers, is versed with the schedule and has expressed the intent to complete the project as outlined in the contract documents. With the tight schedule to complete the project prior to the start of the cold weather, both the parking lots will be closed during construction. The construction schedule was developed in consultation with the Parks and Recreation Department staff. As mentioned above, City Engineering staff will inspect both the projects to ensure timely completion of the project. The City website, under Construction Updates, will also provide the details the construction schedule. Below is an estimated summary of Project budget: FY2012 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Fund $275,000.00 $153,952.05 Y RECOMMENDED ACTION: Staff recommends awarding the West Park and Waveland Park parking lots resurfacing contract to Brothers Asphalt Paving, Inc. in the amount of $153,952.05 to include authorization to expend, if necessary, for unforeseen change orders that may occur during the administration of this project. 19 2. Award of contract for the Telegraph Rd Right Turn Lane Addition Project. Staff requested awarding a contract for the Telegraph Rd Right Turn Lane Addition project, as part of the Waukegan-Everett Corridor Improvements Plan, to ALamp Concrete Contractors, Inc. In 1988, the City Council created a Tax Increment Finance (TIF) district, encompassing roughly the Waukegan Road business district area, as a mechanism for funding public improvements within the district. Funds generated by the TIF must be used for public improvements within the TIF district. Over the past 20 years, the TIF has funded numerous roadway and infrastructure improvements, as well as redevelopment of the West Side Fire Station and Telegraph Road Train Station. In order to mitigate traffic congestion in the Waukegan-Everett Corridor a traffic study was done by Kening, Lindgren, O’Hara, Aboona, Inc. (KLOA). The Public Works Committee (PWC) reviewed the various improvement options during the September 2009 and October 2009 meetings and prioritized the options for Council consideration. At the December 7, 2009 the City Council accepted the Everett Road Traffic Study Report (Report) and the recommended the Waukegan-Everett Corridor Improvement Plan projects. The priorities recommended in the Report are listed below: 1. Modify the Waukegan Rd and Everett Road Traffic Signal Timings with IDOT approval (Option 5) – Completed. 2. Implement Pedestrian Safety Measures (Option 7) – The Traffic Safety and Coordination Committee have implemented the safety measures outlined in the Report. – Partially Completed. 3. Add a Northbound Right-Turn Lane on Telegraph Road at Everett Rd (Option 2) 4. Extend the Eastbound Right-Turn Lane on Everett Road at Rt. 43 (Option 1) 5. Add a Southbound Right-Turn Lane on Waukegan Road at Everett Rd (Option 4) City contracted with KLOA to perform the Phase II final engineering design plans for Option 2 since all work is done within City right-of-way and does not require ICC or IDOT approval. The Option 2 project entails addition of a right turn lane for northbound Telegraph Rd motorists at Everett Rd. This project will alleviate congestion on Telegraph Rd and upon completion of Option 1 project, will reduce the peak-hour traffic bottleneck on eastbound Everett Rd. The Option 2 project work also includes installation of a sidewalk, on the east side of Telegraph Rd, from the Fire Station 2 to Everett Rd and connecting to the existing sidewalk on Everett Rd. The current sidewalk from Train Station overflow parking lot (north of Fire Station 2) to Everett Rd will be removed along with the crosswalk crossing on Everett Rd, just west of tracks. The Report recommended making safety improvements for pedestrians crossing Everett Rd. This project will entail for safe crossing of pedestrians at Everett Rd and Telegraph Rd intersection. The project was considered in the FY 2011 5-yr Capital Improvement Program as a Priority 2 project. With the availability of TIF Funds in 2011 the project was considered for construction. Bids for the Telegraph Rd Right Turn Lane Addition project were received and opened on July 22, 2011.The City received a total of seven (7) bids. The bids received were competitive thereby providing considerable savings to the City. 20 The following is a summary of the bids received: BIDDER BASE BID ALamp Concrete Contractors $137,345.00 Berger Excavating $158,419.83 Greg Greenhill Construction $176,515.56 Peter Baker & Son $176,521.70 Maneval Construction $190,496.22 Schroeder Asphalt Services $190,567.54 Landmark Contractors, Inc. $192,994.18 Engineer’s Estimate $191,726.00 The low bidder, ALamp Concrete Contractors, Inc. (ALamp) has previously worked in Lake Forest including the North Beach Access Road Reconstruction project, Telegraph Road Train Station Parking Lot Resurfacing project, and Western Avenue Improvements project. Their work has been deemed satisfactory. The project contract management was performed by in-house Engineering staff thereby allocating the design saving costs to other CIP projects. The Engineering staff will also be inspecting this project. If awarded the project would commence in early September. The project is expected to be substantially completed by end of November with miscellaneous landscape and restoration work to be completed in next spring. The City website, under Construction Updates, will also provide details on the construction schedule. Below is a summary of the project budget: FY2012 Funding Source Account Budget Amount Requested (incl. 5% contin.) Budgeted? Y/N TIF Fund $200,000.00 $144,212.25 Y* *- Priority 2 project in the FY 2011 5-yr Capital Improvement Program. RECOMMENDED ACTION: Staff recommends awarding the contract for the Telegraph Rd Right Turn Lane Addition Project to ALamp Concrete Contractors, Inc. in the amount of $144,212.35 to include authorization to expend, if necessary, for unforeseen change orders that may occur during the administration of this project. 21 Discussion was held and Alderman Schoenheider raised concerns regarding the timing of the right turn lane project. City Engineer Kanapparedy explained the project was a priority two project and the City wanted to ensure funds were still available for this project before it began. Alderman Schoenheider also requested an estimated completion date and City Engineer Kanapparedy advised 60 days if all goes well. Alderman Adelman requested an explanation as to why the sidewalk from overflow parking that crosses Everett was removed. City Engineer Kanapparedy stated sidewalk was too close to the tracks. Alderman Morsch moved, seconded by Alderman Palmer to approve items 1 and 2 in one vote. Item 1 being award of Waveland Park and West Park parking lots resurfacing contract and item 2 award of contract for Telegraph Rd Right Turn Lane addition. The following voted “Aye”, Alderman Waldeck, Novit, Moore, Morsch, Schoenheider, Palmer, and Adelman. The following voted “Nay”, none. Motion carries unanimously. 3. Award of Bid for the East Train Station Roof Replacement Project I included in the F.Y. 2012 Capital Improvement Budget, the Illinois Transportation Enhancement Program (ITEP) Grant, and Metra’s Contribution. Staff requested City Council authorization to award the bid for the 2011 East Train Station Roof Replacement Project to All American Roofing. The current condition of the entire roof system is critical. The cedar shakes are severely deteriorated beyond their useful life cycle, by at least10 years. There are many areas of the roof where shakes are missing or badly deteriorated, and are falling off the roof. The roof restoration work involves restoring the roof consistent to the original design of the train station as outlined in the Historic Structural Report completed by Harboe Architects through funding provided by the Lake Forest Preservation Foundation. The restoration work includes installing slate roofing, building four dormers on the main building, changing the canopy ends to hipped roofs, partially removing the roof overhang on the east side of the depot, and removing the gable roof on the west building. On May 25, 2011, the Historic Preservation Commission approved the entire Phase I Exterior Restoration to include the above mentioned roof alterations and new slate roof along with the restoration to the wood, stucco and masonry elements. In addition, the Lake Forest Preservation Foundation fully supports the exterior restoration. The roof replacement project is scheduled to start after Lake Forest Day and be completed by the middle of November 2011. In 2009, The City with the support from the Lake Forest Preservation Foundation was awarded an ITEP grant of $835,090 to begin the restoration of the East Train Station. The $835,090 ITEP funding, along with $160,000 from the City’s FY12 Capital Improvement Program, and Metra’s donation of $250,000, brings the total amount of funding to $1,245,090. Although these contributions will have a positive impact on the restoration efforts, it still leaves the project short of restoring the entire station. As a result, the strategy has been to stabilize the exterior of the station. The Phase I Exterior Restoration consists of three stages. The roof restoration is stage one and is scheduled to be completed in November. Stage two focuses on restoring the wood & stucco, and stage three includes restoring the masonry. The project specifications for stage two and three are currently being developed by Harboe Architects. Staff intends to have wood and stucco repairs begin this fall and continue in spring 2012. 22 On July 7, 2011, staff received the following bids for this project: Company Proposal Amount *Master Project, Inc. $398,900 All American Roofing $686,000 Riddiford Roofing $735,639 Renaissance Roofing, Inc. $786,850 Trinity Roofing Company $797,848 Cedar Roofing Company $986,500 Detroit Cornice & Slate Co. $960,000 *Bid withdrawn On July 20, 2011, City staff along with representatives from Illinois Roof Consulting and Harboe Architects conducted project review interviews with the two lowest bidders, Master Projects, Inc. and All American Roofing to determine the lowest qualified bidder. During the review process it was determined that low bidder Master Projects, Inc. did not satisfactorily meet the project’s scope of work for carpentry services. As a result, Master Projects, Inc. respectfully withdrew their bid. After conducting a detailed project review with All American Roofing, the project team found that their proposal met all of the required project specifications and their references gave favorable responses. Staff requested additional funding to hire the City’s roofing engineer, Illinois Roof Consulting Associates, to provide onsite quality assurance inspections for the not to exceed amount of $30,000. Additionally, staff is requesting $50,000 or 7.3% for contingencies to replace deteriorated roof decking and other unforeseen problems. The Fiscal Impact is as follows: Funding Source Account Budget Amount Requested Budgeted? Yes/No FY2012 City’s CIP $160,000 *$766,000 Yes ITEP Grant $835,090 Metra $250,000 Total $1,245,090 *Includes engineering quality assurance services, and contingencies. RECOMMENDED ACTION: Request award of bid to All American Roofing in the amount of $686,000. In addition, staff is requesting a not-to-exceed amount of $30,000 for engineering services, and $50,000 for contingencies totaling $766,000. Alderman Morsch moved, seconded by Alderman Palmer to award bid to All American Roofing in the amount of $686,000. In addition, staff is requesting a not-to-exceed amount of $30,000 for engineering services, and $50,000 for contingencies totaling $766,000. The following voted “Aye”, Alderman Waldeck, Novit, Moore, Morsch, Schoenheider, Palmer, and Adelman. The following voted “Nay”, none. Motion carries unanimously. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION – None 23 ADJOURNMENT There being no further business, Alderman Palmer moved, seconded by Alderman Morsch to adjourn the meeting at 8:03 p.m. The motion carried unanimously by voice vote. Cathryn H. Buerger Deputy City Clerk 24 An Ordinance 2011-_____ Amending a Temporary Special Use Permit to Authorize the extension of the Farmers’ Market located in the City owned parking lot north of City Hall an additional month, through October, 2011. WHEREAS, a Temporary Special Use Permit for a Farmers’ Market was approved by the City Council on May 2, 2011; and WHEREAS, the Farmers’ Market opened in June, 2011 and has been successful to date in helping Lake Forest residents celebrate the summer months by offering fresh produce and other unique products and drawing people into the Central Business District on Saturday mornings; and WHEREAS, the 2011 Farmers’ Market is coordinated and supervised by the City’s Economic Development Coordinator in consultation with the City’s Police Department and Community Development Department; and WHEREAS, the concept of increasing the number of special events and community activities that occur in and near the City’s Central Business District is endorsed by the City Council; and WHEREAS, the City Council finds that the extension of the Farmers’ Market, until the end of October, 2011, is in the best interest of the community. NOW, THEREFORE, BE IT ENACTED BY THE CITY COUNCIL OF THE CITY OF LAKE FOREST, ILLINOIS: SECTION 1. Recitals. The foregoing recitals are incorporated into this Ordinance as if fully set forth. SECTION 2. Approval. As provided for in Section 46-24(P), Temporary Special Uses in Any District, of the Lake Forest Code, an amendment to the Temporary Special Use Permit previously approved by the City Council on May 2, 2011 is hereby granted to extend the 2011 Farmers’ Market season through October, 2011. All conditions of approval as stated in the original approving Ordinance # 2011-13 remain in force. SECTION 3. Failure to Comply with Conditions. Failure to Comply with Conditions. Upon the failure or refusal of the property owner or petitioner to comply with any or all of the conditions, restrictions, or provisions of this Ordinance, the approvals granted in Section 2 of this Ordinance shall, at the sole discretion of the City Council by ordinance duly adopted, without the need for a public notice or hearing, be revoked and become null and void; provided, however, that no such revocation ordinance shall be considered unless (i) the City has first notified the petitioner and owners of the property and (ii) the petitioner and owners have failed to cure any violative condition within 30 days (unless such violative condition requires more than 30 days and the owners timely commence corrective action and continuously prosecute such corrective action without interruption until completion). In the event of revocation, the development and use of the Subject Property shall be governed solely by the regulations of the B-3 25 District, as the same may, from time to time, be amended. Further, in the event of such revocation, the City Manager and City Attorney are hereby authorized and directed to bring such zoning enforcement action as may be appropriate under the circumstances. SECTION 4. Amendment to Ordinance. Any amendments to the terms, conditions, or provisions of this Ordinance that may be requested by the petitioner and owners of the property after the effective date of this Ordinance may be granted only pursuant to the procedures, and subject to the standards and limitations, provided in Section 46-24 of the Zoning Code, or by an amendment to the Special Use Permit itself in the manner provided in the Zoning Code and by applicable law. SECTION 5. Binding Effect. The privileges, obligations, and provisions of each and every Section of this Ordinance are for the sole benefit of, and shall be binding on, the owners, except as otherwise expressly provided in this Ordinance. This ordinance shall be in full force and effect from and after its passage and approval; provided, however, that this Ordinance shall be of no force or effect unless and until owner files with the City its unconditional agreement and consent, in the form attached hereto as Exhibit A and by this reference incorporated herein and made a part hereof; provided further that, if owner does not so file its unconditional agreement and consent within 30 days following the passage of this Ordinance, the City Council may, in its discretion and without public notice or hearing, repeal this Ordinance and thereby revoke the special use permit granted in this Ordinance. Passed this day of , 2011 City Clerk Approved this day of , 2011 Mayor ATTEST: Deputy City Clerk Attachments: Exhibits A, B, 26 EXHIBIT A Unconditional Agreement and Consent Pursuant to Section Five of Lake Forest Ordinance No. 2011- , and to induce the City Council of Lake Forest to grant the special use permit provided in such Ordinance, the undersigned acknowledges that it has read and understands all of the terms and provisions of said Lake Forest Ordinance No. 2010- , and does hereby acknowledge the validity of each of the conditions and provisions of said Ordinance, and does hereby unconditionally consent to and agree to accept and be bound by each and all of the provisions, restrictions, and conditions of said Ordinance. Owner: By: Its ATTEST: 27