Loading...
CITY COUNCIL 09/07/2010THE CITY OF LAKE FOREST CITY COUNCIL AGENDA Tuesday, September 7, 2010 7:30 p.m. City Hall Council Chambers CALL TO ORDER AND ROLL CALL Honorable James J. Cowhey, Jr., Mayor David D. Grumhaus, Jr., Alderman First Ward Thomas H. Morsch, Jr., Alderman Third Ward Kent E. Novit, Alderman First Ward Greg C. Hanrahan, Alderman Third Ward Stuart M. Widman, Alderman Second Ward John A. Looby III, Alderman Fourth Ward David Moore, Alderman Second Ward Robert T. Palmer, Alderman Fourth Ward PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 7:30 p.m. 1. Comments by Mayor A. Report and Recognition of the Fire Department on their Accreditation Award A press release is attached beginning on page 7. 2. Comments by City Manager 7:40 p.m. A. Report from Lake County Board Member Susan Gravenhorst B. Community Spotlight – Lake Forest Historical Society 3. Council Committee Reports 7:55 p.m. A. Finance Committee – Alderman Grumhaus B. Housing Trust –Alderman Morsch 1. Discussion on Proposed Modifications to the City’s Affordable Housing Plan As a follow up to the recent City Council discussion on the affordable housing policy, the Council will begin review and consideration of updates to the City’s official Affordable Housing Plan. A draft copy of the Plan was distributed in the Council’s August 27th packet. At the September 7th meeting, Alderman Morsch will introduce the discussion. The item will be placed on the Council’s October 4, 2010 agenda for action. Aldermen are encouraged to provide input to the Housing Trust on the draft Plan prior to the October 4th meeting. C. Laurel and Western Avenue Redevelopment Committee – Alderman Morsch D. Legal Committee – Alderman Palmer 8:55 p.m. September 7, 2010 Agenda Page 2 E. Senior Resources Commission – Alderman Novit F. Public Works Committee – Alderman Looby G. Transportation Safety Enhancement Committee – Mayor Cowhey 4. Comments by Council Members 9:10 p.m. OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS CONSENT AGENDA 9:15 p.m. 1. Approval of Authorized Invoices and Payrolls During the month of August the following amounts were disbursed from the Cashier’s Account: GENERAL FUND WATER TOTALS INVOICES $310,872.85 $96,620.61 $407,493.46 PAYROLL $1,030,056.99 $115,224.56 $1,145,281.55 TOTALS $1,340,929.84 $211,845.17 $1,552,775.01 The motion is for the approval of Authorized Invoices and Payrolls for August, 2010. 2. Authorization of Treasurer’s Warrants to Meet Expenses of September, 2010 The motion is to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the September, 2010 audited accounts. Recommended Action: Approval of the Consent Agenda as presented. NEW BUSINESS 1. Adopt-A-Park Program 9:20 p.m. PRESENTED BY DAN REEVES, SUPERINTENDENT OF PARKS, FORESTRY AND GOLF OPERATIONS (847-810-3565) The Parks & Forestry Section is recommending the implementation of an Adopt-A-Park Program. During these difficult economic times, every effort should be made to secure alternate sources of funding and to offer opportunities to residents to donate their time or money for things that are dear to them and their families. The Adopt-A-Park Program is new to Lake Forest, but not new to other municipalities. In fact, the concept has been expanded by others to include adopt-a-highway, adopt-a-trail, and many other variations of the program. We collected information from 25 national and local agencies that offer the program, where the majority reported that the main focus is on litter control, weeding and September 7, 2010 Agenda Page 3 planting. We feel that the residents of Lake Forest may be interested in donating the maintenance of a park or the replacement of a worn out amenity, which may exceed the average response that these other agencies have experienced. There is no cost to the City to implement an Adopt-A-Park Program. Residents have already shown an interest in the program. Attached are an information sheet, application form, adoption idea list, sample agreement, and a confirmation letter. The agreement form would be customized per request to ensure clarity from both parties involved. Finally, we plan to promote this idea through many channels including the Dialogue!, the City’s website, an article in the Recreation Center Seasonal Brochure, and flyers that will be available a various City buildings. Background materials are attached in the packet. Recommended Action: Approve the newly proposed Adopt-A-Park funding policy. 2. SUBJECT: Award of Bid for the Recreation Center Fitness Locker 9:40 p.m. Room HVAC Replacement Project Included in the F.Y. 2010 Bond Issuance Budget PRESENTED BY: Michael Thomas, Superintendent of Public Works PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to award the bid for the 2010 Recreation Center Fitness Locker Room HVAC Replacement Project to Mechanical Concepts of Illinois, Inc. The project to replace the existing roof top and dehumidification units with one roof top package would be scheduled for completion by the end of November, 2010. BACKGROUND/DISCUSSION: The existing Recreation Center Fitness Locker Room HVAC system consists of two separate roof top components: one unit supplies heating and cooling, and the second unit controls the high humidity levels produced by the showers and laundry fixtures. The combined systems operation has been less than satisfactory since it was installed 12 years ago as part of the Fitness Center addition. The key failure points have been: (1) the design approach to use two separate components to work as one package never worked as intended; constant control adjustments had to be made to keep the two systems operate together, (2) high operating costs (e.g. many breakdowns, difficult to service, costly to operate), (3) the manufacturer for the dehumidifier unit went out of business and parts are no longer available. As a result, the dehumidification system has been taken out of service. The proposed new HVAC roof top system was engineered by Southport Consulting in Kenosha, Wisconsin. The new design includes removing the two existing units with one new efficient HVAC roof top package specifically designed for high indoor humidly applications found in locker rooms and fitness centers. Installing the proposed new system will not only increase the operational efficiencies by reducing downtime and utility usage, but more importantly provide a cleaner, healthier atmosphere. September 7, 2010 Agenda Page 4 BUDGET/FISCAL IMPACT: On August 19, 2010, staff received the following bids for this project: Company Bid Amount Mechanical Concepts of Illinois $64,000 Westside Mechanical Services $70,476 International Piping Systems $72,860 Martin Petersen Company $72,920 Amber Mechanical $77,200 After a detailed review of the bids, Mechanical Concept’s proposal met all of the required project specifications and their references gave favorable responses. FY2010 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Bond Issuance 321-0008-419.67-10 $95,000 *$67,200 Y *Includes contingency RECOMMENDED ACTION: Award of bid to Mechanical Concepts of Illinois, Inc. in the amount of $64,000. Additionally, staff is requesting a 5% or $3,200 contingency for any unforeseen problems that could occur during installation. 3. SUBJECT: Award of Bid for the Northcroft Park Pavilion and 9:45 p.m. South Beach Pavilion Roof Replacement Project Included in the F.Y. 2010 Bond Issuance Budget PRESENTED BY: Michael Thomas, Superintendent of Public Works PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to award the bid for the 2010 Northcroft Park Pavilion and South Beach Pavilion Roof Replacement Projects to Cedar Roofing Company, Inc. The roof replacement project would be scheduled for completion by the end of November, 2010. BACKGROUND/DISCUSSION: The Northcroft Park Pavilion at 1365 S. Ridge Road and the South Beach Pavilion at 501 N. Lake Road roofs have the original roofs from when the buildings were built in 1990 and 1987 respectively. Both roofs have numerous deteriorated, splitting, cupped, and missing shakes. The felt underlayment is exposed to the weather, and large areas of organic growth have accelerated the deterioration of the cedar shakes. BUDGET/FISCAL IMPACT: On August 3, 2010, staff received the following bids for this project: September 7, 2010 Agenda Page 5 Company Northcroft Park Pavilion Bid Amount South Beach Pavilion Bid Amount Combined Total Cedar Roofing Company $48,800 $56,565 $105,365 All American Roofing $74,600 $84,000 $158,600 L. Marshall Roofing $96,000 $119,000 $215,000 After a detailed review of the bids, Cedar Roofing Company’s proposal met all of the required project specifications and their references gave favorable responses. The Fiscal Impact is as follows: FY2010 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Bond Issuance 321-0008-419.67-10 $180,000 *$110,633 Y *Includes contingencies for both roof projects. RECOMMENDED ACTION: Award of bid to Cedar Roofing Company, Inc. in the amount of $105,365. Additionally, staff is requesting a 5% contingency ($5,268) for any unforeseen problems during the project. 4. SUBJECT: Request to Waive the Bidding Process to Install a 9:50 p.m. New Roof at Deerpath Golf Course’s Clubhouse and Cart Barn using the F.Y. 2010 Bond Issuance PRESENTED BY: Michael Thomas, Superintendent of Public Works PURPOSE AND ACTION REQUESTED: Staff is requesting City Council waive the bidding process and authorize Cedar Roofing Company to install new roofs on both the clubhouse and cart barn at Deerpath Golf Course. The $97,167 savings in the bond from both the Recreation Center Locker Room HVAC and the Northcroft Park / South Beach Pavilion projects would be used to fund the new roofs. Both of the golf course roofs are scheduled to be replaced in F.Y. 2012, however due to extremely favorable pricing received from Cedar Roofing Company, staff is submitting this request. The two roofs would be scheduled for completion by the end of November, 2010. BACKGROUND/DISCUSSION: Both of the golf course’s roofs are original when the buildings were constructed in 1990. Similar to the roofs at Northcroft Park and the South Beach Pavilion, Deerpath’s roofs have numerous deteriorated, splitting, cupped, and missing shakes. The felt underlayment is exposed to the weather, and large areas of organic growth have accelerated the deterioration of the cedar shakes. BUDGET/FISCAL IMPACT: On August 3, 2010, staff received bids to install new roofs on both Northcroft Park and the South Beach Pavilion. The following are the price per square foot received from each company: September 7, 2010 Agenda Page 6 Company Northcroft Park Pavilion Bid Amount South Beach Pavilion Bid Amount Cedar Roofing Company $7.13 / sq. ft. $7.13 / sq. ft. All American Roofing $10.90 / sq. ft. $10.59 / sq. ft. L. Marshall Roofing $14.03 / sq. ft. $15.00 / sq. ft. Based on the total square footage for both the clubhouse and cart barn, staff estimates that Cedar Roofing Company’s price should not exceed $74,000, assuming the same $7.13 square foot price is used. Staff is requesting that $80,000 be approved; the remaining $6,000 will be used for a contingency and engineering / inspection services. The Fiscal Impact is as follows: FY2010 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Bond Issuance 321-0008-419.67-10 $97,167 $80,000 N RECOMMENDED ACTION: 1) Amend the list of projects that were included in the Series 2010A GO bond issue to include the golf course clubhouse and cart barn roofs. 2) Waive the bidding process and authorize Cedar Roofing Company, Inc. $76,300 to install new roofs on the clubhouse and cart barn. 3) Staff is requesting $3,700 for a contingency and engineering / inspection services. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION ADJOURNMENT 10:05 p.m. Office of the City Manager September 2, 2010 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.