CITY COUNCIL 03/07/2022THE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
Monday, March 7, 2022 at 6:30pm.
220 E. Deerpath, Lake Forest, IL 60045
CALL TO ORDER AND ROLL CALL 6:30 p.m.
Honorable Mayor, George Pandaleon
James E. Morris, Alderman First Ward Jim Preschlack, Alderman Third Ward
Jennifer Karras, Alderman First Ward Ara Goshgarian, Alderman Third Ward
Melanie Rummel, Alderman Second Ward Raymond Buschmann, Alderman Fourth Ward
Edward U. Notz, Jr., Alderman Second Ward Eileen Looby Weber, Alderman Fourth Ward
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1.COMMENTS BY MAYOR
A.Approval of a Resolution of Appreciation for Retiring Employee, Paul D.
Petersen
A copy of the resolution can be found beginning on page 17
COUNCIL ACTION: Approval of a Resolution of Appreciation for Retiring employee, Paul D.
Petersen
2.COMMENTS BY CITY MANAGER
A.Update on the ComEd Bridge Replacement and Deerpath Road Closure
-Michael Thomas, Director of Public Works
3.OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL .
4.COMMITTEE REPORTS
5.ITEMS FOR OMNIBUS VOTE CONSIDERATION
1.Approval of February 22, 2022, City Council Meeting Minutes
A copy of the minutes can be found beginning on page 18
COUNCIL ACTION: Approval of February 22 ,2022, City Council Meeting Minutes
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Monday, March 7, 2022, City Council Agenda
2.Approval of the Check Register for the Period of January 29 to February 25, 2022
STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612)
BACKGROUND/DISCUSSION: City Code Section 38.02 sets forth payment procedures of the
City. The Director of Finance is to prepare a monthly summary of all warrants to be drawn on
the City treasury for the payment of all sums due from the City (including all warrants relating
to payroll and invoice payments) by fund and shall prepare a detailed list of invoice payments
which denotes the person to whom the warrant is payable. The warrant list detail of invoice
payments shall be presented for review to the Chairperson of the City Council Finance
Committee for review and recommendation. All items on the warrant list detail
recommended for payment by the Finance Committee Chairperson shall be presented in
summary form to the City Council for approval or ratification. Any member of the City Council
shall, upon request to the City Manager or Director of Finance, receive a copy of the warrant
list detail as recommended by the Finance Committee Chairperson. The City Council may
approve the warrant list as so recommended by the Finance Committee Chairperson by a
concurrence of the majority of the City Council as recorded through a roll call vote.
The Council action requested is to ratify the payments as summarized below. The associated
payroll and invoice payments have been released during the check register period noted.
Following is the summary of warrants as recommended by the Finance Committee
Chairperson:
The amount listed as “All other Funds” includes $584,771 in medical and dental plan claim
payments.
COUNCIL ACTION: Approval of the Check Register for the Period of January 29 to February 25,
2022
3.Approval of Resolutions Required for Bank Purposes to Amend Authorized Signers on
City bank accounts.
Fund Invoice Payroll Total
101 General 470,739 1,704,670 2,175,408
501 Water & Sewer 98,128 187,449 285,577
220 Parks & Recreation 96,927 399,213 496,139
311 Capital Improvements 60,952 0 60,952
202 Motor Fuel Tax 9,529 0 9,529
230 Cemetery 3,981 37,664 41,645
210 Senior Resources 30,756 28,828 59,584
510 Deerpath Golf Course 25,828 2,974 28,802
601 Fleet 142,662 66,307 208,969
416 - 433 Debt Funds 0 0 0
248 Housing Trust 0 0 0
201 Park & Public Land 47,003 0 47,003
All other Funds 753,719 192,039 945,758
$1,740,221 $2,619,143 $4,359,365
Check Register for January 29 - February 25, 2022
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Monday, March 7, 2022, City Council Agenda
STAFF CONTACT: Diane Hall, Finance Director (847-810-3614)
PURPOSE AND ACTION REQUESTED: Staff requests approval of changes to the authorized
signers on City bank accounts.
BACKGROUND/DISCUSSION: The City is required to approve resolutions establishing authorized
signers on each bank account. Due to the change in Staff Accountant effective March 8,
2022, new resolutions are required for City bank accounts. Following are the proposed signers
by account (changes are in bold):
Lake Forest Bank &
Trust – Operating &
Transfer Accounts
Lake Forest Bank &
Trust – Flex Benefit
Plan
Lake Forest Bank &
Trust – Medical and
Dental
Jason Wicha Jason Wicha Jason Wicha
Elizabeth Holleb Elizabeth Holleb Elizabeth Holleb
Diane Hall Diane Hall Diane Hall
Jamese Scott Jamese Scott Jamese Scott
Mark Krygeris Mark Krygeris Mark Krygeris
Ronald Walter
Steven Walter
Jeffrey Walter
BUDGET/FISCAL IMPACT: None
COUNCIL ACTION: Approval of Resolutions Required for Bank Purposes to Amend Authorized
Signers on City bank accounts.
4. Approval and Authorization for the Lake Forest Fire Department to Enter into an
Agreement with Andres Medical Billing, Ltd. for Ambulance Billing Services for a
Period of 5 Years
STAFF CONTACT: Pete Siebert, Fire Chief (847.810.3864) and
Jamie Nixon, Administrative Assistant (847.810.3867)
PURPOSE AND ACTION REQUESTED: Staff requests City Council to approve and authorize
entering into a new agreement with the department’s current ambulance billing provider,
Andres Medical Billing, Ltd. (AMB).
BACKGROUND/DISCUSSION: In an effort to remain fiscally responsible and ensuring the City
continues to receive quality service, the Lake Forest Fire Department administration discussed
the need for developing a Request for Proposal (RFP) for ambulance billing in late 2021, as the
last RFP conducted for ambulance billing services was in 2008. In January 2022 the RFP was
assembled by the Lake Forest Fire Department with input from the Finance department. At the
close of the RFP, February 16, 2022, the City received five (5) proposals. The Lake Forest Fire
Department conducted a thorough review and comparison of the submitted proposals and is
recommending City Council approve entering into an agreement with Andres Medical Billing,
Ltd.
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Monday, March 7, 2022, City Council Agenda
We recognize the Lake Forest Fire Department is unique as we provide mutual aid services to
various surrounding communities and provide specific ambulance services to the Village of
Lake Bluff and the Rockland Fire Protection District through established intergovernmental
agreements (IGAs) – this can make for a complex billing structure and one that requires
flexibility. After close comparison of all proposals, AMB is able to provide the same services as
the other proposed vendors for the lowest proposed fee (3.95%) of net collections. AMB
provides the most flexible customer service hours for the City and the general public.
Renewing the contract with AMB not only avoids disruption in services, but also compliments
the department’s current IGA’s with AMB’s understanding of the department’s complex
response zones and required reporting. AMB is also the billing provider for the additional party
providing ambulance services in the Rockland Fire Protection District IGA, which allows for a
continued seamless partnership.
AMB has been a trusted vendor for many years and has provided the City with exemplary
service for 12+ years. The department has confidence AMB will continue to provide this type of
service for the City. AMB also employs a certified HIPAA compliance officer, and certified
ambulance coders and documentation specialists, which ensures proper handling of
protected health information.
BUDGET/FISCAL IMPACT: N/A
Has City staff obtained competitive pricing for proposed goods/services? Yes
Company Name Dollar Amount Bid
Andres Medical Billing, Ltd 3.95% of net collections
EF Recovery, LLC 4.00% of net collections
EMS Management & Consultants 4.25% of net collections
LifeQuest 4.00% of net collections
Paramedic Billing Services 4.25% of net collections
COUNCIL ACTION: Approval and Authorization for the Lake Forest Fire Department to Enter
into an Agreement with Andres Medical Billing, Ltd. for Ambulance Billing Services for a Period
of 5 Years
5. Approval of a Request from the Cemetery Commission to Purchase Cremation Niche
Fronts, at the Cost of $190,500, as part of the Memorial Garden Phase II Project.
STAFF CONTACT: Chuck Myers, Superintendent of Parks & Forestry, 810-3565
PURPOSE AND ACTION REQUESTED: The Cemetery Commission and staff are recommending
City Council approval to purchase cremation niche units with granite fronts, a necessary
component of the Memorial Garden Phase II project, at the cost of $190,500.
BACKGROUND/DISCUSSION: The existing Memorial Gardens at the Lake Forest Cemetery, just
east of the main entrance to the Cemetery, was constructed in 2000, and contains niches for
above ground inurnment of cremated remains. The Memorial Gardens forms a tranquil
complement to the serenity of the cemetery. Reflective of the limestone entry arch, the
columbarium’s design is reminiscent of a European churchyard. The four interconnecting
gardens that make up the Memorial Gardens include the Fountain, Spire, Evergreen, and Lake
Gardens. Their curvilinear shapes and landscaping balance the solidity of the stone
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columbarium wall, with its arched flying buttresses, and create a setting that is both dignified
and durable. The Fountain Garden provides a setting where funeral services may be held. The
plantings that were selected highlight the Prairie style of landscape design that is found in the
rest of the cemetery.
When the Memorial Gardens was constructed, part of the scope of the project was adjusted
to keep the project within budget. An additional 400 niches in the Fountain and Spire Gardens
were not constructed and left for a Phase II completion at a future date. At the time of initial
construction, all concrete foundation and wall work was completed to allow for the future
completion of Phase II. In order to meet the continued demand by the residents of Lake Forest
and provide for the financial security of the cemetery, it is proposed to finish construction of
the niches in these two areas.
Also known as a cremation niche, a columbarium niche is a single compartment within the
columbarium that holds a person’s cremated remains. Sales of cremation niches have been
consistent since the creation of the first phase of the Memorial Garden in 2000 and our rate of
cremation interments compared to full burials has been ahead of the national curve. Our ten-
year average indicates that 63% of our internments have been cremations. The national
cremation rate recently hit 50% and is forecast to rise to 66% of all deaths resulting in
cremation by the year 2030.
The niches proposed are “low wall” sites, which have been very popular elsewhere in the
Memorial Gardens. Currently the Lake Garden Circular Outer Wall (LGCOW) is one of the most
sought after areas within the Memorial Gardens. Of the 110 niches in the LGCOW, 98 niches
have been sold (89%), as have all four of the Family Pillars there. The niches are premium
priced at $6,100 each, which is $1,000 per niche higher than the main wall section of the
Memorial Gardens. The Memorial Gardens currently hold 1,432 niches, of which 552 are sold
(39%), and can be increased by an additional 400 with the completion of the Phase II project.
The estimated cost for Phase II is $1,600,000, including the addition of niches and some
additional improvements to the original Phase I project. At current prices, the income to be
realized from the sale of these 400 additional niches would be $2,440,000. Based on current
estimates for construction and finances, the rate of return on the investment would be around
53% for the 400 additional niches.
Options for financing the Memorial Garden Phase II project have been discussed by the
Cemetery Commission and with City Council in 2020. The project was put on hold since that
time due to other priorities at the cemetery and to determine the overall scope of the project.
City staff and the Cemetery Commission have determined that the scope of the project
should be reduced for this phase of the project by eliminating the 35-ft. gothic style spire that
was originally proposed in 2000. The higher priority at this time is the addition of 400 niches and
the improvements needed with the existing hardscape structure of the Memorial Garden.
At this time, City staff and the Cemetery Commission are not asking for approval for the entire
project, just for the niche fronts that will be needed when the construction phase of the
project begins. The lead time to secure the niche fronts from the manufacturer is estimated to
be 5-7 months. Design work and construction documents are currently underway and are
expected to be complete by spring of this year. At that time the revised project budget will be
established, and discussion of financing options will resume. Once this is complete, the entire
project will be issued out for bid and the remaining project costs will come back to City
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Council for requested approval. If approved, staff is anticipating a project start in the fall of
2022.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Cemetery Commission 01/26/22 Recommend Approval
BUDGET/FISCAL IMPACT:
Has competitive pricing been obtained for proposed goods/services? No
If no, indicate the specific exception requested:
Administrative Directive 3-5, Section 9.0D – Sole Source
Administrative Directive 3-5, Section 9.0K – Existing Relationship
The existing columbarium in the Memorial Garden that was built in 2000 utilized niche fronts
that were purchased from Eickhof Columbaria. In order to stay consistent with the rest of the
Memorial Garden Columbarium, it is necessary to purchase the niche fronts from Eickhof
Columbaria. The uniqueness of the Eickhof columbaria system is based on one unique design
innovation- their patented concealed locking hardware. The hardware is concealed by
attaching all material behind the stone. This allows for a smooth, flush surface, and also serves
as a security feature because the fronts do not appear to be removable and require a
specific tool.
Below is an estimated summary of Project budget:
FY2022 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
230-6407-476.76-20
Cemetery Fund $1,600,000 $190,500 Y
This purchase of $190,500 will be funded through the Cemetery Fund, the funding for the
remaining portion of the project will be determined at a later date.
COUNCIL ACTION: Approval of a Request from the Cemetery Commission for Purchase of
Cremation Niche Fronts, at the Cost of $190,500, as part of the Memorial Garden Phase II
Project
6. Approval of the Annual Tree Purchasing for FY2023.
STAFF CONTACT: Corey Wierema, City Forester/Forestry Supervisor 847-810-3564
PURPOSE AND ACTION REQUESTED: Staff is seeking City Council approval to purchase
trees/plant material from multiple vendors.
BACKGROUND/DISCUSSION: The City’s Forestry section conducted our annual joint bid with the
City of Highland Park and the Highland Park-Park District to leverage volume discounts for the
purchasing of trees on city streets, parks, and other City-owned properties. Staff received
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Monday, March 7, 2022, City Council Agenda
twelve (12) bids for the purchase of over 62 varieties of balled and burlaped trees and shrubs,
with an average price of $250 for a 2.5” caliper tree. Multiple vendors will be used to secure
the requested number of trees, sizes, and varieties while adhering to our stringent quality
controls. Based on species availability and the quality of the product, additional vendors may
need to be used. Additional purchasing will comply with the City’s purchasing policy. The
forestry section anticipates planting 300 trees this year.
BUDGET/FISCAL IMPACT: Funding for the tree/plant material purchasing contract is budgeted
in the Fund 220, Operating Fund. Due to the anticipated number of new trees being planted
and diminishing tree availability in the nurseries, we do expect to exceed $25,000 with a sole
vendor.
Has competitive pricing been obtained for proposed goods/services? No
If no, indicate the specific exception requested:
Administrative Directive 3-5, Section 9.0F – Government Joint Purchases
Below is an estimated summary of Project budget:
FY2023 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
220-5803-467-67.13
Forestry Operating Budget $80,000 $80,000 Y
COUNCIL ACTION: Approval of the Annual Tree Purchasing for FY2023
7. Award of the Low Bid for the 2022 Crack Sealing Project to Patriot Pavement
Maintenance Inc., and Authorize the City Manager to Execute an Agreement in the
Amount Not to Exceed $35,000
STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff request City Council
approval of a one-year extension of the 2019 Crack Sealing Project with Patriot Pavement
Maintenance Inc. for the 2022 MPI Crack Sealing Project.
BACKGROUND/DISCUSSION: Cracks in pavements allow moisture to penetrate the surface
causing premature pavement material failure. To minimize the water infiltrating the pavement
base, crack sealing with a hot sealant is required. Crack sealing is a practical and cost-
effective measure and is an essential part of a good pavement maintenance program.
City staff have previously briefed the City Council on MPI, a program that takes advantage of
economies of scale, for securing low bid prices, among neighboring municipalities who bid
similar projects each year. This year, the City will again join forces with other communities in
the MPI Crack Sealing contract. In 2022, the City plans to do approximately 27,000 feet of
crack sealing. Historically, the City crack seals between 25,000-35,000 feet annually depending
on budget and pricing.
PROJECT REVIEW/RECOMMENDATIONS:
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Monday, March 7, 2022, City Council Agenda
Reviewed Date Comments
Public Works Committee 2/17/2022 Reviewed & Recommended City
Council Approval
BUDGET/FISCAL IMPACT: If approved, this will be a renewal of the existing contract. The 2022
contract unit prices for the MPI are increasing 8% from 2021 prices. Work on this project is
expected to be completed in the summer months with a project duration of less than a week.
Engineering staff will provide daily oversight and inspections of the crack sealing. The City’s
website, under “Construction Updates”, will also provide details of the work schedule.
Has City staff obtained competitive pricing for proposed goods/services? Yes
Below is an estimated summary of project budget by funding source:
FY 2023 Funding Source Amount
Budgeted
Amount
Requested
Budgeted
Y/N
Operating Fund
101-5103-467.67-83 $35,000 $35,000 Y
COUNCIL ACTION: Award of the Low Bid for the 2022 Crack Sealing Project to Patriot
Pavement Maintenance Inc., and Authorize the City Manager to Execute an Agreement in
the Amount Not to Exceed $35,000
8. Approval of the 2022 Pavement Management Program to Infrastructure
Management Services and Authorize the City Manager to Execute an Agreement in
the Amount Not to Exceed $125,000
STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff are requesting
approval of an agreement with Infrastructure Management Services (IMS hereafter) to
perform an updated study of the City’s pavement management inventory. This study is
performed every three years and provides a structural analysis of the City’s entire network of
streets and parking lots.
BACKGROUND/DISCUSSION: The City of Lake Forest began a comprehensive Pavement
Management Program in 1991 which provided a necessary resource for budget decisions as
well as selecting streets and parking lots to be rehabilitated under the Annual Pavement
Resurfacing Program. The Pavement Management Program involves performing a structural
analysis to predict the rate of deterioration of each specific pavement section contained
within all streets and city-owned parking lots in the City. This information is useful for
determining the most optimal time, both financially and operationally, to rehabilitate a
specific street. Additionally, the program evaluates multiple rehabilitation alternatives. Award
of the full budgeted amount would also allow for the inventory and testing of City-owned
asphalt paths which is discussed in the Budget/Fiscal Impact Section.
PROJECT REVIEW/RECOMMENDATIONS:
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Monday, March 7, 2022, City Council Agenda
Reviewed Date Comments
Public Works Committee 2/17/2022
Reviewed & Recommended City
Council Approval of Pavement
Management Program
Finance Committee 11/8/2021 Included with FY ’23 Capital Plan
BUDGET/FISCAL IMPACT: The Engineering Section solicited Request for Proposals (RFP) from
professional engineering firms to perform this pavement management study. Six firms acquired
the RFP package, and one submitted a proposal. The IMS pavement management system
has been used by the City since the inception of its pavement testing and evaluation
program. Staff will continue soliciting the RFP to other vendors in the future for this program.
Has City staff obtained competitive pricing for proposed goods/services? Yes
The following is a summary of the one proposal received:
Company Name Proposal Amount
Infrastructure Management Services $108,967
Below is an estimated summary of project budget:
FY 2023 Funding Source Amount
Budgeted
Amount
Requested
Budgeted
Y/N
Pavement Management
Capital Fund
311-3703-467-67-32
$125,000 $125,000 Y
The proposal from IMS in the amount of $108,967 includes evaluation and testing of streets and
parking lots. Award of the full budgeted amount would also allow for the inventory and testing
of City-owned asphalt paths to be added to the project scope. The paths are throughout
various subdivisions and are not currently tracked as a separate asset. Some of these paths
are deteriorated and need to be evaluated for rehabilitation in the future.
COUNCIL ACTION: Approval of the 2022 Pavement Management Program to Infrastructure
Management Services and Authorize the City Manager to Execute an Agreement in the
Amount Not to Exceed $125,000
9. Award of the Low Bid for the Waveland Park & Forest Avenue 2022 Parking Lot
Improvements to Maneval Construction and Authorize the City Manager to Execute
an Agreement in the Amount of $397,912.78 as well as Approving a 10%
Contingency in the Amount of $39,791.27 for a Total Cost of $437,704.05 and the
approval of a purchase from Carbon Day EV Charging in the amount of $24,426 for
two EV stations
STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555)
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Monday, March 7, 2022, City Council Agenda
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff request City Council
approval of an agreement with Maneval Construction for the Waveland Park & Forest Avenue
Parking Lots in the amount of $397,912.78 with a 10% Contingency in the amount of $39,791.27
for a total contract award of $437,704.05.
In addition, staff is requesting the approval of a purchase from Carbon Day EV Charging in the
amount of $24,426 for two EV stations for an overall project total of $462,130.05
BACKGROUND/DISCUSSION: The project includes the improvements of two parking lots. The
first is located in Waveland Park off of Butler Dr. The existing parking lot is undersized and
experiences traffic-flow issues with only having one entrance. The existing lot will be resurfaced
as well as expanded to the north, nearly doubling the capacity of the lot. An additional
driveway entrance will be added which will resolve the current traffic-flow issues which are
occurring. In terms of sustainability elements, a bioswale will be added to filter stormwater prior
to discharging into the Skokie River.
The second is the Forest Avenue Parking Lot which is located just north of the City Hall lot,
between Oakwood and Forest Avenues. In addition to the parking lot being resurfaced,
asphalt pavement will be replaced with concrete pavement directly adjacent to the
dumpster enclosures to better stand up to daily garbage-truck traffic. Adjustments to the
existing dumpster pad will also allow the garbage-trucks better access to the dumpsters. In
terms of sustainability elements there will be a stormwater quality drainage structure and two
EV charging stations installed in the lot as part of the project. The stormwater structure
improves the stormwater quality by removing hydrocarbons, sediment, and other debris. The
EV charging stations will be ordered directly from Carbon Day and installed by City Staff.
The schedule for both projects has been defined to account for the usage of each lot. The
Waveland Parking Lot work will be performed from early July to early August in order to avoid
conflicts with sports leagues. The Forest Avenue Parking Lot work will begin in early August after
Lake Forest Day and will wrap up before Labor Day.
Upon confirming the start date of the project, a letter will be sent to residents and businesses
within the limits of the project two weeks prior to start of construction. The City’s website, under
“Construction Updates”, will also provide details on the construction schedule.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 2/17/2022 Reviewed & Recommended City
Council Approval
Finance Committee 11/8/2021 Included with FY ’23 Capital Plan
BUDGET/FISCAL IMPACT: The project was placed out to bid in late-January with a subsequent
bid opening on February 10, 2022. A total of eight bids were received. City engineering staff
will oversee the contractor and work with the Communications Manager to ensure progress
updates are provided weekly to the public.
Has City staff obtained competitive pricing for proposed goods/services? Yes
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Monday, March 7, 2022, City Council Agenda
The following is a summary of the eight bids received:
Company Name Bid Amount
Maneval Construction $397,912.78
Chicagoland Paving Contractors, Inc. $399,638.75
A Lamp Concrete Contractors, Inc $401,861.00
Peter Baker & Son Co $421,172.79
Schroeder Asphalt Services, Inc. $433,972.25
DK Contractors $455,410.50
J.A. Johnson Paving Co. $476,403.75
Abbey Paving and Sealcoating Co., Inc. $521,449.10
The low bidder, Maneval Construction, has worked for the City in the past and the work was
deemed satisfactory to City staff.
Below is an estimated summary of the project budget:
FY 2023
Funding
Source
Waveland
Park
311-5703-
476-7604
Forest
Avenue
311-3703-
478-7807
Total
Amount
Budgeted
Amount
Requested
Budgeted
Y/N
Base Project $146,000 $250,000 $396,000 $392,406.27 Y
Sustainability $10,000 $105,000 $115,000 $69,723.78 Y
COUNCIL ACTION: Award of the Low Bid for the Waveland Park & Forest Avenue 2022 Parking
Lot Improvements to Maneval Construction and Authorize the City Manager to Execute an
Agreement in the Amount of $397,912.78 as well as Approving a 10% Contingency in the
Amount of $39,791.27 for a Total Cost of $437,704.05 and the approval of a purchase from
Carbon Day EV Charging in the amount of $24,426 for two EV stations
10. Approve Two Year Agreement with Midwest Power Industry, Inc. to the Replace
Water Treatment Plants Variable Frequency Drives included in the FY2023 & FY2024
C.I.P. Budget for the Sum of $362,511 Plus a 5% Contingency of $18,125 for a Total of
$380,636.
STAFF CONTACT: Dan Martin, Superintendent of Public Works (847-810-3561)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff requests City Council
approval to award the proposal to Midwest Power Industry, Inc. to replace four nine Variable
Frequency Drives: four in FY2023 and five in FY2024 for the sum of $362, 511.
BACKGROUND/DISCUSSION: The Lake Forest Water Treatment Plant has nine Variable
Frequency Drives (VFD) that control the five Finished Water Pumps and four Raw Water Pumps.
VFDs control the electric motors on each pump to provide the necessary output by increasing
or decreasing pump speed to meet the demand in the water distribution system. The Plant
Operator’s monitor and make frequent setpoint adjustments to slowly ramp up or down the
pumps rate of output flow to meet water demand. Controlling the pumps output to match the
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Monday, March 7, 2022, City Council Agenda
distribution systems needs reduces both energy consumption, and maintenance costs plus
extends the life of the pumps.
The VFDs have been in service since 2004 and are reaching the end of their useful life. In
addition, repair parts are harder to come by due to the age of equipment and newer VFD
technology. Staff worked with the consulting engineer, Donahue and Associates to develop
the request for proposal specifications that included four different VFD manufactures. The RFP
for the VFD replacement project went out to bid in February of 2022. The replacement VFDs
currently have an 8-week lead time.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 2/17/2022 Reviewed and Recommended
Approval
BUDGET/FISCAL IMPACT: The Project followed the public bidding process. The invitation for the
project was advertised in the Paper. Five contractors attended the February 3, 2022,
Mandatory Pre-Proposal Meeting and three contractors submitted proposals.
Has City staff obtained competitive pricing for proposed goods/services? Yes
On February 14, 2022, staff received the following proposals to replace the VFDs:
Company Name FY2023 FY2024 Total
Midwest Power Industry Inc. $151,546 $210,965 $362,511
Pieper Electric, Inc. $181,025 $256,975 $438,000
Krause Electrical Contractors, Inc. $185,880 $260,070 $445,950
Upon reviewing the received bids, staff recommends proceeding with the low responsive
proposal submitted by Midwest Power Industry, Inc. They have successfully completed many
projects at the Water Plant, Sewer Lift Stations, and other City buildings. The favorable
proposal amount to replace all nine VFDs will allow the project to be completed over the next
two Fiscal Years instead of three.
Below is an estimated summary of Project budget:
FY2023 Funding Source Amount
Budgeted
Amount
Requested
Including
Contingency
Budgeted?
Y/N
Water Fund CIP
508-6003-477.77.04
$160,000.00 $159,146.00 Y
The remaining project amount of $221,490 will be included in the FY24 C.I.P. budget.
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COUNCIL ACTION: Approve Two Year Agreement with Midwest Power Industry, Inc. to Replace
the Water Treatment Plants Variable Frequency Drives included in the FY2023 & FY2024 C.I.P.
Budget for the Sum of $362,511 Plus a 5% Contingency of $18,125 for a Total of $380,636.
11. Consideration of Ordinances Approving Recommendations from the Building Review
Board. (First Reading, and if Desired by the City Council, Final Approval)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: The following recommendations from the Building Review Board
are presented to the City Council for consideration as part of the Omnibus Agenda.
BACKGROUND/DISCUSSION:
395 Oak Knoll Drive – The Building Review Board recommended approval of a new single family
residence on a vacant lot in the Oak Knoll Woodlands Subdivision. No public testimony was
presented to the Board on this petition. (Board vote: 6 - 0, approved)
158 N. Western Avenue – The Building Review Board recommended approval of a new single family
residence on the site of a previous demolition. No public testimony was presented to the Board on
this petition. (Board vote: 6-0, approved)
The Ordinances approving the petitions as recommended by the Building Review Board, with key
exhibits attached, are included in the Council packet beginning on page 22. The Ordinances,
complete with all exhibits, are available for review in the Community Development Department.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading
and grant final approval of the Ordinances approving the petitions in accordance with the
Building Review Board’s recommendations.
12. Consideration of a Recommendation from the Plan Commission in Support of
Tentative and Final Plat Approval of the James Shepard Resubdivision for Property
addressed as 1361, 1371 and 1373 Edgewood Road. (Approval by Motion.)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: Consideration of a plat of resubdivision reconfiguring three lots
into two.
BACKGROUND/DISCUSSION:
In preparation for the sale of the properties, the Lillian H. Shepard Trust is requesting approval
to reconfigure three non-conforming lots into two lots which will fully conform to today’s zoning
requirements. All of the existing structures and pavement on the three properties will be
removed from the site prior to the recording of the plat of resubdivision. The two newly
configured lots will be sold for redevelopment in a manner consistent with the homes along
Edgewood Road. It is in the City’s and the neighbors’ interests to assure that the property is
cleared, restored, and made available for redevelopment in the near term.
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Monday, March 7, 2022, City Council Agenda
Concurrent approval of the tentative and final plat is appropriate in this case because no
public infrastructure improvements are required. As with development of any vacant lot,
drainage, grading and landscape plans will be required at the time a new home is proposed
on the vacant lot. Residences proposed for the newly configured parcels in the future will be
subject to review by the Building Review Board.
The Plan Commission held a public hearing on February 9, 2022, to consider this petition. One
neighbor spoke in support of the petition and requested that as the lots are redeveloped,
attention be paid to properly managing drainage on the properties. The Commission voted 6
to 0 to recommend approval of the plat of resubdivision.
The plat of resubdivision is included in the Council packet beginning on page 41 along with
the Plan Commission’s report which provides additional background information.
COUNCIL ACTION: If determined to be appropriate by the City Council, approve the James
Shepard Resubdivision plat by motion as recommended by the Plan Commission.
COUNCIL ACTION: Approval of the twelve (12) omnibus items as presented.
6. OLD BUSINESS
7. NEW BUSINESS
8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS
9. ADJOURNMENT
A copy of the Decision Making Parameters is included beginning on page 15 of this packet.
An instruction guide on how to participate at a City Council meeting is included beginning on
page 16.
Office of the City Manager March 3, 2022
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 Jason Wicha, at (847) 234-2600 promptly to allow the City to make
reasonable accommodations for those persons.
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THE CITY OF LAKE FOREST
DECISION-MAKING PARAMETERS FOR CITY COUNCIL,
AND APPOINTED BOARDS & COMMISSIONS
Adopted June 18, 2018
The City of Lake Forest Mission Statement:
"Be the best-managed, fiscally-responsible and appealing community and promote a community
spirit of trust, respect and citizen involvement. "
The Lake Forest City Council, with the advice and recommendations of its appointed advisory
Boards and Commissions, Lake Forest Citizens, and City Staff, is responsible for policy
formulation and approval. Implementation of adopted strategy, policy, budgets, and other
directives of Council is the responsibility of City Staff, led by the City Manager and Senior
Staff. The Mayor and Aldermen, and appointed members of Boards and Commissions should
address matters in a timely, deliberate, objective and process-driven manner, making decisions
guided by the City of Lake Forest Strategic and Comprehensive Plans, the City's Codes,
policies and procedures, and the following parameters:
. Motions and votes should comprise what is in the best long-term interests of all Lake
Forest citizens, measured in decades, being mindful of proven precedents and new
precedents that may be created.
. All points of view should be listened to and considered in making decisions with the
long-term benefit to Lake Forest's general public welfare being the highest priority.
. Fundmg decisions should support effectiveness and economy in providing services
and programs, while mindful of the number ofcidzens benefittmg from such
expenditures.
. New initiatives should be quantified, qualified, and evaluated for their long-tenn merit
and overall fiscal unpact and other consequences to the community.
. Decision makers should be proactive and timely in addressing sto-ategic planning
initiatives, external forces not under control of the City, and other opportunities and
challenges to the community.
Community trust in, and support of, government is fostered by maintaining the integrity of these
decision-making parameters.
The City of Lake Forest 's Decision-Making Parameters shall be reviewed by the City Council on an
annual basis and shall be included on all agendas of the City Council and Boards and Commissions.
15
CITY COUNCIL – REMOTE ACCESS MEETING GUIDE
Rules:
An online guide to using Zoom is available here
Participants can join using the Zoom application, using the call in number located at the
top of the agenda, or can stream the meeting live via YouTube.
All Participants should use their real name (first and last) to identify themselves in the
meeting.
Public Participation:
Please wait to be recognized by a staff member, and the Mayor prior to making your
comment.
If you would like to address your public comment to the City Council live, you can use
one of two options
o The Raise hand function via the zoom application.
If you are using the raise hand function, wait to be
promoted to turn on your microphone to make a
comment. There is a slight delay after you are promoted.
You can then unmute yourself and address your
comments to the City Council.
o Calling the public comment line at 847-810-3643
If you are calling the public comment line, be sure to step away from your
computer or TV, where you are watching the meeting, to avoid feedback.
Device Audio Connection
Ideal Zoom app on a desktop
or Laptop
A headset with
microphone
Wired connection via
Ethernet
Better Zoom app on a mobile
phone or tablet
A headset (using built-in
microphone) Using a
phone to dial in
Connected Wirelessly via
WiFi
Okay Calling into conference
line (without Zoom app)
Computer speakers (using
built-in microphone)
Speakerphone on phone
Connected via 4G / LTE
(cellular data)
Using a phone to dial in
Tips
Make sure your device is
fully charged and you
have access to Zoom on
your device
When Participating, pick a
quite space to avoid any
background noise
If you have to use WiFi,
try to pick a workspace
close to your router.
16
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RESOLUTION
WHEREAS, PAUL D. PETERSEN has been a dedicated employee of The City of Lake Forest
since November 17, 1997; and
WHEREAS, PAUL will honorably retire from the City on March 11,2022;and
WHEREAS, PAUL served in various positions during his career with the City: Maintenance
Worker II in the Public Works Department and Building Inspector, Building Inspector Supervisor, and
Code Enforcement Officer in the Community Development Department; and
WHEREAS, PAUL took great pride in the community and City organization and served as a
respected, professional and skilled "face of the City"; and
WHEREAS, PAUL listened; he listened to complaints about vacant properties, fences, compost
piles, lights, stormwater, yard signs, pigs, chickens and more; and
WHEREAS, PAUL was a problem solver; compassionate, creative, patient and, when
necessary, tough; and
WHEREAS, PAUL almost single handedly handled pre-sale home inspections during the
pandemic as home sales soared; and
WHEREAS, PAUL routinely concluded monthly Community Development Department staff
meetings with a joke or two, or with trivia from television shows from the 1960's and 70's; and
WHEREAS, PAUL was always there for his co-workers offering a cheery "Good Morning" and
in times of stress repeating his words of wisdom, "don't worry, it will be ok"; and
WHEREAS, PAUL will be missed by his colleagues and friends throughout the City
organization and the community and we wish you well in your future endeavors.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
LAKE FOREST that the Council, on behalf of the entire City organization and the residents of the
community, hereby expresses its appreciation and gratitude to PAUL D. PETERSEN for a public
service faithfully and honorably performed; and
BE IT FURTHER RESOLVED that this Resolution be appropriately inscribed and conveyed
to PAUL PETERSEN, with a copy to be included in the official minutes of the March 7,2022
meeting of the Lake Forest City Council.
Mayor
17
The City of Lake Forest
CITY COUNCIL MEETING
Proceedings of the Tuesday, February 22, 2022
City Council Meeting - City Council Chambers
REMOTE ACCESS MEETING
CALL TO ORDER AND ROLL CALL: Honorable Mayor Pandaleon called the meeting to order at 6:30pm, and
the City Clerk Margaret Boyer called the roll of Council members.
Present: Honorable Mayor Pandaleon, Alderman Karras, Alderman Rummel, Alderman Notz, Alderman
Preschlack, Alderman Goshgarian, Alderman Buschmann and Alderman Weber.
Absent: Alderman Morris
CALL TO ORDER AND ROLL CALL
PLEDGE OF ALLEGIANCE was recited.
REPORTS OF CITY OFFICERS
COMMENTS BY MAYOR
Mayor Pandaleon made the following statement as required by the Open Meetings Act. In accordance with
state statute, Mayor Pandaleon has made a determination that it was not practical or prudent to schedule
an in-person City Council meeting because of the COVID-19 pandemic, which is why this February 22, 2022,
City Council meeting is being held remotely.
A.2022-2023 Board and Commission Appointments and Reappointment’s
SENIOR RESOUCE COMMISSION
NAME OF MEMBER APPOINT/REAPPOINT WARD
Wendy McKiernan APPOINT 2
COUNCIL ACTION: Approve the Mayor’s 2022-2023 Board and Commission Appointments and
Reappointment’s
Alderman Rummel made a motion to approve the Mayor’s 2022-2023 Board and Commission Appointments
and Reappointment’s, seconded by Alderman Preschlack. The following voted “Aye”: Alderman Karras,
Rummel, Notz, Preschlack, Goshgarian, Buschmann and Weber. The following voted “Nay”: None. 7-Ayes, 0
Nays, motion carried.
COMMENTS BY CITY MANAGER
A.Townline Park Splashpad
City Manager, Jason Wicha provided a brief background regarding the Townline Park splashpad project,
stating that this item was presented for approval in the Omnibus section. Mr. Wicha introduced Chuck
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Proceedings of the Tuesday, February 22, 2022
Regular City Council Meeting
Myers, Superintendent of Parks and Forestry, to provide additional information, highlighting the proposed
scope of work.
Mr. Myers provided an update to the City Council, including background on the company NuToys, who has
been utilized in the past. Additionally, Mr. Myers provided information regarding the site chosen for the
project, the existing infrastructure, Splash Pad layout, and the timeline for the project.
The City Council had lengthy discussion, voicing support for the project.
In addition, the City Council asked clarifying questions including the design of the Splash Pad, the project
cost, and the drainage system, and overall supervision of the area.
Mr. Myers stated that the department will continue to monitor operations and make adjustments as
necessary.
OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
Members of the public can provide public comment by calling into the following number during the
meeting: 847-810-3643
Kelly Cohen provided comments to the City Council related to the traffic at Deerpath Middle School area.
COMMITTEE REPORTS
PUBLIC WORKS COMMITTEE
A. Report on Streets Policy
- Jim Lockefeer, Assistant to the Director of Public Works
Assistant to the Director of Public Works, Jim Lockefeer provided a high-level overview on the Complete
Streets Policy. Mr. Lockefeer explained the Complete Streets policy is a transportation approach that
promotes future projects, to incorporate and include all travelers. He explained that adopting the policy
would provide additional support to grant applications submitted to update transportation infrastructure.
The City Council asked for an update regarding the Whispering Oaks sidewalk grant.
B. Report on Deerpath Road Water Main Improvements
- Byron Kutz, P.E., Superintendent of Engineering
Superintendent of Engineering, Byron Kutz, provided an update on the Deerpath Road Watermain
Improvement project. Mr. Kutz stated that the project is replacing an undersized 8” watermain from
Ahwahnee Lane to Golf Lane with a 12” watermain. Additionally, he provided historical updates stating that
the population has doubled, since the installation in the 1940s, and the demand for capacity has increased.
Mr. Kutz stated how this update will help support the growing population within the City.
ENVIRONMENTAL SUSTAINABILITY COMMITTEE UPDATE
A. Alderman Melanie Rummel, Chair
Alderman Rummel provided an update to the City Council regarding strategic priorities from the
Environmental Sustainability Committee. Alderman Rummel provided an in-depth presentation including
the survey results to assist with the alignment of initiatives. She discussed the current initiatives including
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Proceedings of the Tuesday, February 22, 2022
Regular City Council Meeting
the Greenhouse Gas Emissions project, solar installation to offset usage at City buildings, the
communications and marketing campaign, and the enhancements to the City’s stormwater management.
The City Council thanked the Committee for their worked conducted in the community.
ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of January 7, 2022, City Council Meeting Minutes
2. Approval of a Resolution of Appreciation for Retiring Members of Boards and
Commissions
BOARD, COMMISSION OR COMMITTEE NAME OF MEMBER(S)
SENIOR RESOURCE COMMISSION Phil Hartung
3. Consideration of Ordinances Approving Code Amendments to Allow Mobile Food and
Beverage Vendors to Operate in the City of Lake Forest as Part of Special Community Events
and Establishing a Permit Fee. (Final Approval)
4. Consideration of Ratification and Approval of Expenditures Relating to Environmental
Remediation, Demolition and Stabilization of the Property at 50 Maywood Road and
Authorization to Enter into Contracts. (Approval by Motion)
5. Approval for an Advancement of Fiscal Year 2023 Capital Funding for the Purchase and
Installation of a Splashpad at Townline Park, to Landscape Structures, Inc., in the Amount of
$300,000.
6. Approval to authorize the City Manager to enter into a contract with Landscape Concepts
Management for City-Wide Grounds Maintenance Services, for an Amount Not to Exceed
$177,846.
7. Approval to authorize the City Manager to enter into a contract with Mariani Landscape for
Grounds Maintenance Services at Forest Park in the Parks FY2023 Budget, for an Amount Not
to Exceed $51,958.
8. Waive the Bid Process and Approve of a Purchase of Epoxy Floor Materials with ICP
Construction, Inc. in the Amount of $56,787
9. Approval of the Complete Streets Policy
10. Award of the Low Bid for the Concrete Streets, Curb, and Sidewalk Replacement Project to
Schroeder & Schroeder, Inc., and Authorize the City Manager to Execute an Agreement in an
Amount Not to Exceed $185,000
11. Approval of an Easement Agreement between The City of Lake Forest and the Trust for 500
Golf Lane
12. Award of the Low Bid for the Deerpath Road Water Main Improvements to Joel Kennedy
Constructing Corp., Authorizing the City Manager to Execute an Agreement in the Amount of
$974,241 as well as Approving a 10% Contingency in the Amount of $97,424 for a Total
20
Proceedings of the Tuesday, February 22, 2022
Regular City Council Meeting
Project Cost of $1,071,665 and the Advancement of Fiscal Year 2023 Capital Improvement
Project Funding in the Amount of $850,000
COUNCIL ACTION: Approval of the twelve (12) Omnibus items as presented
Mayor Pandaleon asked members of the Council if they would like to remove any item or take it separately.
Seeing none, he asked for a motion. Alderman Karras made a motion to approve the twelve (12) Omnibus
items as presented, seconded by Alderman Rummel. The following voted “Aye”: Alderman Karras, Rummel,
Notz, Preschlack, Goshgarian, Buschmann and Weber. The following voted “Nay”: None. 7-Ayes, 0 Nays,
motion carried.
Information such as Purpose and Action Requested, Background/Discussion, Budget/Fiscal Impact,
Recommended Action and a Staff Contact as it relates to the Omnibus items can be found on the agenda.
ORDINANCES
OLD BUSINESS
NEW BUSINESS
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION/COMMENTS BY COUNCIL MEMBERS
ADJOURNMENT
There being no further business Mayor Pandaleon asked for a motion. Alderman Weber made a motion to
adjourn, seconded by Alderman Rummel. Motion carried unanimously by voice vote at 7:43 pm.
Respectfully Submitted
Margaret Boyer, City Clerk
A video of the City Council meeting is available for viewing at the Lake Forest Library and on file in the Clerk’s
office at City Hall. You can also view it on the website by visiting www.cityoflakeforest.com. Click on I Want
To, then click on View, then choose Archived Meetings Videos.
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