CITY COUNCIL 05/02/2022THE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
Monday, May 2, 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. Annual Emerging Artists Awards
-Cecilia Lannon, Executive Director Deerpath Art League
B. 2022-2023 Board and Commission Appointments and Reappointment’s
HISTORIC PRESERVATION COMMISSION
NAME OF MEMBER APPOINT/REAPPOINT WARD
Elizabeth Daliere APPOINT 3
Lloyd Culbertson APPOINT 4
GORTON
NAME OF MEMBER APPOINT/REAPPOINT WARD
Michael Slover APPOINT 2
LEGAL
NAME OF MEMBER APPOINT/REAPPOINT WARD
Joy Guscott-Mueller APPOINT AS INTERIM CHAIR 3
A copy of the volunteer profile sheet can be found on page 24
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Monday May 2, 2022, City Council Agenda
COUNCIL ACTION: Approve the Mayor’s 2022-2023 Board and Commission Appointments and
Reappointment’s
2. COMMENTS BY CITY MANAGER
3. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL .
4. COMMITTEE REPORTS
PUBLIC WORKS COMMITTEE
1. Route 60 Bike Path Project Update
- Jim Lockefeer, Assistant to the Director of Public Works
2. Ahwahnee Road Area Storm Sewer Improvements Update
- Byron Kutz, Superintendent of Engineering
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of April 18, 2022, City Council Meeting Minutes
A copy of the minutes can be found beginning on page 30
COUNCIL ACTION: Approval of April 18 ,2022, City Council Meeting Minutes
2. Approval of the Check Register for the Period of March 26 – April 22, 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.
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Monday May 2, 2022, City Council Agenda
Following is the summary of warrants as recommended by the Finance Committee
Chairperson:
Included within the subtotal “All other Funds” is $814,910 of Water Capital Fund expenses and
$395,226 in Medical/Dental claims paid from the Self Insurance Fund.
COUNCIL ACTION: Approval of the Check Register for the Period of March 26 – April 22, 2022
3. Approval a Proclamation Declaring May as Mental Health Awareness Month
A copy of the Proclamation can be found beginning on page 35
COUNCIL ACTION: Approval a Proclamation Declaring May as Mental Health Awareness
Month
4. Approval of Wright Benefit Strategies Benefit Consulting Services for Fiscal Year 2023
in the Amount of $28,750
STAFF CONTACT: Amber Campbell, Director of Human Resources (847-810-3532)
PURPOSE AND ACTION REQUESTED: City staff requests and subject to the review and approval
by the Personnel Compensation Administration (PCA) Committee at its Friday, April 29, 2022,
meeting, to approve benefit consulting services by Wright Benefit Strategies.
BACKGROUND/DISCUSSION: Since 2004, the City has contracted with Wright Benefit Strategies
to provide consulting and support services for the City’s medical, dental, and life insurance,
including providing guidance to our Employee Benefit and Wellness Committees. Wright
Benefit Strategies also consults with the City on special projects in the areas of liability
insurance, pension actuarial items and Federal and State legislation issues involving employee
benefits.
This item reflects the Wright Benefit Strategies contract for FY23, including special projects.
There is no increase from his FY22 contract.
Fund Invoice Payroll Total
101 General 493,519 1,592,081 2,085,600
501 Water & Sewer 82,311 178,371 260,682
220 Parks & Recreation 159,040 384,963 544,003
311 Capital Improvements 61,732 61,732
202 Motor Fuel Tax 17,876 17,876
230 Cemetery 107,050 29,745 136,796
210 Senior Resources 8,834 27,630 36,464
510 Deerpath Golf Course 12,080 2,973 15,053
601 Fleet 119,352 61,288 180,640
416 - 433 Debt Funds 0
248 Housing Trust 0
201 Park & Public Land 0
All other Funds 1,288,744 186,961 1,475,705
$2,350,539 $2,464,012 $4,814,552
Check Register for March 26 - April 22, 2022
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Monday May 2, 2022, City Council Agenda
Beginning on page 36 of your packet is a detailed scope of service.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
PCA Committee individual
review 4/29/2022 Reviewed and recommended for City
Council approval.
BUDGET/FISCAL IMPACT:
Has City staff obtained competitive pricing for proposed goods/services? NO
If no, indicate the specific exception or waiver requested:
Administrative Directive 3-5, Section 6.1I – Existing Relationship
The total cost for the recommended services is $28,750, which is included in the FY23 budget:
FY2023 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
61086024353510
Self-ins Fund Contractual Svc. $28,750 $28,750 Y
COUNCIL ACTION: Approval of Wright Benefit Strategies Benefit Consulting Services for Fiscal
Year 2023 in the Amount of $28,750
5. Approval of International Association of Fire Fighters (IAFF) Contract between the
City and the Lake Forest Firefighters/Lieutenants
STAFF CONTACT: Amber Campbell, Director of Human Resources (810-3532)
PURPOSE AND ACTION REQUESTED: City staff requests and subject to the review and approval
by the Personnel Compensation Administration (PCA) Committee at its Friday, April 29, 2022,
meeting, to approve and ratify the IAFF contract for FY2023 – FY2026.
BACKGROUND/DISCUSSION: For the renewal contract, the City and the Local negotiated a
successor contract without utilizing attorneys for the negotiating process and came to
tentative agreement on April 15. The benefit of being able to do this is two-fold. First, it saves
the City money by not paying attorney fees. Second and more importantly, it maintains a
harmonious labor-management relationship which benefits all parties in the long run. The
union ratified the tentative contract on April 27, and it is now before the City Council for
ratification. The duration of the contract is four years, from May 1, 2022, through April 30, 2026.
Some of the items discussed as part of this new contract were non-monetary issues requested
by the City’s management negotiating team and some dealt with bringing the contract into
compliance with actual practice.
BUDGET/FISCAL IMPACT: Listed are the sections of the proposed contract that deal with
economic items and other items of interest:
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Monday May 2, 2022, City Council Agenda
Position Pay Increases FY2023 FY2024 FY2025 FY2026
Firefighter
Firefighter Paramedic
Fire Lieutenant Paramedic
2.85% 2.75% 2.65% 2.50%
With other non-negotiated positions, the City Council has periodically allowed the Human
Resources Director extra funds in order to adjust positions that have dropped below the 50th
percentile among comparable communities. In the case of the Firefighter Paramedics and
Lieutenants, they have dropped from the 50th percentile. With a 2.85% adjustment in FY23, they
will retain the position near average salary. A 2.5% increase was included as part of the FY23
budget, and this extra 0.35% results in an additional $10,563 for FY23.
The second economic item bargained was the overtime divisor. The divisor is used to calculate
an employee’s effective overtime rate. The FY23 overtime divisor decreased from 2750 hours
to 2700 hours, which will increase the overtime rates for employees. The cost impact is $8,341.
The total estimate over the FY23 budgeted amount is $18,904.
COUNCIL ACTION: Approval of International Association of Fire Fighters (IAFF) Contract
between the City and the Lake Forest Firefighters/Lieutenants
6. Approval of a Recommendation from the Public Works Committee to Award the
Rockefeller / McCormick / Loch Ravine Project Design to Gewalt Hamilton
Associates and Authorize the City Manager to Execute an Agreement in the Amount
of $46,400 to Include a 5% Contingency in the Amount of $2,320 for a Total Cost of
$48,720
STAFF CONTACT: Jim Lockefeer, Assistant to the Director of Public Works (810-3542)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff requests City
Council award the Rockefeller / McCormick / Loch Ravine Project design to Gewalt Hamilton
Associates and authorize the City Manager to execute an agreement in the amount of
$46,400 to include a 5% contingency in the amount of $2,320 for a total cost of $48,720.
BACKGROUND/DISCUSSION: The Rockefeller / McCormick / Loch Ravine Project design
features the design of repairs to City storm sewer infrastructure located in three upstream
McCormick Ravine reaches. Located in southeastern Lake Forest, east of Sheridan Road, these
three ravine areas are all located adjacent to City roadways. These areas were combined as
one project due to their close proximity and similar needed repair work. Each area features
significant ravine erosion that has resulted in the undermining and failure of important City
storm sewer infrastructure that conveys stormwater from the adjacent City street into the
nearby ravine. After stormwater is discharged into these upstream ravine system segments, it
continues to travel through the McCormick Ravine system where it flows into Lake Michigan.
Important components of City stormwater management, designing and ultimately making
these repairs to this infrastructure are significant in maintaining the overall health of the City’s
storm sewer system.
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Monday May 2, 2022, City Council Agenda
Project design will identify all the needed repairs to existing storm sewer infrastructure and will
include the stabilization of surrounding ravine areas to prevent future stormwater erosion. In
addition, and as with any City ravine project design, this project will incorporate sustainability
components that will include the installation of native plant material and the utilization of
stone and rock riffles as a means of stormwater flow dissipation.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 4/19/2022 Reviewed and Recommended
Approval
BUDGET/FISCAL IMPACT: On March 24, 2022, City staff initiated a public request for proposal
(RFP) process for Rockefeller / McCormick / Loch Ravine Project design services. On April 7,
2022, the RFP process closed and in total, two proposals were received as outlined below.
Has City staff obtained competitive pricing for proposed goods/services? Yes
Firm Name Proposal Dollar Amount
Gewalt Hamilton Associates $46,400
Hey and Associates, Inc. $104,895
Similar to all Public Works RFP processes, City staff formed an internal RFP Review Committee to
score and rank each firm’s qualifications, design approach, and detailed cost proposal.
Based on this criteria, the RFP Review Committee unanimously recommended awarding this
project to Gewalt Hamilton Associates. In addition to submitting the overall lowest cost
proposal, Gewalt Hamilton Associates has successfully completed numerous other project
designs for the City, including some prior City ravine design projects. Staff also met with Gewalt
Hamilton Associates and confirmed that their project team had a sound project approach
and a thorough understanding of project scope.
Below is an estimated summary of Project budget:
FY2023 Funding Source Amount Budgeted Amount
Requested
Budgeted?
Y/N
Capital Improvement Fund
311-3703-467.67-26 $140,000 $48,720 Y
Savings from this Rockefeller / McCormick / Loch Ravine Project Design, as well as the
Seminary Ravine Improvements Project Design, are recommended to be utilized for the
budget overages for the Route 60 Phase II Design, McLennon-Reed Bridge Repairs Design, and
the Ahwahnee Road Area Storm Sewer Improvements Design which are all items included
within this May 2, 2022, City Council Agenda. In total, all five items have a lump sum funded
budget total of $800,000. The overall amount requested for these five design items is $788,769.
If awarded, project design efforts will begin immediately. In September of 2022, project design
efforts will be substantially completed so that a strong engineered project estimate for
construction will be available for the November 2022 Finance Committee Capital Budget
Meeting.
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Monday May 2, 2022, City Council Agenda
COUNCIL ACTION: Approval of a Recommendation from the Public Works Committee to
Award the Rockefeller / McCormick / Loch Ravine Project Design to Gewalt Hamilton
Associates and Authorize the City Manager to Execute an Agreement in the Amount of
$46,400 to Include a 5% Contingency in the Amount of $2,320 for a Total Cost of $48,720
7. Approval of a Recommendation from the Public Works Committee to Award the
Seminary Ravine Project Improvements Design to Hey and Associates, Inc. and
Authorize the City Manager to Execute an Agreement in the Amount of $199,050 to
Include a 5% Contingency in the Amount of $9,953 for a Total Cost of $209,003
STAFF CONTACT: Jim Lockefeer, Assistant to the Director of Public Works (810-3542)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff requests City
Council award the Seminary Ravine Project Improvements Design to Hey and Associates, Inc.
and authorize the City Manager to execute an agreement in the amount of $199,050 to
include a 5% contingency in the amount of $9,953 for a total cost of $209,003.
BACKGROUND/DISCUSSION: The Seminary Ravine Project Improvements Design features the
design of repairs to City storm sewer infrastructure and numerous ravine improvements to
protect exposed City sanitary sewer throughout the Seminary Ravine system. This ravine system
is located adjacent to Lake Forest College and is bounded by Sheridan Road on the west,
Westminster on the north, Rosemary Road on the south, and Mayflower Road on the east.
It was previously discovered that this specific area of the Seminary Ravine system features
numerous locations of substantial ravine erosion that have exposed lengths of City sanitary
sewer main. In addition, erosion has caused damage to City storm sewer outfalls adjacent to
City roads. As a subsequent step to these findings, the City engaged Hey and Associates to
complete a Pre-Design of this area. Completed this past summer, this Pre-Design was a
strategic step in exploring and evaluating various design options to ultimately repair the City
storm sewer infrastructure and protect the exposed City sanitary infrastructure. These findings
were captured in a final pre-design report that outlined City/public improvement areas,
construction phasing options, and construction grant opportunities.
In November of 2021, City staff prepared a Finance Committee memorandum summarizing
the findings of this pre-design final report. It was recommended at that time that the City fund
the design work for all City storm and sanitary issue areas. Completed project design supports
City staff in applying for grant opportunities for which shovel ready project construction would
be eligible. This design work will also further support the identification of priority construction
areas that will be phased to strategically fit within grant opportunity funds available. To-date,
City staff supported by the City’s grant consulting service firm, The Ferguson Group, have
already identified some future grant opportunities for which the City could apply for project
construction funding.
Project design will identify all the needed repairs to existing storm sewer infrastructure and the
stabilization of surrounding ravine areas to prevent future stormwater erosion. Design will also
feature ravine improvements that will cover and protect City sanitary sewer mains and will
stabilize surrounding ravine areas to prevent future exposure of these important mains. In
addition, and as with any City ravine project design, this project will incorporate sustainability
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Monday May 2, 2022, City Council Agenda
components that will include the installation of native plant material and the utilization of
stone and rock riffles as a means of stormwater flow dissipation.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 4/19/2022 Reviewed and Recommended
Approval
Finance Committee 11/8/2021
Pre-Design Summary Memorandum and
Design Funding Request Included in
Packet
City Council 3/15/2021 Project Pre-Design Awarded to Hey and
Associates
BUDGET/FISCAL IMPACT: On March 29, 2022, City staff initiated a public request for proposal
(RFP) process for Seminary Ravine Project Improvements design services. On April 12, 2022, the
RFP process closed and in total, two proposals were received as outlined below.
Has City staff obtained competitive pricing for proposed goods/services? Yes
Firm Name Proposal Dollar Amount
Hey and Associates, Inc. $199,050
Gewalt Hamilton Associates $360,000
Similar to all Public Works RFP processes, City staff formed an internal RFP Review Committee to
score and rank each firm’s qualifications, design approach, and detailed cost proposal.
Based on this criteria, the RFP Review Committee unanimously recommended awarding this
project to Hey and Associates. In addition to submitting the overall lowest cost proposal, Hey
and Associates has successfully completed numerous other ravine project designs for the City.
Hey and Associates also successfully completed the Seminary Ravine Pre-Design Project.
Below is an estimated summary of Project budget:
FY2023 Funding Source Amount Budgeted Amount
Requested
Budgeted?
Y/N
Capital Improvement Fund
311-3703-467.67-26 $300,000 $209,003 Y
Savings from this Seminary Ravine Project Improvements Design, as well as the Rockefeller /
McCormick / Loch Ravine Project Design, are recommended to be utilized for the budget
overages for the Route 60 Phase II Design, McLennon-Reed Bridge Repairs Design, and the
Ahwahnee Road Area Storm Sewer Improvements Design which are all items included within
this May 2, 2022, City Council Agenda. In total, all five items have a lump sum funded budget
total of $800,000. The overall amount requested for these five design items is $788,769.
If awarded, project design efforts will begin immediately. In September of 2022, project design
efforts will be substantially completed so that a strong engineered project estimate for
construction will be available for the November 2022 Finance Committee Capital Budget
Meeting. This timeline also aligns with the submission of project construction grant applications
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Monday May 2, 2022, City Council Agenda
for opportunities expected to be available during fall of 2022 and winter of 2023. This full
project design will incorporate measures to prevent the risk of incurring any significant re-
design costs if project construction is delayed.
COUNCIL ACTION: Approval of a Recommendation from the Public Works Committee to
Award the Seminary Ravine Project Improvements Design to Hey and Associates, Inc and
Authorize the City Manager to Execute an Agreement in the Amount of $199,050 to Include a
5% Contingency in the Amount of $9,953 for a Total Cost of $209,003
8. Waiver of the Request for Proposal Process and Award Phase II Design Engineering
Services for the Route 60 Bike Path Project to Gewalt Hamilton Associates and
Authorize the City Manager to Execute an Agreement in the Amount of $132,909 to
Include a 5% Contingency in the Amount of $6,645 for a Total Cost of $139,554
STAFF CONTACT: Jim Lockefeer, Assistant to the Director of Public Works (810-3542)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff requests City
Council waive the request for proposal process and award Phase II design engineering
services for the Route 60 Bike Path Project to Gewalt Hamilton Associates and authorize the
City Manager to execute an agreement in the amount of $132,909 to include a 5%
contingency in the amount of $6,645 for a total cost of $139,554.
BACKGROUND/DISCUSSION: The Route 60 Bike Path Project Design features the design of a 10-
foot multi-use path along the north side of Route 60 from the existing sidewalk located west of
the Field Drive to Academy Drive. This project design seeks provide safe bicycle and
pedestrian access along Illinois Route 60, while serving as a direct extension of the Middlefork
Savanna Trail and a vital link to the Conway Office Park. Representatives of the Conway Park
Owners Association have been closely involved in discussion about he path to date. This path
was identified as a priority connection in the recent City Council approved Route 60 Entrance
Corridor Chapter of the Comprehensive Plan.
In May of 2020, project design efforts formally began after City Council approved a Phase I
design agreement with Bleck Engineering. In the Fall of 2020, City staff submitted a project
grant application through the Illinois Department of Transportation’s (IDOT) Illinois
Transportation Enhancement Program (ITEP) to seek grant funds to support Phase II design and
project construction. IDOT formally announced ITEP awards in June of 2021 and the City was
successful in receiving a grand total project award in the amount of $521,760 to support both
Phase II design and construction.
At this time, the City has received conditional Phase I design approval from IDOT. City staff
and the Bleck Engineering Phase I design team have responded to final comments from IDOT
and are hopeful to receive final Phase I approval soon. Once Phase I design approval is
obtained, City staff, supported by the City Attorney’s Office, will work with IDOT on a formal
Phase II design and construction grant award agreement.
PROJECT REVIEW/RECOMMENDATIONS:
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Monday May 2, 2022, City Council Agenda
Reviewed Date Comments
Public Works Committee 4/19/2022 Reviewed and Recommended
Approval
City Council 5/4/2020 Approval of Phase I Design Agreement
BUDGET/FISCAL IMPACT: As with all grant awards, it is very important to follow the awarding
funding agency’s policies. With Phase II services supported by IDOT ITEP funding, City staff met
with the appropriate IDOT representatives on steps to solicit Phase II engineering design
services. For these services IDOT specifically requires a request for qualifications (RFQ) process.
The IDOT RFQ process requires interested firms to submit a statement of qualifications. As part
of this process, firms are not allowed to submit up-front cost proposals. On March 17, 2022, City
staff initiated a public RFQ process for Phase II design engineering services for the Route 60
Bike Path Project. On March 31, 2022, the RFP process closed and in total, three submittals
were received as outlined below.
Has City staff obtained competitive pricing for proposed goods/services? No
Administrative Directive 3-5, Section 6.2 – Waiver of Procedures (requires 2/3 vote). The request
for qualifications (RFQ) process is a requirement of the IDOT ITEP grant award and it prohibits
seeking a price quote until a preferred vendor is selected.
Firm Name Firm Rank
Gewalt Hamilton Associates 1
Bleck engineering Company, Inc. 2
GSG Consultants, Inc. 3
Similar to Public Works RFP processes, City staff formed an internal RFQ Review Committee to
score and rank each firm’s qualifications and design approach. As required by the IDOT RFQ
process, the RFQ Review Committee conducted candidate firm interviews. After interviews
concluded, the RFQ Review Committee formally ranked each firm. This was another important
step in following IDOT requirements as City staff could then only request a detailed cost
proposal from the overall top ranked firm. After careful consideration, Gewalt Hamilton
Associates was unanimously selected by the RFQ Review Committee as the top ranked firm.
The basis for the selection was as follows:
• Gewalt Hamilton Associates met and surpassed all qualifications outlined in the RFQ.
• Gewalt Hamilton Associates demonstrated a very thorough understanding of the
project scope.
• Gewalt Hamilton Associates has extensive experience in providing Phase II design
engineering services and in providing engineering services for projects supported by
IDOT funding.
Following the ranking of the firms, City staff formally requested and received Gewalt Hamilton
Associates initial project proposal and entered in proposal negations. Following negotiations,
Gewalt Hamilton Associates arrived at their final proposal amount of $132,909.
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Monday May 2, 2022, City Council Agenda
Below is an estimated summary of Project budget:
FY2023 Funding Source Amount Budgeted Amount
Requested
Budgeted?
Y/N
Capital Improvement Fund
311-3703-467.67-44 $60,000 $139,554 Y
The additional required funds of $79,554 will be utilized from savings from other design projects.
Savings from the Rockefeller / McCormick / Loch Ravine Project Design and the Seminary
Ravine Improvements Project Design are recommended to be utilized for the budget
overages for this project, as well as the McLennon-Reed Bridge Repairs Design and the
Ahwahnee Road Area Storm Sewer Improvements Design. All items are included within this
May 2, 2022, City Council Agenda. In total, all five items have a lump sum funded budget total
of $800,000. The overall amount requested for these five design items is $788,769. This specific
budget overage can be attributed to IDOT required land acquisition services. This was a scope
item that was not fully factored into the original $60,000 budget, which was developed in
October of 2021.
In addition, $48,000 of the total $521,760 ITEP grant project award are funds that are
specifically reimbursable for Phase II design. These services will be officially eligible for
reimbursement after the City formally executes a grant award agreement with IDOT. If
awarded, project design efforts will begin once the City has a formal IDOT grant award
agreement in place. It is the goal of City staff to have a strong engineered project estimate for
construction prepared for the November 2022 Finance Committee Capital Budget Meeting.
COUNCIL ACTION: Waiver of the Request for Proposal Process and Award Phase II Design
Engineering Services for the Route 60 Bike Path Project to Gewalt Hamilton Associates and
Authorize the City Manager to Execute an Agreement in the Amount of $132,909 to Include a
5% Contingency in the Amount of $6,645 for a Total Cost of $139,554
9. Approval of Design Engineering Services for the Ahwahnee Road Area Storm Sewer
Improvements to Baxter & Woodman, Inc., and Authorize the City Manager to
Execute an Agreement in the Amount of $241,000 to Include a 5% Contingency in
the Amount of $12,050 for a Total Cost of $253,050
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 Baxter & Woodman to provide civil engineering design
services for the Ahwahnee Road Area Storm Sewer Improvements project in an amount of
$241,000 with a 5% Contingency in the Amount of $12,050 for a Total Cost of $253,050. In
addition, authorization for the City Manager to Execute the Agreement.
BACKGROUND/DISCUSSION: In 2019, Baxter & Woodman completed the Storm Water
Masterplan for The City of Lake Forest. The highest priority project –Burr Oak Area Storm Sewer
Improvements– is being constructed this summer. The next highest priority is this project, the
Ahwahnee Road Area Storm Sewer Improvements. The Ahwahnee Road Study Area is located
in central Lake Forest in the Skokie River watershed. It is roughly bounded by Deerpath Road
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Monday May 2, 2022, City Council Agenda
on the north, Onwentsia Road on the south, Skokie River on the east, and Skokie Highway on
the west.
The report identified that the existing storm sewer needs to be upsized to meet the minimum
requirements of the Lake County Watershed Development Ordinance in order to handle a 10-
year storm event. The previous modeling for this study area showed the existing sewer is
undersized having only a 2-year capacity which does not provide much protection against
street flooding. Specifically, the model showed 6-9 inches of street flooding at the depressional
areas of Ahwahnee Road and Ahwahnee Lane, which correlates accurately with the
conditions observed by City Staff and resident reports related to the May 13, 2010, and April
17-18, 2013, storm events. These 2010 and 2013 storm events caused significant inconvenience
to residents as the roads were impassable.
Scope has been included for stormwater modeling as part of the project in order to confirm
existing conditions and to develop design assumptions. The IDOT design of the two stormwater
ponds related to the Pump Station Project, did not account for the upsizing of the Ahwahnee
Road storm sewers. Therefore, these updates are necessary to revise the stormwater model
now that the IDOT Deerpath Road Pump Station project underground work has been
completed. Originally the anticipated alignment of the Ahwahnee Road Area Storm Sewer
Improvements was to connect a 48” storm sewer to the north at Deerpath Road, the
stormwater then would flow through the east Deerpath Pond ( Pond 2) prior to discharging in
the Skokie River. The residents adjacent to the two Deerpath stormwater ponds expressed their
flooding concerns during the IDOT Deerpath Road Pump Station project design and
construction. It is crucial to confirm that the two new ponds can handle the proposed flow
without increasing the frequency of overtopping the ponds. The ponds are also adjacent to
the City-owned Deerpath Golf Course, so it also is important that the overtopping frequency is
considered in order to reduce impacts to the Golf Course operations. Costs have been
included with this contract to analyze alternate routing options if it is determined during
modeling that the storm sewer connecting to Deerpath Road cannot be upsized due to
adverse impacts to the two Deerpath stormwater ponds.
This project is currently shown as Priority-1 FY2024, proceeding with this design now will allow for
a comprehensive cost-estimate in late September in time for the budgeting process.
Baxter & Woodman will provide storm sewer modeling and civil engineering services which
include project design and specifications, preliminary and final cost estimates, and
development of construction documents.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 4/19/2022
Reviewed & Recommended City
Council Approval of Design
Engineering Services
Finance Committee 11/8/2021 Included with FY ’23 Capital Plan
Workshop Meeting 9/16/2019 Reviewed Updates to Storm Water
Masterplan
Finance Committee 11/5/14 Reviewed Storm Water Masterplan
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Monday May 2, 2022, City Council Agenda
BUDGET/FISCAL IMPACT: The Engineering Section solicited Request for Proposals (RFP) from
professional engineering firms to perform civil engineering design services. Ten firms acquired
the RFP package and two submitted proposals. The proposals were reviewed by a committee
of staff members.
The proposal from Baxter & Woodman best fit the needs of the City for providing these design
engineering services. Baxter & Woodman has been consulted previously for storm sewer
design services, and also completed the 2013 and 2019 Storm Water Masterplan. Although
Civiltech is also well qualified, the combination of Baxter & Woodman’s experience in the City
while being the lowest cost proposal makes them the best fit for this project.
Has City staff obtained competitive pricing for proposed goods/services? Yes
The following is a summary of the two proposals received:
Company Name Proposal Amount
Baxter & Woodman, Inc. $241,000
Civiltech Engineering, Inc. $277,221
As previously approved by the City Council, the Ahwahnee Road Storm Sewer Improvements,
including these design services, will be funded from the City’s allocation of American Rescue
Plan Act (ARPA) 2021 funds. The proposal amount exceeding the budgeted amount is
attributed to additional stormwater modeling and the alternate routing options being added
to the project scope. Below is an estimated summary of project budget:
FY 2023 Funding Source Amount
Budgeted
Amount
Requested
Budgeted
Y/N
Capital Improvements Fund
311-3703-478.78-06 $200,000 $253,050 Y
The additional required funds of $53,050 will be utilized from savings from other design projects.
Savings from the Rockefeller / McCormick / Loch Ravine Project Design, as well as the
Seminary Ravine Improvements Project Design, are recommended to be utilized for the
budget overages for this project, as well as the Route 60 Phase II Design, and the McLennon-
Reed Bridge Repairs Design which are all items included within this May 2, 2022, City Council
Agenda. In total, all five items have a lump sum funded budget total of $800,000. The overall
amount requested for these five design items is $788,769.
COUNCIL ACTION: Approval of Design Engineering Services for the Ahwahnee Road Area
Storm Sewer Improvements to Baxter & Woodman, Inc., and Authorize the City Manager to
Execute an Agreement in the Amount of $241,000 to Include a 5% Contingency in the Amount
of $12,050 for a Total Cost of $253,050
10. Approval of Design Engineering Services for the McLennon-Reed Bridge Repairs
Design to Wiss, Janney, Elstner Associates, Inc., and Authorize the City Manager to
Execute an Agreement in the Amount of $131,850 to Include a 5% Contingency in
the Amount of $6,593 for a Total Cost of $138,443
STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555)
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Monday May 2, 2022, City Council Agenda
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff are requesting
approval of an agreement with Wiss, Janney, Elstner Associates, Inc. (WJE hereafter) to
provide structural and civil engineering design services for the McLennon-Reed Bridge Repairs
Design in an amount of $131,850 with a 5% Contingency in the Amount of $6,593 for a Total
Cost of $138,443. In addition, authorization for the City Manager to Execute the Agreement.
BACKGROUND/DISCUSSION: This bridge from 1978 carries Lake Road over a ravine between
Woodland Road and Spruce Avenue. The bridge consists of a concrete deck supported by
four weathering steel beams, which are spliced to span continuously over three spans. This
bridge is considered a “high-priority” in the 2020 Bridge Inspection Report. Overall, the bridge is
in fair condition therefore not requiring replacement but there are several items requiring
repair or maintenance. Ongoing erosion of the ravine slopes require slope stabilization
measures to avoid further undermining adjacent to the concrete foundations. At the bottom
of the slopes is a deteriorated concrete drainage channel which will be repaired in place or
replaced in order to avoid further erosion adjacent to the bridge foundations. Deck patching
repairs have been performed over the years as a temporary solution. Based on the current
condition of the concrete bridge deck and the anticipated rate of future deterioration, the
bridge deck is not cost effective to repair, and therefore is recommended for replacement at
this time. At the same time, it is recommended to repair the broken pipe-supports suspended
underneath the bridge. The existing bridge joints that connect the bridge to the adjacent
pavement are failing and require replacement at this time. The painted steel frame is
exhibiting corrosion and section-loss which requires repairing the steel as well spot-painting to
protect the steel members from further corrosion. Maintenance items that will also be included
with this work are installing hazard markers at the ends of the bridge railings, apply sealant
around the perimeter of the metal railing, addressing adjacent settled sidewalk at the
southeast edge of the bridge deck, and repairing the concrete spalling at the east end of the
north abutment. This rehabilitation work is currently shown as non-funded for FY2024, having a
design will allow for submitting for any applicable grants.
WJE will provide structural and civil engineering services including project design and
specifications, preliminary and final cost estimates, and development of construction
documents.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 4/19/2022
Reviewed & Recommended City
Council Approval of Design
Engineering Services
Finance Committee 11/8/2021 Included with FY ’23 Capital Plan
Finance Committee 11/9/2020 Reviewed Findings of 2020 Bridge
Inspection Report
BUDGET/FISCAL IMPACT: The Engineering Section solicited Request for Proposals (RFP) from
professional engineering firms to perform structural and civil engineering design services. Seven
firms acquired the RFP package and two submitted proposals. The proposals were reviewed
by a committee of staff members.
14
Monday May 2, 2022, City Council Agenda
The proposal from WJE best fit the needs of the City for providing these design engineering
services. GSG Consultants is considered not responsive as they did not submit complete cost
information as requested, as well as not having as much applicable project experience as
WJE. WJE has been consulted previously for bridge design and construction inspection, and
completed the 2020 Bridge Analysis Study.
Has City staff obtained competitive pricing for proposed goods/services? Yes
The following is a summary of the two proposals received:
Company Name Proposal Amount
Wiss, Janney, Elstner Associates, Inc. $131,850
GSG Consultants, Inc. Non-Responsive
Below is an estimated summary of project budget:
FY 2023 Funding Source Amount
Budgeted
Amount
Requested
Budgeted
Y/N
Capital Improvements Fund
311-5103-467.67-23 $100,000 $138,443 Y
The proposal amount exceeding the budgeted amount is attributed to additional ravine
stabilization scope being added due to the ongoing ravine erosion. The additional required
funds of $38,443 will be utilized from savings from other design projects. Savings from the
Rockefeller / McCormick / Loch Ravine Project Design, as well as the Seminary Ravine
Improvements Project Design, are recommended to be utilized for the budget overages for
this project, as well as the Route 60 Phase II Design, and the Ahwahnee Road Area Storm
Sewer Improvements Design which are all items included within this May 2, 2022, City Council
Agenda. In total, all five items have a lump sum funded budget total of $800,000. The overall
amount requested for these five design items is $788,769.
COUNCIL ACTION: Approval of Design Engineering Services for the McLennon-Reed Bridge
Repairs Design to Wiss, Janney, Elstner Associates, Inc., and Authorize the City Manager to
Execute an Agreement in the Amount of $131,850 to Include a 5% Contingency in the Amount
of $6,593 for a Total Cost of $138,443
11. Approve the Purchase of 1,900 Tons of Road Salt from Morton Salt in the Amount of
$149,853 for the FY ‘23 Winter
STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council’s approval to participate in
Lake County’s Road Salt Bid and approve the purchase of 1,900 tons from Morton Salt in the
amount of $149,853 for the FY ‘23 winter. If the salt is not used in the upcoming winter, it will be
stored and used the following winter.
BACKGROUND/DISCUSSION: With the salt bay project completed in early May, 2015, the City is
able to store an additional 800 tons of salt. This results in a total storage capacity of 2,400 tons,
equating to 83% of the City’s average annual usage of 2,900 tons. Staff is requesting approval
15
Monday May 2, 2022, City Council Agenda
to participate in Lake County’s salt bid and purchase 1,900 tons from Morton Salt. The City
would take delivery of 400 tons this summer/fall to have the full 2,400 tons on-hand before the
winter begins. The remaining 1,500 tons would be available for purchase this upcoming winter
(if needed) or the following spring to fill the two salt bays. In case of a heavy winter, Lake
County’s bid allows for the purchase of an additional 20% of the ordered amount (380 tons).
The following chart provides a summary of the current inventory, tonnages requested for
winter 2022/2023, and a reserve for either this winter or to be purchased next spring for the FY
’24 winter. With Route 60 being a concrete road (requiring more salt) staff again included
1,000 tons in its estimate for the two State roads. If this amount is not used for the State roads, it
will simply be purchased and lessen the amount requested next year at this time. The City’s
agreement with IDOT runs through April, 2025.
Salt Tonnage On-Site at Beginning of Winter 2021/2022 2,040 tons
Salt Tonnage Used During Winter 2021/2022 -2,085 tons
Amount Delivered in February 1,345 tons
Amount Delivered in April 700 tons
Amount to be Purchased in Summer/Fall 2022 400 tons
Pre-2022/2023 Winter Inventory 2,400 tons
Tons to be Purchased During Winter 2022/2023 or 2023/2024 Reserve 1,500 tons
Total Tons Available for Winter 2022/2023 3,900 tons
PAST PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Council March 15, 2021 Salt Purchase Approved
City Council May 18, 2020 Salt Purchase Approved
City Council March 18, 2019 Salt Purchase Approved
City Council March 19, 2018 Salt Purchase Approved
City Council March 6, 2017 Salt Purchase Approved
City Council March 7, 2016 Salt Purchase Approved
City Council March 16, 2015 Salt Purchase Approved
City Council March 17, 2014 Salt Purchase Approved
BUDGET/FISCAL IMPACT: Lake County’s Department of Transportation had its bid opening
on April 12, 2022. Three companies submitted bids with Morton Salt being the lowest bid.
Has competitive pricing been obtained for proposed goods/services? YES
Funding Source Account
Budget
Amount
Requested
Budgeted
Y/N
FY ’23 or FY ‘24 General Fund –
Streets Section
Acct. #: 101-5136-465-65-11
$187,000
$149,853
Y
COUNCIL ACTIONS: Approve the Purchase of 1,900 Tons of Road Salt from Morton Salt in the
Amount of $149,853 for the FY ‘23 Winter
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Monday May 2, 2022, City Council Agenda
12. Approval to Award a Contract to Zenon Environmental Corporation to Purchase 288
Replacement Membrane Modules Included in the FY ’23 Budget, in the Amount of
$205,000 and $10,000 for On-Site Technical Support, for a Total of $215,000
STAFF CONTACT: Dan Martin, Superintendent of Public Works (847-810-3561)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff are recommending
City Council approve a contract for 288 replacement membrane modules under the FY2023
Membrane Module Replacement Project to Zenon Environmental Corporation (doing business
as Suez Water Technologies & Solutions (Suez)).
One-third of the existing membrane modules (288) have exhibited excessive fouling, reached
the end of their useful production life, and require replacement for the Water Treatment Plant
(WTP) to continue providing high-quality, sufficient drinking water. If approved by City Council
this evening, the replacement membrane modules will be delivered and operational by June
1, 2022, in preparation for the high-water demand season. The installation of replacement
modules will be accomplished utilizing in-house WTP staff along with an on-site factory service
representative from Suez. The installation of membranes will be completed one train at a time
to minimize down-time and to return each train into service in a timely manner.
BACKGROUND/DISCUSSION: The current membrane modules used to filter water from Lake
Michigan were installed in three phases during the 2017 Water Plant project. The first two trains
of modules (1 and 2) with 144 modules each, were placed into commission in January 2018. At
that time, the new system of modules supplied by Suez was required to function alongside the
previous Aquasource membrane system, which had different operating parameters and
significantly reduced capacity. The system operated like this until two additional trains, 3 and
4, were commissioned in April 2018. The remainder of the Aquasource modules and
equipment was demolished when the final two trains, 5 and 6 were placed into service in
January 2019.
As part of the procurement contract, Suez has been providing special support services to the
City for the past four years. These services have included long-term performance analysis, 24/7
emergency telephone technical support, process consulting through remote monitoring and
diagnostic services, bi-weekly performance reports, and scheduled WTP site visits. The services
and operational recommendations provided by Suez have been extremely valuable for the
WTP staff.
In June 2021, it was observed the performance of the membrane modules in trains 1 and 2
had started to drastically decline compared to the previous years. The modules would need
to be shut down and cleaned more frequently than prior years, resulting in increased
chemical use and costs above budget amounts. Staff raised the issue and requested that
both Suez and the project’s design engineering firm, Strand Associates, identify possible action
steps, and recommend operational changes to improve WTP performance. At this time, SUEZ
agreed as a backup plan to ship the modules from their manufacturing plant in Hungary to
SUEZ’s Canadian headquarters. This was done to avoid significant supply chain delays.
As requested by WTP staff, Suez performed an autopsy study, physically examining the inside
of one of the membrane modules, to understand their increased fouling. Results from the study
identified what the fouling elements were within the modules. The study also provided
17
Monday May 2, 2022, City Council Agenda
membrane cleaning strategies that could help improve the performance of the current
membrane modules and potentially extend the anticipated life of the replacement
membrane modules.
The cleaning strategies identified in the autopsy report were performed on all six membrane
module trains. Some minor improvements were observed in the performance in the
membrane modules. To measure how well the cleaning strategies actually worked, a
performance test was conducted on train 1. Unfortunately, the results of the test showed the
current modules were not able to recover enough performance loss to meet the design
capacity. The modules exhibited excessive fouling and both Suez and City staff determined
that membrane replacement was necessary on trains 1and 2.
The current membrane module performance on train 3 through 6 is generally better than 1
and 2, though the trains are following the same performance decline as 1 and 2. Therefore, it
is anticipated that the membrane module replacement will also be needed for 3 through 6
sooner than anticipated. The staff has incorporated the needed amount of capital in its
budget for FY24 and FY25.
In addition to the efforts spent to improve the performance of the current membrane
modules, staff has been working to identify options to improve membrane performance for
when the new modules will be placed into service. By improving water quality conditions
within the water plant, membrane module life could be extended, reducing the frequency of
costly membrane replacements. The following options are currently being evaluated by staff
for implementation, including:
- backwash water treatment of discharge
- pretreatment coagulant to condition solids ahead of filtration
- installation of additional membrane modules within the existing trains
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 04/27/2022
Reviewed and approved
purchasing modules from
Zenon/Suez
City Council 02/1/2016 Approved GE/Zenon/Suez as
Membrane Module Provider
BUDGET/FISCAL IMPACT:
Has City staff obtained competitive pricing for proposed goods/services? No
Administrative Directive 3-5, Section 6.1I – Existing Relationship
Suez’ proposal to supply the replacement 288 modules is $205,000 and is included in the FY ’23
water fund C.I.P. Under the City’s and Suez’ contract # 2-2015, the specification language
included pro-rated module price guarantees that reduced the purchase cost of modules by
approximately 58%. The pro-rated pricing is based on a 10-year membrane life as presented
in a 20-year total cost of ownership bid. Staff will further clarify future membrane module
replacement costs consistent with contract 2-2015.
18
Monday May 2, 2022, City Council Agenda
The remaining $10,000 will be used to have a factory service representative (FSR) be on-site to
oversee the installation and commissioning of the new membranes. Upon completion, the FSR
will certify that the installation was completed in accordance with factory standards and has
met all the requirements for warranty.
Below is the project budget:
FY2023 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Water Capital Improvement Fund
508-6003-467-6749 $215,000 $215,000 Y
COUNCIL ACTION: Approval to Award a Contract to Zenon Environmental Corporation to
Purchase 288 Replacement Membrane Modules Included in the FY ’23 Budget, in the Amount
of $205,000 and $10,000 for On-Site Technical Support, for a Total of $215,000
13. Consideration of an Ordinance Approving a Recommendation 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 recommendation from the Building Review Board is
presented to the City Council for consideration as part of the Omnibus Agenda.
BACKGROUND/DISCUSSION:
435 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: 4 - 0, approved)
The Ordinance approving the petition as recommended by the Building Review Board, with key
exhibits attached, is included in the Council packet beginning on page 39. The Ordinance,
complete with all exhibits, is 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 Ordinance approving the petition in accordance with the
Building Review Board’s recommendation.
COUNCIL ACTION: Approval of the thirteen (13) omnibus items as presented.
6. OLD BUSINESS
19
Monday May 2, 2022, City Council Agenda
1. Approval of a Recommendation from the Publics Works Committee to Award the
Architecture/Engineering Services for New Synthetic Turf Field at Deerpath
Community Park to Hitchcock Design Group in the Amount of $388,000 plus 10%
Continency in the Amount of $38,800, for a Total of $426,800
PRESENTED BY: Chuck Myers, Superintendent of Parks & Forestry, 810-3565
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff requests City
Council award of the Deerpath Community Park Architecture/Engineering Services for New
Synthetic Turf Field to Hitchcock Design Group in the amount of $388,000 plus 10% continency
in the amount of $38,800, for a total of $426,800.
BACKGROUND/DISCUSSION: In 2019, the Friends of Lake Forest Parks and Recreation
Foundation provided funding to support a community-wide effort to develop a
Comprehensive Parks Master Plan. Based on community input gathered through surveys,
stakeholder meetings, and individual interviews, the updated plan, which was endorsed by
the Parks and Recreation Board and accepted by the City Council, identified community
priorities related to parks and recreation facilities of all kinds. One of the top priorities identified
was to develop an athletic field complex with artificial turf to improve playability of the fields
and increase opportunities for local youth, particularly given the increasing frequency of
significant rainfall events. The Parks and Recreation Board and City staff have taken various
steps to conduct thorough due diligence around this priority and have made significant efforts
to seek public input, respond to questions, conduct research and consider options.
Following the public review process, on March 15, 2022, the Parks and Recreation Board
concluded that reconstruction of the athletic fields at Deerpath Park with a synthetic turf
playing surface is the approach that best responds to the priority identified in the
Comprehensive Parks Master Plan to provide improved athletic fields. It was also the option
that best aligns with the aggregate community priorities as identified by residents though the
City’s robust public engagement processes. Synthetic turf fields will maximize playability,
significantly reduce cancellation of practices, provide a consistent revenue stream, and will
incorporate the benefits of environmentally sustainable features.
On April 4, 2022, City Council voted 5-3 in support of improvements to the athletic fields at
Deerpath Park with artificial turf fields and approved the request for authorization for the City
Manager to conduct a Request for Proposals (RFP hereafter) process to implement the
recommendation. Professional architecture/engineering services are now needed and will
include project design, site lay-out, development of construction documents, procurement of
all the necessary permits, bid process support, and an estimate of project costs.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 04/27/22 Reviewed and Unanimously Approved
City Council 04/04/22
Approval to proceed with requests for
proposals for the design of a synthetic
turf athletic field at Deerpath Park
20
Monday May 2, 2022, City Council Agenda
Parks & Recreation Board 03/15/22
Recommend City Council approval to
proceed with requests for proposals for
the design of synthetic turf athletic
fields at Deerpath Park
Community Engagement Fall 2021 -
Spring 2022
City conducted surveys and
community input sessions
City Council Workshop 07/12/21 High level review of improvement
options for Deerpath Park
BUDGET/FISCAL IMPACT: Funding for an engineering and design study for athletic field
improvements is identified in the FY2023 Capital Improvement Plan. On April 7, 2022, City staff
solicited an RFP from professional architectural and engineering firms to perform these design
services. Nine firms acquired the RFP package and two submitted proposals. A staff
committee was established to evaluate the proposals received and to interview qualified
firms.
Has competitive pricing been obtained for proposed goods/services? Yes
Recommended Bidder/Proposer is BOLDED
Company Name Dollar Amount Bid
Hitchcock Design Group $388,000
Gewalt Hamilton Associates $526,000
Based on an extensive evaluation of the proposals and interviews by the committee, staff is
recommending Hitchcock Design Group perform the Architecture/Engineering Services for
new synthetic turf field at Deerpath Community Park. Reference checks have been
completed and all were very satisfied with the services provided. The comments received
were all positive and included remarks about Hitchcock’s attention to thoroughness, detail,
excellent follow-up, and very attentive to deadlines.
Hitchcock Design Group is a landscape planning firm and landscape architecture firm that
has specialized expertise in recreation planning and design. Hitchcock has partnered with the
City on a number of projects in recent years, the most relevant to this project being the
development of Strategic Master Plan entitled Chart Our Future and the follow-up on Athletic
Field Assessment. They were also the designer for the South Park improvement project.
To complete the design work, Hitchcock has compiled a team of professional firms to meet
the specialized technical challenges of the park. Primera Engineers adds specialized
engineering and permitting expertise for complex synthetic turf, stormwater, and utility systems.
Hey & Associates adds renowned expertise developing green infrastructure and water
resources solutions on difficult sites along with navigating the Lake County and State
regulatory requirements. Robert Juris & Associates Architects adds functional, attractive, and
durable park support for building design. Midland Standard Engineering & Testing and
Vanderstappen Land Surveying add professional data collection, and Halloran & Yauch add
irrigation expertise. W.B. Olson Construction Management will add valuable pre-construction
services focused on cost and schedule control. W.B. Olson’s services do not include any
construction oversight, this is for planning and decision-making purposes during the design
phase only. City staff will evaluate the options for construction oversite, which may include
construction/project manager services, and return to City Council with a request at a future
21
Monday May 2, 2022, City Council Agenda
meeting. Hitchcock has extensive experience with each of these firms and has significant trust
and confidence in this team. The City’s staff evaluation committee believes this to be the
case as well.
Below is an estimated summary of Project budget:
FY2023 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
311-8003-476.76-14
Capital Fund $464,000 $426,800 Y
COUNCIL ACTION: Approval of a Recommendation from the Publics Works Committee to
Award the Architecture/Engineering Services for New Synthetic Turf Field at Deerpath
Community Park to Hitchcock Design Group in the Amount of $388,000 plus 10% Continency in
the Amount of $38,800, for a Total of $426,800
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 23 of this packet.
Office of the City Manager April 27, 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.
22
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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.
23
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References (Optional):
Please state brie y why you are volunteering to serve The City of Lake Forest:
Please list any interests or activities that could lead to, or BE PERCEIVED as, a con ict of interest if you
become a candidate or appointee.:
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First Name
Last Name:
E-mail:
Title:
Organization:
Address
Address Line 2:
City
State:
Zip:
Mobile Phone:
Home Phone:
Notes:
Ward:
Precinct:
US Citizen
Registered Voter:
Lake Forest Resident since(YYYY)
Business Name:
Type of Business:
Business Phone:
Position:
Date of Birth (Optional):
Education:
Spouse's Name:
Children's Birth Years:
Contact Info
Resident Data/Stats
Mayor
Alderman:
#67 School Board:
#115 School Board:
Caucus Committee:
Audit Committee
Board of Fire & Police Commissioners:
Building Review Board (BRB)
Cemetery Commission:
Committee Representing Our Young Adults (CROYA):
Construction Codes Commission:
Elawa Farm Commission:
Fireman's Pension Fund - Board of Trustees:
Gorton Community Center Board of Directors:
Historic Preservation Commission
Legal Committee:
Library Board
Park & Recreation Board:
Planning Commission Labels:
Police Pension Fund - Board of Trustees:
Senior Resources Commission:
Zoning Board of Appeals (ZBA)
Other Positions:
Interest in Community Positions
Other Considerations
Please list any regular commitments or travel that would interfere with your attendance at scheduled
meetings:
Please list any current or previous community service activites, interests, directorships, etc. -- public or
private. For each activity please indicate years served and positions held:
Please list other activities, specialized skills, knowledge, or professional experience that would contribute
to your e ectiveness in the position(s) for which you are applying or expressing possible future interest:
References (Optional):
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Please list any interests or activities that could lead to, or BE PERCEIVED as, a con ict of interest if you
become a candidate or appointee
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First Name
Last Name:
E-mail:
Title:
Organization:
Address
Address Line 2:
City
State:
Zip:
Mobile Phone:
Home Phone:
Notes:
Ward:
Precinct:
US Citizen
Registered Voter:
Lake Forest Resident since(YYYY)
Business Name:
Type of Business:
Business Phone:
Position:
Date of Birth (Optional)
Education:
Spouse's Name:
Children's Birth Years:
Contact Info
Resident Data/Stats
Mayor
Alderman:
#67 School Board:
#115 School Board:
Caucus Committee:
Audit Committee
Board of Fire & Police Commissioners:
Building Review Board (BRB)
Cemetery Commission:
Committee Representing Our Young Adults (CROYA):
Construction Codes Commission:
Elawa Farm Commission:
Fireman's Pension Fund - Board of Trustees:
Gorton Community Center Board of Directors:
Historic Preservation Commission:
Legal Committee:
Library Board:
Park & Recreation Board
Planning Commission Labels:
Police Pension Fund Board of Trustees
Senior Resources Commission:
Zoning Board of Appeals (ZBA):
Other Positions:
Interest in Community Positions
Other Considerations
Please list any regular commitments or travel that would interfere with your attendance at scheduled
meetings
Please list any current or previous community service activites, interests, directorships, etc. -- public or
private. For each activity please indicate years served and positions held:
Please list other activities, specialized skills, knowledge, or professional experience that would contribute
to your e ectiveness in the position(s) for which you are applying or expressing possible future interest:
References (Optional):
Please state brie y why you are volunteering to serve The City of Lake Forest:28
Volunteer List | Lake Forest Caucus
https://www.lakeforestcaucus.com/profile/list/user/4664/2/2
Please list any interests or activities that could lead to, or BE PERCEIVED as, a con ict of interest if you
become a candidate or appointee.:
29
The City of Lake Forest
CITY COUNCIL MEETING
Proceedings of the Monday, April 18, 2022
City Council Meeting - City Council Chambers
220 E Deerpath
CALL TO ORDER AND ROLL CALL: The City Clerk asked for a motion to appoint Alderman Morris as Mayor
Pro Tem. Alderman Rummel made a motion to appoint Alderman Morris as Mayor Pro Tem, seconded by
Alderman Preschlack. Motion carried unanimously by voice vote. Mayor Pro Tem Morris called the meeting
to order at 7:15pm
Present: Alderman Morris, Alderman Karras, Alderman Rummel, Alderman Notz, Alderman Preschlack,
Alderman Goshgarian, Alderman Buschmann and Alderman Weber.
Absent: Honorable Mayor Pandaleon
CALL TO ORDER AND ROLL CALL
PLEDGE OF ALLEGIANCE was recited.
REPORTS OF CITY OFFICERS
COMMENTS BY MAYOR
A. Approval of a Resolution of Appreciation for retiring employee Friedrich Hoeft
Mayor Pro Tem Morris read the Resolution of Appreciation for retiring employee Friedrich Hoeft.
COUNCIL ACTION: Approve the Resolution of Appreciation for retiring employee Friedrich Hoeft
Alderman Buschmann made a motion to Approve the Resolution of Appreciation for Retiring employee
Friedrich Hoeft, seconded by Alderman Morris. The following voted “Aye”: Alderman Morris, Karras,
Rummel, Notz, Preschlack, Goshgarian, Buschmann and Weber. The following voted “Nay”: None. 8-Ayes, 0
Nays, motion carried.
B. Approval of a Resolution of Appreciation for Joanna Rolek, Executive Director at Lake
Forest Lake Bluff Chamber of Commerce
Mayor Pro Tem Morris read the Resolution of Appreciation for Joanna Rolek, Executive Director at Lake
Forest Lake Bluff Chamber of Commerce.
Ms. Rolek thanked the members of the City Council for all their help and collaboration to support the local
businesses in Lake Forest.
COUNCIL ACTION: Approve a Resolution of Appreciation for Joanna Rolek, Executive Director at Lake
Forest Lake Bluff Chamber of Commerce
Alderman Weber made a motion to Approve the Resolution of Appreciation for Joanna Rolek, Executive
Director at Lake Forest Lake Bluff Chamber of Commerce, seconded by Alderman Buschmann. The following
voted “Aye”: Alderman Morris, Karras, Rummel, Notz, Preschlack, Goshgarian, Buschmann and Weber. The
following voted “Nay”: None. 8-Ayes, 0 Nays, motion carried.
30
Proceedings of the Monday, April 18, 2022
Regular City Council Meeting
A. Approval of an Arbor Day Proclamation
Mayor Pro Tem Morris read the Arbor Day Proclamation.
COUNCIL ACTION: Approve the Arbor Day Proclamation
Alderman Rummel made a motion to Approve the Arbor Day Proclamation, seconded by Alderman Karras.
The following voted “Aye”: Alderman Morris, Karras, Rummel, Notz, Preschlack, Goshgarian, Buschmann
and Weber. The following voted “Nay”: None. 8-Ayes, 0 Nays, motion carried.
B. 2022-2023 Board and Commission Appointments and Reappointment’s
PARKS & RECREATION BOARD
NAME OF MEMBER APPOINT/REAPPOINT WARD
Mark Gorman APPOINT 4
COUNCIL ACTION: Approve the Mayor’s 2022-2023 Board and Commission Appointments and
Reappointment’s
Alderman Weber made a motion to Approve the Mayor’s 2022-2023 Board and Commission Appointments
and Reappointment’s, seconded by Alderman Notz. The following voted “Aye”: Alderman Morris, Karras,
Rummel, Notz, Preschlack, Goshgarian, Buschmann and Weber. The following voted “Nay”: None. 8-Ayes, 0
Nays, motion carried.
COMMENTS BY CITY MANAGER
A. Municipal Electrical Aggregation Update
- Layla Werner, Management Analyst
Assistant City Manager, Mike Strong, introduced Management Analyst, Layla Werner to provide an update
regarding the Municipal Electrical Aggregation program. Mr. Strong provided a brief background explaining
new households being enrolled in the program
Ms. Werner provided a brief timeline of the Municipal Aggregation Program including when this was
discussed by the City Council. In addition to the timeline, Ms. Werner displayed the two updated letters that
will be sent to residents to enroll them in the Municipal Aggregation Program, or to notify them of the
change back to ComEd service. She further explained the various communications platforms that will be
used to notify residents of the updated letters sent to households.
The City Council asked clarifying questions including the difference between Community Solar and Municipal
Aggregation, communication methods, and the grant funding provided to the City.
OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
COMMITTEE REPORTS
FINANCE COMMITTEE
31
Proceedings of the Monday, April 18, 2022
Regular City Council Meeting
1. Approval of the Comprehensive Fiscal Plan for FY2023
Alderman Morris made comments regarding the budget process, and all of the items that are included in
the Comprehensive Fiscal Plan for FY2023. Additionally, he noted the strong financial health of the City
while still maintaining a high level of service for the residents of the community.
Finance Director, Elizabeth Holleb, provided additional information regarding the Comprehensive Fiscal plan
for FY2023. She explained that the document has been available on the website for the past week, and that
minor revision were made after the March 14th budget workshop, however, all items for approval in the
Fiscal Plan were discussed earlier during the Finance Committee. Ms. Holleb provided a summary of the
document including integration with the strategic plan, long term planning, the general fund, overall
revenue and expenses, the capital fund and service listings, which were a new addition to the budget this
fiscal year.
The City Council had discussion regarding public comments or feedback provided to staff regarding the
budget.
Finance Director Holleb stated that there were no public comments regarding the budget document.
The City Council had additional discussion regarding the income tax rates, and personnel vacancies.
COUNCIL ACTION: Approval of the Comprehensive Fiscal Plan for Fiscal Year 2023
Alderman Preschlack made a motion to Approve the Comprehensive Fiscal Plan for FY2023, seconded by
Alderman Karras. The following voted “Aye”: Alderman Morris, Karras, Rummel, Notz, Preschlack,
Goshgarian, Buschmann and Weber. The following voted “Nay”: None. 8-Ayes, 0 Nays, motion carried.
2. Annual Vendor Approval
Finance Director Elizabeth Holleb reported on the annual vendors list that the City has contracts with and
that a full list was available to the Council.
COUNCIL ACTION: Approval of the attached list of vendors for Fiscal Year 2023
Alderman Notz made a motion to Approve the attached list of vendors for Fiscal Year 2023, seconded by
Alderman Preschlack. The following voted “Aye”: Alderman Morris, Karras, Rummel, Notz, Preschlack,
Goshgarian, Buschmann and Weber. The following voted “Nay”: None. 8-Ayes, 0 Nays, motion carried.
3. Consideration of an Ordinance making a Supplemental Appropriation for the Fiscal Year
Beginning May 1, 2021 and Ending April 30, 2022 (First Reading, and if Desired by the City
Council, Final Approval)
Finance Director Elizabeth Holleb reported that this was one supplemental appropriation due to one fund
exceeding its annual appropriation allotment. Ms. Holleb explained this appropriation would be for the
Waukegan and Everett intersection project adding $150,000 to the Motor Fuel Tax Fund.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final
approval of the Ordinance making a supplemental appropriation for the fiscal year beginning May 1, 2021
and ending April 30, 2022
Alderman Preschlack made a motion to waive first reading and grant final approval of the Ordinance making
a supplemental appropriation for the fiscal year beginning May 1, 2021 and ending April 30, 2022, seconded
32
Proceedings of the Monday, April 18, 2022
Regular City Council Meeting
by Alderman Weber. The following voted “Aye”: Alderman Morris, Karras, Rummel, Notz, Preschlack,
Goshgarian, Buschmann and Weber. The following voted “Nay”: None. 8-Ayes, 0 Nays, motion carried.
ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of April 4, 2022, City Council Meeting Minutes
2. Consideration of a Request to Waive the Fidelity Bond Requirement in Connection with the
Women’s Board of Northwestern Lake Forest Hospital Holding a Raffle in The City of Lake
Forest. (Approval by Motion)
3. Approval of a Twelve (12) Month Renewal Agreement with XO Communications for SIP
Telecommunication Services at an Estimated Expense of $30,500
4. Award a One-Year Professional Services Agreement for the City Engineering Services to
Gewalt Hamilton Associates, Inc., to Include Authority to Provide Permit Reviews when the
Full Cost is Reimbursable by the Developer or Property Owner, and Authorize the City
Manager to Execute an Agreement with Two Additional One-Year Optional Renewals
5. Award proposal from Northern Divers USA to purchase and install 3 new pumps for the
Spruce and Sheridan Sanitary Sewer Lift Station for the Sum of $94,725 Plus a 5%
Contingency of $4,750 for a Total of $99,475.
6. Consideration of a Request from the School of St. Mary for a Waiver of City Fees Assessed to
Support an Upcoming Special Event. (Approval by Motion)
7. Consideration of a Recommendation from the Plan Commission in Support of a Special Use
Permit for “Duffer’s”, a New Restaurant Proposed in Westwood Center, 950 N. Western
Avenue. (If desired by the Council, Waive First Reading and Grant Final Approval of the
Ordinance.)
COUNCIL ACTION: Approval of the seven (7) Omnibus items as presented
Mayor Pro Tem Morris 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 Preschlack made a motion to approve the seven
(7) Omnibus items as presented, seconded by Alderman Weber. The following voted “Aye”: Alderman
Morris, Karras, Rummel, Notz, Preschlack, Goshgarian, Buschmann and Weber. The following voted “Nay”:
None. 8-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
33
Proceedings of the Monday, April 18, 2022
Regular City Council Meeting
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION/COMMENTS BY COUNCIL MEMBERS
Alderman Rummel notified the City Council of the various events taking place during Earth Month. She
provided information of the events that took place prior to the meeting and stated that information
regarding future events this month are available on the City’s website.
Alderman Preschlack congratulated Management Analyst, Layla Werner, for the work she conducted during
her three years with the City, as she accepted a new job opportunity.
Alderman Weber notified the City Council of the St. Mary’s 5k walk and 1 mile walk on Saturday, April 23rd.
ADJOURNMENT
There being no further business Mayor Pandaleon asked for a motion. Alderman Preschlack made a motion
to adjourn, seconded by Alderman Goshgarian. Motion carried unanimously by voice vote at 8:32 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.
34
35
655 Rockland Road • Suite 20I • Lake Bluff. IL 60044• wrightbenefit.com• 847.996.6900 Ph • 847.235.2758 fax
Scope of Services for The City of Lake Forest
May 1, 2022, to April 30, 2023
The following summary of services will update our fee and service agreement for The City of Lake
Forest effective May 1, 2022. The fees and commissions are updated to reflect estimated
commissions for 2022 (May 1, 2022, to April 30, 2023).
We are prepared to provide our integrated services as outlined in the Service Agreement for these
areas of the clients benefit and risk management programs:
1. Group Life Plans, Medical and Dental Plans
2. Personal Health Care Benefit Advisory Services
3. Voluntary Benefit Programs
4. Disability/Paid Time Off Programs
5. Executive Benefit Plans
6. Business Life and Annuity applications
7. Defined Contribution Retirement Plans
8. Management/Council Advisory Committees
9. Benefit/Wellness Committee
10. Legislative consulting
11. Labor negotiation assistance
12. Risk Management Program Consulting
Our services are delivered to meet your needs as required by your organization. Our services will
be based on the following approach, which can be modified as needed:
1. Review and update Operating Plans for our engagement
2. Meet with key management staff regularly to address needs and decision parameters
related to strategy
3. Review and recommend strategies to comply with applicable benefit requirements,
including long term forecasting
4. Provide annual review and report on benefit plans under management
5. Maintain schedule of working meetings with staff members to support plans
6. Develop and present plan reviews at committee meetings
7. Develop and communicate renewal summaries, Request for Proposal outcomes, bid
analyses and results of other work, as needed
8. Present results of research, studies and project work as needed
9. Provide compliance support services for Regulatory reform, including outsourcing as
needed
We will perform these services on a coordinated and efficient schedule, which anticipates the needs
of your business. We will continually revise our plans as needed to meet your changing needs.
36
655 Rockland Road • Suite 20I • Lake Bluff. IL 60044• wrightbenefit.com• 847.996.6900 Ph • 847.235.2758 fax
Compensation for Services
We base our fees on the estimated work involved in your engagement with us and include
commissions and/or service allowances authorized by the Client. We do not accept any other
compensation that is not authorized by a client.
Our services are based on the following fee arrangement:
1. Total Fees, Special Projects and Commissions Estimate: $ 117,893
2. Commissions from Insurance Contracts 10% Life Insurance
9% Stop Loss
10% Transplant
$1.50 per employee Asset Health
7.5%/4% Retiree Medical
• Asset Health Wellness Total $ 4,842
• Benistar Retiree Insurance Total $ 6,936
• Total Life Commission $ 9,017
• Total Stop Loss Commission $ 65,336
• Total Transplant Commission $ 3,012
Total Estimated Commissions $ 89,143
3. WBS Fee
• Annual Group Benefit Consulting Fee $ 22,500
• Project Fees for Legislative, IRMA Risk 6,250
Our firm does not accept special payments, commission overrides, or other special compensation
related to insurance and consulting agreements. All fees paid to us out of client payments, are
disclosed annually and taken into consideration in setting our compensation. Wright Benefit
Strategies does not receive any special payments related to The City of Lake Forest benefit or risk
management programs.
37
655 Rockland Road • Suite 20I • Lake Bluff. IL 60044• wrightbenefit.com• 847.996.6900 Ph • 847.235.2758 fax
Time Period of Services and Agreement Effective May 1, 2022
Our services are to be performed on an annual basis effective the date acceptance of fee agreement.
Effective May 2020, and thereafter, this agreement shall be automatically extended for successive
one (1) year periods unless modified or cancelled for any reason with ninety days’ notice to either
party. Our services may be cancelled for any reason with ninety days’ notice to either party.
Should the scope of services change for any reason, the client and Wright Benefit Strategies agree
to modify the scope, fees, and duration of the agreement as needed.
Payment in the event of cancellation: The client and Wright Benefit Strategies understand that the
fee agreement is based on annual fees. In the event of termination, the client agrees pay any
outstanding portion of the annual fee, plus a portion of fees not currently due to cover costs for
services performed through the termination date. In no event will this amount exceed the annual
fee amount.
In the absence of a newly executed fee agreement, this agreement will continue unless modified
by mutual consent.
Proposal Acceptance
4/1/2022
The City of Lake Forest
Authorized Signature
Date Wright Benefit Strategies
Authorized Signature
Date
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