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CITY COUNCIL 10/03/2022 SPECIAL MEETING OF THE CITY COUNCIL START TIME 5:00pm THE CITY OF LAKE FOREST CITY COUNCIL AGENDA Monday, October 3, 2022 220 E. Deerpath, Lake Forest, IL 60045 CALL TO ORDER AND ROLL CALL 1. EXECUTIVE SESSION pursuant to 5ILCS120/2(c), 11 The City Council will be discussing pending litigation Adjournment into Executive Session Reconvene into Regular Session NOTE: The City Council will recess until 6:30 pm THE CITY OF LAKE FOREST CITY COUNCIL AGENDA Monday, October 3, 2022, 6:30pm 220 E. Deerpath, Lake Forest, IL 60045 Honorable Mayor, George Pandaleon James E. Morris, Alderman First Ward Jim Preschlack, Alderman Third Ward Nancy P. Novit, 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 CALL TO ORDER AND ROLL CALL 6:30pm PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 1. COMMENTS BY MAYOR A. Resolution of Appreciation for Lake Forest Day Foundation President, Art Wood A copy of the resolution can be found on page 7 COUNCIL ACTION: Approve the Resolution of Appreciation for Lake Forest Day Foundation President, Art Wood 1 SPECIAL- Monday, October 3, 2022, City Council Agenda B. Resolution of Appreciation Recognizing Emeritus Status of Jack Preschlack related to the Lake Forest Day Foundation A copy of the resolution can be found on page 8 COUNCIL ACTION: Resolution of Appreciation Recognizing Emeritus Status of Jack Preschlack related to the Lake Forest Day Foundation 2. COMMENTS BY CITY MANAGER A. Award of Excellence in Marketing Tools for Government Service Delivery - Jim Shaw, Director of Innovation and Technology and Dana Olson, Communications Manager 3. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL 4. COMMITTEE REPORTS 5. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of September 6, 2022, City Council Meeting Minutes A copy of the minutes can be found beginning on page 9. COUNCIL ACTION: Approval of September 6, 2022, City Council Meeting Minutes 2. Approval of the Check Register for the Period of August 27 – September 23, 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. 2 SPECIAL- Monday, October 3, 2022, City Council Agenda 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 subtotal denoted “All other Funds” includes $368,544 in medical/dental claims. COUNCIL ACTION: Approval of the Check Register for the Period of August 27 – September 23, 2022. 3. Consideration of a Request to Waive the Fidelity Bond Requirement in Connection with Holding a Raffle in the City of Lake Forest for The Women's Board of Northwestern Lake Forest Hospital and Northwestern Medicine Lake Forest Hospital (Approval by Motion) STAFF CONTACT: Margaret Boyer, City Clerk (847.810.3674) PURPOSE AND ACTION REQUESTED: Staff requests City Council consideration of waiving the fidelity bond requirement in connection with a proposed raffle from The Women's Board of Northwestern Lake Forest Hospital and Northwestern Medicine Lake Forest Hospital. BACKGROUND: In January 2020 the City Council approved an Ordinance Amending Chapter 110, titled “Licenses and Miscellaneous” related to Raffles, to align these sections with recent State of Illinois Legislation. Section 110.0149, J, allows the raffle manager designated by the organization to seek a waiver of the bond requirement from the City Council. At this time The Women's Board of Northwestern Lake Forest Hospital and Northwestern Medicine Lake Forest Hospital are requesting a waiver of the bond requirement and has submitted a request. A copy of the requests can be found beginning on page 13 Fund Invoice Payroll Total 101 General 614,103 1,679,493 2,293,597 501 Water & Sewer 119,803 196,553 316,356 220 Parks & Recreation 192,576 470,743 663,318 311 Capital Improvements 1,026,521 1,026,521 202 Motor Fuel Tax 5,791 5,791 230 Cemetery 20,693 40,807 61,499 210 Senior Resources 12,043 29,852 41,895 510 Deerpath Golf Course 14,493 3,038 17,531 601 Fleet 82,637 62,794 145,431 416 - 433 Debt Funds 475 475 248 Housing Trust 0 201 Park & Public Land 1,996 1,996 All other Funds 509,962 182,236 692,198 $2,601,093 $2,665,516 $5,266,609 Check Register for August 27- September 23, 2022 3 SPECIAL- Monday, October 3, 2022, City Council Agenda BUDGET/FISCAL IMPACT: N/A COUNCIL ACTION: Consideration of a Request to Waive the Fidelity Bond Requirement in Connection with Holding a Raffle in the City of Lake Forest for The Women's Board of Northwestern Lake Forest Hospital and Northwestern Medicine Lake Forest Hospital. (Approval by Motion) 4. 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: 1150 Highland Avenue – The Building Review Board recommended approval of a new single family residence on a vacant lot. Two neighbors presented testimony raising concerns about the proximity of the proposed driveway to the property line, tree removal, and the potential for off site drainage impacts. The plan was modified to shift the driveway away from the property line and the Board acknowledged that as a vacant buildable lot, the proposed tree removal is necessary. The City Engineer visited the site, met with neighbors and will take into account the concerns raised in reviewing the drainage and grading plans submitted for permit. (Board vote 6-0, approved) 172 N. Ridge Road – The Building Review Board recommended approval of a partial demolition, a large rear addition, reconfiguration of the roof to increase the overall height, relocation of the driveway, and construction of a new garage. No public testimony was presented on this petition. (Board vote 6-0, approved) Amberley Woods Courtyard Homes – The Building Review Board recommended approval of an additional design option to the previously approved Courtyard Homes in the Amberley Woods development. The design modifications include minor changes to the building footprint and roof massing, adjustments to the window sizes and proportions, and refinement of some of the architectural detailing. No public testimony was presented on this petition. (Board vote: 6-0, approved) 780 N. Western Avenue – The Building Review Board recommended approval of an updated exterior lighting plan for the Bank of America. No testimony was presented on this petition. (Board vote 6-0, approved) Ordinances approving the petitions as recommended by the Building Review Board, with key exhibits attached, are included in the Council packet beginning on page 15. 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. 4 SPECIAL- Monday, October 3, 2022, City Council Agenda COUNCIL ACTION: Approval of the four (4) omnibus items as presented. 6. OLD BUSINESS 7. NEW BUSINESS 8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS 1. EXECUTIVE SESSION pursuant to 5 ILCS 120/2 (c), (1), The City Council will be discussing personnel. Adjournment into Executive Session Reconvene into Regular Session 9. ADJOURNMENT A copy of the Decision Making Parameters is included beginning on page 6 of this packet. Office of the City Manager September 28, 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. 5 ^Qtu^^ C^'NA<WA£BT-<^ ^.Scie^^t^wS^'X. §.. ^..,,.e-..^ f-l&ff"^ 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. 6 7 (3yy NA^URAe BT ^,/g7 SCIEI»TIAS AMO?- '^*^e?a-?^-5|l'%S®SN^'^m^'RESOLUTION.to^^'andWHEREAS, Lake Forest Resident Jack Preschlack has lived in the City of Lake Forest for 45 years,WHEREAS, Lake Forest Day Foundation was founded by Art Wood, Jack Preschlack, WillardBunn, Howard Adams, Bud Turner and David Nash from the American Legion, and early supporters theStuart, McKenzie, and other Lake Forest families in 2007, all civic leaders in their own right, as LakeForest Day was approaching its one hundred year anniversary; andWHEREAS, Lake Forest Day Foundation's mission then and now is to safeguard and ensure thatLake Forest Day celebrations will occur well into the future, and that the American Legion who sotirelessly run Lake Forest Day for the community, have the support and financial means necessary tocontinue this important and valued community event; andWHEREAS, Jack Preschlack stepped up early in its founding to be the Foundation's ChiefFundraiser, calling all of his friends in the community to reinforce the vital mission of The Lake ForestDay Foundation and help secure Lake Forest Day for the future, with initial fund raising effortsculminating in an epic black tie celebration at Lake Forest Beach, celebrating the one hundredthanniversary of Lake Forest Day, with hundred's of Lake Foresters and Gary Sinise's, the Lieutenant DanBand playing to a full house; andWHEREAS, through the decades. Lake Forest Day Foundation has continued to uphold thetradition of Lake Forest Day; andWHEREAS, Lake Forest Day Foundation is a true community partner, annually supporting theAmerican Legion with Lake Forest Day Celebrations; andNOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OFLAKE FOREST that the Council, on behalf of the entire community hereby expresses its sincereappreciation and gratitude to The Lake Forest Day Foundation and Founding Member, Jack Preschlackfor a public service faithfully performed; andBE IT FURTHER RESOLVED that the City Clerk be and hereby is instructed to deliver a copy of thisresolution duly signed by the Mayor to The Lake Forest Day Foundation on this 3rd day of October 2022.George A. Pandaleon, Mayor8 The City of Lake Forest CITY COUNCIL MEETING Proceedings of the Special, Tuesday, September 6, 2022 City Council Meeting - City Council Chambers 220 E Deerpath, Lake Forest, IL 60045 CALL TO ORDER AND ROLL CALL Mayor Pandaleon called the meeting to order at 5:00p.m, and City Clerk Margaret Boyer called the roll of Council members Present: Alderman Morris, Alderman Novit, Alderman Rummel, Alderman Notz, Alderman Preschlack, Alderman Goshgarian, Alderman Buschmann, and Alderman Weber. Absent: None. Alderman Rummel made a motion to adjourn into executive session pursuant to 5ILCS120/2(c), 11 The City Council will be discussing pending litigation, seconded by Alderman Goshgarian. The following voted “Aye”: Alderman Morris, Novit, Rummel, Notz, Preschlack, Goshgarian, Buschmann and Weber. The following voted “Nay”: None. 8-Ayes, 0 Nays, motion carried 1. EXECUTIVE SESSION pursuant to 5ILCS120/2(c), 11 The City Council will be discussing pending litigation Adjournment into Executive Session at 5:03p.m. Reconvene into Regular Session at 6:08 p.m. Note: the City Council recessed until 6:30 pm CALL TO ORDER AND ROLL CALL: Honorable Mayor Pandaleon reconvened the meeting to order at 6:30pm, and the Deputy City Clerk Joyce Reda called the roll of Council members. Present: Alderman Morris, Alderman Novit, Alderman Rummel, Alderman Notz, Alderman Preschlack, Alderman Goshgarian, Alderman Buschmann, and Weber. Absent: None CALL TO ORDER AND ROLL CALL PLEDGE OF ALLEGIANCE was recited. REPORTS OF CITY OFFICERS COMMENTS BY MAYOR Mayor Pandaleon shared the sad news of the passing of Carl Nagel and Sue Dixon, and extended the City Councils heartfelt sympathies to the families on behalf of the City of Lake Forest. COMMENTS BY CITY MANAGER A. Community Spotlight 9 Proceedings of the SPECIAL, Tuesday, September 6, 2022 City Council Meeting - Lake Forest Open Lands Association - Ryan London, President City Manager Jason Wicha introduced Ryan London, President of the Lake Forest Open Lands Association. Mr. London presented a slideshow highlighting 25 years of internship classes, training over 160 future conservation leaders, 68,000 students, and preserving over 900 acres of land. He gave an overview of upcoming events including Bagpipes and Bonfire on September 25, the Fall Tree sale on October 29, weekly guided hikes, bird watching lessons, monthly conservation cocktail meetings, and Native Voices, a yearlong program starting in 2023 aimed at celebrating the culture and heritage of Native Americans. Mr. London finalized with a QR code for social media and updates, which are also all available on their website. The City Council thanked Mr. London and the organization for the work they continue to put into preservation and the engagement of the public on nature. B. Forest Park Beach Restoration Project -Chuck Myers, Superintendent Cemetery, Parks & Forestry City Manager Jason Wicha introduced Chuck Myers, Superintendent of Parks and Forestry, to give a brief update on the omnibus request item related to the Forest Park Beach Restoration Project. He reported that the project expects to begin in October with a permit approval. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL COMMITTEE REPORTS ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of August 1, 2022, City Council Meeting Minutes 2. Approval of the Check Register for the Period of July 23 – August 26, 2022 3. Approval of an 18-month Contract Extension with Lake Forest Bank and Trust for Banking Services 4. Consideration of a Request to Waive the Fidelity Bond Requirement in Connection with Holding a Raffle in the City of Lake Forest for the Lake Forest/Lake Bluff Chamber of Commerce (Approval by Motion) 5. Approve the purchase of complete “System” that includes Body Worn Cameras (BWC), Squad Car Mobile Video System (MVS), Taser 7 tasers and a Cloud Based Digital Evidence Management Software (DEMS) included in the FY2023 Capital Equipment Budget, from the National Sourcewell low bidder Axon, in the Amount of $120,395.00. 6. Award of Contract for Bulk Purchase of Mobil Diesel Efficient Fuel to the Suburban Purchasing Cooperative’s Low Bidder, Al Warren Oil Co., Inc. 7. Approval of Resolution Committing Local Funds for the 2022 Illinois Transportation Enhancement Program for The Deerpath Streetscape Project Grant Application and the Authorization of the City Manager to Execute Related Grant Application Documents 8. Approval of a Public Works Committee Recommendation of an Award of Bid to Bruce Brugioni Construction Co. for the Elawa & City Hall Tuck Pointing and Elawa Garden Wall Repair Project 10 Proceedings of the SPECIAL, Tuesday, September 6, 2022 City Council Meeting in the Amount of $115,279 to include a 10% Contingency in the Amount of $11,600 for a Grand Total of $126,879 9. Consideration of a Resolution of Authorization for an OSLAD Grant Program project at South Park. 10. Approval of a Recommendation from the Public Works Committee to Award a Contract to John Keno & Company for the Forest Park Beach Restoration Project, in the Amount of $258,363 plus 4% Contingency in the Amount of $10,000, for a Total of $268,363 11. Consideration of Requests for Waivers of City Fees Relating to Supporting Special Events Organized by the School of St. Mary Parent Association and the Deer Path Art League. (Approval by Motion) COUNCIL ACTION: Approval of the eleven (11) omnibus items as presented. Mayor Pandaleon asked members of the Council if they would like to remove any item or take it separately. The City Council had discussion on item # 5. 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 Weber a motion to approve the ten (10) Omnibus items as presented, seconded by Alderman Notz. The following voted “Aye”: Alderman Morris, Novit, 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 1. Status Report on the Development and Discussions to Date on the Design Options for Synthetic Turf Fields at Deerpath Community Park (Council Direction is Requested) COUNCIL ACTION: Provide direction in support of continuing design development for synthetic turf fields at Deerpath Community Park consistent with the following recommendations as endorsed by the City Manager’s Advisory Group. (No Action Requested – Informal Direction Only) 1. Finalize the field design based on a 9.5-acre synthetic turf configuration. 2. Direct staff to select turf field material options based on evaluation criteria of player safety, playability, maintenance demands, durability, and environmental sensitivity. 3. Continue to develop the Conceptual Vision Plan to provide a framework for future Council decisions. 11 Proceedings of the SPECIAL, Tuesday, September 6, 2022 City Council Meeting Superintendent of Parks and Forestry, Mr. Chuck Myers, began a presentation regarding a status update for the Deerpath Park Synthetic Turf Field project. He provided a background summary of the timeline of events up to the current state, outlining the nine-member advisory group formed by the City Manager. The group advised, challenged, offered insight, and made recommendations to City staff and City consultants, reviewing progress on four focus areas: Design/Sustainability, Programming, Traffic and Parking, and Field Maintenance. The Advisory group is recommending to Council to continue the design process with the 9.5-acre synthetic athletic field layout (shifted East), using City staff’s criteria for materials and support from the long-range Conceptual Vision Plan. He stated that the 9.5-acre (shifted east) option will cost an estimated $12,500,000, not including other structures or amenities. Mayor Pandaleon asked if there was anyone from the public who would like to comment on the topic. Paul Hamman offered his opinion to the City Council in opposition noting health concerns related to heat on the field. Rick Amos offered his opinion to the City Council in favor of the 9.5-acre site, noting that using the 7.6 option may lead to safety issues. Mayor Pandaleon brought back discussion to the council members. The City Council had lengthy discussion on the 9.5-acre plan being optimal, materials used for the buildings and maintenance, the work performed by Johnson consultants, environment repercussions based on materials, cost of the project. The Council had additional discussion on programming and availability, amenities offered, under sizing the field, future asset development and the conceptual vision plan. Mayor Pandaleon summarized the City Council discussion to show support of the Committees recommendation to finalize the field design based on a 9.5-acre synthetic turf configuration, direct staff to select turf field material options based on evaluation criteria of player safety, playability, maintenance demands, durability, and environmental sensitivity and continue to develop the Conceptual Vision Plan to provide a framework for future Council decisions. NEW BUSINESS ADDITIONAL ITEMS FOR COUNCIL DISCUSSION/COMMENTS BY COUNCIL MEMBERS ADJOURNMENT There being no further business Mayor Pandaleon asked for a motion. Alderman Novit made a motion to adjourn, seconded by Alderman Buschmann. Motion carried unanimously by voice vote at 8:48 p.m. 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. 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49