Loading...
CITY COUNCIL 04/17/2023THE CITY OF LAKE FOREST CITY COUNCIL AGENDA Monday, April 17, 2023 Immediately following the Finance Committee meeting at 6:30pm. 220 E. Deerpath Lake Forest, IL 60045 CALL TO ORDER AND ROLL CALL immediately following Finance Committee at 6:30 p.m. 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 Eileen Looby Weber, Alderman Fourth Ward Edward U. Notz, Jr., Alderman Second Ward Vacant, Alderman Fourth Ward PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 1. COMMENTS BY MAYOR A. Resolution of Sympathy for former Mayor James E. Swarthout A copy of the resolution can be found on page 20 COUNCIL ACTION: Approval of a Resolution of Sympathy for former Mayor James E. Swarthout B. Lake Forest Day Proclamation A copy of the Proclamation can be found on page 22 COUNCIL ACTION: Approve the Lake Forest Day Proclamation C. Resolution of Appreciation for Former Fourth Ward Alderman Raymond P. Buschmann A copy of the resolution can be found on page 23 COUNCIL ACTION: Approval of a Resolution of Appreciation for Former Alderman Raymond P. Buschmann 2. COMMENTS BY CITY MANAGER A. Community Spotlight Lake Forest Lake Bluff History Center - Carol Summerfield, Executive Director Monday, April 17, 2023, City Council Agenda 3. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL 4. COMMITTEE REPORTS FINANCE COMMITTEE A. Approval of the Comprehensive Fiscal Plan for FY2024 PRESENTED BY: James Morris, Finance Committee Chairman Staff Contact: Elizabeth Holleb, Finance Director (847-810-3612) PURPOSE AND ACTION REQUESTED: Staff requests approval of the Comprehensive Fiscal Plan for Fiscal Year 2024 (May 1, 2023 to April 30, 2024). BACKGROUND/DISCUSSION: The City Council Finance Committee has reviewed various components of the Comprehensive Fiscal Plan for FY2024 at several public meetings over the past seven months. The Comprehensive Fiscal Plan includes the annual operating and capital budget for FY24, but also incorporates other financial related aspects including the Strategic Plan, financial policies, Five-Year Capital Improvement Program, five-year financial forecasting, debt obligations, pay plan and personnel. The proposed Comprehensive Fiscal Plan is presented for final approval this evening. The document has been provided to the City Council under separate cover and was made available on the City’s web site on April 10, 2023. Changes have been made to the budget figures since the March 13 Finance Committee meeting, adding $1.4 million in City-wide expenses, including the following: • Compensation adjustments associated with the FY24 Pay Plan are now reflected within the operating department budgets for all funds, • Expenses related to the proposed Apprentice Program have been added to the impacted operating budgets, • Revisions to reflect an organizational realignment effective May 1 that will transfer Parks Maintenance and Forestry to Public Works, and Cemetery to the City Manager’s Office have been made, • FY23 year-end estimates have been reviewed and revised, • $400,000 has been added to the General Fund FY24 budget for a one-time City-wide bonus program to be administered by the City Manager, and • FY24 expenses approved by the City Council on April 3 related to the Forest Park Bluff Stabilization and Boardwalk project have been added to the Park and Public Land Fund ($545,659) and Water Capital Fund ($314,020), as well as in the Five-Year Capital Improvement Plan. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments City Council Finance Committee 3/13/23 Operating Budget Workshop Monday, April 17, 2023, City Council Agenda City Council Finance Committee 1/17/23 Capital Budget Update City Council 12/5/22 Adoption of Tax Levy; Fees City Council 11/21/22 First Reading – Tax Levy; Fees City Council Finance Committee 11/14/22 Capital Budget Workshop; Review of Tax Levy and Fees City Council Finance Committee 10/17/22 Fiscal Policy; Tax Levy Estimate BUDGET/FISCAL IMPACT: The proposed revenues for FY2024 total $118.8 million compared to total expenditures for FY2024 of $121.5 million. The proposed plan is balanced with all operating expenditures covered from current revenues. Capital expenditures are funded from current revenues and reserves in excess of the City Council’s Fiscal Policy. COUNCIL ACTION: Approval of the Comprehensive Fiscal Plan for Fiscal Year 2024 B. Consideration of an Ordinance providing for the issuance of $10,825,000 (subject to change) General Obligation Bonds, Series 2023, of the City of Lake Forest, Lake County, Illinois, for the purpose of financing improvements to the City’s Deerpath Park Athletic Field, including the site work, design and engineering related thereto, providing for the levy and collection of a direct annual tax sufficient to pay the principal and interest on said bonds, and authorizing the sale of said bonds to the purchaser thereof. (Second Reading and Final Approval) PRESENTED BY: Elizabeth Holleb, Finance Director (847-810-3612) PURPOSE AND ACTION REQUESTED: Staff requests that City Council grant final approval of the ordinance authorizing issuance of 2023 general obligation bonds. BACKGROUND/DISCUSSION: Since the Park Board recommendation in March 2022, the City Council has discussed athletic field improvements at Deerpath Community Park at several previous meetings. On September 6, 2022, the City Council, based on a recommendation from the City Manager’s Advisory Group, directed staff to proceed with design and engineering work to develop a 9.5 acre site at Deerpath Park with synthetic turf athletic fields. Upon completion of the design work, the bid process was conducted and bid results were presented to the City Council on February 21, 2023. At the February 21 meeting, the City Council approved numerous contracts and bids associated with the Deerpath Park Improvement Project and adopted a bond intent resolution setting forth a maximum bond issue of $12 million associated with the project. Attached is the draft official statement (page 24) submitted to Moody’s Investors Service with a request for a rating. A rating review was conducted by Moody’s with Finance Director Elizabeth Holleb on March 29, with a bond rating issued on or about April 12. Monday, April 17, 2023, City Council Agenda PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments City Council 4/3/23 First reading of bond ordinance. City Council 3/6/23 Approval of a Ten-Year Term for the 2023 Bond Issue. City Council 2/21/23 Approval of various contracts and bids associated with the Deerpath Park Improvement Projection and Approval of a Bond Intent Resolution Establishing $12 million as Maximum Bond Issue Amount. City Council 2/6/23 Council update on programming and revenue projections. BUDGET/FISCAL IMPACT: The interest rate on the bond issue will be determined at the online bid auction scheduled for April 17. Debt service on the bond issue is scheduled through December 2033 and will be paid from the City’s debt service property tax levy, with the exception of the December 2023 payment to be funded from a $350,000 property tax levy and TIF Note repayment proceeds in FY23. The bonds will be callable in whole or in part on or after December 15, 2031. COUNCIL ACTION: Grant final approval of the bond ordinance (page 94). An online bid will occur on Monday, April 17. At the April 17 City Council meeting, a final bond ordinance reflecting results of the bid auction will be presented for City Council consideration that will include the successful bidder information and financial details. C. Consideration of an Ordinance making a Supplemental Appropriation for the Fiscal Year Beginning May 1, 2022 and Ending April 30, 2023 (First Reading, and if Desired by the City Council, Final Approval) PRESENTED BY: Alderman James Morris, Finance Committee Chairman and Elizabeth Holleb, Finance Director (847-810-3612) PURPOSE AND ACTION REQUESTED: It is recommended that the City Council approve a supplemental appropriation at the end of each fiscal year for any fund that is anticipated to exceed the original appropriation. Staff requests first reading and if desired by the City Council, final approval of an Ordinance making a supplemental appropriation in Fiscal Year 2023. BACKGROUND/DISCUSSION: Based on year-end estimates provided by operating departments during the FY2024 budget development, supplemental appropriations are anticipated to be required as follows: Liability Insurance Fund - $150,000 Current projections for expenses in this fund would exceed the FY23 appropriation ordinance. The Liability Insurance Fund accounts for expenses associated with the City’s membership in Monday, April 17, 2023, City Council Agenda the Intergovernmental Risk Management Agency for property, liability and worker’s compensation coverage. The overage is the result of member dues in IRMA of $1,090,947 exceeding the budget of $950,000. BUDGET/FISCAL IMPACT: The supplemental appropriation required to meet legal compliance as presented in the Ordinance is: $150,000 in the Liability Insurance Fund. The supplemental appropriation is funded from fund balance reserves. COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of the Ordinance (page 119) making a supplemental appropriation for the fiscal year beginning May 1, 2022 and ending April 30, 2023. 5. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of April 3, 2023, City Council Meeting Minutes A copy of the minutes can be found beginning on page 122 COUNCIL ACTION: Approval of April 3, 2023, City Council Meeting Minutes 2. Consideration of a Request to Waive the Fidelity Bond Requirement in Connection with Holding a Raffle in the City of Lake Forest for Lake Forest High School Foundation (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 Lake Forest High School Foundation. 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, Lake Forest High School Foundation is requesting a waiver of the bond requirement and has submitted a request. A copy of the requests can be found beginning on page 127 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 Lake Forest High School Foundation. (Approval by Motion) 3. Approval of Three Year Contract with Linebarger Goggan Blair & Sampson, LLP for Collection Services Monday, April 17, 2023, City Council Agenda STAFF CONTACT: Diane Hall, Assistant Finance Director (847-810-3614) PURPOSE AND ACTION REQUESTED: Staff requests City Council approve a three year contract for the collection of outstanding financial obligations to the City. BACKGROUND/DISCUSSION: In April 2018, City Council approved a three year contract and an additional two years in 2021. The services include collection of outstanding Accounts Receivable, Delinquent fines, Parking citations, Recreation fees, Fire Ambulance fees and Alarm Billings. Staff is requesting approval for an additional three year contract. As this service does not have a financial impact on the City, an RFP process is not required. Staff has been satisfied with services provided and has not received negative feedback from residents on the collection process. City Code section 10.99 provides the authority to transfer outstanding payments due the City to a collection agency. Additionally the code provides the authority to pass the cost of collection to the person responsible for the outstanding balance. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments City Council 04/16/18 City Council approved contract with Linebarger Goggan Blair & Sampson, LLP City Council 04/19/21 City Council approved years three and four of the contract BUDGET/FISCAL IMPACT: Fees associated with the collection service are passed on to the person responsible for the outstanding obligation to the City resulting in no additional cost to the City. COUNCIL ACTION: Approval of Three year Contract with Linebarger Goggan Blair & Sampson, LLP for Collection Services 4. Approval of FY24 Administrative Directives Updates STAFF CONTACT: Amber Campbell, Director of Human Resources (847-810-3532) PURPOSE AND ACTION REQUESTED: City Council approval of updates to FY24 Administrative Directives. BACKGROUND/DISCUSSION: Each year the City’s Administrative Directives are reviewed and updated as needed, then adopted by the City Council. The updates are designed to keep the City compliant with changing laws or to reflect actual practice. All Directives are reviewed at least every five years; sooner if changes are necessary. Monday, April 17, 2023, City Council Agenda Noted below is a list of key changes made to the various Directives dated May 1, 2023. Complete copies of all documents can be obtained by contacting Director Campbell. Administrative Directives 2-4a Use of Personal Mobile Devices for City Business (BYOD) – Updated document to reflect change in Department name to Innovation & Technology, replace term user with employee, as well as minor grammar corrections. 2-7 Child Labor Policy • 4.2 – Added requirement of adult officiating youth sport activity if participant are at least 3 years younger than an officiating minor 2-16 Cell Phone Usage Policy – minor grammar correction and updates below • 3.1d – Remove requirement to use desk phone as priority over cell phone • 3.3c – Remove reference to “air time” and requirement to use desk phone or personal cell phone as priority over work cell phone • 3.3d – Add requirement for employee to reimburse the City for non-business international charges • 4.4 – Reimbursement for Official Use of Private Cell Phones – Adds Department Head recommended employees to cell phone reimbursement policy • 4.4b – Increases petty cash reimbursement amount from $25 to $75 3-1 City Council Fiscal Policy and Budget Guidelines – amended to provide overall budget guidelines consistent with current practices and attach most recently approved City Council Fiscal Policy. 3-2 Establishment of Procedures for Disposal of City Property – Reviewed 3-14 Sale of Tablets & Cell Phones • 2.3 – Establishes procedures for retiring or resigning City employees to potentially purchase their City issued smart phone and/or phone number for fair market value. • 4.5 – Added option to hold unsold devices for internal device/equipment sale 3-15 Police Restricted Funds Procedures • 3.1c – Fund Balance – Remove paragraph requiring sub-allocation of ending fund balance. 3-16 Amazon Account Policy • 3.2c – Increased order limit from $19,999 to $24,999 for comparative pricing • 3.2d – Signature on submitted receipt minimum Increased single purchase amount from $1,000 to $5,000 4-3 Response to Emergency or Disaster Situations – Updated to reflect Emergency Operations Center (EOC) Guides 6-3 Vehicle Accident and Employee Injury Investigation • 6.0 – Removed example of accident/injury severity • 9.2 (2) – Add required OSHA contact protocol in the event of fatality or hospitalization 6-12 Line of Duty Injury or Death – Reviewed 6-13 First Aid/CPR – Reviewed 6-15 Building Maintenance Inspection Checklist Program – Reviewed 6-16 Fuel Pump Policy • 3.1e – Removed requirement to not use cell phones/pagers while fueling removed BUDGET/FISCAL IMPACT: Sufficient funding is available in the FY24 budget. Monday, April 17, 2023, City Council Agenda COUNCIL ACTION: Approval of FY24 Administrative Directive Changes. 5. Approval to Engage The Driscoll Firm, LLC; Kennedy & Madonna, LLP; SL Environmental Law Group PC; Douglas & London, P.C.; Levin, Papantonio, Rafferty, Proctor, Buchanan, O’Brien, Barr, Mougey, P.A., and Taft Stettinius & Hollister, LLP Legal Services STAFF CONTACT: George Issakoo, Assistant City Manager (847-810-3680) PURPOSE AND ACTION REQUESTED: The action requested today is a formal approval, authorizing the engagement of The Driscoll Firm, LLC; Kennedy & Madonna, LLP; SL Environmental Law Group PC; Douglas & London, P.C.; Levin, Papantonio, Rafferty, Proctor, Buchanan, O’Brien, Barr, Mougey, P.A., and Taft Stettinius & Hollister, LLP for legal services. BACKGROUND/DISCUSSION: In February of 2023, City Staff held an introductory meeting with the Driscoll Law Firm and their team to discuss the potential representation of the City in litigation against companies that have contributed to the production, or infiltration of, PFAS chemicals in water distribution systems. In 2021, the City conducted PFAS testing with the Illinois Environmental Protection Agency. Those tests were conducted on March 23rd, April 7th and April 19th. Two of the three tests came back with just over two parts per trillion trace amounts of PFAS. It is important to note that drinking water currently being provided by Lake Forest meets all relevant Illinois and federal regulations relating to drinking water. However, the City is required to continuously sample, analyze, and report detections of PFAS in its drinking water supplies to regulatory agencies. These steps are costly, burdensome, and may lead to filtration requirements as regulatory limits evolve. Through this lawsuit, the City seeks to protect ratepayers and ensure that any costs associated with removing PFAS from its water supplies are borne by 3M, DuPont, and the other companies that sold and profited from their PFAS containing products, much like the City did in approving legal action against Monsanto for PCB contamination. The prudent legal and financial decision in this case is to pursue legal action to mitigate any future impacts. Neighboring Northshore communities have also engaged with this legal team, including Glencoe, Wilmette and Evanston, among many other Illinois municipalities. The statute of limitations on pursuing legal action against these companies is two years from the date of the first positive test. the City’s first positive result was the March 23rd, 2021test. As a result, the City Manager exercised his authority to provide direction to the legal team to file a lawsuit prior to the expiration of the statute of limitations Tonight, the request before the City Council is to formally ratify the engagement of the legal team to represent the City in this lawsuit. BUDGET/FISCAL IMPACT: This representation is being handled on a contingency basis. In the event an award or settlement is reached, it would be paid to the attorney who will subsequently disburse attorneys’ fees and submit a check to the City for the remainder. COUNCIL ACTION: Approval to Engage The Driscoll Firm, LLC; Kennedy & Madonna, LLP; SL Environmental Law Group PC; Douglas & London, P.C.; Levin, Papantonio, Rafferty, Proctor, Buchanan, O’Brien, Barr, Mougey, P.A., and Taft Stettinius & Hollister, LLP for Legal Services Monday, April 17, 2023, City Council Agenda 6. Consideration of a Contribution to the History Center in the Amount of $75,000 to Support the Garden Initiative Project. (Approve by motion.) STAFF CONTACT: Catherine Czerniak, Director of Community Development 847-810-3504 PURPOSE AND ACTION REQUESTED: In recognition of the public benefits offered by the Garden Initiative project at The History Center, the City Council is asked to consider a financial contribution to support the project. BACKGROUND AND DISCUSSION: In 2018, The History Center, formerly the Historical Society, relocated to the corner of Deerpath and Washington Road. The site offered the History Center a more prominent location in the community and since the relocation, the museum has continually elevated programing and events, drawing people in the community and beyond through its doors. The transformation of this community institution over the past five years has been significant. The History Center will soon embark on a new project, the Garden Initiative. The project is another example of a public/private partnership in the community, funded through a grant from a private foundation, private donations, and anticipated public funding from Federal and State grants, and a contribution from The City. The request for a contribution from The City recognizes that the Garden Initiative offers public benefits to The City and Lake Forest residents as a demonstration project that will be open to the public. The Garden Initiative will:  Raise awareness around how private property owners can sustainably manage stormwater on their own properties through the use of swales, proper grading, rain gardens, and carefully selected plant materials.  Reduce the velocity and volume of stormwater runoff from The History Center property which, due to the topography, receives a significant amount of stormwater from the properties to the south and west which results in ponding water and in the winter, ice, on nearby streets and sidewalks. The continuous ponding water accelerates deterioration of pavement and sidewalks.  Slow the rate of stormwater runoff into the ravine on the east side of Washington Road.  Educate the public about historic gardens and landscapes and their role as part of estates throughout the history of The City.  Improve the functionality of the History Center parking lot, make the site more accessible to everyone including those with mobility challenges, and reduce the likelihood of flooding of the History Center buildings by properly managing and directing stormwater flows across the site. BUDGET/FISCAL IMPACT: Staff recommends Council approval of a contribution to the History Center in support of the Garden Initiative project. Funds have been allocated for this purpose as detailed below. Monday, April 17, 2023, City Council Agenda FY2024 Funding Source Amount Budgeted for FY2024 Amount Requested Budgeted? Y/N General Fund 1011101435.35-10 (City Council Budget) $75,000 $75,000 Yes COUNCIL ACTION: Approve a motion in support of a $75,000 contribution to The History Center to support the Garden Initiative in recognition of the public benefits offered by the project. 7. Approval of Two Items for the Lake Woodbine Bridge- First: Approval of an Illinois Department of Transportation Resolution Appropriating an Additional $150,000 (Total $400,000) in Rebuild Illinois Funds to be used for Phase II Design Engineering Services of the Lake Woodbine Bridge. Second: Approval of Phase II Design Engineering Services for the Lake Woodbine Bridge Project to H.W. Lochner, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $380,058 to Include a 5% Contingency in the Amount of $19,003 for a Total Cost of $399,061 in addition to authorization to complete additional paperwork as required by IDOT related to work on this Project STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555) PURPOSE AND ACTION REQUESTED: The Public Works Committee and Staff request approval of two items tonight with the first being appropriating $150,000 of additional Rebuild Illinois Funds (RBI) be used for phase II design of the Lake Woodbine Bridge, this is in addition to the $250,000 in RBI funds that were appropriated at the March 20, 2023, City Council Meeting for a total of $400,000. The Illinois Highway Code requires each municipality to submit a City Council Resolution appropriating MFT funds, for which the use of Rebuild Illinois Funds follows a similar process. The second item is the approval of Phase II design engineering services to H.W. Lochner in the amount of $380,058 plus $19,003 contingency for a total of $399,061. Staff requests authority to execute necessary IDOT agreements including the BLR 05530-Local Public Agency Engineering Services Agreement and any other paperwork related to the design work. BACKGROUND/DISCUSSION: The Lake Woodbine Bridge is a three-span concrete arch bridge over a ravine, located on Lake Road near the Woodbine intersection. In February 2011, the City requested grant funds under what was then known as the Highway Bridge Replacement and Rehabilitation Program (BRP) to be used toward the design of the reconstruction of the Lake Woodbine Bridge for which the phase I design process started. The 2021 sufficiency rating of the bridge was 25 (the IDOT Bridge Sufficiency Rating Scale is from 1 to 100 with 1 being the worst and greater than 50 considered satisfactory per Federal guidelines). The load rating of the bridge has been reduced over the past several years following findings from a thorough inspection performed as part of the City’s bridge study. The project will remove the existing bridge and replace it with a clear-span concrete thrust-arch structure and railings that will recognize and be compatible with the historic character of the surrounding historic district. A summary of project milestones completed over the last few years can be found below: • Public Information/Input meeting #1 held on December 13, 2021 • Public Information/Input meeting #2 held on February 16, 2022 Monday, April 17, 2023, City Council Agenda • Certificate of Appropriateness form the Historic Preservation Commission received on March 16, 2022 • Preliminary Bridge Design and Hydraulic Report submitted to IDOT on December 13, 2022 (approval received March 7, 2023) Regarding the RBI resolution being requested tonight, this resolution is the first step in fulfilling IDOT’s requirements (similar to MFT) for the use of Rebuild Illinois funds. The City is required to follow IDOT guidelines in terms of project design and contract specifications. Regarding the approval of phase II design engineering services being requested tonight, with the bridge’s current low Sufficiency rating, staff recommends that the City proceed with completing Phase II design. Once completed, the design will be submitted to IDOT for their review and comments. The anticipated phase II duration including review time by IDOT is a minimum of 15 months. Tentative construction is late 2024 to Spring 2025 (depending on IDOT design review timelines). Continuing with the design is recommended, as all allocated Rebuild Illinois bond funds must be obligated by no later than July 1, 2025, which coincides with the end of the Rebuild Illinois Capital Program. The City originally budgeted funds in FY 2023 for this Phase II design work. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 4/3/2023 Reviewed & Recommended City Council Approval for Appropriating $150,000 in additional RBI Funds, and Award of Design Engineering to H.W. Lochner City Council 3/20/2023 Approval for Appropriating $250,000 in RBI Funds Public Works Committee 3/6/2023 Reviewed & Recommended City Council Approval for Appropriating $250,000 in RBI Funds Finance Committee 11/08/2021 Included in Capital Plan BUDGET/FISCAL IMPACT: Regarding the RBI resolution portion of this council write-up, this will initiate the process with IDOT to authorize the use of additional RBI funds for the phase II design of the Lake Woodbine Bridge. Construction of this project will be partially funded by the Illinois Special Bridge Program (ISBP) with the remaining balance to be funded by Rebuild Illinois Bond funds. To date, the City has received Rebuild Illinois Bond funds of approximately$1,270,000. Any design and construction amount above that would be local capital funds. The City submitted for an ISBP grant on October 5, 2021; and was notified on August 17, 2022, of an award of $1,945,000 for construction. The current estimated construction cost is $2,700,000 which is based on preliminary drawings. It is also expected that the city will consult out construction inspection as well which is estimated between $200,000- $300,000. Regarding the phase II design engineering services approval portion of this council write-up, the Engineering Section solicited Request for Proposals (RFP) from professional engineering firms to perform civil/structural engineering design services. Thirteen firms acquired the RFP Monday, April 17, 2023, City Council Agenda package and two submitted proposals. The proposals were reviewed by a committee of staff members. The proposed bridge type is a concrete thrust-arch which is a complex-bridge to design therefore requiring complex-bridge design experience and IDOT prequalification in the complex-bridge category. One of the two submitting firms was deemed disqualified due to not having the appropriate qualifications to design a complex-bridge of this type. Staff did solicit reasons from the other qualified firms that chose not to submit which included reasons such as 1) team is lacking concrete arch bridge experience 2) team would not be efficient for this bridge type requiring IDOT review 3) decided that as firm was not involved with the Phase 1 development of this project, that it would be at a disadvantage to compete on a cost-basis. 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 H.W. Lochner, Inc., $380,058 GSG Consultants, Inc. N/A as not pre-qualified for complex-bridge design H.W. Lochner is the current Phase I designer for the Lake Woodbine Bridge project and staff have been impressed by their ability to combine both the historical and technical structural components together. No construction support or inspection was included in this scope and will have to be solicited in the future. Below is an estimated summary of project budget: FY 2023 Funding Source Amount Budgeted Amount Requested Budgeted Y/N Motor Fuel Tax Fund 202-3703-478.78-92 $225,000 $399,061 Y Use of an additional $175,000 in Rebuild Illinois funds is required ($150,000 additional authorization necessary with IDOT). A Supplemental Appropriation Ordinance will be requested at the end of the Fiscal Year 2024 if needed. In terms of background for the RBI funding, according to the May 1, 2020, Circular Letter- The Illinois Department of Transportation (IDOT) was authorized to implement a $1.5 billion grant program using proceeds from general obligation (transportation, series A) bonds authorized in the Rebuild Illinois capital program to provide Local Public Agencies (LPAs) with the funds for capital projects. Grants are allotted among LPAs based on the regular Motor Fuel tax (MFT) formula. The money for Rebuild Illinois grants comes from proceeds of general obligation bonds authorized pursuant to subsection (a) of Section 4 of the General Obligation Bond Act (30 ILCS 330/4). IDOT is authorized to use these funds to make grants “for planning, engineering, acquisition, construction, reconstruction, development, improvement, extension, and all construction-related expenses of the public infrastructure and other transportation improvement projects.” Funds received from these Rebuild Illinois grants must be deposited into the LPA’s MFT account. However, grant funds are separately accounted for, and expenditures must be in accordance with purposes authorized in subsection (a) of Section 4 of the General Obligation Bond Act. COUNCIL ACTION: Approval of Two Items for the Lake Woodbine Bridge- First: Approval of an Illinois Department of Transportation Resolution Appropriating an Additional $150,000 (Total $400,000) in Rebuild Illinois Funds to be used for Phase II Design Engineering Services of the Monday, April 17, 2023, City Council Agenda Lake Woodbine Bridge. Second: Approval of Phase II Design Engineering Services for the Lake Woodbine Bridge Project to H.W. Lochner, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $380,058 to Include a 5% Contingency in the Amount of $19,003 for a Total Cost of $399,061 in addition to authorization to complete additional paperwork as required by IDOT related to work on this project 8. Award of the Low Bid for the 2023 Patching & Resurfacing Project to J.A. Johnson Paving Co., and Authorize the City Manager to Execute an Agreement in the Amount Not to Exceed $1,595,000 STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555) PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff request City Council approval of the Lake Forest share of the Joint 2023 Annual Patching & Resurfacing to J.A. Johnson in the not to exceed amount of $1,595,000. BACKGROUND/DISCUSSION: Each year engineering staff develops the resurfacing program based on visual inspections, pavement testing, and input from Staff and Council. The results culminate into a 3-yr annual pavement rehabilitation program identifying the streets to be resurfaced each year. City staff has previously briefed the City Council on Municipal Partnership Initiative (MPI), a program that takes advantage of economies of scale by securing low bid prices among neighboring municipalities who bid similar projects each year. This year, the City joined forces with Lake Bluff to have a joint bid for the Annual Street Resurfacing & Asphalt Patching Program. In 2023, the City plans to resurface approximately 3.1 center-lane miles of streets and 3,000 square-yard of patches. The streets to be resurfaced are: Street From To Washington Rd Walnut Deerpath Rd Washington Rd Illinois Rd Rosemary Rd Illinois Rd Rosemary Rd College Rd Wallace Rd Suffolk Ln Westleigh Rd Holden Ct Wallace Rd East End Grandview Ln Cherokee Rd Linden Ave Old Mill Rd Lowell Ln Alexis Ct Glenwood Rd Waveland Rd West End Greenwood Av Green Bay Rd Waveland Rd Ashlawn Dr Waukegan Rd Monticello Cir Monday, April 17, 2023, City Council Agenda Sir Williams Rd Lawrence Av North End Circle Ln Westleigh Rd North End Rockefeller Rd Westleigh Rd McCormick Dr Bluffs Edge Dr Westleigh Rd North End Westleigh Rd Bluffs Edge Dr East End Upon approval of the contract, Lake Forest and Lake Bluff will meet with the contractor separately to obtain tentative schedules for each community. The schedule this year is separated into two phases with the first phase from early May to late July, while the second phase is late August / early September to mid-October. The first phase is all locations except for Sir William and streets located within the Villa Turicum neighborhood (in order to be better timed with adjacent construction work). Upon confirming the start date of the project, a letter will be sent to residents and businesses within the limits of the project two weeks prior to start of construction. The City’s website, under “Construction Updates”, will also provide details on the construction schedule. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 3/4/2023 Reviewed & Recommended City Council Approval City Council 2/21/2023 Approved an MFT resolution Finance Committee 11/14/2022 Included with FY ’24 Capital Plan BUDGET/FISCAL IMPACT: The project was placed out to bid in early-March with a subsequent bid opening on March 16, 2023. Four contractors picked up plans, with a total of three bids received. The bid prices consist of bid quantities that are to be completed by both municipalities, Lake Forest, and Lake Bluff as part of their respective resurfacing and patching programs. Both municipalities are scheduled to award their respective contracts in Spring 2023. City engineering staff will oversee the contractor in Lake Forest, and work with the Communications Manager to ensure progress updates are provided weekly to the public. MFT funds will be utilized for the resurfacing while local capital funds will be utilized for patching. The Illinois Motor Fuel Tax (MFT) Fund is derived from a tax on the privilege of operating motor vehicles upon public highways and of operating recreational watercraft upon the waters of this State, based on the consumption of motor fuel. The motor fuel taxes that are deposited in the Illinois MFT Fund are: (a). 19.0 cents per gallon (b). 7.5 cents per gallon on diesel fuel in addition to the tax in (a) above. The Department of Transportation allocates these monies according to the provisions outlined in the MFT fund distribution statue, 35 ILCS 505/8 and initiates the process for distribution of motor fuel tax to the counties, townships, and municipalities. Each month a warrant is issued to each municipal treasurer in the amount of the municipality’s share of Motor Fuel Tax Fund collected for the preceding month. Monthly distributions are posted on the department’s website. Monday, April 17, 2023, City Council Agenda Has City staff obtained competitive pricing for proposed goods/services? Yes The following is a summary of the three bids received: Company Name Bid Amount J.A. Johnson Paving Co. $1,553,047.59 Peter Baker & Son Co. $1,591,898.09 Schroeder Asphalt Services, Inc. $1,639,693.25 The low bidder, J.A. Johnson Paving Co., performs a lot of work for IDOT and their work is deemed satisfactory to City staff. The Lake Forest share of the bid from J.A. Johnson in the amount of $1,553,047.59 covers all the resurfacing and patching quantities included in the bid documents. Staff recommends awarding the contract at the full budgeted amount of $1,595,000. This is a unit-price contract in which the contractor is only paid for the actual quantity of work performed. Below is an estimated summary of the project budget: FY 2024 Funding Source Total Amount Budgeted Amount Requested Budgeted Y/N Motor Fuel Tax Fund 202-3703-439.76-72 $1,500,000 $1,500,000 Y Capital Fund 311-3703-467.67-32 $95,000 $95,000 Y COUNCIL ACTION: Award of the Low Bid for the 2023 Patching & Resurfacing Project to J.A. Johnson Paving Co., and Authorize the City Manager to Execute an Agreement in the Amount Not to Exceed $1,595,000 9. Award of Proposal for ADA Transition Plan Design Services to LCM Architects in the Amount of $50,000 STAFF CONTACT: Jim Lockefeer, Assistant to the Director of Public Works (810-3542) PURPOSE AND ACTION REQUESTED: City staff requests City Council award of proposal for ADA Transition Plan design services to LCM Architects in the amount of $50,000. BACKGROUND/DISCUSSION: Over the last two years, municipal ADA Transition Plans have become an important topic of conversation within the Chicago region. In 2021, the Metropolitan Planning Council (MPC) and Chicago Metropolitan Agency for Planning (CMAP) found that only 22 municipalities out of 200 surveyed had a formal ADA Transition Plan. As required by the Americans with Disabilities Act, local governments with 50 or more employees must create a formal ADA Transition Plan that can be made publicly available (e.g. on the City’s website). An ADA Transition Plan identifies existing programs, services, facilities, policies, and procedures that require changes, and outlines the steps necessary to become accessible. While The City Monday, April 17, 2023, City Council Agenda of Lake Forest does not currently have formal ADA Transition Plan, there have been numerous policies and programs adopted to ensure that City facilities and other public areas are accessible for everyone. This includes, but is not limited to, the City’s Complete Streets Policy, the Sidewalk Evaluation Program, and facility assessments. Additionally, City staff continuously evaluates and identifies opportunities to improve accessibility when completing projects. These ADA Transition Plan design services will assist the City in developing a future ADA Transition Plan that will meet all Americans with Disabilities Act requirements. A formal plan will help to ensure that continues to provide accessibility for everyone. The plan will also make sure that the City is compliant with federal grant programs and agencies when seeking potential grant funding for projects at the federal level. BUDGET/FISCAL IMPACT: On February, 9 2023, City staff initiated the public Request for Proposal (RFP) process for this project. On February 23, 2023, the City received three proposals as outlined below. Has City staff obtained competitive pricing for proposed goods/services? Yes Firm Name Bid Total LCM Architects $50,000 Altura Solutions, LLC $74,700 Senga Architects $539,000 LCM Architects has considerable municipal ADA Transition Plan and ADA Title II consulting experience both locally and nationally. All firm reference checks were very positive. Below is an estimated summary of Project budget: Funding Source Amount Budgeted Amount Requested Budgeted? Y/N FY23 Capital Fund 311-1503-435.35-10 $50,000 $50,000 Y COUNCIL ACTION: Award of Proposal for ADA Transition Plan Design Services to LCM Architects in the Amount of $50,000 10. Consideration of the Waiver of Permit Fees Related to the Construction of a Monument in Veterans Park on the Southeast Corner of Deerpath and Green Bay Road. (Approval by Motion) STAFF CONTACT: Catherine Czerniak Director of Community Development (810-3504) PURPOSE AND ACTION REQUESTED: As provided for in the City’s Administrative Directives, City Council approval of the waiver of permit fees related to construction of a monument in Veterans Park is requested. BACKGROUND/DISCUSSION: The Lake Forest American Legion, McKinlock Post 264, is constructing the City’s first significant monument to honor Lake Forest Veterans in all branches of the military who have served in wars throughout the Country’s history. The monument is Monday, April 17, 2023, City Council Agenda being constructed in the City’s Veterans Park and includes the installation of an elevated concrete base, a monument, donor board, and flagpole. The monument was previously reviewed and approved by the City’s Historic Preservation Commission. The City routinely waives permit fees associated with construction and site improvements on City owned property including in City parks. Per Administrative Directive 3-7, fee waivers in excess of $5,000 require approval by the City Council. BUDGET/FISCAL IMPACT: The amount of the permit fees to be waived is noted below. Construction Permit Fees Permit Fees Amount of Fee Waiver Requested Veterans Park $5,070.00 $5,070.00 COUNCIL ACTION: If desired by the City Council, approve a motion waiving permit fees in the amount of $5,070.00 for work related to a monument honoring Lake Forest Veterans. 11. 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: 524 Illinois Road – The Building Review Board recommended approval of demolition of the existing coach house and approval replacement coach house which generally replicates the existing coach house. The Board also recommended approval of the associated building scale variance. No public testimony was presented on this petition. (Board vote: 6 - 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 128. 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: Approve the eleven (11) omnibus items as presented 6. OLD BUSINESS Monday, April 17, 2023, City Council Agenda 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 19 of this packet. Office of the City Manager April 12, 2023 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.