CITY COUNCIL 02/21/2023THE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
** Tuesday, February 21, 2023
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
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
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
2. COMMENTS BY CITY MANAGER
A. Community Spotlight
- Dr. Jill Baren, President Lake Forest College
3. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL
4. COMMITTEE REPORTS
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of February 6, 2023, City Council Meeting Minutes
A copy of the minutes can be found beginning on page 16
COUNCIL ACTION: Approval of February 6,2023, City Council Meeting Minutes
2. Approval of an Illinois Department of Transportation Resolution Appropriating
$1,500,000 in Motor Fuel Tax (MFT) Funds to be used for the 2023 Annual Pavement
Resurfacing Program
STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555)
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Tuesday, February 21, 2023, City Council Agenda
PURPOSE AND ACTION REQUESTED: The Illinois Highway Code requires each municipality to
submit a City Council Resolution appropriating MFT funds for local street maintenance
projects. Staff requests approval of a resolution appropriating $1,500,000 in MFT funds to be
used for the 2023 Annual Pavement Resurfacing Program.
BACKGROUND/DISCUSSION: Typically, the City appropriates accumulated MFT funds for street
maintenance projects every three years. While these projects will be bid and managed in-
house, the City is required to follow IDOT guidelines in terms of project contract specifications,
documentation, and project close-out procedures.
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.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Finance Committee 11/14/2022 Included in Capital Plan
Public Works Committee 02/6/2023 Reviewed & Recommended City
Council Approval
BUDGET/FISCAL IMPACT: This resolution will initiate the process with IDOT to authorize the use of
MFT funds for the City’s 2023 Annual Pavement Resurfacing Program. Below is an estimated
summary of the MFT dollars being requested:
FY 2024 Funding Source Amount
Budgeted
Amount
Requested
Budgeted
Y/N
202-3703-439.76-72 $1,500,000 $1,500,000 Y
Has City staff obtained competitive pricing for proposed goods/services? N/A.
The City will competitively bid the project in March after receiving approval appropriating the
MFT funds. Award of the construction low-bid is tentatively scheduled for the April 3, 2023, City
Council meeting.
COUNCIL ACTION: Approval of an Illinois Department of Transportation Resolution
Appropriating $1,500,000 in Motor Fuel Tax (MFT) Funds to be used for the 2023 Annual
Pavement Resurfacing Program
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3. Approval of a Public Works Committee Recommendation for an Award of Bid to
Efraim Carlson & Son for the Police Department Break Room Renovation Project in
the Amount of $88,825 to Include a Project Contingency in the Amount of $11,175,
for a Grand Total Amount of $100,000
STAFF CONTACT: Jim Lockefeer, Assistant to the Director of Public Works (810-3542)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff request City
Council award of bid to Efraim Carlson & Son for the Police Department Break Room
Renovation Project in the amount of $88,825 to include a project contingency in the amount
of $11,175, for a grand total amount of $100,000.
BACKGROUND/DISCUSSION: The Public Safety Building’s (PSB) Police Department break room
was last renovated in 1996. Located in the lower level of the PSB, the room is a small, 350
square foot area, that Police Department staff can use for meals and breaks. Many of break
room’s current infrastructure and assets are well beyond their useful life which includes the
carpet, cabinets, counters, appliances, and other room furnishings.
The Public Safety Building operates around-the-clock. At any time, the room could be used for
a staff person’s break or meal. As a direct result of the age, use, and current condition of the
break room space, many Police Department staff no longer use the room. Once the project is
completed, use and functionality of the space are anticipated to greatly increase.
To support this renovation project, the City entered into an architectural design agreement
with a professional design services firm, Larson and Darby, in July of 2022. The Larson & Darby
team met multiple times with both Public Works and Police Department staff throughout the
design process to ensure the design would support staff needs from both the use and
maintenance perspectives.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 2/6/2023 Reviewed and Recommended
Approval
BUDGET/FISCAL IMPACT: On January 10, 2023, City staff initiated the public bidding process for
this project. On January 26, 2023, the City received six sealed bids as outlined below.
Has City staff obtained competitive pricing for proposed goods/services? Yes
Firm Name Bid Total
Efraim Carlson & Son $88,825
LZ Design Build Group $93,000
Red Feather Group $111,159
Boller Construction $113,100
Bee Liner Lean Services $130,000
Stenstrom $154,700
Efraim Carlson & Son has considerable municipal building construction project experience. The
firm has completed numerous local Police and Fire Department projects. All firm reference
checks were very positive.
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Below is an estimated summary of Project budget:
Funding Source Amount Budgeted Amount
Requested
Budgeted?
Y/N
FY23 Capital Fund
311-1503-467-67-10 $100,000 $100,000 Y
If approved, project construction will begin March of 2023 with project construction
anticipated to be completed by June of 2023.
COUNCIL ACTION: Approval of a Public Works Committee Recommendation for an Award of
Bid to Efraim Carlson & Son for the Police Department Break Room Renovation Project in the
Amount of $88,825 to Include a Project Contingency in the Amount of $11,175, for a Grand
Total Amount of $100,000.
4. Approval to Award a Contract to ZENON Environmental Corporation to Purchase 432
Replacement Membrane Modules Included in the FY ’24 Budget, in the amount of
$266,500 and $15,500 for On-Site Technical Support, for a Total of $282,000
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 authorization to award a contract for 432 replacement membrane modules
under the FY2024 Membrane Module Evaluation/Replacement Project to Zenon Environmental
Corporation (doing business as Suez Water Technologies & Solutions (Suez)). The remaining
original membrane modules (576) have exhibited excessive fouling and have reached the
end of their useful production life. The membranes need replacement for the Water Treatment
Plant (WTP) to continue to provide sufficient drinking water production capacity. If approved
by City Council this evening, the proposed membrane module replacement is scheduled to
commence upon delivery of the membrane modules and expected to be completed June 1,
2023, in preparation for high-water production season. The installation of replacement
modules will be accomplished utilizing in-house WTP staff. The installation of membranes will be
executed one train at a time to minimize down-time and to return each train into service in a
timely manner.
BACKGROUND/DISCUSSION: Two trains of replacement modules (Trains 1 and 2) with 144
modules each were purchased and successfully installed in early 2022 by WTP staff. The
production capacity was significantly improved to help meet demand during the 2022
summer period. Though production capacity was improved to meet demand, the production
capacity of the remaining four trains (4 out of 6 Trains) continues to decline as the membrane
modules age. Suez, who monitors the membrane system on a weekly basis, noted that even
with the two new trains of modules, the current WTP capacity as of July 2022 is still less than the
current design capacity and additional membranes need to be replaced. Purchasing and
installing the replacement membrane modules for Trains 3, 4, and 5 will increase the current
WTP capacity to meet the design capacity.
The replacement membrane modules would be installed in Trains 3, 4, and 5. Trains 3 and 4
were commissioned in April 2018 and Trains 5 and 6 were commissioned in January 2019,
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Tuesday, February 21, 2023, City Council Agenda
providing a calculated age nearing 5 years and exceeding 4 years, respectively. For
comparison, Trains 1 and 2 were originally installed in January 2018 and replaced in March
2022, which provided a calculated production life of just over 4 years. Based on replacement
period of Trains 1 and 2 and the current rate of deterioration in the remaining trains, it appears
that the membrane modules have a life expectancy of approximately 4 to 5 years before
replacement is needed. The 432 replacement membrane modules are needed to maintain
this replacement schedule and treatment plant capacity of 11.8 MGD. To complete a full first
replacement of all 6 Trains, Train 6 will be budgeted in FY2025 or FY2026 for $180,000.
Staff continue to work through options to improve membrane performance to ultimately
increase membrane life expectancy. With assistance from Suez, staff have been optimizing
cleaning sequences that have resulted in noticeable membrane performance on the older
modules. Staff will continue to discuss with SUEZ on cleaning strategies through the current
services agreement with Suez.
In addition, staff has applied to the Environmental Protection Agency to obtain a permit to
discharge membrane backwash wastewater instead of recycling it within the WTP. With a
discharge permit, incoming water quality will improve and theoretically extend the life of the
membrane modules. Suez has previously recommended this improvement and has indicated
that this would be a significant improvement at the WTP to extend membrane life expectancy.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 2/6/2023
Reviewed and approved
purchasing replacement modules
from Zenon/Suez
City Council 2/1/2016 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 modules for Trains 3, 4, and 5 is $266,500 and is
included in the FY’24 water fund C.I.P. budget. 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 53.1%. 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.
The remaining $15,500 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:
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Tuesday, February 21, 2023, City Council Agenda
FY2024 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Water Capital Improvement Fund
508-6003-467-67.49 $340,000 $282,000 Y
COUNCIL ACTION: Approval to Award a Contract to ZENON Environmental Corporation to
Purchase 432 Replacement Membrane Modules Included in the FY ’24 Budget, in the amount
of $266,500 and $15,500 for On-Site Technical Support, for a Total of $282,000
5. Consideration of an Ordinance Approving a Recommendation from the Historic
Preservation Commission. (First Reading and if Desired by the City Council, Final
Approval)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
The following recommendation from the Historic Preservation Commission is presented to the City
Council for consideration as part of the Omnibus Agenda.
755 Washington Road – The Commission recommended approval of a building scale variance
to allow construction of a pool house. One letter was received from a neighboring property
owner in support of the project. (Approved 6 – 0)
The Ordinance approving the petition, with key exhibits attached, is included in the Council’s
packet beginning on page 20. The Ordinance with complete 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 building scale variance as
recommended by the Historic Preservation Commission.
6. Consideration of a Recommendation from the Plan Commission in Support of a
Special Use Permit to Allow a Berm Exceeding Seven Feet in Height on a Residential
Property at 934 Longwood Drive, Adjacent to the Railroad Tracks. (If desired by the
Council, Waive First Reading and Grant Final Approval of the Ordinance.)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: A recommendation from the Plan Commission is presented
for City Council consideration as part of the Omnibus Agenda.
BACKGROUND/DISCUSSION: The Zoning Code allows berms up to seven feet in height to be
constructed on private property by right, that is, without any special approval beyond the
issuance of permits. Berms proposed at a height in excess of seven feet must be considered
through the special use process which provides for a public hearing before the Plan
Commission. In the past, Special Use Permits have been granted for berms on residential
properties located adjacent to heavily traveled roads, Routes 41 and 60, and railroad tracks.
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Tuesday, February 21, 2023, City Council Agenda
The private property owners are responsible for submitting plans for permit and for construction
and maintenance of the berms.
This Petition
The property that is the subject of this petition is located at the east end of Longwood Drive,
adjacent to the railroad tracks. The property owners recently completed an addition to the
rear of their home and improvements in the backyard. A berm of up to 14 feet in height is
proposed on the east side of the property, adjacent to the railroad right of way, to provide
some buffering from the Metra commuter trains that use the adjacent tracks. All work will be
completed on the petitioner’s private property.
The Plan Commission held a public hearing to consider this petition on August 10, 2022. Public
testimony was presented by one neighbor who expressed concern about drainage and tree
removal. The Commission noted that the trees proposed for removal are generally of low
quality and that replacement plantings will be required on the site. The Commission also
noted that the petitioners will be required to submit a detailed drainage and grading plan
which will be subject to review and approval by the City Engineer.
At the close of the public hearing, the Plan Commission voted 5 to 0 to recommend approval
of the Special Use Permit to the City Council. Additional background information is provided
in the Plan Commission report which is included in the Council packet beginning on page 39.
The approving Ordinance is also included in the Council packet beginning on page 32.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading
and grant final approval of an Ordinance approving a Special Use Permit to allow a berm of
up to 14 feet in height to be constructed on property at 934 Longwood Drive subject to the
conditions as detailed in the Ordinance.
COUNCIL ACTION: Approve the six (6) omnibus items as presented
6. OLD BUSINESS
1. Review of contracts, bids, and financing options for Deerpath Park Athletic Field
Improvement Project. Consideration to approve contracts and bids for the Deerpath
Park Athletic Field Improvement Project, If desired, City Council may consider a
resolution expressing intent to issue bonds for the project.
PRESENTED BY: Chuck Myers, Superintendent of Parks & Forestry, (847)810-3565
PURPOSE AND ACTION REQUESTED: City staff will present the contracts, bids, and financing
options for the Deerpath Park Athletic Field Improvement Project. As explained below, City
Council will consider the costs for the base project and additional amenities. Depending on
if/what additional amenities are preferred, City Council will have the opportunity to consider
the approval of contracts and bids for the Deerpath Park Athletic Field Improvement Project.
Additionally, City Council may consider a resolution expressing intent to issue bonds for the
project.
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Tuesday, February 21, 2023, City Council Agenda
BACKGROUND/DISCUSSION: Since the Park Board recommendation in March 2022, Council
has discussed athletic field improvements at Deerpath Community Park at six 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.
As the Council is aware, design work has since been completed and the bid process has now
been conducted. Over the last several City Council meetings, staff have presented various
updates on aspects of the project, including the evaluation of turf materials, programming
analysis, and revenue projections.
A complete timeline of discussions and actions pertaining to the synthetic turf fields project is
provided in the table below.
Previous Project Discussion and Reviews
Reviewed Date Comments
City Council
Workshop 7/12/2021 High level review of improvement options for
Deerpath Park
Community
Engagement
Fall 2021 -
Spring 2022
City conducted surveys and community input
sessions
Parks & Recreation
Board 3/15/2022
Recommend City Council approval to
proceed with requests for proposals for the
design of synthetic turf athletic fields at
Deerpath Park
City Council 4/4/2022
Approval to proceed with requests for
proposals for the design of synthetic turf
athletic fields at Deerpath Park
City Council 5/2/2022 Approval of design contract for synthetic turf
athletic fields at Deerpath Park
City Manager
Advisory Group 5/25/2022 Project overview and group charge
City Manager
Advisory Group 7/14/2022 Preliminary design review and discussion
City Manager
Advisory Group 8/15/2022 Design alternative review and discussion
City Council 9/6/2022 Discussion and Direction regarding synthetic
turf athletic field size
City Council 10/17/2022 Approval of amendment to design contract
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Tuesday, February 21, 2023, City Council Agenda
Reviewed Date Comments
City Manager
Advisory Group 11/9/2022 Design alternative review and discussion
City Council 1/17/2023 Council update on site plan and turf materials
selection
City Council 2/6/2023 Council update on programming and
revenue projections
Recommendations of the Advisory Group
The Advisory Group appointed by the City Manager met four times over the course of several
months. The Group was charged with advising, challenging, and offering insight to City staff
and the City’s consultants as plans and designs for the improvements at Deerpath Park were
developed. Group members were selected to bring expertise in the areas of architecture,
engineering, field playability and performance, player safety, site design, land planning,
landscaping, sustainable design, and knowledge of the practical and operational aspects of
synthetic athletic turf fields. The recommendations from the Advisory Group were previously
provided to the Council and are included again in the Council packet for reference on page
41 and page 43.
Base Project and Additional Amenities
The base project includes components such as site excavation and grading, stormwater
mitigation and detention improvements, synthetic turf products, site lighting, walking path
loop, utilities, sport field amenities, and natural areas enhancements.
Throughout the design phase for the project, City staff considered the elements that make up
the base project independently from the additional amenities that enrich the quality of the
park and maintain the character of a community park. The additional amenities, reflected in
the Conceptual Vision Plan developed and recommended by the Advisory Group, were
included in the bid packets and can be added to the base project, if directed by the Council.
The following are additional amenities that were included in design and bidding for City
Council’s consideration:
• north building with restroom facilities, concessions, and pavilion area.
• south building with restroom facilities and pavilion area.
• maintenance garage to be added to the south building for storage of turf field
materials and maintenance equipment.
• playground designed for use by 2–5-year-olds, three small fitness stations.
• boardwalk in southwest wetland area and crushed stone walking path in natural
areas.
Construction Management Firm
Given the complexity and the cost of the project, City staff have determined it would be best
to engage with a construction management firm to provide professional construction
management services that include public bidding, contract management (by Construction
Manager), and full-time onsite project managers and superintendents.
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Tuesday, February 21, 2023, City Council Agenda
On July 29, 2022 a Request for Proposals (RFP) for Project bidding and construction
management services was released by the City, published in the Lake County News Sun, and
posted on the City’s website. In addition, an RFP opportunity announcement was emailed
directly to multiple firms who provide these services. On August 15, 2022, three firm submittals
were received and a selection committee, comprised of City staff, was formed to review and
evaluate the written responses based on project approach and understanding, turf field
project experience and qualifications, references/project results, and proposed cost. The RFP
outlined that submitted cost proposals were to be developed upon an anticipated $12.5
million base construction budget. Further the RFP featured a specific cost proposal template
that all firms had to use to outline their costs. This cost proposal sheet required firms to include
their lump sum fee to complete bidding services, their percentage base fee to be applied to
the total final cost of construction to provide construction management services, any fee
adjustments based on change orders, their monthly general fixed condition costs associated
with their needed project team staffing, and their percentage base fee that is applied to the
total cost of construction to provide their general liability insurance coverage.
Following the evaluation of the written RFP responses, the staff selection team interviewed all
three candidate firms. Following the interview process, the staff team unanimously
recommended Nicholas & Associates to provide both project bidding and construction
management services. Nicholas & Associates has over 40 years of experience in successfully
providing construction management services for large scale municipal, commercial, and
educational projects. Specifically, they have provided construction management services on
over 50 turf field projects, 35 of which were located within the regional area. Additionally, all
the fees Nicholas & Associates included as part of their detailed cost proposal submittal were
found by staff to be the lower and most competitively cost in comparison to the other two firm
submittals.
Bidding Process
As per our agreement with Nicholas & Associates, and following the completion of all design
work, Nicholas prepared the necessary bid packets for the various aspects of the project. Bids
were reviewed and assembled for City staff to evaluate. The bid included all excavation,
grading, base preparation, walking path, landscaping, detention, utilities, and all trades
required for the buildings. Staff was also given all costs related to construction, including
construction management fees, general liability insurance, general fixed conditions (Nicholas
supplied superintendents and project managers) and general conditions (construction site
expenses such as trailer, fencing, temporary power, etc.). The bid also included the
replacement of the existing tennis court with new tennis/pickleball courts so that the work
could be included in the overall project, however, this will be funded separately through the
Parks & Public Land Fund.
In addition to the pricing received through the bid process, staff was also given bid pricing for
several specific items through national government joint purchase co-operatives such as,
Sourcewell and TIPS. Per Section 6.1D of the City’s Purchasing Directive, purchases can be
made via a variety of governmental joint purchasing programs. Numerous pieces of
equipment are bid nationally, and such bids conform to all requirements of the Illinois State
bidding laws. Sourcewell and TIPS follow the competitive contracting law process to solicit,
evaluate, and award cooperative purchasing contracts for goods and services. Items that
were included in the co-operative pricing include:
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Tuesday, February 21, 2023, City Council Agenda
1. Midwest Sports Turf for the turf system (TIPS Co-op)
2. Keeper Goals for portable homerun fences (TIPS Co-op)
3. Musco Lighting for sports field lighting (Sourcewell Co-op)
4. Poligon for the baseball dugouts (Sourcewell Co-op)
5. Landscape Structures for the playground/fitness stations (Sourcewell Co-op)
City staff is also recommending that Hitchcock Design Group and their subcontractors provide
architectural and engineering construction phase oversight for the project, as shown in the
cost structure below.
City staff evaluated all costs for the project have provided a summary chart below for City
Council review.
Summary of Costs
The table below includes costs for Synthetic Turf Field Improvements (base project) and also a
Menu of Additional Amenities for City Council consideration. City Council could choose to
implement some of the additional amenities as part of the initial project or could choose to
phase work in over time.
Synthetic Turf Field Improvements Dollar Amount
Base Construction Cost $11,584,663
Construction Mgmt. Fees/General Conditions/Insurance $1,191,320
A&E Construction Phase Services (Hitchcock) $115,500
Total Base Cost: $12,891,483
Menu of Additional Amenities Dollar Amount
North Restroom/Concessions/Pavilion Building $1,417,252
South Restroom/Pavilion Building $682,157
Maintenance Garage attached the South Building (Allowance) $426,000
Playground/Fitness Stations $242,533
Boardwalk/Crushed Stone Path $236,260
Additional Landscaping/Natural Areas Maintenance $100,358
Total Additional Amenities Cost: $3,104,560
Total Base Cost + All Amenities $15,996,043
Tennis/Pickleball Courts (PPL Funded) $435,827
* The base cost includes $475,000 in contingency and the additional amenities include $63,185
in contingency.
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Tuesday, February 21, 2023, City Council Agenda
Staff would also note that the bid for a standalone maintenance building was rejected due to
cost concerns revealed though the bidding process and aesthetic concerns raised by the
Building Review Board. Staff is suggesting that re-design and value engineering be completed
over the next month to address the concerns and that an allowance of $426,000 be left in the
contract for a maintenance garage to be attached to the south building. This will still allow for
alignment with the original construction schedule for the building.
BUDGET/FISCAL IMPACT: With approval by the City Council, costs for the Deerpath Park
Athletic Field improvements will be incorporated into the City’s FY24 Budget and FY24-28
Capital Improvement Program. Staff recommends an advance on this funding to allow for
work to begin prior to May 1, 2023.
Staff is recommending that the City allocate an estimated $4 million operating surplus in the
General Fund for FY23 to this project to reduce long-term financing required. The remaining
amount ranging from $ 8.89-12.0 million is recommended to be funded from a General
Obligation bond issue.
Based on various debt service models that the City Council will consider, the impact to the
average Lake Forest homeowner property tax bill would be $90-143. In the staff presentation
at the meeting on February 21, Finance Director Holleb will present various debt service
financing models for City Council discussion.
The proposed resolution (page 45) as part of this package would indicate the City’s intent to
issue bonds for this project and allow for reimbursement of any expenses incurred prior to
bond issue closing. In the staff presentation at the meeting, staff will also present bond
financing options.
With approval of the proposed resolution, staff would begin work with the City’s financial
advisory firm and bond counsel to prepare for a bond auction. Competitive bids and
acceptance of a bid would be brought to the City Council for approval at a later date.
The tennis/pickleball courts amount of $435,827 would be funded from the Parks and Public
Land Fund.
To date, the City has paid $565,750 for design services and $10,540 for permit fees.
Has competitive pricing been obtained for proposed goods/services? Yes, with the exception
of Government Joint Purchasing as previously outlined.
Below is an estimated summary of Project budget:
FY2024 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
General Fund Reserves
(FY23 Operating Surplus) $4 million *
Capital Improvements Fund
(GO Bond Issue Proceeds) $8.89 -$12.0 million *
Parks and Public Land Fund $435,827 *
* With City Council approval, these amounts will be included in the FY24 Budget.
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Tuesday, February 21, 2023, City Council Agenda
SUBSEQUENT ACTIVITY:
As a follow up to potential Council action on the items listed below, staff will complete the
processing of the necessary Board and Commissions reviews. Recommendations from the
Boards and Commissions will be presented to the City Council in the standard manner, as part
of the Omnibus Agenda, at a future City Council meeting for final action. The Board and
Commission reviews are expected to include the following:
• Zoning Board of Appeals – recommendations on setback variances as needed
for buildings and structures, height variances for light and camera poles, and
fencing.
• Building Review Board – recommendations on building massing, design aspects,
and exterior materials.
• Plan Commission – recommendation to align the zoning on the overall
Recreation Center and athletic field parcels for consistency and recognize the
community park use.
COUNCIL ACTIONS:
Consideration to approve contracts and bids for the Deerpath Park Athletic Field Improvement
Project. The contracts and bids presented below represent the full cost for the base project
plus all additional amenities to show the full scope of the project. Council will consider what (if
any) additional amenities to include and the amounts will be adjusted to match that
preference.
1. Award of contract with Nicholas & Associates for $11,541,172
2. Award of contract with Hitchcock Design Group for $115,500
3. Award of bid with Midwest Sports Turf (TIPS Co-op) for $3,450,000
4. Award of bid with Keeper Goals (TIPS Co-op) for $176,035
5. Award of bid with Musco (Sourcewell Co-op) for $813,900
6. Award of bid with Poligon (Sourcewell Co-op) for $113,000
7. Award of bid with Landscape Structures (Sourcewell Co-op) for $222,263
Total: $16,431,870 (Includes Tennis/Pickleball Courts)
And
Consideration of a Resolution expressing official intent regarding certain capital expenditures
to be reimbursed from proceeds of one or more obligations to be issued by the City of Lake
Forest, Lake County, Illinois (page 45).
7. NEW BUSINESS
8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS
9. ADJOURNMENT
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Tuesday, February 21, 2023, City Council Agenda
A copy of the Decision Making Parameters is included beginning on page 15 of this packet.
Office of the City Manager February 15, 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.
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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.
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The City of Lake Forest
CITY COUNCIL MEETING
Proceedings of the Monday, February, 6 2023
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 6:33p.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, Alderman Weber
Absent: none
CALL TO ORDER AND ROLL CALL
PLEDGE OF ALLEGIANCE was recited.
REPORTS OF CITY OFFICERS
COMMENTS BY MAYOR
Mayor Pandaleon made a statement regarding notification of individuals that speak during public comment
during public hearings, stating State Senator Julie Morrison and the City Attorney, Julie Tappendorf, are now
working to develop a change in language.
Mayor Pandaleon reported that Metra has begun work on the universal crossover switch at the West Side
Train Station, noting the Metra More pilot program’s success. He read a letter co-signed by himself, State
Senator Julie Morrison, Representative Bob Morgan, President and CEO of Lake County Partners Kevin
Considine, and Lake County Board Member Paras Parekh, supporting a long-term reverse commute schedule.
A. 2023-2024 Board and Commission Appointments and Reappointments
Board of Trustees Fire Pension Fund
NAME OF MEMBER APPOINT/REAPPOINT WARD
Gerard Toohey Jr. Appoint 3
Historic Preservation Commission
NAME OF MEMBER APPOINT/REAPPOINT WARD
Leif Soderberg Appoint 1
Legal Committee
NAME OF MEMBER APPOINT/REAPPOINT WARD
Elizabeth “Joy” Guscott-Mueller Appoint from Interim to Chair 3
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Proceedings of the Monday, February 6, 2023
City Council Meeting
COUNCIL ACTION: Approve the Mayor’s 2023-2024 Board and Commission Appointments and
Reappointments
Alderman Preschlack made a motion to approve the Mayor’s Appointments and Reappointments, seconded
by Alderman Weber. Motion carried unanimously by voice vote.
COMMENTS BY CITY MANAGER
A. Community Spotlight
- Dr. Matthew Montgomery, Superintendent to Lake Forest School Districts 67 & 115
City Manager Jason Wicha introduced Dr. Matthew Montgomery, Superintendent to Lake Forest School
Districts 67 & 115. Dr. Montgomery, who has been in his role almost two (2) years, gave a detailed overview of
the District 115 Facilities Bond Referendum, highlighting its purpose, a summary of its makeup, the benefits,
and also the financial implications.
Dr. Montgomery noted that District 115 recently became a National Blue Ribbon School, meaning the School
District is in the top 20 of the State, and maintains a school-average GPA of 3.0 or higher. Dr. Montgomery also
stated that his purpose is to share the facts on the bond referendum, not to ask for a vote either for or
against. Dr. Montgomery noted that fifty-two (52%) of the $105.7 million bond will be put towards
infrastructure planning, while the other forty-eight (48%) will be utilized for instructional space upgrades,
namely developing ADA accessibility, and expanding classrooms, none of the money will be used for staffing
and wages.
The City Council asked clarifying questions including the school district’s operating budget, public and private
partnerships, debt incursion, student relocation, the cost bond per student, and preemptive measures.
Mayor Pandaleon noted that while City of Lake Forest enjoys having the lowest tax rates, the schools receive a
very small portion of the tax bill.
OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL
Mayor Pandaleon then asked if there was anyone who would like to address the Council.
Ari Marck offered his opinion to the Council regarding the closing of the Wildlife Discovery Center noting how
much the center enhanced his life.
Sharone Marck offered her opinion to the City Council regarding the closing of the Wildlife Discovery Center,
noting disappointment in the closure.
ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of January 17, City Council Meeting Minutes
2. Approval of the Check Register for the Period of January 1 – January 27, 2023
3. Approval of a Public Works Committee Recommendation of an Award of Bid to Scandroli
Construction for Forest Park Beach Cranes Replacement Project in the Amount of $427,604, to
Include a 5% Contingency in the Amount of @21,380, for the Grand Total Amount of $448,984
and the Advancement of Fiscal Year 2024 Funding in the Amount of $240,000.
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Proceedings of the Monday, February 6, 2023
City Council Meeting
4. Award of Purchase for the Replacement of an Aerial Bucket Truck for the Forestry Section
Included in the FY2024 and FY2025 Capital Equipment Budget to the Sourcewell Cooperative’s
Low Bidder, Terex Utilities Inc., in the Amount of $370,609.
5. Award Vermeet Midwest an Additional $30,200 to Complete the Purchase for the Replacement
of a Log Chipper for the Forestry Department, for the Revised Total Amount of $214,178.
6. Approval of a Change Order to the Agreement with Mag Construction to provide the concrete
foundation for the monument, donor board and flagpole for the Veterans Park Improvement
Project in the Amount of $33,406.
COUNCIL ACTION: Approve the six (6) omnibus items as presented.
Mayor Pandaleon asked members of the Council if they would like to remove any item or take it separately.
Seeing none, he asked for a motion.
Alderman Goshgarian made a motion to approve the six (6) 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.
OLD BUSINESS
1. Deerpath Park Athletic Field Improvements – Programming Overview and Revenue Projections
City Manager Jason Wicha iterated the purpose of discussion being consensus, noting anticipation of
reviewing construction bids and comparison of other impacted parks in Lake Forest due to the project in later
anticipated discussions.
Mayor Pandaleon then introduced Anthony Anaszewicz, Program Manager, and Elizabeth Holleb, Finance
Director, to give a presentation on the updates to the Deerpath Park Athletic Field.
Program Manager Anthony Anaszewicz reported that the focus of this update is a review of the programming
analysis that was completed and an overview of the revenue analysis and forecast under various fee
structures. He noted throughout the development of programming, revenue analysis was conducted based on
an hourly rental structure. He also explained definitions in relations to sports that will utilize the athletic field
throughout the year. Lastly, he noted key findings relevant to discussion, noting an above average population
under the age of 25, expansion possibilities from other Lake Forest parks, and a reduction in maintenance
costs due to Deerpath Community Park absorbing existing programming.
Elizabeth Holleb, Finance Director reported the revenue analysis looked at the current maintenance-driven
revenue structure and projected revenues using an hourly rate structure. In addition, staff analyzed revenue
impact on current recreation programming. In this case, rather than an hourly rate structure, staff projected a
per participant increase to forecast revenue. Combined, this analysis yielded forecasts of incremental revenue
under various fee scenarios. Additionally noted was the programming analysis identified and additional
program hours that will be left over after accounting for current levels of programming and estimates for
absorbed additional programming from other parks. The available hours would create an opportunity for
additional revenue from new programs and additional field rentals.
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Proceedings of the Monday, February 6, 2023
City Council Meeting
The City Council had lengthy discussion on various topics related to the athletic field that included future
costs, cost recovery, maintenance, user fees, users, field utilization, demographic data, programming and
maintenance benefits, field inventory, operating hours, field configurations rental revenues among other
topics.
Mayor Pandaleon offered the opportunity for public comment.
Alexandra Potter offered her opinion to the Council noting noise, traffic and if there is a need for a concession
stand.
Mary Matthews offered he opinion to the Council noting floodplain and asking the Council to reconsider this
project and go with natural grass improvements.
COUNCIL ACTION: No formal Council action is requested at this time. However, direction is requested
regarding what extent additional revenue should pay for future maintenance/replacement of the turf fields.
City Council’s broad direction will be provided to the Park Board, who will evaluate options and recommend
a specific Usage Policy and Fee Structure for future City Council consideration.
Through discussion, the City Council gave direction to the Park Board to evaluate options and recommend a
specific usage policy and fee structure that will be presented to the City Council at a future date.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION/COMMENTS BY COUNCIL MEMBERS
ADJOURNMENT
There being no further business Mayor Pandaleon asked for a motion. Alderman Goshgarian made a motion to
adjourn, seconded by Alderman Weber. Motion carried unanimously by voice vote at 9:11 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.
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Memorandum
To: Jason Wicha, City Manager
From: Deerpath Park Synthetic Turf Athletic Fields Advisory Group
Date: August 22, 2022
Re: Advisory Group Recommendations
PURPOSE
The purpose of this memorandum is to provide the Advisory Group’s recommendations
for enhancements to the Deerpath Park Synthetic Turf Athletic Fields Design Project.
BACKGROUND
The Deerpath Park Synthetic Turf Athletic Fields Advisory Group was formed by City
Manager, Jason Wicha, in May 2022. It was established as a short-term body charged
with advising, challenging, and offering insight to City staff and the City’s consultants as
plans and designs are developed for improvements to the City’s athletic fields at
Deerpath Park with synthetic turf related amenities.
Group members were selected to provide expertise in the areas of architecture,
engineering, field playability and performance, player safety, site design, land
planning, landscaping, sustainable design, and knowledge of the practical and
operational aspects of synthetic athletic turf fields. The Group is chaired by Prue Beidler
and members include David Hamming, Ken Mrock, Marion Cartwright, Mike Bleck, Paul
Best, Rick Amos, Sara LaCasse, and Susie Kullby.
The Group was charged with
Reviewing the scope of work proposed by the architecture and design firm
approved by the Council for the project and offering comments prior to the start of
the design development process.
Hearing one or more status reports from City staff and the consultants as design
development work is progressing and offering input, raising questions, challenging
assumptions, and providing insights.
Hearing a presentation of the draft project design from the consultant and offering
input prior to City staff finalizing a recommendation on the overall project design for
City Council consideration.
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CONCEPTS EXPLORED
The Advisory Group discussed many concepts raised by the City staff team and
members of the consulting team. Some of the concepts discussed included overall
site/field layout, sustainability elements, traffic/parking elements, future maintenance
needs, and safety issues.
RECOMMENDATIONS
1.As plans move forward with adding synthetic turf at Deerpath Park to address
playability issues for multiple sporting activities, the Advisory Group recommends
that the City continue to view Deerpath Park as a community park, rather than
as an athletic complex. Community Parks focus on meeting community-wide
recreation needs that serve as gathering places and general athletics, as well as
preserving unique landscapes and open spaces. As such, the Advisory Group
recommends that the City support the long-range Conceptual Vision Plan for the
park with amenities that benefit the entire community, such as a playground,
fitness features and a walking path. The Advisory Group also recognized that
there are future opportunities for the site that should continue to be explored,
such as the concept of installing a large air-supported dome to provide year-
round athletic space and many other activities.
2.The Advisory Group reviewed the layout options presented by City staff and the
consulting team and discussed the two scenarios for synthetic athletic field sizes,
7.6 and 9.5-acre fields, as directed by the City Council. Based on the
programming needs of the site and the potential layout options, and limitations
due to floodplain and floodway restrictions, the Advisory Group recommends the
City continue the design process with a preference for a 9.5-acre synthetic
athletic field layout. The Advisory Group also supported the concept of having
park support buildings on the north and south ends of the park for restrooms and
storage, as well as the addition of a maintenance shop. In addition, the Advisory
Group preferred the concept featuring a hard surface corridor in the center of
the field to be used for access (walking path), spectator viewing areas, and to
accommodate field lighting and shade structures.
3.City staff presented material options being considered for the synthetic turf fields.
City staff has met with various synthetic turf companies to explore the options for
the turf pile, shock pads, and infill. In addition, they have visited numerous
synthetic turf fields to assess the option that would best fit the community’s
needs. The Advisory Group agrees with the criteria that City staff is using to
evaluate options and that the overall project goals are player safety, playability,
maintenance, durability, and environmental sensitivity. However, the final
selection of materials has not been determined.
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Memorandum
To: Jason Wicha, City Manager
From: Deerpath Park Synthetic Turf Athletic Fields Advisory Group
Date: January 10, 2023
Re: Additional Advisory Group Recommendations
PURPOSE
The purpose of this memorandum is to provide the Advisory Group’s recommendations
for enhancements to the Deerpath Park Synthetic Turf Athletic Fields Design Project.
BACKGROUND
The Deerpath Park Synthetic Turf Athletic Fields Advisory Group was formed by City
Manager, Jason Wicha, in May 2022. It was established as a short-term body charged
with advising, challenging, and offering insight to City staff and the City’s consultants as
plans and designs are developed for improvements to the City’s athletic fields at
Deerpath Park with synthetic turf related amenities.
Group members were selected to provide expertise in the areas of architecture,
engineering, field playability and performance, player safety, site design, land
planning, landscaping, sustainable design, and knowledge of the practical and
operational aspects of synthetic athletic turf fields. The Group is chaired by Prue Beidler
and members include David Hamming, Ken Mrock, Marion Cartwright, Mike Bleck, Paul
Best, Rick Amos, Sara LaCasse, and Susie Kullby.
The Group was charged with
➢ Reviewing the scope of work proposed by the architecture and design firm
approved by the Council for the project and offering comments prior to the start of
the design development process.
➢ Hearing one or more status reports from City staff and the consultants as design
development work is progressing and offering input, raising questions, challenging
assumptions, and providing insights.
➢ Hearing a presentation of the draft project design from the consultant and offering
input prior to City staff finalizing a recommendation on the overall project design for
City Council consideration.
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CONCEPTS EXPLORED
The Advisory Group discussed many concepts raised by the City staff team and
members of the consulting team. Some of the concepts discussed included overall
site/field layout, sustainability elements, traffic/parking elements, future maintenance
needs, and safety issues. Recommendations were presented to City Council on
September 6, 2022, and Council supported those recommendations.
Based on further discussions with staff during a meeting on Wednesday, November 9,
the Advisory Group is now making the following additional recommendations for City
Council consideration:
RECOMMENDATIONS
1. The Advisory Group and City Council previously recommended City staff
evaluate turf material options using the criteria of player safety, playability,
maintenance, durability, and environmental sensitivity. City staff has continued
researching synthetic turf systems to explore the options for the turf pile, shock
pads, and infill that would best fit the community’s needs. City staff presented
material options to the Advisory Group for consideration in selecting the best
materials for the project. In alignment with the evaluation criteria of player
safety, playability, maintenance, durability, and environmental sensitivity, the
Advisory Group strongly recommends using the following turf system:
• GreenFields Ironturf for the turf pile
• BrockFill for the infill
• Brock YSR for the shock pad
2. The Advisory Group further recommends that the City continue to view Deerpath
Park as a community park, focusing on meeting community-wide recreation
needs that serve as gathering places and general athletics, as well as preserving
unique landscapes and open spaces. As such, the Advisory Group recommends
that the City support the updated long-range Conceptual Vision Plan for the park
with amenities that benefit the entire community, such as a playground, fitness
features, a walking path loop, and natural area development. The Advisory
Group further emphasizes that there are future opportunities for the site that
should continue to be explored, such as the concept of installing a large air-
supported dome to provide year-round athletic space and many other activities.
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2023-0____
RESOLUTION expressing official intent regarding certain capital
expenditures to be reimbursed from proceeds of one or more
obligations to be issued by the City of Lake Forest, Lake County,
Illinois.
* * *
WHEREAS, the City Council (the “City Council”) of the City of Lake Forest, Lake County,
Illinois (the “City”), has determined that it is necessary and in the best interests of the City to
finance the construction of improvements to the City’s Deerpath Park Athletic Field, including the
site work, design and engineering related thereto (the “Project”); and
WHEREAS, all or a portion of the expenditures relating to the Project (the “Expenditures”)
(i) have been paid within the 60 days prior to the passage of this Resolution or (ii) will be paid on
or after the passage of this Resolution; and
WHEREAS, the City reasonably expects to reimburse itself for the Expenditures with the
proceeds of one or more obligations:
NOW, THEREFORE, Be It and It Is Hereby Resolved by the City Council of the City of Lake
Forest, Lake County, Illinois, in the exercise of its home rule powers, as follows:
Section 1. Incorporation of Preambles. The City Council hereby finds that all of the
recitals contained in the preambles to this Resolution are full, true and correct and do incorporate
them into this Resolution by this reference.
Section 2. Intent to Reimburse. The City reasonably expects to reimburse the
Expenditures with proceeds of one or more obligations.
Section 3. Maximum Amount. The maximum aggregate principal amount of the
obligations expected to be issued for the Project is $_______________.
Section 4. Separate Action Required to Pursue Project and Expend Funds. This
Resolution does not and shall not be construed to obligate the City in any manner to pursue any
identified Project or expend any funds for the completion of any identified Project, and the City
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Council shall retain full discretion to approve such Project and any expenditure of funds relating
thereto, and such approval shall be by separate action of the City Council.
Section 5. Ratification. All actions of the officers, agents and employees of the City
that are in conformity with the purposes and intent of this Resolution, whether taken before or after
the adoption hereof, are hereby ratified, confirmed and approved.
Section 6. Severability. If any section, paragraph, clause or provision of this Resolution
shall be held to be invalid or unenforceable for any reason, the invalidity or unenforceability of
such section, paragraph, clause or provision shall not affect any of the remaining provisions of this
Resolution.
Section 7. Repeal. All resolutions or parts thereof in conflict herewith be and the same
are hereby repealed and this Resolution shall be in full force and effect forthwith upon its adoption.
ADOPTED by the City Council on February 21, 2023.
AYES: _____________________________________________________________________
_____________________________________________________________________
NAYS: _____________________________________________________________________
ABSENT: _____________________________________________________________________
APPROVED on February 21, 2023.
_______________________________________
Mayor, City of Lake Forest,
Lake County, Illinois
RECORDED in the City Records on February 21, 2023.
Attest:
___________________________________
City Clerk, City of Lake Forest,
Lake County, Illinois
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