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CITY COUNCIL 06/05/2023THE CITY OF LAKE FOREST CITY COUNCIL AGENDA Monday, June 5, 2023 220 E. Deerpath Lake Forest, IL 60045 CALL TO ORDER AND ROLL CALL 6:30 p.m. Honorable Mayor, Stanford R. Tack Nancy Novit, Alderman First Ward Jim Preschlack, Alderman Third Ward Terry Mieling, Alderman First Ward Ara Goshgarian, Alderman Third Ward Edward U. Notz, Jr., Alderman Second Ward Eileen Looby Weber, Alderman Fourth Ward John Powers, Alderman Second Ward Richard Walther, Alderman Fourth Ward PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 1. COMMENTS BY MAYOR A. Resolution of Appreciation for Retiring Employee, Rob Carmichael A copy can be found beginning on page 9 COUNCIL ACTION: Approve the Resolution of Appreciation for Retiring Employee, Rob Carmichael 2. COMMENTS BY CITY MANAGER A. Community Spotlight - Lake Forest Preservation Foundation Awards - Jason Smith, Board Member 3. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL 4. COMMITTEE REPORTS 5. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of May 15, 2023, City Council Meeting Minutes A copy of the minutes can be found beginning on page 11 COUNCIL ACTION: Approval of May 15, 2023, City Council Meeting Minutes 1 Monday, June 5, 2023, City Council Agenda 2. Approval of the Check Register for the Period of April 22 – May 26, 2023 STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612) BACKGROUND/DISCUSSION: City Code Section 38.02 sets forth payment procedures of the City. The Director of Finance is to prepare a monthly summary of all warrants to be drawn on the City treasury for the payment of all sums due from the City (including all warrants relating to payroll and invoice payments) by fund and shall prepare a detailed list of invoice payments which denotes the person to whom the warrant is payable. The warrant list detail of invoice payments shall be presented for review to the Chairperson of the City Council Finance Committee for review and recommendation. All items on the warrant list detail recommended for payment by the Finance Committee Chairperson shall be presented in summary form to the City Council for approval or ratification. Any member of the City Council shall, upon request to the City Manager or Director of Finance, receive a copy of the warrant list detail as recommended by the Finance Committee Chairperson. The City Council may approve the warrant list as so recommended by the Finance Committee Chairperson by a concurrence of the majority of the City Council as recorded through a roll call vote. The Council action requested is to ratify the payments as summarized below. The associated payroll and invoice payments have been released during the check register period noted. Following is the summary of warrants as recommended by the Finance Committee Chairperson: The subtotal labeled “All other Funds” includes $512,556 in medical/dental plan expenses. COUNCIL ACTION: Approval of the Check Register for the Period of April 22 – May 26, 2023 3. Approval of the Regularly Scheduled Meetings of the Lake Forest City Council for the year 2024 STAFF CONTACT: Margaret Boyer, City Clerk (847-810-3674) Fund Invoice Payroll Total 101 General 1,139,209 2,799,423 3,938,632 501 Water & Sewer 108,534 267,626 376,160 220 Parks & Recreation 238,162 664,278 902,440 311 Capital Improvements 492,060 492,060 202 Motor Fuel Tax 4,481 4,481 230 Cemetery 24,098 62,608 86,707 210 Senior Resources 17,150 43,647 60,797 510 Deerpath Golf Course 19,221 4,211 23,432 601 Fleet 115,524 86,122 201,647 416 - 434 Debt Funds 83,348 83,348 248 Housing Trust 3,340 3,340 201 Park & Public Land 9,000 9,000 All other Funds 921,547 294,220 1,215,767 $3,175,674 $4,222,136 $7,397,810 Check Register for April 22- May 26, 2023 2 Monday, June 5, 2023, City Council Agenda A copy of the schedule can be found beginning on page 17. COUNCIL ACTION: Approval of the Regularly Scheduled Meetings of the Lake Forest City Council for the year 2024 4. Consideration of Awarding Two - One Year Extensions of the City’s Contract with Thelen Materials, LLC. to Provide Compost Transferring Services for the Sum of $109,000 per Year. STAFF CONTACT: Dan Martin, Superintendent of Public Works (810-3561) PURPOSE AND ACTION REQUESTED: Staff requests City Council approval to extend the City’s contract with Thelen Materials, LLC to provide transfer trailers to the City to have its yard waste delivered and processed at Thelen’s facility for two, one-year terms, as provided for in the current contract. The current three-year agreement ends June 15, 2023. PROJECT REVIEW/RECOMMENDATIONS: Milestone Date Comments Public Works Committee 5/26/2020 Reviewed and Recommended Approval City Council 6/15/2020 Awarded Contract BACKGROUND/DISCUSSION: On May 15, 2020, the City received one proposal to perform the yard waste composting operation and three proposals for a Transferring Agreement. The one proposal received to perform the yard waste composting operation exceeded the operating budget. At the time, staff recommended the City transfer its yard waste to another facility instead of continuing its composting operation. The Transferring Agreement was awarded by City Council at the June 15, 2020, City Council Meeting. For the past three years, yard waste that is collected at the Route 60 site is loaded into transfer trailers by Public Works staff and transported for a per cubic yard cost to Thelen’s yard waste facility in Antioch, Illinois. The initial agreement recommended that City Council approve a three-year agreement with the option to renew for an additional one-year extension for two years upon agreement by both parties. After three years, each additional year could have a possible negotiated increase equal to or less than the determined C.P.I. The City has been satisfied with the services provided by Thelen Materials for the past three years and recommends the City Council approve the two, one-year extensions. BUDGET/FISCAL IMPACT: The following is a summary chart of the proposal costs received to transfer yard waste. Thelen Materials, LLC proposal was the lowest cost per cubic yard. Thelen Materials, LLC is headquartered in Antioch, Illinois with over 40 acres dedicated to their large scale commercial composting operation. Many of the waste haulers in the region deliver yard waste to their facility. Has City staff obtained competitive pricing for proposed goods/services? Yes 3 Monday, June 5, 2023, City Council Agenda FIRM YEAR 1 COST PER CUBIC YARD YEAR 2 COST PER CUBIC YARD YEAR 3 COST PER CUBIC YARD Thelen Materials $8.59 $8.75 $8.90 Mulch Center $10.62 $11.61 $12.60 American Pallet $23.86 $23.86 $23.86 Note: 5-year annual yard waste range 9,000 -12,000 cubic yards Below is an estimated summary of the Project Budget: FY24-25 Funding Source Amount Budgeted Amount Requested Budgeted Y/N 101-5245-435.35-10 $109,000 $109,000 Yes COUNCIL ACTION: Consideration of Awarding Two, One-Year Extensions of the City’s Contract with Thelen Materials, LLC. to Provide Compost Transferring Services for the Sum of $109,000 per Year. 5. Consideration of a Waiver of Permit Fees Associated with the Replacement of the Cranes in the Boat Basin at Lake Forest Beach. (Approval by Motion) STAFF CONTACT: Catherine Czerniak Director of Community Development (810-3504) PURPOSE AND ACTION REQUESTED: In accordance with the City’s Administrative Directives, City Council approval of the waiver of permit fees for a City project at Lake Forest Beach is requested. BACKGROUND/DISCUSSION: The cranes in the boat basin at the beach have served their useful life and need to be replaced. Permits and inspections are required to assure that the installation of the new cranes is completed in a safe manner, consistent with applicable Codes and requirements. Permit fees associated with construction and site improvements on City owned property are routinely waived recognizing that the payment of fees would simply transfer monies from one City fund to another. 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 Beach $6,666.04 $6,666.04 4 Monday, June 5, 2023, City Council Agenda COUNCIL ACTION: If desired by the City Council, approve a motion waiving permit fees in the amount of $6,666.04 for permits associated with replacing the cranes in the boat basin at Lake Forest Beach 6. Consideration of Ordinances Approving Recommendations from the Building Review Board. (First Reading, and if Desired by the City Council, Final Approval) STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504) PURPOSE AND ACTION REQUESTED: The following recommendations from the Building Review Board are presented to the City Council for consideration as part of the Omnibus Agenda. BACKGROUND: 300 Field Drive – The Building Review Board considered a request for approval of an additional wall sign. No public testimony was presented on this petition. (Board vote: 4-0, approved) 866 Oak Knoll Drive – The Building Review Board considered a request for approval of the demolition of the existing residence and approval of a replacement residence. No public testimony was presented on this petition. The Zoning Board of Appeals also reviewed this petition as detailed in the following agenda item. (Board vote: 4-0, approved) Ordinances approving the petitions as recommended by the Building Review Board, with key exhibits attached, are included in the Council packet beginning on page 18. The Ordinances, complete with all exhibits, are available for review in the Community Development Department. COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of the Ordinances approving the petitions in accordance with the Building Review Board’s recommendations. 7. Consideration of Ordinances Approving Recommendations from the Zoning Board of Appeals. (First Reading, and if Desired by the City Council, Final Approval) STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504) PURPOSE AND ACTION REQUESTED: The following recommendations from the Zoning Board of Appeals are presented to the City Council for consideration as part of the Omnibus Agenda. BACKGROUND: 161 Washington Circle – The Zoning Board of Appeals recommended approval of variances from the side and rear yard setbacks to allow a single story addition to the rear of the house and a second story addition over the existing mudroom and garage. Testimony was presented by two neighboring property owners noting concern about existing drainage in the area. In response to the concerns raised, the Board confirmed that a grading and drainage plan will be required and will be subject to review and approval by the City Engineer prior to the issuance of permits for the project. The Board directed that the City Engineer be advised of the concerns raised by the neighbors. (Board vote: 7-0, approved) 5 Monday, June 5, 2023, City Council Agenda 866 Oak Knoll Drive – The Zoning Board of Appeals recommended approval of variances from the side yard setbacks to allow encroachment of a new residence into the setback on the south side of the property and encroachment of a portion of the driveway into the setback along the north property line. A replacement residence will be constructed on the foundation of the existing residence which will be demolished. The Building Review Board also reviewed this petition as detailed in the previous agenda item. No public testimony was submitted on this petition. (Board vote: 7-0, approved) The Ordinances approving the petitions as recommended by the Zoning Board of Appeals, with key exhibits attached, are included in the Council packet beginning on page 33. The Ordinances, complete with all exhibits, are available for review in the Community Development Department. COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of the Ordinances approving the petitions in accordance with the Zoning Board of Appeals’ recommendations. COUNCIL ACTION: Approve the seven (7) omnibus items as presented 6. OLD BUSINESS 7. NEW BUSINESS 8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS 1. EXECUTIVE SESSION pursuant to 5ILCS120/2(c), 2 The City Council will be discussing collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees. Adjournment into Executive Session Reconvene into Regular Session 9. ADJOURNMENT A copy of the Decision Making Parameters is included beginning on page 8 of this packet. Office of the City Manager May 31, 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 6 Monday, June 5, 2023, City Council Agenda to contact City Manager Jason Wicha, at (847) 234-2600 promptly to allow the City to make reasonable accommodations for those persons. 7 ^Qtu^^ C^'NA<WA£BT-<^ ^.Scie^^t^wS^'X. §.. ^..,,.e-..^ f-l&ff"^ THE CITY OF LAKE FOREST DECISION-MAKING PARAMETERS FOR CITY COUNCIL, AND APPOINTED BOARDS & COMMISSIONS Adopted June 18, 2018 The City of Lake Forest Mission Statement: "Be the best-managed, fiscally-responsible and appealing community and promote a community spirit of trust, respect and citizen involvement. " The Lake Forest City Council, with the advice and recommendations of its appointed advisory Boards and Commissions, Lake Forest Citizens, and City Staff, is responsible for policy formulation and approval. Implementation of adopted strategy, policy, budgets, and other directives of Council is the responsibility of City Staff, led by the City Manager and Senior Staff. The Mayor and Aldermen, and appointed members of Boards and Commissions should address matters in a timely, deliberate, objective and process-driven manner, making decisions guided by the City of Lake Forest Strategic and Comprehensive Plans, the City's Codes, policies and procedures, and the following parameters: . Motions and votes should comprise what is in the best long-term interests of all Lake Forest citizens, measured in decades, being mindful of proven precedents and new precedents that may be created. . All points of view should be listened to and considered in making decisions with the long-term benefit to Lake Forest's general public welfare being the highest priority. . Fundmg decisions should support effectiveness and economy in providing services and programs, while mindful of the number ofcidzens benefittmg from such expenditures. . New initiatives should be quantified, qualified, and evaluated for their long-tenn merit and overall fiscal unpact and other consequences to the community. . Decision makers should be proactive and timely in addressing sto-ategic planning initiatives, external forces not under control of the City, and other opportunities and challenges to the community. Community trust in, and support of, government is fostered by maintaining the integrity of these decision-making parameters. The City of Lake Forest 's Decision-Making Parameters shall be reviewed by the City Council on an annual basis and shall be included on all agendas of the City Council and Boards and Commissions. 8 9 10 The City of Lake Forest CITY COUNCIL MEETING Proceedings of the Monday, May 15, 2023 City Council Meeting – City Council Chambers 220 E Deerpath, Lake Forest, IL 60045 CALL TO ORDER AND ROLL CALL: Mayor Tack called the meeting to order at 6:30p.m., and City Clerk Margaret Boyer called the roll of Council members. Present: Alderman Novit, Alderman Mieling, Alderman Powers, Alderman Preschlack, Alderman Goshgarian, Alderman Weber, and Alderman Walther Absent: Alderman Notz CALL TO ORDER AND ROLL CALL PLEDGE OF ALLEGIANCE was recited. REPORTS OF CITY OFFICERS COMMENTS BY MAYOR Mayor Tack reported that he had sworn in four new police officers this past week. Mayor Tack read the following. A. 2023-2024 Board & Commission Appointments and Reappointments BUILDING REVIEW BOARD NAME OF MEMBER APPOINT/REAPPOINT WARD Justin Stamer APPOINT 2 Eric Lohmuller APPOINT 2 GORTON NAME OF MEMBER APPOINT/REAPPOINT WARD Bob Scales APPOINT 1 CROYA NAME OF MEMBER APPOINT/REAPPOINT WARD Julie Crouch APPOINT 1 HISTORIC PRESERVATION COMMISSION NAME OF MEMBER APPOINT/REAPPOINT WARD 11 Proceedings of the Monday, May 15, 2023 City Council Meeting Tina Dann-Fenwick APPOINT 4 LIBRARY NAME OF MEMBER APPOINT/REAPPOINT WARD Emily Van Bel APPOINT 2 PLAN COMMISSION NAME OF MEMBER APPOINT/REAPPOINT WARD Lisa Nehring APPOINT 2 SENIOR RESOURCE COMMISSION NAME OF MEMBER APPOINT/REAPPOINT WARD Jean Manning APPOINT 3 ZONING BOARD OF APPEALS NAME OF MEMBER APPOINT/REAPPOINT WARD Mike Adams APPOINT 1 COUNCIL ACTION: Approve the Mayor’s Appointments and Reappointments Alderman Preschlack made a motion to approve the Mayors Appointments and Reappointments, seconded by Alderman Power. Motion carried unanimously by voice vote. COMMENTS BY CITY MANAGER City Manager Wicha shared that the Master Planning process for Northcroft Park will begin soon, and invited members of the community to attend Planning and Pizza in the Park on Wednesday, May 24 from 4:00pm- 6:00pm. City Manager then introduced Morgan Adams, Executive Director at Deer Path Art League to present this years’ Emerging Artists. A. Emerging Artists Awards - Morgan Adams- Executive Director at Deer Path Art League Morgan Adams gave a presentation to the City Council on the Emerging Artist awards, noting storefronts in Market Square that showcased the student’s artwork. Each student was recognized and presented with a certificate from Mayor Tack. Photos were taken. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL 12 Proceedings of the Monday, May 15, 2023 City Council Meeting COMMITTEE REPORTS PUBLIC WORKS COMMITTEE 1. Rockefeller-McCormick-Loch Ravine Improvement Project Overview - Jim Lockefeer, Assistant Public Works Director Jim Lockefeer provided the City Council with a presentation on the project, noting sustainability components, easements within infrastructure, and reported the Public Works Committee recommended bidder for the project as V3 Construction. The City Council had discussion on the overall total cost of ravines within the last few years and the general health of this ravine. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of May 1, 2023, first session City Council Meeting Minutes 2. Approval of May 1, 2023, second session City Council Meeting Minutes 3. Approval of a Resolution of Appreciation for Retiring Members of Boards and Commissions as follows: BOARD, COMMISSION OR COMMITTEE NAME OF MEMBERS(S) GORTON Nick Bothfeld BUILDING REVIEW BOARD Jim Diamond CROYA Carolyn Bielski HISTORIC PRESERVATION COMMISSION Janet Gibson LIBRARY Andrea Lemke ZONING BOARD OF APPEALS Lisa Nehring 4. Consideration of a Request to Waive the Fidelity Bond Requirement in Connection with Holding a Raffle in the City of Lake Forest for McKinlock Post 264-American Legion (Approval by Motion) 5. Approval to extend the City’s Office Supplies Contract with Warehouse Direct through May 31, 2024, with the option for additional extension as determined by the Suburban Purchasing Cooperative of the Northwest Municipal Conference. 6. Award of a Bid in the Amount of $64,686 to Tiles in Styles for the Lake Forest Public Safety Building Flooring Project, Plus a 5% Contingency in the Amount of $3,235, for a Total of $67,921 7. Approval of a Recommendation from the Public Works Committee to Award of Four City Facility HVAC Unit Replacements to JNL Climate Control in the Amount of $45,638 13 Proceedings of the Monday, May 15, 2023 City Council Meeting 8. Approval of a Recommendation from the Public Works Committee to Award the Bid for the Rockefeller-McCormick-Loch Ravine Improvement Project to the Lowest Responsive and Responsible Bidder, V3 Construction Group, in the Amount of $693,500 Plus a 10% Contingency in the Amount of $69,350 for a Total of $762,850 9. Award of the Low Bid for the Annual Concrete Street, Curb, and Sidewalk Project, and the Deerpath/Westmoreland Sidewalk Connectivity Project to Schroeder & Schroeder, Inc., and Authorize the City Manager to Execute an Agreement in an Amount Not to Exceed $185,000 10. Consideration of an Ordinance Approving a Recommendation from the Historic Preservation Commission. (First Reading and if Desired by the City Council, Final Approval) 11. Consideration of a Recommendation from the Plan Commission in support of a Special Use Permit for Pizza by Sal, a New Restaurant Proposed at 177 E. Laurel Avenue. (First reading and if appropriate final approval) 12. Consideration of an Ordinance Approving a Recommendation from the Zoning Board of Appeals. (First Reading, and if Desired by the City Council, Final Approval) 13. Consideration of a Request to Authorize the City Manager to Enter into an Amended Professional Services Contract with Tank Industry Consultants for Third Party Reviews Related to Upgrades to Telecommunications Equipment on the City’s Water Tower at 1381 Kennedy Road (Route 60) in an Amount Not to Exceed $26,139.24 Mayor Tack asked members of the City Council if there were any items that they would like removed or taken separately. Seeing none, he asked for a motion. COUNCIL ACTION: Approval of the thirteen (13) Omnibus items as presented. Alderman Weber made a motion to approve the thirteen (13) Omnibus items as presented, seconded by Alderman Preschlack. The following voted “Aye”: Alderman Novit, Mieling, Powers, Preschlack, Goshgarian, Weber and Walther. The following voted “Nay”: none. 7-Ayes, 0-Nays, motion carried. Information such as Purpose and Action Requested, Background/Discussion, Budget/Fiscal Impact, Recommended Action and a Staff Contact as it relates to the Omnibus items can be found on the agenda. OLD BUSINESS NEW BUSINESS ADDITIONAL ITEMS FOR COUNCIL DISCUSSION/COMMENTS BY COUNCIL MEMBERS Mayor Tack asked for a motion to adjourn into Executive Session, noting there will be no further business. 1. EXECUTIVE SESSION pursuant to 5ILCS120/2(c), 11 The City Council will be discussing pending litigation. Alderman Mieling made a motion to adjourn into Executive Session pursuant to 5ILCS120/2(c), 11 The City Council will be discussing pending litigation, seconded by Alderman Preschlack. The following voted “Aye”: Alderman Novit, Mieling, Powers, Preschlack, Goshgarian, Weber and Walther. The following voted “Nay”: none. 7-Ayes, 0-Nays, motion carried. 14 Proceedings of the Monday, May 15, 2023 City Council Meeting Adjournment into Executive Session at 7:06pm Reconvene into Regular Session at 8:14pm ADJOURNMENT There being no further business Mayor Tack asked for a motion. Alderman Mieling made a motion to adjourn, seconded by Alderman Weber. Motion carried unanimously by voice vote at 8:15p.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.. 15 Proceedings of the Monday, May 15, 2023 City Council Meeting 16 2024 City Council and Finance Committee Dates ** = This date represents a change from the traditional dates, due to holiday or other conflicts Meeting dates highlighted in blue represent Workshops Meeting dates BOLDED represent Finance Committee meetings (FC) January 2, 2024 DICKINSON HALL 6:30 Workshop Meeting **January 16, 2024 COUNCIL CHAMBERS FC 6:30- CC to immediately follow February 5, 2024 COUNCIL CHAMBERS 6:30 City Council **February 20, 2024 COUNCIL CHAMBERS 6:30 City Council March 4, 2024 COUNCIL CHAMBERS 6:30 City Council **March 11, 2024 DICKINSON HALL 5:00 Operating Budget WS March 18, 2024 COUNCIL CHAMBERS 6:30 City Council April 1, 2024 COUNCIL CHAMBERS 6:30 City Council April 15, 2024 COUNCIL CHAMBERS FC 6:30- CC to immediately follow May 6 , 2024 COUNCIL CHAMBERS 6:30 City Council May 20, 2024 COUNCIL CHAMBERS 6:30 City Council June 3, 2024 COUNCIL CHAMBERS 6:30 City Council ** June 17 2024 COUNCIL CHAMBERS 6:30 City Council **July 1 , 2024 DICKINSON HALL 6:30 Workshop Meeting July 15, 2024 COUNCIL CHAMBERS FC 6:30- CC to immediately follow August 5, 2024 COUNCIL CHAMBERS 6:30 City Council August 19, 2024 NO MEETING NO MEETING **September 3, 2024 COUNCIL CHAMBERS 6:30 City Council September 9, 2024 DICKINSON HALL 6:30 Workshop Meeting September 16, 2024 COUNCIL CHAMBERS 6:30 City Council October 7, 2024 COUNCIL CHAMBERS 6:30 City Council October 21, 2024 COUNCIL CHAMBERS FC 6:30- CC to immediately follow November 4, 2024 COUNCIL CHAMBERS 6:30 City Council **November 11, 2024 DICKINSON HALL 5:00 Capital Budget WS November 18, 2024 COUNCIL CHAMBERS 6:30 City Council December 2, 2024 COUNCIL CHAMBERS 6:30 City Council December 18, 2024 NO MEETING NO MEETING 6/15/2023 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46