CITY COUNCIL 03/20/2023THE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
Monday, March 20, 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
A.Donation to the Lake Forest Lake Bluff History Center
-Elise Blochwitz, Archivist Intern and Margaret Boyer, City Clerk
2.COMMENTS BY CITY MANAGER
A.Update on Deerpath Community Park Improvement Project
-Dana Olson, Communications Manager
3.OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL
4.COMMITTEE REPORTS
PUBLIC WORKS COMMITTEE
1.Update on Sir William Lane Watermain Replacement Project
-Byron Kutz, Superintendent of Engineering
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Monday, March 20, 2023, City Council Agenda
5.ITEMS FOR OMNIBUS VOTE CONSIDERATION
1.Approval of March 6, 2023, City Council Meeting Minutes
A copy of the minutes can be found beginning on page 15
COUNCIL ACTION: Approval of March 6, 2023, City Council Meeting Minutes
2.Annual Vendor Approval for FY2024
STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests approval of the vendors listed on page 19
for FY2024.
BACKGROUND/DISCUSSION: Section 38.37 of the City Code sets forth the authority to approve
other purchases and contracts. On June 15, 2020, the City Council approved revisions to
Chapter 38 of the City Code to increase the Council approval threshold from $20,000 to
$25,000 effective May 1, 2020.
Section 38.37(A) provides that contracts with vendors or other providers delivering supplies or
services on an unspecified but ongoing basis in annual amounts anticipated to exceed
$25,000 shall be presented to the City Council for consideration as part of the review and
approval of the City budget. For FY24, City staff is seeking approval of FY24 vendors
approximately one month earlier than prior years to allow City operating departments to
begin entering FY24 purchase orders on March 31. It should be noted that payment for FY24
goods/services will not begin until May 1.
The attached list identifies the vendors requested for approval for FY2024, with an indication of
their approvals for FY2020-FY2023, if applicable. The City Council will continue to approve any
single purchase over $25,000 as specified in Chapter 38 of the City Code.
BUDGET/FISCAL IMPACT: Approval of the attached vendor list does not have an immediate
fiscal impact. The amounts designated for each vendor for FY2024 have been included in the
annual budget.
COUNCIL ACTION: Approval of the attached list of vendors (page 19) for Fiscal Year 2024.
3.Grant Approval to Convey Justice Civil Dockets, Justice Criminal Dockets and Arrest
Book Records of Historic Value for Preservation to the Lake Forest Lake Bluff History
Center on behalf of the Lake Forest Police Department (Approval by Motion)
STAFF CONTACTS: Elise Blochwitz, Archivist Intern and
Margaret Boyer, City Clerk (847-810-3674)
PURPOSE AND ACTION REQUESTED: The City of Lake Forest has a rich history, and preserving its
documents is an important way to maintain that history for future generations. City Staff is
requesting approval to convey Justice Civil Dockets, Justice Criminal Dockets, and Arrest Book
records of historic value for preservation to the Lake Forest Lake Bluff History Center.
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Monday, March 20, 2023, City Council Agenda
BACKGROUND/DISCUSSION: In early 2019 a significant number of various historic City records
were moved from storage in the Police Department to the City Hall Library for review and
indexing. Records included justice dockets, arrest records, contracts, ordinances, minutes from
Ad-Hoc Committees, an Index book, surveyors' reports, books, various files, photographs,
ledgers, and other correspondence with the earliest date on a record of 1841.
To understand what all the records entailed, the City Clerk posted an internship opportunity in
2019 related to reviewing, indexing, and archiving records of historic value slated for
preservation with Lake Forest College. Two students applied, and since then, both have been
volunteering their time. One of the students, Elise Blochwitz first worked with the City as a
volunteer and then went on to receive College credit for her work as an archivist on this
project and is back with us as a volunteer to date.
In October 2022, as part of her credited internship, Elise facilitated a meeting with Laurie Stein,
Deputy Director, and Head of Curation to review and access the Justice Civil Dockets (1899-
1950), Justice Criminal Dockets (1951-1963), and Arrest Books (1934-1960) for donation. Since
then, the History Center has been creating adequate space for the preservation of the
records.
TWO DECADES OF DONATIONS INCLUDE
Item Date
Justice Civil and Criminal Dockets and Arrest Books 3/2023 (with
Council approval)
Collector’s books, correspondence, payment vouchers,
nomination papers, programs, news clippings
8/2009
1995 Official Plan of The City of Lake Forest 5/2007
Tax ledgers and Ledgers for Licenses and Fines 11/2007
Five hundred Plat of Surveys 2005
Historical records are an important part of our community identity. They help us understand our
local history and the events that shaped our community by preserving these records we can
help strengthen our community and foster a sense of acknowledging and honoring the
memory of those who came before us.
BUDGET/FISCAL IMPACT: N/A
COUNCIL ACTION: Grant approval to convey Justice Civil Dockets, Justice Criminal Dockets,
and Arrest Book Records of Historic Value for Preservation to the Lake Forest Lake Bluff History
Center on behalf of the Lake Forest Police Department (Approval by Motion)
4.Award of the Lowest Responsive and Responsible Proposal for Dialogue Newsletter
Printing Services to Vogue Printers, in the amount of $26,076 and a 10.0%
contingency in the amount of $2,607 for a grand total of $28,683.
STAFF CONTACT: Dana Olson, Communications Manager, (847) 810-3772
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Monday, March 20, 2023, City Council Agenda
PURPOSE AND ACTION REQUESTED: City staff request awarding the lowest responsive and
responsible proposal for professional services related to the printing and mailing of the City’s
Dialogue newsletter to Vogue Printers, in the Amount of $26,076 and a 10.0% contingency in
the amount of $2,607 for a grand total of $28,683.
BACKGROUND/DISCUSSION: The City of Lake Forest regularly contracts with outside service
providers to perform professional printing services for various projects including the quarterly
Dialogue Newsletter, Recreation Seasonal Program Guide, and the Dickinson Hall News Brief,
which are produced and delivered throughout the community.
The Dialogue Newsletter is print publication that is produced quarterly and includes a winter,
spring, summer and fall edition. The newsletter is printed and delivered to every home, office,
business, and post office box within the corporate limits of Lake Forest. Approximately 8,500
newsletters are distributed each quarter and are also available to view online.
BUDGET/FISCAL IMPACT: This Spring, the City issued a request for proposal (“RFP”) for
professional printing and mailing services for Community Newsletter Printing Services, which
was released to more than a dozen professional printers in the area, posted on the City’s
website, and published in the Lake County News-Sun. The intent of the solicitation was to
identify a printing partner to engage in a three-year professional services agreement for
printing services, beginning in FY2024. The City received five responses and a selection
committee, comprised of City staff, was formed to review them for responsiveness and
compliance.
Has competitive pricing been obtained for proposed goods/services? Yes
The following is a summary of the five proposals received:
Company Name Singular Issue Price
(16 pg. body + 4 pg. cover)
Pricer per add’l 250 issues
(For internal City distribution) Proposal Amount
(4 issues for FY24)
UPS Printing $5,270 $155 $21,700
Vogue Printers $6,415 $104 $26,076
Burke Printing $6,690 N/A $26,760
Viso Graphic Inc. $7,561 $222 $31,136
Lake County Press, Inc. $12,100 $300 $49,600
Per the specifications listed in the RFP, the City requested respondents to submit pricing
proposals on a per issue basis. The proposal amounts above reflect the total base costs for
printing and delivery of four issues of the Dialogue for FY2024 along with the requested base
cost and the pricing for an additional 250 issues that are distributed throughout City facilities.
The prices do not include any additional work, including edits or amendments that may be
required prior to printing. In addition to pricing, the City requested proposers submit company
information and related experience, technical expertise, and qualifications regarding printing
services the company provides. Additionally, sample printing work done to the same
specifications in the solicitation was requested from each proposer. Reviewing samples of
similar work is important in this process specifically, as a redesign of the community-wide
newsletter was recently completed, and City staff want assurance that the firm demonstrated
the technical capacity to deliver a product of equal quality.
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Monday, March 20, 2023, City Council Agenda
After careful review of the responses, the City found several of the responding firms to not be
compliant with the solicitation’s specifications or samples of work that were requested by the
solicitation to not be of the quality that the City is seeking. Along with the quality of services
and firm reference/experience, the City also weighed scores by total pricing, a major
consideration given the various pricing seen by each firm.
After discussion and follow up interviews and questions, it is for a combination of reasons
including total price, quality, and service that City staff is recommending that Vogue Printers
be recommended for a one-year contract to provide professional printing services for
Dialogue Newsletter in FY2024. This vendor has been reliable and transparent with the City and
has confirmed through printing samples they can maintain the quality and consistency in
Dialogue printing that both the City and residents expect.
As stated, the base proposal does not include additional fees or expenses that may be
related to proof changes or edits needed prior to printing and delivery. For this reason, staff is
requesting for an additional 10% of the total cost in contingency funding for any additional
expenses occurred with printing and editing of the dialogue issues.
It is important to note that in the past fiscal year, the City had experienced large increases in
respect to printing costs and will experience significant cost savings through the newly
identified vendor. City staff is recommending contracting with the firm for one year, with the
opportunity to renew for up to three one-year terms to lock in printing pricing and increase
future cost savings.
Below is an estimated summary of Project budget:
FY2024 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
City Council – Printing/Stationary
101-1101-460.60-13 $34,000 $28,683 Yes
COUNCIL ACTION: Award of the Lowest Responsive and Responsible Proposal for Dialogue
Newsletter Printing Services to Vogue Printers, in the Amount of $26,076 and a 10.0%
contingency in the amount of $2,607, for a total of $28,683
5.Approval to Purchase the Verkada Security Camera System from Modern Media
Technologies in the Amount of $51,490, and Structured Cabling from Graybar in the
Amount of $15,515
STAFF CONTACT: Jim Shaw, Director of Innovation and Technology (847)810-3590
Joseph Gabanski, Assistant Director of Innovation and Technology (847)810-3591
PURPOSE AND ACTION REQUESTED: Staff requests approval to expend capital funds for a
Security Camera System for the following locations:
Forest Park Beach and Sailing
Lake Forest Water Plant
Lake Forest Water Tower
Lake Forest Water Pumping Station (Westleigh Rd.)
Public Safety Building (Partial)
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Monday, March 20, 2023, City Council Agenda
BACKGROUND/DISCUSSION: This authorization would allow for the establishment of an
upgraded centralized Security Camera System and associated hardware for the stated
locations. With this implementation, activities within coverage zones would be documented
and available for department stakeholders and Police in real time and on-demand. This
cloud-based system provides granular access and 30-days of historical video. The system also
provides real-time notification with robust search and analytical capabilities compliant with
the Illinois (740 ILCS 14/) Biometric Information Privacy Act.
While some of these proposed installation locations have existing security cameras in place,
staff have challenges in usability, sub-par video quality compared to today’s standards, and
difficulty in obtaining replacement analog video hardware. This fiscal year’s project is part of
an envisioned multi-year initiative that would consolidate discontiguous security camera
systems currently in place and expand to City locations that have little to no coverage. Most
City sites including parks are included in the plan and locations have been prioritized based
on department feedback regarding level of need.
PROJECT REVIEW/RECOMMENDATIONS:
Milestone Date Comments
RFP Issuance 09/30/2022
Vendor Proposals Submitted 10/19/2022 Fourteen Vendors Submitted Proposals.
Received & Reviewed
System Demonstrations 11/04/2022-
11/14/2022
Review & Recommendation by City
Selection Committee
BUDGET/FISCAL IMPACT: On September 30, 2022, a Request for Proposals (RFP) for a citywide
security camera solution was released by the City, published in the Lake County News Sun,
and posted on the City’s website. On October 19, 2022, the City received fourteen system
proposals. A selection committee, comprised of department representatives, reviewed, and
evaluated the responses based on the ability to fulfill identified needs, vendor qualifications,
references, and proposed cost. Vendors were selected as finalists and provided a
demonstration of their proposed system.
The following is the summary chart of vendors who proposed the preferred system, Verkada. It
reflects all camera hardware, systems’ usage licensing, staff training, and the first year of
maintenance services.
Proposer Finalists Hardware
Cost
Annual
Maintenance
Licensing
Overall
Proposal
Cost
Modern Media Technologies $46,200 $5,290 $51,490
Total Automation Concepts $51,671 $7,888 $59,559
Tailored Security $59,932 $6,820 $66,752
Low Voltage Solutions $83,144 $8,129 $91,273
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Monday, March 20, 2023, City Council Agenda
Based on the City selection committee’s scoring of demonstrations, staff’s recommended
vendor is Modern Media Technologies for the Verkada Security Camera system. Modern
Media is being recommended due to their product offering, quality of workmanship previously
performed, understanding of our environment, and cost. The vendor has successfully
completed audio/visual work for the City at Dickinson Hall, the Recreation Center/CROYA,
and the Water Plant. They also come highly recommended by the Lake Forest School System
being their vendor for AV and Security Camera systems. Modern Media is locally based out of
Lake Bluff.
City staff has performed extensive walkthroughs of all City sites with the vendor to confirm
camera coverage and most appropriate types of hardware. This included verification to
ensure that the specific scope of the hardware proposed, implementation, training, and on-
going services is right-sized for the City.
Due to available resources and funding, the identified locations listed in ‘Purpose and Action
Requested’ are proposed as the first phase in this fiscal year of the multi-year initiative in an
amount of $51,490.
Has City staff obtained competitive pricing for proposed goods/services? Yes
Furthermore, the installation of the cameras in the identified locations will require re-cabling as
all existing cameras will be converted from analog to digital ethernet. As part of this phase of
the project costs, staff is requesting to expend funds to Graybar as the Omnia Partners bid
award winner for structured cabling, cable terminators, and minor peripherals in an amount of
$15,515.
The requested purchase is being made via the joint purchase co-operative, Omnia Partners,
who coordinates and maintains lead agency solicited contracts on behalf of local
government entities nationwide. 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.
Has City staff obtained competitive pricing for proposed goods/services? No
Specific Exception Requested: Administrative Directive 3-5, Section 6.1D –Government Joint
Purchase.
FY2023 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
IT Capital
311-1303-466.66-13 $72,000 $67,005 Y
This project was identified as a FY23 capital project funded via the Capital Improvements Fund
and the process to date coincides with the IT Long Range Plan.
COUNCIL ACTION: Approval to Purchase the Verkada Security Camera System from Modern
Media Technologies in the Amount of $51,490, and Structured Cabling from Graybar in the
Amount of $15,515
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Monday, March 20, 2023, City Council Agenda
6. Approval of an Illinois Department of Transportation Resolution Appropriating
$250,000 in Rebuild Illinois Funds to be used for Phase II Design Engineering Services
of the Lake Woodbine Bridge
STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (847)810-3555
PURPOSE AND ACTION REQUESTED: The Illinois Highway Code requires each municipality to
submit a City Council Resolution appropriating MFT funds, for which the use of Rebuild Illinois
Funds (RBI) follows a similar process. The Public Works Committee and Staff requests approval
of a resolution appropriating $250,000 in RBI funds to be used for the phase II design of the
Lake Woodbine Bridge.
BACKGROUND/DISCUSSION: This resolution is the first step in fulfilling IDOT’s requirements
(similar to MFT) for the use of Rebuild Illinois funds. Subsequent City Council tasks include award
of a phase II consultant agreement as well as approval of any necessary IDOT agreements.
The City is required to follow IDOT guidelines in terms of project design and contract
specifications.
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.
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 the Highway Bridge Replacement and Rehabilitation Program (BRP) to be used toward
the design of the reconstruction of the Lake Woodbine Bridge. 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 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
• 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
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Monday, March 20, 2023, City Council Agenda
With its current low Sufficiency Rating, staff recommends that the City proceed with
completing the 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). The City budgeted funds in FY 2023 for this Phase II design work.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Finance Committee 11/08/2021 Included in Capital Plan
Public Works Committee 03/6/2023 Reviewed & Recommended City
Council Approval
BUDGET/FISCAL IMPACT: This resolution will initiate the process with IDOT to authorize the use of
RBI funds for the phase II design of the Lake Woodbine Bridge. To date, the City has received
Rebuild Illinois Bond funds of approximately$1,270,000. All allocated Rebuild Illinois bond funds
must be obligated by no later than July 1st, 2025, which coincides with the end of the Rebuild
Illinois Capital Program. 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. The City submitted for a 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 $2,300,000 which is based on preliminary drawings. It is also expected that the city will
consult out construction inspection as well.
The City is currently soliciting proposals from consultant-engineers for this phase II design.
Award of the design is tentatively scheduled for the April 17, 2023, City Council meeting.
COUNCIL ACTION: Approval of an Illinois Department of Transportation Resolution
Appropriating $250,000 in Rebuild Illinois Funds to be used for Phase II Design Engineering
Services of the Lake Woodbine Bridge
7. Approval of a Public Works Committee Recommendation to Purchase 2,000 Tons
of Road Salt from Morton Salt in the Amount of $164,129 for the FY ‘24 Winter
STAFF CONTACT: Jim Lockefeer, Assistant to the Director of Public Works (847) 810-3542
Matt Brugioni, Streets Section Supervisor (847) 810-3572
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff requests City
Council approve a purchase of 2,000 tons of road salt from Morton Salt in the amount of
$164,129 for the FY ‘24 winter. If the salt is not used in the upcoming winter, it will be stored and
used the following winter.
BACKGROUND/DISCUSSION: Completed in May of 2015, the Municipal Services Building two
salt bays allow the City to store 2,400 tons of road salt, equating to 83% of the City’s average
annual usage of 2,900 tons. Since 2016, the City has participated in the annual Lake county’s
joint salt bid and purchase.
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Monday, March 20, 2023, City Council Agenda
The following chart provides a summary of the current inventory, tonnages requested for
winter 2023/2024, and a reserve for the FY ’25 winter. With Route 60 being a concrete road
(requiring more salt) staff again included 1,000 tons in its estimate for the two State roads. If
this amount is not used for the State roads, it will simply be purchased and lessen the amount
requested next year at this time.
Anticipated End of FY’23 Snow Season Salt Inventory 1,200 tons
Amount to be Delivered in April (Existing FY ’23 Purchase PO) 700 tons
Additional Amount Requested in April with Current Contract Price
(20% Max Allowed)
380 tons
Pre-2023/2024 Winter Inventory 2,280 tons
Tons to be Purchased for 2023/2024 Winter Reserve 1,620 tons
Total Tons Available for Winter 2023/2024 3,900 tons
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 3/6/2023 Reviewed and Recommended FY ’24
Salt Purchase
BUDGET/FISCAL IMPACT: Lake County’s Department of Transportation held its bid opening on
April 12, 2022. Three companies submitted bids with Morton Salt being the lowest bid. Under
the current contract, next winter’s price increase per ton cannot exceed 5%.
Has City staff obtained competitive pricing for proposed goods/services? Yes
Below is an estimated summary of the salt purchase budget:
FY2024 Funding Source Amount Budgeted Amount
Requested
Budgeted?
Y/N
General Fund – Streets Section
Acct. #: 101-5136-465-65-11 $169,260 $164,129 Y
COUNCIL ACTION: Approval of a Public Works Committee Recommendation to Purchase
2,000 Tons of Road Salt from Morton Salt in the Amount of $164,129 for the FY ‘24 Winter.)
8.Award the Low Bid for the Sir William Lane Watermain Replacement Project to A
Lamp Concrete Contractors, Inc., and Authorize the City Manager to Execute an
Agreement in the Amount of $888,645 and a Contingency in the Amount of $61,355
for a Total Project Cost of $950,000
STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (847)-810-3555
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Monday, March 20, 2023, City Council Agenda
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff request City Council
approval of an agreement with A Lamp Concrete Contractors, Inc. for the Sir William Lane
Watermain Replacement Project in the Amount of $888,645 and a Contingency in the Amount
of $61,355 for a Total Project Cost of $950,000.
BACKGROUND/DISCUSSION: The project involves replacing an existing break-prone 8”
watermain located on Sir William Lane from Lawrence Ave to Everett Road. Also included with
the project is the Valve Repairs project consisting of eight valves throughout the City to be
replaced. Bidding and awarding both projects of this similar work-type together provides
economies of scale.
Each year, as part of the City’s Capital Improvement Program, staff evaluates the condition of
existing watermain infrastructure in terms of age, capacity, watermain breaks, and other
capital improvement projects scheduled on that street. Based on these factors, staff develops
a schedule to replace the City’s water distribution system at an optimum functional level.
Valves are a crucial component of the City’s water distribution system. When water main
breaks occur, Water & Sewer Section staff will close water main valves to isolate the break. The
valve repairs are identified during the City’s annual valve turning program.
Work for Sir William is currently planned to begin in mid-May or early June in order to complete
the work prior to the resurfacing contractor paving the road afterwards in early September.
Staff will coordinate with Everett Elementary School and will adjust the schedule as needed. To
reduce impacts to the nearby school, residents and the motoring public, a majority of the
watermain will be installed utilizing a trenchless-directional drilling technique, thereby creating
less excavation and disturbance in the construction area. Equipment and material will be
staged at the Fire Station #2 north parking-lot which will also help reduce disturbance to the
residents on Sir William during the work. Valve work at the other various locations would take
place following the completion of the Sir William project.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Finance Committee 11/14/2022 Included with FY ’24 Capital Plan
Public Works Committee 3/6/2023 Reviewed & Recommended City
Council Approval
BUDGET/FISCAL IMPACT: The project was placed out to bid in early-February with a
subsequent bid opening on February 23, 2023. A total of five bids were received. City
engineering staff will oversee the contractor and work with the Communications Manager to
ensure progress updates are provided weekly to the public.
Has City staff obtained competitive pricing for proposed goods/services? Yes
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Monday, March 20, 2023, City Council Agenda
The following is a summary of the five bids received:
Company Name Bid Amount
A Lamp Concrete Contractors, Inc. $888,645
Campanella & Sons, Inc. $926,692
Lenny Hoffman Excavating Inc. $960,475
Archon Construction Co Inc $1,184,780
Joel Kennedy Constructing Corp $1,247,200
This project is funded by the FY2024 Water Fund in the amount of $850,000 as well $100,000 for
Valve Repairs. Awarding the project at the full amount provides a ~7% contingency in the
amount of $61,355.
Below is an estimated summary of the project budget:
FY 2024 Funding Source Amount
Budgeted
Amount
Requested
Budgeted
Y/N
Water Capital Fund
508-3703-477.77-07 $950,000 $950,000 Y
COUNCIL ACTION: Award the Low Bid for the Sir William Lane Watermain Replacement
Project to A Lamp Concrete Contractors, Inc., and Authorize the City Manager to Execute an
Agreement in the Amount of $888,645 and a Contingency in the Amount of $61,355 for a Total
Project Cost of $950,000
9.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 (847) 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:
1040 Anna Lane – The Building Review Board recommended approval of a new single family
residence on a vacant lot in the Serena Woods Subdivision. The Homeowners’ Association
submitted a letter in support of the 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 20. 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 nine (9) omnibus items as presented
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Monday, March 20, 2023, City Council Agenda
6.OLD BUSINESS
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 14 of this packet.
Office of the City Manager March 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, March 6, 2023
City Council Meeting – City Council Chambers
220 E Deerpath, Lake Forest, IL 60045
CALL TO ORDER AND ROLL CALL: Margaret Boyer, City Clerk asked the Council for a motion to appoint
Alderman Morris as Mayor Pro-Tem for the evening. Alderman Goshgarian made a motion, seconded by
Alderman Notz. All in favor. Motion carried unanimously by voice vote.
Mayor Pro Tem Morris called the meeting to order at 6:34p.m, and City Clerk Margaret Boyer called the roll of
Council members.
Present: Honorable Mayor Pro Tem Morris, Alderman Novit, Alderman Notz, Alderman Preschlack, Alderman
Goshgarian, Alderman Buschmann, and Alderman Weber
Absent: Honorable Mayor Pandaleon, Alderman Rummel
CALL TO ORDER AND ROLL CALL
PLEDGE OF ALLEGIANCE was recited.
REPORTS OF CITY OFFICERS
COMMENTS BY MAYOR
Mayor Pro Tem Morris shared that the City Council will adjourn into executive session following the meeting.
COMMENTS BY CITY MANAGER
City Manager Jason Wicha reminded the community that next Monday, March 13 at 5:00 p.m., is the City
Council Finance Committee Operating Budget Workshop at Dickinson Hall.
City Manager Wicha then introduced Reagan Walsh, Management Analyst, and Yates McLaughlin,
Management Intern, to discuss the community-wide survey that will be undertaken in the coming months.
A.Introduction to the Community-Wide Survey
Reagan Walsh outlined a request for City Council to award a contract to conduct a community-wide survey,
recommending the ETC Institute, He explained that the survey customization, benchmarking, cost, and
reporting capabilities were the main reasons why the vendor is recommended. Mr. Walsh noted that the
survey will be aimed at getting feedback on city services, as well as acting as a precursor to the strategic
planning process. Yates McLaughlin then reported the schedule of events, noting the launch of the survey
happening in spring or early summer, the collection period being one (1) month, and the presentation of
results occurring later in the summer or early fall.
The City Council had discussion on overall customization of the questions, how many respondents allowed per
household and incentives for taking the survey.
OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL
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Proceedings of the Monday, March 6, 2023
City Council Meeting
Dawn Marie Müller Introduced herself to the City Council noting her recent residency, and her background in
physics and engineering.
ITEMS FOR OMNIBUS VOTE CONSIDERATION
1.Approval of February 21, 2023, City Council Meeting Minutes
2.Approval of the Check Register for the Period of January 28 – February 24, 2023
3.Approval of a Ten-Year Term for the 2023 General Obligation Bond Issue
4.Approval to Engage Matt Pawa of Seeger Weiss and Michael Layden of Prendergast Layden for
Legal Services
5.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 County Day School (Approval by
Motion)
6.Consideration of Award of a Contract for Professional Services to Conduct a Community-Wide
Survey by ETC Institute, Inc. for an amount not to exceed $26,500
COUNCIL ACTION: Approve the six (6) omnibus items as presented.
Mayor Pro Tem Morris asked members of the Council if they would like to remove any item or take it
separately. Alderman Buschmann requested that Omnibus item #3 be taken separately. Mayor Pro Tem
Morris asked if there were any additional items to be removed.
Alderman Buschmann asked Council members to consider a change to the minutes. Members of the City
Council were in favor of the change. The amended portion is shown in italics below.
“Mayor Pandaleon stated that the turf field will require maintenance in 10-15 years, only on the rug and the
infill. He also added that revenue gained will be allocated for maintenance and future replacement.”
Mayor Pro-Tem Morris asked for a motion to approve the now five (5) Omnibus items as presented and
amended.
Alderman Goshgarian made a motion to approve the five (5) Omnibus items as presented and amended,
seconded by Alderman Weber. The following voted “Aye”: Alderman Morris, Novit, Notz, Preschlack,
Goshgarian, Buschmann, and Weber. The following voted “Nay”: none. 7-Ayes, 0-Nays, motion carried.
Mayor Pro-Tem Morris asked Alderman Buschmann for comments on his request to remove the item.
Alderman Buschmann stated his opinions toward this item, noting environmental concerns, usability, and
difference in turf field delegation to departments.
Mayor Pro Tem Morris then asked for a motion to approve item #3 that was removed.
COUNCIL ACTION: Approval of a Ten-Year Term for the 2023 General Obligation Bond Issue
Alderman Preschlack made a motion to approve a ten-year term for the 2023 General Obligation Bond Issue,
seconded by Alderman Notz. The following voted “Aye”: Alderman Morris, Notz,Preschlack, Goshgarian, and
Weber. The following voted “Nay”: Alderman Buschmann, and Novit. 5-Ayes, 2-Nays, motion carried.
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Proceedings of the Monday, March 6, 2023
City Council Meeting
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.Approval of a Request from the Cemetery Commission to authorize the City Manager to enter
into a contract with Semper Fi Land Services for Renovations to the Memorial Garden at the
Lake Forest Cemetery, for an Amount not to Exceed $905,000, and Approval of an Inter-Fund
Loan with the Cemetery to Borrow $905,000 from the City to be paid over a Ten-Year Period at
3.5% Interest Rate.
Mr. Chuck Myers provided the City Council with an overview of the Cemetery renovation, noting design areas
and a recent decision to decrease the scope of the project. . Mr. Myers reported that the project should be
completed by the end of September.
As recommended by the Cemetery Board, he noted that most of the garden will stay the same to honor the
original design, however walkways and fountain renovations will be the main components of the project. He
then outlined the project’s cost, reporting a total project cost of $1,095,500 and an ROI of $2,546,000 from
four-hundred and fourteen (414) niches.
The City Council had discussion on who is the obligor on the loan, the decrease in the original scope of the
project. Elizabeth Holleb, Finance Director explained that since the Cemetery Fund is part of the City, an
interfund loan from the General Fund is proposed.
COUNCIL ACTION: Approval of a Request from the Cemetery Commission to authorize the City Manager to
enter into a contract with Semper Fi Land Services for Renovation to the Memorial Garden at the Lake
Forest Cemetery, for an Amount not to Exceed $905,000, and Approval of an Inter-fund Loan with the
Cemetery to Borrow $905,000 from the City to be paid over a Ten-Year Period at 3.5% Interest Rate.
Mayor Pro Tem Morris asked for a motion.
Alderman Preschlack made a motion to approve a request from the Cemetery Commission to authorize the
City Manager to enter into a contract with Semper Fi Land Services for Renovation to the Memorial Garden at
the Lake Forest Cemetery, for an Amount not to Exceed $905,000, and Approval of an Inter-fund Loan with the
Cemetery to Borrow $905,000 from the City to be paid over a Ten-Year Period at 3.5% Interest Rate, seconded
by Alderman Weber.
The following voted “Aye”: Alderman Morris, Alderman Novit, Notz, Preschlack, Goshgarian, Buschmann, and
Weber. . The following voted “Nay”: none. 7-Ayes, 0-Nays, motion carried.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION/COMMENTS BY COUNCIL MEMBERS
Mayor Pro Tem Morris noted there will be no further business following Executive Session, and asked for a
motion.
1.EXECUTIVE SESSION pursuant to 5ILCS120/2(c), 11 The City Council will be discussing pending
litigation.
Alderman Preschlack made a motion to adjourn into Executive Session pursuant to 5ILCS120/2(c), 11 The City
Council will be discussing pending and imminent litigation, seconded by Alderman Goshgarian.
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Proceedings of the Monday, March 6, 2023
City Council Meeting
The following voted “Aye”: Alderman Morris, Novit, Notz, Preschlack, Goshgarian, Buschmann and Weber. The
following voted “Nay”: none. 7-Ayes, 0-Nays, motion carried.
Adjournment into Executive Session at 7:24p.m.
Reconvene into Regular Session at 7:51 p.m.
ADJOURNMENT
There being no further business Mayor Pro Tem Morris asked for a motion. Alderman Preschlack made a
motion to adjourn, seconded by Alderman Notz. Motion carried unanimously by voice vote at 7:52p.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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Approved Approved Approved Approved Proposed
Department Vendor FY2020 FY2021 FY2022 FY2023 FY2024 Description:
Human Resources Clark Baird Smith 70,000 70,000 70,000 70,000 70,000 Professional Services - legal
Police LaLuzerne & Smith 50,000 60,000 60,000 60,000 70,000 Professional Services - City Prosecutor
Finance Speer Financial 35,000 35,000 35,000 35,000 35,000 Financial Advisory Services
Non-Department North Shore Gas Company 45,000 45,000 45,000 45,000 59,000 Utility Services
Non-Department ComEd 75,000 75,000 75,000 70,000 70,000 Utility Services
Non-Department AT&T 55,000 55,000 55,000 55,000 n/a Utility Services
Human Resources IL Dept of Employment Security 75,000 75,000 87,000 87,000 87,000 Unemployment insurance
Non-Department Constellation Energy Services 380,000 380,000 385,000 425,000 473,000 Utility Services
Human Resources IRMA 1,250,000 1,250,000 1,250,000 1,450,000 1,450,000 Member Contribution and Deductibles
Parks/Recreation NSSRA 275,000 315,000 300,000 300,000 300,000 Membership and inclusion services
Cemetery William Blair & Company 30,000 30,000 30,000 30,000 30,000 Cemetery investment services
Innovation/Tech Comcast of Chicago 24,000 24,000 33,000 33,000 35,000 Internet and television services
Innovation/Tech Heartland 40,000 40,000 30,000 30,000 50,000 ArcServe and VMWare maint; IT consulting
Public Works Avalon Petroleum
Public Works Gas Depot
Public Works Al Warren Oil Company
Public Works Bell Fuels, Inc 300,000
Public Works Mansfield Oil Company
Public Works Texor Fuel Services
Public Works Conserv FS
City Manager Verizon Wireless 150,000 150,000 150,000 Wireless/cellular services - State Bid
3,179,000
Section 38.37(A) of Lake Forest City Code: Vendors or other providers delivering supplies or services on an unspecified but ongoing basis in annual amounts anticipated to be more than
$25,000, such contracts or similar authorizations shall be presented to the City Council for consideration as part of the review and approval of the City's annual budget. Individual purchases of
$25,000 or greater still require specific City Council approval.
The City of Lake Forest
FY2024 City Council Vendor Approvals - March 20, 2023
DRAFT for consideration by City Council on 3/20/23
Fuel - The amount designated is for all associated
purchases over the fiscal year. Price quotes are
obtained with each individual order.
300,000 300,000
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