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CC_2024_07_15_AGENDA
THE CITY OF LAKE FOREST CITY COUNCIL AGENDA Monday, July 15, 2024 220 E. Deerpath Lake Forest, IL 60045 CALL TO ORDER AND ROLL CALL immediately following the Finance Committee at 6:30 p.m. Honorable Mayor, Stanford R. Tack Nancy Novit, Alderman First Ward Ara Goshgarian, Alderman Third Ward Peter Clemens, Alderman First Ward Alice LeVert, 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 2.COMMENTS BY CITY MANAGER 3.OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL 4.COMMITTEE REPORTS PUBLIC WORKS COMMITTEE 1.Overview of Lake Woodbine Bridge Project (on omnibus) -Byron Kutz, P.E., Superintendent of Engineering 2.Approval to Waive the Bid Process and Award Installation of Watermain at the Deerpath and Green Bay Roads Intersection to DiMeo Brothers, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $234,800 to Include a 10% Contingency in the Amount of $23,480 for a Total Cost of $258,280 STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540) PURPOSE AND ACTION REQUESTED: City staff is requesting City Council waive the bid process and approve an agreement with DiMeo Brothers to install watermain through the Deerpath and Green Bay Intersection for a total amount of $234,800 plus a contingency in the amount of $23,480. BACKGROUND/DISCUSSION: As has been reviewed with City Council over the past year, the City will undertake a streetscape project along Deerpath Road from Oakwood to Western Avenues in spring, 2025. Part of the overall project is a locally-funded watermain project to 1 Monday, July 15, 2024, City Council Agenda replace the deteriorating 8” watermain on Deerpath east of Green Bay to east of Western with a larger 12” watermain. This FY2026 budget did not originally include any watermain improvement work through the Green Bay Road Intersection. The professional engineering firm completing the watermain design recently confirmed that watermain improvements through the Green Bay Road intersection are necessary to ensure effective water pressure. The majority of the watermain project is planned for construction in advance of the streetscape, but during planning efforts, staff identified the magnitude of traffic impacts with the work specifically in the Green Bay intersection. Performing this work in the Green Bay intersection will logistically be extremely challenging and will require detours and the use of flaggers. Therefore, staff is recommending replacing the water main through the Green Bay intersection during the second week of August of this year. This will allow for less disruptions to the community as well as taking advantage of low traffic volumes immediately after Lake Forest Day. All work will be completed prior to school commencing. The other disruptive portion of the watermain project, installation of watermain through the Western Ave intersection, will take place during Spring Break week 2025 while traffic volumes are also significantly lower. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments City Council Workshop 7/1/2024 installing the Deerpath and Green Bay Intersection watermain in advance of BUDGET/FISCAL IMPACT: If approved, this project is expected to begin just after Lake Forest Day with work completed prior to the start of school (while traffic volumes are lower than normal). Property owners living near the detour will be notified in advance. The City’s Engineering staff will provide daily oversight, and work with the City’s Communications Manager to ensure progress updates are provided daily to the public. Has City staff obtained competitive pricing for proposed goods/services? No. Administrative Directive 3-5, Section 9.2 –Waiver of Procedures (requires 2/3 vote). The City did not perform the traditional bidding process due to urgency of the work but did seek three quotes from recent underground contractors that have performed satisfactorily in the City which are shown below: DiMeo Brothers, Inc. (Burr Oak Storm Sewer)$234,800 Joel Kennedy Constructing Corp. (Deerpath watermain from Ahwahnee Lane to Golf)$242,180 A Lamp (Sir William watermain)Unavailable DiMeo Brothers performed the Burr Oak Storm Sewer project to the satisfaction of City staff. They also have repaired multiple water main breaks where deep excavations were required. Again, they were very timely in their response and the City was charged a fair price for their services. 2 Monday, July 15, 2024, City Council Agenda Below is an estimated summary of project budget: FY 2025 Funding Source $0 $258,280 N* *While there are no allocated FY2025 funds to support the installation of watermain at the Deerpath and Green Bay intersection, the FY2026 proposed capital improvements budget shows funding in the amount of $950,000 to complete watermain installation east of Green Bay Road to the east side of the Western Avenue. This $950,000 funding budget did not originally include any watermain improvement work through the Green Bay Road Intersection. The professional engineering firm completing the watermain design recently confirmed that watermain improvements are needed to also occur through the Green Bay Road intersection. This is to ensure effective water pressure is being realized as part of the future watermain improvement project that extends from Green Bay Road to Western Avenue. This is an unbudgeted expense. If necessary, the City Council will be asked to approve a supplemental appropriation at the close of the fiscal year. This is a line-item bid (not a lump-sum) meaning costs are only incurred for work performed in the field. There would be potential cost savings for any work not necessary during construction. COUNCIL ACTION: Approval to Waive the Bid Process and Award Installation of Watermain at the Deerpath and Green Bay Roads Intersection to DiMeo Brothers, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $234,800 to Include a 10% Contingency in the Amount of $23,480 for a Total Cost of $258,280 FINANCE COMMITTEE 1. GFOA Certificate of Achievement for Excellence in Financial Reporting Award Presentation PRESENTED BY: Eileen Looby Weber, Finance Committee Chairman The City has received notification that it has once again been awarded the Government Finance Officers Association Certificate of Achievement for Excellence in Financial Reporting for its FY23 Annual Comprehensive Financial Report. The Certificate of Achievement is the highest form of recognition in the area of governmental accounting and financial reporting, and its attainment is a significant accomplishment by a government and its management. In an April 2024 GFOA news release, it is noted that “The report has been judged by an impartial panel to meet the high standards of the program, which includes demonstrating a constructive spirit of full disclosure to clearly communicate its financial story and motivate potential users and user groups to read the report.” The City has received this prestigious award for the 45th consecutive year. 3 Monday, July 15, 2024, City Council Agenda In addition to the Certificate of Achievement, an Award of Financial Reporting Achievement is presented by the GFOA to the individual designated as instrumental in their government unit’s achievement of the Certificate. I am pleased to present this award to Diane Hall, Assistant Finance Director. Diane serves as the primary liaison to the City’s independent audit firm, Baker Tilly. She coordinates the annual audit process and preparation of the City’s annual financial report. The Government Finance Officers Association (GFOA) is a professional association founded in 1906 serving the needs of more than 21,000 appointed and elected local, state, federal and provincial-led government officials in the United States and Canada. GFOA’s mission is to advance excellence in public finance. The GFOA awarded the Certificate of Achievement to 4,052 governmental units for the fiscal year ended 2022. In Illinois, 329 organizations received the award – 4.7% of the total 6,963 units of government in the state. ***PUBLIC HEARING ON THE CITY’S ANNUAL APPROPRIATION ORDINANCE*** OPEN PUBLIC HEARING Mayor Tack 1. Consideration of the Annual Appropriation Ordinance for FY2025 and Approval of Rollovers (Final Reading – Public Hearing Required) PRESENTED BY: Elizabeth Holleb, Finance Director (847-810-3612) PURPOSE AND ACTION REQUESTED: Staff requests the City Council conduct a public hearing and approve final reading of the FY2025 appropriation ordinance and rollovers. BACKGROUND/DISCUSSION: While the annual municipal budget represents the City’s financial “plan” for expenditures over the course of the fiscal year, the annual Appropriation Ordinance is the formal legal mechanism by which the City Council authorizes the expenditure of public funds. It appropriates specific sums of money by object and purpose. State statutes require the passage of an Appropriation Ordinance by the end of July, which must be filed with the County Clerk within 30 days of approval. There are some differences between the budget and Appropriation Ordinance. The Appropriation Ordinance includes the Library, which was not included in the budget approved at the April 15, 2024 City Council meeting. The Library expenses are approved by the Library Board. Debt service payments are included in the budget, but are excluded from the Appropriation Ordinance. The ordinances approving the debt issues serve as the legal authorization for these annual expenditures. The Appropriation Ordinance provides for a 10% “contingency” above the budgeted expenditures. Each separate fund includes an item labeled “contingency” with an appropriate sum equivalent to 10% of the total funds budgeted. This practice has been followed for many years and has worked very efficiently, while still providing for City Council control over budgeted expenditures. It is important to note that the City Council and City staff follow the adopted 4 Monday, July 15, 2024, City Council Agenda budget as its spending guideline, not the Appropriation Ordinance. Without the contingency, the City Council would have to pass further modifications to the Appropriation Ordinance to cover any unforeseen expenditures exceeding the budget throughout the year. In order to provide more accurate and efficient accounting and budgeting of City funds, an annual rollover of funds is requested. This eliminates both under and over budgeting of funds in the new fiscal year. The items on the attached rollover list (page 29) consist of projects that were appropriated in FY2024 and will not be completed until FY2025. School District 67 does not recognize the Appropriation Ordinance in their budgeting or auditing standards. However, due to the fact they are a special charter district, their budget must be included in the City’s Appropriation Ordinance. School District 67 numbers are estimates and subject to change. An Exhibit has been added to the Appropriations Ordinance to address requirements of the Illinois Pension Code and Illinois Administrative Code. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments City Council 6/17/24 First Reading of the appropriations ordinance City Council 4/15/24 Adoption of FY25 Comprehensive Fiscal Plan BUDGET/FISCAL IMPACT: The attached Appropriation Ordinance Worksheet (page 32) demonstrates the reconciliation of the Adopted Budget to the Appropriation Ordinance by fund. It should be noted that some rollovers have associated revenues which will also be incorporated into the FY25 budget administered by City staff. COUNCIL ACTION: Conduct a public hearing on the City’s FY2025 Annual Appropriation Ordinance. Upon closing the public hearing, it is recommended that the City Council consider approval of the final reading of the Ordinance (page 33) and the rollovers. A copy of the ordinance is available for review by the public in the City Clerk’s office. CLOSE PUBLIC HEARING 2. Approval of an additional FY24 Transfer out of the General Fund as directed by the City Council in the Amount of $1.1 Million to Fund One-Time Expenditures, to be determined at a later date. PRESENTED BY: Elizabeth Holleb, Finance Director (847-810-3612) PURPOSE AND ACTION REQUESTED: Staff requests City Council approval of an additional transfer of $1.1 million from the General Fund due to an operating surplus for Fiscal Year 2024 5 Monday, July 15, 2024, City Council Agenda higher than projected. The July 15 meeting is the final meeting the City Council could authorize any change in the City’s FY24 financials. Direction from the City Council as to the specific use of the funds would be determined at a later date, but direction is needed at this time related to the specific funds to receive the additional transfer. BACKGROUND/DISCUSSION: The General Fund is used to account for the majority of personnel and operating costs of the City. The City strives to transfer operating budget surpluses in the General Fund to the Capital Improvement Fund to supplement the City’s Five-Year Capital Improvement Program or to other funds to support one-time funding needs. In previous years, the City Council elected to increase General Fund reserves in order to insulate the City against potential budget impacts of the State’s fiscal crisis. With General Fund reserves well above the City’s minimum threshold (35% of revenue plus accrued vacation/sick liability), the City Council has taken action to incorporate the following provision in its City Council Fiscal Policy: Unassigned fund balances should be equal to no less than 35% of non-pass through operating revenues for the General Fund plus accrued sick and vacation leave. In recent years, the City Council has intentionally accumulated excess General Fund balance reserves to mitigate potential impacts of the State of Illinois fiscal crisis (ie. loss of State- shared revenue or imposition of property tax limitations). Recognizing that General Fund reserves as of 4/30/18 are sufficient to address State impacts, the FY19 operating surplus of the General Fund was transferred to the Capital Improvement Fund. Until further revision to the City Council Fiscal Policy is approved, the City may allocate future General Fund operating surpluses at fiscal year-end to one-time funding needs as determined annually by the City Council. The City will seek to maintain General Fund reserves at 70% of revenues. As of July 1, the Finance Department has completed entries to close out the 2024 fiscal year and prepare for the independent financial audit that began on July 8. Based on these pre- audit numbers, staff project that an additional transfer of $1.1 million can be made in FY24 to maintain the fund balance target (70% of revenue) as of 4/30/24 net of rollovers. Part of this additional transfer is due to a budgeted $500,000 to the Self Insurance Fund that is not required for FY24 due to positive claims experience. The remaining amount is due to expenses at year end that are less than the projections submitted by departments during the FY25 budget development. With General Fund reserves healthy, the additional funds could be used for a variety of one- time purposes. Staff is recommending that the City Council transfer the additional surplus to the Capital Improvements Fund. The proposed transfer would make additional funds 6 Monday, July 15, 2024, City Council Agenda available for the City Council’s consideration of future capital expenditures to be reviewed in November 2024. Why did the City end up having this additional money? Historically, the City has opted to take a conservative approach in making revenue and expenditure budget projections. This has resulted in operating surpluses exceeding budget forecasts in most years. This approach has been very helpful in reducing the City’s dependency on debt financing for capital and other one-time expenses. Each year, the City Council has the opportunity to transfer General Fund operating surpluses to target the highest priority needs. Will the City continue to have substantial operating surpluses at year end? The City of Lake Forest has had a long-standing practice of budgeting conservatively, which makes an operating surplus at year-end more likely. Primary revenue assumptions are determined as part of the budget development. Personnel costs account for nearly 75% of annual General Fund expenses and the City budgets for full employment. Natural turnover in employment results in expenditure savings each year. BUDGET/FISCAL IMPACT: The recommended action would result in $1.1 million being transferred from the General Fund to the Capital Improvements Fund to support one-time expenses as directed by the City Council at a future date. FY2024 Funding Source General Fund n/a $1,100,000 N The transfer is not budgeted and does not necessitate a supplemental appropriation ordinance. It will be funded from one-time revenue, revenues in excess of budget and expense savings in FY2024. COUNCIL ACTION: Approval of an additional FY24 Transfer out of the General Fund as directed by the City Council in the Amount of $1.1 Million to Fund One-Time Expenditures, to be determined at a later date 5. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the June 17, 2024, City Council Meeting Minutes A copy of the minutes can be found beginning on page 46. COUNCIL ACTION: Approval of the June 17, 2024, City Council Meeting Minutes 2. Approval of the July 1, 2024, City Council Workshop Meeting Minutes A copy of the minutes can be found beginning on page 50. COUNCIL ACTION: Approval of the July 1, 2024, City Council Workshop Meeting Minutes 7 Monday, July 15, 2024, City Council Agenda 3. Approval of the Check Register for the Period of May 25 – June 28, 2024 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 $575,937 in Water and Sewer capital improvements and $529,830 in medical and dental claim expenses in the Self Insurance Fund. COUNCIL ACTION: Approval of the Check Register for the Period of May 25 – June 28, 2024 4. Approval of a Memorandum of Understanding between the City of Lake Forest and Lake Forest Library STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612) Fund Invoice Payroll Total 101 General 590,793 1,808,210 2,399,003 501 Water & Sewer 288,408 216,333 504,741 220 Parks & Recreation 266,116 545,395 811,510 311 Capital Improvements 1,081,376 1,081,376 202 Motor Fuel Tax 173,362 173,362 230 Cemetery 76,798 54,032 130,831 210 Senior Resources 17,933 32,401 50,334 510 Deerpath Golf Course 31,392 2,656 34,047 601 Fleet 86,096 67,333 153,429 416 - 434 Debt Funds 530,556 530,556 248 Housing Trust 0 201 Park & Public Land 40,235 40,235 All other Funds 1,531,124 207,226 1,738,350 $4,714,190 $2,933,586 $7,647,776 Check Register for May 25 - June 28, 2024 8 Monday, July 15, 2024, City Council Agenda PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval of a Memorandum of Understanding with the Lake Forest Library to allow the library to utilize the City’s investment platform eConnectDirect to invest idle cash reserves and achieve a higher interest rate. BACKGROUND/DISCUSSION: The City and Lake Forest Library have a long history of partnership that reduces overall costs to Lake Forest taxpayers. The City provides financial services including payroll, cash receipts, accounts payable and cash depository services for a nominal administrative charge. Lake Forest library employees participate in the City’s Illinois Municipal Retirement Fund (IMRF) employer account as well as the City’s medical and dental insurance programs. Following the January 2024 City Council Finance Committee meeting on the City’s investment program, Finance staff initiated discussions with Library staff to determine whether they might be interested in accessing alternative investment products via the City’s partnership with Multi- Bank Securities eConnectDirect platform. Finance Director Holleb provided a demonstration to the Library Board Finance Committee on April 9 and the committee expressed interest in pursuing this option. An MOU was drafted and reviewed by the City Attorney’s office, which was shared with the library for review and consideration. On June 18, the Library Board of Trustees took the following actions: • Passed a Resolution adopting the same investment policy as the City of Lake Forest’s Investment Policy, • Approved the Draft Memorandum of Understanding with City of Lake Forest, and • Designated the Library Executive Director as the Library’s Investment Officer who will execute investment decisions under the overall direction of the Library Finance Committee. At this time, the proposed MOU (Page 53) is presented to the City Council for approval. BUDGET/FISCAL IMPACT: N/A. COUNCIL ACTION: Approval of a Memorandum of Understanding between the City of Lake Forest and Lake Forest Library 5. Approve the Purchase of Starcom Radios, Equipment and Programming in the Amount of $124,816 for the Fire Department from State Bid Vendor Motorola Solutions. STAFF CONTACT: Fire Chief Pete Siebert, 847.810.3864 Battalion Chief Andrew Allan, 847.810.3869 PURPOSE AND ACTION REQUESTED: Staff requests City Council grant authorization to purchase new radio equipment to facilitate a switch to the Starcom radio system. Items included in this purchase are mobile radios, portable radios, flashing/programming of current and new radios, miscellaneous replacement parts for stock, and a training class for one of our employees. The equipment is needed to broadcast the Starcom signal in our stations, equip all members with portables and allow for spare radios housed on vehicles. The spare equipment and training will allow in-house repairs and programming that will save money now and in the near future. Quotes for all purchases are attached to this request. 9 Monday, July 15, 2024, City Council Agenda BACKGROUND/DISCUSSION: The Lake Forest Fire Department is currently a member of the Lake Shore Radio Network (LSRN), an intergovernmental consortium operating and maintaining a 30+ year old VHF radio communications and tower system. The system transmission quality has degraded over the years, necessitating many electronic patches and work-a-rounds, and has now reached the point where several member communities have experienced multiple issues regarding the quality of the radio system operation. A multitude of LSRN tests, checks, studies, and equipment adjustments have been attempted system-wide to improve transmission and reception quality without success. We will continue to operate on the VHF network when needed, but ultimately, our day-to-day radio operations will all be moving to the Starcom system. The upgrades to our current stock of portable and mobile radios will not only allow us to communicate effectively with our neighbors, and it will also position Lake Forest to seamlessly switch completely to the Starcom Radio system in the near future. The move to Starcom has been in the planning for some time, but the increase in so many neighboring agencies making the switch has sped up our timeline. By making these upgrades and improvements in our portable radios, we will be able to transition to a Starcom system much sooner, and with less of a financial impact. The fire department was approved through the FY25 budgeting process for $125,000 to complete these upgrades using funds available in the Joint Emergency Telephone Fund (JETSB) account, and we are formally asking for approval to use the JETSB funds for these purchases. Discounted Pricing: Radio pricing is established by state bid. Motorola is under state contract with fixed pricing until the end of 2024. Following negotiations, Motorola offered a sizeable discount for Glenview consolidated dispatch agencies, which includes reductions for using State-bid pricing and an additional Motorola equipment reduction. Interoperability: Many of our neighboring fire and police departments, including the Lake Forest Police Department, have recently switched to the Starcom radio platform. Upgrading all of our portables, will allow us to communicate effectively with our police department, when we respond to other communities, and when surrounding communities respond to Lake Forest to assist us. Lake Forest Fire routinely works together on incidents with Libertyville, Mundelein and Countryside, all of which now operate on Starcom. The Dual Band radios will also enhance communications on calls for mutual aid to the many agencies in Lake County that have made the switch to Starcom. This update will provide improved communication ability for all members of the Lake Forest Fire Department and will greatly increase the safety of our members on emergency responses in any jurisdiction. BUDGET/FISCAL IMPACT: Has City staff obtained competitive pricing for the proposed goods/services? NO If no, indicate the specific exception or waiver requested: Administrative Directive 3-5, Section 6.1D – Government Joint Purchase Motorola Agreement and Pricing Motorola has offered the City a substantial reduction in price of equipment, as a member of the Glenview consolidated dispatch system. 10 Monday, July 15, 2024, City Council Agenda Below is an estimated summary of Project budget: FY2025 Funding Source Account Number Emergency Telephone Fund (JETSB) 205-7552-475.75-18 $125,000 $124,816 Y COUNCIL ACTION: Approve the Purchase of Starcom Radios, Equipment and Programming in the Amount of $124,816 for the Fire Department from State Bid Vendor Motorola Solutions. 6. Approval to Award a Contract to Zenon Environmental Corporation to Purchase Replacement Membrane Modules Included in the FY ’25 Budget, in the amount of $124,000 and $30,000 for Spare Membrane Train Parts, for a Total of $154,000 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 to purchase replacement membrane modules for filtration train number six (160 modules) under the FY ’25 Membrane Module Evaluation/Replacement Project to Zenon Environmental Corporation (doing business as Veolia Water Technologies & Solutions). The modules on filtration train number six are the last remaining original membrane modules that have not been replaced. If approved by City Council this evening, the proposed membrane module replacement is scheduled to commence over wintertime, prior to next summer’s high-water demand. The installation of replacement modules will be accomplished utilizing in-house Water Plant staff. BACKGROUND/DISCUSSION: The Water Treatment Plant operates six filtration trains, encompassing a total of 960 ultrafiltration membrane modules. Each module has an estimated life expectancy of five to seven years, ensuring reliable performance and efficiency. Each filtration train is a fully integrated unit, comprising of 160 modules, and is equipped with electronic controls, high efficiency pumps and valves. These components work seamlessly together to produce high-quality finished water. In early 2022, the membrane modules in filtration trains one and two were replaced, followed by trains three, four, and five in 2023. All replacements were installed utilizing in-house Water Plant staff. The replacement modules have significantly improved the plant’s production capacity, enabling the City to effectively meet the increased demand during the summer periods of 2022 and 2023. Although production capacity was improved to meet demand, the performance of the remaining train (one out of six) continues to decline as the membrane modules age. As these module’s deteriorate, they exhibit excessive fouling, significantly reducing water production and necessitates frequent offline rotations for cleaning. The shortened runtime cycle not only negatively impacts overall capacity but also increases operating costs due to higher consumption of cleaning chemicals and the inefficient use of electricity. To mitigate this, it is essential to replace membrane modules as they reach the end of their useful life. This proactive measure will ensure that the Water Plant can maintain sufficient drinking water production capacity and operate efficiently. Purchasing and installing the replacement membrane modules for filtration train number six, the last original train since being installed in 2019, will ensure the Water Plant continues to meet the 11.4 MGD design capacity. The next replacement cycle is budgeted to begin in FY2028. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 6/17/2024 replacement modules from 11 Monday, July 15, 2024, City Council Agenda BUDGET/FISCAL IMPACT: Has City staff obtained competitive pricing for proposed goods/services? No Administrative Directive 3-5, Section 6.1I – Existing Relationship Zenon’s proposal to supply the replacement modules for Train number six is $124,000 and is included in the FY’25 water fund C.I.P. budget. Under the City’s and Zenon’s 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. The remaining $30,000 is being requested to purchase additional spare parts to replace aging wear parts on the filtration trains, such as pumps, valves, and couplings. These parts are proprietary and manufactured or sourced exclusively for Zenon, resulting in long lead times for delivery. Having these critical components on hand is essential to prevent costly breakdowns and ensure continuous, reliable operation of the filtration trains. Below is the Project budget: FY2025 Funding Source Water Capital Improvement Fund 508-6003-467-67.49 $180,000 $154,000 Y COUNCIL ACTION: Approval to Award a Contract to Zenon Environmental Corporation to Purchase Replacement Membrane Modules Included in the FY ’25 Budget, in the amount of $124,000 and $30,000 for Spare Membrane Train Parts, for a Total of $154,000 7. Approval of Expenditures Related to the Deerpath Bridge Abutments and Rt.41 Ramps Landscaping Project in the Amount of $45,884 STAFF CONTACT: Chuck Myers, Superintendent of Parks & Forestry (810-3565) PURPOSE AND ACTION REQUESTED: City staff requests City Council approval of expenditures related to the Deerpath Bridge Abutment and Rt.41 Ramps Landscaping Project in the Amount of $45,884. BACKGROUND/DISCUSSION: Upon completion of the IDOT Pump Station Project and the restoration of the golf course ponds, City staff completed the landscape restoration of the pump station and the City parkways along Deerpath. As part of the IDOT Pump Station Project, infrastructure improvements were also made to the Deerpath and Rt. 41 area, including the landscaped areas along the Rt. 41 ramps and near the Deerpath bridge abutments. These areas had been in need of landscape improvements for many years. Recognizing their importance as a gateway to the City, the Civic Beautification Committee identified these areas as a priority for improvements. BUDGET/FISCAL IMPACT: The majority of the restoration and landscaping required after the completion of the IDOT Pump Station Project was funded by State funds through the IDOT project. However, City staff recognized the need to budget for landscaping improvements to the adjacent areas along the bridge abutments and Rt. 41 ramps, which were not covered by 12 Monday, July 15, 2024, City Council Agenda State funding. These improvements were included in the FY2023 Capital Improvement Plan (CIP). Has City staff obtained competitive pricing for proposed goods/services? No Due to the nature of the project, staff purchased individual items from several venders. The items purchased included plant material, mulch, stone, and various other landscape materials. FY2024 Funding Source Amount Budgeted $90,000 $45,884 Y COUNCIL ACTION: Approval of Expenditures Related to the Deerpath Bridge Abutments and Rt.41 Ramps Landscaping Project in the Amount of $45,884 8. Approval of a Purchase to Replace a Skid Steer Loader to Burris Equipment in the Amount of $99,277 STAFF CONTACT: Jim Lockefeer, Assistant Director of Public Works (810-3542) PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff request City Council approve of a purchase to replace a Streets Section skid steer loader to Burris Equipment in the amount of $99,277. BACKGROUND/DISCUSSION: This recommended purchase will replace an existing skid steer loader in service and utilized by the Streets Section since 2010. The accrued operating hours for the existing skid steer are over 2,800 hours. The skid steer is used for snow operations, asphalt resurfacing, material loading, and special projects. It is also used by other Public Works Operating Sections to include Parks, Forestry, Sanitation, and Water & Sewer. After 14 years of in-service operation hours, the skid steer has exceeded its estimated useful life for City operations. The most significant concern with the current skid steer is that there is advanced rust and corrosion that has developed over the years that is beyond the repair. There are also a number of ongoing and costly electrical issues with the wheel speed sensors, throttle sensors, operator controls, and the wiring harness. Lastly, the hydraulic system is worn which makes it difficult for operators to maintain consistent pressure with controls. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 11/20/23 Finance Committee 11/13/23 13 Monday, July 15, 2024, City Council Agenda BUDGET/FISCAL IMPACT: The purchase price provided by Burris Equipment is Sourcewell pricing. Sourcewell, formerly National Joint Powers Alliance, was created by State law as a service cooperative to provide programs and services to members in education and government. Sourcewell follows the competitive contracting law process to solicit, evaluate, and award cooperative purchasing contracts for goods and services. Sourcewell is a public agency governed by an eight-member board. The City has previously utilized national bids to include Sourcewell, Omnia Partners, State bid, and the Suburban Purchasing Cooperative for equipment and services. The City has purchased equipment from Burris Equipment previously. The City has had positive experiences and success in purchasing vehicles from Burris Equipment. Has City staff obtained competitive pricing for proposed goods/services? No Administrative Directive 3-5, Section 6.1D – Government Joint Purchase. Below is an estimated summary of Project budget: FY2025 Funding Source Amount Budgeted $90,000 $99,277 Y If necessary, a supplemental appropriation ordinance will be submitted for City Council approval at the end of the fiscal year. City Council approval this evening will allow staff to place the orders now with an anticipated delivery date of fall of 2025. Once the new skid steer is put into service, the City will place the existing skid steer up for sale via the competitive bidding process, and assuming a bid of $4,000 or higher is received, staff will return to City Council to approve its official sale. Staff currently anticipates that the sale of the existing skid steer will result in a bid price of at least $10,000. COUNCIL ACTION: Approval of a Purchase to Replace a Skid Steer Loader to Burris Equipment in the Amount of $99,277 9. Approval of Phase I Design Engineering Services for the Westleigh Road Resurfacing Project to Strand Associates, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $87,030 to Include a 5% Contingency in the Amount of $4,352 for a Total Cost of $91,382 STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555) PURPOSE AND ACTION REQUESTED: The Public Works Committee and Staff request approval of Phase I design engineering services to Strand Associates in the amount of $87,030 plus $4,352 contingency for a total of $91,382. BACKGROUND/DISCUSSION: Westleigh Road from Skokie Valley Road (US-41) to Western Avenue is an east-west roadway classified as a minor arterial and is under the jurisdiction of the City of Lake Forest. Westleigh Road was last resurfaced by the City in 2004. Pavement condition testing by the City from 2023 shows a surface PCI rating of 56, which is below the City’s system-wide pavement condition goal of 65. In January 2024, Staff submitted for a grant through the Lake County Council of Mayors STP (Surface Transportation Program). This project scored well during the 2023 Lake County Council of Mayors STP grant application process and 14 Monday, July 15, 2024, City Council Agenda is currently on the contingency list for Federal Fiscal Year 2028. The project scope includes pavement patching, intermittent sidewalk and curb patching, upgrading corner sidewalk ramps to meet current ADA standards, pavement striping, detector loop replacement, and consideration of a Rectangular Rapid Flashing Beacon (RRFB) at the mid-block crossing at Basswood Road. To pursue federal funding the City is required to follow IDOT guidelines in terms of project design and contract specifications. Once completed, the design will be submitted to IDOT for their review and comments. To Improve the City’s chances for the January 2026 STP application cycle, the City wants to begin Phase I design by August 2024 and obtain phase I design approval by Fall 2025. The anticipated phase I duration including review time by IDOT is 6 to 9 months. Staff would then reapply for the STP Program in January 2026. Should the City be selected for a construction grant in that cycle, staff would then look to consult out a phase II design in Summer 2026. This would then allow for the Phase II design to be completed prior to a Spring 2028 IDOT bidding. Tentative construction pending grant selection is Summer 2028. All timeframes referenced are subject to IDOT review timelines as well as pending award of a grant. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 6/17/2024 Finance Committee 11/13/2023 Included in Capital Plan BUDGET/FISCAL IMPACT: Construction of this project is currently unfunded, but Staff is pursuing STP grant funding (80%) in the amount of $1,000,000 for which the City would need to match ~$250,000 for a total current estimated construction cost of $1,250,000. The current cost is estimated and is based on conceptual drawings. Any design and construction amount above that would be local capital funds. It is also expected that the city will consult out Phase II design which is estimated between $100,000- $150,000, and construction inspection as well which is estimated between $150,000- $200,000. Design and construction inspection for a federally funded construction project is generally more expensive than if the project is funded with local funds. Even with the increased costs for design/inspection, staff recommends pursuing federal funds for this and other arterial streets going forward to help reduce the burden on the local fund that is also used for residential resurfacing. The Engineering Section solicited Request for Proposals (RFP) from professional engineering firms to perform civil engineering design services. Sixteen firms acquired the RFP package and seven submitted proposals. The proposals were reviewed by a committee of staff members. The RFP process emphasized the importance of design firms having recent IDOT design experience as this project will be reviewed by IDOT so that it would qualify for any future federal funds received. Has City staff obtained competitive pricing for proposed goods/services? Yes The following is a summary of the seven proposals received: Strand Associates $87,030 15 Monday, July 15, 2024, City Council Agenda CBBEL $117,596 BLA, Inc $124,172 GSG Consultants, Inc. $139,589 GHA $146,057 Horner & Shifrin $157,500 Thomas Engineering Group $168,010 Strand Associates has satisfactorily performed numerous projects for the Water Plant over the years. Strand has recent roadway design experience for other municipalities in this area. The above price is strictly for Phase I design, should the City desire to proceed with Phase II it will have to be solicited separately in the future. Below is an estimated summary of project budget: FY 2025 Funding Source $125,000 $91,382 Y COUNCIL ACTION: Approval of Phase I Design Engineering Services for the Westleigh Road Resurfacing Project to Strand Associates, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $87,030 to Include a 5% Contingency in the Amount of $4,352 for a Total Cost of $91,382 10. Approval of Phase III Construction Engineering Services for the Lake Woodbine Bridge Project to Civiltech Engineering, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $342,565 to Include a 5% Contingency in the Amount of $17,128 for a Total Cost of $359,693 STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555) PURPOSE AND ACTION REQUESTED: The Public Works Committee and Staff request approval of Phase III construction engineering services to Civiltech in the amount of $342,565 plus $17,128 contingency for a total of $359,693. A separate item on tonight’s agenda related to the construction of the Lake Woodbine Bridge is approval of the necessary IDOT agreements. BACKGROUND/DISCUSSION: The Lake Woodbine Bridge, constructed circa 1912, is a three- span concrete arch bridge over a ravine, located on Lake Road near the Woodbine intersection. In February 2011, the City requested grant funds under what was then known as the Highway Bridge Replacement and Rehabilitation Program (BRP) to be used toward the design of the reconstruction of the Lake Woodbine Bridge for which the phase I design process started. The 2021 sufficiency rating of the bridge was 25 (the IDOT Bridge Sufficiency Rating Scale is from 1 to 100 with 1 being the worst and greater than 50 considered satisfactory per Federal guidelines). The load rating of the bridge has been reduced over the past several years following findings from a thorough inspection performed as part of the City’s bridge study. The project will remove the existing bridge and replace it with a clear-span 16 Monday, July 15, 2024, City Council Agenda concrete thrust-arch structure and railings that will recognize and be compatible with the historic character of the surrounding historic district. A summary of project milestones completed since 2021 can be found below: • Final Plan Submittal to IDOT on April 22, 2024 • Public Information Meeting #3 ‘Open House’ on March 5, 2024 • Certificate of Appropriateness form the Historic Preservation Commission received on March 16, 2022 • Public Information/Input meeting #2 held on February 16, 2022 • Public Information/Input meeting #1 held on December 13, 2021 The design-team is coordinating with IDOT on remaining items needed to proceed with a state bidding on August 2, 2024. Tentative construction is demolition of the existing bridge starting in early January 2025 with the bridge reopening in late September or early October 2025. Staff recommends getting a consultant under contract in advance as many consultants have an extensive backlog, and also so the consultant has time on the front end for coordination and extensive communication outreach prior to start of the project. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 6/17/2024 Council Approval for Phase III Finance Committee 11/13/2023 City Council 4/17/2023 Public Works Committee 4/3/2023 Council Approval for Appropriating $150,000 in additional RBI Funds, and Award of Design Engineering to H.W. City Council 3/20/2023 Public Works Committee 3/6/2023 Council Approval for Appropriating Finance Committee 11/08/2021 Phase II Design Included in Capital Plan BUDGET/FISCAL IMPACT: Construction of this project will be partially funded by the Illinois Special Bridge Program (ISBP) with the remaining balance to be funded by local capital funds. The City submitted for an ISBP grant on October 5, 2021; and was notified on August 17, 2022, of an award of $1,945,000 for construction. The current estimated construction cost is $2,600,000 which is based on design estimates; actual costs will not be known until after the August 2, 2024 State Bidding. Any costs above the available federal funds in general would be local capital funds. The Engineering Section solicited Request for Proposals (RFP) from professional engineering firms to perform civil/structural engineering construction inspection services. Seventeen firms 17 Monday, July 15, 2024, City Council Agenda acquired the RFP package and five submitted proposals. The proposals were reviewed by a committee of staff members. The proposed bridge type is a concrete thrust-arch which is a complex-bridge therefore requiring a consultant with extensive bridge inspection experience, as well as IDOT documentation experience which is needed due to the use of federal funds. Has City staff obtained competitive pricing for proposed goods/services? Yes The following is a summary of the five proposals received: Civiltech Engineering, Inc. $342,565 After receiving the proposals, Staff researched the reasons that the proposal costs are higher than the budget amount and believe it is due to the following several reasons: 1) Added additional communication and resident outreach scope 2) the construction schedule is slightly longer than originally anticipated 3) original estimate during last budget-cycle was based on preliminary design as final design was not yet complete. Civiltech is familiar with Lake Forest expectations as this team was the lead-Inspector for IDOT’s Pump Station project a few years back. Below is an estimated summary of project budget: FY 2025 Funding Source $200,000 $359,693 Y A Supplemental Appropriation Ordinance will be requested at the end of the Fiscal Year 2025 if needed. COUNCIL ACTION: Approval of Phase III Construction Engineering Services for the Lake Woodbine Bridge Project to Civiltech Engineering, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $342,565 to Include a 5% Contingency in the Amount of $17,128 for a Total Cost of $359,693 11. Approval of a Resolution for a Joint Funding Agreement for Federally Funded Construction with the state of Illinois Department of Transportation for Construction of the Lake Woodbine Bridge Project, Section Number 12-00094-00-BR, for a Local Match Estimated at $855,000, and Authorize the City Manager to Execute Required Agreements and Additional Paperwork as Required by IDOT Related to Work on This Project STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555) PURPOSE AND ACTION REQUESTED: The Public Works Committee and Staff request approval of an IDOT resolution for a Joint Funding Agreement necessary for federally funded construction 18 Monday, July 15, 2024, City Council Agenda for the Lake Woodbine Bridge. In addition, Staff requests authority to execute required IDOT agreements and any other paperwork for this project. Approval of the Joint funding agreement (completed and signed Appropriation Resolution along with the locally executed agreement) is required to proceed with the state bidding on August 2, 2024. Beginning on Page 56 of your packet is the IDOT Joint Funding Agreement. A separate item on tonight’s agenda related to the construction of the Lake Woodbine Bridge is approval of the Phase III Construction Engineering Services agreement. BACKGROUND/DISCUSSION: The City received federal funding for the replacement of the deteriorating, Lake Woodbine Bridge. The Phase II design is wrapping up with the project currently scheduled to be bid by the State in August of 2024 with construction starting in January 2025. Execution of the Joint Funding Agreement is required to allow the State to bid out the project since the project is utilizing federal funds, as well as confirming the City’s financial commitment to the City’s local match. The Lake Woodbine Bridge, constructed circa 1912, is a three-span concrete arch bridge over a ravine, located on Lake Road near the Woodbine intersection. In February 2011, the City requested grant funds under what was then known as the Highway Bridge Replacement and Rehabilitation Program (BRP) to be used toward the design of the reconstruction of the Lake Woodbine Bridge for which the phase I design process started. The 2021 sufficiency rating of the bridge was 25 (the IDOT Bridge Sufficiency Rating Scale is from 1 to 100 with 1 being the worst and greater than 50 considered satisfactory per Federal guidelines). The load rating of the bridge has been reduced over the past several years following findings from a thorough inspection performed as part of the City’s bridge study. The project will remove the existing bridge and replace it with a clear-span concrete thrust-arch structure and railings that will recognize and be compatible with the historic character of the surrounding historic district. A summary of project milestones completed since 2021 can be found below: • Final Plan Submittal to IDOT on April 22, 2024 • Public Information Meeting #3 ‘Open House’ on March 5, 2024 • Certificate of Appropriateness form the Historic Preservation Commission received on March 16, 2022 • Public Information/Input meeting #2 held on February 16, 2022 • Public Information/Input meeting #1 held on December 13, 2021 The design-team is coordinating with IDOT on remaining items needed to proceed with a state bidding on August 2, 2024. Tentative construction is demolition of the existing bridge starting in early January 2025 with the bridge reopening in late September or early October 2025. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 6/17/2024 Council Approval for Phase III Public Works Committee 6/3/2024 Council Approval of Joint Funding 19 Monday, July 15, 2024, City Council Agenda Finance Committee 11/13/2023 Construction Engineering Included in City Council 4/17/2023 additional RBI Funds, and Award of Public Works Committee 4/3/2023 Council Approval for Appropriating $150,000 in additional RBI Funds, and Award of Design Engineering to H.W. City Council 3/20/2023 Public Works Committee 3/6/2023 Council Approval for Appropriating Finance Committee 11/08/2021 Phase II Design Included in Capital Plan BUDGET/FISCAL IMPACT: Construction of this project will be partially funded by the Illinois Special Bridge Program (ISBP) with the remaining balance to be funded by local capital funds. The City submitted for an ISBP grant on October 5, 2021; and was notified on August 17, 2022, of an award of $1,945,000 for construction. The current estimated construction cost is $2,600,000 which is based on design estimates; actual costs will not be known until after the August 2, 2024 State Bidding. Any costs above the available federal funds in general would be local capital funds. The State will pay for the construction work and will invoice the City for the City’s share of the project (with the final invoice sometimes not being paid for several years after project completion due to the extensive amount of closeout paperwork). A separate item on tonight’s agenda related to the construction of the Lake Woodbine Bridge is approval of the Phase III Construction Engineering Services agreement in the amount of $359,693 including contingency. Has City staff obtained competitive pricing for proposed goods/services? No Below is an estimated summary of project budget: FY 2025 Funding Source $655,000 $655,000 Y The $855,000 amount referenced in the Council Action also includes the original estimated construction engineering cost of $200,000 (being awarded separately). A Supplemental Appropriation Ordinance will be requested at the end of the Fiscal Year 2025 if needed. The current estimated construction cost is $2,600,000 which is based on design estimates. The City amount requested above in the amount of $655,000 is the City’s estimated local match of the construction costs less the grant amount of $1,945,000. The City is directly responsible for any additional local match needed above the available federal grant funds. From the IDOT Bureau of Local Roads (BLR) Manual for project bids considered within the anticipated cost range for a project: ‘The local agency must concur with the award. To expedite the contract award process, form BLR 05310 states that executing the joint agreement constitutes 20 Monday, July 15, 2024, City Council Agenda concurrence in the award of the construction contract to the lowest responsible bidder. The local agency is responsible for providing the district with verbal concurrence after the letting.’ For projects with bids that are considered outside the anticipated cost range for a project, IDOT internally will discuss the issues concerning the project. If IDOT believes that an award may be possible, the district would then contact the local agency to obtain their concurrence and notify the Central IDOT office of the local agency’s consent. COUNCIL ACTION: Approval of a Resolution for a Joint Funding Agreement for Federally Funded Construction with the state of Illinois Department of Transportation for Construction of the Lake Woodbine Bridge Project, Section Number 12-00094-00-BR, for a Local Match Estimated at $855,000, and Authorize the City Manager to Execute Required Agreements and Additional Paperwork as Required by IDOT Related to Work on This Project 12. Award of the Low Bid for the 2024 Inflow and Infiltration Repairs to Visu-Sewer, LLC., and Authorize the City Manager to Execute an Agreement in the Amount of $351,421 as well as Approving a Contingency in the Amount of $8,579 for a Total Cost of $360,000 STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555) PURPOSE AND ACTION REQUESTED: In recent years, portions of the City’s sanitary sewer system have been overwhelmed with storm water and causes backups into residents’ properties. In order to reduce surcharges and backups in the City’s sanitary sewer mains, the City has had sections of its sanitary sewer system smoke and dye tested to look for the sources of storm water leaking into the sanitary mains (described further below). By performing the public repairs included in this project, the City will significantly reduce the amount of storm water leaking into the sanitary sewer system and thereby reduce the potential for sanitary sewer backups into resident’s homes. BACKGROUND/DISCUSSION: In summer 2023, the City contracted with RJN to perform smoke testing at various locations throughout the City. The focus of that project was to test portions of the City’s sanitary sewer system to look for instances of inflow and infiltration(I&I). Inflow occurs when storm water is being directed into the sanitary sewer system, while infiltration is when ground water leaks into the sanitary mains through faults in the pipe or manholes. During smoke testing, RJN identified areas where stormwater is leaking into the sanitary sewers. The City then contracted with RJN again in 2024 to perform additional investigation at some of these locations that were suspected to be the largest contributors to I&I. The technique used to further pinpoint locations for repairs was dye flooding storm sewers, which identifies areas in the sanitary sewer that are receiving extraneous flows. The testing focused on areas tributary to the Spruce and Sheridan lift-station that have not been previously tested. Generally, this area includes the CBD, just to the north of CBD, as well as to the east. During heavy storms, this lift-station capacity can be exceeded due to the amount of I&I in the area. The dye testing program evaluates multiple rehabilitation alternatives for public repairs. The proposed construction sequencing is generally in order of “worst first” while also performing repairs in the CBD to avoid inconvenience next year during larger potential streetscape projects in the CBD. Repairs include such work as lining sewers, replacing leaking sewer lids, fixing leaky connections, and sealing manholes. The total estimated I&I flows identified in the 2023/2024 study for both public/private combined is approximately 915,000 gallons per day (gpd) during a theoretical heavy rain- storm. Roughly 453,000 gpd of this amount is the public-side in which this project is estimated 21 Monday, July 15, 2024, City Council Agenda to reduce by 260,000 gpd. The remaining amount of public-side I&I will be budgeted in upcoming years. These public repairs will significantly reduce the amount of storm water leaking into the sanitary sewer system and thereby reduce the potential for sanitary sewer backups into resident’s homes. The Public Works Committee unanimously approved this construction contract, but requested a follow-up discussion to discuss the role of private-side I&I at their July 15 Public Works Committee meeting. Upon confirming the start date of the project, a letter will be sent to residents and businesses within the limits of the project two weeks prior to start of construction. The CBD portion of the work is expected to begin just after Lake Forest Day and completed prior to school starting. The remainder of the work, which is generally in residential areas, will then be completed prior to the end of October. The City’s website, under “Construction Updates”, will also provide details on the construction schedule. The City’s Engineering staff will provide daily oversight, and work with the Communications Manager to ensure progress updates are provided weekly to the public. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 7/1/2024 City Council 2/5/2024 Finance Committee 11/13/2023 City Council 5/1/2023 City Council Approval of I&I Testing Public Works Committee 4/17/2023 Finance Committee 11/14/2022 BUDGET/FISCAL IMPACT: The project was placed out to bid in early-June with a subsequent bid opening on June 20, 2024. A total of three bids were received. Has City staff obtained competitive pricing for proposed goods/services? Yes The following is a summary of the three bids received: Visu-Sewer $351,421 The low bidder, Visu-Sewer, is well known for performing this type of work. Below is an estimated summary of the project budget: FY 2025 Funding Source 22 Monday, July 15, 2024, City Council Agenda Water and Sewer Fund 508-3703-477.77-16 $360,000 $360,000 Y Repairs identified in the 2023 and 2024 reports that are not performed this year will be budgeted for next year. COUNCIL ACTION: Award of the Low Bid for the 2024 Inflow and Infiltration Repairs to Visu- Sewer, LLC., and Authorize the City Manager to Execute an Agreement in the Amount of $351,421 as well as Approving a Contingency in the Amount of $8,579 for a Total Cost of $360,000 COUNCIL ACTION: Approve the twelve (12) omnibus items as presented 6. OLD BUSINESS 1. Continued Consideration of Acquisition of the Building and Property at 1925 Field Court as Provided for in the Previously Approved Purchase and Sale Agreement for Adaptive Reuse as a New City of Lake Forest Police Facility. (By Motion) Presented by: Jason Wicha, City Manager (847-810-3676) City Staff and Consultants PURPOSE AND ACTION REQUESTED Based on the due diligence completed over the past 90 days since the City Council’s approval of the PSA for 1925 Field Court, City Council direction is requested on next steps. BACKGROUND/DISCUSSION Need The Lake Forest Police Department currently operates out of the Public Safety Building located at 255 W. Deerpath. The building was constructed in the 1960’s as a combined facility for the Police and Fire Departments and continues to house personnel, vehicles and equipment for both departments today. Through the years, the building and site have been adapted numerous times in an effort to meet the changing and growing needs of both departments, with limited success. Looking to the future, the existing building is not adequate to accommodate both departments in a manner that will allow efficient and effective operations, proper accommodations for today’s personnel, and the ability to respond to, and take advantage of, modern trends in public safety. Initial Exploration of Potential Sites Earlier this year, at the direction of the City Council, staff began identifying and evaluating possible locations for a new police facility. Developable land in the community is scarce particularly sites that would be appropriate for a new police facility and accommodate the required on site parking. The search focused on sites that could accommodate the specialized needs of a police facility without conflicting with existing uses or development, and without negatively impacting community character. Studies were conducted of police facilities recently constructed in other nearby communities. The costs associated with land acquisition, new construction, and adaptive reuse of existing buildings was researched. Following the approach successfully taken by other communities, the focus turned to considering opportunities for adaptive reuse of existing buildings for primarily three reasons: 1) 23 Monday, July 15, 2024, City Council Agenda significant cost savings can often be achieved by adaptively reusing an existing building as opposed to building new, 2) the limited availability of buildable land, and 3) the unprecedented availability of office buildings at below market prices due to the current depressed state of the office real estate market. 1925 Field Court The building and property located at 1925 Field Court, in Conway Park was identified as having strong potential for a future site for a new police facility. The three story, 98,304 square foot building offers a unique opportunity for adaptive reuse to meet the City’s need for a new police facility. Although the building exceeds the currently anticipated square footage needed for a police facility, it provides flexibility for the future and opens the door for discussions with other public safety agencies that may be interested in available office space. A vicinity map highlighting the location of the property is included in the Council packet on page 69. The building, built in 2008, lends itself to configuring both publicly accessible and secure areas both inside the building and outside on the site. The building has a full underground garage with 66 parking spaces. Secure and climate controlled parking is optimum for police vehicles and provides for safe passage into the building and can increase the useful life of vehicles. The underground garage could also accommodate some specialized needs of a police facility. An added benefit to the location is the proximity of the building to the City’s Municipal Services Facility where police vehicles are maintained and fueled. In addition, a police facility is a compatible and complimentary use to the established offices uses in Conway Park and is permitted by the current zoning. Both single tenant corporate headquarters and multi-tenant office buildings are located in the office park. The presence of the police facility will be low key but could be significant in attracting new tenants to the park due to an increased sense of security. Purchase Sale Agreement On April 15, 2024, the City Council voted unanimously to enter into a Purchase and Sale Agreement (PSA) with the owners of the 1925 Field Court building based on he negotiated sale price of $3,500,000. In 2022, an appraisal determined the value of the property to be $12,500,000. The opportunity to acquire this property at a reduced value is the direct result of current market conditions as noted above. A copy of the executed PSA is included in the Council packet beginning on page 70. The PSA provided a 90 day due diligence period from the effective date of the PSA which was April 17, 2024. The City’s due diligence has been completed. The City Council was provided with an overview of the results of the due diligence at a public work session held on July 1, 2024. The work completed during the 90-day period includes the following. • An assessment of the entire building, all components and systems, and the overall site was conducted by The Concord Group. Estimates were prepared to forecast repair and replacement costs over a ten year period for components of the building and property. • An in depth space needs analysis of the Police Department was conducted by FGM Architects. The study included a comprehensive evaluation of existing Police Department space and a forecast of “need to have” spaces in a Police Facility that is intended to serve the community for the next 50 years as well as “nice to have” spaces and amenities that could be considered as options during 24 Monday, July 15, 2024, City Council Agenda the design process. A range of cost estimates was prepared by the consultants for build out of the space. This study is included in the Council packet beginning on page 100. • An updated legal survey of the property was completed by Bleck Engineering. • The title for the property was reviewed by the City Attorney. • Ongoing contracts relating to the property, for example for maintenance of building systems, were identified and are slated for termination by the seller if the closing proceeds. • Preliminary analysis of funding options was completed based on the early estimates of the potential cost of improvements to the building and site to accommodate a new police facility. • The Conway Park Owners’ Association voted in support of amendments to the restrictive covenants for Conway Park to allow a Police Facility use in the office park subject to the City’s acquisition of the property. • City staff prepared an estimate of annual operating costs for the building and property. At the July 15th Council meeting, representatives of both The Concord Group and FGM Architects will present overviews of the results of their analysis and associated cost estimates. The Assistant Director of Public Works will review the estimated annual operating costs for the building and site. The City’s Finance Director will provide some initial thoughts on potential funding mechanisms for a future buildout and operating costs in the event that the City Council decides to move forward with this project. Next Steps The question before the City Council at this time is only whether or not to proceed with the acquisition of the 1925 Field Court property in accordance with the previously approved PSA. If the Council directs the City Manager to proceed with the acquisition of the property and authorizes the expenditure of funds to do so the next steps will include, but are not limited to, issuing a Request for Proposals for architectural services, design work and preparation of construction plans, and seeking bids for build out of the space. City Council action will be required at various points as the process moves forward and Council discussions and decisions will occur around funding mechanisms to support the build out of a high quality police facility to meet the community’s needs long into the future. BUDGET/FISCAL IMPACT • The terms of the purchase are detailed in the PSA which was approved by the City Council by Resolution on April 15, 2024, and executed on April 17, 2024. • The City has available cash reserves on hand for the purchase price of $3,500,000. • An earnest money deposit of $100,000 was made by the City and will be applied to the purchase price. • In accordance with the PSA, at closing, the City is responsible for costs related to recording fees, fifty percent of the escrow costs, and the cost of title policy endorsements. These fees are estimated at between $5,000 and $10,000. 25 Monday, July 15, 2024, City Council Agenda FY 2025 Funding Source Amount Budgeted Amount Requested 311-1503-479.79-26 $0 (Purchase Price) $5,000 - $10,000 No This non-budgeted expenditure will be funded from Capital Fund reserves. If necessary, a supplemental appropriation will be submitted for City Council approval at the close of the fiscal year. COUNCIL ACTION Options for Council action are provided below. 1) By motion, direct the City Manager to take all necessary steps to facilitate the closing on the purchase of 1925 Field Court and authorize the expenditure of non-budgeted funds in an amount not to exceed $3,500,000 plus associated closing in accordance with the previously approved Purchase and Sale Agreement. OR 2) By motion, direct the City Manager to exercise the City’s option to extend the due diligence period for an additional 30 days upon payment of an additional earnest money deposit of $100,000, ($50,000 of which is non-refundable.) OR 3) By motion, direct the City Manager to terminate the Purchase and Sale Agreement in accordance with the provisions therein. The City will receive a full refund of the initial earnest money deposit of $100,000. 7. NEW BUSINESS 8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS 9. ADJOURNMENT A copy of the Decision Making Parameters is included with this agenda following this page. Office of the City Manager July 10, 2024 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 26 Monday, July 15, 2024, 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. 27 ^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. 28 CITY OF LAKE FOREST FY24 ROLLOVERS Account Number PO#Vendor Req Amount Description 101-1101-484.84-95 111763 MAPLE AVE REAL ESTATE ADVISORS LL 7,420.00 REAL ESTATE ADVISORY SERVICES 101-1523-442.42-30 111550 MULTISYSTEM MANAGEMENT COMPANY 1,318.00 JANITORIAL FLOOR CLEANING (2/YEAR) 101-1524-442.42-30 111550 MULTISYSTEM MANAGEMENT COMPANY 494.00 JANITORIAL FLOOR CLEANING (2/YEAR) 101-1525-442.42-30 111550 MULTISYSTEM MANAGEMENT COMPANY 494.00 JANITORIAL FLOOR CLEANING (2/YEAR) 101-1527-442.42-30 111550 MULTISYSTEM MANAGEMENT COMPANY 4,357.00 JANITORIAL FLOOR CLEANING (2/YEAR) 101-1528-442.42-30 111550 MULTISYSTEM MANAGEMENT COMPANY 1,113.00 JANITORIAL FLOOR CLEANING (2/YEAR) 101-1536-435.35-10 111842 METALMASTER ROOFMASTER, INC.16,249.00 CROYA'S METAL AWNING (IRMA CLAIM) 101-1536-442.42-30 111550 MULTISYSTEM MANAGEMENT COMPANY 2,163.00 JANITORIAL FLOOR CLEANING (2/YEAR) 101-1540-442.42-30 111550 MULTISYSTEM MANAGEMENT COMPANY 7,210.00 JANITORIAL FLOOR CLEANING (2/YEAR) 101-1541-442.42-30 111550 MULTISYSTEM MANAGEMENT COMPANY 1,200.00 JANITORIAL FLOOR CLEANING (2/YEAR) 101-2501-484.84-06 111839 THE MEJORANDO GROUP 25,367.96 STRATEGIC PLAN UPDATE 101-2501-484.84-95 111865 MGT OF AMERICA CONSULTING, LLC 24,500.00 POLICE CHIEF RECRUITMENT 101-3401-435.35-10 111117 TESKA ASSOCIATES INC 9,087.05 COMP PLAN FOR CBD SECTION 101-3401-435.35-10 111538 EDWARD DEEGAN ATCHITECTS 7,091.25 GORTON TERRACE RENO. - DESIGN 101-3401-435.35-10 NO VENDOR SELECTED 55,000.00 COMPREHENSIVE PLAN/FINAL PHASES 101-5103-467.67-23 111772 CAPITAL STONEWORKS INC 21,150.00 CONWAY BRIDGE REPAIRS 101-5103-467.67-61 111788 TRAFFIC & PARKING CONTROL CO, INC 10,762.00 CROSSWALK SAFETY 101-5103-467.67-84 NO VENDOR SELECTED 114,764.00 ROUTE 60/43 IDOT AGREEMENT 101-5132-435.35-10 111862 STANDARD EQUIPMENT COMPANY 9,950.00 SWEEPER RENTAL FOR CICADA BROOD 101-7603-475.75-49 111601 TYLER TECHNOLOGIES, INC.33,734.00 FY24 CLOUD-BASED MUNICIPAL ADJUD SW 101-7672-435.35-49 111601 TYLER TECHNOLOGIES, INC.17,933.00 FY24 CLOUD-BASED MUNICIPAL ADJUD SW TOTAL GENERAL FUND 371,357.26 201-8457-467.67-34 111280 NICHOLAS & ASSOCIATES, INC 101,183.00 DEERPATH PARK TURF PROJECT 201-8457-467.67-39 111678 F.H PASCHEN,S.N NIELSEN & ASSOC LLC 434,060.00 FOREST PARK BOARDWALK - ADVANCE 201-8457-467.67-39 111678 F.H PASCHEN,S.N NIELSEN & ASSOC LLC -22,500.00 FOREST PARK BOARDWALK - ADVANCE 201-8457-467.67-39 111323 JOHN KENO AND COMPANY, INC 33,520.00 INSTALL BOARDWALK FOUNDATION TOTAL PARK AND PUBLIC LAND FUN 546,263.00 202-3703-478.78-80 110565 GEWALT HAMILTON ASSOCIATES, INC.10,025.50 PHASE II ENG/DESIGN - WAUK/WESTLEIGH 202-3703-478.78-81 110631 CIVILTECH ENGINEERING INC 98,619.52 EVERETT/WAUKEGAN INTERSECTION 202-3703-478.78-92 110380 H W LOCHNER, INC.27,328.00 PH I DESIGN - LAKE/WOODBINE BRIDGE 202-3703-478.78-92 110380 H W LOCHNER, INC.7,171.08 PH I DESIGN - LAKE/WOODBINE BRIDGE 202-3703-478.78-92 111520 H W LOCHNER, INC.31,777.98 PH II DESIGN - LAKE/WOODBINE BRIDGE 202-3703-478.78-92 111521 H W LOCHNER, INC.19,003.00 PH II DESIGN - LAKE/WOODBINE BRIDGE TOTAL MOTOR FUEL TAX FUND 193,925.08 210-8508-442.42-30 111550 MULTISYSTEM MANAGEMENT COMPANY 1,854.00 JANITORIAL FLOOR CLEANING (2/YEAR) TOTAL SENIOR FUND 1,854.00 220-5774-435.35-10 111771 NUTOYS LEISURE PRODUCTS INC 8,969.00 SIGNS AT DEERPATH PARK 220-5775-460.60-20 111824 AUTOMATED OUTDOOR SOLUTIONS, LLC 14,699.95 5 ROBOTIC MOWERS FOR FOREST PARK 220-8065-435.35-10 111550 MULTISYSTEM MANAGEMENT COMPANY 9,493.00 JANITORIAL FLOOR CLEANING (2/YEAR) 220-8065-484.84-05 NO VENDOR SELECTED 12,000.00 STIRLING HALL SODA KILN TOTAL PARKS AND RECREATION FUND 45,161.95 224-8026-476.76-56 111242 LARSON & DARBY, INC 5,370.75 STIRLING HALL EXT RAMP ENG/DESIGN 224-8026-467.67-39 111678 F.H PASCHEN,S.N NIELSEN & ASSOC LLC 186,000.00 FOREST PARK BOARDWALK DRAFT - 7/15/24 CITY COUNCIL 29 CITY OF LAKE FOREST FY24 ROLLOVERS Account Number PO#Vendor Req Amount Description TOTAL SPECIAL RECREATION FUND 191,370.75 230-6407-476.76-20 CHEN'S CONCRETE 10,950.00 CONCRETE COLD STORAGE 230-6407-476.76-20 111294 SEMPER FI LANDSCAPING INC 94,039.46 MEMORIAL GARDEN RENOVATIONS 230-6407-476.76-20 111777 BIG BUILDINGS DIRECT 10,179.68 METAL COLD STORAGE BUILDING TOTAL CEMETERY FUND 115,169.14 247-7672-475.75-02 111221 MORROW BROTHERS FORD, INC.42,000.00 REPL VEHICLE POLICE SQUAD #12 TOTAL POLICE RESTRICTED FUND 42,000.00 248-3403-435.35-10 110391 BLECK ENGINEERING CO INC 11,176.70 SENIOR COTTAGES - EVERETT/TELEGRAPH 248-3403-435.35-10 NO VENDOR SELECTED 400,000.00 SENIOR COTTAGES PROJECT TOTAL HOUSING TRUST FUND 411,176.70 311-1103-435.35-40 111673 CHALET ENTERPRISES LLC 7,000.00 DESIGN/TOWNLINE PARK COMM GARDEN 311-1103-435.35-40 NO VENDOR SELECTED 250,000.00 MCKINLEY UTILITY UNDERGROUNDING 311-1303-466.66-13 NO VENDOR SELECTED 13,998.50 SECURITY CAMERAS 311-1303-466.66-13 NO VENDOR SELECTED 82,500.00 PUBLIC SAFETY SECURITY CAMERAS 311-1503-435.35-10 111403 LCM ARCHITECTS, LLC 26,170.70 ADA TRANSITION PLAN DESIGN 311-1503-467.67-10 111855 DP WEST LAKE AT CONWAY LLC -100,000.00 POLICE FACILITY - ADVANCE FUNDING 311-1503-467.67-10 111611 OAK BROOK MECHANICAL SERVICES, INC 17,140.00 PSB CHILLER REPLACEMENT PROJECT 311-1503-467.67-24 111737 FILOTTO ROOFING, INC.19,195.00 GROVE CAMPUS ROOF REPL/REPAIRS 311-3703-467.67-12 111760 GEWALT HAMILTON ASSOCIATES, INC.2,724.00 SAFE ROUTES TO SCHOOL PROJECT 311-3703-467.67-12 111760 GEWALT HAMILTON ASSOCIATES, INC.27,793.00 SAFE ROUTES TO SCHOOL PROJECT 311-3703-467.67-26 110939 HEY & ASSOCIATES, INC.60,672.75 SEMINARY RAVINE PROJECT DESIGN 311-3703-467.67-26 111774 LAKE FOREST OPEN LANDS ASSOCIATION 45,000.00 ROCK/MCCORMICK/LOCH RAVINE (GRANT) 311-3703-467.67-44 110940 GEWALT HAMILTON ASSOCIATES, INC.139,554.00 PH II DESIGN/ROUTE 60 BIKE PATH PROJ 311-3703-478.78-06 111844 GEWALT AMILTON ASSOCIATES -3,640.00 DESIGN/SCOTT-WISC STORM - ADVANCE 311-3703-478.78-06 110941 BAXTER AND WOODMAN INC 86,532.30 DESIGN/AHWAHNEE ROAD STORM SEWER 311-3703-478.78-07 111762 MANEVAL CONSTRUCTION CO INC 162,279.00 ELAWA PARKING LOT IMPROVEMENTS 311-3703-478.78-22 111679 KIMLEY-HORN & ASSOCIATES 45,851.00 ENG/CBD INFRASTRUCTURE EVAL ADVANCE 311-3703-478.78-81 110307 CIVILTECH ENGINEERING INC 43,904.53 EVERETT/WAUK INTERSECTION 311-3703-478.78-81 111107 METRA 81,296.38 METRA CROSSING/EVERETT & OLD MILL 311-3703-478.78-88 111328 JOHN KENO AND COMPANY, INC 133,977.00 FOREST PARK BLUFF SLOPE STABILIZATION 311-3703-478.78-88 111329 JOHN KENO AND COMPANY, INC 150,000.00 FOREST PARK BLUFF SLOPE STABILIZATION 311-3703-478.78-94 110817 THOMAS ENGINEERING GROUP, LLC 25,000.00 DEERPATH STREETSCAPE PHASE II DESIGN 311-3703-478.78-94 110817 THOMAS ENGINEERING GROUP, LLC 210,179.66 DEERPATH STREETSCAPE PHASE II DESIGN 311-3703-478.78-94 110817 THOMAS ENGINEERING GROUP, LLC 11,747.24 DEERPATH STREETSCAPE PHASE II DESIGN 311-5003-475.75-02 MISC VENDORS 250,000.00 POLICE VEHICLE REPL (GRANT) 311-5003-475.75-02 111218 TRUCK CENTER COMPANIES EAST LLC 400,372.00 REAR LOAD REFUSE TRUCK - CHASSIS 311-5003-475.75-02 111219 MCNEILUS TRUCK & MFG CO 269,628.00 REAR LOAD REFUSE TRUCK - BODY 311-5003-475.75-02 111220 MORROW BROTHERS FORD, INC.84,000.00 TWO REPLACEMENT POLICE VEHICLES 311-5003-475.75-02 111675 EJ EQUIPMENT INC.78,000.00 FIVE REPL SANITATION SCOOTERS 311-5003-475.75-02 111675 EJ EQUIPMENT INC.115,000.00 FIVE REPL SANITATION SCOOTERS 311-5003-475.75-02 111260 TEREX GLOBAL GMBH 150,000.00 AERIAL BUCKET TRUCK (FY24 FUNDS) 311-5703-467.67-39 111678 F.H PASCHEN,S.N NIELSEN & ASSOC LLC 1,115,875.00 FOREST PARK BOARDWALK 311-5703-467.67-39 111678 F.H PASCHEN,S.N NIELSEN & ASSOC LLC -91,154.35 FOREST PARK BOARDWALK - ADVANCE 311-5703-467.67-39 111678 F.H PASCHEN,S.N NIELSEN & ASSOC LLC -12,628.26 FOREST PARK BOARDWALK - RETAINAGE 311-5703-467.67-39 111716 GZA GEOENVIRONMENTAL, INC.7,920.00 FOREST PARK BEACH CELL 2 DESIGN DRAFT - 7/15/24 CITY COUNCIL 30 CITY OF LAKE FOREST FY24 ROLLOVERS Account Number PO#Vendor Req Amount Description 311-5703-467.67-39 111761 F.H PASCHEN,S.N NIELSEN & ASSOC LLC 197,826.00 WOOD DECKING/FP BOARDWALK 311-5703-467.67-39 111761 F.H PASCHEN,S.N NIELSEN & ASSOC LLC -7,306.00 WOOD DECKING/FP BOARDWALK RET 311-5703-476.76-07 110477 HITCHCOCK DESIGN GROUP 7,093.24 SOUTH PARK PARKING LOT DESIGN 311-5803-467.67-14 111861 MENONI & MOCOGNI INC 11,880.00 DEERPATH/41 LANDSCAPING 311-5803-467.67-14 N/A PRAIRIE MOON NURSERY 4,992.75 DEERPATH/41 LANDSCAPING 311-8003-476.76-14 111280 NICHOLAS & ASSOCIATES, INC 130,606.25 DEERPATH PARK TURF PROJECT TOTAL CAPITAL FUND 4,250,979.69 501-6072-435.35-10 111550 MULTISYSTEM MANAGEMENT COMPANY 927.00 JANITORIAL FLOOR CLEANING (2/YEAR) 501-6072-435.35-10 111717 STRAND ASSOCIATES, INC 13,600.00 LEAD SERVICE INVENTORY/REPL PLAN TOTAL WATER & SEWER FUND 14,527.00 508-3703-477.77-07 110732 CIVILTECH ENGINEERING INC 18,695.15 EVERETT/WAUK WATERMAIN DESIGN 508-3703-477.77-07 110817 THOMAS ENGINEERING GROUP, LLC 50,000.00 DEERPATH STREETSCAPE PHASE II DESIGN 508-3703-477.77-07 111307 A LAMP CONCRETE CONTRACTORS, INC 9,360.89 SIR WILLIAM LANE WATERMAIN BASE 508-3703-477.77-16 111759 RJN GROUP INC 10,435.00 2024 DYE TESTING 508-6003-467.67-71 111864 KLM ENGINEERING, INC 7,500.00 ET TECHNICAL SPECS 508-6003-475.75-02 111674 STANDARD EQUIPMENT COMPANY 0.00 REPL WATER & SEWER TELEVISING VAN 508-6003-475.75-02 111674 STANDARD EQUIPMENT COMPANY 55,000.00 REPL WATER & SEWER TELEVISING VAN TOTAL WATER CAPITAL FUND 150,991.04 510-6325-435.35-10 111550 MULTISYSTEM MANAGEMENT COMPANY 1,113.00 JANITORIAL FLOOR CLEANING (2/YEAR) 510-6325-476.76-55 111857 JAMES ANDERSON COMPANY 15,900.00 ENG/BRIDGES AT GOLF COURSE TOTAL GOLF FUND 17,013.00 6,351,788.61 DRAFT - 7/15/24 CITY COUNCIL 31 Budget Expenditures Debt FY2025 Payments Rollovers Library Subtotal Contingency Approp Ord 101 General Fund 42,832,963 371,357 43,204,320 4,320,432 47,524,752 120 Flex 7,875 7,875 788 8,663 122 LF Hospital Project 100,000 100,000 10,000 110,000 201 Park & Public Land 110,000 546,263 656,263 65,626 721,889 202 MFT 1,150,000 193,925 1,343,925 134,393 1,478,318 205 Emergency Telephone 446,236 446,236 44,624 490,860 210 Senior Resources 736,890 1,854 738,744 73,874 812,618 220 Parks and Recreation 10,528,100 45,162 10,573,262 1,057,326 11,630,588 224 Special Recreation 585,083 191,371 776,454 77,645 854,099 230 Cemetery 1,347,472 115,169 1,462,641 146,264 1,608,905 245 Foreign Fire Insurance 250,000 n/a 0 247 Police Restricted Funds 145,000 42,000 187,000 18,700 205,700 248 Housing Trust 175,000 411,177 586,177 58,618 644,795 311 Capital Improvement 17,364,058 4,250,980 21,615,038 2,161,504 23,776,542 322 Laurel/Western Redevelopment TIF 1,509,051 1,509,051 150,905 1,659,956 428 2009 G.O. Bonds - Western Avenue 259,050 (259,050)0 0 429 2010 G.O. Bonds 568,913 (568,913)0 0 432 2013 Refunding 2010A 729,575 (729,575)0 0 433 2015 G.O. Bonds 628,800 (628,800)0 0 434 2023 G.O. Bonds 1,271,750 (1,271,750)0 0 501 Water & Sewer 10,495,933 14,527 10,510,460 1,051,046 11,561,506 508 Water and Sewer Capital 4,250,000 150,991 4,400,991 440,099 4,841,090 510 Deerpath Golf Course 2,115,258 17,013 2,132,271 213,227 2,345,498 601 Fleet 2,263,564 2,263,564 226,356 2,489,920 605 Liability Insurance 1,404,324 1,404,324 140,432 1,544,756 610 Self Insurance 6,510,000 6,510,000 651,000 7,161,000 701 Fire Pension 3,725,830 3,725,830 372,583 4,098,413 702 Police Pension 4,220,830 4,220,830 422,083 4,642,913 709 Trust Care Funds 115,731,555 (3,458,088)6,351,789 0 118,375,256 11,837,526 130,212,782 Library 7,244,157 7,244,157 724,416 7,968,573 Rounding Adj (3) 7,244,157 125,619,413 12,561,941 138,181,352 SD 67 44,140,981 44,140,981 Appropriation Ordinance Total 182,322,333 THE CITY OF LAKE FOREST Appropriation Ordinance Worksheet Pension/Trust Funds Total All Funds Special Revenue Funds Capital Project Funds Debt Service Funds Enterprise Funds Internal Service Funds 32 AN ORDINANCE MAKING APPROPRIATION FOR CORPORATE PURPOSES AND FOR THE PUBLIC SCHOOLS OF THE CITY OF LAKE FOREST, COUNTY OF LAKE AND STATE OF ILLINOIS, FOR THE FISCAL YEAR COMMENCING BE IT ENACTED BY THE CITY COUNCIL OF THE CITY OF LAKE FOREST, an Illinois special charter and home rule municipal corporation located in Lake County, Illinois, as follows: That the following sums, or so much thereof as may be authorized by law, be and the same are hereby appropriated from the respective fund designated in this ordinance for the corporate purposes of The City of Lake Forest and for the objects and purposes stated herein according to departments and other separate agencies, and for the Public Schools of The City of Lake Forest, County of Lake and State of Illinois, to defray the necessary expenses of the City and its Public Schools for the fiscal year commencing May 1, 2024 and ending April 30, 2025. GENERAL FUND Salaries and Benefits 3,946,998$ Supplies/Other Services and Charges 5,104,782 Capital Equipment 200,000 Contingency - to meet expenses of emergencies and optional expenses not otherwise provided for 4,320,432 TOTAL GENERAL GOVERNMENT 13,572,212$ Law Contractual Services 450,000$ TOTAL LAW 450,000$ Community Development Salaries and Benefits 2,121,450$ Supplies/Other Services and Charges 592,835 Capital Equipment - TOTAL COMMUNITY DEVELOPMENT 2,714,285$ Public Works Administration Salaries and Benefits 615,383$ Supplies/Other Services and Charges 129,894 TOTAL PUBLIC WORKS ADMINISTRATION 745,277$ DRAFT - Final Reading 7/15/24 CC 33 Appropriation Public Buildings Building Maintenance Salaries and Benefits 994,705$ Supplies/Other Services and Charges 771,839 Capital Improvements 150,000 TOTAL PUBLIC BUILDINGS 1,916,544$ Streets Salaries and Benefits 1,332,139$ Supplies/ Other Service and Charges 776,863 Capital Improvements 691,676 TOTAL STREETS 2,800,678$ Sanitation Salaries and Benefits 1,629,998$ Supplies/ Other Service and Charges 1,205,996 TOTAL SANITATION 2,835,994$ Storm Sewers Salaries and Benefits 150,721$ Supplies/ Other Service and Charges 40,929 Capital Improvements 50,000 TOTAL STORM SEWERS 241,650$ Engineering Salaries and Benefits 669,213$ Supplies/ Other Service and Charges 253,160 TOTAL ENGINEERING 922,373$ Fire Administration Salaries and Benefits (see Exhibit A)5,403,785$ Supplies/ Other Service and Charges 3,020,057 Capital Improvements 50,000 Sub-Total 8,473,842$ Emergency Medical Services Supplies/ Other Service and Charges 39,800$ Sub-Total 39,800$ DRAFT - Final Reading 7/15/24 CC 34 Appropriation Fire Suppression Supplies/ Other Service and Charges 136,250$ Sub-Total 136,250$ TOTAL FIRE 8,649,892$ Police Salaries and Benefits (see Exhibit A)7,426,731$ Supplies/ Other Service and Charges 5,143,782 Capital Improvements 105,334 TOTAL POLICE 12,675,847$ TOTAL AMOUNT APPROPRIATED FROM THE GENERAL FUND 47,524,752$ FLEX FUND Supplies/Other Services and Charges 7,875$ Contingency to meet expenses of emergencies and expenses not otherwise provided for 788 TOTAL AMOUNT APPROPRIATED FROM FLEX FUND 8,663$ LF Hospital Project Supplies/Other Services and Charges 100,000$ Contingency to meet expenses of emergencies and expenses not otherwise provided for 10,000 TOTAL AMOUNT APPROPRIATED FROM FLEX FUND 110,000$ PARK AND PUBLIC LAND FUND Park Improvements 656,263$ Contingency to meet expenses for emergencies and expenses not otherwise provided for 65,626 TOTAL AMOUNT APPROPRIATED FROM THE PARK AND PUBLIC LAND FUND 721,889$ MOTOR FUEL TAX FUND Capital Improvements 1,343,925$ Contingency to meet expenses for emergencies and capital DRAFT - Final Reading 7/15/24 CC 35 Appropriation improvements not otherwise provided for 134,393 TOTAL AMOUNT APPROPRIATED FROM THE Police Salaries and Benefits -$ Supplies/ Other Service and Charges 321,236 Capital Equipment 125,000 Contingency to meet expenses for emergencies and expenses not otherwise provided for 44,624 TOTAL POLICE 490,860$ TOTAL AMOUNT APPROPRIATED FROM THE TELEPHONE FUND 490,860$ SENIOR RESOURCES COMMISSION FUND Salaries and Benefits 553,708$ Supplies/Other Services and Charges 185,036 Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 73,874 TOTAL AMOUNT APPROPRIATED FROM THE SENIOR RESOURCES COMMISSION FUND 812,618$ Recreation Programs Salaries and Benefits 3,827,248$ Supplies/ Other Service and Charges 2,163,329 Capital Equipment 50,000 Sub-Total 6,040,577$ Contingency to meet expenses of emergencies and expenses not otherwise provided for 1,057,326 TOTAL RECREATION SECTION 7,097,903$ Parks and Forestry Administration Salaries and Benefits 2,831,535$ DRAFT - Final Reading 7/15/24 CC 36 Appropriation Supplies/ Other Service and Charges 734,752 Capital Improvement 182,000 Capital Equipment - Sub-Total 3,748,287$ Grounds Maintenance Supplies/ Other Service and Charges 434,124$ Sub-Total 434,124$ Athletic Field Plg/Tennis Supplies/ Other Service and Charges 111,500$ Sub-Total 111,500$ Lakefront Facilities Supplies/ Other Service and Charges 36,500$ Sub-Total 36,500$ Tree Trimming Supplies/ Other Service and Charges 82,318$ Sub-Total 82,318$ Tree Removal Supplies/ Other Service and Charges 43,956$ Sub-Total 43,956$ Insect & Disease Supplies/ Other Service and Charges 23,500$ Sub-Total 23,500$ Tree & Shrub Planting/Care Supplies/ Other Service and Charges 12,500$ Sub-Total 12,500$ Natural Areas Management Supplies/ Other Service and Charges 40,000$ Sub-Total 40,000$ TOTAL PARKS AND FORESTRY SECTION 4,532,685$ TOTAL AMOUNT APPROPRIATED FROM THE DRAFT - Final Reading 7/15/24 CC 37 Appropriation SPECIAL RECREATION FUND Salaries and Benefits 98,077$ Supplies/Other Services and Charges 316,798 Capital Improvements 361,579 Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 77,645 TOTAL AMOUNT APPROPRIATED FROM THE Salaries and Benefits 654,331$ Supplies/Other Services and Charges 443,141 Capital Improvements 365,169 Contingency to meet expenses of emergencies and operational expenses not otherwise provided for 146,264 TOTAL AMOUNT APPROPRIATED FROM THE CEMETERY COMMISSION FUND 1,608,905$ PUBLIC LIBRARY FUND Library Services Salaries and Benefits 3,122,927$ Supplies/Other Services and Charges 1,627,280 Building Maintenance - Supplies/Other Services and Charges 393,950$ Contingency to meet expenses of emergencies and operational expenses not otherwise provided for 724,416 Sub-Total 5,868,573$ Capital Equipment -$ Capital Improvements 2,100,000 Sub-Total 2,100,000$ TOTAL AMOUNT APPROPRIATED FROM THE Supplies/Other Services and Charges 187,000$ Contingency to meet expenses of emergencies and expenses not otherwise provided for 18,700 TOTAL AMOUNT APPROPRIATED FROM POLICE RESTRICTED FUND 205,700$ DRAFT - Final Reading 7/15/24 CC 38 Appropriation HOUSING TRUST FUND Supplies/Other Services and Charges 586,176$ Capital Improvements - Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 58,618 TOTAL AMOUNT APPROPRIATED FROM THE HOUSING TRUST FUND 644,794$ CAPITAL IMPROVEMENTS FUND Salaries and Benefits -$ Supplies/Other Services and Charges 3,715 Capital Equipment 2,912,076 Capital Improvements 18,699,247 Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 2,161,504 TOTAL AMOUNT APPROPRIATED FROM THE Supplies/Other Services and Charges 1,409,051 Capital Improvements 100,000$ Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 150,905 TOTAL AMOUNT APPROPRIATED FROM THE General Government Salaries and Benefits 275,290$ Supplies/Other Services and Charges 5,306,060 Debt retirement 786,055 Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 1,051,046 TOTAL GENERAL GOVERNMENT 7,418,451$ Public Works Salaries and Benefits 2,545,316$ Supplies/Other Services and Charges 1,337,739 Capital Improvements 260,000 DRAFT - Final Reading 7/15/24 CC 39 Appropriation TOTAL PUBLIC WORKS ADMINISTRATION 4,143,055$ TOTAL AMOUNT APPROPRIATED FROM THE Capital Equipment 190,000$ Capital Improvements 4,210,991 Contingency to meet expenses for emergencies and capital -$ improvements not otherwise provided for 440,099 TOTAL AMOUNT APPROPRIATED FROM THE Administration Salaries and Benefits 567,906$ Supplies/Other Services and Charges 349,950 Capital Equipment 40,000 Capital Improvements 142,013 Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 213,227 TOTAL ADMINISTRATION 1,313,096$ Course Maintenance Salaries and Benefits -$ Supplies/Other Services and Charges 123,710 TOTAL COURSE MAINTENANCE 123,710$ Clubhouse Salaries and Benefits 243,328$ Supplies/Other Services and Charges 665,364 TOTAL CLUBHOUSE 908,692$ TOTAL AMOUNT APPROPRIATED FROM THE Salaries and Benefits 878,356$ Supplies/Other Services and Charges 1,385,208 DRAFT - Final Reading 7/15/24 CC 40 Appropriation Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 226,356 TOTAL AMOUNT APPROPRIATED FROM THE FLEET FUND 2,489,920$ LIABILITY INSURANCE FUND Supplies/Other Services and Charges 1,404,324$ Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 140,432 TOTAL AMOUNT APPROPRIATED FROM THE SELF INSURANCE FUND Supplies/Other Services and Charges 6,510,000$ Contingency to meet expenses for emergencies and capital improvements not otherwise provided for 651,000 TOTAL AMOUNT APPROPRIATED FROM THE Other Services and Charges 3,725,830$ Contingency to meet expenses for emergencies and expenses not otherwise provided for 372,583 TOTAL AMOUNT APPROPRIATED FROM THE POLICE PENSION FUND Other Services and Charges 4,220,830$ Contingency to meet expenses for emergencies and expenses not otherwise provided for 422,083 TOTAL AMOUNT APPROPRIATED FROM THE From the Education Fund 38,021,933$ From the Operations, Building and Maintenance Fund 3,222,554$ DRAFT - Final Reading 7/15/24 CC 41 Appropriation From the Capital Projects Fund 300,000$ From the Illinois Municipal Retirement/Social Security Fund 992,875$ From the Transportation Fund 1,603,619$ TOTAL AMOUNT APPROPRIATED FOR PUBLIC SCHOOLS General 47,524,752$ Flex 8,663 LF Hospital Project 110,000 Park and Public Land 721,889 Motor Fuel Tax 1,478,318 Emergency Telephone 490,860 Senior Resources Commission 812,618 Parks and Recreation 11,630,588 Special Recreation 854,099 Cemetery Commission 1,608,905 Public Library 7,968,573 Alcohol Asset Forfeiture 205,700 Affordable Housing 644,794 Capital Improvements 23,776,542 Laurel/Western Redevelopment 1,659,956 Water and Sewer 11,561,506 Water and Sewer Capital Fund 4,841,090 Deerpath Golf Course 2,345,498 Fleet 2,489,920 Liability Insurance 1,544,756 Self Insurance 7,161,000 Firefighters' Pension 4,098,413 Police Pension 4,642,913 Sub-Total 138,181,352$ The City of Lake Forest School District No. 67 Education 38,021,933$ Operations, Building and Maintenance 3,222,554$ Capital Projects 300,000$ DRAFT - Final Reading 7/15/24 CC 42 Illinois Municipal Retirement/Social Security 992,875$ Transportation 1,603,619$ Sub-Total 44,140,981$ GRAND TOTAL 182,322,333$ Section 2: That any sum of money heretofore appropriated and not expended now in the Treasury of The City of Lake Forest, or that hereafter may come into the Treasury of The City of Lake Forest, is hereby reappropriated by this Ordinance. Section 3: That the funds derived from sources other than the 2023 tax levy and other revenue pledged for specific purposes may be allotted by the Mayor and City Council to such appropriations and in such amounts respectively, as said Corporate Authorities may determine within the limits of said appropriations, respectively, insofar as doing same does not conflict with the law. Section 4: That any unexpended balances of any items of any general appropriation made by this Ordinance may be expended in making up any deficiency in any other item in the same general appropriation made by this Ordinance and is hereby appropriated therefore. Section 5: That any sum of money received for a specific purpose or category of expenditure from any source other than real estate taxes (including without limitation grants and donations) that is not specifically authorized by this appropriation ordinance shall be authorized for expenditure upon acceptance of such sum of money by the City, provided that such expenditure is approved in accordance with applicable City ordinances and procedures. Section 6: That the sum of money that the Corporate Authorities of the City (or such subordinate body of the City empowered to authorize the expenditure of funds) have approved, or will approve, to satisfy a lawful debt of the City, and for which money is available in the Treasury (or in the specific fund over which a subordinate body may have authority) at the time of such approval, is hereby appropriated by this ordinance. DRAFT - Final Reading 7/15/24 CC 43 Section 7: That if any item or portion thereof of this Appropriation Ordinance is for any reason held invalid, such decision shall not affect the validity of the remaining portion of such item or the remaining portions of this Ordinance. Section 8: The City Council shall at any time have the power, to make transfers of sums of money appropriated for one corporate object or purpose, but no appropriation for any object or purposes shall thereby be reduced below any amount sufficient to cover all obligations incurred or to be incurred against such appropriation. Section 9: At any time during the fiscal year when an expenditure shall exceed the amounts set forth in this ordinance and there are funds available in the City's Treasury, the City Council may approve such expenditure and grant a supplemental appropriation for such purpose contemporaneously. Section 10: This ordinance shall be in force ten (10) days from and after its passage, approval and publication. PASSED THIS ____ day of ________________, 2024 ____________________________________________ _____________________________________________ ATTEST: ______________________________________ City Clerk That this ordinance be published in pamphlet form and be made available to the public at the City Hall service counter. DRAFT - Final Reading 7/15/24 CC 44 CITY OF LAKE FOREST, ILLINOIS APPROPRIATIONS ORDINANCE FISCAL YEAR 2025 (May 1, 2024 – April 30, 2025) EXHIBIT A In accordance with §3-125.1 of the Pension Code and §4402.30 of the Administrative Code, the City shall annually establish pensionable salary for all City employees covered by Article 3 of the Pension Code in the City’s Appropriations Ordinance. Salary attached to rank for officers covered by Article 3 of the Pension Code are as follows: POSITION Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Police Officer $79,739 $86,304 $92,869 $99,434 $105,999 $112,564 $119,129 Police Sergeant $123,422 $126,025 $128,629 $131,233 $133,836 $136,440 $139,044 Police Commander Salary Range $149,668 - $161,321 Deputy Police Chief Salary Range $163,099 – 177,276 Police Chief Base Salary $194,415 In accordance with §4-118.1 of the Pension Code and §4402.30 of the Administrative Code, the City shall annually establish pensionable salary for all City employees covered by Article 4 of the Pension Code in the City’s Appropriations Ordinance. Salary attached to rank for officers covered by Article 4 of the Pension Code are as follows: POSITION Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Firefighter $72,693 $78,679 $80,757 $88,162 Firefighter Paramedic $78,938 $83,525 $88,753 $95,249 $100,210 $106,493 $114,161 Fire Lieut. Paramedic $117,679 $121,907 $123,790 $125,676 $127,560 $129,446 $131,330 Fire Battalion Chief Salary Range $140,968 - $151,942 Fire Division Chief Salary Range $140,968 - $151,942 Deputy Fire Chief Salary Range $163,099 – 177,276 Fire Chief Base Salary $194,415 45 The City of Lake Forest CITY COUNCIL MEETING Proceedings of the Monday, June 17, 2024 City Council Meeting – City Council Chambers 220 E Deerpath, Lake Forest, IL 60045 CALL TO ORDER AND ROLL CALL: Honorable Mayor Tack called the meeting to order at 6:30 p.m., and City Clerk Margaret Boyer called the roll of Council members. Present: Honorable Mayor Tack, Alderman Novit, Alderman Clemens, Alderman Notz, Alderman Powers, Alderman Goshgarian, Alderman LeVert, Alderman Weber, and Alderman Walther. Absent: None CALL TO ORDER AND ROLL CALL Mayor Tack welcomed Tucker Devisetty to the dais as Mayor for a Day. Mayor Tack stated Tucker is a rising 4th grader from Lake Forest Country Day School, he enjoys playing baseball on a local travel team, and understands he is very good at pitching! Mayor for a Day – Tucker Devisetty asked all to rise and join him in the pledge of allegiance. PLEDGE OF ALLEGIANCE was recited by all. REPORTS OF CITY OFFICERS COMMENTS BY MAYOR A. Introduction of Mayor for a Day, Tucker Devisetty B. Swear in Patrol Officer Sarahi Rivera-Martinez Mayor Tack invited Interim Chief of Police to give background information on Patrol Officer Sarahi Rivera- Martinez. Then Mayor Tack and Mayor for a Day – Tucker Devisetty invited the Patrol Officer up to be sworn in. Photos were taken. Before the Mayor excused the members of the Police Department, Manager Wicha thanked both Union and City Staff negotiators for putting together the MAP contract that will be on the omnibus agenda this evening. C. 2024-2025 Board & Commission Appointments and Reappointments Mayor Tack made the following appointments. CROYA NAME OF MEMBER APPOINT/REAPPOINT WARD Katie Donovan APPOINT 1 Ann Kiesling APPOINT 2 LIBRARY NAME OF MEMBER APPOINT/REAPPOINT WARD 46 Proceedings of the Monday, June 17, 2024 City Council Meeting Garth Pearson APPOINT 2 COUNCIL ACTION: Approve the Mayor’s Appointments and Reappointments Mayor Tack asked for a motion to approve the Mayor’s appointments. Alderman Novit made a motion, seconded by Alderman Weber. Motion carried unanimously by voice vote. COMMENTS BY CITY MANAGER City Manager Jason Wicha introduced CROYA Manager Todd Nahigian, noting the positive impacts of the organization and acknowledging the importance for the community. A. “Spirit of CROYA” Margot Martino Essay Contest Winner - Todd Nahigian, CROYA Manager CROYA Manager Todd Nahigian introduced Tyler Klien as the Margot Martino essay contest winner. Tyler was unable to make it to Council and Mr. Nahigian played a video. The CROYA manager then gave an overview of the work and service that CROYA continues to assist in, noting field trips, academic opportunities, and other community-service activities with the schools in Lake Forest and Lake Bluff. B. Lake Forest-Lake Bluff Senior Citizens Foundation Memorandum of Understanding Overview City Manager Jason Wicha introduced the item and reported that the City and the Foundation have had a partnership since 1997, the Foundation has and continues to play a critical role in providing supplemental funding for Dickinson Hall and includes fundraising, and capital improvements. As part of the relationship, the Foundation funded a previously contracted advocate. Now with this MOU, there is an opportunity for an in- house Senior Advocate. City Manager Wicha reviewed responsibilities and the role of the advocate, noting that it is made possible by the support of the Foundation. City Manager Wicha expressed appreciation and gratitude, recognizing Steve Potsic, Gayle Strenger- Wayne and Steve Lemieux, and City staff. Steve Potsic, President of the Senior Foundation offered his comments on the Foundations role in the MOU that was heard earlier. The City Council had discussion on aging, aging in place, Medicare and resources focused on seniors. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL COMMITTEE REPORTS FINANCE COMMITTEE 1. Consideration of the Annual Appropriation Ordinance for FY2025 and Approval of Rollovers (First Reading) Elizabeth Holleb, Finance Director reported that while the annual municipal budget represents the City’s financial plan for expenditures over the course of the fiscal year, the annual Appropriation Ordinance is the formal legal mechanism by which the City Council authorizes the actual expenditures of funds budgeted in the annual budget. It appropriates specific sums of money by object and purpose of expenditures. She noted that rollovers will be included in the ordinance for its final reading, and that the ordinance must be filed by the end of July. Ms. Holleb also noted the differences between the budget and Appropriation Ordinance. The Appropriation Ordinance includes the Library, which was not included in the budget approved at the April 15, 2024, City Council meeting. The Library expenses are approved by the Library Board. Debt service payments 47 Proceedings of the Monday, June 17, 2024 City Council Meeting are included in the budget but are excluded from the Appropriation Ordinance. The ordinances approving the bond issues serve as the legal authorization for these annual expenditures. Additionally, School District 67 does not recognize the Appropriation Ordinance in their budgeting or auditing standards. However, due to the fact they are a special charter district, their budget must be included in the City’s Appropriation Ordinance. School District 67 numbers are estimates and subject to change, but they are not available until second and final reading of the Ordinance. She also stated that on July 15 there will be a public hearing. Mayor Tack asked if anyone from the public would like to comment. Seeing none he asked for a motion. COUNCIL ACTION: Approve first reading of the FY2025 Appropriation Ordinance Alderman Goshgarian made a motion to approve first reading of the FY2025 Appropriation Ordinance, seconded by Alderman Powers. The following voted “Aye”: Alderman Novit, Alderman Clemens, Alderman Notz, Alderman Powers, Alderman Goshgarian, Alderman LeVert, Alderman Weber and Alderman Walther. The following voted “Nay”: none. 8-Ayes, 0-Nays, motion carried. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the June 3, 2024, City Council Meeting Minutes 2. Approval of a Memorandum of Understanding between the City of Lake Forest and the Lake Forest-Lake Bluff Senior Citizens Foundation 3. Approval of Metropolitan Alliance of Police (MAP) Collective Bargaining Agreement between the City and the Lake Forest Police Officers 4. Approval of a Recommendation from the Public Works Committee to Award a Design Services Agreement to Larson & Darby Group for the Waveland Park Pavilion Project in the Amount of $69,300, to Include a 5% Contingency in the Amount of $3,465, for a Grand Total Amount of $72,765 5. Approval of a Recommendation from the Public Works Committee to Award the Thermoplastic Lane Marking Bid to Superior Road Striping, Inc. in the Amount of $85,000 6. Approval of a Recommendation from the Public Works Committee to Award of Bid for the Recreation Center Rooftop HVAC Unit Replacements Project to Cahill Heating & Air Conditioning, in the Amount of $66,100, to Include a 10% Contingency in the amount of $6,610, for a Total Cost of $72,710 7. Approval to Authorize the City Manager to enter into a contract with Sports Surface Pros for Everett Park Tennis Court Resurfacing Services, in the Amount of $55,000 to include a Contingency in the Amount of $5,000 for a Total Cost of $60,000 8. Consideration of a Waiver of Permit Fees Related to the Addition of Farm Buildings and a Commercial Kitchen at Elawa Farm, 1401 Middlefork Drive. (Approval by Motion) 9. Consideration of Ordinances Approving Recommendations from the Building Review Board for 890 Oak Knoll Drive and 1129 Griffith Road (First Reading, and if Desired by the City Council, Final Approval) 48 Proceedings of the Monday, June 17, 2024 City Council Meeting 10. Consideration of an Ordinance Approving a Recommendation from the Zoning Board of Appeals in Support of Zoning Variances for 1129 Griffith Road. (First Reading, and if Desired by the City Council, Final Approval) COUNCIL ACTION: Approve the ten (10) omnibus items as presented Alderman Walther made a motion to approve the ten (10) Omnibus items as presented, seconded by Alderman Clemens. The following voted “Aye”: Alderman Novit, Clemens, Notz, Powers, Goshgarian, LeVert, Weber, and Walther. The following voted “Nay”: none. 8-Ayes, 0-Nays, motion carried. Information such as Purpose and Action Requested, Background/Discussion, Budget/Fiscal Impact, Council 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 The Mayor and members of the City Council thanked Tucker Devisetty for a job well done as Mayor for the day! ADJOURNMENT There being no further business Mayor for a Day, Tucker Devisetty asked for a motion to adjourn. Alderman Powers made a motion to adjourn, seconded by Alderman Notz. Motion carried unanimously by voice vote at 7:30pm 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. 49 The City of Lake Forest SPECIAL CITY COUNCIL WORKSHOP MEETING Proceedings of the Monday, July 1, 2024 6:00 pm. City Council Workshop Meeting – Municipal Services 800 N. Field Drive, Lake Forest, IL 60045 CALL TO ORDER AND ROLL CALL: Honorable Mayor Tack called the meeting to order at 6:00 p.m., and City Clerk Margaret Boyer called the roll of Council members. Present: Honorable Mayor Tack, Alderman Novit, Alderman Clemens, Alderman Notz, Alderman Powers, Alderman Goshgarian, Alderman LeVert, and Alderman Weber. Absent: Alderman Walther. CALL TO ORDER AND ROLL CALL 6:00 p.m. 1. Review of Due Diligence Reports Related to 1925 Field Court for Adaptive Reuse Summary: City Manager Jason Wicha noted to the Council that there are no votes at this workshop meeting, this meeting is in preparation for the Council’s meeting on July 15. The Council will hear information on time sensitive items and can discuss the Council’s comfort level of the project that this meeting is meant to be informational and conversational. He gave a high level overview of potential project milestones, reviewing the last 90 days. The City Council had discussion on retro-fitting the current building and the design process. o Concord Group Report for Whole Building and Site Assessment Summary: Justin Johnson shared company history, their project approach, project outcomes and estimates with build-out costs removed. Project approach full visual inspection, soft costs not included such as permits and design. Project outcomes reviewed lifespan of assets noting that 10 year asset replacement capital projection is not a scenario. The City Council had discussion on the price tag and how it fits in with the needs, assets in the building and how they can replace fan motors and compressor to lengthen the life span of the asset. Estimates with build-out costs removed a ten year asset replacement Capital projection was shared along with a original costs compared to updated costs. The City Council had discussion on the annual capital improvement budget, no amount is allocated to just one building, the assumption of 2029 replacement of assets, Public Works in 2019 reviewed 27 buildings, percentage of impact to homeowner, not looking to City Council to raise revenues. o FGM Architects Report for a Space Needs Analysis Summary: Mike Elliot and Louise Gruener Kowalczyk shared their other community based adaptive reuse project history. Defining the need was shared, highlights of examples of need to have spaces was shared. The City Council had discussion on challenges, the firing range, what items are able to be accommodated, previous work of the firm. Examples of nice to have spaces was shared, the city council had discussion on how long until the nice to have spaces become need to have spaces, staffing assumptions, and current number of sworn officers, is there a National standard? Yes, approximately 700-1200 square feet per officer, is that including the nice to haves? Should the Council choose to proceed, a menu of nice to haves would be shared and the Council can decide what to add. The Council went on to have a high level summary discussion using existing conditions, need to have and nice to have items. The City Council had discussion on biggest regrets of others who have undergone this process? Total Cost Estimates slide was shared including absorbing other costs Concord Group identified as infrastructure and mechanicals. The construction costs, contingency/escalations, engineering and architecture design fees along with soft costs (furniture, fixtures, etc.) were presented in both need to have and nice to have formats. The City Council had discussion on comfortability with the space, more space than needed, future growth, challenge of finding a parcel. How long to build a new building, the building giving the city significant flexibility, the lack of inventory of public property, build out of potential lessors, 50 Proceedings of the Monday, April 1, 2024 Special City Council Workshop ongoing maintenance costs, asset replacement schedule, no sight acquisition costs, consideration of starting over at the current location, building up two to three stories and the potential of flood plain area restrictions. Current public safety building viability for the next 30 to 50 years, sustainability, using existing building, the firing range and Sally port. o Financing Summary: Jim Lockefeer shared a breakdown of Operating Budget Estimates that compares Municipal Services to the 1925 space with the assumption of full building use as is, with the addition of one fulltime maintenance personnel to be added. The City Council had discussion on lease payments to cover costs. Conway Park assessments, landscape maintenance. Municipal Services not a part of Conway Park Annual assessments. Assessments based on square footage. Assessment cover pond maintenance. Forestry and landscape. The option for reduction on CPOA Assessment for in kind services, i.e. snowplowing. Summary: Elizabeth Holleb reviewed the self-limiting ordinance from 2013 and gave a history of the self limiting ordinance and shared graphics on current levied debt capacity, she shared a model of bonds were issued out today resulting in an additional increase to homeowners of approximately $272. The Council had discussion about recent debt with Deerpath Park. A review of 10 year and 15 year $25 million bond funding was shown along with the impact of overlapping debt levies of Lake forest property taxpayers. The Council had discussion on the policy, The current five year fund balance forecast of the capital improvement fund was shown with reserve funds available. Ms. Holleb reviewed the potential draw down of reserves in the General Fund. The City Council had discussion on this as a policy question. Fund balance target is 70% of revenues and this would take it to 60.17%, for Council consideration. The option to amend the self limiting Levy ordinance to exclude the Police Facility was discussed, leaving the ability to keep the full ordinance in place for future Councils. The City Council had discussion on taking on more debt, credit capacity, agency ratings, bond rates, Debt capacity, District 67 levy and the Lake Forest levy, fund balance reserves, paying off debt early, prepayment penalties, what it will mean for future Councils. o Staff Reports Summary: City Manager Wicha gave a high level overview of Potential Project Milestones, the City Council offered feedback on identifying tenants, sharing space with other law enforcement agencies, what is going to happen at the second meeting in July either execute or terminate the purchase sale agreement, worse case scenario, resell building, communication to the public, feedback from the public, transparency, community recognizing the need, opportunity to save millions, the value of getting the building for 3.5 million. 2. Deerpath Watermain Project Report Summary: Mike Thomas and Jim Lockefeer gave an overview of the water main project at Deerpath and Green Bay Roads. The City Council had discussion on the impact of the intersection being closed, communications to impacted properties, a detour was discussed, full closure vs. one lane closure, additional comments on Bank Lane one way- does it stay like that, is this part of the Bank Lane existing projects discussed recommendations from study. The project scope was discussed that included a number of items such as new sidewalks, landscape bump outs, improved street lighting, resurfacing Deerpath Rd., City Council had discussion on trees for Deerpath, picking the correct trees, a water main project map was shared showing the upsizing the pipe from 8”to 12”. The City Council had additional discussion of loss of control of the project when IDOT is in charge, potential negative effects, logistics and streetscape was discussed. This item is planned for the July 15 City Council meeting. 3. Opportunity for Public Comment Diane offered comments to the Council on the Deerpath Watermain project not using State dollars. 4. Adjournment 51 Proceedings of the Monday, April 1, 2024 Special City Council Workshop There being no further business Mayor Tack asked for a motion to adjourn. Alderman Preschlack made a motion to adjourn, seconded by Alderman Walther. Motion carried unanimously by voice vote at 8:15 p.m. Respectfully Submitted, Margaret Boyer, City Clerk 52 Page 1 of 3 MEMORANDUM OF UNDERSTANDING THIS MEMORANDUM OF UNDERSTANDING (this “Agreement”) is made and entered into this ___ day of ____________, 2024 by and between THE CITY OF LAKE FOREST (the City), an Illinois home rule and special charter municipal corporation, and the LAKE FOREST LIBRARY (“the Library”), an Illinois local library organized under the Illinois Local Library Act. RECITALS A. The Library was chartered by the Lake Forest City Council on July 4, 1898. The Library is a legally separate organization governed by a nine member Board of Trustees appointed by the Mayor of the City. B. The Library’s primary funding source for operations is the annual property tax levy, which the City adopts on the Library’s behalf based on the levy request adopted by the Library Board of Trustees. C. The City and Library have a longstanding and mutually beneficial operating partnership whereby the City provides administrative and financial-related support that includes the Library’s use of the City’s financial operating software (BS&A), banking services through the City’s depository, audit services through the City’s independent audit firm, and the City provides accounting, payroll, accounts payable and other related services. This partnership provides efficiencies that reduce the overall cost burden to Lake Forest property taxpayers. D. This agreement is set forth to establish the parameters for the Library to participate in the City’s investment program with the eConnect Direct platform offered by Multi-Bank Securities. NOW, THEREFORE, in consideration of the mutual promises herein stated and other good and valuable consideration, the sufficiency of which is hereby acknowledged, the City and the Library hereby agree as follows: 1) Investment Policy. The City’s current investment policy was approved by the City Council in May 2022 and it provides that the policy “shall apply to Library funds managed and invested by the City on behalf of the Library.” The Library Board has reviewed the City’s current investment policy and acknowledges its application to the Library’s cash and investments held by the City, as well as to the fact that the City may amend its investment policy from time to time. The City will notify the Library Board of future amendments or changes to its investment policy. The Library Board agrees to and will approve a resolution adopting the same investment policy as the City’s investment policy within thirty days from the date of this Agreement or any amendment to the City’s investment policy. 2) Authorized Investment Types and Duration. The Library Board has determined that any investment type authorized in the City’s approved Investment Policy shall 53 Page 2 of 3 be permitted and shall be authorized by the Library’s investment policy. The Library Board shall provide direction to the Library Executive Director regarding preferred investment types. Any investment purchased on behalf of the Library must mature within three (3) years. 3) Level of Authority. The Library Board has or will designate the Library Executive Director as the Library’s Investment officer. Based on the Library’s investment policy, the Library Executive Director is authorized to initiate and approve any single investment up to $250,000. Any single investment that exceeds $250,000 must be approved by the Library Board’s Finance Committee. The City is authorized to make investment purchases at the direction of the Library Executive Director and is authorized to rely upon the Library Executive Director’s investment instructions without further inquiry, regardless of whether any purchase exceeding the Executive Director’s level of authority has been approved. The City is under no obligation to verify or confirm the required approval. The total face value of all Library investments through eConnect Direct shall at no time exceed $4,000,000. 4) Cash Flow and Investment Maturities. The City Finance Director and Library Executive Director will collaborate regarding the laddering of investment maturities to anticipate future Library cash flow needs. In the event the Library experiences an unanticipated cash flow requirement, the City may, but is not required, to purchase the investment from the Library at its current book value. Should this occur, the City will transfer cash to the Library fund and record the corresponding investment to the City investment portfolio. 5) Investment Transaction Procedures. When the Library desires to purchase an investment, the City Finance Director and Library Executive Director shall consult and review various options using the eConnect Direct Platform. The Library Executive Director will provide direction on the specific investment to purchase, at which time a confirmation email will be received and forwarded to the Library Executive Director. The City shall initiate a wire transfer of cash from the Library’s operating cash account prior to the scheduled settlement date. The wire transfer will require dual approval – one City Finance team member to initiate the wire transfer and a second City Finance team member to approve. 6) Investment Accounting Procedures. The City will create an account in the Library Fund general ledger entitled “Investments – Multibank Securities.” Each investment purchase/maturity will be recorded to this account to show a current balance of active investments. The City will also create an account in the Library Fund general ledger entitled “MBS Money Market.” This account will be used to account for any cash in escrow due to investment purchase/maturities or investment interest not yet transferred to the operating cash account. Interest will be credited monthly to the Library Fund “Interest on Investments” account. Library staff with access to the General Ledger will be able to view and report on activity posted to these accounts. 54 Page 3 of 3 7) Commingling of Investments. When City and Library funds are combined for investment purposes, the moneys combined for those purposes shall be accounted for separately in all respects, and the earnings from such investment shall be separately and individually computed, recorded, and credited to the agency and fund for which the investment was acquired. 8) Investment Reporting Procedures. The City will provide the Library a quarterly investment report as of July 31, October 31, January 31 and April 30. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their respective and duly authorized representatives and caused their respective corporate seals to be affixed hereunto. 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