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CC_2025_10_06 MINUTESThe City of Lake Forest CITY COUNCIL MEETING Proceedings of Monday, October 6, 2025 City Council Meeting – City Council Chambers 220 E Deerpath, Lake Forest, IL 60045 CALL TO ORDER AND ROLL CALL: Mayor for a Day, Margot McCampbell, and Mayor Tack called the meeting to order at 6:30 p.m., and City Clerk Margaret Boyer called the roll of Council members. Present: Mayor for a Day, Margot McCampbell, Mayor Tack, Alderman Clemens, Alderman Notz, Alderman LeVert, Alderman Bothfeld, Alderman Weber, and Alderman Walther. Absent: Alderman Novit, Alderman Powers PLEDGE OF ALLEGIANCE was recited by all those present. REPORTS OF CITY OFFICERS COMMENTS BY MAYOR A. Introduction of Mayor for a Day, Margot McCampbell Mayor Tack introduced 4th-grade St. Mary student, Margot McCampbell, as the Mayor for a Day. B. 2025-2026 Board & Commission Appointments and Reappointments ZONING BOARD OF APPEALS NAME OF MEMBER APPOINT/REAPPOINT WARD Jay Soave APPOINT 2 Patrick Marshall APPOINT 1 CEMETERY COMMISSION NAME OF MEMBER APPOINT/REAPPOINT WARD Debbie Saran APPOINT 4 AUDIT COMMITTEE NAME OF MEMBER APPOINT/REAPPOINT WARD Josh Knauff APPOINT 1 COUNCIL ACTION: Approve the Mayor’s Appointments and Reappointments Alderman Weber made a motion to approve the Mayor’s Appointments and Reappointments, seconded by Alderman Notz. The motion passed unanimously by voice vote. COMMENTS BY CITY MANAGER Proceedings of the October 6, 2025 Regular City Council Meeting A. Community Spotlight - Lake Forest Library - Ishwar Laxminarayan, Director Mr. Laxminarayan gave a broad overview of the steady growth the Library has seen in usage over the past year. Reviewed its Strategic Priorities and Mission Statement. He also reviewed past and upcoming reading programs and expected author visits. A book was shared with the City Council. Mr. Laxminarayan shared the enhanced community offerings through partnerships and outreach. Looking ahead to the building's Centennial in 2031, the courtyards' progress to date and Phase 3 of the Architectural & Landscape Master Plan. B. CBD Parking Evaluation Update - Keri Kaup, Assistant to the City Manager Ms. Kaup gave the City Council an update on the Central Business District. She reported that numerous departments across the City are involved. Considerations included stakeholders' needs, technology capabilities, financial impacts, and regulations. Community engagement included four meetings and 900+ survey responses. Ms. Kaup asked the Councils for feedback and for consideration to license valets in the City. The City Council discussed the number of valets, color-coded parking, carry-out parking, and working with the Chamber. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL Pete Jansons offered his opinion to the Council on Charlie Kirk, Strategic Plan, and leadership. Lori Fitzgerald offered her opinion on Charlie Kirk and a college platform called Yik Yak. Diane offered the Council her appreciation of City staff. COMMITTEE REPORTS ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the Monday, September 15 City Council Meeting Minutes 2. Approval of the Check Register for the Period of September 1 – September 19, 2025. 3. Approval of Lake Forest Police Held Cash Bank Account and a Resolution Establishing Authorized Signers for the Account 4. Consideration of a Request to Waive the Fidelity Bond Requirement in Connection with Holding the Raffles in the City of Lake Forest for the Women’s Board of Northwestern Medicine Lake Forest Hospital (Approval by Motion) 5. Consideration of a Waiver of Plan Review, Permit, and Inspection Fees for a Project on City Owned Property, the Gorton Center, 400 Illinois Road, in the Amount of $6,270.00. (Approval by Motion) 6. Consideration of a Waiver of Plan Review, Permit, and Inspection Fees for Life Safety Upgrades at Lake Forest High School, 1285 McKinley Road, in the Amount of $29,086.30. (Approval by Motion) Proceedings of the October 6, 2025 Regular City Council Meeting 7. Approval of Veeam Backup and Recovery annual maintenance for fiscal year 2025 from Heartland Business Systems in the amount of $55,750. 8. Approval of the Purchase of Twenty-Five Patrol Rifles and Associated Patrol Rifle Safety Equipment in the amount of $48,040.00. 9. Approval of Design Engineering Services for the Walden Lane East Bridge Repairs Project to GSG Consultants, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $85,910 to Include a Contingency in the Amount of $4,090 for a Total C ost of $90,000 10. Consideration of an Ordinance Approving a Recommendation from the Historic Preservation Commission in Support of a Building Scale Variance to Allow Conversion of an Open Porch to a Mudroom and Construction of a New Garage at 1235 Elm Tree Road. (First Rea ding and if Desired by the City Council, Final Approval) 11. Consideration of an Ordinance Amending the Code Provisions Relating to Drainage of Swimming Pools and Spas. (Waive First Reading and Grant Final Approval) CITY COUNCIL ACTION Approve the eleven (11) omnibus items as presented. Mayor Tack asked if anyone would like an item removed or taken separately. Seeing none, he asked for a motion. Alderman Clemens made a motion to approve the eleven (11) Omnibus items as presented, seconded by Alderman Bothfeld. The following voted “Aye”: Aldermen Clemens, Notz, LeVert, Bothfeld, Weber, and Walther. The following voted “Nay”: none. 6-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 1. Consideration to Approve Contracts and Bids for the New Police Station Project, and Consideration of Additional Project Options. John Burke, Chief of Police, introduced the item and shared a detailed project timeline, noting milestones along the way. He reported that the project has been a collaborative effort with an interdisciplinary staff team representing Public Works, Community Development, Building Maintenance, IT, Finance, and Communications. He reported on the engagement with officers and all staff within the Police Department. Lastly, he reviewed the role of the Advisory Group and noted that the group provided numerous recommendations to help achieve the best possible design outcome for the station. He thanked each of them for their efforts. Chief Burke then reviewed in detail the Site Plan, Basement Level Floor Plan, Main Level Floor Plan, and Second Level Floor Plan, highlighting specific areas on each level. He gave a detailed overview of the new Sally Port and Firing Range Additions. He shared details of the Tactical Firing Range, the new staff entry at the back of the building, and other details. He then reported on the benefits of Construction Management Services that included benefits to large-scale projects in terms of total cost and coordination. Cordogan & Clark elected to provide pre-construction services Proceedings of the October 6, 2025 Regular City Council Meeting and is recommended to provide construction management services (following the completion of a competitive RFP process). And the cost includes their CM fee, general fixed condition costs associated with their needed project team staffing site requirements, and their cost for general liability insurance coverage Brian Kronewitter of Cordogan Clark, who is the Project Manager and Lead Architect, gave an overview of the cost summary of the project base cost. The base project includes components such as site excavation and grading, and the renovation of the lower-level parking garage, first floor, and second floor. Additionally, the base project also includes the construction of the Sally Port addition on the northeast side of the building. This addition will also contain a newly constructed firing range below. He also reported that the building does not feature any gas utility (100% electric). The installation of a gas main would allow a gas service line to be installed for the building. Installation of the gas main and, ultimately, the gas service will allow for some current electric assets to transition into gas, which will offer substantial savings. This is extremely important in offloading a few assets that need the support of the larger, onsite generator if a power outage occurs John Burke reported that throughout the design phase for the project, City staff considered the elements that make up the base project independently from additional project considerations that enrich the quality building and further support Police Department operations. These additional items were bid as alternates and added to the base project, if directed by the Council: • Complete parking lot resurfacing. • Emergency Operations Center build out. • Two additional rooftop HVAC unit replacements. Four total rooftop units, two units are included in the base project. This replaces the remaining two. • Patio installation adjacent to lunch/break room. In a summary recap, the table below includes costs for the New Police Station (base project) and additional project options for City Council consideration. City Council could choose to implement some of the additional options as part of the initial project or could choose to phase work in over time. New Police Station – Base Costs Dollar Amount Base Construction Cost $20,999,290 Construction Mgmt. Fees/General Conditions/Insurance $2,189,187 Furniture (Co-Op Purchases) $770,169 Lockers, Shelving, and Lab Equipment (Co-Op Purchase) $330,370 IT Infrastructure (Co-Op Purchase) $180,000 Generator Purchase (previously approved by City Council on June 16, 2025) $100,000 North Shore Gas Line Installation $20,000 Total Base Cost: $24,589,016 Base Construction Contingency $1,000,000 Total Base Cost + Contingency $25,589,016 Proceedings of the October 6, 2025 Regular City Council Meeting Menu of Project Options Dollar Amount Complete Parking Lot Resurfacing $152,260 Ballistic Film for All First Floor Windows $267,802 Emergency Operations Center Build Out $200,752 Outdoor Deck Adjacent to Lunchroom $55,000 Two Additional HVAC Rooftop Unit Replacements $646,300 It was reported that the FY26 Budget includes a $6 million transfer from the General Fund to the Capital Fund to reduce the long-term financing required for this project. These funds represent a FY25 Operating Surplus of $3.36 million and a drawdown of General Fund Reserves of $2.64 million. The FY26 Budget also includes a $19 million General Obligation bond issue to be funded from property taxes. The inclusion of $1 million contingency increases total approval costs by $589,016, so staff recommend increasing the bond issuance to $19.5 million and funding the remaining $89,016 out of reserves. The City Council had a lengthy discussion on the ballistic film, proactive maintenance of the HVAC systems, the current Emergency Operations Center, the outdoor deck, future naming rights options, the interests of anyone renting out the third floor and long-term tenants, leasing off-set annual maintenance costs, and the age of the parking lot. Mayor Tack asked if there was anyone from the Public who would like to comment. Diane offered her opinion in support of the base approvals and some additional options. Seeing no additional comments, Mayor Tack asked for a motion to take the Project base approvals as an Omnibus. Alderman Notz made a motion, seconded by Alderman Walther. Motion carried unanimously by voice vote COUNCIL ACTIONS: Consideration to approve contracts and bids for the New Police Station Project. The contracts and bids presented below represent the full cost for the base project plus all additional options to show the full scope of the project. Council will consider what (if any) additional to include and the amounts will be adjusted to match that preference. The Council may decide to consider the approval of these items as an omnibus vote instead of taking separate votes on each item. Project Base Approvals 1. Award of Contract to Cordogan Clark for $24,180,847 2. Award of Bid to Groupe Lacasse Furniture in the Amount of $731,855 (TIPS Co-Op) 3. Award of Bid to Via Seating in the Amount of $29,404 (TIPS Co-Op) 4. Award of Bid to ISCA Processing Solutions in the Amount of $6,895 (TIPS Co-Op) 5. Award of Bid to KI Furniture in the Amount of $2,015 (TIPS Co-Op) 6. Award of Bid to Bradford Systems in the Amount of $330,370 (Sourcewell Co-Op) 7. Award of Bid to Heartland Business Systems in the Amount of $180,000 (TIPS Co-Op) 8. Approval of a North Shore Gas Main Installation Agreement in the Amount of $20,000 Total Base Cost: $25,489,016 Proceedings of the October 6, 2025 Regular City Council Meeting Mayor Tack then asked for a motion to take the Project Base approvals, as well as the Parking lot Resurfacing Option approval, as an Omnibus as presented. Project Base Approvals as an Omnibus 1. Award of Contract to Cordogan Clark for $24,180,847 2. Award of Bid to Groupe Lacasse Furniture in the Amount of $731,855 (TIPS Co-Op) 3. Award of Bid to Via Seating in the Amount of $29,404 (TIPS Co-Op) 4. Award of Bid to ISCA Processing Solutions in the Amount of $6,895 (TIPS Co-Op) 5. Award of Bid to KI Furniture in the Amount of $2,015 (TIPS Co-Op) 6. Award of Bid to Bradford Systems in the Amount of $330,370 (Sourcewell Co-Op) 7. Award of Bid to Heartland Business Systems in the Amount of $180,000 (TIPS Co-Op) 8. Approval of a North Shore Gas Main Installation Agreement in the Amount of $20,000 Total Base Cost: $25,489,016 Option Approval included with the Base Approvals as an Omnibus 1. Complete Parking Lot Resurfacing in the Amount of $152,260 Alderman Clemens made a motion to approve the Project Base and the Parking Lot Resurfacing Option approvals as an Omnibus, as presented, seconded by Alderman Walther. The following voted “Aye”: Aldermen Clemens, Notz, LeVert, Bothfeld, Weber, and Walther. The following voted “Nay”: none. 6-Ayes, 0-Nays, motion carried. Mayor Tack then asked the Council if they would like to consider the additional Option Approvals separately. The Council chose to consider each item separately as follows. Project Additional Option Approvals (All amounts to be awarded to Cordogan Clark if accepted) Ballistic Film for All First Floor Windows in the Amount of $267,802 Emergency Operations Center Build Out in the Amount of $200,752 Two Additional HVAC Rooftop Unit Replacements in the Amount of $646,300 Outdoor Deck Adjacent to Lunchroom in the Amount of $55,000 With respect to the HVAC option, Mayor Tack asked the Council for discussion and a motion on two Additional HVAC Rooftop Unit Replacements in the Amount of $646,300. No motion was made; the item failed. Moving to the Outdoor Deck option, Mayor Tack asked the Council for discussion and a motion to approve the Outdoor Deck Adjacent to the Lunchroom in the Amount of $55,000. An original motion was made by Alderman Clemens to approve the Outdoor Deck Adjacent to the Lunchroom in the Amount of $55,000, seconded by Alderman Notz. The vote was 3 to 3 (Aldermen Clemens, Notz and Walther voted aye, and Aldermen Weber, LeVert, and Bothfeld voted nay). 3 Ayes, 3 Nays, motion failed. Alderman Clemens then made a motion to reconsider the vote on the Outdoor Deck option, which was seconded by Alderman Notz. On the motion to reconsider the Outdoor Deck option, the vote was 2 to 4, with Proceedings of the October 6, 2025 Regular City Council Meeting the following voting “Aye”: Aldermen Clemens and Notz and the following voting “Nay”: Aldermen LeVert, Bothfeld, Weber, and Walther. 2 Ayes, 4 Nays, motion failed. On the Emergency Operations Center option, Mayor Tack asked the Council for discussion and a motion on the Emergency Operations Center Build Out in the Amount of $200,752. Alderman Clemens made a motion to approve the Emergency Operations Center Build Out in the Amount of $200,752, seconded by Alderman Walther. The following voted “Aye”: Aldermen Clemens and Walther. The following voted “Nay”: Aldermen Notz, LeVert, Bothfeld, and Weber. 2 Ayes, 4 Nays, motion failed. On the Ballistic Film option, Mayor Tack asked the Council for discussion and a motion on Ballistic Film for All First Floor Windows in the Amount of $267,802. Alderman Clemens made a motion to approve Ballistic Film for All First Floor Windows in the Amount of $267,802, seconded by Alderman Notz. The following voted “Aye”: Aldermen Clemens, Notz, LeVert, Weber, and Walther. The following voted “Nay”: Aldermen Bothfeld. 5 Ayes, 1 Nay, motion carried. Mayor Tack summarized that the base project approvals, along with the parking lot and ballistic film, were approved. NEW BUSINESS 1. Consideration of an Ordinance providing for the issuance of not to exceed $19,850,000 General Obligation Bonds of the City of Lake Forest, Lake County, Illinois, for the purpose of financing capital improvements in and for the City including, but not limited to, renovation of a building for use as a public safety facility, including the site work, design and engineering r elated thereto, providing for the levy and collection of a direct annual tax sufficient to pay the principal and interest on said bonds, and authorizing the sale of said bonds to the purchaser thereof. (First Reading) Katie Skibbe, Finance Director, reported that staff have worked with Municipal Advisors, Speer Financial, and Bond Counsel, Chapman Cutler, to put together a financing model with several goals. Provide financing for the police station project as well as maintain capital funding for other routine capital projects. The debt needed to be structured to provide for the lowest cost over the life of the debt, as well as the lowest tax increase to the residents, while phasing in the debt over three years. Historically, the City has accelerated bond repayment, reducing overall costs. A fifteen-year bond was decided upon, and preliminary financing models were shared as shown below. Proceedings of the October 6, 2025 Regular City Council Meeting She shared how the bonds are phased in, showing that the debt service will have a maximum 15-year maturity to limit the overall cost of the issuance. Based on current interest rates, the impact on the average Lake Forest homeowner's property tax bill is estimated at $183.86, phased in over three years (based on a $1 million home value). She reported that the 2024 Property Tax levy was increased in anticipation of this issuance, and homeowners saw a $55.56 increase in their 2024 Tax Bill. In 2025, the increase would be $60.57, and in 2026, $67.74. She went on to discuss bond issuing costs and gave an overview of the City’s debt limit capacity from 2011- 2032, and the self-limiting debt limiting ordinance. Ms. Skibbe shared a potential Bond Issue timeline that included October - November - Review Potential Bond Financing Model, Parameters Ordinance, and Distribution of Preliminary Official Statement. November – December -Moody’s Rating Call and Receive Moody’s Rating. And lastly, December-January- Bond Sale and Closing. Timing approach to market. City Council had a discussion on the Parameters Ordinance covering the overage and whether contingency funds could cover additional items approved. City Manager Wicha clarified that the contingency funds are for emergencies on the project. A question was asked regarding the Parameters Ordinance and whether there will be multiple issuances. Finance Director Skibbe noted that the ordinance is written for maximum flexibility, the project spend down is rather quick, and staff anticipates issuing one bond issue. Another discussion point was the Fire Station, which has not been approved yet, but costs will be discussed at the November workshop. The Fire Station project will be financed through the Capital program through cash. The City is not able to issue debt for that project. The estimated interest rate was discussed at 3.8% with potential for that to decrease. POR athletic fields went at 2.7% School went at 4.4%. Retired debt early? We likely have a 7-year call option, but possibly an 8-year call option. There would be a premium on an early call. Mayor Tack asked if there was anyone from the Public who would like to comment. Seeing none, he asked for a motion. Mayor asked for a motion of Consideration of an Ordinance providing for the issuance of not to exceed $19,850,000 General Obligation Bonds of the City of Lake Forest, Lake County, Illinois, for the purpose of financing capital improvements in and for the City including, but not limited to, renovation of a building for use as a public safety facility, including the site work, design and engineering related thereto, providing for the levy and collection of a direct annual tax sufficient to pay the principal and interest on said bonds, and authorizing the sale of said bonds to the purchaser thereof. (First Reading) Proceedings of the October 6, 2025 Regular City Council Meeting City Manager Jason Wicha asked Council for additional clarity on the $420,062.00 for the ballistic film and parking lot repaving- Council preference on rolling into debt issuance or funding out of Capital Reserves. The Mayor asked if that would be a separate vote, and it would be. City Attorney Tappendorf advised it would be. Mayor Tack asked for a motion to roll in the amount of the additional items for a total amount of $20,270,062.00. A clarification question from an Alderman: What does it mean to take the monies from capital improvement? City Manager Wicha clarified that the money is coming from the same pool of funds that fund Capital needs. A discussion about having a ceiling cap on borrowing and waiting until after the budget workshop, and an option? Director Skibbe clarified that you can approve the maximum par value of $20,300,000 and not issue that amount. If we wait until after the workshop meeting, it precludes staff from moving forward with the issuance. Eliminating the option of going to market before the Capital Workshop. The purpose was to give flexibility to advisors who intend to go to market later in the calendar year. The Mayor asked about the impact of the $420,062.00 on homeowners was discussed. Ms. Skibbe reported a low impact to homeowners of $30.00 over a 15-year period. The Mayor asked for a motion to approve adding $420,062.00 to the sum total, and asked for a roll call vote to add the $420,062.00 to the $19,850.000 bond issuance of General Obligation Bonds Police Station project. Alderman Weber made a motion to add $420,062.00 to the $19,850,000.00 bond issuance for the General Obligation Bonds for the Police Station Project, seconded by Alderman Notz. The following voted “Aye”: Aldermen Clemens, Notz, LeVert, Weber, and Walther. The following voted “Nay”: Alderman Bothfeld. Without finalizing the vote. City Attorney Tappendorf advised that because the ordinance sets a tax rate, the Lake Forest City Code requires a 2/3 vote of the majority of the City Council. She added that in order to approve this item, six votes are needed to approve the bond ordinance. With that, she explained that this vote has failed and the Council can go to a motion without the added money, or if the Mayor chooses, he can vote on this matter. Alderman Bothfeld asked if there could be a change in the vote. The City Council chose to reconsider the previous motion. Mayor Tack asked for a motion to reconsider the motion. Alderman Bothfeld made a motion, seconded by Alderman Weber. All in favor, motion carried unanimously. The City Attorney advised that the Council needed a new motion to revote on the previous motion to add the funding for the optional projects to the bond issuance. Mayor Tack then asked for a motion to add $420,062.00 to the $19,850,000.00 bond issuance for the General Obligation Bonds for the pending Police Station. Alderman Clemens made a motion to add $420,062.00 to the $19,850,000.00 bond issuance for the General Obligation Bonds for the pending Police Station, seconded by Alderman Notz. The following voted “Aye”: Aldermen Clemens, Notz, LeVert, Bothfeld, Weber, and Walther. The following voted “Nay”: none. 6-Ayes, 0- Nays, motion carried. The total value of the Bonds was clarified as $20,270,062.00 by City Manager Wicha, who stated this will come back to the City Council for second reading at their October 20 City Council meeting. Mayor Tack then asked for a motion to consider approval of an Ordinance providing for the issuance of not to exceed $20,270,062 in General Obligation Bonds of the City of Lake Forest, Lake County, Illinois, for the purpose of financing capital improvements in and for the City including, but not limited to, renovation of a Proceedings of the October 6, 2025 Regular City Council Meeting building for use as a public safety facility, including the site work, design and engineering related thereto, providing for the levy and collection of a direct annual tax sufficient to pay the principal and interest on said bonds, and authorizing the sale of said bonds to the purchaser thereof. (First Reading) Alderman Weber made a motion for Consideration of an Ordinance providing for the issuance of not to exceed $20,270,062 in General Obligation Bonds of the City of Lake Forest, Lake County, Illinois, for the purpose of financing capital improvements in and for the City including, but not limited to, renovation of a building for use as a public safety facility, including the site work, design and engineering related thereto, providing for the levy and collection of a direct annual tax sufficient to pay the principal and interest on said bonds, and authorizing the sale of said bonds to the purchaser thereof. (First Reading), Seconded by Alderman Clemens. The following voted “Aye”: Aldermen Clemens, Notz, LeVert, Bothfeld, Weber, and Walther. The following voted “Nay”: none. 6-Ayes, 0-Nays, motion carried. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION/COMMENTS BY COUNCIL MEMBERS Police Chief Burke clarified that work to start shortly before the weather turns, along with saving items inside for reuse later in the project. ADJOURNMENT There being no further business, Mayor Tack asked for a motion to adjourn. Alderman LeVert made a motion to adjourn, seconded by Alderman Powers. Motion carried unanimously by voice vote at 8:45 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.