Lake County Gazette

The Lake Forest City Council met Oct. 17 to receive project proposals.

Here is the meeting's agenda, as provided by the council:

The Lake Forest City Council serves as the community’s legislative and policymaking body. Membership includes two alderman from each of the city’s four wards, plus the mayor. The council meets at 6:30 p.m. on the first and third Monday of each month at City Hall, 220 E. Deerpath.

THE CITY OF LAKE FOREST CITY COUNCIL AGENDA Monday, October 17, 2016 at 6:30 pm City Hall Council Chambers

Honorable Mayor, Donald Schoenheider Catherine Waldeck, Alderman First Ward Stanford Tack, Alderman Third Ward Prudence R. Beidler, Alderman First Ward Jack Reisenberg, Alderman Third Ward George Pandaleon, Alderman Second Ward Michael Adelman, Alderman Fourth Ward Timothy Newman, Alderman Second Ward Michelle Moreno, Alderman Fourth Ward

CALL TO ORDER AND ROLL CALL Immediately following the Finance Committee Meeting

PLEDGE OF ALLEGIANCE

REPORTS OF CITY OFFICERS

1. COMMENTS BY MAYOR

A. ComEd Smart Meter Update

A copy of ComEd’s Smart Meter Update can be found on page 13

2. COMMENTS BY CITY MANAGER

A. DesPlaines River Challenge

-Ann Maine, President of Lake County Forest Preserve and Lake County Board Member

B. Comments regarding the issuance of Demolition Permits and other

Development Related Perceptions.

3. COMMENTS BY COUNCIL MEMBERS

FINANCE COMMITTEE

A. Acknowledge Receipt of the FY2016 Treasurer’s Report

PRESENTED BY: George Pandaleon, Finance Committee Chairman

PURPOSE AND ACTION REQUESTED: Staff requests that the City Council acknowledge receipt of the Fiscal Year 2016 Treasurer’s Report.

BACKGROUND/DISCUSSION: Pursuant to Illinois Statute, a Treasurer’s Report must be filed with the City Clerk, the County Clerk, and published in a Lake Forest newspaper within six months after the end of each fiscal year. The report will be published in the October 20, 2016, edition of the Lake Forester. The report may be found beginning on page 14.

BUDGET/FISCAL IMPACT: N/A

COUNCIL ACTION: Acknowledge receipt of the FY2016 Treasurer’s Report

B. Consideration of an Ordinance Providing for the Redemption and Payment Prior

to Maturity of $6,105,000 General Obligation Bonds, Series 2008 (First Reading)

PRESENTED BY: Elizabeth Holleb, Finance Director (847-810-3612)

PURPOSE AND ACTION REQUESTED: Staff requests City Council consideration of an Ordinance authorizing redemption of 2008 GO Bonds maturing December 15, 2017 through December 15, 2027 on December 15, 2016.

PROJECT REVIEW/RECOMMENDATIONS:

Reviewed Date Comments

Finance Committee 12/1/2014

Initial discussion of using Laurel Avenue proceeds to redeem existing bonds to save interest and provide future funding for CIP.

Finance Committee 11/9/2015 Continued discussion of this option

BACKGROUND/DISCUSSION: In April 2008, the City Council authorized issuance of $9.75 million in General Obligation Bonds. The majority of the bond proceeds - $8 million – was used to finance a portion of the costs of constructing a new municipal services facility. The bonds mature on December 15 of each year 2009 through 2027 bearing interest rates of 3.375% to 3.875%. The bonds maturing December 15, 2017 and later are subject to redemption prior to maturity at the option of the City on December 15, 2016 or any date thereafter, at a redemption price equal to the principal amount to be redeemed. Notice of redemption must be mailed between 30 and 60 days prior to the date fixed for redemption.

The City Council has previously considered using proceeds of the sale of property at Laurel and Western to redeem these bonds. Such redemption would save on future interest costs, reduce the debt service levy and allow for the inclusion of a Capital Improvements levy each year to increase pay-as-you-go funding of the City’s Five Year Capital Improvements Program (CIP).

With the sale of the Laurel and Western Avenue property having closed on September 23, the City has received $5,615, 219. The total amount required to redeem all bonds maturing December 15, 2017 and later would be $6,105,000, plus the costs to accomplish the redemption estimated at $5,000. It is recommended that the City Council consider using fund balances reserves in the 2008 GO Bonds Debt Service Fund and the General Fund of approximately $500,000 to accomplish the redemption of all eligible bonds.

BUDGET/FISCAL IMPACT: Land sale proceeds of $5,615,219, plus fund balance reserves in the 2008 GO Bonds Debt Service Fund and the General Fund of approximately $500,000, would be used to redeem all outstanding 2008 GO Bonds maturing December 15, 2017 and later (total of $6,105,000) and to pay the costs of redemption. The estimated 2016 property tax levy would be reduced by $822,000 with the option to include this amount instead for Capital Improvements. This action would save $1.357 million in future interest costs.

COUNCIL ACTION: Consider granting first reading of an Ordinance (page 20) authorizing redemption of 2008 GO Bonds maturing December 15, 2017 through December 15, 2027 on December 15, 2016.

4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA

ITEMS

5. ITEMS FOR OMNIBUS VOTE CONSIDERATION

1. Approval of the October 3, 2016 City Council Meeting Minutes

A copy of the minutes can be found on page 28

COUNCIL ACTION: Approval of the Minutes

2. Award of contract for professional services consultation on the purchase of a

new Electronic Data Management System.

STAFF CONTACT: Elizabeth Holleb, Director of Finance/IT (847-810-3612)

PURPOSE AND ACTION REQUESTED: Staff requests City Council award a contract for professional services to lead The City of Lake Forest through the process of analysis and possible replacement of our current Electronic Data Management system (EDMS).

PROJECT REVIEW/RECOMMENDATIONS:

Milestone Date Comments

RFP Issuance 08/04/2016

Vendor Proposals Submitted 09/02/2016 Three Proposals Received & Reviewed

Consultant Interviews & Other Due Diligence

09/10 – 09/30/2016

Review & Recommendation by City Departments’ Selection Team

BACKGROUND/DISCUSSION: The City of Lake Forest has utilized Fortis software for electronic document storage for approximately 15 years. We received notification early in 2016 that the Fortis software is being phased out, with end of life on December 31, 2017. At this time, the parent company, DocuWare, will no longer support this software. Although we have the option of migrating to document storage software provided by DocuWare with no software licensing cost, there are associated costs of project management, conversion, training, and on-going maintenance. Additional issues add complexity to the decision process:

1. Complexity and age of City’s current Financial software 2. Upcoming end of life of the Financial system IBM iSeries hardware and operating system 3. Possible Enterprise Resource Planning (ERP) system purchase planned for Fiscal 2020, which may contain options overlap 4. Upcoming implementation of work orders software, which may contain options overlap.

City staff recommend taking this opportunity to engage the services of a qualified professional that will provide direction and support, and lead us through a comprehensive needs and options analysis to address these issues in the most efficient and cost-effective manner. This would also offer the benefit of reducing software redundancy and overlap, and take advantage of best practices to improve efficiency resulting in a right- sized enterprise wide software solution plan that meets the operational needs of the entire City.

The selected consultants will provide project management utilizing a proven methodology and set of related tools intended to mitigate risk during this project. Using their expertise in the Public Sector and existing best practices for software selection, they will guide staff through several phases to determine the best course of action for replacing Fortis, keeping an eye on the future needs of an ERP system.

Phase 1 will lead The City through a comprehensive needs and options analysis.

If it is determined that migrating to another product is the best course of action after Phase 1, the consultant will continue through Phase 2, which includes assistance with the creation of a detailed required features and functions list and RFP for submission in a format that will ease vendor analysis. Phase 3 will guide staff through the software selection process. By taking advantage of the additional $3,600 for contract negotiation (Phase 4), they will also assure the best price possible for selected software.

Phases 2 through 4 are optional based on the outcome of Phase 1 – needs and options analysis.

This process will help ensure the selection of EDMS software that will allow migration of current documents to the best product at this time, keeping in mind a future ERP system. This will position The City to enhance service delivery and citizen engagement, increase employee productivity, decrease employee response time and improve availability of information. All analysis and reports from Phase1 will remain relevant as we move into future ERP system analysis.

Consultant Selection Process: The City issued a Request for Proposals on August 4th, 2016. Staff received three (3) proposals for this project, as follows:

Company Proposal Amount Wild Goose Enterprises $57,186

Plante Moran $42,075 Client First $37,550

A committee comprised of representatives from Finance, Fire, The Office of the City Manager, and IT narrowed the selection to two candidates based on experience and knowledge of EDMS using a standard set of criteria. These two candidates were interviewed starting on September 19th, 2016, and a finalist was selected by the committee based upon price, expertise, references, understanding of City needs, and completeness of proposal.

BUDGET/FISCAL IMPACT: Plante Moran’s proposal met all of the required project specifications. Their assigned professional staff made positive impressions on the selection team during the interview, and references gave favorable responses. It was determined that Plante Moran’s market knowledge and expertise in the area of EDMS and ERP were excellent. Plante Moran also offered several phases of the project with relevant costs. Proposed cost phases are attached on page 41.

FY2017 Funding Source

Amount Budgeted

Amount Requested

Budgeted? Y/N

*IT Capital $144,000 $42,075 N

*Due to efficiencies from other IT Capital projects While EDMS consulting services were not anticipated and specifically budgeted in the FY2017 budget, funds in the IT Capital budget are proposed to be reallocated to this project.

COUNCIL ACTION: If appropriate and should the City Council desire, award a contract to Plante Moran for professional services in the not to exceed amount of $42,075 for consulting services in developing a comprehensive needs and options analysis report with the possibility of selecting an Electronic Data Management System, including contract negotiations

3. Approval of the purchase of computer workstations, laptops and iPads for all

City departments as budgeted in FY2017 Capital Plan

STAFF CONTACT: Elizabeth Holleb, Director of Finance/IT (847-810-3612)

PURPOSE AND ACTION REQUESTED: Staff requests approval to purchase 35 desktop computers, 9 laptops, and 14 iPads. The project is to replace computers based on a 5 year replacement cycle for workstations and laptops, and a 3 year replacement cycle for iPads.

BACKGROUND/DISCUSSION: The City has 35 desktop computers, 9 laptops, and 14 iPads recommended for replacement in FY2017. All desktops, laptops, and iPads are considered end of life (EOL) as they no longer have a warranty and most are starting to report reduced performance when performing common tasks. The oldest computers of this proposed replacement are 5 years old, with the average being 5 years old. The City’s current inventory of computers consists of 180 desktops, 46 laptops, 36 Toughbooks and 43 iPads.

Replacement computers for the EOL Fire Toughbooks are also budgeted for this fiscal year. The Fire department and IT are currently evaluating alternative options for replacement and purchasing approval will be requested at a later date.

The proposed replacement desktop and laptop computers include higher efficiency / energy savings with Energy Smart power settings and a high-efficiency power supply. According to Dell’s Energy Savings Calculator, the City would save approximately 1,014kWh annually. Additionally, performance increases of 92.32% can be realized in processing speeds based on independent benchmark studies between the proposed computing platform and the oldest proposed replaced workstation.

The City standardized all desktops and laptops with Dell products 16 years ago. The standardizations help staff to efficiently deploy, troubleshoot, and maintain the systems. Dell provides the City with government contract pricing based on the Midwestern Higher Education Compact (MHEC) contract pricing, Contract MHEC-07012015. This year the City received pricing from three vendors: CDW, Dell, and SHI. CDW provided a quote that was 7% lower than the MHEC pricing.

BUDGET/FISCAL IMPACT: Staff received the following pricing for this project:

Vendor Total Amount

Dell Workstations and Laptops SHI $41,307 Dell (MHEC) $ 34,042 CDW $31,552

Vendor Total Amount

Apple iPads Apple MSRP $11,346 Verizon $11,200 Netrix $10,876 CDW $10,776

Costs are budgeted as follows:

FY2017 Funding Source

Amount Budgeted

Amount Requested

Budgeted? Y/N IT Capital 311-0050-415.66-11

$56,452 $42,328 Y

COUNCIL ACTION: If determined to be appropriate by the City Council, approve the purchase of 35 desktops and 9 laptops from CDW for $31,552 and 14 iPads from CDW in the amount of $10,776.4.

Award of Bid for a Generator Maintenance Contract Included in the F.Y. 2017 - 2019 Operating Budgets

STAFF CONTACT: Dan Martin, Superintendent of Public Works (810-3561)

PURPOSE AND ACTION REQUESTED: Staff is requesting City Council’s approval to award the bid for a Generator Maintenance Contract to Steiner Electric Company, the lowest responsible bidder. The three year contract will encompass multiple City generators including twice a year maintenance and annual load bank testing.

BACKGROUND/DISCUSSION: In 2013, the City entered into a three year contract with Patton Industries along with seven other municipalities through the Municipal Partnering Incentive. The 2013 contract was extended by one year before it was rebid in 2016. The City has twelve emergency generator located at eleven buildings around the city. The contract includes biannual maintenance and annual load bank testing for all units. Also included in the contract are set prices for repair work over the life of the contract.

BUDGET/FISCAL IMPACT: The Generator Maintenance Contract Proposal followed the public bid process. The City of Lake Forest participated in the Municipal Partnering Incentive (MPI) for this bid process along with The Village of Glenview, The Village of Algonquin, The Village of Winnetka, The Village of Lincolnshire, The Village of Mount Prospect, and The Village of Northbrook. The invitation to bid was advertised in the newspaper; six contractors attended the pre bid-meeting and were allowed to tour of all the facilities as needed. Each bidder received a bid packet including specifications and each municipality’s maintenance schedule for each generator.

Gateway Industrial Power Inc. was the apparent lowest bidder, but was disqualified based on the following: the inability to meet the minimum requirement for the length of years for providing generator service, which is five years. Gateway’s closest service facility is over three hours away, resulting in higher travel costs and unacceptable emergency response times. Steiner Electric Company met all of the requirements and was the lowest responsible bidder. The City of Lake Forest has used Steiner Electric Company prior to the first contract and it’s work quality was always high.

On May 26, 2016, staff received the following bids for this contract:

Company FY2017 FY2018 FY2019 Total Gateway Industrial Power Inc.

$62,760.00 Disqualified

Steiner Electric Company

$20,660.00 $20,660.00 $21,440.00

$20,905.00 $21,261.00 $21,630.00 $63,796.00

Interstate Systems

Power

$21,615.00 $21,615.00 $23,025.00 $66,255.00

Patton Industries Inc.

$22,050.00 $22,655.00 $23,277.00 $67,982.00

Cummins Power $25,572.00 $26,351.00 $27,154.00 $79,077.00

Lionheart $30,866.00 $30,866.00 $30,866.00 $92,598.00

Generator Maintenance Contract:

FY2017 -19 Funding Source

Account Number Account Requested Budgeted?

Y / N

Operating Budget Multiple Accounts $63,796.00 Y

COUNCIL ACTION: Award of bid to Steiner Electric Company in the amount of $63,796.00 for the Generator Maintenance contract for a term of three years at multiple City Buildings.

5. Award of Bid for the McCormick Ravine Stormwater Improvement Project

STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540)

PURPOSE AND ACTION REQUESTED: Award of bid for the restoration of a section of the McCormick Ravine. The work involves the installation of a rock check dam, excavation, regrading, erosion control measures, and ancillary drainage improvements.

PROJECT REVIEW/RECOMMENDATIONS:

Reviewed Date Comments

Public Works Committee 10/10/’16 Reviewed & Approved

BACKGROUND/DISCUSSION: The ravines of southern Lake Michigan play a critical role in protecting the water quality of the lake, preventing sediment runoff, protecting beaches, and provide countless benefits to wildlife. Over the past decade, the overall importance these ravines play in protecting Lake Michigan water quality has become well understood. When restored and healthy, ravines are an integral part of the community’s character and differentiate Lake Forest from other northern Illinois communities.

Starting in late 2015, The City of Lake Forest and Lake Forest Open Lands Association (LFOLA) jointly engaged in a $3.6 million restoration of the McCormick Ravine through the federal Great Lakes Fishery and Ecosystem Restoration (GLFER hereafter) Program. The project is currently underway and is being overseen by the United States Army Corps of Engineers, Chicago District. The majority of the heavy construction and earthwork is now completed. The final step will include planting native species and controlling undesirable vegetative growth. To accommodate for this plant growth, the contract terms are for five years with an estimated completion in 2020.

In addition to the GLFER Project, a second project is underway at McCormick Ravine involving the removal and restoration of an old Army landfill located on both the U.S. Army Reserve site and City property. This project is being overseen by the United States Army Corps of Engineers, Louisville District. To date, all of the contaminated material has been removed and land restoration is now underway. The ravine will be restored to its natural condition providing stable slopes to the ravine bottom. Restoration efforts will be consistent with the GLFER project area.

McCormick Ravine also plays a large role in conveying stormwater from both the Whispering Oaks and Villa Turicum subdivisions. If not managed properly, stormwater discharges can have devastating impacts on the ravine system. The proposed City project will supplement the two other projects currently underway and address some of the issues associated with the impact of stormwater on McCormick Ravine. The work for this project is directly adjacent to the landfill removal project and also falls within the GLFER Project area. Because this project addresses stormwater management, this work did not fall within the scope of either of the Army Corp’s projects.

The proposed project involves the installation of a water inlet control structure, rock check dams, excavation and grading of eroded areas, and seeding of the finished slopes. These repairs will assist in dispersing the energy associated with high volume water flows after large storm events, stabilize steep slopes, and reduce future erosion. The project is also designed to be consistent with the GLFER project specifications. Attached on page 43 of this agenda is a map of the project area, pictures showing the existing ravine, and areas in the ravine that were restored this summer.

As a side note, City staff will request funding to repair the portion of McCormick Ravine immediately adjacent to Sheridan Road next fiscal year. That repair is estimated to cost approximately $150,000.

BUDGET/FISCAL IMPACT: The project’s bid opening occurred on October 6, 2016. The following five bids were received:

Bidder Bid Amount

John Keno & Co., Inc. $74,713

Copenhaver Construction, Inc. $80,300

V3 Construction Group $109,451

Kovilic Construction Co., Inc. $114,000

DiMeo $146,725

The low bidder for the project, John Keno & Co., has considerable experience with ravine repairs and improvements and has completed many similar projects within Lake Forest. In addition, John Keno & Co. is already on site performing work for the U.S. Army Corps. landfill project. If approved by City Council, the project is expected to begin in late October and be completed within one month, weather depending.

Below is an estimated summary of the project budget:

FY ’17 Funding Source

Amount Budgeted Amount Requested

Budgeted? Y/N

Capital Fund $75,000 $74,713 Y

COUNCIL ACTION: Award of bid for the McCormick Ravine Stormwater Improvement Project to John Keno & Co., in the amount of $74,713. In addition, staff is requesting approval for a contingency amount of 10% for any unforeseen circumstances that may arise during construction. Any overage in the budget amount will be covered by savings realized in other FY ’17 capital improvement projects.

6. Consideration of an Ordinance Amending Chapter 95 of the City Code, as Recommended by City Staff. (Final Approval)

STAFF CONTACT: Margaret Boyer, City Clerk (847.810.3674)

PURPOSE AND ACTION REQUESTED: Staff requests final approval of amendments to Chapter 95 of the City Code. On September 6, 2016, City Council granted first reading of the proposed changes. A black line copy of the proposed Ordinance showing recommended changes to the current Code relating to Chapter 95 (Health and Sanitation) of Title IX (General Regulations) is also included in the Council packet beginning on page 46.

BACKGROUND: The proposed amendment to the code updates provisions where that are outdated, conform certain provisions to State law, and align City practices with the terms of the City Code and the interest rate that should apply to unpaid costs and other fees (such as third-party service fees and attorneys’ fees) incurred by City in connection with the correction or abatement of public nuisances on private property. Additionally pursuant to City Code, any proposed change in fees requires two readings by the City Council.

COUNCIL ACTION: Approval of an Ordinance Amending Chapter 95 of the City Code, as Recommended by City Staff. (Final Approval)

COUNCIL ACTION: Approval of the six (6) Omnibus items as presented

6. ORDINANCES

7. ORDINANCES AFFECTING CODE AMENDMENTS

1. Consideration of an Ordinance Amending Chapter 116 of the City Code, as

Recommended by City Staff. (First Reading)

PRESENTED BY: Victor Filippini, City Attorney

PURPOSE AND ACTION REQUESTED: Staff requests approval of an amendment to the City Code pertaining to Title XI- Business Regulations -- Chapter 116 – Pawn Brokers.

On January 20, 2015, City Council granted final approval of an Ordinance adopting an updated City Code. As a follow up, City Staff and the City Attorney have begun to review certain provisions of the code to determine whether changes are required to reflect changes in practices or policies of the City.

As part of that review, the City Manager, Executive Staff, the City Council Liaison, and the City Attorney have reviewed the City Code provisions relating to Title XI- Business Regulations -- Chapter 116 Pawn Broker. The proposed blacklined amendment to the City Code relating to the code is included in the Council packet beginning on page 56.

BACKGROUND: The proposed amendment attempts to update provisions where they are outdated, comply with State law and align City practices with the terms of the City Code.

COUNCIL ACTION: Approval of an Ordinance Amending Title XI- Business Regulations- Chapter 116 of the City Code, as Recommended by City Staff. (First Reading)

2. Consideration of an Ordinance Amending Chapter 156 of the City Code, as

Recommended by the Plan Commission. (First Reading)

PRESENTED BY: Catherine Czerniak, Director of Community Development - 847-810-3504

PURPOSE AND ACTION REQUESTED: Consideration of a recommendation from the Plan Commission in support of amendments to Chapter 156 of the City Code, Subdivisions.

BACKGROUND: On January 20, 2015, the City Council approved an Ordinance adopting an updated City Code. As a follow up, various Boards and Commissions, City staff and the City Attorney’s office are in the process of reviewing each chapter of the Code and recommending revisions to 1) reflect current practices and policies, and 2) to provide clarification, general clean-up of language and reorganization where appropriate. The amendments presented at this time do not involve substantive changes to the Code.

As part of the overall review of the Code, the Plan Commission conducted a public hearing to consider amendments to Chapter 156, Subdivisions, in May, 2016. Importantly, the Subdivision Chapter was substantially reviewed and revised by the Plan Commission in 2011, under the direction of past Plan Commission Chairman Reisenberg. As a result, the Commission’s recent review found this Chapter to be generally up to date and reflective of current procedures, laws and processes. The Plan Commission recommendation reflects only minor revisions, clarifications and edits. One clarification of note is that the proposed Code language now spells out that the City Council, when accepting public improvements constructed by a developer as part of a subdivision, will do so by Resolution. In the past, the Council has accepted improvements simply by motion. Acceptance of improvements by Resolution will document more fully the Council’s actions and any conditions, findings or limitations that may be applicable.

As a follow up to the Plan Commission’s work, Alderman Adelman also reviewed the Subdivision Chapter and offered some additional suggestions which have been incorporated into the draft now presented to the Council for consideration and first reading. In particular, the language relating to phasing of street improvements was clarified to reflect current practices and the nearly built out nature of the community.

Chapter 156, with the proposed revisions, is included in the Council packet beginning on page 64.

COUNCIL ACTION: Grant first reading of an Ordinance Amending Chapter 156 of the City Code, as Recommended by the Plan Commission and incorporating modifications as suggested Alderman Adelman.

8. NEW BUSINESS

9. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION

10. ADJOURNMENT