Lake Forest City Council met Monday, Feb. 6.
Here is the agenda as provided by Lake Forest:
THE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
Monday, February 6, 2017 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 Michelle Moreno, Alderman Fourth Ward
Timothy Newman, Alderman Second Ward Raymond Buschmann, Alderman Fourth Ward
CALL TO ORDER AND ROLL CALL
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
A. Announcement of the Sixth Recipient of The Lawrence R. Temple
Distinguished Public Service Award
-Deborah Stride Saran
PRESENTED BY: Temple Award Committee Members
James Cowhey, Chairman, Scott Helton, Maddie Dugan, Tom Swarthout
STAFF CONTACT: Margaret Boyer, City Clerk (847-810-3674)
BACKGROUND/DISCUSSION: This award is made annually in memory of Lawrence R. Temple, who was serving the City as Alderman representing the Third Ward when he suddenly died on August 12, 2000. A twenty-four year resident, Temple previously had served as a member of the Plan Commission and the Building Review Board. Temple chaired the Building Review Board from 1993 until 1998. At the time the award was established, at the urging of several of Temple’s colleagues, then-Mayor Howard J. Kerr observed: “He loved Lake Forest and worked hard to protect its character and quality of life. He had the capacity to relate to and work with people to bring understanding, comprise, and solution of difficult issues.”
In 2014 the City Council re-instated the Larry Temple Public Award Committee. Nominations were solicited from Lake Forest residents to honor a living volunteer in community organizations or local government in The City of Lake Forest for distinguished public service. This year, the Committee selected Deborah Stride Saran as the recipient of the Service award for 2016.
The nomination period opens January 1 and nominations will be taken through November 30. The Committee will meet, and the award winner selected for 2017 will be announced at the first meeting in February 2018. To nominate a candidate for this award, residents should contact the City Clerk.
A copy of the award can be found on page 13.
B. 2017-2018 Board & Commission Appointments
PARKS & RECREATION BOARD
NAME OF MEMBER APPOINT/REAPPOINT WARD
Melanie Walsh Appoint to fulfill term of Scott Herman
A copy of the Volunteer Profile sheet can be found beginning on page 14
COUNCIL ACTION: Approve the Mayors Appointment
C. Approval of a Resolution of Appreciation for Retiring Member of Board & Commission as follows:
BOARD, COMMISSION OR COMMITTEE NAME OF MEMBER(S) PARKS & RECREATION BOARD Scott Herman
A copy of the Resolution can be found beginning on page 16.
COUNCIL ACTION: Approval of Resolution
2. COMMENTS BY CITY MANAGER
A. Annual Community Goals and Priorities
-Robert Kiely Jr., City Manager
A copy can be found beginning on page 17.
B. Update on McCormick Ravine Project
- Chuck Myers, Superintendent of Parks & Forestry
- John Sentell, President of Open Lands
- Ryan London, Preservation Programs Director, Open Lands
C. Update on New Developments and Construction Activity in the City of Lake Forest
- Catherine Czerniak, Director of Community Development
3. COMMENTS BY COUNCIL MEMBERS
FINANCE COMMITTEE
1. Approval of the City Investment Policy
PRESENTED BY: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: The City Council Finance Committee recommends City
Council approval of the proposed Investment Policy
BACKGROUND/DISCUSSION: The City’s current Investment Policy was adopted in July 2004.
Since that time, State Statute and investment market conditions have changed prompting the Finance department staff to conduct a comprehensive review and revision of the City’s investment policy. The staff was supported in this effort by Public Funds Consulting, LLC, a consultant specializing in assisting public agencies in drafting investment policies and procedures, as well as managing their investment portfolios.
The comprehensive nature of the revisions made to the investment policy does not lend itself to a blacklined version of the document. Therefore, the following matrix is provided to illustrate the sections of the current and proposed policies to demonstrate the more significant revisions:
Current Policy Proposed Policy
Governing
Authority
N/A New section added – investment program to be operated in conformance with federal, state and other legal requirements
Scope All funds except police and fire
pension, Cemetery Commission
All funds except Foreign Fire Insurance Board, Deerpath Golf Course, Library, police and fire pension, cemetery commission
Includes Library funds managed and invested by the City.
General Objectives (in priority order)
1. Legality
2. Safety
3. Liquidity
4. Yield
Legality moved to governing authority section
1. Safety
2. Liquidity
3. Return
Standards of Care
No Substantive Changes: This section addresses Prudence; Ethics and Conflicts of Interest; Delegation of Authority and Responsibilities Authorized Institutions/ Depositories
N/A - Depositories City to select primary depository per Request for Proposal process every 5 years and approved by City Council. Additionally, list to be maintained of approved depositories.
City may deposit funds in any financial institution under FDIC coverage amount.
List to be maintained of authorized institutions and broker/dealers to provide investment services. Annual review.
List maintained of approved security broker/dealers by conducting process of due diligence and approved by City Council. Periodic review.
N/A - Advisers City may engage services of investment advisers; must be registered under the Investment Advisers Act of 1940 or with the appropriate banking regulators if a bank subsidiary.
Competitive Transactions (whenever possible)
Authorized Investments
Those defined by Illinois Statutes
Collateralization of Deposits
110% of deposits over FDIC insurance protection
Third party safekeeping; written agreements
N/A Letters of credit issued by Federal Home
Loan Bank will also be acceptable as collateral.
Safekeeping and Custody
Delivery vs. Payment basis for all trades of marketable securities
Third party safekeeping; written agreements
Internal Controls
Finance Director responsible for establishing and maintaining an internal control structure designed to ensure assets are protected from loss, theft or misuse.
N/A Documented in an investment procedures manual reviewed and updated periodically by the Finance Director
Investment Parameters
Diversification Mitigating Credit Risk (no substantive changes)
Maximum Maturities:
No maturities over 2 years unless tied to expected use of funds and disclosed in writing to legislative body.
Mitigating Market Risk:
Core funds, comprised of reserve and other funds with longer-term investment horizons, may be invested in securities exceeding two (2) years if the maturity of such investments are made to coincide as nearly as practicable with the expected use of funds. Portfolio should consist largely of securities with active secondary or resale markets.
N/A City to maintain investment accounts with financial institutions located within the City whenever possible. Performance Standards
90-day treasury bill Appropriate benchmark as identified in the investment procedures manual
Reporting Investment report to be provided at least quarterly
Approval/
Amendments
Review annually and amendments to be approved by City Council.
Review annually and amendments to be approved by City Council. If no modifications are made, the investment policy will be annotated to include date of review.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Finance Committee 1/17/17 Recommend City Council approval of proposed Investment Policy
Finance Committee 7/18/16 Discussion/Committee input
BUDGET/FISCAL IMPACT: None
COUNCIL ACTION: Approval of the Investment Policy (page 20)
MARKETING COMMITTEE
1. Presentation on the City’s Marketing Concepts and Campaign
- Alderman Prue Beidler and Communication Manager Susan Banks
4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the January 17, 2017 City Council Meeting Minutes
A copy of the minutes can be found on page 29.
COUNCIL ACTION: Approval of the Minutes
2. Approval of Check Register for Period December 23, 2016- January 27, 2017
Fund Invoice Payroll Total
General 471,902 1,671,789 2,143,691
Water & Sewer 85,373 191,849 277,222
Parks & Recreation 111,230 421,552 532,782
Capital Improvements 703,382 0 703,382
Motor Fuel Tax 0 0 0
Cemetery 21,303 31,181 52,484
Senior Resources 9,216 28,689 37,904
Deerpath Golf Course 18,002 2,866 20,868
Fleet 119,977 68,025 188,001
Debt Funds 0 0 0
Housing Trust 0 0 0
Park & Public Land 0 0 0
All other Funds 1,338,935 211,664 1,550,599
$2,879,319 $2,627,613 $5,506,932
3. Approval of Huntington Bank as an Authorized Depository
STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests approval of Huntington Bank as an
authorized depository for City funds.
BACKGROUND/DISCUSSION: In April 2016, the City Council authorized an agreement with BB&T Corporation for Electronic Lockbox services and designation of First Merit Bank as an authorized depository of City funds. AR-Box is an electronic payment processing service that intercepts checks processed by online banking services made payable to the City. Similar to the traditional lockbox service utilized by the City, AR-Box provides an electronic file that is uploaded to the City’s financial system software, eliminating manual entry of payments by staff. The service has improved the efficiency of posting payments received, reducing the total time between payment initiation by the resident via online banking and posting of the payment in the City’s system.
To facilitate the deposit of funds captured via AR-Box, First Merit required an account at the bank, which was approved in conjunction with the BB&T agreement in April 2016. The City has recently been notified that First Merit Bank has been acquired and will transition to Huntington Bank effective February 18, 2017, necessitating a transfer of the City’s bank account associated with the AR-Box agreement. As with the First Merit Bank account, staff would establish this as a depository/savings account. No formal banking services agreement is required, as the City does not anticipate any other banking services provided by Huntington Bank and collateralization of deposits will not be required because the account balance will not exceed FDIC insurable limits. Authorized signers on the account with the authority to establish the account, make transfers and administer the AR-Box service are the following:
Robert Kiely – City Manager
Elizabeth Holleb – Finance Director
Diane Hall – Assistant Finance Director
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Council 4/18/16
Approval of an agreement with BB&T Corporation for Electronic Lockbox Services and Designation of First Merit as an authorized depository of City funds.
BUDGET/FISCAL IMPACT: There is no fiscal impact associated with the recommended action.
COUNCIL ACTION: It is recommended that the City Council approve Huntington Bank as an authorized depository for City funds
4. Approval of Employee Leasing Agreement with GovTempsUSA for the Purpose of Filling the Fire Marshal Position
STAFF CONTACT: DeSha Kalmar, Director of Human Resources (847-810-3530)
PURPOSE AND ACTION REQUESTED: City staff is recommending approval of the Employee Leasing Agreement with GovTempUSA to fill the Fire Marshal position. This process was discussed with the PCA Committee at their November 17, 2016 meeting.
BACKGROUND/DISCUSSION: The City’s Fire Marshal is retiring on February 19, 2017. This is a non-bargained civilian position within the Fire Department, and the City Manager is changing the fulltime position to a contractual position hired through GovTempsUSA.
The Fire Marshal position is responsible for the annual inspection of existing commercial and residential buildings to determine if they are in compliance with the Fire Prevention Code. This position also participates in the fire prevention education program of the department as well as works closely with the Community Development Department to achieve Code compliance.
GovTempsUSA is a public sector staffing firm specializing in placing professionals in local government positions on a temporary basis. The firm offers comprehensive placement services from project specific and short-term assignments to long-term or outsourced arrangements. Parent company GovHR USA is the search firm used in the past for our department head position searches, so we are very familiar with their company. We have also previously used GovTempsUSA for short-term gap coverage in Engineering, which worked well. Filling this position through this arrangement allows the City to reduce the costs associated with a permanent placement, such as medical benefits, workers’ compensation, unemployment insurance and pension obligations. By working through them, we have also avoided other administrative costs associated with recruitment, such as advertising and background investigations.
GovTempsUSA presented us with several highly qualified candidates who we interviewed, selecting our preferred candidate. We view this as a long-term assignment, and our selected candidate was willing to commit to the longer term.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Personnel Compensation
Administration Committee
(PCA)
11/17/16 Informed of intent to change position
BUDGET/FISCAL IMPACT: The cost of the current fulltime position is $134,233 for total compensation, and the estimated cost of the contractual employee for 30 hours per week is $68,796, resulting in a savings of $65,437. Beginning on page 39 of your packet is a copy of the Leasing Agreement with GovTempsUSA.
COUNCIL ACTION: Approval of Employee Leasing Agreement with GovTempsUSA for the Purpose of Filling the Fire Marshal Position.
5. Consideration of an Ordinance Amending Chapter 159.042 of the City Code, as Recommended by the Zoning Board of Appeals. (Final Approval)da
STAFF CONTACT: Catherine Czerniak,
Director of Community Development - 847-810-3504
PURPOSE AND ACTION REQUESTED: Consideration of a recommendation from the Zoning Board of Appeals in support of clean-up amendments to Chapter 159.042, “Zoning Board of Appeals”.
BACKGROUND: In January, 2015, the City Council approved an Ordinance adopting an updated City Code. Since that time, various Boards and Commissions, City staff and the City Attorney’s office continue to review each chapter of the Code and recommend revisions to
1) reflect current practices and policies, and 2) to provide clarification, general clean-up of language and reorganization where appropriate.
The proposed amendments to 159.042 do not involve substantive changes to the Code and reflect only a few minor clean-up edits. The Council approved first reading of the Ordinance enacting the proposed updates at the January 17, 2017 meeting. The Ordinance is now presented for final action.
Chapter 159.042, with the proposed revisions, is included in the Council packet beginning on page 51.
COUNCIL ACTION: Grant final approval of an Ordinance Amending Chapter 159.042 of the City Code, as Recommended by the Zoning Board of Appeals and Plan Commission.
6. Consideration of an Ordinance Approving a Recommendation from the Zoning Board of Appeals. (First Reading, and if Desired by the City Council, Final Approval)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
The following recommendation from the Zoning Board of Appeals is presented to the City Council for consideration as part of the Omnibus Agenda.
682 Oakwood Avenue – The Zoning Board of Appeals recommended approval of variances from the side and rear yard setbacks for accessory structures to allow the reconstruction and expansion of an existing, non-conforming, detached garage as part of the overall redevelopment of the property. One letter was received from the property owner to the south stating overall support of the project and asking that drainage be considered carefully. The Board confirmed that the plans include adding gutters and downspouts to the garage to direct water away from the neighboring property. (Board vote: 5 - 0, approved)
The Ordinance approving the petition as recommended by the Zoning Board of Appeals, with key exhibits attached, is included in the Council packet beginning on page 58. The Ordinance, complete with all exhibits, is available for review in the Community Development Department.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of the Ordinance approving the petition in accordance with the Zoning Board of Appeals’ recommendation.
7. Approval of a payment of $18,153.60 to GeWalt Hamilton & Associates Inc. in accordance with the revised Local Agency Agreement received from IDOT.
STAFF CONTACT: Mike P. Strong, Assistant to the City Manager (810-3680)
PURPOSE AND ACTION REQUESTED: Request approval of supplemental fees to GeWalt Hamilton & Associates Inc., in the amount of $18,153.60, for unforeseen expenses related to closing out the Phase III Construction Engineering contract with the City for the exterior improvements of the East Train Station Renovation Project.
BACKGROUND/DISCUSSION: The City entered into a Phase III construction engineering contract with GeWalt Hamilton & Associates Inc., in June 2015 to oversee the construction for the exterior improvements of the Metra/UP North Line commuter station in downtown Lake Forest. The total contract fee was $116,290 to be paid at an 80/20 split, with the Federal grant paying 80% and the City paying the remaining amount.
As was discussed in August 2016, with City Council, and recently with the Public Works Committee, as construction progressed on the project, there were several unforeseen expenses and work that needed to be undertaken to ensure the long term viability of structural members within the main depot building. This additional work related primarily to masonry and structural repairs; of which special custom timbers were required to be manufactured, shipped, and installed. The contract period was extended by 26 calendar days, which has required additional effort to coordinate and close out the project.
To this end, staff is in receipt of a final supplemental request in the amount of $18,153.60 to account for the contract time extension and final auditing requirements for the project. A copy of the supplemental request has been included in this packet beginning on page 66.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 1/17/17 Supplement and Agreements Reviewed and Approved
Public Works Committee 1/4/17 Review and Discussion
BUDGET/FISCAL IMPACT:
FY2017 Funding Source Amount Budgeted Amount
Requested Budgeted?
Y/N
Capital Fund $1,421,202 $18,153.60 Yes
If approved, the City will proceed with authorizing an increase to the contract amount for GeWalt Hamilton & Associates Inc. The City will be reimbursed 80% of those payments made in accordance with the grant agreements.
COUNCIL ACTION: Approval of a payment of $18,153.60 to GeWalt Hamilton & Associates, Inc. in accordance with the revised Local Agency Agreement received from IDOT. The City will be reimbursed 80% of those expenses eligible for reimbursement.
8. Approval of an Illinois Department of Transportation Resolution Appropriating $1,300,000 in Motor Fuel Tax (MFT) Funds to be used for the 2017 Street Resurfacing Program ($900,000), North Western Avenue Streetscape Project ($327,000), and the 2017 Long Line Pavement Striping Project ($73,000)
STAFF CONTACT: Robert Ells, Superintendent of Engineering (810-3555)
PURPOSE AND ACTION REQUESTED: The Illinois Highway Code requires each municipality to submit a City Council Resolution appropriating MFT funds for local street maintenance projects. Staff requests approval of a resolution appropriating $1,300,000 in MFT funds to be used for the 2017 Street Resurfacing Program, North Western Avenue Streetscape Project, and the 2017 Long Line Pavement Striping Project. Beginning on page 74 are the three resolutions and a list of streets to be resurfaced during the summer of 2017.
BACKGROUND/DISCUSSION: Typically, the City appropriates accumulated MFT funds for street maintenance projects every three years. While these projects will be bid and managed in-house, the City is required to follow IDOT guidelines in terms of project contract specifications, documentation, and project close-out procedures. The project construction contract details must be approved by IDOT prior to bid advertisement.
PROJECT REVIEW / RECOMMENDATIONS:
Reviewed Date Comments
Finance Committee January 17, 2017 Included in Final Review of 2017 C.I.P.
Finance Committee November 14, 2016 Reviewed by Committee
BUDGET/FISCAL IMPACT: This resolution will initiate the process with IDOT to authorize the use of MFT funds for three of the City’s 2017 street projects. Staff will return to City Council at a future date to request approval of the bids for each individual project. Below is an estimated summary of the MFT dollars being requested:
Capital Project Amount
Budgeted
Amount
Requested
FY2018
Funding
Source
2017 Annual Street Resurfacing
(ASR) Program MFT Fund $900,000 $900,000 MFT
North Western Avenue Streetscape $327,000 $327,000 MFT
2017 Annual Long Line
Pavement Striping $73,000 $73,000 MFT
Total $1,300,000 $1,300,000 MFT
COUNCIL ACTION: Approval of an Illinois Department of Transportation Resolution appropriating $1,300,000 in Motor Fuel Tax (MFT) Funds to be used for the 2017 Street Resurfacing Program ($900,000), North Western Avenue Streetscape Project ($327,000), and
the 2017 Long Line Pavement Striping Project ($73,000)
COUNCIL ACTION: Approval of the eight (8) Omnibus items as presented
6. ORDINANCES
7. ORDINANCES AFFECTING CODE AMENDMENTS
1. Consideration of an Ordinance Amending Chapter 159.047 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 159.047, “Planned Developments”.
BACKGROUND: In January, 2015, the City Council approved an Ordinance adopting an updated City Code. Since that time, various Boards and Commissions, City staff and the City Attorney’s office continue to review each chapter of the Code and recommend revisions to 1) reflect current practices and policies, and 2) to provide clarification, general clean-up of language and reorganization where appropriate.
The Section of the Code dealing with Planned Developments; developments that involve multiple parcels, unified development, shared amenities and common space, was considered by the Plan Commission at a public hearing in January. The provisions of this Section were recently used to support the redevelopment of the City’s former Municipal Services site and will be the tool that will ultimately be used to authorize final approval of the overall McKinley Road redevelopment project.
The proposed amendments to 159.047 include various minor edits, corrections and updates that reflect current practices. The key changes are highlighted below:
The purpose is expanded to include current community goals.
Language was added to clarify that “apartment planned developments” include various types of multi-family units, not just rental units.
Language was added to reflect goals supporting and enhancing the City’s business districts.
The O-1, Office District, is added to the districts in which multi-family planned developments may be located.
Modifications to reflect that the B-2 district was, several years ago, divided into four separate commercial districts, B-1 through B – 4.
No public testimony was presented on the proposed changes. The Commission voted 6 to 0 to recommend approval of the amendments to the City Council.
The ordinance is presented to the Council for first reading at this time. Chapter 159.047, with the proposed revisions, is included in the Council packet beginning on page 78.
COUNCIL ACTION: Grant first reading of an Ordinance Amending Chapter 159.047 of the City Code, as Recommended by the Plan Commission
8. NEW BUSINESS
9. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
10. ADJOURNMENT
Office of the City Manager February 1, 2017
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