City of Lake Forest City Council met January 16.
Here is the agenda provided by the Council:
Call To Order And Roll Call Immediately following the Finance Committee meeting
Pledge Of Allegiance
Reports Of City Officers
1. Comments By Mayor
A. Decision Making Parameters
Background information can be found beginning on page 10
B. Proclamation to Declare January 23, 2018 as “The City of Lake Forest Poverty Awareness Day”
Background material and the Proclamation can be found beginning on page 11
2. Comments By City Manager
A. Annual Community Goals and Priorities
- Robert Kiely Jr., City Manager
A copy can be found beginning on page 13
B. Report on Deerpath Golf Course
- Vince Juarez, Kemper Sports Management General Manager, DPCG
C. Approval of an Ordinance modifying the Class K Liquor License for the Lake Forest Beach from a one week renewable Liquor License to an annual license (Waive first reading and Grant Final Approval)
Presented By: Sally Swarthout, Director Parks, Recreation, and Forestry
(847-810-3942)
Purpose And Action Requested: Staff requests approval of an Ordinance (beginning on page 16) that modifies the Class K Liquor License to an annual liquor license and changes the fee.
Background/Discussion: On June 19, 2017, City Council approved a pilot program for the provisional sale and consumption of beer and wine at Forest Park Beach in approved containers from 4:00pm to 9:00pm, July 1 through October 1, 2017 in a designated area. The program was granted a Class K liquor license, a one week renewable license, that authorizes the consumption of certain alcoholic beverages in a public beach area with exceptions to various open container and public consumption prohibitions found in Chapter 111 and 97 of the City Code. Kemper Sports Management obtained the liquor license and implemented the program from July 8- September 8, 2017 on designated days and hours in a specified area in accordance with the conditions specified in the pilot program. The program was well received by the public and no incidences occurred during the test period.
Modifications of the Class K liquor license are being proposed for Council’s consideration to include year-round service when the beach is operational to help to ensure the success of the concessions program. Modification would allow for an annual license with restrictions which meet obligations with the City and the Parks, Recreation and Forestry section consistent with other beach operations. The other restrictions applicable to Class K licenses would remain in place, including that beer and wine may only be sold and consumed in the designated beach area, the signage requirements, and the restrictions on the type containers in which beer and wine may be served. The second modification is to change the current fee from $40.00 weekly to an annual fee of $1500.00 for the license
Budget/Fiscal Impact: Currently there is no fiscal impact. The City of Lake Forest and KemperSports Management have an agreement in place that allows for liquor licensing fees to be waived. A positive fiscal impact will occur if another Licensee/Vendor is granted the Class K License.
Council Action: If determined to be appropriate by the City Council, waive first reading and grant final approval of an Ordinance modifying the Class K Liquor License from a one week renewable license to an annual license, and modify the current fee associated with the License.
3. Comments By Council Members
1. Ratification of Engagement of Special Counsel regarding Practices and Procedures
Contact: Third Ward Alderman, Jack Reisenberg
Background/Discussion: In response to recent events, the City Council has engaged Leigh Jeter as special counsel to review certain practices and procedures of the City and its personnel. In order to expedite such review, the City Council engaged Atty. Jeter during the holidays, when no Council meeting was scheduled. This motion is to formally approve the action of the Council to engage Atty. Jeter.
Council Action: Ratification of Engagement of Special Counsel regarding Practices and Procedures
4. Opportunity For Citizens To Address The City Council On Non-Agenda Items
5. Items For Omnibus Vote Consideration
1. Approval of the December 18, 2017 City Council Meeting Minutes
A copy of the minutes can be found on page 18
Council Action: Approval of the Minutes
2. Check register for period of December 2, 2017-January 5, 2018
Fund Invoice Payroll Total
General 499,089 1,083,474 1,582,563
Water & Sewer 2,156,962 121,154 2,278,116
Parks & Recreation 139,045 305,569 444,614
Capital Improvements 305,152 0 305,152
Motor Fuel Tax 0 0 0
Cemetery 240,638 21,121 261,759
Senior Resources 11,727 21,092 32,819
Deerpath Golf Course 753,160 1,997 755,157
Fleet 97,596 39,010 136,606
Debt Funds 2,068,991 0 2,068,991
Housing Trust 0 0 0
Park & Public Land 100,364 0 100,364
All other Funds 1,376,134 142,315 1,518,449
$7,748,858 $1,735,732 $9,484,590
3. Special Event Approval of the Recurring “Class A” Special Event Permits Proposed for 2018
Staff Contact: Michael Strong, Assistant to the City Manager (847-810-3680)
Background/Discussion: Each year, City staff reviews and revises the Special Events Policy, as appropriate; reviews related Schedule of Fees; considers budget requests for events that the City opts to subsidize; and grants approvals, as appropriate, for special events considered under the policy. The approval process for each special event depends on their scope and scale. Large special events, which are typically classified as “Class A” special events, require the use of public property, request or require substantial city services (e.g. property, personnel, equipment, resources), or anticipate crowds in excess of 500 patrons. These special events require both City Manager and City Council approval prior to their authorization.
In advance of the special event season each year, City staff compiles a list of the annual recurring “Class A” special events and provides it to City Council for their review and approval to aid these organizations in their planning for the upcoming year. The list of current recurring “Class A” events planned for 2018 is included on page 25.
Council Action: Staff Recommends that City Council Grant Approval of the Recurring “Class A” Special Event Permits Proposed for 2018.
4. Approval of Additional Funding to GeWalt Hamilton Associates Inc. for engineering services related to the Central Business District Train Station Renovation Project in an amount of $4,711.70
Staff Contact: Mike Strong, Assistant to the City Manager (810-3680)
Purpose And Action Requested: Pursuant to Section 5.10(D) of the City’s Purchasing Directive, the City Council has the authority to authorize changes to previously authorized contracts for construction and professional engineering services. Toward this end, City staff is requesting City Council approval of additional funds related to a professional services contract with GeWalt Hamilton Associates Inc. for construction engineering services to overseeing the Central Business District train station Illinois Transportation Enhancement Program (“ITEP”) Renovation Project. City staff is requesting an additional $4,711.70 to cover anticipated expenses of professional services needed to close out the project. The Public Works Committee reviewed and approved this request during their December 13, 2017 meeting.
Background/Discussion: At the January 17, 2017, City Council meeting, City Council approved a professional services agreement with GeWalt Hamilton Associates Inc. in an amount of $71,279.26 to provide professional engineering services to oversee construction for the final stage of the ITEP grant-funded renovation project of the historic central business district train station. Such professional services are required for ITEP projects because the Illinois Department of Transportation (“IDOT”), as the overseeing agency for ITEP, requires a technician certified in IDOT documentation to complete various project-related reports, forms and documents.
The scope of the final stage of improvements included the relocation and expansion of the restroom facilities from their current location to the former tenant space on the south end of the main depot building. On April 3, 2017, the City Council approved the construction contract for this project with MAG Construction Co. for $364,344.05 along with a $30,000 noncontractor specific contingency for the project. The total City Council authorized budget for this stage of the project is $465,623.31.
Construction commenced in May 2017, and completed in late October. During construction, the Contractor faced significant unanticipated work related to the scope of work for the project. Among the additional work that was required included the complete demolition and replacement of the subfloor and adjustment of floor heights to align a new entrance to lobby with egress to the train platform. To accommodate these changes, the Illinois Department of Transportation (“IDOT”) authorized an additional 37 working days to perform the work. The additional costs incurred by both the MAG Construction Co. and GeWalt Hamilton Associates Inc., were able to be absorbed within either their contract or the project contingency previously authorized by City Council.
However, while construction of the project is complete, ITEP projects typically require a substantially amount of time to properly closeout and coordinate final approvals with IDOT. While GeWalt Hamilton Associates Inc. is in the process of completing final paperwork, City staff estimates that the additional time needed to complete this work exceeds that which is available in the remaining project budget. In early January, City staff received a revised estimate from GeWalt Hamilton & Associates Inc. of $5,099.07, an increase of $33.67 from the previous estimate reviewed by the Public Works Committee, for the additional work needed to close out the ITEP Project.
Project Review/Recommendations:
Reviewed Date Comments
Public Works Committee 12/13/17 Reviewed and Approved
Budget/Fiscal Impact: Based on the authorized expenditure limits, and estimate for final billing to close out this project, City staff currently forecasts a $4,711.70 shortfall.
Vendor; Originally Authorized; Final Estimate; Over/(Under) Funded:
GeWalt Hamilton Associates, Inc;. $71,279.26; $105,984.35; ($34,705.09)
MAG Construction Co.; $364,344.05; $364,350.66; ($6.61)
Contingency; $30,000.00; -; $30,000.00
Total; $465,623.31; $470,335.01; ($4,711.70)
Below is an estimated summary of remaining project budget and requested amount.
FY2018 Funding Source; Amount Budgeted; Amount Requested; Budgeted? Y/N:
Capital Fund; $33,572.81; $4,711.70; Y
Council Action: City Staff requests that City Council approve additional funding to GeWalt Hamilton Associates Inc. for additional engineering services related to the Central Business District Train Station Renovation Project in an amount of $4,711.70.
5. Consideration of a Recommendation from the Zoning Board of Appeals in Support of an Amendment to a Special Use Permit for the Knollwood Club Approving Modifications to the Previously Approved Site Plan. (First Reading, and if Desired by the City Council, Final Approval)
Staff Contact: Catherine Czerniak,
Director of Community Development (810-3504)
Purpose And Action Requested: The following recommendation from the Zoning Board of Appeals is presented to the City Council for consideration as part of the Omnibus Agenda.
Background And Discussion: In June and October 2017, the Zoning Board of Appeals held a public hearing to consider a request from the Knollwood Club for approval of relocation of paddle courts to a more central location, the addition of a new building to support the paddle and tennis court activities, expansion of a parking lot in the area of the existing paddle courts, and related improvements to lighting, sidewalks and roadways.
At the June meeting, the Board heard public testimony from four residents about drainage issues in the Knollwood Subdivision. The Board continued the petition to allow discussions to occur between residents in the Knollwood Subdivision and representatives of the Knollwood Club regarding the drainage concerns. At the October meeting, the Knollwood Club representatives and the Club’s consulting engineer reported on the meetings that were held and committed to collaborating with residents to work through the drainage issues in the overall area which relate primarily to the aging, privately owned infrastructure. No public comments were presented to the Board at the October meeting. After deliberation, the Board voted 7 to 0 to recommend approval of the petition.
An Ordinance amending the existing Special Use Permit to authorize modifications at the Knollwood Club, subject to conditions as recommended by the Zoning Board of Appeals, is included in the Council packet beginning on page 26. Additional background information on this petition is also included in the Council packet following the Ordinance.
Council Action: If determined to be appropriate by the City Council, waive first reading and grant final approval of an Ordinance amending the Special Use Permit for the Knollwood Club as recommended by the Zoning Board of Appeals.
Council Action: Approval of the five (5) Omnibus items as presented
6. Ordinances
1. Consideration of a Recommendation from the Plan Commission in Support of a Special Use Permit Authorizing a Bank and Drive Thru Facility for Chase Bank and Consideration of a Recommendation from the Building Review Board in Support of Design Aspects of the Development Proposed at 884 S. Waukegan Road. (Waive First Reading, and if Desired by the Council, Grant Final Approval of the Ordinances)
Presented By: Catherine Czerniak, Director of Community Development
(810-3504)
Purpose And Action Requested: Based on recommendations from the Plan Commission and Building Review Board, the City Council is asked to consider two ordinances. The first approving a Special Use Permit to authorize a bank and drive thru facility in the B-1 District and the second, approving architectural and site design for the proposed development. The site is located on the west side of Waukegan Road, north of Gloucester Crossing.
Background And Discussion: The new bank branch is proposed to be constructed at 884 S. Waukegan Road, which until recently, was the site of a McDonald’s restaurant. Demolition of the existing building is proposed. The new building is proposed generally in the same foot print as the existing building. No changes are proposed to the existing curb cuts and the parking lot will also remain generally in the existing configuration with minor changes. Enhanced pedestrian connections on the site and to points off the site are proposed.
Review To Date:
Plan Commission 12/13/2017
Public Hearing closed, recommendation in support of the petition was forwarded to the City Council subject to conditions. Vote: 6 to 0
Building Review:
Board 11/1/2017
Public Hearing closed, recommendation forwarded to the City Council subject to conditions of approval. Vote: 6 to 0
Plan Commission 9/20/2017:
Public Hearing Continued
Commission continued the petition and directed further study and refinement of the site and building design to achieve greater compatibility with the adjacent commercial development, to enhance the adaptability of the building for future uses and to improve pedestrian connectivity in the area. The petition was directed to the Building Review Board. Additional traffic count information was requested.
Plan Commission 8/9/2017:
Public Hearing Opened
Commission continued the petition to allow further consideration of the petition with respect to the applicable criteria, the appropriateness of another bank in the area and further deliberation on the traffic counts and overall site plan.
The Plan Commission heard testimony both in opposition to and in support of the petition. Several residents voiced a preference for retaining McDonald’s at the site and opposition to another bank in the area. Owners of neighboring commercial properties testified in support of the petition noting that Chase Bank, a National Bank, will be making a substantial investment in the area and may attract customers into the area who will support existing businesses in the area.
The Building Review Board heard testimony from residents supporting the design of the site, the architecture of the building and the enhanced pedestrian walkways. Requests were made to provide bike racks on the property and to maintain a low light level on the site. The petitioner agreed to accommodate both requests.
Written correspondence received throughout the process was made available to the City Council.
The Ordinances detailing the conditions of approval, the site plan and building elevations are included in the Council packet beginning on page 45. The site plan, building elevations and landscape are exhibits to both Ordinances however, to avoid duplication, these documents are only included once in the Council packet. Additional background is also included in the Council packet following the Ordinances. The complete Board and Commission packets were previously made available to the Council.
Budget/Fiscal Impact :In recognition of the fact that a bank at this location, rather than a restaurant or retail use, will result in the loss of an opportunity for the City to receive sales tax revenues, the property owner proposes a one-time payment to the City to support maintenance of infrastructure, landscaping and amenities in the area. The proposed payment is set forth in a recent letter to the Mayor and referenced in the Special Use Permit Ordinance.
Council Action: If determined to be appropriate by the City Council, waive first reading of an Ordinance granting a Special Use Permit authorizing Chase Bank and an associated ATM drive thru and approving the overall redevelopment plan for property located at 884 S. Waukegan Road.
And
If determined to be appropriate by the City Council, waive first reading of an ordinance granting final approval of the Ordinance approving the Chase Bank petition in accordance with the Building Review Board’s recommendation.
7. New Business
1. Report on the Waukegan Road/Everett Intersection Improvement Project
(information only)
-Robert Ells, Engineering Superintendent
A memo is attached in your packet beginning on page 76
2. Discussion on use of Leaf Blowers within the City and related Noise Ordinance
(information only)
-Chuck Myers, Superintendent of Parks & Forestry
8. Additional Items For Council Discussion
Executive Session
1. Executive Session pursuant to 5 ILCS 120/2 (c), (1), The City Council will be discussing personnel.
Adjournment into Executive Session
Reconvene Into Regular Session
9. Adjournment
https://www.cityoflakeforest.com/assets/1/27/CC_2018_01_161.pdf
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