City of Lake Forest City Council met Nov. 4.
Here is the agenda provided by the council:
CALL TO ORDER AND ROLL CALL 6:30pm
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
A. Approval of the Deed of Gift of the Original 1857 Map of The City of Lake Forest to The Newberry Library in Chicago
STAFF CONTACT: Susan Banks, Communications Manager (847-810-3672)
PURPOSE AND ACTION REQUESTED: Staff requests City Council approval of the Deed of Gift of the original 1857 map of The City of Lake Forest to the Newberry Library.
BACKGROUND/DISCUSSION: Beginning in November of 2018, the City received a request from the History Center of Lake Forest-Lake Bluff to move the original surveyor’s map from 1857 from City Hall to the new history museum. Discussions began between the History Center, the Preservation Foundation and City Staff, prompting a formal appraisal of the map and more discussion on the safest and most proper permanent home for this rare map, which was valued at $50,000.
In January 2019, it was determined by the History Center, the Preservation Foundation and City Staff and Attorney that The Newberry was the proper and ultimate location for this piece for several reasons:
1) The History Center initiated a goal to have more than 1,000 maps of Lake County in its digital database over the next three years.
2) None of the City buildings nor the History Center are a safe enough environment to house this rare and fragile document. The Newberry has special temperature and light-controlled rooms for these types of pieces.
3) In 2015 The City hired a professional company to conserve the map for$13,138, including a $2500 contribution from the Preservation Foundation.
4) The Newberry “is honored to serve as the steward of this historic document and grateful to the City of Lake Forest for entrusting it” to its care; and “looks forward to working with the City in the future; preserving and making this treasure known and safely available to students, scholars, and members of the general public.” All references and uses of the map will include: “The Newberry Library. Gift of The City of Lake Forest.”
5) The City will receive copies of new digital files, at no cost, if they are made by The Newberry.
The Deed of Gift has been reviewed and approved by the City Attorney and signed by The Newberry Library, it can be found on page 14 of your packet.
BUDGET/FISCAL IMPACT: N/A
COUNCIL ACTION: Grant Approval of Deed of Gift of the Original 1857 Map of The City of Lake
Forest to The Newberry Library in Chicago
2. COMMENTS BY CITY MANAGER
3. COMMITTEE REPORTS
A. Audit Committee Report-Fiscal Year 2019 Annual Financial Report
PRESENTED BY: Vincent Sparrow, Audit Committee Chairman STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests receipt of the audit report for the fiscal year ended April 30, 2019.
BACKGROUND/DISCUSSION: The Comprehensive Annual Financial Report (CAFR) for the fiscal year ended April 30, 2019 is provided beginning on page 16. A bound copy of the CAFR is available upon request and an electronic copy will be made available on the City web site following City Council acceptance of the report. The document has been reviewed by the Audit Committee with Baker Tilly Virchow Krause, the City’s independent audit firm, and has been accepted by the Audit Committee. The City has received an unmodified opinion on its Fiscal Year 2019 financial statements.
The City has been awarded the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association for forty consecutive years. This year’s report will once again be submitted to GFOA for consideration of this award.
The Audit Committee met four times in 2019 and highlights of those meetings as well as the audit report will be presented this evening by Audit Committee Chairman Sparrow.
COUNCIL ACTION: Receipt of the audit report for the fiscal year ended April 30, 2019.
A. Determination of Non-Binding Estimate of the Amount of Revenue to be generated from Property Taxes for the 2019 Calendar Year in Accordance with the Truth in Taxation Statute and Establishment of a Public Hearing Date for the 2019 Tax Levy (if required)
PRESENTED BY:Elizabeth Holleb, Finance Director( 847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests City Council approval of a non-binding estimate of the amount of revenue to be generated from property taxes in calendar year 2019 and setting of a public hearing date if this estimate exceeds 105% of the prior year’s tax extension in accordance with State Statutes.
BACKGROUND/DISCUSSION: Under the Truth in Taxation Act, the City Council is required to determine the estimated amount of money to be raised by taxation twenty (20) days prior to the adoption of the annual tax levy. The amount determined is an estimate, and may be increased or decreased under the statute, provided that any increase does not exceed 105% of the prior year’s tax extension without the required notice and public hearing. This estimate is preliminary and initiates the public process for the 2019 tax levy by establishing an estimated amount from which staff can prepare a proposed levy ordinance. A discussion regarding the 2019 tax levy is scheduled for the November 12 Finance Committee budget workshop. The tax levy ordinance will be considered by the City Council on November 18 and again on December 2, 2019.
The 2019 property tax levy estimate, as considered by the Finance Committee on October 21, is as follows:
|Levy||2018 Extended||2019 Levy Estimate||% Increase (Decr.)|
|Aggregate Levy||$ 30,630,237||$ 31,881,291||4.08%|
|Debt Service Levy||1,669,665||1,901,820||13.90%|
|TOTALLEVY||$ 32,299,902||$ 33,783,111||4.59%|
• 1.90% overall increase in compliance with the tax cap applicable to 2019 levies under the Property Tax Extension Limitation Law (PTELL),
• an increase due to new construction as estimated by the Lake County Assessor’s Office (not yet available, so will be added at a later date),
• an increase in funding requirements for police and fire pension as established by a 4/30/19 independent actuarial valuation, and
• required debt service levy amounts as established by bond ordinances approved at the time of debt issuance.
Based on the preliminary estimate, a public hearing would not be required under the Truth in Taxation Act.
|Finance Committee||10/21/19||Approval of 2019 Tax Levy Estimate|
|City Council||9/3/19||Approval of revised Pension Funding Policy|
4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS.
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the October 21, 2019 City Council Meeting Minutes
A copy of the minutes can be found beginning on page 229.
COUNCIL ACTION: Approval of the October 21, 2019 City Council Meeting Minutes.
2. Approval of the Check Register for September 21-October 25, 2019
STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612)
BACKGROUND/DISCUSSION: City Code Section 38.02 sets forth payment procedures of the City. The Director of Finance is to prepare a monthly summary of all warrants to be drawn on the City treasury for the payment of all sums due from the City (including all warrants relating to payroll and invoice payments) by fund and shall prepare a detailed list of invoice payments which denotes the person to whom the warrant is payable. The warrant list detail of invoice payments shall be presented for review to the Chairperson of the City Council Finance Committee for review and recommendation. All items on the warrant list detail recommended for payment by the Finance Committee Chairperson shall be presented in summary form to the City Council for approval or ratification. Any member of the City Council shall, upon request to the City Manager or Director of Finance, receive a copy of the warrant list detail as recommended by the Finance Committee Chairperson. The City Council may approve the warrant list as so recommended by the Finance Committee Chairperson by a concurrence of the majority of the City Council as recorded through a roll call vote.
The Council action requested is to ratify the payments as summarized below. The associated payroll and invoice payments have been released during the check register period noted.
Following is the summary of warrants as recommended by the Finance Committee Chairperson:
COUNCIL ACTION: Approval of the Check Register for September 21 – October 25, 2019
3. Approval of an Amendment to the City Council Schedule of Regular Meetings Previously Adopted by the City Council for the Year 2020
STAFFCONTACT:Margaret Boyer, CityClerk(810.3674)
PURPOSE AND ACTION REQUESTED: Due to a number of scheduling conflict, staff is seeking approval of an amendment to the City Council Schedule of Regular Meetings previously adopted by the City Council for the Year 2020.
BACKGROUND/DISCUSSION: The City Council previously approved a meeting schedule at its Monday, May 20, 2019 Second Session City Council meeting. The amendment is a change to the March Budget meeting from Monday, March 9, 2020 to Thursday, March 12, 2020. Location and time remain the same. (Municipal Services Building, 5pm)
A copy of the amended schedule can be found beginning on page 233.
COUNCIL ACTION: Approval of an Amendment to the City Council Schedule of Regular
Meetings previously adopted by the City Council for the Year 2020
4. Approval of a Proclamation Honoring National Indian Heritage Month
STAFF CONTACT: Susan Banks, Communications Manager (847-810-3672)
A copy of the Proclamation can be found on page 235 of the packet
COUNCIL ACTION: Approvalof a Proclamation Honoring National Indian Heritage Month
5. Approval of Health Insurance Contract Renewals and Authorization for the City Manager to Execute Contracts Related to the Renewals
STAFF CONTACT: DeSha Kalmar, Director of Human Resources (847-810-3530)
PURPOSE AND ACTION REQUESTED: PCA Committee and Staff are recommending retaining current health plan providers for Calendar Year 2020. Benefit changes from prior years, revised prescription contract costs from 2019, and the City’s Think Healthy wellness program effective last year are meeting expectations.
BACKGROUND/DISCUSSION: The City provides a self-funded medical and dental plan and insured life insurance, transplant coverage, and reinsurance (stop loss) for large claims and total liability. The cost is determined by forecasts based on actual claims, fixed costs for administration, reinsurance, and costs for life insurance. Human Resources, through a collaborative process with employee work groups, is recommending no changes to the health insurance benefits for employees. Wright Benefit Strategies, our insurance consultant, recommended not bidding stop loss this year after marketing it last year. The reason for the recommendation is that bidding every year reduces leverage in negotiations in difficult claim years, and potentially puts the City at greater risk of large exclusions, rate increases, or both. In the case of our stop loss coverage, we were able to negotiate significant rate reductions this year because we stayed with the same carrier. We have been bidding this service about every two years. In addition, bidding of other services is not recommended at this time due to favorable results and contractual features relating to our benefit structure. Staff is recommending renewing with current providers for January of 2020.
|PCA Committee||11/4/19||Being reviewed prior to the City Council meeting|
• Retain Serve You Rx Pharmacy Benefit Administration for Prescription Drug Card for the Final Two Years of a Three-Year Contract. Serve You Pharmacy Card services are in the first year of a three-year contract following evaluation against two leading providers for the 2019 calendar year. Serve You services are integrated into the City health plan. Contractual discounts and fees are remaining the same. Drug rebates are expected to decrease based on lower utilization of brand drugs. Serve You is meeting expectations.
• Retain Professional Benefit Administrators (PBA) for Administration and Billing Services PBA medical administration fees increased slightly by $1,928. PBA is a low-cost provider for administration of the City health plan, including claims administration and coordination of medical plan services and administration of the City flexible spending account. Staff and the City’s insurance consultant recommend retaining PBA based on their service and the nature of the City’s benefit structure, as costs are similar to other providers. PBA is meeting expectations.
• Retain preferred provider network administration with CIGNA through PBA Cigna provides networks and managed care services through a contracted relationship with PBA. CIGNA provides broad access and favorable discounts. Services are meeting expectations.
• Retain Voya for stop loss coverage and retain Optum Health for Transplant coverage.
Voya provides Specific reinsurance for large claims over $150,000 and Aggregate reinsurance for total claims in a calendar year. Staff requested bids for stop loss coverage for the 2019 calendar year, and Voya was the lowest cost carrier. For 2020, Voya agreed to reduce the renewal to an adjustment in rates below industry trend, providing full coverage for ongoing conditions without exclusions.
• Retain CIGNA Group Life Insurance for a Two-Year Period. Cigna provides City paid Basic Life insurance together with offering voluntary, employee-paid life insurance for employees and dependents. Cigna provides a benefit structure that meets the City’s benefit design including the voluntary employee insurance. Cigna’s costs are not changing and are guaranteed for two years. Cigna is meeting expectations.
|Funding Source: Self-Insurance Fund Spread over FY20 and FY21 budgets||Current||Amount Requested||Budgeted?|
|Summary Pricing Serve You Rx|
|• Dispensing Fees||$2,590||$2,547||Yes|
|• Generic Discount Retail/Mail Order||76%/81%||76%/81%||Yes|
|• Rebates Paid to Plan||$(87,290)||$(76,040)||Yes|
|Summary Pricing PBA||$93,736||$95,664||Yes|
|Summary Pricing CIGNA PPO||$48,262||$50,234||Yes|
|Summary Pricing Voya|
|• Specific Premium||$689,737||$741,056||Yes|
|• Aggregate Premium||$12,820||$13,737||Yes|
|• Transplant Premium (Optum)||$28,262||$29,385||Yes|
|Summary Pricing CIGNA Life Funding Source: Operating Budgets||$22,731||$22,731||Yes|
Administrative Directive 3-5, Section 9.1J – Existing Relationship
City Manager to execute the following contracts:
• retaining Professional Benefit Administrators (PBA) for administration and billing services
• retaining preferred provider network administration with CIGNA through PBA
• retaining Voya for stop loss coverage,
• renewing with Optum Health for transplant coverage, a component of stop loss coverage,
• retaining CIGNA for life insurance for a two-year period; and
• approve continuation of City contract with Serve You for prescription drug coverage for a two-year period
COUNCIL ACTION: Approval of Health Insurance Contract Renewals and Authorization for the City Manager to Execute Contracts Related to the Renewals
6. Award of Bid for the Mayflower Ravine Repair to North Shore Boring in the amount of $34,710.00 and Kinnucan Tree Experts in the amount of $45,434.16 for the Combined Project Amount of $80,144.16
STAFF CONTACT: Jim Lockefeer, Public Works Management Analyst (810-3542)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff are requesting approval of a bid for the Mayflower Ravine Repair Project to North Shore Boring in the amount of $34,710.00 and Kinnucan Tree Experts in the amount of $45,434.16 for the combined project amount of $80,144.16.
BACKGROUND/DISCUSSION: The Mayflower Ravine Repair is located south of the intersection of Mayflower Road and Spring Lane and just north of the Ferry Hall Bridge.
This project will repair a ravine bank washout that was caused by stormwater overtopping the roadway curb during heavy rainfall events. This stormwater issue had been occurring due to inadequate capacity of the catch basin system conveying the water from the roadway to the bottom of the ravine. When this storm sewer is at capacity, stormwater begins to pond and will eventually overtop the curb and flow freely down this ravine bank. Overtime, the flow down the ravine has caused a washout of the ravine bank. The repair is needed in order to maintain the stability of the ravine bank, adjacent road, and bridge abutment.
The repair was designed by the City Engineer and reviewed by Public Works staff. The design will increase the capacity of the roadway storm sewer to greatly reduce the occurrences of stormwater overtopping at the curb and flowing down the ravine bank. The design will also restore and further stabilize the ravine bank,
|Public Works Committee||10/30/2019||Reviewed & Approved|
|Firm||Project Component Bid||Cost|
|North Shore Boring||A||$34,710|
|Campanella & Sons||Both||$194,500|
Upon review of all the received bids, Public Works Department staff recommends proceeding with the low bids received by North Shore Boring and Kinnucan. Both firms have completed numerous projects within the City and had other positive references.
Below is an estimated summary of Project budget:
|FY2020 Funding Source||A mount Budgeted||A mount Requested||Budgeted? Y/N|
|Capital Fund Headwall / Culvert/ Ravine 311-3703-467.67-26||$350,000
If approved, City staff and the contracting firms will look to begin the work as soon as the contractors’ schedule allows.
COUNCIL ACTION: Approve of a bid for the Mayflower Ravine Repair to North Shore Boring in the amount of $34,710.00 and Kinnucan Tree Experts in the amount of $45,434.16 for the combined project amount of $80,144.16.
7. Authorization to Dispose of City Property; Sale of Existing 1991 Ladder Tower via Gov Deals to the Highest Bidder in the Amount of $32,500
STAFF CONTACTS: Pete Siebert, Fire Chief (810-3864) Michael Thomas Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to dispose of surplus City equipment. Per Administrative Directive 3-2, any item staff believes has a current value of $4,000 or more requires City Council approval to sell. The item is sold via a public bidding process, and in this case, via multiple on-line and industry publications.
BACKGROUND/DISCUSSION: The 1991 Pierce Lance Ladder Tower was taken out of service in September, 2019. The vehicle has played an important role in the City’s Fire Department for over 28 years. With the acquisition of the Knollwood Ladder truck, which was placed into service in September, 2019, Ladder Tower 231 is no longer needed for the Fire Department. The sale of this truck will allow the Fire Department to continue to implement its fleet replacement plan.
Department staff utilized GovDeals, an online government surplus and unclaimed Property auction website, as it has with other recent Fire Department equipment sales. The highest bid received for the auction period met the Department’s reserve price of $32,500. Reviewing the current market and dollars received for similar units, staff believes the bid is a fair price and recommends approving the sale of the unit. Upon approval by City Council, staff will notify GovDeals that the sale was approved and the transaction will proceed. Payment will be made via wire transfer to The City of Lake Forest.
BUDGET/FISCAL IMPACT: Per Section 3.10 of administrative Directive 3-2, all revenues received from the sale of the ladder tower will be credited to the appropriate fund from which the item was purchased; in this case, the Capital Fund.
COUNCIL ACTION: Authorization to Dispose of City Property; Sale of Existing 1991 Ladder Tower via Gov Deals to the Highest Bidder in the Amount of $32,500
8. 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.
420 Washington Road – The Zoning Board of Appeals recommended approval of variances from the lot-in-depth and steep slope setbacks to allow restoration and renovation of a non-conforming residence including construction of two small additions, a rear facing dormer and at grade, pervious patios. Two neighbors provided input on the architectural aspects of the project and refinements were made in response to the comments. (Board vote: 7 - 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 236. 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.
9. Consideration of a Recommendation from the Plan Commission in Support of Final Approval of a Plat of Subdivision for Property Located at 279 Scott Street and 931 McKinley Road. (Approval by Motion)
STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: Consideration of a recommendation from the Plan Commission in support of final approval of a plat of subdivision to allow each unit and the adjacent yard area in a new duplex development to be held in separate ownership.
In September, 2018, based on a recommendation from the Building Review Board, the City Council approved redevelopment of the property located on the southeast corner of McKinley Road and Scott Street with a duplex development, one building with two separate living units each with an attached garage and yard area. Construction on the site is nearing completion.
The City Code requires that any development that creates parcels or units that will be held in separate ownerships must be approved through a public process and documented with a recorded plat. The plat of subdivision as recommended by the Plan Commission delineates each unit and the associated garage, driveway and yard areas. Once the plat is approved, each unit will be sold to separate buyers. There appears to be strong interest in the units from potential buyers.
No changes to the previous approvals are proposed or authorized in conjunction with the approval of the plat of subdivision.
The Plan Commission held a public hearing on June 20, 2019 to consider this petition. The Commission commended the project and thanked the developer for a creative and high quality approach to redevelopment of the property. No public testimony was presented. The Plan Commission voted 4 to 0 to recommend approval of the plat of subdivision to the City Council. The Plan Commission’s report and a copy of the plat are included in the Council packet beginning on page 246.
COUNCIL ACTION: Approve a motion granting final approval of a plat of subdivision for property located at 279 Scott Street and 931 McKinley Road
COUNCIL ACTION: Approval of the nine (9) Omnibus items as presented
7. NEW BUSINESS
8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS
1. EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c) (11), The City Council will be discussing threatened or pending litigation and (1), The City Council will be discussing personnel.
Adjournment into Executive Session Reconvene into Regular Session