City of Lake Forest City Council met March 2.
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. Deerpath/Route 41- IDOT Pump Station Project Update
- Michael Thomas, Director of Public Works
2. COMMENTS BY CITY MANAGER
A. Community Spot Light
- Lake Forest Lake Bluff History Center
o Carol Summerfield, Executive Director
B. Department Spot Light- Recreation
- Deerpath Golf Club
o Vince Juarez, General Manager
3. COMMITTEE REPORTS
4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS.
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the February 18, 2020 City Council Meeting Minutes
A copy of the minutes can be found beginning on page 15
COUNCIL ACTION: Approval of the February 18, 2020 City Council Meeting Minutes.
2. Approval of the Check Register for the Period of January 25 to February 21, 2020
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:
Included in the “All other Funds” total is $877,280 for the annual member contribution to the Intergovernmental Risk Management Agency (IRMA) and $490,134 in Self Insurance Fund expenses for the medical/dental insurance programs.
COUNCIL ACTION: Approval of the Check Register for the Period of January 25 to February 21, 2020
3. Approval of a Parks & Recreation Board Recommendation to Approve Annual Tree Purchasing in the Forestry FY2021 Budget
STAFF CONTACT: CHUCK MYERS, SUPERINTENDENT OF PARKS AND FORESTRY, 810-3565
PURPOSE AND ACTION REQUESTED: The Parks & Recreation Board requests approval to purchase trees/plant material from multiple vendors, based on joint tree purchasing bid.
BACKGROUND/DISCUSSION: The City’s Forestry section conducted the annual joint bid with the City of Highland Park and the Highland Park-Park District to leverage volume discounts for the purchasing of trees on city streets, parks, and other City-owned properties. Staff received seventeen (17) bids for the purchase of over 66 varieties of balled and burlaped trees, with an average price of $250 for a 2.5”caliper tree. Multiple vendors will be used to secure the requested number of trees, sizes, and varieties while adhering to our stringent quality controls. Based on species availability and the quality of the product, additional vendors may need to be used. Additional purchasing will comply with the City’s purchasing policy. The forestry section anticipates planting 300 trees this year.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Parks & Recreation Board | 02/20/20 | Recommend Approval |
Has competitive pricing been obtained for proposed goods/services? Yes Recommended Bidder/Proposer is BOLDED
| Company Name | Dollar Amount Bid | ||||
| Arthur Weiler Nursery | (Based on species/availability) | ||||
| Chestnut Ridge Nursery | (Based on species/availability) | ||||
| Charles J. Fiore Nursery | (Based on species/availability) | ||||
| Goodmark Nurseries | (Based on species/availability) | ||||
| Gro Horticultural Enterprises | (Based on species/availability) | ||||
| Ivanhoe Nursery | (Based on species/availability) | ||||
| Johnson’s Nursery | (Based on species/availability) | ||||
| Kankakee Nursery | (Based on species/availability) | ||||
| Landcare & Lawn Maintenance | (Based on species/availability) | ||||
| Majestic Oaks Nursery | (Based on species/availability) | ||||
| Mill Creek Nursery | (Based on species/availability) | ||||
| R & S Bristol Farms | (Based on species/availability) | ||||
| Schichtel’s Nursery | (Based on species/availability) | ||||
| Spring Grove Nursery | (Based on species/availability) | ||||
| SiteOne Landscape | (Based on species/availability) | ||||
| St. Aubin’s Nursery | (Based on species/availability) | ||||
| Wilson Nursery | (Based on species/availability) | ||||
Below is an estimated summary of Project budget:
| FY2021 Funding Source | Amount Budgeted | Amount Requested | Budgeted? Y/N |
| Capital Fund 311 | $80,000 | $80,000 | Y |
4. Approval of a Parks & Recreation Board recommendation to authorize the City Manager to enter into a contract with Mariani Landscape for Grounds Maintenance Services at Forest Park in the Parks FY2021 Budget
STAFF CONTACT: CHUCK MYERS, Superintendent of Parks and Forestry, 810-3565
PURPOSE AND ACTION REQUESTED: Parks & Recreation Board requests approval to award a one year contract, the second of a three year agreement, with Mariani Landscape to provide mowing and grounds maintenance services at Forest Park for FY2021.
BACKGROUND/DISCUSSION: Forest Park is one of the oldest and most celebrated parks on the North Shore and a treasure for the residents of Lake Forest. After the completion of the highly successful rehabilitation project in 2015, the City’s Parks Section resumed its maintenance responsibilities and was charged with keeping the park in its pristine condition. Since 2011, the City has been outsourcing mowing on other City-owned properties and it has proven to be a beneficial fiscal approach by reducing labor expenses and long-term capital equipment replacement costs. Given the Parks Sections current workload, City Staff recognized the need to outsource Forest Park in order to ensure that the park is maintained at the highest level possible.
In FY2020, staff conducted an expansive bid process that includes mowing and extensive grounds maintenance services for Forest Park. In addition, staff included a three year option in the bid process that provided the City with the right to extend the contract after the first season or rebid the contract for FY2021 and FY2022.
Last year, Mariani Landscape began a new program that encompassed a number of sustainable practices. They deployed fully electric mowers, blowers and line trimmers in all service operations at Forest Park. This equipment delivers low noise, zero emissions and zero use of fossil fuels in the operation of this machinery. The reduction in noise pollution with electric mowers is significant and an important aspect of this program.
This year, Mariani will be introducing a new environmentally sustainable innovation to their lawn care services at Forest Park – Auto Mowers. They are clean, ecofriendly electric powered mowers with no operators that run quietly and provide a healthy and well- maintained appearance. Seasonally, there still may be times when conventional electric equipment is used but after the auto mowers learn the site, weekly mowing would be done by five auto mowers. There are also areas of the park where auto mowers will not work and they will need to use conventional mowers weekly. All of the above activities and procedures combine to provide the City of Lake Forest with a responsible and environmentally beneficial program in the execution of the significant grounds maintenance services they provide.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Parks & Recreation Board | 02/20/20 | Recommend Approval |
Has competitive pricing been obtained for proposed goods/services? Yes Below is an estimated summary of Project budget:
| FY2021Funding Source | Amount Budgeted | Amount Requested | Budgeted? Y/N |
| Parks Operating Fund 220 | $41,911.00 | $41,911.00 | Y |
5. Approval to Purchase a Redexim SandMaster 1600 for the Parks Section from Redexim Turf Products in the Amount of $60,468.33.
STAFF CONTACT: CHUCK MYERS, Superintendent of Parks and Forestry, 810-3565
PURPOSE AND ACTION REQUESTED: The Parks & Recreation Board and staff are recommending City Council approval to purchase a Redexim SandMaster 1600 for the Parks Section in the amount of $60,468.33.
BACKGROUND/DISCUSSION: The City’s Parks Section manages numerous athletic fields for baseball, soccer, lacrosse, and football. Our goal is to provide the best possible playing surface for these sports programs and reduce the number of cancellations for games and practices due to poor field conditions. The increased number of rain events and associated flooding over the past few years has proven to be extremely challenging to meet our goals and the expectations of our users. The increase in participation in youth sports has required additional dedication of land for practice and games, as well as a greater level of maintenance in order to keep the fields in playable condition. The additional challenge is that many of the athletic sport fields have been placed in neighborhood parks that were not originally designed to support high impact, on-going turf usage. Many of the fields have insufficient surface and sub-surface drainage systems to handle the high levels of precipitation over the past few years.
City staff has explored options for improving drainage and overall field conditions; however, these have been shown to be very costly and require a long period of down-time before the fields are ready to resume play. Some improvements have been made in recent years but many of the drainage issues have not been resolved. Staff has identified a new approach that is less expensive and does not require long periods of time for fields to be restored to playability. The SandMaster is a one-pass aerator and slit drainage machine that allows the use of wet or dry sand, gravel or other soil amendments to be incorporated into the soil profile. The SandMaster is pulled behind a tractor to create deep slits using vibrating knives that leave playing fields ready for play with very little surface disturbance. Staff has done reference checks with other communities that are using this devise and the feedback has been very positive.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Parks & Recreation Board | 02/20/20 | Review and Recommend Purchase |
On January 29, 2020 City staff released an invitation to bid for a new Redexim SandMaster 1600. The bid opening was on February 12, 2020 and two (2) sealed bids were received, as detailed below.
Utilizing the low bid for the Sandmaster, the total price for this unit is $60,468.33. Included in the price is additional wear parts, a 1-year full warranty, delivery and training.
Has competitive pricing been obtained for proposed goods/services? Yes
Recommended Bidder/Proposer is BOLDED
| Company Name | Dollar Amount Bid | ||||
| Redexim Turf Products | $60,468.33 | ||||
| Tropicars Golf & Utility Vehicles | $61, 868.33 | ||||
| FY2020 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted?
Y/N |
| 220-8024-475.75-02 Restricted SFIF Reserves Parks and Recreation Fund | 0 | $60,468.33 | N |
6. Award of Bid in the Amount of $38,985.00 with a 10% or $3,898 Contingency to Midwest Power Industry Inc. for the Lake Forest Water Treatment Plant Emergency Generator Radiator Rebuild.
STAFF CONTACT: Dan Martin, Superintendent of Public Works (847-810-3561)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff request City Council approval to award the bid to rebuild the radiator on the emergency generator located at the Water Plant to Midwest Power Industry Inc.
BACKGROUND/DISCUSSION: The Lake Forest Water Treatment Plant has two very large backup generators referred to as the west and east generators that were both installed in 2004. Each generator has the capacity to operate the Water Plant at 80% production demand. Only at times of peak water production do both generators need to be used to operate the Water Plant during a utility power loss. This past fall during a routine inspection, a small coolant leak was discovered coming from the west generator. The service contractor investigated and identified two areas leaking from the core of the radiator which is approximately 9 feet tall by 7.5 feet wide. The radiator core is comprised of rows of tubes and serpentine fins that work to transfer heat to the cooling fan. Staff proposed two options in the RFP: repair the generator using a new radiator or rebuild the existing radiator.
Based on the estimate for a new replacement radiator to be in excess of $100,000 with over a 12 month build lead time, staff chose to have the radiator rebuilt. The process includes removing the top and bottom tanks and the side panels from the center core. The inside of the tanks are flushed, prepped with new gaskets and everything is remounted to the new core. The reassembled radiator is pressure tested and repainted before being delivered and reinstalled. The rebuilt radiator will have a one year warranty
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 2/19/2020 | Reviewed and Approved |
bonding requirements, another admitted they thought that it was strictly an electrical job, and the last contractor did not reply to the inquiry.
Has City staff obtained competitive pricing for proposed goods/services? Yes
On December 2, 2019, staff received the following bids to rebuild the west generator:
| Company Name | Dollar Amount Bid | Notes |
| Midwest Power Industry,Inc. | $38,985.00 | Qualified Low Bidder |
| Steiner | $39,757.64 | Disqualified |
| Lion Heart | No Bid | Concerned about bond requirements |
| Piper Electric | No Bid | Electrical Repairs Only |
| Altorfer Cat | No Bid | No Response |
The total project cost including contingency of $42,883 is $2,912 over budget in the Water Plant operating budget’s contractual services account. The $2,912 overage will be covered by savings in other operating budget line items.
Below is an estimated summary of Project budget:
| FY2020 Funding Source | Amount
Budgeted | Amount Requested
Including Contingency | Budgeted?
Y/N |
| Contractual Services
501-6071-435.35-10 | $88,600.00 | $36,273.00 | Y |
| Contractual Services
501-6072-435.35-10 | $129,652.00 | $3,698.00 | Y |
7. Award of Contract in the Amount of $342,100 with a 10% or $34,210 Contingency to Reef Contractors and $25,000 to FGM Architects for Project Management for the Fire Department Locker Room Renovation.
STAFF CONTACT: Dan Martin, Superintendent of Public Works (810-3561)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff are requesting approval of a bid for the Fire Department Locker Room Renovation Project included in the FY2020 Capital Improvement Budget.
BACKGROUND/DISCUSSION: The Fire Department’s locker room located at the Public Safety Building, has not been renovated or seen any significant modifications since it was constructed in 1969, exceeding its expected useful life by many years. The locker room facilities do not meet ADA regulations. The locker room is not able to accommodate lockers for all staff, requiring lockers to be placed within the
restroom areas or kept in other office/sleeping quarters. Adding to the urgency to renovate the locker room is the hiring of two female firefighters, who are
currently using a converted bathroom off the apparatus bay floor as a temporary solution. Also, based on recent firefighter testing, the Department is potentially hiring a third female in the near future, making the temporary solution more insufficient.
Recognizing this renovation project needed to be expedited, in summer of 2017 staff retained FGM Architects Inc. of Oak Brook, Illinois (FGM) for a sum of $8,000 to conduct a needs assessment study of the locker room, in order to prepare conceptual drawings and renovation costs to address the issues. In July of 2019, the Public Works Committee and City Council reviewed and approved a contract to hire FGM to develop the drawings, specifications and assist with bid administration for $43,150. FGM used the selected design concept to address all ADA issues, provide three separate unisex restrooms with a shower, vanity, toilet, and changing area for privacy. The plan also expands the footprint to have all the lockers in one centralized location.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 2/19/20 | Reviewed and Recommended City Council Approval to Award Construction and Project Management |
| City Council | 8/5/2019 | Approved FGM Architects Design Services |
| Public Works Committee | 7/23/19 | Reviewed and Recommended City Council Approval to Hire FGM Architects for Design Services |
| Finance Committee | 3/11/19 | Discussion of Updated 5 Year CIP Projects |
Has City staff obtained competitive pricing for proposed goods/services? Yes
| Company Name | Dollar Amount Bid |
| Reef Contractors | $342,100.00 |
| Slaton Construction Inc. | $352,072.80 |
| Master Project Inc. | $356,400.00 |
| Camosy | $359,820.00 |
| Efriam Carlson & Sons | $374,800.00 |
| Rasch Construction | $383,400.00 |
| Walter Daniels Construction | $384,464.00 |
| Pacific Construction Services LLC. | $407,590.00 |
| MAG Construction | $422,516.00 |
| Northwest Contractors Inc. | $440,000.00 |
| Manusos General Contracting | $444,000.00 |
The total project cost of $444,460 is $69,460 over the FY2020 amount of $375,000 as broken down in the below chart.
| Category | ||||||||
| FY2020 Budget | $375,000 | |||||||
| Architect Design Fees | $43,150 | $331,850 | ||||||
| Construction | $342,100 | ($10,250) | ||||||
| 10% Contingency | $34,210 | ($34,210) | ||||||
| FGM Project Man. | $25,000 | ($25,000) | ||||||
| Totals | $444,460 | ($69,460) | ||||||
If approved, City staff and the FGM will work with Reef Contractors to begin construction in mid-April with substantial completion by the end of June.
Below is an estimated summary of Project budget:
| FY2020 Funding Source | Amount
Budgeted | Amount
Budgeted? | Budgeted?
Y/N |
| Capital Improvement Fund
311-1503-467.67-10 | $375,000 | $401,310 | Y |
COUNCIL ACTION: Approval of the seven (7) Omnibus items as presented.
6. ORDINANCES
1. Consideration of a Recommendation from the Plan Commission in Support of Adoption of an Update to the Comprehensive Plan as it Relates to the Route 60 Entrance Corridor and Surrounding Area. (First reading of an Ordinance)
PRESENTED BY: Catherine J. Czerniak, Director of Community Development (847-810-3504)
PURPOSE AND ACTION REQUESTED: Council consideration is requested of a recommendation from the Plan Commission in support of adoption of the second phase of an update to the City’s Comprehensive Plan.
BACKGROUND: At the Council’s direction, an overall review and update of the City’s Comprehensive Land Use Plan is underway. The Plan was last adopted in its entirety in 1998. The Chapter relating to the Route 60 Entrance Corridor was last reviewed and updated in 2001. The review and update continues the City’s long tradition of careful and comprehensive long term planning.
Comprehensive Plan Overview
The Comprehensive Plan is the guiding document for the City with respect to land use and development and looks forward 20 years or more in an effort to establish a framework for important community decisions. Land use patterns are fundamental to decisions about infrastructure, parks, public facilities, how services are delivered and which capital projects are funded. In addition, a strong and forward thinking Comprehensive Plan supports the vitality of business and office districts, provides opportunities for a mix of housing types, recognizes local institutions and not for profit entities as important components of the community’s fabric, protects property values, and preserves the community’s distinctive character, the environment and quality of life. The Comprehensive Plan is intended to ensure that decisions are based on careful deliberation, factual data and focused on the long term interest of the overall community, rather than on short term trends, pressure from developers or special agendas.
In accordance with the City Code, the Plan Commission is charged with conducting public hearings on any updates proposed to the Comprehensive Plan and forwarding recommendations on proposed updates to the City Council for final action.
Route 60 Entrance Corridor Chapter
Over the course of three meetings, the Plan Commission considered the draft update to the chapter of the Comprehensive Plan pertaining to the Route 60 Entrance Corridor and the surrounding area. The draft was prepared with direction from an eleven member Working Group that met over the course of four months and served as advisory to City staff and the City’s consultant.
The Chapter is organized into two components. First, a vision for the area is set out along with strategies for achieving the vision moving forward and second, descriptions of land use designations for various sites are provided including detailed discussions of five sites that are identified as “Opportunities Areas”. A key theme of the chapter is assuring that in the future, amenities are provided to support and enhance Conway Park; to retain current employers and attract new ones and importantly, to assure that the area is attractive to employees needed to allow the businesses to thrive. As seen in the recently adopted update to the chapter related to the Waukegan Road/Settlers’ Square Business District, a greater mix of uses is encouraged in the area as long as appropriate transitions are provided as buffers between distinct uses. Another key theme of the discussions was increasing the walkability of the area by providing linkages to existing bicycle and pedestrian paths as well as to neighborhoods and parks. Staff will present an overview of the updated chapter at the Council meeting.
The draft update to the chapter of the City’s Comprehensive Plan relating to the Route 60 Entrance Corridor is included in the Council’s packet beginning on page 18. The adopting ordinance is also included in the packet. The ordinance is presented to the Council at this time for first reading.
BUDGET/FISCAL IMPACT: Adoption of the second phase of the update to the Comprehensive Plan does not commit the City to any expenditure of funds or initiate any specific projects. Instead, the vision and desired outcomes provide a framework for future discussions about development, projects, initiatives and services. Any expenditure related to implementation will be considered through a separate and appropriate review process.
COUNCIL ACTION: Grant first reading of an Ordinance updating the City’s Comprehensive Plan as it relates to the Route 60 Entrance Corridor and surrounding area.
7. OLD BUSINESS
8. NEW BUSINESS
9. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS
1. EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c) (11), The City Council will be discussing personnel.
Adjournment into Executive Session Reconvene into Regular Session
10. ADJOURNMENT
https://www.cityoflakeforest.com/assets/1/27/CC_2020_03_022.pdf
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