City of Lake Forest City Council met March 16.
Here is the agenda provided by the council:
CALL TO ORDER AND ROLL CALL 6:30 pm
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
A. Resolution of Appreciation for Retiring Employee Stephen E. Grost
A copy of the Resolution can be found on page 13
COUNCIL ACTION: Approval of the Resolution
B. Promotion of Erik Kositski from Firefighter to Fire Lieutenant
2. COMMENTS BY CITY MANAGER
A. Fuelfed’s “Zuffengruppe 3” Community Event Request
- Brian & Lorraine Hughes, Fuelfed
B. Burr Oak Stormwater Update
- Michael Thomas, Director of Public Works
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 March 2, 2020 City Council Meeting Minutes
A copy of the minutes can be found beginning on page 14
COUNCIL ACTION: Approval of the March 2, 2020 City Council Meeting Minutes.
2. Approval of Tentative Agreement on Wages with the Local Chapter of the Metropolitan of Police (MAP)
STAFF CONTACT: DeSha Kalmar, Director of Human Resources (847-810-3530)
PURPOSE AND ACTION REQUESTED: Staff requests approval of Wage Agreement as part of the Metropolitan Alliance of Police (MAP) collective bargaining agreement between the City and the Lake Forest Police Officers.
BACKGROUND/DISCUSSION: The collective bargaining agreement between the City and the
Police Officers was negotiated and approved by the City Council in June 2017. It is a fouryear agreement that will expire April 30, 2021. The original Agreement included a wage reopener for Year 4 of the contract. The City and the Local met and came to tentative agreement on an FY2021 wage schedule for the Police Officers. The union ratified the tentative agreement in March 2020, and it is now before the City Council for ratification.
REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Personnel Compensation
Administration (PCA)
Committee
3/2/2020 Recommend City Council approval
BUDGET/FISCAL IMPACT:
The proposed FY2021 budget includes a 2.5% increase for salaries. With this 2.75% increase, there is a difference of 7,966 that will be added to the FY21 proposed budget for final approval in April.
In addition, in FY2021 the City agrees to waive the wage reduction based on the State reducing the City’s Local Government Distributive Fund (LGDF), Section 13.1. Wage Reopener.
COUNCIL ACTION: Approval of Tentative Agreement on Wages with the Local Chapter of the Metropolitan of Police (MAP)
3. Approval of Special Event Permits for Various Recurring Community Events Proposed for 2020
STAFF CONTACT: Mike Strong, Assistant City Manager (810-3680)
BACKGROUND/DISCUSSION: The City of Lake Forest regulates the review, administration, and approval of special events that take place within the community pursuant to the City Code.
The City has adopted an internal policy that formalizes the governance of this process in order to promote consistent business practice, improve communication and coordination among event organizers and operating Departments, and provide internal controls over City resources.
The approval process for special event permit requests depends on their individual scope and scale. In accordance with internal policy, large community events that require the use of public property, closure of public streets and/or rights-of-way, substantial city services (e.g. personnel, equipment, resources, etc.) require 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 community 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 community events planned for 2020 is included below, in calendar order. City staff recommends approval of special event permits for these various community events proposed, including:
• Festival and Fireworks (Exempt): Thursday, July 4, 2020
• Lake Forest Day (Exempt): Tuesday-Wednesday, August 4-5, 2020
• Art Fair on the Square: Sunday-Monday, September 6-7, 2020
• Lake Forest/Lake Bluff Artisan Guild: Sunday-Monday, September 6-7, 2020
• Fall Festival (Formerly Oktoberfest): Saturday, August 22, 2020
• Bagpipes and Bonfire: Sunday, September 20, 2020
• Tree Lighting Ceremony (Exempt): Friday, November 27, 2020
• Santa in Market Square: Saturday, December 5, 2020
If granted approval, City staff will work directly with the organizers of these events to ensure that all special event permit applications and required submittals are in accordance with both the City Code and internal policy.
Should any of the above-listed events proposed seek to alter, modify, or otherwise expand the scope of their event from the previous year, City staff will present such changes to City Council for authorization prior to the issuance of a special event permit.
BUDGET/FISCAL IMPACT: Except for city-sponsored special events, which include those identified as “exempt” above, the Special Events Policy requires that costs incurred for city services (i.e. hiring of public safety personnel, or usage of City services or materials) be charged back to event organizers in accordance with the Annual Fee Ordinance.
COUNCIL ACTION: Approval of Special Event Permits for Various Recurring Community Events Proposed for 2020
4. Approval of a Special Event Permit and Temporary Traffic Controls for the “Zuffengruppe 3” Car Show Event on Sunday, August 9, 2020, in Market Square
STAFF CONTACT: Mike Strong, Assistant City Manager (810-3680)
PURPOSE AND ACTION REQUESTED: Fuelfed Inc. requests a Special Event Permit to host a new vintage Air-Cooled Porsche car show event, “Zuffengruppe 3” from 11:00 a.m. to 3:00 p.m. on Sunday, August 9, 2020, in Market Square. City staff has met with organizers and worked closely with them to finalize the elements and City services necessary to support the event, which are now ready for City Council consideration.
BACKGROUND/DISCUSSION: Fuelfed Inc. is a private classic European car club for collectors and enthusiasts based in Chicago. The club organizes a variety of events for its members throughout the year to provide opportunities to show, drive, and socialize with their cars. Fuelfed holds car shows throughout the year, and has been holding smaller events in Lake Forest since 2013.
While its membership owns a wide variety of makes and models, air-cooled Porsches are one of the largest collections within the club. To celebrate this collection, in 2018 Fuelfed organized an event specifically for air-cooled Porsches and allowed both members and nonmembers with qualifying cars to attend. Fuelfed held their first event, named “Luftgruppe One”, in Winnetka, Illinois, and featured 140 air-cooled Porsches and 10 Porsche-related vendors. A second event, held last year in Twin Lakes, Wisconsin, featured over 165 cars.
This year, Fuelfed seeks to bring the event back to Chicagoland, and requests approval to host its event in Lake Forest. The event, planned for Sunday, August 9, 2020, will take place from 11:00 a.m. to 3:00 p.m., will be free to the public and feature 220+ vehicles that will be on display within historic Market Square.
Background information and the site plan can be found beginning on page 18 depicts the event layout and specific road closures necessary to accommodate Fuelfed’s request. The event area will be No Parking and require the full closure of streets to public vehicular traffic beginning at 7:00 a.m. until approximately 5:00 p.m. The Lake Forest Police Department will assist with traffic control preparation and will remove barricades and No Parking signs as soon as they determine it appropriate based on public safety. The proposed street closures required for this event include:
• Western Avenue (from Deerpath to Westminster)
• Bank Lane (from Deerpath to Westminster)
• Market Square
• Northgate (from Bank Lane to Forest Avenue)
• Southgate (from Bank Lane to Forest Avenue)
In reviewing the submittals, City staff recommends approval of the permit request, as presented with these necessary traffic controls, as it will not interfere with adjacent traffic, public safety access, or other City functions that may affect the health, safety, and welfare of the community. Based on the scale of the event, required road closures, the impact on the surrounding businesses and anticipated attendance, and associated traffic controls, City Council approval of the permit is appropriate.
If approved, City staff will work closely with Market Square management to assist with sending notification to business in Market Square, as well as, the Chamber of Commerce, and Fuelfed has agreed to provide notification to surrounding businesses no later than eight (8) weeks prior to the event.
BUDGET/FISCAL IMPACT: Pursuant to City Policy, city services and costs associated with supporting a special event (i.e. barricades, picnic tables, litter barrels, police/fire personnel, etc.) are billed directly to event organizers after the event once costs are accounted. Additionally, the City bills separately for supplemental licenses or permits such as liquor licenses, tent permits, life safety inspection, etc. Costs associated with pre-application meetings, consultations, or onsite meetings are not recoverable expenses based on current policy.
Based on the preliminary event site plan, costs for city services, and necessary licenses and permits required, staff estimates the maximum amount of fees for this event to be $750.
COUNCIL ACTION: Approval of a Special Event Permit and Temporary Traffic Controls for the “Zuffengruppe 3” Car Show Event on Sunday, August 9, 2020, in Market Square.
5. Consideration of an Appeal of a Decision of the Historic Preservation Commission Denying a Certificate of Appropriateness and a Request for Deferred Consideration.
(Approval of Motion)
STAFFCONTACT: Catherine J. Czerniak,
Director of Community Development (847-810-3504)
PURPOSE AND ACTION REQUESTED: The Council is asked to approve a motion accepting the appeal and deferring a hearing and action on the appeal to a future date to be determined.
BACKGROUND: As authorized by the City Code, Section 155.07(E), the petitioner, 361 Westminster, LLC (Peter Witmer 50%, Todd Altounian 50%) has filed an appeal of the decision of the Historic Preservation Commission to deny the issuance of a Certificate of Appropriateness for the condominium building in Phase 3 of the McKinley Road
Redevelopment. The petitioners have met the requirement to file the petition within 14 days of the Commission’s action.
With the appeal filed to preserve their right to appeal, the petitioners are requesting that the City Council defer hearing the appeal to allow time for further consideration of the input received on the petition to date. The petitioners intend to advise the City within the next 30 days on whether or not they wish to proceed with the appeal. A copy of the petitioners’ request to defer consideration of the appeal is included in the Council packet on page 26.
COUNCIL ACTION: Approve a motion accepting the appeal and deferring consideration of the appeal to a future date at the request of the petitioner.
6. Award the Lake Forest portion of the Municipal Partnership Initiative (MPI) 2020 Concrete Curb and Sidewalk Replacement Project with Schroeder and Schroeder, Inc. for a Not-to-Exceed Amount of $90,000.
STAFF CONTACT: Robert W. Ells, Superintendent of Engineering (847-810-3555)
PURPOSE AND ACTION REQUESTED: Staff recommends approval of a one-year extension of the 2019 Concrete Curb and Sidewalk Replacement Project with Schroeder and Schroeder Inc. for the 2020 MPI Joint Curb and Sidewalk Replacement Project.
BACKGROUND/DISCUSSION: This project is the City’s annual Sidewalk Replacement program that replaces hazardous and deteriorated sections of sidewalk, curb, and gutter.
Based on the City Sidewalk Survey and requests for replacement of concrete sidewalk and curb from residents and businesses, the City’s Engineering staff prioritizes the locations for replacement based on the severity of their condition on an annual basis.
City staff have previously briefed the City Council on Municipal Partnership Initiative (MPI), a program that takes advantage of economies of scale by securing low bid prices among neighboring municipalities who bid similar projects each year. In 2019, the City joined forces with Lake Bluff, Highland Park, Glencoe, Lincolnwood, and Winnetka to have a joint bid for the 2019 Concrete Curb and Sidewalk Replacement Project.
BUDGET/FISCAL IMPACT: If approved, this will be the 1st of 2 option years on this contract. The 2020 contract unit prices will not increase over last year for the 2019 contract per the terms of the 2019 contract. The other communities that were part of this joint bid in 2019 are interested in renewing for 2020 but have not committed to it at this time. If awarded, work on this project is expected to begin in June and be completed by the end of August. Property owners living near the vicinity of the construction work will be notified in advance of the start of construction.
The City’s Engineering staff will provide oversight through daily inspections.
Has City staff obtained competitive pricing for proposed goods/services? Yes
COUNCIL ACTION: Award the Lake Forest portion of the Municipal Partnership Initiative (MPI) 2020 Concrete Curb and Sidewalk Replacement Project with Schroeder and Schroeder Inc. for a Not-to-Exceed Amount of $90,000.
7. Award the Lake Forest portion of the Municipal Partnership Initiative (MPI) 2020 Crack Sealing Project with Patriot Pavement Maintenance Inc. for a Not-to-Exceed Amount of $40,000.
STAFF CONTACT: Robert W. Ells, Superintendent of Engineering (847-810-3555)
PURPOSE AND ACTION REQUESTED: Staff recommends approval of a one-year extension of the 2019 Crack Sealing Project with Patriot Pavement Maintenance Inc. for the 2020 MPI Joint Crack Sealing Project.
BACKGROUND/DISCUSSION: Cracks in pavements allow moisture to penetrate the surface causing premature pavement material failure. To minimize the water infiltrating the pavement base, crack sealing with a hot sealant is required. Crack sealing is a practical and cost effective measure and is an essential part of a good pavement maintenance program.
City staff has previously briefed the City Council on MPI, a program that takes advantage of economies of scale, for securing low bid prices, among neighboring municipalities who bid similar projects each year. In 2019, the City joined forces with the Villages of Wheeling, Bannockburn, Palatine and Lincolnshire to have a joint bid for the 2019 Crack Sealing Project. Based on the positive performance feedback from the communities the group has elected to exercise the first option year of the contract for 2020. The City plans to do approximately 50,000 feet of crack sealing on public streets in 2020.
BUDGET/FISCAL IMPACT: If approved, this will be the 1st of 3 option years on this contract. The 2020 contract unit prices will increase 1.2% over last year for the 2020 contract per the terms of the 2019 contract.
If awarded, work on this project is expected to start on or after May 1st and be completed in one week’s time. Upon award of the bid, the City will meet with the contractor to develop a schedule for the execution of work. Engineering staff will provide daily oversight and inspections of the crack sealing. The City’s website, under “Construction Updates”, will also provide details of the work schedule.
Has City staff obtained competitive pricing for proposed goods/services? Yes
COUNCIL ACTION: Award the Lake Forest portion of the Municipal Partnership Initiative (MPI) 2020 Crack Sealing Project with Patriot Pavement Maintenance Inc. for a Not-to-Exceed Amount of $40,000.
8. Award the Lake Forest portion of the Municipal Partnership Initiative (MPI) 2020 Joint Sewer Lining Project with Hoerr Construction for a not-to-exceed amount of $260,000.
STAFF CONTACT: Robert Ells, Superintendent of Engineering (810-3555)
PURPOSE AND ACTION REQUESTED: Staff recommends approval of a one-year extension of the 2017 Joint Sewer Lining Project with Hoerr Construction for the 2020 MPI Joint Sewer Lining Project.
BACKGROUND/DISCUSSION: The City maintains approximately 139 miles of mainline sanitary sewer and 219 miles of storm sewer throughout the City. The pipe material that was predominantly used in the past to construct the sewers was a clay material. The clay pipes are most susceptible to deterioration from natural elements and root intrusions resulting in broken pipes and leaking joints. With a deteriorated pipe, the functionality of the pipe to carry the flows is compromised thereby creating surcharges and/or backups.
This reconstruction technique is done without the expensive and disruptive excavation process. The process provides for the insertion of a special liner inside the pipe, creating a new smooth-surfaced, long-lasting pipe within the old sewer.
This project was competitively bid in 2017 under the Municipal Partnering Initiative (MPI) with Mundelein and Highland Park. The contract allowed for three option years if recommended by the Municipal Partners.
BUDGET/FISCAL IMPACT: If approved, this will be the 3rd and final option year on this contract.
The 2020 contract unit prices will increase 1.8% over last year for the 2019 contract per the terms of the 2017 contract.
Has City staff obtained competitive pricing for proposed goods/services? Yes
All three communities are recommending extending their portion of the contract to Hoerr
Construction at their respective Council/Board meetings in the next few weeks. They have worked in Lake Forest on previous contracts with satisfactory results.
COUNCIL ACTION: Award the Lake Forest portion of the Municipal Partnership Initiative (MPI) 2020 Joint Sewer Lining Project with Hoerr Construction for a not-to-exceed amount of $260,000.
COUNCIL ACTION: Approval of the eight (8) Omnibus items as presented.
6. ORDINANCES
1. Consideration of a Recommendation from the Plan Commission in Support of Approval of an Update to the Comprehensive Plan as it Relates to the Route 60 Entrance Corridor and Surrounding Area. (Final Approval of an Ordinance)
PRESENTED BY: Catherine J. Czerniak,
Director of Community Development (847-810-3504)
PURPOSE AND ACTION REQUESTED: Continued Council consideration of a recommendation from the Plan Commission in support of an update to the chapter of the Comprehensive Plan relating to the Route 60 Entrance Corridor.
On March 3, 2020, the City Council granted first reading of an Ordinance approving the update and directed further revisions and refinements to the draft document.
SUMMARY OF REVISIONS AND REFINEMENTS:
In response to Council input and direction, further refinements were made to the draft document. A blackline copy of the document is included in the Council packet beginning on page 44 reflecting the changes made since the last meeting. For ease of reading, a clean copy of the document is also included in the Council packet beginning on page 29. In summary, the most recent substantive revisions to the document are highlighted below.
Various minor edits were also made throughout the document for readability.
Vision and Strategies
Text was added in the introduction noting the environmentally sensitive nature of some of the areas in and near the Route 60 Entrance Corridor.
The importance of careful consideration of stormwater management as the remaining parcels are developed in the area is highlighted.
A Land Characteristics Map was added generally identifying environmentally sensitive areas within the Corridor.
Greater emphasis was put on the need to buffer and protect existing and future residential areas from the impacts of adjacent commercial and offices uses.
Land Use and Opportunity Areas
A reference is added to the Environmental Sustainability chapter of the Comprehensive Plan. (This chapter will be updated and enhanced in the coming months.)
Greater emphasis is put on natural and environmentally sensitive areas and the need to carefully consider those areas as future development and improvements are planned nearby. (As noted above, a map was added identifying sensitive areas.)
As noted above, greater emphasis is put on the need to properly buffer residential areas from non-residential development.
Clarification was provided on Opportunity Area 4.
The presence of a significant amount of wetlands in Opportunity Area 5 is highlighted.
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 adopting ordinance is included in the packet on page 27. This ordinance is presented to the Council at this time for final approval.
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 final approval 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
10. ADJOURNMENT
https://www.cityoflakeforest.com/assets/1/27/CC_2020_03_16.pdf
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