City of Lake Forest City Council met June 1.
Here is the minutes provided by the council:
CALL TO ORDER AND ROLL CALL 6:30pm
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
A. Phase 3 Reopening Outdoor Business Activities
- Catherine Czerniak, Director of Community Development
B. 2020 Spring Legislative Session Summary
- Elizabeth Holleb, Finance Director
2. COMMENTS BY CITY MANAGER
A. Community Forum COVID 19
- Jason Wicha, City Manager
C. Phase 3 Reopening City Buildings
- DeSha Kalmar, HR Director
3. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL.
Members of the public can provide public comment by calling into the following number during the meeting: 847-810-3643
4. COMMITTEE REPORTS
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approve the Extension of the Mayor’s Declaration of a Local State of Emergency until the next City Council Meeting
STAFF CONTACT, Jason Wicha, City Manager
PURPOSE AND ACTION REQUESTED: It is requested that the City Council extend the Declaration to the next City Council meeting.
BACKGROUND/DISCUSSION: Over the past month, the U.S. Government and the State of Illinois have issued multiple orders declaring a state of emergency over the country and the State of Illinois in order to address the impact from the global pandemic from COVID-19. In order to address the impact this pandemic has had on the City of Lake Forest, Mayor Pandaleon exercised his authority to issue a Declaration of a Local State of Emergency on Saturday, April 4, 2020. At the April 6, 2020 City Council meeting, the City Council extended the Declaration to the next City Council meeting which was May 18, 2020.
In order to ensure that the emergency powers authorized by the local declaration remain in effect where necessary, the Mayor is asking the City Council to further extend the Declaration of a Local State of Emergency until the next City Council meeting that takes place after the June 1, 2020.
REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| City Council | 5/18/2020 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| City Council | 5/4/2020 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| City Council | 4/20/2020 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| City Council | 4/6/2020 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| 4/4/2020 | Mayor Pandaleon exercised his authority to issue a Declaration of a Local State of Emergenc |
COUNCIL ACTION: Approve the extension of the Mayor’s Declaration of a Local State of
Emergency until the next City Council Meeting
2. Consideration of a Resolution in Support of Temporary Outdoor Business Activities, Waiver of Annual Health License Fees and Ratifying Approvals Granted to Date. (Approval by Motion)
STAFF CONTACT:
Catherine Czerniak, Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: City Council is asked to consider a Resolution directing staff to take various actions in support of local businesses in response to Governor Pritzker’s recent announcement that restaurants may expand services to include outdoor dining.
BACKGROUND/DISCUSSION: In anticipation of businesses re-opening and expanding beyond the current curbside customer service being offered, City staff has been in contact with business owners to discuss opportunities for outdoor business activities. Outdoor dining already occurs at most local restaurants and is permitted by the Code. Increasing the outdoor space available for tables in order to accommodate the required separation distances can be achieved by expanding into privately owned parking lots in some cases and on to portions of public rights-of-way in other areas. The plans discussed to date maintain areas for curbside pick-up adjacent to restaurants, a service that is likely to be in demand for those who chose to continue to stay at home.
City staff has invited businesses to submit simple site plans for outdoor dining or other activities for review. The plans are considered from a public safety perspective and from the perspective of balancing the interests of neighboring businesses and the general public to the extent possible. The expanded outdoor dining areas are a temporary condition and the solution in each case is likely to be imperfect however, during this unprecedented time, staff is working to be creative, flexible and responsive. If issues or concerns arise, staff will work with the business owners to find a resolution. The temporary approvals as currently proposed, extend through the month of June with the expectation that at the City’s discretion, and if no significant problems with individual setups occur, the approvals will be extended until indoor dining is authorized in a later phase of the Restore Illinois Plan.
To further support restaurants, food stores and related businesses, staff recommends that annual fees for health licenses be waived. The Code requires businesses serving food to renew health licenses annually. Staff recommends that for Fiscal Year 2021, licenses be automatically renewed, without payment of a fee. Fees are based on the nature and size of the business and range from $50.00 to $600.00 per business annually.
Although restaurants and specialty food and drink establishments are most likely to take advantage of the ability to more fully use outdoor spaces, the Resolution included in the Council packet also provides the flexibility for staff to explore opportunities for outdoor activities with other types of businesses. For instance, retail stores may want to use a “sidewalk sale” type approach and some service businesses may want to offer limited classes or other activities outside. The Resolution as presented is intended to authorize the City Manager and City staff to respond quickly to unique requests during this unprecedented time.
The Resolution is included in the Council packet beginning on page 15 and in summary:
Authorizes the City Manager to approve temporary outdoor business activities subject to review of site plans and as appropriate, subject to conditions.
Authorizes the City Manager to approve temporary use of limited areas of rights-of- way by private businesses for the purpose of expanding customer service.
Directs that limited barricades and signage by provided by the City, at no cost to businesses, in the interest of public safety.
Directs that annual fees for health licenses be waived for Fiscal Year 2021 for certain businesses.
BUDGET/FISCAL IMPACTS: The loss of revenue to the City as a result of the waiver of annual Health License fees for fiscal year 2021 based on businesses that currently hold a health license is estimated at $15,650.
COUNCIL ACTION: Approve a Resolution in support of Temporary Outdoor Business Activities, Waiver of Annual Health License Fees and Ratifying Approvals Granted to Date
3. Approval of the May 18, 2020 City Council Meeting Minutes
A copy of the minutes can be found beginning on page 18
COUNCIL ACTION: Approval of the May 18, 2020 City Council Meeting Minutes.
4. Approval of the Check Register for the Period of April 25 – May 22
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:
The subtotal for “All other Funds” includes $124,802 for Parks equipment replacement, $67,140 for Liability Insurance claims and $218,777 for Medical/Dental Plan expenses.
COUNCIL ACTION: Approval of the Check Register for the Period of April 25 – May 22
5. Consideration of an Ordinance Amending the City of Lake Forest Liquor Code, to increase the number of Licenses available in Class C-1 and C-3. (First reading and if appropriate final approval)
STAFF CONTACT: Margaret Boyer, City Clerk, 847-810-3674
PURPOSE AND ACTION REQUESTED: At the direction of the City’s Liquor Commissioner, Staff is requesting consideration of an Ordinance amending the Liquor Code to include one additional Class C-1 and one additional C-3 License.
BACKGROUND AND DISCUSSION: The Liquor Commissioner received a letter of intent from The Gallery, an established restaurant located at 202 E. Wisconsin Ave., requesting a change to its liquor licensing. The Gallery has requested a Class C-1 and C-3 License that would allow for full liquor sales instead of only beer and wine. Currently the Gallery holds an A-4 which
authorizes the retail sale of beer and wine only in their original package during limited hours and an I-2 which authorizes the service and consumption of bring-your-own-beverages on the licensed premises.
The proposed ordinance can be found beginning on page 27. It is important to note that without further action of the City Council, the maximum number of licenses in any class shall be automatically reduced by one upon the expiration, revocation or non-renewal of an existing license in any such license class. In this case the number of A-4 licenses will be reduced by one.
As the Council is aware, the issuance of liquor licenses is under the purview of the City’s Liquor Commissioner and the Mayor serves in that role. However, the City Code only authorizes a specific number of liquor licenses and historically, this number coincides with the current number of licenses issued.
When new requests for liquor licenses are submitted, and after review by the Liquor Commissioner and a determination that the Issuance of a license is appropriate, the City Council is asked to consider an amendment to the Liquor Code.
BUDGET/FISCAL IMPACT: The fiscal impact of adding two additional licenses would have a positive impact on liquor license revenues.
COUNCIL ACTION: Consideration of an Ordinance Amending the City of Lake Forest Liquor Code, to increase the number of Licenses available in Class C-1 and C-3. (First reading and if appropriate final approval)
6. Approval of Parks & Recreation Board Recommendation to Enter Into a Contract with U.S. Tennis Court Construction Co. for the Resurfacing of Four Tennis/Basketball Courts at Waveland Park
STAFF CONTACT: Chuck Myers, Superintendent of Parks & Forestry, 810-3565
PURPOSE AND ACTION REQUESTED: The Parks & Recreation Board and staff requests approval to enter into a contract with U.S. Tennis Court Construction Co. for resurfacing tennis and basketball courts at Waveland Park.
BACKGROUND/DISCUSSION: On April 22, 2020, City staff performed a bid opening for the resurfacing of the three tennis courts and one basketball court at Waveland Park. These courts were constructed in 2011 are now showing signs of normal aging due to weather effects, water pooling and frequent use. The repair and resurfacing process will include power washing all courts, filling smaller cracks with crack filler or larger cracks (greater than 0.5 inches) with Armor Crack patching material, grinding of surface to level, filling all low spots that hold water, and multiple applications of acrylic court surfacing filler and color coating surfacing compound.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Parks & Recreation Board | 05/19/20 | Recommend Approval |
Has competitive pricing been obtained for proposed goods/services? Yes Recommended Bidder/Proposer is BOLDED
| Company Name | Dollar Amount Bid |
| U.S. Tennis Court Construction Co. | $33,100 |
| American Seal Coating of Indiana | $35,300 |
The cost for the resurfacing is $33,100 and we are also requesting an additional $1,900 for contingency (6%), for a total request of $35,000.
Below is an estimated summary of Project budget:
| FY2021 Funding Source | Amount Budgeted | Amount Requested | Budgeted? Y/N |
| Park & Public Land Fund | $30,000 | $35,000* | Y |
COUNCIL ACTION: Approval of Parks & Recreation Board Recommendation to Enter Into a Contract with U.S. Tennis Court Construction Co. for the Resurfacing of Four Tennis/Basketball Courts at Waveland Park.
7. Approval and authorization for the City Manager to enter into a Two-Year Professional Services Agreement with Bureau Veritas of Owings Mills, Maryland, to Provide Facility Condition Assessments and Maintenance Plans for Various City- Owned Buildings in a Total Amount not to exceed $83,476.
STAFF CONTACTS:
Mike Strong, Assistant City Manager (810-3680) and Dan Martin, Superintendent of Public Works (810-3561)
PURPOSE AND ACTION REQUESTED: Staff requests approval for the City Manager to enter into a Two-Year Professional Services Agreement with Bureau Veritas to provide Facility Condition Assessment services and develop maintenance plans for various city-owned buildings. The purpose of conducting a FCA is to analyze the condition of a facility so that a long-term preventative maintenance and capital replacement schedule can be developed to identify and forecast future budgetary needs.
PROJECT REVIEW/RECOMMENDATIONS:
| Milestone | Date | Comments |
| Public Works Committee | 5/26/2020 | Reviewed and Recommended Approval |
| Vendor Interviews | 5/07/2020 | Finalist Vendors Interviewed |
| Vendor Proposals Submitted | 2/28/2020 | Proposals Received & Reviewed (12 Proposals Submitted) |
| Capital Workshop | 11/12/2019 | Discussed Scope of the Project |
The City’s current approach has been to establish replacement values for these assets, based upon their estimated useful lives. While it is optimal that all assets be replaced at the end of their useful life, the City has had to allocate its capital resources each year based on its highest or most critical needs. This has led to a reliance on preventative maintenance programs in order to extend the useful life of the City’s capital assets. City facilities has been one asset category that has relied heavily on preventative maintenance planning to ensure that structures and envelopes (e.g. roofs, walls, windows, foundations), building systems (e.g. plumbing, HVAC, electrical), and interiors (e.g. doors, flooring, paint, etc.) remain in safe repair and good condition.
The Building Maintenance Section of Public Works is primarily responsible for the ongoing maintenance of the City’s buildings and facilities and development and implementation of their respective day-to-day maintenance and preventative maintenance plans. These include, among others, regularly scheduled roof inspections, weekly building checks, annual maintenance contracts for HVAC and other building systems, janitorial service oversight, and management of annual capital replacement projects.
In an effort to minimize the City’s long-term exposure and fully understand each facility’s condition, maintenance priorities, and capital replacement needs, funding is included in the FY2021 and FY2022 capital budget to support comprehensive FCAs for various city-owned facilities. These assessments will provide a road map to plan, budget, and implement the required improvements necessary to keep the facilities safe and functional and void of potential life safety concerns. This study entails inspecting and assessing the condition of public buildings and its sub-components, and prioritizing a 10-year capital replacement program for each.
In February 2020, a Committee of City staff initiated a competitive Request for Proposal (RFP) process to select an experienced firm to conduct facility condition assessments for twenty- five (25) City facilities over a two-year period. The City received thirteen (13) proposals which were evaluated on timeliness and completeness of their response, compliance with desired implementation schedule and timeline, the firm’s expertise and experience, quality and impression of their sample maintenance plan report, and value of their cost proposal. Two finalists, Bureau Veritas (Owings Mills, MD) and ISES Corp (Duluth, GA), separated from the group and were interviewed by the Committee.
Upon interviews and evaluation of the finalist firms, including reference checks, staff is recommending Bureau Veritas as the successful vendor for the RFP to perform the facility condition assessments. Although not the lowest proposal received, staff feels cost savings will be realized in selecting Bureau Veritas due to their technical expertise and experience to conduct such comprehensive studies and provide them in a timely manner. In addition, Bureau Veritas is offering access to a comprehensive proprietary asset management database to assist the City in developing long-range maintenance and capital replacement plans for each facility.
BUDGET/FISCAL IMPACT: The FCA would be conducted on twenty-five city-owned facilities over a two-year period.
Has City staff obtained competitive pricing for proposed goods/services? Yes
The following is the summary chart of the finalists’ proposal costs, and overall scoring
Below is an estimated summary of the Project Budget:
| FY2021 Funding Source | Amount Budgeted | Amount Requested | Budgeted Y/N |
| Capital Improvement Fund | $75,000 | $36,549 | Yes |
| FY2022 Funding Source | Amount Budgeted | Amount Requested | Budgeted Y/N |
| Capital Improvement Fund | $75,000 | $46,927 | Yes |
Diverse and local technical staff and project management support;
Experienced in ADA requirements;
Development of facility condition indices and performance measures for each building; and Reasonable cost on the proposed scope of work
Staff checked references for Bureau Veritas and found them to be satisfactory and is recommending approval of an Agreement for a two-year (2) period to complete comprehensive facility condition assessments, a copy of which is included beginning on page 31.
COUNCIL ACTION: Approval and authorization for the City Manager to enter into a Two-Year Professional Services Agreement with Bureau Veritas of Owings Mills, Maryland, to Provide Facility Condition Assessments and Maintenance Plans for Various City-Owned Buildings in a Total Amount not to exceed $83,476.
COUNCIL ACTION: Approval of the seven (7) omnibus items as presented.
6. ORDINANCES
7. OLD BUSINESS
1. Approval of an Intergovernmental Agreement Between The City of Lake Forest and the Illinois Department of Transportation for the Rte. 41 & Deerpath Pump Station Project
PRESENTED BY: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff are recommending City Council’s approval of an intergovernmental agreement (IGA hereafter) between The City of Lake Forest and the Illinois Department of Transportation (IDOT hereafter) for the Rte. 41 & Deerpath Pump station Project.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 5/26/2020 | Reviewed & Recommended Approval |
| Public Works Committee | 12/10/2019 | Project Update |
BUDGET/FISCAL IMPACT: The proposed IGA provides the City funding to design and construct the restored landscapes for both the Deerpath Golf Course and the pump station property, totaling $693,083. The City’s golf course design architect has developed a plan that incorporates the two new ponds into holes 1, 17, and 18. The City requested the reimbursement to ensure that both locations will be restored in a manner that is acceptable to the City. With regards to the pump station property at Ahwahnee & Deerpath, approximately 97 trees will be replaced by the City at selected locations within the improvement corridor.
Section seven of the attached IGA notes that the City can request 80% of the total funding amount upon final completion of the IDOT storm water work that is specifically on Deerpath Golf Course (e.g. the two ponds, the storm sewer connecting the two ponds, etc.). The remaining 20% can be requested at the conclusion of the City’s restoration work. A copy of the IGA can be found on page 92.
COUNCIL ACTION: Approval of an Inter-Governmental Agreement Between The City of Lake Forest and the Illinois Department of Transportation for the Rte. 41 & Deerpath Pump Station Project
8. NEW BUSINESS
1. Award of Bid for the Rosemary Road Ravine Project to V3 Construction Group in the Amount of $509,650 to Include Authorization for a 10% contingency for a Total of $560,615.
PRESENTED BY: Jim Lockefeer, Public Works Management Analyst (810-3542)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff requests an award of bid for the Rosemary Road Ravine Project to V3 Construction Group in the amount of $509,650 to include authorization for a 10% contingency for a total of $560,615.
BACKGROUND/DISCUSSION: During the summer of 2018, City staff identified a sinkhole adjacent to the Rosemary Road ravine bridge. The ravine bridge is located just east of Thorne Lane. Upon further inspection of the area, it was discovered that the cause of the sinkhole was from a failure and collapse of several sections of the interior brick culvert wall that crosses under the Rosemary Road bridge. The existing culvert was built in place using brick and mortar construction as part of the infrastructure improvement to build a road over the ravine approximately 80 years ago. Due to the failed sections of the culvert wall, the ground above the stormwater culvert has settled causing the sinkhole to form. The ravine slope and the stormwater culvert are in need of repair in order to protect the structural integrity of Rosemary Road.
On June 17, 2019, City Council approved a design services agreement with Hey and Associates Inc. to provide engineering design services for the Rosemary Road Ravine Project. Hey and Associates, with the assistance and direction from City staff, completed a comprehensive design to repair the failed sections of the culvert. The project design also features adjacent ravine bank stabilization with natural stone for stormwater energy dissipation and the restoration of the project area with all native plant materials. There were no added or increased stormwater flows from this design. Following the completion of the design, the construction of the project was budgeted for through the FY21 CIP budgeting process.
On May 18, 2020 City Council approved of a Resolution committing $280,307.50 of local funds for the 2020 Rebuild Illinois Fast-Track Public Infrastructure Program in order to submit a Rosemary Ravine Project application in hopes of receiving a 50%/50% grant award. After a review of the Fast-Track Public Infrastructure Program guidebook, City staff identified the Rosemary Ravine Project as a candidate project for this program. Staff anticipates grant awards to be announced in June of 2020.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 5/26/2020 | Reviewed & Approved Award of Bid |
| Finance Committee Budget Workshop | 3/12/20 | Reviewed as Part of FY21 Budget |
| City Council | 6/17/19 | Approved Project Design Services |
| Public Works Committee | 6/11/19 | Reviewed & Recommended City Council Approval for Project Design Services |
On May 1, 2020, the project was again publically bid and the bids were opened on May 15, 2020. In total, three bids were received as outlined below.
Has City staff obtained competitive pricing for proposed goods/services? Yes
| Company Name | Dollar Amount Bid |
| V3 Construction Group | $509,650 |
| EarthWerks Land Improvement & Development Corp | $606,351 |
| Misfits Construction Company | $827,235 |
Below is an estimated summary of Project budget:
| FY2021 Funding Source | Amount Budgeted | Amount Requested | Budgeted? Y/N |
| Capital Improvement Fund | $700,000 | $560,615 | Y |
COUNCIL ACTION: Award of bid for the Rosemary Road Ravine Project to V3 Construction Group in the amount of $509,650 to include authorization for a 10% contingency for a total of $560,615
9. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS
10. ADJOURNMENT
A copy of the Decision Making Parameters can be found beginning on page 14 of this packet.
https://www.cityoflakeforest.com/assets/1/27/CC_2020_06_01.pdf
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