City of Lake Forest City Council met Oct. 5.
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 Golf Course Update
- Vince Juarez, Regional Operations Executive and Jason Petree, General Manager
B. COVID 19 Financial Impact Update
- Elizabeth Holleb, Finance Director
C. Local Business Support
- Catherine Czerniak, Director of Community Development
2. COMMENTS BY CITY MANAGER
A. CommunitySpotlight
- Lake Forest Preservation Foundation
-Laura Luce, Chair of Preservation Awards
B. DepartmentSpotlight
- Sally Swarthout, Director of Parks and
Recreation
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 September 8, 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 October 5, 2020.
REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| City Council | 9/8/2020 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| City Council | 8/3/2020 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| City Council | 7/20/2020 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| City Council | 6/15/2020 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| City Council | 6/1/2020 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| 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 Emergency |
COUNCIL ACTION: Approve the extension of the Mayor’s Declaration of a Local State of
Emergency until the next City Council Meeting
2. Approval of the September 8, 2020 City Council Meeting Minutes
A copy of the minutes can be found beginning on page 16
COUNCIL ACTION: Approval of the September 8, 2020 City Council Meeting Minutes.
3. Approval of the September 21, 2020 City Council Workshop Meeting Minutes A copy of the minutes can be found beginning on page 20
COUNCIL ACTION: Approval of the September 21, 2020 City Council Workshop Meeting Minutes.
4. Approval of the Check Register for the Period of August 29 to September 25, 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:
The amount listed in “All other Funds” includes $511,971 in Water Capital Fund payments and $514,313 in Medical/Dental claim payments in the Self Insurance Fund.
COUNCIL ACTION: Approval of the Check Register for the Period of August 29 to September 25, 2020.
5. Approval of a Resolution of Sympathy for Appreciation for Retired Employee Harold “Hal” Robson
A copy of the Resolution can be found on page 22
COUNCIL ACTION: Approval of a Resolution of Sympathy for Appreciation for Retired Employee Harold “Hal” Robson
6. Consideration of a Resolution Providing Additional Support to Local Businesses During the COVID-19 Pandemic (Approval by Motion)
STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: Over the course of the last several months, the City Council has directed staff to take various actions in support of local businesses during this difficult time. As the weather changes and based on experience with the initiatives put in place to date, staff is returning to the Council with a recommendation for some modifications, enhancement and additional flexibility in the ways the City can support local businesses in the coming months.
BACKGROUND/DISCUSSION: In May of this year, in anticipation of businesses re-opening on a limited basis, the Council approved and directed staff to support businesses in various ways. To date, the City has approved a Local Business Grant Program, use of City rights-of-way to expand dining and merchandising opportunities, use of City barricades and signage at no cost and the installation of tents and heaters to accommodate outdoor activity. The Council’s direction to staff was to be flexible and open to creative ways to support local businesses.
To date:
• The City Council allocated $500,000 in the FY21 Budget for COVID-19 related support to local businesses. On April 20, the City Council designated $287,000 from that allocation to support the Local Business Grant program. The number of applications for the grants has been lower than anticipated. City staff continues to reach out to local businesses to provide information and to inform business owners that the application process is simple and streamlined. A cap of $12,500 per applicant was established for this program.
• The City Council also authorized the use of City rights-of-way, sidewalks and parking lots by businesses, the erection of tents, and the provision of City barricades and directional signage to businesses at no cost. Several restaurants, retail stores, service businesses and not for profit entities have taken advantage of these opportunities.
• Separately, not related to local businesses, but of note, the Council also adopted a Resolution in support of local not for profits in the form of City staff support for planning and coordinating events that conform to public health and safety protocols, leniency with respect to use of City rights-of-way and other properties, use of City barricades and signage at no cost and general flexibility as determined to be appropriate by the City Manager.
In considering which initiatives have been of interest to businesses to date, and in light of the cooler weather approaching, staff stepped back to evaluate how continued support could be offered to businesses. Since many businesses to date have chosen not to take advantage of the Local Business Grant Program and, as a result, some of the funds made available for this program by the City Council remain available, staff recommends that the City Manager be given greater flexibility to use the remaining funds in a variety of ways to support local businesses.
Staff has learned that each business has unique needs during this difficult time and as a result, providing the opportunity for businesses to take advantage of the funds previously made available by the City Council, up to a maximum of $12,500 for each business, in various ways, may appeal to a greater number of businesses. The recommended $12,500 cap is consistent with the cap placed on the Local Business Grant Program. Under this more flexible program, individual businesses could put together their own “Assistance Package”, a package that meets the specific needs of each business. The Assistance Package could include one or more of the following up to the allowed cap: a grant through the program previously established by the City Council, waiver of annual license fees, waiver of permit fees for enhancements at the business location to make accommodations to better serve customers safely or, a 50/50 cost share program with the City for the purchase of materials or equipment to support modified customer service particularly during the colder weather.
This make your own Assistance Package concept is brought forward as a way to build upon the City Council’s prior discussions and approvals and, as a way to allow a greater number of businesses to benefit from the City’s offer of assistance.
A Resolution is included in the Council packet beginning on page 23 and in summary, authorizes the City Manager to offer the following subject to staff review and approval:
a. Financial assistance of up to $12,500 in total to local businesses.
b. Individualized Assistance Packages to provide the support each business owner determines to be most valuable and helpful.
BUDGET/FISCAL IMPACTS:
This initiative would be funded from the $500,000 allocation previously approved by the City Council for business stimulus grants which to date, has not been fully expended. The funds are from the FY2020 operating budget surplus in the General Fund and were set aside as of 4/30/20 and included in the FY21 budget rollovers considered by the City Council in July, 2020. When the $500,000 allocation has been exhausted, the program will end unless additional funds are allocated by the City Council.
COUNCIL ACTION: Approve a Resolution in support of providing additional support to local businesses during the COVID-19 pandemic
7. Approval of the Purchase of Computer Workstations, Laptops, Hybrid Tablets, and Rugged Tablets for All City Departments
STAFF CONTACT: Joseph Gabanski, Assistant Director of IT (847-810-3591)
PURPOSE AND ACTION REQUESTED: Staff requests approval to purchase 17 desktop computers, 31 laptops, 3 hybrid tablets, and 3 semi-rugged tablets. The project is to replace computers based on a 5-year replacement cycle for workstations, laptops, and hybrid computers, and a need to transition 12 desktops to laptops in order to provide remote work capabilities for staff.
BACKGROUND/DISCUSSION: The City has 17 desktop computers, 31 laptops, 3 hybrid and 3 semi-rugged tablets recommended for replacement in FY21. Twelve of these desktops are being transitioned to laptops to provide remote work capability, while the rest of the
replacements are considered end of life (EOL) as they no longer have a warranty and most are starting to report reduced performance when performing common tasks. The oldest computers of this proposed replacement are 5 years old, with the average being 4 years old. The City’s current inventory of computers consists of 147 desktops, 58 laptops, 48 iPads, 27 hybrid tablets, and 34 rugged tablets.
The City standardized all desktops and laptops with Dell products 20 years ago. The standardizations help staff to efficiently deploy, troubleshoot, and maintain the systems. This year the City received pricing from three vendors: CDW, Dell, and SHI. CDW provided the City with a proposal based on the National IPA Technology Solutions (2018011-01) contract pricing.
BUDGET/FISCAL IMPACT: Staff received the following pricing for this project:
| Vendor | Total Amount
Dell Workstations, Laptops, Hybrid and Rugged Tablets |
| CDW | $79,168 |
| DELL | $82,581 |
| SHI | $82,111 |
Below is an estimated summary of Project budget:
| FY2021 Funding
Source | Amount
Budgeted | Amount
Requested | Budgeted?
Y/N |
| IT Capital
311-1303-466.66-11 | $82,450 | $79,168 | Y |
8. Award of Proposal to Cyril Regan Heating Inc. for the Senior Center HVAC Replacement Project in the Amount of $155,380.00 with a 10% or $15,538 Contingency
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 a proposal to replace the two inline duct furnaces with a hot water heat system, including two boilers, circulation pumps, and heating coils located at the Senior Center Building to Cyril Regan Heating Inc.
BACKGROUND/DISCUSSION: In May of 2020, staff enlisted the services of WT Group Engineering to evaluate and redesign the twenty year old heating system at the Senior Center. The current heating system consists of two inline duct furnaces, which have been prone to maintenance issues, mostly from cracked heat exchangers. In addition, the HVAC system was not designed to control the heating to specific areas of the building causing an imbalance in temperature control. The newly designed heating system will consist of two boilers, two circulation pumps, one main heating and cooling coil in the air handler unit and six smaller hot water coils in each of the separate supply ductwork zones. The system was designed with two boilers for redundancy, thus insuring the building will never be without heat. Also, the project includes providing a new building automation control system for greater efficiency and temperature control for the six zones.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 9/23/2020 | Reviewed and Recommended Approval |
Has City staff obtained competitive pricing for proposed goods/services? Yes
On September 4, 2020, staff received the following proposals to replace the boilers and circulation pumps:
| Company Name | Dollar Amount Bid |
| Cyril Regan Heating, Inc. | $155,380.00 |
| Oak Brook Mechanical | $187,265.00 |
| Amber Mechanical | $228,000.00 |
Below is an estimated summary of project budget:
| FY2021 Capital Funding Source | Amount Budgeted | Amount Requested | Budgeted? Y/N |
| 311-1503-467-67-76 | $174,000.00 | $170,918.00 | Y |
9. Award of Proposal to A & A Sprinkler Company Inc. for a Three-Year Fire Sprinkler Inspection & Maintenance Agreement in the amount of $43,133.28
STAFF CONTACT: Dan Martin, Superintendent of Public Works (810-3561)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff are requesting City Council approval to award a proposal for Fire Sprinkler Inspection & Maintenance agreement to A & A Sprinkler Company Inc.
PROJECT REVIEW/RECOMMENDATIONS:
| Milestone | Date | Comments |
| Public Works Committee | 9/23/2020 | Reviewed and RecommendedApproval |
BUDGET/FISCAL IMPACT: The Fire Sprinkler Inspection & Maintenance Request for Proposals (RFP) followed the public process. The City of Lake Forest advertised the RFP in the newspaper and contacted multiple companies to notify them of the RFP. The City received four responses which were evaluated by staff. A & A Sprinkler Company Inc. was determined to be the lowest qualified bidder. A & A Sprinkler has performed Fire Sprinkler testing in The City of Lake Forest for the past fifteen years.
Has competitive pricing been obtained for proposed goods/services? Yes
On August 25, 2020, staff received the following proposals for this contract:
| Company | FY2021 | FY2022 | FY2023 | Total |
| A & A Sprinkler Company, Inc. | $14,094.00 | $14,375.88 | $14,663.40 | $43,133.28 |
| Automatic Fire Systems, Inc. | $17,616.00 | $17,968.32 | $18,327.69 | $53,912.01 |
| F.E. Moran Fire Protection | $28,930.00 | $29,508.60 | $30,098.77 | $88,537.37 |
| Cintas FireProtection | $41,972.00 | $42,811.44 | $43,667.69 | $128,451.13 |
| FY2021 -2023 Funding Source | Amount Budgeted | AmountRequested | Budgeted? Y/N |
| Operating Budget | Multiple Accounts | $43,133.28 | Y |
10. Authorize the City Manager to Enter into a One Year Agreement with the Illinois Department of Transportation for the Plowing and Salting of Route 43 (Rte. 176-Rte. 22) and Route 60 (Rte. 41-Field Drive) for the Winter of 2020/2021
STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to allow the City Manager to enter into a one year agreement with the Illinois Department of Transportation for the plowing and salting of Route 43 (Rte. 176-Rte. 22) and Route 60 (Rte. 41- Field Drive) for the winter of 2020/2021. A copy of agreement can be found beginning on page 26.
BACKGROUND/DISCUSSION: The Illinois Department of Transportation (IDOT hereafter) is responsible for plowing and salting all State routes. In Lake Forest, this includes Rte. 41, 43, and 60. Equipment to plow these roads comes from IDOT’s Gurnee Maintenance Facility. Over recent years, IDOT has had its challenges meeting the obligation of plowing Rte. 43 & 60 in a timely manner. For many years, IDOT has had problems with reliability of its older snow plow fleet and was limited on the hours its mechanics could spend repairing said equipment. This, along with reductions in IDOT’s operating budget, resulted in many State routes receiving less than expected snow removal and salting services.
Last winter, The City of Lake Forest entered into a one year agreement with IDOT and thereby accepted responsibilities of plowing and salting these two State routes. The agreement was created as a pilot program to see if both the City could incorporate the added responsibilities into its snow program while at the same time meeting IDOT’s quality and response time expectations. In conversations this past spring, IDOT officials confirmed that the City had met their expectations throughout the winter season and would be interested in pursuing an additional one year agreement. The City responded to IDOT that it instead would be interested in entering into a 10-year agreement. IDOT informed the City that such long-term agreements were created in their Springfield office and that they did not believe they could have an agreement completed in time for this upcoming winter. IDOT therefore proposed entering into an identical agreement with the same financial terms for the upcoming winter.
The following chart provides a breakdown of the costs associated with last winter’s program. IDOT has paid the City in full per the agreed amount of $93,131.36.
PAST PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | September 23, 2020 | Recommended City CouncilApprove the Winter2020/2021 IDOT Agreement |
| City Council | May 18, 2020 | Salt Purchase Approved |
| City Council | December 2, 2019 | Approved the Winter2019/2020 IDOT Agreement |
With regards to salt, the City currently has 2,400 tons of salt on hand. At the May 18, 2020 City Council meeting, City Council approved the purchase of an additional 1,500 tons of salt from Morton Salt for the winter 2020/2021 or for use during the following winter. Staff incorporated a conservative salt estimate into both its inventory and the additional approved 1,500 tons.
With regards to equipment, staff will be requesting the purchase of an additional piece of equipment via the FY ’22 budgeting process. City plow routes need to be adjusted in order to make available an additional large plow truck for Route 43 & 60. The FY ’22 purchase request will be for a mini-loader to work in the CBD and parking lots. This will “free-up” a 5- yard truck that is needed to assist the 12-yard truck to plow and salt Routes 43 & 60.
As far as manpower and potential impacts from Covid, Department staff have been working since mid-summer developing its contingency plan for the upcoming winter. Staff is creating a plan that involves all levels of the Department as well as incorporating personnel from other Departments. The contingency plan will be shared with City Council at an upcoming meeting this fall. Staff feels confident that it will be able to provide plowing and salting services for all Lake Forest roadways and Routes 43 & 60.
COUNCIL ACTIONS: Authorize the City Manager to Enter into a One Year Agreement with the Illinois Department of Transportation for the Plowing and Salting of Route 43 (Rte. 176-Rte. 22) and Route 60 (Rte. 41-Field Drive) for the Winter of 2020/2021
11. Consideration of an Ordinance Approving a Recommendation from the Building Review Board. (First Reading, and if Desired by the City Council, Final Approval)
STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: The following recommendation from the Building Review Board is presented to the City Council for consideration as part of the Omnibus Agenda.
BACKGROUND/DISCUSSION: 710 Green Briar Lane – The Building Review Board recommended approval of a new residence on a vacant lot. A neighboring property owner raised concerns about potential drainage. Staff confirmed that the City Engineer is familiar with the drainage patterns in the area and in particular, is aware of the concerns raised by the neighbor. The drainage and grading plan for the new home reflect areas for short term storage of stormwater as required by the City Engineer. (Board vote: 6 - 0, approved)
The Ordinance approving the petition as recommended by the Building Review Board, with key exhibits attached, is included in the Council packet beginning on page 39. 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 Building Review Board’s recommendation.
COUNCIL ACTION: Approval of the eleven (11) omnibus items as presented.
6. ORDINANCES
1. Consideration of a Recommendation from the Plan Commission in Support of a Special Use Permit for Donati’s Pizza/Jefe’s Tacos, a Casual Restaurant in the Existing Building at Westwood Center, 950 N. Western Avenue. (If desired by the Council, Waive First Reading and Grant Final Approval of the Ordinance.)
PRESENTED BY: Catherine Czerniak, Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: The following recommendation from the Plan Commission is presented to the City Council for consideration and final action.
BACKGROUND/DISCUSSION: This is a request for a Special Use Permit to allow a new restaurant to locate in an existing commercial development on the southwest corner of Western Avenue and Woodland Road. The City Code classifies restaurants located within 150’ of residential zoning districts as special uses; restaurants located further away from residential properties are permitted outright. Special uses proposed in the City’s business districts require consideration by the Plan Commission through the public hearing process and must be evaluated based on the general criteria for special uses and must also comply with the performance standards for restaurants detailed in the Code. The review process assures that the proposed use is considered in the context of both the nearby residential neighborhood and the business district and provides the opportunity for public input. Often, special uses are approved subject to conditions and limitations as is the case with this petition.
The Westwood Center development, under new ownership, has recently under gone significant improvements both interior and exterior. Much of the exterior work is completed and more work is planned in the coming months. A mix of old and new tenants; including offices, restaurants and service businesses, occupy the updated building returning activity to this previously underutilized and deteriorating property. The revitalization of this commercial development offers an amenity to the increasing number of residents who live within walking distance of the business district as well as to the larger community and visitors.
In 2019, the Council, based on a recommendation from the Plan Commission, granted a Special Use Permit authorizing Scouts, a family restaurant, to locate at Westwood Center however, due to the current health crisis, this project was not able to move forward. Instead, a smaller restaurant, offering limited seating with a focus on delivery and take out services, and offering casual food; pizza, tacos and more, is proposed in a portion of the space previously planned for the larger restaurant. The proposed restaurant will be internal to the development, fronting on the courtyard. Tenant spaces with frontage on Western Avenue will remain available for future tenants.
During the public hearing, the Commission received a presentation from the petitioner and heard testimony from one adjacent resident who spoke of the challenges of living in a neighborhood that is adjacent to a commercial district. The Commission noted that several conditions are recommended to minimize potential impacts on the closest neighbors. After deliberation, the Commission concluded that the proposed restaurant, with the recommended conditions of approval, meets the applicable performance standards and Special Use Permit criteria. The Commission welcomed Donati’s back to the community noting that the additional food options and an operational plan that facilitates deliveries and pickups will be a good addition to the business district particularly at this time. The conditions as recommended by the Commission are detailed in the ordinance which is included in the Council packet beginning on page 49. In summary, the conditions address parking, noise, outdoor dining, ventilation and deliveries.
The Commission voted 6 to 0 to recommend approval of the Special Use Permit for Donati’s/Jefe’s. The Commission’s report is included in the Council’s packet on page XX and provides additional background information.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of the Ordinance approving a Special Use Permit for Donati’s Pizza/Jefe’s Tacos at Westwood Center, 950 N. Western Avenue in accordance with the Plan Commission’s recommendation.
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_10_05.pdf
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