City of Lake Forest City Council met Nov. 2.
Here is the minutes provided by the council:
CALL TO ORDER AND ROLL CALL
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
A. Tree Lighting Update
- Sally Swarthout, Director of Parks and Recreation
2. COMMENTS BY CITY MANAGER
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
FINANCE COMMITTEE
1. Determination of Non-Binding Estimate of the Amount of Revenue to be generated from Property Taxes for the 2020 Calendar Year in Accordance with the Truth in Taxation Statute and Establishment of a Public Hearing Date for the 2020 Tax Levy (if required)
PRESENTED BY: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests City Council approval of a non-binding estimate of the amount of revenue to be generated from property taxes in calendar year 2020 and setting of a public hearing date if this estimate exceeds 105% of the prior year’s tax extension in accordance with State Statutes.
BACKGROUND/DISCUSSION: Under the Truth in Taxation Act, the City Council is required to determine the estimated amount of money to be raised by taxation twenty (20) days prior to the adoption of the annual tax levy. The amount determined is an estimate, and may be increased or decreased under the statute, provided that any increase does not exceed 105% of the prior year’s tax extension without the required notice and public hearing. This estimate is preliminary and initiates the public process for the 2020 tax levy by establishing an estimated amount from which staff can prepare a proposed levy ordinance.
The 2020 property tax levy estimate, as considered by the Finance Committee on October 19, is as follows:
| Levy | 2019 Extended | 2020 Levy Estimate | % Increase (Decr.) |
| Aggregate Levy | $ 31,895,637 | $ 33,234,214 | 4.20% |
| Debt Service Levy | 1,828,011 | 1,829,087 | .06% |
| TOTAL LEVY | $ 33,723,648 | $ 35,063,301 | 3.97% |
• 2.30% overall increase in compliance with the tax cap applicable to 2020 levies under the Property Tax Extension Limitation Law (PTELL),
• an increase due to new construction as estimated by the Lake County Assessor’s Office,
• an increase in funding requirements for police and fire pension as established by a 4/30/20 independent actuarial valuation, and
• required debt service levy amounts as established by bond ordinances approved at the time of debt issuance.
Based on the preliminary estimate, a public hearing would not be required under the Truth in Taxation Act.
A discussion regarding the 2020 tax levy is scheduled for the November 9 Finance Committee budget workshop. The tax levy ordinance will be considered by the City Council on November 16 and again on December 7, 2020.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Finance Committee | 10/19/20 | Approval of 2020 Tax Levy Estimate |
| City Council | 8/3/20 | Approval of revised Pension Funding Policy |
AUDIT COMMITTEE REPORT
1. Audit Committee Report and Presentation of the Fiscal Year 2020 Comprehensive Annual Financial Report
PRESENTED BY: Vincent Sparrow, Audit Committee Chairman
STAFF CONTACT: Diane Hall, Assistant Finance Director (847-810-3614)
PURPOSE AND ACTION REQUESTED: Staff requests receipt of the audit report for the fiscal year ended April 30, 2020.
BACKGROUND/DISCUSSION: The Comprehensive Annual Financial Report (CAFR) for the fiscal year ended April 30, 2020 is provided beginning on page13. A bound copy of the CAFR is available upon request and an electronic copy will be made available on the City web site following City Council acceptance of the report. The document has been reviewed by the Audit Committee with Baker Tilly Virchow Krause, the City’s independent audit firm, and has been accepted by the Audit Committee. The City has received an unmodified opinion on its Fiscal Year 2020 financial statements.
The City has been awarded the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association for forty-one (41) consecutive years. This year’s report will once again be submitted to GFOA for consideration of this award.
The Audit Committee met four times in 2020 and highlights of those meetings as well as the audit report will be presented this evening by Audit Committee Chairman Vince Sparrow.
COUNCIL ACTION: Receipt of the audit report for the fiscal year ended April 30, 2020.
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 October 19, 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 November 2, 2020.
REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| City Council | 10/19/2020 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| City Council | 10/5/2020 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| 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 October 19, 2020 City Council Meeting Minutes
A copy of the minutes can be found beginning on page 217
COUNCIL ACTION: Approval of the October 19, 2020 City Council Meeting Minutes.
3. Approval of the Check Register for the Period of September 26 to October 23, 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:
Check Register for September 26 - October 23, 2020
Included in the “All other Funds” subtotal is $137,927 special recreation inclusionary services, $231,515 in Water Capital Fund expenses and $332,362 in Medical/Dental claims paid by the plan administrator.
COUNCIL ACTION: Approval of the Check Register for the Period of September 26 to October 23, 2020
4. Approval of the Fourth and Fifth Year of Contract with American Printing Technologies (APT) for Vehicle, Pet and Parking Licenses/Permits Services
STAFF CONTACT: Diane Hall, Assistant Finance Director 847-810-3614
PURPOSE AND ACTION REQUESTED: Staff requests City Council approve the fourth and fifth year of the contract for processing of Vehicle, Pet and Parking Licenses/Permits.
BACKGROUND/DISCUSSION: In November 2017, City Council approved a contract for one year for the processing of the City’s vehicle licenses, pet licenses and parking permits based upon a Request for Proposals (RFP) process conducted by the Finance Department. Approval for years 2 and 3 was granted in February 2019. Staff is requesting approval for years 4 and 5 at this time. For years 1-3, these services were provided jointly by Direct Response Resource and American Printing Technologies (APT). In January 2021, all processes will move under APT to streamline services under one vendor. APT has requested a 3% increase in printing costs for the final two years of the contract with an additional $1,500 for database preparation services for the initial mailing. In addition, staff has contacted municipalities utilizing an alternate vendor that provides the same services to inquire if their processes have been revised to incorporate elements of the City’s original RFP. At this time, the alternate services have not been added.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| City Council | 11/06/17 | City Council approved contract with Direct Response Resource |
| City Council | 3/19/18 | City Council approved modification to the agreement with Direct Response Resource to assign a portion of the contract to American Printing Technologies |
| City Council | 2/19/19
| City Council approved years 2 and 3 of the contract with Direct Response and assignment of a portion of the contract to American Printing Technologies. |
Has competitive pricing been obtained for proposed goods/services? Yes. An RFP process was completed in November 2017.
| FY2021 Funding Source | Amount
Budgeted | Amount Requested | Budgeted? Y/N |
| 101-1314-435.35-10
101-1314-460.60-13 | $37,000
$8,500 | $35,700
$8,800 | Y |
| FY2022 Funding Source | Amount
Budgeted | Amount Requested | Budgeted? Y/N |
| 101-1314-435.35-10
101-1314-460.60-13 | $37,000
$8,500 | $35,700
$8,800 |
| FY2022 Funding Source | Amount Budgeted | Amount Requested | Budgeted? Y/N |
COUNCIL ACTION: Approval of the Fourth and Fifth Year of Contract with American Printing Technologies for Vehicle, Pet and Parking Licenses/Permits services
5. Approval of a Memorandum of Understanding Between The City of Lake Forest and Lake County 211 Program to Enhance Information Resources in the Event of Natural Disasters.
STAFF CONTACT: Pete Siebert, Fire Chief (810-3864)
PURPOSE AND ACTION REQUESTED: The Memorandum of Understanding (MOU) sets forth the terms and understanding between United Way of Lake County 211 Program (211) and the City of Lake Forest to develop a mutually beneficial partnership to ensure that 211 is ready to quickly provide relevant information and referrals in the event of a disaster. For the purpose of this MOU, disaster is defined as any weather or manmade event causing major disruption to daily life in Lake County. Additional background information and the MOU can be found beginning on page 220.
BACKGROUND/DISCUSSION: 211 serves communities during and after events such as inclement weather relative to our region (tornados, floods, heat and cold emergencies, etc.), social unrest, health emergencies, fire emergencies and more. 211 reinforces the messages emergency officials need to communicate to the public, such as the location of evacuation centers, road closures, safety instructions, social services to assist disaster victims, and more. In preparation for future emergencies, we are actively building relationships with emergency service officials to encourage the inclusion of 211 in local emergency response plans. The partnership is free and can enhance our community's ability to communicate with its residents during any emergency.
• 211 provides an easily-accessible channel for delivering information to the public regarding an emergency or disaster.
• 211 refers callers to authoritative information about the emergency, including the location of emergency shelters, where to get basic supplies, information about locating loved ones, and how to donate goods or volunteer.
• 211 helps to alleviate the number of non-emergency calls made to 911 and other municipal phone lines. In addition to its public inquiry role, 211 also has an extensive database of resources that includes emergency and everyday programs and services that support residents during the event, and long into the recovery process. The database is quickly expandable to include disaster resources and emerging information.
• 211 collects information about callers and their needs, including service gaps that exist, or that emerge during an event. This information can be shared in real time with emergency officials to support their work on the ground.
BUDGET/FISCAL IMPACT: There is no budgetary impact to the City of Lake Forest at this time. The Lake County 211 Program is financially supported by the United Way and donations.
COUNCIL ACTION: Approval of a Memorandum of Understanding Between The City of Lake Forest and Lake County 211Program to Enhance Information Resources in the Event of Natural Disasters
6. Award of contract with Advanced Tree Care, for an amount not to exceed $42,000, as part of the MPI Tree Pruning Services Joint Bid for FY2021.
STAFF CONTACT: Corey Wierema, City Forester/Forestry Supervisor 847-810-3564
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval for the City of Lake Forest to join the Municipal Partnership Initiative (MPI) Tree Pruning contract, and enter into a contract with Advance Tree Care Inc.
BACKGROUND/DISCUSSION: Tree pruning is one of the most important components in maintaining a healthy urban forest. Pruning removes dead and/or competing branches to encourage healthy new growth, maturation and removes and reduces weak branches that can become a safety hazard. The process maximizes a tree’s value and maintains numerous environmental and community benefits.
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 which bid similar projects each year.
The City plans to contractually prune approximately 1,200 trees under this contract for FY2021. This work will extend the functional lifespan of the City’s trees and delay long-term expenses associated with the removal and replacement of unhealthy trees.
BUDGET/FISCAL IMPACT: The MPI Tree Pruning contract has been in place since 2015 and has been extended to the 2020/2021 pruning season. By joining the MPI, the City will save an estimated $3,000 to $4,000 per year on the necessary tree pruning. If awarded, work on this project is expected to be completed in one month. City Forestry staff will provide daily oversight and quality control.
For the FY2021 MPI Tree Pruning Contract, five bids were received and Advanced Tree Care provided the lowest proposed cost.
Has competitive pricing been obtained for proposed goods/services? Yes
| FY2021 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted?
Y/N |
| 220-5888-435-3510 | $42,000 | $42,000 | Y |
7. Approval to Purchase a ProWall Outdoor Ice Rink System for West Park, in the Amount of $49,810.
STAFF CONTACT: CHUCK MYERS, SUPERINTENDENT OF PARKS AND FORESTRY, 810-3565
PURPOSE AND ACTION REQUESTED: Parks & Recreation Board and staff are recommending City Council approval to purchase a ProWall Outdoor Ice Rink System for West Park in the amount of $49,810.
BACKGROUND/DISCUSSION: The City of Lake Forest maintains outdoor skating facilities at West Park with a warming house, bathrooms, and a designated ice hockey rink. The City’s Parks Section is responsible for the annual set-up and maintenance of the West Park outdoor ice hockey rink. The hockey rink must be assembled and anchored every year before the basin area is flooded. The current ice hockey rink is a wooden structure that was built over 25 years ago that is difficult to assemble and requires regular painting and repairs. The ProWall Ice Rink System will be much lighter but it is constructed of a durable plastic material that will require less annual maintenance and less time to install every year.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Parks & Recreation Board | 10/20/20 | Recommend purchase |
Has competitive pricing been obtained for proposed goods/services? Yes
| Company Name | Dollar Amount Bid |
| Sports Resource Group | $49,810 |
| Sports Pros USA | $56,820 |
| Keeper Goals | $58,471 |
COUNCIL ACTION: Approval to Purchase a ProWall Outdoor Ice Rink System for West Park, in the Amount of $49,810
8. Consideration of Ordinance Approving a Recommendation from the Zoning Board of Appeals. (First Reading, and if Desired by the City Council, Final Approval)
STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: The following recommendation from the Zoning Board of Appeals is presented to the City Council for consideration as part of the Omnibus Agenda.
BACKGROUND/DISCUSSION:
1083 Griffith Road – The Zoning Board of Appeals recommended approval a variance from the front yard setback to allow a second story addition to be constructed over an existing non- conforming, single story element of the home to add an accessible bathroom for a family member. Two letters were presented to the Board in support of this petition. (Board vote: 7 - 0, approved)
The Ordinance approving the petition as recommended by the Zoning Board of Appeals, with key exhibits attached, is included in the Council packet beginning on page 225. The Ordinance, complete with all exhibits, is available for review in the Community Development Department.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of the Ordinance approving the petition in accordance with the Zoning Board of Appeals’ recommendation.
9. Consideration of 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: 1131 Turicum Road – The Building Review Board recommended approval of a new residence on this vacant lot. This is the last remaining lot on Turicum Road, all of the other lots are developed. This lot is adjacent to the McCormick Ravine to the south, the property line is located on the table land, not in the ravine. All of the improvements on the lot as now proposed are located outside of the steep slope setback, in conformance with the Code.
Because of the ongoing restoration work in the McCormick Ravine, the site plan was provided to Lake Forest Open Lands Association (LFOLA) for review. The plans presented for final approval reflect the clarifications and refinements requested by LFOLA. Public testimony was presented to the Board by several neighbors regarding the siting of the house and location of the curb cut. The Board directed refinements to the site plan and worked to balance the various interests with priority on assuring that all improvements are set back from the ravine in conformance with the Code. The Board acknowledged that developing the last vacant lot in an established neighborhood can be difficult but recognized that the property is a buildable lot. (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 232. 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 nine (9) omnibus items as presented.
6. ORDINANCES
7. OLD BUSINESS
8. NEW BUSINESS
9. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS
10. ADJOURNMENT
A copy of the Decision Making Parameters can be found beginning on page xx of this packet.
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