City of Lake Forest Cemetery Commission Met March 15.
Here is the agenda provided by the commission:
CALL TO ORDER AND ROLL CALL 6:30 pm
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
| 1. COMMENTS BY MAYOR |
A copy of the Resolution can be found beginning on page 15
COUNCIL ACTION: Approval of the Resolution of Sympathy
| 2. COMMENTS BY CITY MANAGER |
- Elawa Farm
- Laura Calvert, Executive Director
| 3. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL |
| 4. COMMITTEE REPORTS |
| 5. ITEMS FOR OMNIBUS VOTE CONSIDERATION |
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 months, 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 March 1, 2021.
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 March 15, 2021.
REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| City Council | 3/1/2021 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| City Council | 2/16/2021 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| City Council | 2/1/2021 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| City Council | 1/19/2021 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| City Council | 12/7/2020 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| City Council | 11/16/2020 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| City Council | 11/2/2020 | City Council Approved the Mayors Declaration until the next City Council Meeting |
| 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 February 23, 2021 Special City Council Meeting Minutes
A copy of the minutes can be found beginning on page 17
COUNCIL ACTION: Approval of the February 23, 2021 Special City Council Meeting Minutes.
3. Approval of the March 1, 2021 City Council Meeting Minutes
A copy of the minutes can be found beginning on page 19
COUNCIL ACTION: Approval of the March 1, 2021 City Council Meeting Minutes.
4. Approval of a Recommendation from the Public Works Committee to Award the Seminary Ravine Study Proposal to Hey & Associates Inc. in the Amount of $45,000
STAFF CONTACT: Jim Lockefeer, Public Works Management Analyst (810-3542)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff requests City Council award the Seminary Ravine Study Proposal to Hey & Associates Inc. in the amount of $45,000.
BACKGROUND/DISCUSSION: The purpose of this study is to investigate, review, and prepare recommendations for the Seminary Ravine system located adjacent to Lake Forest College. Specifically, the study will focus on Seminary Ravine system reaches bounded by Sheridan Road on the west, Westminster on the north, Rosemary Road on the south, and Mayflower Road on the east.
This area, as part of the City’s Ravine Inventory & Evaluation Program, was found to have numerous locations of substantial down-cutting and erosion that have exposed lengths of City sanitary sewer. In addition, erosion has caused damage to a City storm sewer outfall near Westminster Road. As a subsequent step to these findings from the Inventory & Evaluation Program, the City’s ravine engineering service firm, Hey & Associate Inc., provided a preliminary investigation of this area. This preliminary investigation revealed a need by staff to better understand the erosion and utility issues in the area prior to moving forward with a project design. Following a similar strategic process to the recent Forest Park Bluff Pre-Design, this study will develop project design and construction phasing options. City staff anticipates this study to reveal project initiatives that will be phased in the City’s Capital Improvement Program over multiple years based on the priority of issues identified within the study. The study will also outline potential grant opportunities for issues that are eligible as part of existing grant programs and will feature a dedicated section on green infrastructure opportunities and considerations.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 2/25/21 | Reviewed and Recommended Award of Study to Hey & Associates Inc. |
| Finance Committee | 11/9/2020 | Reviewed Brief Presentation on Study |
| Environmental Sustainability Committee | 10/26/20 | Reviewed Presentation on Study |
Has City staff obtained competitive pricing for proposed goods/services? Yes
Hey & Associates Inc. successfully completed the Rosemary Ravine Project Design and has successfully completed other ravine issue area investigations for the City. Staff would like to again use their experience and services as the City’s designated ravine engineering services firm in completing the Seminary Ravine Study.
Below is an estimated summary of Project budget:
| FY2022 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted? Y/N |
| Capital Improvement Fund
311-3703-467.67-26 | $45,000 | $45,000 | Y |
COUNCIL ACTION: Approval of a Recommendation from the Public Works Committee to Award the Seminary Ravine Study Proposal to Hey & Associates Inc. in the Amount of $45,000
5. Approval of a Recommendation from the Public Works Committee to Approve a Resolution Allowing City employees to perform work in State right-of-way for a Period of Two Years
STAFF CONTACT: Robert Ells, Superintendent of Engineering (810-3555)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff recommends approval of a Resolution to perform work in State right-of-way on watermain, lighting, sewers, and other City owned and maintained infrastructure.
BACKGROUND/DISCUSSION: The City owns and maintains public infrastructure within the State’s right-of-way along Rt. 43, Rt. 60 and Rt. 41. The State requires the City to obtain a permit for any routine maintenance or improvement within its right-of-way. During emergencies such as watermain breaks, or sewer repairs, it is not practical to obtain a permit and subsequent surety bond prior to addressing the necessary repair in an expedited manner. In these instances, the State allows City crews to perform work within its right-of-way provided a Resolution stating compliance with State standards is required during construction.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 2/11/21 | Reviewed and Recommended Council Approval |
Beginning on page 24 of your packet is the IDOT cover letter and a copy of the resolution.
COUNCIL ACTION: Approval of a Recommendation from the Public Works Committee to Approve a Resolution Allowing City employees to perform work in State right-of-way for a period of Two Years.
6. Approval of a Recommendation from the Public Works Committee to Approve an Illinois Department of Transportation (IDOT) Resolution Appropriating $87,470 in Motor Fuel Tax (MFT) Funds and Approval of a Supplemental Phase I Design Agreement with H.W. Lochner, Inc. for the Lake/Woodbine Bridge Project
STAFF CONTACT: Robert Ells, Superintendent of Engineering (810-3555)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff request approval of an Illinois Department of Transportation (IDOT) Resolution appropriating $87,470 in Motor Fuel Tax (MFT) Funds for a Supplemental Phase I Design Agreement with H.W. Lochner, Inc. for the Lake/Woodbine Bridge.
BACKGROUND/DISCUSSION: The Lake/Woodbine Bridge is a three-span concrete arch bridge over a ravine 60 ft. depth, located on Lake Road near the Woodbine intersection. In February 2011, the City requested grant funds under the Highway Bridge Replacement and Rehabilitation Program (BRP) to be used toward the design of the reconstruction of the Lake/Woodbine Bridge. H.W. Lochner received the notice to proceed in late May, 2012. This bridge has a current Sufficiency Rating of 25 and is therefore inspected on an annual basis. Its weight rating was reduced last year after findings from a thorough inspection performed as part of the City’s bridge study. The IDOT Bridge Sufficiency Rating Scale is form 1 to 100 with 1 being the worst and greater than 50 considered satisfactory per Federal guidelines.
With its current low Sufficiency Rating, the City must proceed with completing the Phase I design. Once completed, the design and its report will be submitted to IDOT for their review and comments. Staff will inquire with IDOT how soon it can proceed with the Phase II design, acknowledging that any comments from the Phase I report will be incorporated into the final design and specifications. The City has currently budgeted capital dollars in FY ’23 for Phase II design work. When Phase II design drawings are being reviewed by IDOT, staff will submit the City’s application for an 80/20 (State/City) share for construction from the Illinois Bridge Replacement Fund.
The Phase I design supplement includes updating some of the previous design work along with additional studies on items outside the original scope. Specifically these include an updated traffic analysis, architectural study, structural study, environmental study and an overall roadway study. These studies will ultimately lead to a report documenting the feasibility of repair and rehabilitation of the bridge for presentation to the Historic Preservation Commission,
PROJECT REVIEW / RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 2/25/21 | Reviewed and Recommended City Council Approval |
| Finance Committee | 11/9/20 | Included in 5- Year Capital Plan |
| City Council | 05/2012 | Approved Phase I Agreement |
Has City staff obtained competitive pricing for proposed goods/services? No If no, indicate the specific exception or waiver requested:
Administrative Directive 3-5, Section 6.1I – Existing Relationship
Beginning on page 27 of your packet is the IDOT Resolution allowing MFT Funds to be spent on this design supplement.
Below is an estimated summary of the MFT dollars being requested:
| FY2021 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted
Y/N |
| MFT Fund: 202-3703-478-78-92 | $115,000 | $87,470 | Y |
7. Approval of a Recommendation from the Public Works Committee for Authorization to Advance FY22 Capital Expense and Approval to Award a Contract to Wadsworth Golf Construction for Restoration of Deerpath Golf Course as Associated with the IDOT Storm Water Project, in the Amount of $449,810 plus 10% Contingency in the Amount of $45,190 for a total of $495,000.
STAFF CONTACT: Chuck Myers, Superintendent of Parks and Forestry, 810-3565
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff is recommending City Council approval to award a contract to Wadsworth Golf Construction for the restoration of the golf course and the storm water basins on Deerpath Golf Course associated with the Route 41 & Deerpath Pump Station Project.
BACKGROUND/DISCUSSION: The City and State have been working together for the past eight years on a project to upgrade the storm sewer pump station located under the south bridge abutment at Route 41 & Deerpath Road. The proposed replacement pump station would be located on the southwest corner of Ahwahnee Lane and Deerpath Road. Miscellaneous storm sewer and roadway improvements are proposed along Deerpath Road from 100 feet west of Westmoreland Road to 750 feet west of Golf Lane. Additionally, storm sewer, retaining wall, and two detention ponds will be created on Deerpath Golf Course.
On June 1, 2020 City Council approved an Inter-Governmental Agreement (IGA) between the City of Lake Forest and the Illinois Department of Transportation (IDOT) for the Route 41 & Deerpath Pump Station Project. The IGA provides the City with funding to design and construct the restored landscapes for both the Deerpath Golf Course and the pump station property, totaling $693,083. The City requested the reimbursement to ensure that both locations will be restored in a manner that is acceptable to the City. The IGA states 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 IDOT storm water work on Deerpath Golf Course is expected to be completed by May 2021 and at that time the City will begin the restoration of the golf course in that area. The remaining 20% of funding can be requested at the conclusion of the City’s restoration work.
The City’s golf course design architect completed the preparation of construction documents that incorporates the two new ponds into holes 1, 17, and 18. The scope of work entails the restoration of the Deerpath Golf Course following the construction of two detention basins, which are part of a larger IDOT-funded improvement project occurring on the golf course and along Deerpath Road. The work will include the restoration of golf course features on two holes and the installation of native plantings on both of the new detention basins.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 02/25/21 | Recommend Approval |
| City Council | 12/07/20 | Approved Construction Doc. Contract |
| City Council | 06/01/20 | Approved IGA with IDOT |
Has competitive pricing been obtained for proposed goods/services? Yes
Recommended Bidder/Proposer is BOLDED
| Company Name | Dollar Amount Bid |
| Wadsworth Golf Construction | $449,810 |
| Golf Creations | $519,700 |
Below is an estimated summary of Project budget:
| FY2022 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted? Y/N |
| 510-6325-476.76-55
Golf Fund | $630,000 | $495,000 | Y* |
After careful review of the bids by City staff, we are recommending the selection of Wadsworth Golf Construction for the project. They meet the required qualifications for the project and have extensive experience with golf course restoration work.
COUNCIL ACTION: Approval of a recommendation from the Public Works Committee for Authorization to Advance FY22 Capital Expense and Approval to Award a Contract to Wadsworth Golf Construction for Restoration of Deerpath Golf Course as Associated with the IDOT Storm Water Project, in the Amount of $449,810 plus 10% Contingency in the Amount of $45,190 for a total of $495,000.
8. Approve the Purchase of 2,400 Tons of Road Salt from Morton Salt in the Amount of $170,700 for the FY22 Winter and/or Reserve for FY23
STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council’s approval to participate in Lake County’s Road Salt Bid and approve the purchase of 2,400 tons from Morton Salt in the amount of $170,700 for the FY22winter and if not needed, purchased for the following winter in FY23.
BACKGROUND/DISCUSSION: With the salt bay project completed in early May, 2015, the City is now able to store an additional 800 tons of salt. This results in a total storage capacity of 2,400 tons, equating to 83% of the City’s average annual usage of 2,900 tons. Staff is requesting approval to participate in Lake County’s salt bid and purchase 2,400 tons from Morton Salt. The City would take delivery of 525 tons this summer/fall to replenish the two salt bays. The remaining 1,875 tons would be available for purchase this upcoming winter (if needed) or the following spring to fill the two salt bays. In case of a heavy winter, Lake County’s bid allows for the purchase of an additional 20% of the ordered amount.
The following chart provides a summary of the current inventory, tonnages requested for winter 2021/2022, and a reserve for either this winter or to be purchased next spring for the FY23 winter. With Route 60 being a concrete road (requiring more salt) staff again included 1,000 tons in its estimate for the two State roads. If this amount is not used for the State roads, it will simply be purchased and lessen the amount requested next year at this time.
| Salt Tonnage On-Site at Beginning of Winter 2020/2021 | 2,400 tons |
| Salt Tonnage Used During Winter 2020/2021 | -2,400 tons |
| Amount Delivered in February (current inventory) | 1,500 tons |
| Amount to be Purchased in Summer/Fall 2021 | 525 tons |
| Pre-2021/2022 Winter Inventory | 2,025 tons |
| Tons to be Purchased During Winter 2021/2022 or 2022/2023 Reserve | 1,875 tons |
| Total Tons Available for Winter 2021/2022 | 3,900 tons |
| Reviewed | Date | Comments |
| City Council | May 18, 2020 | Salt Purchase Approved |
| City Council | March 18, 2019 | Salt Purchase Approved |
| City Council | March 19, 2018 | Salt Purchase Approved |
| City Council | March 6, 2017 | Salt Purchase Approved |
| City Council | March 7, 2016 | Salt Purchase Approved |
| City Council | March 16, 2015 | Salt Purchase Approved |
| City Council | March 17, 2014 | Salt Purchase Approved |
Has competitive pricing been obtained for proposed goods/services? Yes
| Funding Source | Account Budget | Amount
Requested | Budgeted
Y/N |
| FY22 or FY23 General Fund – Streets Section | $187,000 | $170,700 | Y |
9. Consideration of Recommendations from the Plan Commission and Building Review Board in Support of Redevelopment of the Southeast Corner of Waukegan and Everett Roads with a Mixed Use Development. (Final Approval of Ordinances)
STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: At the March 1, 2021 meeting, the City Council approved first reading of two ordinances based on recommendations from the Plan Commission and Building Review Board in support of the redevelopment of the southeast corner of Everett and Waukegan Roads by the Iosue family. Approval of a Special Use Permit and the design aspects of the project are requested through the approval of two ordinances.
BACKGROUND AND DISCUSSION: The property located on the southeast corner of Everett and Waukegan Roads has been vacant for a number of years since Pasquesi Home and Garden and the gas station closed. In 2019, the Iosue family acquired the property and is seeking approval to redevelop the site in combination with the existing office building to the east which is also owned by the Iouse family.
The proposed development as recommended by the Plan Commission and Building Review Board includes a three story medical office building in the southwest corner of the property, a small retail building at the northwest corner of the site with a drive thru for a coffee shop, shared parking for the two new buildings and the existing office building, landscaped perimeter buffers for the neighboring residential properties, enhancement of the streetscapes, pedestrian walkways and reduced access points on to the adjacent streets. The development is designed to allow for the dedication of additional right-of-way as may be needed in the future for roadway improvements however, the development is not dependent on those improvements. The property owner is in discussions with various tenants and assuming approval from the City Council, anticipates signing leases soon and beginning construction on the site later this year.
A Special Use Permit is required for the development to authorize a drive thru and professional offices on the first floor in the B-1 District and to grant variances from the parking standards to allow for off site employee parking and from the zoning setback along Waukegan Road to allow a small portion of the office building to encroach up to four feet into the 20 foot required setback.
The Ordinances approving the Special Use Permit and the overall site and building designs are included in the Council packet beginning on page 28.
COUNCIL ACTION: Grant final approval of an ordinance approving a Special Use Permit authorizing redevelopment of the property and approving a drive thru for a coffee shop, professional offices on the first floor in the B-1 District and variances to allow off site employee parking and an encroachment of a small portion of the office building into the required setback.
AND
Grant final approval of an ordinance approving the design aspects of the overall site and building for the Iosue development.
COUNCIL ACTION: Approval of the nine (9) omnibus items as presented.
| 6. OLD BUSINESS |
PRESENTED BY: Library Board President, Wendy Darling and Board member David Rose
STAFF CONTACTS: Jason Wicha, City Manager (810-3675)
Catherine Czerniak, Director of Community Development (810-3504)
Representatives of the Library Board will provide an update on the ongoing discussions about future improvements to the Library. The anticipated Lake Forest Library Capital Improvement Project includes both restoration, repair and upgrades to the original 1931 Library as well as concepts for providing new, forward thinking spaces to accommodate library services and programs long into the future.
After its construction in 1931, the Lake Forest Library was recognized as being at the forefront, the facility was not just about books, but about people and community. The original Library and the later modifications have served the community well, but time has taken its toll and the way in which libraries serve communities continues to change. The proposed project focuses on returning the building to its original grandeur while at the same time finding ways to offer new, flexible spaces that will allow the Library to continue to serve the community long into the future, in a way that is uniquely Lake Forest. Consistent with the Lake Forest tradition, the project proposes to honor the past while looking forward.
This presentation is intended to bring the City Council and the community up to date on the status of the project and provide information about planned next steps. Comments and questions from the Council are encouraged with the goal of helping to move toward community consensus on the scope and details of the project.
COUNCIL ACTION: No action is requested.
| 7. NEW BUSINESS |
| 8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS |
Adjourn into Executive Session
There will be no additional City business following the adjournment into Executive Session
| 9. ADJOURNMENT |
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