City of Lake Forest City Council met April 4.
Here are the minutes provided by the council:
CALL TO ORDER AND ROLL CALL 6:30 p.m.
Honorable Mayor, George Pandaleon
James E. Morris, Alderman First Ward Jim Preschlack, Alderman Third Ward Jennifer Karras, Alderman First Ward Ara Goshgarian, Alderman Third Ward Melanie Rummel, Alderman Second Ward Raymond Buschmann, Alderman Fourth Ward Edward U. Notz, Jr., Alderman Second Ward Eileen Looby Weber, Alderman Fourth Ward
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
| 1. COMMENTS BY MAYOR |
A copy of the resolution can be found beginning on page 29
COUNCIL ACTION: Approval of a Resolution of Appreciation for Retiring Deputy Fire Chief, Kevin Cronin
| 2. COMMENTS BY CITY MANAGER |
| 3. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL |
| 4. COMMITTEE REPORTS |
1. Report on the 2022 Patching & Resurfacing Project (Omnibus Item overview) - Byron Kutz, Superintendent of Engineering
2. Authorize the City Manager to Execute an Agreement for Construction of the Burr Oak Area Storm Sewer Project to DiMeo Brothers, Inc. in the Base Amount of $3,896,876 Plus a 10% Contingency of $389,688. Contingent Upon Final Legal Counsel Approval of the Lake Forest / Lake County Stormwater Management
Commission Inter-Governmental Agreement (SMC IGA hereafter), Approve a Change Order in the Amount of $655,150 Plus a 10% Contingency of $65,515 for a Total Not-to-Exceed Project Amount of $5,007,229
PRESENTED BY: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff recommend City Council authorize the City Manager to execute an agreement for construction of the Burr Oak Area Storm Sewer Project to DiMeo Brothers, Inc. in the base amount of $3,896,876 plus a 10% contingency of $389,688. Contingent upon final City legal counsel approval of the Lake Forest / Lake County Stormwater Management Commission Inter-Governmental Agreement (SMC IGA hereafter), approve a change order in the amount of $655,150 plus a 10% contingency of $65,515. This will result in a total not-to-exceed project amount of $5,007,229. The $655,150 amount represents narrowing the roadway curve on Western Avenue north of Franklin Place, additional streetscape items in this area, paving northbound Western Avenue, and the installation of a storm sewer on Alden Lane from Tara Lane to Western Avenue.
BACKGROUND/DISCUSSION: In 2014, Baxter & Woodman performed a comprehensive storm drainage study for The City of Lake Forest. The study was updated in October, 2019. Computer models of the City’s drainage system were used to identify problem areas and deficient storm sewers. The updated study identified eleven locations to address needed storm sewer improvements.
Two projects were completed within the past four years: The West Fork / Hackberry area and the Forest Hill / Old Elm area. The 2019 updated study identified the next highest priority project being the Burr Oak area. This area is adjacent to and part of the North Western Avenue business district. It encompasses a drainage area east of Green Bay Road, Alden Lane and N. Western Avenue to the north, and Franklin Avenue to the south. Stormwater in this area flows through a single 36” line under the METRA tracks, heads east under Lake Forest High School’s property, and outflows into a ravine behind the homes on the east side of Willow Street. From there, the stormwater flows north into Lake Bluff and eventually into Lake Michigan via Lake Bluff’s Moffet Road ravine.
On July 17, 2020, staff submitted a grant application to SMC for the State of Illinois Department of Commerce & Economic Opportunity’s (DCEO hereafter) “Stormwater Capital Improvement Program”. On August 6, 2020, SMC approved a list of fourteen projects for a $30 million grant award from DCEO; Lake Forest was awarded $2.75 million. Included in the award amount is a $314,036 administrative expense Lake Forest is expected to pay SMC to offset SMC’s oversight of the grant and reimbursement process. The administrative expense is to be paid to SMC by November, 2022. Based on this, the net amount of $2,435,964 will be used to offset the total project cost.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 3/3/22 | Reviewed and recommended City Council approve the low bid plus a 10% contingency to DiMeo Brothers, Inc., for the entire project cost. Proceeding with the change order amount and it's project contingency will be contingent upon final City Attorney review of the Lake Forest / SMC IGA. |
| City Council | 12/6/21 | Authorized the City Manager to execute an IGA between the City and SMC for the Burr Oak Storm Sewer Project, based upon final City Attorney review, and approval of a SMC project expense match in the amount of $314,036 contingent upon the receipt of grant funding |
| Public Works Committee | 11/22/21 | Reviewed & recommended approval of draft IGA contingent upon City Attorney final review & approval |
| Finance Committee | 11/8/21 | Project update memo provided |
| Finance Committee | 11/9/20 | Project update memo provided |
| Finance Committee | 11/12/19 | Included in the 5-Year Capital Plan |
| City Council Workshop | 9/16/19 | Review of updated storm sewer study |
The following is a summary of the bids received:
| BIDDER | BID AMOUNT |
| DiMeo Brothers, Inc. | $4,552,026 |
| A-Lamp Concrete Contractors, Inc. | $4,566,527 |
| Berger Excavating Contractors, Inc. | $4,582,979 |
| Bolder Contractors | $4,803,575 |
| DK Contractors | $4,980,917 |
Once the City learned about the SMC grant opportunity, staff began having regular conversations with DiMeo Brothers about extending their bid price. DiMeo Brothers is eager to construct this project and has therefore extended their bid five different times since April, 2020. Their current letter dated March 25, 2022 (attached on page 30 of this agenda packet), extends their pricing through April 4, 2022. Staff continues to be in contact with DiMeo Brothers and has explained that the City will execute the additional work once the final IGA between Lake Forest and SMC has been reviewed and approved by the City’s legal counsel. Staff spoke with SMC staff on March 24 and were notified that SMC received a “Notice of State Award” on March 23, approving the $30 million grant and authorizing reimbursement of all
project expenses dating back to October 1, 2021. SMC told City staff that they would like the City to proceed with the project and that they expect to provide a draft IGA to the City by mid-late April. This will be SMC’s first project with this grant and they anticipate having a ground breaking ceremony in early May.
If approved by City Council this evening, the project is anticipated to begin in early May. An update letter was sent to the Burr Oak residents and businesses on February 25, 2022 noting that the City intends on proceeding with the project in spring, 2022. Understanding the current status of the grant funding, staff began developing a comprehensive communication plan in mid-December. The plan includes a project specific website with an option to allow for immediate notification of any project updates, electronic sign boards, multiple letters, and meetings with surrounding residents and businesses that will occur this month.
Has City staff obtained competitive pricing for proposed goods/services? YES Below is an estimated summary of project budget:
| FY2022 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted? Y/N |
| Capital Fund
311-3703-478.78-21 (Base Amount) | $4,300,000 | $4,286,564 | Y |
| Capital Fund
311-3703-478.78-21 (Change Order) | $720,665 | N* |
COUNCIL ACTION: Authorize the City Manager to Execute an Agreement for Construction of the Burr Oak Area Storm Sewer Project to DiMeo Brothers, Inc. in the Base Amount of $3,896,876 Plus a 10% Contingency of $389,688. Contingent Upon Final Legal Counsel Approval of the Lake Forest / Lake County Stormwater Management Commission Inter-Governmental Agreement (SMC IGA hereafter), Approve a Change Order in the Amount of $655,150 Plus a 10% Contingency of $65,515 for a Total Not-to-Exceed Project Amount of $5,007,229
3. Authorize the City Manager to Execute an Agreement for Construction Assistance Services for the Burr Oak Area Storm Sewer Project to GeWalt Hamilton Associates, Inc. in an Amount Not-to-Exceed $40,250
PRESENTED BY: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff are requesting City Council authorize the City Manager to execute an agreement with GeWalt Hamilton Associates, Inc. (GHA hereafter) to provide construction engineering assistance for the Burr Oak area storm sewer project in an amount not-to-exceed $40,250.
BACKGROUND/DISCUSSION: On November 3, 2021, City staff solicited proposals from engineering firms to provide construction engineering services for the Burr Oak area storm sewer project. Specifically, the engineering firm will review and approve all shop drawing submittals, respond to contractor requests for plan and specification information, provide site visits during construction, review and recommend change order requests, provide final inspections of both the storm trap and pump station, and assist with placing the pump station into service. These services are required regardless of the final scope of the Burr Oak Storm Sewer project.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 3/3/22 | Reviewed and recommended City Council approval of construction
assistance services to GeWalt Hamilton |
| City Council | 12/6/21 | Authorized the City Manager to execute an IGA between the City and SMC for the Burr Oak Storm Sewer Project, based upon final City Attorney review, and approval of a SMC project expense match in the amount of $314,036 contingent upon the receipt of grant funding |
| Public Works Committee | 11/22/21 | Reviewed & recommended approval of draft IGA contingent upon City Attorney final review & approval |
| Finance Committee | 11/8/21 | Project update memo provided |
| Finance Committee | 11/9/20 | Project update memo provided |
| Finance Committee | 11/12/19 | Included in the 5-Year Capital Plan |
| City Council Workshop | 9/16/19 | Review of updated storm sewer study |
| Company Name | Proposal Amount |
| GeWalt Hamilton Associates, Inc. | $40,250 |
| Bleck Engineering Company, Inc. | $49,795 |
| Baxter & Woodman | $64,960 |
Has City staff obtained competitive pricing for proposed goods/services? Yes Below is an estimated summary of project budget:
| FY 2022 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted
Y/N |
| Capital Fund
311-3703-478.78-21 | $4,300,000 | $40,250 | Y |
| 5. ITEMS FOR OMNIBUS VOTE CONSIDERATION |
A copy of the minutes can be found beginning on page 31
COUNCIL ACTION: Approval of March 7 ,2022, City Council Meeting Minutes 2. Approval of the Check Register for the Period of February 26 – March 25, 2022 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 February 26 - March 25, 2022
Fund Invoice Payroll Total
101 General 805,548 1,678,999 2,484,547
501 Water & Sewer 70,692 195,193 265,885
220 Parks & Recreation 108,012 386,402 494,414
311 Capital Improvements 45,767 45,767
202 Motor Fuel Tax 4,282 4,282
230 Cemetery 23,913 29,714 53,627
210 Senior Resources 6,224 29,154 35,378
510 Deerpath Golf Course 10,467 2,973 13,439
601 Fleet 57,723 60,468 118,191
416 - 433 Debt Funds 312 312 248 Housing Trust 0
201 Park & Public Land 0
All other Funds 664,969 176,463 841,432
$1,797,908 $2,559,366 $4,357,273
The sub-total labeled “All other Funds” includes $491,872 in Medical/Dental claim payments.
COUNCIL ACTION: Approval of the Check Register for the Period of February 26 – March 25, 2022
3. Approval of a Resolution Reallocating 2022 Volume Cap to the Village of Buffalo Grove, Illinois
STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests approval of a resolution reallocating the City’s 2022 private activity bond volume cap to the Village of Buffalo Grove, Illinois for the private activity bond clearinghouse (PABC) pool.
BACKGROUND/DISCUSSION: The Federal Tax Reform Act of 1986 imposes a limit on the aggregate amount of “tax exempt private activity” bonds (also known as volume cap) that can be issued by a State. Pursuant to these federal regulations, the State of Illinois has developed a formula by which the State ceiling is allocated among governmental units in the State having authority to issue such bonds.
The Illinois Private Activity Bond Allocation Act provides that a home rule unit of government is allocated an amount equal to $110 multiplied by its estimated population, which for Lake Forest in calendar year 2022 is $2,131,690 (19,379 x $110). By May 1, 2022, the City must take action to grant, reserve or transfer its allocation, or the amount is reserved by the Governor’s Office for a pool. The City may transfer its allocation to any other home rule unit of government, the State of Illinois or any agency of the State.
This year, the City has received one request (page 34) to transfer its volume cap, as follows:
| Organization | Proposed Use | Amount of Transfer Fee |
| Village of Buffalo Grove (Lake County Partners) | Private Activity Bond
Clearinghouse | 0.5% or $10,658.45* |
Home rule units are not prohibited from charging a fee for transferring their cap. In prior years when economic conditions were more favorable, home rule units were able to induce developers to pay a higher transfer fee than that offered by Lake County Partners. In recent years, however, fewer developers have sought the volume cap due to low interest rates and declines in development activity.
Because the volume cap amount for most municipalities is too small to assist with eligible projects, Lake County Partners created the Clearinghouse in 2000 as a way for Lake County communities to pool their cap and make best use of the allocation locally. Lake County Partners reports that in the past several years, they have seen little activity in the private activity bond market. Since its inception, the clearinghouse has funded nearly $200 million in local projects, including the construction of 360,000 square feet of new manufacturing space, creation of 648 new manufacturing jobs, renovation of 1,600 multi-family dwelling units, purchase of an estimated 251 homes by “first-time homebuyers”, expansion of a Montessori School, and construction of a new solid waste disposal “cell”.
This is the 17th year under home rule status that the City has been allocated volume cap. The City has transferred its volume cap to Buffalo Grove for the past fifteen (15) years. To date, fee income of $8,574.78 has been received.
BUDGET/FISCAL IMPACT: Upon issuance of bonds utilizing the City’s volume cap, a transfer fee payment of .5% would be due to the City. Should the entire 2022 allocation be utilized by the pool, the City would receive $10,658.45.
COUNCIL ACTION: Approval of a Resolution (page 35) Reallocating 2022 Volume Cap to the Village of Buffalo Grove, Illinois.
4. Consideration of a Request to Waive the Fidelity Bond Requirement in Connection with the School of St. Mary Holding a Raffle in The City of Lake Forest. (Approval by Motion)
STAFF CONTACT: Margaret Boyer, City Clerk (847.810.3674)
PURPOSE AND ACTION REQUESTED: Staff requests City Council consideration of waiving the fidelity bond requirement in connection with a proposed raffle from the School of St. Mary.
BACKGROUND: In January 2020 the City Council approved an Ordinance Amending Chapter 110, titled “Licenses and Miscellaneous” related to Raffles, to align these sections with recent State of Illinois Legislation. Section 110.0149, J, allows the raffle manager designated by the organization to seek a waiver of the bond requirement from the City Council.
At this time the School of St. Mary is requesting a waiver of the bond requirement and has submitted a request. A copy of the request can be found beginning on page 37.
BUDGET/FISCAL IMPACT: N/A
COUNCIL ACTION: Consideration of a Request to Waive the Fidelity Bond Requirement in Connection with the School of St. Mary Holding a Raffle in The City of Lake Forest. (Approval by Motion)
5. Consideration of an Ordinance Amending the City of Lake Forest City Code Regarding the Class C-1 and C-3 Liquor Licenses (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 City’s Liquor Code to increase the number of liquor licenses in the C-1 and C-3 license categories.
BACKGROUND AND DISCUSSION: The Liquor Commissioner has received a request from the current owners of the Peanut Gallery to operate in a new location located at 588 N. Western Ave. The owners have requested a C-1 liquor license (general restaurant liquor license) and an add-on C-3 liquor license that will allow outdoor service. The restaurant was previously located at 950 N. Western Avenue.
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 to increase the number of available licenses. In this case, the number of C-1 and C-3 liquor licenses will be increased by one each to accommodate The Peanut Gallery. The proposed ordinance increasing the number of Class C-1 and C-3 liquor licenses can be found beginning on page 38.
BUDGET/FISCAL IMPACT: The fiscal impact of adding additional licenses in the C-1 and C-3 categories would have a positive impact on liquor license revenues.
COUNCIL ACTION: Consideration of an Ordinance Amending the City of Lake Forest City Code to increase the number of Licenses available in the Class C-1 and C-3 liquor license categories (First reading and if appropriate final approval).
6. Award of the Lowest Responsive and Responsible Proposal for Dialogue Newsletter Printing Services to Lake County Press, Inc., in the Amount of $40,180 and a contingency in the amount of $1,800, for a total of $41,980
STAFF CONTACT: Dana Olson, Communications Manager, (847-810-3672)
PURPOSE AND ACTION REQUESTED: City staff request awarding the lowest responsive and responsible proposal for professional services related to the printing and mailing of the City’s Dialogue newsletter to Lake County Press, Inc., in the Amount of $40,180 and a roughly 4.5% contingency in the amount of $1,800, for a grand total of $41,980.
BACKGROUND/DISCUSSION: The City of Lake Forest regularly contracts with outside service providers to perform professional printing services for various projects including the quarterly Dialogue Newsletter, Recreation Seasonal Brochure, and the Dickinson Hall News Brief, which are produced and delivered throughout the community.
The Dialogue Newsletter is print publication that is produced quarterly and includes a winter, spring, summer and fall edition. The newsletter is printed and delivered to every home, office, business, and post office box within the corporate limits of Lake Forest. Approximately 8,900 newsletters are distributed each quarter and available to view online.
BUDGET/FISCAL IMPACT: This past winter, the City issued a request for proposal (“RFP”) for professional printing and mailing services for the City Dialogue Community-Wide Newsletter, which was released to more than a dozen professional printers in the area, posted on the City’s website, and published in the Lake County News Sun. The intent of the solicitation was to identify a printing partner to engage in a three-year professional services agreement for printing services, beginning with FY2023. The City received three responses and a selection committee, comprised of City staff, was formed to review them for responsiveness and compliance.
Has competitive pricing been obtained for proposed goods/services? Yes The following is a summary of the three proposals received:
| Company Name | Base Proposal
Amount (4 issues) |
| Burke Printing | $26,580 |
| James W. Smith | $33,688 |
| Lake County Press, Inc. | $40,180 |
After careful review of the responses, the City did not find Burke Printing or James W. Smith to be responsive or compliant to the solicitation’s specifications. Neither of these companies provided the requested background company information or samples of work that were requested by the solicitation deadline. It should be noted that due to uncertainties in printing supply commodities, and current supply chain challenges, some companies opted not to participate in the solicitation. Even those who responded indicated they could only provide one year of pricing for the project. While City staff considered rejecting all proposals for this project, a new contract is needed to stay on track with the newsletter’s current printing schedule for the summer publication.
It is for these reasons that City staff is recommending that Lake County Press, Inc. be recommended for a one-year contract to provide professional printing services for Dialogue Newsletter in FY2023. Lake County Press, Inc. has been providing these services for the past several years, and recently completed a three-year agreement with the City for Dialogue Printing services. This vendor has been reliable and transparent with the City and has maintained the quality and consistency in Dialogue printing throughout the City’s recent redesign process.
As stated, the base proposal does not include additional fees or expenses that may be related to proof changes or edits needed prior to printing and delivery. Staff is requesting $450 of contingency funding per issue to cover unanticipated expenses which equates to roughly 4.5% of the contract price per issue.
Below is an estimated summary of Project budget:
| FY2023 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted? Y/N |
| City Council – Printing/Stationary 101-1101-460.60-13 | $36,500 | $36,500 | Yes |
| City Council –
Communication/Marketing 101-1101-454.54-21 | $106,230 | $5,480 | Yes |
COUNCIL ACTION: Award of the Lowest Responsive and Responsible Proposal for Dialogue Newsletter Printing Services to Lake County Press, Inc., in the Amount of $40,180 and a contingency in the amount of $1,800, for a total of $41,980
7. Approve the Purchase of Mobile Radios for the Fire Department from state bid vendor Motorola Solutions in the Amount of $100,793.86, of which $86,137.30 is Grant Funded
STAFF CONTACT: Fire Chief Pete Siebert, 847.810.3864
PURPOSE AND ACTION REQUESTED: Staff requests City Council grant authorization to purchase 19 Motorola Mobile radios, installation and necessary accessories. The digital Motorola radios will replace current radio’s that have diminishing replacement parts availability, are past standard end-of-life usage capabilities and provide little-to-no interoperable communications.
BACKGROUND/DISCUSSION: The Lake Forest Fire Department is currently a member of the Lake Shore Radio Network (LSRN), an intergovernmental consortium operating and maintaining a 30+ year old VHF radio communications and tower system. The system transmission quality has degraded over the years, necessitating many electronic patches and work-a-rounds, and has now reached the point where several member communities have experienced multiple issues regarding the quality of the radio system operation. A multitude of LSRN tests, checks, studies, and equipment adjustments have been attempted system-wide to improve transmission and reception quality without success.
Most post-incident debriefings and critiques note that radio communications are cited by the Incident Commander and other responders as the major issue affecting the safety and effectiveness of personnel at the incident. This statement is supported by the following reports and standards: USFA-TR099 – Recommendations for Improving Firefighter Communications; NIOSH 2009-100 – NIOSH Communications Report; NIOSH Firefighter Radio Communications Final Report 2003; NFPA 1500 – Section 8.2.1; NFPA 1561 – Section 6.1.6; NFPA 1221 – Section 9.3.6. In addition, the current radios do not comply with the recommendations of the Illinois State Communications Plan regarding available operational channels. The lack of available frequencies has led to ineffective on-scene communication as operations have had to be adjusted to allow for reassignment of frequencies. The Illinois Statewide Interoperability Executive Committee has recognized the P25 digital interoperability standard as the digital radio standard for public safety within the State. The current LFFD radios are analog and do not meet the SIEC standard. With funding from this grant, we can eliminate that weak link in our functional effectiveness and interoperability.
Improved Coverage: Currently, there are radio signal coverage gaps in buildings that are frequently visited in the community by public safety as well as areas along the bluffs, beaches and ravines. With the assistance of Glenview Dispatch, radios were tested by Lake Forest Fire Department staff with a noticeable improvement.
Interoperability:
The compromised ability of Lake Forest FD in communicating directly with Lake Forest PD in the future, if we stay with our current radio system, would be ineffective, inefficient and constitute serious officer and public safety issues. The two departments routinely work together on incidents. The new mobile radios will also enhance communications on calls for mutual aid.
Replace Aging Units: Some of our current VHF Mobile radios have reached end-of-life operating parameters, been discontinued, do not meet new NFPA standards, have diminishing access to spare parts inventory, and require maintenance that is no longer provided by Motorola. Replacing the obsolete units with a new radio allows for more flexibility and future programming options.
BUDGET/FISCAL IMPACT:
Has City staff obtained competitive pricing for the proposed goods/services? NO If no, indicate the specific exception or waiver requested:
Administrative Directive 3-5, Section 6.1D – Government Joint Purchase
Below is an estimated summary of Project budget:
| FY2023 Funding Source | Account Number | Amount
Budgeted | Amount
Requested | Budgeted? Y/N |
| Emergency Telephone Fund | 205-7552-475.75-18 | $101,000 | $100,793.86 | Y |
COUNCIL ACTION: Approve the Purchase of Mobile Radios for the Fire Department from state bid vendor Motorola Solutions in the amount of $100,793.86, of which $86,137.30 is Grant Funded
8. Approval to Award a Three-Year Contract to First Student for Recreation Department Program and CROYA Bussing Services.
STAFF CONTACT: Anthony Anaszewicz, Athletics Program Manager (847-810-3945)
PURPOSE AND ACTION REQUESTED: The Parks & Recreation Board and staff recommends approval to award a three-year contract for Recreation Department program and CROYA bussing service to First Student.
BACKGROUND/DISCUSSION: The City of Lake Forest currently has two departments, Parks & Recreation and CROYA that utilize various bussing services for programming needs. Under the City’s financial policies and to lower operational costs for these various City Departments, the bus transportation needs were put through the formal bid process in February 2022 for a three year bussing contract.
The City of Lake Forest’s bussing needs includes the usage of school busses throughout the year by the Parks & Recreation Department for summer camps and various other programs and events. All Stars & Beyond Day Camp, McCormick Day Camp, and TWIGS Day Camp feature daily and/or weekly shuttles to and from Forest Park Beach and Lake Forest High School for swimming as well as weekly field trips to various locations around the north shore. Other programs including Dance and Squash also utilize bussing for transportation to meets, competitions and performances. CROYA uses school busses for monthly field trips and retreats throughout the year for middle school and high school students as part of their program curriculum.
Public notice to solicit bids was provided on February 8, 2022, with a bid opening date of February 18, 2022. The chosen timetable was driven by the summer camp schedule to prepare for the upcoming camp programs. Staff only received two bids with the pricing in the table below.
| RECREATION | 2022-2023 | 2023-2024 | 2024-2025 |
| First Student | $ 24,087 | $ 82,208 | $ 87,777 |
| Positive Connection | $ 59,955 | $157,950 | $165,746 |
| CROYA | 2022-2023 | 2023-2024 | 2024-2025 |
| First Student | $ 5,890 | $ 6,080 | $ 6,270 |
| Positive Connection | $ 9,988.50 | $ 10,500 | $ 11,025 |
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Park & Recreation Board | 3/15/2022 | Approval of staff recommendation |
Staff received two (2) bids for the annual program bus service. For year 2 and 3 of proposed pricing, budgets will be built around bid quotes during the budget process for each remaining fiscal year.
Has City staff obtained competitive pricing for proposed goods/services? Yes
Below is an estimated summary of Project budget:
| FY2023 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted?
Y/N |
| Recreation Operating Budget | $ 25,890 | $ 24,087 | Y |
| CROYA Operating Budget | $ 10,000 | $ 5,890 | Y |
9. Approval to Award the Forest Park Boardwalk Project Design to Hey and Associates, Inc. in the Amount of $60,000.-
STAFF CONTACT: Chuck Myers, Superintendent of Parks & Forestry, 810-3565
PURPOSE AND ACTION REQUESTED: Staff requests City Council award of the Forest Park Boardwalk Project Design proposal to Hey and Associates, Inc. in the amount of $60,000.
BACKGROUND/DISCUSSION: The 2019 Parks and Recreation Department 10-Year Strategic Master Plan identified “Improved Vehicular and Pedestrian Access to Forest Park Beach” as a priority for the department. The original boardwalk built in 1987 provided walking access down to the beach from Forest Park and was a popular feature in the park. The boardwalk provided beautiful scenic views and access to the beach for many years.
The boardwalk was closed in the summer of 2018 due to structural concerns to the boardwalk caused by erosion and shifting of the bluff. Further evaluation concluded that the boardwalk was no longer structurally safe and as a result it was removed later that year. Since the removal of the boardwalk, staff has received numerous comments and concerns about the need for a safe walking path to the beach. Staff has continued to observe pedestrians using the north and south beach access roads, which is prohibited and is a major safety concern. The project was added to the City’s CIP as a project designated as a priority 5, projects for which outside funding would be needed to proceed. Staff has been seeking a funding opportunity for the boardwalk project and at this time there are donors that are interested in contributing to the project. The new boardwalk will provide a safer pedestrian walkway to the beach and will be ADA compliant. To move forward with this project, construction documents are needed so that funding can be secured, and the boardwalk can be bid out.
On April 19, 2021, City Council approved Hey and Associates for a bluff stabilization design and they are now in the final stages of that design work. Staff anticipates the design work and construction documents will be complete in May of 2022 and the bluff stabilization project will be released for bid for construction early in the summer of 2022. This will allow for construction to begin in the fall of 2022 and staff would like to see the boardwalk built in conjunction with the bluff stabilization project. This will provide better pricing for the project and limit the disturbance time for park users.
Hey and Associates performed preliminary design work for the addition of a boardwalk (included on page 42) and determined that it could be built at the south end of the park once the bluff has been stabilized. The boardwalk entrance would start near the upper south parking lot in the same location as the original boardwalk, however it would not follow the same descent pattern down to the beach. The new boardwalk would crisscross down the bluff in a much shorter span from north to south and would bring pedestrians further north on the beach, to the area near the playground. Based on staff input for the boardwalk design, Hey and Associates also provided a preliminary opinion of cost of approximately $950,000 to construct the boardwalk.
Bidding the two related projects together will provide cost efficiencies by allowing for preparation of only one bid packet for the overall bluff project. If bid independently, a separate set of full drawings will need to be created and additional coordination will likely be necessary because of how the two projects will interface. Additionally, bidding the projects separately will not guarantee the same contractor, which could present logistical issues, and would most likely result in a measurably higher cost for construction then if the work is done with the stabilization work.
BUDGET/FISCAL IMPACT: The cost of design and construction documents that will enable the project to be bid with the bluff stabilization project is $60,000. Due to Hey and Associates extensive knowledge of the bluff and their work on the bluff stabilization design, staff recommends that the City award Hey & Associates a contract for boardwalk construction design that will enable the City to include it with the larger bluff stabilization project bid in the summer of 2022.
Has competitive pricing been obtained for proposed goods/services? No
If no, indicate the specific exception requested:
Administrative Directive 3-5, Section 9.0K – Existing Relationship
Below is an estimated summary of Project budget:
| FY2022 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted? Y/N |
| 224-8026-476.76-56
Special Recreation Fund | $60,000 | $60,000 | Y |
10. Award of Bid for the Public Safety Fire Garage Roof Replacement Project to the Lowest Responsive and Responsible Bidder Riddiford Roofing and Authorize the City Manager to Execute an Agreement in the Amount of $378,636 to Include a 10% Contingency in the Amount of $38,864 for a Total of $416,500
STAFF CONTACT: Jim Lockefeer, Assistant to the Director of Public Works (810-3542)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff requests City Council award of bid for the Public Safety Fire Garage Roof Replacement Project to the lowest responsive and responsible bidder Riddiford Roofing and authorize the City Manager to execute an agreement in the amount of $378,636 to include a 10% contingency in the amount of $38,864 for a total of $416,500.
BACKGROUND/DISCUSSION: The Public Safety Building Roof is comprised of three major areas; the Fire apparatus bay, the south Police garage, and the administrative roof. This project is specifically replacing the Fire apparatus bay and south Police garage portions of roof. These areas total to approximately $13,500 square feet which is approximately 50% of the total facility roof area. Originally installed in 1999, the Fire apparatus bay and south Police garage roof areas are at the end of their twenty-year estimated useful life and need to be replaced. This replacement project was identified as a recommended priority replacement by recently completed Public Safety Building facility condition assessment and by the City’s roof consulting firm, Illinois Roofing Consulting Associates (IRCA). In addition, Building Maintenance staff has had to complete numerous leak repairs over the past three years. At this time, the remaining administrative roof does not need to be replaced. Originally installed in 2005, the administrative roof is in fair condition with approximately four to five years of remaining estimated useful life.
The replacement roof will feature a membrane modified bitumen system. This highly durable system tends to be an industry standard for flat rooftops. Modified bitumen systems have a proven roofing industry track record of low maintenance and high performance. Many current City building flat roofs are a membrane modified bitumen system. This replacement project will be specifically supported by a twenty-year manufacturer’s product warranty.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Finance Committee | 3/14/2022 | Reviewed Budget Increase Request Memo |
| Public Works Committee | 3/3/2022 | Reviewed and Recommended
Approval |
Has City staff obtained competitive pricing for proposed goods/services? Yes
| Firm Name | Dollar Amount Bid |
| YAD Construction | $249,050 |
| Riddiford Roofing | $378,636 |
| L. Marshall, Inc. | $383,000 |
Below is an estimated summary of Project budget:
| FY2023 Funding Source | Amount Budgeted | Amount
Requested | Budgeted? Y/N |
| Capital Improvement Fund
311-1503-467.67-10 | $420,000 | $416,500 | Y |
11. Award of the Low Bid for the 2022 Patching & Resurfacing Project to Peter Baker & Son Co. and Authorize the City Manager to Execute an Agreement in the Amount Not to Exceed $850,000
STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff request City Council approval of the Lake Forest share of the Joint 2022 Annual Patching & Resurfacing to Peter Baker & Son in the not to exceed amount of $850,000.
BACKGROUND/DISCUSSION: Each year engineering staff develops the resurfacing program based on visual inspections, pavement testing, and input from Staff and Council. The results culminate into a 3-yr annual pavement rehabilitation program identifying the streets to be resurfaced each year.
City staff has previously briefed the City Council on Municipal Partnership Initiative (MPI), a program that takes advantage of economies of scale by securing low bid prices among neighboring municipalities who bid similar projects each year. This year, the City joined forces with Lake Bluff to have a joint bid for the Annual Street Resurfacing & Asphalt Patching Program.
In 2022, the City plans to resurface approximately 1.2 center-lane miles of streets and 3,000 square-yard of patches. The streets to be resurfaced are:
| Street | From | To |
| MILLBURNE RD | OLD MILL RD | SHAWFORD WY |
| RIDGE RD | MELLODY RD | RT 60 |
| CONWAY RD | TELEGRAPH RD | STABLEWOOD LN |
| ALDEN LN | GREEN BAY RD | TARA LN |
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 3/3/2022 | Reviewed & Recommended City Council Approval |
| Finance Committee | 11/8/2021 | Included with FY ’23 Capital Plan |
Has City staff obtained competitive pricing for proposed goods/services? Yes The following is a summary of the three bids received:
| Company Name | Bid Amount |
| Peter Baker & Son Co. | $854,668.59 |
| Schroeder Asphalt Services, Inc. | $938,966.32 |
| Chicagoland Paving Contractors, Inc | $982,813.09 |
Below is an estimated summary of the project budget:
| FY 2023 Funding
Source | Total Amount Budgeted | Amount Requested | Budgeted
Y/N |
| Capital Fund
311-3703-467.67-11 | $750,000 | $750,000 | Y |
| Capital Fund
311-3703-467.67-32 | $100,000 | $100,000 | Y |
12. Consideration of an Ordinance Approving a Recommendation from the Historic Preservation Commission. (First Reading and if Desired by the City Council, Final Approval)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
The following recommendation from the Historic Preservation Commission is presented to the City Council for consideration as part of the Omnibus Agenda.
550 Hathaway Circle – The Commission recommended approval of a building scale variance to allow construction of an additional garage bay and expanded second floor space. Two neighboring property owners submitted letters in support of the petition. This petition was also considered by the Zoning Board of Appeals as detailed in the following agenda item. (Approved 4 – 0)
The Ordinance approving the petition, with key exhibits attached, is included in the Council’s packet beginning on page 43. The Ordinance with complete 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 building scale variance as recommended by the Historic Preservation Commission
13. Consideration of Ordinances Approving Recommendations 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 recommendations from the Zoning Board of Appeals are presented to the City Council for consideration as part of the Omnibus Agenda.
BACKGROUND/DISCUSSION:
550 Hathaway Circle – The Zoning Board of Appeals recommended approval of a rear yard variance to allow construction of a garage addition with a partial second floor and a side yard variance to allow installation of an air conditioning unit in the setback areas. Two letters in support of the petition were submitted by neighboring property owners. Approval of a building scale variance was recommended by the Historic Preservation Commission as detailed in the previous agenda item. (Board vote: 7-0, approved)
471 Illinois Road – The Zoning Board of Appeals recommended approval of a lot-in-depth setback variance to allow construction of two single story additions and installation of air conditioning units in the setback areas. Four letters in support of the petition were submitted by neighboring property owners. (Board vote: 7-0, approved)
983 Maplewood Road – The Zoning Board of Appeals recommended approval of a variance to allow a replacement residence to be located within the lot-in-depth setback in a similar footprint to the existing house which will be demolished. The Historic Preservation Commission issued a Certificate of Appropriateness approving the demolition of the existing house and approving the design aspects of the new residence. No public testimony was presented to the Board on this petition. (Board vote: 7-0, approved)
50 June Terrace – The Zoning Board of Appeals recommended approval of variances to allow a replacement residence and attached garage to be located within the front and rear yard setback areas and recognized the nonconforming condition of a portion of the existing driveway which will remain partially within the side yard setback. Correspondence was received from two neighboring property owners stating support for the project and expressing concern about construction traffic. The Board required that a construction vehicle and materials staging plan be submitted to staff for review with direction to minimize congestion from construction traffic to the extent possible. This petition was also considered by the Building Review Board as detailed in the following agenda item. (Board vote: 7-0, approved)
612 Woodland Road – The Zoning Board of Appeals recommended approval of a variance to allow dormer additions and a single story addition to encroach slightly into the steep slope setback generally consistent with the siting of the existing house. The Board acknowledged that the City Engineer reviewed the plans and recommended support of the variance. The Historic Preservation Commission issued a Certificate of Appropriateness approving the design aspects of this project. No public testimony was submitted on this petition. (Board vote: 7-0, approved)
The Ordinances approving the petitions as recommended by the Zoning Board of Appeals, with key exhibits attached, are included in the Council packet beginning on page 55. The Ordinances, complete with all exhibits, are 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 Ordinances approving the petitions in accordance with the Zoning Board of Appeals’ recommendations.
14. Consideration of Ordinances Approving Recommendations 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 recommendations from the Building Review Board are presented to the City Council for consideration as part of the Omnibus Agenda.
BACKGROUND/DISCUSSION:
383 Illinois Road – The Building Review Board recommended approval of a new front porch and other alterations on the front elevation. No public testimony was presented to the Board on this petition. (Board vote: 6-0, approved)
242 Ahwahnee Lane – The Building Review Board recommended approval of building scale variance to allow the addition of a rear screen porch. No public testimony was presented to the Board on this petition. (Board vote: 6-0, approved)
50 June Terrace – The Building Review Board recommended approval of demolition of the existing house and approval of a replacement duplex residence. Correspondence was received from two neighboring property owners stating support for the petition. The Zoning Board of Appeals also recommended approval of this petition as detailed in the previous agenda item. (Board vote: 6-0, approved)
405 Oak Knoll Drive – The Building Review Board recommended approval of a new residence on a vacant lot in the Oak Knoll Woodlands subdivision. No public testimony was presented to the Board on this petition. (Board vote 6-0, approved)
455 Oak Knoll Drive – The Building Review Board recommended approval of a new residence on a vacant lot in the Oak Knoll Woodlands subdivision. No public testimony was presented to the Board on this petition. (Board vote 7-0, approved)
The Ordinances approving the petitions as recommended by the Building Review Board, with key exhibits attached, are included in the Council packet beginning on page 93. The Ordinances, complete with all exhibits, are 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 Ordinances approving the petitions in accordance with the Building Review Board’s recommendations.
15. Consideration of Recommendations from the Plan Commission and Building Review Board in Support of Adaptive Reuse and Expansion of an Existing Office Building at 1401 N. Western Avenue for Multi-Family Residential Use (Waive First Reading and Grant Final Approval of Ordinances)
STAFF CONTACT : Catherine Czerniak, Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: The Council is asked to consider recommendations from the Plan Commission and Building Review Board in support of changes to an existing office building to allow adaptive reuse of the building for multi-family residential units.
BACKGROUND AND DISCUSSION: The 1401 N. Western Avenue building is located at the north end of the City’s Central Business District. This area is characterized by a mix of multi-family development and a limited amount of small scale office, retail, and service businesses. The property in this petition is located on the east side of Western Avenue, immediately adjacent to the railroad tracks to the east. The property is developed with a two story office building, designed in a contemporary style, built in the late 1970’s. The area is a mix of one, two and three story buildings.
The contract purchaser proposes to adaptively reuse and expand the existing office building at 1401 N. Western Avenue for nine multi-family residential rental units. The footprint of the building will remain the same except for the front façade which will be infilled to eliminate the angle element, a third floor will be added, and the exterior materials will be updated.
A Special Use Permit is required for the project to authorize a Central Business District (CBD) Planned Development. The CBD Planned Development provisions in the Zoning Code offer incentives, increased square footage and flexibility around other requirements of the zoning district, to encourage desired uses and appropriate development and redevelopment in the business district.
The Plan Commission recommended approval of a Special Use Permit to allow a floor area ratio of up to 1.0 as provided for in the B-2 zoning district and flexibility to landbank a small portion of the site for future parking, if needed, rather than require build out the additional parking spaces now. The Plan Commission report is included at the end of the Council packet and provides more information on the proposed development. After conducting a public hearing on February 9th and March 9th, the Commission voted 5 to 0 to recommend approval of the Special Use Permit to the City Council. Several community members spoke in support of the petition noting that it could encourage investment in other buildings in the area and will add residents to support the nearby business district.
The Building Review Board voted 6 to 0 to recommend approval of the design aspects of the development including the addition of a third floor, a height variance to allow the third floor to exceed the 35 foot height limitation by two feet two feet alterations to the front façade and updating of exterior materials.
The Ordinances approving the Special Use Permit and the design aspects of the building are included at the end of the Council packet.
BUDGET/FISCAL IMPACT: The proposed project is expected to increase the property value and will generate building permit and impact fees. The adaptive reuse of the building for residential units will further the goal of adding to the diversity of housing options close to the City’s Central Business District.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of a Special Use Permit for a CBD Planned Development as provided for in the B-2 zoning district and as recommended by the Plan Commission.
AND
If determined to be appropriate by the City Council, waive first reading and grant final approval of an ordinance approving the design aspects of the addition and alterations to the building at 1401 N. Western Avenue.
COUNCIL ACTION: Approval of the Fifteen (15) omnibus items as presented.
| 6. OLD BUSINESS |
| 7. NEW BUSINESS |
PRESENTED BY: Sally Swarthout, Director- Parks, Recreation, and Forestry (847-810-3942)
PURPOSE AND ACTION REQUESTED: On March 15, 2022, the Parks and Recreation Board voted 5 to 1 to support improvement of the athletic fields at Deerpath Park with artificial turf. City Council consideration of the Board’s recommendation and authorization to proceed with the necessary steps to implement the recommendation is requested.
BACKGROUND/DISCUSSION: In 2019, the Friends of Lake Forest Parks and Recreation Foundation provided funding to support a community-wide effort to the Comprehensive Parks Master Plan (“the Master Plan”). Based on community input gathered through surveys, stakeholder meetings, and individual interviews, the updated Plan which was endorsed by the Parks and Recreation Board and accepted by the City Council, identified community priorities related to parks and recreation facilities of all kinds. One of the top priorities identified was to develop an athletic field complex with artificial turf to improve playability of the fields and increase opportunities for local youth, particularly given the increasing frequency of significant rainfall events. The Parks and Recreation Board and City staff have taken various steps to conduct thorough due diligence around this priority and have made significant efforts to seek public input, respond to questions, conduct research and consider options.
ACTIVITY TO DATE: The table below summarizes activities and actions to date that have taken place in furtherance of implementing one of the priorities identified in the Master Plan, development of an athletic field complex with artificial turf fields.
| Review Body or Activity | Date | Comments |
| Parks and Recreation Board City Council | 2019 | Approval of updated Master Plan |
| Athletic Field Feasibility Study | 2020 | Assessed current usage and conditions |
| City Council Workshop | July 2021 | High level review of improvement options for Deerpath Park |
| Community Survey | Fall 2021 | Completed by 730 residents
Results included in packet, page 137 |
| Community Engagement Session | December 2021 | 60 attendees
Summary included in packet, page 139 |
| Community Engagement Session and Online Comment Form | February
2022 | 120 attendees and 88 comment forms Summary included in packet, page 145 |
| Parks and Recreation Board | March
2022 | Recommendation approved.
Staff memo to Parks and Recreation Board included in packet, page 154 |
⮚ Maintain the status quo with respect to the conditions and maintenance of the athletic fields.
⮚ Reconstruct the athletic fields with improved natural grass conditions.
⮚ Reconstruct the athletic fields with a synthetic turf playing surface.
⮚ Reconstruct the fields with a mix of natural and synthetic playing surfaces (a hybrid approach).
During the public process, it was acknowledged that each of the options offers pros and cons. The Parks and Recreation Board’s challenge was to evaluate, based on information and feedback provided during the public process, which option best meets the long-term needs of the community. Criteria for evaluating each option began to take shape based on the results of the survey. These criteria were refined, expanded and ranked by residents during the Community Engagement Sessions. As noted above, additional detail compiled from the survey and the Engagement Sessions is included in the Council’s packet. In summary, the ten evaluation criteria identified through the public process and the ranking of those criteria is provided below with the “number ones” being the highest community priorities based on the input received from residents.
1. Maximize field playability
1. Player safety
1. Maximize field usage and condition
4. Player/user group expectations
5. Operational Efficiencies
6. Environmental Sustainability
7. Parking availability and traffic
7. Enhanced/improved on site amenities
9. Financial/operational cost
10. Economic development opportunity
AREAS OF FOCUS AND CONCLUSIONS: The community engagement process revealed that there was almost unanimous agreement that improved athletic fields are needed in the community. The primary users of the Deerpath Park athletic fields, which are conveniently located near the Recreation Center and Deerpath Middle School, are Lake Forest Parks and Recreation program participants, Deer Path Middle School students, and local athletic organizations.
In response to questions about artificial turf, City staff contacted representatives of 13 communities including representatives of municipalities, park districts and schools, including local representatives from Lake Forest High School, Lake Forest College and Lake Forest Academy all of which have artificial turf fields. A detailed summary of the feedback received is included in the Council packet beginning on page 161. In summary, those contacted expressed satisfaction with the artificial turf fields from performance, playability, maintenance, and safety perspectives. Of interest, two communities with strong environmental sustainability programs, the Village of Oak Park and the City of Evanston, recently installed synthetic turf fields to meet community needs. Opportunities to incorporate sustainable techniques and approaches can be incorporated into the engineering and design of artificial turf fields. Based on preliminary cost analysis completed by Gewalt Hamilton Associates, a professional civil engineering firm with experience developing athletic sports complexes, the long-term cost comparison of the various options, natural turf fields, artificial turf fields, and a mix of the two, appears to be similar when factoring both upfront capital investments and recurring operating and maintenance costs. A preliminary financial analysis is included in the Council packet on page 170. Refined cost estimates will be developed as part of the design engineering process.
Following the public review process, the Parks and Recreation Board concluded that reconstruction of the athletic fields at Deerpath Park with a synthetic turf playing surface is the approach that best responds to the priority identified in the Comprehensive Parks Master Plan to provide improved athletic fields. It was also the option that best aligns with the aggregate community priorities as identified by residents though the City’s robust public engagement processes. Synthetic turf fields will maximize playability, significantly reduce cancellation of practices, can be achieved over the long-term for a cost reasonably similar to other options and, with careful thought, design and planning can incorporate environmentally sustainable features.
CORRESPONDENCE: Written correspondence was received from various local interest groups, both users and nonusers of athletic fields. Correspondence received from Lake Forest interest groups is included in the Council packet beginning on page 171.
BUDGET/FISCAL IMPACT: Funding for an engineering and design study for athletic field improvements is identified in the FY2023 Capital Improvement Plan. Once the Request for Proposals process is completed, a recommendation for engaging the firm selected through the process will be presented to the City Council for consideration. Completion of design engineering work will allow the City Council to have an informed discussion on future construction funding at the November, 2022 capital budget workshop.
COUNCIL ACTION: Options for Council consideration are offered below.
Approve the recommendation from the Parks and Recreation Board and authorize and direct the City Manager to conduct a Request for Proposals process to select a firm to complete an engineering and design study for artificial turf athletic fields at Deerpath Park. After completion of the Request for Proposals process, return to the City Council for consideration of the award of the contract.
OR
Reject the recommendation from the Parks and Recreation Board and authorize and direct the City Manager to conduct an RFP process for an engineering and design study for natural turf athletic fields or a hybrid approach at Deerpath Park. After completion of the Request for Proposals process, return to the City Council for consideration of the award of the contract.
OR
Table the discussion of athletic field improvements.
| 8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS |
| 9. ADJOURNMENT |
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