City of Lake Forest City Council met Nov. 21.
Here is the agenda provided by the council:
CALL TO ORDER AND ROLL CALL 6:30 p.m.
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
A. Resolution of Appreciation for Steve Schutt, Former Lake Forest College President A copy of the Resolution can be found on page 14
COUNCIL ACTION: Approve the Resolution of Appreciation
B. Swear in Firefighter Paramedic Mike Szymanek
2. COMMENTS BY CITY MANAGER
A. Community Spotlight
Elawa Farm
- Laura Calvert, Executive Director
3. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL
4. COMMITTEE REPORTS
FINANCE COMMITTEE
1. Consideration of an Ordinance Establishing the 2022 Tax Levy (First Reading)
PRESENTED BY: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests approving the first reading of an Ordinance establishing the 2022 property tax levy.
BACKGROUND/DISCUSSION: The annual tax levy must be filed with the County Clerk by the last Tuesday in December. The City has a significant reliance on property tax revenue, which represents more than 50% of General Fund revenue.
Spreadsheets related to the proposed tax levy for 2022 are attached (page 15) for your consideration. These include: 1) the tax levy limitations under the tax cap; 2) the tax levy distributed by fund without new growth and allowances distributed; 3) the tax levy by fund with new growth and allowances distributed; and 4) an explanation of the tax increase to an average homeowner.
The tax levy to be approved includes the needs of all City departments, as well as for pensions and debt service requirements.
School District #67 levy amounts are estimates and subject to final approval by the School District Board.
PROJECT REVIEW/RECOMMENDATIONS:
BUDGET/FISCAL IMPACT: The proposed tax levy for 2022 reflects a 3.86% increase over the 2021 tax levy extensions for the City and Library operating funds and City pension and debt service funds. This increase is comprised of the 5.00% property tax cap increase on Parks/Recreation and Library levies; debt service bond levies as previously approved by City Council bond Ordinances, subject to abatement for debt paid by alternate revenue sources; increases attributable to new construction; and increases in General Fund and pension costs of 3.00%. Police and Fire pension costs are determined by an independent actuarial valuation and recommendation by the Pension Subcommittee. The average increase to existing residents ($800,000 home) is projected to be $140 or 3.45%.
COUNCIL ACTION: Grant first reading of an Ordinance Establishing the 2022 Tax Levy (page 19).
2. Approval of Ordinances Abating 2022 Tax Levies for Various G.O. Alternate Revenue Bond Issues (First Reading)
PRESENTED BY: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests first reading of ordinances abating 2022 debt service property tax levies.
BACKGROUND/DISCUSSION: The proposed Ordinances provide for the abatement (reduction) of 2022 property taxes levied for the various outstanding general obligation alternate revenue bond issues. The tax levies for all bond issues are established and recorded with the County Clerk at the time the bonds are issued. Therefore, in order to reduce the 2022 bond tax levies, an abatement ordinance must be approved and filed with the County Clerk no later than March 1, 2023. The abatement of these general obligation alternate revenue bonds is possible due to the fact these bond funds have an adequate revenue source from water sales, golf fees, sales tax and/or TIF increment. Therefore, the general obligation tax levy can be abated as was planned at the time the bonds were issued.
The proposed Ordinances (beginning on page 27) are as follows:
• An Ordinance Abating a Portion of the Tax being Levied in 2022 for the Annual Payment of the Principal and Interest on the General Obligation Bonds, Series 2015 Bond Issue
• An Ordinance Abating the Total Tax being Levied in 2022 for the Annual Payment of the Principal and Interest on the General Obligation Bonds, Series 2017 Bond Issue
• An Ordinance Abating a Portion of the Tax being Levied in 2022 for the Annual Payment of the Principal and Interest on the General Obligation Bonds, Series 2019 Refunding Bond Issue s
COUNCIL ACTION: Grant first reading of the Ordinances abating tax levies for various general obligation bond issues.
3. Consideration of an Ordinance approving a Fee Schedule and Ordinance Adopting a New Fee (First Reading)
PRESENTED BY: Diane Hall, Assistant Finance Director (847-810-3614)
PURPOSE AND ACTION REQUESTED: Staff requests approving the first reading of the proposed Ordinances.
BACKGROUND/DISCUSSION: As part of the budget process, all departments are asked to review their user fees. A comprehensive fee schedule is provided as Exhibit A to the Ordinance approving a fee schedule, which clearly identifies the proposed fee increases highlighted in yellow and the proposed new fees highlighted in orange. Fees highlighted in green are not reflective of changes in existing fees; rather, they are clarifications due to a review of City Code and current practices or the addition of previously approved fees into the Fee Schedule.
Departments have provided supplemental memos justifying their proposed fee adjustments and new fees, which are included in the packet beginning on page 58. New fees require a separate Ordinance to be submitted by the department proposing the new fee and accompany the Ordinance approving the fee schedule. The following Ordinances are submitted for City Council consideration at this time:
• Ordinance approving a fee schedule (page 31)
• Ordinance adopting a new fee pertaining to contractor changes after permits are issued (page 55)
BUDGET/FISCAL IMPACT: Annual revenue for the new and increased fees is estimated to be $161,166 in the General Fund, $8,949 in the Parks and Recreation Fund, $23,380 in the Golf Course Fund and $245,265 in the Water Utility Fund.
COUNCIL ACTION: Grant first reading of an Ordinance approving a fee schedule and an Ordinance adopting a new fee pertaining to contractor changes after permits are issued.
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of November 7, 2022, City Council Meeting Minutes
A copy of the minutes can be found beginning on page 69
COUNCIL ACTION: Approval of November 7, 2022, City Council Meeting Minutes
2. Approval of FY23 Administrative Directives Updates
STAFF CONTACT: Amber Campbell, Director of Human Resources (847-810-3532)
PURPOSE AND ACTION REQUESTED: City Council approval of updates to FY23 Administrative Directives.
BACKGROUND/DISCUSSION: Amendment to the entertainment expense reimbursement section to classify the Employee Recognition Dinner similar to the Board and Commission Recognition Dinner, Mayor’s Chairman Dinner, Elected Official Recognition Dinners and Lake Forest Day Mayor’s Reception. Strict alcohol ticket system will be utilized to limit financial impact to the City.
Update to allow all departments to purchase logo wear for employee where a uniform is not required has been requested by employees and supervisory staff. There are many advantages to incorporating optional logo wear. Branded apparel serves to unite colleagues as a team, and boosts organizational culture and employee morale.
When recommending changes to the Personnel Policies and Administrative Directives, the City utilizes our labor attorneys to remain compliant with all federal, state, and local laws and regulations, as well as risk assessments.
BUDGET/FISCAL IMPACT: Sufficient funding is available in the FY23 budget. COUNCIL ACTION: Approval of FY23 Administrative Directive Changes.
3. Approval of Contract with American Printing Technologies for Processing Vehicle Licenses and Parking Permits in an Amount Not to Exceed $44,000
STAFF CONTACT: Diane Hall, Assistant Finance Director (847-810-3614)
PURPOSE AND ACTION REQUESTED: Staff requests City Council award a one-year contract with the option to renew up to five years, based on performance, for the processing of the City’s vehicle licenses and parking permits to American Printing Technologies.
BACKGROUND/DISCUSSION: The current contract with American Printing Technologies is scheduled to expire for the online processing of the City’s vehicle licenses and parking permits. City staff completed two Request for Proposals (RFP) for these services. The first RFP was for the processing of vehicle licenses and the second RFP for processing parking permits. Two RFPs were issued to widen the search for these services. One response was received for the vehicle license RFP and three were received for parking permits.:
Vehicle Licenses:
American Printing Technologies - $36,400 (City provides licenses)
Parking Permits:
American Printing Technologies - $7,600 (City provides permits)
Yodel - $16,924 (Yodel provides permits)
IParq - $20,139 (IParq provides permits)
American Printing Technologies offers online purchases of vehicle licenses and parking permits, as well as fulfillment services and is the City’s current vendor for both processes. With the combination of both services under one vendor, economies of scale were realized. This contract award assumes that pet licenses are eliminated for the coming renewal season, as recommended by staff at the November 14 Finance Committee meeting. The City will supply the vehicle licenses and parking permits.
PROJECT REVIEW/RECOMMENDATIONS:
Finance Committee -11/14/22 - Presented elimination of pet licenses
BUDGET/FISCAL IMPACT:
Has City staff obtained competitive pricing for proposed goods/services? Yes.
COUNCIL ACTION: Approval of Contract with American Printing Technologies for Processing Vehicle Licenses and Parking Permits in an Amount Not to Exceed $44,000
4. Approval of an Additional Account Clerk III Position in the Finance Department
STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests City Council approval of an additional Account Clerk III position in the Finance Department to support the department’s succession planning initiative.
BACKGROUND/DISCUSSION: In 2020, the Finance Department implemented a succession planning initiative. While not imminent, it was recognized that both the Finance Director and Assistant Finance Director were approaching retirement. Given significant and growing challenges in filling government finance leadership positions, the succession planning initiative is designed to ensure that the future leaders of the Lake Forest Finance Department could be developed internally. Two Staff Accountant I positions were converted from existing positions in the department. The succession planning initiative was intended to proceed as follows:
• Staff Accountant I positions would first learn each other’s positions, ensuring complete cross training in the two positions
• Staff Accountant I positions would next learn Assistant Finance Director job duties, significantly increasing exposure to the audit process
• Finally, Staff Accountant I positions would be considered for promotion to Staff Accountant II. Staff Accountant II job duties would include substantially increased participation in the City’s budget processes and exposure to Finance Director job duties.
The COVID pandemic, significantly increased Real Estate Transfer Tax activity, staff turnover and a promotion have posed dramatic challenges to the succession planning initiative. Recently, two team members completed probationary periods in their respective positions. This presents an opportunity to resume the succession planning in earnest. However, significant time is required by the Director, Assistant Director and both Staff Accountant I positions to allow for the knowledge transfer of work performed by both the Director and Assistant Director. With a small staff, it is anticipated that the department will face continued challenges in successfully implementing the succession planning initiative at current staffing levels in the Finance Department. Therefore, approval of an additional Account Clerk III – Customer Support position is requested. With the hope that current team members will advance to leadership positions in the future, it would be appropriate to re-evaluate the need for the additional position.
BUDGET/FISCAL IMPACT: Given the challenging hiring environment, the department would like to proceed with recruitment immediately and would hope to have the new employee on board and trained by early March to assist with vehicle sticker and parking permit renewals. Assuming a February 1 start date, it is projected that the position would cost approximately $23,252 for the current fiscal year.
If approved, the department will conduct a comprehensive review for any potential budget savings that can offset the additional cost in both the current and future years. Savings may be available by assuming some vehicle sticker/parking permit renewal tasks currently contracted out.
COUNCIL ACTION: Approval of an additional Account Clerk III Position in the Finance Department.
5. Approval of a Resolution to Enter into an Intergovernmental Agreement Authorizing Participation in the Mutual Aid Box Alarm System.
STAFF CONTACT: Pete Siebert, Fire Chief (810-3864)
PURPOSE AND ACTION REQUESTED: By entering into this Intergovernmental agreement, The City of Lake Forest will continue to be an active participant in the Illinois Mutual Aid Box Alarm System (MABAS). The intergovernmental agreement with MABAS provides a master agreement for all participants and allows fire departments to legally give and receive mutual aid assistance to/from other fire departments (see attached Master Agreement and Agreement Letter).
BACKGROUND/DISCUSSION: The Mutual Aid Box Alarm System (MABAS) was organized beginning in 1968 in the northwest and western suburbs of Chicago, Illinois to coordinate and automate fire department mutual aid, based roughly on the Chicago Fire Department's box alarm system of predetermined resources assigned to respond to a specific incident or area. Since 1968, MABAS has grown into a multi-state organization to coordinate responses to fires, emergency medical calls, hazardous material, technical rescue and other emergencies and disasters through prearranged mutual aid and dispatch agreements. The system is designed to facilitate all levels of mutual aid from day-to-day automatic aid responses to major incidents and disasters requiring significant deployment of resources. The Lake Forest Fire Department has been an active participant in MABAS for many years. There have been numerous large scale incidents within the boundaries of Lake Forest including fires, emergency medical incidents, and technical rescue, where the assistance from other MABAS entities has been required to successfully mitigate the incident. The Lake Forest Fire Department has benefited greatly from the assistance received by participating MABAS departments, and in turn, the Lake Forest Fire Department has assisted other MABAS departments in their time of need.
The proposed resolution and intergovernmental agreement can be found beginning on page 73.
BUDGET/FISCAL IMPACT: The Lake Forest Fire Department budgets for annual MABAS dues (FY 23 $7,150.00). The dues payment is used to offset dispatching expenses provided on MABAS calls (by Cencom in Round Lake), training coordination for the MABAS division, and the upkeep of all MABAS Specialized Rescue Team (SRT) assets.
COUNCIL ACTION: Approval of a Resolution to Enter into an Intergovernmental Agreement Authorizing Participation in the Mutual Aid Box Alarm System
6. Award of the contract for GIS Services to MGP, Inc. in the not-to-exceed amount of $126,289 for calendar year 2023.
STAFF CONTACT: Byron Kutz, Superintendent of Engineering (847-810-3555)
PURPOSE AND ACTION REQUESTED: Staff recommends awarding the contract for Geographic Information System (GIS) Services to MGP, Inc. in the not-to-exceed amount of $126,289 for calendar year 2023.
BACKGROUND/DISCUSSION: In 2010, the City joined the GIS Consortium (GISC). The GIS Consortium is a public entity consisting of local governments that work collectively to achieve the benefits of GIS and related technologies.
Currently there are 41 members in the GISC including nearby communities such as Highland Park, Deerfield, Glenview, and Skokie. The GIS Consortium is based on an innovative approach that manages staffing costs by sharing professional resources. The mission of the Consortium is to create value for its members by identifying opportunities for minimizing cost and risk.
MGP, Inc. is the current service provider for the City's Geographic Information Systems program and provides technical support services to the entire GIS Consortium. A site specialist is assigned to each community to manage the day-to-day GIS operations in that community.
The GISC staffing model will be reduced from 100% staffing to 50% staffing for Lake Forest. MGP staff will be onsite ten days a month to provide GIS services to city staff, the public and consulting firms as needed. For reference of the 41 members in the GISC there are only about 5 communities with 100% staffing while the majority are staffed 2-4 days a week. This decision was decided by an ad hoc group composed of staff members from Information Technology, Public Works-Operations, Community Development, and Engineering. This group surveyed power users from every department based on the following variables: what works in the program, what could be improved in the program, and what future abilities would they like to see in GIS. City staff ultimately decided with the revised hours that this service delivery framework with MGP is still the best fit for the City. Staff attributed the decrease in hours to the fact that the City’s data is maturing and does not require as many hours as when the system was initially being developed back in 2010. Staff will have the ability to contact MGP staff for all GIS needs even on days they are not physically onsite. With this being a one-year contract, Staff can re-evaluate at the end of the year and analyze if the revised hours are still appropriate or if they need to be adjusted going forward. In discussions with MGP, the City requested that MGP provides additional transaction reports throughout the year so that usage can be better analyzed. The ad hoc group decided that innovation is an important emphasis for the contract with GIS going forward and therefore MGP agreed to hosting routine lunch and-learns with City Staff to discuss opportunities for additional innovative approaches with GIS.
Each municipality is responsible for approving an annual service provider contract with MGP to reflect the specific needs and budget of the individual community.
BUDGET/FISCAL IMPACT: The GIS Consortium Service Provider Contract for MGP in Lake Forest for Calendar Year 2023 is for services not to exceed $111,240 for staffing costs. Additionally, the City also pays $15,049 for costs related to software, licensing, and other fixed-costs that MGP incurs with this contract for a total of $126,289. The 2023 staffing costs of $111,240 is a decrease of 48% ($103,006) from the 2022 GIS contract.
Services provided will include direct management, development, and the operation and maintenance of the City’s GIS system. MGP also provides investigation, research and development of new functionality and capability to benefit all GIS Consortium members. Has City staff obtained competitive pricing for proposed goods/services? No
If no, indicate the specific exception requested:
Administrative Directive 3-5, Section 6.1I – Existing Relationship
Beginning on page 97 of your packet is the Calendar Year 2023 GIS Consortium Service Provider Contract for MGP. January through April expenses will be made from the City’s FY2023 budget, while May through December expenses will be funded from the City’s FY2024 budget.
COUNCIL ACTION: Award of the contract for GIS Services to MGP, Inc. in the not-to-exceed amount of $126,289 for calendar year 2023.
7. Consideration of a Recommendation from the Plan Commission in Support of an amendment to a Special Use Permit and an Associated Resubdivision for Faith Lutheran Church, 680 W. Deerpath. (If desired by the Council, Waive First Reading and Grant Final Approval of an Ordinance and by Motion, Approve the Resubdivision.)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: A recommendation from the Plan Commission is presented for City Council consideration as part of the Omnibus Agenda.
BACKGROUND/DISCUSSION:
Faith Lutheran Church is requesting an amendment to the existing Special Use Permit for the Church for the sole purpose of modifying the boundaries of the church campus to reflect the current use. No change in or expansion of use is proposed.
The Church, and the two properties to the west are in the common ownership of the Church. For many decades, the Church driveway and a portion of the parking lot have been located on the property immediately to the west of the Church building as recognized in the previously granted Special Use Permit for the Church. The rear yard of the third property is regularly used for outdoor Church gatherings.
Both of the parcels located to the west of the Church are developed with modest homes. The proposed amendment and resubdivision will lay the groundwork if in the future, the Church no longer has need for one or both of the single family residences.
If the plat of resubdivision is approved, the existing homes will be located on smaller, legally platted lots which could be sold off individually. This request does not propose or seek approval for any improvements or changes to the Church Campus.
No public testimony was presented on this petition. The Plan Commission voted 5 to 0 to recommend approval of the petition to the City Council. Additional background is provided in the Plan Commission Report beginning on page 126 of the Council packet. The Ordinance is included in the Council packet beginning on page 119.
COUNCIL ACTION: If determined to be appropriate by the City Council:
1. Waive First Reading and Grant Final Approval of an Ordinance approving an amendment to the Special Use Permit for Faith Lutheran Church.
and
2. By motion, approve the associated plat of resubdivision.
8. Consideration of a Waiver of Permit Fees for Replacement of the Dome at the Lake Forest Library, 360 E. Deerpath. (Approval by Motion)
STAFF CONTACT: Catherine Czerniak
Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: City Council is asked to consider waiving permit fees in support of replacement of the Library dome.
BACKGROUND/DISCUSSION: The Lake Forest Library, constructed in 1931, is a treasured community building. As the City Council is well aware, the Library dome has been wrapped, protected from the weather, for a number of years. The necessary study and due diligence have been completed, construction plans prepared, and applications for permits were recently submitted. The restoration of the dome is poised to move forward once the weather warms in 2023.
Consistent with past City Council approval of waivers of permit fees for some improvement projects at community buildings, a waiver of permit fees for this project, given the community interest in seeing the restoration of the dome move forward, is recommended. Per Administrative Directive 3-7, fee waivers in excess of $5,000 require approval by the City Council.
BUDGET/FISCAL IMPACT: The budget impact is minimal. Staff review of the construction plans, administrative work related to the issuance and tracking of the permit, and City inspections throughout the construction process, will be provided by the City as an in kind contribution to this community project.
Construction Permit Fees Permit Fees Amount of Fee Waiver RequestedDome Replacement and Related Work – Lake Forest Library $7,730.00 $7,730.00
COUNCIL ACTION: If desired by the City Council, approve a motion waiving permit fees in the amount of $7,730.00 for work related to the replacement of the dome at the Lake Forest Library.
COUNCIL ACTION: Approval of the eight (8) omnibus items as presented.
6. OLD BUSINESS
7. NEW BUSINESS
8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS
9. ADJOURNMENT
https://cms9files.revize.com/cityoflakeforestil/Document_center/Agendas%20and%20Minutes/City%20Council/2022/Agendas/CC%202022%2011%2021.pdf
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