City of Lake Forest City Council met June 5
Here is the agenda provided by the council:
CALL TO ORDER AND ROLL CALL 6:30 p.m.
Honorable Mayor, Stanford R. Tack
Nancy Novit, Alderman First Ward Jim Preschlack, Alderman Third Ward Terry Mieling, Alderman First Ward Ara Goshgarian, Alderman Third Ward Edward U. Notz, Jr., Alderman Second Ward Eileen Looby Weber, Alderman Fourth Ward John Powers, Alderman Second Ward Richard Walther, Alderman Fourth Ward
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
| 1. COMMENTS BY MAYOR |
A. Resolution of Appreciation for Retiring Employee, Rob Carmichael
A copy can be found beginning on page 9
COUNCIL ACTION: Approve the Resolution of Appreciation for Retiring Employee, Rob Carmichael
| 2. COMMENTS BY CITY MANAGER |
A. Community Spotlight
- Lake Forest Preservation Foundation Awards
- Jason Smith, Board Member
| 3. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL |
| 4. COMMITTEE REPORTS |
| 5. ITEMS FOR OMNIBUS VOTE CONSIDERATION |
1. Approval of May 15, 2023, City Council Meeting Minutes
A copy of the minutes can be found beginning on page 11
COUNCIL ACTION: Approval of May 15, 2023, City Council Meeting Minutes
2. Approval of the Check Register for the Period of April 22 – May 26, 2023 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.
The summary of warrants was recommended by the Finance Committee Chairperson.
COUNCIL ACTION: Approval of the Check Register for the Period of April 22 – May 26, 2023
3. Approval of the Regularly Scheduled Meetings of the Lake Forest City Council for the year 2024
STAFF CONTACT: Margaret Boyer, City Clerk (847-810-3674)
A copy of the schedule can be found beginning on page 17.
COUNCIL ACTION: Approval of the Regularly Scheduled Meetings of the Lake Forest City Council for the year 2024
4. Consideration of Awarding Two - One Year Extensions of the City’s Contract with Thelen Materials, LLC. to Provide Compost Transferring Services for the Sum of $109,000 per Year.
STAFF CONTACT: Dan Martin, Superintendent of Public Works (810-3561)
PURPOSE AND ACTION REQUESTED: Staff requests City Council approval to extend the City’s contract with Thelen Materials, LLC to provide transfer trailers to the City to have its yard waste delivered and processed at Thelen’s facility for two, one-year terms, as provided for in the current contract. The current three-year agreement ends June 15, 2023.
PROJECT REVIEW/RECOMMENDATIONS:
| Milestone | Date | Comments |
| Public Works Committee | 5/26/2020 | Reviewed and Recommended Approval |
| City Council | 6/15/2020 | Awarded Contract |
BACKGROUND/DISCUSSION: On May 15, 2020, the City received one proposal to perform the yard waste composting operation and three proposals for a Transferring Agreement. The one proposal received to perform the yard waste composting operation exceeded the operating budget. At the time, staff recommended the City transfer its yard waste to another facility
instead of continuing its composting operation. The Transferring Agreement was awarded by City Council at the June 15, 2020, City Council Meeting. For the past three years, yard waste that is collected at the Route 60 site is loaded into transfer trailers by Public Works staff and transported for a per cubic yard cost to Thelen’s yard waste facility in Antioch, Illinois.
The initial agreement recommended that City Council approve a three-year agreement with the option to renew for an additional one-year extension for two years upon agreement by both parties. After three years, each additional year could have a possible negotiated increase equal to or less than the determined C.P.I.
The City has been satisfied with the services provided by Thelen Materials for the past three years and recommends the City Council approve the two, one-year extensions.
BUDGET/FISCAL IMPACT: The following is a summary chart of the proposal costs received to transfer yard waste. Thelen Materials, LLC proposal was the lowest cost per cubic yard. Thelen Materials, LLC is headquartered in Antioch, Illinois with over 40 acres dedicated to their large scale commercial composting operation. Many of the waste haulers in the region deliver yard waste to their facility.
Has City staff obtained competitive pricing for proposed goods/services? Yes
| FIRM | YEAR 1
COST PER CUBIC YARD | YEAR 2
COST PER CUBIC YARD | YEAR 3
COST PER CUBIC YARD |
| Thelen Materials | $8.59 | $8.75 | $8.90 |
| Mulch Center | $10.62 | $11.61 | $12.60 |
| American Pallet | $23.86 | $23.86 | $23.86 |
Note: 5-year annual yard waste range 9,000 -12,000 cubic yards
Below is an estimated summary of the Project Budget:
| FY24-25 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted
Y/N |
| 101-5245-435.35-10 | $109,000 | $109,000 | Yes |
COUNCIL ACTION: Consideration of Awarding Two, One-Year Extensions of the City’s Contract with Thelen Materials, LLC. to Provide Compost Transferring Services for the Sum of $109,000 per Year.
5. Consideration of a Waiver of Permit Fees Associated with the Replacement of the Cranes in the Boat Basin at Lake Forest Beach. (Approval by Motion)
STAFF CONTACT: Catherine Czerniak
Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: In accordance with the City’s Administrative Directives, City Council approval of the waiver of permit fees for a City project at Lake Forest Beach is requested.
BACKGROUND/DISCUSSION: The cranes in the boat basin at the beach have served their useful life and need to be replaced. Permits and inspections are required to assure that the installation of the new cranes is completed in a safe manner, consistent with applicable Codes and requirements.
Permit fees associated with construction and site improvements on City owned property are routinely waived recognizing that the payment of fees would simply transfer monies from one City fund to another.
Per Administrative Directive 3-7, fee waivers in excess of $5,000 require approval by the City Council.
BUDGET/FISCAL IMPACT: The amount of the permit fees to be waived is noted below.
| Construction Permit Fees | Permit Fees | Amount of Fee Waiver
Requested |
| Beach | $6,666.04 | $6,666.04 |
COUNCIL ACTION: If desired by the City Council, approve a motion waiving permit fees in the amount of $6,666.04 for permits associated with replacing the cranes in the boat basin at Lake Forest Beach
6. 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:
300 Field Drive – The Building Review Board considered a request for approval of an additional wall sign. No public testimony was presented on this petition. (Board vote: 4-0, approved)
866 Oak Knoll Drive – The Building Review Board considered a request for approval of the demolition of the existing residence and approval of a replacement residence. No public testimony was presented on this petition. The Zoning Board of Appeals also reviewed this petition as detailed in the following agenda item. (Board vote: 4-0, approved)
Ordinances approving the petitions as recommended by the Building Review Board, with key exhibits attached, are included in the Council packet beginning on page 18. 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.
7. 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:
161 Washington Circle – The Zoning Board of Appeals recommended approval of variances from the side and rear yard setbacks to allow a single story addition to the rear of the house and a second story addition over the existing mudroom and garage. Testimony was presented by two neighboring property owners noting concern about existing drainage in the area. In response to the concerns raised, the Board confirmed that a grading and drainage plan will be required and will be subject to review and approval by the City Engineer prior to the issuance of permits for the project. The Board directed that the City Engineer be advised of the concerns raised by the neighbors. (Board vote: 7-0, approved)
866 Oak Knoll Drive – The Zoning Board of Appeals recommended approval of variances from the side yard setbacks to allow encroachment of a new residence into the setback on the south side of the property and encroachment of a portion of the driveway into the setback along the north property line. A replacement residence will be constructed on the foundation of the existing residence which will be demolished. The Building Review Board also reviewed this petition as detailed in the previous agenda item. 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 33. 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.
COUNCIL ACTION: Approve the seven (7) omnibus items as presented
| 6. OLD BUSINESS |
| 7. NEW BUSINESS |
| 8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS |
1. EXECUTIVE SESSION pursuant to 5ILCS120/2(c), 2 The City Council will be discussing collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees.
Adjournment into Executive Session
Reconvene into Regular Session
| 9. ADJOURNMENT |
A copy of the Decision Making Parameters is included beginning on page 8 of this packet. Office of the City Manager May 31, 2023
The City of Lake Forest is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are required to contact City Manager Jason Wicha, at (847) 234-2600 promptly to allow the City to make reasonable accommodations for those persons.
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