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HomeMy WebLinkAbout01_24_04_brwCITY COUNCIL ROLL CALL - PRESENT: January 24, 2004 Alderman Jean -Baptiste Alderman Moran Alderman Wynne Alderman Rainey Alderman Bernstein Alderman Tisdahl A Quorum was present. Alderman Feldman NOT PRESENT AT ROLL CALL: Aldermen Kent and Newman ABSENT: None PRESIDING: Mayor Lorraine H. Morton A SPECIAL MEETING of the City Council was called to order by Mayor Morton on Saturday, January 24, 2004 at 9:28 a.m. in the Council Chamber for the purpose of conducting a workshop on the 2004-05 City budget. Alderman Wynne moved that Council convene into Committee of the Whole. Seconded by Alderman Tisdahl. Motion carried unanimouslv. City Manager Roger Crum welcomed all to the second budget workshop in which they would discuss the capital improvement program. He explained that each year the budget is comprised of two components, the operating budget and the capital budget. The capital budget shows up in the operating budget as debt service because the normal practice is to borrow money through bonds and repay them out of debt service which takes care of long-range issues. This year's capital program will be similar to last year. The City has made good progress and plans to put aside $6.5 million in new funds mostly for ongoing capital projects. Debt service is already built into the budget presented two weeks ago. He announced a public hearing on the budget Monday, February 2 for public comment. 2004/05 — 2008/09 Capital Improvement Program Assistant City Manager Judith Aiello stated this was the annual overview of the City's needs for the built environment and the time to consider projects for the upcoming year. She stated Council had received copy of the Capital Improvement Program which is available through the Management & Budget Office. She explained they would review projects completed this year and proposed projects for the following year. They recommended that Council focus on the capital budget and not the remaining four years of the capital plan as discussed in a prior meeting. Other obligations of the City will dictate where the capital program goes for the next four years. At a later date when some of the issues have been resolved, they can convene, go through the four-year plan and discuss the Civic Center and Robert Crown Center. By that time the Howard Street project should be finalized and they could amend the plan to include some capital projects needed in that TIF district. Five-year Plan Ms. Aiello explained the Capital Improvement Program is a five year rolling plan that identifies all infrastructure needs of the City. The first year is the capital budget they would focus on and is approved by Council. The remaining four years are an overview and a general plan of direction. The five-year plan identifies all projects and their funding sources such as GO debt, CDBG funds, Motor Fuel Tax funds, Water and Sewer funds, special assessments, TIF, State/ Federal grants and private sources. Mayor Morton asked if GASB 34 had anything to do with the budget. Finance Director Bill Stafford explained it is a new auditing requirement. In this year's audit, staff put all assets of the City on the books. In prior years, streets, alleys, street lights, etc., were not on the books, but now are a number. It helps the City determine long range planning in order to keep the infrastructure strong. Areas of Need Ms. Aiello stated these are public buildings, recreation centers, parks, streets, alleys, street lighting, information systems and economic development. 2 January 24, 2004 CIP Funding Needs Ms. Aiello noted over the past few years as greater needs for the City were identified, staff recommended and Council approved more funding for capital projects. Formerly funded at $3.5 million annually, the City now funds capital projects at $6.5 million. The goal is to increase that to about $10 million annually in order to get a handle on the City's capital needs. More than $200 million in capital needs have been identified for the City. Last year more money was allocated for streets. There are still gaps with the Civic Center, Robert Crown Center, CTA viaducts (CTA will fund one viaduct. The City awaits information on the viaduct most in need and wants the CTA to fund the rest of the viaducts) and Fire Station #5 which will complete the rebuilding of all fire stations. Mayor Morton in reference to spending for viaducts asked if the City has authority to repair the CTA viaducts. Ms. Aiello stated it was identification of that need and if the City wanted to assume that obligation it would cost $6-9 million for each viaduct. Mayor Morton clarified this was not part of the capital budget. Ms. Aiello said this was there because if in the future the City finds the CTA will not fund improvement of the viaducts that amount is needed to repair them. The City has approved the final design on the first one at Main Street and work should start. The CTA could make a presentation to Council on the design and timetable of the project. In the CTA's five-year budget, another viaduct is funded but not identified. There is no money in the CTA capital plan for the remaining viaducts and the City will continue to press the CTA to fund them. Mayor Morton understood the Main Street viaduct repair would not cost the City anything. Ms. Aiello stated the Site Plan Committee has worked with the CTA design team to discuss the design and staging of the project. Mayor Morton was concerned about this item because the City does not own the viaducts. Ms. Aiello said if the Council decided repair of viaducts was a priority and wanted to use City funds she was sure the CTA would approve. In the past when the City got federal funds to build the Clark Street viaduct and the Transportation Center, the City worked with the CTA through an intergovernmental agreement so it is possible. Currently the CTA is funding viaduct repair 100%. (At this time Alderman Newman was present.) Financing Strategies — Long Term Ms. Aiello stated funding Insurance Fund liabilities continues to be an issue. The Council agreed last year to swap some funds with cash balances to the Insurance Fund. The City wants to avoid judgment bonds. The strategy discussed in May 2003 with Council was to increase capital funds to $12 million annually for five years, then $8 million annually thereafter that would require an increase in the debt level to $100 million and an annual 4% debt service levy increase. At the time Council did not want to approve the strategy in its entirety but approved the first year. She hoped the second year would be approved. Staff hoped Council would review and accept this capital budget with approval later in the process. CIP — Project Review Ms. Aiello listed completed projects: Beck Park and Butler Park; Clyde-Brummel; Dempster Street Beach Office, Fleetwood-Jourdain; Hinman Tot Lot; Harbert Park; Merrick Rose Garden; Rothschild Garden; Tennis and basketball court renovations at various parks and facilities. They are continuing work at Cartwright, Eggleston, Fitzsimons, Gilbert, James, Kelly, Leahy parks, Lee Street, and Mason Park. Alderman Feldman noted many parks had comprehensive renovations. He asked in the design and analysis of parks needs how much were they limited by available funds and have there been compromises in what the community could use versus what it can afford. He thought they needed to continue to meet the needs of the community and compete with neighboring communities in terms of recreational facilities. Parks, Forestry & Recreation Director Doug Gaynor said staff looks at a park and considers what it should contain. Then they meet with the community and discuss what the community would like. They look at the size and what is reasonable, do some financial analysis, and then meet with the neighbors. Many of the parks of five acres or less don't require more than they have had in the past other than completely updating such as improving drainage, updating to meet ADA requirements and new playground equipment. When they work on larger parks they will do a more intensive plan. A good example is the plan for James Park where it has taken several years to almost complete it with some grant money, City money, and possibly from CDBG funds. Another good example is Leahy Park. Staff was contacted by the Governor's office that day through Senator Jeff Schoenberg that the City will receive a grant of $277,000. Had they not gotten the grant the work would have been postponed until they had funds to do it. When they look at a park, they plan what they want to do even if they don't have all the money to pay for it. They construct based on the money on hand January 24, 2004 and continue to work in the future to get funding to complete the plan. Alderman Feldman said if sounded like staff was aspiring high and not compromising. 2004/05 CIP Proposed Projects Mr. Gaynor stated plans are to do tennis and basketball renovation at Cartwright Park and most are within the seven year plan approved by Council several years ago. One addition is a moveable ramp installation for the Clark Street Beach. This permits disabled persons to enter the water and will make two of the five beaches ADA accessible. Alderman Newman asked if there were plans to make the benches and fencing safe at Mason Park. Mr. Gaynor said that is on a future agenda. At Foster the south field is okay and the north field is for very young baseball players. The City is working with District 65 to obtain a long-term lease to improve that field. They have funding to irrigate Foster Field, but do not want to go forward without a long-term agreement with the District. (At this time Alderman Kent was present.) Alderman Newman said considering a recent meeting on liability, he described the benches where youth sit is close to the batter. At the newer fields everybody is fenced. He said the little kids are 10-feet away. He thought at both Mason and Foster, a ball will be hit and the City will be a defendant and they need to deal with this. It was important to the Little League to have baseball games at Mason and Foster Parks, because kids that live in those neighborhoods see the games and want to participate in Little League. He suggested this needs to be done or a temporary plan made to ameliorate the danger. Either spend money on this or not have baseball games there. Mr. Gaynor stated staff has met with the Little League recently and have laid out six different fields. They were asked to come back with a priority listing of which ones they want improved which includes Mason and Foster. They believe from infield work, to replacing back stops, relocating the benches and fencing in front of the benches could be about $60,000 a field. They expect to put together a three-four year plan so that each year one or two fields would be done. Alderman Newman said this has been around for several years and he suggested it as a priority. He was looking for a response and if they are fixing up Mason this could be done. He asked for a response by the end of the process on what could be done on a short-term basis. Mr. Gaynor said they will spend a lot of money on Lovelace Park renovations ($400,000) — redid the tennis courts about two years ago. There needs to be general site improvements and a lighting system upgrade. This is the first half of that project. At Mason Park they have a building that needs repair and the basketball courts are used heavily and need reconstruction. At Fleetwood-Jourdain they will put on a new roof with $90,000 CDBG funds and $133,000 GO bonds. Facilities Management completed projects Projects completed include Fire Station #3; upgraded Civic Center Fire Alarm; rehabilitation of the Ecology Center; addition of the Dempster Street Beach house. Part of the Civic Center got a new roof at the west entrance and this year Facilities Management has worked closely with an in-house plan and specification review for the new Sherman Plaza garage. Alderman Newman confirmed that $50,000 will be spent on the Civic Center to do emergency repairs. The $150,000 on page 21 is a mistake. Ms. Aiello explained some money was put in, if they are staying in the short term there will be some emergencies that they will have to address. They are not asking the Council to look at the Civic Center and Robert Crown Center for the out years because they need to discuss those further. Alderman Newman thought they had to get moving. Ms. Aiello stated staff would be meeting with Mr. Stern next week and hopefully they will be able to have the Civic Center Committee meet with City Council within the next few weeks. Facilities Management — ongoing projects Facilities Management Director Max Rubin stated staff continues to do asbestos abatement in city buildings; ADA compliance improvements; Lagoon Building roof, windows and doors. They are closing out the project for the contractor at the Ecology Center; minor interior improvements to the 2°d floor at Police Headquarters; will make the women's prisoner intake pathway security improvements at the Police Department. Facilities Management will create a back-up data center for IS at the Service Center. They are involved with the Fiber Optic System by doing the pipe work in City facilities and are also working on internal security cameras for City buildings. Alderman Feldman asked if security cameras were for inside or outside buildings. All are inside at cash receipt areas. Alderman Feldman asked where they would be at the library. Mr. Rubin said where they receive fines. Alderman Feldman asked the reason for the cameras. Mr. Rubin said both sides of the fence. Alderman Newman asked about the $150,000 for the Police Headquarters parking lot. He said there is interest by private developers in doing a project similar to the Roszack building on Chicago Avenue where the City sold the parking lot 4 January 24, 2004 to the developer who built parking free for the City for 99-yers. Mr. Rubin explained they were talking about the parking lot adjacent to the Police/Fire Department which is in terrible condition. There are three lots; one behind the station for squad cars and two others for private cars. Facilities Management — Proposed Projects Mr. Rubin stated projects include the Police Headquarters Parking lot; Fire Station #5 design is the last station to be renovated in keeping with a long-term plan. Fire Station #2 parking lot/landscaping. He explained when this station was renovated there was not enough money to do landscaping and the parking lot so that will be finished. On the Civic Center maintenance funds he said the longer the City stays the more there is to fix. They rebuild 10-15 heat pumps each year. Water infiltration is getting worse on the 4"' floor and if they stay at the Civic Center gutters will need to be ripped off and the system redone. Alderman Feldman asked when repairs are done to major systems in the Civic Center are these significant and costly replacements or band aids. He thought in one sense they are paying for years ahead even though they are thinking about leaving and additional built-in quality is costly. Mr. Rubin said there are 102 heat pumps in the Civic Center which provide cooling to the offices. Those pumps were obsolete two years after they were purchased. Facilities Management rebuilds them. The trouble with the current HVAC is there is no outside air coming into the building, so they constantly loop the same air. Going forward they would not have that kind of system. He said there are band -aid repairs being made such as repainting the inside of the e floor where there are water leaks because they are not repairing the outside which causes the leaks. They scrape, seal and paint, wait a year then water infiltrates. The repairs they make last and are not band aids but are not long term solutions. Alderman Feldman asked if any portion of roof repair has to be a bona fide repair. Mr. Rubin said to repair a slate roof one cannot nail another piece of slate in. They slide a slate in and tab it in. That slate will hold as long as the tabs hold but is not a permanent fix. Tabs will bend from snow loads and weather and could come sliding down again. Alderman Newman said he wanted to stay in the Civic Center as much as anybody else but considered parks and the fire stations to be a much higher priority than the Civic Center which is why he supported what they were doing which is nothing. He stated that anybody who tells the community that the City should be staying here is saying you ought to pay $18 million to stay here. That is the cost staff and experts are telling Council is necessary to replace the Civic Center. Every year more money is needed and he thought they should resolve to make a decision in 2004 and get moving. For those who want to tell the community because they don't want to put $18 million into a building that is falling down, he would be glad to have that debate. He said they have to. He was in a meeting where water started dripping. He suggested within six months of that date that Council make a decision and get moving. The other reason to get moving is that five years ago there was not a real estate market which would allow development on this site to pay some of the bills so the taxpayer is spared. Mr. Rubin said that staff s goal is six months. Mayor Morton said when she came here in 1993 the roof was leaking and why wasn't it fixed. Mr. Rubin said the roof was replaced around 1985. She asked why the roof cannot be fixed. He said the contractor was lousy and on the north/south section of the building put plywood decking down which was not done well. That has suffered water infiltration and warped. As it warps the attached shingles pop off. There is only one repair, which is to tear the whole thing off. He would not put slate on the building. She recalled discussion of monies put aside for roof repair. Mr. Rubin said they are holding those funds. They started with $800,000 to replace the roof and got an estimate of$1.3 million. He said they were sitting on $700,000 because some money has been used to pay the consultant on the Civic Center. She noted in listening to Alderman Newman that it is a foregone conclusion that there will be a new Civic Center. Alderman Newman said there is unanimous opinion among professional experts that this building is not worth repairing at $18 million. Every expert from the outside has identified the $17-18 million cost. The idea of putting $800,000 into a roof when there is $16 million more is pouring money down a rat hole. If any staff thinks this building could be saved for $3-4 million they should stand up. So they need to tell the community the truth about this building. Spending money on this building would be his last priority compared to community centers, streets, parks, and library. They can wish that this building could be fixed for $1-1.5 million which is not reality. They have looked for alternatives and asked the experts if they can they stay. He did not think anybody on Council wants to spend $18 million on this building. If they moved, made this a TIF, they could get $18 million from sale and redevelopment of this property. If they stay here the cost goes onto the property tax payer. January 24, 2004 Mr. Rubin said other proposed projects include the roofs at Chandler, Fleetwood and Lighthouse North Fog House and repairs to the Evanston Art Center. The City is responsible for exterior repairs to the Art Center which needs significant roof and masonry repair. Facilities Management also supports other departments on their CIP projects which includes six recreation building projects; six Service Center projects; the Gross Point Lighthouse District Area and the Civic Center Committee. Mayor Morton asked for an explanation of the Gross Point Lighthouse District. Ms. Aiello said that area is comprised of the lighthouse, keeper's cottage, fog house, arts center (former Clark mansion), the coach house, butterfly gardens, fire ring all of which has various constituencies and programs. Last year she recalled there was $200,000 in the capital plan to fix up the coach house back to residential. At the time Council said to look at that in a comprehensive way. When they started to examine this area and Alderman Tisdahl came on board they formed the Gross Point Lighthouse Area Task Force, appointed by the Human Services Committee. That group has been meeting in an interesting process and Alderman Tisdahl has been terrific. They hope to have one more brainstorming session next month, then staff will write a report circulate it, get a signoff, then present it to the Human Services Committee in April. They will have information about usage of the area, priorities, and long-term recommendations. Funds recommended for the lighthouse, arts center or fog houses are emergency funds to patch the roofs at the arts center and the fog house. The City has a long term lease on the fog house from the Light House Park District. The Light House Park District has the responsibility to plan and program for their area similar to the Ridgeville Park District. They work with the City because the City owns the land and the lighthouse and lease it to them. She hoped when the Task Force completes its report this would be clear. Mayor Morton asked if the City owns the land under Ridgeville Park District. No, that is owned by Ridgeville. Ms. Aiello noted that some land is owned by the Lighthouse Park District and some is not which makes it confusing. Multiple entities have been taking care over there as well. The Garden Clubs, City, Lighthouse people take care of various things so they have been trying to understand and to come up with a plan that is rational with consensus on what and when they are going to do there. Ms. Aiello said one section of the parkland is owned by the Lighthouse which is sort of in the middle of the open space north of the driveway- just north of Larson Park. Ms. Aiello said the land under Deering picnic shelter is owned by the Lighthouse Park District; noted that maps would clarify this. Alderman Feldman explained that Ridgeville Park District has always gone to citizens of the district to meet their obligations. Much of the district is in a targeted area so occasionally they receive CDBG funds. People who live there pay a meaningful addition to their property taxes to maintain Ridgeville. There have been suggestions to return that district to the City, which is a complicated process. The expectation is that if Ridgeville imposes this kind of burden on residents within the district, that same standard is expected for everybody else and he thought that was acknowledged by the Lighthouse District. Because there is so much adjacent City interest in the property is why there is this unified approach. Ms. Aiello stated that the Lighthouse Park District increased their levy. Alderman Newman asked the total budget? Ms. Aiello stated they are getting that. That budget pays for staff and some maintenance. They also get many private donations and are working to obtain grants. Alderman Tisdahl said there is a map that helped her understand who owns what and who is responsible for what. She differed with Alderman Feldman that the Lighthouse Park District, which does not own the land beneath the lighthouse, is the same as Ridgeville Park District. They regard it as their mission to take care of the lighthouse, have done a marvelous job and raised money to do that. She thought they would find the lighthouse in terrific condition. They take care of the parkland they own. Their mission is much narrower than Ridgeville Park District's, which is significantly broader. She said they need the map to understand who owns what and in the work of this task force, she has been greatly impressed by the number of volunteers who take care of the gardens, the beautiful millennium walk and the arts center people who take care of the inside of that building and provide arts programs that are recognized throughout the North Shore. The report will not solve all the funding problems but will shed light on this area and give a long-term view. Ms. Tisdahl confirmed that she has met with the Lighthouse Board. Public Works — Proposed Projects Facilities Management/Public Works Public Works Director David Jennings said the first group of projects is shared with Facilities Management. They share projects at the Service Center which is 23 years old. He reported a need to continue preventative maintenance and repairs to extend the life of the building. This year they will improve the doors and security. They have a proximity reader that allows them to get in and secure the building but it is not complete. The salt dome was previously funded and they are January 24, 2004 still evaluating it. They will develop a five-year plan; have a retaining wall that needs work. The City has a large investment in vehicles but no vehicle wash as they spend money to keep vehicles for a longer life. He said there are boiler issues and some other major components such as large overhead doors that secure vehicles inside the bays. This year they will do exterior painting. By far the largest project this year is the roof which is the original and is leaking. The building needs to be re -roofed before the interior and contents are damaged. Public Works —Transportation area Mr. Jennings noted while they were concentrating on GO bonds a wide range of funding sources pays to get things done. The five-year street improvement is a five year rolling plan. Every fall Council approves funds for street resurfacing for the following year. In the spring they give Council the five-year plan which is discussed and approved. In March they will see the next five-year rolling plan. One highlight of the street improvement plan is a joint project with Wilmette for reconstruction of a portion of Isabella Street. A section was done six -eight years ago and another section will be done in 2004. He reported the alley -paving program is active in 2004 with three groups of alleys. Group one (5-alleys) s being designed in house. Hearings start next week. Group two is also being designed in house and hearings (6-alleys) will be in March. The third group is the Home Depot group with 8 alleys. Staff is interviewing consultants to do the survey, design, construction and administration. There is one CDBG funded alley postponed due to sewer construction near Clyde/Brummel which will be done this year. It looks like 20 alleys will be done this year. Something else they will do this year is alley re -surfacing. For years the City has had requests to re -surface alleys and never had a program to do that so they have requested $75,000 for that. Some alleys that have been re -surfaced which are in bad shape they would not recommend putting additional money into their existing form, but would rebuild them under the special assessment program. There are some alleys that the surface can be ground off and new asphalt can be put down without a problem. Alderman Feldman confirmed that alley re -surfacing is not the same as alley paving. Mr. Jennings explained with the alley paving program they either start from a scratch with a gravel alley or totally reconstruct a deteriorated paved alley. Alderman Feldman asked what was being re -surfaced? Mr. Jennings said they would re -surface a previously paved alley so this is maintenance for paved alleys. The application is fairly narrow and applies to some alleys. Alderman Feldman asked for the distinction. Mr. Jennings said if they deem that the deterioration is such that they would be doing a "band - aid" approach that would not be recommended. If they can extend the alley's life by re -surfacing they would do that. In reference to the 50150 alley -paving program, Alderman Feldman tells people who participate that after the alley is paved the City is responsible for maintenance of that alley. Correct. He asked if the City has been doing that; said it sounded to him the idea of maintaining the alleys was a new concept. Mr. Jennings said it is not new, but a recently unfunded concept. He related that the City resurfaced alleys in the CDBG areas funded by CDBG funds, GO bonds or operating funds. The routine maintenance of alleys is pothole patching either with asphalt or concrete. There comes a point where point hole patching is ineffective and the life of the alley can be extended through re -surfacing. That is the program they are putting forth. Alderman Newman asked if this included the alley behind the North Shore Hotel? Yes. Alderman Newman said there are alleys that are heavily used between business and residential areas that take a beating. Bike Plan. Mr. Jennings reported the City has received federal CMAQ funding ($385,000) (80/20 share) to implement the bike plan. Originally they planned this to be done over three years but it will be done over two years. These are bike lanes, routes, and signage according to the plan approved by Council. Street lighting upgrades. He reported that all work on this project has been behind the scenes. Council has approved contracts and research has been done to make sure they are doing it right. As of last week they are in production. The factory is making the replacement units of the Tallmadge lights. Last year he reported the first ones would be done in the spring which are still on schedule. The same areas will be done as submitted in the plan in November 2003. Mr. Jennings stated the cost will still be in the $3 million range. Initial estimates were $3-5 million. The upgrades will be done over 2004-05-06. Alderman Newman respected Public Works for wanting to get this right; said there is a meeting related to NU issues on Thursday and he would like Mr. Jennings present to talk about street lighting and wanted information out on what has been happening with this program. Traffic calming is mainly the speed hump program. Mr. Jennings reported this has been very popular with about 180 speed humps in place and no requests to remove any. Alderman Newman said that the City needs to do a better job of street signage around the speed humps. Mr. Jennings said more effective than signage is reflective thermo plastic January 24, 2004 markings that show up day and night on the humps. There will be more speed humps installed in 2004. The speed bump program in alleys in popular uses recycled plastic speed bumps. Curb and sidewalk projects, 50/50 sidewalk programs. This year this will be extended to both school districts to try to clean up areas around schools. They are looking to install sidewalks where there have never been sidewalks (the east side of Dodge Avenue across from ETHS). They do blocks, curbs and sidewalks where long sections are replaced and the popular 50/50 program where the residents pay half. They do as small as one square for sidewalk repair. The ADA curb ramp program is expanded. Some years they get good prices so they can carry over funds to the next year. He thought they would probably double the amount of ADA curb ramps this year. They will also do knuckles or bump outs. In the downtown streetscape they did many knuckles which pull the curb out from its usual linear direction so that pedestrians have a shorter crossing path on streets. They will put knuckles or bumps out to facilitate pedestrian crossing at Prairie/Central, Emerson/Hartrey and Emerson/Dewey. Ongoing major maintenance. These are areas they continue to improve such as traffic signal maintenance. Power centers, which are fairly expensive, have to be replaced and they don't know at the beginning of the year what will be needed. $50,000 is set aside. Also included is viaduct screening for pigeons and an ongoing brick repair for downtown. Alderman Newman asked if there was any interest by people to replace traffic circles with speed humps. He thought the humps were better than the circles. Mr. Jennings said the program is neighborhood driven. Vehicle Tracking System. Mr. Jennings said they want to be more efficient and one of the ways to do that is to study how they are doing and try to improve routings. This is especially important in refuse and yard waste collection, street sweeping and route based things. It also has application for snow removal and single site work such as pot hole repair. The City is looking into a GPS based system that hopefully will improve efficiency and further document work that has been done. It can be used to determine where the outs are, fine tune and if somebody alleges something was done on their property, it can be looked up and ascertained where vehicles were at all times. This system is proposed. The easiest one to use is on the Nextel phone system which is used by Streets/Sanitation. They are looking into this as a trial. Alderman Feldman remarked that the traffic calming program was one of the most successful initiatives he has been involved with; noted there was a significant problem for years having to do with altering driver behavior on neighborhoods streets. Some people are annoyed by these devices but in general he thought they were a great addition to neighborhoods, prevented accidents and made streets safer for young children. Truck Routes. Mayor Morton asked if there was any attention given to changing truck routes so that one neighborhood over many years does not have to have truck routes through residential areas. Mr. Jennings said they were looking into that; there are few places to get into Evanston and the reality is current routes are the major routes which are largely controlled by the bridges. Emerson Street has the highest viaduct and the heaviest capacity bridge over the canal so it is logical to use that street. Largely truck routing is related to the viaducts and their height and the load carrying capacity of bridges. Mayor Morton asked for information about McCormick Boulevard funding and delay. Mr. Jennings responded that they are between Phase 1 and Phase 2. Phase 1 is the concept plan and Phase 2 is design. Within the next two weeks staff will interview for the phase 2 consultant. Normally they would continue with the same consultant if they performed well. They did not, so they are changing the consultant which has delayed this project one year. They will see McCormick in 2005. Alderman Tisdahl confirmed they will look at McCormick where children cross to Kingsley and Haven School. She asked about temporary improvements. Mr. Jennings said he was talking about reconfiguration of the Prairie, Grant, McCormick intersection. A land swap with the schools has been approved to improve safety of sidewalks there. They have approved a land swap to do a right turn lane for southbound Green Bay Road at McCormick. All of those decisions were made during Phase 1 and now need to have them designed which will be done in 2004. Road, Bridge and Traffic Signal projects. Mr. Jennings said the first is the Asbury Bridge over the Skokie Swift tracks, which is under bridge rehabilitation and funding program. The City share is about $300,000. The total is in the $2 million range. They thought they would have to totally close to rebuild this, but in working with a consultant, they will have half/half with traffic at all times. Traffic Signals will be redone at Dodge/Main and Dodge/Church. They also look at phasing (the arrows) and already know that they will rephase both. At Crawford, Central, Gross Point Road where Hot January 24, 2004 Dog Island is located will get new signals. That was previously funded but he put it in because they will see work done there this year. It is about 85-95% designed and includes signals and new street lighting. Staff has learned the City will receive CMAQ money for Chicago Avenue traffic signals. There are eight signals to be connected. For years the City has applied for this money. This year they restructured the application and took out three signals for local funding and made the cut. They will see significant changes on Chicago Avenue such as arrows at Dempster/Chicago. That will happen next year. While the City was funded for 2004, it takes about a year to develop the design and underground work. Alderman Bernstein asked if there was any plan to put a curb cut at Crawford/Central. No. Mr. Jennings explained they are looking at some island reworking. Alderman Bernstein on the Chicago Avenue CMAQ asked if they had discussed the mast arm and post top signals in the historical district. Mr. Jennings responded that the three signals in the historic district at Grove, Lake and Greenwood were pulled out and would be funded locally with post top signals while the others would be mast arms. Alderman Wynne asked if they would be full or half mast arms. Total CMAQ funding is $715,000 with a local match. Those will be two separate projects. Alderman Feldman asked the status of the Ridge Avenue traffic signal project. Mr. Jennings explained that project is in the state's lap currently with the City waiting for an answer. The City has asked for a jurisdictional transfer of Ridge Avenue and the City's position is they want post -top signals, not mast -arm signals. The state's policy is to not allow post - top signals. So the City presented an alternative, a jurisdictional transfer to make Ridge an Evanston street and made that request in writing. They have met with Tim Martin, head of IDOT, and made a proposal to take a jurisdictional transfer over time. The importance of that is the City wants Ridge Avenue improved and the money to do it. He noted most jurisdictional transfers are improved when streets are given to a municipality. That is the answer they are waiting for. Alderman Feldman asked if any pressure was being exerted by state representatives. Mr. Jennings said U.S. Rep. Jan Schakowsky chaired the meeting with Tim Martin. Mr. Jennings noted the City has a $2 million project sitting there, put in $300,000 extra for the redesign and any construction changes needed. Officially the City's share of CMAQ has been funded. Alderman Feldman asked there was any timetable for a decision. Mr. Jennings stated they had called Tim Martin yesterday and asked for an update on the request. Within the next several Council meetings he will give a written report. Alderman Newman confirmed the City would get CMAQ funds for the Chicago Avenue project this year but it would not be implemented until 2005. Mr. Jennings said the process governs these funds. The City has to follow state guidelines for doing an RFQ for the design engineer. When they go through these processes, it is unlikely that there would be work done on the street. Alderman Newman asked if this was due to state requirements or the need for more staff. Mr. Jennings stated it is the process although a lot is being done this year and they have a limited capability. Alderman Newman stated that going north/south these days seems to be more difficult. It seemed to him that everything is going on at McCormick at one time. Chicago Avenue is getting tougher to drive. He thought they needed to get information out on when improvements are coming but it is frustrating because they waited for at least five years for improvements at Chicago/Dempster. Mr. Jennings stated that Chicago/Dempster will improve and are not adding lanes. They actually are narrowing the street to make it more pedestrian friendly. The capacity of the street is not being changed. Left turn signals help unclog streets. Mr. Jennings noted that McCormick Boulevard has a ripple throughout the City. Dodge/Oakton is seriously affected by McCormick construction. Alderman Newman asked when it would be finished. Mr. Jennings through it was a two-year bridge construction so that should be finished in 2004. The other project causing a lot of havoc is at Howard/McCormick is a Skokie sewer project which will be done in three months. Alderman Rainey said her concern was the reconstruction of Ridge Avenue and how that fit into the signal project. She said that Skokie barricaded Howard Street both east and west of McCormick and north/south about three weeks before Christmas, causing chaos for people going to/from Target, to/from work and getting to Lincolnwood Mall. There was no work done on either Howard or McCormick for weeks. She called Mr. Crum and asked him to contact Skokie and ask that the barricades be removed the last week before Christmas. At 10:00 a.m. there were 50-car backups there. Skokie refused to remove the barricades. That interaction and response was horrendous. She understood the need for barricading heavy equipment, but there was no heavy equipment and no work going on east or west on Howard Street. Alderman Newman said there was a sign when driving west on Howard and people wanted to go back east to Evanston could not make a right turn. Alderman Rainey said the sign was ignored. He asked who put up the sign. He thought staff ought to look at it. It was acknowledged the sign is on the Skokie side. Alderman Rainey said they need to meet with the Skokie people at the site to look at what they are doing because they have overdone the barricades. She said there January 24, 2004 are hundreds of cars on McCormick between Golf Road and Howard any time of the day. That means people move over to Dodge, Asbury and Ridge to get north/south. Alderman Wynne noted the long range sewer plan would be commencing again in the 3`1 ward and this past year it significantly altered traffic on Chicago Avenue but may not be as severe because there will be no work on Forest. Mr. Jennings agreed that Chicago Avenue volume significantly increased because it was the alternate route When Sheridan Road was taken out of service. Mr. Jennings hoped that was not a typical year. Ridge -Green Bay islands at the merge. Mr. Jennings reported work has started with the first phase was the merging of southbound Ridge and southbound Green Bay before they merged. The second phase is on the Ridge side, the island as originally configured is too large for what they want to do. What they want to do is two lanes southbound on Ridge, so the right lane continues south on Ridge and the left lane turns down Clark to Oak and Church. The island is a lane and one half while the street needs to be two lanes wide which will further smooth out traffic. They will also resurface that entire area between Clark and Emerson with skid resistant pavement. Alderman Kent thought the pilot program there was helpful. Mr. Jennings stated it was Rajeev Dahal's design and to thank him. Alderman Kent said the pedestrian crossing there was important, knew they looked at the crossing from Hecky's across Green Bay Rd. To cross the south side of Emerson people must run for their lives. He hoped there would be a way to open up a pedestrian crossing and if they cannot, the one on the south side must be made safer. Mr. Jennings will look at that. Alderman Kent appreciated making the Emerson/Hartrey intersection friendlier to pedestrians. Mr. Jennings said that was the only option they could come up with. Mr. Jennings reported a call from IDOT that looked like the City would get about $800,000 for Sheridan Rd improvements. He had no details. Within three-four weeks he will announce this officially. He noted there are different levels of improvements. Considering the City's annual road program is $1.7 Million, that amount is about half. Public Works — Water and Sewer area Mr. Jennings said the Long -Range Sewer Plan would have two carry over projects, as mentioned. One is l0A east of Chicago from Davis to South Blvd., a two-year project. 9A is around Isabella and the street is detoured due currently to the tunneling shaft. The rest of 9A will happen in 2004. The only new project is 913, a restrictor project also in the northeast area. He mentioned that emergency repairs would be done at Noyes/Orrington. A shaft there has been in place longer than they like so it will be reconfigured and made safer. Other sewer improvements include doing sewer lines, manholes and catch basins routinely. On water projects and distribution they will do three water mains in conjunction with street resurfacing and two water mains in conjunction with the Long Range Sewer Plan. The idea is to do it now so streets don't have to be torn up later. Water projects in -plant include new garages one of which will house a chlorine scrubber, a device in the event of a chlorine leak that catches the material before it gets in the atmosphere. The City uses one -ton cylinders of chlorine so a leak could be a problem. Various pumps, engines and in -plant repairs will be done. Information Technology and Systems Repair Budget & Management Director Patrick Casey said they are upgrading building -to -building connections through the fiber optic project which is expected to be completed by the end of 2004 and will result in significant improvements in service to all buildings. With the advent of the fiber optic project they will begin to upgrade and consolidate the telephone system and equipment so that some systems can be consolidated and hopefully save on telephone costs. $50,000 has been budgeted to continue the JD Edward Financial system for increased programs and systems connections. He reported the GIS base map has not been updated since 1995 when it was started. The landscape of the City has changed dramatically so the City will contract for a flyover and integrate changes into the new base map. Annually computer equipment is replaced. 104 personal computers will be replaced this year. There are 400 pc on the network on a four-year replacement schedule. About 28 printers will be replaced throughout the City. Recommendations Ms. Aiello hoped that all had received the five-year plan as they continue to review the budget. A resolution will be sent when the resolution for the budget is sent. Mayor Morton asked for expenditures on items budgeted; said those were not received. Mayor Morton confirmed that Council members wanted to see expenditures on both operating and capital budgets. What are revenues, how much 10 January 24, 2004 money has been saved? She wanted to see a complete financial picture. Ms. Aiello said staff is working on quarterly reports on both capital and operating budgets. With the changeover to the new JD Edwards they are working out bugs. Mayor Morton asked if anything could be provided before finalizing the budget. Mr. Crum said quarterly reports have been given, the last in September. They are now ready with the quarterly operating spending ending in December. Mayor Morton noted the City contracts for different kind of work, then they come back with change orders. She asked if they have studied how much a contract has increased versus how much it was when approved and does that number exceed what another contractor submitted on a bid? Mr. Crum said that is looked at every time there is a change order. The Law Department makes sure the total percentage is evaluated. Most change orders are within the contingency amount on the original contract, unless it is a major new program and those are clearly identified. Legal asks the same question in staff meetings — should a project be re -bid instead of doing a change order. It is unusual to have one that exceeds the original because they have to add work to the project to make a change. Therefore it would not have been the original contract but a modified contract. Most change orders are within the original contingency. She clarified that contingency funds are put into each project, not overall contingency. Mayor Morton did not understand why some items were not included in original contracts and they should look at it. Mr. Crum said this Council is good at asking questions. She complimented staff for putting where funds come from on agendas. Alderman Newman said many change orders are for things they forgot to put in the contract. When the Maple Avenue garage was done, low numbers for signage and security were given. It was not the contractor's fault. Alderman Newman said since they have a temporary fire chief, can they look at not funding the position he formerly held; thought the position would not be filled for seven or eight months. Alderman Feldman said a major decision will need to be made about the Civic Center. The Civic Center Committee has met and received a lot of material from staff and consultants. He asked for an executive summary of that material. He said Council members talk about imperatives that come about due to information they have received. Citizens need to be brought along with that information and to know the path leading to Council decisions. Mr. Crum stated there are several years of information and a short summary would be provided. Citizen Comment Junad Rizki, 2784 Sheridan Rd., has attended many budget meetings and noted they often start late. This one was supposed to start at 9:00 a.m., started at 9:30 a.m. and people's time was wasted. At the last budget meeting the Mayor suggested passing an ordinance to contain rising health care costs. He did not think ordinances would do it. He recommended they cut expenses and referred to the Chamber of Commerce Diet. He recently received a copy of the report on Robert Crown Center. A year ago he did not think there were structural problems. In the Epstein report he found $80,000 in repairs to the structure while it has been reported to the community that the building is falling down. Beyond the fact that some things need to be replaced because they are old such as the roof, problems with HVAC and a flooding parking lot he was not sure what the report was saying. He said that could be discussed and if Alderman Newman wanted to debate, he suspected some of the same issues are true at the Civic Center. He found the analysis in the Epstein is based on programming that is a problem. That building was never built for child care. There appears to be licensing issues and with locking down the building. He alleged they have bad programming to get these budget analysis numbers that cause problems and drive up costs. He said many things need to be challenged and looked at by people who are knowledgeable about these things. Staff won't challenge Council because they are politically afraid to do so. Citizens can and he will. He stated that clearly some of them don't know what they are doing. Mark Metz, 2125 Sherman Ave., spoke for Ann Carra, president of the Playground & Recreation Board. He thanked Council for their support of the seven year plan to improve the parks. In general staff has done a good job in keeping projects on -track. Thanks to many funding sources he noted that Evanston's parks have come a long way from a few short years ago. He said that James Park, the City's largest, is the crown jewel and described the many improvements to that park and others, plus projected park improvements. He said the Recreation Board's main focus this year would be involvement in a major project to either renovate or rebuild Robert Crown Community Center and ice complex. There being no further business to come before Council, Mayor Morton asked for a motion to adjourn. The Council so moved at 11:33 a.m. Mary P. Morris, City Clerk A videotape recordin¢ of this meetin¢ has been made hart of the permanent record and is available in the Citv Clerk's office.