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Minutes 2006-2008
MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS, MEETING FOR January 9.2006, Present: David Jennings President of the Board Vincent Jones Acting Superintendent of Streets and Sanitation Sat Nagar Senior Engineer Bill Stafford Finance Director Dave Stoneback Ass't Superintendent Oper. Water and Sewer Absent: John Burke Director of Evanston Division of Transportation Kathy Brenniman Attorney for the Board Elke Purze Staff Attorney The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. The President called the meeting to order at 3:07 p.m. 1. The minutes of December 12 and December 19, 2005 were unanimously approved. 2. Status of SA 1476: All documents were filed January 5, 2006. Advertising will be done on January 19 and 26, 2006. Hearings will be held on February 2, 2006. Final costs are being worked out. 3. Status of 9 alleys for 2005: All work is completed. Final invoices have not been released by the contractor. Final rolls are in place as are reports. When invoices are in, documents will be given to the Board of Local Improvements. 4. Status of 9 alleys for 2006: Two, (1469 & 1470) have had their public hearings. SA's 1480, 1482, 1483 and 1484 are ready for a public hearing. A resident of SA 11484 called and informed S. Nagar that they had changed their mind. They are concerned about the trees being killed. This does not reduce the approval below 50%. Paul D'Agostino will be asked to contact them and review the paving procedure. The repaving will lower the alley to below the garage level but cannot be lowered enough to be below some yards. One individual owner may have to regrade and landscape to avoid some flooding. Sat Nagar will contact this resident and go over to the property to discuss the owner's options. Advertising for public hearings will be on January 26'' and February 2" ". Hearings will be held on February 7" and 9'h. February 7, 2006 February 9, 2006 SA 1480 6:00 pm SA 1484 6:30 pm SA 1482 7.00 pm SA 1483 8:00 pm D. Stoneback motioned to accept these dates. B. Stafford seconded. The vote was unanimous. 5. All records of drawings for 2005 alleys and Home Deport will be available at the next BLI meeting. At 3:45, D. Jennings called for a motion to adjourn. V. Jones so moved and D. Stoneback seconded. The vote was unanimous. The next meeting is scheduled for February 13 at 3:00 pm. MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR February 13, 2006 Present: David Jennings President of the Board John Burke Director of Evanston Division of Transportation Vincent Jones Acting Superintendent of Streets and Sanitation Sat Nagar Senior Engineer Elkc Purze Staff Attorney Mary Rodino Board Secretary Bill Stafford Finance Director Dave Stoneback Ass't Superintendent Oper. Water and Sewer Absent: The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. The President called the meeting to order at 3:03 p.m. I. D. Stoneback motioned and J. Burke seconded to approve the minutes of January 9, 2006 as amended. They were unanimously approved. 2. B. Stafford introduced Ms. Rodino. Ms. Carroll has appointed her as Secretary to the Board of Local Improvements. 3. Cost estimates and plans were presented for SA's 1481,1484*,1485 and 1486. (*SA 1484 was approved January 9, 2006. As concerns the question of saving the trees, all but one can be saved. An in the field meeting with the residents will be held) Advertising will be accomplished on February 23'd and March 2nd. Hearings have been set for: Monday March 6 Tuesday March 7 SA 1481 6:30 pm SA 1485 6:30 pm SA 1484 7:30 pm SA 1486 7:30 pm D. Stoneback motioned to accept, J. Burke seconded. The vote was unanimous. E. All is fine so far as concerns SA's for 2005 and Home Depot. F. 2007 alley determinations are in work. No decisions have been made to date. At 3:39, D. Jennings called for a motion to adjourn. J. Burke so moved and D. Stoneback seconded. The vote was unanimous. The next meeting is scheduled for March 13, 2006 at 3:00 pm. MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR MARCH 13, 2006 Present: David Jennings President of the Board John Burke Director of Evanston Division of Transportation Vincent Jones Acting Superintendent of Streets and Sanitation Mary Rodino Board Secretary Dave Stoneback Ass't Superintendent Oper. Water and Sewer Absent: Sat Nagar Senior Engineer Elke Purze Assistant Corporation Council Other: Resident Dorothy Laudati of 2214 Lincoln Avenue The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. The President called the meeting to order at 3:04 p.m. 1. D. Stoneback motioned and J. Burke seconded to approve the minutes of February 13, 2006. They were unanimously approved. 2. SA 1484 -- North of Colfax/East of Pioneer Road There was a deadlock vote of 6 to 6 at the March 6, 2006 hearing. Of the twelve properties included in this grouping, four were not represented at the hearing. Those four received letters asking for their vote. They were also informed that they could talk with their neighbors, call Mr. Jennings or attend this BLI meeting. The responses received were; one not in favor of the work and two in favor. The fourth resident did not respond. This makes the vote 9 to 7 as the non - response is taken as an agreement to proceed with the hearing as stated in the original petition. The concerns of some of those attending the hearing were increased traffic, destruction of trees, and increased drainage, regarding yards that might then be required to re -grade after the work is completed. It was stated that there should not continue to be any ponding in the alley after the work. The trees will be boxed out to five feet to offer maximum protection. It was also mentioned that the BLI Board only does a recommendation to move project along if a majority of the residents concerned agree. J. Burke made a motion to adhere to the first resolution to recommend the work proceed as noted in the January 9, 2006 minutes. D. Stoncback seconded. The vote was unanimous. At 3:37, D. Jennings thanked Ms. Laudati for attending. Fle then called for a motion to adjourn. D. Stoneback so moved and J. Burke seconded. The vote was unanimous. The next meeting is scheduled for Tuesday, April 11, 2006 at 3:00 pm. MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR APRIL 11.2006 Present: David Jennings President of the Board John Burke Director of Evanston Division of Transportation Vincent Jones Acting Superintendent of Streets and Sanitation Sat Nagar Senior Engineer Elke Purze Assistant Corporation Council Mary Rodino Board Secretary Absent: Dave Stoneback Ass't Superintendent Oper. Water and Sewer The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. The President called the meeting to order at 3:04 p.m. 1. V. Jones motioned and M. Rodino seconded to approve the minutes of March 13, 2006. They were unanimously approved. 2. S. Nagar presented updated fact sheets for the nine alleys completed in 2005. In all cases, the final costs were below those estimated. A motion to accept the final rolls and costs was called for. J. Burke so moved and A Rodino seconded. The vote was unanimous. Legal Counsel will now begin the filing process. Notices will be published twice. At 3:24, D. Jennings called for a motion to adjourn. M. Rodino so moved and J. Burke seconded. The vote was unanimous. The next meeting is scheduled for Monday, May 8, 2006 at 3:00 pm, 1� _ MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR JUNE 12, 2006 Present: David Jennings President of the Board John Burke Director of Evanston Division of Transportation Suzette Eggleston Superintendent of Streets and Sanitation Dave Stoneback Superintendent of Water and Sewer Sat Nagar Senior Engineer Elke Purze Assistant Corporation Council Mary Rodino Board Secretary Absent: The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. The President called the meeting to order at 3:06 p.m. 1. As concerns the nine alleys to be worked on in 2006: Ms. Purze was in court a week ago to get the Order of Confirmation. There were two objectors to SA 1484 (North of Colfax/East of Pioneer). The Board is not recommending the withdrawing of the petition but to move ahead with all petitions on June 28a' at the petition hearing. Prior to this, Ms. Purze will try to get a partial confirmation to keep SA 1484 in the group. This will allow the bidding process to go forward as a total of nine alleys. Bid opening is scheduled for the 270 of June. 2. Problem/deteriorating alleys in commercial areas: To get an alley resurfaced, the policy is that a petition must be presented to the Board of local improvements. The perception that the city fixes alleys in a commercial area is incorrect. There are four alleys that staff has noted as being in need of work. Board members will contact the businesses that are on the alleys. In the interim, they will be patched. 3. Paving south of South Boulevard, Chicago to Sheridan: The alley is currently being black topped in sections by Streets and Sanitation. There has been no petition approved. The Archdiocese has stated that it has no interest in resurfacing the alley. Ms. Eggleston proposed a test with "Reclamite". She has experienced luck with using the product. Test locations will be looked into. At 3:584, D. Jennings called for a motion to adjourn. E. Purze so moved and S. Eggleston seconded. The vote was unanimous. The next meeting is scheduled for Monday, July 10, 2006 at 3:00 pm - r i MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR JULY 10, 2006 Present: David Jennings President of the Board Suzette Eggleston Superintendent of Streets and Sanitation Sat Nagar Senior Engineer Elke Purze Assistant Corporation Counsel Mary Rodino Interim Director of Finance - Board Secretary Absent: John Burke Director of Evanston Division of Transportation Dave Stoneback Superintendent of Water and Sewer Guest: Herbert Hill First Assistant Corporation Counsel The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois, The President called the meeting to order at 3:13 p.m. 1. The minutes for April 1Ph and June 12d' were unanimously approved. 2, The COE Strategic Plan review of boards does not actually affect the Board of Local Improvements since it is a statuary board. BLI only does special assessments. Dave Jennings will however put together a brief summary of the Board and its activities for the past years reviewing the number of citizens that have benefited from its actions and the Board's efficiency. 3. On July 28`h, the final order will be entered for the 2005 alleys. 4. 2006 alley update: S. A. 1484 is still held up in court. A brief will be filed July 12 and the concerned citizens will have one week to respond, The hearing is scheduled for July 281h. Dave Jennings will go to court with Assistant Corporation Counsel, Elke Purze, to be available for questions. On the evening of July I Ph, Council will be asked to approve 8 of the 9 alleys for work. The bid will include all nine but if 1484 is held up, the award will not include it. It is possible that if 1484 is approved this late in the year, after the appropriate noticing requirements and the bid going out, there will be no time for construction this year. Work will have to be done in 2007. 5. A resident at 908 Madison (S. A. 1485) has voiced a concern about the trees that need to be cut down for the alley to be repaved. The cost of removal is part of the special assessment. The question is that approximately fifty percent of the trees are on his property and offer a great amount of shade. It was suggested that the citizen be given two thousand dollars towards the purchase of two trees and their planting. M Rodino moved on such resolution, S. Nagar seconded and the vote was unanimous. S. Nagar will c-mail the citizen, explain the offer, and let him select where the trees will be placed. 6. A citizen has inquired if it is within the City's purview to seek signatures on a petition to get an alley paved. The alley is behind Cafd Luciano's and Office Depot. All individual homeowners have signed the petition. They have not approached the commercial sites. The two commercial operations would be assessed 65 to 75 percent of the costs. S. Nagar moved that a letter be sent to the commercial sites indicating the city's position concerning the needed repaving and hoping to have the work done. Mary seconded. The vote was unanimous. At 3:55, D. Jennings called for a motion to adjourn. M. Rodino so moved and S. Eggleston seconded. The vote was unanimous. The next meeting is scheduled for Monday, August 14, 2006 at 3:00 pm. 11 M MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR AUGUST 14, 2006 Present: David Jennings John Burke Suzette Eggleston Sat Nagar Elke Purze Mary Rodino Kutz Dave Stoneback Absent: President of the Board Director of Evanston Division of Transportation Superintendent of Streets and Sanitation Senior Engineer Assistwit Corporation Counsel Interim Director of Finance - Board Secretary Superintendent of Water and Sewer Guest: Henry Gordon resident on Prairie Avenue behind Office Depot The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. The President called the meeting to order at 3:03 p.m. I. J. Burke moved and S. Eggleston seconded that the minutes for July 101h be approved. The vote was unanimous. 2. Construction has begun on S. A. 1482 in the 2006 group. There has been a lot of work. involving Comcast, NICOR, etc. Sewer work is being accomplished. 1480 and 1485 will begin the week of August 21". 1484 will go to Council tonight for a change order. E. Purze got the questions resolved in Court. If approved, it will be included in this years work. 3. The guest today came to express concerns over the alley between Prairie Avenue and Green Bay Road, between residences and Office Depot. Currently the petition to have the alley repaved has not met required participation figure. D. Jennings wrote to both Luciano's and Office Depot last month seeking their input to the project. There has been no response. D. Jennings will pursue contact with Luciano's. They have been talking with residents, 4. J. Burke asked how the Board could handle alley improvements through now development projects. Specifically, when an alley is in need of improvement and a developer's frontage only accounts for a small percentage of the total frontage — but the developer is willing to agree to his proportional share of an alley improvement project (should a petition be successful), how is the petition initiated? Can the City initiate a petition while the developer is still the owner of the property? E. Purze stated that the City can initiate a petition but a change would need to be made to the BLI procedures. The discussion for this procedural change will be on the agenda next month. 5. Alderman Wynn has requested a neighborhood meeting to discuss the alley cast of Chicago between main and Lee. 6. S. Eggleston reports that the Orrington Hotel has agreed to review the petition to have the alley behind them repaved. They want to see a cost estimate. S. Nagar will prepare one for S. Eggleston to take in. There is a potential problem with the ComEd vault that must be resolved. 7. The two alleys 1.) north of Simpson/west of Darrow and 2.) north of Linden/cast of Custer/west of the CTA are potential recipients of CDBG funds. Only so many alleys can be worked on under this program. S. Eggleston has an inventory of alleys and will review it for which are the neediest to see where these two fit. It should be noted that a request for CDBG funds for alley repaving is usually not successful. nii ,1 y t .. � -� � - .. � .'-.- - .: a; �_. •...��., yy.��r;_»�.�_=e.*.yhr_��:`'!�!�..�.�-,'-?4�cµ�a1L�;I •+mr ,=.L j'�,'.a.r,,..n. - �.k •' August 10 — Rage Z 8. A sump pump was installed in the residence at 2526 Grant Street to avoid puddling in front of and on the side of the building. It was done at the suggestion of the City. Discharge now goes directly into the alley. A second petition has been circulated to get the alley to connect a relief sewer so water in the alley will run to a drain. Public Works will need to make a decision about what work is required to solve the problem. Some possible solutions are 1.) get the building to voluntarily change its discharge system, 2.) the City does not see alley discharge as a problem, 3.) tell the building they are in violation and must change the drain. In addition, there is a stream underground. A team will go to the area to determine how much water goes into the alley and how often. Continued investigation is wan -anted. At 4:00 p.m. D. Jennings called for a motion to adjourn. D. Stoneback so moved and M. Rodino Kutz seconded. The vote was unanimous. The next meeting is scheduled for Monday, September 112006 at 3:00 pm. r MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR Sentember 11.2006 Present: John Burke Director of Evanston Division of Transportation Suzette Eggleston Superintendent of Streets and Sanitation Sat Nagar Senior Engineer Elke Purze Assistant Corporation Counsel Dave Stoneback Superintendent of Water and Sewer Absent: David Jennings President of the Board Mary Rodino Kurz Interim Director of Finance - Board Secretary Guest: The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. John Burke called the meeting to order at 3:08 p.m. 1. S. Eggleston moved and D. Stoneback seconded that the minutes for August 14 be approved. The vote was unanimous. 2. Can the B.L.I. Board initiate a petition? There is no Ill. Statute ruling. The Board needs to set internal procedures. S. Eggleston suggested that procedures be outlined in written form. E. Purze agreed. S. Eggleston moved and D. Stoneback seconded that J. Burke and S. Nagar draft the B.L.I. Internal Procedures document. It was unanimously agreed to. 3. S. Stoneback moved and S. Eggleston seconded that the petitions for alleys (north of Clark/east o: Chicago and north of Noyes/west of Sherman/east pf CTA) be accepted. The vote was unanimous. There was a discussion concerning the 51% consent needed to proceed. If all 51% comes from condos, home owners may not be aware of this pending cost until the petition is presented to the City Council. The question to be resolved is "Should all residents on an alley be given a chance to sign the petition even after the 51% figure has been reached?" 4. S.A. 1452 (north of Lyons/east of Ashland) was closed out in 2003 by being rejected at the public hearing. There has been a request to revisit the issue. A complete new petition will need to be initiated. S.A. 1484 (north of Colfax/cast of Pioneer) construction began the week of October 6th. 5. 2006 Alley Update: 2 of the 9 are done. The sewer work is completed in a third. S. Nagar says work is on schedule. At 3:45 p.m. J. Burke called for a motion to adjourn. D. Stoneback so moved and S. Eggleston seconded. The vote was unanimous. The next meeting is scheduled for Monday, October 9, 2006 at 3:00 pm. MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR December 11, 2006 Present: David Jennings President of the Board John Burke Director of Evanston Division of Transportation Matthew A. Grady Director of Finance - Board Secretary Sat Nagar Senior Engineer Elke Purze Assistant Corporation Counsel Dave Stoneback Superintendent of Water and Sewer Absent: Suzette Eggleston Superintendent of Streets and Sanitation The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. Dave Jennings called the meeting to order at 4:05 p.m. 1. M. Grady moved and D. Stoneback seconded that the minutes for September 11 th be approved. The vote was unanimous. 2. So that court dates can be set by Legal Counsel on closed alleys, the question was asked "When will the 2006 alleys be closed?" Work is completed on all nine. The final checklist and clean-up is being accomplished as weather allows. The closing is anticipated for April/May 2007. This should not be in conflict with the opening of the 2007 alleys. 3. The Board unanimously accepted the plans and cost estimates for S.A. 1487, 1488 and 1489. There were a couple points of concern for 1488. Northwestern University needs to be contacted and the costs reviewed. The alley is 100% NU's and the City will bill them for the work. The date of January 10, 2007 was selected for the hearings. S.A. 1487 at 6 p.m., S.A. 1489 at 7 p.m. and S.A. 1488 at 8 p.m. 4. Discussion of the brochure "Special Assessment Alley Paving Program" has been postponed until the January 8t' meeting. At 4:55 p.m. D. Jennings called for a motion to adjourn. M. Grady so moved and D. Stoneback seconded. The vote was unanimous. The next meeting is scheduled for Monday, January 8, 2007 at 3:00 pm. MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR January 8, 2007 Present: David Jennings John Burke Matthew A. Grady Sat Nagar Elke Purxe Dave Stoneback Absent: Suzette Eggleston Guest: Donna Stuckert President of the Board Director of Evanston Division of Transportation Director of Finance - Board Secretary Senior Engineer Assistant Corporation Counsel Superintendent of Water and Sewer Superintendent of Streets and Sanitation Community Information Coordinator The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. Dave Jennings called the meeting to order at 4:05 p.m. i. D. Stoneback motioned and M. Grady seconded that the minutes of December 11, 2006 be accepted as typed. The vote was unanimous. 2. The discussion of chip mix or black topping of alleys was postponed until the next meeting. 3. Housing Options has requested CDBG monies to repave two short stub gravel alleys. CDBG would provide $35,000 of the approximate $134,000 needed. Normally, CDBG and the City would each pay 50% of the costs. This would not be a special assessment but completed as an alley project. J. Burke will inform the CDBG Committee that an alley has already been identified for work under this provision. The north stub alley was requested by a resident. D. Stoneback motioned and M. Grady seconded that $35,000 from CD13G and $75,000 from the City be used to resurface the north alley of the two. The vote was unanimous. 4. A first proposal of a Policy and Practices document for Special Assessments was presented. E. Purze will check the Illinois Revised Statutes referred to for accuracy. That the City can initiate a petition will be added as well as language to make it clear that even if only 51% sign a petition, all residents on the alley are notified concerning the hearing at which time they can voice their opinion. There will also be an addition concerning the method a resident has for making an objection. At the next meeting. a sample copy of a petition will be available for review. 5. D. Stuckert presented an Alley Paving Brochure to much acclaim by the Board members. This would start as a targeted population mailing. Some changes were suggested to the wording and the photos. At 3:45 p.m. D. Jennings called for a motion to adjourn. D. Stoneback so moved and M. Grady seconded. The vote was unanimous. The next meeting is scheduled for Monday, February 12, 2007 at 3:00 pm. MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR February 12, 2007 Present: David Jennings John Burke Matthew A. Grady Sat Nagar Elke Pur c Dave Stonebaek Suzette Eggleston Absent: None Guest: Donna Stuckert Robert Tohick Carol Eidelberg Fang Hsieh Jim Nash Padma Rao Robert Jones President of the Board Director of Evanston Division of'Cransportation Director of Finance - Board Secretary Senior Engineer Assistant Corporation Counsel Superintendent of Water and Sewer Superintendent of Streets and Sanitation Community lnfonnation Coordinator 2252-1 Sherman 2200 Sherman Ave 44D 2300 Sherman 3A Farnsworth -Hill Inc. 2246 Sherman #3 802 Colfax St The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. Dave Jennings called the meeting to order at 3:11 p.m. 3. D. Jennings started the meeting %%ith agenda item 3, Update of approved alley paving projects. The members and guests introduced themselves. Guests were present to discuss the alley project North of Noyes east of CTA. Mr. Nagar indicated that the Public hearing was held on January 9`h and the vote was 41/79 in support of the project. One of the guests, Padma Rao asked about the letter submitted to the city alleging that the people who signed the petition were not the one on the deed, that her property does not abut the alley and that there is a tree that is located on private property. Mr. Jennings responded that all the issues raised were responded to. He stated that each unit gets one signature and the Board's approval on January I Oh was based on more than 51% in support of the project. He pointed out that her property touches the alley without question. With regards to the tree, Mr. Jennings stated that lie believed the tree is on City property but will survey to be sure. He said if the tree is in the right away the City can take it down, if not then the City would make sure not to damage it. Jim Nash another guests stated that it is great that we are doing this project. \,ir. Jones another guest asked if people crest of Noyes Ct .could be included. Mr. Nagar responded that Noyes Ct would be the western boundary because it is not continuous. his. Rao asked a follow-up question. If the alley right - away width is 13' how can they pave the alley without encroaching on private property. They measured it and there is only 12' available from the building property line, Mr. Jennings asked how she knew where the property line was. Ms. Rao then stated that she has no way of knowing if the city is encroaching on private property. Ms. Purze responded that a surveyor would know. Mr., Jennings stated that the City is careful to ensure we are working on City property. Mr. Nagar went own to explain the city surveying process. Ms. Padma asked if she should have received notice of this (BLI) meeting. Mr. Jennings responded, no. Mr. Nagar provided an update on the alley North of Clark, cast of Chicago. This alley was approved at the January I Oh meeting. Northwestern wanted to know if they could have the bricks from the alley. Mr. Jennings responded that they could have them. 1. Mr. Grady moved approval of the minutes from the January 8, 2007 BLI meeting. S. Eggleston seconds. Minutes approved unanimously. 2. Discussion of the approval of Alley North of Kedzie, East of Michigan. Mr. Nagar stated that although three neighbors will pay more and two will lesser amounts, they are still interested in proceeding. Mr. Purze stated that Finance will have to work out how to split the bill because we cannot vary from the method of spreading according to statue. She stated that this should be viewed as a neighborly agreement that the City is not a party to. Mr. Jennings stated that since three of the owners have garages on the alley that they should be accessed a higher more. lie states that accessing in this manner is consistent with the statue. Mr. Jennings pointed out that there are two options. One to bill all the same amount of $6,000, or bill three residents $8,000 and two residents 54,000. Once the court agrees that the $8,000 and 54,000 are the correct assessments then we can bill the residents directly. They will send us a file copy of their agreement. Mr. Stoneback made a motion to approve the alley and Mr. Grady seconded. SA#1487 passed unanimously. 6. D. Stuckert presented revised Alley Paving Brochure. Additional changes were made and Mr. Burke %%rill follow up. 4. Discussion of alley paving cost assessment method for the alley paving petition — Alley north of Central, cast of Ridge. Mr. Nagar stated that one house sits on the alley. Although there is no vehicular access, they do get the benefit of the alley since their garbage is collected from the alley. To determine the assessment, Mr. Nagar suggested that we try the units' method and see what happens. lie stated that the assess value and area assessment methods won't work. Mr. Stoneback moved and Ms. Eggleston seconded the motion to use the units' method but not to assess the three people with no alley access. The motion passed unanimously. 5. Mr. Nagar discussed pending items from 2006 alley projects. He stated that the graffiti in the alley North of Lyons, East of Dodge has been put back on the contractor to resolve. We cannot close the alleys out until the issue is resolved. 7. Discussion of chip mix or black topping of alleys was tabled until next meeting. 8. Sample copy of the current alley petition was passed out for review. At 4:45 p.m. D. Jennings called for a motion to adjourn. D. Stoneback so moved and S. Eggleston seconded. The vote was unanimous. The next meeting is scheduled for Tuesday March 12, 2007 at 3:00 pm. MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR Auril 10 2007 Present: David Jennings president of the Board John Burke Director of Evanston Division of Transportation Suzette Eggleston Superintendent of Streets and Sanitation Matthew A. Grady Director of Finance - Board Secretary Dave Stoneback Superintendent of Water and Sewer Absent: Sat Nagar Senior Engineer Elke Purze Assistant Corporation Counsel Guest: The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. Dave Jennings called the meeting to order at 3:05 p.m. 1. D. Stoneback motioned and M. Grady seconded that the minutes of February 12, 2006 be accepted as amended. Ms. Rao's name was inadvertently shown as her first name in the February 12 minutes. The vote was unanimous. 2. The discussion of chip mix or black topping of alleys was the main agenda item. The process and quality of work was assessed by S. Eggleston and her staff. She recommends that another solution, process, should be investigated but mentioned that due to the lateness of the year there is no time before the commencement of the 2007 alley repairs begin. In certain conditions, chip mix does not hold up. It cannot be used in shaded areas and if the summer season is too hot it will not set correctly. As to the drainage question, no matter what process is used, some breakdown. She noted that asphalt is not as bad as chip mix. Hot asphalt that was installed a few years ago is still holding up. However, concrete is the best. It was also noted that not all alleys can best be treated the same way. Some would be better with asphalt and others with chip mix. At 3:50 p.m. D. Jennings called for a motion to adjourn. D. Stoneback so moved and J. Burke seconded. The vote was unanimous. The next meeting is scheduled for Monday, May 14, 2007 at 3:00 pm. MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR MAv 14.2007 Present: David Jennings President of the Board John Burke Director of Evanston Division of Transportation Suzette Eggleston Superintendent of Streets and Sanitation Sat Nagar Senior Engineer Absent: Matthew A. Grady Director of Finance - Board Secretary Elke Purge Assistant Corporation Counsel Dave Stoneback Superintendent of Water and Sewer Guest: The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. Dave Jennings called the meeting to order at 3:08 p.m. 1. J. Burke motioned and S. Eggleston seconded that the minutes of April 10, 2006 be accepted. The vote was unanimous. 2. A citizen had asked that signatures on a petition be compared to the owner's signature on a tax bill. S. Nagar created a form that pulls the State Tax information to compare with information on a petition. A new procedure being considered is that non -signers will be contacted , prior to the public meeting, to inform them of the petition. D. Jennings wants to identify the 49% that did not sign and send a letter about the upcoming procedures. They should be informed about the result of the 51% signing a petition. They will be asked to sign as a "yes" or a "no". S. Eggleston moved acceptance of the procedure, J. Burke seconded. It was adopted unanimously. 3. S. Nagar recommends a fee of S20.00 to get a petition started. There is much staff preparation time involved and often nothing comes of it. If it gets to the point of assessments being levied, the fee would be returned. D. Jennings asked if this would not be harder on residents. J. Burke suggested the Board wait for a full evaluation that will be completed in a few months. This item was tabled until the audit is filed. 4. Petition for alley paving (North of Grant/East of Cowper) was done by the unit method. It is an all residential area. S. Eggleston moved and J. Burke seconded that the petition be accepted. The vote was unanimous. A supplemental letter will be sent out to all residents. 5. Discussion of methods of assessment: North of Thayer/East of Lincolnwood = it is an "L" shaped alley. The unit method would be employed. One owner has two lots. The person requesting the work does not abut the alley. 1t was recommended that he get the petition. North of Lincoln/East of Ashland, South of Central & West of Jackson = a combination of residential and apartments. It is a huge alley. S. Nagar will study the three types of assessment and bring the comparisons to the next meeting. North of Leonard/East of Asbury = the petition was to have only one part of the alley repaved. This would cause drainage problems. D. Jennings stated that "We cannot do just half an alley." The area method of assessment would be more fair then that of the unit method. With units the church would not be included and they use the alley a lot. John and David both opted for the unit method. 6. A citizen was offered a new side yard and the installation of fence posts. He is not that happy about it. J. Burke said it should be handled as a claim adjustment. E. Purze could then explain the approach the City offers to solve the residents concerns. The offer is to extend the fence from the comer to the house (nortli/south portion, b©% of fence) this will include post replacements. The east/west portion does not require replacement. J. Burke and A. Nagar will talk with E. Purze before a letter is sent. It was brought up that residents often come in 1, 2 or 3 years after work has been completed. The question to put to E. Purze is , "is there a time limit for the City's need to react?" To date, D. Jennings reviews each case that comes in. If it is a good claim, it is fixed and if not, the alley work is considered done. As a separate note, E. Purze has a hearing June 1" for an appeal by an owner near the CTAINoyes alley, Since the work must start in July, this job may have to be pulled. At 3:50 p.m. D. Jennings called for a motion to adjourn. J. Burke so moved and S. Eggleston seconded. The vote was unanimous. The next meeting is scheduled for Monday, June 11, 2007 at 4:13 pm. MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR June 11, 2007 Present: David Jennings President of the Board John Burke Director of Evanston Division of Transportation Matthew A. Grady Director of Finance - Board Secretary Sat Nagar Senior Engineer Elke Pure Assistant Corporation Counsel Absent: Suzette Eggleston Superintendent of Streets and Sanitation Dave Stoneback Superintendent of Water and Sewer Guest: Chrls Newcomb and Steve Duke, residents The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. Dave Jennings called the meeting to order at 3:06 p.m. Due to time restraints, items 4, 6, 7 and 8 on the agenda have been moved to the July meeting. 1. J. Burke motioned and M. Grady seconded that the minutes of May 14, 2007 be accepted. The vote was unanimous. 2. E. Purze has filed a petition in County today in response to Ms. Rao's petition. They have until the 19'h to respond. The hearing date is June 26L' in the Daley Center. She and Herb Hill, First Assistant Corporation Counsel, will both be in court to recommend that the case be dismissed. David Jennings offered to attend as support. J. Burke asked her to pull together all the hours she has spent on this case. She also mentioned that the Judge has approved the other two petitions and they can go out for bidding by June 13th or 14th. 3. The petitions for the alleys (North of Davis/East of Judson and North of Nathaniel Place/ East of Fowler) were presented. M. Grady moved they be accepted and J. Burke seconded. The vote was unanimous. 4. The discussion of alley paving with permeable pavers or alternate methods to asphalt was opened by resident Chris Newcomb. The alley concerned is a large area surrounding a park like center. An area used by the residents as a park. The streets are Grant, Colfax, Hartrey and Pioneer. There is a concern by some that concrete will be too harsh and not conducive to the look of this "neighborhood" area. D. Jennings stated that normally only 8" concrete with appropriate drainage is used. The goal is to get a job done but also one that will last. Concrete does. Unpaved is the most expensive option due to need for high maintenance. The Board is interested if an alternative can be found that is long lasting and requires relatively little maintenance. Mr. Newcomb says that his research has found alternatives that have lasted a long time and he would be glad to share this information if the Board was interested. D. Jennings said that they were. (it is noted that within a week, Board members received packets of information.) J. Burke noted that the City is also doing extensive research and looked forward to seeing Mr. Newcomb's papers. Mr. Newcomb said that he had a cost estimate which S. Nagar said he would like to see. J. Burke said that they should precede with the petition now and at the same time he 1� will investigate the grant process to see if monies are available to pay the difference between asphalt and pavers. Mr. Steve Duke, the other resident at the meeting, spoke for those who do not want the work done. Their opinion is that they do not want asphalt or pavers, both are to expensive. It appears that at this time the neighbors are split 50150. Mr. Newcomb said the count he has is 50 want the work, 25 do not and 25 only if it is pavers. S. Nagar said that is one of the longest alleys in Evanston and would cost around S600,000. The City would pay 213rds because a park is in the middle. However, it is probably not considered a City Park and would not qualify. Mr. Newcomb asked what form of assessment was used, units or lots. There are 26 lots on the alley of which one is a two -flat. D. Jennings could not say at this time. He noted that the Board normally uses the unit method since all residents get the same benefits. Mr. Newcomb asked if the Home Depot had contributed to the repaving around them. D. Jennings said yes it was part of the approval from the City allowing them to build. J. Burke mentioned that their will be multiple public forums this Fall which should be the appropriate forum to discuss this kind of issue. Mr. Duke noted that it seemed to be getting more difficult to get alleys paved. D. Jennings thought that that was not true. There arc fewer being paved because fewer residents are petitioning for the work. At 3:40 p.m. D. Jennings called for a motion to adjourn. M. Grady so moved and J. Burke seconded. The vote was unanimous. The next meeting is scheduled for Monday, July 9, 2007 -��lc •"{'.h•t .. - .. � - _ � 'F' ' e'y4'. � r - 4".'1: `� 5 I`i�v.'�'r MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR AUGUST 13, 2007 Present: John Burke Director of Division of Transportation Matthew A. Grady Director of Finance - Board Secretary Sat Nagar Senior Engineer Elke Purze Assistant Corporation Counsel Dave Stoneback Superintendent of Water and Sewer Absent: Suzette Eggleston Superintendent of Streets and Sanitation David Jennings President of the Board The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. John Burke called the meeting to order at 3:05 p.m. 1. M. Grady motioned and D. Stoneback seconded that the minutes of June 11, 2007 be accepted. The vote was unanimous. 2. Legal Counsel will not be Fling on S.A. 1483. The cost to citizens will be zero. The contribution from Home Deport and the City paying 50% will cover all costs. COE will still be well within the annual budget. 3. M. Grady motioned and D. Stoneback seconded approval of final Special Assessment rolls for the following 2006 alleys: S.A. 1482 North of foster Street/East of Sherman Avenue S.A. 1480 North of CTA RR/East of Wesley Avenue S.A. 1485 North of Monroe Street/cast of Ridge Avenue S.A. 1483 North of Cleveland Street/East of Pitner Avenue S.A. 1486 North of Dempster StrectlEast of Fowler Avenue S.A. 1470 North of Lyons StrecuEast of Dodge Avenue S.A. 1469 North of Payne Street/East of Pioneer Road S.A. 1481 North of Jenks Street/East of Broadway Avenue The vote was unanimous. At the next meeting, the level of completion of each alley will be presented. 4. D. Stoneback motioned and M.Grady seconded the petitions for the following alleys be accepted. The vote, excluding the short piece of Leonard Street, was unanimous. A. North of Lake/East of RR There is one owner of six parcels, B. North of Leonard/East of Asbury including a short section, Leonard Street Part of this parcel is a street. There was unanimous agreement to remove the street portion from the S.A. John Burke will put that piece in a special CIP program and present it at A & P W. C. North of Thaycr/East of Lincolnwood . - •e• 'i'' r.fe_` .�, '}„w� -�t •'pr•: .�;:"."+,� _i�v.`Y ,i,�1. "F'i.,''ilY'�i'v+�'.,��q.;�� `�'Yt S;C: �r'7; ti„`,=S �FY=':._, Via. �T� 5. S. A. 1484 (2006): E. Purfe stated that the only hold up is the dispute with the citizen concerning the destruction of the fence when City materials leaned against it. The City has stated that it would replace the damaged portion of the fence. The resident wants the entire fence replaced. E. Purze will file a claim with the contractors. S. A. 1489 (2007): This alley will be paved August 27`h . According to the ,fudge's office, Ms. Rau has filed a motion for reconsideration. The hearing is set for August 24`h. This will not stop the process. At 3:45 p.m. J. Burke called for a motion to adjourn. M. Grady so moved and D. Stoneback seconded. The vote was unanimous. The next meeting is scheduled for Monday, September 10, 2007 MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR October 8, 2007 Present: David Jennings John Burke Matthew A. Grady Sat Nagar Elke Purze Dave Stoncback Absent: Suzette Eggleston President of the Board Director of Division of Transportation Director of Finance - Board Secretary Senior Engineer Assistant Corporation Counsel Superintendent of Water and Sewer Superintendent of Streets and Sanitation The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. David Jennings called the meeting to order at 3:07 p.m. 1. M. Grady motioned and D. Stoneback seconded that the minutes of August 13, 2007 be accepted. The vote was unanimous. 2. Acceptance of the final roll for S.A. 1484 will be done when a release has been produced for the citizen having received payment for the damage to the fence from the contractor. M. Grady moved and D. Stoneback seconded that the final roll be accepted upon receipt of the release. The vote was unanimous, 4-0. 3. The Public Works Department is going to have continuing talks with the developer over the paving of the alley at 1228 Green Bay Road. There are many options. John Burke will handle this. No action was taken at this time. 4. As to the paving the east leg of 2420 Prospect Avenue, D. Stoneback asked why only one leg to be done. S. Nagar said that it is the residence at the bottom of this leg that gets all the water during a storm. D. Stoneback indicated that the relief sewer needs to be extended into this alley from the intersection of Colfax Street and Prospect Avenue. The sewer on Colfax needs to be sized to convey storm water from both this alley and the alley south of Colfax to Dartmouth. Additionally, the alley paving should extend to the north side of Colfax Place to the existing catch basin structure in order to connect the structure to the relief sewer. The resident will do the petition for the one leg extending it from 2400 to 2428. 5. The resident as 2543 Crawford has asked for a regrading of the alley so that his basement will not continually flood. He suggests a berme be constructed to direct the water in the other direction. It was suggested to approach the resident and if a berme is constructed and landscaped would he consider taking the responsibility for maintenance 6. Ms. Rau has filed an appeal with the Courts against the Judge's ruling. However, the three alleys in 2007 are completed. S. Nagar said the final inspection is scheduled for Tuesday the 16't' of October. The Board is invited. At 3:45 p.m. D. Jennings called for a motion to adjourn. M. Grady so moved and D. Stoneback seconded. The vote was unanimous. The next meeting is scheduled for 1Yfonday, November 12, 2007 at 2: 00 p.m. MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR NOVEMBER 12. 2007 Present: David Jennings John Burke Suzette Eggleston Matthew A. Grady Sat Nagar Eike Purze Dave Stoneback Absent: President of the Board Director of Division of Transportation Superintendent of Streets and Sanitation Director of Finance - Board Secretary Senior Engineer Assistant Corporation Counsel Superintendent of Water and Sewer The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. David Jennings called the meeting to order at 2:08 p.m. 1. D. Stoneback motioned and Suzette Eggleston seconded that the minutes of October 8, 2007 be accepted. The vote was unanimous. 2. Suzette Eggleston motioned and John Burke seconded to accept the petition for paving the alley north of Thayer/east of Reese. The vote was unanimous. 3. 2008 Alley Paving Projects -- Easement Discussion a. Alley north of Leonard/cast of Asbury has a section that is privately owned. E. Purze will have to do a title search and look as easement before the job can continue. The City cannot do the work without further review. This item is on hold. b. Alley north of Thayer/east of Lincolnwood has an area of privately owned land. The owner says that he will allow the City to pave this stretch of alley and have a right-of- way, but he wants to retain ownership. The petition to widen and repave the alley has been accepted however, one citizen is concerned that the work may cause his wail to collapse. The committee is not ready to take this to a public hearing. This item is on hold. 4. The alley north of Lake/east of the CTA/south of Grove was partially paved (at the north end) by the owners. The choice is to completely repave the whole alley or attempt a match from the point where work was done. If we do only a portion, than the earlier section will be to an older standard. Public Works has tried to reach the owner to discuss this question. There has been no response to calls. John Burke suggested that it be designed both ways, (totally done and from the butt joint) and presented that way at a public hearing. A petition has been signed to repave the whole alley. John Burke will continue to try and reach the owner of the paved section and confirm his position to not be included in the paving of the alley. There is no further action at this time. At 2:35 p.m. D. Jennings called for a motion to adjourn. M. Grady so moved and D. Stoneback seconded. The vote was unanimous. The new meeting is schedided for Monday. December 10, 2007 at 2:00 p.m. x - 1 MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR DECEMBER 10, 2007 Present: David Jennings John Burke Suzette Eggleston Matthew A. Grady Sat Nagar Elke Purze Dave Stoneback Absent: President of the Board Director of Division of Transportation Superintendent of Streets and Sanitation Director of Finance - Board. Secretary Senior Engineer Assistant Corporation Counsel Superintendent of Water and Sewer The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. David Jennings called the meeting to order at 2:02 p.m. 1. J. Burke motioned and Suzette Eggleston seconded that the minutes of November 12, 2007 be accepted. The vote was unanimous. 2. Item 45 on the Agenda, discussion of alley north of Leonardleast of Asbury was moved up. Petitioner Judy Lapinsohen came to find out if the paving could begin. E. Purse has completed a title search and could find no easements recorded for any of the PINS. Deeds go back to 1985 and earlier. There is only an eight foot public right of way. Permission would be required from the owners of the private land for the City to pave over it. E. Purze could draft a letter to the owners asking for their permission. The City's portion is on the north side (8') and is all right to pave. D. Jennings stated that the City would need letters of agreement and then the petition documentation. The question of paving only the eight feet up to Bryant connecting with the fifteen foot portion was posed. The City cannot pave an 8-foot wide alley. A letter will need to be drafted to those who arc adjacent to the 8-foot wide public way to see if they would be interested in providing through easement the land needed to pave the alley. S. Eggleston motioned and D. Stoneback seconded the motioned that the five owners (of seven properties) involved should be approached. The vote was unanimous. A letter will be sent with D. Jennings signature in about two weeks. E. Purze will draft the agreement. It was noted that recording easements can take up to a year. A dedication of land to the City is also a long process. 3. Acceptance of cost estimate and setting of public hearing dates on four alleys. Three of the four have a total cost over 200 thousand dollars. An extra notice will be sent as required. S. A. 1490 shows a cost increase from the original estimate that was prepared two years ago. Costs, such as concrete, have risen appreciably. This will be presented as new dollars. S. A. 1491 is a limestone alley. Only the nonh/south leg is being done. The east/west portion is a private alley. S. A. 1492 is going into a storm sewer causing costs to increase. S. A. 1493 has one owner that represents 53.9% of the properties. This is the only on of the four that the petition was done by assessed valuation. Public Hearing dates were set: January 16, 2008 6:30 pm S.A. 1490 7:30 pm S. A. 1492 January 17, 2008 6.30 pm S.A. 1491 7:30 pm S. A. 1493 4. The discussion was of the CDBG alley being paved with porous asphalt. J. Burke suggested the alley be reviewed for geotechnical and maintenance issues related to the application. He suggested that soil samples be taken to determine the existing base materials. He said samples need to be taken and studied. S. Eggleston said that maintenance needs to be looked into. Could the nov alley take the weight of the trucks and hold up to the trees on the side. J. Burke will look into studies that have already been done. D. Jennings says that if the information collected looks good, to go ahead and pave the alley and if that is good, do others in the same manner. S. Eggleston and D. Stoneback will meet in the field and gather soil samples. They also need to find out if there are any utilities there. This information will be supplied at a later meeting. 5. The alley north of Greenleaf and cast of Hartrey if what the City refers to as an un-open alley because it is a dead-end alley. It is a public alley but has never been on the lists. A citizen there has asked if the City will grade and maintain the alley or will the City give her the land. She will expand her garden and use the land for other purposes. They currently use it as a drive way to the side of their house. J. Burke wondered if the City shouldn't vacate the land. He'll do a site visit and get details for the next meeting. At 3:35 p.m. D. Jennings called for a motion to adjourn. D. Stoneback so moved and S. Eggleston seconded. The vote was unanimous. The next meeting is scheduled for Monday. January 14, 2008 at 2; 00 p.m. Ind MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETItiG FOR JANUARY 14.2008 Present: David Jennings President of the Board John Burke Director of Division of Transportation Steven Drazner acting Director of Finance - Board Secretary Suzette Eggleston Superintendent of Streets and Sanitation Sat Nagar Senior Engineer Elke Pure Assistant Corporation Counsel Dave StonebackSuperintendent of Water and Sewer Absent: The Board met in room 3650 of the Ci%ic Center, located at 2100 Ridge Avenue, Evanston, Illinois. David Jennings called the meeting to order at 2:05 p.m. 1. J. Burke motioned and S. Eggleston seconded that the minutes of December 10, 2007 be accepted. The vote was unanimous. 2. Drawings of record were delivered to Dave Stoneback by Sat Nagar. 3. S.A.'s 1495 and 1496 have similarities such as narrow and wide legs. Turn around is not always possible. In S.A. 1495, there is a wall on the property line that the resident says he will reinforce prior to initiation of the alley paving project. A private landscaper will assess the situation. J. Burke requested that something be obtained in writing from the resident regarding the schedule for the work on the wall. All of the residents want a concrete alley. Some of the land is privately owed and will not be paved. Discussions will be held concerning the locations of pads for garbage cans. In some areas, garbage trucks cannot go down the narrow section of the alley. S. Eggleston motioned and D. Stoncback seconded for acceptance of these two plans. The vote was unanimous. Public Hearings were set for February 1 P in room 2200: S.A. 1495 — 6:30 p.m. S.A 1496 — 7:30 p.m. 4. Sat Nagar has the order of business and an agenda for the 2008 alley public hearings. A power point presentation will be available that will describe the project with slides on the finance part of the project. Basically he is keeping the same format as last year. 5. The following discussion was about the vacation of the alley north of Greenleaf adjacent to IRMCO, (east of IRMCO at Hartrey). J. Burke suggested that if IRMCO wanted to won and maintain the alley, they should provide the City a letter saying so. This would be the first step in the vacation process. Appraisals would be required to consider vacation of the property. It is believed that south of the last fence is public property. D. Jennings stated that since there is no public function we should vacate it. After a formal request is received, the COE will need to check on what utilities are involved. The abutter is saying that they do not want paving in this area: they want to landscape the area. Those interested need to find out if neighbors are in agreement. There are six alleys to be paved this year. At 2:40 p.m. D. Jennings called for a motion to adjourn. S. Eggleston moved and S. Drazner seconded. The vote was unanimous. The next meeting is scheduled for Monday, February 11, 2008 at 2:00 p.m. MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS. MEETING FOR February 11, 2008, Present: David Jennings John Burke Steven Drazner Suzette Eggleston Sat Nagar Elke Purze Dave Stoneback Absent: President of the Board Director of Division of Transportation Acting Director of Finance - Board Secretary Superintendent of Streets and Sanitation Senior Engineer Assistant Corporation Counsel Superintendent of eater and Sewer The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. David Jennings called the meeting to order at 2:05 p.m. l . The minutes were corrected; item 5, end of the second line, the word is "own" not "won". D. Stoneback motioned and S. Drazncr seconded that the amended minutes of January 14, 2008 be accepted. The vote was unanimous. 2. Discussion of the alley paving project north of Leonard and east of Asbury. 4 out of 7 residents have come back in favor of allowing the city use of their property to pave a standard width alley on the south side. Given the amount of time needed to do a special assessment and acquire the right-of-way/dedication it was not considered practicable to complete the alley in 2008. D. Jennings said that the City should try and secure the right-of-way this year and complete the project in 2009. 3. Discussion of proposed alley vacation east of IRMCO property. J. Burke said that he would answer the letter from Judith Lapinshon in writing. J. Burke and S. Eggleston will get an estimate for maintaining the alley over twenty years in support of a possible vacation. S. Nagar has encouraged IRMCQ to get the neighbors involved. D. Jennings thought the City could do a standard procedure to vacate the property. He sees no value to the City of this stub alley. E. Purze asked if the City would go for a vacation since a value would be placed on the property alter an appraisal is done. It was stated that the residents should pay for the appraisal and the Board of Local Improvements would review it and compare it to their findings. 4. Four alleys for work in 2008 have had hearings and two more will be held on February IP. There was a discussion of the issues related to the two alleys for the 1P. E. Purze will set up a court date for all six alleys. At 2:30 p.m. D. Jennings called for a motion to adjourn. D. Stoneback moved and S. Eggleston seconded. The vote was unanimous. The next meeting is scheduled for Monday; March 10, 2008 at 2: 00 p.m. NEWENEEMIL- .l . MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR MAY 12.2008 Present: Dave Stoneback Steven Drazner Suzette Eggleston Elke Purze Sat Nagar John Burke Absent: Acting President and Secretary of the Board Acting Director of Finance Superintendent of Street and Sanitation Interim First Corporation Counsel Senior Engineer Director of Public Works The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. Dave Stoneback called the meeting to order at 2:17 p.m. 1. S. Eggleston motioned and S. Drazner seconded that the minutes of the February 11, 2008 be accepted. The vote was unanimous. 2. Discussion on accepting the petition for the Alley north of Colfax/east of Crawford (east, north —south leg from Colfax St. to just north of Colfax Place only) was conducted. D. Stoneback reminded the Board that the Relief Sewer on Colfax St. needed to be extended from the intersection of Colfax St. and Prospect Ave. to the alley and sized to handle flow from both the north and south alleys. The relief sewer then needed to be extended in the alley to Colfax Place. Concerns were also raised that this would be paving only a portion of the alley, which would be a new policy. D. Stoneback called for a motion to hold the review of the petition to the next meeting to a) allow a review in the field, b) review the previous Board minutes regarding only paving a portion of the alley and c) determine the funding availability to extend the relief sewer on Colfax St. S. Eggleston moved and S. Drazner seconded. The vote was unanimous. 3. Discussion was held on the next step for the Alley north of Leonard/cast of Asbury/west of Bryant. Concerns were raised regarding only paving a portion of the alley and the fact that a petition %vas already accepted to pave the entire alley and that the condition of the entire alley is in poor shape. D. Stoneback called for a motion to hold this item to the next meeting to give J. Burke time to review the options of obtaining the private property from the one owner with J. Wolinski, J. Murray, and E. Purze. S. Eggleston moved and S. Drazner seconded. The vote was unanimous. 4. Discussion was held on the Ailey vacation north of Greenleafleast of Hartrey. IRMCO had an appraisal of the property completed and the appraisal price was S57,000. D. Stoneback called for a motion to hold this item to the next meeting. In the meantime, S. Eggleston is to determine the cost to maintain the alley over the next P R 50 years so that we can compare this cost to the appraisal price and draft a recommendation to the City Council based on this information. 5. A discussion regarding the porous alley was conducted. The original location off Linden St. was determined not to be a good location. Two other potential sites are being considered, the alley north of Oaktonleast of Asbury and the alley south of South Blvdtwest of Florence. J. Burke is discussing the options with the Alderman and would conduct a public meeting with the residents once the location was determined. At 3:11 p.m. D. Stoneback called for a motion to adjourn. S. Eggleston moved and S. Drazner seconded. The vote was unanimous. The next meeting is scheduled for June 9, 2008 at 2. 00 p.m. i� �;•, . ... .. _ _ .. . • - - .. . - ,x. , , , Y.•y _ , �.� _-',G.,,�..T_:2'�YSt= 4+t+�y;,-ka, „il . ='f "xri'i3. `V 1%11NUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR July 14.2008 Present: John Burke President of the Board Suzette Eggleston Superintendent, Street and Sanitation Steven Drazner Board Secretary Beth Howlett Legal Counsel Sat Nagar Senior Engineer Absent: Dave Stoneback Superintendent, Water and Sewer The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. John Burke called the meeting to order at 2:02 p.m. 1. S. Eggleston motioned and S. Drazner seconded that the minutes of May 12, 2008 be accepted. The vote was unanimous. 2. Alley Paving Petitions: North of Madison Place/cast of Pitner: if accepted by the Board, a new petition will be sent out to owners to get the 5 1 % required. North of Leonard Place/cast of Asbury Avenue's approval is subject to dedication of land. Bryant Avenue is a city street to be paved next year. This project is only for the alley west of Bryant Avenue. S. Eggleston said the issue is that the drainage, utilities etc. are all on the east end of the alley. Why can't the City do eminent domain? J. Burke said that the City of Evanston has rarely done that. B. Howlett said the City of Chicago does it but it is a long process. J. Burke said it is also a very adversarial process. S. Eggleston remembered the first petition was for the whole alley and wondered what happened to all the others on the cast side. J. Burke stated that the homeowner is opposed to dedicating the strip of land to allow the alley paving on the cast side but that could change as the property is turned over. S. Eggleston said she felt the City owes the residents on the cast side a letter of what is and is not being done and why. J. Burke said that he would send a letter to the residents. A motion was made to accept all three alley paving petitions subject to the dedication. S. Drazner so moved and S. Eggleston seconded. The vote was unanimous. c r s .. .. ... � is 's 5:{• 3�.os.�,����^�� xi,'',�.�'gii�_{st{.K.r^,. ?'T, ¢'�!"s i.'S3 �"'?R^,'N' h Rn 9'✓ <i _ .. _ , .r- I• _ 1•. ... .. �� <. ��t;?;:!?'S'��t�3�ii'4'-:�';�[:'����'., # '•s'�Hd.- �s..,; .r4 ?,��,. w 3. Accept Final Rolls for 2007: J. Burke asked abut the discolored markings on some of the alleys from last year and S. Nagar said that it had been taken care of three weeks ago. Waivers from the contractors are in and final estimates are done. S. Eggleston motioned for acceptance of the Final Special Assessment Rolls for the 2007 alley paving project. S, Drazner scconded. The vote was unanimous. 4. At 2:23 pm, J. Burke called for a motion to adjourn. S. Eggleston motioned and S. Drazner seconded. The vote was unanimous. The next meeting is scheduled for August 11, 2008. �- .. _ •- ..-. -. 'r. �.�. _��11;'.f7iss7?;���'>-I;;Sr•: :.'ray-•ti.: far MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS MEETING FOR OCTOBER 13.2008 Present: John Burke Suzette Eggleston Beth Howlett Martin Lyons Sat Nagar Paul Schneider Dave Stoneback Absent: President of the Board Superintendent, Street and Sanitation Legal Counsel Finance Director Senior Engineer Director of Transportation and Engineering Superintendent, Water and Sewer The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. John Burke called the meeting to order at 2:03 p.m. 1. P. Schneider motioned and M. Lyons seconded that the minutes of July 14, 2008 be accepted. The vote was unanimous. For the benefit of new Board members, Sat Nagar reviewed the system for a residents request for alley repaving to the billing after the work is completed. During the winter, engineering starts the design process. Hearings are held in January and February. Legal goes to court in April. Bids are sought in May for work during the summer months. So, the Board accepts a petition and the design process starts. After the petition is presented to the Board, it is sent to the owners on the alley who did not sign. 2. Reviewing the petitions on the agenda for approval, D. Stoneback noted that in one the north/south portion does not appear to be on City property. S. Nagar said that it had been checked out and it is City property. D. Stoneback said the alley does not go to 22' on the property. S. Nagar said that the resident will get a letter explaining the situation. S. Eggleston asked how wide the section is. S. Nagar said it is 16' D. Stoneback asked how much of the alleys are being paved. S. Nagar showed the Board on a map. D. Stoneback suggested that the Board meets in the field. M. Lyons asked what the total estimate of cost is for all three petitions. He asked if of the six alleys, three are already in the system, has the one million point been reached. He said he could not vote to approve these three until the availability of the money is confirmed. S. Nagar thought carry-over was available for next year. S. Eggleston agreed with Dave Stoneback that the Board should go out to view the alleys. J. Burke suggested a special meeting be held on October 271h to consider these alleys after they had been viewed and the money had been accounted for. S. Nagar asked M. Lyons to confirm what the carry-over was from last year and noted that there arc two accounts to be looked at. S. Eggleston motioned and D. Stoneback seconded that item two of the agenda be put on hold. The full Board agreed unanimously. . .., ... ... ,. .. :, - _ - .,�, ,r.•iy'. - �i.i..,;i 4rR•i.r+i` �xr-{-i�''':':'.-s- {k:b,4"���. • �... ' s ,. P! 7 a,yrt 1, rrC'FGyt ..1 ! j.h - r ! ±�. 3. The update on the six 2008 alley paving is: four arc done, the fifth will he done this week. These are numbers 1490, 1491, 1493, 1495 ands 1496. 1492 should be done in two weeks, the end of the month. In addition, the grccn alley (CDBG project) has had the excavation and trenching started. D. Stoncback asked for the rccords of drawing. 4. At 2:25 pm, J. Burke called for a motion to adjourn. S. Eggleston motioned and M. Lyons seconded. The vote was unanimous. The next meeting is scheduled for October 27, 2008. It is a special meeting. III �- ,�. -. � .. , .... � - .._.. ,. - - .— err. s- �Fda�'s'�:"'.y�•ti�'i ���, �.}='.I,}n�. �� MINUTES OF THE. BOARD OF LOCAL, IMPROVEMENTS SPECIAL MEETING FOR OCTOBER 27, 2008 Present, John Burke Suzette Eggleston Martin Lyons Sat Nagar Paul Schneider Dade Stoneback Absent: Bcth Howlett President of the Board Superintendent, Street and Sanitation Finance Director Senior Engineer Director of Transportation and Engineering Superintendent, Water and Sewer Legal Counsel The Board mct in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. John Burke called the meeting to order at 2:10 p.m. 1. M. Lyons asked how the alleys looked. D. Stoneback said that the alley north of Grcenwoodfcast of Grey cuts across private land. S. Nagar suggested paving it through the right-of-way. S. Eggleston said that they couldn't get sanitation trucks through on just the right-of-wuy. J. Burke stated that the Alley cannot go forward without the additional land. P. Schneider asked if the resident had signed on. S. Nagar said he did not know. He resulted that approving the petitions at this meeting would only get the design work started. S. I'sgglcston noted that there are two ninety degree turns. J. Burke thought if the resident says no, holy can the City hold the other residents hostage. S. Nagar said they could come in ,and put it wedge on the home owners land at the turn with their approval. P. Sclincidcr said that if the resident signs on he would be amenable to this plan. J. Burke said that landlords do not always agree but eventually they see the need to pave the arcs. D. Stoncback motioned to accept the three petitions on the agenda provided that tic homco ncr on Greenwood agreed to the plan. S. Eggleston seconded. The vote was unanimous, 4. At 2:40 pm, J. Burke called ror it motion to adjourn. S. Eggleston motioned and M. Lyons seconded. The vote was unanimous. The next meeting 1% scheduled for November 10, 2008. It Is n special meeting. MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS NOVEMBER 10, 2008 Present: John Burke Suzette Eggleston Beth Howlett Martin Lyons Sat Nagar Paul Schneider Dave Stoneback Absent: President of the Board Superintendent, Street and Sanitation Legal Counsel Superintendent of Special Assessments Senior Engineer Director of Transportation and Engineering Superintendent, Water and Sewer The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. John Burke called the meeting to order at 2:10 p.m. 1. S. Eggleston moved and P. Schneider seconded that the minuets of October 13 and October 27 be approved. The vote was unanimous. 2. Acceptance of the alley paving petition for the alley north of Thayer Street/east of Marcy Avenue was discussed. The petition had failed in 2004. S. Nagar said that this plan was to do only the east half of the alley. If the Board accepted the petition, the design work would begin and then it would be brought back before the Board to set up public hearing dates. D. Stoneback said that to get a new sewer cap to the west of the alley, the City would have to pay. He also asked if the alley went from Marcy Avenue. S. Nagar said it did. J. Burke asked what the total cost of the alley projects was for 2009. S. Nagar thought it might be 1.6 million but suggested waiting until the spread sheet was done. 3. At 2:20 pm, J. Burke called for a motion to adjourn. D. Stoneback motioned and P. Schneider seconded. The vote was unanimous. The next meeting is scheduled for December 8, 2008. It is a special meeting. w � ' MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS December 8. 2008 Present: John Burke Suzette Eggleston Beth Howlett Martin Lyons Sat Nagar Paul Schneider Dave Stonebaek Absent: President of the Board Superintendent, Street and Sanitation Legal Counsel Superintendent of Special Assessments Senior Engineer Director, Transportation and Engineering Superintendent, Water and Sewer The Board met in room 3650 of the Civic Center, located at 2100 Ridge Avenue, Evanston, Illinois. John Burke called the meeting to order at 2:10 p.m. 1. D. Stoneback moved and P. Schneider seconded that the minutes of November 10, 2008 be approved. The vote was unanimous. 2. J. Burke recommended deferring item two, a discussion of 2009 alley paving projects related to drainage design and funding, as more appropriate for the engineering staff than the Board of Local Improvements. 3. S. Nagar noted that the alley encroachment (north of Greenwood/cast of Grey) was four feet into the public domain. The department has as of yet been unable to find a permit on file for this variance. J. Burke asked if the homeowner had an easement for the encroachment. S. Nagar said he had not yet asked the homeowner. P. Schneider suggested writing a letter asking for the documents. B. Howlett agreed to create an inquiry by letter. J. Burke asked what the width of the alley was at the point of encroachment. S. Nagar said it is a one-way alley there - only eleven feet wide. The rest of the alley is 15 to 16 feet wide. The encroachment effectively reduces the alley from a 2-way alley to a 1-way alley. S. Eggleston said that the trucks also have to maneuver around trees on one side of the alley. P. Schneider suggested giving the owner two weeks to supply the requested information and if no response is obtained send a second letter of what needs to be accomplished to resolve this matter. J. Burke thought that was a good procedure and said the letters can go out under P. Schneider's signature. 4. S. Nagar updated the Board on the projects for 2008 saying that almost all of the work is completed. He would like to wait until the spring of 2009 for the final walk through. J. Burke asked if there were any outstanding project complaints and S. Nagar replied that there wasn't. M. Lyons asked how much was held on a punch list before a walk through. S. Nagar said that usually seven percent is held. D. Stoneback requested drawings of record to date. S. Nagar said they would be available in early January. 5. At 2:20 pm, J. Burke called for a motion to adjourn. D. Stoneback motioned and P. Schneider seconded. The vote was unanimous. The next meeting is scheduled for January 12, 2009