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HomeMy WebLinkAboutMinutes 2000x 0 i i DRAFT • NOT APPROVED MINUTES ADMINISTRATION Et PUBLIC WORKS COMMITTEE Meeting of December 18, 2000 Members Present: Aldermen Drummer, 'Feldman, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Maureen Barry, Kathleen Brenniman PatCasey, Paul D'Agostino Bob Dorneker, Zeltee Edwards Doug Gaynor, Alek dranchale . Herbert Hill, d�rid Jennings, Anil Khatkhate, 6arlene Nil es, Cathy Radek, Max Rubin, Mamie Srrdtit, Bill Stafford, Chad Walton, John Wilkinson, Barbara Zdanowtcz Others Present: Charles Smith, Rod Radjenovich, Michael Denigris, Roseanne Parone, Joseph GrMo, Bob Seidenberg Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran, Committee Chair, called the meeting to order at 7:30 p.m. APPROVAL OF MINUTES As part of the consent agenda, the Committee unanimously approved the A&PW Minutes of the Regular Meeting of November 27, 2000. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following twelve items on a Consent Agenda for recommendation for City Council approval: (Al) Clty of Evanston Payroll - Consideration of the City of Evanston Payroll through 12/07/00 in the amount at j1,644,Y L.1 y. (A2) Cltv of Evanston Bills - Consideration of the City of Evanston Bills through IV19/00 in the amount or bb,dYY,5U1.44. �A3.2) Proposal for Sound/Communication System - Consideration of the proposal of ProCom Sound ystems to turnisn and instau a new system at the Fleetwood-Jourdain Center at a cost of $49,944. (A3.3) Bid for 2001-2001 Sewer Linin Program - Consideration of the iawest responsive and responsible bid of insitutorm lecnnolog es for the Water ft Sewer Division's 2000-2001 program at a cost of $194,430. (A3.41 Purchase of Autoclave - Consideration of the purchase of an autoclave from Consolidated Stiils $ Sterilizers tar the water $ Sewer Division at a cost of $18,461. (Non -bid item requires 2/3 majority vote) (A4.1) Change Order for Munlcipal Service Center Roof Repairs Proiect - Consideration of Change Order #1 for kidditord mooting Lo, for the above -named project increasing the contract amount by $3,200 for a revised total of $37,630. (A4.2) Change Order for Burnham Shores Redevelopment Protect -Consideration of Change Order #1 for Pedersen Lonstruction, inc. tar the above -named project increasing the contract amount from $180,598.75 to $189,916.25. (A4.3) Change Order for Maple Avenue Garage Protect - Consideration of Change Order #5 for W. E. O'Neil Lonstruction Lo. for the above project, increasing the contract amount by $210,031. (A4.4) Change Order for Municipal Service Center Lighting Upgrade - Consideration of Change Order #1 for umm Liectric for the above -named project increasing the contract amount from $49,970 to $51,342.75. �6) Revised Parking Rate Structure - Consideration of a roposal to revise the rate structure for van$ton parking garages to accommodate the new Cook County tax, and set the monthly rate (not Including tax) for City garages at $60.00. iA9) Ordinance 135-0.00 - Extension of Cable Franchise - Consideration of this Ordinance, for ntroduction extending the current cable franchise agreement with ATFtT Broadband ft Internet Services until July 16, 2001. 11x (A13jj Resolution 116-R-00 - Parkine Lease for 1840 Oak Ave. -Consideration of proposed Resolution 116-1t-00 authorizing a parking lease for 1840 Oak Ave. (Incubator Building). • Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Drummer seconded the motion which was unanimously approved. ITEMS FOR CONSIDERATION A3.1) Proposal for Construction Manager Services for Construction/Rehab of Fire Station #3 - AiC+erman iney appreciated the inlorrration provided on this item which was held in Lommr tee at the last me-eting. She also appreciated a member of Station Three being on the Committee. Alderman Drummer asked if the construction management firm would come back to the Committee with options after approval? Mr_ Rubin said they would furnish a recommendation after a soil study, to make sure there is nothing moving ran that site, and so that we do not build on a bad site. He explained that after that we would go forward architecturally and look at the best way to do the layout, etc. so it fits the needs of the fire department. If the present layout Isn't bad, we can look at remodeling; all aspects have to be looked at. He ncced he would like to keep the basement. Alderman Drummer agreed with Alderman Rainey, likening it to throwing good money after bad if we don't get what is needed. Alderman Rainey explained this item had been held because of commentary about what had been done in the past, first Moretta and Sheehy saying onie thing and then another. She said it had nothing to do with hiring the construction manager. Alderman Drummer agreed, noting he had read the minutes carefully, but had some questions: did we have a cost estimate? Mr. Rubin said we have 2 million programmed to do this; it depends how big it's going to be. Alderman Drummer noted it may take 1.8 million for new construction. Mr. Rubin noted the savings if we can truly use the space just do some major work but utilize the shell. To another question, he said the timesframe was estimated as beginning, at the outside, in early summer: first the soils must be done, then the analysis made, then the decision made; and then the drawings made. He would like to get this inside befcce the next winter. Alderman Moran asked about a reference to 10 days. Mr. Rubin expplained that some scheduling was asked for; the firm was available to start 10 days after notification. Mr. Khatkhate c!arified that the company had said it would come back in 10 days with a recommendation take two days to assemble the staff. Aldermen Moran and Rainey questioned the short timeframe, noting the soil analysis was the main piece of this. Discussion of the t meframe to test the soil ensued. Mr. Khatkhate felt the company was promising the entire report to be provided in that time. Alderman Moran would like to feel that this company would do what needed to be done. Upon voting to approve the proposal for CATH Associates (EBE) to provide construction Manager Services for construction/rehab of Fire Station #3 at a cost of $150,500, motion was approved 3-0 with Alderman Feldman absent for the vote. fA3.5) Proposal for Architectural and EnRineerinst Services for Naves Center Improvements - Alderman • rummer moved approval; Alderman Rainey seconded, Alderman )hummer asked for clarification concerning a December memo from Mr. Gaynor stating the cost was $70,750, not 559,750 as stated. Mr. Walton said the latter figure was in error; the amount should have been $70,750. Motion to approve this proposal of Elliott Dudnik 0 Associates at a cost of $70,750 passed 3-0 with Alderman Feldman absent. (A5) Traffic Calming Plan - Wesley and Ashland between Emerson and Church - Alderman Drummer noted this item had Deen new a number at times; reported ne•d had another conversation with Alderman Kent; asked to hold it one more time. The Committee agreed. (A7) Resolution 114-R-00 - Approval to Accept Bid for a Log Loader/Grappler - Alderman Feldman returned to the meeting at this time. Alderman urummer said there was a question of interpretation: the Resolution states the City Manager would exercise the contract if it was in the best interest of the City. He felt that was already established: the criteria should be to get the best price. Alderman Rainey noted a concern with the process: that at $15,000 the Council was to make the decision on such items; but what was being asked here Is approval for the Manager to make it .She did not feel a grappler was an emergency purchase; she hoped the price would not go beyond $35,000. Alderman Drummer called attention to the material staff provided on why it was in the best interest to purchase this item now, rather than repair. Alderman Rainey noted the Issue was how the item gets approved. Alderman Drummer wished to assure that, within these parameters, the City receives a good deal before the purchase is made. Alderman Rainey asked if there were a 7-day window from the time of advertising to the opening of the bids. Mr. Walton confirmed and outlined the process; the potential bidders receive notices before the ads appear in the Evanston Review. To Alderman Feldman, Ms. Radek said the City did contact two area vendors. The big issue is the timeliness of the delivery and the cost. One vendor gave a price of $34,000: one was around 535 000. The essence Is to get this piece as quickly as possible. One vendor could deliver in 4 - 6 weeks. Wien the bids are in and awarded, the vendor will take our existing truck to their shop and take off all the old equipment, saving us much time. The other issue is our other unit needs substantial repairs, and both cannot be out of service at once. The City had explored renting, but she noted it costs S4500 per month. She concluded that it is not only timeliness, but to get a good price, and give us the ability to repair our other unit. She said it is a good time to purchase now, being the slow season. Alderman Drummer asked if this grappler was being placed on an existing vehicle and was told yes, on a '92 truck, and further that the cost to take this new grappler off and place on a new truck next year is only $2,000 or so. Alderman Drummer felt this was a good approach. Ms. Radek said though unusual, ggiven the need in the Parks/Forestry is Recreation Department she wanted to bring it to the Committee. upon voting on the Resolution to grant approval to accept the lowest responsive and responsible bid for this equipment, motion passed unanimously. (AS) Ordinance 134-0.00 - Prohibiting Immobilization of Vehicles Booting) on Private Property - Alderman i Moran relerred to the news articles about Lhicago adopting a pilot program in a couple of wards. He said at the last meeting it seemed that some of the Committee members were swayed by some negative feelings In relation to representations as to Chicago considering such a project, and a report from our Corporation x Counsel that Chica o was not doing so -- though apparently it was getting ready to pass this. He recommended the Committee look at the issue again to see if feelings have Changed. To Alderman • Drummer's question, a Guardian representative said the proposed trial period Is to be I months. Alderman Drummer felt the vote had been taken and could not be reintroduced by him. He was thankful that Chico was doing the trial, and felt we could evaluate their trial period painlessly to see its outcome. After six months be believed we'd know if it was working. Ms. Brenniman explained that what was before the Committee Ordinance 134.0-00, amended the original ordinance to delete the sunset provision per the Commltteers direction. It would make the prohibition permanent. If introduced tonight, it will have to be passed with a suspension of the rules; otherwise the sunset provision would need to be extended. Alderman Moran noted at the last meeting an Ordinance was before them to allow a six-month trial period in the Central Business District. Alderman Feldman explained that this had been rejected by the Committee. Alderman Drummer reiterated that they could not revisit the issue of the pilot program. He advised it was up to the prevailing side to recall the issue. Alderman Moran asked if the previous motion was to strike the pilot program. A Guardian representative said the Chicago Ordinance was different from the one worked on by Evanston. Alderman Rainey quoted the Council minutes: the item was removed from the agenda. The Committee reviewed the sections of the 11/27 Council Minutes: Alderman Feldman moved Council approval of the Consent Agenda with these exceptions:... Ordinance 121-0-00 - Boot License Regulations" and "Alderman Raine moved to remove this item from the agenda. Seconded by Alderman Feldman." This motion passed. Discussion continued. Alderman Rainey noted someone would have to move to reintroduce the issue. Alderman Moran said that given what has occurred in Chicago he thought people might want to rethink this. Alderman Rainey counseled that while people are thinking about this, it s eery important to extend the sunset provision to not allow rampant private booting. She recommended, if nothing else, a moratorium against it in her Ward. Alderman Moran asked how long the extension of the moratorium would have to be to give substance to the issue. Ms. Brenniman answered that the next item would not be for action until i/22/01; she recommended extending by 45 days until the end of January with a date certain on the extension. She noted each extension takes another ordinance. Alderman Feldman recommended an extensive sunset period extension, so as not to be "under the gun" and need to extend the sunset provision again. He recommended 90 days. Alderman Rainey suggested 90 days past the time Chicago's trial period is Implemented. Guardian personnel thought January 13 or 20 will be Chicago's start date for a one-year period. Alderman Drummer wanted a report from staff about the program. Alderman Rainey reiterated that we need 90 days to see Guardian in action. Alderman Drummer felt we could get a good sense of how booting worked in Chicago through this �rogram; he did not want Guardian to come back and tell us. Alderman Feldman asked if the action at the ouncil would be to defeat this or table it. Mr. Hill said if Council's goal Is to preserve the status quo, all it needs to do is amend Ordinance 134.0-00 to terminate on a date certain. Alderman Feldman suggested . 120 days to see the program up and running. Mr. Hill said the Council could pass this Ordinance as written and then change it, which might be easier. Alderman Moran felt it made sense to extend the sunset clause so It did not look like the curtain was coming down. He recommended a 120-day extension of the sunset from the action date. Alderman Rainey pointed out Jan. 13 was to be the effective date of the Ordinance. Alderman Moran amended his suggestion to 150 days to cover that, and said we would suspend the rules to pass this tonight. Mr. Radjenovich spoke: he said he was told by Guardian staff that his opinion was not relevant; that they had talked to the Council members and basically they told him to go away. But despite their lawsuit against his firm, Mr. Radjenovich intended to show up at every meeting. He termed this a quality of life issue: he witnessed the work of Guardian at Burger King. He felt the new garage meant more parking in Evanston now. He reminded all of the class action suit against Guardian. He had gotten the same information that Evanston and area newspapers had received and said this trial program in Chicago had come out of nowhere. He said Mr. Schueller had real reservations about booting and felt it would not take a year to stop; it was only to be in two Wards in Chicago. He was confused as to the actual start date in Chicago; was told there was a Chicago Council meeting on 1110. He felt it was crazy that people booted will not have the protection that people towed have. He planned to appear at each meeting addressing this issue. He advised looking at all the issues: the pending lawsuit, the constitutional implications and whether we want it in Evanston despite what Chicago does. He did not think the program would last a year in Chicago. Alderman Drummer said that we have a chance to see what happens and said we are talking about an issue of fairness. Alderman Feldman did not think Mr. Radjenovich's comments were irrelevant. Mr. Radjenovich noted representations in the Review article quoting Mr. Grillo were that a pilot program was already in effect. Alderman Rainey urged moving on to other important business. Mr. Grillo was ruled out of order. Alderman Moran restated the motion: to extend the sunset provision by 150 days from tonight. Alderman Drummer seconding, the motion passed unanimously. SPECIAL ITEM OF BUSINESS: USE OF RECYCLING CENTER BUILDING FOR COMPUTER PICK-UP STATION Alderman Moran called on Charles Smith, and referred to the memo received on the above topic. Mr. Smith noted there had been concern about liability- he explained insurance coverage was provided by the organization Computers for Schools. Alderman %loran asked the time period: it was Dec. 27 - Jan. 15. The Center would be used only for dropping the computers off, evaluating and refurbishing, and then distributing them in January. Alderman Rainey asked if E-tropolis and the City had held discussions on this. Mr. Rubin explained the memo outlining the rogram was only received on Friday. Mr. Smith had called at an earlier date and spoke to Mr. Jennings ofptheir interest in the facility. Asked for something in writing, Mr. Smith provided the memo referred to. He said it was felt the Council should know of the proposal, that there is insurance coverage, that the interior of the building is all right. Alderman Rainey asked that E- tropolls and all parties involved meet with staff to work something out. Mr. Hill explained the major concern is that the City be named an Additional Insured. Mr. Smith agreed. Alderman Rainey felt this was a really good project if it can be made to work. Alderman Feldman brought up security. Mr. Smith said the x Cityty would have someone on site; this was the City's only obligation. He will wiect with all staff invaN-ed. Alderman Drummer asked about publicity. Mr. Smith noted everyone he has taI•ked to have at least one or two computers, and he said an ad will be placed in the Review and Round Table. and flyers made. Alderman • Drummer suggested speaking at the Council tonight. Mr. Rubin said Nve can pest an announcement on City cable. Alderman Drummer said it is a good Idea* many kids need computers: suggested highlighting the meaning of this: an attempt to close the digital divide. Mr. Smith noted old c nnputers would creed to be dealt with by the City anyway: either by them being dropped in the alley. or taWn to the drop -cif. Alderman Drummer recalled someone who had grabbed up old computers and took the gold out of them. Mr. Smith noted the toxic materials in computers that would t>e disposed of p"Verl ; he said they would have to charge for monitors that weren't working because they must be disposed of properly, Alderman Moran offered congratulations and good luck on the program. COMMUNICATIONS Update on Police Officer Hiring - The Committee felt things were looking good_ Parking Lease with Rotary International - Accepted. Cable Report - Alderman Feldman asked about negotiations. Mr. Rubin said we are negotiating, four sessbons have been held; the marketplace is definitely changing. He noted that Internet services are no longer considered part of the franchise fee, which reduces our gross revenues. To Alderman Rainey, he said you can have cable Internet services without the TV, for a $10 surcharge. He reported that AT&T Is going digital at the end of the month. Alternatives to Tree Trimming Contract - Alderman Drummer asked if the alternatives would cost or save us money. Mr. u'Agostmo said the main part is contracting out the tree and stump removals so our crews can concentrate on trimming. Mr. Gaynor said our crews are far behind in plantings and removals. He noted that the Council made the decision to put off by a year the tree trimming contract; this is a plan to gget caught up on stump removal and planting through contracting out. The new Forestry people approved 6y Council will get to the trimming. Asked by Alderman Rainey about dead trees In the downtown, Mr. D Agostino said there were probably two different varieties planted when the downtown was revitalized. Two species along a couple of blocks are not doing well. It was done as part of the contract for the sidewalks the trees being chosen by the landscape architects' consultants. Alderman Rainey was concerned the neighborhoods would suffer with the focus on the downtown. She spoke of a two-year wait in her Ward for a tree to be planted. Alderman Drummer said we have to look back at this: we heldupthe tree trimming contract and we must get caught up. Alderman Rainey pointed out that planting isn't tree trimming. Mr. Gaynor said that it provides us the opportunity to do tree trimming while we contract out the planting and stump removal. Going to the original plan we would do some stump removal but wouldn't get It all done; the same with planting, and we would not get any trimming done. Alderman Rainey wanted another • opportunity to discuss tAis. Alderman Drummer noted the need to be ready to make a decision. There being no further business, the Committee adjourned at 8:37 p.m. Respectfully submltted; -- Darlene E. Nilges Executive Assistant 7 . �. DRAFT — HOT APPROVED K DRAFT - NOT APPROVED • MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of November ZT, 2000 Members Present: Aldermen Feldman, Moran and Rainey Members Absent: Alderman Drummer Staff Present: Judith Aiello, Maureen Barry, Kathle,&n Brenniman, Pat Casey, Roger Crum, Paul D'Agostino Zeltee Edwards, Rich Figgui�relli, Doug Gaynor, Alek Granchalek, Herbert Hill Sam Hunter, David Jennings Anr� Khatkhate, Dennis Marino, Darlene Nilges, Cathy Radek, Max Rubin, Bill Stafford, Chad Walton, John Wilkinson, Judith Witt, Barbara Zdanowicz Others Present: Aldermen Bernstein Kent and Nerrrsan; Rod Radjenovich, Michael Denigris, Roseanne Parone, ieth Demes, Del Leppke, Eric Shieh, Mary Gavin, Dan Kowalewski, Mike Radziewicz Presiding: Alderman Edmund B. Moran, Jr. ' SUMMARY OF ACTION Alderman Moran, Committee Chair, called the meeting to order at 7:19 p.m. APPROVAL OF MINUTES As part of the consent agenda, the Committee unanimously approved the AFtPW Minutes of the Regular Meeting of November 13, 2000. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following eleven items on a Consent Agenda for recommendation for City Council approval (Al) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 11/23/00 in the amount or y1,bb1,5bl./tf. (A2) City of Evanston Bills - Consideration of the City of Evanston Bills through 11/28/00 in the amount or :�ib,ua5,cct.zr. (A3,1) Bid for Portable Brush Chipper- Consideration of the lowest responsive and responsible bid of Vermeer flltnois Inc. for a porfable brush chipper plus 5-yr warranty for Parks/Forestry 8 Recreation at a cost of$30,856. (A3.2) Bid for Building Renovations at Police Outpost - Consideration of the lowest responsive and responsible bid of Lentral Lakes Lonstruction Lo. for building renovations at 633 Howard St. (Police Outpost) at a cost of $205,800. {A3.3) Approval of Purchase of 8 Crown Victoria Police Cars - Consideration of the Suburban Cooperative eurcnasing Lonsortium (through Northwest municipal Conference) low bid from Anderson Brothers Ford for these cars (seven for Pollee; one for Fire Dept.) at a cost of $180,756. (AA) This item was removed from the agenda before tonight's meeting. (A5) Traffic Calming Plan: Alley Speed Bumps - Consideration of a recommendation to place speed 6bumps at 1200 Dewey (east alley). (A7) Holiday Parkinq Plan - Consideration of a recommendation to approve the Holiday Parking Plan ffor downtown Evanston sponsored by EVMARK. (A8) Resolution 106-R-00 - Easement Agreement with ComEd (Mini -Anchor Parcell - Consideration of this Kesolution, authorizing an easement agreement with LOMLO on the mini -anchor parcel south of the Maple Ave. Garage site. (A9) Resolution 110-R-00 - Opposing Cook County Parkfnu Fee Tax - Consideration of this Resolution opposing the proposed Look County Narking Fee I ax. . (All) Ordinance 123-0-00 - 2000 Prooertv Tax Levy Ordinance - Consideration of this Ordinance ffor introduction, legally imposing the property tax amounts determined by Council during FY 00-04 budget deliberations. [ 2) Ordinance 124-0-00 - 2000 Prrfftrty Tax Levjr'Cpecial Services Ar&a $4 - Consideration of this OOrdinance, for lntroauction, legacy imposing the property tax Levy for Serial Servicvs Area #4. (A13) Ordinance 125.0.00 - Increase in Class D Liquor Licenses - Consideration of this Ordinance, • for Introduction, to increase the numtvr of Hass L liquor licenses due to the addition of the Pine Yard Restaurant. Alderman Feldman moved to recommend approval of the move items on the Consent ASenk!a, Alderman Rainey seconded the motion which was unanimously appn ved. ITEMS FOR CONSIDERATION (A3.4) Proposal for Construction Manatter Services for Cer-struction/Rehab of Fire Station #3 - Alderman Moran a$Ke(J Anil Khatkhate why, while interviewing tnree tinansts, two in the past -interview stage were commented upon, but there was no commentary on the third finalist, Sterlin. W. Khatkhate explained that when that firm was Interviewed, they were not well coord:.nated and working as a team. Alderman Moran asked if they were the highest -scored. M,r. Khatkhate said yes: their proposal was good; their interview was not as good as the proposal; their answers were non -responsive. Alderman Rainey had asked for some Information and had received a 30-page fix in response, which she had not had time to review. She asked what kind of fire service buildings CATH Associates, the recrmmended provider, had overseen construction on. Mr. Khatkhate said that none of the firms had this experience. Alderman Rainey wished to make certain that the firm wasn't chosen beca4-se of personality and because they were liked the most. She said the Committee had virtually no information in their packets. Mr. Khatkhate said that STV Inc. was thought to be the best firm; however, they were highest priced. He answered another question, saying we have not worked with CATH before, but references were called. They managed a 532 million project, Lavirence Hall Youth Services, saving an estimated 53 - $4 million soar by coming up with good money -saving ideas. He noted CATH is an Evanston firm, and a minority firm. Alderman Rainey asked how we did nct knave about CATH before, noting they were an Evanston firm. Mr. Khatkhate explained staff had interviewed them for another project and had come to know them. Alderman Rainey saw that CATH showed up an a lot of hugge projects; were certified as minority contractors and qualified as a disadvantaged business in Chicago. She asked what role they played in those projects: were they hands-on, consultants, or did they fill the gap for minority firms? Mr. Khatkhate reported they had also worked at the Field Museum and were facilities manager at another site as well. To Alderman Moran's question about doing soil testing, Mr. Khatkhate said that will be in the Phase I part of the project. Alderman Feldman asked if the cost of construction management services would be the same whether the building is rehabbed or torn down and was told that it would be; that this firm Is not charging more for remodeling, even though normally remodeling would be higher. It is not known at this point which of the two procedures will be done. He referred to a first report that said the station could be remodeled; the latest report said it could not be. He said we will ask the construction manager for another opinion, and then come to AriPW for direction on how to proceed. Mr. Walton explained the fees are broken down into a Phase I and Phase 11 approach. Alderman Rainey noted the information they received did not contain this. Mr. Walton said the fee we got back was in response to the RFP, a lump sum broken down into two phases, roughly 512,500 for the first (initial assessment and report) and 5138,000 for the second hale (construction manager services). To Alderman Feldman's question, Mr. Khatkhate said we will ask for the time schedule for the phases after the firm Is hired. Alderman Newman asked, under the scope of service, if they would look at whether we should renovate the existing structure. He noted we paid another firm in April for their recommendation that it be demolished. He asked what new thinking there is concerning renovation. His observation is that "this station has had it." Mr. Khatkhate said we are trying to make sure whatever step we take is appropriate. To a further question, he explained the same architect made the original 1993 recommendation and the 2000 assessment. We thought we should get another opinion to make sure. Alderman Moran noted we are trying to engage someone to work on both design and construction management: a wrap -around service agreement. He felt the first thing we want to do with this company that will design and oversee the project is to make sure they are firmly on board with the way to proceed. Alderman Newman confirmed that, if a rebuild was recommended, they would come back to the Committee. Alderman Rainey asked to see the 1993 recommendation. She asked why the second opinion had been asked for. She surmised that it might have been done because it fits in on the effort to ccaisolidate fire departments. If a station is going to be torn down, why not consolidate it. She also asked for the details of the second opinion. Finally she asked that one or two members of the F.D. be part of trP review team to review the report CATH will make. She felt they would know best what the issues are. ale had heard that renovation may be the best way. Alderman Feldman referred to the memo stating a ca nplete report of the condition of the structure will be compiled 'ay Nov. 13 and CATH will prose a list of recommendations for a cost-effective, state-of-the-art Fire house. he understood that we may have an estimate of the current condition of the structure, as a result of the last study. Mr. Khatkiszte said we do not have an actual itemized study, just the architect's opinion. Alderman Feldman also wi,_.ed to see the two studies; he had no objection to CATH, but wanted the real condition of the facility to be on record. Chief Wilkinson said the '93 study was part of one done on all five stations as long range planning. Mr. Khatkhate confirmed we have had this reformation since September. The Review Team reviewed the firms' proposals and narrowed the firms down to three, which were then interviewed. Alderman Feldman noted we don't know when we will have a proposal. He asked if this Is because we are late getting it out? Mr. Khatkhate said yes, and that the Nov. 13 date was based on the original dates and when it was scheduled to go to Council. Alderman Feldman asked if it would take perhaps a month to get this information, and • if so, if this item could be held until the next meeting. There being no objection to this, the item was held in Committee. E3, (A10) Ordinance 121-0-00 - Boot License Regulations - It was noted this Item had becq het%: in Come--tt#ee at the last meeting. Alderman Moran cal[ea an two speakers. Roseanne Parone. of Gw,rdt . Man -*nt, • said she was aware of the letter from the Chicago Corporation Counsel stating that thry ► ec.-e not aware of any pilot program in Chicago. She referred hacK to a copy of a proposed Chicago ordis)anc* and a 0-icago agenda which Guardian had given the Ar1PW Committee earlier, noted Chicago took rya acti yn at tl+a; ::fine but the Issue remained with Victor Reyes, Mayor's assistant at the time, an; Jeans Cocgar, of Intergovernmental relations. Several issues and amendments were discussed and Je.".a Fr-r;hy was = put these into a pilot program, and write an ordinance. The point where Guardian is new is "•aitinj fzc the budget to wrap up, the next phase is introducing the ordinance by Chicago's Alderm-1 Mel'.. She saw the information Guardian provided the A&PW Committee was real information from a real City Council melting. With Reyes' resignation, she said Joan Coogan is the person to talk to about this. She state-z that Q: dian didn't lie about this, several communities were considering it, and they were working hard t•, do wt&.t_ tt" can. Rod Radjenovich, V Ward resident, said there was a class action suit against Guardian. He stood by the representations he made two weeks ago. He talked to Chicago attorneys, the ICC, etc. and r&., one t,* spoke to can see that this will go anywhere, or that private booting is proper. Regarding the private towing statute, he said the interesting thing was that consumers have more protection with towers than hooters, since there are standards and background checks for towing companies' employees. He noted none of U-Ame Issues was addressed in Evanston's proposed booting Ordinance. The statute also granted a temporary lien to towers allowing them to tow cars. He said there was no statute that would let Guardia, demand your money after they booted your car. Allowing booting in Evanston would circumvent the state that was ;.et up in Springfield. We would have less protection against the booters. He urged the Comm .tee to took at the statute, saying there was no protection In this booting ordinance for the citizens of Evanston. Mr. Hill reported that over the last week the law clerk had contacted the City of Chica30, m-- ing extensive efforts to verify a pilot program being introduced or pending in Chicago. She spoke to F�bert Janega. Chicago deputy Corp. counsel, and two assistants to Mayor Daley, Mr. White and Ms. Coogan. Staff received Mr. Janega s letter late this afternoon and faxed it to Guardian. It stated there is no pendin3 pilot program in Chicago. Guardian suggested we contact Joan Coogan, he continued; the law clerk a,tempted this, speaking to Brian White who informed her there was no ppending legislation, that the legislation passed in 1999 prohibiting booting was supported by the Mayor. Mr. Grippo of Guardian suggested •.re contact Nis. Coogan directly. We received her call at 4:45 p.m. and we were told there is no ending pilot program for booting operations in Chicago. Mr. Hill read excerpts from the Janega letter indicating that booting is prohibited by Chicago through an ordinance passed September 29, 1999; that no ordinance has been introduced to appeal, suspension or modify the prohibition. This was confirmed in a second conversation with Ms. Coogan, so, he said, in respect to a pilot program in Chicago there is none pending before any • committee or body of the Council. This is not to say a Chicago alderman could not elect to put this in his ward. This might happen, Mr. Hill surmised, but as of today he had not been informed of any such pilot program. Alderman Moran thanked Mr. Hill for the report. He felt what was said was descriptive of what we have here: Evanston has a prohibition against booting; had no other ordinance that would introduce a pilot program; we are looking at It. He said that if you were to compare Chicago with our situation, the one difference is there Is noticing pending before a committee in Chicago. Without that distinction our situations are similar. Mr. Hill said the purpose of the phone calls was to determine if there was an existing pilot program or one pending. We were told by all the parties mentioned "no." He could not say what that meant beyond that. Alderman Rainey called attention to the important things to discuss tonight, including the progress of ComEd. She wished to make a motion that the Committee move on, stating that to spend 3D more seconds on this issue Is a waste of time as well as embarrassing. She suggested that Guardian could go to other cities and say that Evanston is considering allowing private booting on private prc;,erty. This was not a falsehood, and it embarrassed her. Alderman Rainey moved to remove any consideration of a pilot program from their agenda: any consideration of a pilot program for an area of an alderman's ward was fine with her, but she wanted to disregard the rest of It. Discussion of this issue kept the Committee from discussing the Police and Fire reports, which she termed a disservice to those Departments and the Committee. Alderman Feldman agreed. Alderman Moran explained the pilot program included portions of the Wards of Aldermen Bernstein and Newman. Was there interest In doing this? Alderman Bernstein said there was not; he believed the pilot program was to center on the First Ward. Mr. Hill said the draft Ordinance included the central bash-ess district, which he defined. Discussion continued, with Alderman Rainey pointing out that if the Ordf:narce Is passed Guardian could solicit other business. Alderman Newman said he was originally opposed to doing anything with this, thinking It could not be regulated. He said for whatever reason it seemed the boatLng Issue proceeded, with the members of A&PW seriously considering it. Guardian had asked to meet with Fm and the representation he got was that Guardian was helping Burker King deal with problems in the tct, sounding like additional private security. At that point he had not had objections to something Ln the downtown area. If there are questions about legality, whether it is constitutional, about whether there's a pilot program, then he would not be a proponent of booting. He would have withdrawn his objections to get additional security. Alderman Rainey said the A&PW minutes have been clear about the controversial nature of our discussions. Alderman Newman said that at one point the Committee had been moving in that direction, gIving extensions, etc. Alderman Moran agreed; he believed Alderman Drummer had been interested in giving them a try. Alderman Rainey did not agree. Alderman Feldman said at one paint he leaned toward a pilot program; however he had changed his mind and noted no case had been made concernlnf mitigating the potential trauma to be experienced by citizens. He would oppose this bus4u ss operating n Evanston. Alderman Moran noted that Mr. Radjenovich had a class action lawsuit pendr� He asked if there was interest in pursuing booting with Burger King. Alderman Newman was willing if the Committee thought to propose it artrr they studied tale issue, not to raise an objection. Alderman Feldman pointed out that whether purposel,LA cc, not. the ccrnpany Save the Impression that there was active consideration by Chlca�ti�, with action Imminec-t. When it was determined • that was not the case, and that the Mayor supported the prohibition, Aldv,-nan Feldman fe;t there was no basis for his considering it any !anger. Alderman Rainey said if Aldermman We:l, the entire Chicago City Council, or the entire state of Illinois wanted to implement booting woule no impression on her. She said the concept is faulty; why slap on an Immobilizaticn device to free saa:ex in Evanston lots? To give a private party this power was fraught fon rith the opportunity of abuse. That s_%-nee can't parr in Burger King because there is no booting makes no sense. Burger King can hire someone to deal with the problem without hiring a booting company, and she urged them to do so. She wished to see an Ordinance prohibiting private booting on private property. Alderman Moran explained there was a motion to remove this item from t.'ve ai-enda. Upon voting, motion passed 2 - 1 with Alderman Moran voting nay. Mr. Hill said that proceduratl) , staff will prepare an ordinance removing the sunset which will be ready for the next meeting. Alderman, Moran discussed reporting this issue to the City Council tonight. Discussion ensued as to the fact that the Committee voted the Ordinance on tonight's agenda down; and rules governing giving a minority report .a the Council. Mr. Hill said the Committee could take action to remove this from the Council agenda; before discussion the minority report would be given; then a debate could occur In respect to both. Alderman Feld.-san asked for clarification about the item on this evening's agenda. Mr. Hill said that, because the Co-nmi—ee determined to take no action as to licensing, that would be reported to the Council with the request to remove it from the agenda. The minority report could be made by a Committee member at this time. The Council could take It under consideration and decide what to do based on both reports. Alderman Nev z-ian recalled the "Heydemann Rule" where, even If a Committee recommended against something, at the Council there could be a request that the Committee be overruled. Alderman Rainey raised a point of order; to focus on the Committee's agenda. (Al4) Ordinance 126-0-00 - Taxaayer Bill of Rights. - Alderman Rainey had looked this up in the City Code: she wanted to know why the sewer charge was referred to frequently as a sewer tax. She noted that it is a charge for sewer use. Mr. Stafford confirmed that it was a service charge, not a tax. Alderman Rainey moved to recommend Council approval of Ordinance 126-0-00, a Taxpayer Bill of Rights Related to Locally Imposed and Administered Taxes, for introduction; Alderman Feldman seconded; motion passed unanimously. ITEMS FOR DISCUSSION 1APW1) Energv Commission Technical Review Committee Report - Dennis Marino introduced Del Leppke, Rudy Wolfson David Metz and Jerry Hoppe of the knergy Commission, and Mike Radziewicz and Dan Kawalewski oFComEd. Mr. Leppke explained that this report covered the two quarterly ComEd reports of July 31 and October 31, outage report through 7/31, the technical review of 10/11 additional information • received 11/8, and a telepphone follow-up on 11/20. Projects 5 through 12 of the letter of agreement are substantially complete. He said we are now a quarter of the way from the mid -point of our three-year agreement. These projects were those that could be accomplished short-term. Now we are down to the four proects critical to our longg term understandingg of the distribution system and its future in Evanston. Project 1 was instalNng the SKATA system, which is progressing very well with 4 of the 13 substations in service. ComEd reports they are trackfng data with the system, so there is real-time information about the condition of the circuits. Alderman Rainey asked if we had experience of an outage where we saw the system in operation. Mr. Leppke could not state that firsthand; they had been told the dispatcher, when a disturbance occurred, can identify that there is a disturbance and start to consider what he might do. He does not know specifically where the outage It, but he gets a jump on it and anticipates what must be done. ComEd has also told us of a software program for the summertime load to project what the load would be on a circuit in the next 24-hour period. The dispatcher can then take preve,itive action. Alderman Feldman questioned how ComEd could determine when there may be a problem on a circurit, but could not determine where a break is exactly on a circuit. He asked how large the circuits are. Mr. Leppke said some are seven miles, coming from the substation In Skokie. It was clarified that this Is a change; the substation previously was in Northbrook. Alderman Feldman asked if this facility resulted in avoidance of a blackout and was answered yes by Mr. Radziewicz, explaininghow re -energizing had been possible after a lightning strike. Secondly, during the summer when we utilized this we were able to transfer the load during the night. Alderman Feldman mentioned the concern with the ability to identify where a break has occurred, thus reducing down -time. Mr. Leppke explained the specific location must be ascertained by someone on the scene. Now the dispatcher can know which circuit is affected and send people to that area. Alderman Moran noted this was not available in the past; it's localizing that service. Alderman Rainey asked if ComEd was on schedule with the SKATA; they are, with 9 of the 13 substations in service• 2 scheduled for January and 2 later next year. Project 2 is operating the distribution system In S.Centraf Evanston, that has been completed and supposedly reduced loading on several critical feeder circuits in that area. ComEd will provide data on it after analyzing summer 2000 data. Project 3 improves backup to feeder circuits In SE Evanston. Information is that the new circuits are about 70% complete. The other work is 25 - 50% complete; full completion will not be by the December date, but possibly by the first or second quarter of next year. Regarding Project 4, the critical project, the overall reduction of the loading of the highly loaded circuits in Evanston: ComEd has reported It changed the criteria for determining the capacity. With that change, more circuits appeared at a higher loading. They have rearranged their schedule to complete some of this • work. Alderman Rainey asked what the Committee felt about the change. Mr. Leppke said it is felt to be very beneficial; It threw ComEd's schedule Into some disarray but more circuits will be looked at. Mr. Leppke said it was more realistic; the Committee was pleased a�out this and willing to give ComEd a little leeway on scheduling. Alderman Rainey discussed that this might take 6 months or a year. Alderman Feldman suggested beLng apprised of their pprogress in smaller increments than 3 - 6 months, to make sure they are catching up. lwr. Leppke said ComEd informed them that they had put in place a new organization for planning capacity and reliability. Tt-s organization w111 be reviewing the summer 2000 information in November. In the next quarterly report we have asked for a fuller understanding of where they are. Mr. Kawalewski said every thing (the circuits that are summer -peaking) will be done by June 1- this is the new planning philosophy and will mesh a number of things. Also, since the criteria is higher, Cor :Ed is looking at more. He said if the slippage was La July or August it would make him uncomfortable. Mr. Leppke Informed that the nzxt quarterly report is Jan. 31, and we should have some good information by then. He confirmed for Alderman Feldman that the response time has lessened, but added we have to look at the outage reports for "the proof of the pudding". Interruptions dropped in mid-1999 then stayed rather level, averaging one per customer/year. The average length of interruptions dropped significantly to 77 minutes, but has increased now to 13Z minutes. One thing mentioned in the last report was the good weather. He noted we had a severe storm in May. rf that storm was discounted, it looks like response time is staying around 77 minutes. He added we need to evaluate if ComEd's storm response is adequate. Alderman Feldman mentioned work he had seen ComEd doing in his neighborhood at 3:30 a.m. Alderman Rainey asked about ti-.e effectiveness of private contractors in terms of response. Mr. Leppke understood their use of both their own contractors and the private ones was much better organized than before. Alderman Rainey asked what caused the Improvement. Mr. Kawalewwki said during storm times It had lowered the duration of down times. We had contractors on property beginning in January of last year, and they are available for call -outs during the night-time. Mr. Radziewicz said we had over 100 contracted crews during the May storm, which Mr. Leppke pointed out was a very severe storm. Alderman Newman noted long outages curing an August storm, one at least 6 hours. Mr. Leppke said we have notgotten the data on that yet. Discussion ensued on that storm and another heavy storm in September. Mr. Radziewicz offered to provide strum response time. Mr. Leppppke concluded that we are making satisfactoryprogress, but will look at some open ends very carefully. To Alderman Feldman, Mr. Kawalewski said ComEd moved to two small offices, one in Skokie, frck-n their previous office in Northbrook. Alderman Ramey asked if it was felt this Committee should go to a Council or A@PW meeting between quarterly reports to share concerns. Mr. Leppke recommended the Committee come after the next quarterly report, after the Committee has reviewed it- he recommended perhaps going to Council at this midpoint of the three-year period. One more quarterly report will give them a better understanding of what ComEd accomplished. Alderman Feldman told the ComEd reps that they had heard our concerns; what was their intention to implement? Mr. Kawalewski said when ComEd was negotiating, it had tried to find all the tiot spots: there were 12 or 13, and ComEd hit those. Now that we have that out of the way, we need to took long-term. He had recommendations: doing regular maintenance, keeping tree -trimming to a four-year cycle; looking at periodic inspections instead of letting things go until things falling apart. He said Evanston's biggest problem isn't only the large number of outages, but length of occurrence. He said we have a presence in Evanston now and will keep it going. Alderman Rainey asked for a map overlay showing where work was done. Mr. Radziewicz will play with the concept and try to provide it. Alderman Feldman noted a frustration is the inability to get back to his constituents as to where work has been done. Mr. Marino explained Mike Radziewicz is our liaison with ComEd, replacingg Greg Fetro. His telephone numbers will be provided to all. Alderman Moran welcomed him. Mr. Leppke, Mr. Marino and the Energy Commission were thanked for their efforts. COMMUNICATIONS Update on Police Officer Hiring - Concerning the latest figures, Alderman Rainey noted "Nice going." Fire Department Mcrithlv Report - was accepted by the Committee. Cable Communicatia-is Report - was accepted. Alderman Newman asked about the franchise negotiations. Alderman Rainey nc,.ed she has had applications sent to four qualified people. To Alderman Newman, she explained the Committee was defined to contain 3 citizens, staff and an alderman: whoever we came up with who was qualified would be appointed. When she asked the Mayor why the Committee wasn t appointed, the Mayor said that she had only one application; now there are more. Mr. Rubin noted we will probably ask for another cable franchise extension. It was extended 6 months to January; another extension will be 3 - 6 months pending getting the Committee. Alderman Newman thought the City Council should have some community group representing it. Alderman Rainey asked about the new digital packages. Mr. Rubin said we will be getting more channels but at a higher rate. They are doing digital compression, where space for one channel will now hold 6 - 10. However, one needs a digital box to view it; you don't need this If you keep the old service. Discussion: channels will be moved to digital that won't be on basic service; PEGS will always be on the basic service as required by law. Mr. Rubin clarified for Alderman Rainey that it you have digital and three cable hookups in your home you will need three boxes if each TV were tuned to different channels. He noted people sometimes put basic service on two sets and the box an the TV in the main family room. Harza Report - Engineerinu Rates - Alderman Feldman thought this was a good report; appreciated the work that went into it; it nad helped him to understand, and he recommended this information should be public. There being no fur -.her business the Committee adjourned at 8:49 p.m. Resp tfully submitted, 17 Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Special Meeting of November 6, 2000 Members Present: Aldermen Feldman, Moran and Rainey Members Absent_- Alderman Drummer Staff Present: J. Aiello, 1V.. Barry, K. Brenniman, D.Gayynnor, D. bilges, M. Ream, C, Walton Others Present: Bob Seidenberg, Peter Mills, Carol Ross -Barney, Alen Kirkpatrvzk, Paul Hellenrunn Presiding: Alderman Gene Feldman SUMMARY OF ACTION The Chair, Alderman Gene Feldman, called the meeting to order at 6:12 p.m., thanked those present for attending and declared a quorum. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA 2) Approval of contract with Mevne Comoanv for general contractin tronstn,ction management services for the new Senior tenter, for a not -to exceed amount of 55 I f.bud Mr. Gaynor explained the recommendation for genera( contra ctor)construcfion manager for the center to be buret in James Park, and said representatives from Ross -Barney and Jankowski would give a presentation on where we are, and the general contractor/construction management firm would answer any questions. This firm is being recommended after a very comprehensive process. Carol Ross -Barney, President and Principal Designer, displayed the latest drawings for the center and said that working drawings had been completed. Conceptually the job had not changed much; basically some value -based adjustments had been done. Samples of construction materials were examined. These had been selected with the seniors who helped decide the final palette, and were durable and long-lasting. Alderman Feldman invited the committee to view the drawings and materials, which it did. Following that, Ms. Ross -Barney asked the Committee to consider the recommendation for general contractor. To Aldermen Feldman's question she explained the interview team had solicited qualifications, advertised and invited contractors to participate, looking for a fair price and high quality contractor. The team selected Meyne Company. Ross -Barney was especially pleased because the company has worked three jobs for them, all successfully completed, one with a very short timeframe. She explained that soil remediation was necessary, and dynamic compaction was the technique recommended by the soil engineer, which Meyne has experience managing. The President of Meyne, Paul Heliermann, was introduced. Alderman Feldman asked the benefit of letting a contract to a project manager. Ms. Ross -Barney recommended this process, and Purchasing concurred, because it will give the best quality and value for the dollar. Before we sign off there will be a guaranteed maximum price, she said. In addition, there is a tight timeframe due to the temporary nature of the interim site and this contractor could keep the project on schedule. Alderman Feldman noted there were other projects that had to do with the new library, using a construction manager very successfully in saving the City money and producing the kind of building desired. He noted especially the economies provided with the close scrutiny given to the contracts and contractors. Alderman Rainey asked if it was appropriate for the candidate to speak before being selected. She noted the need to discuss and vote on this item. She asked about the criteria of someone having a familiarity with senior facilities, and why the work they had done on the Presbyterian Home had not been mentioned. Ms. Ross -Barney said she had wanted to stress their own company s familianty and history with Meyne; she noted Ross -Barney had one member on the Committee that those Meyne. Mr. Hellermann offered to answer any questions about the Presbyterian Home. Alderman Rainey had concerns about dynamic compaction which she had not heard was required until this packet. She asked the extent of compaction required, and noted Meyne would have to notify the neighbors and have neighborhood meetings to give details. Ms. Ross -Barney noted dynamic compaction was a bonus for the City; at first caissons were thought to be necessary. Basically, the soil is not strong enough to hold the building, and you try to develop adequate bearings for the building. It was first thought a very expensive method would be required; however, the soils engineer pointed out that this alternative method (compaction) would work. She agreed the neighbors must be Informed. To Alderman Rainey's question Ms. Ross -Barney said compaction was estimated to be done for 21 days. Mr. Gaynor pointed out the possibility of using two cranes that would do the work twice as fast. He also discussed videotaping in addition to flyers and neighborhood meetings. Mr. Rubin said that in similar work in the past we mad videotaped the surrounding buildings. He described the Library construction, in which work on sheet piling went on over a month, in addition to 90 caissons. Alderman Rainey asked how long Noyes Court which had used dynamic compaction took. Ms. Aiello offered to get the information from the files, noting that Noyes Court had been the last major project and that the railroads had used it as well. Alderman Moran asked the budget for compaction. As. Aiello explained they did not have the budget with them tonight. Asked if there is a budget for the project, she said yes, roughly 6 million for the senior center. Alderman Moran asked if there is a compaction component. Ms. Aiello was sure there was, but said part of what we will be doing is getting 2 - 3 bids to get a good, competitive price. Ms. Ross -Barney noted when work was to be done using caissons, we had 52 caissons at S ip0,000 each. Dynamic compaction is approximately S1.50-$2.00 per sq. foot for 24,000 square feet. Alderman Moran clarified this would total between $36 000 and $54,000. The caissons would have been about S500 000. Alderman Feldman noted, In rough numbers, dynamic compaction would save approximately S450,060. Alderman Moran asked what determines the use of caissons or compaction. Ms. Ross -Barney said it was an empirical test, where the soil X* Is tested as to the strength achieved by compaction. Allen Kirkpatrick explained the issue really is sinrx the project Is on an old dump the bearing capacity gets less and less as you go down more. We are compacting approximately 50 feet into one generic bearing capacity, which will be like one big footing~ Alderman Moran asked if caissons are not an option at the site. This was confirmed, because the sail us unconsolidated. Mr. Gaynor said it was an option, but would cost a great deal more because we would hart to go way below 50 feet to find stability, which is more money the lower youo. With dynamic compacticri we will be able to reach the stability we need. Alderman Moran asked if the 1400,000 figure used Is base-J on 50 feet. Ms. Ross -Barney said yes, but we should have been deeper. To another question, Mr - Kirkpatrick said we went down 70.75 feet, and the bearing capacity was still poor. To a further questicn, Ms. Ross -Barney explained it is necessary to notify people in the neighborhood because they actually drop weights on the soil. Mr. Gaynor said It's and issue of both the sound and the distribution of the vibration on impact. It could have an impact on the surrounding area such as cracks in walls, which is why we waubd look at videotaping as a photo benchmark. Alderman Moran asked if there was a budget item for potential damage to people's property. Ms. Ross - Barney said there was a contingency budget, but not a line item for this. Alderman Moran commented that he had no way to understand if it was sufficient or not. He asked if the site had been moved from Oakt= to Dodge because of soil quality. Ms. Ross -Barney said it was one reason, this soil quality being somewhzt better but still not good. Ms. Aiello added there were a couple of reasons for the site move: the Oaktcn site had the recycling center, and the community gardens to be relocated, and the dog pound. It was felt Dodge gave the seniors a sense of place, provided better parking, and gave a much better opportunity to provide seniors with their own space. Alderman Feldman understood that at certain hours weights would be dropped on the soil. He asked how often; it was estimated every 4 - 5 minutes. He was concerned aberit possible vibrations and asked for examples of Ross-Barney's experience with dynamic compaction and the effect on homes or structures. Ms. Ross -Barney said her firm's experience was one of no complications. She said the number of times they have used it is limited, but this is a common construction technique. M.S. Aiello called attention to two pictures provided that showed dynamic compaction sites that were very cirrse to houses, unlike the Evanston site. She said if we can move forward, we would do the compaction during the time school is out in December; we would not do it on Saturdays because of services across the street. Alderman Rainey said that, given the technology and efforts to be made as to monitoring and notification, and being open to calls regarding suspected damage, acknowledging that some damage may only be perceived, her concern was high decibel levels. She was glad to hear work was to be done when school was out. She wanted to make certain hours for the work would be set that were respectful, and recommended between the hours of 9:00 and 3:00 or 4:00. She noted the chronic, ongoing irritation of loud decibel levels. Alderman Moran asked about the 21-day estimate. Ms. Ross -Barney thought it was based on one crew working 8 hours/day. Alderman Moran said that in the recommendation for the general contractor experience using dynamic compaction was pointed out. He could not determine if the other 6 final companies, or the four final finalists, were consulted on this issue, exphasizing experience, and if they recommended it. Ms. Ross -Barney said the recommendation is coming from her company, based on their 40 soil consultants. Mr. Walton spoke of the five finalists who were asked for their proposed approach. The Meyne Co, was far above any other response received. They also brought along their project manager, noting he would be very accessible to the community; they had the most well-rounded approach to the process of all the responses. Alderman Moran said the above things were positive; his concerns were cost and stability to the building. Was there any difference In how the others approached the work. Ms. Ross -Barney said her company also specified that this would be the method used; the end point was determined by testing the soils. When they reach that point they are through with the dynamic compaction. Mr. Walton said we asked every contractor what his approach would be. Mr. Gaynor said the interviews showed some of the contractors had no or little experience with the method. Alderman Moran said in other cases when staff gives the firms' ranking staff usually provides the point breakdowns. He did not have that Information. Ms. Aiello said staff did so for the top three. Alderman Moran said this was only for the final point ranking, not the point award for each partf[ pant. Mr. Walton said this process was used in the past; this time we used key representatives from various departments; we did not use a hard chart to evaluate; we went into the process with an open mind, reviewing each of the proposals. He said we went into the interview process with a set of concerns the contractors were asked to address. In addition, the construction manager was to come back to us and tell us why they should be selected. Based on all that information, staffhad recommended Meyne Co. Alderman Newman pointed out that the Human Services Committee was scheduled to begin at 7:00 p.m. (it was 6:58 p.m.) and that Council must meet first. Alderman Rainey made it clear she accepts the recommendation of Ross -Barney. She noted it will be inconvenient for 21 days, but In the long haul was not the worst thing, given the product that will be produced. She wanted someone overseeing it who had experience and wished the contractor to understand that the neighbors come first and responsiveness was necessary, beginning with a detailed neighborhood meeting. Ms. Aiello said part of their interview process was bringing in the site superintendent, evaluating the individual to be on site each day. the team felt the Meyne superintendent would be most sensitive to the neighborhood. Alderman Moran asked if we received a legal opinion about using funds from the downtown 11 T1F. Ms. Aiello explained it was part of the relocation of the senior center. Alderman Moran asked if we had a copy of the contract that we are approving with this company. Ms. Aiello said we issued a copy of a standard contract- what we have done recently is get a legal firm that deals with construction, provide us with a good set of legal documents.We presented that as part of the RFQ. The Meyne Co. had the least number ofissueswith the contract, wtikh staff felt was protective of the City. Alderman Moran asked how we can approve this without a contract. Ms. Aiello said we typically approve the contractor and not the legal document. Alderman Feldman asked for clarification. Ms. Aiello said that you don't get the actual contract in these cases. Aldermen Moran and Newman discussed various Interpretations of this issue, including contractors used for the Police and Fire stations. Alderman Rainey moved that the Committee recommend to the Council the Meyne Co. as general contractor for the levy Center new construction. Alderman Feldman seconded. Alderman Newman stated, for the record, that everyone who worked on this, every step had been an outstandin-i process, that great work has been done for each part of the selection process and he thanked statt rer the hard work and • supported the motion. Upon voting, motion passed with Alderman Moran voting nay. 3) Reauest for Financial Assistance for Chef's Station - Alderman Moran moved to r,commend finarxcial assistance to Lhet's Station to the Lity Louncil. Alderman Feldman seconded, Dts:ussiun: Aldecrsan Newman had no problem with any part of this except the $31 000 subsidy during the period the restautrant Is to be closed due to sewer construction on Maple Ave. He f+ It we had to have a pQlt y on this issue. He noted two businesses on Noyes moved and another had been severely impacted. He %%�ould like to see a policy for subsidies if we are to do it. He noted v.e have already approved $50,000. he had no prcbllem approving $43,000 which is within the $50,000. He said the businesses on Noyes should be able to have a subsidy as well, since a couple had to move for several months. He appreciated Mr, Mills' problem; he Pointed out that everyone had known about this construction, and the difference between this and Dare's alfan Kitchen is that Dave's had to be removed. He noted if we had a policy he would incite the businesses an Noyes that were hurt by the sewer project to apply for funds. He said that without a policy one can't really do this, and recommended defeating the motion to support the entire amount and substitute one to have a policy regarding the $43,000. Alderman Rainey agreed In substance but noted this is the first entity that actually had to close. Alderman Newman had been by the site a number of times. He said the problem was if there was a Maple SL entrance. He described how entrance to the restaurant could be gained. He agreed it was not as desirable, but thought our intention was to make that work. On Noyes, with all the equipment at the site, he said we were virtually closing down businesses. Alderman Feldman understood there will be times this restaurant will be completely inaccessible. As. Aiello said the 531,000 represents the period of time about 8 we6-s, at the first of the year the City wiil close Maple because of sewer construction. She noted we are working with the sewer contractor to delay this until afte- the holiday, but there will be this period of time. Alderman Newman asked if we are making a policy statement that we are only granting assistance when we completely close down a business due to construction? If we are not going to have that policy statement, he will move to hold this item over in the Council. A: Berman Rainey thought the policy statement is another issue that also should be made and felt Economic Development should make it. She recommended this request be amended to divide the $43,000 and the 531,000 amounts and the $31,000 should be specified as up to that amount", and that there should be discretion by staf{to approve payouts. Alderman Moran said that during the clearing of the site and relocation of two businesses there, without any policy articulated by the City, Dave's Italian Kitchen received over $500,000 for relocation, and there was a grant of forgiveness of rent owed the City of $42,000. The rationale was that business during the summer months was down 15% and Dave blamed the construction activities in the area. He noted restaurant business in the summer typically goes dawn, and the disruption to Dave's would be miniscule compared to Chef's Station. He thought it was clear that it was not necessary to grant $42 000 to Dave's, felt this was a lack of evenhandedness and a general lack of policies In such issues. He said the situation here is unique and is no comparison to Noyes St. He recommended granting assistance to Chef's Station. Alderman Newman termed the statements made here to be misleading an the relocation of Dave's. He said we had a relocation policy in place. He felt Alderman Moran had misled on the issue of a relocation policy. On evenhandedness, he noted Dave's pre-existed the TIF district. We told Dave we would acquire the property and make him move. If unable to acquire, we would not have been able to break ground on the multi -million dollar McDougall project. The difference, he continued, with this project is that this business leased the property that we do not own and are not relocating, and that this business, despite knowing of our plans about the Research Park, decided to rent from the Metra Station for 5300/month. He said Dave's was not forced out by the Cityy of Evanston. We never asked this business to relocate there. He was supporting the 543,000. With Rave's we were trying to create a situation where he did not exercise his 7- ear lease. We are not relocating Chef's Station, we do not own the property. The idea that we are not being evenhanded is inaccurate. He said he would like to have the businesses on Noyes be able to apply. If you want to put it out to everyone, he said then you will have a policy. With Dave's, we did not take the money out of a fund: we did not collect as landlords. Alderman Feldman said he supported the additional support because the City is closing Chef's Station by construction projects we have created or supported. He knew there were policy issues; he cited a business on Main St. that went out of business because of the sewer work. He felt creating a policy was imperative and that It was a serious issue. Alderman Newman proposed an amendment: that up to $31,000 be authorized based on the number of days the business is closed, but he wished to amend the subsidy portion to include the fact that all three sides of the business will be totally closed down in part because of our construction work. This, he said, will set this situation apart from other potential applicants. Upon voting on the motion with the amendment, motion passed unanimously. 4) Resolution 104-R-00 -- Easement for NICOR Gas at the Maple Avenue Garage Site - Alderman Rainey moved to recommend approval of this agreement for NILUK's gas line. Alderman Moran seconded. Motion was unanimously approved. There being no further business, the Committee adjourned at 7:24 p.m. Respectfully submitted; Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED Members Present: Members Absent: Staff Present: DRAFT - NOT APPROVED MINUTES ADMINISTRATION Fc PUBLIC WORKS COMMITTEE Meeting of November 13, 2000 Aldermen Drummer, Feldman, Moran and Rainey None Judith Aiello Maureen Barry, Kathleen Brenniman Pat Casey. Doug Gaynor Alex Granchalek §arn Hunter, David Jennings, Darlene Ries, Max Rubin, Susan Lib—W. Bill StafforU, Chad Walton, John Wilkinson, Judith Witt, Barbara Zdanowicz Others Present: David Grumman, Rod Radnovich Ankur Bahl, Anne Trivett, Bill O'Brian, Joseph Grillo, Roseanne Parone, Bob Sefd'enberg, Lois Roewade Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran, Committee Chair, called the meeting to order at 7:14 p.m. APPROVAL OF MINUTES By consent, the Committee unanimously approved the Al3PW Minutes of the Regular Meeting of October 23, 2000 and the Special Meeting of November 6, 2000. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following eleven items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 10/26/00 in the amount of 51,/14,63 .z4 and the Payroll through 11/9/00 of $1,793,061.13. • (A2) Citv f a51 vanst�o? 1Bii is - Consideration of the City of Evanston Bills through 11/14/00 in the amouri(A3.1) Bid for Emergencv Generator at Fire Station #2 - Consideration of the lowest responsive and responsible bid of J. W. vbnen Llectric Lorp, to furnish and install this generator at a cost of $33,512. (A3.2) Bid for Mobile Trailer -Mounted Generator - Consideration of the lowest responsive and responsible bid of Groban Supply for this generator for use by miscellaneous City Departments at a cost of $20,223. (A3.3) Approval of Proposal for 911 Mainframe Server - Consideration of a proposal of Comtech Group to furnish and install this server for the Police Dept. at a cost of $64,303. (A4.1) Approval of Chanqe Order #4 for Maple Ave. Garage Project - Consideration of this change order for W. L. u'Neii Lonstruction Lo. for the uarage Nroject, increasing the contract amount from $20,049,91g to $20,209,636. (AS) Auditing Services Renewal - Consideration of a recommendation for a four-year renewal of fire current auditing services contract with Miller Cooper li Co., the City's current auditor. (A6) Special Event - First Night Evanston - Consideration of a request for street closures and other events for the annual l irst Night celebration on December 31, 2000. (A9) Resolution 105-R-00 - Easement Agreement with. ComEd (Church St. Plaza) - Consideration of this Kesolution, authorizing an easement agreement with Lomtd for a teed to the Maple Ave. Garage. (Alderman Moran explained Items Al and Al had been removed from the agenda prior to this meeting.) [A1 Z) Resolution 108-R-00 - License Agreement TR Chicago Avenue Partners - Consideration of thisResolution authorizing the Lity Manager to sign a icense agreement with I R Chicago Ave. Partners for subsurface sheeting on Chicago Avenue. i (A14) Ordinance 122-0-00 - Chan$Inq the Hours of -Retail Sale for Alcoholic Liquor - Mr. Casey explained that tors urdinance, for introduction, would change the hours of retail sale of alcoholic liquor on Memorial Day, Christmas Eve. Labor Day, New Year's Eve, July Fourth, day prior to Thanksgiving and Thanksgiving. He said the Ordinance came about because Christmas and taw Year's this year fell on Sunday, which prevented stores from selling until a later time. Offer holidays were added to these two because the same issue comes up for those holidays when &,*y fall on Sundays. Alderman Drummer moved to recommend approval of the above items on the Consent Agenda; Alderr.-ain Feldman seconded the motion which was unanimously approved. • ITEMS FOR CONSIDERATION (A7) Traffic Calming Plan - Wesley and Ashland between Emerson and Church - Alderman Drummer asked that this item be held in Committee once more pending some discussion with Alderman Kent. (AB) 2001 Motor Fuel Tax Program - Mr. Jennings recommended that this item be approved as a prelimimairy plan. He explained that the Council does not actually approve the final information until January, and substitution of some streets or additions to the plan may be made. This item may come back with a revised list in late November or December. Alderman Drummer moved to recommend approval; Alderman Feidr-inri seconded; motion was unanimously in favor. JAI 3) Ordinance i21-0-00 - Boot License Regulations - Mr. hill was called into the meeting. While awaiting Is appearance, the Communications were reviewed. COMMUNICATIONS Update on Police Officer Hiring - The Committee commented on the wonderful news contained in the L est memorandum (all existing vacancies filled, three candidates ready to fill future vacancies, several officers in the Academy and Field Training program). September and October Cable Reports - Mr. Rubin said there are still the same number of people signed Alderman reiaman noted that (here would be more if there is a significant number of options. W. RLbin called attention to the Performance Report from ECMC in October s report. Fire Department Monthly Report - was accepted by the Committee. Howard St. Streetscdpe - Alderman Rainey reported a development: the City of Chicago thinks that it may have made a mistake, and that it doesn't have to move the water main. She noted, however, that next week they could change their mind again. This has some implications as to when they will get the project moving: If the water main isn't moved, March Is the target; if they do, May Is the month. Enerqv Commission Membership Update - Mr. Grumman, interim Chair of the Energy Commission, reported • on membership: we're down live voting members; two applications have come In and at least two to [twee will come in shortly. It's hoped to build up membership so when we meet there will be a quorum. Concerning the Item for Discussion, the Technical Review Committee Report: the Commission met Fridayy and discussed the previous Technical Review Committee's meeting with ComEd. There were 8 or 9 outstanding items ComEd was to get bagk to them on, but so far onlysome have been addressed. It was felt best to delay the Report until the 27 . Mr. Leppke and Mr. Wolson will be present. Alderman Moran thanked Mr. Grumman for taking ever the chairmanship; Alderman Rainey thanked the Commission for their work and for recruitment efforts. She noted very interesting candidates on tonight's Council agenda. She asked Lhat the Report of the Technical Review Committee be sent on the Thursday before the meetirs� on the 27 Discussion ensued about the informative material which had been supplied by Mr. Nesvig, and his dedication to Energy Commission issues. Cook County Truth in Taxation Hearing Schedule - Alderman Drummer pointed out that the Committee must approve the uecember 4 date for the hearing. He moved to have the hearing on the fourth; Alderman Feldman seconded; motion carried. Mr. Stafford suggested that the same thing be done for the meeting for Township Trustees on December 5. Alderman Drummer will ask the Human Services Committee members to make that motion. ITEMS FOR CONSIDERATION, CONTINUED (A13) Ordinance 121-0.00 - Boot License Regulations, Continued - Alderman Feldman referred to correspondence received in the past few weeks from a citizen making some allegations about statements of the Guardian people with respect to their relationship with Chicago and the extend to which Chicago has approved modified or entered Into an agreement with this company, He asked if staff has attempted to validate these things. Alderman Feldman felt this goes to the heart of any business agreement: whe&,er or not we expect to do business with people we can trust, who w111 follow provisions of any agreements, without the kind of enforcement that he said would weary all of us. He did not want to get Into a siti:ation where we were doing nothing but solving problems. He understood this was not an easy issue to deal with and required cooperation between the citizens, the City and Guardian. He termed that relationship vital. Mr. Hill noted Attorney Strange wrote to the aldermen stating Chicago was not implementing a pilot program. Mr. Hill said he had not verified that yet; that Mr. Strange wrote representing an individual who had a matter pending in court. Alderman Moran called on Mr. Radjenovich, the attorney who wrote the letter. Mr. Radjenovich said there is a case pending in Cock County. He had talked to Mr. Janega, ene of the two Chicago attorneys who are aware of the private booting issue. He was informed there is no pilot �rograrn with Chicago; no pending Ordinance no move to even allow this. He noted the Evanston Raund able article interviewed a spokesman from Chicago: the article said Guardian has also met resistance in Chicago where it claimed a pilot program was set up. Jenny Hoyle, spokesman for the legal department of the City of Chicago said Chicago has been trying to get rid of Guardian ever since they started in the late 90's.. Chicago has currently banned private booting. It took them this long to put a stop to it, Ms. How* was quoted, noting Guardian never received a business license from Chicago, there was no City -sanctioned pilot program, and booting was unpopular with consumers, with potential for dispute not only &Je to Immobilization. but also because of the cash -only demand. She Is quoted as saying booting began to be a drain on police resources. Alderman Moran noted Evanston's proposal did not include the castronly provision. Ms. Radjenovich said he believed this Ordinance would circumvent the legislative scher,+e. It would be unconstitutional. He did not know how public safety, morals or health would be at issue here. He said this is a private lot and a private company, having nothing to do with governance of the City. Alderman Rainey said that she has been opposed to this issue since day one: there's no piece she supports. More Interesting to her that the constitutional issue is the way certain members of the Council em raced this firm, noting a desire to protect and defend people who she felt were unscrupu'ous. She felt we have been operating under real misconceptions and misted by this firm if there is a modicum of truth tr7 this letter and the articles in the Round Table. She had not received a tot of letters from businesses or people In support of booting, except for a few that were all typed in an italic script simil: r to the font u;&d by Guardian. She advocated moving on and defeating this measure, and letting Guardian move out of Evar--ton, she did not believe they belong here, that people in Evanston do not need to be booted. She tetmea booting a solution to nothing. If crime has improved since Guardian has been on Burger King's lot, she suggested Burger King (BK) hire a security guard. Alderman Moran asked Mr. Hill about what seems to be a challenge being presented tonight about Home Rule powers to adopt a regulatory crdinance. Mr. Hit) said the City generally utilizes Home Rule In matters pertaining to its business and affairs; we would argue that regulating even private property within the City is a matter of local concern. As to the issue concerning the motor vehicle code, he said Legal would like to take a second look at this, The implication of the WwIng statute is something we should took at again; he would like the two weeks to do so. He said the issue was on the agenda tonight because at the last Council meeting there was direction to draft an ordinance incorporating the suggestions of Guardian, to operate in the Central Business District for a specific period of time. The purpose tonight was to flesh the ordinance out and make amendments; tt did not need action tonight. Alderman Rafney had asked for information on personnel and costs of overseeing and enforcement by the City. She needed that material, noting if you regulate something you must enforce it. Mr. Hill will provide this. Alderman Feldman asked that the City of Evanston formally contact the City cf Chicago and explain where they are; indicate the kind of relationship and proposed pilot ordinance they have and ask for an official response so he did not have to depend on the Round Table and a citizen's protestations. Mr. Hill agreed to do so. Alderman Drummer asked if correspondence from other parts of the country could be reviewed. Mr. Hill said we did research New York City, which has authority to do this. Mr. Hill will check further. Alderman Drummer offered suggestions to the draft ordinance. On page b, '`7 regarding the time period permitted, he asked if the time period was to be consistent from lot to lot. N.r. Hill did not know; the Ordinance as proposed had a minimum 10-minute grace period. It could be made longer. The Alderman referred to Page 7, item D, stating a booted vehicle will be subject to tow over 2 hours into the process. Mr. Hill explained that was a function of the operator not being present on the property, for Instance if the operation closes at 7:00 and the person comes back at 10:01T Discussion ensued about both towing and booting occurring in such Instances. Mr. Hill noted this section could be written differently, to reference that towing would be done after closing the boot operation, or that it be required to be a 24-hour operation. Alderman Drummer believed someone should be available 24 hours a day, at the minimum you should have a day, like the City provides, before towing. He noted there are key things to be concerned about in the Ordinance. He said the 10-minute grace period should be longer, referred to section 9-5-29-9 concerning the "Time of First Sighting Log" which Mr. Hill noted was a concept from Guardian. Alderman Drummer was concerned that if a customer first went to BK and made a purchase, then decided to walk somewhere else, how that would be covered. Mr. HIII referred the question to Guardian. Mr. Grillo said if someone patronizes the establishment they have enough grace to do what they need, but said that's up to the rr+mer. Alderman Feldman differentiated between going to BK, buying a meal and eating it there for an hour and a half, vs. buying a meal in five minutes and taking it to a park. He noted it's the same meal, same price, but the latter situation could be bootable. Mr. Grillo and his partner explained that's the privilege of on -site surveillance, the booting company sees what the people do, and is the difference between towing and booting companies. Alderman Feldman doubted an operator could site everyone visually. Mr. Grillo said that's the only way we boot. He said we are trying to take care of people who patronize the lot without patronizing the business. He noted the reason for the two-hour time limit is sometimes the car Is stolen or abandoned or broken down and must be towed. Alderman Feldman still had concern about the attendant's ability to make those judgements that had been discussed. They had discussed different scenarios, Including if someone patronizes a store; or if he patronizes and goes to the park to eat what he bought, or patronizes the store and goes to another one within the grace period: he said it was a daunting experience for an attendant to make these Solomon -like decisions. He gave another illustration Guardian might have to decide: someone called friends to meet and eat at BK, but says he'll be late and will just ark in the lot while the order his lunch. The gguy parks and meets his friends in the park, comes back andfindshis car booted. Alderman Drummer asked If a car pulling into a lot could be given a ticket. Mr. Grillo said that was the receipt they are given in BK, with a time on it. He said it was the same with towing, and an owner's right to say if someone should be allowed to go shopping for half an hour. Alderman Drummer had heard it said if a person went to BK and decides to go somewhere else he will receive a grace period. He was trying to get to how this will work. Mr. Grillo said everyone is issued a receipt with the time on it. Alderman Drummer asked if the receipt from BK must be • shown to Guardian. He was answered if they patronize the establishment. He noted people may not keep the receipt to show, as top not pay attention to receipts. Alderman Feldman asked how long it takes to boot a car; he was told 2 - 3 minutes. He assumed it cannot be done standing up, and this was confirmed. He noted citizens would be coming in and out of the lot during those moments. He could not see how someone could monitor a busy place like 8K with IS people coming in and out. Mr. GHllo said there are 2 - 3 Guardian people on a lot. Alderman Feldman said until this, there hasn't been a Vrass roots movement 9 In Evanston for booting cars. There is not an overwhelming demand for it; he has gotten only 3 letters from major retailers. If he believes this is the best thing for Evanston, then he will support it. if he be i*%-es it Is not he does not want citizens calling him and the City's resources tied up. It convinced it wilt work beautifully and that we can trust these people, he will support it. Mr. Grillo pointed out that is w y this is a pilot program, an experiment. His partnec said it was just a new concept that we felt is a softer, more effective approach than towing. Alderman Feldman asked wh.aa the largest parking ticket amount is. He was answered that handicapped tickets are $150. next to th4a are street sweeping tickets at $25. Alderman Feldman suggested dropping the S90 unbooting fee. Mr. Grillo said the private business doesn't have the luxury the City has to afford that spot. He said the City is not losing money on the spot, especially if there's no meter there. He claimed re street sweeping tickets. that the ticketed person never learns and does it over and over again. He said that's hc,-- the City survives. He noted the booting fee must be exorbitant so the customers don't do it again. He sale he's never boated the same person twice. Alderman Feldman said the analogy was incorrect: the City does not survive an these fees. We have parking fines because there is a significant interest peo le in observing these rules for issues like street sweeping and traffic flow - it is not just to make money. He hears from his constituents when a car is parked and leaves or snow can't be picked up, He thinks there are serious unanswered questions that must be pondered. He locks upon these people as having to perform a service hat many of us coin do, sorting out and weighing a myriad of circumstances in each case. Alderman Moran said in any regulatory scheme there Is an element of judgement that comes into play. Alderman Feldman pointed out if the City makes a mistake we are responsible for it. He describx a problem that had been solved immediately for an old woman by a policeman during a tow situation, that we would abdicate with booting. He knew people who had been towed more than once; it towing is more Draconian than booting, why do they forget and get towed again? It was hard for him to accept that if it happens once the person booted won't do it again. Alderman Ramey asked if the person who wrote the Round Table article got false information from Chicago. Mr. Grillo said yes noting the paper had talked to someone other than John Frichy who is writing the ordinance for Chicago. ke noted a documented Chicago agenda they presented In May showing the Guardian ordinance. He said it was amended and turned into a pilot program. It's not operating as yet; It is being held up until Chicago's budget is done. Alderman Rainey wanted to clarify if there is a pilot program in the City of Chicago now. She was told not yet- She noted the booting companyy could ggo to another city and say that Evanston is piannin3 a pilot program which would not be true; given Mr. Grillo's explanation about what's happening in the City of Chicago he could also say that to other communities. Mr. Grillo said he would say Evanston is considering it. He noted five other states have regulated the booting business. Alderman Rainey asked if they could boot a properly licensed handicapped vehicle in a handicapped space. Mr. Hill said they could do so, as the proposed Ordinance is now written. Alderman Rainey asked If the City could give a properly licensed handicapped vehicle a ticket in a handicapped space. Mr. Jennings said no. Mr. Hill believed State statute exem is • handicapped parking from the timed meter restrictions; there may be others like hydrant parking Mr. Ruin said that if such a car had 10 unpaid fire hydrant tickets, and it was legally parked, he believed it could be booted. Discussion continued: W. Hill will look into restrictions on handicapped spaces on private property. Alderman Moran stated this item will be held in Committee pending further information from Mr. Hill. Alderman Rainey asked that the Committee consider taking it to the Council to get a broader perspective. Alderman Moran felt it necessary to get input from Mr. Hilt and some factual investigations. He wished to have whatever package we'll get be a comprehensive one so when it goes to Council a full discussion can be held. He reiterated that the item will be held until the next meeting and receipt of Mr. Hill's answers to numerous questions. There being no further business Alderman Feldman moved to adjourn; Alderman Drummer seconded; and the Committee adjourned at 00 p.m. Respectfully submitted, Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED 0 DRAFT — NOT APPRO`iED • MINUTES ADMINISTRATION Et PUBLIC WORKS COMMITTEE Special Meeting of November 6, 2000 Members Present: Aldermen Feldman, Moran and Rainey Members Absent: Alderman Drummer Staff Present: J. Aiello, M. Barry. K. Brenniman, O.Ga nor, D. Nilges. M. Rubin, C. Walton Others Present: Bob Seldenberg, Peter Mills, Carol Ross -Barney, Allen Kirkpatrick, Paul Hellermann Presiding: Alderman Gene Feldman SUMMARY OF ACTION The Chair, Alderman Gene Feldman, called the meeting to order at 6:12 p.m.. thanked those present for attending and declared a quorum. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA 2) Approval of contract with Mevne Company for eeneral contracting/construction manaeement services for, the new Senior (.enter. for a not -to exceed amount Qr �531,01Jd - Mr. (ray�nor explained the recommerdation for general contractoriconstruc(ion manager for tfie tenter to De built in James Park, and said representatives from Ross -Barney and Jankowski would give a presentation on where we are, and the general contractor/construction management firm would answer any questions. This firm is being recommended after a very comprehensive process. Carol Ross -Barney, President and Principal Designer, displayed the latest drawings for the center and said that working drawings had been completed. Conceptually the job had not changed much; basically some value -based adjustments had been done. Samples cf construction materials were examined. These had been selected with the seniors who helped decide the final palette, and were durable and long-lasting. Alderman Feldman invited the Committee to view the drawings and materials, which it did. Fallowing that, Ms. Ross -Barney asked the Committee to consider the recommendation for general contractor. To Aldermen Feldman's gt:estion, she explained the interview team had solicited qualifications, advertised and in -sited contractors to participate, looking for a fair price and high quality contractor. The team selected Meyne Company. Ross -Barney was especially pleased because the company has worked three jobs for them, all successfully completed, one with a very short timeframe. She explained that soil remedfation was necessary, and dynami[ compaction was the technique recommended by the soil engineer, which Meyne has experience managing. The President of Meyne, Paul Hellermann, was introduced. Alderman Feldman asked the benefit of letting a contract to a project manager. Ms. Ross-Liarney recommended this process, and Purchasing concurred, because it will give the best quality and value for the dollar. Before we sign off there will be a guaranteed maximum price, she said. In addition, there is a tight timeframe due to the temporary nature of the interim site and this contractor could keep the project on schedule. Alderman Feldman noted there were other projects that had to do with the new library, rising a construction manager very successfully in saving the City money and producing the kind of building desired. He noted especially the economies provided with the close scrutiny given to the contracts and contractors. Alderman Rainey asked if it was appropriate for the candidate to speak before being selected. She noted the need to discuss and vote on this item. She asked about the criteria of someone having a familiarity with senior facilities, and why the work they had done on the Presbyterian Home had not been mentioned. Ms. Ross -Barney said she had wanted to stress their own company's familiarity and history with Meyne; she noted Ross -Barney had one member on the Committee that chase Meyne. Mr. Hellermann offered to answer any questions about the Presbyterian Home. Alderman Rainey had concerns about dynamic compaction which she had not heard was required until this packet. She asked the extent of compaction required, and noted Meyne would have to notify the neighbors and have neighborhood meetings to give details. Ms. Ross -Barney noted dynamic compaction was a bonus for the City; at first caissons were thought to be necessary. Basically, the soil is not strong enough to hold the building, and you try to develop adequate bearings for the building. It was first thought a very expensive method would be required; however, the soils engineer pointed out the,this alternative method (compaction) would work. She agreed the neighbors must be informed. To Alderman Rainey's question Ms. oss-Barney said compaction was estimated to be done for 21 days. Mr. Gaynor pointed out the possibility of using two cranes that would da the work twice as fast. He also discussed videotaping In addition to flyers and neighborhood meetings. Mr. Rubin said that in similar work in the past we had videotaped the surrounding buildings. He described the library construction, in which work an sheet piling went on over a month, in addition to 90 caissons. Alderman Rainey asked how long Noyes Court which had used dynamic compaction, took. Ms. Aiello offered to get the information from the files, noting that Noyes Court had been the last major project and that the railroads had used it as well. Alderman Moran asked the budget for compaction. Ms. Aiello explained they did not have the budget with them tonight. Asked if there is a budget for the project, she said yes, roughly 6 million for the senior center. Alderman Moran asked if there is a compaction component. Ms. Aiello was sure there was, but said part of what we will be doing is getting 2 - 3 bids to get a good, competitive price. Ms. Ross -Barney noted when work was to be done using caissons, we had 52 caissons at $10,000 each. Dynamic compaction is approximately $1.50-$2.00 per sq. GG foot for 24,000 square feet. Alderman Moran clarified this would total between $36,000 and $54,000. The caissons would have been about $500 000. Alderman Feldman noted, in rough numbers, dynamic compaction would save approximately $450,660. Alderman Moran asked what determines the use of caissons or compaction. Ms. Ross -Barney said it was an empirical test, where the soil is tested as to the strength achieved by compaction. Allen Kirkpatrick explained the issue really Is since the project is on an old dump the bearing capacity gets less and less as you go down more. We are compacting approximately 50 Feet into one generic bearing capacity, which will be like one big footing. M. Alderman oran asked if caissons are not an option at the site. This was confirmed, because the soil is unconsolidated. Mr. Gaynor said it was an option, but would cost a great deal more because we would have to go way below 50 feet to find stability, which is more money the lower you ggo. With d gamic compaction we will be able to reach the stabilitywe need. Alderman Moran asked if the 5400,000 figure used is based on 50 feet. Ms. Ross -Barney said yes, but we should ha -re been deeper. To another question, Mr. Kirkpatrick said we went down 70-75 feet, and the bearing capacity was still poor. To a further question, Ms. Ross -Barney explained it is necessary to notify people in the neighborhood because they actually drop weights on the soil. Mr. Gaynor said it's and issue of both L`e sound and the distribution of the vibration on impact. It could have an Impact on the surrounding area such as cracks in walls, which is why we would look at videotaping as a photo benchmark. Alderman Moran asked if there was a budget item for potential damage to people's property. Ms. Ross - Barney said there was a contingency budget, but not a line item for this. Alderman Moran commented that he had no wav to understand if it was sufficient or not. He asked if the site had been moved from Oakton to Dodge because of soil quality. Ms. Ross -Barney said it was one reason, this soil quality being somewhat better but still not good. Ms. Aiello added there were a couple of reasons for the site move: the Oakton site had the recycling center, and the community gardens to be relocated, and the dog pound. it was felt Dodge gave the seniors a sense of place, provided better parking, and gave a much better opportunity to provide seniors with their own space. Alderman Feldman understood that at certain hours weights would be dropped on the soil. He asked how often; it was estimated every 4 - 5 minutes. He was concerned about possible vibrations and asked for examples of Ross-Barney's experience with dynamic compaction and the effect on homes or structures. Ms. Ross -Barney said her firm's experience was one of no complications. She said the number of times they have used it is limited, but this is a common construction technique. Ms. Aiello called attention to two pictures provided that showed dynamic compaction sites that were very close to houses, unlike the Evanston site. She said if we can move forward, we would do the compaction during the time school is out in December; we would not do it on Saturdays because of services across the street. Alderman Rainey said that, given the technology and efforts to be made as to monitoring and notification, and being open to calls regarding suspected damage, acknowledging that some damage may only be perceived, her concern was high decibel levels. She was glad to hear work was to be done when school was out. She wanted to make certain hours for the work would be set that were respectful, and recommended between the hours of 9:00 and 3:00 or 4:00. She noted the chronic, ongoing irritation of loud decibel levels. Alderman Moran asked about the 21-day estimate. Ms. Ross -Barney thought it was based on one crew working 8 hours/day. Alderman Moran said that in the recommendation for the eneral contractor experience using dynamic compaction was pointed out. He could not determine ifgthe other 6 final companies, or the four final finalists, were consulted on this issue exphasizing experience, and if they recommended it. Ms. Ross -Barney said the recommendation is coming from her company, based on their soil consultants. Mr. Walton spoke of the five finalists who were asked for their proposed approach. The Meyne Co. was far above any other response received. They also brought along their project manager, noting he would be very accessible to the community; they had the most well-rounded approach to the process of all the responses. Alderman Moran said the above things were positive; his concerns were cost and stability to the building. Was there any difference in how the others approached the work. Ms. Ross -Barney said her company also specified that this would be the method used; the end point was determined by testing the sails. When they reach that point they are through with the dynamic compaction. Mr. Walton said we asked every contractor what his approach would be. Mr. Gaynor said the interviews shamed some of the contractors had no or little experience with the method. Alderman Moran said in other cases when staff gives the firms' ranking staff usually provides the point breakdowns. He did not have that information. As. Aiello said staff did so for the top three. Alderman Moran said this was only for the final point ranking, not the point award for each participant. Mr. Walton said this process was used in the pass; this time we used key representatives from various departments; we did not use a hard chart to evaluate; we went into the process with an open mind, reviewing each of the proposals. He said we went into the interview process with a set of concerns the contractors were asked to address. in addition, the construction manager was to come back to us and tell us why they should be selected. Based on all that Information, staffhad recommended Meyne Co. Alderman Newman pointed out that the Human Services Committee was scheduled to begin at 7.00 p.m. (it was 6:58 p.m.) and that Council must meet first. Alderman Rainey made it clear she accepts the recommendation of Ross -Barney. She noted it will be inconvenient for 21 days, but in the long haul was not the worst thing, given the product that will be produced. She wanted someone overseeing it who had experience and wished the contractor to understand that the neighbors come first and responsiveness was necessary, beginning with a detailed neighborhood meeting. Ms. Aiello said part of their interview process was bringing in the site superintendent, evaluating the individual to be on site each day. the team felt the Meyne superintendent would be most sensitive to the neighborhood. Alderman Moran asked if we received a legal opinion about using funds from the downtown Ii TIF, Ms. Aiello explained it was part of the relocation of the senior center. Alderman Moran asked if we had a copy of the contract that we are approving with this company. Ms. Aiello said we issued a copy of a standard contract- what we have done recently is get a legal firm that deals with construction, provide us with a good set of legal documents.We presented that as part of the RFQ. The Meyne Co. had the least number of issues with the contract, which staff felt was protective of the City. Alderman Moran asked how we can approve this without a contract. Ms. Aiello said we typically approve the contractor and not the legal document. Alderman Feldman asked for clarification. Ms. Aiello said that you don't get the actual contract in these cases. Aldermen Moran and Newman discussed various interpretations of this issue, including contractors used for the Police and Fire stations. Alderman Rainey moved that the Committee recommend to the Council the Meyne Co, as general contractor for the levy Center new construction. Alderman Feldman seconded. Alderman Newman stated, for the record, that everyone who worked on this, every rep had been an outstanding process, that great work has been done for each part of the selection process and he thanked staff for the hard work and supported the motion. Upon voting, motion passed with A.3derman Moran voting nay. 3) Reauest for Financial Assistance for Chef's Station - Alderman Moran moved to recommend finaandal assistance to Lhef's Station to the Uty council. Alderman Feldman seconded. Discussion: Alderman Newman had no problem with any part of this except the 531 000 subsidy during the period the restaurant Is to be closed due to sewer construction on Maple Ave. He t'elt we had to have a policy on this issUc. He noted two businesses on Noyes moved and another had been severely impacted. He would like to see a policy for subsidies if we are to do it. He noted we have already approved $50,000; he had no pr,�Iblem approving $43,000 which is within the $50,000. He said the businesses on Noyes should be able to have a subsidy as well, since a couple had to move for several nonths. He appreciated Mr. Mills' problem- he Ptainted out that everyone had known about this construct:on, and the difference between this and Gnve's aIlan Kitchen is that Dave's had to be removed. He noted rl we had a policy he would invite the businesses on Noyes that were hurt by the sewer project to apply for funds. He said that without a policy one can't really do this, and recommended defeating the motion to support the entire amount and substitute cane to have a policy regarding the $43,000. Alderman Rainey agreed in substance but noted this is the first entity that actual)yy had to close. Al�nan Newman had been by the site a number of times. He said the problem was if there was a Marie St. entrance. He described how entrance to the restaurant could be gained. He agreed it was not as des&able, but thought our intention was to make that work. On Noyes, with all the equipment at the site, he said we were virtually closing down businesses. Alderman Feldman understood there will be times this restaurant will be completely inaccessible. Ms. Aiello said the $31,00D represents theperiod of time about 8 weeks, at the first of the year the City will close Maple because of sewer construction. She noted we are working with the sewer contractor to delay this until after the holiday, but there will be this period of time. Alderman Newman asked if we are making a policy statement that we are only granting assistance when we completely close down a business due to construction? If -we are not going to have that policy statement, he will move to hold this item over in the Council. Alderman Rainey thought the policy statement Is arxother Issue that also should be made and felt Economic Develcoment should make it. She recommended this request be amended to divide t�a $43,000 and the $31,003 amounts and the 531,000 should be specified as 'up to that amount", and that there should be discretion by staf{ to approve payouts. Alderman Moran said that during the clearing of the site &-)d relocation of two businesses there, without any policy articulated by the City, Dave's Italian Kitchen received over $500,000 for relocation, and there was a grant of forgiveness of rent owed the City of $42,000. The rationale was that business during the 40 summer months was down 15% and Dave blamed the construction activities in the area. He noted restaurant business in the summer typically goes down, and the disruption to Dave's would be miniscule compared to Chef's Station. He thought it was clear that i; was not necessary to grant $42 000 to Dave's, felt this was a lack of evenhandedness and a general lack of policies in such issues. He sa{d the situation here Is unique and Is no comparison to Noyes St. He recarnmended granting assistance to Chef's Station. Alderman Newman termed the statements made here to be misleading on the relocation of Dave's. He said we had a relocation policy in place. He felt Alderman Moran had misled on the issue of a relocation policy. On evenhandedness, he noted Dave's pre-existed the TIF district. We told Dave we would acquire the property and make him move. If unable to acquire, we world not have been able to break ground on the multi -million dollar McDougall project. The difference, he continued, with this project Is that this business leased the property that we do not own and are not relocating, and that this business, despite knowing of our plans about the Research Park, decided to rent from tl-•e Metra Station for $300/month. He said Dave's was not forced out by the City of Evanston. We never r_sked this business to relocate there. He was supporting the $43,000. With Dave's we were trying to create a situation where he did not exercise his T- year lease. We are not relocating Chef's Station we do rot own the property. The idea that we are not being evenhanded is inaccurate. He said he would like to have the businesses on Noyes be able to apply. If you want to put it out to everyone, he said then you wilt have a policy. With Dave's, we did not take the money out of a fund: we did not collect as landlords. Alderman Feldman said he supported the additional support because the City is closing Chef's Station by construction projects we have created or supported. He k:vw there were policy issues; he cited a business on Main St. that went out of business because of the sewer work. He felt creating a policy was imperative and that it was a serious issue. Alderman Newman proposed an amendment: that up to $31,000 be authorized based on the number of days the business is closed, but he wished to amend the subsidy portion to include the fact that all three sides of the business w,.! be totally closed down in part because of our construction work. This, he said, will set this situation apart from other potential applicants. Upon voting on the motion with the amendment, motion passed unam.nously. 4) Resolution 104-R-00 -- Easement for NICOR Gas at the Maple Avenue Garage Site - Alderman Rainey moved to recommend approval of this agreement for Ni(_Q­cs gas line. Aloerman Moran seconded. Motion was unanimously approved. There being no further business, the Committee adjourned at 7:24 p.m. iRespectfully submitted, ` C _ � Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED x 0 • DRAFT - NOT APPROVED MINUTES ADMINISTRATION Et PUBLIC WORKS COMMITTEE Meeting of October 2.3, 2000 Members Present: Aldermen Drummer, Feldman, Mae -an and Rainey Members Absent: hone Staff Present: Judith Aiello, Maureen Barry, Kathleen Brenniman, Paul D'A ostino, Ze tee Edwards, Douglas Gaynor, Alex Granchalek Herbert Hill, Chief Hunter-,. David Jennings, Darlene Nilges, Cathy Radek, Max Aubin, Susan Sabir, Debbie Sleep, Bill Stafford, Chief Wilkinson, Barbara Zdanowicz Others Present: Bob Seidenberg, Karl Johnson, N. Joel Johnson, Jr., Ann Baker, Roseanne Parone, Joseph Grillo, Michael Denigris, Ravi Randhava, Charlotte Omohundro, Mary Morris, Mimi Peterson Presiding: Alderman Gene Feldman, Chair SUMMARY OF ACTION Alderman I-elaman, Lommittee Chair, called the meeting to order at 7:46 p.m. He apologized for the unacceptable delay, caused by a long Executive Session of the Council. APPROVAL OF MINUTES Alderman Rainey moved approval of the ABPW Minutes of October 10, 2000; Alderman Moran seconded; motion was unanimously approved. SPECIAL ORDER OF BUSINESS -- Discussion of Unauthorized immobilization Devices (Bootfngj Alderman Moran referred to a memo from Lorporation Lourtsei presenting several possime courses of action. They included possible continuation of the moratorium; making the moratorium permanent; giving Corporation Counsel direction to bring back an Ordinance regulating booting on private property if it should be permitted; looking at other forms of potential legislation. Consistent with what he has said, he felt it worthwhile to consider allowing it, but noted the importance of regulation in light of the concerns expressed and the need for a regulatory scheme to avoid abuses. He suggested a motion be made directing Corporation Counsel to take under consideration the various proposals for regulation of the industry and knft them together, along with the Council's concerns. Alderman Drummer seconded the motion for clarification. Was a permanent or trial Ordinance proposed? Alderman Moran felt either was acceptable. Alderman Rainey observed that there was a blank line In the Ordinance before the Council (117-0-00). A number could be placed in it to extend the sunset provision another 60 days or whatever was necessary. Adding 65 days was discussed- it would make it 200 days from the beginning of the clause and take us through December so that a decision would need to be made then, or perhaps extension of the sunset provision. Alderman Rainey recommended placing the phrase "in perpetuity" in the Ordinance. She felt it important to know what our process is for booting a private vehicle. Mr. Jennings explained the City booted after 5 unpaid parking tickets and the required 30-day notice was given. Alderman Rainey asked what a person did after beingbooted; was there a name to Cali on the boot notice placed on the car. When could the boot be taken off? Mr. Jennings said removal was generally the same day. There is a boot removal fee and payment is made of half the violation charges. He confirmed that the City gives a 30-day notice before we boot. Alderman Rainey described a scenario of someone else using an owner's assigned condo parking space. Did any City Department help to handle that? Mr. Jennings said Illinois Vehicle Commission (IVC) required posting on private property. That posting may direct them to cal either the police or the contracted towing company; he was not certain which. Alderman Drummer related an ioddent where someone parking in his space, he called the police and signed off on the police towing the car, for which the Alderman was not charged; the lot was clearly posted. Ms. Brenniman said that in cases of violations on private property the police have to be asked by the property owner to tow. Alderman Feldman observed this was not too different from the towing company that has an agreement with a business owner. Alderman Drummer still held his prevloun position on private booting; however, he said some alderr-,en are not opposed to seeing If it worked. Also, several citizens had indicated they'd rather have their car booted than towed. He was still concerned that citizens could get a bad deal; felt if there is an ordinance. it had to be very clear and specific and give attention to the rights of car owners. On a limited basis he would not be opposed to a trial period. It would give us some answers as to whether this is a process whose time has come. Several property owners had contacted him; he suggested a 6-month trial period in the dove-ntown area. He noted that now there is the option to having your car towed. He was willing to give boring a chance. is Alderman Rainey asked if we regulated booting of a private towing company on private property, would the City assume any responsibility if things went wrong on the part of the injured party. Mr. Hill said generally we will not have a greater liability, the Ordinance requires a bond and liability insurance; though Vsere is always a potential for liability, he did not feel it was significant of would be of concern. Alderman Feldman �I asked about towing regulations. Mr. tall did not believe so in part because N+ving maY :+o rued through the ICC which requires a liceme. Booting did not dove this Commerce regulatten. At Feldman asked if it precluded us from rakfn regulations. Mr. Hill said the Law Department determined the City could not reguiate towing, but =oul do so for booting, precisely because of the state, or federal licensing requirements. Alderman Rair,.ey hoped we will be able to sit in Committee and Fat , ursetves on e the back, since she Is hearing how peovte love to get booted rather than towed. Stw, belia %vi ' . e are adding a punitive act that could be damaging .a people, and predicted every complaint about K'v&l ig will come back to the Aldermen. She did not wart to take responsibility for that, and hoped some day %s understand why the Council devoted so much time and attention to this one tittle company and what she ;armed their malevolent project. She noted this was rnore time than spent on major projects to the C,�mrrwnity. Alderman Drummer did not think peogte loved to get booteo. out caueo it rile iea1eS U, ­.; VV111. „, uw. proposed six-month trial period, we will find out if there are complaints. If so, the company will be out. e noted change is always difficult. but +rised to be open-minded about it. He had been : mvinced by other Aldermen and citizens to take a closer look. He moved to extend the moratorium any incorporate the suggestions made by Alderman Moran. Alderman Feldman asked if a restriction of the tr-.al period to 6 months was included. This was confirmed; Alderman Moran asked how much time staff neeq!ke%1 to prepare this, since that would dictate the amount of time of the extension. Mr. Hill outlined factors to consider• felt a draft Ordinance could be considered at the next meeting or the one thereafter. He sari the Council will have important decisions to make, and suggested the sunset be 60 - 65 days for the draft to reach the Council, and have all the decisions made. Alderman Moran included in the motion an extensicn of 65 days. Alderman Feldman noted Alderman Drummer's desire to limit the area to the Central business District. A Council member had told him about a set. effect booting had on a troubled property, nat-.kg the drop In olfce calls with an operator on site, and said he will support a trial period. Alderman Dmnrimer made fe rerence to an earlier discussion of someone leaving a property to buy a can of peas, and t;etieved such people could not be penalized. Mr. Hill noted the proposed Ordinance has a first siting log with a ten- minute grace period. What that means is up to this Council, which will have to make certain policy decisions. There may be many other questions the Committee wilt wish to consider. Witt- respect to Ordinance 117-0.00, he suggested filling in the blank with 200 days, bringing us to the December meeting. Alderman Rainey asked who would be the ultimate authority in disputes over a ten or 20-minute-e rule. Mr. Hill said the initial determination would be by the booting operator; perhaps this would be a matter for Administrative Adjudication. For instance, he said if the police were monitoring the act they would issue the ticket to the boot operator, which would go to Adjudication. Alderman Rainey asked, tf the City is taking responsibility for this, why wouldn't we take on the responsibility of booting on private property, through North Shore Towing, thus ken in it in-house? Mr. hill said we will need to consider the cost of enforcement to the City, which would be factored into the license cost of the operator. Alderman Rainey asked who would issue the ticket for the Ordinance violation. Mr. Hill said the Council would determine this. To another question, he confirmed that possibly we would have to hire additional City staff. Alderman Feldman asked, if a citizen felt he had received a boot improperly and disputed the time he carte back, Mr. Hill was not suggesting that he call the Police who would issue a ticket? Mr. Hill said no he had just given the police as an example of an enforcement agency. Alderman Feldman surmised that after the citizen got the boot removed, he would go to the City and claim the regulation had been violated. Mr. Hill explained how a City inspector would stave to go to the scene to observe any violations. Alderman Feldman was concerned with the violations that immediately affect the rights of citizens, and the protections we will build in. He said we have to be sensitive to some reasonable facility people can go to, some receiving body to hear them. Otherwise, what will people do? Mr. Hill likened it to other types of code violations involving an investigation and the writing of a ticket. Alderman Feldman spoke difficulty in enforcing the noise ordinance, in cases where a radio has been on for hours and is off by the time the police come. The police say there's nothing they can do wit .vit hearing it. He did not wish them to say, similarly, there's nothing trey can do since they did not see the booting company give you a boot five minutes before they should have. Mr. Hill noted that this is typical of any enforcement ordinance. Alderman Feldman did not intend to create another unenforceable taw. Alderman Drummer spoke of the responsibilities of the management company and private owner to their customers to explain the system. He noted there were many ways to prove how long someone had been, and said we clearly had some work to do on this. Alderman Rainey noted the difference between the irritating leaf blower that's gone when the PD get there and the noisy stereo is that the complainer did not get booted and have to pay. In this case there is a far greater obligation to be on the scene to enforce. Sne said we are left holding the bag. Alderman Drummer suggested that the attendant in the tot could make personal contact with the drivers to inform them. Alderman Rainey observed that this would be customer friendlyl Alderman Moran restated the motion: to extend the sunset clause by another 65 days so the Ordinance reads 200 days, direct City Council to come back with a regulatory ordinance taking into consideration the various questions and concerns raised by the Committee, that the initial trial period be for six =nths and the area of operation be limited to the Central Business District. Upon voting, motion passed with Alderman Rainey voting nay. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA -- CONSENT AGENDA The Committee voted unanimously to place the following eight items on a Consent Agenda for recommendation for City Council approval: �c (A1)) City of Evanston Pavroli - Consideration of the City of Evanston Payroll through 10/12/00 in the arnrmM of 51,631,1b�.5a. (A3.4) Bid Replacement of Gym Floor -Consideration of the lowest responsive and responsible bid of Fiyoors incorporated tor replacement at t.handler-Newberger Center at a cost of $34,700. {A4) Change Order #3 for Church St. Plaza Proiect - Consideration of this Change Order with W.E- tYNei) [Construction Lo to the amount or b14,Y46, increasing the contract amount from S19,974,992 to $20,049,918. (A6) Traffic Caiminq Plan - Speed Bumps - Consideration of a recommendation to place speed bumps in the West alley or [1ud Woocoine. (A7) Resolution 93-R-00 - Lease for Hcusinq Options for the Mentally 111 -+Consideration of this Resolution authorizing a lease renewal for the UvIAC center annex apartment, 1 zLS Simpson St. nsideration ofthese K soluton) Resolutions saoat-00 thing the zwu tax levy needd Property etirLevy f e outstanding general obliement Resolutions - gation debt, Series 1992 - 2000. (A9) Ordinance 120-0-00 - Authorizing Acquisition of Proberty through Condemnation or Otherwise (814 Church 5t.1 - Lonsfderation of this Urmnance, for introduction authorizing the acquisition of property through condemnation or otherwise for the first amended Washington National Redevelopment Plans and Project. Ai10) Ordinance 119-0-00 - Three-Wav Stop - Consideration of this Ordinance, for introduction, to amend ec. 10-11-5V(c) to establish a three-way stop at Fowler and Greenwood Avenue. Alderman Drummer moved to recommend Council approval of the above items; Alderman Moran seconded the motion, which was unanimously approved. ITEMS FOR CONSIDERATION —DISCUSSION (A2) Bills List - Alderman Rainey discussed a $34,000 payment to the Evanston Convention and Visitors Bureau, nn no backup material whatever. She was tod that representatives were asked months ago for more timely reports; she felt that given the fact that this is on the Bills List with no information, erecting the Council to remembers all the details of when it was voted on months ago, was too much. She fe t giving no report whatever on the activities of the Bureau was arrogant. She was told the next report will a in November, the prior one was in March: she felt this was too long between reports. The Minutes of the Economic bevelopment Committee reflected the wish for more reports. The Councii had no information on the Bureau's progress. Since the Council had voted to fund this, she did not wish to hold it up, but wished to send a message that within 30 days the Bureau should furnish a report. Alderman Feldman said it was made clear during the discussion that we wanted to know as much as possible as often as possible. Alderman Rainey noted that the Council asks little not -for -profits for monthly reports, and these high lyy paid professionals don't give us anything. The little n-f-p does not get its $10,000 without their report. Alderman Feldman suggested that next year a check would not be issued until after we receive a report. Alderman Rainey recommended the Bureau be mandated to give quarterly reports. Alderman Drummer agreed. and moved to approve the Bills List through 10/24, as well as to get quarterly reports from the Bureau. Motion unanimously passed. (A3.1) Lowest Responsive and Responsible bid for Tree Trimming - Alderman Feldman reported that a motion to recommend the second lowest bidder was still on the fable from the last meeting. Alderman Drummer referred to a memo ust received from Mr. Winkler, who indicated staff's recommendation would show vindication of his work* the City will award the contract he will be willing to dismiss the defamation suit. He said this is a strong indication of Winkler's willingness to drop the lawsuit, but he will not be in the Position to help Winkler do this. It is not what the Committee will do first, but what Mr. Winkler is going to do first. Alderman Rainey read the October 20 letter; the second paragraph of the last page read �i would view the award of this years (sic) contract as even further vindication andifthe council should award this years (sic) tree trimming contract to our firm, I will dismiss the defamation case against the Evanston citizen." Nothing made Alderman Rainey believe this was the most irresponsible bidder than that statement. Words such as "blackmail, "disaster" and "threat" came to her mind. She did not feel this was a man of character that taxpayers' money should go to. She felt It an unethical approach to securing this bid and the Council had no business awarding bids to unethical vendors. Alderman Drummer said that we have been trying to avoid vindicating anyone. He did not want to get Involved in the lawsuit. Their message was clear: it wasn't the Council that is going to be put on the spo He felt Winkler had to volunteer to drop the suit. Alderman Feldman did not believe any action he'd takt. e as was a vindication of Winkler and what the company has done. He refused to participate In vindication. He termed letter unfortunate and not bright at all. The sentence read by Alderman Rainey was insulting- that this Council would be given a quid pro quo regarding actions it would take to procure something that should not have happened in the first place. He said our contracts are not for sale for money, influence or dismissal of cases. He would not vote under any circumstances to award the contract to Winkler's. Alderman Rainey resented anything brought to the Council that made her feel she had floundered in the gutter, She did not know if Mr. Winkler was misled. She recommended that he get out of town. She was willing to postpone contract tree trimming to cleanse us of this mess. Alderman Drummer said he stands where he stood before: he resents the position Winkler's kept putting them in. He cannot say he will never consider Winkler, but he will never consider him as long as the lawsuit is pending. The reason is that he believes if the lawsuit is dropped and the contract awarded to Winkler, that he would do a good job. He could not afford not to, given the scrutiny he would be under. Alderman Drummer's concern is that this doesn't relieve anything. Alderman Moran referred to the memo from Doug Gaynor and Paul D'Agostino that was dated 9129. It was the recommendation of the Forestry Division to accept the Winkler low bid and included staff opinion that work done over the past year was fiery good and that they did not consider there to be serious improper pruning. He said this has gone awry in a number of ways: one of the things that has gotten lost is that we have to establish an environment where the letting of contracts is done in a way that Providers feel they are being dealt with in a straightfor.vard fashion. He was not suggesting that any citizen doesn't have the right to comment. criticize. etc. But as part of this discussion is an overlay that seems to suggest that it takes that right and superimposes over that the potential to engage in commercial defamation. The law under the First Amendment has limitations, he explained, one having to do with commercial defamation. He read the second, third and fourth paragraphs of the10J20 Winkler letter: "As founder and president of Winkler's Tree Service, it is my responsibility to preserve, promote and, when necessary, defend the reputation of our firm's good name and its arboricultural practices. This is a responsibility I take with the utmost seriousness. Our firm has almost 60 employees whose very livelihood and families depend heavily on the reputation and ood name of our firm. Should I fail to keep careful watch over our firm's reputation, I fail the very people whose dedication and hard work helped to build it. "Winkler's Tree Service has been In business for twenty-five years and has served thousands of customers and dozens of municipalities and other governmental agencies. The quality of our work and our professionalism has never been at iswe. In fact, we have received scores of letters from city foresters and public works directors thanking us for our professionalism, adherence to specifications and timely completion of projects. This professionalism was rewarded in February of this year when Winkler's received national recognition and an award for "Excellence in Arboriculture" from the National Arborist Association. "The initiation of a defamation lawsuit by Winkler's Tree Service against an Evanston citizen was never intended as a means to limit a citizen's right to speak freely in a city council meeting, to restrict fair and constructive criticism, or to infringe upon any citizen's first amendment rights. Rather. in lieu of our nt inability to get the media to presea fair and balanced presentation of the facts, it was an honest attempt to defend our reputation in the only avenue available to us, the courts. It was and remains our belief that this citizen crossed several lines in very public and unjustified attacks against our firm. We also remain • convinced that the motivation behind these attacks was not necessarily the quality of our work or the promotion of sound urban forestry, but the attempt to intimidate our firm out of the competitive bidding process. We have witnessed this tactic In other cities and towns with some of the same parties involved. Alderman Moran explained that after the last A&PW meeting was a request for further information which we have been provided in the memo of 10/16. He concluded that it is a substantiation of the further comments made last month to the effect that Winkler Tree Service performed correctly and gave very good service. The Forestry Division is coming to us once again with further commentary and recommendation of Winkler. He was chagrined about the situation and wished none of it had happened, but said it must be dealt with as presented. He resorted to our normal criteria on contracts; had no reason to suspect staff's recommendation cannot comment on the merits on one side or other on the dispute with Ms. Peterson, thought Mr. Winkler's statement confirmed what he suspected: that the firm's competence and its lifeblood was called into question and what was done was to protect his business reputation. Alderman Moran had to put all that aside and would not engage in parsing these charges. He had a recommendation of staff that Winkler did good work: they are the lowest responsive and responsible bidder. He said when we reach that juncture we need to act consistently. Alderman Drummer was not questioning quality of work. He said the mere fact is that the lawsuit has to do with the quality of the work, and what he's done is put the Council in the bad position of giving credence to what he's trying to defend in a court of law. if Alderman Drummer voted on this, he felt he would have given Winkler what he needed in a court of law. He had no issue with Winkler; if there were no law suit he would consider him for the project. He felt it was poor It to file a lawsuit against a citizen about a contract we let to him. All the points have been made. t did no one any good to drag this out any longer. Mr. Johnson asked to speak said his firm has been a consistent bidder; worked for the City since 1930; had never run into a situation Pike this. He said bidding is usually simple: you're low bidder, you follow the contract and specs. He said the photos he offered were dealt with skepticism they might have been part of the solution. He said the Committee obviously gave little credence to Dr. Tom Green, who is known 1n the National Arborist Society as a forerunner, and was also a Quaker. This was an Independent party who Mr. Johnson hoped the Forestry Department would lend an ear to. He admired Alderman Moran's clarity, but said you're only as ood as the information served you. He claimed there are more than 40 trees Involved. He termed it fgrustrating because since 1930 his firm has worked with Evanston and many others and never ran into this. He said he had offered his services to the Park District and Forestry Department and said it's like a stone wall. He did not care who the contractor is as long as it's "apples to apples, specs to specs." The contractor may have a complimentary letter from another town, but he did not care* It might be a different situation with smaller trees. He asked, if the contractor has left the taxpayer holding the bag and had dumped on City property, Is that fair to Mr. Johnson as a bidder? x Alderman Rainey spoke of the motion on the floor (to recommend the second lowest bidder). She asked Mr. Gaynor about trimming in house. He said we could trim 800 - 1000 trees. He clarified this would not endanger the trees; there may be more storm damage. She withdrew the first motion and made another: is that the Committee not accept any of the bids and delay tree trimming until the next possible opportunity in the next season, and to take a look at our contract tree trimming process and reject allthebids. Alderman Feldman seconded the motion. Alderman Drummer suggested the motion be to reject all the bids. Alderman Rainey agreed. Motion carried with Alderman Moran voting nay. Alderman Rainey asked staff to hold off rebidding and to look at the whole idea of contract tree trimming, and perhaps find other ways to approach it. Alderman Feldman added staff should aggressively continue doing what they can in-house. Alderman Drummer suggested coming back with a plan about how to proceed. Alderman Rainey moved to have staff try to catch up and do as much as they can. Motion passed. (A3.2) Approval of State of IL Low Bid for 31 Ton Pickup Truck - Alderman Moran asked if this purchase was taken from the States bidding Pool. Mr. 5taftord said yes. I o another question, Ms. Radek confirmed that we try to ppigggyback because it s the best bid we can get, and that in addition she compares the State bid to the NWMC bid. The State was lower this time; the NWMC is more competitive for police cars. Alderman Drummer moved to recommend approval; Alderman Moran seconded; motion passed unanimously. (A3.3) Approval of Proposal for Management of Maple Ave. Parking Garage - Alderman Drummer moved to recommend approval; Alderman Rainey seconded. Alderman tngeiman joined the meeting. Alderman Rainey explained the staff memo was complete and the Committee had no questions. Alderman Engelman asked if the operating plan went with the bid packet. Mr. Jennings said furnished a draft plan and allowed each firm to comment on it. Alderman Engelman noted that the difference, even operating 24 hours in the cost of operation between this garage and the other garages seemed significant. Alderman Rainey felt the costs were reasonable. Mr. Jennings termed them comparable: we are increasing the number of hours and have some aged prices we are operating off of on the existing contract, which will go up in price the next time. Alderman Engelman was concerned this was not the same bidder as the other two, so there is no economy of scale. Mr. Jennings noted the process was not approved that way; we were looking for a 1 class operation; we had a true RFQ, in the Interview process we tried to get to who would do the best job and then we negotiated a fair price. Alderman Engelman asked if they gave us a price when the City went out. Mr. Jennings said no, they gave us a pro forma. Alderman Engelman asked if it was the intent, when the existing parking garage contracts expire, to go out with RFQs. Mr. Jennings surmised it might be to our advantage; staff hadnotmade that decision yet. Discussion ensued about price being a factor, since the Cit did not negotiate with the second bidder; and the possibility of hiring this firm for the next project. Alderman Drummer thought if we got an economy of scale from the operator of the Church St. garage, we probably roba omould have hired when them. He felt each garage is going to be different. Alderman Rainey brought p managing properties of this size. She was not sure the concept operated. In terms of personnel, effort, and security, she did not see where it was a factor. Mr. Jennings thought there may be economies in terms of area managers, but the bulk of the contract is the hourly cashiers, etc.: individual people doing the vrork. He noted this process is new to the City; the last garage was done with an RFP with a price attached. Alderman Rainey noted the cost per space per year is interesting: about $62 more. She did not think this too large an increase. Mr. Jennings also felt It reasonable. Alderman Engelman pointed out that based on the number of spaces the total was $100,000. He recognized this was something new and appreciated the information. Alderman Rainey noted that operating 24 hours a day would incur additional custodial costs as well as others. Voting to recommend approval of Standard Parking Management for the Maple Ave. Garage management at a cost of $701,000, motion was unanimous. (A3.5) Approval of Bid to Furnish and Install an Emeraencv Generator at Fire Station #1 - Alderman Rainey moved approval of this bid from J. W. O'Brien Electric at a cost of 545,4U9. Alderman Drummer seconded; motion was unanimously approved. (A3.6) Approval of Heatine/Cooling Unit for Interim Levy Center - This purchase was from McCauley mechanical Systems at a cost of 517,768, and was a non -bid item requiring 2/3 majority vote. Alderman Drummer asked why the City was putting a heating system in someone else's building. Is it part of the lease to maintain the mechanicals? Mr. Gaynor said yes. To a further question, he said we knew the condition at the time, the unit having been inspected pnor to the lease negotiations. He said it just seized up and failed. Mr. Gaynor said we did not have an alternative. Alderman Drummer commented that we are in a building two years and are putting in a new system for them. Alderman Rainey asked if we approached the North Shore to get some sort of benefit, perhaps a month's free rent. She felt the unit did not just fail. Mr. Gaynor agreed to work with North Shore. Alderman Drummer and Alderman Rainey moved and seconded the motion to recommend approval; motion was unanimously approved. (A5) Traffic CatminR Plan - Wesley and Ashland between Emerson and Church - Alderman Drummer had talked to Mr. Jennings about this item, which the Alderman requested De held in Committee. 0 • �I COMMUNICATIONS Due to the late hour Alderman Drummer requested that all communications be dealt with at armXhw., t m . -There beinz no furt�ier business, the Admi�tration & Public Works Committee adjourned at 9Z201p,m. �.I 6 X DRAFT - NOT APPROMED • MINUTES ADMINISTRATION Et PUBLIC WORKS COMMITTEE Meeting of October 10, 2000 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Maureen Barry Kathleen Brenniman Paul D'Agostino. Z**X.+a Edwards Rich Figure[li, Alex dranchalek Herbert Hill David Jennings, 04eo re Nllge,fi s, Eathy Radek, Max Rubin Susan gabir, Bill Stafford, Chad Walton, n Wilkinson, Judith Witt, Barbara idanowicz Others Present: Bob Seidenberg, Karl Johnson, Kareem Muhammad, Karen Grace, Chris Baltimore. Jessica Rocha, Takashi Yokota, Marine Cole, Rebecca Halpern Emily Hiser, Norman Berlinger, Scott Franz Steve Kardel, Roseanne Parone, Michael Deni rts, .iastph Grillo, Casey Barber, Jennifer Wehune, Julia Chang, Peter Mills, Rand Axons, Mary Morris, Mimi Peterson Presiding: Alderman Gene Feldman, Chair SUMMARY OF ACTION Alderman Feldman, Committee Chair, called the meeting to order at 7:12 p.m. APPROVAL OF MINUTES Alderman Drummer moved approval of the A%PW Minutes of September 25, 2000; Alderman Rairsey seconded; motion was unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL. AGENDA -- CONSENT AGENDA The Committee voted unanimously to place the following 14 items on a Consent Agenda for recommendadw for City Council approval: • (Al) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 9/28/00 in the amount of j1,64Y,54L.4 . (A2) City of Evanston Bills - Consideration of the City of Evanston Bills through 10/11/00 in the amount of jL,141,5Y5.43. (43.11 Bid for Backhoe/Loader - Consideration of the lowest responsive and responsible bid of West side I ractor Sates Lo. for this item plus warranty for Water & Sewer at a cost of $89,750. (A3.3) Bid for Two Four -Wheel Drive Vehicles - Consideration of the lowest responsive and responsible bid of aerty a,utocity Tor these vehicles plus warranty for Parks/Forestry @ Recreation at a cost of $37,600. �espon ib efor Dual Bar o a of ua ec tiectpran cs tar Instrumentation o s item forWater & Sewer at the ecost of $21,307.50. sponsive drsd {A4,t} Change Order #1 for Contract E-49, Greenwood St. Water Main Replacement - Consideration of this Lnange urger witn t,ienorooK txcavating tt concrete, Inc. to modify the type of backfill used around the water main pipe, with no change in contract price or duration. (A4.2) Change Order #2 for Contract B-99 Greenwood St. Water Main Replacement - Consideration of this mange uraer vntn tivit tontraaor tt to neers, Inc., increasing the contract price by S2,651.52 to correct a sewer service connection disrupted during installation. (AS) Traffic Calming Plan - Speed Humps - Consideration of requests to place speed humps at various locations in the i hird, tighth ana Ninth Wards. (A7) Resolution 87-R-00 - Northwestern Homecominqq Parade - Consideration of this Resolution to approve a request from Northwestern to close Shendan Rd. and various City streets for its annual homecoming Parade on October 13, Z000. (AS) Resolution 86-11-00 - Easement Agreement for Public Access for Lot 1. Parcel 18 f909 DavisMW [Church tit1- Lonsiaeration of tnis Resolution to grant an easement for the site and purpose stated above. (A10) Resolution 89-11-00 - Parklnq.Lease with Scribcor for 1033 University Place - Consideration of this Resolution approving a recommenoation that the City Manager De autnonzed the enter into a parking lease with Scribcor for 1033 University Place. (A1fi Resolution 90-R-00 - Second Amendment/Parkin& Lease for 1830 and 1881 Oak Aww. - o'n deration of tnis Kesotutton approving the sa -Wrid amendment to the p irwr ig lease with :i tr 7cor for the 1880 and 1881 Oak Ave, buildings in the Research Park. • (Al2) Resolution 91-R-00 - Easement Agreement with NICOR - Considerations of this Resolut"n to grant an easement for puouc access for ktw+: adracen[ to the Maple Ave. sritf-park garagr, [A13) Ordinance 115-0-00 - Amending Title t 1 - Administrative Adjudication - Consideration cf this vOrdinance, for introduction, amending. iitte 11, sec. i i-1-i to provi�!o for administr4vve adjudication of certain landlord tenant violations. Alderman Rainey moved to recommend Council approval of the above items; Alderman Moran second: the motion, which was unanimously approved. ITEMS FOR CONSIDERATION -- DISCUSSION (A3.2) Approval of Lowest Responsive and Responsible Sid of Winkler's Tree 5crvice for Tree Trimmrme at a cost of 51 za lil t, i5 - Karl Johnson, resident said ne has a corporation, Nels Jorinson i ree txpem, as well as a not-lor-protit organization. Over tAe past two years, he said the tree bid has become "a hadggeppargge" where the contractors were not seriously investigated. He said that the National Standard for Arborists must be followed; termed the bid used in the past clearcut; said the law is concise: one performs according to the specs or one does not. He did not see why we are In this situation with a ta•%suit against an acquaintance of his filed by a previous contractor; termed it extremely embarrassing for Evanston. He asked how Winkler can be recommended when the company has not completed the '99 contract. He noted some pictures he had taken of deadwood and discussed branches hanging over several places. He believed anything above the aerial lift was left on the trees, as well as limbs hanging aver residential properties. He said the Forestry Division said it wasn't as bad as it seems; he felt this set up a tempo for other contractors. He questioned if a former forester of the City, now working for Winkler, was Involved in the approval to pay Winkler. He stated that Forestry "has dropped the ball." He referred to an evaluation by an academic and author, Dr. Tom Green, siting where the specs weren't completed- He termed it awkward that Winkler has not completed the first contract and Forestry recommended them for an additional contract. He said that the first contract had three bids, Winkler the la••+ bidder. This season there were only two bids, Winkler and Johnson, and the bid was thrown out. He questioned whyy it was thrown out. Rebid, out of 15 bidders only three companies bid this time: Winkler was low but up SVO00. He took It as an insult when you ask someone to bid three times; it shows the competitor the cost per tree. He spoke about Glen Ellyn and Hinsdale, where they did not pay Winkler for work not finished. He asked, did Evanston pay for the whole Winkler contract? He said people are disgruntled with Forestry; asked what happened to quality control- felt Evanston's trees need special care; noted the liability factors. He said Mimi Peterson had a great idea: get this rolling again (i.e. a tree trimming cycle) and hoped A&PW would read the questions he had submitted. - Alderman Rainey thought Mr. Johnson's comments about the way people feel about their trees was exaggerated; noted that she'd fought for months for a tree policy and neither he nor anyone else including Ms. Peterson joined her except the few people from the south end of town where trees were f rutalized by ComEd. She noted the Environment Board fought against a tree trimming policy She said it takes years for a tree to be replaced, and did not feel Evanston realty cares about its trees. She advocated putting in three to four small trees when a large one is removed. She noted landlords and the Chamber were against a tree policy, which she believes Is needed. Her second point was that the most responsive and responsible bid was not Winkler's; she believed there Is "far less than an arm's length relationship with Evanston." She termed the first bid a sham; that they thought they could get us to take it; and that was why we threw it out. She had no intention of voting for that contract, though she understood from another alderman that Legal's opinion was that we had to accept the Winkler bid. Mr. Hill clarified that the Law Dept. has not issued a formal opinion with respect to this bid. He had discussed the matter with Alderman Bernstein; however there was no formal opinion requested or presented. Asked for his direction, he said the Council has complete discretion to accept or reject this bid. Alderman Rainey said she agreed with Mr. Johnson, having seen a few of the trees that were trimmed and butchered. Alderman Feldman felt it important that staff comment on the pictures. Mr. Johnson clarified he had not given them to staff. Alderman Rainey asked questions about a picture of a large dead tree limb. Mr. Johnson said this was a dangerous tree, that had been trimmed, that contained a Large dead limb vfiich Mr. Johnson saw and cut down. Alderman Feldman asked if staff was aware of some trees not trimmed correctly. Mr. D'Agostino said yes, that some trees were not done correctly or were skipped. He said Winkler s was not paid for those trees, and was asked to come back to Evanston. Alderman Feldman asked why he had not comeback to do everything. Mr. D'Agostino said at the time of final inspection the Winkler crews were out of town on another ob, they declined to come back, and the City deducted that arnount from the contract. To Alderman Fel'dman's question, Mr. D'Agostino said the trees skipped were usually for legitimate reasons: parked cars in the way, holiday lights still on the trees. For some not finished there was no specific excuse, other than that the crews did not work the way they should have that day. Answering a further question, he said staff had no reticence calling Winkler responsible. Alderman Feldman asked for an example of being irresponsible. Mr. D'Agostino answered: someone who would refuse to come back and demand payment for everything. Alderman Feldman felt even highly professional people can make mistakes now and then; It doesn't mean they are not qualified. But one must determine if those mistakes qualify as the inadvertent things that can happen to a top professional. He added that the kind of criticism we have been made aware of seemed to imply there was a lot more than an occasional tree, that it was a pattern throughout the City. He clarified that Mr. D'Agostino was saying that Winkler's standards were such that the City accepts. Mr. D'Agostino said that the City did several inspections and didn't find a pattern of x an extraordinary number of damaged or untrimmed trees, more than any other contractor would have. Alderman Rainey asked if Mr. Franz had done some of the inspections and was answered yes. Ar6erman Drummer asked if the work was still incomplete. Mr. D'Agostino said about 50 trees were not Gfirnrned under that contract, some of which City crews trimmed. There were deductions made for the Incer.n iete work. Mr. Johnson opined that he could find over 200 trees within a certain area, and Dr. Green had foursd more. He volunteered his services free to trim some of these trees to show what should come out~ Alderman Feldman asked what it would take to do this amount of tree trimming in-house. Mr. D', VYZIno estimated that a good 3 months would have to be devoted by the entire Forestry operation to !h the trimming, along with hiring additional help. He answered another question, saying the time limit -�n the present contract is February 1, Alderman Feldman asked if there's a reason to require the trimming! to be done by then. Mr. D'Agostino said not as far as the trees are concerned: we felt three months a rea-..r, L- amount of time. Feldman asked if we could extend the time for work done in-house. Mr. D'Agosttrxo said yes, but Forestry could not do any of the other work that was planned. Alderman Drummer asked how marry more trucks, crews, etc. would be needed to do the work in-house. Mr. D'Agostino believed WfnkArr had three or four three-man crer+z to do this in three months. Alderman Drummer asked if we could take six months and was answered yes. It was clarified that we are hiring a contractor now to catch up. Mr. Johnson spoke of the need for talent, that it takes 1 t4 years to train a climber. He said these trees are U3 higher than a boom and Forestry will be In the same situation as the photos show. He warned the c= will be double or triple using Forestry's own men. Alderman Feldman wished to rely on staff to tell us th_at. Mr. Johnson said most municipalities bid out the work because it is cheaper. Alderman Moran wished to get the perspective of the City's purchasing division as to what happered here and how this situation got to us tonight, specifically the division's understanding of what happened last time, what was done in the intervening time; and their perspective on the situation tonight. Mr. Walton said ate was charged to issue bids for City requirements. He received bids a month or so ago, and staff recommended the most responsive and responsible bidder. Staff's assertion had not changed since that time. Alderman Moran asked Mr. Walton's understanding of both bids being rejected previously? Mr.'rYalton said it was the decision of the Council, so as a result the only reaction of the staff, given that there was still the need, and there was no modification necessathto the specs, was to reissue the bid hoping to locate other bidders. He said staff aggressively sought oer contractors and got three bids. He felt there was little more staff could do. Alderman Moran asked if it was his understanding that when Council rejected the bids, that the reason was there weren't enough bids. He was answered no, there were statements made in this room which Mr. Walton could refer to in the minutes, having to do with potential litigation and other issues. die noted staff tries to do a good job In every instance; with the controversy about this bid, staff tried to solicit outside the collar counties. Alderman Moran asked Mr. D'Agostino if he was aware of all the background on this issue when he reviewed these bids and qualifications. Mr. D'Agostino was aware. Alderman Moran asked if Mr. D'Agostino stood by his memo referring to Winkler's overall quality as very good. He answered yes. He asked If Mr. D'Agostino was saving that none of the trees trimmed by Winkler resulted In the harm of any trees. Mr. D'Agostino so confirmed. Alderman Moran asked if Scott Franz had anything to do with developing Mr. D'Agostino's recommendations as to this contract and was answered no. Alderman Rainey commented that tree trimming season was September, and it wasn't surprising that people were booked up in the fall. She said the least of the issues had to do with the number of bidders• the issue to deal with is that some people find calling Winkler responsible and responsive is ironic. She found him far from responsible, was responsive only as to price because he has all the information to come in lowest, and will come in with the low bid no matter what. She noted Mr. Johnson was an Evanston business. She felt it was bad business to hire Winkler again. She did not doubt that one of us will be sued, and cautioned residents who see Winkler trimming trees that they could be next. Alderman Drummer asked for information about trimming done only as high as the boom. Mr. D'Agostino said the majority of work is done from the bucket of the boom; he did see some crews climbing trees_ When Winkler was sent back to trim, they did climb to get to the entire tree. Alderman Feldman asked Mr. Johnson if respected area contractors were ever called back to do work they missed. Mr. Johnson said yes I t happens constantly and the work's done immediately. He noted it was usual to have weekly reports, ant for companies to follow the specs. Alderman Feldman asked a series of questions: if you left a jab thinking you did theJob, and get a callback, you would come back within a week? Mr. Johnson: yes. What if the town Missedsometrees? Would they not get done? Mr. Johnson: they get done because the forester of the municipality is following the crews. Feldman: Part of your expectation is that the foresters who let the contract enforce it, and in some cases their standards are higher than the contractors'. Do any of these companies have quality control making it less necessary for the forester to do this? Mr. Johnson- yes, companies have it. So the percentage of trees would be much less? Mr. Johnson: definitely, the municipality sets the tone In a town. Mr. D'Agostino clarified that last year was the first year the City had contracted out in quite a while and it has [earned a [at about how to supervise tree work. A lot of the things that happened had to do wins the fact that the City did not keep up with the supervision at the time of the trimming. Forestry has procedures in place to do that now. Alderman Drummer called this a distressful Issue and one that could have been handled if there was no lawsuit. He was disappointed that the price rose $30,0D0; and that Winkler did not hear anything the Committee said the last time, and said our position is exactly the same. He would vote against this again, until something else changes in the community. He was worried for Mr. Johnson's statements. He asked, why rebid, if we're to go through this agony again. This other business had to be straightened out somewhere down the line. Alderman Rainey moved to accept the second low bid. Alderman Feldman seconded. Discussion: Ahderman Rainey thought it the most responsible thing to do, was concerned about the lawsuit but It would not have occurred if someone had not pointed out Winkler's grave shortcomings. That was the real issue. The zecond • low bidder was only a 5.8% difference. Perhaps with improved supervision by r-Forestry, it will be a good match and a good product: trimmed trees. She feared holding this or putting it our. to bid would defeat what we struggled to accomplish: getting on a tree trimming cycle. Alderman Moran questioned the legalit of taking the second low bid, since the '' owest bid was assemsed as being responsive and responsible Ir Et r1Tby Forestry. Under the IL statutes he bw:ieved a municipa[oty may not have to accept any of the bids, but if it's going to award a contract it must =�e to the lowest r a r. He agreed we need to trim our trees and believed we need to award the bid. He believed it t>erar,�s with Winkler and found it troubling concerning the environment being created by A�W and Council al`.out our purchasing policy. He said if we award to Winkler we will :haveblown" $30,OCC of taxpayer moneys said this Committee has done this many times when the Committee wants to award za the next lowest tidder It rejects all the bids and rebids. All the benefits of a closed bid are lost, he cer:tinued, since the bidders come back and play off each other's bids. He found the motion troublesome: it seeks to award the contract to a disappointed bidder. He is troubled by these packets of pictures he'd received, that there was no verification of any of these pictures and that they had not been sent to the Cizy's professional Forestry staff. He said when people want to do business with the City and people want tc get after them, ttey can. But when they do and the public arena results in an environment where people feel they can say wl.atever they want, those people must stand accountable for their action. If someone comes In and commits commercial defamation, the person may have to be accountable. If Evanston doesn't recognize that, and that people have to be treated fairly, and that includes all of us, the City and ar.Zzens are going to suffer; we will lose money and the job will not get done. Alderman Feldman asked wtno determined whKther a bidder was responsible. Mr. Hill said determination was up to the A&PW Commit-ee and Council. They are not bound by staff's information about it. Today new material was submitted tz the Committee and it's appropriate for them and the Council to evaluate it and determine if Winkler is t.'-e responsible bidder. But I n respect to the standard that's applied, each alderman has correctly spoken as to what it is: now it's up to the aldermen to determine how that standard is met in this situation. Alderman Rainey said if that were not the case, It would be a rubber stamp decision by the Committee and asked wl-.at was the point o. sitting here? In terms of having a chilling effect on the bidding process, in this case if she were a tree trimming company she would look at the facts: first that I am very busy now and can't take on more; second the situation that puts a chilling effect on wanting to bid on this is that the very persc -, who inspected the work of this company is now biding on the job. That's the primary chilling effect on geming good bids on this job. Alderman Moran stated that his previous questions to Mr. D'Agostino was to clarify that it was not the recommendation of the person who went to work at Winkler that led to the comment that Winkler's overall quality of work was good. It was Mr. D'Agostino's determination. Ms. Peterscr. said that In the last bid material, staff said Winkler's overall quality was "adequate;" two months later it fie "very good." She found that Interesting in spite of it being $30,000 more. Alderman Feldman did not sz pport the motion at this time but would like to hold this item In Committee and bring it back in two weeks. He also felt the rest of the eouncit should have a chance to read the Minutes and see what went on here zefore voting. He wished to see If any evidence or elements change. The motion made by Alderman Rainey was held on the floor. Alderman Rainey asked if in two weeks someone could file a lawsuit, and what we hoped to accomplish in two weeks. Alderman Feldman would like staff to give clarification of what it would take if the City did the job in terms of money and time, if it's possible for the City to do it at al.; also wanted additional evidence of the quality of work done by Winkler. Alderman Rainey asked if the delay would impact completion of trimming by February 1. Mr. D'Agostino felt it would cut it close but it could be completed. (A4.3ADoroval of Contract Amendment #2 with Harza Engineerinq for Phase VI CesiQn Services - This item wouldincrease the compensation ceiling by yd/IV61.66 to encompass the rew scope of work to be completed by this amendment. Alderman Rainey wished to keep the issue alive: tr.e reason people's sewer bills are so high is In part because of Harza's pay schedule: the salaries are from $17.37/hr, for word processing to 557.69 for the hi hest per -hour rate. Though there are no $100: -ir. salaries the average overall per hour is a Httle aver $�100/hr. pper person hr. She said what we pay th,:s company fs three times the salary: if it's $20/hr we are paying $6D: we pay the salary and double that fcc expenses and overhead costs. Mr. Figgurelli confirmed: that has been the rate charged through this contract and is the rate that is out there. He noted there are higher and lower engineers; these are fair amounts, �n line with everyone else. We compare them with other companies, and look at the hours they subr~iit each time. Alderman Rainey would not have a problem paying this firm for a 3, 4 or 5 month lob, but asked the length of the pproject. Mr. Figurelif said 14 years n 10 stages. Alderman Rainey felt this was a wonderful project for Itarza and our citizens are suffering for it. She was aware of the low -interest IEPA loan rates, but said this company has given no break to the City. Mr. Figurelli said there had been no rate Increase since the beginning of the contract. She did not want to fire Harza, but noted we were talking about millions of dollars that was never put out to bid. Alderman Moran moved to approve t`,e Contract Amendment described above; Alderman Drummer seconded. Motion passed with Alderman Rainey voting nay. (A6) Traffic Calming Plan - Wesley and Ashland between Emerson and Church - Thzs item proposed to make Ash and one way north between Lyons and Lmerson and one way south between Lyons and Church; also recommended was a cul-de-sac on Wesley south of Emerson. Alderman Drummer asked to have this item held for two weeks pending more discussion. This item will be held. (A9) Resolution 88-11-00 - Parking Lease with Scribcor for 1890 Manle Ave.. - Al erman Drummer moved approval; Alderman Moran seconded the motion. Alderman Drummer referred to a statement in the lease that we provide for replacement of the garage. Ms. Aiello confirmed this when tl-.e City chooses to rebuild the garage the developer will participate in a pro-rata share at the rebuilaand also will participate in capital X improvement costs to extend the life for five years. Alderman Drummer m-sted on page 3. Wra.1i, concerning demolition: -Notwithstanding anything herein contained at such time as Tenant pLXVY the Tenant's Share to landlord, the Rent shall be reduced to be an amouni equal tvk the Tenant's pr Zentage, of the net amount of annual costs and expenses incurred to operate anti maintain the Future Strv_-rZ -e.ft Ms. Aiello interpreted that once they rebuild rather than pay the monthly rate, trvry %%till the operatic casts on a pro rata share. Alderman Drummer asked if the day will come where we c on't own this gar bge. 141s. Aiello said no, because we rill probably always choose to rebuild more than what :s firing to be use, unless at some future time, a Council chooses to rebuild only half the size of the gara •+e. in which there woa d be no extra public parking. Alderman Drummer asked if we have analyzed the d4t#eqvnce in revenuas as to someone paying only operating casts a$ opposed to paying the regular fee vve charge witr•, added construction costs• had Ms. Aiello looked at all this? Ms. Aiello said yes, we felt ti•.:s was the best way is get them to share in the cost of the rebuild. Alderman Drummer asked what was the advantage down -_)e line. Ms. Aiello said so far we have doubled the capacity, building in excess of what we needed, just to r--eet the zoning issues. in a sense, those private firms are paying for their own. Alderman rummer felt they are still getting a good deal. Ms. Aiello said the cost to rebuildgDrummer exceed what the anr,,,al operating will be- She believed the clause referred to was only in the Scribcor leases, since they have a ail -year vs. 99-year terms for the others. Alderman Rainey asked what happened if they decide to stop pa�ing. Ms. Aiello said they would be in zoning violation and could not occupy the buildings. To a further qquestion, she said there would be a period in which the company could cure, but if they did not, we could declare the trrildings uninhabitable. Alderman Feldman noted the condition of the zoning approval is based on nt,.mber of parking spaces. On voting on the motion to recommend approval of Resoluticin 99-R-00, motion passed unanim A Ordinance 117-0.00 - Amending Or 38-"D Concerning Unauthorized Immobilization Devices Bo - giaerman ►iainey moved to recommend approval of this urdmarsce, to extend the sunset Pr son in the existing Ordinance which fides into effect 10/24. Mr. Hill said the Council must act one way or the other at the next Council meeting. The original Ordinance prohibits booting. He noted the operators of the compan have submitted a draft ordinance to license it. Council needs to consider whether to extend the sunset, adyopt some sort of licensure ordinance, or something in between. Alderman Drummer noted any action tonfght would aim ly be an introductlon, and that much discussion is needed. Alderman Rainey noted the staff analysis. Alderman Drummer called attention to a considerable amount of issues. He has also heard from a !ot of citizens. It was agreed to recommend introduction of the Ordinance tonight; it will be dealt with next time, as a Special Order of Business. Mr. Hill advised that at the next meeting, if the Council wants to go in the direction of licensure, there cannot be a proper licensure ordinance before the Council, so at the 10123 meeting the Council will be asked to extend the sunset for a time. Alderman Rainey asked if it would make sense to amend that tonight? She was answered no, because there is so much uncertainty. The motion to recommend this Ordinance for introduction passed unanimously. (A1 S) Request for Public Assistance from Chef's Station - As. Aiello summarized the request for the period of construction for the Mcuougal Littell property. 5he displayed a footprint of the area, noting where Chef's Station operates, and the three entrances to it. A number of related issued had been presented to the Economic Development Committee and rather than take it back to that Committee, which next met in November, the Issue was being taken to A&PW for resolution since it's hoped to close on the property so construction can begin. Additional signsge is requested as well as some work on the canoppy area, and financial assistance. She noted that two other projects will impact on access to the business: Metra's ram s for ADA accessibility, and the City's sewer project. A map showed Maple Avenue closed north of Davis for 80 feet, the sidewalk closure will be almost to the tunnel. The street closure will be for 8 - 10 weeks. This work is being pushed back until after the holidays, but possibly for 4 weeks in February and March there will be no vehicle access from the south. Pedestrian traffic will remain open. The goal, she continued is to develop a welcoming canopy and some additional lighting if Metra agrees. The owner of Chef's Station requested at the EDC meeting a direct financial subsidy. EDC was not interested in doing so, since the City's sewer project has had direct impact on many businesses. The difference is that in most other cases the streets would not have been totally closed. It was the recommendation that financial assistance be only for the period of time the street was actually closed. Alderman Feldman asked Ms. Aiello if she recommended the financial assistance and was told yes. The canopy, she added, is close to $200,000, and there were still some concerns for safety. Alderman Moran moved to recommend to direct staff to negotiate with the owner of Chef's Station to develop a financial support package. Staff would come back, similar to what we do for relocation, with specific line items. Alderman Feldman clarified this is not relocation. Alderman Drummer had no problem with relocation packages, but was uncomfortable with this move. He asked it we had done this before and was told no: we have done sfgnageand lighting but not direct financial assistance. Ms. Aiello said the difference is that all the other construction projects have not resulted in no access to a business. Alderman Drummer was concerned with setting precedent. Alderman Feldman believed the situation as described was compelling to the EDC and many members of the Council: there was no way people could get to the business. Alderman Rainey said if this is a unique situation, with the area cordoned off, we have to go the extra mile; all the advertising will not allow for traffic to come to that location. Alderman Feldman asked if this is a viable business. He noted to Drovide access off of Church St - under a canopy originally was a quarter of a million. Alderman Drummer was not against assistance if the focus was kept narrow. He related a conversation with someone on Noyes who said he lost two tenants because of the sewer work. Ms. Aiello said the condition we're looking at is no one can get there by foot or car. We had arranged until December for the use of the parking lot with the owner of Las Palmas. Alderman Feldman said this will go to Council with the recommendation to continue to negotiate. Ms. Aiello said staff will bring back cost estimates of all these items. DISCUSSION OF SPECIAL MEETING Ms. Aiello discussed the current pace of the work being done by the staff review committee for the new senior center. At the current pace we would not be able to award a contract until November 19. She requested a special meeting of A@PW and the Council at 5:30 p.m. November 6, before the Rules Committee, to have a contractor recommendation for the center. She said staff will not rush the Vccm, but want to hopefully have the three extra weeks to get construction started. The Committee C01W1►MICATIO NS Due to lack of time, the communications will be saved for the next regular meeting. There being no further business, the Administration & Public Works Committee adjourned at 8:55 pm. /Respectfully submi Darlene E. Nil es Executive Assistant DRAFT -.NOT APPROYEU 6 0 x reduced response times and if there were alternate routes the police and fire can take. He noted many east/west sweets are going to have speed humps. Chief Wilkinson said we have not found any measurable increase in response time where humps are located. He noted on side streets his vehicles are already going pretty slowly. He said rainy weather does more to slow these down than the humps. Alderman Feldman noted thzs was good to know; he had heard a story from a constituent about a fire truck that went down a street with humps, which the fire department had no knowledge of. Chief Wilkinson said he gets communicatkms on the placement of humps, acknowledging there are a lot of these. As far as he is aware, Fire knows of all of them. He said we evaluate whether we can go around them, and noted the permanent ones are much better than the temporary ones. Mr. Jennings described keeping the Fire Dept involved in the process, noting a hump was on the list for Washington St_ Perhaps with the Fire Department there, he suggested, it will be decided speed humps should be prohibited at that site. Alderman Feldman asked the procedure for requesting speed humps. Mr. Jennings explained that people fill In the response cards and return them. The City does not send a response back in cases where the consensus is to install; he noted we do place speed humps in most places requested; and the turnaround time has been pretty good. He noted asphalt plants close in November. The intent is to get as many done as possible before then. Discussion ensued about responses for certain streets. Alderman Rainey hoped Traffic Engineering would have a method to deal with the traffic an Custer, noting there is no signalizadon and it's a drag race track. Mr. Jennings said a light there would most likely be on the spring schedule. He explained the lead time required for above and below -ground work. Alderman Rainey urged that we think of something for the streets without signals, even if it s more stop signs. She noted the Custer area is a residential street. Mr. Jennings said we can look at arterials to make them work better; make the signals as good as they can be so drivers don't get off and go into the neighborhoods. For the collector streets, which are residential ones like Custer, it's expected there will be more traffic; he said you may have to compromise In some way, perhaps with stop signs more often; they should not have humps. It's expected to have more traffic on these streets, and noted most of our measures are geared to local streets. He said we can look at these Issues: the policy as it stands now doesn't allow the more drastic measures on anyth" but local streets. The Committee discussed differences between north/south and east/west streets. Memo on issufna an RFP for Insurance brokerage and Consuitin4 Services for Nan-Emolovee Health Insurance - the memo was acknowledged as providing good Information. There being no further business, the Administrations l3 Public Works Committee adjourned at 8:08 p.m. Respectfully submitted Darlene E. Nilges Executive Assistant DRAFT —NOT APPROVED • 0 �r plans for these plants should not be gone ahead with,• currently one is in operation, but there could be as many as 20 generators at one site; you could have a total off 400 generatom and he said we don't need that kind of power in Illinois, Alderman Rainey asked how a ccrnpany selects a site for its plant. Mr. N said ComEd advised that they had all these sites available and would like peaker plants to be constructedz They also sold all their coal plants to a California company that will come to this area and try to sell its output to Evanston. He said Evanston was right in the line, from west to east, for the pollution. COMMUNICATIONS Uppdate on Police Officer Hiring -- Alderman Rainey asked why no one had been added in the last month. nfs. Barry explained the commission met last week, did 18 file reviews, some background checks are in but not all, and as soon as they are in the Commission will start reviewing. Alderman Rainey warned that we must be really diligent and make sure we don't slip behiind. She asked if there was a chance of anyone retiring in the next month and why we still have four vacancies. Chief Kaminski was present and said we met last week and went through 16 file reviews, selecting 10 for interviews as soon as backgrounds are done. Another test in September had 50 people showir up; results are not yet in, but he assured the Committee they were not taking any time off. He noted 8 slots are reserved in the January 1 school and the goal was to fill those slots. We still have 17 or 18 file reviews to do from the current batch. As to quality, he answered that he thought it was good, noting of the four just graduated, one officer was class valedictorian, another got an excellence award. Four are in the Academy right now; three are ready to come out of field training; and 4 more are starting field training, 4 starting the Academy soon, one starting the Academy next week. Cable Report - Mr. Rubin said the report's highlight is that RCN 21" Century Cable is looking for a cable franchise to Evanston. With another vendor coming in, the present vendor will watch it, and if the new vendor gets a better deal they will ask for the same rights. You have to match, or you'll lose benefits. He said RCN is building out Skokie and working in Northbrook- This is the first time anyone has said they want to overlay the town, but that would mean construction aB over again. The company will offer a combined package of data, video and telephone. He said we look forward to hearing from them. He reported we are still negotiating with ATEtT, and waiting for members of the Franchise Negotiating Team to be assigned. Alderman Rainey referred to more complaints about people being out for three days in south Evanston. Mr. Rubin noted August's figures showed a high number of complaints. He said the reason was the cut -over from the other system. He reported AT&T is going to digital carn�pression which requires a box for the additional channels. Alderman Rainey asked why bill totals have flr:ctuated by a few dollars each month. Mr. Rubin said he would need to compare the bills to tell. To another question, he said two- to three-day outages could be due to the amplifier the poles, etc. Alderman P.ainey asked if it could be due to installation, or a person's TV. Mr. Rubin said it could be any of those things, that each problem is unique. He noted the problem has gotten better lately. Fire Department Monthly Report - Report was accepted. Applfcation of City's Local purchasing Policy - Alderman Dri comer had reviewed the material. He understood thhat purchases made with funds trom other sources meant that a local preference policy cannot be applied. Alderman Rainey commented that HUD's policy excludes so many opportunities for people, because they include the Davis/Bacon wage scales, etc. Church St. Plaza M/W/EBE Compliance - Alderman Drummer thanked staff for the memo. He said it looked tlKe we're on the road to navmg a process and solving the issues. He believed Arthur Hill had made some significant moves to make this issue work. Report on Speed Humps - Mr. Jennings explained that the report tells the Committee where we are: how many speed humps have been installed and where. He said the significant thing is the popularity of the program; people really like it and we get requests to put, the humps in. He noted when the Council approved the policy in 1997 a provision was that when we began to run out of money we would develop a criteria to compare different neighborhoods and figure out where to place humps first. Since then, we have spent about $250,000 on the program, including signal improvements, circles, humps, bumps, signs, cul-de- sacs, and temporary and permanent street closures. When we get through installing the remaining humps, he explained we are about out of money. Staff Is proposirg to come back with criteria to prioritize where humps should be done next. He noted we have even received requests to place humps on cut -de -sacs, and staff wants to formalize our policies. Staff would also provide figures for ongoing programs. Alderman Drummer said that we need to concentrate on how much -coney is needed to make this program work. He said without a doubt this is something that will be wanted in all Wards, a City-wide program. He would like to see data stating that at the rate we are going this Is how many we'd like to put in. He hopes we will not get to the point of using the criteria to not put humps in. Mr. Jennings said you might measure the conditions of a street now and the condition there alreaci match what your goal is. Alderman Drummer noted the importance of people's perceptions. Mr. Jennings added the need to look at accidents, high -end speeding etc. Alderman Drummer said humps address other problems such as cut-throughs and don't require the police to regulate the area. Mr. Jennings said if there is a prioritization system being used, he would rather do a street that has 35 mph speeds rather than 25 mph. Alderman Drummer discussed the Issue on Fowler and Crain where a young man had been kiNed and the neighbors wanted something done immediately. Alderman Feldman noted that one gets a desire for some City action, and this is something people focus on. Everyone he knew wanted speed humps as a solution to a problem, to reduce the speed of traffic down the street as they perceive it. Mr, Jennings acknowledged that we have not done speed studies on every street. Alderman Drummer said once in a while the City does something citizens love, like the dumpster program. -_ He said we need to find a way to utilize it, however much money it takes. Alderman Feldman asked about f� ITEMS FOR CONSIDERATION -- DISCUSSION (A3.1) Proposal for Three -Year Contract for Towing Services - This item bras held in Committee at G'ae Last meeting. Alderman rnoran had read tnrougn the matenacs prosided. He interpreted the material, saying staff made the case that the reversionary interest the City will retain will make the City whale in trcrs of financial commitments the City makes related to tows.g He termed this more justifiaC+ie than what concerned him at the first meeting where It seemed the City was trying to solehv increase its reveww-v& in terms of remediating the costs, he found it more justifiable. Alderman Feldman asked If the issue of people having to sign a release of liability for towing damages was resolved. Alderman Rainey said yes, and tf-at only in cases of "slim-iimming" to open car doors in emer,encies are releases required. Alderman Drtx=.. A r moved to recommend approval of the proposed North Shore Towing (£BE) three-year contract to ode towing services. Alderman Rainey seconded. Motion was +--sanimously approved: item will be on the �t Agenda. (A3.2) Bid for Roof Repairs at Municippal Service Center - Alderman Drummer had a uestion about this item which is on the consent Agenda. He noted that the Riddiford Co. will use an MBE to meet the 25% goad when the total contract was only $34,000. Mr. Walton replied that we have our standard 25% participation goal and we utilize it for all our bids. It is felt there are subcontracting possibilities in this job and feel somone can benefit from this. Ms. Radek noted staff always points out the 25% goal at pre -bid meetings, and that we want to encourage even the small projects. ITEMS FOR DISCUSSION ((APW1) Discussion on Amending Ordinance Prohibiting Unauthorized Immobilization Devices (Hooting) - Alderman veldman was aware fhat a decision had to 6e made in order to introduce an Urdinance at the October 10 Council meeting (to remain within the 45 day extension of the sunset provision). He opened the matter to discussion. Alderman Drummer said at the last meeting we extended the sunset clause by 45 days to gather further information on it. He asked if there was any new information to present, understanding there was action to be done on the issue by the Chlca3o City Council. Representatives from Guardian Management said they have further information. Alderman Feldman suggested this should have been in the packet for review. Aldermen Drummer and Rainey discussed the fact that if there Is to he a change, an Ordinance needs to be submitted by October 10. If we do nothing, private booting will resume in Evanston. Alderman Moran said we passed an Ordinance that was a 90-day moratorium, essentially a prohibition. The agenda data sheet on this item speaks to an ordinance that would perpetuate the prohibition. He knew Guardian has some test situations proceeding in Chicago and elsewhere. He felt we should collect as much information as possible and then set this as an agenda item for discussion or debate on the proposed prohibition. He felt that if we are to have a sunset approach to the regulatory theme, the better way would be to allow it, using whatever regulatory prohibitions thought appropriate, and allow it to go. If we find, after 90 days or so, that the program is not what we want, it goes away. If the wrinkles are ironed out, we have not excluded an industry from our town. . Alderman Feldman asked what obligations the Committee had as to dealing with this ordinance tonight, and whether it had to be dealt with in any way on the Council floor. Ms. Brenniman interpreted that there were 45 days from the end of September, taking us to approximately the middle of November. Therefore, at the last October meeting some decision should be made. Alderman Feldman said as soon as the information is received the item cgn be placed on the agenda. Alderman Drummer suggested that we shoot for having the material on the 10` . Ms. Brenniman noted the data sheet was correct: introducing the Ordinance at the October 10 meeting and passing it by October 23 would keep it within the 45 day extension of the sunset provision. She said staff would provide information and our evaluation for the October 10 meeting. Alderman Rainey thought this might be the kind of issue we may want to have a public hearing to discuss. Ms. Brenniman said that at the next meeting staff will include material on the precise timelines that will be needed, if the Committee did not want to take action, or if an extending the sunset clause was desired. CITIZEN COMMENT Mr. Nesvig reported on the NU/Wisconsin game, noting the team that lasted longest, won. He announced an Energy Commission meeting on October 4. He said there was an Evanston Technical Committee meeting with Com Ed on October 11. Alderman Rainey requested information about that meeting. Mr. Nesvig said that copies of the questions from the previous meeting were still valid. He referred to Information on ComEd being a poor supplier, verified by two consulting firms. Reporting on the peaker plants, he noted there are 20 sites now and more to come and said the generators are expected to pollute Evanston and Lake Michigan, as they put out nitrogen oxide. To Alderman Rainey's question of governance of the plants, Mr. Nesvig said the It Environmental Protection Agency has no regulation, and that these newer plants get up to 1000 megawatts. Alderman Feldman asked if Mr. Nesvig was sayin5 the people who could regulate this do not understand the issue. Mr. Nesvig confirmed this; he had attended several meetings: at one Pollution Control meeting pointed out that the IEPA was not prepared. The plants are moving forward on a rush basis; he said a meeting will be held In Ellwood, IL about this in October, noting most of these sites are near minority and poorer communities. The sites are owned by ComEd, he explained, and near their transmission towers. He suggested people should attend these meetings and hear the types of comments being made. He noted that a copy of California's Environmental Protection Agency's guidance policy had been distributed at the last Pollution Control meeting. Illinois, however, has nothing like this, and he suggested Illinois simply copy California's policy. He predicted we will hear more of the peaker plants as the pollution and noise levels catch up with us. Mr. Rubin said the closest plant will be in Zion. Mr. Nesvig clanfied that two permits were approved in Zion, Libertyville is closest. Alderman Drummer noted that Mr. Nesvig is the only isperson watching this for us. 11� asked if there are watchdog groups addressing this issue. Mr. NesvigsaJd 0% of the people giving testimony are women who are very knowledgeable about the plants, the State agencies, etc., including exhaust stacks and exhaust's impact on aircraft. Testimony is being given that DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of September 25, 2000 Members Present: Aldermen Drummer, Feldman, Masan and Rainey Members Absent: None Staff Present: Kathleen Brennimari, Pat Casey Paul D'Agostlno, Zeltee Edwards, Doug Gaynor, Ahm Granchatek, David Jennings, 61ef Kaminski Darlene Nilges, Cathy Rader. Max Rubin, Susan Sabir, Deborah Sleet, Bill Stafford, Chad Walton, John Wilkinson, Barbara ZdancrMcz Others Present: Charlotte Omchundro, Bud Nesvig, Bob Seidenberg, Roseanne Parone, Michael Denigris, Joseph Grillo, Robert Cale, D. S. Cole, Bob Shimmin, Dave Stowers Presiding: Alderman Gene Feldman, Chair SUMMARY OF ACTION Alderman Feldman, Committee Chair, called the meeting to order at 7:08 p.m. APPROVAL OF MINUTES Alderman Rainey moved approval of the A&PW Minutes of September 11, 2000, Alderman Moran seconded; motion was unanimously approved. ITEMS FOR CONSIDERATION ON COUNC]L AGENDA -- CONSENT AGENDA The Committee voted unanimously to place the following 10 items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Pa call - Consideration of the City of Evanston Payroll through 9/14/00 in the amount or yt,bDa,Uuz.a . r• (A2) City of Evanston Bills - Consideration of the City of Evanston Bills through 9/26/00 in the amount of 54,6LU,618.iv. (A3.2) Bid for Roof Repairs at Municipal Service Center - Consideration of the lowest responsive and responsible bid of Kidditord Kooting Lo. for these repairs at a cost of $34,430. (A4.11 Change Order #1 for Crown Park Backstop Replacement - Consideration of this Changge Order With tnel Andrews, increasing the contract amountoy y�i,idu (from $160,613 to $170,363). (A4.2) Change Order #1 for Beret Park Renovations - Consideration of this Changge Order with Pinel Andrews, increasing the contract amount by j4,UUO (from $67,515 to $71,515). PAS) Traffic Calmintt Plan - Soeed Humps - Consideration of a request to place speed humps on osier between Ureen isay rid. and As land; on Foster between Darrow and Hartrey; on Brown between Church and Emerson; on Hartrey between Church and Emerson. (A6) Traffic Calminq Plan - Spud Bumps - Consideration of a request to place speed bumps at 2-300 Orrington Ave. (west attey). (A7) Parkintt Rates in Municipal Parking Facilities - Consideration of recommendations of the Parking CCommittee to estamisn nourfy rates for the maple Ave. garage and increase rates in the other downtown facilities. (AS) Resolution 78-R-00 - Easement Agreement with Commonwealth Edison - Consideration of this RKesolution to authorize the Lity Manager to sign an easement agreement with Commonwealth Edison to install electrical facilities at Jennifer Morris Park. (A9) This item was removed from the agenda prior to the Committee meeting. (Al0) Ordinance 114-0.00 - Increase In Class AC Licuor Licenses - Consideration of this Ordinance, for introduction, to increase Liass AL liquor licenses trom u to 1 with the addition of Century Theatre Cinema. Alderman Rainey moved to recommend Council approval of the above items; Alderman Moran seconded the motion, which was unanimously approved. x DRAFT - NOT APPROVED • MINUTES ADMINISTRATION Et PUBLIC WORKS COMMITTEE Meeting of September 11, 2000 Members Present: Aldermen Drummer, Moran and Rainey Members Absent: Alderman Feldman Staff Present: Judith Aiello, Kathleen Brenniman, Pat Casey, Roger Crum, Paul WAgostino. Zeltee Edwards, Rich Figureill Mark Franz, Doug Gaynor, Alex Granchalek. Chief Hunter David Jennings, Chief Kaminski, Darlene Nilges, Susan Sabir, Bill Stafford. Chat Walton, John Wilkinson, Barbara Zdanowicz Others Present: Charlotte Omohundro, Bud Nesvig, Bob Seidenberg, Clint Westbrook, David Kugler, Bob Shimmin, Joseph Grillo, Roseanne Parone, Michael Denigris, D. S. Cole Presiding: Alderman Dennis Drummer, Acting Chair SUMMARY OF ACTION Alderman Dennis Drummer Acting Committee Chair, called the meeting to order at 7:16 p.m. He noted that two people had signeWup to speak. APPROVAL OF MINUTES Alderman Rainey moved approval of the AERPW Minutes of August 14, 2000; Alderman Moran seconded; motion was unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA -- CONSENT AGENDA The Committee voted unanimously to place the following 19 items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Payrolls - Consideration of the City of Evanston Payroll through 8/17/00 in • the amount of �Pi,lib, ilb bi and the Payroll through 8/31/00 in the amount of $1,697,453.29. (A3.1) Bid for Combined Curb &_ Sidewalk Program - Consideration of the lowest responsive and responsiple did of bcnraeder tt acnroeaer for this program for public Works at a cost of $104,724.30. 9A3.2) Bid for a Desiccant Dehumidifier - Consideration of the lowest responsive and responsible id of Munters t.orp. for a desiccant aenumidifier for Water & Sewer at at a cost of $40,685.00. (A3.3) Bid for RI ht Angle Gear Box - Consideration of the lowest responsive and responsible bid of Lufkin Industnesfor tnis gear box for Water & Sewer at a cost of S 19,730 plus $3,845 for expedited delivery. (A3.4) Bid for 500 h.D Electric Motor - Consideration of the lowest responsive and respponsible bid of Dreisilker Electric Motors, Inc. for this motor for Water Et Sewer at a cost of S31,995.00. (A3.7) Pr000sal for New Telephone System - Consideration of a proposal of Sound Inc. to provide a new telephone system for arksittorestry a Recreation at a cost of $47,362.00. (A4) Special Event - Northminster Presbyterian Church Nursery School Festival. - Consideration of a request to hold this nursery scnool festival on September 14, LUUU. (A5) Special Event - St. Matthew's Church Picnic - Consideration of a request to hold this Church PPicnic on September [4, zuuu, partially closing Nartrey from Lincoln to first alley south of Lincoln. (A6) Acceptance of Grant from Cook County Judicial Advisory Council (CCJAC) - Consideration of a recommendation to accept a 55b,Uuu grant from LUAL to be used toward purchase of in -car video cameras for the Police Department. (A7) This item had been removed from the agenda prior to the meeting. RAB) Resolution 82-11-00 - Lease Agreement for Townshla Assessor's Office - Consideration of this esolution to autnonze the city manager to enter into a tease Agreement for the Assessor's office, Room 2600 of the Civic Center. (A9) Ordinance 94.0-00 - Decrease in Class C Liquor Licenses - Consideration of this Ordinance, for introduction, to decrease uass 1. ilcenses from 19 to 18 with the sale of Va Pensiero. (A10) Ordinance 95-0-00 - Increase in Class C Liquor Licenses - Consideration of this Ordinance, for introduction, to increase Mass L liquor licenses from 1 is to i 9 with the purchase of Va Pensfero. (A11) Ordinance 96.0-013 - Decrease In Class D Liquor Licenses - Consideration of this Ordinance, ffor introduction, to aecrease bass u liquor licenses from w to 19 due to the deletion of the Lucky Platter. (Al2) Ordinance 97-0-CC - Increase in Class C Liquor Licenses - Consideration of this Ordinance, for ntroauction, to increase Class L liquor licenses from 19 to 20 due to the addition of the Lucky Platter. (A13) Ordinance 98-0-00 - Increase in Class B Liquor Licenses - Consideration of this Ordinance, for Introduction, to increase class is liquor licenses from 1 U to 1 1 with the addition of Wolfgang Puck's Grand Cafe. (A14) Ordinance 101-0-00 - Loading Zone - Consideration of this Ordinance, for introduction, amending Sec. 10-11-/, Sched. V11(u) of the City Code to place a loading zone at 733 Chicago Ave. (Budget Rent -a -Car). (Al5) Ordinance 102-0-00 - Four Way Stop - Consideration of this Ordinance, for introduction, to amend Sec. 1U-11-5, Scned. v(U) of the City Code to place a four-way stop at Central Park and Colfax. (A16) Ordinance 103-O-00 - No Turn on Red - Consideration of this Ordinance, for introduction to amend Sec. 10-11-3, Sct-,e•d. IIIIU) of the city Code to designate a No Turn on stead When Pedestrians are Present on Central St. i RRidge. (A18) Ordinance 107-0-M - Sale of Surplus Vehicles and Prccerty - Consideration of this Ordinance for introduction, to declare various vehicles and warehouse items surplus, to be publicly offer;J for sale at Libertyville City Municipal Auction 10/7/00. Alderman Moran moved to recon-.ziend Council approval of the above items; Alderman Rainey seconded the motion, which was unanimously approved. ITEMS FOR CONSIDERATION -- DISCUSSION (A2) Bills List - Alderman Rainey moved approval of the Bills List for discussion. Alderman Moran seconded the motion. Uiscussion: Under the line item Building Code Compliance it showed the purchase of a P-Truck. Alderman Rainey asked why it appeared here instead of under Capital Expenditures or Fleet. Mr. Walton explained It was a Ford Ranger, but did not know why it was charged under that line item. He said it was competitively purchased. Alderman Rainey asked if it was part of the rolling stock purchased for FIeet Services. Since this was a S 12,766 purchase and the threshold was S 15,000, she said the Committee had • not seen any of the bidding Mr. Walton added that the City tried to purchase from an Evanston company but were not successful. Alderman Rainey asked why it was in this account, what it replaced, was it part of a package purchase. On page 19, under Refuse Collection, she asked about charges for neighborhood cleanups as high as $27,000. Mr. Edwards said the designation was wrong; these charges were for condo collections. He said the total charge for neighborhood cleanups for dumpsters is around $38,000; it also Includes tire removal and other waste that doesn't fall into household waste category. To another question he said the cost of delivering a dumpster to a neighborhood is about $500. Both Aldermen Drummer ana Rainey thought the service was well worth it, and noted the program is great. Mr. Edwards said the $3,600 and $7,200 charges to Onyx Waste Services represent the cost of the neighborhood cleanup program. Upon voting on the motion to approve the Bills List through 9/12J00 for $2,766,770.55, motion passed unanimously; the item will be placed back on the Consent Agenda. (A3.5) Bid for Beck mark Renovations - Alderman Drummer moved approval; Alderman Rainey seconded. Alderman urummer asKea about the two bids received, $1200 apart, one from a local and one an out-of- town firm. He understood how the decision was made to recommend Great Lakes Landscaping Co., at a cost of $128,176, but asked if it is an ironclad rule with HUD that the five percent rule (recommending a local firm If it comes within 5% of the out-of-town firm's bid) cannot be applied when funding comes from outside the City. Mr. Walton said the rule is ironclad. Alderman Drummer believed the sewer project would also fall under that rule. Mr. Walton agreed, but pointed out that Evanston did not have a contractor in town who could have bid on it. Alderman Moran asked why a purchase under a CD grant cannot be handled in the same way, Mr. Walton said it had to da with precedent. Alderman Moran asked the Legal Department to review this and give him informa:+on. Alderman Drummer Hated a similar issue came before the Committee regarding Turicare. Mr. Stafford explained the Fed does not allow us to invest Federal monies we receive in interest bearing accounts before they are expended. Alderman Drummer asked that this issue also be reviewed by Legal. Upon voting, the motion passed unanimously; the item will be on the Consent Agenda. ((A3.6) Approval of Purchase of 17 In -Car Video Cameras - Alderman Rainey invited Chief Kaminski to speak. He noted tnat "some days are nester than otners" and 'explained that he received a call from the Judiciarryy Advisory Council, the funding agency for the Youth Outreach Program. He was told they had about $34,000 to expend by their fiscal year. Evanston was first on the list due to our grant monitoring and programs we've done. Two weeks previously the Police Department had researched video cameras for squad cars. The Council wanted a proposal; they approved not only $34,000. but a total of S56 000, giving us an • opportunity to purchase the cameras we had been looking into. Alderman Drummer sale this purchase was a great one to have for many reasons. He noted many complaints that now could be documented. He said it will keep both citizens and officers on their toes, thus benefiting everyone. The Chief will do a demonstration when the cameras are In place and procedures are drawn up. Alderman Drummer rioted a police car at a stop sign must pursue a speeder, thus missing others -rho go through the sign. He asked it a car could be placed at stop signs, videoing offenders, and if that evidence would be legal. Chief Karnfr►ski noted in some states this is done; the technology is out there, and same states run the Cates and issue a citation. Alderman Drummer suggested that at least a letter could be sent- The Chief noted a speed awareness program where citizens track speeders and letters are written to offenders. Alderman Drummer noted stop signs are a major problem. The Chief thanked everyone for getting this on the agenda quickly ;p to be eligible for the grant. upon voting, the motion to approve this ;purchase from Mobile Vision for 17In- car video cameras at a cost of 567,915 passed unanimously. (A3.8) ADoroval of Three Year Contract for North Shore Towing [E:BEt - Alderman Rainey moved approval; Alderman urummer seconaeci. Discussion: Amerman Moran commented that it was hard to divorce this issue from A17, the booting moratorium. He considered the propesed increase in towing rates relatively high inmost instances 25 to 30% in each category of taw. He knew rates hadn't been changed in awhile, but ilelt the amounts were high before, and with these increases were too much. He noted that he got a lot of complaints about this operation, including one last week where a erson's car had been damagethe tow. The attendant tried to get the person to sign a receipt that inc�u�ied a waiver of damage. The purr son had to persist in not signing the waiver, and finally was told there was hnother form without the waiver they could sign. He had concerns about how the operation was run, and :1e high prices. Alderman Drummer asked if Alderman Moran raised these issues about the complaints with staff. Alderman Moran had not done so directly. Mr. Walton noted the contract had ncet been signed and there was time to add some items regarding these concerns. He said there are some improvements in the new contract, including a formalized complaint process. He will pursue the incident Alderman Moran referred to. He noted that we could require that the form containing the waiver not 5e used. Alderman Moran mentioned that towing rates were up 20-25%; storage rates were also up. Once there was no charge for 0-3 hours, now it's $5. Anything over 12 hours is $30. Hle pointed out the problem of having to pay "big bucks" should someone be towed who happens to be away or the weekend. Mr. Walton said that competitive proposals had been solicited. The other proposal received contained almost identical rates. Checking around the area, he found these rates to be pretty standard. Mr. Cole, Vice President of North Shore confirmed that they owned the property. Alderman Raineypointed out that much of the Increases will be going to the City. Alderman Moran said that only made him feel worse. Alderman Rainey said that staff's position is correct in that towing is done at the City's request and as a result the City does expend time and money in the process, Alderman Moran called towing an essential function; his concern was the dollars charged. Alderman Rainey called bean$ towed the epitome of behavior modification. Alderman Drummer pointed out that one must ticket a car before you tcvvv. To Alderman Moran's questions, It was explained that the Police Department holds tow hearings, and that quite a few times people win their cases. Alderman Rainey pointed out the number of towing refunds on the Bills list. The possibility of Administrative Adjudication handling this area was discussed; Mr. Casey noted the need to resolve the issue of someone being here all the time for such hearings, or changing the hearing schedule to only certain times. Alderman Drummer acknowledged Aldermen Moran's point and asked when fees were last increased. Mr. Walton said It was before the last contract, which was in 1996; the company has been requesting an increase for a while. Alderman Drummer was answered that this is the first time the City would share in the dollar amount. He noted that almost the entire increase is for the City. Discussion ensued about North Shore's additional duties, for a fee, including towing City vehicles, tire changing, and maintaining a tire Inventory. It was noted bootfng vehicles for non-payment of parking tickets carried a S 125 fee to unboot, which Mr. Casey termed a no -discussion fee. Alderman Moran said that increasing revenues in this way was not acceptable to him; he did not want to make revenue from our norstituents getting towed. Alderman Drummer noted when a person is parked in a clearly marked "No Parking space they have decided to break the law. The City must have a police person out there to execute the tow. Ar. Stafford said staff views this as a user fee. Most people ticketed have parked cci areas marked for street cleaning. Squad cars are not patrolling when they have to perform this work. He felt we need to recover those costs, noting the high overhead In the Police Department. Alderman Moran noted calls he's received about towing for street cleaning on certain nights. Someone forgets or is away, they are towed, and the;i we don't even clean. Aiderman Drummer explained we only tow for special postings, not regular cleaning. Mr. Jennings said that if someone gets a ticket on an off -week (when cleaning is not Gone), we take the ticket back. Mr. Edwards added that if crews don't sweep for some reason Mr. Jennings is notified. Alderman Moran has had people who called the City and been rebuffed. Mr. Jennings said towin3 is done for special postings, which are up 48 hours in advance. Mr. Gaynor added that towing was also done as part of the snow command in winter. Alderman Moran had no problem with the latter, since many resources are spent on this program. He felt tickets had to be paid, and one should be ticketed for parking illegally. Making money over and above that for towing was the Issue he had. To Alderman Paineyy's question, Mr. Jennings said we towed 11 for the last football game and gave out 157 tickets. Alderman Orumrn..er said we have a good relationship with the owner of North Shore Towing, and noted the need for sensiti,rity and sympathy to be extended to those who are towed. Alderman Rainey moved to accept the three-year contract with North Shore Towing. Alderman Drummer seconded. Alderman Moran asked for more Information on the circumstances under which the City asks North Shore to perform services under this contract. Alderman Drummer offered to hold this item until the next meeting. Mr. Cole noted there was never a major problem serving the City, but said they had been operating without a contract for around six months. He said this was a sensitive business; when compared to Chicago, he said we're "patsies." He said we do try to do everything to make it tenable for everyone. He said you can't please everyone 100% of the time, but they tried to do so 110% of the time. He said he was not aware of the form mentioned earlier; he will talk to Mr. Walton about it. Alderman Moran did not wish to visit uncertainty on Mr. Cale, but could not abdicate his desire to learn more about this. Alderman Drummer confirmed this will be on the next agenda. X fA.3.9) Proposal for a Pavement Mana3ement Program- Alderman Rainey moves to 4� err this proposal of infrastructure Management Services, Inc. for a comprehensive program (street surrey) at an estimated cost of 562,350. Alderman Moran seconded the motion saying it was a good thing to dc% He asked if a similar type program for alleys was to be developed. Mr. Jennings said not exactly; we hasr tnkxugh flexibility in this program to do testing of some of our alleys; he did not think it worth another Sb0.0tV to do all alleys when a sampling was beneficial. Alderman Moran said this is a positive step but also thinks of alleys when he thinks o infrastructure. He did not see the City getting on with dealing with all our alleys from a planning perspective. Mr. Jennings noted the alley program right now is running half a nitilion dollars. We don't test unpaved alleys, anyway; he noted this is a pavement survey; what you're Rolm- is more of an Inventory, and how to get the unpaved alleys paved. Alderman Moran said the point of this is item is how do we keep our streets in good shape? His question is how do we address the conditi%:%n of our alleys? Alderman Drummer recalled the alley policy produced by staff. He requested this issut tse brought back to the Committee. Upon voting on the motion to approve this proposal, motion was unanimously approved. IA17) Ordinance 106-0.00 - Amending Ordinance 38-0-00 Prohibiting Unauthorize.' Use of Vehicle mmobinzation uevices - it was noted this Lirdinance was for introduction tonight, uiscuss:,,Nn: Ms. drenn:man explained lb-U-uu pronibits booting by private parties, and includes a sunset provision that will end before the next Council meeting without some affirmative action. if nothing is done with 38-0-N, the Ordinance essentially dies and booting by private parties would be permitted. 106-0-00 would remove the sunset provision so that booting would remain banned. Action on the Ordinance would be needed tonight - Alderman Rainey moved approval of Ordinance 106-0-00; Alderman Drummer seconded the motion. Mr. Grillo of Guardian Parkin said 90 days ago tomorrow there was a moratorium on their business. They felt they would be contactedforIdeas/solutions. He noted they had put together an ordinance addressing most of the concerns, and Chicago Is putting together a pilot program on private booting to address situations as they come up. He suggested a similar program, perhaps 6 months for Evanston, which he felt would be fair. Alderman Moran noted the concerns people had at the time the prohibition went into effect, and thought the idea was to look at the issue and ameliorate some of the concerns. Now, he noted staff Is recommending suspension of the rules to pass the prohibition tonight. He did not think this was a good Idea. He thought there may be ways to make this a reasonable proposition in Evanston. He suggested a program to give the company perhaps 90 days. If there are problems we can say that's the end of It. His concern was that we have not discussed this, and are pulling the plug without trying it. He suggested that this may not be such a bad idea, being $90 for a boot as opposed to $105 for a tow. He suggested adopting a regulatory ordinance, perhaps with a sunset provision. Alderman asked how long the program existed In Evanston and how many clients Guardian had. He was answered approx. 12 months, and -four clients, or properties, in Evanston. Alderman Rainey asked about complaints received. It was noted several complaints had been received lately. She noted one could not compare Guardian and North Shore Towing since the latter includes a fleet of trucks, provides many other services and deals with the entire City. S'he read the information Guardian had sent, and said she was opposed to booting from the outset, with no Interest in the 90-day moratorium. The letter from Burger King did not sway her, in fact she felt a nationwide chain should be able to find another way to get relief than to hire a company to immobilize our residents. She suggested they hfre someone to keep non -customers out of their lot. She found booting radical, drastic and unregulated; said the stories she had heard about It turned her off to the extent she did not want to consider it further. Merchants In Evanston had not come forward to tell the Committee that this was a crying need. She called this an enormous opportunity for this company because Burger King wants people to stay out of its spaces; to pass an Ordinance for Burger King and the Bank is beyond her; she urged the Council not to make this terrible mistake because anyone who is mistreated when booted will have the right to blame the Council, not Burger King or Bank, because we are giving these people permission to do this. Alderman Moran referred to a complaint letter he had received about getting booted in the Burger King lot when the writer had left the lot. He said the Burger King has an investment in its property; do you tell them they are prohibited from protecting their right to have parking spaces for their customers? Where do you draw the line? He said people should be able to use their property in an organized fashion. Mr. Denigris noted the publicity from Northwestern on this item, and felt the issue gave people an opportunity to add wood to the fire because the City is thinking about the Ordinance. He pointed out that the City has heard from people about this issue in the last three months. He likened the City's interest in its streets to that of Burger King's interest in its property. He said every new concept needs a chance and said more states are taking this on: it's a concept that works. Alderman Drummer had not heard anytl' ing tonight to change his mind, but he had sympathy that Guardian had not had time to present their case thoroughly. Discussion ensued on: the timeframe needed to pass 106-0-00, the need for a unanimous vote to suspend the rules the possible amendment of 106 to extend the sunset provision; the fact that if no action Is taken 38-0-66 dies and booting will be permitted. Ms. Parone stated the Ordinance had not been reviewed by an Evanston attorney. The Committee noted this is the first meeting the issue had been discussed at; and assured Ms. Parone that our attorney Ms. Brenniman, had been involved from the beginning. Ms. Brenniman reported that at the last meeting s6 was asked if our Ordinance 38-0-00 mirrored the Chicago Ordinance, and that the answer was yes. It was the Committee's direction to write an Ordinance deleting the sunset provision. Alderman Drummer was sensitive to what had been said but had not changed his mind. He noted to make a profit Guardian must boot some cars. Mr. Denigris said If this property did not have ppeople parking Illegally, Guardian would not have to work on the property. Discussion ensued about aggressive booting, the number of posted signs at Burger King (around 8) and the Sign Ordinance. Alderman Rainey moved to extend the 90-day sunset provision for another 45 days. Alderman Drummer noted this gives the company time to get to all those it needs to get to. He asked that relevant material be given to staff. Mr. Grillo said five messages had been left for Alderman Rainey, to which Alderman Rainey responded that this was not true. Alderman Drummer noted that some of the Council would like to pass what was on the agenda tonight but several aldermen are not present tonight. It will be moved to extend the sunset clause by another 45 a;Ys- CITIZEN COMMENT Because of time limitations, Alderman Drummer asked Mr. Nesvig if he could make his remarks at the Council meeting, which Mr. Nesvig agreed to do. COMMUNICATIONS It was acknowledged that the Update on Police Officer Hiring, the Fire Detsartment Monthly Report, the report on Phase VII Contract H Bid Acceptance, LonR roan%e Sewer Program and the church street Plaza M/W/EBE Program Weaort nad ail been receivea. to a question about tfie tatter report, Mr. Walton said the Information is current and includes the deductions in the recent letter disallowing certain items of coil pliiance.ovide additional Information discussion will that held on the issue of the the e�et W/EBE meeting on Wednesday. Mr. Walton There being no further business, Alderman Moran moved to adjourn, Alderman Drummer seconded and the Committee adjourned at 8:43 p.m. Respectfully submitted; 1 Darlene E. N11ges Executive Assistant DRAFT -- NOT APPROVED Is X' 9 r 1 U DRAFT • NOT APPROVED MINUTES ADMINISTRATION Ft PUBUC WORKS COMMITTEE Meeting of August 14, 2000 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Maureen Barry, Kathleen Brenniman Paul D'Aostino, Zeitee 14 Edwards, Rich Figurelti, Doug Gaynor, Wayyne Moran Morris -Darlene Ni Catherine Radek Max Rubin, Susan SaN, Bill Stafford, Dave ?toneback, Chad Walton, John Wilkinson Others Present: Charlotte Omohundro, Mary Gavin, Mimi Peterson, Scott Franz, Jonathan Perman, Rick Steinberg, Gail Lovinger, Michael Orenstein, Vito Brugliera, Ed Reinfranck, Mary Burgliera, Kathryn Farris, Linda Gelb, Roger Schiller Presiding: Alderman Gene Feldman SUMMARY OF ACTION Alderman Gene Feldman, Committee Chair, called the meeting to order at 7:13 p.m. APPROVAL OF MINUTES Alderman Rainey moved approval of the ABPW Minutes of July 24, 2000; Alderman Moran seconded,- motion was unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA -- CONSENT AGENDA The Committee voted unanfmously to place the following 24 items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 8/03/00 in the amount of j1.8bb,40U.bS. (A2) City of Evanston Bills - Consideration of the City of Evanston Bills through 8/15/00 in the amount of b4,J1U,tl19.LJ. (A3.2) Bid for Filter Rehabilitation - Consideration of the lowest responsive and responsible bid of KKeno Is :wm Construction for filter rehab (1948 addition) at the Water Es Sewer Division at a cost of $1,179,000. (A3.3) Bid for Resurfacinngg Lots - Consideration of the lowest responsive and responsible bid of J.A. Johnson Paving for resurfacing the Water & Sewer Division parking lot and Main St. Lot #15 at a cost of $134, 516. (A3.4) Bid for Lovelace Park Tennis Court improvements - Consideration of the lowest responsive and responsible bid of Chicagotand Paving Contractors, Inc. for these court improvements for Parks/Forestry ii Recreation at a cost of $221,648. (A3.5) Bid for Robert Crown Backstop Replacement - Consideration of the lowest responsive and responsible bid of Pinel Andrews Construction Corp. (EBE) for backstop replacement at the Crown Center for Parks/Forestry h Recreation at a cost of $160,613. UA3.6) Bid for One -Ton Cargo Van - Consideration of the lowest responsive and responsible bid of oskins Chevrolet, Inc. for a one -ton cargo van plus warranty and delivery for Facilities Management at a cost of $23,710. (A3.7) Bid for Vehicle Exhaust Removal System - Consideration of the lowest responsive and responsible bid of Hastings Air-knergy Control for this system for Fleet Services at a cost of $55,671.84. (A3.8) Bid for Park Renovations - Consideration of the lowest responsive and responsible bid of Pederson construction Inc. for Burnham Shores Park renovations for Parks/Forestry E3 Recreation at a cost of S180,5905. (A3.9) Sole Source Purchase of 530 HP Caterpillar Engine - Consideration of this purchase of a turbo- charged, 5j0 hp Caterplilar engine for High Litt Pump NO.3 from Patten Power Systems for Water Es Sewer at a cost of $199,995. (This item requires a 2/3' majority vote.) (A3.10) Proposal for Update of Lanq Range Sewer Proqram Facilities Plan - Consideration of a must be updatedof very five yeas tto o obtain this update loan fundingefrom IEPA t of for L e tong -range The i sewer projects. (A4.1) Contract Amendment #1 for construction services for Phase V1, Contracts A&B - Consideraticn . of approval at this Lontract Amendment wren tiarza tngineenng to eliminate construction services for Phase VI, Contract B, with no increase in compensation or duration of the agreement. ideraticri of a p Contract oval at this Lontmract Amendent #7 for ment with narza n ineenng to onstruction services for Phase provide construction tion services for she Long Range Sewer Program, increasing the compensation level by $300,310 and extendirq the duration until June 1, 2002. (A4.3y Chanr{e Order No. 5 for Phase VII. Contract E - Consideration of approval of this Change Order with Georgge W Kennedy Lcnstruction Lo., a final balancing change order reducing contract amount by $59,306.80. (A5) Special Event - St. Andrew's Church Rummage Sale - Consideration of a request to hold this rummage sale on August Lb and close Darrow Ave, from roster S. to the alley north of Foster SL (A6) Special Event - St. Luke's Church Picnic - Consideration of a request to hold this Church Pfcxax on SSeptember 1U, 2UUU and close Hinman Ave. from Main St. to Lee St. JA7) Special Event - Northminster Church Picnic - Consideration of a request to hold this Church icnic on September 1 u, LUUU and close Lentrat Park Ave. from Harrison St. to the alley sound of Central St. (AS) Special Event - "Jurr* f: Verve" Jazz Festival - Consideration of this request from the Chamber of Commerce and Pete ►Kiiler's Steakhouse to close a portion of Sherman Ave. on September 16 for the jazz festival. (A9) This item had been removed from the agenda. (A10) Resolution 79-11-00 - Award of Contract for Phase Vii, Contract H. Lone Range Sewer Program - Consideration of this Kesolution to authorize the Lity Manager to award a contract to the lowest: responsive and responsible bidder for this phase of the Long Range Sewer Program, contingent on receipt of a low -interest loan from the IEPA. (Al 1) Ordinance 89-0-00 - No Parkina Zone - Consideration of this Ordinance (for introduction) to place a No Parking Zone at 11 23 Grant Street. r12)Ordinance 90-0-00 • Faur•Wa Stop at Payne and Pioneer -Consideration of this Ordinance rntoCuctfon) amencingSec. 1A 1-5. Scned. V(u) of the Lfty Code to place a four-way stop at yne and Pioneer. rI,1lr 3) Ordinance 91-0-00 - Four -Way Stop at Lincoln and Pioneer - Consideration of this Ordinance introduction) amencing Set. i u-11-o, Scned. v(u) at the Lity Code to place a four-way stop at coin and Pioneer. A14) Ordinance 92-0-00 - Three -Way Stop at Foster and Ashland - Consideration of this Ordinance ((or introduction) amending Sec. 1 U-i 1-S V(L) of the Lity Lode to place a three-way stop at Foster and Ashland. (A16) Resolution 81-R-00 - Expansion and/or Renovation of Evanston Animal Shelter - Consideration of this Kesotution autnonzing L.A.K.t. to solicit and obtain funds for the expansion and/or renovation of the Shelter. Alderman Rainey moved to recommend Council approval of the above items; Alderman Drummer seconded the motion which was unanimously approved. ITEMS FOR CONSIDERATION -- DISCUSSION {{A3.1) Lowest Respponsive.and Responsible_ Bid of Winkler's Tree Service for Tree Trimming Contract for Parksprorestry tit kecreatlon - Alderman Kainey moved to reject ootn was for this project. Alderman Urummer seconded. uiscussion: Alderman Moran asked the reason for rejecting the bids. Alderman Rainey explained there were two bids that were far apart. On our first time out we got three bids. She suspected that companies know that this is a regular event, and expected there would be even more than two bids. She felt the atmosphere had been chilled by the current circumstances and that we could have done better generating responsive and responsible bidders. Secondly, the disparity of the two bids was of concern. For those reasons she would like to reject the bids and rebid at a later date. She was concerned that the trees get trimmed, and that there was no Tree Preservation Ordinance that would state a policy and goven our tree trimming. She felt Winkler's was a lowball bid and a form of challenge, and did not trust it. Alderman Moran assumed that based on budget deliberations on this item and much discussion, the Council has not decided as a matter of policy not to do any tree trimming.He addressed the disparity in this case, as we see from time to time, of bidders who substantially underbid the field. Usually, he noted, on inquiry we find we need not be concerned, and are happy to purchase the service for less than other competing bidders. He said what those in the audience probably do not know is that Nve just spent "a ton" vif.money tonight in a couple of minutes; there were many contracts moved to the Council for action wft�re bid packages were sent to 10, I5 or 20 potential bidders that we passed in a couple of minutes. An many • instances, there were only one or two bidders out of those 10, 5 or 20 sent packages. He did rot think the Council did a very good $ob of fostering a healthy competitive attitude for bidding on the pur•:.hase of services or goods that prelates by a substantial amount the Winkler issue. He felt we do thinags that discourage people from bidding. If it is a question of the small number of bidders, he said we shcuid have turned down several of the contracts approved tonight. The last objection he addressed was that there has been a chiilLng effect in circumstances in recent times. He noted a lot of discussion in the community about this. He felt it behooved us to discuss this so that people may speak about it in public. He referred to the criticis.n of prior work by this contractor, artticism that was joined in by a former disappointed losing contractor, -who was also the other bidder tonftpht, and whose bid is close to 50% over the low bid. He said it may be that there has been a chilling effect- the winner of the contract last time was roundly criticized in a very public fashion, and other bidders crEy have felt they were not anxious to come into this forum. He said anc;her possibility is the so-called defamation action filed by the winner and proposed winner of this contract, which has been termed a slap su t in the community. He noted there was a Resolution to hire a lawyer and spend tax dollars to intervene In his suit. His impression of that vote was to exhort a position that does not. exist within the context of that ELiiation: e.g. that there is absolute immunity for citizens who come before Council. He said the First Amendment Is not an unfettered right; it's a very important one, but there is a large body of case law that sa-j-s there are limits to free speech and the First Amendment is both a rigs=: and a responsibility in some resce cts. He noted comments by the Council that the low bidder tonight should never be allowed to work in E•.-anston. Notwithstanding this controversy, he said we have a recommendation by staff responsible for this work to award this contract to this low bidder. He believed staff looked at the matter dispassionately and :�tiat this low bidder, notwithstanding the criticism, which is more with respect to the outside litigation Vl= the quality of the last work, was recommended by the people responsible for the administration of the last contract. He said the amount is well under their prior estimates. Given the highlycharged and unusual circumstances, from a public policy standpoint, he did not bebieve that we shouldnotproceed m-ith this contract. He said if people want to say don't give it to this person because this company sued sameone, then let's say that. if this gets voted down there will be one more log on the fire about a circumstance where people will not want to come to bid on our packages, seeing it as an escalating maelstrom no one will want to have anything to do with. As far as the other litigation, he felt it unfortunate and wished it had not happened for everyone's sake. However. the Council could not control what other people do; he had no opinion as to the case's merits, which will be something a court will decide. Alderman Ramey said that she had tried to avoid stating • another reason to reject both bids: the fact that the low bidder trims trees so poorly, and the trees in the Eighth Ward she had seen butchered made her not want trees trimmed by this firm In the City. Ccncerning discouragement of vendors bidding she said there were several items that received six bids. She noted she had not discussed the bulk of the bids tonight, which were the Harza bids, and said we have financed Harza almost completely. She felt Harza had gotten away with murder and she had been the only one fighting this. She said that Harza's is the contract the Council should be diligently watching, noting the huge additional increase in a contract tonight because something got "screwed up." She said this is the sole reason that Water and Sewer bills are so high. Because she thought Winkler's trimmed trees so poorly, and because the other bid was 30% higher, she said the solution was to reject both bids. Alderman Drummer said staff did the job it was supposed to do: solicit bids and submit to Council. He guessed Winkler's bid was so low because the company's equipment was still in town. He noted that Flood and Pollution Control was watching Harza. He said that he believed Mr. Winkler decided to bring suit: stated he did not appreciate anyone doing this to a citizen at any time. He was not going to validate for Winkler that everything was fine in terms of his work, and by giving him another contract we are making a statement to the world that Winkler's is okay in this town. a was not saying Winkler would not work in this town again; but until this suit is settled he had no desire to do any work with him. Alderman Feldman asked the reasons for rejecting bids. Ms. Brenniman said a bid could be rejected if it has been shown the individual has poor performance; also one can reject all bids without a reason and go out to bid again. Alderman Feldman clarified that Alderman Drummer wished to reject all bids. Alderman Drummer said yes as long as this suit is brought against a citizen about a project of ours. He is uncertain of where he stands legally on the issue of recommending Winkler for this contract. Alderman Moran said if the Idea is to reject all bids because people do not want to do business with Winkler, when are we going to deal with this - when he doesn't bid? Will we reject it if he bids again, or until the court decides the case? Alderman Drummer said Winkler could say he will drop this case and everything would be fine with him personally. As an elected official he felt he had an obligation to make a statement. It doesn't matter that it's Mr. Winkler: he would make the same decision about anyone who went to the extent Winkler had against a citizen. Alderman Moran explained that staff puts together bid packages and sends them to companies that we feel can do the work. We try to encourage them to bid. In the case of Item 3.3, we sent packages to 22 potential bidders; four took the plans and specs three in bids. On Item 3.4 there were 18 packages sent; four took the plans; one company bid. On item 3.5, a contract for $160.006, 41 packages were sent; three took the plans; one bid. On A3.6 a contract for 523,710, 25 packages were sent; two bids were received. On A3.7 for almost 556,000, five packages were seat, one bid received. On A3.8, 39 packages . were sent; 8 took the plans; six bids were received, He said if people are concerned about getting the best price and goods and services for the people in this town, if you hear these numbers it tells you there is something seriously wrong with this picture. His concern is that those in the commercial community will decide, or have decided, that Evanston is a troublesome place to do business. He cited the above figures because he felt they show we do things in a way that it's become manifest that people do not want to do business with us. He termed the whole Winkler situation unfortunate; wished it did not happen, ht:t;*d it was over soon, but said we do have to go on with the business of the City. All these exchanges about-trings which in scene ways the City cannot control, don't promote our ability to do business on a sound t•asim. He took at face value Alderman Rainey's comments about the condition of trees in her Ward, but sald cur staff was saying t,'he work was acceptable and he put a fair amount of weight on that reco. imendation. He !hoped i for a swift, test resolution to the litigation, but said we have to do our business. Alderman Feldman said If getting a bad reputation as an employer excludes the due diligence and judgement of %wheC7rer a contractor is doing a proper job, and if you do that and people get upset he felt it was too bad. He grated the abundant controversy about Winkler's work, and could not recall the kind of crr:icism generate%!. y this contractor. That, along with what he had witnessed in the Ninth Ward, was enough to not ware this contractor working in the City. He disagreed with staff, and felt Indicating the work had been accelpable was not a ranging endorsement. He felt we need excellent work, especially for our trees, which: bre a treasure fcr us. He felt there was significant damage done to the trees in this town and could not vcr;e for Winkler and take that chance again. He noted the discrepancy between the two bids and wanted tc rrjett both and start again. Alderman Drummer said you look at these bids and say only two people picktti tfiem up, but the other 18 we sent packages to don't know the Ci 's doing work. People are not knocking down the door to do these bids for government work. He noted it was small money compared to the private sector, and most of these contractors are busy already along the North Shore. He himself gets bid p.a.kages that he must throw away because he doesn't have time. Alderman Rainey said she had once asked to see a list of those who were sent bids. She said it's a long list in every case, some are sent to out-cf-State businesses or those no longer in business. She felt it would save money on post? -se to clean the lists up. Mr. Steinberg said it was a pleasure to agree with three aldermen; Alderman Drur:,mer's concern w-ts his; when Mr. Winkler sues Mimi he really sues everyone in town. He said to do bLminess with them was to condone their actions; said it was a free speech issue, not a low bid issue, and urged the Council to crribnue to reject the Winkler bid as long as he attacks our citizens. Alderman Feldman pointed out that legal counsel had outlined the legal reasons one could reject a bid. Mr. Steinberg said there was a principle here, Winkler was not good for Evanston because he attacked our citizens and suggested letting Mr. Winkler sue the City, which would be money well spent by the City to defend t4at principle. Mr. Oeenstein said his feelings were the same as Mr. Steinberg's. Alderman Feldman noted the motion was made and seconded to reject the bids. Upon voting, motion passed 3-1 with Alderman Moran voting nay. CITIZEN COMMENT Gail Loving-er of CARE spoke about the animal shelter. She thanked Alderman Feldman and the Cornimittee for their action tonsght to give CARE the authority to undertake a capital campaign for the animal shelter • expansion. She said it was a big step forward for the shelter and thanked Alderman Rainey especially for 18 months of work, and City staff, especially Mr. Rubin for many hours' work, and Mr. Gaynor for theland to be available for the shelter expansion. ITEMS FOR DISCUSSION (APW1? Alternatives to Present Ordinance Prohibiting Immobilizing Vehicles on Private Property fBootingl - Alderman tngelman was appnsea or tors items oiscussion out asKea the Lommittee to proceed witnout him. Alderman Rainey asked about a memo from Guardian Parking Management, implying Aldermen Moran and Bernstein had reviewed the Ordinance Guardian submitted. Alderman Moran explained that he had seen that reference in our packet. He could not speak for Mr. Grillo, who wrote the letter, but he felt the letter conveyed a significantly incorrect impression. He believed this stemmed from when we had this matter up the last time, when there was substantial controversy on the Council floor about the City passing legislation permitting private companies booting. During that controversy, both he and Alderman Bernstein made statements to draw the Council Into further discussion on the issue. For whatever reason, but presumably because of those statements, the Guardian people sent him a copy of the proposed ordinance. Mr. Grillo referred to it being "further reviewed by Alderman Moran, and also Alderman Bernstein, and also Attorney at Law." Alderman Moran said Mr. Grillo did send it, and he had read it. Mr. Grillo's use of the word "review" seemed to indicate there was some course of communication abocrt the wisdom of adopting the draft ordinance. Alderman Moran said that did not happen, although Mr. Grillo's phrasing implied it had. Alderman Rainey was glad to know the background about this reference. Alderman Drummer said he had given this much thought. He understood how some business pec*le felt about property used and abused by everyone parking there. The problem for him was that it was a private firm that leases its revenue solely on the number of people it boots. He felt If you had a monthly cor tract, whether you booted or not, it would be a bit better. He said in this case there is no fee paid by the property Cromer; revenue is based solely on how many cars the company boots; and the company has to boot someone every day. He addressed the bank president's previous remarks about someone who went to Judy's Bakery first. Alderman Drummer felt that, in some cases If you're in business, you have to accept some of this. He said one could still pp0lice his property through towing, which at first he felt to be more drastic and expensive. But he noted 590 for booting "is nothing to sneeze at." He has come to the decision that booting is not good for business or the citizens; it's only good for Guardian Management. Alderman Moran said it's clear that property owners will retain the right to police their lots. That will include the right to throw a hook on your car and haul it away, whereby you'll make an unpleasant trip to • Oakton and pay $120 or more. That will not go away no matter what is done with this issue. He noted that under Guardian's proposed Ordinance they suggest the fee will be $90, which is cheaper than towing. The only other thing he can say is that dealing with the towing situation is so difficult to deal with. With the booting situation you can take care of it at once. He noted there could be angry confrontations in either situation. He felt for all people in Evanston who deal with parking problems, problems that ran throcagi ail Issues in Evanston. He thought it too bad for someone running to the bakery and parking in the bank Ire` and getting booted; but he noted someone owns the lot, and every time someone does such an innocem . thing as running to the bakery it makes an incursion into the sphere of the company who owns the ir1; and Is trying to use it to promote business. He noted the wide range of circumstances and did feel people need some options: he said with booting, you get the car back swiftly, rue the day you spend $90 for a cart of peas and hope it never happens again. He hoped the Council would think about this a little and welczrned their suggestions that give owners and patrons options and still build in protections for the system. He saw booting not as an evil but as another piece of the puzzle, one we could try under a sunset provision ar4 one we may not want to renew after 12 months of the trial, in which case we could go back to towing only. Fie felt booting was worth a try. Alderman Feldman asked if a lot owner hires a tow company, does he call the company for a specific vehic5e to be towed. If so, in essence it becomes a management decision to call the tow company. Alderman Moran believed tow trucks came in response to a call, as well as made a circuit. Alderman Feldman saw mace instances of booting than towing, because it is easier to do, and someone is already on the premises waitinv, without the hesitancy that might be built in by a business owner calling for a tow. He felt he would try rice to tow anyone, were he a business owner, saying there Is give and take in any business situation. He noted waits of 20 minutes in a bank due to the staffing levels in the bank. He forgives the bank that 20 minutes waiting period, and suggestec the bank might forgive the five minutes it takes someone to go buy a can or peas. lie felt the number of instances of someone being in pain would be less with towing only. Alderman Rainey said this was the worst form of customer relations. She felt the issue was overblown: she did not think there were 100's of people being towed out of lots. She said this was an issue almost total:y concerning Burger King and the bank at Main St., which she said has a longstanding reputation for Immediately towing people away. She noted a group of elderly ladies whose cars were towed from the bark lot after the bank was closed. She described how people who were towed did not use that bank again. She felt it ironic that, to free up spaces, one hires a service that boots and immobilizes your car in the lot, taking up a space perhaps for hours. She said that booting made no sense: there is no reason for this exce;;t pure profit of the booting company, and she suggested they find more fertile pastures. She said it's up to us to give them permission to boot and up to the merchants to find another way to get people to leave their lots. Alderman Drummer pointer out the owner doesn't have to pay the booting company as he does a towing companyy Alderman Rainey referred to all the complaints received about this booting company. Regarding the 90-day sunset provision in the present Ordinance, Mr. Crum explained an amendment or another Ordinance would be needed to remove the 90-day provision. Alderman Drummer recalled Guardian Management made an issue about Chicago changing its ordinance to allow booting. Ms. Brenniman believed the memo from Ms. Szymanski (stating Chicago had made no changes and planned no changes to its original • ordinance) was accurate. She said Evanston's Ordinance had been drafted after Chicago's ordinance. Aldermen Rainey and Drummer moved and seconded the motion that the City Manager prepare an Ordinance for September to remove the 90-day sunset clause. Motion passed with Alderman Moran voting nay. COMMUNICATIONS Update on Police Officer Hiring - Alderman Rainey had read about three current vacancies, but wished to Know wno is in scnooi, wno is not, when the Civil Service Commission will meet again, who might be in the pipeline, etc. Mr. Crum promised to provide a report, noting Ms. Witt was gone today but will be in tomorrow. Cable Report - Alderman Rainey spoke of a constituent whose cable was always out of service. Mr. Rubin explained in the last couple of weeks the cable company lost a major component and some people lost the signal. Fewer people are without service each day as the problem is fixed. Currently six or seven are without service. Alderman Feldman knew of someone without cable for three days. Mr. Rubin said that Interesting)y most people were out for three days, thou h almost all should be back on. Alderman Feldman noted the dHficulty stemmed from inadequate explanations to people. Mr. Rubin noted that the City called AT&T and had been told we weren't in their system. It was explained that "Number of Homes Passed" referred to the maximum number of places AT&T can put a cable. At this point Chief Kaminski arrived to speak to Police Officer Hiring. He confirmed three vacancies, with another coming up next month due to retirement. He said four were in field training, one quit, now we have four in the Cook County Police Academy. One lateral will go straight into training at the end of the month, four more are going to the Chicago Police Academy Sept. 10. He noted we have another one scheduled for the Cook County Academy in October. He noted slots have been booked for classes through summer 2001, about four slots in each Academy. Alderman Rainey asked if people who have taken tests are waiting in line for these three, soon to be four, vacancies. The Chief said yes. He noted we had physical agility tests three weeks ago. 31 passed and are In the process of takin polygraphs and psychs. They will be screened by the Civil Service Commission and if given the go-ahead we do the backgrounds and interviews. He reported the next test Is in September. There being no further business, the Committee adjourned at 8:35 p.m. Respectfully submitte , Darlene E. Hilges Executive Assistant DRAFT — NOT APPROVED 0 DRAFT - NOT APPROWD MINUTES ADMINISTRATION ft PUBLIC WORKS COMMITTEE Meeting of July 24, 2000 Members Present: Aldermen Drummer, Feldman and Rainey Members Absent: Alderman Moran Staff Present: .Judith Aiello, Maureen Barry Kathleen Brenniman. Pat Casey Paul D'Agcst1w, Zeltee Edwards, Rich Figurelll. Doug Gaynor, Sam Hunter, David Jenniegs,�W yne Moran, Mary Morris, Darlene Nilges, Catherine Radek, Max Rubin, Susan 5abisr, iW Stafford, Chad Walton, John Wilkinson, Judith Witt, Barbara Zdanowicz Others Present: Bud Nesvi , Charlotte Omohundro, Beth Demes Ma Gavin, Felicia Oliver, John Hammerschlag. Madeleine Bennett. Lisa Black, �m White Presiding: Alderman Gene Feldman SUMMARY OF ACTION Alderman Gene Feldman, Committee Chair, called the meeting to order at 7:05 p.m. APPROVAL OF MINUTES Alderman Rainey moved approval of the A&PW Minutes of July 10, Alderman Drummer seconded; motkm was unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following ten items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Pa roll - Consideration of the City of Evanston Payroll through 7/20/00 In the amount of y1,vu i,zUtl.tf Z. (A2) City of Evanston Bills - Consideration of the City of Evanston Bills through 7/25100 In the amount of y3,41 (A3.1) Bid for 'HVAC Improvements at Police Dept.1911 Center - Consideration of the lowest responsive and responsible bfd of umni mectrical systems, Inc, at a cost of $60,440. (A3.3) Bid for Bent Park Renovations - Consideration of the lowest responsive and responsible bid of Pinel Andrews Lonstruction Corp. (EBE) for these renovations for Parks/Forestry $ Recreation at a cost of $67,515. LA3.4) Approval of Three Year Contract to Install Water Meters and Automatic Meter-Readine ui ment - Lonsideration of a proposal of water Services inc, for [nu contract for water tt Sewer at a cost of $460,470. (A3.5) Bid for Paving Various Alleys - Consideration of the lowest responsive and responsible bid from Kings Point cement for tnis project at a cost of $442,092. JA3.6) Bid for Temporary Traffic Signal at McCormick Blvd and Bridge Street -- Consideration of the lowest responsive and responsible Did from Hecker and Lo. for this temporary signal at a cost of $61,976. (A4.1) Approval of Change Order #1 (Final) for High Lift Pump #4 Protect - Consideration of this Change order for replacement of the hi h lift pump 94 increasing the contract amount by $9,043.35, from $195,456 to $204,499.3? (A5) Traffic Calming Plan - Sneed Bumps - Consideration of a petition to place speed bumps in the west alley of 1300 Hinman Avenue. (A6) Resolution 73-R-00 - Lease for East Apartment at Municipal. Service Center - Consideration of this Kesowtion, to renew trie lease witn Jonn Sturtevant for the east apartment at the Service Center. Alderman Rainey moved to recommend approval of the above items on the Consent Agenda; Alderman Drummer seconded the motion which was unanimously approved. ITEMS FOR CONSIDERATION (A3.2) Bid for Liqhtinq Upgrade at Municipal Service Center, Building A (Fleet Services Areal - Alderman 14. damage to the leaking petroleum products. She said we have tv.,o incidents of this. This Change vrt`ier and Its significant number of dollars specifically addresses the federal requirement at the south side leaiL. The hope was that a full site investigation and testing would be required because we took up the top of t,`* tank • and the stones. That is not the case, however. We have appea3ed in Springfield, but are under nc.Zice to comply with the Federal statute. The $16,000 amount is for s::e testing at the south site. Alderman Rainey asked if the City would participate in checsrng the company. along with the rw,nding company. Ms. Radek noted the two meetings we have had Aith possible vendors; however, the City will not pay for the companyy, the bonding company vAll do so. The ccnpany will have to install according to the original specs. To Alderman Rainey's question as to whether the company could mitigate the new pn:tblems, she was told no, other than removsng the stone. Alderman Rainet- asked if that meant another change order. Ms. Radek said no: this change order is simply to take the tests -- borings and analyses. With the r,eaarts, it is hard to say, but her sense was we would not have to dig ;.ip the entire yard. She noted It was a gas station, and will be remaining a gas station. Upon voting to recommend approval of this change orcwr with Environmental Science a Engineering Inc. for a total of $24,O0S. motion was unanimously In favcr- (A7) Resolution 76-R-00 - Sublease Renewal for Top of the tracks. Inc. - Alderman Rainey me ved to recommend approval; Alderman Urummer seconded. Alderman. Feldman asked the size of this space. Mr. Rubin estimated 300-400 sq. ft. at the most: the space has four tables, a counter and a small back ream for washing up. He noted there was a large amour.[ ofsupportin the community for Mary Lou Smith's cIperation and it is very popular. Many petitions had been generated in response to the possibility of losing it_ tie said the City has put together a five-year lease with substantial increases each year. He reported that rrdershlp for the station is around 1400 people per day. Alderman Feld-nan asked how the rental rate was arrived at. Mr. Rubin explained the figure was arrived at last year; that they looked at what Ms. Smith was paying the Union Pacific before the City took over the lease. We increased the rent then, and we are increasing it each year. Upon voting to recommend Resolution 76-R-00. --lotion to approve was unanimous. (AS) Ordinance 84-0-00 - Amending Title 11, Chapter One, Administrative Adjudication - Aldermen Rainey and urummer moved and seconded the motion to recommend approval of tnis ordinance. it was explained that this Ordinance provides more definitive guidelines of the types of cases that will be heard in Administrative Adjudication versus what is heard in County court. City Departments will notify the Administrative Adjudication office about the types of cases to be heard, and the office will have specific guidelines about what is adjudicated. Alderman Rainey asked if a case were already In court could it be pulled and placed under adjudication. Mr. Moran answered no, but added that what was likely to happen was that properties, for instance, that have caused problems over the years will end up in adjudication in the future for new cases. Alderman Rainey asked what case [night not be sent to adjudication. Mr. Moran said that anything that dealt with incarceration could not go to adjudication. All other cases would go. Alderman Rainey spoke about violations of the Landlord Tenant Ordinance that have never been taken to court by the City, noting that in those situations people could only go to court on their own with a lawyer. She observed that these violations can now be adjudicated because they deal with a violation of a City Ordinance. She understood the Human Relations Commission will issue tickets on those types of violations. Mr. Moran explained that this will be a more efficient method of hearing those cases, much faster and with a lot less paperwork. Alderman Rainey asked if City empployees would be able to issue these tickets and if they would have to be sworn. Mr. Moran said that the City Manager could authorize them to issue tickets, or delegate to the Director of the Defartment. Alderman Rainey asked for information on the process so far: revenues generated, people's satisfaction, etc. Mr. Moran explained that the software that will furnish specific dollar amounts is still being modified. However, he reported that the office has processed some 25,000 cases, not all of which have shown up at the Civic Center, of course, for parking tickets and standing violations. To his knowledge to date the Manager and Mayor have received a total of four complaints. He believed that fact reflected on the courtesy and professionalism of the adjudication staff. Alderman Rainey asked how busy the program is. Mr. Moran explained that when the program started there was a backlog of approximately 50,000 tickets. The office was handling those four days a week. We have now caught up, and are only hearing those parking cases on Wednesdays. He added that last Wednesday 107 people showed up. Alderman Rainey asked how the process worked if the adjudicator determined someone had to pay a fine. Mr. Moran explained that one could pay then and there, that credit cards were accepted. Alderman Rainey asked if it was working well. Mr. Moran said that, for a completely new system, the small number of complaints had surprised him. Alderman Rainey commented that all one had to do was to ha re been ticketed and have to go to court; she congratulated the Administrative Adjudication Director and his staff. Alderman Drummer noted the fact that the Administrative Adjudication office could take a credit card over the phone. He asked about the community service component mentioned in the last A&PW minutes. Mr. Moran noted there would be a community service option as well as whatever fine schedules were generated by each Department. Community service would be an option for someone who might not have the financial ability to pay a large fine; it could also be used, for exampie in cases of spray painting or graffiti where we might want a juvenile to clean up Alderman Drummer asked if violations that have to do with incarceration or moving traffic violations would not be adjudicated. Mr. loran said confirmed this, and said the limit on adjudication is $50,000. Alderman Drummer posited a case where someone is issued a ticket about violating the Landlord Tenant Ordinance. When it is issued there is a fine associated with it automatically. Mr. Moran confirmed this. He and Alderman Drummer discussed how, if the violation is corrected and the fine is paid, the person doesn't have to came to adjudication. Mr. Moran confirmed that everything that tomes M to adjudication has a fine associated with it.lderman Drummer asked if each Department Head will give a list of things that will be adjudicated. The answer was yes, and to a further question was told the pprogram will expand to include any muMcfpal code violation. The Ordinance introduced last time (70-O.00j would allow that to occur. This Ordinance defines the class of th:.-,gs that will come to adjudication from each Drummer moved to recommend approval: Alderman Rainey seconded, Discussion: Aldernnan Rainey noted this project appeared to be a complete replacement of the lighting. She asked ►►h�� the lighting could not be added to instead of replacedl Mr. Rubin explained this is a totally different lighting system: hi h intensity discharge lighting instead of fluorescent tubes. He noted the crev s are firrsently %%"rking inthe • dark. Alderman Rainey asked if work was done at night. Mr. Rubin and Mr. Jennings explained that work Is done until 11:00 p.m., in two shifts, and is performed on City trucks, equipment and cars. upon voting to recommend the lowest responsive and responsible bid of Omni Electrical Systems, inc. for this upTrade for the Public Works Department at a cost of $49,970, motion was approved unanimously. (A4.2) Aparoval of Change Order #2 for Church St. Plaza Project - Alderman Rainey moved tv recommend approval and Alderman Drummer seconce�d the motion for discussion. Mr. White pro►zded the rationale for this increase of $851,035. He said this a.-nount is an accumulation of a number of items since the start of the project, the largest part being for security and parking. He said the systems had been upVaded from the original design, adding a little over $440,000 to the cost of the equipment. He called it state -of -tire -art parking and security systems, and noted both were things the Parking Committee felt were imaortant. He noted many things that will make the garage much easier to administer and have a much higher grade of security. He said they were able to neeggotiate an extremely good contract for both pieces or equipment, saving in excess of $100,00 with the heir of Mr. Hammerschla One small item is the ability to maintain a year's comings and goings on camera on one computer disk rater than needing a roomful of tapes. There are also friendly, pay -on -foot operations as opposed to going through the cashier. Some other items came about because of a change in plans: we added turnups and beams on exterior walls that added $30O 000 to the job. Mr. Hammerschlag noted that in terms of competitive systems he was involved with a loop garage with a cost of $800 000 for a revenue and security system. He said that revenue system is almost identical to this one, and felt this security system is of a higher caliber than that of the loop garage. He noted the parking world and its level of technology has changed dramatically in the last five years. Alderman Feldman recalled that we'd promised ourselves to have a really fine garage and meet security needs of our citizens. We wanted to plan it in a way that it was secure and inviting. He said these expenses make the garage different than others we have had. Mr. Hammerschlag noted the layout of the floors and open sight lines, light colors graphics, etc., all of which compared favorably with anything he's been Involved in. Mr. White said the goal was the highest level of security, and that we wanted women to be comfortable coming into the garage. He noted the high ambient light ratio and 105 panic buttons tied into cameras that zoom in instantly and are transferred to the security office. Alderman Drummer agreed with the security issues, but could not help but look at the prices. He said we started out with $18 million, have one change order for half a million, and this one for over three-quarters of a million. He asked what this did to our numbers and where the money was to come from. Mr. Rubin said that we also have gotten savings on the project on the buyouts the contractor has made, and that this keeps us within the budgget of S25 million, which fs the amount of our loan. Alderman Drummer asked the price when financed. Mr. Stafford said we have already financed it. Asked the total cost, he projected it to be $24 million which was part of the bond issue adding that we were still within this budget even with this increase. He noted the variable interest rate financing and that we would pick up some arbitrage. He assured the Committee that if we go over our budget the Committee will be the first to know, because we'll have to find the money somewhere else. Alderman Drummer asked for a report on MWEBE participation in the garage, as well as the overall project. Mr. Rubin assured that Mr. Lloyd would provide this material. Alderman Drummer said this will be a great garagge; however, he said It was subsidized debt. In this case every bit of money spent on the garage is taking it away from somewhere else. Alderman Rainey suggested that the Parking Committee examine our rates. She noted it costs $18.00 to park In Chicago, relating how she was used to Evanston's rates and therefore was the only one In her party who complained about the Chicago cost- Alderman Drummer added that Chicago will not accept a van, which takes up the same space as a car, without adding an additional amount. Alderman Rainey made a reference to the Parking Committee: she brought up the difference between all -day packers who work In Evanston, and those that do not, and wished to distinguish between them. She noted a woman who had come to a hearing to complain about the elimination of garage space was a Morton Grove resident who came to Evanston to park and go to the Loop. Alderman Rainey stated that there was something inequitable about this situation. Mr. Rubin pointed out that there could be two separate rates for residents and non-residents. Alderman Rainey said there were many people like the Morton Grove commuter. Ms. Brenniman safd many municipalities charge more for commuters who come from another community and park in the municipality. Alderman Rainey noted we are building a $24 million garage, a chunk of which will be taken up by commuters who have nothing to do with Evanston. Alderman Feldman referred to interest in building a new office building whose tenants will be charged $140/month for parking. He reported a major tenant there is interested in working with the City. upon voting to recommend Council approval of the Change Order, motion was unanimously approved. W.3) Change Order #4 for Additional Construction Oversight It Environmental Services/Underground 5toraRe Tank UDerade Project - Alderman Drummer moved to recommend approval; Alderman Rainey seconded. bhe asked for the latest on the status of the project. Ms. Radek reported that the City has appeared in court twice to monitor the suit between the subcontractors and the bonding company against the contractor, who Is Insolvent. The bonding company has hired a firm to investigate completing the project; we have met with them twice. She said there are plans and specs that meet with our approval, and we know of at least two reputable firms who could do the work. She said staff is optimistic that the contract will be finished within the next couple of months. She said the major stumbling block was the leak . detection system installation, for which we have held money for a year now. She felt we will get what we said we would pay for, and nothing less. That speaks to the additional construction engineering costs in this change order. The other issue is the Federal government requirements for mitigating environmental ZI damage to the leaking petroleum products- She said we have two incidents of this. This chanV order and Its significant number of dollars specifically addresses the federal requirement at the soutli lid-o leak_ The hope was that a full site investigation and testing would be required because we took up the top of the tank • and the stones. That is not the case, however. We have appealed in Springfield, but are un4rr notice to comply with the Federal statute. The 516,000 amount is for site testing at the south site. Alderman Rainey asked if the City would participate in choosing the companyalong with Me box,._%ng company. Ms. Radek noted the two meetings we have had with possible vendors; however, the City vdtl not pay for the company, the bonding company will do so. The company will have to install according W the arigfnal specs. To Alderman Rainey's question as to whether the company could mitigate the ne►% prober, she was told no, other than removing the stone. Alderman Rainey asked if that mean: another ci•.ange order. Ms. Radek said no: this change order is simply to take the tests -- borings and analyses. With the reports, it is hard to say, but her sense was we would not have to dig up the entire yard. She noted it was a gas station, and will be remaining a gas station. Upon votingto recommend approval of this change order with Environmental Science E Engineering Inc. for a total of$24,008, motion was unanimously in favor. (A7) Resolution 76-R-00 • Sublease Renewal for Too of the tracks. Inc. - Alderman Rainey moved to recommend approval; Alderman Drummer seconded. Alderman Feldman asked the size of this space. Mr. Rubin estimated 300-400 sq. ft. at the most: the space has four tables, a counter and a small back room for washing up. He noted there was a large amount ofsupportin the community for Mary Lou Smith's operation and it is very popular. Many petitions had been generated in response to the possibility of losing it. He said the City has put together a five-year lease with substantial increases each year. He reported that ridership for the station is around 1400 people per day. Alderman Feldman asked now the rental rate was arrived at. Mr. Rubin explained the figure was arrived at last year; that they looked at what Ms. Smith was paying the Union Pacific before the City took over the lease. We increased the rent then, and we are increasing it each year. Upon voting to recommend Resolution 76-R-00, motion to approve was unanimous. (A8) Ordinance 84-0-00 - Amendin Title 11, Chapter One, Administrative Adiudication - Aldermen Rainey and Urummer moved and secondecf the motion to recommena approval of tnis Urau,ance. It was explained that this Ordinance provides more definitive guidelines of the types of cases that will be heard in Administrative Adjudication versus what is heard In County court. City Departments will notify the Administrative Adjudication office about the types of cases to be heard, and the office will have spedflc guidelines about what is adjudicated. Alderman Rainey asked if a case were already in court, could it be pulled and placed under adjudication. Mr. Moran answered no, but added that what was likely to happen was that properties, for instance, that have caused problems over the years will end up in adjudication in the future for new cases. Alderman Rainey asked what case might not be sent to adjudication. Mr. Moran said that anything that dealt with incarceration could not go to adjudication. All other cases would go. Alderman Rainey spoke about violations of the landlord Tenant Ordinance that have never been taken to court by the City, noting that in those situations people could only go to court on their own with a lawyer. She observed that these violations can now be adjudicated because they deal with a violation of a City Ordinance. She understood the Human Relations Commission will issue tickets on those types of violations. Mr. Moran explained that this will be a more efficient method of hearing those cases, much faster and with a lot less paperwork. Alderman Rainey asked if City employees would be able to issue these tickets and If they would have to be sworn. Mr. Moran said that the City Manager could authorize them to issue tlaets, or delegate to the Director of the Department. Alderman Rainey asked for information on the process so far: revenues generated, people's satisfaction, etc. Mr. Moran explained that the software that will furnish specific dollar amounts is still being modified. However, he reported that the office has processed some 25,000 cases, not all of which have shown up at the Civic Center, of course, for parking tickets and standing violations. To his knowledge to date the Manager and Mayor have received a total of four complaints. He believed that fact reflected on the courtesy and professionalism of the adjudication staff. Alderman Rainey asked how busy the pprogram is. Mr. Moran explained that when the program started there was a backlog of approximately 50,000 tickets. The office was handling those four days a week. We have now caught up, and are only hearing those parking cases on Wednesdays. He added that last Wednesday 107 people showed up. Alderman Rainey asked how the process worked if the adjudicator determined someone had to pay a fine. Mr. Moran explained that one could pay then and there, that credit cards were accepted. Alderman Rainey asked If it was working well. Mr. Moran said that, for a completely new system, the small number of complaints had surprised him. Alderman Rainey commented that all one had to do was to have been ticketed and have to go to court; she congratulated the Administrative Adjudication Director and his staff. Alderman Drummer noted the fact that the Administrative Adjudication office could take a credit card over the phone. He asked about the community service component mentioned in the last A@RW minutes. Mr. Moran noted there would be a community service option as well as whatever fine schedules were generated by each Department. Community service would be an option for someone who might not have the financial ability to pay a large fine; it could also be used, for example in cases of spray painting or graffiti where we might want a juvenile to clean up. Alderman Drummer asked if violations that have to do with incarceration or moving traffic violations would not be adjudicated. Mr. Moran said confirmed this, and said the limit on adjudication is $50,000. Alderman Drummer posited a case where someone is issued a ticket about violating the Landlord Tenant Ordinance. When it is issued there is a fine associated with it automatically. Mr. Moran confirmed this. He and Alderman Drummer discussed how, if the violation is corrected and the fine is paid, the person doesn't have to come to adjudication. Mr. Moran confirmed that everything that tomes to adjudication has a fine associated with it. Alderman Drummer asked if each Department Head twill give a list of things that wil{ be adjudicated. The answer was yes and to a further question was told the pprogram will expand to include any municipal code violation. The drdinance introduced last time (70-C f would allow that to occur. This Ordinance defines the class of things that wilt tome to adjudication from each Department. Alderman Drummer appreciated hearing this information. Alderman Rainey said she had read the Ordinance carefully. she noted a section that addressed how a tkket writer determines whether the violation will have just a fine, or a fine and an appearance. Mr. Moran • explained that the ticket writer can require an appearance, but the individual always has the riglst to request a hearing. Alderman Rainey agreed, but noted that in some cases one would want someone to appear, for reasons of behavior modification. She asked if the adjudicator could determine the fine W. in a range, and asked how each violation could carry the same fine. She wondered if a fine could be set between $10 and $750 perhaps. Mr. Moran clarified that each Department will specify the fine amount; most Ordinances already specify this,• very few areas of the rr-unici al code are silent on the fine ame►ant. If there is a penalty provision in the Ordinance it will specify the fine amount. Alderman Rainey aske-d if all the Ordinances would need amendment as to a fine amount. Mr. Moran said only the Landlord Tenant Ordinance which was referred to earlier would need amendment. To another question about the BOLA Code violations, he confirmed that there is a range usually up to $500. Alderman Rainey referred to a report on eight or nine cases that had been in court for two years with instances of no toilet facilities, etc. When the City finally got compliance and asked for a $500 fine, the judge would not do so, inszead dismissing the case because we had compliance. Mr. Moran said that hearing officers have been going: on ride-alongs with Property Standard inspectors to see the procedure. When most cases get to a hearing; he noted most cases have had a lengthy process. Our regulations, he continued, only allow one continuance. Alderman Rainey asked about the bond which can be required from the defendant for performance in code compliance cases. Mr. Moran explained that we could draw from that bond to correct the probk-m. Alderman Drummer surmised that the City should no longer have two-year old cases with adjudication. He outlined how an inspector would issue a citation and would come back 30 days later to see if progress was being made and could issue a continuance; if it is decided that "enough is enough" he issues a citation to appear in adjudication. Mr. Moran confirmed this. Alderman Rainey thanked Mr. Moran fer all his work. Alderman Feldman asked how municipal violations will be adjudicated? Mr. Moran explained that the Ordinance up for action tonight plus this one will entail all we need, aside from some possible future modifications to bring everything over and set up the procedure for the Departments bringing them. He said there will not be any more major Ordinances. Alderman Feldman asked if a citation had been issued, but the case had not yet been in court, could that be interrupted? Mr. Moran explained that if it were just a citation and not a ticket, yes it could. Alderman Drummer recalled how some villages used to issue municipal violations for moving traffic violations and collect money on the spot. Mr. Moran agreed, bout noted the State sued them and won. Upon voting on the motion to recommend Ordinance 84.0-00, for Introduction, the motion was unanimously approved. SPECIAL ORDER OF BUSINESS; PRELIMINARY BUDGET HEARING Mr. Casey explained that if anyone wished to speak he would ask that the hearing be opened to take ubHc . comment. Alderman Feldman declared the hearing open. Asked how much the estimated budget is, Mr. Casey answered $133 million, $65 million for the General Fund. Alderman Feldman noted that no one wished to speak and declared the hearing closed. COMMUNICATIONS Update on Police Officer Hiring - Alderman Feldman thanked staff for the report, noting things were looking up. Ms. Witt reported that since the report, the Commission approved one more candidate. The initial four laterals are one-third of the waythrough the program, four candidates are in the Academy, four are to start, and one lateral will start fld training upon clearing the medical exam. Alderman Rainey asked to be informed, without names, of why people terminated from the Police Department this year. Ms. Witt believed the lists of vacancies gave information on why people vacated: retirement, pursuing another career, etc. Alderman Rainey explained why she was requesting this information, and asked for a rundown. Fire Department Monthly Report - Chief Wilkinson related that the report does not always give all the details, and proceeded to tell about a small fire on Central Street, from an arcing outlet, in which a worker was severely burned. Alderman Rainey asked about the 1028 Dobson garbage can fire that burned a garage. The Chief will provide details. Discussion of previous clusters of similar fires ensued. Alderman Rainey spoke of suspicious activity in this particular area. Status of Alley Grading - Alderman Rainey noted the excellent memo provided. Alderman Feldman asked it it was the policy to use recycled asphalt on a regular basis. Mr. Edwards said his Division tries to change over as many alleys as they can. He said they looked at another type of paving in Chicago. He said when we don't have street repairs or maintenance to do we hope to change as many alleys as we can from stone to recycled asphalt. Alderman Feldman noted alleys are usually changed when they are placed on a request list. He asked if It has to do with the condition of the alley. Mr. Edwards said yes, especially if it is a difficult alley for Sanitation. Alderman Feldman asked why we don't do all the alleys. Mr. Edwards explained to regrade an alley from stone to asphalt you must take off the top and replace it. We are using recycled asphalt taken from the streets of the City and from anyone else who will give It to us. The process takes about eight hours per alley and there are only so many that one can do each season. usually 10 - 15 are done per year. To Alderman Veldman's qquestion about dealing with dust, Mr. Edwards said we have used three- percent calcium chloride solution buE it's been unnecessary this year due to the rain. He explained the City's use of a company that comes in when the City has a half-day's work; the company can do 20 - 25 alleys per day. The City can also apply this if residents request it. Aldermen Drummer and Feldman discussed placing alleys on the list, Alderman Drummer noted one alley that was taken off the paving list. He commented on how well the alleys looked after grading, but noted that regrading over and over Is a . waste of money. He predicted the day may come when forced assessments for paving will be necessary and advised people to take advantage of the 50/50 program now. He was answered that the maintenance cost now is $500 per year per alley, making two passes along 300 alleys. Alderman Rainey suggested looking at Interim solutions, between the $200.000 and $500 figures. Mr. Edwards said tS"v is another solution, &-id described a system used In Chicago with a bonding agent and recycled asphalt. Staff had wken to Chicjwo about this method, In which an alley must be unused for 24 hours after it is done. The problem is drafr-,ate • and standing water. However, it is "zero maintenance." In answer to Alderman Rainer, Xv. Edwards said these alleys extend to the garage pads. Discussion ensued on making them narnzwer, crowning" them so the water flows to the outer edge of the alley, etc. Alderman Rainey believed here were unpaved alleys without drainage problems. Mr. Jennings explained that this solution might end up creating draimage problems, since unpaved alleys are permeable, and if treated you create a dares. Alderman Rainey asked about using this system and providing some drainage; Mr. Jennings said it is expensive. OFF -SITE IMPROVEMENTS IN REDEVELOPMENT AREA Mr. Rubin noted that, although this wasn't a Resolution or Ordinance, it did require some authorization from the Committee. He said this was part of the redevelopment agreement and the work is beginning to be done at a rapid pace, much of it infrastructure Improvements. Payment for the work will come from the bond issue. Alderman Rainey noted some trees had been lost on Ridge in recent months. She reported that rumors said the reason was so that Ridge could be widened. She asked what work was to be done. Mr. Jennings said that work at Ridge and Church had nothing to do with the loss of the large trees In the area. He reported that these trees all had Dutch Elm Disease. He said curb alignments on the east side of Ridge at Church had been staked, and a minor widening of two to three feet at most is planned so north and south Ridge traffic can move at the same time. He said there is a very inefficient signal system at this site now. One tree is to come out, and it will be relocated. The rest of the plan is for curb, signai and street light relocation to phase the signal differently. He said staff is trying to widen enough to allow more movement at the intersection for a noticeable improvement. Alderman Drummer called attention to the left turn area on southbound Ridge at Lake. Mr. Jennings reported that every signal on Ridge from Mulford to Church would be looked a[ as part of our CMAQ project. Ridge can be made to work better, he said but with widening, which we're not in the business of doing; where we have split phase signals we ma still need to have them; but where we can make some adjustments we will do so to get some benefit. The consultant has been given the go-ahead for the potential redesign of these intersections. Alderman Drummer asked if staff was asking for our approval for this work totaling $901.000. Mr. Rubin said yes, which is the estimate for the work we have going on right now. Alderman Drummer asked if the total was $2,083,000 but only $901,000 was to be approved now. Ms. Afello ez�lalned thi; work is under the auspices of the Wil Company, they will be letting the contracts, etc. Staff wanted to keep the Committee informed. She clarifieWthat this is a communication for information only. Alderman Drummer asked if resurfacing would be done after the project is complete. Mr. Jennings said yes, noting we are also letting the RFP for the ppavement management system for all pavement in Evanston. Alderman Rainey asked why some streets are deteriorating quickly, wondering if it was a particular contractor or batch of asphalt. Mr. Jennings explained the different techniques used years ago, noting we haven't used slurry seal In at least five years, which is probably what is deteriorating. PUBLIC COMMENT Mr. Nesvig spoke about radio reports that ComEd had come in last in a survey of customer satisfaction. There were also newspaper articles, which he promised to provide for the Council. Mr. Nesvfg invited the Committee to the Energy Commissfon meeting this Friday morning. Alderman Drummer spoke about sub - generation plants and asked to be kept informed, especially about private suppliers. Mr. Nesvfg clarified that this was a reference to what is called peaking plants, and guaranteed they could run all year. ComEd had come up with the sites for this and suggested people come in and bringsome generators. ComEd currently only has nuclear plants; all gas and fossil fuel plants have gone, and ComEd is generating only half of what t needs. Basically, he said, ComEd has to get power from someplace, but what plan they have to do so is not known. Ms. Omohundro spoke of the unsafe permitted left turn just north of Church Street on Ridge. Alderman Feldman noted a discussion earlier this evening with Mr. Jennings concerned this; and that solutions are being considered to make it safer to merge. There being no further business, the Committee adjourned at 8:36 p.m. Respectfully submittedr—1 Darlene E. Nilges l - Executive Assistant DRAFT -- NOT APPROVED DRAFT - NOT APPROVED MINUTES • ADMINISTRATION ii PUBUC WORKS COMMITTEE Meeting of July 10, 2000 Members Present: Aldermen Feldman, Moran and Rainey Members Absent: Alderman Drummer Staff Present: Judith Aiello, Maureen Barry, Kathleen Brenniman, Pat Casey, Zeltee Edwards, Sarrr Hunter David Jennings, Dennis Marino, Wayne Moran, Darlene Nilges Max Rubin, Susan �abir, Bill Stafford, Chad Walton, John Wilkinson, Judith Vitt, Barbara Zdanowicz Others Present: Bud Nesvig, Bob Seidenberg, Elizabeth Vailiyfl, Jennifer Whitson, Midel Husband, Makiko Haraga, Negor Teket, Holly Farrant, Joe Angeiastri, Robert Kulp Presiding: Alderman Gene Feldman SUMMARY OF ACTION The Chair, Alderman Gene Feldman, called the meeting to order at 7:14 p.m. APPROVAL OF MINUTES Alderman Moran moved approval of the A@PW Minutes of June 26; Alderman Rainey seconded; motion was unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following four items on a Consent Agenda for recommendation for City Council approval: (A1) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 7/6/00 in the amount of 51,191,623.90. (A2) City of Evanston Bills - Consideration of the City of Evanston Bills through 7/11/00 In the amount of tp2,U]U,UMUJ. (A5) Traffic Calming Plan_ - Speed Humps - Consideration of a recommendation to place speed humps on Case Mace Detween wage ano Luster, and Elmwood north of Case. (A6) Special Event - Springfield Missionary Baotist Church Bazaar - Consideration of a request to hold this bazaar on July LL, closing a portion at Uarrow Ave. from Emerson to the alley south of the Church, 9:00 - 5:00. Alderman Moran moved to recommend approval of the above items on the Consent Agenda; Alderman Rainey seconded the motion which was unanimously approved. ITEMS FOR CONSIDERATION (A3.1) Proposal for New Telephone System for Water ii Sewer Division - Alderman Moran asked about the reference to a five-year system cost. Mr. Walton expialne0 that wnen we buy the new system there will be maintenance on the system that must be paid for. The Sound Inc. price doesn't change, since they included their maintenance in their costs. The other vendors who bid did not do so. Alderman Moran interpreted this to mean the company committed to the maintenance for five years without any add -on price element; therefore the five year cost for the three other bidders would be the difference between the adjusted price plus maintenance. He asked how Sound Inc. would absorb the cost, noting one bidder Is 75% over the basic bid, which he termed a stark difference between Sound Inc and the other bidders. Mr. Walton explained that Sound Inc.'s system also was installed in the Civic Center. This meant the costs are lower to tie the Water system into the Civic Center system. Mr. Rubin clarified that the two system have to"talk to each other," and must be compatible with four -digit dial -ups. Sound Inc. is already maintaining our system which makes it easier for them than outside vendors. Alderman Moran asked if the other bidders understood that as a criterion for the decision, that Sound Inc. wasn't putting any cost for maintenance i their bid. Mr. Walton said the matter was discussed at the pre -proposal conference. He said that Sound 12 did have an advantage for this system, but this did not restrict the others from submitting a proposal. Alderman Moran said perhaps the others understood the advantage of Sound Inc. having done work in this building, but asked if they knew that Sound Inc would not incorporate any amount in its bid for maintenance for five years. Mr. Walton said that was an unknown and Sound Inc.'s decision. He said Sound Inc. could have put an additional amount in their contract For maintenance to make more profit, termed it a competitive situation in which they decided not to include the maintenance. Alderman Moran clarified that . Sound Inc. agreed to maintain the equipment at the Water Department for nothing, that they have to maintain the Water Department equipment, since the system gets bigger. Alderman Rainey felt the City got a fabulous deal because a %v'ndor wanted to continue their work witti t.` City. She said we are not used to lucking out; no Cornmitty e a ues more about this, especially wheys the bids are extremely low. She said Scund Inc could have added S 15,000 - 520.000 and still been the low bid. She asked if staff could not have made an argument to go s;,.ie source for this to have a compatible vemdcr? Mr. Walton said we could have, but putting a competitive s::vation out there allowed us to do much better. He noted we have an RFP out right now for a phone systern for Parks/Forestry 0 Recreation that's siirWLv to this. Other vendors will now have an idea of the prices. Mr. Rubin said sre built the system at the Civ1k-- Center that could be competitive bid in the future. He solo it has worked out very well so far and we are happy with the vendor. Alderman Moran was appreciative of staff's thinking. Alderman Fetidaan commented that we thought If this sounds too good to t+e true it probably is. Alderman Morava said interesting issues had been raised. From a policy standpe-nt perhaps we should think about the Wzy to Structure our future purchases and RFPs. He said we did very well on this; maybe some thought on how to continue getting the best deals would be helpful. Mr. Stafford said that we are trying a course of going to an RFQ process that allows us to get the bids in and then ta:.e the vendors down to another level, ri d,_ g the vendors, and negotiating one against the other. He said there are more ways than the plain vanilla RFPs to go about some of these. Alderman Rainey moved to recommend Council approval; Alderman Xkxan seconded. Upon voting to recommend approving Sound inc. for a new telephone system for Water and Sewer at a cost of 531,390, motion passed unanimously. This item will be placed on the consent agenda_ (A3.2) Two -Year Contract for Installation of Speed Humus - For discussion, Alderman Rainey moved to recommend approval. Alderman Moran said this was an obvious call, but asked, first, why only two responses were received out of 21 bids sent out; and second, noted that there was almost a 100% difference in price between the two. Mr. Jennings and Mr. Walton explained that J. A. Johnson Paving has built all the speed humps to date. Mr. Walton said this work would entail getting a call to do one or two speed humps and that some vendors don't want to do this. Johnson has decided that they want to do this type of work for us. in the past, he continued, we have done this on a spot buying process. The thinking was to put bids on the street for a two-year contract to get bidders to "sharpen their pencils." He believed that rate was lower than in the past. Alderman Moran said that if we have a vendor we are happy with that is giving value, he was happy. His concern was that other potential bidders, due to the repeat busfness we do with a particular firm, may feel crowded out. Alderman Moran seconded Alderman Rainey's motion to recommend approval of John Paving for installation of speed humps at an estimated cost of $67,600. Motion was unanimously approved. (A3.3) Proposal for Architectural Services for ADA imoroveme-its at Crown Center - Alderman Moran outlined the memo accompanying this item that described the review process. It explained one bidder, who was not recommended, had exhibited better understanding of the proolem. However, the recommendation referred to the staff's evaluation of competence and the review team being impressed with that bidder, but the cost element was considered and the firm recommended was much below at $13,200 vs. the other bidder's $36.000. One concern he had was that we do a good job of reconciling in the area of professional services . between the expected quality from the bidders and the cost. He assumed on balance the savings was enough to tip the balance to the proposed bidder. He understood the 523,000 difference isn't a lot of money in the scheme of things. He explained that if he thought we would get a great job from a firm for which we were spending a little more, perhaps he would want to vote for that. Mr. Rubin said that Purdy, the $36,000 bidder, provided a great interview and presented extremely well, although the City never worked with them. We have worked with Elliot Dudnik, he continued, and knows he can do the job also. Mr. Rubin surmised that if Purdy was 20 percent higher perhaps we would recommend him. But at three times the Dudnik price staff could not say in good conscience that we could get three times the value from Purdy. Alderman Moran agreed in general, but noted that on an absolute basis it wasn't such a big differential. Mr. Rubin said that staff would look at Purdy in the future. Alderman Rainey moved to recommend the proposal of Elliott Dudnik & Associates (EBEI to provide architectural services for ADA improvements at the Robert Crown Center at a cost of S 13, 200. Alderman Moran seconded the motion which passed unanimously. This item will be placed back co the consent agenda. LAB) Resolution 71-11-00 - Six -Month Extension of Service Agreement with Evanston Community Media Center Inc. - Alderman Rainey moved to recommend approval. Alderman Moran noted that A7 was the item he vns� ed to discuss. Alderman Moran seconded this motion which passed unanimously. (A7) Ordinance 82-0-00 - Extension of Cable Franchise Aqreement to 1/16//01 - Alderman Rainey moved approval for purpposes of discussion. Alderman Moran notes ne would be abstaining because he is on the board of E-Tropoiis Evanston. Alderman Feldman would also abstain for that reason. Alderman Moran noted that it probably doesn't enter on this particular contract, out what you have here is a company that provides Internet service and is a potential competitor for Internet service provision with E.Tropolis. This item will be voted on by the Council. (A9) Resolution 69-R-00 -- Lease for Main St. Newsstand - Alterman Rainey moved to recommend approval for discussion. Alderman Wynne was present at this time. Alderman Moran observed that the lease looked good, but asked why there was an initial term of two years and two options of five ears each at the option of the lessee, which put the control of the premises into the hands of the lessee far 12 years. He felt this was a long time. His concern was with the 12 year total. He also was concerned about the commitment of the proposed operator about the sale of adult material. The lease stated no adult material publications could be sold, "except for Adult Material Publications sold at other stores in Evanston such as Barnes and Nobles and Borders as long as said materials are sold there." The reference to Barnes ft Nobles and Borders was not bothersome, he said, but he questioned the reference to other stores in Evanston. He did not know S if there were other stores in Evanston that sold hard core pornography, but if there were, this seemed to allow the proprietors of the Main St. Newsstand to sell it. From previous Council discussions Alderman Feldman interpreted the section to mean that what was sold a, Barnes It Noble and Borders was acceptable. Mr. Marino introduced Mr. Joe Angelastri of City Newsstand, Inc. Mr. Marino %Aid Mr. Angelastri was comfortable with language referring only to Barnes & Noble and Borders. The Csvzlmittee welcomed Mr. Angelastri to Evanston. Alderman Feldman asked that this correction to the Iingsirge be made. Alderman Moran asked about the 12 year total. Mr. Marino explained about the vary large capital investment Mr. Angelastri was making; based on that, he had asked for two five-year extensiurus: he was very confident the newsstand would be successful. Alderman Moran hoped Mr. Angelastri would be here a long time. Upon voting on the motion to recommend approving Resolution 69-R-00 which Alderman %saran seconded. motion was passed unanimously. The Committee discussed i*s delight with the Newsstand and the fact that the old sign had been discovered in a CTA barn in Chicago. (A10j Ordinance 70-0-00 - Revising Title 1, Chapter 4,, General Penalties to Include Certain Violations of Citv Code under Administrative AdiudTCation - Alderman Moran asked about the provision for a �/SU maximum tine or penalty in ordinance violations and for a requirement that the violator perform community services. As he read through the rest, he could not tell whether the Ordinance gave our administrative adjudication office the authority to obligate the violators to perform community service. Mr. Moran explained that it would do so eventually, depending on the circumstances of the case. As an example, he gave an instance where someone could prove to the hearing officer that he did not have funds to pay, and would be asked to perform community service, or a combination of firke and community service. To another question having to do with other Administrative Adjudication systems having authority to order community services, Mr. ized Moran said that Chicago has utilthe same form cf penalties for almost two years. Alderman Moran did not feel Chicago's process was good in all respects, and in regard to ceding to the hearing officers authority that perhaps extends a little too far to someone accused of an offence. He said he understood fines, but was troubled that in essence the Ci;i is charging someone with a crime, passing judgement, and telling them the penalties that will result, !f such were well-defined, he was comfortable with that, but after that point he was not. Alderman Rainey asked Alderman Moran for an example. He outlined a case of a more serious offence, in which we decide to fine them and say they must also perform community service: that we charge people and tell them they are to do the followin action. The other part, if it's not a serious offence, if someone cannot afford the $100, but can afford%10 and we say that for the other $90 you have to line baseball fields. Alderman Rainey interpreted Alderman Moran's point as putting the credibility of our program at risk. At this point Alderman Rainey left to attend the P&D meeting. Mr. Moran noted that anyone has the right to appeat any decision that comes out of the process, and in most Instances community services is utilized in Chicago for cases such as graffiti and other types of juvenile pranks. Alderman Moran said it was not that he didn't have faith in our system, but was concernedthatwe have a system that might allow for that. He praised the present administration of the system, but noted the system will go with us for a long time. If It got to be outside the reasonable system presently being provided he did not see where the limitations come in. He agreed It has to do with overall credibility. Mr. Moran offered to provide a schedule of community service hours or of maximum amounts. Alderman Moran did not want that asking instead about allowing the rest of the municipal code violations into the system, going incrementally. He noted this is a kind of blanket proposal to put everything into the system. He asked that Mr. Moran provide a comprehensive list of the types of violations that would be picked up if we vote this ordinance. He did not have a problem with introducing this item this evening, but did have a concern with community service. He said he wanted to see the kinds of things for which people would be asked to come to this building to respond to. It was agreed the Ordinance could be introduced tonight. DISCUSSION ITEM (A141- Ordinance 77-0-00, Creation of Class AC Liquor License: (-this item was not on the A&PW Committee agenda.) Amerman reldman askea it this Urainance was ad usted after the last meeting to reflect table service as requested. Ms. Barry noted that Ms. Aiello had made changes to the Ordinance, and pointed them out in the revised Ordinance provided this evening. Alderman Feldman clarified that it was agreed there would be table service only, not bar service. Discussion ensued about language in this Ordinance and the one governing Tommy Nevins pub, and the need to have a wait staff to see who was being served. Alderman Feldman quoted the discussion on this topic in the AErPW Minutes of June 26. It was agreed that staff would try to clarify the language, or the Ordinance would be held at the Council meeting. COMMUNICATIONS Update on Police Officer Hiring - Ms. Witt reported that there are still two vacancies; and that the t,ommission meets tomorrow night to interview candidates. Fire Department Monthiv Report - Chief Wilkinson was thanked for the May report. Monthly Cable Report - Alderman Feldman referred to the Council's suggestion to create a body. Mr. Rubin said the request is in the Rules Committee, where a structure will need to be decided upon. He also reported that there was an outage today affecting only one customer. There being no further business, the Committee adjourned at 8:07 p.m. Respectfully submitt Darlene E. Nilges- Executive Assistant DRAFT — NOT APPROVED X so n U 0 • DRAFT • NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of .tune 26, 2000 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: J. Aiello, M. Barry, K. Brenniman Z. Edwards, R. Figurelli. H. Hill. S. hunter, 0. Jennings, D. Marino, D. Hilges, X Rubin, S. Sabir, B. Stafford. C. Walton, J. Wilkinson, J. Witt, B. Zdarwwicz Others Present: Bud Nesvig, Del Leppke, R. A. Wolfson, Gr Fetro Dan Kowairwski, Mark Baranek, Dan Starkoskey, Bob Shimmin, Bob Seidenberg, Wfml Peterson, Mary Gavin Presiding: Alderman Gene Feldman SUMMARY OF ACTION The Chair, Alderman Gene Feldman, called the meeting to order at 7.17 p.m., and apologized for the late start time. CITIZEN COMMENT Alderman Feldman called on Mimi Peterson. Ms. Peterson expressed her gratitude for consideration of intervention in her lawsuit and said she was thankful for the City Council's effort to preserve the rights of its constituents. Alderman Feldman called attention to the memo from Corporation Counsel and said he expected the matter would be considered at the next meeting after receipt of a full report. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following 22 items comprising the entire ArtPW agenda, on a Consent Agenda for recommendation for City Council approval': (Al) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 6/22/00 in the amount of jl,/ua,uub.b5 (A2) City of Evanston Bills - Consideration of the City of Evanston Bills through 6/27/00 in the amounf of yz,o�t,ults.gi. (A3.1) Approval of Printing Contract - Consideration of the lowest responsive and responsible bid of Action Printing for a one-year contract to print Arts ft Recreation Magazine and Highlights for ParkslForestry ft Recreation at a cost of $55,196.00. PA3.2) Approval of Proposal for HVAC Improvements - Consideration of a proposal of Merchants nvironmental Inoustrles for HVAL Improvements at the Water 8 Sewer Division at a cost of $69,800. (A3.3) Approval of Water Main Replacement - Consideration of the lowest responsive and responsible bid of G enbrook excavating tt Loncrete for replacement of a 36" water main for Water it Sewer at a cost of $658,695. (A3.4) Approval of Purchase of Streetlight Poles and Bases - Consideration of the purchase of streetiIght poles ano Dases tram tseil and Justus, Inc. for Public Works at a cost of $17,916 (sole source purchase requiring 2/3 majority vote.) ( 3.5) Approval of Proposal for HVAC Control System - Consideration of the proposal of Siemens BBuilding I echnologies Inc. Tor an HVAL Lontrol System for the Police Station at 1454 Elmwood Ave. at a cost of $40,775. (Sole source purchase requires 2/3 majority vote.) (A4.1 j Approval of Change Order for Long Range Sewer Program - Consideration of Change Order 1 with Jay Uee Lontractors, Inc. for t+hase pill, Lontract A, Long Range Sewer Program, Incorporating current Federal Wage Determination into contract with no change in price or time. ([A4.2 Approval of Change Order for Long Range Sewer Program - Consideration of Change Order #2 w�th Jay uee Lontractors, Inc. for Phase pill, Lontract A, Long Range Sewer Program, establishing a construction yard agreement with no change in price or time. (A4.3) Approval of Change Order for Lew Center -- Consideration of Change Order #3 with G.A. Johnson for the interim Levy Lenter, increasing contract amount by $7,618. (AS) Special Event - First Church of God Picnic - Consideration of a request from this church to hold i� its annual picnic an July 16 from 6:00 a.m. to 6:00 p.m. and close Ashland Ave. from Simpson St. to 40 ft. south of the church property line. IA6) Traffic Calming Plan - Speed Bumos - Consideration of a recommendation to place speed bumps in the west alley of ibuu Hinman Ave. (A7) Trial Change of Parking Regulations - Consideration of a recommendation to change the parking regulations in the Ivuu - t.ivil 5)ocKs or Orrington and the 700 block of Emerson St. on a triad basis. (AS) Resolution 64-R-00 - Lease for League of Women Voters - Consideration of this Resolution authorizing the l.ity manager to enter into a lease agreement for room 2650 of the Civic CcTiter. (0) Resolution 65-R-00 - Intergovernmental AgreementfHoward St. Streetscape - Consideradon of this Kesowtion to autnonze an intergovernmental agreement with the Lity of Lfiicago. It was noted that, while the item will remain on the Consent Agenda, the Committee will discuss details of the project later this evening. (A10) Resolution 67-R-00 - Lease for Valet Parkina for Parcel 7 - Consideration of this Rescatution to authorize the Llty Manager to enter into a lease with Northwestern University for valet parking at this site. (A11) was previously removed from the agenda. (Al2) Ordinance 74-0-00 - Loading Zone/825 Brown Ave. - Consideration of this Ordinance, for introduction, to place a loading zone at 82b brown Ave. (A13) Ordinance 75.0-00 - No Parking Zone on Asbury Avenue, Kirst St. to Dobson - Consideration of this Ordinance, for introduction, to place a No Parking cone on the west side or Asbury Avenue from Kirk St. to Dobson St. (A14) Ordinance 76-0-00 - No Parking Zone/916 Elmwood Avenue - Consideration of this Ordinance, Tor introduction, to place a No Parking lone at this address. (A15) Ordinance 77-0-00 - Creation of Class AC Llouar License - Consideration of this Ordinance, for introduction, to create a Liass AL liquor license for an arts cinema located in the core district. (A16) Motion to Abandon Special Assessment #1440 - Consideration of a recommendation to abandon this Assessment, to pave the aney north of c;reenwood and east of Brown Ave. (This Item was re- . numbered A20 at the Council meeting, due to an error when assigning a number to it. The item was an addendum to the original agenda.) Alderman Rainey moved to recommend approval of the above items on the Consent Agenda, and Alderman Moran seconded the motion which passed unanimously. APPROVAL OF MINUTES Alderman Moran moved to approve the A&PW Minutes of 6/12100; Alderman Rainey seconded; motion passed unanimously. DISCUSSION OF HOWARD STREET STREETSCAPE Mr. Jennings showed drawings posted along the wall or the concept development. He explained that the engineering Phases 1 and 2 were approved in 1997; and reported we are in Phase 2 now. The reason the Item is before us tonight, he continued is because of the need to move ahead with Phase 3, a joint construction agreement with the City of Zhicago on Howard, from Ridge on the west to the CTA station on the east. The phasiri recommended Is to do the middle of that area, from Damen/Custer to the Metra tracks. Another protect there is moving along, he explained, and this project. which he termed a streetscape, will tie into it: the other project is a reconstruction. This project is more decorative, with lighting, furniture, seating, etc. He answered a question by describing the mix of bricks and poured concrete pavement that would be used. Alderman Feldman asked about the selection process. Mr. Jennings said it was a neighborhood process with several meetings and a design charette, which determined that some sort of brick paver accent was desired. What was being presented was a resutt of the neighborhood process. Alderman Feldman cautioned that our experiences with downtown Evanston pavers shouLd be taken into consideration. Alderman Rainey clarified that the pavers were being used only as design accents. Mr. Jennings reported that, being in the final design phase, we are working on reduc:.Ig the costs by looking at the processes and products and, while having a good project, also saving some money. He noted as an example street names suggested to be placed on three viaducts, which are very expensive. Staff was looking to accomplish this at less cost than the $300,000 cost of the original idea. He said that the drawings were not the final design and that medallions and ribbons on posts were being looked at as less expensive alternatives. He saki the surveyors are out, plans are being drawn, and It is hoped to complete this section this year. He explained we are trying to use what's left of the construction season. Alderman Rainey characterized the Howard and Custer/Damen area as the most intense part of the streetscape, and the most difficult intersection on Howard. Mr. Jennings called attention to the Intersection's bumpouts for planned amenities such as planters. Alderman Rainey spoke of the effort to . put a lot of resources there to enhance its beauty and encourage people to be there. Alderman Drunz, er now joined the meeting. Alderman Feldman asked about plans for the storefronts. Alderman Rainey riated k that merchants are aware of this project, that people are beginning to come forward about the fa;ade renovation program, and that there had been a change from a bad landlord to a promising one in this area, which was very encoura ng. She reported that another group is working in the Devcorp group, with focus few a feproperties, and perhaps the creation of economic development areas. Alderman Feldman asked if she was content with the initial plans to get businesses cleaned up Alderman Rainey said yes, adding that members of their subcommittee are meeting with a bank this week to discuss special and unique financing. They had met with a developer to gain insight as to what must happen to attract developers to Howard Street_ She estimated it would take a couple of years. Alderman Feldman reizuested, as the design begins to take shape, to be kept informed, Alderman Rainey noted what was being presented was the neighbortmd plan &.,e work of Design Evanston, City staff, Jonathon Perman, Rogers Park groups and alderman, CDOT, and both Evanston's and Chicago's Planning Departments. Mr. Jennings gave an example of the planters in the original design which used a construction technique that was felt to be much too expensive. The planters will be in the design, he said, but will be made at ess cost. Alderman Feldman asked how the plan was coordinated with the Chicogc side of the street. Alderman Rainey and Mr. Jennings explained the Chicago side will be the same; the group that came together represented both sides. There was a dedicated amount of $550,000 for fuming this year, from CiP GO Bonds and CDBG funds. DISCUSSION ON CREATION OF CLASS AC LIQUOR LICENSE Ms. Aiello painted out that there was an issue with the Century Theatre liqvor license. She noted Mr. Shimmin, Vice President of Operations, was in town to address it. Alderman eldman invited Mr. Shimmin to speak_ Mr. Shimmin said they are requesting that the limitation on serving alcohol only to ticketed patrons of the cinema be stricken, and that the lobby be a more community area, open to others coming n. Alderman Feldman asked if what was requested was access to the food and liquor for people who came in off the street and who may not be going to the movie; Mr. Shimmin said yes, as well as those going to the general cinema. Alderman Feldman clarified that it would be placed In a pre -ticket area. He asked if this alternatree was In written form. As. Aiello said no, but offered to have something drafted. Alderman Rain asked what this area would look like. Mr. Shimmin explained as you come into the second floor you will come to the main ticketing area and either go left, to the general theatres, or right to the art cinema lobby. In one area is a standard snack bar; and on the other side is a cafe area and bar area, with seating for about 50 In the lounge area. He likened it to an upscale hotel lobby. Alderman Rainey asked about wait staff. She was told people could go to the bar, and there would probably be wait staff on weekends. Alderman Rainey's concern Is that the tables be bussed with wait staff all the time. What was being described was an entirely different concept. She was in favor of serving alcohol, but advocated a more formalized approach. Mr. Shimmin said the setup could best be described as a hotel lobby, with a long curved bar. He felt a full-time wait staff could be accommodated. Alderman Feldman pointed out that wait staff going to a table makes a decision on who is to be served. That doesn't happen with someone going up to the counter to purchase drinks. He said this is a different matter than a hotel, since young people will be coming in and out of the theatre. He could support an amendment with a wait staff commensurate with the number of patrons. Mr. Shimmin agreed. The Committee concurred. Alderman Rainey did not think a full bar wait staff was necessary at 11:00, but that the need was to have full coverage during the main times. Alderman Moran had read the material and recognized that this is a new kind of license, but wanted to know if staff had a commentary about this particular proposal, i.e. that the license would incorporate the authority to serve food and beverages to people who were not patrons of the movie. Ms. Aiello explained Mr. Casey was on vacation and not here to answer the question. She said the enclosed memo spoke to two requests had been discussed by staff: the request to be able to carry drinks into the theatre had not been looked on favorably and representatives from Century agreed with them. Staffs greater concern was having the alcohol in the cinema. She felt the issue we might have was with the cinema having to control people sneaking into the theatre without paying. The other Issue was a Hill issue: that this is greater competition ywing another opportunity for patrons of the other restaurants in the Pavilion. Alderman Feldman asked or some language change so that this Ordinance could be introduced. ITEMS FOR DISCUSSION (APW2) ComEd Quarterly Submittals and Reoort of Technical Review GrouD - Air. Nesvig Introduced Del Leppke, who was accompanied by Rudy Wollson of the 'rechnicai Review Committee, and four members of Commonwealth Edison: Greg, Fetro, Mark Baranek, Dan Stankoskey and Dan Kowalewski. Mr. Leppke said the ComEd submitted its second progress report on January 31; it was revised April 30, and other Information goes through March 31.The Committee met with ComEd on May 17 and had a field Inspection on June 13. The Council received their letter, but he will go over general and specific conclusions. He said that generally, ComEd is complying with the agreement and demonstrating satisfactory progress on 12 of 13 projects. Marginally acceptable progress was made on Project 4. He said indices on outage frequency and duration have shown significant improvement but this does not include data from the recent storm. He said communication between the City and Comkd improved, and the average number of Interruptions per customer has decreased from 1.5 to 1 from Jan. 99 to March 00. The duration decreased from 260 to 77 minutes. Mr. Leppke cautioned that this was a period of good weather. Amerman Feldman asked if there was a way to compare with a comparable season's weather. Mr. Leppke said prior to 1999 the way numbers of customers were calculated was different, so comparable information wasn't available. He noted there was a marked decrease in the "unknown" causes, indicative of ComEd trying to improve their definition of causes and of line people reportin a good reason for outages. Also noted is an increase in the number of causes identified as underground failure and deterioration. He said work is proceeding or is planned for the two feeders showing the highest number of outages. By the end of 2000 we will have consistent, average data to reach some conclusions about ComEd's management of outages. He said that moving the outage management from Northbrook to Skokie and assigning specific areas to specific teams was an Improvement. SKADA systems are being installed. He noted specific concerns included progress on Prot Four in which ComEd was asked to examine all circuits loaded over 90% and inform as to what was to be done about it. Alderman Feldman asked the timetable. Mr. Leppke answered November of each year. Mr. Leppke reported that the Stanley Report identified 18 circuits overloaded by 90% or more; ComEd identified 25 or 26 such circuits because ComEd had changed its criteria for defining the capibt-1 ty of circuits by temperature. He said his Committee was pleased to see ComEd use realistic critecu for determining loading. He reported that there was also bad news: ComEd plans to reduce the loading an 13 circuits, but only three of them are to be below 90 percent. He referred to the maps in the packets showing red circuits (loaded more than 120%); and orange (between 110% and 120%). He said ►.r are pretty well surrounded in this area with these circuits. He said the real question was whether Edison is doing enough to reduce the loading on this circuitry. Alderman Feldman asked why ComEd planned to reduce only three circuits below 90 percent. Mr. Le�pice said their plan was to reduce 13 In the year 2000 and the other 12 in 2001. He said there is a difference In our view of what is appropriate loading. ComEd's view is loads in the 90 - 100% range are satisfactory. He explained we are stir[ not sure what their criteria for backup analysis is but were told it would be documented by the end of summer. Mr. Leppke said in summary, we are mAing progress, but still have some serious discussions to proceed to. Alderman Feldman thanked the Committee and noted that the summary, in addition to the technical details, advises the City Council that "ComEd is pursuing its commitments to the City in a timely manner. However, ongoingmonitoring and interaction with ComEd by the City's Technical Review Group and Evanston staff and leadership is critical to insure that construction Improvements stay on schedule.' He arapphrased that the Committee was saying that work is beiri� dome in a timely manner, that this is a goodpfag effort, and that the Committee will await a report explaining ComEd's rationale for things needing clarification. Mr. Leppke freed. Alderman Drummer pointed out that the Stanley report identified 18 circuits while ComEd identified 25 or 26. Mr. Leppke explained ComEd's change in criteria which now had to do with 99 degrees rather than 93 degrees. Alderman Feldman commented that eomEd raised Its standard; Mr. Leppke agreed, saying they became more realistic. Alderman Moran expressed gratitude to Mr. Leppke and Mr. Wolfson for their participation in the Committee, as well as Mssrs. Metz and Hoppe. He also thanked ComEd for their good report. A&PW was anxious to see them continue to Interface with the Technical Review Committee. He was not surprised that there may be differences of opinion, but was sure all "I work with good faith to come to some accommodations. He was pleased that the reports are keyed to things the Council is looking for. He said the rigor being brought to bear by ComEd shows that ComEd heard us, and he appreciates it. He hoped to close the gap on trouble spots. Alderman Feldman said, as an outspoken critic of ComEd for a long time, he is pleased to see a turnaround and a demonstration of responsibility that he did not always think was there. He said he was heartened to see it, and that this community needs a partner in this utility that it can trust and look forward to establishing its own significant criteria. At this point Alderman Raney re- entered the room. Alderman Feldman wished to see this initiative in all areas of our relationship with ComEd. He extended thanks to Mr. Rubin and Mr. Marino and looked forward to continued progress. At this point Alderman Feldman left to join the P&D Committee and Alderman Rainey acted as Chair. Alderman Drummer pointed out that the weather hasn't been hot yet, and inquired about ComEd's reimbursement program. Mr. Baranek said that ComEd realized it could not do it all in one year, and will compensate people for outages over eight hours that are not due to a devastating storm, or for more than three outages in two months lasting more than four hours. Therefore, duration and frequency are being compensated at a rate of $60 as a goodwill gesture, and there is no limit to how many times a customer can be paid. The plan extends through 12/31/01 when the system should be fixed. Alderman Rainey noted the group effort which brought us to this. She credited the Commission, who had some of the best people working with us. Alderman Drummer also noted the influence of deregulation and competition. COMMUNICATIONS Update on Police Officer Hiring - Ms. Witt reported the City has hired 12 new hires, and that there are two new vacancies. Alderman Rainey asked about plans to double -hire. Ms. Witt said the first goal was to get positions filled, which was the case for seven days. Next staff effort will go toward filling the vacancies we know will Happen. There may be a little over -hire to get the new people in school. Aldermen Rainey and Drummer congratulated staff for the great work. ITEM FOR DISCUSSION (APW1I Request to Set Hearing, for Preliminary Budget Hearing FY 2001-02: Alderman Rainey noted July 144 had been suggested. a committee concurred with this date. COMMUNICATIONS Traffic Plan for Asbury Resurfacing - The Committee reviewed the plan. Alderman Rainey hoped that it would work. Law Deat. Communication Re: Winkler Lawsuit - The memo noted that the Law Dept. had only received the material last week and had not completed research. The Committee will await the Law Department's comments. There being no further business, the Committee adjourned at 8:17 p.m. Respectfully submitted, _. �,y�� � `� • Darlene E. Nil es Executive Assistant DRAFT — NOT APPROVED • DRAFT - NOT APPROVED MINUTES ADMINISTRATION Et PUBLIC WORKS COMMn7EE Meeting of June 12, 2000 Members Present: Aldermen Drummer, Feldman, Moran and Rainey, Members Absent: None Staff Present: J. Aiello, M. Bag, P. Casey, L Edwards, D. Gayynnoarr, H. Hill, D. Jennings, D. Nilges, M. Rubin, S. Sa, B. Stafford, C. Walton, J. Wil;cinson, J. Witt, B. Zdanowicz Others Present: Bud Nesvi , Bob Seidenberg, Beth Denies, Roseanne Parone Michael Denigris, Paul Gaynor, Inny Saranow, John Sheldon, Peggy Gregory, krjorie Morgan, Lucy Patterson Presiding: Alderman Gene Feldman SUMMARY OF ACTION The Chair, Alderman Gene Feldman, tailed the meeting to order at 7:36 p.m. APPROVAL OF MINUTES Alderman Drummer moved approval of the AEiPW minutes of the regular rrweting of May 22 and the special meeting of May 15 2000. Alderman Moran seconded. Alderman Raineyy called attention to Item (10) on Ease three of the 9/22/00 minutes concerning Resolution 43-R-00 - Parking Agreement with District #65. he wished tonight's minutes to clarify a statement she made to the effect that the lease was a 10-year lease, but could be cancelled at any time with 60 days' notice. Alderman Rainey clarified that her statement meant that the 20 year lease would be in effect as tang as the lot was a municipal parking lot, and that the 60 days' notice to terminate referred to the 60-days' notice at the end of those 20 years. With this clarification, the motion to approve the minutes of May 22 and May 15 was passed unanimously. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following 14 items from the A&PW Agenda on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Payrolls - Consideration of the City of Evanston Payroll through 5/25100 in the amount of j1,6ti/,6U:).28, and the Payroll through 6/8/00 in the amount of S1,654,788.50. (A2) City of Evanston Bills - Consideration of the City of Evanston Bills through 6/13/00 In the amount of yZ,s/'/,ti/4.51 iA3.1) Approval Skid Steer Loaders - Consideration of the lowest responsive and responsible bid of PPatten Tractor for two skid steer loaders (one for Parks/Forestry. one for Public Works), at a cost of $57,424 including three year warranties. (A3.4) Approval of Proposal for Basketball Backstoos etc. - Consideration of the proposal of Porter Athletic Lquipment Lo. to speary, furnish and instaWfbasketball backstops, backboards and rims for Parks/Forestry It Recreation at a cost of $27,906. (A4.1) Approval of Change Order for Demolition of Lew Center - Consideration of Change Order #1 with Site Kecovery Services, Inc., increasing the contract amount from $107,240 to S110,740 for this demolition, with costs to be the responsibility of Bovis and O'Neill. (A4.2) Approval of Change Order for Phase VII Contract G. Lona Range Sewer Program - Consideration of Lhange Urder #6 with (Aenbrook 1..xcavating tr Concrete, final balancing change order reducing contract amount by $77,416.94 and extending contract until 4/30/00. LA5) Special Event - Fourth of July Celebration - Consideration of g request from the Evanston ourtn of July Association to waive associated fees for the annual 4 of July celebration. It was noted that items (A7) and (AB) had been held at the last City Council meeting; since they had not been referred back to A&PW for further discussion, these items were removed from tonight's A&PW agenda. (A9) Resolution 57-11-00 - Abatement of Taxes - Consideration of this Resolution abating taxes levied ffor 19y9 heretofore IwAed to pay pnncipal and interest on Corporate Purpose Bonds, Series 1999. (A10) Resolution 58-11-00 - License Aareement - TR Evanston Partners LP - Consideration of this Resolutton by which the Council would authorize execution of a License Agreement with TR Evanston Partners LP to allow for subsurface sheeting adjacent to Sherman Ave. public r-o-w. (A11) Ordinance 65-0-00 - Decrease in Class 8 Liquor Licenses - Consideration of this Ordiruvice, fior introduction, decreasing LIM u liquor licenses from s 1 to 1u with the closure of Stir Fire Grill, • 1729 Benson. (A13.1) Ordinance 68-0-00 - Series 2000 Bond Ordinance - Consideration of this Ordinance, for iintroduction. providing for the issuance of %jb,yuu,uuu in Series 2000 General Obligation Variable Rate Demand Bonds. (A13.2) Ordinance 69-0.00 - Financing for Payment of Series 2000 GO Variable Rate Demand ffnXnd~s Consideration of this urairiance, for introduction, setting torus the financing plan tar payment a these bonds. (A13.3) Ordinance 71-0-00 - Agreement to Limit interest Rate on Portion of GO Variable Pate bDemand fsonds - Lonsioeration of this urdinance, for introduction, authorizing an agreement to simrt the interest rate to be paid on a portion of these bonds. (A14) Resolution 63-R-00 - General Maintenance Motor Fuel Tax Resolution. - Consideration of toffs HResolution by which the Lity Louncil would appronate j6UU,UUU in MV I funds to finance general maintenance of streets by City forces for FY 199T Alderman Drummer moved to recommend approval of the above items on the Consent Agenda, and Alderman Rainey seconded the motion which passed unanimously. ANNOUNCEMENT OF UPCOMING DISCUSSION Alderman Feldman announced that later this evening, as an act of courtesy and information representatives from the private booting company would be allowed to state their case concerning this Issue before the A&PW Committee. This discussion will follow the agenda items for discussion. ITEMS FOR DISCUSSION (A3.2) Old for Resurfacing Various Streets for Public Works - Alderman Moran asked about the Information provided on this bid which noted that plans and specs were purchased by bidders. Mr. Walton explained that typically with construction projects, there is a project manual, plans and specs. Purchasing them is an attempt by the City to recoup our actual costs, and is pretty typical. Alderman Moran asked if the cost referred to was for reproduction or the cost of engineering work. Mr. Walton said it was for reproduction of the material. He noted that sometimes the cost Is refundable. Alderman Drummer moved to recommend approval of this lowest responsive and responsible bid from Arrow Road Construction for resurfacing of various streets including all materials, tabor, equipment and services for 904 feet of streets at 10 locations 10 at a cost of $6h 846.80. Aldermen Drummer moved to recommend approval; Alderman Moran seconded; motion approved unanimously. (A3.3) Bid for Maintenance by Contract Program for Public Works - Alderman Rainey moved to recommend approval; Alderman Urummer seconded. alderman Kainey asked when this work, encompassing grinding and resurfacing of 4,759 feet of streets at two locations in the City, was being done and what was being done on Asbury from Oakton to Main. Mr. Jennings answered It was scheduled for later this summer. - Alderman Rainey noted people living near or traveling through Asbury and Howard knew of the traffic jams extending way beyond Oakton. She had witnessed lines of traffic from Seward to �Ioward, and felt the City cannot proceed with this work until the Howard Street project Is fixed. She advocated the Asbury project be held. She informed the Committee of the impasse on Touhy this week caused by Chicago's repair of a small pothole, due to the enormous number of cars now using that street. She said the north and south - routes are either Dodge or Asbury, and the City cannot do anything to impede the flow of traffic. Mr. Jennings noted that Asbury has wider lanes than Touhy. Alderman Rainey said that without any obstructions, Asbury Is backed up at rush hours. Alderman Feldman asked the result of holding this portion of the work, Mr. Jennings said it will substantially change the contract before the Committee; he did riot know if it was valid if half the project was deleted. Mr. Walton suggested awarding as a whole and proceed with the one portion if the contractor Is amenable. Alderman Rainey asked If we must o ahead with it, could this area be placed at the very end of the work program? She noted Howard St. is supposed to be finished October 1. Mr. Jennings said we could took at the more westerly portion of Howard that will be made two-way first, and coordinate with that. Alderman Rainey commented that two-way is not the only problem: it is all the reconfiguration and barricades that cause problems. Mr. Jennings noted that typically we require them to maintain two lanes of traffic. Asbury, with two wide lanes, would also be required to be maintained as two. To the question of scheduling this last, Mr. Jennings said if Arrow is the same contractor as the other resurfacing that is on the agenda, perhaps we can get them to do this at the end of both programs. He noted that Council had approved work on Asbury that has already started, concerrifzg the manholes. Alderman Drummer asked how Iang the resurfacing would take and was answered that it would take a while: we are starting the prepwork now; then this contractor will adjust the remaining1 manholes. The summer sewer rebuilding is happening now, and there is also some catch basin curb = in this project. Alderman Feldman suggested several things: to place this work last; to go over and review what may be causing the problem; and at the next meeting to have a report on ways to mitigate Ltie situation and help speed the traffic through. Alderman Rainey said it must be recognized that this will complicate things greatly. She said that when this began, she had anticipated that neighbors would t>e upset; instead, they approached this as a time -limited problem and have been very responsible and responsive. She said Traffic Engineering has also been responsive, but that this will cause backup and additional spill. Upon voting to approve the lowest responsive and responsible bid of Arrow Rcsd = Construction for this maintenance by contract program, costing $226,712, motion was unanin Amly x approved. . (A3.5) Proposal for Architectural Services for Noyes Center Improvements - Alderman iixiney m v*d to recommend approval; Alderman urummer seconded. ihscussion: Alderman Rainey pointt%d out that this Is money received from the State. She cautioned that a portion of any windfall should De reserv*d for maintaining the improvements that are made. She spe;ke of our maintenance capital issues. and sL-sarsted that some of this money be placed in reserve to keep up the Noyes Center as opposed to fix it up. AMt4rrnan Drummer pointed out that this would be possible only if the State allowed it. Mr. Gaynor said the tar+puage In the grant requires us to use the money for specific purposes. His staff will review tt�-e lanj,sas-+e and money will be reserved as suggested if we can do so. Alderman Feldman pointed out that this tssu+r has been raised before, In regard to the rental income that is received from tenants. He asked tf any ct that Is put aside. Mr. Gaynor said this is the first year that a 520,000 fund was created from the General Fund to do minor repairs. He noted the Noyes building is aver 100 years old. It would be the policy cd the Council to set up a special fund to take a portion of the tenant rents for this purpose. Alderman Feit-nan asked what the approximate yearly cost for maintenance was. Mr. Gaynor referred to a report that he and Mr. Rubin had prepared and offered to provide another copy. Alderman Feldman noted there is some suppport in making every building contribute to its maintenance. Now we take all the money and have notf�ing left. This would be a first step. Mr. Stafford pointed out one of the difficulties we would have is we cannot provide information on the depreciation of that asset. With the new accounting rules in 2DO3 we will have to do this. It is hard to put a number on it if the depreciation rate is not known. He said staff is working on this for all the buildings. Alderman Raine/ would appreciate some effort to inquire if a portion of the grant money could be used for maintenance. She noted we will be making enhancements at will be more costly to maintain. Mr. Gaynor will check the language of the grant as to specific usage. Upon voting, motion to approve the proposal of Elliott Dudnick Ft Assoc. to rovide architectural services for Noyes Center improvements at a cost of 57,900, with funding from a State of IL grant, was unanim=sly approved. (Al2) Ordinance 66-0-00 - Loading Zone at 1106 Austin Ave. - Alderman Rainey moved to recommend approval of this Urdinance; Alderman Urummer seconded the motion. Alderman Rainey had requested that this be off the Consent Agenda because she had been asked about this issue awhile ago and wished to pass this Ordinance tonight with a suspension of the rules. Alderman Feldman agreed to report this at the Council meeting, and requested It be voted on now for introduction. Upon voting to recommend this Ordinance, for introduction, to place a loading zone at 1106 Austin Avenue, motion was unanimously approved. (A6) Resolution 33-R-00 - Adding Planning Commission Liaison to Parking Committee - Alderman Rainey poInteo out that the Plan Lomm{ssion reports to the Planning is Uevelopment 4ommittee. She noted that the Parking Committee does not report anything to A&PW and subsequently felt this was a Rules Committee Issue. She wished to know why it was placed on the AEPW agenda. Alderman Drummer asked if it is part of the makeup of the Committee that a person is appointed like this. He was told no, that this was new. Mr. Jennings explained that the Plan Commission approached the Parking committee with this idea and the Parking Committee acted upon it. The issue was brought to A&PW because the Parking Committee reports to A&PW, or has in the past. The A&PW Committee agreed to deal with the Issue. Mr. Jennings explained that this Resolution clarifies what was already passed, e.g. who appoints the new member. Upon voting to recommend Council approval of this Resolution, motion passed unanimously. DISCUSSION ON ORDINANCE 38.0-00 - PROHIBITING "OBILIZING VEHICLES ON PRIVATE PROPERTY BY PRIVATE ENTITIES Alderman Feldman noted that representatives of Guardian Parking Management were present. Roseanne Perone, President, addressed the Committee and shared a sign their company posts and some photos. She said that although companies of this type are somewhat new in Illinois they are successful in other states. She handed out an Ordinance from Chicago that amended an earl'fer Ordinance prohibitingg booting. Alderman Feldman asked what the Guardian representatives wished to let the Committee know. Ms. Perone said the main objective is to find some resolution to the issue, understand their business and not prohibit It. She said booting provides a "kinder and gentler" alternative to towing cars. People have the opportunity to pay by cash, credit or check, and there's a toll -free number to comment, and if someone is without the means the company tries to accommodate. She noted this is a problem that slowly corrects itself. She said they post at (east eight signs per lot, her employees wear uniforms and badges and their cars are labeled so there is no surprise to anyone. Alderman Rainey asked about an incident at Burger Kirg where a person was booted, had no money and had his driver's license confiscated. Ms. Perone said the license had been dropped on the property and the attendant found it. Her company tried to call the person. Mr. 0enlgris, Vice President of Guardian, said he understood the questions the Council might pose, and noted his company cannot take a license, and further it does no good to take a license. He said tow companies do not alleviate theproblem because each tow truck is allotted to several lots; his company has people on each lot. He saidtheyare not paid on commission, and explained the reason the system works is that it stops repeaters. He described towing operations, for which we have no rules or regulations in Illinois. He noted when someone returns to a property while his car is being booted, Guardian removes the boot. He said they do not hold the car hostage, though towing companies have done so. He went on to explain that towing companies do not let the owner know that the car has been towed. Alderman Rainey raised a point of order said this company • had two opportunities to come before the A&PW Committee. She pointed out that this Committee had important issues left to go through. She suggested that Guardian can talk at the Council meeting and the Issue can be debated on the Council floor. x Alderman Feldman was not certain the Guardian representatives had the opportunir/ to come before now. Ms. Perone said the company was not invited to ae-y Committee or Council meeting and did not know about it. Alderman Feldman felt it appropriate to listen to what the people here tonight felt it was important to know. He would appreciate it if they could be =-icise. Alderman Moran said the issue came to a head without an understanding of who why it was beirsi brought forward. He asked who had proposed thfs. It was expplained that Alderman Engelman suggested &,e iierri needed to be worked on, and Legal did so at his r uest. To another quest•:Exi, Mr. Jennings said tt.�t his department had nc: lone any anaiys s of the hsue. Airman Feldman noted the data Sheet slated th.�: staff recommended approval. He asked iwhich staff had done so. The data sheet summary was quoted, ••ttich said "the practice of booting vehicles by prhrate parties could lead to hostile, face to face encouncc-s with vehicle owners. This Ordinance would praFdbit the immobflizirrg of vehicles on private property. This does not prohibit property owners from towing unlawfully.parked vehicles and, erefore, providrs an adequate alternative to booting. " It was noted that this was staffs opinion. Alderman Drummer wanted to address the differer•:es between towing versus booting. He said the Issue Is what Is the most severe to the citizens, to tow or to boot. He noted the S 105 charge to remove the boot and asked the cost for towing. He was told towing is $105, plus storage and mileage charges. Alderman Drummer asked about the contract Guardian -as with Burger King, and bank and TBI. Guardian representatives explained the bank does not pay &,em for booting; they receive only the booting charge. It was noted they also remove snow and maintain t,,e lot. Alderman Drummer pointed out if they had two people on the lot at all times, they must have to boot enough to pay those people. It was explained that because the problem Is self-correcting, sometimes Guardian puts one person on the tot and spot checks. To a further question the�g said they waft until a person enters another establishment to begin booting. Alderman Drummer asked is someone was seen going to the Post Office, and there was a Irxig line, how long would Guardian wait? Guardian said five minutes after a person left the property. if he returns in 10 he can write a letter and can receive a partial refund, which are given for good reasons. Alderman Drummer clarified: Guardian has a contract with the lot owner to do 'x" number of things, but is not paid by the owner for booting. He was answered that some lots are not profitable; that two boots per day are needed to be profitable. Alderman Drummer asked why an owner would be worried about two can per day. Mr. Sheldon, President of Great Bank, said he had tried many things over the years. inctudirg towing which he said was much harsher for the customers and communityy. He said they put a gate up and metered the got. People drove through the gate and used slugs in the 6-,t. He noted the need for customers to park in the lot, since they are takingg money to and from the bank- He said booting became necessary when the main parking lot was developed into the new condo building. What is most important is to keep the present lot open. He also noted the liability for those non -bankers who use the bank lot. He would ask the Council to establish some rules, such as a 15-mfnute limit before towing. The bank tried having two or three spaces (for non -bankers) but it did not work. He knew of many non -customers who admitted to parking illegally, usually for five or ten minutes. He was willing to allo-w this, so there would be turnover for his customers. Alderman Rainey said she challenged anyone to put their car In the Burger King tot and leave for 30 seconds. Alderman Feldman asked the type of complaints Mr. Sheldon had received about towing. He outlined a complaint of a doctor whose car was towed and damaged. He said Guardian will waiee a fee; towing companies will not. Alderman Feldman noted other City ordinances existed regulating booting; New York's was mentioned, and Chicago's which will be voted on 6128. In answer to his question about what MMrr. modifications were made, Gaynor, legal representative for Guardian, referred to the redlined handout that was given to the Committee. Alderman Feldman noted that when considering this type of legislation we might examine other cities' ordinances. Mr. Hill said Evanston did so; this Ordinance was written in March and Chicago was contacted. What is being presented is what Chicago was utilizing at the time, a prohibition. Alderman Feldman explained that Guardian would be able to come before Councit tonight at Citizen Comment and thanked them for coming. Alderman Rainey said if it was the Council's pleasure to pursue this and develop some kind of an Ordinance, she wished a moratorium to stop all booting until we get the Ordinance. She noted we have no controls over these people. Mr. Gaynor stated for the record that Alderman Rainey had said Guardian wanted to move to Evanston to make big bucks. Alderman Rainey advised that she had said it was a Chicago booting company that wants to make big bucks. Mr. Gaynor said that Alderman Rainey had repeated that certain things were not true* he did not think this was fair, since Guardian was only trying to present their case. Alderman Rainey said her case was that private companies booting on private property was very distasteful. Mr. Gaynor said that he did not understand this process. COMMUNICATIONS Uodate on Police Officer Hirini; - Alderman Drummer said the information was encouraging. Ms. Witt reported the Lity has hired 11 officers. Alderman Drummer asked if vacancies are all filled.. She said no, since there are anticipated to be upcoming retirements and promotions. To Alderman Rainey's Inquiry, Ms. Witt said four of the 12 were laterals; three or four of them are starting this week. Alderman Rainey noted she had met one of these, coming from Lake Forest, who was actually an Evanston resident. Report on Chlaravalli Montessori School - Alderman Rainey and Mr. Rubin discussed the report on the building improvements made by the school. They agreed the work was "very fantastic and impressive," and that Chlaravalli were Investing a lot of money in the building. Letter to AT&T: Reguest for Six -Month Franchise Extension - Mr. Rubin said the $60,000 check for James FarK should be coming tries week. me will try to answer Alderman Rainey's question as to how many have signed up for the computer connection, but noted it may not he public information. He reported cable television Is out In Evanston right now. Alderman Rainey suggested putting together an expert citizen subcommittee to look at this franchise issue. Mr. Rubin thought this was a great idea and offered to prepare r� materials for it. It was clarified that this committee will differ from ECMC. and be made up of citizern who are technical experts to deal with this item only. CITIZEN INQUIRY Ms. Gregory discussed a petition that was signed about alley paving and possibly was not understood. lAr. Jennings said that there had been no time to verify how much frontage this petition represents: it may not be 509G. He only saw the petition ten minutes ago. Alderman Drummer explained that the percenthx of frontage had to be verified and in-rited Ms. Gregory to speak on the Council floor. Mr. Jennings added that the next step is on June 21 in the court system where objections could be made when the City filed its petition. if the City had had the petition earlier, or we could have handled it differently, It was clarified that this dealt with an alley spedal assessment that is no longer wanted. Discussion ensued about the history of this issue. Another neighbor reported she had been in Public Works on Thursday and was told It is too late in the process. She said a City lawyer told her she could hire a lawyer and file an objection, The neighbors wanted to know the rocess to follow now. Alderman Rainey asked if Ms. Gregory had si the initial survey. Ms. Gregory s4dPyes. Alderman Drummer recalled the proponents were a great num like 60% in favor. He noted he and Ms. Gregory and Ms. Patterson had spoken several times. He explained It was at a stage that the decision had to be made. Alderman Feldman said the A&PW Committee could take no action on this, he advised dealing with Alderman Drummer and Mr. Jennings. There being no further business, the Committee adjourned at 8:47 p.m. Respectfully submitted, `Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED 0 x 0 0 0 DRAFT - NOT APPROVED MINUTES ADMINISTRATION a PUBLIC WORKS COAk%UTTEE Meeting of May 22, 7000 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: J. Aiello, M. Barry, A. Berkowksy. C. Brenniman, P. Casey, P. D'Alostino, B. DornekerI R. Figurelli, D. Jennings, D. Hiiges. C. R.Adek, M. Rubin, S. Sabir, M. Smith, B. Stafford, C. Walton, J. Witt Others Present: Ma or Morton, Alderman Wynne, Bud Nesvig, Bob Seidenberg, Ron Kysiak, Betty Palmer, Jerry Hausman, Marty Stern Presiding: Alderman Gene Feldman SUMMARY OF ACTION The meeting was called to order at 7:32 p.m. by Alderman Feldman, Chair. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following 14 items from the A&PW Agenda on a Consent Agenda for recommendation for City Council approval: (2) City of Evanston Pa roll - Consideration of the City of Evanston Payroll through 5/11100 in the amour of (4A) Approval of Summer Food Service Program - Consideration of the lowest responsive and responsible bid of Upen Kitchens for this annual program for Parks/Forestry and Recreation, at a cost of $76,685. {4B) Approval of Purchase of 66-Passenger Bus - Consideration of the purchase of a 66•passengger hpus from Midwest I ransit t:,pulpment, Inc. for Narks/Forestry & Recreation, at a cost of $42,300 (non -bid item requires 2/3' majority vote). (4D) Approval of Request to Approve Bank of America for a Standby Bond Purchase Agreement - CConsideratlon of this request to approve uanK of Amenca to provide a standby bond purchase agreement (line of credit for a Series 2000 General Obligation Bond Issue. (4E) Approval of Aggreement for Landscape Maintenance - Consideration: of a request to approve an aggreement with tVMARK for iandscapp maintenance of the Central Business District at a cost of $25,759. (Non -bid item requires 213' majority vote). (5) Special Event - Family Focus Annual Gospel Parade - Consideration of a request from Family FFocus to hold its annual gospel parade on August a, zuuu. (6) Special Event - St. Luke's Picnic - Consideration of a request from St. Luke's Episcopal Church to hold a picnic at the Church (Hinman Ave. and Lee St.) on June 11. F) Special Event - First Congregational Picnic - Consideration of a request from the First ongregatlonal Church to hold a pfcmc on June 4 at Hinman Ave., Lake to Grove St. (9) Resolution 44-R-00 - intergovernmental Agreement with IDOT, COE. CTA - Consideration of proposed Resolution 44-K-UU by wnicn the Lity wouid approve an intergovernmental agreement with IDOT COE and the CTA pertaining to reconstruction of the Chicago Ave. bridge over the Skokie Swi(t. (11) Resolution 47-R-00 - Permit with Metropolitan Water Reclamation District - Consideration of proposed Resolution 41-K-UU to autnonze the Lity manager to execute a permit with the MWRD to store construction -related equipment on District property on Ashland Ave. near Noyes St. f 13) Ordinance 34-0-00 - Alley Vacation - Consideration of proposed Ordinance 34.0-00, for introduction, by which the Lity Louncil would approve an alley vacation at 1508-14 Elmwood Ave. (requires a majority vote of 7 aldermen for passage). (14) Ordinance 62-0.00 - Increase in Class B Liquor Licenses - Consideration of this proposed Ordinance, tar Introduction, increasing Liass L licenses from 18 to 19 with the addition of Paul T. Byun, dba Sushi Arigato, 822 Clark St. (15) Ordinance 63-0.00 -• Decrease in Clan D Liqu�w Licenses - Consideration of this L�rd4n,aice, far introduction, to decrease the number or Mass D u4Zuar licenses que to closure of Ristrn 18*3 and My Bar, 1800 Sherman Avenue. 116) Ordinance 64-0-00 - Increase in Class � Llqugr Licenses - Consideration of this Ordinaric* for • introduction, to increase Llass is uquo r ncenses from ten to 11 with the addition of t30U Club. inc., dba 1800 Club, at 1800 Sherman Avenue. Alderman Drummer moved to recommend approval of the at%ave items on the Consent Agend i. Alderman Rainey seconded the motion which passed unanimously. APPROVAL OF MINUTES Alderman Feldman asked for a motion to approve the minutes of the regular meeting of May S. 2000. Alderman Drummer moved approval; Alderman Moran seconded; motion passed unanimously. ITEMS FOR DISCUSSION ((3) City of Evanston Bills - Alderman Rainey inquired about several items on page 9 of the Silts List for G&IC Team Wear for uniforms. Mr. Walton explained that the company provided work clothing under a three- year contract signed in 1999. Alderman Rainey asked about the new designation of "P" next to some of the descriptions. Mr. Walton explained that this is an internal procedure for the Purchasing Dep.irtmeent having to do with orders placed by purchase order. Alderman Rainey asked about an item on page ZS: %rre vehicle accidents the cause of the repair expenses listed? Ms. Radek, confirmed they were; she offered to provide a description of the accident. Alderman Rainey inquired about the 1994 refinancing of anticipatxm bonds. Mr. Stafford explained that when we issued bonds in 1998 and 1999, we refinanced prior oar bonds. This was part of the '98 bond issue payyi{ng off debt service for the refinancing of 1994 bonds. Alderman Rainey believed we could not issue any0d of anticipation bonds. Mr. Stafford said that we do not do so now; however we did so in 1994 as part of the TIF project. It is no longer the policy. Upon voting to recommend approval of the Bills List, motion was unanimously approved. (4C) Proposal of Landscape Architectural Master Planninq Services/Fleetwood-Jourdain Center and Black Histonc 5cui ture [garden - Alderman Drummer moved approval for discussion; Alderman itainey seconded, and asked about the sconng system for the five responses to the RFP. Information provided gave no way to know what the points were awarded for and therefore was unhelpful. Mr. Rubin explained points were awarded for experience, etc. but not for price, since the envelopes containing pprices were not opened, per City policy, until later. Alderman Rainey pointed out that in the final analys(s, the successful bidder, Camiros Ltd.{ was not the least expensive. Alderman Feldman asked why the series of criteria was not listed. Mr. D Agostino offered to provide that breakdown. He said each proposal is rated on a series of things: completeness, past experience on similar projects, MlWIEBE participation, etc. Alderman Rainey clarified that Camiros was not the firm that landscaped the embankment on Callan. She was sure Camiros would do a good job, but again stated that the information was not helpful. Alderman Feldman said that for next time, as it would have been for this time, it would be appropriate to know the criteria. Alderman Rainey wanted information before this Council meetingg noting the $34,700 cost is a lot of CD money. Mr. Walton offered to provide the criteria this evening. A Berman Rainey asked if any of the other firms were Evanston firms and was answered that only Teska was. It was clarified that this was for the landscape design only. It is an overall design of the entire site, to include the Sculpture Garden, playground, around the community center, and parking lot. Alderman Rainey did not feel she had an understanding of the total project. Mr. D'Agostino explained project is far more than the sculpture garden; the whole project may cost close to S 1,000,000 for the entire site, which, answering Alderman Drummer, he explained extended from Ashland to Dewey, Foster to Simpson. He answered Alderman Rainey, explaining that the entire project had not been discussed by the Rec Board. She asked how this entire project had been mixed up with the sculpture garden. Mr. D'Agostino said it was felt that the whole site should be looked at, that there were a number of issues about now people get around the site, that an entire plan was thought to be the best way to proceed. In answer to Alderman Feldman's question, he said the million figure had not been approved; just the $225,000 for the sculpture garden and a number of proposals for the playground and other sites there. As to the recreation survey, Mr. D'Agostino confirmed that there are recommendations in it but the have not been finalized and prioritized et. Alderman Rainey asked what expectations Camiros � ad for future work on the whole project. Mr. 'Agostino said they were to do a master plan for the entire site. Alderman Rainey said that, as a member of the CD Committee, she had thought the re uest for funds was more narrow. Alderman Drummer clarified that the funds were for the sculpture garden; Mr. D'Agostino said landscaping was also included. Alderman Drummer pointed out that the funding was not for the entire project and asked what part of this is the City going to reimburse the CD Committee for. He said we should have known that this purchase was part of the larger project, beyond the sculpture garden. Alderman Feldman wanted to know how the project was generated: if CD approved $225,000 how was the decision made to expand. Mr. D'Agostino explained staff had reviewed the CiP and saw tfiat there were future projects in line to redo areas in the whole site. It was thought better to do a master plan rather than to do piecemeal. Alderman Drummer conceded that this made sense. Alderman Feldman agreed but said once that decision, or recommendation is made, the Council should be made aware of the cost and give approval. He said staff has decided In a way to expand the concept of a sculpture garden to do other things that may be needed. Alderman Drummer asked about the money scheduled in the CIP for this project. Mr. D'Agoshno said there was $1 million, but a substantial part of it is in future years. Alderman rummer . wished to see a master plan, noting once we know all elements, our focus will be different. Alderman Rainey requested that staff review the big line items for the sculpture garden. Ms. Smith reviewed the original, two-part proposal: the artistic component under the Art Guild; and the landscaping x component to rehab the grounds of the Center for $225.�M Approximately $300,000 has be -on budgeted in the last three years in CD funds. To a further yyuesttian, Ms. Palmer said 5 112, 500 was s4wnt for the Premier Sculpture, $10,000 for a wall of an; and S 15,01k1 for the VFW memorial. The Flutter building stone to be cleaned cost about two or three thousand. AldeTman Rainey pointed out this was realty over $350,000. Alderman Drummer noted the proposal came sn over two years, and was separates out. Mayor Morton said she supported the idea of doing the entire area, noting the parking was very lirnited in front of Fleetwood -Dour ain. She felt this needed to be looked at, as well as the entire area which hats hand -in - hand with the sculpture garden. One without the other would do an injustice to the artwom. She noted that artwork was also displayed inside the center. Alderman Feldman asked if the Mayor ►.as saying we needed a consultant to design it. The Mayor clarified that if funding is there only for the artiszx side it will not be of advantage to the community unless the parking and other things are in place to enhance the art. She Issued an invitation to drop by and view what was being discussed. Alderman Moran agreed with what was being said, but felt it might have been better to know the full scope of the design services being requested. He felt it made sense to look at It as a whole and believed to engage Camiros to design the area is not a commitment to fund all that is designed. He felt an integrated design was important and a logical proposal. Alderman Drummer said he just wanted the plan, noting this would be discussed at community input meetings. He recalled .lames Park's design was done in a similar way. Alderman Rainey pointed out that the latter design was done with a state grant, and felt we went to such an extreme due to the varieties of different uses in that park. Alderman Drummer termed it the same problem on a smaller scale. Alderman Rainey clarified that she also wanted the reason this company was chosen over three lower-prfced firms. Mr. D'Agostino said that after interviews with the top four firms the overwhelming favorite was Camiros: It was believed we would get the most for our money from them. Alderman Rainey asked about the plan whereby a pool of previously qualified designers would be used for park projects. Mr. D'Agostino said that we are between pools at this time, with the first pool finishing up from two years ago. We are going to issue a new RFP for projects coming up. Alderman Rainey asked why this project could not wait until that happened. Mr. D'A Lino said staff wished to get someone on board to not hold up the process. A member ofthePublic Art Committee recalled a meeting about two years ago at the center about public art, with high community involvement and enthusiasm. The Public Art Committee, he continued, did not participate in the current proposal but offered assistance to move forward in a coordinated way. Alderman Drummer said there's a role for the Public Art Committee, that it's a big process to get it done with many tools available to do so. Ms. Smith noted City Departments had been consulted on the project. Alderman Feldman asked how the Public Art Ordinance addressed this kind of program. Ms. Smith said that in 1986. before the Public Art Committee, the Flee twood-Jourdain Art Guild began. They have been working with Department Heads and four years ago began collaborating with Parks on the grounds, the Guild focussing on the artistic end. Alderman Drummer stressed that all groups had to work together, and the sponsors of the project must take advantage of all that's available to them. Upon voting to recommend Camiros for master planning services for the Black Historic Sculpture Garden and grounds of the Fleetwood-Jourdain Center, motion was unanimously approved. (8) Approval of E-SITE Sculpture Prouram and Agreement - Alderman Rainey moved to recommend Council approval; Alderman Moran seconded. Uiscussion: Alderman Rainey raised questions as to the process involved, was concerned that it may take three years to get approval for a sculpture to be placed in front of someone's store, and asked the role of the Public Art Committee. She was also concerned about any process that might deny placement of a sculpture that the community wanted. Mr. Hausman Public Art Committee (PAC) member, spoke, ex laining that her concern had been discussed and shared 6y the PAC. The PAC will approve each of the E-Site scut Lures, he said, and it was hoped there would be a substantial number of them in Evanston. The places o7business wishing sculptures will, upon application, take care of all attendant costs. The proposal is that no sculpture will be in place longer than a year. Alderman Rainey reviewed the process, and asked about proceeding like this case, which has been six to eight months in development. Alderman Feldman asked the time it will trice from application to Installation. Mr. Hausman hoped it would take a shorter time than the present case, but that the steps would still be in place for each sculpture. Alderman Raineyy suggested that a certain timeframe should be stipulated. Alderman Feldman asked for firm parameters in terms of time. Mr. Hausman said a prime application should be approved or disapproved within a month. To Alderman Drummer's question, It was explained there was no theme to the pieces, beyond simply sculpture in the environment. Fie asked if everything that came forward would be approved. Mr. Hausman said no, emphatically: everything would be reviewed by the PAC and would require its approval and the initiation by the sponsor. Alderman Drummer was pleased to hear there will be control over what is proposed. Discussion ensued: it was felt to be a marvelous proposal; permission was given to place the present sculpture in front of Mr. Botti's building• the A&PW Committee would have liked to see a picture of the sculpture in their packet material. Mr. Kysiak said he assumed the Committee did not wish to approve every sculpture as it comes along. Discussion continued on the Committee not wishing to approve the sculpture but simply to see it. It was agreed that future requests will have an image of the sculpture. Alderman kainey asked why the Committee had to approve each one: she suggested the Committee receive updates on the number of sculptures approved. She did not wish to drag the process out. Mr. Dorneker would be gtad to send out a report. Alderman Rainey moved to go ahead with this project, with the A&PW Committee receiving updates from time to time. Alderman Drummer clarified that e wished to receive a report upon each sculpture's approval. Mr. Rubin suggested that the requested information could go as a Communication. Motion to recommend approval passed unanimously. (10) Resolution 43-R-00 - Parking Agreement with District #65 - Alderman Wynne was present for the discussion. Alderman Moran asked the number of parking spaces in lot 35. Alderman Wynne answered 55. It was explained this Resolution dealt with daytime permits for the School District. Mr. Jennings said that we oversell the lot. There Is a full complement of 24-hour permits. But because of the parking there, he explained, the lot opens up during the day and we sell those spaces again. Those are the spaces we're EA offering to the school. He said usually we have 25-30 daytime permits. To Alderman Moran's question it was explained 24-hour permits are kept to the number of spaces in the lot. Alderman Wynne added that lot 35 and 32 are not over -sold; they are sold at their capacity for 24-hour permits. Alderman moron asked the number of daytime permits there were, minus the 14 being proposed for the School D^:strict. Mr. Jennings said when last checked, there were 25, and perhaps 15 available. He said we sp?[ about 25 daytime permits. He said one has to remember that Lot 35 and Lot 32 share a daytime permit: yw can park In either lot. The 24-hour permits are lot specific. Alderman Wynne said this arrangement wound allow the teachers to park in Lot 35, the closest to LsncaIn School. Mr. Jennings clarified that there are 25 daytime permits that pertain to both lots. The usage was reviewed for Lot 35. On a regular basis there are spaces to accommodate the teacher demand in Lot 35. Alderman Moran surmised that the daytime Permits were for people who work in the area. He asked Mr. Jennings If his review showed there were sufficient spaces to have 14 daytime permits and was answered yes. Alderman Rainey recalled that several years aV this was a solution to daytime parking, and there were always vacant spaces when we only sold 24-ho-ir permits. Alderman Wynne explained this proposal had been worked on for quite a while; it was felt we had a wasting asset sitting unused, here was an opportunity for the teachers, having fewer cars parking an the street and the City receiving revenue, and the school parking lot becoming green space. She thouS",d it a very positive development. A technical error in the agreement was pointed out, and the question wm raised as to what would happen if a developer came atone. Alderman Wynne said that if the City does as it did on Chicago Avenue, and we still operate a municipal lot, the teachers will still have a lot. Discuss. -an ensued. Alderman Rainey pointed out a cancellation clause should one party wish to break the 20-year agreement. Upon voting to recommend Council approval of this agreement, motion was unanimously approved. (12) Resolution 49-R-00 - Easement Agreement for Hotel Development Project - Alderman Ravney moved to recommend approval; Alderman Urummer seconded. Discussion: Alderman Raineyy raised one issue: that nowhere do these documents refer to any specific kind of hotel or quality of hotel. Ms Aiello said that this Information is contained in the redevelopment agreement, and that all these agreements refer bnck to that. Alderman Rainey saw that this was the case, but was bothered that there is a multitude of agreements and not one makes such a reference. Mr. Stern said all take effect upon transfer of the property. That ties It to the redevelopment agreement. He said it was found that we did not have to repeat it, in all the documents. Ms. Aiello said that a clarifying sentence could be placed In the agreement, Mr. Jennings confirmed receipt of the latest copes of the easement agreement, which was substantially like the version the Council received, with on[y a minor change. The map still applied, he said, and changes recommended by the City had been made, upon voting on the motion to recommend approval, motion was unanimous. CITIZEN COMMENT Mr. Bud Nesvig, Energy Commission, reported that he had attended a meeting in Itasca, a regional meeting put on by ComEd. He read a part of the report (attached per Mr. Nesvig's request): ComEd adolsed that • many members and supervisors were replaced including the head of distribution, who was replaced by someone formerly from a natural gas utility. Mr. Nesvig felt there were a lot of people who were moved up in ComEd who had no experience. He reported ComEd stated that It took 20 years of distribution system neglect and it will take more than two years to fix it. They have Initiated automatic Outage Notification Pilot. Fide noted Abbott Labs was not happy with ComEd reliability; and that ComEd says that there are 3000 contractors being used; Mr. Nesvig did not believe they could all be power/electrical contractors, since there were not that many in the U.S. He said 51% of red designated circuits and 44% of orange ones are be improved by June 1 (red refers to circuits loaded greater than 120%; orange refers to a load from 110 to 120%). He said we have some of these in Evanston. He continued the report, saying ComEd rented or bought four large, 250-megawatt portable generators for this summer, equivalent to about cne nuclear plant. Mr. Nesvig termed it a good promotional meeting, to make a negative Into a positive. He noted last week's outage tasted in some cases until Sunday night; he felt ComEd was headed for trouble. COMMUNICATIONS Update on Police Officer Hiring - Alderman Rainey asked about the 12 vacancies and four on light duty or oft -duty. eels. watt reported that the Commission has approved six candidates for hire. Three were laterals that did not need to go to school. Fire Department Monthly Report - The Report was accepted. Mr. Rubin said he would have a memo on the electrical outages and storm for the Council early tt&s evening. Discussion ensued on passage tonight of Ordinance 38-0-00 - Prohibiting Immobilizing Vehicles on Private Property by Private Entity. Alderman Rainey suggested a moratorium on booting, if not passed this evening. Alderman Drummer spoke of the Chicago Ordinance. Alderman Rainey suggested that Mr. Jennings explain the rocess the City has to go through in order to boot a vehicle. She caned this booting process a new pro fpt center for towing companies. Discussion continued, with clarification that the Item was brought forward by the City Attorneys office. Alderman Moran said he did not have a clear picture on this. He would like to get Mr. Jennings opinion. Alderman Rainey wished to debate and discuss on the Council floor. Alderman Drummer agreed that we should take a closer look at the issue, saying it is due some debate. Mr. Rubin said there was no reason not to hold this item, to which Alderman Rainey answered except for the residents being booted all over by private companies, creating all kinds of problems. There being no further business, the Committee adjourned at 8:45 p.m. Respectfully submitted, Darlene E. ltilges Executive Assistant DRAFT — NOT APPROVED • May 21, 200Q ; To: Administration and Public Works Committee Evanston City Council Reference:. Overloaded Electrical Power Feeders In each Evanston Ward With the December 1999 Correction Report, we received a list of Project- ed 2000 Evanston Circuit Loads. It is from this report that the overloaded (over 90% loaded) list by Evanston Wards was extracted. Please note that a feeder must be loaded at more than 100% before ComEd will take action to reduce the load by transferring part of the load to another feeder. All of the twenty -five feeders listed are loaded at 90% or more but only nine are to be reduced in load by June 1, 2000. Of the nine, six will not be reduced below 90%. During the meeting on May 17, 2000, ComEd advised that the improve - ments by lowering the loading on nine feeders promised for June 1, 2000 . will slip into July. On May 18, 2000,1 attended the ComEd regional meeting in Itasca. They, advised: 1. Many managers and supervisors have been replaced including the head of Distribution. The replacement is C. Croskey, who joined . from a natural gas utility. 2. It has taken twenty years of distribution system neglect and to fix It will take more than two years. 3. They are initiating a " Word on the Wire " magazine to keep every- one informed. 4. Have initiated an Automatic Outage Notification Pilot (AON). 5. Segregated information by feeder as to whether a customer is. residential or commercial. Representative from Abbott laborator- ies was unhappy due to lack of reliability. G. Are using 3000 contractors (don't know if that is defined as org- x ganizations or contractor employees). , 7. Expanded regions from four to eight to localize service 8. 51% red designated circuits will be improved by June 1, 2000 and 44% of orange designated circuits will be Improved by June 1, 2000. Red: Circuit loading greater than 120% Orange: Circuit loading 110 to 120% 9. Have rented or purchased four large, 250 megawatt portable generators, for use this summer. These four would be about equal to one nuclear plant. There were about twenty ComEd employees at this meeting. This was a well done promotional meeting. The emphasis was on the idea that it took twenty years of neglect to let the distribution system to become in- adequate and it will take more than two years to improve It. An effort to turn a negative into a more positive attitude by users. Thursday, after the meeting, we had the storm. ComEd was telling the media that the damage was so severe that many users would not have service restored until Sunday. I talked to Bryan Nlclnturff, W'mnetka Director of Water and Electricity, that was in the middle of the storm, and asked when they would be back in full service. He said that their prob- lems were history by 8:30 pm Thursday evening. Sincerely, E. M. Nesvi cc: Roger Crum Dennis Marino Max Rubin Members, Energy Commission enclosure: Projected 2000 Evanston Circuit Loads 0 0 L 0 Projected 2000 Evanston Circuit Loads Year 2000 Year 20D0. Projected Expected % ISSUE DATE Field %Allowable Before Allowable After Aaaclual CQmPIG&M Circuit. Relief Relief PO dumber T=Target Date Planned Relief fry-r" o C202 96% Possible relief in 2001 �- rj C414 102%. 95% 4PO00448 T - GV01/00 121011CO SwilcNng to refieye overload C435 112% 727E 4P000236 A - 1911/99 1 06/01/CC FWconductor• swsich to relieve overloads ?�tJ C471 100% 4P005407 T- M01/00 06101/4' Reliel in 2001 C4710 W/O Possiblo relief in 2001 +� C4713 107% 90X 4P000238 A - 11/29/99 06/O1/X New feeder from TSS85 C4716 9r/. Possible relief in 2001 f M C479 91% 1 Possible relief in 2001 J y �— 0532 119 /. 94% 4PDO0237 A - I IrM99 06/01/CC SmIching to rolirtre ovortaad C615 101% 929E 4PDO0237 A - I VW99 0&O11G. Switching to relieve overload ' C658 103% 91% 4P000236 A - t 1110199 061011CC Ro-conductor• swstch to roliow overloads p 1, C659 94% Possible relief in 2001 F" C665 102% 4POO5408 T - C6101/00 121011CC Smlching to relievo overload y ? C755 102% 95% 4P000564 T - 12131/99 06101/Cr, Feedor extension from OCC83 C756 105% 74% 4P000564 T - 12131M 061011CC Fgodor extension from DCC83 C837 111% 94% 4P000467 A - 1 t/23/99 06/01lCC Transfer 2 laps to G838 �� 17 C8513 93% Possible folio! in 2001 � C8515 95%. Possible relief in 20U1 C8519 90% � Passibla relict In ?W I Ca50 102% 80% 4P000238 A - 11/29/99 0&01/CC New foodor from TSS85 C851 104% 95% 4POO5409 T - W01100 1210110C Switching to rolrove owrload c� C852 96% Possible roliel in 2001 y C8814 97%. Possibte relief in 2061 Cat 101% 94% � 4P000450 T - C2/01100 09/O1/GC Switching to renew o+edoad (� C906 97% Possible relief In 2001 � =J k` DRAFT - NOT APPROVED MINUTES SPECIAL MEETING .ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of May 15, 2000 Members Present: Aldermen Feldman, Moran and Rainey Members Absent: Alderman Drummer Staff Present: J. Aiello M. Barry, C. Brenniman, P. Casey, R. Crum. AL Franz H. Hill, Chef Hunter, b. Jennings, D. Nilges, M. Rubin, B. Stafford, Chief WRInson, J. Witt Others Present: Aldermen Bernstein and Newman; Mayor Morton, Mary Morris, Mimi Peterson, Bob Seidenberg Presiding: Alderman Ann Rainey SUMMARY OF ACTION A quorum being present, Alderman Rainey, Chair, called the meeting to order at 7:43 p.m. Alderman Rainey explained the items before the Committee had to do with the upcoming budget and strategizing. W. Casey introduced the plan this evening, which was in response to two references to review the budget process. Another purpose for tonight's meeting was to receive guidance on the process. The plan tonight was that Capital Improvements would be discussed first; operatinS budgets second; a short review of each fund would be given and input would be asked of the Committee. CAPITAL NEEDS Ms. Aiello gave an overview of the City's Capital Needs relating to 2001 and forward. She noted the need fora long-term strategy, explaining the 3.5 million capitalbudget was being dictated by available capital. Last year, the City s capital needs were reviewed and the Council approved 5 million. It was realized much more data was needed than we have had in the past. In the past we have looked at all the capital needs in all Departments and determined the most immediate needs, without the opportunity to take an in-depth look. This year it was proposed that we do a lot more fact finding that could be presented to the Council in the fall about capital needs and look more at our strategic needs for the next five years to determine what we reaily need in terms of capital to operate. She discussed information gathering being done by the Departments, to give the Council a timetable and our goals to move this data collection to the Council. The information Management Plan, she continued, is being reviewed, including our financial software needs. i ne plan ties in to both lntormation Systems and how to serve the community by Integrating services. We should have this information ready in June. Alderman Rainey asked if the system would allow people to make payments on-line and was answered yes. Alderman Feldrra.7 asked if this would be accomplished in partnership with an existing Internet service or with an individual program. Mr. Casey said that the review would help us make that decision. Alderman Feldman noted advantages and weaknesses to some of the companies he's aware of. Ms. Aiello explained that ti:fs is a long-term goal. Alderman Rainey, referring to other communities who have done this planning, suggested resource groups as a source of information. Ms. Aiello agreed, but said first It muit be determined what we want to do. Mr. Crum said the basic financial package must be adaptable to make our long-term goals work. Street Condition Survey: The City will engage a consultant to look at every street; by October we will Know tneir conaition and what it will take to get them in shape. Alderman Feldman asked if they will be prioritized and was told yes. Mr. Jennings said this willbeblock by block, with no destructive testing, and will include visual inspections, Though curbs weren't included at this point, they could be added at more cost. The 50150 sidewalk replacement program was discussed. To Alderman Bernstein's question, Mr. Jennings estimated the June RFP to be sent out would be for around $75,000; adding alleys would increase that amount. Alderman Moran recommended adding alleys terming them a major issue. Ms. Aiello suggested adding as an alternate bid. Alderman Newman did not think alleys were as important; recalled the survey 6 - 7 years ago which found we needed $20 million. He felt we had information on alleys, but not the money. Mr. Jennings ctadfied that the street survey would include a program to investigate different scenarios in regard to reconstructing, repaving, etc. and the costs involved. Ms. Aiello believed the City would be developing a 10-year street plan from the Information the survey will give. • Park Survey and inventory: It was explained this was the second step, following the Attitude & interest burvey. 1 his will survey every park, tree and facility. The initial data is in and analysis is underway, with completion anticipated in late June for public Input and Council discussion. 'k Comm unication/Radlo Study: Ms. Aiello explained the need for this study on the staff level, and that it addresses how the departments communicate with each other and with 911. Data collection %ill be completed this summer, ft is estimated that it will take several million dollars in investment in . communication materials to be where we should be at this point. Civic Center: Ms. Aiello characterized this as an issue that staff will need to bring back to the Committee to determine where we are going. ADA Studv: Ms. Aiello noted the ADA study which needs to be updated with help from the ADA Committee. Building Conditions: Ms. Ale0o reported that this would focus on the major buildings that Nve have not done, and noted the Water Plant Analysis being done this year with monies approved in the capital budget. She explained that a five-year study is needed for the Water Dept. Alderman Moran noted the recent major purchases related to the Water Plant: he wondered what was happening in regard to these large contracts for which he felt some alarm. He asked if we are being caught up, or if this is only the beginning. Wthe latter, he wondered what the end would be. Mr. Crum explained that water Is on a g schedule and everything that the Committee has seen is part of the master Alan. Ms- Aiello acknowledged some significant expenditures but said that going forward we hope to do more routine work. Alderman Feldman said, regarding the Civic Center issue, that he wouldbemore comfortable If the issue were brought bark after we deal with short-term and long-term goals, so these issues are looked at on the basis of a policy. Ms. Aiello explained what staff is trying to do is determine the best way to bring back all this inlormatlon, because it is a lot. She said that initially staff hoped to gather this and bring it to the Committee in the fall. She said that to really digest the data and analyze the cost we might look at the 2001 capital plan, really taking the time to look at all capital needs and the rest of the budget and figure out where we need to be in our capital spending. Mr. Crum clarified that staff didn't suggest that the Council look at every item, for instance in regard to the Civic Center; but how does the Civic Center fit in with all the other categories. Alderman Feldman agreed, but asked about the mechanism to establish that budget policy, in light of the needs, the possible revenues, etc. Ms. Aiello explained the need to look at the way we have backed into the capital budget. We need to turn it around and look at what realistically we should be spending. When all is this data Is collected, we will have good data to begin to develop that process. OPERATING BUDGETS General Fund: Mr. Casey noted there is a two million dollar deficit every year based on contracts, cost • of living, insurance etc. New revenue growth does not keep up with expenditure growth unless taxes are raised. He said no new significant revenue sources are foreseen: local sales tax may be an option with a little room to grow, but that was all. Alderman Rainey pointed out the increase in housing, which increased the tax base. She said while it might not be significant, it was going In the right direction. Mr. Crum explained that we have not gotten the AV levels yet, but part of our policy decision is if the AV grows, do we allow other growth. Alderman Feldman stressed that, as this is pursued, it is Important to reemphasize the fiscal condition of the City, its prospects, the reasons for its condition, how the issue has been addressed in the past, and the capital needs of the City. We have to communicate what we have neglected spending money on and the condition of these things: what we are not doing just to maintain. Mr. Casey said staff is looking for a five-year plan to begin to address the needs in the General Fund, as well as the Sewer and Water Funds. Regarding the Water Fund, Mr. Casey noted the financial plan in place; no increase Is anticipated for the next couple of years. Regarding the Sewer Fund, Mr. Casey noted the financial plan is in place; with a current 12% increase and 10% rate increases for three years per that plan. That should stay the course. Regarding the Fleet Service Fund he said a financial plan is in place but that it was cut back $100 ON, which may cost 5zuu uuv next year to catch up in 2001/02. d number of debt issues are to be retired in 2006. Staff looks forward to that happening to move away from borrowing for the purchase of equipment. The Parking Fund, he continued, is currently financially sound. He noted the construction of one and possiDiy another new garage. He stressed the need to review fund conditions as garages and development projects continue on a regular basis. Alderman Newman asked if we are running a negative balance. Mr. Stafford said we were in the black this last year; this year there is a planned deficit due to the closing of the Sherman Garage. It was anticipated. He said we are talking about the whole fund: we lose money on the garage, but make it on permits, lots and meters. Long term, he continued, staff was comfortable over the next five years. Every couple of years there will have to be an increase in the lot rates to be competitive but it was not thought that enough money would be • lost on the garages to et into a deficit in the Par{cIng Fund. Alderman Newman asked if we'll be living off the Fund balance for awhile. Mr. Stafford said staff feels in the next several years it will be close to a break-even situation. V2 The Insurance Fund needs a IoEnoted term plan. Mr. Casey felt this would be one of the largest issue!; next year. tie saia there is no steasource of revenue to cover annual expenses- no funds to establish • appropriate level of reserves. we are seeing an increase in Workers pomp claims and costs. He noted funds are needed to purchase additional coverage for liability; and the need to establish long-term Risk Management and Safety Policies to control some of our expenditures. This will be the biggest issue in the operating Fund next year, Mr. Casey felt, and Council will be asked to help to solve this problem. Alderman Rainey asked why it is taking so long to establish liability coverage. Mr. Hill said the issue in the past was the dollar amount for coverage - in excess of $1 million. Now we are Investigating whether the City should retain the risk as it is, or look at other options. Staff will be bringing aiese Issues for review. Alderman Rainey asked why Workers Comp was increasing. Ms. Witt explained the slight increase due to more expensive injuries. She also explained this is the last bastion of unregulated medical costs. She estimated the number of claims was about the same. She outlined the need to look at a long term Risk Management and Safety Policy, department by department. Alderman Rainey recalled a report Council once received on injuries by department. She felt it important to see that Information. Ms. Witt noted that previously we did not have the software to handle the date.; we have that now. Alderman Feldman asked if the City did not have a Risk Management (RM) DeparL-nent and program. Mr. Hill answered not per se: the Law Dept. administers one part of it; Human Resources administers another. He noted there is some training taking place from both offices. Alderman Feldman asked If it was not City policy to have a coordinated RA program. Mr. Crum clarified that we do not have a full-time person doing it as we did 10 years ago. Alderman Feldman asked if a cross - administration approach is necessary; he was not certain about being able to determine effectiveness and savings. He asked how effective such programs were. Ms. Witt said we look at this, but we need to do more in coordination. Mr. Crum said the real problem is medical cost increases and we have little control over Workers Comp. Alderman Feldman wondered if there was a way to reduce the medical costs or to lower the number of Incidents or the seriousness of the accidents for the City of Evanston. If staff felt there were other ways to go about this than the current way, he wanted to know of them. Alderman Newman asked If the City had an RM program in the past under Chris Johnson. Mr. Hill confirmed that we did. He said that has been carried forward, that we have an Accident Review Board that reviews and recommends training pertaining to motor vehicle accidents. It was noted that when Mr. Johnson was here, there were four people in a Department doing that work. In respect to what we have today, he felt we did a relatively good job, noting we're trying to make it better. Alderman • Newman recalled that it was recommended to Council that things would be consolidated; no one ever told us we were going to not have trees trimmed, or not assess streets, or that there would not be a risk management program. He said that people who want a zero tax levy increase have not understood the devastating effect of the policy on the City. Alderman Rainey said the Council used to get accident reports; this Council has no idea of accidents or what's going on in the City, especially in public works. She wanted such information shared with the Council. Mr. Casey pointed out that was why we are bringing some of this forward. We know what some of the shortcomings are and we are trying to correct them. Alderman Newman said if there's a recommendation to eliminate a position we need to get a true representation of the consequences. Alderman Rainey added that information is also necessary about adding a position that is desperately needed; what the job will generate, etc. CURRENT BUDGET PROCESS Mr. Casey went over the budget calendar. Staff begins projections in June; preliminary hearings are held in Jut the Budget Kickoff for all Departments begins in August with Information and guidelines given the Departments. In September department budget submissions are due. In October and November budget reviews are held, trying to clarify the issues, and making final deliberations in November as to what needs to be cut out of the budget to balance it. In December final production of the proposed budget begins. In January and February, review workshop sessions are held with Council. Mr. Casey said this was a quick overview of what we do and how it works. Alderman Feldman asked about the last budget polity stating "While the systems for service delivery may be reorganized there shall be no reduction in existing service levels." a asked if that was carried out. Mr. Casey said it was the intent to carry it out. Alderman Feldman noted the major issue deals with the issue of the budget calendar. He would like to Interject the Council as soon as possible and establish a budget policy committee. He made a reference to the Rules Committee of the need for discussion of the need for and composition of a budget policy committee and urged it be acted upon as soon as possible. The Rules Committee would establish the number of members and appoint them, he continued; staff can get that input sooner through working with the new committee. He noted a former budget policy committee comprised of six aldermen two from each Committee. The Mayor pointed out that the responsibilities of the AiiPW Committee Included budget policy. Alderman Rainey agreed, but noted the Committee was only four people, and that there was no extra time for that. Alderman Newman did not see it as a budget policy committee, if all it does is come up with a modification of the last policy. He suggested it be called the budget committee and focus on information gathering and the General Fund and its annual deficit. Alderman Feldman stated that he wanted to do that but over a long period of time and give a framework for it -- that a budget policy committee deals with long-term issues. The issues Alderman Newman was talking about might be short-term issues. Alderman Newman said we have a structural deficit and not enough money and the committee needs to study our budget policy but also think what is going to be done about this. ot Alderman Rainey thought It would be a good idea fcr the Council to meet with Department Heads prior to the time they go into this exercise of putting =gether the budget and talk about their needs, shortfalls etc. She never heard one Department Heald say I need more staff and could not believe that was not ibe case. Alderman Feldman thought the idea was excellent, noting the last time something similar was done was at a Water Dept. goal setting retreat. where people talked openly about what they needed. Alderman Rainey thought an early dr.3logve with Department Heads would be helpful. Alderman Newman outlined the global problem of not having enough money to meet expenditures. What's been happpening he said, is the City Manager has given us budgets that are not consistent with what we are willing to ao as a matter of policy, i.e. the Z . property tax increase. When the Council did think abut reductions, we were told they carve too late in the _game and we needed to start the process earlier. One of the things the budget comr ,ittee would do isee where we are understaffed and work with senior staff as to where the money wii:i came from. Discussion ensued about the Council getting Involved very late in the process and the last budget. Aiderman Rainey noted the commitment made this year about the sewer program, so it is ir, place and should not overwhelm us. Alderman Moran had suggested for years that the process chinge: that Council involvement should advance in the cycle. Though not sure about meeting with Department Heads, Alderman Moran did feel Council involvement should stay on an informed policy level. He mentioned the idea of staff having to make milestones through its budget cycle. He noted the tudget book came to the Council on December 3i; he felt Council needs to become involved In the miiestone decisions that go into the compilation of the books. He was not speaking about minutiae of C"ie budget, but termed the budget book a set of policies; he said it would behoove Council to get irvolvedgIn the major policy breakpoints. Alderman Rainey confirmed that all Committee members have been saying things along these lines. Alderman Newman felt you can't really et involved because the City Manager tells Department Heads they have to cut their budgets. It Is feft to the Department Head as to how to comply with the directive. You can't respond to a global directive w=thout cutting the little stuff. He felt the Council must be Involved early on to advise staff as to what -way to go: raise revenues or cut expenditures and If you want to pursue either one, this is what you want to look at. Mr. Casey said that what he heard being said was that before staff gets to the August Gate the Council and staff should be able to come to an agreement about consideration of a tax raise, rnajor new revenues, and expenditure reductions. That will guide departments as they put their budget together. From now until the end of July we can work off of those frameworks. In August, he continued, we can give the staff some idea of what we may have to cut or how we can grow. Alderman Feldman said that is exactly what staff has to know. He retailed messages from the City Manager to Dept_ Heads about how much must be cut, based on the budget policies, some of which lasted over a long tome. Most of the time the policy was across the Is so it did not pit one part of the community against another, which he said was fairer. Alderman Newman moved to ask the Rules Committee to Pass a rule to appoint a budget committee to have the authority we discussed tonight. He suggested we go to the Mules Committee as a whole Council on May 22, so we don't lose two months, then ask the Rules Committee to appoint the budget committee at its first meeting in June. Alderman Ramsey agreed. Alderman Feldman seconded* motion was unanimously approved. Alderman Rainey added that the Rules Committee separately from the budget committee needs to deal with the budr--t issues, needs to look at the yyellow policy memorandum in their packet and make it a sensible direction to staff as to budget pol%y of the City of Evanston. She felt the Rules Committee could iook at this matter. There being no further business, the Committee ad;-ourned at 8:43 p.m. Respectfully submitte , /. C-1 Darlene E. Nilges Executive Assistant DRAFT - NOT APPROVED n U x • • DRAFT - NOT APPROVED MINUTES ADMINISTRATION Et PUBUC. WORKS COMMITTEE Meeting of May 8, 2000 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: J. Aiello, M. Barry, C. Brenniman, P. Casey, R. Crum, Z. Edwards, R. Figure413, D. Jennings, R. Lookis D. Nilges, C. Radek, M. Rubin, S. Sabir, B. Slown, B. Stafford, C. Walton, Chief Wfikinson, B. Zdanowicz Others Present: Bud Nesvig John Szostek, Charlotte Omahundro, Kristin Brown Ira Golen, David Ellis, Shan imolarz, Avi Rosenbiat, Andrew Warth Andrew Rudnik, Katie Karr , Heather Holtsberg, Katherine Ritchey, Jennifer Kilburn, Emily Breuer Presiding: Alderman Ann Rainey SUMMARY OF ACTION The meeting was called to order at 7:53 p.m. by Alderman Rainey, Chair. APPROVAL OF MINUTES Alderman Rainey asked for a motion to approve the minutes of the regular meeting of April 24, 2000. Alderman Feldman moved approval; Alderman Moran seconded: motion passed unanimously. ITEMS FOR CONSIDERATION ON COUNCIL. AGENDA The Committee voted unanimously to place the following 19 items, which constituted the entire A&M Agenda, on a Consent Agenda for recommendation for City Council approval: (2) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 4/28/00 in the amount of y1,I11, i51/.3b. (3_) C{tV� of Evanston Bills - Consideration of the City of Evanston Bills through 5/9/00 in the aanount off. y1,650,44S.bf. (4A) Approval of 50/50 Sidewalk/Curb Replacement Program - Consideration of the lowest responsive and responsible bid of !wDurUdn Concrete for this annual program for Public Works, at a cost of $64,025. ({4B) Approval of Bfd for Sewer Structure Replacement and Spot Sewer Repair - Consideration of the {owes[ responsive and responsible bid at utib uonstructwn for the above work for Public Works, at a cost of $196,226. (4C? Approval of Bid for Demolition of Dave's Italian Kitchen - Consideration of the lowest responsive and respponsible bid of Aces Maintenance for demolition of this building at 908 Church St., a: a cast of 556,750. [4D) Approval of _Proposal for Provision of Internet Access and HiRh Speed Data Connections - CConsiaeration of the proposal from e- I ropous vartners, Inc. (tilt) to provide this service. it iraciudes a monthly access fee of $259.95 (saving over $2,000/month over current method used for bu ted users in the City); a fee of 1,073.70/month for connections between six City buildings, gpd a one- time installation charge of 5,972.50 for both services. This non-bfd item requires a Z13' majority vote. 4E) Approval of Purchase of Water Meters and Fixed Network Radio Meter Reading Swstem - Lonsideration of this purcnase from water Kesources. Inc. at a cost of �OL,I18,LIL. An anu=pated installation charge of $450,000 is also budgeted for. Alderman Rainey called this an Interesting alternative to how meters are read meters now. (Further discussion appears later in these Minutes). (5) Special Event - Custer's Last Stand - Consideration of a recommendation to approve the request of the Luster yt. rair organization to hold its 28th annual Custer's Last Stand on June 17 Esi8, on Custer St. from Main to Madison, Washington St. from Chicago to Sherman; and Chicago Ave. from Main to Kedzie. Permission is also requested for a concurrent sidewalk sale along Main St; and area in St. Paul and Eiden Parks for information booths. (6) Special Event - "Evansfest 2000" - Consideration of a recommendation to approve the first annual %vanstest", utilizing downtown Evanston sidewalks on July 28, 29 and 30; replacing the World's Largest Garage Sale. x (7) 5Decfal Event - Central St. Arts & Crafts flair and Sidewalk Salq - Consideratiom of a recommendation to approve fhts annual event held July 6-9,luuu along Central St. .find in Independence Park; and Steward Ave. between Central and Livingston St. • (8) Request to Approve Revisions to CiWs M/W/EBE Purchasing PotiCir - Consideration of the c.-lhange n policy submitted by the Minority, Women 17 Lvanston Business Enterprise Develuiliment Committee, to increase M/W/EBE requirements for the City and new future redevelopment projjects. Policy would increase City procurement goals from 10 to 25%; also would add a 3% quial for Evanston -based businesses as part of the existing 25% goal in future redevelopment agrevinients. It was noted this matter has been previously discussed by the Committee and was now br•nught forward for action. (9) Recommendation for Speed Humos/9t" Ward - Consideration of this recommendation to ;place speed humps In the neighborhood west of Dodge and south of Main, but excluding two or Tree blocks in the area which did not want the installations. (10) Resolution 36-R-00 - CIP Reimbursement Resolution - Consideration of a Resolution aniitblirig the Lity to reimburse itself for Capital improvement Program expenditures made prior tto the issuance of general obligation bond proceeds. This will allow the City to proceed with some (=Upttai projects pending the anticipated June or July receipt of the bond proceeds. (11) Aporoval of Bank One as Bond Underwriter. - It was noted this item was the subi� 0 a workshop held prior to tonight's meeting It is to consider recommendation to have Bank Gne as bond underwriter for Series 2000 General Obligation Bond Issue an approximate) $39 millions sue for a) the senior center, b) Maple Ave. Garage- and c) the 0 2001 CIP program. Also, to be approved is the schedule for this item. Alderman ks iney noted there was a closing date of Jurrm 21. (12) Resolution 41-R-00 - Agreement of Understanding with IDOT for MFT - Considera6tn of proposed Kesolutlon 41-K-01.1 to authorize the Lity Manager, Lity Lngineer and Senior Engineer to sign an agreement with IDOT related to engineering services on certain Motor Fuel Tax -funded local maintenance and construction street projects. This will allow the City to administer the MFT programs without approval/supervision of IDOT, thus saving the extra time caused by IDOT review. [[ ) Ordinance 33.0-00 - Vacating, a Portion of Brown Ave. - Consideration of proposed Ordinance 33.0-uu, for introduction, by wnicn the Lity Lounai would authorize vacating a portion of Eirrnvn Ave. north of Greenleaf St., an unimproved dead end street which has become a dumping ground. No property owners in the area objected to this request, made by Benvenuti & Stein of 2D01 Greenleaf. After conveying the property to them, this company will spend - $15,000 to clemn up • and improve the property, and construct a building addition, which will increase the property tax significantly. (14) Ordinance 38-0-00 - Prohibiting immobilizing Vehicles on Private Propert�r - Considerat:ian of this proposed Ordinance, for introduction, by which the Louncil wouid prohibit private rmwing companies from immobilizing vehicles on private property; however, it would not prohibit property owners from towing unlawfully -parked vehicles. (15) Ordinance 59-0.00 -- Decrease in Class 0 Liouor Licenses - Consideration of this Ordinance, for introduction to decrease the number of Liass U licenses due to closure of the Old Oraeans Restaurant, 14511 Sherman Avenue. (16) Ordinance 61-0-00 - Sale of Surolus Prooertv - Consideration of this Ordinance, for (introduction, to declare various items as surplus property to be sold at the Lake County au�ion 6/3/00. Included are a 1989 Case Loader; a 992 Police Chevy Caprice; and old warehouse itt--erm In poor condition (drafting table and desk). Alderman Feldman moved to recommend approval of the above items on the Consent Agenda, wrhiie abstaining on the vote for Item 4D for Internet Access; Alderman Moran seconded the motion to recommiend approval, which passed unanimously. FURTHER DISCUSSION ON AGENDA ITEMS (4E) Water Meters and Automated Water Reading System - Alderman Drummer asked if this 2.178 milllion p urchase would upgrade every house In tvanston with a meter to an electrical unit. Mr. Figurelli expplained it will replace meters with external readout units with a radio transmitter which will transmit toll or 13 collectors. This system's collectors have a half to three-quarter mile range; other systems had much st-,Q ter ranges, and needed hundreds of collectors. The transmitters will go to the AC and download informal -ion, eliminating estimated readings. No electricity is used; it Is powered by solar batteries. The s is guaranteed for five years. They can be placed on rooftops since no power source is needed. It Will re no new staff or vehicles. The old meters will be refitted with new registers and the electronic transmitwers. Alderman Drummer asked about savings. Mr. Figurelli said we wilt not need any vehicles, and will not need to pay NI Gas for doing readings. He said the customer service value is Incalculable. The system will snp the problem of people getting estimated reads for several months and then receiving very high bill:. ff there is a problem affecting someone's water usage we will find it quickly. Alderman Drummer asked to receive the actual fiscal savings then they are known. Mr. Stafford noted this sytem will eliminate the needfor a full-time person to keyin water bills. Also, when people move away, he said we will have an exact readout so we'll no longer lose receivables. Alderman Rainey noted the system would tell us at any mccnent who has a shutoff and who does not. Alderman Drummer noted the number of citizens who call about;iiigh X water bills when they go on vacation due to a problem like a running toilet. Mr. Flgurelii agreed thatt w" this system we will know of such cases and be able to take action. Alderman Ralney noted someonw.must monitor the system. Ms. Lookis said that Evanston will have a fabricated software system that will! allow . us to receive alerts. Mr. Ffgurelli added introduced Regina Lookis, noting the large amount of resear=h she performed on such systems. She noted one could actually program a reading by hour to determine when peak water usage occurs at a problem property. Alderman Feldman asked wFiere the receiver was'ar the radio wave transmission. Mr. Figurelif said 12 permanent collectors will be an rooftops. They have a auilt- in cell phone that will download all its readouts at night at a lower phone rate. More than one cciliecW collects a reading, so in case one collector goes down, another will capture it. He ncted there are V -4,300 meters in Evanston. He explained this is new technology, Introduced after staff had begun the sear: h for a lower tech alternative to what we will have. To Alderman Rainey's question, As. Lookis said Fsrston, Canton, OH and parts of Glenview are using it. We spoke to Boston and Canton, who have 1000's of units. They gave very positive responses, and the company has been very responsive. He noted the software works well; but that we only have a five-year track record on the product. He noted the collectors have double ports, so they could read something besides the water meters, like gas readouts. Al6errran Drummer asked that this information be placed in Highlights so people are aware noting that we get so many complaints that people need to know about this innovation. Mr. Figurelli confirmed that after Council approval, the in%rmation will be provided to citizens in Highlights and in other ways. COMMUNICATiONS tiodate on Police Officer Hirial - Chief Wilkinson answered a question as to the Fire Department, sayir iR diet' were down four, and had made four offers. He confirmed a woman fireffghter/paramedic was one ,af the candidates, which is the third time a woman would be on the force. Alderman Rainey requested Mint the Police Chief be present to report on the Police situation. She understood we now have 14 vacanciws and service Is beginning to be affected. Alderman Feldman said that many people are being intervieweid. He wondered how close they are to being through the process. He said four Civil Service Cernmissfon meetings were scheduled in the last two weeks, but it was noted these interviews are not what holds up the pirocess. Financial Software Selection Process - Mr. Stafford explained that staff wished to update the Commi=ee on the process we are using. me saia the money is in hand; we are going to use an RFQ format to a:,«ist in getting the best deal and product. He said staff thinks it important to use an RFQ because there are several vendors that could satisfy our software selection. The RFQ will provide us the best price. We woufId then do reference checks and demonstrations. He noted an upcoming conference will allow us to see vendors we would not ordfnarfly see and get demos. After that the field would be narrowed to 4-5 vendors, who would respond to further specifications from our consultants. After that, one- to two-day demonst~ ations would be done by finalists, with whom we will negotiate for the best price. Alderman Rainey asked if the software would be custom software. Mr. Stafford said most of it would be canned software for wt`nch we . can do variations. He said it will do two major things: financial systems, including collections, budget reports, income and balance sheets; and also a new payroll system and human resources system -will be included. Third, he said at some point we will be dealing with the utility billing system, to coordinate with Water. He said within a financial package there are multiple systems within the major system, perhaps Including grant and loan administration, bill collection, etc. Alderman Rainey asked about any increase in Administrative Adjudication. Mr. Stafford said we wiM know within six months; we don't have any hard numbers yet since the program has only been running for two months. Next week he said we'll process April: once we have May and June we will know more. Anecdotally he feels we are doing well. Alderman Drummer asked about citizen response. Mr. Casey said mosti, it was very good, with only one or two citizen complaints; most felt they were heard and were satisfied. To Alderman Rainey's question, Mr. Casey said it was thought many people are paying to avaid coming an, but since the system took the place of the parking ticket notification process, we don't know if more csioney Is coming in because more frequent notices are being sent through Administrative Adjudication, or w+fiether It is because of the adjudication process; we will know in a couple of months. Compost Site Status Information - Mr. Edwards was invited to discuss the possibility of doing away with the compost site. He reported that over the last few years we have been recycling in 18 month cycles. Now we have changed to a five month cycle, per our current permit. He and Mr. Crabtree had looked at t,-ie site: much has not broken down. He said this will result in a lot of debris, and we will have only about ZCO yards of compost; even twice that would only amount to a third of what we usually have. He said that ne.kt year we should probably shred the compost into smaller pieces first to compost faster. Alderman Rainey asked If the permit could be written for longer than five or six months. Mr. Edwards said you could Seta longer permit if the IEPA approved it. One reason the City went to five months was in order to avoid adding chemicals and contaminants. Alderman Feldman asked about compost odor, and if we are doing anything to change Ciat imposition. Mr. Edwards said it is pretty inoffensive when the compost is just sitting; problems happen when you turn it, which must be done monthly. If turned when raining or cold it dc-nes not smell as much. On days like today (hot), you have problems. He said a spray is used as an odor controller. Alderman Rainey said if it's not breaking down there isn't an odor anyway. She confirmed ti-, at this particular load would be bagged and taken to the dump. Mr. Edwards said we would attempt to sired it. We will run it through the shredder first, so by this time next year we'll have screened upfront instead of at the end of the process. Alderman Rainey thanked staff for the report. Cable Report - Mr. Rubin reported on two items. First, he said that the City received a check for 5519,000+ which was the quarterly franchise fee. Alderman Rainey asked the financial benefit from the Ithiernet . hookup offered. Mr. Rubin said five percent was received for everything on the cable bill. A report an the number of Internet hookups was requested. Mr. Rubin said we are supposed to be renegotiating a new franchise; however, the company is far behind on the work promised under the current franchise. He did not feel we can negotiate until the required work Is done. He would ask for an extension of the current x franchise, He was hoping that after 21" Century Ulm on in Skokie in a few months„ ttsey may be intwested In soliciting Evanston, which could be an extension from the Skcide area. Police Officer Hiring Continued - Chief Kaminski was present to answer Alderman Rainey's questioms. He . said there were two'6ni 5ervsce meetings last week. at which the Committee re--ievred 18 ar 19 fifes. 15 were approved for interviews- Backgrounds are complete for eight. We have interviews sc iwduled beginning May 18 and more later in May and June. We should be able to cover all IS referred to ahwve in those meetings Answering a question, he said we could recommend some of the eight interviewed fir hire on May 18. If their background checks are successful, they would be available for hire. To a questiwn he said vacancies total 14, with cne administrative leave making it 15. To another question the Chief swidwe are keeping pace with file rear.-ews. psychs, etc. Alderman Rainey wanted to know witV all the act Wities out there, ff there are issues w:•.h being down by 15. The Chief explained we are staffing the street patrols, but some of the specialty areas are hurting. We hire back people to maintain shift minimums if netesisary. Staffing levels have been okay so far. Alderman Drummer asked how soon the 8 would be on the street_ Chief Kaminski said four have prior police experience and four do not. The four without experience would go to the Academy for ten weeks;, and would not be ready until November. The other four would be in the program in August in a solo capacity. Both those with and without experience go Into our 13 week field training program. Alderman Rainey asked about trainees riding with officers. The Chief said a car is considered a one-man car until the recruit :riding with an officer is out of trainirq. Alderman Feldman urged that staff keep doing the best they can because of the great need for officers. CITIZEN COMMENT Mr. Bud Nesvig. Energy Commission, reminded the Committee that the Commission had sent out chirp on feeders that are over 90% loaded in each Ward. He noted that is not the complete list, not having information on 22 backup feeders. He believed these feeders are in the same category. Mr. Crum red i- that ComEde a has a plan to reduloads on certain feeders; he thought they were not behind on prn�.sdino Information. Alderman Moran and Mr. Nesvig discussed their differing interpretation of the report. Alderman Moran felt that there was consistent improvement on virtually every feeder. Mr. Pfimvig Interpreted the report as indicating only what they say they are going to do not what was already done. Alderman Moran believed the words "improvement status" meant that Comtd had made readings en the feeders, and that there are In rovements already made. Alderman Feldman requested a report on this matter. Mr. Nesvig invited the Committee to come to the Friday 8:30 a.m. Energy Commission meeting: the Committee, noting the difficui: timing, invited Mr. Nesvig stay for the whole Council meeting. Alderman Drummer noted the press release from ComEd about the possible storm tonight and their preparedness He wondered if the City had been contacted. Mr. Crum and Mr. Rubin said contact was made for the pre-rious . storm; they had not received information for this case. Alderman Drummer noted ComEd staffing ct ges Indicating they are gearing up for a publicity campaign. Mr. Rubin noted a meeting on the 18 about reliability in the suburbs which he wilt attend There being no further business, the Committee adjourned at 8:43 p.m. Respectfully submitte71-2;i Darlene E. Nii es Executive Assistant DRAFT - NOT APPROVED 0 • • DRAFT - NOT APPROVED MINUTES ADMINISTRATION li PUBLIC WORKS COMMITTEE Meeting of April 24, 2000 Members Present: Aldermen Drummer, Moran and Rainey Members Absent: Alderman Feldman Staff Present: J. Aiello, M. BarryP. Casey, R. Crum, Z. Edwards, R. Figurelli, D. Jennings, D. Gaynor, Comdr. Nilsson, S. Sabir, B. Stafford, Chief Wilkinson. Others Present: Bud Nesvig, Marilyn A. Mack, Mary Ann Malarkey, Kathryn Farris, Linda Gelb, Leslie Allen, Laura Cohen Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey, Chair. called the meeting to order at 7:ig p.m. APPROVAL OF MINUTES Alderman Rainey asked for a motion to approve the minutes of the regular meeting of April 11, 2000. Alderman Drummer moved approval; Alderman Moran seconded; motion passed unanimously. CITIZEN COMMENT Alderman Rainey recognized Mr. Bud Nesvig, Energy Commission, for citizen comment. He reminded the aldermen that he had written them a memo urging them to prepare for the upcoming summer. Including buying new portable generators for city facilities such as the senior center. He said that ComEd had a meeting on Apr. 6 and believes that this summer will be better than last summer, but that didn't go over very well, because last summer was bad. Also, Mr. Mathias, of the Illinois Commerce Commission, wrote a letter to ComEd for the Apr. 6 meeting regarding his concern for the reliability of the system and requested response to his questions in this letter by Apr. 14, which was short notice for the long list of questions. Mr. Nesvig said he had distributed copies of this letter to the Aldermen and wanted to remind them that the forecast was for a hot summer and we ought to do something to make sure people don't have a big problem with the heat. Ald. Drummer requested another copy of the letter Mr. Nesvig had sent. Mr. Nesvig said he had sent It to the Aldermen about a month ago, and that he would send them all another copy. Ald. Rainey suggested that Jay Terry should report to the Energy Commission what the summer plan is, because we are preparing for cooling the facilities through the Human Services Committee. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following items on a Consent Agenda for recommendation for City Council approval: (2) CitY of Evanston Pa rail - Consideration of the City of Evanston Payroll through 4/13/00 in the amount of �1,5Su,315.Ui. (3) City of Evanston Bills - Consideration of the City of Evanston Bills through 4124/00 in the amount Of �L, uv,55Y..i1. (4A) Approval of Cisco Firewall - Consideration of the lowest responsive and responsible bid of Daly CComputers for a Cisco Firewatl for Info. Systems at a cost of $15,156.50. (4B) Approval of a Lease Renewal for Police Security System - Consideration of the renewal of a ((ease witn Au I for the Ponce wept. secunty system for an additional five years. (6) Resolution 40-R-00 - Ricky BVrdson4 Memorial 5K Walk/Run - Special Event - Consideration of request to hold a 5K run/walK along the laKefront to memory of Kicky Byrdsong on June 24, 2000. (7) Special Event -The Cradle's Midwest Unveiling of the U.S. Adoption Postal Stamp -Consideration of a request to hold an event upon the unveiling of the U.S. Adoption Postal Stamp on May 11, 2000. (8) Special Event - 21' Annual Fountain Square Arts Festival - Consideration of a request from the Chamber of Commerce to hold the t•ounfain Square Arts Festival June 24 and 25 on Church St. (between Benson and Orrington) and Sherman Ave. (between Davis and Elgin). (9) Traffic Calming Plan - Speed Bumps - Consideration of a recommendation to place speed bumps in the Last Alley al f uu luster. k (11) Resolution 30-R-00 - Maintenance by Contract Motor Fuel Tax Resolution - Consideration of proposed Resolution JU-R-Uu to autnonze 5.i/U.UUu In Mt I %ands to resurface portions of Greenwood St. and Asbury Ave. . (12) Resolution 31-R-00 - General Maintenance Motor Fuel Tax Resolution - Consideration of proposed Resolution .ii-K-uU to authorize the transfer of y6UU,ULQ in Ml- I funds to the General Fund for annual street maintenance. (13) Resolution 34-R-00 - Executing Contract to Purchase 860 Chicago Ave. - Consideration of a proposed Resolution S4-K-UU by which the city Coup it would authori=e the pity Manager to e74ecute a contract with C.T.A. to purchase 860 Chicago Ave. (Chicago/Main Newsstand). (14} Resolution 35-R-00 - Intergovernmental Agreement - Consideration of proposed Resolution S-R-UU by which the city Councii would authorize the City Manager to enter Into an intergovernmental agreement between the C.T.A. and the City of Evanston at 860 Chicago Ave (Chicago/Main Newsstand). j15) Resolution 39-R-00 - Metr000litan Water Reclamation District Permit - Consideration of proposed Resolution 39-R-UU by which the City council woula authorize a ppermit with the Metropolitan Water Reclamation District to reroute a segment of water main at 2222 Greenbay Rd. (16) Ordinance 55-0-00 - Special Assessment #1439 - Consideration of proposed Ordinance 55-0- 0 by which the uty council would authorize the paving of the alley north of Crain St., east of Dewey Ave. by Special Assessment #1439. Alderman Drummer moved to recommend approval of the above items on the Consent Agenda; Alderman Moran seconded the motion, which was unanimously approved. The following items were considered separately: (5A) Contract Amendment #6 with Harza Environmental for Field Services - Consideration of a proposed contract amendment with Harza tnvironmentat for field services for Phase YII of the Long Range eS wer Program to include costs pertaining to the contract extender for Kennedy Construction, at a cost of $120,000. Alderman Rainey stated that ever since the sewer tax became so overwhelming that she has tried to make people pay attention to the contract amendments because they are smaller and easier to get your arms around. She had found that the sub -contracting engineer had been changed and when she asked why, she was told that staff had been dissatisfied with the previous one. The cost and level of work the new sub- contractor was doing was also different, with the previous one doing more or less filing and typing. She felt they should be told those kinds of things. She stated the only reason she was keeping this one off was to Implore Council to pay attention to these changes. This to of expenditure is the single biggest expense to the community and probably the most controversial aril they should not be blindly approved. Alderman Drummer agreed with Alderman Rainey, but said that the action they took on this last time set the stage for this action which is why he was not questioning it at this time. Alderman Rainey responded that all they said last time was that the job was bigger and longer, which has nothing to do with the information they get when they finally get the bitL She is not questioning the project, but she thinks they should examine these bills. She had asked Richard Figurelli why the sub -contractor was considered a minority firm and nobody knew. Mr. Figurelli responded that he did not have the exact breakdown available for her question, but he did know that the firm was at least 51% Asian owned. He would find out about the rest of the information she wanted to know, to which Aid. Rainey said she wanted to know every detail about that. Aid. Rainey said that at some point in time she would like to revisit the contract publicly so that the citizenry and Council can see the detail and where the real costs come in. Aid. Drummer agreed that It was worth bringing up again, because it's a big contract with a lot of numbers that are easy to get lost in. He suggested they review the presentation made to them a few weeks ago, but Atd. Rainey did not think that presentation was helpful because it had too much information in it. She wanted the answers to her specific questions and wanted to be sure if was shared with all of the Council. Mr. Figurelli agreed to provide that information. All voted in favor of recommending the contract amendment to the Council. 110) Recommendation on Permanent Speed Humps - Consideration of a recommendation pertaining to permanent speed humps. Aid. Moran stated that he was in support of the information in the memo, but he asked for it to be taken off because the one set of speed humps that were put in his ward last year received mixed response from the neighbors. While the numbers were probably alright from a statistical perspective, hequestioned the ones from Ewing Ave. David Jennings responded that the response rate for that area was 54% and that the postcard return rate is typically around 33%. Since the postcards were blind mailings, it would be impossible to find out who did and did not respond to the survey. Aid. Moran agreed in that case he would accept this response. He and Ald. Rainey both agreed this was a good response. Ald. Rainey said that she X had found the respondents In her district were the avid pro and con responses. Aid. Moran said tfs2t he personally checked on the areas indicated In the negative responses and that he did not consider tl`Aem to be a big problem. He agreed with Mr. Jennings that they should go ahead In his ward. Aid. Drummer asked Mr. Jennings if he had had any more contact with Aid. Feldman because he had a couple of concerns about some areas. Mr. Jennings responded that he had sent him the compilat5= of comments from the residents. While the responses were generally positive. there were a couple of Clocks that were negative. Staff plapned to talk to Ald. Drummer ar4 Feldman about these. Mr. Jennings said they could exclude the 2"d and 9` wards from the action taken Later this evening. Aid. DruM ner said tt%at he was ready for his ward (2nd) to go forward, but all agreed they would exclude the 9 ward fron the evening's action and hold until AId. Feldman was able to speak with Mr. Jennings. Mr. Jenninp also clarified that there is no structural difference between trial and permanent spend bumps. The diffe-rence is in name only. All agreed to recommend to the Council that: 1) speed humps are an official traffic calming method valthin the City.- and 2) to proceed with the construction of all the speed humps that have been surveyed, with the exception of those In the 9'" ward. COMMUNICATIONS Animal Shelter Proposed Expansion - In recognition of the number of members in attendance frc= the Community Animal Rescue Ettort (CARE), Aid. Rainey stated that they would skip to this item breiore covering other items of discussion. Aid. Rainey stated that the Council had received a memo from Max Rubin and Doug Gaynor regarding CARE's Interest in expanding the animal shelter. Aid. Rainey commented that she has been involved in this activity and clarified that CARE is not interested in expanding the activities of the shelter, but the space the shelter inhabits. In order for CARE to conduct a capital campaign, they need Council's approval of some space into which they could expand. Aid. Rainey recognized Ms. Kathryn Farris, the Vice President of and a volunteer for CARE. Ms. Farris stated that she was pleased that the A&PW Committee was lookingat this issue and she appreciated the work of Aid. Rainey, Mr. Rubin and Mr. Gaynor. Currently the shelter has 2,750 square feet, and although CARE adopts out more than 600 animals per year, they work with more than 2,000 potential adopters each year. The shelter has no rooms that are used strict) for adoption. To give Evanston a state of the art animal shelter would require according to the architect they have consulted, about 10 000 sq. ft. The cost estimate from this architect is a minimum of $800 000. By the time they are ready to break ground for expansion, they estimate the cost will be $1,000,060 or more. CARE Is committed to raising the funds for this expansion and to working with the City to design an outstanding facility. CARE has been a part of the animal shelter for ten years and they have about 100 volunteers who give over 500 hours of time per week providing animal care and working with potential adopters. CARE contributes approximately $15,000 per year toward shelter operation expenses, primarily for special cleaning materials needed to ensure appropriate sanitation near the kennel and cage areas. They have also financed various capital acquisitions and projects, such as commercial washer/dryer, copy machine TV and VCR, air conditioning unit, etc., totaling approximately $50,000 in contributions. The City receives $10 from each animal adoption. Many members of CARE's Board have attended a shelter operations school sponsored by the American Humane Association and they plan to attend a shelter architecture and design program that they also sponsor, which also deals with capital fundraising. CARE's money comes primarily from contributions from individuals and fundraising events. Upcoming events include the "Strut for Strays" on May 13' at the Ladd Arboretum, two dog washes, and a holiday fair. There is no net revenue for adoptions, as fees seldom cover the costs of getting the animals ready for adoption. CARE raises over $85 000 per year without ever sending solicitation letters or asking for donations. Fundraising would obviously have to be expanded for a capital campaign. Individual donations will be the key to a successful program, but CARE will also seek corporate contributions, or sponsorships, and foundation funding. CARE is a tax-exempt organization that has more than 6,500 supporters, about 2,500 residing in Evanston. CARE is very excited about creating an animal shelter that serves the needs of the community and the animals and thanks the Council for Its time and consideration. Ms. Farris also introduced the other members of CARE In attendance: Linda Gelb, President* Laura Cohen, Fundraising Chair; Megan Lutz, Secretary; Marilyn Mack, VP - Finance; and Leslie Allen, Volunteer. Aid. Drummer commented that the number of supporters, 6,500, was phenominal. He said they had his support. Aid. Rainey asked Mr. Gaynor if this was similar to the Coach House at the Arts Center, where they would lust give staff direction to proceed? Mr. Gaynor responded that staff would take a look at the legal direction in respect to the land issue and then probably bring the Issue back to the next meeting for official action. ITEMS FOR DISCUSSION (APW1) Preliminary Discussion on 2001/02 Budget Planninj Process - Patrick Casey stated that since this issue was referred to the AttPVY Lommittee, statf is cringing it to tnem to get the process going. Staff would like the Committee and the Council to come up with a date to start the discussions on this topic, whether It be before the AftPW Committee as a special item of business or before the Council. It would" be up to the Committee to decide. Also, they would like preliminary Input as to what the Committee and Council are looking for In Information from staff. Aid. Rainey felt that since the Rules Committee was made up of the whole Council, they should do it through the Rules Committee. Aid. Moran questioned whether that time U would be good for the Council, since they meet at 6.00 p.m. Aid. Rainey proposed that they set up a special meecing at a time reasonable for the whole Council. Aid- Moran requested from Mr. Casey a memo that explains the process of how the budget is put together with timelines for the Council's Information, so that they would know how staff proceeds and where major policy decisions are made. Then Council would know where their entry points are more meaningful and how they can work in relation to what the staff is doing. Aid. Rainey suggested the ABPW Committee Invite the Rules Committee (the rest of the Council) to a meeting at 7:30 p.m. on May 15, 2000 and call it the first meeting on the budget. Mr. Casey agreed that staff would be read and would present me timelines and other Council information and some of the ideas staff has been looking so g at for the last month. Aid. Drummer requested as much information from Mr. Casey as he could give them on the year end status of the General Fund and where money was avaitable for next year. Aid. Rainey indicated this might be a good time to discuss the money received from the County Treasurer's Office. Aid. Drummer said he appreciated that but that they probably needed to talk about more than that. He said that if the Council kept in mind all of the money, they would be talking about a goad deal of taxpayers' money, which could be used to balance the budget in some way. Aid. Drummer said his count was over a million dollars an this. Mr. Casey confirmed that they would have the year end Into available for that meeting and that he would probably be askingg Council for a summer schedule of meetings to continue the budget discussions. Aid. Drummer also asked Mr. Casey to examine the reference list and let them know what the revenue/expenditure implications of these policy decisions are. Aid. Rainey said she would report to Council that they needed to let Mr. Casey know what information they wanted. The City Manager, Roger Crum suggested that they may also need that evening for a discussion on Economic Development Issues, but Aid. Rainey said that It would be a special meeting of the Rules Committee on the budget issues only to be posted by the ABPW Committee. (APY12) inspection Fees for Not -for -Profits - Aid. Raineystated that this was a reference from Aid. urummer. Site had discussed this with him and they wouldliketo hold the item until everyone had more time to digest the report. Aid. Drummer said that it was a nice report but that they were not expecting it so soon and thanked staff. COMMUNICATiONS UDdate on Police Officer Hiring - Nine vacancies remain, with staff working on these as indicated at the last Meeting. • Fire Department Monthly Report - Chief John Wilkinson reported that they were making efforts to improve the aauty of the maps provided to Council with the GiS Dept. Aid. Rainey asked 1f he would comment on • the liar loss due to fires if there were any patterns. Chief Wilkinson replied that there was no pattern, but there were a couple of large fires, one in which an oxygen tank exploded after the firefighters arrived at the scene, causing seven injuries to fire personnel and $250,000 worth of damage. The other was on Sheridan Avenue, causing $50,000 in damage. HICOR Letter of Interest . Aid. Rainey stated that HICOR had written a letter to the City Manager indicating a strong interest in using the Recycling Center as a truck fuelling facility, with above ground tanks, as sort of an outpost center. Aid. Rainey stated that she had not seen something she was as opposed to for a tong time and Aid. Feldman expressed similar opposition to the proposal to her. She moved to open it up for discussion but noted that it would be her interest to urge staff to cease any further discussions with NICOR on this. Afd. Moran indicated he would be anxious to hear both her and Aid. Feldman's reasons for opposing this, but wondered if NICOR was permitted to explore the option further as they had requested, they might be able to offer something that would ameliorate Aid. Rainey and Aid. Feldman's concerns. Aid. Rainey respcnded that it would be unhelpful to her to have any more information, stating that she thought the community would be better served by something other than a utility with the City facilities and parks nearby. Perhaps a retail center or housing might be more appropriate there. She proposed that there may be some other land in another ward suitable for NICOR, but she did not want any more non -recreational uses in her ward. She found it to be a very negative use and certainly a distraction to the homeowners across the street from that land. Aid. Drummer agreed that the facility would be out of character with the other uses In the area, but that he would like to see what NICOR was offering for the land. Mr. Crum added that he had agreed with Aid. Rainey's initial response to the letter, but felt obligated to pass it along to the Council. He had communicated with HICOR as to their exact uses for the facility and found that it would not ease Aid. Rainey's concerns. They would be operating two shifts a day, with many large trucks in and out of there, and would be offering somewhere between $50-$100,000 a year. Besides the money Mr. Crum noted that It might improve NICOR's response time, which the City is having some trouble with. Aid. Rainey said that there were seven other wards in the city and if members of the Council felt strongly about having them here, let's find another location. There being no further business, the Committee adjourned at 8:1 1 p.m. Respectfully submitted, r Maureen Barry i Assistant to the City Manager DRAFT - NOT APPROVED X 0 DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of April 11, 2000 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: J. Aiello, M. Barry, C. Brenniman, P. Casey, R. Crum, Z. Edwards, R. Figurellf M. Franz D, Jennings F. Kassen, 0. Gaynor, P. Hayynes, S. Hunter Chief Kaminski, N. Ne 6. hi es, Cg At dek S. Sabnr, L. Shepard, D. Sleet, B. Stafford, Officer Ryan, Sgt. 'Voss, C. Walton, Chef Wilkinson, J. Witt, B. Zdanowicz Others Present: Joseph Levy, Mayor Morton, Eud Nesvig, Mary Morris, Jonathon Perman, Bob Seldenberg, Nancy Segal, Arthur Dotson, Paul Fields, Janice Sachen, Laurie Marston, Carl Davis, Lenny Raga Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey, Chair, called the meeting to order at 6:55 p.m. She apologized for beginning late, due to the preceding Executive Session, and noted two Special items of Business to be discussed. APPROVAL OF MINUTES Alderman Rainey asked for a motion to approve the nrinutes of the regular meeting of March 27, 2000. Alderman Drummer moved approval; Alderman Feldman seconded; motion passed unanimously. SPECIAL ITEM OF BUSINESS: RECOMMENDED REVISIONS TO THE EVANSTON M/W/EBE POLICY Alderman Rainey introduced this item and introduced Laurie Marston, Chair of the M/W/EBE Committee. At this time Alderman Moran was present, Ms. Marston recognized committee members Carl Davis and Janice Sachen. Ms. Marston outlined two related recommendations. The first was to increase the City's Qrocurement goal from 20% to 25%. She explained that everyone participating In redevelopment agreememz is expected to meet the 25% goal; the City should be expected to do the same. She said that the City's own purchasing was 61% of M/W/EBE, so 25% was felt to be a reasonable goal. She outlined how Scribcor was presently at 29%, most of that figure going to minority- and women -based businesses, not Evanston bc:sinesses. Therefore, the second recommendation was that a three percent goal for Evanston -based businesses be included as part of the overall 25% for MIW/EBE. The Committee felt this was reasonable and would not be burdensome, and Ms. Marston pointed out there was a waiver provision if necessary. Alderman Drummer termed this a reasonable goal anc another step to take. He encouraged the three - percent goal, noting that we want Evanston businesse3 to benefit from this policy. He commended the Committee for its work. Alderman Feldman asked hoer the three -percent figure was arrived at. It was explained that this figure could be worked with for a yeir or two and then revisited; it could be higher, but the Committee was going slowly at first; that there are a number of construction trades and professional service firms in the community. It was acknowledged that there may be some trades for which Evanston does not have quality contractors; however this figure is based not on each contract, but on the total number of contractors for each project. Therefore, if we fall short on one trade it was expected we will make it up on another- and If needed, the three- percent goal could be waived for a particular construction on a specific job. Alderman Drummer noted that cor�t: actors in the area know how this process works, doing business in Chicago with their hiring quantities. He noted a contractor, bringing his people with him, can satisfy the minority portion of the policy, but not ti-.e Evanston -based portion. This change forces those contractors to bring some Evanston people along. Mr. D--vis said that the three- percent fiMre was a floor, not a ceiling Alderman Feldman said this represents the heart of this whole issue as we re here to help the City and its citizens; this is where our emphasis shcruld be. Alderman Drummer felt the Committee had a thorough program. Alderman Moran congratulated the Committee on its work. Alderman Rainey thanked the members and said it was very exciting to see the Ccr-imittee's work. The A&PW Committee unanimously approved this change in the M/WIEBE purchasing polio. Staff will bring back this recommendation as an agenda item for the next meeting. SPECIAL ITEM OF BUSINESS: DISCUSSION OF POLICE OFFICER HIRING POLICY/CIVIL SERVICE COMMISSION Mr. Crum Introduced the members of the Civil Service Commission; Alderman Rainey thanked them for taking the time to come this evening, knowing how busy they are. However, she said that with nine officer vacancies, and more perhaps on the way, the Committee wanted to have a dialogue. She noted the memo accompanying this item gave more information than slhe had known about the process in former years. Mr. Crum said that we have a serious problem with hirirs officers, that this is a priority Issue, and that there are currently nine vacancies and there will be more. He explained a chart showing vacancies since 1996, with new hires and the running balance. He noted that we have gotten down to 0 vacancies a coup4e of times; but that the number is going up again. He explained that there has been a shift in the last ten years: fewer Individuals want to be police officers and there are fewer who qualify. He noted Evanston has very high standards, and he agreed with those standards; however, they hurt the numbers. He said competition with other departments is intense, and that people now change jobs among police aggencies, as well as change careers. He reported that other cities have the same problem, notingg s ecificaliy Skokie, Oak Park and Chicago. To outline what we are looking for and its importance, he calieTon Chief Kaminski. Chief Kaminski said that we are looking for the best, people with certain values: integgrity; professionalism; a traditional low enforcer as well as an innovative problem solver; a resource coordinator; a partnership builder; a team player who can work independently also; someone who fosters values that serve a drrerse population. He said he would rather have a problem like the present vacancy problem, than have a roblem with bad police officers. He wanted the best for the City and did not want to minimize on quality. He rent over our basic requirements, including 60 hours of college credit, noting some departments are asking for more than that. In quality vs. quantity. he said quality was the most important criteria. He noted candidates are tested through many different screenin processes. He called attention to ti&.e ethics training officers receive; said our officers have a real tough jog; felt it takes a special person to be a police officer. It takes commitment and a desire to help people and make a difference in people's lives. Alderman Rainey clarified that the point of the meeting was not to simply speed up the process and sacrifice quality; we are here to find out what the process is, and to perhaps help make it possible for those high quality people in the pool to be interviewed in a more timely manner. She would rather have more quality officers than fewer quality officers; that's why we are here. Ms. Witt discussed the selection process, which is long and complicated by the nature of what we're locking for. She said we try to screen from many directions, since the risks of a bad hire are greater here than in other positions. She explained the process: Submit application (1 day), Written test (for which we offer a tutorial if needed) (2 weeks); iPSP Interview (2 weeks); Internal POWER test for physical agility (1 da ): Supplemental apppis. (1 week); polygraph/psych exams (35i weeks); Civil Service Commission CSC) file review (1 day); 9ackground investigation of those the Commission wants to review 4 weeks); CSC interview (1 week); Physical exam (2 weeks); Academy (if not state certified) (12 weeks); Field training with daily evaluations (13 weeks including one shadow week). Alderman Feldman asked which of the tests indicate the qualities of character we seek. She said the internal interview, the polygraph and psych tests, and the Commission interviews get to these issues. She said the total process length was one year. Mayor Morton asked if the selection process is a standard one, or an Evanston process. She was answered that it was an Evanston one. She asked who conducted the interviews. Ms. Witt said there are two sets; the first is done by trained Human Resources and Police Command staff; the process is to be able to took at the things you cannot get from written tests, including verbal skills, poise, etc. The Mayor asked about the CSC interviews. Alderman Rainey noted the Commission members were here and would discuss this. As. Witt said the Internal interview is very structured; The Commission interview is much less structured. The Mayor said that people had told her they could not stay in the process because it took so long. She wondered if the Process could be shortened, and noted the time one had to takeoff of the job. Mr. Witt explained that we tried to accommodate people's schedules, that as much as possible is scheduled on the weekends- some things are self -scheduled, and the CSC meets at night. Mr. Crum noted that a few years ago candidates would be put on a list and would be hired as openings came up and that we lost people who could not wait that long. Now candidates know that we wish to hire them Immediately. Ms. Witt reviewed the statistics of the most recent 42B applicants, noting currently 39 are in process and nine were hired and are still employed. Candidates were dropped for failing either the various tests, the interview, the POWER test, or the file review As. Witt introduced members of the Civil Service Commission: Paul Fields Nancy Segal and Arthur Dotson. Mr. Fields expressed that the Commission took Its job very serious)y, seeing it as an honor and a duty. He noted decisions made affect people's lives and career decisions. Fie said the CSC looked for people who reflect values and a positive attitude, and who understand the City of Evanston. They are looking for people of maturity and Integrity. He invited the Committee's questions. Alderman Rainey asked questions concerning the number of people who made it to the CSC interview out of the 428 initial applicants and If last month the CSC met twice, interviewed two candidates and approved one for the next step. 6"r1 was the answer. She asked, if 62 were eligible, why did the CSC meet twice last month with two candidate Interviews. One was approved. The result of approving only one candidate at a time and having eiRhi vacancies was that it could take years. What was sacred about having a three -member Commission? Tits Witt explained there have been months where the Commission met weekly, calling the two meetings in February unusual. Alderman Rainey asked why the Commission could not be tripled in size in order to share the load. She noted that if there were 140 candidates the burden for three people is overwhelming. She suggested a CSC of nine or 12 people. She did not &nk we could speed up the steps prior to the CSC Interviews. Ms. Witt pointed out the number of CSC members was governed by local ordinance and could be changed. Alderman Feldman asked if there was any reason to believe that increasing members would not help. Ms. Segal felt Increasing the number would be fine but pointed out that huge committees tended not to function well. Alderman Rainey explained that three subcommittees of three each was being suggested. Ms. Segal felt the issue was moving people through the system. It takes time for people to get their psychs, for instance; she did not wee how adding more people would speed up that process. Ms. Witt addehat we don't get 39 poly and psych results in the same day we get two or three a day, which doesn't require a large number of CSC members. The results come through in chunks and are dealt with in chunks. x Alderman Feldman noted that more than a quarter of the applicants don't show up for tNo written tesL He said it's one thing to fail; another not to show up. He was interested in seeing if there � jis anything; in the O initial contact that the applicants have with the City that we might do to clecrt tse• the number of no-sisows, and to either phone or write every person who did not show and ask the reason. Fie rr.1s it could provide important information, noting presently we are flying blind with no idea of the reasona this is happening. Ms. Witt noted there are candidates who show up for the tutorial and decide this is no[ %what they -/ant to do. Some don't want to work in Evanston; others leave and come back into the process.. She agre+rd &at Human Resources could do this type of checking. Alderman Rainey asked of the 4Z sshe �-Llthdrew from the testing cycle, when in the process did they withdraw? She was answered that it was s:,metime after the written test. Alderman Rainey would like to talk to those people as well as the nc s'nows. Alderman Feldman noted that If you combine these groups they equal 35% of the applicants whr were lost and we don't know why. He said that staff and the CSC know that we need quality police: we want to get more quality applicants and speed the process up so the time isn't six eight or nine months. Ttiat was the reasons Alderman Rainey had suggested an additional branch of the CSe. He asked for staff's suS:pcstions. Mr. Crum said that Chief Kaminskf planned to discuss short-term operational solutions. Alderman Rainey asked the reasons for the recent resignations of officers who pursue ac.,)er careers or who resign unexpectedly, as stated in memoranda the Committee receives. Chief Kaminski noted the last one was a recruit who decided this wasn't the job for him after he went out alone without a field officer. He said that is the way it happens. Some people with four or five years on the job pursue other careers: one is getting a law degree, one is pursuing a private business that he termed lucrative. He cti.'tlined some short- term operational solutions: to maintain patrol and field operations is first priority, reassigning officers in specialty positions; to delay promotions until vacancies are filled* to redirect supervisory resources. He said we're never short in the field. Ms. Witt went over short-term solutions as to process: to revamp/streamline the process by starting background checks earlier, so that once the CSC decides to interview, interviews can be set up the next week; and to increase recruitment efforts, scheduling the tests In May and September. Alderman Drummer asked, regarding the attrition chart, how many began work. The answer was that of 428 15 actually started; nine were still employed. Alderman Drummer beaeved the no-show number of 141 is the normal weeding out process. He said that the figures pointed out that we don't have that large a pool. He likened it to photography: you take a lot of photos and hope to get a few good ones. He noted we got 15 who were qua �fied, and wondered how you can make a process .at works faster but produces better applicants if you don't increase the number of people to draw from. He noted of the 39 now in process, perhaps only 10 will make it. It was pointed out that these numbers are similar to Chicago's. Alderman Rainey asked if the time it took from filling out the application to getting to the academy, 27 weeks, or half a year, contributed to the problem. Ms. Witt said we could shorten the process a little, but she did not feel it was discouraging. Chief Kaminski introduced Sgt. Voss and Officer Ryan, the latter just is off probation. Alderman Rainey noted how valuable he was; she asked him when he first filled out the application, and how the process worked for him. Officer Ryan said he worked for another police force in northern Wisconsin. He explained it was In August when he picked up his application, and he started March 31. He noted it takes a long time but felt it was normal to take that long anywhere. Alderman Feldman pointed out that he had already made the decision to be in law enforcement- many who crop out don't have the benefit of this knowledge. He noted that to solve the shortage of qualified applicants, one way Is to do something to increase the numbers of the qualified; the other way is to get a greater number of applicants In general. He asked how many applicants the City of Chicago got for the same time period. Ms. Witt estimated 4,500, ten times our number. Alderman Feldman wished to know why we did not get 900, 1500, even 2000? He said if there's an ad in the paper for Evanston why does Chicago get ten times more. The Chief noted Chicago used to get 15,000 people. Mr. Crum said one reason is geographr; another had to do with connections, that we're finding many people who are hired have a relative or an association with someone in a department, and Chicago has a larger number of people. Alderman Raineyy asked why we could not offer bonuses, for police officers who bring in an applicant who makes it throalgh basic training. She also suggested giving a bonus to a recruit who makes it through. Ms. Witt mentioned the need to collectively bargain at the union level for this, but that it could be done. Mr. Crum concurred. Alderman Rainey noted that Evanston does not require its police to live in town. Officer Ryan recalled when he was looking at this area he reviewed the various benefit packages communities offered; this helped him decide where to apply. Alderman Rainey asked, given the need for officers, if he felt he could write his own ticket. He said he felt with having experience it would help him in the process; and since he already had a job he would choose those packages he would be happy with. He had applied in more places than Evanston. Alderman Drummer analyzed the problem: once being a police officer was an exciting job with goad pay; today many different companies are trying to attract these people. If you ready want to compete, e continued, the package is important; this is where the crux comes: to attract someone who has many choices. He said we're no different than any company trying to get qualified employees. An employes today finds a way to keep a good employee. Alderman Feldman asked If there was anything, besides the specific package that Officer Ryan looked at, in the department or community that influenced him. He said yes, that the Department appeared to be one he could move around It and gain experience, and there was opportunity for advancement with people nearing retirement. Alderman Rainey asked where he found out about the number of upcoming retirements. Officer Ryan explained that on the first day of the written test, during the Chief's and Commander's talk, he was toldyabout this. Alderman Rainey asked staff not to short circuit the process in any way but to look at ways to speed the process up and think about incentives to bring highly qualified people like Officer Ryan on board. She also asked that increasing the size of the Commission be looked into, as well as what effect It would have. Mr. Dotson did not recall that the Commission's interview slowed down the process; he said this has not been a bottleneck. The delay is before or after candidates get to the CSC. 0 Chief Kaminski outlined long-range options. He said we need to look at ways to civilianize 4.idstional Cough noted programs that were used in the 1960's whereby the Federal government put sxn+e�one rough college and also paid the jurisdictions to hire tfie person. He said Evanston has signet up with Western Illinois University to begin this program next year. Also the police cadet program brings k> an board out of high school who work for us, and who we send to then come en board at aTe 21. He also tailed attention to legislation for deferred retirement programs where officers retire but stayan a few years, which could be used to keep experience in the department. It was noted that many who Ta through a law enforcement curriculum don't enter the field. He said police personnel attend fob fairs, aaa a bat of our police teach. We always bring flyers to attract recruits. The Chief pointed out the very tight market and that it will be a struggle until it loosens up Alderman Raineycautioned that slipping behind on Firing full time staff in a tight market makes for a critical situation. Alderman Drummer looked forward to acting on some short and long term solutions. He thanked the Commission members for attending. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA After initial discussion. the Committee voted unanimously to place the following fifteen items on a Consent Agenda for recommendation for Lity Council approval: (2) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 3/30/00 in the amount of y1,6UL,jY9.11. 3) City of Evanston Bills - Consideration of the City of Evanston Bills through 4112/00 (FY 99-00) n the amount of 5556,465.95; and through 4/13/00 (FY00-01) in the amount of $728,557.13. (4A) Aproval of Window Replacement - Consideration of the lowest responsive and responsive bid from I iinois Sash trectors, Inc. for window replacement at the Water It Sewer Division costing $103,710. 148) Approval of Purchase of Two Trucks - Consideration of the State of IL low bid from Bob Ridings inc. for two trucks, one for Narking Systems, one for the streets Division, at a total cost of $68,702. (5A) Change Order #1 for Police Station Masonry Repair - Consideration of this change order for Kovilic Construction for masonry repairs for an increase in price of $6,925. (5B) Change Order #4, Phase Vll Contract E. Long Range Sewer Program, - Consideration of this change order with Kennedy LonAruction, decreasing the contract amount by $219.30. �6) Media Production Guidelines - Consideration of a request to approve revised Evanston Media • roduction (uidelines, increasing notification of neighbors to 72 hours before a film shoot. (7) Hourly Parkins Garage Rate Increase - Consideration of a recommendation to increase hourly rates in the Sherman Ave. and Lhurch St. Self Park Garages, for parking four hours or longer. (8)Traffic Calming Plan - Speed Bumos - Consideration of a petition to place speed bumps in the west alley of 1660 Ridge Avenue. (10) Resolution 22-R-00 - Results of Advisory Referendum - Consideration of this Resolution to approve the canvass of the results of the advisory referendum of 3/21/00, totaling 10,444 yes votes, 2,25E no votes on the question "shall the City of Evanston enter into negotiations with Northwestern University for the purpose of obtaining annual financial payments from Northwestern for its fair share of the costs of the fire, police, and other municipal services provided by the City of Evanston?" i11) Resolution 23-R-00 - Authorizing Use of 2000 Motor Fuel Tax Funds for Street Resurfacing - Consideration of this Kesowtion to authorize use of y81JU,000 for various tvanston streets. _ (13) Resolution 25-R-00 - Adding a Liaison to Parkins Committee - Consideration of a recommendation of the Plan Lommission to add this liaison. It was noted this item more properly belonged under the Rules Committee; however, it was noted the Rules Committee Is made up of the Council members and they will be asked to approve this Item tonight. i14) Ordinance 44-0-00 - increase in Class C Liguor Licenses - Consideration of this Ordinance, for introduction, to increase Llass L licenses to 1 !, adding Jacky s Bistro, 2545 Prairie Ave. (15) Ordinance 45.0-00 - Increase in Class C. Liquor Licenses - Consideration of this Ordinance, for Introduction, to increase Glass L licenses to 18, adding Trattoria Trulli, 1700 Central St. (16) Ordinance 50.0-00 - Decrease in Class D Liquor Licenses - Consideration of this Ordinance, for introduction, decreasing Llass u licenses to 1 1 with the closing of La Grotta, 638 Church St. Alderman Rainey added -that it was sad that this fabulous restaurant was closing. Alderman Feldman moved to recommend approval of the above fifteen items on the Consent Agenda; Alderman Drummer seconded the motion, which was unanimously approved. 0 f� 0 ITEMS FOR DISCUSSION (4C) Contract for United Healthcare Insurance - Alderman Rainey characterized the accompanyin cnerno, which outlined the reasons for the request to sign a contract with this company for purchase oil health Insurance, as very interesting. She discussed the news story this evening detailing the current insurance company, Aetna, and how it was ordered to not pay doctors a reward for not treating people, and ordered to not penalize doctors for treatin people. Ms. Witt noted that Aetna has been a ni htmare to deaf with. Alderman Rainey asked if staff had talked to communities using United Healthcare, l�s. Witt explain,rd the brokers did a number of reference checks. Alderman Feldman asked about United Healthcare's affilutions with particular hospitals. It was explained that the company has a very wide provider network, inc^uding virtually every hospital in the Chicago area. The physician network is also very wide, exceeding Aetna's. If one travels, you can go to any hospital In an emergency. To Alderman Feldman's question, Ms. Wig said retirees were covered: this was one of the criteria required, as well as coverage it retirees move out of state. Alderman Rainey noted the fact that yyou don't need a referral to see a specialist. Alderman Feldman asked the cost difference. It was about 5100 more for family coverage. Co -pays were discussed- H=nana has no co -pay; a PPO gives the choice to pick doctors and hospitals- United Healthcare charges S10 copays for office visits and prescriptions, S5D for emergency room visit r.-hich is waived if admitted. There fs no co -pay for hospital stays. The cap is unlimited for in -network; $2 million out -of -network. Out -of -network is covered at 70%; in -network it is 100% with the $10 co -pay. Rainey clarified that the City would keep Humana. Upon voting to recommend approval of this purchase, a non -bid item requiring a 2/3 majority vote, motion was unanimously approved. {4Mesolution 19-R-00 - Lease for South Branch Library Alderman Moran moved to recommend approval. Alderman Rainey asked the previous rental rate; Mr. Ney explained this rate of $3,220/month is a 3.2% Increase S 100 more per month. The only other change in the (ease extension is for a 150 day cancellation clause. Opon voting to recommend approval of this Resolution for a one-year period beginning May 1, 2000, the motion was unanimously in favor. 5 2) Resolution 32-R-00 - Donation of Handicapped Accessible Bus - Alderman Raineyexplained that Mr. oseph Levy would be present at the Louncil meeting. At that point, Mr. Levy joined the meeting. Alderman Rainey welcomed him, thanking him for the bus. She said it was a fabulous thing to do. It was moved and seconded to accept this donation. Alderman Rainey invited Mr. Levy's comments. Mr. Levy said it was our pleasure to present this riew bus to the City of Evanston. He introduced one of his grandsons who would be present at Council tonight. He was especially grateful for the beautiful interim facility; he was thrilled and excited about the u coming groundbreaking of the permanent center in .lames Park. Upon voting to recommend approval oFResclution 32-R-00, the motion was enthusiastically approved. COMMUNICATIONS The Update on Police Officer Hiring. Report on Cost Differences for Wheel Loader. and Assignment of Condominium Refuse Collection Contract were not discussed due to tack of time. There being no further business, Alderman Moran moved to adjourn, Alderman Feldman seconded; and the Committee adjourned at 8:28 p.m. Respectfully submitted ` Darlene E. Nilges Executive Assistant DRAFT - NOT APPROVED x ., ►�J 0 • DRAFT - NOT APPROVED MINUTES ADMINISTRATION Is PUBLIC WORKS COMMITTEE Meeting of March 27, 2000 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: J. Aiello, M. Barry A. Berkowsky, C. Brenniman, P. Casey, R. Crum, z. Edwards, M. Franz D. Jennings, D. Gaynor, D. Nilges, C. Radek, M. Rubin, B. Stafford, C. Walton, 1. Wilkinson Others Present: Alderman Steve Engelman, Bud Nesvig, Mary Morris, D. Stlllerman C. Dwyer, P. King, D. McGuidan, W. Gendel, G. Hillben, R. Brumbach, R. Gannon, A. McDermott, S. Perrino, D. Ellis, J. Morten, B. Muno, J. Needleman, J. Lumley Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey, Chair, called the meeting to order at 6:47 p.m. APPROVAL OF MINUTES Alderman Rainey asked for a motion to approve the minutes of the regular meeting of March 13, 2000. Alderman Feldman moved approval; Alderman Moran seconded; motion passed unanimously. At this time Alderman Drummer was present. SPECIAL ITEM OF BUSINESS: DISCUSSION OF CONSOLIDATION OF FIRE STATIONS 3 AND 5 Alderman Rainey introduced this item, noting both stations were on Central St. At this time Alderman Engelman joined the meeting. Alderman Rainey noted some people in the community had been involved in a study of this topic twice before over the years. She called on those who wished to speak. Mr. William Gendel, of Central Park Ave., said he was a lifetime Evanston resident. He expressed concern with closing Station #5 and the importance of the issue of increased response times. He asked who had reinitiated discussion on this issue. Alderman Rainey explained it came up when it was decided there was a need to rebuild or rehab one or both of the stations. Mr. Gendel recalled the suggestion of improving, not closing down and rebuilding, the stations. He reiterated that response time was his main issue. Alderman Rainey noted that was why we were here, to speak to those issues. Mr. Dick Stillerman said that increased response time was crucial, the difference between life and death. He related a ersonal story about how the site of Fire Station #5 was instrumental in saving his life after a heart attack, and how fireme got him to the hospital in a few minutes. He recalled a similar discussion In 1989: the residents of the 6I' Ward were overwhelmingly against consolidation. He showed sivins and petitions from that time. He noted the tremendous amount of new construction in the area since 89. He felt closing #5 would put many northwest Evanston residents in jeopardy. He noted that consolidation would affect other residents as well. He said the most telling argument was the increased response time. Alderman Moran explained that during budgetand Capital Improvement meetings, the City wrote into the CIP 1.25 million or more to look at the possibility of rehabbing or demolishing and reconstructing Fire Station ii3, with another 1.25 million needed the next year. Therefore, 2.5 million would be needed for this station over two years; the same is true of Station if5. He said what the City has done there is not a credit to us or the fire service. He noted the CIP program has plans to look at its, for reconstruction or whatever. He approximated a combined expense of 5 million to get 43 and its into decent shape. He had raised the suggestion in budget discussions that, in the context of a $5 million cost, we should look at the issue to see if some money could be saved for the City. He had not advocated that consolidation be done; only that the issue be looked at. He was aware that response times were critical. He wanted to look at the cost of two stations for $5 million vs. building one very nice station that all could be proud of, saving money, but looking at the response times, to see if we could consolidate without compromising safetyy. He referred to the '89 study's recommendation to move the station to the Noyes area, closing #3 andib5. What drove that suggestion was an area with a high number of calls; he noted that now we have a new station on Emerson, a credit to the community. He said some of the controversy in overall needs of the community and what was examined in the '80's was in a different posture now. He noted the information from staff gave an overview of where calls come from, etc. He felt a lot of problems were solved with the new Emerson station. He felt it worth while to take a look at this issue, See if there could be savings and still do a good job with our fire service. He referred to standards calling for a 10-minute response time; other standards for 6 minutes in an urban setting; and the EFD polity of a 4-minute response. He said there was an assumption of the consolidated site being at Central and Green Bay Rd., though the location was not known at this point. He noted information that a station at that site would be within the 10-minute time, may be within the 6-minute time, and may not be within the 4-minute time. Rough calculations were that Ll we might save between h and one million in construction costs and an undetermined amount iii'mnvving utility and maintenance costs. He also had information on all (live stations 04.,%ing till parts of Eua stoR within a mile of a station, and that with consolidation that would no longer t>e true. Fie said Vat this information might be true, and he questioned the impact of that, given where tyre calls tonic frmim. Alderman Engelman explained that with all the serious problems we have with balancing our up+e-wing bud et and capital needs in Evanston; and with the inability to bond our multimillion dollar nee�s`s: fiat during the budget process, with three million for Station 0 and a similar am"nt for #5, he fell` it was Important to at least investigate the impact of consolidation. He had advocated lc.zking at the issue a:%-;vciy, since we have delayed four years on needed repairs for Station #3. Having received the preil►rmnary Information, he said it doesn't appear that there would be significant savings (with consoliLaZ:ion). Outweighed in his opinion was the impact In response time. He said four calls of all received would t w r ore than a mile and a half away. Other information indicated a number of calls could not be respomded to within 6 minutes. He did not think one life was worth the money we would save. If there were cilfferent Information about response time he would be interested to hear it; he also was interested in the >��ilar-up questions Alderman Moran wished answered. He urged that a quick decision be made. Alderman Feldman had not seen anything in the information that v.ould lead him to support a ei ,an _ in policy to consolidate the stations. He agreed that any issue having to do with possibly saving s►gmtf�t money should be looked at, but must be balanced if there was even a orhisper of a chance that rtesp<nse times would increase. He noted the F.D. is constantly trying to reduce response times. Until he saw compelling evidence that we would have a more effective program in saving property and lives aii well as money, he agreed with Alderman Engelman to return to the goat of deciding on a course of action fir, Station #3 now, and then Station 95. As vitally important as saving money is, he said It could not be on t.�e back of safety and welfare of people. Alderman Drummer recalled the last study: one of the justificat:tv.is was that we would be moving stations to the areas where most incidents were coming from. He said that argument is no longer valid. He summed up: his main concern is safety. including a real concern about the NU campus, calls for which get screened by NU first. At this time he could not think about moving Station #3 from its prime location. Alderman Moran outlined his questions. He noted that in general it has been determined that in urban areas response times should be within 10 minutes; that most fire services in our area use the 6 minutes figure; that to consolidate we probably could not stay within Evanston's 4 minute goal. He asked for an analysis to determine response times if we did have a consolidated station. He called attention to the issue th w. it may be cheaper to raze and rebuild Station #3. He had heard there may be issues of construction at the Vresent site, with the embankment's problems, and that a new station could not be built there. If true, we +•will have to confront the issue of where the station would be placed in the Central St. area. He noted the total reduction In cost would be in the $500,000 - $1 000,000 range. He wanted to look at this issue, asking what it cost to build the station on Emerson. Ede noted it had been said there would be no sigsruficant difference in operating costs: he would like to know what that is based on. If we would need tl'1e same equipment and personnel for a consolidated station, he would like to know that also. He noted theore were discussions of distances; felt that was one way to analyze travel times- but noted traveling (a certain distance) from one part of Evanston to another may take different times In different places, since factors other than distance affect travel time. Alderman Engelman asked the cost of the station on Emerson. Mr. Rubin estimated it was arai:nd $3.2 million, Including the land cost and many problems. He believed there would be land problems at Station #3 as well. Alderman Engelman related an experience of traversing the 1% miles down Central Street at rush hour to Evanston Hospital, which he termed "an eternity." Alderman Rainel believed Alderman, Moran could have all his questions answered- did not feet that recommending consolidation was the sense of the community; felt it was time to move {orward and take the issue of renovation of #3 to Council. Mr. Ellis, a firefighter and resident, responded to some comments. He did not know the staff recommendation, but noted this was an ongoing problem for years; that the issue was one of response time and what we were going to do. He said 10 minutes is not acceptable; six minutes is not; four i4 barel acceptable. He noted the Foreign Fire Tax Fund had supplied equipment to be able to resperrd in 2 minutes. He informed that there are only four minutes when someone is choking before brain d"th. He said to increase response time Is a reduction in service. Alderman Feldman recommended that two concurrent paths to continue on: Alderman Moran should receive an answer to his questions and the Committee should also work on trying to solve the problem of Fire Station #3. If new Information came to motivate revisiting the issue, he said that would be possible. He so moved. Alderman Rainey felt this direction was unclear. Alderman Drummer asked how soon we could know about the soil coneitions at Station #3. Mr. Rubin said it would take two months to get a construction manager and to hire a soil, person to perform a detailed soils analysis of the site, which would be done first. Time would be needed to prepare the specifications and to go out to bid. He estimated it would take a total of three months for evegything. Mr. Crum believed Alderman Moran's questions in general were very good. He recommended that we stay with a five -station configuration with no reduction in manpower. If we find out we cannot build on Station #3's land we'll have to retook at our options. He requested approval to move forward and begin sipending the money needed. Alderman Drummer wanted to know if the plan for Fire Station #3 would be to rebuild or not. Mr. Crum said a new station may be the easiest thmg to do, perhaps moving back from the embankment a bit. Alderman Drummer asked why we were even thinking of rehabbingg Alderman Rainey said the first step is to look at the soil; she felt the money in the CIP was for a rebuild. Mr. Rubin rated we have to work with the F.D. in terms of the configuration of the building. Mr. Crum felt we were leaning toward a new station, perhaps on the same foundation, but a much different station. Alderman Drummer x noted the focus during the past few years on rehabbing, and did not recommend pumping money into a 40- year old building. Alderman Rainey asked for a motion directing staff to use all the professionals needed to determine whether the land is stable: Alderman Feldman moved that we go back to the five station • configuration and direct staff to use whatever resources are necessary to advise the Committee as to the question of rehabbing or rebuilding and if the site is suitable, as quickly as possible. Alderman Drummer seconded this motion. Alderman Moran suggested doing that, and getting better answers toe the questions raised at the same time. Alderman Rainey agreed that all answers should be provided, but did not wish to stall the job. On voting on the motion, the motion was unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA After initial discussion. the Committee voted unanimously to place the following nine items on a Consent Agenda for recommendation for City Council approval: (2) City of Evanston Pavroll - Consideration of the City of Evanston Payroll through 3/16/00 in the ainoun of y1,59/,654.18. (3) City of Evanston Bills - The figures on the corrected agenda were noted: Consideration of the ityy of Evanston hills through 3/28/00 (FY 99-00) in the amount of 51,256,973.33; and through 3/Z9/00 (FY00-01) in the amount of $957,698.33. I'A) Change Order #1 for Interim Levy Center - Consideration of this change order, to purchase and install a wait -hung sink from Merchants t_nvironmental Industries at a cost of $1,137.75. (513) Change Order #2 for Interim Levy Center - Consideration of this change order with G.A. Johnson tt Son, increasing the Contract amount by $31,824.59. (6) Special Event - Cradle Open House - Consideration of this request to hold the Cradle's open fhiouse at LU49 Kidge on June 25 from 11:00 a.m. until 3:00 p.m. (7) Special Event - Young Evanston Artists' (YEA) Festival - Consideration of this request to approve the annual YEA Festival on May ;tit from u:u a.m. - 4:00 p.m, on sidewalks along Dempster, Chicago and Sherman Avenues. (8) initially removed from the agenda, the Agenda Addendum (AA) was inserted in place of #B: Resolution 17-R-00 - Easement Agreement with Northwestern University - Consideration of this Resolution to authorize the City Manager to enter into an easement agreement with Northwestern University Facilities Management for easement on the City r-o-w for telecommunication services. ) Ordinance 39-0-00 - Loading Zone - Ashland Ave. North of Howard St. - Consideration of this (9 rdmance, for introauction, to ameno Section iu-11-/ of the city Loae to allow a loading zone at this site. (10) Ordinance 40-0-00 -No Parking Zone on North Side of Oakton East of Wes lev -Consideration of this Urdinance, for introduction, to amend Section 1u-11.9 oi! the Lity t.oda� to create a no parking zone at this site. Alderman Drummer moved to recommend approval of the above nine items on the Consent Agenda; Alderman Moran seconded the motion, which was unanimously approved. ITEMS FOR DISCUSSION (4A) Lowest Responsive and Responsible Bid for Wheel Loader - This purchase from West Side Tractor for a John Ueere 644H wheel loaoer for Streets is Sanitation at a cost of $179,200 was discussed. Alderman Drummer moved approval for discussion. Alderman Feldman seconded. Alderman Rainey noted the four other bids received did not meet our criteria. Mr. Lumley from Steve's Equipment Services (SES) one of the other bidders, spoke. He said his bid was for a Daewoo Mega 300-3, was the low bid, over 538,1500 less than the John Deere. He noted the Deere 644H had received the bid as the lowest responsive and responsible bid* Mr. Lumley disagreed. He noted a letter to Mr. Walton and Ms. Radek in which he termed his bid responsive. He quoted sections that explained that they responded to the requirement to make a vehicle available to inspection, delivering their new Mega 300 to Fleet Services for inspection, He spoke about the need for hydraulic differential lock -unlock on front and rear axles and that torque proportioning or limited slip axles alone do not meet this specification. He said this is a proprietary spec, which excludes any manufacturer other than John Deere, a frequent strategy Deere employs to eliminate competition. He noted maneuverability problems with this configuration. However, he said if this was needed, SES could provide a no -spin differential on the rear axle at no additional price. He noted operators had commented on the exceptional visibility with his unit. Also, he said that Arlington Heights had opened a bid in February for a John Deere which was the "same exact loader" for $25,000 less than this vendor's bid to Evanston. He said SES for many years had been a source of equipment to Evanston, and noted SES sent equipment for dredging the power boat launch each year. He felt if their equipment can survive in Lake Michigan water for five years, it should be considered for purchase for Evanston. He said SES felt awarding this bid to anyone else was a gross injustice to your constituents. Alderman Rainey asked why the City wanted a dual, no -spin differential. It was noted it increased traction . but was more difficult to turn as both tires are going at the same rate, and that there was a safety consideration. Alderman Rainey noted the need for extra traction because one of the uses was alley - grading. Mr. Lumley said such could be provided on the rear axle, but for safety reasons it could not be on both. Alderman Feldman wished staff to respond, considering the negative aspects of IockPunicek hydraulicdifferential. He asked what benefit compels uss to want that feature. Ms. Radek had invited Mr. Edwards and several operators present tonight to speak. She said there were . specific operating reasons why this was chosen, noting we are not In a general construction ,usine�t, we work in very tight constraints in alleys and the locking axles were important for stabRiVy and maneuverability. This is for the highest-usedpiece of equipment, out every day. Mr. €dwards,*r,Fed, noting we are in the business of picking up leaves, snow and alley grading, not construction. iwe noted the extensive demonstrations and staff testing of these vehicles that were performed* this was not a paper decision. Visibility was a concern, he said, because our alleys are very tight and all kinds of things are in them. Traction was also important: he noted the need to lock up an axle to give us traction t-o move snow or compost. He explained how turning is different under these circumstances, and the need under these circumstances for the most versatile machine possible. Alderman Feldman appreciated his comments, and asked if the allegation could be checked that the same piece of equipment was bid at $25,000 less. Ms. Radek said it could be, and noted trade-in would be a factor. Mr. Walton had just received this information from SES; he called Arlington Heights and was told there were some differences with their machine that it was not an "apple to apple" comparison. Ke will provide the information. Ms. Radek noted there is a plethora ofoptionsavailable, including air conditioning, that could make a difference. The vehicle's operators, including Steve Longston and Glen Crabtree, supervisors, Jim Kraatz, Cralgg Francellno and Don Cornelius offered observations, including these: there was a large amount of lakefront breakwater that needed to be cleaned and which required a lot of traction. sand being one of the hardest things to travel on; therefore there was need for this machine. A discussion about four-wheel drive vs. four- wheel steering ensued, Ms. Radek noting the operators felt the Deere feature was an important one. A Deere unit in Lake County had been doing similar work for two years and worked like a trooper. The way it engaged and disengaged was Important: the Deere model disengages by itself. The power -to -ground feature on all four wheels, needed in limited spaces, was noted. The biggest factor is visibility when doing the beach with people present. Also, when leaves are picked up, it is done around schools and businesses. The Deere had the best visibility of all we tested, with sight angles down to the rear tires and a safety feature we need. Alderman Feldman appreciated the operators' presence because they know most about the equipment. He thanked them for coming and was comfortable trusting this decision. Discussion a epd on the engage/disengage of four-wheel drive. It was noted re -engagement is through stepping on a button on the floor; no backing up Is needed. This unit would replace a 1989 Case. Rotating tires and tire weight was discussed; Ms. Radek noted it was hard to speculate about tire wear, but the tires are checked daily. Alderman Rainey said it was important to pursue the issue with Arlington Heights to make sure we are getting the best p�rice. Mr. Walton said that at this time Arlington Heights had not ordered the bid yet. He will get the detafis. Alderman Rainey asked if the advantages of the Deere, over Mr. Lumle 's vehicle, has a $38,000 value. Ms. Radek answered that it did: the Deere was a substantially different piece of equipment from the Daewoo. To Alderman Drummer's question on warranty, As. Radek outlined the multitude of choices and noted we have six months to determine the type of warranty we choose, typically a 5 or 7-year warranty would be purchased. Alderman Drummer said that we do appreciate SES coming and its work at the beach for us. He was sure they would be around a lot more. Mr. Lumley said his primary purpose in coming tonight Is to make sure Evanston gets the best value for the dollar. Upon voting to recommend this purchase, motion passed unanimously. (11 ) Ordinance 47-0.00 - Authorizing the City Manaqer to Enter into a Real Estate Contract - It was moved and seconded by Aldermen Drummer and Feldman to recommend this sale of 1134-38 Chicago Ave., for purpose of discussion. Alderman Moran asked how the sale price was reached. Ms. Aiello said the City had an appraisal; in an informal discussion we indicated we thought it was worth the price and the bu- er agreed. Alderman Moran wished to make sure we are getting what we should. Ms. Aiello noted the price far exceeds what the City paid for it in '89. She said it was appraised within the last three months for $850,000, Alderman Rainey noted the current appraisal was based the current development going on. Ms. Aiello believed it was done on the vacant parcel and the value to the buyer. Alderman Moran was concerned that we got the right price, because of the situation whereby we placed a price in front of someone and he Immediately agreed. Alderman Rainey noted this is a classic reaction: if it doesn't sell, it's thought you asked too much; if it sells too fast it's thought you asked too little. Alderman Drummer called attention to the fact that there would still be meters on the lot, and It is back an the tax rolls, so the true value isn't really stated. Alderman Moran wanted to keep this on the Consent Agenda; his wanted to suggest looking at changing our strategy In negotiating sales prices as we go forward; perhaps we want to examine site - specific and project -specific circumstances. Alderman Rainey felt we did so, we not only sold the lot, but got the public parking back. To find these components In another sale would be very unusual. Voting to recommend approval of this Ordinance, for introduction, motion was unanimously in favor. ITEMS FOR DISCUSSION APW11 Review of Film Permit Policy - Alderman Bernstein joined the meeting briefly. The motion was made, seconded and approved to increase the advance notice required to Inform neighbors and area businesses of a film shoot from "not less than 36" to "not less than 72" hours. It was noted that the film company and staff can work to adjust any problems that arise. COMMUNICATIONS • Uodate on Police Officer Hiring - Alderman Rainey asked about the rumor that we have more than eight vacancies. Ms. Aiello said that there had been an announcement that day, and offered to givr an LT to on the retirees. She noted that staff had pre%iously mentioned that them are a large number of retirees coming up. Alderman Rainey said the same explanation appeared on each monthly update; the 0,01 Service Commission {CSC} had met two times in February. Interviewed two candstiates, one was accepted to go to the next step. She said this is a process that needs some help; that mayty we have to divide the CSC into two subgroups so each can be operating at the same time. She said it is hard to understand, giwe,-s that we are interviewing only new people and it takes a year to go through everything. She predicted tint w-01 be without 20 cops before we know it and she felt it was partly this Como-sittee's fault since it has been receiving these reports every month. Alderman Feldman wanted staff to look at this, and the way to approach this from both a CS point of view and a Human Resources paint of view: how sve test, how we advertise, whatever it takes to make us more efficient. It was explained t.'�at the CSC is empowered by local ordinance. Ms. Aiello noted we could look into changing that. Alderman Rainey pointed out that we don't know what the real problem is. She suggested as a Special item of Business a presentation from the parties Involved; Judy Witt, members of the CSC, whoever handles forger-printinsg, hks. Aiello pointed out the next agenda's first item of business was the AkAY/EBE presentation. Alderran Feldman said the need was apparent and asked what would happen should we need 50 police, ntizoting it would take us 25 years. Alderman Rainey said the problem compounds with new people resignir-i and retiring. Fire Department Monthly Report - Accepted. Chief Wilkinson reported that working with Information Systems we are going to continue with our census tract maps but will sr,zw other information as we make changes. Alderman Rainey liked the numbers that were supplied on the naps; suggested the dots were not helpful; suggested not showing ward markings. She asked that some street names be shown for clarity. An Incident today was reported: a high-pressure gas line on Clark near the entertainment complex was punctured. It took NICOR a long time to respond. There were no in urves. Mr. Rubin noted workers had uncovered the pipe and saw it, but a piece of concrete fell on it. Chief Wilkinson noted CTA trains had been shut down for about an hour. To Alderman Rainey's question, it was ncted we can charge the contractor. E-Commerce Taxation - Alderman Feldman reported that this is very important for Evanston and all municipalities. he noted the dramatic consequences to neighborhood trusinesses as well as the malls' the Idea that such commerce can go untaxed without giving any consideration to municipalities; and the subsequent competitive edge to internet firms in this situation. He noted it is not just our sales tax that Is affected, but also our real estate taxes, rental of space in our buildinTs and hiring of people in our City, and said it is a loss to the States as well as cities. Alderman Rainey asked if the problem exists due to the complexity of the issue, or the money used for lobbying. Alderman Feldman said there are many viable ways to collect the taxes, even if all municipalities In Illinois would have a given tax amount. One way to collect would be through the credit cards companies who would collect the tax, not through the vendors. He said the commission that dealt with this issue was • weighted toward e-commerce's interests. At first only the National Leasse of Cities was fighting this battle; the orthwest Municipal Conference and IL Municipal League have joined them now. Alderman Drummer asked why Congress did not deal with this. He was told the response tie League got is that we'll have to find a new way of raising money, a response coming from some members of Congress who should be sensitive to the small employers in the country who employ more people than the large companies. Recommended Revisions to M/W/EBE Policv - This will be scheduled as a Special Item of Business at the next meeting. Mr. Rubin announced he will be away for two meetings and back in May. There being no further business, the Committee moved to adjourn at 8:31 p.m. Respectfully submitted, Darlene E. Niiges ------ Executive Assistant DRAFT - NOT APPROVED n it" DRAFT- NOT APPROVED . MJ N UTES ADMINISTRATION Et PUBLIC WORKS COMMITTEE Meeting of March 13, 2000 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: J. Aiello, M. Barry, C. Brenniman, P. Casey. R. Crum, P. D'Agostino, B. Dorneker, Z. Edwards M. Franz, D. Jennings, D. Gaynor D. Nilges, C. Radek, M. Rubin, S.Sabir, B. ttafford, C. Walton, J. Wilkinson, J. Witt Others Present: Alderman Steve Engelman, Beth Demes, Bob Seidenberg, Bud Nesvig, Mary Morris, Jonathon Perman, Jerome Hausman, Bill Sugars, Pat Elmquest, Greg Hakanen Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey, Chair, called the meeting to order at 7:29 p.m. APPROVAL OF MINUTES Alderman Rainey asked for a motion to approve the minutes of the regular meeting of February 28, 2000. Alderman Drummer moved approval; Alderman Feldman seconded; motion passed unanimously. PUBLIC COMMENT Alderman Rainey invited Bud Nesvg Chair, Energy Commission, to speak. Mr. Nesvig explained his comments had not yet come before the Commission; he wished to warn of the probability that summer electrical power outages would be more severe, given that higher than average temperatures may occur as we have recently experienced. He said that the City of Chicav is he to provide backup power to critical areas via generators. They are planning for extended outages. He said both Chicago and Evanston have old and neglected electrical systems. He advocated the hook-up of generators at critical areas in Evanston. He asked the Council to identify pertinent facilities for the hook-ups. In answer to Alderman Rainey, Mr. Rubin said we have one generator in a fire station: two will be purchased this year for fire stations. There is a small generator in the 911 center and two at the Service Center as well. It was noted the two being purchased this year could not have been purchased last year due to the Y2K run an generators. Alderman Drummer asked the size. Answer: 30K, which are very large generators. Discussion ensued: Mr. Nesvig was correct in speaking of the need for alternate power sources* the Civic Center would be difficult to run via generators with the multiple services coming into the bullding. Robert Crown, our cooling station, can go 36 hours without power before the ice melts. To another question, Mr. Rubin said we have received ComEd's next progress report and will meet with them. Mr. Nesvig pointed out the report was late. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA After initial discussion, the Committee voted unanimousiv to place the following thirteen items on a Consent Agenda for recommendation for City Louncil approval: (2) City of Evanston Pavroll - Consideration of the City of Evanston Payroll through 3/2/00 In the amount of y1,b5U,U53. fti. (3) City of Evanston Bills - Consideration of the City of Evanston Bills through 3/14/00- 99.00) n the amount of y1,L3.i,565.93; and through 3115/00 (FY00-01) in the amount of $239,723.02. f4A) window Washing Services - Consideration of the lowest responsive and responsible bid of SService outiaing Maintenance for a 3-year contract for window washing for Facilities Management at a cost of $37,770. (6) Special Event - St. James Armenian Church Fair - Consideration of this request to hold its annual church fair on alLiluu. (7) Traffic Calming Plan: Speed Bumps - Consideration of a petition to place speed bumps in the east alley of [5uu Prairie Avenue. (12) Ordinance 16.0-00 - Adding the Definition of a Brew Pub - Consideration of this Ordinance, for tintroduction, amending bec. s-5-1 of the Liquor Lontrot Kegulations to add the definition of "Brew . Pub." 113) Ordinance 17-0-00 - Creating a Class T Liquor License - Consideration of this Ordinance, for ntroduction, to add a new Section, f-S-bl f) to i:ne Atconot Liquor Regulations to create the Brew Pub Class T License. .�I (14A) Ordinance 26-0-00 - Special Assessment 01439 -- Consideration of this Ordinancie, for introduction, to authorize the paving of the alley north r: Crain St., east of DeHey A%e. I14C) Ordinance 28-0.00 - Special Assessment r'11441 -- Consideration of this Ordtranca., for ntroduction, to authorize the paving of the alley norm of Central St., east of Ste%%art A%e. (14D) Ordinance 29-0.00 - Special Assessment #1442 -- Consideration of this Ordinance , for introduction, to authorize the paving of the alley north of Harvard Terr., east of Barton dvq.. I{14E) Ordinance 31-0-00 - Special Assessment #1444 -- Consideration of this Ordinance., for ntroduction, to authorize the paving of the alley north of Lyons St., east of Wesley Ave. S15) Ordinance 32.0.00 - Loading Zone at 2211 Emerson - Consideration of this Ordinance:, for introduction, to amend section 1()-11-/-W(ll) of the pity Lode to add a loading zone at this adldress for a disabled person. ((16) Ordinance 35.0-00 - Sale of Surplus Property -Consideration of this Ordinance„ for introduction, to declare various vehicles, Fleet Service equipment and warehouse items surplus and authorize sale at the Village of Fox Lake City Municipal Auction on 4/28/00. Ms. Radek notedthe fire truck would be sold via one of several options; that it had no real value; had not been used in three years; would probably be taken apart and sold as salvage. Alderman Drummer moved to recommend approval of the above 13 items on the Consent Agenda; Alderman Moran seconded the motion which was unanimously approved. ITEMS FOR DISCUSSION (413) Approval of Three -Year Contract to Provide Purchasing Card Services - Alderman Drummer move+J to recommend approval; Alderman Feldman seconded for discussion. Alderman Engelman was present fer the discussion. Mr. Walton summarized that LaSalle Bank was recommended over Bank One because LaSalle included items without charge that Bank One charged for; because of concerns with Bank One's custrrrner service; and problems with Bank One's credit operation. He said the program is similar to a personal credit card; however there are differences: varying controls can be placed on this card, restricting the amount that can be charged on it per week, month, etc. Controls could include restricting usage by mercmant category, or by usage at only one merchant. He said there are daily reporting features to monitcr the program, which are received from the bank; these could conceivably allow us to negotiate better deals with suppliers. He explained government purchasing has been very paper intensive and bureaucratic for each order placed; he went over the numerous steps necessary for each purchase. Studies have shown the average cost per purchase order from start to finish in government is around $150. He quoted the &3/20 Rule: Purchasing Departments get so mired in minutiae that 80% of the time is spent for 20% of your dollars. He said the focus in Purchasing is to set up agreements to access these features and be able to purchase at the best price. The only cost for this service is $300/month, for a download of daily information. He noted he had implemented a program like this one in Lake County, and explained the software advantages. He said this will allow us to improve and automate the process as well as it can be done and let Purchasing concentrate on the job at hand. We will be able to do business as smart ax its possible to do it. Alderman Engelman praised the memo provided as excellent and thorough; but felt the explanation an why LaSalle was chosen was not. He noted Bank One had been in Evanston for a long time, and has been re helpful to the city, participating in many programs. He asked which services we would use for which Sank One charges a fee. He realized that Bank One had operational problems recently. Mr. Walton specLSed some of the examples of the fees: setting up an automatic mapper so Departments can implement their budgetary codes automatically, replacing a process which now takes a month manually. Bank One was going to charge $1,450 "cut the gate" for creating the mapper, plus hourly fees to further hone it to where we want it. LaSalle will waive the fees to create it. That was the most costly item. There were also charges to call and request information; small charges to set up and design the cards. Mr. Stafford was concerned with our internal operations; we have numerous accounts with Bank One, he said- and they have mcwed most of their accounts to American National. He said the City is not satisfied with t[ie middle management operation of Bank One, and that LaSalle has the resources and the backroom operation. He said our experiences with Bank One of late have not been good, and noted an exodus of Bank One perscrinel documented in the trades. Also, he said the economy of scale necessary to operate is important, and in the future LaSalle can offer us additional services if needed. Alderman Drummer asked about the number of cards and the amount of dollars. Mr. Walton said currently the data capture capacity in the City leaves much to be desired. This system will let us do all types of analyses. The maximum amount now is $1000. The program will be rolled out as a pilot program. Before a card is issued an employee will go through a thorough orientation process and receive a detailed marraal; employee acknowledgements would be signed by all. His experience is there is hesitancy going Into the program; once it is used, the numbers will increase, estimated between 75 and 125 cards. The Federal government has used the program since the early '90's. Mr. Stafford said the technology of the cards allow us to have control. We can restrict to only charge for auto parts, and even the store it can be bought at. He is comfortable with Chad's experience in this. Alderman Moran asked if the $1000 limit was per purchase or aggregate. This could be set, with a per -purchase at the Dept. Head level; varying levels can be set for employees depending on their function. To another question, Mr. Walton said there was a fidelity feature, and these protections would be in place. Alderman Moran acknowledged potential efficienciies, both operational and financial, asked if staff would analyze to see if there were reductions in the amciant X of work that has to be done and savings in other areas. Mr. Walton said the cards streamline the whole process, increase operational efficiencies and have an effect economically on the bottom line. Aldierman Moran asked for a report when there was relevant, experiential information, Mr. Walton explained that one had to do one's homework up front to create a hierarchy reporting struL=e• It would be a month while we build all this. In a month we'll roll it out to one or two depirtmenti. Six months from now we'll have perhaps half the departments; in nine months we may have all of 'them. Alderman Feldman asked how to keep track of whether an item was received, etc. Mr. Walton expilained by law a firm cannot bill until an item is shipped. As to being received, in good condition. it is the: same process as before. To another question, the tracking process was explained: charges are made over the month; at the end, a statement is received and packing slips are matched up, If there's a dispute the bank steps in as arbitrator. One change will be improvement in the "Ship To" information. He noted the time his account payable person now spends sleuthing to determine what department ordered something. To Alderman Feldman's billing question, Mr. Walton said the City will receive one bill for all the charges; we pay and post -reconcile. The cardholder statement will go into detail of date, vendor name, etc- Mr. Stafford added the cardholder will code It which takes acceptance for the purchase and determines the account to pay from. What is better than t%e present system is that we will always be able to associate the purchase with a real person. Discussion ensued on details of the software, anddownloadingInformation each day. Alderman Rainey asked how one knows, if two items are purchased at Office Max, that one did not get taken home. Mr. Walton explained the system in that there would have to be a receipt for everything that ;:haws on the charge. He noted that it would eliminate many petty cash accounts. Alderman Rainey recalle-d the huge amounts of petty cash receipts she had dealt with several years ago. This system will have a pm(ound effect on petty cash and advance checks. Alderman Rainey asked about the logic of doing this before the multi -year contracts for repetitive purchases. lul. Walton said that we are so mired in minutiae now, that we are trying to reverse that 80/20 trend. Mr. Stafford outlined the three types of purchases: amounts under $1 000 which our buyer spends 80% of her time on now; $1,000-15,000 which we want the buyer to spend her time on, and over $15,000 through the bid process. Mr. Walton said this system should allow us to triple the number of bids and agreement,, we have out there. To Alderman Rainey s question on how the Bills List would change, it was explained we would not lose any information, but the previous manth's activity will be given at the next meeting. Since three -fourths of the List is less than $1.000, the first meeting of the month will have a drastically reduced list. The second meeting's list will be a traditional list. Alderman Rainey requested examples in the next packet. Mr. Walton agreed to provide before we move forward. Alderman Moran thanked staff for the work involved in setting this up, noting it looks like something to help us financially and operationally. Upon voting on the motion to recommend this three- year contract with LaSalle Bank, motion passed unanimously. (5A) Change Order #2 - James Park Renovations - Alderman Drummer moved to recommend approval of this change order to increase the contract with Continental Construction by 29,854- Alderman Feldman seconded. Discussion: Alderman Rainey asked what we are looking at an the risk of opening ug that ground. Mr. D'Agostino said we have already drilled four caissons and took out dirt, which was not classed as hazardous waste. It should not be worse in this area. Asked the potential cost, Mr. D'Agostino said that, in addition to this change order for caisson and structural work, the consultant will be around S7 000- $8,000. That figure includes dispposal of the dirt. Alderman Rainey asked when the settling of the building had been discovered. Answer: in mid -January; it took about a month to find out why the problem of one corner being 11" lower had happened. Mr. Rubin noted that there had not been one crack in the entire concrete slab in spite of the 11 drop-off. Alderman Feldman asked about the condition of the other three caissons. Mr. D'Agostino said they were in good shape and that there was only a 2"difference between the opposite corners. It is believed that the 11 ' lower caisson did not hit solid ground when constructed, but kept settling. He noted that caisson work of this type is subcontracted by Continental Construction. Upon voting to recommend approval of this change order, motion was unanimously In favor. (8) Hourly Parkinq Garage Rates - At the request of an Alderman, this item will be held and not considered this evening. (9) Resolution 18-R-00 - Renewal of Lease for Parkinq Lot #15 - Alderman Drummer asked for clarification on the wording of the lease as to the annual cost. Mr. Jennings said the amount, 514,000, is like a tax bill of $20,000 for which we collect $6,000: it is like a subsidy. Alderman Rainey said that what we are subsidizing Is neighborhood parking. Alderman Feldman asked about the lot's usage. Mr. Jennings termed it heavy on the weekends, lighter during the week. Alderman Feldman asked if we are receiving 56.000 In revenue and was answered yes, he noted that was a fair amount for the usage. Upon voting to recommend approval of this Resclut?on to renew the lease for parking lot #15, motion unanimously passed. (10) Resolution 20-R-00 - Agreement with YMCA for Senior Citizen Participation - Alderman Drummer rr»ved to recommend approval; Alderman Feldman seconded. Alderman Moran was in favor, but had questions: to one question, it was explained this agreement is for six months; the next agreement on the agenda, for the Evanston Athletic Club Is for a year. He asked if there would be a way to track usage at each facility. Mr. Gaynor said the EAC will issue an ID card that will be swiped each time* these "I provide a printout at the end of the month for Levy members' use. Alderman Moran asked, at the end of six months or a year, for a report on the number using the sites, and fi3ures on membership at the end of the six months or year pperiod as compared to today. Alderman Drummer asked if we are picking up the $2 per visit charge. or If • it is tacked onto the $25 Levy membership fee. Mr. Gaynor said it was not tacked on; it was an enhancement to the program. Alderman Drummer noted there should be a marketing effort to prcenote this. Alderman Feldman termed it wonderful that for $25 one can join the Levy Center and have unl:4mited X � access to the "Y" and EAC. Alderman Drummer noted Levy membership starts .at age 55. Akierman Moran asked if the "Y" could provide a swipe card, as he would be interested in specific usage facts., He was also Interested to know If this will expand the Levy base. To Alderman Rainey, Mr. C-Aynor said the average age of Levvyy membership is now 78; it is believed this will be a selling point for youn)V'r seniors do join. a said the "Y" has a membership card also, and will track usageThey have to do so in order to grt reimbursed. Upon voting on the motion to enter into an agreement with the YMCA, motion carried unanimously. 11) Resolution 21-11-00 - Agreement with Evanston Athletic Club for Senior Citiz" Participate.%n - Alderman eldman moved to recommend approval of this item, similar to the above item but for a me -year term. Alderman Drummer seconded the motion, which was passed unanimously. i148) Ordinance 27.0-00 - Special Assessment #1440 - Proposed Paving of Alley North of Greenwood St.. EEast of Brown - Alderman Urummer moved to recommend approval; Alderman Feldman seconded. Alderman urummer said he would support this assessment, but noted he had received some calls. He requested the petitions filed. Mr. Jennings wil! provide. Alderman Rainey asked for the petition for Assessment Ar1442, north of Harvard, East of Barton. Upon voting to recommend approval of this Ordinance, for introduction, motion passed unanimously. (22A) Recommendation for Funds for Public Art for Maple Ave. Garage - Alderman Feldman noted information in the packet had been confusing on this issue, to authorize 1% of the project budget ($180,000) for public art. He asked about the form and placement of the art. It was noted this was to be determined. Mr. Hausman, co-chair of the Public Art Committee, explained an announcement would be developed to inform about the fagade of the building and the general nature of the art we are seeking. We are leaving the art open as part of the selection process. They were requesting authorization to go ahead with the process. Alderman Feldman asked if the drawings submitted in the packets are the concept. Ms. Aiello explained that there are two issues: the exterior and interior. The exterior is what the total of $180 00 would be used for. The examples which were provided were for the interior components that the Hill Company selected for interior scenes in the garage. However, the Public Art Committee will assist the Hill Company on the particulars. Alderman Feldman pointed out that this will be a large building; he asked if the art would be attached to the building or in front. The answer was attachment, noting insufficient space on the sidewalk. Mr. Hausman explained we will be inviting artists to think of ways to deal with the large space. Concerned that small works would get lost in the large building, Alderman Feldman recommenced monumental, eye-catching pieces that would create a focus. Mr, Hausman said the Committee also felt strongly about these issues, feeling this is an important locale giving identify to the space and needing a strong visual impact. Upon voting to recommend approval of the recommendation for funds for public art, totaling 1% of the budget, or $180,000 ($130,000 from the Public Garage Budget and $50,000 from the Arthur Hal Co.), motion to approve was unanimous. • COMMUNICATIONS Update on Police Officer Hiring - Alderman Rainey commented that there are now eight vacancies, a very large number which was beginning to get scary. She said that every meeting information says that the C1vil Service Commission Is goln to meet. K. Witt reported the Commfssfon is meeting in two weeks; there are 32 candidates who passedthetest Saturday; letters are going out this week to those people. Alderman Rainey said this was the highest number of vacancies in two or three years. CTA Track Maintenance - Alderman Feldman asked the area this covered. Mr. Jennings said it was both sets of tracks end to end. To another question he explained it should take six weeks workers running about half a mite at night. He noted that the inconvenience experienced moves along the tracks. He answered another question by explaining notice would be put in the Review. Alderman Rainey noted this is the same project cancelled last year. Alderman Feldman stressed that people must be informed about this. Mr. Jennings said this maintenance was a routine thing; though we have tried to get the CTA to do it during the day, they cannot do so and run the trains as well. CMAQ Grant for Natural Gas Pumpinq Facile - Alderman Drummer offered congratulations. Ms. Radek noted F this was a joint effort of tvanston, Nu and Skokie, and all would be joint users. She answered a question as to how we are doing this, saying that meetings will be held to hammer out the details, with an intergovernmental agreement formed The City is the lead agency an this, and the grant was awarded to us. She explained that presently we have no vehicles that can use the facility, and the vehicles that will use this will be either bf-fuel, or dedicated for natural gas only. She said this is really exciting, and that the competition had been very stiff. She wanted to recognize the cooperatfon of Skokie and NU. To Alderman Drummer's question, she said the award came from a consortium of mayors, managers, and the Department of Environment, with 10 members of the Committee reviewing the applications. Church Street Plaza Update - Accepted without comment. (13) Ordinance 17-0-00 - Creatina a Class T Licuor License - Alderman Rainey explained that, although this matter was on the Lonsent Agenda, It was suggested that section 5, stating that the licensee shall not sell more than 500 barrels (15 000 gallons) per year, be eliminated. She noted the State regulation is no more than 50,000 gallons. Having consensus to remove this, she moved to amend the Ordinance, Alderman Feldman seconded and the motion was approved. The annual fee of $7 500 was discussed. There was a feeling that this was too steep, and a request was made to consider a figure between $7,500 and $5 000, She noted the fee for Stained Glass, a retail operation and seller of beer and wine, was $7,500. i ifis fee had been geared to that, though there were differences. Mr. Sugars, owner of Mickey Ffnn's, introduced his partner, Pat Elmquest. He said their intent Is to bring a place similar to that in Libertyville, whose license fee is $2.4M He showed empty bottles called "growlers" which are not bought for restaurant drinking, and which account for a very small percentage of their We of beer. Less than 2% of sales are six-packs. He said tt* intent is to create a license to sell beer to go. He felt this $7,500 license is more geared to retail establishments, which is not his type of operation. Alderman Feldman pointed c-ut the difference with the Stained Glass having a separate retail area. Mr. Sugars said they offered only the opportunity to ask your waitress to take a growler home. In answer to a question, he said sale of kegs is discouraged, and they sell perharls 30 a year. He noted they also donate kegs to service groups fort rir fundraisers, etc. Alderman Drummer summarized the three ways to carry out liquor in Evanston: off the shelf at the liquor store throuTh Stained Glass, and Mickey Finn's way. Mr. Hakanen of Arthur Hill n-ated Finn's only sells beer that they, brew. Alderman Drummer agreed that this was a special category, but noted it is not your privilege to have a liquor license in Evanston. He was concerned with the Police Dept. regulating the carry -out rp*ration. He did not Have as much familiarity with this operation, but knew liquor stores are at risk as to selling to minors and try particularl hard to combat that. He asked if the beer would be sold cold. Yes. He was concerned that the college kids would take out a growler. Mr. Sugars noted since they had been in business in Libertyville they had no instances of selling to underage. alderman Drummer was concerned about someone who had had 4-5 beers and wants to carry it on outside. He understood the owners would n,%t condone it, but noted they are in a different category of license than the person selling alcohol. He said when we are talking about the cost of a license Its the category that drives the price. Mr. Sugars felt they closely fit Class 8, costing $4 300, noting growlers are more a marketing tool than a sales operation. Alderman Drummer noted there will be great popularity with young eople. He said he knew by law you cannot sell to anyone who has had too much to drink. Mr. Sugars said his bartenders are trained in the same program that members of the Libertyville Police take. He understood the concern and said you can't predict 100% compliance. He said they would close down if people have had too much. Alderman Rainey noted that In Evanston they would be the only establishment doing this. She said you can't sell liquor in Evanston for carryout without having a separate register and location in the facility to ring it up. Also, she said they will be selling takeout beer cold, noon, they will be a very popular location and will sell a lot more than 1n Libertyville. Alderman Feldman asked where someone not eating in the brew pub could get a growler. He was told they could go to the bar and order through the bartender. It was noted the jug is not bagged. Alderman Rainey advocated that bags be used. After this discussion, Alderman Rainey felt comfortable with the fee of $7,500. She noted It could be amended within the next two weeks, it was agreed that the language concerning the sale of no more than 500 barrels would be removed, but the fee would remain the same. Fire Station Consolidation Alderman Moran asxea it this item can be placed on the next agenda. It was agreed this will be a special is Item of business at the top of the meeting. There being no further business, the Committee moved to adjourn at 8:54 p.m. Respectfully submitted, Darlene E. Hilges e Executive Assistant DRAFT - HOT APPROVED 0 DRAFT - NOT APPROVED • MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of February 282000 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: P. Casey, R. Fig�uurrelli, M. Franz, S. Hunter, D. Gaynor, D. Nilges, C. Radek, S.Sabir, C, Walton, J. Wilkinson, B. Zdanowicz Others Present: Beth Denies Charlotte Omahundro, Bob Seldenberg, Bud Nesvig, Ma Gavin, Jennifer Galrery, Meredith Moses, Ramakant Kharel, Greg Lamacti, Peter Rodrigez, Steve Sable, Taylor White Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey, Chair, called the meeting to order at 7:33 p.m. APPROVAL OF MINUTES Alderman Rainey asked for a motion to approve the minutes of the regular meeting of February 14, 2000. Alderman Feldman so moved; Alderman Drummer seconded; the motion was unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA After initial discussion the Committee voted unanimously to place the following thirteen items, which constituted the entire Xttrw Agenda. on a Lonsent Mienda for recommendation for Utv LOurvat aoDroval: (2) Cl ty of Evanston Pa roll - Consideration of the City of Evanston Payroll through 2117/00 In the amount of 51,61.i,1.f9. /. • (3City of Evanston Bills - Consideration of the City of Evanston Bills through 2/29/00 in the amount G (4A) Phosohate Corrosion Inhibitor - Consideration of the lowest responsive and responsibte bid from Stiles-Kem for Phosphate corrosion Inhibitor (two year contract _providing a savings over the previous year's costs) for the Water & Sewer Division at a cost of $60,000. C) Frank Sachs Tennis Camas Contract - Consideration of the proposal of Frank Sachs Tennis m)ps� for a three-year contract tar management and instructional services for the outdoor adult/youth tennis program for Parks/Forestry E3 Recreation. (4C) Five Police Package Vehicles - Consideration of the Suburban Purchasing Consortium low bid of Anderson brothers Ford tar these five vehicles, plus warranty and delivery, for the Police Department at a total cost of $111,350.00. (4D) One Police -Package Ford Explorer - Consideration of the State of Illinois low bid of Landmark FFOrd for one police package 4-wheel drive Ford Explorer plus warranty and delivery for the Police Department at a total cost of $25,204.00. I5)Resolution 16-11-00 - Chlcava/Main Easement Agreement - Consideration of this proposed Resolution authorizing the City Manager to execute an easement agreement with 1.4�acy Development Inc. for encroachments at the Chicago Ave./Main St. development. It was noted that all encroachments were under the sidewalk and not intrusive. (6) Ordinance 19-0-00 - increase in Class D Liguor Licenses - Consideration of this Ordinance for Introduction, to increase Class D Liquor Licenses from 20 to 21 with the addition of Sankalp Et Shanti, Inc., dba Mt. Everest Restaurant, 618 Church St. It was noted this was a beer and wine license. It was acknowledged that representative of the restaurant were present tonight. (7) Ordinance 20-0-00 - Increase in Class C Liquor Licenses - Consideration of this Ordinance for ntroauction, to increase Gass C Liquor Licenses from 15 to 16 with the addition of Fire House drill, dba Fire House Grill, 750 Chicago Ave. It was acknowledged that representative of the restaurant were present tonight. S i8) Ordinance 21-0-00 - Increase in Class Q Liquor Licenses - Consideration of this Ordinance, for iintroduction, to increase the number of Class tt liquor licenses from 0 to 1 with the addition of Chipotle Mexican Grill, dba Chipotle Mexican Grill, 711 Church St. It was noted a Q license fell between the C and D licenses: it is a full license until 10:00 p.m. It was acknowledged that representatives of the restaurant were present tonight. Alderman Feldman welcomed all three restaurants to Evanston, wishing the representatives well and describing the excitement abouut these restaurants becoming an addition to our restaurant communtty. f9) Ordinance 22-0-00 - Increase in Parkinn Tax - Consideration of this Ordinance, for introduction, 6y which the Lity council would approve amending Section 3-2-16-2 (A) of the City Code Increasing the Parkingg Tax. It was noted the daily parking tax would increase from .30 to .40; monthly parking tax from 56.00 to $8.00. 110) Ordinance 23-0-00 - Loading Zone at 1316 Fowler - Consideration of this Ordinance, for Introduction, by whtch the City Council would amend Section 10-11-7-1YII (8) of the CityCode to add a loading zone at 1316 Fowler for a handicapped individual. (11) Ordinance 24.0.00 - Authorizinq Negotiation of Sale of Real Estate - Consideration of this Ordinance, for introduction by which the city Louncii would approve negotiation for the sale at certain real estate at 1234.38 Chicago Ave. (parking lot #60) and publish a notice of intent to sell. Alderman Feldman moved to recommend approval of the above 13 items on the Consent Agenda; Alderman Drummer seconded the motion which was unanimously approved. For those present, Aldermen Rafney outlined that the liquor license items would be recommended to be introduced at tonight's Council meeting: would be scheduled for action in two weeks; and may be discussed at that Council meeting, Alderman Rainey announced a change in the order of the Agenda: Communications will be considered next~ the Item For Discussion will follow. COMMUNICATIONS Update on Police Officer Hiring - Mr. Franz explained that an officer had resigned suddenly, simply turninjg in his'badge and resigning. Alderman Drummer commented that such an occurrence is not that unusua Mr. Franz said that frequently two weeks' notice is not given; he believed the officer in this case had at feast five years on the force. Alderman Rainey commented that we now have seven vacancies, but noted there were many candidates in the pipeline. Fire Department Monthly Report - Accepted with no discussion. Cable Re,port - Mr. Rubin reported that we have 16,300 subscribers, an all-time high. The franchise fee will be a 51Ub,uU0 quarterly payment and over $400,000 for the year. He believed the budgeted amount was $360,000. Alderman Feldman asked about availability of 79 channels. Mr. Rubin said multi -dwelling units are still being turned on. He also reported that the rewiring in some residences were goin off, so there • are still some bugs. The oCigginal dates for the switch were 4/20/98 - 4/20199. Alderman Feldman noted advertising on buses for 21 Century Cable. Mr. Rubin said they were bought by RCN. When ready, the issue of the franchise will be brought before the Council for direction and approval. Alderman Drummer counseled that we not let the company forget that we gave them back a channel. Alderman Moran asked where we stood in relation to this industry and In this City in terms of having competition. It was explained that the franchise is non-exclusive; Alderman Moran asked if we were approaching the time when competition would be more than theoretical. Mr. Rubin noted that cable companies usually do not compete against each other, but with RCN in Skokie it would be their best chance to come In. He said that another company might gget 8,000 new subscribers, but would have to wire Evanston to do so, and asked what the payback would be for the $8 million cost to wire the community since the whole City would have to be wired. Alderman Moran asked how many subscribers there could be with total market penetration. Mr. Rubin said 60% is now expected, up from 40% a few years ago and noted Evanston is considered to have 21,000 households. Discussion ensued about penetration in different areas of the country, the competition by satellite dishes, etc. Alderman Rainey took a straw poll, asking how many in the audience had or did not have cable. Mr. Rubin said with 16,000 as of November we're doing welt. Alderman Moran said that in some regulated industries, some court decisions said that certain carriers had to share lines. Mr. Rubin said he had not seen an]f ping like that concerningthe cable industry. He noted that with video and data lines it is not required. phone lines were added it might change. Alderman Rainey noted the inability to use AOL 5.0 with the new wiring. Mr. Rubin discussed the problems and new version 6.0. ITEMS FOR DISCUSSION (APW1 } Review and Prioritfzation of A&PW References - AIderman Rainey said the references would be gone through one by one, prioritizing and making recommendations as to how to handle them. Alderman Drummer recalled that years ago references would be sent to a Committee; that Committee would decide if it wanted to deal with them. Alderman Rainey said some of the items came from conversations indicating some Interest. She commended thoroughness, but noted some references might not need to be discussed. • Examination of Different Tvaes of Garbage Cans - Mr. Edwards said we are on the third field trial of cans. tie explained where and what types of tnals were done, with what types of cans, wheels, lids, etc. He offered to write a memo with a recommendation. This item will be kept on the list awaiting results of the third trial, which will be surveyed in March. Alderman Rainey asked if recommendations could be given as to where there were really terrible cans, and asked why some lids were totall destroyed and others on the same block were not. Mr. Edwards explained that once an animal finds a place with something to eat, it tends to stay there, which would explain the badly chewed lids. • Residency for Department Heads -Following Alderman Feldman's quip that each Department Head should nave a residence, Alderman Drummer moved and Alderman Moran seconded the motion that this item be r removed. Alderman Rainey said there was merit to some Department Heads living in town, like the Police and Fire Chief and the City Engineer. She did not recommend changing the rules In the middle of thafr tenure, but at some point she felt it important to do so. She suggested referring to the Rules Committee. Alderman Drummer believed the Committee could simply state that it was not interested In dealing with this issue. Both Aldermen Feldman and Rainey were interested in discussing this; however, with a full agenda, it was agreed to leave this issue off for the time being. • Development of an Ordinance for 6-Year Tree Trimming Cycle - Alderman Drummer recommended removing this item. Aldermen Feldman and Rainey noted that it had been covered, and that we now have a good policy. Alderman Rainey observed that the budget would drive this policy. • Liquor License issues Pertaining to Music Clubs - Mr. Casey explained the usual procedure: when there is a party interest,ea in an issue like this one, the Item is then brought to the Council on a case -by -rase basis. Alderman Feydman's concern was that someone may call the City and ask If there is a license for music clubs, and inay be told there is not. Mr. Casey offered to talk to anyone who might call and explain the process but he hesitated to put an Ordinance together without an actual club's firm interest. Alderman Rainey would like to give some indication that we are planning to establish a policy involving liquor license, zoning, etc. Mr. Casey said that it is approved by zoning for the downtown: he will pass along such Information to anyone interested. There are issues about the type of club which will be allowed. This item will be removed from References, but with the clear understanding that we are very open and looking forward to establis-'ping this license as soon as we have a music club that is interested in opening. • Pro osal for Renovation of Police Department - It was noted that we are looking to the State for funding This item will be removed from References because it is in the process of being done. • Reappropriation of �44000 000 with a Review of Station #3 and James Park - Mr. Rubin explained that the current figure is around ' 2PD million. It was noted that the James FarK renovation is occurring, and that we will be determining what to do about Station #3. It was agreed to remove this item from References. • Parking of Recreational Vehicles leg Boats) on Public R-O-W - Alderman Drummer said this issue needed to be dealt with. it was clarified that this referred to on -the -street parking. Alderman Moran said the issue Included large RV's and such vehicles. Alderman Rainey suggested that Traffic EnSineering come back with a recommendation. Mr. Jennings will draft something on existing laws concerningoats and RV's. Alderman Feldman asked if this was an issue requiring a separate law. Mr. Jennings notedtheexisting law pertaining to non -motorized vehicles parked on the street. He will bring this information to the Committee, noting boats and trailers fall under this category. This item will be kept on References pending further Information. • • Review of Film Permit Policy - It was agreed to keep this Item on References; a copy of the policy will be furnished to the Committee. • Creating 15-Minute Parking Spaces with Use of Flashers, for Immediate Access - Alderman Feldman noted that these spaces •.cork very well in Chicago, and that it is wonderful to be able to utilize them for visits to banks, drug stores, etc. He noted they are throughout downtown Chicago. It was noted, however, that designating such a space would take up a parking space. Mr. Jennings suggested that the regulation could be written to use loading zones for this purpose. Although Alderman Feldman noted the convenience arts would be, Alderman Drummer pointed out that In reality these sppaces are and would be abused. Alderman Rainey suggested this item be taken off References until there is a specific problem. • Investigating the Concept of an I B-Member Council -- Alderman Rainey referred this issue to the Rules Committee. • Policy Limiting Time Trucks Idle in Alleys - Alderman Feldman suggested the issue be expanded to deal with trucks idling anywhere. he hag cases of big semi's running their motors all night long while parked, producing diesel exhaust. Mr. Jennings was not sure about the time limit which would be placed on it, but noted it is already illegal to idle when no one is in the cab of the truck. He added that there is no parking allowed for these trucks on residential streets. Ms. Radek noted that if the engine Is running, the driver is usually sleeping in the cab. This is a common occurrence. Mr. Jennings brought up when trucks are staging, es getting ready to load or unload. Alderman Feldman believed this problem also concerned the need to keep diesel motors warm. Alderman Drummer felt drivers overdo this. Mr. Jennings clarified that right now it is illegal to park commercial vehicles overnight, between 9:00 p.m, and 7:00 a.m, in residential areas. Whether tre motor is running or not, this is one enforcement mechanism. There is also a law if they leave the truck. What we do not have presently is something to deal with staging. This item will be left an References pending a recommendation from Mr. Jennings. • Changing Speed Limit for Undosted Residential Streets from 30 to 25 MPH - The Committee recommended that an Ordinance be prepared for this item. Mr. Jennings believed it was possible to pass such an Ordinance under the current state code. He said one did not need to post every street, but we must let FIeopple know by posting at major entrances to the City. It was Alderman Feldman's experience that speed mits are not now enforced on residential streets. He felt the Idea of lowering the limit would do nothing to reduce speed, other than for those people who are willing to drive at a given speed if It Is low. Those • who break the 30 mph limit will also break the 25 mph limit because we have no wayto enforce It. He said witness the streets filling with traffic calming devices which he termed an articulatin of our impotence to enforce residentia.i speeding, He will support this reduction to 25 mph but doesn't look at it as a solution. Alderman Rainey referred to a list the Police Department will provide of tickets given, including speeding, expired licenses, etc. She safd that someone going 30 mph on a residential street is going too fast; with a 25-mph limit she felt it easier to pick those people off. Alderman Feldman noted three one-waystreets In his Ward so narrow a wheel has to be on the curb so cars can get through. He noted the danger w9ih • children playing, as well as speeders on those streets. Aldermen Drummer said that Chicago is goirq to make such an Ordinance. It was noted the court system enforces speeding tickets, with a 10-mph leeway. Lowering the limit to 25 will lower that leeway. Mr. Jennings clarified that there is no leeway in s&*ol zones. He offered to bring an Ordinance to the Committee. Alderman Moran asked for commentary as to what the practical effect would be. In his Ward, he has trued to address specific places with speeding problems; he said those streets were posted at 25 mph; the re-xt continue to be 30 mph. He said theoretically in most situations most people are not going down residert�al streets at 30 mph. He said the dtfferentiat?on of 30 mph and 25-mph postings Is intentional: to send a message to people to slow down in certain areas. He asked what happens if we make everything 25 rrcph, and how a differential can be retained to make problem streets special cases. He asked If we'd need down to 20 mph on those streets. Alderman Rainey asked if there are residential streets posted at 30 err Mr. Jennings said there were, but we don't usually post the more local streets. He said the result wa-M be that 25 mph would allow you to ticket at 36 mph: presently you can ticket but the tickets aren't uphr_+!d until you're ticketing at 41 mph. The new law would allowing ticketing at 36, and would only apply to tt+e streets you haven't specifically addressed, which are the bulk of the streets In the City. It was agreed &zt 25 mph is a fast enough speed for residential streets. The Item will remain on References until and Ordinance is drafted, • Business License Fees for Not -For -Profit Agencies - Alderman Drummer noted the wording on this is incorrect: the item should address fees for the inspectional services not -for -profits are getting. Ms. Sabdr will took into this issue and report back. Alderman Drummer noted the idea was to recover the com of inspectional fees provided for not -for -profits. This Item will remain on References pending the report Update on Sanitation Privatization - It was noted there is ongoing discussion of this item within the department and administration. I he Committee had received an update; therefore this item will be removed from References. • Consolidation of Fire Stations 3 and 5 -Alderman Moran said the CiP for this year contained 1.3 million. He said the indication has been that the budget to either rebuild or build a new Fire Station #3 may be 2_5 million. It was clarified that Station 3 is near the Canal; Station 5 is near Ewing. He said there appear to be issues in relation to Station 3 that need to be clarified by looking at that site, concerning the ability w rebuild due to the slope of the canal and the soils there. He said there's another economic issue: &,Ie possibility of having to start over again to do a fair job. He noted substantial amounts in the CIP for Statfc n 5 in the future, near the end of the 5-year plan. He was struck with the question of spending 2.5 milh= in the next two years for Station 3, and the need to took at Station 5 in the next five years, being that ft is in deplorable condition. He noted the new, state-of-the-art Station on Emerson which suggested to hfn that it would be nice to build a building like that. He recommended that considerable examination and analysis be performed on the consolidation of the two Central St. stations, which might allow us sor..e savings and a still have a top-notch design and plan. He was aware of a study years ago' white acknowledging that it might be of limited value today, it raised and addressed the issues of consolidation of a number of stations and our ability to still provide services at reasonable, even quality public safety standards. The report even suggested three stations instead of five, he recalled. Alderman Rainey noted that Alderman Engelman's reference stated that the west station needed work - When she voted on the CIP she did so with the intent to rebuild the station near the hospital. She felt the rug had now been pulled out from under her, and believed full hearings would have to be done with the neighborhoods. She did not support reducing the number of stations to four, noting she fought the Asproci h proposal to go to three. She pointed out growth in the community, that there is more new construction now than could have been imagined five years ago- and felt conso('fdatfon was the wrong way to go. She suggested a special AEtPW meeting. She looked Forward to commencing work on Station 3 quickly, and fett staff also was committed to it. Alderman Moran said he had agreed during budget hearings that 1.3 million should stay, noting we'll need money one way or the other to address the issues of Stations 3 and 5. He said It is not a budget issue: the money is there for this year. But now Is the time, he said, to look at this issue. He was sure there'd be a substantial round of public discussion, and suggested that the first time the issue is examined, we talk about the protocols to use. Alderman Rainey disagreed. Alderman Feldman spoke of reduction in response time, unless there were new vehicles, and noted 10 seconds can be precious - lie felt elimination of a station would be dangerous. He wished to hear from staff but felt that no matter where a consolidated station was placed, someone's house would be further away in terms of response time. Alderman Rainey said people in Evanston don't mind paying for police, fire or garbage services. Alderman Drummer said when the station was moved from Lake to Emerson, it changed someone's response time, but that It was within acceptable ranges. He said the issue is the Canal bank itself. Mr. Rubin said we may have to put in caissons, etc. due to the banks shifting. He clarified that the land is ours; also noted a crack in the building due to the driveway tipping away. Alderman Rainey had never seen properties in court cases that were as bad as these were. She said we don't allow a private landlord to have such properties inhabited. She was concerned this issue will be clouded by the consolidation issue and both stations will sit for years. She said engineers were needed to assess the situation. Alderman Moran said that this was what the money was for, which will be received • later this year. Alderman Drummer asked If 2.5 million would be adequate for the rebuild, pylons, etc. Mr. Rubin said it could be anough. Alderman Rainey asked if the property is determined to be unsafe would another property be chosen. Mr. Rubin said either that, or 1t would be made safe. Alderman Feldman noted rr response time had been diminished In Alderman Drummer's area because other areas were intolerable He 18, noted we are not talking about that In the Central St. issue. He Is hearing the reason for the consolidation Is to make it brand new and save money, not that anyone will get better service, or a better fire department. Until the Fire Department responds to the contrary, there is no reason to deal with ft.. Alderman Rainey asked that at the next meeting the Chief report as to why we should or should not consolidate, including dollar figures. She asked that Alderman Engelman attend the meeting as well. There being no further business, the Committee moved to adjourn at 8:42 p.m. Respectfully submitted Darlene E. Ni[ es Executive Assistant DRAFT - NOT APPROVED • 0 x �J DRAFT - NOT APPRO MED MINUTES ADMINISTRATION Cz PUBLIC WORKS COMMITTEE Meeting of February 14, 2DOO Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: C. Brenniman, Z. Edwards, R. Figurepi M. Franz, S. Hunter, D. Jennings, D. xino, D. Nilges, M. Rubin, S. Sabir, W. Stafford, D. Stoneback, C. Walton, J,w . Wilkanson Others Present: Beth Demes� Charlotte Omahundro, Bob Seidenberg, Bud Nesvigg,, Del Leppke• Rudy Wolfson Jo n Velan, Dan Gallagher, Judith Treadway, Ted M. Kirstin 5waonan, Taylor White, Kimberly Austin, Shannon Kelly, Regina Robinson, Rashmi RaChor, Nicole Serr, Karl Forsee, Emily Brooks Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey, Chair, called the meeting to order at 7:14 p.m. APPROVAL OF MINUTES Alderman Rainey asked for a motion to approve the minutes of the regular meetf of January 24, 20W. Alderman Feldman so moved; Alderman Drummer seconded; and the motion unanimously passed. SPECIAL ITEM FOR DISCUSSION Alderman Rainey announced the discussion of an energy Business Partner Request for Qualifications (577Q), noting members of the Energy Commission were present. She introduced Bud Nesr-ig, who In t= introduced Mr. Leppke and Mr. Wolfson. Alderman Rainey reported that at last Saturday's budget mertbv a Public Relations Specialist, a priority of the Energy Commission, had been placed on the list. Mr. Leppke spoke. He explained the need to put the RFQ in perspective to understand why the Comrrsion was proceeding along these lines. He noted 13 projects listed when the agreement with ComEd was s€gried. The fourth on the list was critical: to study the electrical loads on a list of feeders to determine those for improvement, with ComEd to report back. Their first report came in on 10/31; the second was due 1/31 but has not been received yet. ComEd had been moving on all the projects, but the fourth was bec=ing a difficult one. He said the Stanley report identified 18 circuits potentially to be overloaded in 1997. An updated list showed 25 potential overloads in 2000. Asked to come up with solutions, ComEd iden�fied improvements done on six feeders; they deferred 17 feeders until 2001. Mr. Leppke termed this of some concern, calling it "the heart and soul" of meeting some of the problems of Evanston's distribution system. Mr. Leppke spoke of a second aspect: ComEd's unwillingness to address the fact that if one feeder is in trouble, there needs to be backup feeders. ComEd has not been willing to give us a study of the backups to the above -mentioned feeders. The Stanley Report's preliminary work determined a list of feeders ,Pv€ existing problems; in some cases three feeders would have to be switched to pick up the load of the downed feeder. He referred to one case in which 10 switchings would be required to pick up one load. In discussion with Wlnnetka, whose municipal system has low interruptions and fast restorations, they have a gereTal criteria to pick up a downed feeder with one switching operation. Their feeders are loaded only 25 - 50%. which allows any interruption to be restored quickly. If there are many switchings necessar , there is a risk of doing something wrong. He said ComEd wants to overcome this problem with its SCATA system. Mr. Lep ke showed slides with information on 13 feeders and their long duration of interruption tines. Some ofpthese 13 are not on CornEd's study list; this will need to be corrected. He said part of the protuem Evanston is the length of time it takes to restore an interrupted feeder. The Commission had earlier suggested that we should continue to look at alternatives during this 3-year period of the frandt.ise extension; at the end we can determine how to proceed with ComEd. He noted three ways to go: 111 strengthen our negotiating osition and seek a formal commitment from ComEd, publicizing the results o our in-depth study; (2) Main ICC involvement, lobbying them to require public disclosure of ComEd's reliability criteria and upgrades by municipality; lobby to include a requirement for acceptaNe feeder backups or strengthen the penalties for non-compliance; (3) Seek a business partner to upgrade the system. He said there's little incentive for the private sector only to hold our distribution system; ano0w opption, a municipally owned, private -sector -operated system; the distribution system could buy power at tfie best available deals in the deregulated power supply market. The municipality would be required to fund the original purchase. A new avenue may be coming into being: Edison has encouraged developers to put In power generation in Northern IL. A municipality or several of them may be willing to dedicate their system as a base load for the new generation plant. A developer in a deregulated market could see sars}e attractive profits. This is starting to happen in the large buildings in Chicago. ic Concerning selection of a business partner, Mr. Leppke recommended issuing the RFQ to see if dev&lopers will respond rather than consultants. He felt we are headed in the right direction- based on the responses, we could choose a couple of qualified partners and work out specifications for a feasibility phase, perhaps In two parts. The first would take the Stanley Report and other information and determine profit incentive and the size of the generating plant that might be put in. That second phase he estimated wou:d Cost broadly $30-40,000. At that point, he said, we can decide to proceed further cc not. If we proceed, a much more detailed feasibility study would be done, with a cost he estimated arour..d S200,000. Then there would be a final decision as to whether to proceed to prepare specs for acquisition and construction. Alderman Rainey noted if respondents were not required to have qualifications for all four phases, many responses would be received. She asked about requiring the phase one respondents have the qualifications for all four phases. It was noted this would "cut to the chase." To another question, Mr. Rubin said that there could be a presubmittal meeting for those interested, to tell them what we are trying to do. Alderman Rainey asked if the Committee viewed putt' together this request as anything other than exploring another option and gathering information. Alderman Feldman believed that description characterized ft well, noting it commits us to nothing. However, he had concern about whether anyone was interested in this concept at all. He would like to know before we start out if there are people in this business willing to do what Evanston needs done, knowing that there are periods of deliberation and at any time the City could change its course of direction. He would prefer that anything done now be done with a firm that has the capacity to deliver, not help find someone who could deliver. Alderman Rainey pointed out a commitment could not be made to that person. It was noted there have been parties who Piave indicated their interest in this concept. Mr. Leppke said the evaluation criteria addressed Alderman Feldman's concern about the firms' capacity to deliver on phases 3 and 4, rating these higher. Alderman Feldman said that clearly we cannot be in a state of paralysis and not have all the information necessary to deal with this issue. He believed that has been the problem. He congratulated the Commission on its ability to analyze this issue as well as the commitment of ComEd. He felt "Ye would be derelict not to proceed so that we could know what else is out there. Alderman Moran asked if similar municipalities had been consulted in terms of how they are approaching their options, and if they were using consultants. He asked who we could talk to as to the rightness of the protocol that had been sL-ggested, or if there were other ways to approach this. Mr. Marino had spoken to Wichita which is going through this process. This afternoon the City had received Wichita's information, which will be copied andprovided. Alderman Moran summed up that his concern focussed on the energy partner. Alderman Moran liked the idea of finding a way to maximize and strengthen our alternatives, but suggested contacting someone to consult with, suggest protocols and line up options. Doing it the other way is a concern, because issuing an RFQ might result in a number of people stating their Interest who are driven by their self-interest, but the question is could they do it over a numerous -year commitment. A consultant would help us come to an appreciation of which firms could perform. Mr. Leppke said we have gone out and asked for statements of interest. The companies ask If the City government is really interested in this? This is why we're coming here now. Alderman Drummer could see a need to move forward to have some leverage with the ComEd negotiations, but beyond that it was a heavy price to pay just for leverage. The bigger picture is the huge cost, perhaps over $100 million to purchase the system. To his question, Mr. Leppke said in addition to Wichita, LasCruces, NM and Long Beach, CA have moved in this direction. Alderman Rainey and Mr. Leppke discussed the need to make a policy decision, and noted the major decision facing us In June 2002. Alderman Drummer reminded that the City could continue to operate without a franchise agreement. He asked if the focus was on reliability or a lower rate. Mr. Leppke said it was both, but primarily reliability because he felt the ComEd will have to "swallow hard" because it will have to spend significant amounts of money to fix the problems discussed. He noted the announcement today by the ICC concerning a clause in the new NWMC franchise agreement stating that up to 2500 feet of cable could be placed underground. The ICC ruled that this could not be paid from the general fund, even though it was in the agreement, but would have to be paid by the individual municipality. Alderman Feldman summed up that the question is not are we interested in ComEd, a business partner or municipalization. It Is "Are we interested in solving this problem?" If so we begin to take the steps necessary to have the information to understand what that means. Alderman iitainey noted that a consultant may say that the best way to proceed Is to work with the current system. Alderman Moran also wanted to have that question answered. Alderman Drummer spoke of the need to educate citizens on how bad the system is, which ties into our need for publicity. Alderman Rainey asked about the process as to whether AFOW can direct the Commission to send the RFQ out, or if Council needed to take action. Mr. Rubin noted this issue did not involve policy change. It was noted that sending out an RFQ begins the path of exploration, including knowing if anyone Is interested. Mr. Rubin said the policy decision would come after all the information comes in after the first phase. Alderman Feldman agreed; Alderman Rainey noted the document allowed the ability to back out of anything. Alderman Moran was concerned that, among those who might indicate that they can do the work how will we know that what they are telling us is correct? He felt advice was needed to determine it sending the RFQ was the right thing to do at this stage. Alderman Rainey had great respect for the abilities and judgment of those on the Energy Commission. Alderman Moran shared her feelings about the Commission, but believed there are people who do this type of work for a living. Mr. Nesvig noted the meeting with Winnetka's electrical representative, and that he and people from Naperville would be asked to add their expertise to the Commission's. Alderman Feldman asked, if the RFQ is sent out, was the Commission convinced that they, staff and the others were able to evaluate the results? Both Mr. Nesvi and Mr. Leppke said yes. Alderman Feldman moved to direct the Energy Commission to prepare the RFQ and send it out, without obligation, at no cost. Mr. Stafford asked x for clarification as to whether the Commission or the Purchasing Dept would be sending It out. Mr. [rppke said that it shmld come from the City rather than the Commission. Mr. Stafford was directed to discuss the details with the City Manager- Mr. Leppke noted the evaluation criteria addressed the firms' personnel, if they have done other similar projects, whether they can do all four phases of tt',we project, etc. Alderman Drummer seconded Alderman Feljdman's motion, amending it to work with tk•e Manager's office and Economic De•reiopment to send out the RFQ. Upon voting, motion passed with AlCwrman Moran voting nay. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA After initial discussion, the Ccmmmittee voted unanimously to place the following e�eht items on a Consent Benda for recommeltv LOuncilaooroval. (2) City of Evanston Payroll - Consideration of the City of Evanston PayrcPI through 2/3/00 in the amount of j1,613,646.41. (3 City of Evanston Bills - Consideration of the City of Evanston Bills throuV. 2/15/00 in the amount Of)54,b1Jt3,:)b4.dU. (4A) Microsoft Client Access Licenses - Consideration of the lowest responsive and resonsible bid from Snerlock Systems for Microsoft Liient Access Licenses for info Systems at a cost of 956,559.42. Alderman Rainey noted funding is from the CIP. (48) Asbury Avenue Bridite Study - Consideration of the proposal of Cicr'aa Group for this Bridge Study for the tngineenng umsion at a cost of $64,560.00. (4C) Turbidity Monitoring System - Consideration of the proposal from JM Process Systems, Inc, to provide a turbidity monitoring system for Water & Sewer at a cost of $32,606.00. OD) Enizineerinst Services for a Signal System interconnect Project - Consfideration of the proposal from Aetro i raniportation Urotip Inc. to provide these services for a Ridge Ave./Church St./Davis St. signal system interconnect project at a cost of 5177,243.87, with M paid by Federal dollars. 19) Ordinance 13-0-00 - Decrease in Class D Liquor Licenses - Consideration of this Ordinance, for ntroduction, to decrease class U Liquor Licenses from zL to 21 with the closing of the Pineyard. ((1 D) Ordinance 15-0-00 - Decrease in Class D Liquor Licenses - Consideration of this Ordinance for introduction, to decrease Llass u Liquor Licenses from cti io LO with the closing of Mlchelfni's Plena. 41 Alderman Rainey and Alderman Drummer discussed Item 13, the General Business License, noting It left the Committee with no recommendation. Alderman Drummer moved to recommend approval of the above eight Items on the Consent Agenda; Alderman Feldman seconded the motion which was unanimously approved. (5A) Agreement Amendment 95 (Phase V) with Harza Environmental - Alderman Drummer moved aPprnval; Alderman Moran seconded. [nscussion Alderman Kamey had several questions about this item and 5B; she recommended lookingat these carefully calling them the foundation of what the sewer rates will be, and If not looked at closely we will keep passing increases onto the people. She advocz—..ed the use of an expert to reduce the cost of the remaining sewer work. She called attention to the provr-ded spreadsheet, noting we pay Harza 185% for overhead and for field staff; and 200% overhead for office Uippvrt. She said we pay for afield office, cars, computers, etc. and have the requirement for M/WiEBEs and in this case we have Environmental Design Intl., a firm she has asked for more information on. She also noted Harza charges a sub -consultant administration cost. She said this was squeezing every cent orit of the people In our community and advocated sending a message that this $22,000 is an added cost arc one of many that could be reduced. She did not wish to pull this item; but felt the cost for this project was outrageous. Alderman Feldman agreed and shared her concern. Alderman Rainey noted her attempt to correlate the spreadsheet with the Change order and the inability to do so. Alderman Feldman said that even if everything is the best possible deal far the City, he felt it was time to have validation. He said he was not questioning Harza's qualifications-, t* just wished to know if there were other companies just as qualified and what they charged. Alderman a-Iney did not feel she had any information though it had been requested. Alderman Drummer recalled that the Committee had been through this be{ore; asking whether the rates were in line. The questions we new to ask are (1) are they getting paid for work they perform and (2) should they charge this amount for the work they are doing. Alderman Rainey felt herself capable of reviewing the chart and saying the figures do not work; and that she sees no reason why a sub -consultant administration cost should be charged. Discussion ensued. Upon voting on the motion to approve the Amendment Agreement #5 for Phase V e the Long Range Sewer Project, extending the term of the Agreement and Increasing the price by 5143.ODD, motion passed with Alderman Rainey voting nay. (5B) Agreement Amendment #5 (Phase Vlil with Harza Environmental - Alderman Ft=iney noted that she had the same problems with this item. Aldermen urummer moved approval; Alderman Moran seconded, Discussion: Mr. Figurellf responded to a question by explaining that staff would nvt have brought this item to the Committee if it did not think it fair and reasonable; that these fees are charged by all the engineering firms; and that staff provided all the information available. Alderman Moran asked if the figures in these Is two agenda items were in line with his understanding of the work done and were justified. Mr. Figurelli said they were, and in fact were lower than they should be. Some go back six-eigm months, he explained. He noted that Harza was looking at three phases at the same time rather than just cane, which saved money. k Alderman Rainey asked if Access Engineering is a wash; she was answered yes, it was a pass -through, when the contractor bills the City, that money is included in there. Alderman Rainey noted that everyth{ mr. Figurelli had explained was clear. However she felt the whole project is getting out of control; that sewer rates consume more time at the Council, but we never focus on the cost only on the payments. Nor. Figurelli noted information on other companies' costs and rates had been given the Council. Upon e Sewer Project, to extend he terto dm oirthelA Agreement and increase andn rice by $or 1491I of ,000. the otion passed with Alderman Rainey voting nay. g p y p (6) Resolution 12-R-00 - MFT Resolution for Howard St. Reconstruction Project - Alderman Feldman moved approval; Alderman urummer seconded. Alderman ururnmer asxeo about the area of the project. Mr. Jennings explained that our part of the project stopped at the CTA station. He noted there are two different projects both on Howard St. The project west of Ridge is a reconstruction of the roadway, with Evanston's share t1.6 million of the $3.8 million project. That is all we are spending there, as far as is known at this time. East of Ridge is a streetscape project, the reconstruction is not to the same degree, but is more geared toward sidewalks, landscaping, lighting, etc. Alderman Drummer asked the cost of this pro ect. Mr. Jennings said at this point we are guessing, because the project is just about to go to the hard design phase. Alderman Drummer asked if the S107,000 in MFFFT funds to be used for this project would im act on other things. Mr. Jennings explained this moneyis available and the best source of funds for this projetc. He answered that this would not impact any street resurfacing projects, and the money is available in the fund balance of the MFT. To Alderman Rainey 's questions, it was affirmed that traffic signals, with left -turn designations, are part of the project west of Ridge. Upon votingg to recommend a�provin the MFT Resolution by which the Council would authorize use of an additional $107,000 in MFf' Funds for this project, motion was unanimously approved. (7) Ordinance 146-0-99 - Increase in Fire Department Transport Fees - It was noted the proposed ncrease was from SIOU to y115 for residents' tees; ana trom y115 to N pu .or non-residents' ambulance fees. Alderman Drummer moved to recommend approval; Alderman Feldman seconded. Alderman Drummer discussed the idea that the average citizen believes he is paying for this with his taxes and the need to understand that taxes pay for fire services; only for transport was a fee charged. To i{iderman Rainey's question it was explained that resident or non-resident determination Is usually done through the Information obtained on the report; that the City's billing service bills the Insurance companies; that our collection rate is doing pretty well. To Aldermen Drummer, Chief Wilkinson said that there is an expectation that a reasonable percentage will be written off and that we are within that range now. To another question, the Chief confirmed that the increased amounts in most cases would be paid by the Insurance companies. Alderman Rainey was interested to see how many communities charge far more than Evanston. Alderman Feldman noted that his concern had been for those without insurance. Chief Wilkinson described the process of rebilling a number of times, beyond which we do not go. Alderman Rainey surmised that there were some insurance companies that were not paying. The Chief added that only seven of 91 Departments are not charging for this in the Chicago area. Upon voting to recommend approval of this Ordinance, for introduction, the motion passed unanimously. t8) Ordinance 12-0-00 - Increase in Sewer Rates - Alderman Drummer moved approval and recommended Scenario 6, (wnrcn would increase rates In FT Lt1D1 by 17%; in 2002 by 14%and in 2003 by 10%). Alderman Feldman seconded. Mr. Stafford noted this item was only for introduction this evening, to get the matter into playy. Alderman Drummer and Mr. Stafford discussed the original proposed increase, Scenario A, which was Z5X and 12% in the next two years; and Scenario C, which would have been a four-year increase of 12%, 10%, 10% and 10%. Alderman Feldman said he could support recommendation B. Upon voting to recommend Council approval of Ordinance 12-0-00, for introduction, with Scenario B as the amended schedule of increases, motion was unanimously approved. COMMUNICATIONS update on Police officer Hiring - The Committee accepted the report, Alderman Rainey noting that police officers are getting healthier. Report on Payment to School Districts per TiF Agreement - The Committee accepted the report. Report on Payment to Buck Comoanv ner Agreement -- The Committee accepted the report. Disposal of Surplus Copiers - The Committee accepted the memorandum, noting it was a good idea. Emergency Repair of Wheel Loader - The Committee accepted the Communication. Emergency Demolition Contract - 2005 Grey - The Committee accepted the communications; Alderman Kainey was pleased to see this accomplished. There being no further business, the Committee moved to adjourn at 8t42 p.m. Respectfully submitted,_- ---, s. Darlene E. Nilges �---� Executive Assistant DRAFT - NOT APPROVED X DRAFT - NOT APPROVED. i` `..Il.ltltl� ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of January 24, 2000 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: A. Berkowskyy, C. Brenniman P. Casey, AL Franz, D. Gaynor, S. Hunter D. Jennings, D. Marino, D. Nilges, D. Nilsson, AL Rubin, S. Sabir, W. Stafford, e. Walton, J. Wilkinson Others Present: Charlotte Omahundro, Bob Seidenberg, Bud Nesvig, Del L.eppke, Meredith Moses, Karl Newmeyer, Andrew Kenjler, Kristin Lunning, Jennifer Burns, Kirstin Swagman, Taylor White Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey, Chair, called the meeting to order at 7:04 p.m. APPROVAL OF MINUTES Alderman Rainey asked for a motion to approve the minutes of the regular meeting of January 10, 2000. Alderman Drummer so moved; Alderman Feldman seconded; motion unanfrnously passed. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA After initial discussion the Committee voted unanimously to place the following five items on a Consent Agenda for recommendation for Lity council aoprovai- (2) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 1/20/00 in the amountyti of y1,5Lb,uLs.75. (3)y City of Evanston Bills - Consideration of the City of Evanston Bills through 1/25/00 in the amount of (413) Demolition of 910 and 924 Church Street - Consideration of the lowest responsive and responsible Did from AU5 Maintenance for derwiition of these two sites (the Pineyard and the Hertz Building) at a cost of $36,840.00. (6) Traffic Calming Plan -Speed Bums - Consideration of the petition to place speed bumps in the alley located at ri u brown (west alley). (7) Resolution 4-R-00 - Lease for Apartment at Service Center - Consideration of this Resolution authorizing the Lity Manager to enter into a one-year lease agreement for the east apartment in the Municipal Service Center. Alderman Drummer moved to recommend approval of the above five items on the Consent Agenda; Alderman Feldman seconded the motion which was unanimously approved. (4A) Rental of Excavator and Loader - Referring to the report attached to this material, Alderman Moran asked what the term "No bid" meant. Mr. Walton explained that bidders sometimes send letters stating that they are not going to bid on the opportunity but that they wish to be kept on the list for the future. Some companies have a policy to send such notification. Alderman Moran pointed out that we have not received any other bids for this yearly item for four or fr-,e years. Mr. Walton found that it was not really rofitable for companies to haul their equipment over a Evanston for a month. He said this company asically does so as a service to the City; further, its prices are in line with other companies doing similar work in other communities. Alderman Moran noted S.E_S. Inc was a West Chicago company, which is not close. Mr. Walton said that the company also bids on the purchase of other equipment . They rent and sell equipment as a business. Alderman Rainey recalled when the City used to contract out for the whole job* renting and using City crews is a cost savings. Upon voting to recommend the lowest responsive anti responsible bid of S.E.S. Inc. for the rental of the excavator and loader for Parks/Forestry Ft Recreation at a cost of $18,600, motion was unanimously in favor. . (4C) Bid for Construction of Interim Levy Center - Alderman Drummer moved to recommend approval - Alderman Moran seconded. Discussion: Alderman Moran asked if all specifications had been laid out anti was answered yes. He asked about wiring for computer banks, etc.. Mr. Gaynor explained that this is an interim site for less than 18 months; Alderman Moran's suggestion to wire the site was being implemented at the new center on Oakton; at this interim site staff was trying to renovate at the least cost, though there x would be computers there. Alderman Moran asked the cost to run a pipe in the interim center. Cat was not known; Mr. Gaynor asked the purpose. Alderman Moan explained it would be for a bank of cer--puters for use by the seniors and connection to E-Tropolis, for however Fong the time period. He nctrd the Importance of Internet access to the senior community. Mr. Rubin said it would not be difficult to caz.-ect to E-Tropolis or to run a line; the question was do we hate the computers, hardware to hook up, es.' Mr. Gayynor said that this was basically a renovation, and whing could be dropped in any time. To Aloe. -man Rafney's question, Alderman Moran said the operational date for E-Tropolis was March 1. Aloerman Feldman explained that the money is designed to install those things necessary to fulfill the Levy Center programs, but that not everything would be included, Mr. Gaynor said the North Shore facilities, anc'=Wss programs at the "Y" and EAC are being looked at to handle some aspects of the Levy program. A:�Y^ ,►an Feldman did not recall whether what would or would not be included had been discussed. Aldermant is --they recalled that it was discussed in the sense that the plans were in the works and field trips to the si' were taken. She said the advisory committee had conferred as we([. She believed the kind of progrars which would be at the site had been discussed early on. To Alderman Feldman's question, she answered t:`._=: this would not have gone to Human Services. She noted that the owner of the site had done a significant amount of the interior demolition. Alderman Moran asked if staff could speak to the E-Tropolis people and sr-." ee the Committee a report. Mr. Rubin noted it is the expense of the installation over time. If we can do orte drop for five computers it will be worthwhile. Upon voting to recommend approval of the lowest respons: ve and responsible bid from G. A. Johnson Ea Son for construction of the interim Levy Center at a cost of $167,757, motion was unanimously approved. 5A) Change Order #1 - Church St. Plaza Maole Ave.)) Garage - Alderman Drummer moved to recommend approval; Alderman Feldman seconded. Uiscussion: Alderman Moran said he will support this Change Order, but his concern is that what is really being done is increasing the cost of building the garage b- half a million, and $400,000 of it is going to hauling odorous maaerials out of there. He said there was no the Committee could do on this Item, but suggested we might want to keep this in mind. Mr. Rubin Wald the dumping location refused to take the soil due to the smell, even though 40 pa es of documents showed that nothing was wrong with the soil and that it only needed aeration. He said we had 1285 truck loads to dump; they are being taken to a special waste facility and we are now down $20�0,000 from the original cost to remove the soil. He reported the soil would have to be moved someplace at some point in time, and that the tipping pit "was a monster" to get out. Alderman Moran noted that the pit only came to $53,000. Mr. Rubin reported that there was a three- percent contingency in the garage project. Alderman Feldman asked if those 43 pages had indicated the soil was not hazardous. Mr. Rubin confirmed this. To another question Mr. Rubin said the owner had the legal night to refuse anything, even with such documentation. He clarifies that the tipping pit itself extended 'under the fence," and that the reason the pit had to be removed was that four caissons had to go on this site. Alderman Moran said that what was being pointed out were Inevitables. He noted, however, that in negotiations for the sale of land, efforts can be made to share in the cost of any subsurface conditions. He counseled that this should not be forgotten. Mr. Rubin noted that • the City did six feet soil samples but the scope of the problem wasn't apparent. He said this bill is small, since this is not hazardous wastes. He said the price was negotiated down with O'Neil Construction, which made a bad situation a little better. Upon voting to approve this change order from W. E. O'Neil Construction, increasing the project price by $480, 7, motion was unanimously in favor. (8) ordinance 135-0-99 - General Business License - It was noted this Item had been held in Committee at the 1/10 meeting and that a ditferent document had now been developed. Alderman Feldman moved to recommend approval; Alderman Drummer seconded for discussion. Alderman Drummer was curious about the inspection costs the City incurred; he asked if the figures provided were accurate. Mr. Stafford said they were- the figures came out of the budget. Discussion ensued: It was asked if building code compliance had anything to do with the business license. Answer was that some portion of the fee does, but most has to do with rental apartments. To the question of what we are charging business people, Mr. Stafford noted if you take the fire Inspections alone, it's over $400,000; and we are still wellshortof recoupin3 that. Alderman Drummer noted if we are Inspecting a property every five years and it costs over $400 000 to do it every year, we are taking a beating on that. He referred to Alderman Moran's previous gbuestiron of how much do we really have to be doing? Have we talked about doing less? As an example, he rought up the long-term care issue which Mr. Stafford noted was a different type of issue. He saiditwas difficult eriottsh getting inspections tkrough the whole City every five years, let alone saying we can do less if the State fills n. Alderman Drummer clarified: he was asking, out of ail of this that we o, can we do less, if it is costing so much to do it and we must come back to every business in town to try to recoup some of the costs. In the case of long-term care, it was found the State was doing inspections and the question was why was Evanston also doing it? He thought it worth thinking about; he had no quarrel with the proposed $50 - $250 fees. Alderman Rainey believed the license process would provide helpful information for a database noting presently we don't know who does business in Evanston if they don't have a certain type of �Icense. Alderman Drummer agreed everyone doing business in town should be licensed, including landscapers who come into town and who we have no control aver. He noted, however, that no one is ever at 100% compliance. Alderman Rainey did not believe there was to be any inspection associated with granting a business license: one would pay for a license each year and would get inspected every five years. Alderman Feldman related that a community establishes licenses to serve a purpose. He had a business which he was glad the Fire Department inspected and informed him that his extinguishers were out of date. ltimately this saves people's lives, Inspectors are there to find something small before it turns into something big and hurts people. He said we are not duplicating what the State does In the Long Term Care . Issue, saying our requirements are more stringent than the State's. He said Evanston does this because we think the issues of care and staffing are important and must meet community standards. He said that although the efficiency of any inspection system could be argued, the reason for the system is good. If it's X ; a benefit to the community, we should not cut it, and Alderman Feldman felt a fire inspection is necy for these businesses. Alderman Rainey pointed out the purpose of this program wasn't to be malevolent; it was to iderd fy necessary improvements. it also gives us some leverage and provides us with information about bustrimsses In Evanston. Alderman Drummer clarified that we did reduce our level of inspections in tong Terirn Sane facilities after review of the State's inspections. Alderman Rainey did not agree. Dick (name not provided) of Dempster Auto Builders spoke: he said it isn't the price; the same V,7jp exempt tom pproperty taxes is exempt for this. He already paid a business license fee; would he halve to Pay twice? Mr. Stafford said this fee would replace the other. Alderman Rainey explained that: the Ordinance exempted those businesses otherwise liceroed by the State. The representative from Demcxzrr Auto Builders did not have a problem with paying. but would like to not have so many exemptions. Alderman Feldman noted that the major exemption is food inspections, and they are exempt because they are already payin a large fee. The fact that Evanston was not able to charge doctors and lawyers by State law was discussed. Mr. Stafford referred to section four dealing with motor vehicle repair shops, i be charged $150/year. One of the reasons is that the current license fee had to do with the numb*r of employees, he continued; the new fee was calculated to be close to that figure. This figure isn't under the square footage category. In response to a question from Alderman Moran, it was explained that businesses with a floor area of A to 3000 sq. ft., to be charged $50 made up 90 percent of the businesses; 3,000 to 10 000 sq. ft. (5150) included 5 to 10 businesses* and over 10,000 sq. ft. ($250) included approximately 1� to 20 businesses. Alderman Moran noted the rast meeting discussed comparable fees In neighboring communities. He was interested to learn that other communities had fees like $30 and $40. He did not like the fact that Evans= keeps coming in on top of the fee schedules in different categories. He was concerned if we were higher than neighboring communities. Mr. Stafford noted many other communities have flat fees; he is sure they are not recovering full costs. Alderman Moran pointed out that the problem with that statement is the competitive element and cost of doing business. He said we try to recover our costs, but what service do we render for these fees? Is this a value added to these businesses? In addition, if we continue to bur-p up fees, we continue to threaten our ability to be a competitive marketplace for business to locate and stay here. Mr. Stafford shared the concern about the competitive element. He would not suggest the proposed fees if he felt it would make businesses decide to leave. Alderman Moran noted no one will leave town for $150. He said the risk isn't an intellectual one; he discussed the emotional element when we keep putting in 10effect fee structures that are add-ons to all the others. Alderman Rainey summed up: she heard the business community tell us how unfair the old proposed rate structure was. Many however felt there should be licensing. Alderman Feldman had received four calls against the $200 fee, but willing toy $50. They were in favor of licensin They only wanted a fair cost. He cautioned we have to be careful about every penny we impose on business: it's a delicate balance and he felt staff and committee responses reflect that awareness. Alderman Drummer asked about not -for -profits (NFPs). Chief Berkowsky said NSFs are Inspected, including hospitals and long term care facilities, but are not billed. Alderman Drummer noted that both Evanston Hospital and Northwestern designate themselves as NFPs, and noted how long their inspections take. Mr. Stafford said that Northwestern wasn't exempt from food inspection and allied fees, but that there was no reason not to go back and look at that issue. Berkowsky commented that, regarding Northwestern and the hospitals a lot of time there is based on new construction, with the cost incurred based on the building permits. Alderman Drummer estimated that 90 percent of the smaller businesses paid for the time we spend in the large institutions. Alderman Rainey advised that we need to took at this separately as to legalityy etc. Alderman Moran amended the Ordinance to change the amounts of the fees from $50, 5150 and $250 to $30, $75 and $150 based on floor area. Alderman Drummer seconded the amendment. Vote was two ayes, no nays: motion failed. Upon voting to recommend this Ordinance to City Council with the above -stated amendment, motion failed with two ayes and two nays. This item will be reported on the Council floor. (10) Ordinance 9-0-00 - Modifications Regarding Installation and Use of Alarm Systems - Alderman Fe,'.dm,an moved to recommend Council approval of this Urainance (for introcluction). Alderman Drummer discussed this item's similarity to the last item. He said we are trying to encourage homeowners to secure their property, but that these alarms do go off falsely. He wished to understand how answering a false aL&rm is a cost any different than being called out by the homeowner phoning in. He said these alarms are in the course of the Police Department's (PD) work. He added that on top of that, one had to get a license to put in an alarm, had to pay the alarm company, (with this proposed Ordinance) if you have more than the two false alarms the City wilt charge you. He believed Northwestern was the cause of many of the false alarm and hoped tfiey were being charged. Alderman Rainey referred to the list furnished of the ten top violators. Alderman Drummer clarified that he was saying that homeowners are getting penalized for doing what the PD wished them to do: secure their home. He did not feel the individual homeowner's situation Eras the same as the Presbyterian Home and other large institutions, which should pay. Alderman Rainey said ttft is not a revenue -generating issue. She said when the PD and Fire Department (FD) make 6,000+ trios on false alarm calls, the people who need service may not receive it until the false alarms are answered- She said servicing false alarms is an extreme cost to the taxpayer. She noted we go out when a system is installed, and give a free second inspection also. At the third time they would be charged. Alderman Drummer said that we pay for police services when we pay our taxes. He said if he did not have an alarm, and called the PD they would have to come as part of the normal course of doing business. He clarified he was only talking about residential police alarms, for which he said the homeowner pays three times: for the X license, the apparatus, and the inspection, and then would pay for a false alarm. His concern did rat Include the NFPs' numerous false alarms. Alderman Rainey explained the purpose was to amend an Ordinance and that it can be further amended if someone wishes. Alderman Feldman would support that part of the Ordinance dealing with the tamer violators, but felt it difficult to cut the number of alarms by 50 percent. He said that technical devices --bd go wrong, and doubling the chance of a fine is too much to ask of citizens already paying taxes. He bo—Vtoe ed the large institutions could be bleeding us to death, and felt they had the resources of pay and shcsrd so do, or should put in systems that reduce the number of false alarms. Chief Berkowsky pointed out that- menst is unique about this Is that no one is exempt. He pointed out the crucial part of the Ordinance: the wryer part. Fie said we are really dealing more with instttutions and businesses, since people can request w3^"erS. He thought the Ordinance was effective. Lt. Nilsson noted that information on the provided chart src wed that since 1994 we have reduced by almost 1,000 alarms per year: with 2,000 units respondinry and between a quarter and a half-hour per call. We are only billing 19 percent now because of the cLrrent Ordinance's stipulation of four alarms, which means we are responding to 4,000 alarms that are not ge�g billed. With the change In '92, people pay more attention to false alarms and get them repairs- He explained that we send a letter at the third false alarm now, and the letter gets their attention soor.#-- and the alarm repaired. Many people do not even know their alarms are going off. A large reason fcr U1se alarms, he continued, Is human error: If we can get people to think about what they are doing and cx:ect it, we will cut down on the number of false alarms. Fees would be waived if it's shown people are trying to correct the situation. Alderman Feldman asked that a letter go out after the second as well as the third false alarms, and host the City be less lenient with waivers. This would put those with false alarms on notice. He explained !'4* If people have not repaired, the City will have given notice far In advance. Alderman Drummer asked the percentage of false fire alarms. Chief Berkowsky said one out of every two 911 calls results in sarrc type of emergency. The false alarms are usually good intent calls where someone smelled smoke, etc. Las` year, with 911 fire calls, he said 87 were false alarms 92 were actual fires. To another question, he ex;J=%ed we actually do not go out to Northwestern calls very much; they monitor their own system. Ont one building was charged for false alarms at Northwestern last year. Alderman Drummer stated the jci� of a fireman is to fight fires; of the police to fight crime. Regardless of hove the call comes in the =ust respond. Chief Berkowsky noted one difference with fire alarms: if not dependable people lose they in them. On system alarms many of those alarms can be eliminated and have been. Systems tha_ were problematic since '93 were replaced and numbers have come down dramatically since the Ordinance went into effect. To Alderman Drummer's question, Chief Berkowsky answered that the City does encourage citizens to install a system, through its building codes and, with large institutions, they are required to t-zve one. Alderman Drummer said citizens are trying to participate and deter crime. Alderman Rainey noted faulty systems cause diminishment of services to everyone else. She said that the instinct to call 911 w4hen fearful is different than a mechanical failure of a faulty alarm that generates false alarms over and over. Chief Berkowsky said we would never have an Ordinance that discourages someone from calling 911. We are dealing with mechanical systems that are old and that don't work. Alderman Drummer said the marber of alarms that came into the Department from actual fires through this system should be evaluated, and a value placed on that. Lt. Nilsson said that of 5,100 alarms last year, 246, or less than five percent, were legitimate. 95 percent of the alarms we respond to are false alarms. Alderman Drummer believed this item needed discussion as to the issue involved. Alderman FeldT= appreciated the FD's efforts to reduce the number, and agreed with Alderman Rainey's assessment tha: this was a matter of behavior modification, which applies to homes as well as businesses, to fix a faulty warm system. He asked the percentage a plicable to homes. Chief Berkowsky said it was still a small percentage of residences that are ever chargedpa fee: we give them a card when we go out which contains a ware-.ng. Alderman Feldman supported increasing the fees and reductions in number of false alarms for the Urger users. He would like to see an educational program and warnin letters to reduce false alarms on the looser end, instead of reducing the number from four to two. He asked what the inspection fees were and the proposed fees. Chief Berkowsky said fees would go from $125 to $250 for first inspection. Asked the reason, he said contractors did not pretest systems: they would rather pay $125 and not pretest which leads to faulty systems being installed, It was noted quite a few contractors who install systems are from tort of town. Idyerman Feldman asked if that cost was passed on to the homeowner. Chief Berkowsky said this situation happened with large construction projects; we don't inspect single family homeowner installamm. Alderman Rainey suggested the installation of a fire alarm system was similar to a new electrical systern and should be part of the building code inspection and fees. Alderman Feldman believed there was consensus to support the part of the Ordinance dealing with the larger users, but not to support the increase in residential owners, and support for increase In inspection fees. He made an amendment: to eliminate the Increase for small violators, but that an educational warnin_9 letter be sent out with all the reasons they need to attend to this, informing that there will be a fine after the fourth time. Two such notices wid be given before their fourth false alarm. Also, along with these letters, the waiver policy should be rnore stringent. Lt. Nilsson said the letter is already customer -friendly and informational. We are trying to become more effective. We are already efficient at handling alarms. Fire and Police want to go aLm on alarms that prove bonafide. Alderman Rainey asked if it was agreed that someone with 26 false alarms a year has a faulty system and needs to do serious work and might need to be shocked into it. Another part of the amendment was that the rate structure be revised to 50 for 1 - 4 false alarms; $100 for 5 - 25; and S500 for 26 - 75. Alderman Moran asked if those people who are the greatest difficulty had been r>o�ed of this proposal and was it discussed with them. Chief Berkowsky said absolutely, especially #1 on the fire list, who had been dealt with for the past eight years. Voting in favor of the amendment, motion was unanimous. Voting on the motion to recommend the Ordinance with the fees as amended above, for introduction, the motion was approved unanimousty. ITEMS FOR DISCUSSION APw1 - knerav business Partner RFQ - Alderman Rainey asked that members of the Committee communi=e with the Energy commission before the next meeting, and that the Commission return on February 14 to discuss this item more fully. To Alderman Drummer's question, it was explained that at this point the cost Is not known. COMMUNICATIONS Fire Department Monthly Report - It was noted that there were $1 000,000 in losses from fires this mania. Alderman Rainey pointed out that this is why properly working a(arms are so important. Enerev Commission 1999 Report and 2000 Work Plan - Alderman Rainey commented that this was one of the best citizen commissions we have, and recommended this type of reporting for all commissions. CITIZEN COMMENT Mr. Nesvig of the energy Commission, instead of goin through the whole report cited above, em hastd the importance in the 2000 Work Plan of two items: ?1) Particue ipate in and review efforts of City Technical Review Group in the three areas listed below through involvement of two Energy Commission members in the group, Del Leppke and Rudy Wolfson: (a) monitoring and evaluating ComEd's performance, on a quarterly basis, in iimplementing the Franchise agreement including all construction projects; (b) Assessing duration, frequency and causes of outages and efforts to address them by ComEdi(c) Issuing quarterly reports of findings. (2 Create a semi-annual report for the public concerning mprovements to the distribution system and recent reliability experience and recommend using public relations consultants, which he said had been consistently requested. Alderman Rainey said that everyone wished to get this information out; there weren't funds to scrape together to do so. She agreed it was very important. Mr. Nesvig commented on this ongoing situation as to the energy policy. The Commission will deal with this Item, which has lain dormant for some time. Mr. Leppke addressed the RFQ, saying it wouldn't be wise to start with a limited time to discuss tonight. He commented following this path could result in requests for hundreds of thousands of dollars and would need discussion. Alderman Moran wished to thank Del and Janet Hoffman for all the good work in negotiating the franchise extension, noting we could not have done as well as we did without their strong contribution. Mr. Nesvig noted the February 2 Energy Commission meeting and said he'd like to go ahead with Phase One of the RFC, which would not cost any money, but would get the information out to potential partners. Alderman Moran would like to learn of the entire deal. Alderman Feldman noted the length of time they had already waited. Alderman Rainey interpreted that this would only be an information seeking effort. Mr. Le pke thought a full discussion was important. It was agreed that this matter will be placed at the beginning of the next ABPW meeting for discussion. COMMUNICATIONS. CONTINUED Harza compost uperations Plan - The Committee accepted the report. Emergency Purchase of Additional Sewer Lining Services - The Committee discussed this purchase for Custer Avenue, between Monroe and Reba. Cable Report - The Committee accepted the report. Report on Church St. Plaza - The Committee accepted the report. Alderman Feldman moved to adjourn; Alderman Moran seconded. Motion passed and the meeting ended at 8:40 p.m. Respectfully submitted Darlene E. Nllges Executive Assistant 0 DRAFT - NOT APPROVED DRAFT - NOT APPROVED • MINUTES ADMINISTRATION & PUBLIC WORKS COM;1iI-1TEE Meeting of January 10, 2000 Members Present: Aldermen Drummer, Feldman, \loran and Rainey Members Absent: None Staff Present: A. Berkowsk , C. Brenniman, P. Casey. P. D'Agastino. Z Edwards D. Galmor, H. Hill, S. Hunter, D. Jennings, K.'Leyendetker. D. Marino, Nibs, S. O'Sullivan, 11. Rubin, S. Sabir, W. Stafford. D. Stoneback, C. Waltnm, J. Wilkinson Others Present: Charlotte Omahundro. Bob Seidenberg, Jonathan Perman, Bud Nesvigr Dan Cawlev. John Cawley Troy Thiel, Steven Scheiber-. Kirstin S►va man. Irene Bahr, !lark Fischer, Tudith Rogers, Taylor White, Mck Steinberg,-Dlck Peach, Deepok Patel, Dilip Patel, Vinad Patel, Roman Patel, Sanu Nair Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey Chair, called the meeting to order at 7:09 p.m. She explained that, due to the many Items on the a enJu, many items ►vould be paced on a Consent Agenda. She announced that she would need to leave the meeting for a time to discuss an Item on the Planning & Development agenda - APPROVAL OF ;MINUTES Alderman Ralnev asked for a motion to approve the minutes of the regular meeting of November 22 and the notes of the meeting of December F3, circumstances necessitaifed by the lack of a quorum at the December meeting. Alderman Feldman moved approval; Alderman Drummer seconded; motion was unanimously approved. 0 ITEMS FOR CONSIDERATION ON COUNCIL AGENDA Ari.... I..W/ l r41—ic"nn thn iinmrnitlnn vntn.l trnnnimmrciv tr (2) estve PavoPA — Consideration of the City Payroll throu 12123 99 of 51,5 9,190,5 the Payroll through 1/6/00 of S1,590,183.50; and the City's Sick Leave Payout through 12123I99 of S429,679.85. (3) City_gf Evanston�lls — Consideration of the City of Evanston Bills through 1/11100 in the amount of S2,819 323 55, Incorporating two Bills Lists, one through December 22 and one through January i I. As art of the City's contingency plan for Y2h. a bills list was prepared riot o the Y2K event. Therefore, the combined fetal represents the City's bills fro12715199 through 1/11/00. At this point Alderman Rainey left the mee(in to join the discussion in Planning & Development. Alderman Drummer took over for &r. (46) Repairs ,pt�lis�tdqrters — Consideration of the lowest respponsive and responsible 6bid from Kov lic Constructionfor masonry repairs costing S39,124.00. (4C) Tilrge-Ygar Coti1_racl r�lgsurarice — Consideration of the lowest responsive zed responsible bid from FM Global for a three -}ear contract to provide property, fidelity and crime insurance for the City of Evanston at an annual cost of 5135,551.00. [41)) Pro op sal f r Architectural Services for Beck Park — Consideration of the proposal o(JJR inc. to provide these services at a cost of 545,760.00. item will require a 2/3 majority vote. (4E)) Pnposal for Architechlral Services for Burnl am -ind Alexander Parks — Consideration of the proposal ofThompson Dyke BSc Assoc. to provide these services at a cost of S43,765, Item will require a 2/3 majority vote. (4G) Qjmte fpr V& Parkinn Serviced — Consideration of the low quote to provide T-zlet par in services from System Park ng Inc for the Research Park parking lots at a cost of 51,263 71 per week. (SA) Contract Amendment #1 with Harza Engineering — Consideration of Contract Amendment #1 with Harza Engineerin Co. for the design of Phases VIII, IX and X of the Long Range Sewer Program for no change Fn cost, to extend -the completion date. (513) a — Consideration of Change Order tt t with T.J. Lam rec Construction or Phase %', ontract C, Long Range Ses.er Program, reducing the contract amount by $299,702.27, and extending the completion date. (5C) Clmaq Qrder #§ with a — Consideration of Chan a Order #6 with T. J. Lambrecht Construction for Phase Vil, Contr2ct C, Long Range Sew er Program, redadng the contract amount by $175,005.78, and extending the completion date. (51)) Change Order #1 with Civil and Engineers — Consideration of Change Order #1 with Civil Contractors and Engineers Inc forte Greenwood St_ water main repExcement, reducing the contract amount by 551,037.00. (SE) Chouge Qrder #1 with 1 a —Consideration of Chan,Order #1 with Civil Contractors and En sneers Inc. forte Crawford Ave. ►w•ater main replacement, reducing the contract amount byV,452.40. accept the of Audt�(allfedeglq ral funds received as part of the annualtion to audit approve and grAd 3Z-0-99 — Decrease In Class It Lich — Consideration of this UOrinance, for introduction, to decrease the number of Class li liquor licenses from 2 to I due to the change in ownership of Evanston First Liquors. Ordintinge -0-99 — 1 — Consideration of this WTI nonce, for intro uctfon, to increase the number of Class H liquor licenses from I to 2 due to the change in ownership of Evanston First Liquors. It was noted that items (10A) and rIOB), decreasing and increasing Class J Liquor Licenses, were withdrawn at the request of the petitioners. 82) Ordinapce 6-0-00 — Authorizing Negotiation ate — Consideration of this rdinance, for introduction to authorize the City Manager to negotiate the sale of 100-122 Chicago Avenue and authorize publication of a notice of intent to sell said property. Consideration othis rdinance, for introduction, to authorize the CPollutignity to borrow funds as stated above for Phase VIi-H of the Long Range Sewer Program. (14) Ordinance 8-0-40 — Auffigr alion to BorrQ w• Fundj from IEPA Water Pollptiiln Reyolviag Loan Fund — Consideration of this Ordinance, for introduction, to authorize the City to borrow funds as stated above for Phase VIII of the Long Range Sewer Program. Alderman Feldman moved to recommend approval of the above 1S items on the Consent Agenda; Alderman Moran seconded; motion was unanimously approved. 0A) Vill. Contract A. Long Rangg Sewer— Alderman Feldman moved to recommend approval and Alderman Moran seconded. Discuss on: Alderman !Horan referred to the letter from I larza which su jested that the City review the bid of Jay Dee Contractors for Phase VIII, Contrret A at a cost of $8,99V,274.00, reviewin as to its responsiveness. lie did not find any, indication that the bid was not responsive. Mr. StouebaN explained that the City also did not find any indication of unresponsiveness, nor any problem in regard to M W1EBE requirements. lie said that this recommendation Is a standard one that is placed in Ilarza's letters. Upon voting to recommend approval of this lowest responsive and responsible bid, motion was unanimous. The item ►► II be placed on the Consent Agenda. �7) j esnhition 3-R-00 —T}F Revcnue Sliming A reement ► ith Scjtool Districts =65 & #202 — Alderman cldman was interested in whether Cite agreement stated that the City will examine on a yearfv basis all TIFs as to their ability to contribute to the school districts. He believed the Ian uage to b�e in the agreement, but wished ii to be understood to be part of the intent. Mr. StaffM referred to the requisite language on page three. Alderman Feldman noted the importance of the City sharing with the Districts its rationale for the basis, whatever it is, regarding the expenses, commitment and income of each of the TIFs. Mr. Stafford noted the Ianl;ua ge speciflcaliv states we have to provide information to the districts and explained this language is en (lie TIF legislation. It was believed that it need not also be in the TIF agreement due to its redundancy. Alderman \loran asked, under the TIF legislation, if we have a surplus in funds after the TIF terminates, whether the funds are returned on apro-rata balls to the other taxing districts; further, if the return is general, not restricted. Air. Stafford agreed, and also explained that the money is given to Cook County for distribution to the taxing districts. Alderman loran asked as to the specific conditions to the early release of the funds, specific to the ox I inter overnmental agreement. There Is reference to the fact that there can be earl)- relcuse .uf funds, such lands to go for vocational education only. As Alderman Moran read the conditions ua ;uxge two, . it seemed to suggest the funds can be used for the cost of job training and career cducatiotL Leading directly to emp ovment. Going on, It stated that the cost has to be related to the additional Job, graining for persons employed or to be employed in a redevelopment project area. He then referr_ d to the specifics on the number of employees to be trained, etc. Alderman Moran said this seemed tu, suggest that employees or potential employees of businesses in the TIF districts should be trained vvkb these funds, and that there should be established and maintained additional job training, or an e.i-,panslon of the number trained, and that such training would lead directly to employment.. lie thadrnbt the passage seemed to su est the funds would be Isable for job training, but had some c uestions of how usable they mould be�r District #65. lie said it seemed to sug est the , should be used s ic:U7x:aRv for advanced job training for those to be employed soon or already emp�oyed in the TIF I�istricxs. -Nir. Stafford explained that the interpretation the City received from Bill Rvan is broader Phan that. lie noted that's one of the reasons that (lie appendices required both schoof districts to delineate specific programs. lie said Rvan's interpretation is broader in that it is related to the TIF district but also to lobs emanating out of the TIF districts should the TIF district generate other businessses. fie said this will include all the TIF districts; therefore we are talking about jobs near the TIF district_% but also tangential to them, which pretty much means the whofe City. since the TIF districts are spread throughout. Alderman Moran asked if it were possible to hare an additional clause in the agreement to prewide for a report related to the use of these funds and identifying who was trained and whether they a�rrt jobs. Mr. Stafford felt the onus becomes onto the City in terms of our ability to justify flint. Alderman Rainey returned to the meetingat this point. He said that it was felt better to be the responsibility of the schools to provide that, rather than have it placed in the agreement that the City must have that. Alderman Horan said the agreement calls for the Issuance of a lot of nione • and a reporting element did not seem to put an onus oil anyone. Mr. Stafford discussed the multiple taxing bodies isat could lay claim, and the desire to limit such to the two taxing bodies in the agreement. Alderman Moran said we have the opportunityito issue almost half a million dollars for vocational training. lie said the high school has had a mrajonitiative in relation to this, and he did not know where that was at. He was happy to vote for (he contribution for the high school's use, and to some degree District #65's use, for vocational training, but wished to know it is money well spent. fir. Stafford reported flint both legal counsel and bond counsel advised against putting this in the agreement. Alderman Feldman asked if (lie TIF money ►►as given 465 and #202 to support job training programs, could the districts not take the money they had already budgeted for that and apply it to some other part of their budgets. ,Mr. Stafford said they could not; under the agreement it has to go to specific places. Discussion continued as to the TIF funds being committed; but whether the districts could take their own monev and use it as they wished. Alderman Feldman noted language (lint referred to "Includingbut not limited to." Ile asked If this referred to the only place these employees could go to bras the TIF district the funds are coming from. Air. Stafford explained the broader Interpretation being a plied. Discussion on thelirasing of "but not limited to" ensued. Alderman Feldman asked, under that broad interpretation if one were to instruct seventh or eighth raders in critical readingg, problem solving, math, etc., would that be supportive of TIF funding. MrAtafford said that it woitlti, and that there was precedent on this, includinry anything related the computer skills, etc. Alderman Moran focussed on the statutory langua#,�e, sming he could see that people could develop some breadth in interpretation, but his readinti is that these costs, to be ell ibfe, must be related to establishing, and maintaining of additional training; for persons employees or to be employed by employers located in the redevelopment roject. Ile concurred that the project area could mean spinoff emplo; ment opportunities. What he did not think it meant was that these costs could be for other than additional job training,. The notion of vocational training at the high school was a very big issue, lie said. lie recalled a subcommittee of the EDC some years ago of which he was a member: it met with emplovers around the city about economic development issues. It was discovered that light manufacturers in Evanston do not draw from Evanston for employees, but must to the far western suburbs. lie said We [lave a lot of young people who could do well to g,yet those jogs; if we can adopt a Folicy to spur that kind of employment lie was all for it. Ile did not clink this statute contemplated aking 5400,000 and supplementing; the schools' general budgetan• needs to free up another S400,000 for them to spend any ►vay they want. Alderman Drummer clarified that )'ou are looking for additional job and vocational training. not a replacement of existing funds. Alderman Feldman said the Economic Development Committee heard a representative from the school district indicatin 7 that #202 was tailoringeducational opportunities for students regarding local If lit manufacturers. le ►vas not suggesting tat the program [night not need help or img� rovemcnt, but with an Individual in #202 telling us that they have gone as far as they can go, he would not impose additional re uirements. He said it has been repeated over and over that programs have been set up in response to local manufacturers' needs. Alderman Drummer said Alderman Moran's points were well taken, but in defense of the high school he felt there had been some major changes after those meetings. lie said many young people are working In programs there with groups such as Felpro and US Robotics. He felt the agreement should say we agree, and we want you to step it up and get into vocational training in a bi way. Alderman Ralnev's concern was that this money w not be used for beginning something nessUch7means more • personnel. which gets us into trouble. `Both districts state that they have wonderful programs that are not fully funded. This money swill help do that. For that reason, we oucyht to work vvith therm, she advised; adding that vocational training has been a huge issue for years. t pon voting to recommend approval of Resolution 3-11-00, Revenue Sharing Agreement witli the School Districts, motion was unanimously approved. Alderman ,Moran su��Qested that a statement be made at (lie Council meeting. relating to the discussion in the Committee this evening. 8} 5-i)-99 — G.g�ra1 Business t jce c_� — Before citizen comment, Alderman Rainey said t was mportant to note that members of the Council and staff have some concerns with the Ordinance, and that several tweaks are being made to it. Mr. Stafford was asked to speak to this subject, which Alderman Rainey felt could resolve some concerns. Mr. Stafford explained that the Ordinance was to add businesses not licensed by the City, and also to Improve police powers. He said that presently half the businesses in Evanston arc not licensed, which hampers our ability to regulate them. Regarding olice powers, Ire said if a vendor is in violation of cigarette or drug laws, ►vc could shut them dos►n. �� ith the Ordinance, we could also regulate outside businesses that Vct permits and conic into Evanston. The Ordinance would also be modernized to recover the City s costs better, he continued. In addition. he said this will bring a better format to the businesses that are not regulated. He noted governments, non -profits and home -based businesses were omitted from the Ordinance. lie said the Chamber was interested in looking at licensing,some of the professions, but we are not allowed to do so under State statutes. We have tried to coornate so that we have not "double hit" businesses such as those already receiving food inspection licenses. Fie reiterated that sve would have the ability to close businesses 'quick]), in cases of health or safety issues. Fie sug ested the need to come back In a year to look at some of the miscellaneous businesses out there. He saig a S200 across-the-board fee was initially suggested, but after further discussion, It isms suggested a tiered fee approach be used, based on square footage. The Fire Department concurs that costs are related to size: a small store may take half an hour for Inspection, larger stores may take I%: hours. lie discussed Wilmette's tiered fie structure be inning at $25, and said a revised Ordinance could be drafted for next time, but that it ►vas suggester�the Issue be finalized in order to get bills out by February's end of fiscal year. Alderman Rainey called on Mr. Steinberg, ssho appreciated Mr. Stafford's remarks, especially • pertaining to tiering. lie advocated that a small store not pay as much as a large store such as Home Depot. He noted some smaller businesses are hurting. and 200 would be very onerous. He suggested keeping the small owners at S35, with the larger ones making up for it. Troy Thiel read a statement from Judy Steel, owner of Wild Child, who could not be present. She pointed out the concern with the high amount of the fee. Ms. Steel had polled seven municipalities, all of which were significantly lower than Evanston's proposed fee, and most were not flat fees. The exceptionally large amount was the concern for smaller business In Evanston, and that Wild Child and other small businesses would be forced to make difficult decisions to remain In Evanston. Alderman Rainey asked tier. Thiel to share with tits. Steel how successful her letter was. Mr. Thiel said the Evanston Small Business Assn, had voted to ask for significant reductions in the proposed fees; and pointed out that small business was not the cause of the problem, but wishes to be a part of the solution. It was suggested that a database he generated. Alderman Rainey noted the database which the general business license would provide. Alderman Feldman said Mr. Thiel's and Nf r. Steinberg's comments were well received. He said the criteria goes beyond what the competition Is. It has to do with what Is reasonable right and fair. It felt fair (lint someone with a small husiness not pay as much as Home Depot. Mr. Thiel said we definitely need your help for Evanston's economic development. lie noted that there is a community Identity based on (lie businesses in Evanston, and you cannot trade that in for other kinds ofbusinesses tomorrow. He said we businesses need a better relationship and better dialogue with the Committee. To Alderman Drummer's question, Mr. Stafford said that we inspect many more businesses presently than we have licenses for. We try to inspect all businesses in town. Fart orthe problem Is the cost, lie appreciates the costs in neighboring communities are lower and do not cover their costs, but he was trying to cover costs in Evanston. To another question, he explained that costs were mostly for rare and food inspections. Alderman Drummer asked the frequency of inspections; `Ir. Stafford said once every five years, with new businesses right away. Alderman Drummer calculated that a business payin S20D per year and getting Inspected every five years In effect paid SI 000 for its inspection. Ile sail most merchants did not mind a $25 fee, heir. Stafford said that it is still costing us about $400,000 a year to do our fire inspections, and pointed out they provide information for our GIS system that goes far beyond the inspections. Alderman Drummer appreciated the intent of the Ordinance, but was speaking for the small businessman (Alderman Rainey added "businesswoman"). lie felt they would be happy to give S25/year for an inspection every five years. He asked if outside contractors had to have a permit to do work in Evanston and was told yes. Thev would be covered under the Business License Ordinance as well. Alderman Rainey thought the Ordinance extremely confusing and felt it needed to be cleaned up before it is Introduced. Alderman Moran said numerous businesses should be on our records and inspected. but he did not find an inherent value to add businesses to regulations. tic does not wish to regulate anyone who does not need to be regulated, nor char�e them a fee if they don't need to be regulated, or If we don't provide a service in response to the fee. a feels this approach is heavy handed, and suggested w c need a licensing scheme for gardening companies if there are problems with leaf blowing. or places with many drug buys. Ile did not wish to adopt abroad Ordinance when there might be only a fern places ►witli drug buys. He supported recovery of costs, but the first question w should not he how can e charge someone a fee to make up our cost in revenues: costs must be examined to see if they are justified. lie said it might be that the one million plus was money- well spent but he had no basis to make that judgement. Regarding the estimated $140.000 in revenue: he viould rather rind ways to reduce costs by Mat amount. Alderman Rainey, did not wish to live in a community which did not provide for inspections, noting the costs for those services are real. She is for spending more for building and health inspections. Alderman Feldman said whatwe want is a safe community; lie did not think a S25 fee for a small business is onerous. lie noted the difference regulation and pplacing� a burden. He asked Mr. Stafford If lie had not reviewed the number of employees necessary to do those inspections. Mr. Stafford had done so. Alderman Feldman hoped this item would be held and brought back with a fair Ordinance With a differential between the sizes of businesses. Ile advocated there being a big difference between small and very large businesses. Alderman Rainey announced that this item ►sill be held in Committee. (11) Ordinance 3- _ Licenses (12opilnic6's Foods, Dempster and Poft: Alderman Drummer moved to recommend approval of this Ordinance, for introduction. Alderman Feldman seconded. Irene Bahr, dark Fischer. and Judith Rogers of Dominick's introduced themselves and offered to answer any questions. Alderman Feldman asked if they were familiar with Cityy requirements to have separate sections for liquor and non -liquor. They answered ves. He w•eicomed them to [lie community. A floor plan was given to the Committee to review. It w-as noted Dominick's had not had a liquor violation in Evanston in 22 years. Discussion ensued concerning corporate policy and special training and their policy of termination of employees who sell liquor to minors. Alderman Drummer explained that throubh the years there has been opposition to selling liquor on that corner. ,Neighbors initial reaction was negative when coolers for selling chilled liquors were suf;gested; that plan was changed, and at this time there is no real opposition to selling warmppoint-off-sale, though there is still sonic concern about the nearness of the high school. He was glad to liear of the trahtin and asked if other Dominick's stares near schools had restrictions on the hours for • liquor sales. No o6ter stores scheduled hours based on bein near schools. tits. Bahr noted the issue had been discussed with the Liquor Control Hoard and the A ayor, and she assured DomInick's would be on top of this Issue. They will be happy to work with Evanston. Alderman Feldman said this was a stretch for the community and for Evanston, and the reality is something you will create. He noted we have come a bit further than usual, based on the work Alderman Drummer did and the community's acceptance. Ile ur ed Dominick's representatives to do the things they had promised. The representatives concurred. Alderman Rainey noted the Jewel on Howard Strict had a full liquor license, and there had been many concerns of neighbors. Because the Jewel was very vig�slant, they have never had evidence of problems. She was sure, ►►itli (lie license administrator ana manager present tonight that Dominick-'s would also look out for any problems. It was clarified that the initial opening date Wcbruary 20 has been changed to April 13.due to construction problems. Upon voting on the motion to recommend approval, motion was unanimously in favor. ClTl7Eti COMMENT Bud tiesvig of (he Energy Commission invited the Committee to the 7:15 Tuesday morning meeting to hear Brifan McIntosh. administrator of winnetka's electrical system, who ►will speak on the Winnetka operation. Alderman Rainey suggested scheduling at a more opportune time than early morning following a late Council meeting. The Committee's meeting's audio -tape will be available. Ms. Omahundro outlined her concern with the regulation of businesses coming into Evanston from the outside. She said thousands of such businesses are called by residents to do jobs in Evanston. S�O�N-INILINICATIONS Update on Polite Officer Hiring — Alderman Rainey noted the same six vacancies exist, with the Civil Service Commission working everishty. She said the Committee encouraged them to work harder. There being no further discussion, the meeting dispersed at 8:33 p.m. Respectfully submitted Is Darlene E. Nil ges Executive Assistant DRAFT — NOT APPROVED 0 DRAFT -NOT APPRONMD MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of January I0, 2000 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: A. Berkowskv, C. Brenniman, P. Caseyy, P. D'A.gostino 7-Edwards. D. Gaynor, H. Hill, S. Hunter, D. Jennings, K.l.eyendreker, b. Marino. D. Nilgts, S. O'Sullivan, M. Rubin, S. Sabir, W. Stafford, D. Stoneback. C. Walton, J. Wilkinson Others Present: Charlotte Omahundro Bob Seidenberg, Jonathan Perman, Bud Nesv-igw Dan Cawlev John Ca-wlev, Yrov Thiel, Steven Scbelber Kirstin S'A'2gM2n, Irene , Bahr, Mark Fischer, Judith Rogers, Taylor N%-hite, Mck Steinberg, Dick Peach, Deepok Patel, Dilip Patel, Vinad Patel, Roman Patel, Sanu Nair Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey. Chair, called the meeting to order at 7:09 p.m. Sbr explained that, due to the many Items on the agend.. mane Items would be paced on a Consent Agenda. She announced that she would need to leave the meeting for a time to discuss an item on the Planning & Development agenda. APPROVAL OF MINUTES Alderman Rainev asked for a motion to approve the minutes of the regular meeting of November 22 and the notes of the meetin g of December 13, circumstances necessitated by the lack: of a quorum at the December meeting. Alderman Feldman moved approval; Alderman Drummer seconded; motion was unanimously approved. CONSIDERATION ON COUNCIL AGENDA jgctscion. the C'oulmitfee, votiZ41 ut1animQW1%, to nlpe the [g1lowini* ciebtegn items on a (2) v v -Consideration of the Citv Pavroll tlirou 1'_/23199 o $,5 9,190.5 the 1'avrol[ throug 116/00 of S1,590,I83a0; and the City's Sick Leave Payout through 1253]99 of S429,679.85. (3) City of Evan ])jll4 - Consideration of the City of Evanston Bills through 1111100 In the amount of Sl; ,819 33.55, incorporating: two Bills Lists, one through December 22 and one throe h January 11. As part ol`the City's contin ency plan for Y2K, a bills list was prepared prior fo the 1'?K event. Therefore, the combined otal represents the City's bills from 17JI5199 through U11100. At this point Alderman Rainey left the meetingto join the discussion in Planning & Development. Alderman Drummer took over for 1r. �4B) Repairs to PQllce lleaOquarAgn - Consideration of the lowest responsive and responsible 311d from Kovilic Construction for masonry repairs costing S39,124.00. (4C) Three-�'ear_Consideration of the lowest responsive and sp reonsible bid from FM obal for a three-year contract to provide property, fidelity and crime insurance for the Citv of Evanston at an annual cost of $135.551.00. 4D) jar posal for AL&I(ectura( Service�Lr sv1 )'grl; -- Consideration of the proposal of JJR ne. to provide these services at a cost of S45,7600.00. Item -sill require a 2/3 majority vote. '4E) Propos. -'' a - Consideration of (lie proposal o •1 hompson Dyke & Assoc. to provide these services at a cost of S43,765. Item will require a 213 majority vote. (4C) Quote Valet Parkint�cr.ices - Consideration of the low quote to provide valet • ar •in services from System Par ing Inc for (lie Research Park parking lots at a cost of 1,263 21 per week. (5A) Contract AnLVRd ent #1 with Hat7a Engineering - Consideration of Contract "qqq Amendment #t with Ilama Engineering Co. for the design of Phases VHI, IX and X of the Long Range Sewer Program for no change in cost, to extendthe completion date. (513) Cjmngg Qrder #4 ► — Consideration of Chan a Qrder #4 w9th TJ. Lambrec t Construction or Phase V. ontract C, Long Range Se►►•er Program, reducing the contract amount by S299,702.27, and extending the completion date. • (5C) Clonge OL&r #P ►►•l — Consideration of Change Order #6 with T. J. Lambrecht onstruction for Phase V ! , Contract C, Long Range Sewer Program, reducing the contract amount by S175,005.78, and extending the completion date. [51)) with ►' — Consideration of Change Order 1 w th viI Contractors and Engineers Inc for the Greenwood St. water main replacement, reducing the contract amount by S51,037.00. (5E) `e Order #1 with Civil— Consideration Of Change Order ►v t i iv #1 il Contractors and Engineers Inc. for the Crawford Ave. water main replacement, reducing the contract amount bvS25,452.40. citfaealConsideration sccuasrtrecommendation ntdtpoese andacept the Single Audit of all rfunds redpaothe annual uiprcs RA) rdi once 13,1-0-P9 — — Consideration of this Ordinance, for introduction, to decrease the number of Class H liquor licenses from 2 to I due to the change in ownership of Evanston First Liquors. (9B) 14-0-99 — Iperegse Ifl Class i— Consideration of this Ordinance, for introduction, to increase the number o lass H liquor licenses from t to 2 due to the change in ownership of Evanston First Liquors. It was noted that items (10A) and (1013), decreasing and increasing Class J Liquor Licenses, were withdrawn at the request of tic petitioners. {{12) � 6-0-90 — ti a — Consideration of this Ordinance, for Tntroduction to authorize the City Manager to negotiate the sale of 100-122 Chicago Avenue and authorize publication of a notice of intent to sell said property. , I3) 7-0-90 — Anth_o[i7.alJonlo BQrraw Funds m IEPA Wnter eollution Miming — Consideration of this Ordinance, or introduction. to authorize the City to orros fundsas stated above for Phase VII-1I of the Long Range Sewer Program. 14) Q�Sn;incs R-t7-�}fl -- Authnr17a4ili►L 10 BorrQ►► runti� fritm [SPA Water [on ReXolving Consideration of this Ordinance, for introduction, to authorize the City to orrow funds asstlated above for Phase VIII of the Long Range Se►►er Program. Alderman Feldman moved to recommend approval of the above I8 items on the Consent Agenda; Alderman Moran seconded; motion is -as unanimously approved. (4A) Bid for Pliase VIll. Cqptract A. Long RatigeScvygr Project — Alderman Feldman moved to recommend approval and Alderman Moran seconded. Discussion: Alderman Moran referred to the letter from Ilarza which su ested that the City review the bid of Jay Dee Contractors for Phase VIll, Contract A at a cost of S8,91Y,274.00, revie►►•in as to its responsiveness. Ile did not find any Indication that the bid was not responsive. Mr. StonehaN explained that the City also did not rind any indication of unresponsiveness, nor any problem in regard to llt/NV/EBE requirements. He said that this recommendation is a standard one that is placed in liana's letters. Upon voting to recommend approval of this lowest responsive and responsible bid, motion was unanimous. The item will be placed on the Consent Agenda. elMsow Iittfon,3-R-00 —TJF Re%•enlie ,�h,•tring Aireenient ►r'ii School Di s #65 & ='�—Alderman man was interested to whether the agreement stated that the City will examine on a yearly, basis all TIFs as to their ability to contribute to the school districts. He believed the language to be in the agreement, but wished it to be understood to be part of the intent. Mr. Stafford referred to the requisite language on pa a three. Alderman Feldman noted the importance of the City- sharing withthe Districts its ratianale�or the basis, whatever it is, regarding the expenses, commitment and Income of each of the TIFs. Mr. Stafford noted the langua �e s�ppeciF ally states ►►•e have to provide information to the districts and explained this language is in tie T!F legislation. It was believed that it need not also be in the TIF agreement due to its redundancy. Alderman Moran asked, under the TIF legislation, If we have a surplus in funds after the TIF terminates, whether the funds are returned on a pro-rata basis to the other taxing districts; further, if the return is general, not restricted. Mr. Stafford agreed, and also explained that the money is given to Cook County for distribution to the taxing districts. Alderman ]►loran asked as to the specific conditions to the early release of the funds, specific to the inter overnmental agreement. There Is reference to the fact that there can be early release of funds, such ands to go for vocational education only. As Alderman :Moran read the conditions on page two, it seemed to suggest the funds can be used for the cost of job training and career education, leading directly to employment. Going on, it stated that the cost has to be related to the additional job training for persons employed or to he emploved In a redevelopment project area. He then referred to the specifics on the number of employees to be trained, etc. Alderman Moran said this seemed to suggest that employees or potential employees of businesses in the TIF districts should be trained with Giese funds, and that there should be established and maintained additional job training, or an expansion of the number trained, and that such training would lead directly to employment.. Ile thought the passage seemed to suggest the funds should be usable for job training, but had some Questions of how usable they would be Eor District #65. Ile said it seemed to sug est they should be used specifically for advanced ]ob training for those to be employed soon or already employed in the TIF Districts. Air. Stafford explained that the interpretation the City received from Bill Rvan is broader than that. Ile noted that's one of the reasons that the appendices required both schoof districts to delineate specific programs. fie said Ryan's interpretation is broader in that it is related to the TIF district but also to jobs emanatingout ol'the TIF districts should the TIF district generate other businessses. lie said this will include althe TIF districts; therefore we are talking about jobs near the TIF districts but also tangential to them. which pretty much means the whole City, since the TIF districts are spread throughout. Alderman Moran asked if it were possible to have an additional clause in the agreement to provide for a report related to the use of these funds and identifying who was trained and whether they of Jobs. Air. Stafford felt the onus becomes onto the City In terms of our ability to justify that. Alderman Rainey returned to the meetingat this point. Ile said that it was felt better to be ttie responsibility of the schools to provide that, rater than have it placed in the agreement that the City must have that. Alderman Moran said the agreement calls for the issuance of a lot of money and a reporting element did not seem to put an onus on anyone. Mr. Stafford discussed the multiple (axing bodies that could lay claim, and the desire to limit such to (lie two taxing bodies In the agreement. Alderman 1lloran said we have the opportunity to issue almost half a million dollars for vocational training. Ile said the high school has had a major initiative in relation to this, and lie did not know where that as at. Ile was happy to vote for the contribution for the high school's use, and to some degree District #65's use, for vocational training, but wished to know It is money well spent. fir. Stafford reported that both legal counsel and bond counsel advised against putting this in the agreement. Alderman Feldman asked If (lie TIF money was given H65 and #202 to support job training programs, could the districts not take the money they had already budgeted for that and apply It to some other part of their budgets. Mr. Stafford said they could not; under the agreement it has to go to specific places. Discussion continued as to the TIF funds being committed; but whether the districts could take their own money and use it as they wished. Alderman Feldman noted language that referred to including but not limited to." He asked if this referred to the onlyp lace these employees could go to was the TIF district the funds are coming from. Mr. Stafford expfained the broader interpretation being; a plied. Discussion on the phrasing of "but not limited to"' ensued. Alderman Feldman asked, under (lint broad interpretation if one it -ere to instruct seventh or eighth graders in critical reading, problem solving, math, etc., would that be supportive of TIF funding. Mr. Stafford said that it would, and that there was precedent on this, Including anything related the computer skills, etc. Alderman Moran focussed on the statutory, language, saying he could see that people could develop some breadth In interpretation, but his reading is that these costs, to be eligible, must be related to establishing and maintaining of additional training; for persons employed or to be employed by employers located in the redevelopment project. lie concurred that the project area could mean spinoff employment opportunities. What he did no{ think it meant was that these costs could be for other than additional job training. The notion of vocational training at the hi h school gas a very bigissue, be said. lie recalled a subcommittee of the EDC some years ago of wh ch lie ►vas a member: it met with emplovers around the city about economic development issues. It was discovered that light manufacturers in Evanston do not draw from Evanston for employees, but must o to the far western suburbs. He said we have a got of young; people who could do yell to Let those jobs; Eve can adopt a to spur that kind of employment lie ryas all for it. Ile did not this statute contemplated olicy akin) $a0t1,000 and supplementing the schools' general budgetary needs to free up another $400,000 for them to spend any way they want. Alderman Drummer clarified that you are looking for additional job and vocational training, not a replacement of existing funds. Alderman Feldman said the Economic Development Committee heard a representative fromeiie school district Indicating, that #202 is as tailoring educational opportunities for students regarding local li ht manufacturers. Ile was not suggesting that the program might not need help or improvement, bu� with an individual in #202 telling us that they have gone as far as they can go, lie would not Impose additional requirements. He said it has been repeated over and over that programs have been set up In response to local manufacturers' needs. Alderman Drummer said Alderman Moran's points were well taken, but in defense of the high school he felt there had been some major changes after those meetings. Ile said many young people are working in programs there wvith groups such as Felpro and US Robotics. lie felt the agreement shwuld say we agree, and we want you to step it up and get into vocational training In a bigg way. Alderman Rainev's concern was that this money not be used for beginning something new ., I kh means more personnel which gets us into trouble. Both districts state that they have wonderful programs that are not fully funded. This money will help do that. For that reason, we ought to work with them, ae advised, adding that vocational training; has been a huge Issue for years. -Upon voting to recom-t-d approval of Resolution 3-11-00, Revenue Sharing .agreement -with the School Districts, motion o as unanimously ap roved. Alderman Moran suggested that a statement be made at the Council meeting relating to flit discussion in the Committee this evening. fs) x4 ante t 3S-0-44 — C: us Lian, — Before citizen comment, Alderman Rainey said t was important to note that members o the Council and staff have some concerns ssith the Ordinance, and that several tweaks are being made to it. Mr. Stafford %%as asked to speak to this subject, which Alderman Rainey felt could resolve some concerns. Mr. Stafford explained that the Ordinance was to add businesses not licensed by the City, and akmi to Improve police powers. lie said that presently half the businesses in Evanston are not licensed, which hampers our ability to regulate them. Regarding oIice cpiers, he said if a vendor is in violation of cigarette or drug lases, -we could shut them down. �� ith tfpe Ordinance, we could also regulate outside businesses that het permits and come into Evanston. The Ordinance would also be modernized to recover the Ciq• s casts better, he continued. In addition, he said this will bring; a better format to the businesses that are not regulated. lie noted governments, non -profits and home -based businesses were omitted from the Ordinance. Ile said tite Chamber -was interested in looking at licensing, some of the professions, but we are not allowed to do so under State statutes. We have tried to coordinate so that we have not "double hit" businesses such as those alreadv receiving; food inspection licenses. Ile reiterated that we would have the ability to close businesses quickly in cases of health or safety issues. He sug�jested the need to come back In a year to look at some of the miscellaneous businesses out there. He sa10 a S200 across-the-board fee was initially suggested, but after further discussion, it was suggested a tiered fee approach be used, based on square footage. The Fire Department concurs that costs are relattd to size: a small store may take half an hour for insppection, larger stores ma • takt IV? hours. Ile discussed Wilmette's tiered fee structure beginning at S25, and said a revised may could be drafted for next time, but that it was suggested the issue be finalized In order to get bills out by February's end of fiscal year. Alderman Rainey called on Mr. Steinberg, ssho appreciated fir. Stafford's remarks, especially pertaining to tiering. He advocated that a small store not pay as much as a large store such as Home Depot. Ile noted sonic smaller businesses are hurting, and S200 mould be very onerous. He suggested keeping the small owners at S35, with the larger ones making up for it. Troy Thiel read a statement from Judy Steel, owner of Wild Child, who could not be present. She pointed out the concern with the high amount of the fee. GIs. Steel had polled seven municipalities. all of which -were significantly lower -than Evanston's proposed fee, and most were not flat fees. The exceptionally large amount was the concern for smaller business In Evanston, and that Wild Child and other small businesses would be forced to make difficult decisions to remain in Evanston. Alderman Rainey asked :fir. Thiel to share with Nis. Steel how successful her letter was. fir. Thiel said the Evanston Small Business Assn. had voted to ask for significant reductions in the proposed fees; and pointed out that small business as not the cause of the problem, but wishes to be a part of the solution. iww t was suggested that a database be generated. Alderman Rainey noted the database which the general business license would provide. Alderman Feldman said Air. Thiel's and Air. Steinberg's comments were well received. lie said the criteria floes beyond what the competition is. It has to do with what is reasonable right and fair. It felt fair that someone with a small business not pay as much as Home Depot. Mr. Thiel said we definitely need your help for Evanston's economic development. He noted that there is a community identity based on the businesses in Evanston, and you cannot trade that in for other kinds of businesses tomorrow. He said we businesses need a better relationship and better dialogue with the Committee. To Alderman Drummer's question, Air. Stafford said that wwe inspect many more businesses prestally than we have licenses for. We try to inspect all businesses in towwn. Part of the problem is the cost. M appreciates the costs in neighboring communities are lower and do not cover their costs, but he w-as trying to cover costs in Evanston. To another question, he explained that costs -were mostly for fire and food inspections. Alderman Drummer asked the frequency of inspections; Air. Stafford said once every five years, wsZth new businesses right away. Alderman Drummer calculated that a businesspaying S200 per year and getting; inspected every five years in effect paid S1.000 for its inspection. Ilpe said most merchants didnot mind a S25 fee. Mr. Stafford said that it is still costing us about S400,000 a year to do our fire inspections, and pointed out they provide information for our GIS system that goes far beyond the inspections. Alderman Drummer appreciated the intent of the Ordinance, but was speaking for the small businessman (Alderman Rainey added "businesswoman"). Ile felt they would be happy to give S251year for an inspection every five years. He asked if outside contractors had to have a permit to do work in Evanston and was told yes. Theo- wwould be covered under the Business License Ordinance as -well. Alderman Rainey thought the Ordinance extremely confusing and felt it needed to I be cleaned up before it is Introduced. Alderman Moran said numerous businesses should be on; our records and inspected, but he did not find an inherent value to add businesses to regulations. lie does . not wish to regulate anyone who does not need to be regulated, nor ch2rge them a fee if they don't otrd to be regulated, or If we don't provide a service in response to the fee. cite feels this approach is heats'%' handed, and suggested we need a licensing scheme for gardening, companies if there are problems -ith leaf blowing, or places sitli many drug buys. He did not %sish to adopt a broad Ordinance is hen there might be only a few places %vitti drug buys. He supported recosen of costs. but the first question should not be how can %ye charge someone a fee to make up our cost in resenucs: costs must be examined to see if they are justified. He said it might be that the one million plus µas money ~sell spent, but he had no basis to make that judgement. Regarding the estimated 5140,000 in revenue: he would rather find ways to reduce costs by that amount. Alderman Rainey did not wish to live in a community which did not provide for inspections, noting the costs for those services sire real. She is for spending more for building and health inspections. Alderman Feldman said what we want Is a safe community; he did not think a S25 fee for a small business is onerous. lie noted the difference r gulation and placing a burden. Ile asked Mr. Stafford If he had not reviewed the number of employees necessary to do those inspections. Mr. Stafford had done so. Alderman Feldman hoped this item would be held and brought hack %with a fair Ordinance with a differential between the sizes of businesses. lie advocated there being a big difference between small and very large businesses. Alderman Rainey announced that this itent will be held in Committee. (I1)jnan�t;3-0-00 — iperease in {'laM "EXAy►ensie�—Alderman Drummer moved to recommend approval of this Ordinance, or introduction. Alderman Feldman seconded. Irene Bahr, Mark Fischer, and Judith Rogers of Dominick's introduced themselves and offered to answer any questions. Alderman Feldman asked if they %sere familiar ssith Cityy requirements to have separate sections for liquor and non -liquor. They answered yes. He welcomed them to (lie community. A floor plan was given to the Committee to'reyiew. It was noted Dominick's had not had a liquor violation in Evanston in 22 scars. Discussion ensued concerning corporate policy and special training and their policy of termination of employees who sell liquor to minors. Alderman Drummer explained that through the wean there has f'cen opposition to selling liquor on (fiat corner. Neighbors initial reaction was negative ►• hen coolers for selling chilled liquors sere su =gested; that flan is -as changed, and at this time there is no real opposition to selling %►arm point-af�sale, ((laugh {here is still some concern about the nearness of the high school. He was glad to hear of the training and asked If other Dominick's stores near schools had restrictions on the hours for Ilquor sales. No other stores scheduled hours based on being near schools, tits. Bahr noted the issue had been discussed witli the Liquor Control Board and the Ma}or. and she assured Dominick's µould be on top of this issue. They will be happy toµ ork with Evanston. Alderman Feldman said this was a stretch for the community} and for Evanston, and (lie reality is something you will create. Ile noted we have come a bit further than usual, based on the work Alderman Drummer did and (he community's acceptance. Ile ur red Dominick's representatives to do the thin s they had promised. The representatives concurred. Alderman Rainey noted the Jewel on Howarg Strict had a full liquor license, and there had been manyy concerns of neighbors. Because the Jewel was very vi }slant, they have never had evidence of pproblems. She was sure, with the license administrator and mana er present tonight that Dontinick's would also look out for any problems. It was clarified that the Initial opening date of February 20 has been changed to April 13 due to construction problems. Upon voting on the motion to recommend approval, motion was unanimously in favor. SITIZ'ti' CON 1 Bud NcsvIg of the Energy Commission invited the Committee to the 7:15 Tuesday morning meeting to hear Brian ,McIntosh administrator of Winnetka's electrical system. who will speak on the Winnetka operation. Alderman lainev Suggested scheduling at a more opportune time than early morning following a late Council meeting. The Committee's meeting's audio -tape will he available. Ms. Omahundro outlined her concern with the regulation of businesses coming into Evanston from the outside. She said thousands of such businesses are called by residents to do jobs in Evanston. COMMUNICATIONS pdate p 11olise S)f ' Alderman Rainey noted the same six vacancies exist, with the Civil Service Commission ►wor�feverishly. She said the Committee encouraged them to work harder. There being no further discussion, the meeting dispersed at 8:33 p.m. Respectfully subinitted Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED