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HomeMy WebLinkAboutMinutes 2007A a PW Minutes pace t of 3 January B, 2007 ADMINISTRATION & PUBLIC NVORKS CO',%I3IITTEE MINUTES MONDAY, Januarn• 8, 2007 5:39pm — 6:32pm CIVIC CE`TER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Hansen, Aid. Holmes, Aid lean -Baptiste, Aid. Rainey, Aid. AVollin Members Absent: Staff Present: Judy Aiello, Allan Berkowsky, John Burke, Julia A.(`mll. David Cook, Dolores Y. Cortex. Rajeev Dahl, Douglas Gaynor, PAuEGatt chtilk, Matthew Grady Ill, Da -.id Jennings, Vincent Jones. -Sat Na1*- ,Weal Ney, Elke Purxe, Rolanda Russell. Brad Yatuber!-.t t'., `,yv. w�',•, s Others Present: Presiding: Alderman Wollin I. DEMARATIO\ OF QUORUM;'-1-1*, With quorum present. Alderman 1AibW the meeting ko order at 5.39 pm IL APPROVAL OF `IINUTES.OF RBGULAR.MEETING of December It, 2006 Minutes were unanimously approved. 5-0 vote.. ' ?. s III. Presentation: 20.OM Compnhensive Annual Financial Report (CAFR) Presented by Iry k- Uy ns,'CPA of W er Cooper & Co., Ltd. W. ITEMS FORCON�SIDER:►TIO` ON COUNCIL AGENDA !terns +,.ert�itdiridactJjconsidered . : (Al '- " City of Evanston Payrbll 12/15106 through 12J28106 $2,175,390.13 ife�rr.t 1 pus unanimously izppro% ed 5-0. (A2) *C1ty of )Evanston Bills through 01/09/07 $3,361,422.18 SAS. Rainey had questiora about the charges regarding the Executive Partners Invoices. Vlttcerit Jones (Asst. to the City Manager) and Judy Aiello (Asst. City Manager) explained thgasPenses for Council's knm-ledge_ The next question was regarding Semory ConsuWng Services (Youth lninatives). Judy Aiello responded in detailed explaining the consi'tng process. the costs. and ccnsulbng objectives. Ald. Jean -Baptiste asked if Councl would see the benefits. Judy explained further and promised to forward a copy of his report. Ald. Wollin asked about the Powerpoint presentation. Judy confirmed Council would receive a copy of that also. After Judy's explanation of the Youth Initiatives program and survey. Ald. Rainey asked to see the actual survey and results taken by Sheila McCodde. Racial tensions seemed to be prevalent in different results of the survey and the aydermen wanted to verify those results. Ald. Rainey also had questions about Sayfar Shaw legal services. Judy Aiello responded. Item .42 was unanimously approved 5-0_ A & PtY A. Mutes Page 2 of 3 JwLa y a. 2007 (A3.1) ' Approval of the lowest responshee and responsible bid from W.B. Olson Inc, (3235 Arnold Lane, Northbrook, IL) for the general contract to renovate the Interior of the Main Library at a cart of $1,213,619.00. Funding provided by the Library Endowment Income ($6,369) and the City's Capital Improvement Program (CIP) Fund ($1.207,250)_ Council wanted to review the drawings.The library Director responded accordingly. Ald. Rainey mentioned needing extra ccrnputers. Aid. Jean -Baptiste in unison with Ald. Rainey are interested in tracking the impact of library improvement. Aid. Jean -Baptiste thinks youth are looking for more recreational act: vitres. He feels the City still need to address the underserved population. Neal Ney iraends to monitor the difference with the new improvements. Ald. Jean -Baptiste and Neal Ney talked more about the audiolvideo locations. Aid. Jean -Baptiste wanted to understand more about the recruitment of youth librarians. Neal Ney explained how staff is recruited. Item AJ.1 ma unanunourh approved (A3.2) • Approval of the lowest responsive and responsible bid from Hillatt i Sons Expert Movers, Inc. (7535 W. 59`" Street, Summit, IL), for moving Library ; collections, furniture and shelving at a cost of $33,700.: Funding provided by the Library's Book Sales. Aid. Jean -Baptiste asked about the lowest bidder not being i-esporis-lble: Nail Ney talked about the service and restitution regarding the bill. Aid_ . Jeen-Baptiste asked what the criterion is for future selection. Both Aid. Holmes aria! Aid. Rainey wets► surprised that the lowest bidder even submitted a bid. ,t td. Wollin rec6i;4xed the bbok'aales and its assistance in offsetting moving costs. ltem .43.2 sate unanimousls� approved 5-j.'I. y (A3.3) ' Approval of proposal from Gewalet4fafrrilton AssoclatM-(E50 Forest Edge Drive, Vernon Hills, Illinois) In an amount ipOt-to-exteid 4199,-949.77 for Construction Engineering Services for the 200I SO a- Impro*rfament Program. Funded by the CIP Street Resurfacing Fund: is Item A33 was unanimoushv appro%vdJ< t:e (A4) • Resolution 79-R4Auth tt . nHcatlon of an Infrastructure Maintenance Grant Consideration of proposed rssotntian 79-R-06 authorizing the city manager to apply fora grant under the Infrastructure Maintenance Fee Litigation Cy Pros _f�!-CommltbWs general auttiorlty. , 't_ hlm.4a u.zsunaninuu.fly gPPru%rd5-&; (A5) 'Aisohrtfon 80-11-06 -Joint Aareerrent with Illinois Deoartment of Transportation (1t2SiIl s Tnwi& =terns Cornoratlan for an Increase In Construction and Cons#�Nlon Enalneerino Fundina Consideration of proposed resolution 3-R-05 authorizing the City Manager to sign a Supplemental Funding Agreetreint'Joint Agreement with IDOT 1 TranSystems Corporation for an increase in construction and construction engineering funding for the McCormicr Boulevard Project in the amount of 5371,400. Funding provided by state .and local funds (5156,700) and federal funds (S214,700). Item A5 ..-as un-nimoush• appruved 3-0. A S PW Minutes Pas* 3 of 3 January 8.2007 (A6)Resolution 83-R-06 Joint Agreement for Phase 11 Enafneerina Service for the Evanston Bike Plan Consideration of proposed resolution 83-R-06 authorizing the City Manager to sign a Joint Agreement for Phase 11 Engineering Services with ]DOT and TY LIN International for the Evanston Bike Plan In the amount of $36.118. Funding provided by Federal Funds ($28,894) and the CIP Fund ($7,224). AId. Rainey felt many of the symbolslsignalsbike paths are missing from the Project Location Map. Rajeev Dahl (Senior Traffic Engineer) and John Burke (Director of Transportation) addressed the Alderman's question. Ald. Rainey is asking for a consistent, accurate, and more detailed report from the consultant the city is paying. Ald. Wollin asked for ]anger print. Ald" Jean -Baptiste asked for clarity about what the City is doing? Rajeev Dahl reviewed the project in detail and indicated that staff would meet 1 fith the Council to review the final plan before implementation. Ald. Jean -Baptiste wants to make sure council stays informed. John Burke explained the upcoming schedule of work. Ald. Rainey would like to see staff consider how parking on Oakton to Dodge would be incorp .-, ri of affected by this project. Item A was unanimously approwd 5.0. (A7)' Ordinance 1113-0-06 Authorizina the City IManaaer jj ffiiiCii!!_tn EatssMt Agreement for orooerty at Evanston Prairie 1. LLQ { - • . � - Consideration of proposed ordinance 119-0-06 slikuth4 an agilient with Evanston Prairie I, LLC, for a subsurface easemi 4for waN shd CoWmn footings adjacent to 2607-2617 Prairie Avenue. This Mm viii introdugd oFt 12111106. This item appears in error. Should he an the Couna7 orrbr, IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS Vi. ADJOURNMENT 6:32pm Respectfully submitted, 171 Dolo Y. Cortex; ,Executive Assistant `T A & PW Antes Pape i of 3 .4muary B, 2007 AWNILNISTRATION & PUBLIC WORKS CONINIITTEE MINUTES NIONDAY, January 22, 2007 5: 50pm - 6:25pm CIVIC CENTER, 2100 RIDGE AVENUE, ROOSI 2404 hilembers Present: Ald. Hansen, Aid. Rainey, Aid. Wollin Members Absent: Aid. HoImcs, AId• Jean -Baptiste, Staff Present: Judy Aiello. Alan Bcrkowsky. John Burke, Pat Casey-, fox, Rajecv Dahl. Suzette Eggleston. Sally Flax, Doug GaynaF MW tlievir°Grady lll. Herb Hill. Da%id Jennings. Vincent Jones, Gavin Mors "ilkc Alriey, lax Rubin. Carlos Ruiz, Roland Russell, Da\id Stoneback, Brad Yatube,�' Others Present: Alderman Bcrostcin :, i- Presiding: Alderman Wollin q4.....; 1. DECLARATION OF QUORLIIV!_� '­ With quorum present, Alderman W0* c i4i tithe r"e nplo order at 5:50 pm II. APPROVAL OF NIIN UTES OF' REGVL.iR hIEETING of January 22, 2007 Minutes were unanimously appioved.-34vcxi.� ,7 7 111. [TENNIS FOR COAMRATION ON COUNCIL AGENDA Items %vere indirfc"l�ttm�cldei'el. (Al) ` Ctty of Evantbm Payrog (tough; 01111107 $2,174,498.57 Item Al Etas tcecisi4tor�i}' �r'pro►tiYi t-0. (A2)!tMC.8,ty bf Evanston Bills through _ 01/23107 $3,006,621.19 dear 2.xios un,;rFmwmtL - arproved 3-0. (A3) 'Approvsl.rtf Change Order No. 3 (final) to the 2006 Water Main Improvements Contract A �v tl! Bolder Contractors, Inc. (440 lake Cook Road, Unit 3B, Deerfield, IL). The chai* order decreases the contract amount by $343,747.50, from $3,873,048.09 to $3,529,300.60. Item.431i,ds urzrimc<<.v.s. prorid 3-0. (A4) 'Consideration of a payment of $245,000 to DiPaolo Company (4350 DlPaolo Center, Glenview, IL) for costs related to the termination of the Phase VI Contract B Relief Sewer Project- Funding provided by the Sewer Reserve Account. Item .44 was un i_rimow'v .srprovcd 3-0. Chairman rtld WollLr arplained that the nca four ordinances were contingent upon an appeared budget by the first mredmg of February. In the meantime they would at lease be Introduced and moved that they be tar ex all together. did. Rainey objected A & PW Minutes Page 2 of 3 January 8. 2007 (A5) *Ordinance 4-0-07 Increasinq Ambulance Transportation Fees Consideration of proposed ordinance 4-0-07 which would restructure and Increase ambulance transportation fees. Ald. Rainey asked for a public relations information dissemination explaining the new fees because of the sharp increase. Ald. Wollin expressed concern about the steep increase in fees also as it relates to the different life support systems. Chief Alan Berkowsky responded to aldermanic inquiries. Item was unanimoush• moved for Introduction. (AG) *Ordinance 5-0-07 Yard Waste Sticker Pro rant Consideration of proposed ordinance 5-0-07 amending Section 8-5-3(E) of the City Code to establish a charge for the collection and dlspoW of yard waste. Aid. Rainey recounted the old process in which yard waste was collecled. Aid. Rainey would like to see the service discontinued and doesn't fully understand why the City provides such services. Ald. Rainey stated she will not support the senftaitlon ordinance because no one can explain to her how a fee can motivate her to recycle_pwq. The Chairman opened the Floor for response to the Alderman's inquiries about -whether or not the yard waste bags would be picked up. Alderman Hansen is getting complaints from residents in her ward regarding composting. She acknowledges Streets & Sanitation will update Council in February regarding composting which she feels tieifii-with the yard waste. She needs to see more global thinking and would like to see what it wpuld mean for collecting/not collecting yard waste and would like to hear other ideas for composting. Aid. Rainey said one of the interesting things aboutabog the yard waste program is that she believes the city wouldn't lose not one einpbye6. Those resources could be reallocated to keeping our parks clean.lt would alsopt6iiiride the incentive for several small businesses to provide yard waste pick up services: The'Citjr is trying to raise S500,000, this saves S500,000. The Chairman asked to move it into lntio tion to be able to discuss it on the council floor. Matthew Grady III (Finance Director) stated to Council that his department has two budget memos from Saturday's Budget meeting that will offer further clarification and address Ald. Hansen's concerns in ThunWay s..packet. Aid. Wollin motioned, Hansen seconded. Item ens moved for 1nrrDdt;Mbn: 2 (AU ilansen. Ald. Wollin) -1 (Nd. Raiml) (A7) 'Ordinance 6-0-07 Sanitation Service Charge Consideration of proposulordinance 6-0-07 amending Section 8.5 of the City Code to etirMnate the recycling fee and replace It with a monthly sanitation service A>charge of $5.00 per hottsehold. - tA & Wollin shoved to introduce this -tct,nance applying the same logic as stated earlier. Aid Hessen seconded it, but expressed reservations and that it is for the purpose of discussion. Ali. Wollin referred to the Saturday Budget discussions and there would be a full debate. Ald. Rainey would like to re-route the forEvansWnians to see some tax rel,ef. The explanation for the service charge is so lacking. Create legislation that forces people to recycle to get those that don't recycle. Land fill reduction casts was supposed to be a good reason to recycle and offset the costs of the Solid Waste Program. David Jennings (Director of Public Works) addressed the alderman's questions. David also addressed Ald Rainey's question about pick-up for condos 4-6 units. Aid. Rainey feels the service is not going to be increased the additional $5 charge. She is really considering private contracting. She sees a future of small incremental increases. Ald. Wollin noted the last sanitation fee increase. Item was movedfor Introduction: 2 (Ald. Hansen. _-ihl. Wollin) -1 (Aid. Rainev) A 6 PW Minutes Pape 3 of 3 January 8, 2007 (AS) "Ordinance 104347 Increasing Public Wav Obstruction Fees Consideration of ordinance 10-0-07 by which the City Council would amend Sections 7-2-5-3 of the Evanston City Code to increase the fees for obstructing the public way. Item A8 was unanimousk approly d 3-0_ IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS (APW1) Evanston 1 Wilmette Water Distribution System Intercontpctfoq. Aid. Rainey wanted to know if the cost is being shared trn&441t :. ,,did SionebacA(ii ester& Seam Superintendent) respanded.tAUd l i'ollln oned talking to Skokie's mayor. (APW2) AT&T Video Service ,?ld. Ralnn, wants to make her cvmmunk• avtollirblewopen and fair competitkan jar cable senices. Rightnow, them is nothgin pu io allotw fot competition. Ald. Rainey would like to hair Conww coAi ii d talk fe tier Clty,ln a public meeting format. Aid Rainey asked Comoast perso; of to atteit*.4 public A&PII' meeting to annti•er questions. Herb Hillis se)%r�idl t [iNecting. VI. ADJOURNMENT 6:25pm These items will be considered by Council concurrent with approval of the Fiscal Year 200712008 Operating Budget. Respectfully submitted;.-: ;., Dolores Y. Cortez, >`iewth►e A & PW Minutes Page 1 of 3 February 12. 2007 ADMINISTRATION & PUBLIC WORKS COIN MITTEE MINUTES 31ONDAY, February I2, 2007 5:30pm — 6:54pm CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Hansen, Ald. Holmes, Aid. Rainey, Aid. Wollin Members Absent: Ald. Jean -Baptiste, _ Staff Present: Judy Aiello, Alan Berkowsky, Carol Bryzeaski, Julia Cairoti. wick Casey, Jan Chambers, David Cook, Dolores Y. Cortez, Matthear Grady 1iI Herb Hill. David Jennings, Vincent Jones, Mike Madden, Dennis Marina, Gavin Morgan. Sat Nagar, EIke Purze, Roland3 Russell, Max Rubin, Debbie Sleet, Bruce Slo%%m., Jennifer Spaulding, David Ston6a' ck, Judy Witt, Jim Wolinski, Brad Yatube Others Present: Mayor Morton, Aid. Bernstein `E-4 Presiding: Alderman Wollin f. L DECLARATION OF QUORUM With quorum present, Aldernan Wollin called the meeting to order at 5:45prn U. APPROVAL OF MINUTES OF REGULAR MEETL\G of January 22, 2007 kfinutes it -ere aunanimously appmved with a correction the discussion section ojlhe minutes, correcting "Comcast" i+uh AT&T. Correction was duly noted by secretary. 4-0 M. Presentation: Accela IV. Presentation: AT&T Video Ser%lcm IV. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA v_ -ltemruereindividuallyconsiLf cd. (Al) Clty of Evanston Payroll through 01/25107 $2,294,199.19 02108/07 $2,154,647.22 Item Al uninimoust►- approved. 4-0 (A2) • City of Evanston Bills through 02113107 $2,130,324.24 Item .t? unanimously approved. 4-i (A3.1) ' Approval of purchase, Implementation, and maintenance of the upgraded version of the Accela permit tracking software at a cost of $1,535,052 over the next five years. Funding provided by the General Fund and Capital Improvement Plan Fund. Ald. Rainey used real estate transfer tax as an example, ' If we're going to start using all of this information and blending it, it has be good information. It is real important to have correct information in our databases' Aid. Bernstein noted this is a sole source bid and asked if there were any other company, or better companies providing the same service. A 3 PW Muites Page 2 et 3 February 12. 2007 AM. Bernstein understood the history involved with Accela. Pat Casey(Director of General Business) and James Wolinski (Director of Community Development) both referenced discounts and savings in the update. Item A3.1 unanimourl}- approti lid• 4-0 (A3.2) ` Approval of the lowest responsive and responsible bid for 2007f2008 water treatment chemicals from LCI Ltd. In the amount of $90,000 and Usalco In the amount of $80.801.30 for a total amount of $170,801.30. Funding provided by the Water Filtration account. Item A3.2 unanimoush• approved. 4-0 (A3.3) ' Approval of contract amendment with Farr Associates In the amount of $25,000. Including reimbursable costs, to complete zoning code revisions and regulating plan to Implement the Master Plans for Sub Areas 1, 2 and 3 of the West Evanston T1F study area. Funding provided by the Economic Development Fund to be refunded by the West Evanston TIF when Increment Is:. available. Item .{3.3 unanimously approve.. 4-0 (A3A) *Approval of the lowest responsive and responsible bid from DIPaoio Company (4350 DIPaolo Center, Glenview, IL) in the amount of $6,596,041 for the Basin Sa28 Contract 2 Relief Sewer Project contingent upon funding from the IEPA. Funding provided by a low Interest loan from the IEPA and the Sewer Reserve Fund. Aid. Rainey quoted a section of the documentation associated with the agenda item summary sheet "open cut construction." She asked if the solid line or. L:e map was open cut David Stoneback (Water 8 Sewer Superintendent) responded yes and gave a detailed explanation to create a more accurate picture of future construction. A:d. Rainey also asked what the bond rate would be. Grady Matthew III (Director of Finance) responded, 5%. Aid. Wollin asked if the streets would be repaved. David explained what streets would be repaved. Aid. Wollin is interested in the future public meetings regarding this item. Ircm A3.4 unanimomty approved. 4-0 (A3.5)Approval of the proposed agreement with MWH Americas, Inc. (380 lnterlocken Crescent, Suite 200, Broomfield, CO) In the not -to -exceed amount of $916,122 to provide engineering services during construction of the Basin S32B Contract 2 •-'Relief Sewer Project. Funding provided by a low Interest loan from the IEPA 'and the Sewer Reserve Fund. 'Aid. Rainey recommends that Ald. Wollin develops a relationship with Lne MWH America staff person assigned to this project. ItemA3.5 unanimoush•appro%ed. 4-0 (A3.6) Approval of the purchase of property insurance for the City of Evanston valued at $475,008,665 at a cost of $351,938 (including terrorism), excess general liability Insurance coverage ($10,000,000 coverage In excess of SZ,000,000) at a cost of $161,454 (including terrorism), excess general liability Insurance (S5,000,000 coverage in excess of $10,000,000) at a cost of S64v11C0 (changed at the committee meeting to $60.000) (including terrorism), medical professional liability Insurance at a cost of $13,581(including terrorism), inland marine (fine arts) coverage at a cost $10,901(including terrorism), crime and fidelity coverage at a cost of S9,980 (terrorism coverage nla)., excess workers compensation at a cost of $79,881(including terrorism). Total cost is $602,535 (changed at the committee meeting to $687,735). Funding provided by the Insurance Fund. Item.43.6 unanimously approvred• 4-0 A 3 PW Minutes Papa 3 of 3 February 12, 2007 (A4.1)' Approval of Change Order No.12 (final) for the Sherman Plaza Garage construction contract with W.E. O'Neil (2751 Clybourn, Chicago, IL). The change order decreases the contract amount by $402,068, from $41,144,107 to $40,742,039. Item ,44.1 unanimously approved. 4-0. (AS) Ordinance 13-0-07 Easement Agreement for 1570 Elmwood Avenue lformeriv Winthrop Prooertles development at 1567 Maole Avenuel Consideration of proposed ordinance 13-0-07 authorizing the City Manager to execute an agreement for balcony 8 subsurface easement for the 1570 Elmwood Avenue Development. Item .45 unanintaush• approved. 4-0. Y• •i (A6)Ordinance 16-"7 Authorizinq the City to Borrow Funds from the Water Pollution Revolvina Loan Fund for Loan 1-172736 Consideration of proposed ordinance 16-0-07 authorizing the City Manager to execute a Loan Agreement with the IEPA In the not -to -exceed amount of i7,925,000 for costs associated with the Basin S828 Contract 2 Relief Sewer Project. Aid. Rainey asked if we knew the likelihood of getting this money right away. David Stoneback responded. Aid. Woillin mentioned a suspension of the rules to introduce and take action at Council is requested for this item. Item .46 unanimowly apprvwxr 4-0. (A7) *Ordinance 17-0-07 Decrease in the NuMber of Class D Llauor Licenses Consideration of proposed ordinance 17-0-07 amending Section 3-0.6 (D) of the City Code decreasing the number of Class D Liquor Licenses from twenty-five to twenty-four due to the sale of Mandarin House, Inc. doing business as Mandarin House at 819 Noyes Street, Evanston, IL 60201. Aid. Wollin is requesting listing the names of the owners with restaurant Information. Item .4 7 unanintomds• held. 4-0. (AS) ' Ordinance 18-0-07 Decrease In the Number of Class D Llauor Licenses Consideration of proposed ordinance 18-0-07 amending Section 3.5-6 (D) of the City Cotes decreasing the number of Class D Liquor Licenses from twenty-four to twenty- three due to New Day Cafe discontinuing their liquor license doing business as New Day Cafe at 2916 Central Street, Evanston, 60201. Aid. Rainey asked if they're going to stay in business. Casey responded yes, but they're just rescinding their liquor license. ltem.48unanimowl. held.4-0. (A9)' Ordinance 19-0-07 Increase In the Number of Class D Llauor Licenses Consideration of proposed ordinance 19-047 amending Section 3-5-6 (D) of the City Code to increase the number of Class D Liquor Licenses from twentydhree to twenty-four due to the application of New Mandarin House, Inc. doing business as Mandarin House at 819 Noyes Street, Evanston, IL 60201. Aid. Rainey feels that we should not get into introducing these. We are so relaxed In everything we do without. Ald. Rainey does not want to do these without the minutes. The minutes were not included. Pat confirmed with council that the minutes from the liquor meetings will be forwarded. Item A unanimously held. 4-a A 3 AV Mnufts Page 4 of 3 February 12. 2007 (A10)' Ordinance 22-0-07 Decrease in the Number of Class D Liouor Licenses Consideration of proposed ordinance 22-"7 amending Section 344 (D) of the City Code decreasing the number of Class D Liquor Licenses from twenty-four to twenty-three due to the close of New Sushi Arigato Inc., doing business as New Sushi Arigato Restaurant at 822 Clark Street, Evanston, 60201. Item A10unanimous!}•appw tV 4-0. (A11)* Ordinance 26-0-07 Amendinq Fee Ordinance reaardina Fire Suooression and Fire Alarm Permit Fees Consideration of proposed ordinance 26-"7 amending Ordinance 4"-99 to establish a charge for Fire Suppression and Fire Alarm Plan Review fags and to Increase Fire Suppression and Fire Alarm permit fees. _ Item A11 unanimoustt held. 4- '- IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS VI. ADJOURNMENT:6:54pm Respectfully submitted, Dolores Y. Cortez. Executive Assistant A a pw Lftxnft Page t of 3 Faixuaty 26. 2007 ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES NIO\-DAY, February 26, 2007 5:40pm — 6:36pm CIVIC CE\"TER, 2100 RIDGE AVENUE, ROOM 2404 INIembers Present. Aid. Hansen, Aid. Holmes, Aid. Jean -Baptiste, Aid. Rainey, Ald. Wollin Members Absent: Staff Present: Carla Bush, Pat Casey, David Cook, Dolores Y. Cortez C3Icn Crabtree, Paul D'Augustino, Bob Domecker, Suzette Eggleston, Doug Giynor. Matthew Grady III, David Jennings, Vincent Jones, Gavin Morgan, Llki Purze, Brad Yalube Others Present, ' Presiding: Alderman Wollin ` ' L DECLARATION OF QUORUM With quorum present, Alderman Wollin called the meeting to order at 5:40pm IL APPROVAL OF MINUTES OF REGULAR .SLEETING or February 12, 2007 Md. Wollin noted an error on page 3 of 3 Item A8: *Ald. Rainey asked if they're going to stay In business. Casey responded yes, but they're just sending their liquor license." Correction:rescinding instead of sending: duty noted by secretary. 31inures %m unanimously approvers with correction. J-0 III. ITE3IS FOR CONSIDERATION O\ COUNCIL AGENDA Items % ere indnzdually considered (Al), ! City of Evanston Payroll through 2=07 $2,260,905.41 lrem AI unanimously approtied 3-0 (A2) • Clty of Evanston Bills through 2127/07 $2,295,778.80 Ald. Rainey asked why wasn't the committee informed about the $19,443. Max Rubin (Director*( Facilities Management) explained the time frame and weather versus proper protocol. He explained that the alderman should have received an emergency purchase order, but we failed to do so. Ald. Jean -Baptiste asked how this could be prevented in the future. Rut.n explained what happened and consequences of not being able to heat the levy Center. He takes responsibility for the improper course of actions, but this item fell through the cracks due to the transition in Purchasing. Ald. Holmes complimented city staff on the additional information provided in the Bills List and how helpful it is in explaining expenditures. Item Al unanimously approved. 5-0 A b PW Minums Page 2 of? February 26. 2007 (A3.1)Request for ratificatlon of emergency purchase for security staffing by Metro Security Force inc. (6546 West Higgins, Chicago, IL), In the amount not -to -exceed S114,700. (Staff has identified Business Unit 3710.61060, Noyes Cultural Arts Center, permanent part-time staffing, where there will be available transferable funds to cover the over expenditure for the hill staffing costs.) Ald. Rainey asked if security had weapons. Ald. Holmes asked if the guards at least had mace and how do they protect themselves. Doug Gaynor (Director of Parks, Forestry & Recreation) explained police involvement upon escalation of issue. Gaynor explained that the expected actions of security after warning patrons, the police are called. Ald. Rainey asked if there was a decrease in injuries and reports. Gaynor said yes and stated his source of information. Ald. Rainey supports the expense because the decrease in injury reports is worth it Aid. Hansen commented that is probably just the presence of security that deters violators. Ald. Jean -Baptiste explained the legal aspects of why the committee might be so concerned about security. He explained a number of injuries that resulted in law suits against the city. Item AJ unanimoush. approved. 5-0 (A4) ' Resolution 05-R-07 Transfer Funds from the General Fund to the Fleet Fund Consideration of proposed resolution 05-R-07 requesting a transfer of 5300,000 from the General Fund balance to Fleet Fund to cover FY 2005M deficit. Ald. Rainey recommends this item be held and would like to have a detailed discussion with Mathew Grady III(Director of Finance) and the City Manager during the Budget Discussion. Aid. Rainey objects to any financial discussions during Executive Session unless it involved personnel. Matthew Grady III explained his purpose regarding the S300k to get this deficit off the books. Aid. Rainey would like to see a S300k off of Fleet Services as opposed to emasculating the general fund. Matthew stated we had a 700k deficit. The City reduced their expenditures and capital expenditures. Ald. Holmes asked if 1=Y'43-'04 carried over into FY'04-105. Aid. Jean -Baptiste stated that the City Manager's Office promised to explain how Fleet Services ended up in this financial situation and that has not happened. It will be put back on the agenda. A.Id. Jean -Baptiste asked if the funds are not placed in Fleet Services, what happens? MaMew said we have a deficit In Fleet Services. Ald. Jean -Baptiste said but that is not in the General Fund. Aid. Jean -Baptiste confirmed that the deficit would be isolated to the department Aid: Jean -Baptiste suggested that Council should have been informed first. ForAvrded to Council Floorfor discussion. This item was unanimously hell. 5-0 (A5) _, Ordinance 19-04)7 increase In the Number of Class 0 Liquor Licenses E Consideration of proposed ordinance 19-"7 amending Section 3-5-6 (D) of the City Code to lncrewr a the number of Class D Liquor Licenses from twenty-three to twenty-four due to the application of New Mandarin House, Inc. doing business as Mandarin House at 819 Noyes Street, Evanston, IL 60201. This Item was Held 2112107. Ald. Rainey spoke to me owners about BASSETT and confirmed that it was understood that they would not get their liquor license until they take the BASSETT course which would be done on Monday. Tre rules will be suspended for Introduction and Action on the Council floor. Irem .49 x u u ...lnimt;!.s:I Jpproted 5-0 (A6) Ordinance 21-0-07 Amendinq Various Sections of the Cltv Code for Issue of Permits Consideration of proposed ordinance 21-0417 amending various sections of the City Code to allow issuance of certain permits by the City Manager or his designee for the following permits: Sidewalk Sale Permits (Public Works), Sidewalk Cafe Permits(Health and Human Services), Raffle Permits(Finance), Tag Day Permits(Finance), and Loudspeaker Permim(ParkslForestry and Recreation). Ald. Rainey asked that this item is amended with the following "...aldermen are notified of the Loudspeaker permit" Aid. Rainey wants knowledge of it BEFORE permit is granted. Aid. A 3 PW Minutes Page 3 of 3 February 26. 2007 Jean -Baptise asked what is the anticipated involvement of the aldermen. If the applicator meets the requirement and everything is order, he would only like to be informed of it. Aid. Rainey restated that being informed is important. Ald. Jean -Baptiste walked through the process and made it clear that the aldermen want to be informed. !tent A6 was unanimously approved. 5-0 IV. ITEMS FOR DISCUSSION (APW9) Future of the Compost Site (PowerPoint Presentation: Public Works) Ald. Holmes asked for confirmation of the hauling being done by someone other than our city staff. Jennings confirmed that she is correct. He explained that it is labor intensive. It is cheaper for us to load and to pay someone to take them away from James Park. Aid. Rainey asked if it was a requirement for the leaves to be taken to SWANCC? Are there other yard waste disposal locations? Jennings responded that there are two other yard wastes locations and staff could do a comparison. He wanted Council to be clear on the services. Aid. Hansen asked how k:png would the leaves sit before being hauled away? Jennings replied that theoretically no longer than a week. He explained the time lapse from collection to transfer. Chairman Ad. Wollin opened the floor for Citizen Comment: Frances Bis1-ap of Warren Block Club: his, Bishop is very tared of the odor caused by standin leaves. She is really ready toe aeon. She would like to we the;eaves collected somevrhere else and Give their area a break. It smells the worn: n the spring and fall, but there is a year round odor Us. 84shop added that her phone calls to Streets and Sanitation were not being returned. Clark Chipman, supports his. Bishop's comments and also ba6eves the solution is very simple. Ann Ranell: 9v' Ward: Very excited about the proposed solution it it works and If It staves money, why didnl we do this sooner? interested In other locations that provide the composting. what are otter options? John Brower. He thought that landscaping companies ware dokV the transporting. Fully supports the department's presentation. Yvonne Dickerson: Was looking for something on Mmene and rarne across an Instruction page of tow to compost. It seerrod to me Wilmette was trying to save money by encouraging people to do their own composting. We should lock ac our neighbor who may have something to add. Would 4ke to see it readily available on Evanston's wet�&ne. In responding to Aid. Joan•Baptiste's question. Vie betieves we need to get the leaves out of here. There are no adjectives to describe the odor. But if people choose to compost in their own yard for their own gardening, and f rsat's a campa;gn, it helps keep the city green. Ald. Hansen ranked staff for the hard work and research involved in the presentation and concept to address composting. Ald. Jean -Baptiste asked what if the city were to promote personal corroosting, besides saving money, would it be perceived as a problem. David Jennings exr;ained it is not practical, a lot of leaves would get into run off streams that would become experirive to filter, and everyone may not want to compost in their yard. Aid. Wollin asked what is the next step? Aid. Rainey responded bidding for transporting contracts. Aid. Holmes asked about a six month plan for the neighbors. Jennings explained the process of permits and t!.,e logic behind using James Park. Per David Jennings, the compost will be ready by May The City's plan is to continue according to our permit. Suzette Eggleston added contracz issues, IEPA rules with regard to asking for a transfer permit, and associated 'costs with hauling out compost. Aid. Hansen reviewed the process from the beginning of compost season to the point of permit expiration. She reviewed time frames and associated costs. She Is happy about the work that staff has done. Staff concluded that the city would save approximately eighty thousand dollars a year. V. COMMUNICATIONS (APW2) Implementation of the "Ash Tree Reduction Plan" Vt. ADJOURNMENT:6:36 pm Respectfully submitted. Dolores Y. Cortez, Executive Assistant qt A a Pw &Wx tas Members Present: Members Absent: Staff Present: Otbers Present: Presiding: Page I of 4 ADMLNISTRATION & PUBLIC WORKS CONINIITTE£ MINUTES NIONDAY, March 12, 2007 5:40pm -- 6:45pm CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Aid. Hansen. Aid. Holmes, Aid. Jean-Baptistc Aid. Rainey, Aid. Wollin MarC,,z 2007 Judy Aiello, Phillip Baugher. John Burke, Pat Casey, David Cook, Dolores Y. Cortez, Bob Domecker, Matthew Grady III, David Jennings, Vincent Jones, Sat Nagar, Ann Pool, Elke Pura, Ald. Bernstein, Aid. Tisdahl Alderman Holmes 1. DECLARATION OF QUORUM With quorum present, Alderman Holmes called the meeting to order at 5:40pm II. APPROVAL OFMINUTES OF REGULAR NIEET1NG of February 26, 2007 Minutes were unanimously approved. 3-0 III. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA Items uvre individually considered. (Al) • City of Evanston Payroll through 03/09/07 S2,212,770.47 Item a 1 unanimously approved 3-0 (A2) ' City of Evanston Bills through FY06107 03/12107 S30 18,495.87 FY07/08 03/13/07 S 32,737.90 Item A 2 unanimously approved. 3-0 (AM)' Approval of contract to Scott Balice Strategies (20 North Wacker Drive, Suite 2200, Chicago, Illinois 60606) as financial advisors for the City of Evanston for a three year period. The fee is S1.00 per bond. Other fees are outlined in Section 3, Compensation, of the professional service agreement which is attached. Funding provided by bond proceeds. Ald. Jean -Baptiste asked staff if the Balice Representative (Phoebe Selden) was present and if so would they stand and introduce themselves to the committee. Ald. Jean -Baptiste asked about this being a new consultant and what her functions would be. Matthew Grady III (Director of Finance) explained the separate functions and consulting responsibilities. Atd. Jean -Baptiste asked if separating the functions meant a bigger expense. Matthew reassured council that they would be pleased with the savings and staff will keep council abreast of expenditures. Item a3.1 unanimously approved 3.0 A r4 PW MinLitas Page 2 of 4 March 12. 2007 (A3.2)' Approval of contract to purchase four police cars for a total cost of $105,397. This includes two (2) police package 2007 Crown Victoria Police Interceptor sedan vehicles from Landmark Ford (2401 Prairie Crossing Drive, Springfield, Illinois 62711) in the amount of S51,298, one (1) Dodge Charger Police Pursuit Sedan from Bob Ridings ( 931 Springfield Road, Taylorville, Illinois 62568) in the amount of S28,499 and one (1) Dodge Charger Administrative Model in the amount of $25,600. The pricing is reflective of the State of Illinois Bid Specifications. Funding provided by the FY 2007/08 Budget from Fleet Services. Item A3? unanimaush'.zppruved. 3-0 (A4) ' Resolution 09-R-07 Resolution of Intent to Reimburse CIP 2007-08 Expenditures From Proceeds of an Obligation Consideration of proposed resolution 09-R-07 resolving that the City of Evanston expects to reimburse or pay the CIP 2007-08 expenditures with proceeds of an obligation, the maximum principal amount of which will be $12,000,000. Ald. Jean -Baptiste observed the list of bonds and asked if that was the budget. Pat Casey (Director of Management. Business, and Information Systems) explained the reason for the resolution based on the approved budget_ Aid. Jean -Baptiste asked for explanation of the over lmillion dollar expenditure on information technology. Casey explained the current Infrastructure account and new technology initiatives. He referred to the Strategic Plan. Ald. Jean -Baptiste asked Hfien council approved the initial investment a couple years ago for a couple million dollars to institute new technology, was there a built in yearly purchase of services and upgrades. Pat Casey explained the purchase was the JDE accounting system. Casey went on to explain maintenance costs. He expounded on the five year strategic plan. Aid_ Jean -Baptiste asked for a report on how the city is spending money on strategic applications. Casey explained none of the money has been spent and went further to remind comcil that expenditures would have to be submitted to council for approval first. Casey will put together a short presentation to update council. Ald. Holmes asked about the other pod cameras. Casey explained where the process was and gave a completion date of spring. Pat explained there were some problems with electricity which caused a delay. liem .44 unanimoustr appro s ed. 3-0 (A5) ` Ordinance 01-0-07 Special Assessment Allev 1487 North of Kedzie Street Consideration of proposed ordinance 01-0-07 authorizing the paving of Special Assessment Alley 1487 North of Kedzie Street, East of Michigan Avenue. frem.43 unanimauslr approved. 3-0 (A6)' Ordinance 02-0-07 Special Assessment Allev 1488 North of Clark Street Consideration of proposed ordinance 02-0-07 authorizing the paving of Special Assessment Alley 1488 North of Clark Street, East of Chicago Avenue. Cnizen comment: Andrew McGonagle on behalf of Northwestern University, thanked the Ciry for their partnership. Item_46unanimously .:,oprotied 3-0 A 3 Pw 06 nutes Page 3 of 4 March 12. 2M7 (A7) ' Ordinance 03-0-07 Special Assessment Allev 1489 North of Noves Street Consideration of proposed ordinance 03-0-07 authorizing the paving of Special Assessment Alley 1489 North of Noyes Street, East of CTA Tracks (Noyes Court). Citizen Comment: Pat Moral, lives on affected block. She explained letter previously submitted (January 10.2007) to the Board of Local Improvements. questions about the discrepancy on the city zone map have not been satisfactorily answered. The Board decided her property abuts the alley and is being assessed. Some of the signatures were duplicated and not current. Pat explained the hazard of the width of the alley and it being a two-way the hazards of a gravel alley that is no longer maintained. She fears when it becomes a paved alley, it too will not be maintained. She went on to explain the city wants to kill a tree that is on her property. She explained the eminent domain process and what the city would have to do get the tree, due process. and justified compensation. Pat alleges that the City incorrectly measured the distance between the alley and the tree. She measured herself and found no way the City could have arrived at the number they did. She has been paying taxes on the property for over 20 years. She feels hers and the rights of other citizens were infringed upon. The Board of Local Improvement is not responding to her inquiries as they promised to do In January. There seems to be a clearly defined manner in which property lines are determined and no independent way to determine the same. She has attended their meetings to learn an ordinance has been drafted and presented to council without proper representation. Our questions and concems have gone unanswered. Citizen Comment: Ms. Jay proceeded to geographically explain the area. Ms. Jay says no one got a notice west of Noyes Court, although the city is saying we are in fact paving the alley. The interest of the single family owners is different, they don't want the traffic. The inadequacies in measurement were mentioned at the meeting but the engineers never volunteered to go re -measure. It may be inevitable that it gets paved. Ms. Jay feels the things she mentioned need to be resolved by Council or answered by the Board before the ordinance moves forward. David Jennings (Director of Public Works) introduced himself and his position (President of the Board of Local Improvements) and his two staff (John Burke, Traffic Engineering Supervisor and Sat Nager, Traffic Engineer). He explained each leg of the alley paving. There is no other northfsouth street defining this block. The alley does in fact touch the city property. The tree in that short stub is 70% on the property owner's property and 30°% on the City's property. Sat showed pictures to council. The standard process was used to get signatures. The standard 51 % was reached to move forward. The city used the standard unit measurement method assessment that is standard for alley pavings. This method lowers the cost than if they used other methods. The board deemed the units method being the most appropciate. The Board has the right to use six or eight other methods. Everybody has to pay the same. John Burke added that he reviewed the tree with Parks, Forestry and Recreation and the recommendation came from Parks. Forestry and Recreation. Ald. Holmes asked about the property line on one of the pica.. -es. Sat Nagar clarified the Alderman's question_ Jennings continued that the city is not taking any property from anyone. He explained the benchmark process. The city is confident _nat there is no infringement. Jennings stated that the citizens did attend meetings and staff, spoke personally with citizens. Everything but the location of the tree was discussed. John Burke explained what happened at the last meeting and the signatures questioned but compared with the County for integrity. Aid. Holmes is not Gear on the names on the petition. Ald. Holmes asked for confirmation from staff that the names listed on the petition were verified with the County. Sat and John explained the number for and against. Ald. Jean -Baptiste reviewed the number of names at the start of the petition and reviewed the allegations of the citizens. Md. Jean -Baptiste asked what the temperament is of the neighborhood. Ald. Jean -Baptiste asked me citizen if she knew for sure or not that the necessary 51 % was gained to moved forward. David Jennings confirmed for Council they have approximately 57% of the needed s.gnatures. The Pat Moral insists that just because A 6 PW Fees Page 4 of 4 March 12. 2007 the needed percentage was reached does not mean the signatures were legally obtained. Elke Purze (Legal Department) added clarity about the 51% being an internal policy and not a requirement. The City could go forward with what they have. Ald. Holmes asked if it would be possible to redo the petition. She related a similar instance in her neighborhood. Md. Jean - Baptiste recognizes that the citizens should gel a specific response to their concerns such as the tree. Judy Aiello asked Council what it is exactly that they want staff to respond to. Aid. Jean -Baptiste asked about process. Ald. Hansen feels that not everyone is not going to be home to sign the petition, hvw would we get those who are not aware of the paving? Ald. Hansen feels redoing the process would be redundant. Ald. Jean -Baptiste would like staff to take a closer look at the letter and address the citizen's complaint. Ald. Holmes would like to remove the city factor and believes it is more of a neighbor complaint. Jennings feels the board addressed documented concerns at the last public meeting. Staff agreed with complainant to go out to the area and explain measurements. Council asked that staff advise Alderman Wollin of the issue. Item A unanimously Held. 3-rJ (A8) • Ordinance 20-0-07 Establishinq Class Z Liquor Licenses Consideration of proposed ordinance 20-0-07 amending Section 3-5-6 of the City Code to add a new liquor Class Z, which will allow for winelbeer tasting on the premises of a cooking school, education wine school, or educational wine class. firm A8 unanimous/v appros ed, 3-0 IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS VI. ADJOURNMENT: 6:45pm Respectfully submitted, Dolores Y. Cortez. Executive Assistant A a PW Agenda ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, March 26, 2007 5:33pm — 6:35pm CIVIC CENTER, 2100 RIDGE AVENUE, ROONI 2404 Members Present: Aid. Jean -Baptiste, Aid. Hansen, Aid. Holmes, Aid. Rainey, Aid. Wollin Members Absent: Staff Present: Judith Aiello, Phillip Baugher, John Burke. Pat Casey, David Cook, Dolores Y. Cortez, Paul D'Agostino, Bob Dorneker, Sarah Flax, Doug Gaynor, Herb Hill, Vincent Jones, Pat Keegan, Kevin Lookis. Gavin Moran, Sat Nagar, Elke Ptuze, Dave Stoneback, Brad Yatabe Others Present: Presiding: Alderman Wollin I. DECLARATION OF QUORUM With a quorum present, Alderman Wollin tailed the meeting to order at 5:33 pm IL APPROVAL OF NIINUTES OF REGULAR MEETING of March 12, 2007 Correction of the names of two citizens in A7: Padma Rao and Ms. Janes. Page 3 4; names in the minutes, duly noted. Afinutes unanimously approved. 3-0 III. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA Items svere indit idualh• considered (AI) * City of Evanston Payroll through 03122J07 S2,452,865.34 Item rt 1 itus unanimously appro%v%t 3-0 (A2) * City of Evanston Bills through FY06107 $2,705,629.83 VY07108 S 951,608.52 AId. Rainey noted bills from 2004 on page 14. FY06i07_ She asked that this be looked into. Aid. 1Vollin referred to page 13, the Special Rec Program berw een the City and School District 65 and asked a hat the District share was. Bob Domcker (Superintendent of Recreation) said that it was approximately 560.000. On page I S. it u as questioned about the next phase for Fleet hardware. Pat Casey (Director of Management, Business, and information S)stems) responded that it is not part of the cost shown. It has not been voted on yet. Item a2 was unsnimaush• approves 3-0 mv.V20t2007 12-01-00 PM and A & FW Agenda (A3.1) * Approval of sole source purchase of aerial photography with Ages Associates (1802 Pankratz. .%Iadison, ♦VI) In the amount of S30,625. Funding provided by Capital Improvement Plan (S29,000), General Fund, and Geographic Information Systems (S1,625). Aid. Rainey asked %%h)- Ev=ston is not part of the consortium. Pat Kccgan (GIS .%tanager) said Evanston is not pa--t of the consortium because the city has an in house GIS Department. These photographs will be ax-ailible by the end of October and on the web by the end of the year. Aid. Rainey stated that the City needs to inform the public that these are available and can be accessed She is asking if sm.-Tcould do some advertising. Pat Casey (Director of Management, Business, Information Syst=) said staff%011 look into advertising. Item A3.1 unanimously approved. 4-0 (A3.2) * Approval of the lowest, responsive and responsible bid for 2007 Water Main, Sewer & Street Improvement project from DiPaolo Company, (4350 Di Paolo Center Glenview, Illinois) in the amount of $2,519,393.70. Funding provided by the Water Fund (S1,490,960.38), the Sewer Fund (S376,227.03), and the Capital Improvement Plan fund ($652,206.30). 11em AJ.2 unanimously approved. 4-0 (AM) * Approval of the lowest, responsive and responsible bid for the 2007 CIPP Lining contract from Visu-Sewer Clean & Seal, Inc. of (W230 4855 N Betker Drive, PewaukM Wisconsin) in the amount of S150,820.50. Funding provided by the Sewer Fund. Ald. Holmes asked aboux scheduling for this program. Dave Stoneback ( Water Superintendent) gave a verbal review of&tc sfiedule. Aid. Rainey asked if all the sewers are old. Dave Sioneback confrrrned that all the sewers ire old. Item ,f 3.3 unanimoush• approved 5-0 (A3,4) * Approval of lo%%est responsive and responsible bidder for the construction of the Perry Park Renovation Project from Clauss Brothers Inc. (360 West Schnumberg Road, Streamwood, Illinois) in the amount of S450,265. Funding provided by CDBG (F1' 07/08) ($100,000), Capital Improvement Plan, (SI50,26_) and an OSL--kD grant, (S200,000) (reimbursable upon project completion). Ald. Rainey asked u sat t.x design costs were for this pan. Paul D'Agustino (Superintendent of Forestry) referred to he Z 4 page of the memo in the table, pointing to the dollar amount of S36,500. Paul clarir.ed %4 h3i the expense co%ered. (Address: 1741 Hovland Court (Perry Park) Ifem A 3.4 was unasr.:moush- approtiti d 5-0 (A3.5) * Approval of a joint contract between the City and EVNIARK %%ith the Brickman Group (222 East Industrial Lane, Wheeling, IL) for enhanced landscaping and maintenance services of the Central Business District. The City of Evanston's share is a total of S71,470.80. Funding provided by Do%vntown and %Vashington TIF (S67,470.80), and the General fund (54,000). Ald Holmes asked tiBn:;cr= +►ould be doing the Green Bay work. Staff responded no because Brickman did not bi„ on the project. Item.13.S %us unan�-ftowh' approwd. 5-0 rr. 41201007 M01:00 P\t A A PW Agenda (A3.6) * Approval of contract renewal for material testing services with Great Lakes Soils & Environmental Consultants, Inc., (333 Shore Drive, Burr Ridge, Illinois) In the amount not -to -exceed S110,000 for 2007 Public Works construction projects. Funding provided by Capital Improvement Plan and Motor Fuel Transfer funds. Item A3.6 ss-as unanimous!} approved. 5-0 (A3.7) * Approval of the 2007 Special Event permit applications for events proposed In 2007 contingent upon compliance of all requirements as set forth by the Special Events Policy and Guidelines. Aid. Jean -Baptiste asked Doug Gaynor (Director of PaTWIlecreation & Forestry) if the City has maintained the same number of events at the lake front that the city has had fora number of years. Doug Gaynor explained that the City has a policy in place. Aid. Jean -Baptiste asked if the City received additional requests and how did staff determine what to do. Doug explained it is on a first conic first serve basis. He insisted that City ssff has never rejected anyone, if a date was unavailable, staff would refer them to other Itcations. If the patron insisted on a Take front date and could not get one or were unsatisfied, they are encouraged to come to the A&PW Committee meeting or City Council meeting. Ald. Jean -Baptiste asked that they be told to come to the committee meeting. Ald. Rainey needed cimity. Gaynor explained to the committee that several years ago Council put in specific dates for lakefront use. He explained the process and assured council no one to date has been turned away. Item A3.7 is -as unanimously approved. 5-0 (M) * Resolution 10-R-07 Ground and Maintenance Lease with Family Focus Consideration ofproposed resolution 10-R-07 authorizing the City Manager to execute a Ground Lease and Maintenance Agreement with Family Focus, Inc. The Ground Lease refers to a parcel of land between the Fleetwood-Jourdain Community Center and the Family Focus Building and the Maintenance Agreement includes maintenance and Installation of playground equipment on leased land. Aid. Rainey commented on the handwriting in the ordinance and conferred with Flke Purze (insurance/Risk Consultant) to ensure the Legal department knew of the handwriting in the ordinance. Item Ad was unanlmoush• apprativd. 5-0 (A5) *Resolution I 1-R-07 Playskooi -%Vin a Boundless Plavground" Contest Agreement Consideration of proposed resolution 1 I-R-07 authorizing the CityManager to sign the Playskool "Win a Boundless Playground" contest agreement as part of the "Noah's Playground for Everyone" Project. Ald. Wollin asked "When do w e know if we hzve w on?" Paul D'Augstino replied the winner Kill be determined June 2007. The deadline for en=y is April 2007. Item _aJ it -as unanimousk approved. 5-0 rev. 4.10L:007 12 01 �0 PM A a Pw Agenda (M) * Resolution 13-R-07 Approval of Chan*es to the 2007 Street Resurfacing Program and MIT Funding Resolution Approval of changes to the 2007 Street Resurfacing Program and consideration of proposed resolution 13-R-07 authorizing the appropriation of $1,300,000 in Motor Fuel Tax Funds toward funding the street resurfacing program. Aid. Jean -Baptiste asked if there w as room for changes. John Burke (Director of Traffic Engineering) said the proposal was in place. Ald- Jean -Baptiste mentioned there were other bad streets. Burke knew which ones the Alderman was referring to and stated that he believed those stints were on the 2008 list. John will confirm with the Alderman. Ald. Wollin mentioned a bad street that is getting repaired and another street is under construction %%here Aid. Rainey resides. Iiem A it -as unanimoush. approved.5-0 (A7) * Ordinance 15-0-07 Proposing Extension (Years) and Expansion (Area) of Special Service Area t4 Consideration of proposed ordinance l-43-07 proposing the extension (years) and expansion (area) of Special Service Area #4 for twelve years, four months and eighteen days through December 31, 2019 and providing for a public hearing on April 23, 2007. There will be an announcement concerning a public hearing April 23nd. A trap was available to the citizens in attendance. This ordinance includes businesses, not residences. The tax rate will be going down, from .148 to .1464. Aid. Rainey asked where will the other Council approved funds come from and has this been di scussed? Judy Aiello(Assi=t CityManager) %sill get the dollar inforinadon from EV4IARK for input. Aid. Rainey asked if condos were previously assessed. Judy Aiello said yes, they will not be assessed now. hem rl7 was unanimously approved 5-0 (AB) * Ordinance 03-0-07 Special Assessment Allev 1489 North of Noves Street Consideration of proposed ordinance 03-0-07 authorizing the paving of Special Assessment Alley 1489 North of Noyes Street, East of CTA Tracks (Noyes Court). This item has Held in Committee on 3/12/07. Citizen speak: Robert Tollick: Mr. Toll ick had tw o questions: ate. %%hy was the agenda item held and two is there anything he can do touy to get it moving. Ald. Wollin responded it was held because the alderman of the wand %%asrt't ,-Mani. But the process has almost been completed so %ve are ready to move on. Bill Benjamin: In his mind :.he democratic process has been follo%%ed on this and asked chat the reason was for the hold. This is the third time thus year city council and citizens have met on it_ President of the Board of _;DO Sherman: He !n%es through that alley everyday. Potholes are very deep. City grates but ocher unlity vehicles c-ezir the potholes. He is in support of paring. Aid. Wollin asked fora sh.: a of hands in fa%or Ll::hc paving. The majority of the people in the room minus stab rari4M thc:- '-arms. S. and Anabel t.e%ine: Fe.::n unpa%ed alley ii .i.:ngerous to both vehicles and pedestrians. There is also a Iiablity risk. Padma Raul: distributed documemation along with pictures to council. As she discussed at the last committee meeting. legal and confltctual L incs. She reads from her document. (sre Attached) rev. 4Rd'_oo7 12.01M PM A ti PW Agenda Paul D'Augustino named the tree and declared it disease free. Picd.tres of the tree were shared amongst committee members. Robert Jankl: referred to Padma eloquently expressing wlat many of residents living on that side are feeling. His concern is inhere the property line is. He and his wife and Padma uimessed the steak positioning. They live on the north side of the alley. looks like the letter "H". He mentioned the carelessness in describing the location. Fear is of the alley turning into a street. disregarding any traffic signs. The least council can do if we're going to pave the alley, include speed bumps. Aid. Wollin mentioned that speed bumps are a separate issue. Padrra feels if it is a separate issue that the city is only concerned with doing part of the job. Padma couldn't pin down the surveying engineers to get definition on property lines. \tarp• Johnson,1570 Sherman Condo: No one was pressi.�-rd to sign. We didn't get 1001/6 participation. She disputes allegations that people were forma to sign the city petition. Secondly. she feels everyone benefits if the alley is paved even if you don't drive a car. She mentioned easy access to the grocery store. ease of difficulty for ciders during inclimate weather having to walk all the way around to the front of the building to get to the store. She is against speed bumps. Them is an issue with people traveling in the %%Tong direction. She believes this is not connected to the pa.ing of the alley. just not reading the signs. People may not necessarily be coming from the store. The dump truck does go and backup and that's one of the reasons for the reoccurring Potholes. Allegations were unfounded by the Evanston Police Department. John Burke explained the stake placement saying that historically people do build things into the city parkway. Ald. Wollin mentioned that a letter was sent to the condo association asking what they wanted to do with the cre and referred to D'Agustino's report regarding the health of the tree. D'Agustino added that the tree Will constantly be cut by ComEd. Aid. Jean -Baptiste clarified to Padma that the current discussion is protection of the tree. not removal. The board of the condo association will make the decision. Padma argued that Council was making the decision. Council's argument was that it was the job of the condo association board. Aid. Jean -Baptiste asked Sat Nagar (Traffic Engineer) how private property could not abutt the alley. John Burke refers to maps to make sure. AId. Wollin motioned to move to suspend the rules and pass tor"gin. Item AS xvs• unanimousls-approscd 5-0 1V. ITEMS FOR DISCUSSION V. COMMUNICATIONS Vl. ADJOURNMENT:6:35pm Respectfully submitted, Phillip Baugher. Administrative Assistant Dolores Y. Cortez. Executive Assistant M. 42a,200712:01.-00PSI A 3 PW Agenda ADliINISTRATION & PUBLIC WORKS C0:1i.'*IITTEE MINUTES Tuesdav, April 10, 2007 5:33pm — 6:35pm CIVIC CE.1" rER, 2100 RIDGE AVENUE, R00�12404 Members Present: Aid. Jean -Baptiste, Ald. Hansen, Aid_ Holmes. Aid. Rainey, Aid. Wollin Members Absent: Staff Present: Judith Aiello, Phillip Baugher, John Burke, Da%id Cook, Dolores Y. Cortez, R. Dahal, Paul D'Agostino, Doug Gaynor, htanbew A. Grady. 111. David Jennings, Kevin Lookis, Gavin `lorgan, Sat Nagar. Dave Stoneback, Brad Yatabe Others Present: Presiding: Aid. Wollin 1. DECLARATION OF QUORUINI With a quorum present, Alderman Wollin called the meeting io order at 5.40 pm Il. APPROVAL OF MINUTES OF REGULAR 11EETING of Aiarch 26, 2007 Correction of the names of two citizens in A7. They are P2. ma Rao and Ms. Janes. Alinutes were unanvnoush• approved 3 — 0. III. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA Items were 1ndir•idua11j- considered. (A1) * City of Evanston Payroll through 04/W07 $2,281,823.29 Ilan A 1 unanimoush, approved 5-0. (A2) * City of Evanston Bills through FY06107 S 650,164.72 FY07108 S 1,0I0,444.79 Aid. Rainey quesnoned the Johnson contract that ended in 2C,37 stating that it was a longterm contract. She also wants mom infortration on w ixrt the city is purcha=g furniture, contract and non -contracted businesses. Ald. Wollin suggested getting bids and asked if Johnson was the lowest? David Cook (Assistant Director of F=Iides Management) will report Xld_ Rainey asked for an update from the Police Department ronce:ning L3 Cam.nunications. How r---n • can have cameras and computers and how many of there w ork". How ream are left to be purchased? What is the tumover? Are we buying but not installing? .old. Rainey- asked a progress repor..-n the mobile technology in the Police Department. In add Lion she questioned the replacement chtcl to Reginald Hunt. The alderman stated that they were told w hen the check w a; issued. Council wor<3 reccive a summary report. Aid. Wollin was uncertain aboe:i time of delivery of report. A Id. Raine} noted that the check wassent as it is noted by an asterisk. Gavin Slorgan (Acting Purchasing Marager) will provide clarification on the committee's inquiries. Item A 2 it -as unanimously approrrd 3-0. rev. 511/2007 10:42.00 AM A s PW ApenOa (AM) * Approval of lowest responsible and responsive bidders for the 2007 Sewer and Water'Maln Improvement Program contract to DNB Construction Co. (741 North Michigan Avenue, Villa Park, Illinois) In the amount of S463,483 50. Funding prodded by the Capital Improvement Program, Water and Scwer Funds. Ald. Holmes examined the bids and the amounts asking what the differences were. Line 17 & 18 were the only places Where she observed sizeable differences. She asked if there would be a problem when the work began. John Burke responded it is a legal bid and assured the committee the work will be done as noted. Item .43.1 vvus unanimously approved 5-0. (A3.2)* Approval of lowest responsive and responsible bidder for the'Megowen Part: Renovation Project from Great Lakes Landscape Co. Inc. (434 East Devon Avenue, Elk Grove Village, Illinois) in the amount of S297.543. Funding provided by the Capital Improvement Program Fund. Item A3.2 was unanimously approved 5-0. (AM) • Approval of lowest responsible and responsive bidder for 2007 50150 Sidewalk & Curb Replacement Program wlth Suburban Concrete Inc. (6 Sequoia Road, Ilawlhorn Woods, Illinois) In the amount of $130,936. Funding provided by the Capital Improvement Program Fund. Aid. Jean -Baptiste asked if SCI was an Evanston based company. John Burke (Transportation Director) stated that the firm's headquarters are in Chicago but that the plant is in Evanston. AU Hansen reminded Ald. Jean -Baptiste about the letter fromMorris Robinson (Economic Development Planner) in the Weekly City 4lanager's mail. Ald. Rainey asked for a map of the streets and curbs being done. John Burke will provide requested map and explained the work is not city -originated but part of the 5W3O plan where the residents request that the work be done. Ald. Holmes asked why DIB did not get the bid. John Burke stated that they are not in this particular business. Aid. Rainey wanted to if we ever force people to fix there sidewalk. John Burke said we send a letter asking for participation. Ald. Rainey asked if we cite for a code violation for a broken sidewalk. John responded once we're notified of a trip hazard, we patch first. Aid. Rainey mentioned an area that is particularly dangerous. Burke assured council it would be addressed in this purchase. peas A3.3 was unanimously approved 5-0. (A3A)* Approval of lowest responsive and responsible bidder for the Smith Park Renovation Project from Pedersen Construction Inc.(936 Holmes Avenue, Deerfield, Illinois) In the amount orS369,875. Funding provided by CDBG (07/08) and the Capital Improvement Program Fund. Item A3.4 vvut unanimously approved 5-0. (A3.5)* Approval of contract renewal for Green Bay Road Landscape 'Maintenance with KGI Landscaping Company (PO Box 265, Skokie, Illinois) in the amount of S53,802. Funding provided by the 2007108 General Fund budget. Aid Wollin says that the citizens all say that the area looks bad. Paul D'Agostino (Superintendent of Fomtrv)noted that high traffic areas are more difficult to keep clean. Aid. Holmes says that she receives marry complaints especially about the dead curb side plantings. She plans to walk the street more frequently this year. Ald. Jean -Baptiste asked u hat arc we doing different. D. Gaynor (Director of Parks Recreation & Forestry) says that they cannot control the salt trucks. Staking the area for burlap has beers looked into and is very expensive. And the area he inspected is only scheduled for every Tuesday. He is getting a new estimate from the vendor to do extra (repeat) work to compare costs to COE doing it. Sending our our crew should sav c monev. It a as agreed that since COE cleans the embankment, a routine maintenance schedule should be discussed. Ald. Ramey mentioned the embankment along Chicago Avenue Along the cemetery looks like a garbage dump. It needs to be cleaned up immediately. It was mentioned that the clean-up of Howard Street was under 20K so orders have been issued to accomplish the work. D. Jennings (Director of Public 'forks) stated that the strectscape maintenance plan is in the works. All problem arras are being inventoried (embankment, business) and marked for 2008. The question will be if a bid is required or can COE do the work? They are hoping for at least once a week, some areas more fm(uently. Ald. Rainey mentioned that the Dodge area is spotless. It was noted that there is a hand crew that oversees he area. Some areas have to be done daily. Ald. Jcan- Baptist asked if Dave Jennings or Doug Ga} for oversee KGI Landscaping. Parks does that. He would like feed back on how they are doing this year. D. Gaynor will oversee the plantings and D. Jennings will oversee the cleaning. lrem .43.5 uus unanimously approved 5-0. rrv. 511/.007 10:42:00 Aft A & PW Agenda (AM) • Appro►•al of purchase of328 trees for spring planting from the Suburban Tree Consortium Oubrtan Tree Consortium, Nest Central Municipal Conference, 1127 South Manheim Road, Suite 102, Westchester, 1111nols) in the amount of S69?26. Approval of an additional purchase for the oarauturl planting of loo of the trees through the STC. In the amount of SSAM. The total expenditure for the purchase of trees and the contract for planting Is S78,026. Funding pro►lded by General Fund. Ald. Rainey asked how the trees to be replaced were selected and noted her ward hardly got any trees. AId. Holmes counted hers too. Doug Gaynor (Director of Parrs.. Forestry 8c Rr=mtion) stated that the program was -Ward Blind". The planting H ill only be done w here trees are needed.. Paul D'Agostino says the ages vary and depends on the species of tree. Ald. Hansen recalled a tare article in t.'sc Tribune today regarding netting to deter cicadas_ Ald. Wollin liked the proposed costs. Item A16 stus unanimously approved 5-0. (A5) * Resolution 15-R-07 Authorizine the C[h• Manager to Execute a Letter of tnderstanding with the Villat=_e of %ilntette Consideration of proposed resolution 15-R-07 autborizing the City Manager to execute a Letter of Understanding AIth the Village of Wilmette regarding a proposed 36-Incb diameter Interconnection between the two municipalities' water distribution systems. Aid. Rainey asked if this was fi►r delivering eater one wad• or both wa}x David Stoneback (Water Superintendent) stated that it is both ways. She asked if the ability to pump to the north would affect the availability of water in the south end of town. David 1er^.ings (Director of Public Works) said it will have no effect on that area or Skokie. David explained that it is a systern to be used for 48 hours only, worst case scenario. Aid. Jean -Baptist asked if this means that we Would have to mcrease our supply of water on hand. Jennings stated that we have never used our full allocation of water. Ald. Jean- Baptist tmntioned the stagnant water in the Northshore Channel. Can we flush water throug.'t it? Jennings explained that the City's allocation is changed every three years. Some of the cty's sewers discharge into the channel and there is talk of hiving discharge from Wilttsette. Aid. Jean -Baptiste requested that further discussions be held. Item ,45 stets unanimously appr+oved5-0. (A) • Ordinance 38-0-07 by which the City Council would amend Section 10.11-7. Schedule Vil {111 of the City Code Consideration of Ordinance 384047 by which the City Council "*old amend Section 10.11-7, Schedule VI[ (8) of the Cite Code to establish a loading zone on Austin from a point 60 feet west to a point 160 feet east of Oak -ton School driveway, 7:30 AM to 4t00 PM. Monday through Friday. Item A itus unanimously approved 5-0. IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS VI. ADJOURINMENT: 6:33 pm Respectfully submitted; Phillip G. Baugher, Administrative Assistant Dolores Y. Cortex, Executive Assistant rev. 5/ 112007 10:42:00 AM A & PW Agenda Agri! 23.2007 Pape 1 of a ADMINISTRATION & PUBLIC R'ORKS COMMITTEE MINUTES Tuesday, April 23, 2007 5:30 pm CIVIC CENTER, 2I00 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Jean -Baptiste, Aid. Hansen, Aid. Holmes, Aid. Rainey, Aid. Wollin Members Absent: ,a 5iw Stan Present: Judith Aiello, John Burke, David Cook, Dolores Y. Coriz, R. Dalial; Paul D'Agostino, Doug Gaynor, %dattliew A. Grady, IH, David Jennings. Vincent Jones. Gavin Moran, Dennis Marino. Sat Nagar, Neal Ney; Regina Ldokis, Laura Biggs, Brad Yotabe, Pat Casey Others Present: Dan Rochis. Central Parking Systems - Presiding: Aid. Wollin I. DECLARATION OF QUORUM:'� _ #r With a quorum present, Alderman Wollin calf the meeting to order at 5:39 pm Il. APPROVAL OF MINUTES OF REGULAR NIEETING of April 10, 2007 A(inules urre unanimously approved S- 0. III. ITEMS FOR CONSIDERATION ON -COUNCIL AGENDA Ifems Mere individuallj; considered. (A1) * City of Evanston Payroll through 04/19/07 $2,198,85252 IteinA1 was unanimously approved. 5-0 (A2) *'City of Evanston Bills through 04/24/07 $2,867,013.42 Aid. Rainey noted that her question on ceased funds did not get answered. Vincent lanes (Assistant to the City Manager) apologized and said that he would get it to her. Aid. Rainey noted p13, the C & J Home Improvement - ofS15,431 from the lead paint grant. Aid. Rainey asked about qualification and the tna-rimum grant amount. She also asked that the report be distributed to City Council later in the meek. It was noted that Alisa Dean, (Community Intervention Service Coordinator) runs the program. Item A2 is -as unanimossh- approved, 5-0 (AM )*ApproV21 of the lowest responsible and responsive bid for granular materials, for the Rater and Sewer Department, contract to the lowest bidder, Super Trucking Construction (4503 U. S. Highway 12, Richmond,11) in the amount of S61,964. Funding provided by the Water Fund and Sewer Fund. Item .43.1 is -as unanimously approved, 5-0 m. 5/2512007 8:05:00 A N1 A & PW Agenda Apnl 23. 2007 Page 2 of 6 (A3.2)*Approval of the lowest responsible and responsive bid for Water Distribution tilaterials from East Jordan Iron Works (310 Garnet Drive,,New Lenox, Illinois) in the amount of $821,230; HD Supply NVaterworks (29950 Skokie Highway, Lake Bluff, Illinois) In the amount of s180,099.50; `lld American Water (1125 North Old Rand Road, Wauconda. Illinois) in the amount of 5170,355.06; Resource Utility Supply Co, (PO Box 40, Lamont, Illinois) in the amount of 538,660.98 and Water Products Co. (P.O. Box 50, Aurora, Illinois) in the amount of 564,415.10. Funding provided by the Water Fund. Ald. Rainey complimented the documentation submitted for this agenda item. She asked what sofhvare was used to generate the reports. Laura Biggs said that she used Word and inserted tables, no special software package. Item A3.2 isms unanimously approved, 5-0 (A3.3)*Approval of lowest responsible and responsive bid for the 2007 Sewer Maintenance Contract from Pipe -View LLC (203 Farmwood Lane, La Porte, Indiana) in the amount of $183,510. Funding provided by the Sewer Fund. Aid. Holmes asked if Howard was one of the boundaries. Regina Lookis (Assistant Water Superintendent) said yes. Aid. Rainey asked if the city had a history of previous work with Pipe -View and if not, where arr the references:' Regina Lookis stated that they are a break off of a company that the city. is familiar with. Aid. Rainey asked that the information be referred since the Committee is familiar with that format. Aid. Rainey asked if every area gets all the services from a light cleaning to a heavy one over the three years. It %as explained that all start with a light cleaning and move up over the years. A Water Worker inspects and if he/she deems it necessary, a heavy cleaning done then. Item A3.3 it -as unanimously approved, 5-0 (A3.4)*Approval of proposal for Phase Three architectural services for the Filter Maintenance Shop and Administrative Office area at the Water Treatment FaciHtV with Doyle & Associates (800 South %yells Street, Chicago,11) In the amount of $77,000. Funding provided by the Water Depreciation, Improvement & Extension account. Ald. Rainey asked if this is the same Doyle from other contracts? Regina said yes_ She noted that they do good work. ' llem .43.4 tt•as tinanintottslt, approved, 5-0 kI (A3.5)*Approv21 of lowest responsible and responsive bid for the Evanston Water -utility Additions and Renovations project with Scale Construction Inc. (2101 South Carpenter Street, Chicago, Illinois) in the amount of 52,452,840. Funding provided by the Water Depreciation. Improvement & Extension Fund. Aid Holmes asked if 2500 of the pork completed waai completed b)- .%t «' FBE? Aid. Jean -Baptiste suggested that he and _old. Holmes nice,. with Matthew A. Grady, III (Director of Finance) to develop an ordinance that w1t1 spell out the City's goals. Aid. Rainey asked if references were looked =t for all the bids. Regina stated that Scale Construction has never worked for E%-anston but has doge a lot of work for the Chicago School District and others. Aid. Jean -Baptiste asked if on a train contract can stag identify the companies and give a little background. Staff committed to meeting the committee's request. Item ?i3.5 it -as unanimously approved, 5-0 =v. S. _i^.007 8:05:00 AM A & PW Agenda Apa 23, 2007 Pape 3 of 6 (A3.6)*Approval of a lease purchase of two (2) riding mowers from the State of Illinois bid for the Parks/Forestry & Recreation Department from Turf Professionals Equipment Company (3816 Carnation Street, Franklin Park, Illinois) in two annual payments of S44.328.07 each for a total of 585,564.04. Funding provided by the General Fund. Aid. Jean -Baptiste asked why is the City leasing? Doug Gaynor (Director of Parks, Forestry & Recreation) responded that the City has a two year contract to buy, so it is a lease right now. Item A3.6 it -as unaninfoushy approved, 5-0 (A3.7)*Approval of purchase of a wheel loader vehicle for the Water &.Sewer Division from McCann Industries (543 South Rohlwing Road, Addison, Minois) in the amount of 5132,510 plus S6,37650 for a 5-year warranty, totaling 'S138,886.50. Funding provided by the 2007-08 Sewer Capital Outlay tiudget. Item 43.7 it -as rufaniniously approved, 5-0 (A3.8)*Approv21 of contract for consulting services for a Revised Downtown Plan and Downtown Form Based Code Pilot Study with Duncan Associates (117 North Jefferson, Suite 201, Chicago, Illinois) in the amount of 5236,324. Funding provided by the Economic Development Fund, the Downtown 11 TIF and the Washington National TIF. Aid. Rainey asked about the amount ofdiscussion that preceded this contract. Dennis Marino (Assistant Director Community Development) said there had been many meetings. Aid. Rainey stated that with all the various parts she is unable to reconcile the project and the costs. She is not confident about such an enormous proposal. Aid. Jean -Baptiste wants an overview timetable. He feels more discussion is required and suggested that maybe a pilot program should be started. Committee would like to hold it for the Economic Development Committee to re-examine this issue. Aid. Hansen asked how did staff' decide to do this study and what ivas the process? Dennis Marino said discussions started last August. He furthered explained that this is to be a pilot study, the Downtown area, in that it is different that the west side of Evanston and Central Street. The area is bordered by Orrington, Church, Sherman and Davis. The focus is on two transitional blocks and two core blocks. The concentration will be on them to get a sense of how this will work. The Downtown �;- Planning Commission %%•ants to see this study. The last study needs to be updated. .:Aid. Holmes asked if it would affect the project on the cast side of Orrington. Dennis .\Iarino said no, they are anticipating projects in work, this study and interest `in other projects all going on simultaneously. Aid. Jean -Baptiste mentioned acceleration on this project. Dennis Marino said that it is in the plan. Aid. Rainey thought the area was eery large for a pilot program. Dennis Marino stated that the traditional areas downtown are rather small but the transitional areas around the downtown area are large. There are also two core blocks. I lowever the study is a small percent of the total downtown area. Judy Aiello (Assistant City Manager) stated that the study would take up to a year to complete:. To expedite things, this study is needed as staff cannot produce: the work in a shorter time. Aid. Jean. Baptiste is not confident that the ending results will justify the amount of money spent. Judy Aiello stated that the stake holders (new residents, property owners and the rest of the community) are why the study is sought. It will advise city staff on what we can build zoning wise and what N% ill be economical. The study from a few years ago had a broad group of stake holders involved. Dennis ;Marino said that this rn . 5'23'2007 8.05:00 AM A s PW Agenda AprN 23. 2007 Page 4 of 6 study with the "district" approach will yield the best recommendations. Under their title, fine firms will be involved. Aid. Rainey mentioned pivotal areas such as that between Da% is and Grove on Church Street. She feels that before the City receives hard core proposals staff needs to get a sense of urgency about these other areas. Judy Aiello noted that the City is beginning to see a shortage ofoff ice space so that is something that %ve need to discuss with developers and bankers. AId. Holmes asked if we did not need a time line for how long this %%ill take. The alderman asked if the ARPW Committee could say "no more development until this study is done"? Judy Aiello said yes to the first question and suggested that we should not put a moratorium on projects while waiting on others to be completed. Aid, Holmes asked if someone comes in with a proposal for Chicago Avenue, do they put it in? Judy Aiello said yes. The Plan Commission and the Council can stiil say no. Aid Holmes asked if it would be better if it was in the guidelines? Dennis Marino mentioned that the study is to help define the high density areas from the low and to give guidelines about their use. Judy :Mello mentioned that another source to be heard from is the Preservation Committee. Aid, Jean -Baptiste suggested that a full presentation be made to the Council before the process goes any further. Aid. Rainey says we should have the discussions now and then consider approval. She also asked what the status was of hiring a Zoning Director? Judy Aiello said that one was hired todayand % ill start May I Wh. Aid, Rainey also mentioned that though the company has worked with Chicago, we are not Chicago or the same for. a zoning ordinance. She also mentioned that the staff seem to be so involved in planning that they are not able to attack the commercial and retail issues in the community. Aid. Wollin motioned to send item A3.8 back to Planning and Development and if they decide to go ahead, send it back to Admiaistration and Public Works. Item A3.8 ►►•as held.-5-0 (A3.9)*Approval of the 2°dyearofa three year contract with Central Parking Systems Parking (1 North LaSalle Street, Suite 1650, Chicago, Illinois) for the not -to - exceed cost of 52.330w51 for the management and the operation of the Sherman Plaza, llaple Avenue and Church Street parking facilities. Funding provided by the Parking Fund. Aid Jean -Baptiste asked if the CPSManager was here. Aid. Jean -Baptiste mentioned a complaint from a ward resident who alleged that CPS only hired foreign nationals. _ African Americans did not get hired. The alderman also asked if this was part of Public Works. John Burke (Transportation Director) ans;%vered that is was. John then introduced Dan Rochis (CPS Area Manger) who said that the allegations are not true :and began explaining hiring practices. CPS has held job fairs in Evanston. Residents receive preference in being hired. Of the?7 applicants, several could not work the hours needed and some just ►%here not qualitied. Aid. Rainey asked what the REED test vas? No one could resp<.)nd. Nauman Resources will respond. There arecurrently no statistics available for the percentage ofapplicants that failed the test or the drug test. Committee asked for those figures and Dan Rochi said that he would provide them. Item .43.9 was unanimously approved. 5-0 (M) * Resolution 16-R-07 Authorizing the Citv Manager to Execute an Amendment to the Lease Agreement Between the City and Sarintcom, inc. Consideration of proposed resolution 15-11-07 authorizing the Cit Manager rev. S _S T0©7 9:05:00 AM A 3 PW Agenda April 23. 2007 Page 5 of 6 (A5) application to execute an amendment to the North Standpipe Lease Agreement with Sprintcom. Inc. (400 Grand Avenue, Elmhurst, Illinois) to allow for the expansion of the wireless telecommunication equipment that is located at the site. Aid Rainey asked if city staff had contacted other communities about the space increase and if this gives to much power to Sprintcom. The alderman doesn't feel as strongly about this as she did the base deal. In response, a survey showed that Evanston is high in our annual increase. In a comparison of adding on more space, no hard facts are available. Nextel is looking at expansions but on the whole, Evanston remains on the high end. Aid. Holmes asked about the other areas in use beside the south and north standpipes. Sprint has one at Fleetwood- Jourdain. The alderman was promised a list would be furnished. Item A4 was unanimously approved. 5-0 * Resolution 18-R-07 Authorizing the Citv Manager to Sl n FY2007 America's Treasures Grant Application. Consideration of proposed resolution 18-R-07 authorizing the City Manger to sign FY2007 Save America's Treasures grant application to renovate the two fog signal buildings at Grosse Point Lighthouse. The proposed grant will be matched with CIP Funds, Item A5 was unanimoush• approted. (A6) * Resolution 75-11-06 Authorizing the City Manager to Sien a Lease for the South Branch Librarv. Consideration of proposed resolution 75-R-06 authorizing the City Manager to enter into a lease for 943 - 949 Chicago Avenue to house the South Branch Library. Funding is provided by the Library's operating budget. Aid. Rainey pointed out that the language on the cover page did not match the language in the lease and asked who pays the utilities. Neal Ncy (Library Director) said he will get back to her. Aid Jean -Baptiste requested clarity on page 3 where it states the utilities are paid by COE. Item A thus unaninioushy approved. 5-0 (A7) * Ordinance 43-0-07 Authorizing the Issuance of not -to -exceed S33.500.000 General Obligation Bonds. Consideration of proposed ordinance 43-0-07 authorizing refunding the outstanding General Obligation Corporate Purpose Bonds, Series 1997 and 1999, and financing the current Capital improvement Plan FY 2007-08 of the City as described in Section 2 of this ordinance. Aid. Rainey asked who the Bond Counsel was. Nlatthew A. Grady, III (Finance Director) stated the Bond Counsel is Katten Muchin Rosenman LLP. Aid. Wollin noted that this ordinance was f'or Introduction and Action. Matthew explained the reason to request to suspend the rules. Item Ai it -as unanintoush, approved 5-0 (AS) * Aid. Wollin noted that there was no A8 on the Administration and Public Works agenda. Dolores Y. Cortez (Executive Assistant) explained that A8 is on the Council agenda "For Action" and A9 Is an addendum. rev. 5125R007 &05:00 AM A 3 PIN Agenda "23. 2007 Page 6 of 6 (A9) * Finance Department Contract for Underwriter Services Approval of contract for consulting services for JP Morgan, Senior Underwriter (10 South Dearborn Street, Chicago, Illinois) as underwriter for the bond financing of the 2007/08 Capital Improvement Program and bond refunding opportunities, In an amount not to exceed $160,000. Funding provided by bond proceeds. Matthew A. Grady apologized for the inconvenience of submitting an addendum and explained the time sensitivity of cashing in on good market opportunities. He is in position to save the city 517,000. Aid Jean=Baptiste asked for a presentation. Aid. Rainey asked for comparisons to William Blair. Since both companies are of very different size. Ald. Rainey is concerned about the scm ice a community of our size can expect from a company the size of J.P.Morgan. Matthew said that exact question was part of the interview process of all applicants. A representative from J.P.Morgan the senior underwriter and,Alta Capital were in the audience. They stood and introduced themselves and announced they will only be working on one deal at a time. Item A9 was unanimously approved. 5-0 IV. ITEMS FOR DISCUSSION-- V. COMMUNICATION'S iP, V1. ADJOURNMEN"Tr-7:00 PHP Respectfully submitted;-- F: - Phillip Baugher, Finance Department Secretary Dolores Y. Cortez, Ear 61ive Assistant mv_ SIS"71M 845-Dd AM A 6 PW AQenda May 14, 2007 Pape 1 of 5 ADMINISTRATION & PUBLIC \YORKS COMMITTEE MINUTES Monday, llay 14, 2007 5:40pm — 6:35ptn C1V1C CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Jean-Baptistc, Aid. Hansen, Ald. Holmes, Aid. Wollin Members Absent: Aid. Rainey Staff Present•. Judith Aiello, Phillip Baugher, Lars Biggs, John Burke, JUW—Caribll, Pat Casey, Carolyn Collopy, David Cook, Chief Eddington, Paul.D'Agostino, Poi( Gottschalk, Matthew A. Grady, III, David Jennings, Vitt Jones, Stefanie Levine, Gavin Morgan, Dennis Marino, Sat Nagar,`Rolanda Russell, Braid Yatabe fix ' Y Others Present: Presiding: Ald. Wallin I. DECLARATION OF QUORUM 011th a quorum present, Alderman Wollltt calle# the m�+eti Igoorder at 5.40 pm. II. APPROVAL OF MINUTES OF REGULAR MEETING of April 23, 2007 hfinutes were unanimously approved 4 �• ; # 111. ITEMS FOR CONSIDERATION ON COM61L AGENDA Items were individually considered.' - (Al) * City of Evanstai Payroll through, 05/03/07 S2,266,991LI I Item AI was apprpved im7mintously;;4-0. (A2) * City of Evanston Bills through 05/15/07 S2,670,542.65 Aid. Wollin pointed out that a Finance Department purchase was listed twice and for two different The Finance Department will look into it. Aid. Hansen asked about the vacation payfor the Maple Avenue Garage. John Burke (Transportation Director) said that kit was an error and new contracts do not have that pay out clause. Brad Yatabe (Staff Attorney) that the payment was a compromise. Sixteen thousand dollars was paid on an invoice for thirty--tv.-o thousand dollars. Aid. Hansen noted that the new contract did not refli�tt this. Item .42 was approved unanimously. 4-0 (AM) *Approval of professional services contract with EDANV Inc. (303 East Wacker Drive, Suite 910, Chicago, I1.) for master planning services for the Evanston Lakefront and Corridor Reconstruction Project Master Plan In the amount of S206,487. Funding provided by CIP (S146,82I) and CIP contingency fund (S59,666). Item A3.1 was approved unanimously. 4-0. rev. &72=7 2!28..00 PNI A S PW Agenda titay 14. 2007 Page 2 of 5 (A3.2) * Approval of professional services contract with EDAW Inc. (303 East Wacker Drive, Suite 910, Chicago, II.) for phase one engineering services for the Evanston Lakeshore Reconstruction Project in the amount of $111,001. Funding provided by CIP ($22,200) and the Illinois Transportation Enhancement Program (S88,801). Item A3. 2 i%-as approi•ed unanimorrslt, 4-0. (A3.3)*Approv21 of professional services contract for consulting services for downtown planning, including a revised downtown plan, zoning recommendations, a real estate market study, a parking utilization study, and a pilot study for form based coding on selected blocks with Duncan Associates (117 North Jefferson, Suite 201, Chicago,11.) In the amount of S236.324. Funding provided by the Economic Development Fund, the Downtown II TIF and the Washington National TIF. Ald. Jean -Baptiste noted that the contractors had taken into account all their concerns from the A & P%V meeting at the Thursday P & D meeting. Dennis Marino (Assistant Director Community Development) mentioned that a two -page timeline was on the table. A copy will be sent to Aid. Rainey. aid. Jean -Baptiste stated that his son was very interested in city planning and the City does not seem to include young adults in the stake holder categories. He suggested that such youth be invited to discussions. -Aid. Holmes showed concern that builders are not informed about the process and direction that the City wants to take. Dennis Marino will investigate. Aid. Woilin spoke to two developers and suggested that they find out what is going on before they make apropasal. Rent A3.3 it -as approved unanimously,,4-0. T. (A3.4)*Approv21 of proposal for Revcon Technology Group (1715 Cortland Court, Suite 4, Addison,11.) for parking:eeess and revenue control system improvements at the Church Street, Maple Avenue and Sherntw Avenue parking facilities in the amount of $821,152. Funding provided by the Downtown TIF Capital Project Fund and Parking Bond Funds. Sole source purchase - requires approval of 2/3 of the City Council. David Jennings (Directorof Public Works) explained that the three garages operate on three separate platforms. The Church Street Garage system is 12 years old and the equipment requires constant maintenance. The time is right to consolidate all three into one system The Sherman Plaza Garage is the newest with such systems as a pay on foot system that requires. no booths. The Parking Committee has approved this proposal. John W, Hammersehlag was introduced. He helped make the Sherman Avenue Garage a totally autom ted system. If Church and Maple were to be included, all exits could be used, increasing flow and the garages would become 24!7 operations. Pay -on -Foot kiosks would beat all entrances. Credit cards can be used at the Church Street garage. Manpower would be reduced at Church and Maple in payroll but not in security. Security would be added at Sherman. Each piece of equipment will have a camera and a help button from which the Sherman garage would respond. The payback to recoup costs is predicted at 2.4 years. Maple will be upgraded from video to digital. Church Street which needs the most work Mil be done first and be operational by fall. Aid. «'ollin asked if all three garages will be compatible. David Jennings said that the citizen can get a transponder which will work at all three garages. Aid. Jean -Baptiste asked David Jennings how is the City charging the patron ? The alderman further inquired if the City is breaking even. The response was that the strategy includes rate increases over time to support the parking system. David Jennings further stated that he would make the study available to the Aldermen. Aid. Wollin mentioned that she likes the idea of all exits being open. John Burke (Transportation Director) noted that if the patron missed the pay -on -foot station, the patron can use a credit tr.. 6'2:.2007 =:23.0) Pit A 3 PW Agen= Wy 14. 2007 Page 3 of 5 card at the eciL This combination is t%% ice as fast as a human in a booth. There is a seven to ten year life expectancy for the equipment and all of it will be on a maintenance program. Item A3.4 was approved unanimously. 4-0. (A3.5)*Approval of the lowest responsible and responsive bid for the purchase of library furniture from Corporate Concepts, Inc. (500 Water Edge, Suite 200, Oak Creek Center, Lombard, IL) in the amount of S68,859.33. Funding provided by the Library's "Room to Grow" fundraising campaign. Item A3.5 was approved unanimously. 4-0. (A3.6)*Approval of the lowest responsible and responsive bid for the 2007,MF'f Street Resurfacing Program to J.A. Johnson Company (1025 East Addison Court,Arlington Heights, IL) in the amount of S1,180,176. Funding provided by 2007 \iotarifuel Tax Funds. It was noted that this is not for all of the resurfacing projects this year. Item r13.6 ivas approved unanimous!}-. 4-0. ti J (A3.7)*Approval of the lowest responsible and responsive bid for Mauling cried disposal of debris for the ♦Water & Sewer Division and the Streets & Sanitation Division to G & L Contractors (7401 N. St. Louis Avenue, Skoide, IL j in'the amount of S195,150. Funding provided by the,Wttter Fund; the Slw+•er Fund, and the General Fund. Item A3. i , as approved unanimously, 4-0. (A4.1)*Approval of amendment Na.`I to the agreement with ,MAN11 Americas, Inc.(380 Interlocken Crescent, Suite 200, BroomiWd;.CO) to provide engineering services during construction of the Basin S82B`Contract 1 Relief Sewer Project. This amendment will increase the not -to -exceed agreement amount by S16,488, from S1,071,277 to SJ 087,765. Funding provided by the Sewer Reserve fund. Aid. Wollin umnt . to be sure that the City has oversight concerning the quality of work. The current work is not impressive.' David Jennings mentioned that on three occasions three oper--iors were hit on maintenance. They were only related by it being the same area at the one time. Ald. Holmes asked what is the City's experience with out-of-state comparacs_ Davie Jennings responded Item 4.1 %ms approved unanimously, 4-0. (AS)* Resolutku3-11-07 authorizing the Donation of Certain Suralus City-Ors"ned Personal Property Consideration of proposed resolution 3-11-07 granting Belize City parking meters that are no longer in use and would later be scrapped and eighteen box springs, mattresses and frames that have been in storage for three •cars. Aid. Wollin asked where the mattresses are from. Pat Casey (Director of ;Management, Business & Information Systems) said that they came from fire houses. When asked about shipping c%_->ts he stated that the Belize Sister City Program has a budget for this. Item A5 was approved unanimously. 4-0. (A6)* Resolution 17-R-07 Authorizing the City Manager to execute a Sub rant A reement with Cool: Countv for the vurchase of Emergenev Traffic Control Ectulvment rcr. 622,121007 2:28:00 PM A 6 PW Agenda May 14. 2OD7 Page 4 of 5 Consideration of proposed resolution 17-R-07 authorizing the City .Manager to execute a grant agreement with Cook County for the purchase of an electronic portable message board, traffic trailer barricades and related equipment in an amount not -to - exceed $34,560. Funding prosided by the U.S. Department of Homeland Security. Item A6 was approved unaninrously. 4-0. (A7)* Resolution 24-R-07 Authorizing the City Nlanaeer to SiEn a Local At;enev Agreement with the Illinois Department of Transportation Consideration of proposed resolution 24-11-07 authorizing the City Manager to execute a local agency agreement for federal participation with the Illinois Department of Transportation to jointly Initiate the Evanston Lakefront Corridor Reconstruction Project. Item A was approved unanimously, 4-0. � . s (A8)* Ordinance 47-0-07 Increase in the Number of Class D Liquor I.1certset Consideration of proposed ordinance 47-047 amending Section 3-5-6 (D) of the City Code to increase the number of Class D liquor licenses from 23 to 24 due to the opening of Nine Fish Restaurant (2426 Main Street, Evanston, IL 60202). - , Aid. Jean -Baptiste asked if the BASSET training had been completed by all three businesses being presented tonight. Pat Casey said that the managers and owners get training, not the wait staff. However, it is understood that a BASSETtrainedperson must always be on site. All servers will be over 18. The owners' were not present. Item A8 was held unanimoushv, 44 (A9)* Ordinance 48-0-07 Increase Itt the Number of Class B Liquor Licenses Consideration of proposed ordinance 484M7 amending Section 3-5-6 (B) of the City Code to increase the number of Class B liquor licenses from 16 to 17 due to the opening of Blu (1710 Orrington Avenue. EVanston, IL 60201). President Brian Whang was prescnt. Aid. Wollin asked if there was going to be a waiting area? The President confirmcd and described the location. Aid. Wollin then noted there was no menu attached. Mr. Whang said Blu is a Japanese sushi restaurant that he hopes to open June 1. Item A9. it -as approved unanimously•, 4-0. (A10)1 Ordinance 49-0-07 Increase in the Number of Class D Liquor Licenses Consideration of proposed ordinance 49-0-07 amending Section 3-5-6 (D) of the City Code to increase the number of Class D liquor licenses from 24 to 25 due to the opening of4aces del Lago (822 Clark Street, Evanston, IL 60201). Owner Harvey Becker was in attendance. Aid. Hansen mentioned that the Mayor had questioned where the bottles of alcohol were placed. It is too readily available to the customers. Pat Casey has inspected the location and the items have been moved to a less accessible area. Aid. Wollin asked about the number stated (40). Aid. Jean -Baptiste had concerns About students and fake IDs and what is done to maintain vigilance? Pat Casey's response was multiple: • All new applicants must go through BASSET training so they know to check the ID checker book (all licenses are referred to in it) • the Police do bar checks on a regular basis rev. 6212007 2.11M ?M A & PW Agenda May 14. 2007 Pape 5 of 5 • stings are performed by the State of Illinois. Item A10 is -as approved unanimousl}. 4-0. (AI I)* Ordinance 55-0-07 Authorizing the Sale ofClty Surnlus Personal Property owned by the Citv of Evanston Consideration of proposed ordinance 5-9-0-07 authorizing the sale of city surplus personal property owned by the City of Evanston at the Lake County Division of Transportatlon Auction to be held at 600 «Vest Winchester, Libertyville, IL on June 2, 2007. Item All was approved unanimously. 4-0. IV. ITEMS FOR DISCUSSION di� , (APWI) Evanston Police Department's 2007 Summer Plan Chief Eddington (Chief of Police) talked about the addition of two street 'Outreach workers bringing the total to four. They are still to be hired: All four will be charged with channeling at -risk youth into ongoing programs. This is done in cooperation with the Department of Corrections Patrol sweeps. Deployment m4etitigs arc held to identify hot spots and keep changing, as necessary, the sequence of those spots and how and when they will be addressed. Aid. Holmes asked about the number of vans; .There is one van and one car that will be used on a rotating sche&ale once the two teams Are in place. Thereare plans to have seven days of coverage and he talkcd-about.the areas to be covered. Aid. Wollin asked why the car/van has a shift of 6* to 2:30am when the bars close at Sam. Chief Eddington said that money certainly is 3 part of the equation but notes that the car on duty cannot go off duty if the, site patrol says there is a potential problem. Aid. Jean - Baptiste stated that he has not seen the mults of the problem solving teams, and what is different for this summer'? Chief Eddington stated that in the summer there is more interaction with neighborhood groups and block clubs. These is also a "bundling" of resources to maximize the presence in the areas of concern. Aid. Jean -Baptiste asked if the on -going wort: now will continue into long-term projects. T here does not seem to be any manifestation of such projects. Chief Eddington stated that success has not been well documented and advertised. Some .problem areas have been identified "ind with these increased concerns, have been divided and are being handled. Neighborho.-tii groups frequently fret information, the City Council not as ofien. Ald. Holmes says she IS the task person in her ward and is in constant ficontact with the Police; and residents about hot spots. Aid. Jean -Baptiste suggested that we �necd ongoing monitoring of where problems exist. Aid. Hansen believes Ninth Ward O Officers check in with residents but she is only aware of it happening once. Chief Eddington understands the Council's comments. V. COMMUNICATIONS Vl. ADJOURNMENT: 6:35 pm Respectfully submitted, Phillip Baugher, Finance Administrative Assistant rev. 6221:007 2 23M PM A ti PW Agenda May 29. 2007 Page 1 of 5 ADMINISTRATION & PUBLIC WORKS CO3I'MITTEE MINUTES Tuesday, flay 29, 2007 5:43 prn--6:25pm CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Jean -Baptiste, Aid. Hansen, Aid. Holmes, Aid. Rainey, Aid. Wollin Members Absent: Staff Present: Judith Aiello, Chief Berkowsk •, Anna Kate Bishop, Pat tasty, David C66k, Robert Dorneker, Doug Gaynor, Matthew A. Grady, lll;iAvid Jetiaings, Vinc sit Jones, Moran, Gavin Mon, EIke Purze, Rolanda Russell, Bruce SIowo. Dave Stonelmck, Brad Yatabe Others Present: Robert Horstman & Michael Ley — Vircho�v, U' se'i Company Ms. 1'an Juan Rtsan, Owner S: \ir. thou Cheer, Masi �` stgcr -Nine Fish Restaurant. Presiding: AU Wollin 1. DECLARATION OF QUORUM With a quorum present. Alderman Wollin celled the meeting to order at 5:43 pm. i d IL APPROVAL OF'%M%UTES OF REGUI;AR-SIEETING of Alay 14, 2007. Afinutes were u sanierartslr appno►rcJS - 0. Ill. ITEMS FORCONSIDFRATION ON COUNCIL AGENDA Yens we(rin ln•iduallyronsidrral. (Al) * City of Evamton Payroll through 05/17/07 $2,280,963.28 lteni Al was rmaninsou_ch• approved 5-0 (A2) * City of Evanston Bills through 05/30/07 S4,329,259.11 Aid. Rainey noted that the inspectors are not city employees. She asked to have by the next committee meeting, the number of inspectors from the private sector now as compared to what the City previously supplied. Vincent ,tones (Assistant to City Manager) will respond to Alderman Rainey's. She also questioned the "structural review fees" in Buildings and Zoning asking if they were regular consulting fees or for the Rozak garage. Judy Aiello (Assistant City Manager) believed that is the " city's regular fee but will confirm. 11enr A2 was unanimoush- approved. 5-0 mv. 6'22/2007 2:26-00 P.M A 3 Pw Agenda May 29, 2007 Papa 2 of 5 (A3.1)* Approval of the lowest responsive and responsible bids from En Pointe Technologies (2381 Rosecrans Avenue, Site 325, El Segundo, Calif.) in the amount of 524,924.75; Dell 3larketing (One Dell Way NIS RRS-06, Round Rock, TX.) in the amount of 540,650.40 and \etrix, LLC (2801 Lakeside Drive, Bannockburn, IL.) in the amount of 535,968.40 for a total amount of 5101,543.55 to support the Accela Enterprise upgrade implementation for the Community Development Department. Funding provided by CIP Information Technology Replacement and IT Strategic Planning Application Funds. Aid. Rainey asked, "flat is a terabyte and what are enclosures?" BtvGe. Sloven (Director of Information Systems) said it is a massive.stoi•age,capability; bigger than a gigabyte. Enclosures are the cases that hold .the equipment. AId. Wollin asked about the number of trainers available sinx.a�e only liave:onc at present. Bruce Slow n said there «ill be several involvedin this process. Ald. can - Baptiste asked why the lowest bid that was noYacceptcdinentioned in the supporting documents. Bruce Slow-n stated thatbe m�mrly Nvanted to show all that had applied. lie also assured Aid. Jean -Baptist ihit a June'20 presentation is planned to provide clarity regarding the'ov�! coorcpt. A(ii. Rainey asked if copies of the reports can be viv oed atiO what ara,tha ones being replaced. Pat Casey (Director of Matugenient, Business & Infottrnitian Systems) said that Accela has not yet developed.#ie report fo`rtnats. A study will be completed first. Casey will ask far san�pks ofother reports they do in similar communities. Item A3.1 Eras unaniiitareslyapprm-ed. 5-0.,, �- G (A3.2)*Approval orthe k est nwpea4ve and responsible bid from Lunch At Hand (19450 97'b Aoeaue; Mftxena, (1.) in the amount not to exceed 5105,47215 for the 2007! nimmerFoodService Program. Funding provided through a Federal Goverentnent reimbursement program. approximately 90%, and with the balance from the General Fund. Aid. Rainey mentioned that several residents have asked her how servers are selected <_4and are background checks done. Robert Domeker (Superintendent of Recreation) responded saying that each individual is interviewed and Iluman Resources does background checks. Aid- Rainey asked if workers can smoke. Domeker replied no. Shc added as a question if workers -who take a break just go io an adjoining sidewalk and light uP Robert Dorneker will look into stricter limitations. Aid. Holmes asked j that'nofe communication be provided to the community that the food cannot be Y� taken out of the parks and it is only for the youth there. Bob committed that 'J° additional literature will be available and distributed in addition to the items � currently available. Ald_ «•ollin noted that the age criteria are not mentioned in the letter to the community_ . Aid. Rainey asked Dorneker if he was satisfied last year. Ald. Rainey asked for ti_ures comparing the use of the parks and compared to last year and would like to know- if the numbers have dwindled. Bob said that last year, the daily servings were: Robert Crown 250, Fleetwood Jourdain 200, Elks Park 50 and Mason Park 50. Item A3.3 was unanimcwt v approved. 3-0 rev. 6fn'X*7: 26:0o PM A a PW Agenda foray 29. 2007 gape 3 of 5 (A33)*Approval of a four year contract for Auditing Services to Virchow Krause & Company (225 North `Iichlgan Avenue, Suite 1100, Chicago, I1.) as the auditors for the City of Evanston In the amount of 567,900 for fiscal year 2006/07. Total contract cost for fiscal years 2006/07 through 2009/10 is 5298,900. Funding provided by General Fund. Aid. Rainey asked the two representatives from Virchow Krause & Company if they were auditing the City of Chicago. Robert Horstman (Partner) said no they do special audit projects for the City, not their financial statements. She then asked, "What is the largest budget you audit for a city or village you serve?" Michael Ley (Palmer) listed Milwaukee County, Madison, Wisconsin.' Mclienry County, Des Plaines and Bensenville. Robert Horstman noted thatt6e last two are comparable to Evanston. Aid. Rainey asked if they were going to do -the 'Township audit: Matthew A. Grady, III (Director of Finance) said the Township still had a year to go on their current contract. Item A3.3 it -as unanimously approved. 5.0 (A3.4)*Approval of Contract for the construction of Fire Station #5 to the low bidder, Central Lakes Construction Company (749 Pineerest Drive, Prospect Heights, 1L.) In the amount of 54,578,000. Funding prodded by the CIP. Aid. Rainey requested written documentation answering what was causing the leaking in the Fire Department offices on Lake Street, has it been fixed and if so who did it. Chief Berkowsky (Fire Department) said it was in the Police Department Area on the second floor. He'll pass the word to them to get the information requested. Ald. Wollin noted that there is no contingency fund shown in the account. Chief Berkowsky stated that it is funded in next year's CIP budget. Aid. Rainey asked what the. cost is per square foot. David Cook ( Assistant Director Facilities Management) said 5325.00. Aid. Jean -Baptiste asked about a time table. Cook responded'it is anticipated that demolition and construction will take twelve months. -Aid. Rainey asked where fire services will be located. Chief Berkowsky F said Station 5 will relocate to Station 1 and that an agreement is in place with Wilmette to cover the western portion of the city. Item A3.4 was unanimous!), approved, 5-0 (44:1)*Approval of Change Order No. 4 to the contract with Jay Dee Contractors, : Inc. (38881 Schooleraft Road, Livonia, \1l) to provide additional services during construction of the Basin S82B Contract I Relief Server Project. This change order will increase the contract price by 5127,436.00, from 1510,267,403.00 to 510,394,839.00. Funding provided by the Relief Sewer Fund. Aid. Rainey questioned item two of the summary asking who did the design drawing and do we know the cost of the error to the City? Dave Stoneback (Water Superintendent) said INI1VH Americas did the design and the error is costing thirty- one thousand dollars. Aid. Jean -Baptiste asked if when an error occurs is the matter referred to the Legal Department to try and get the contractors to pay. Dave Stoneback said this has not been referred to Legal. In his opinion it was not an error. Elke Purse (Assistant Corporation Counsel) will pursue it when the information is referred to her office. Aid. Holmes said we might have to share the cost. Ald. rcti. 622,2007 2:26:00 I'M A a PW A2&,da Wollin will know the bid. Dave May 29. 2007 Page 4 or 5 asked if it will not cost more rtkiw to redo Foster. She was told that no one until the excavation is completed; noting that excavation was not requested in Aid. Holmes asked if there am drawings that show the depth of the pipes. Stoneback said that the Water Department records (plans) are very good, eighty, forty, or twenty years on other utilities is not as reliable. The City's record keeping is greatly improved, a GIS format has b= employed. Aid. Rainey noted this change order as a known error blaming the design drawings which could possibly cause the next vendor who does work to charge the City more and feels that staff should do more investigating. The alderman recognizes that the thirty-one thousand dollars is not all the contractor's responsibility but also the engineering firm. Aid. Jean - Baptiste said that vigilance should not come from the A & PW Committee and asked why is it not routine to refer items like this to Legal? Are they too busy' Do they need another lawyer? It should be a general rule, explore it ali before coming to A & PW. Aid. Wollin noted that the telepheae duct is unmarked. Dave Stoneback stated that that is in error, the duct is eked. Item A4.1 was unanimousl►, approved. `-D (AS)* Resolution 25-11-07 Assuming Respawdbiliry for the Temoorary Closure of Sheridan Road for the Eight Annual Ricky Birdsong hfemorial 5K Race Attainst Hate Consideration of proposed resolution 25-R-07 assuming temporary closure of a portion of Sheridan Road from Lin"-4n Street to Dempster Street and the added closure of forest Avenue from Shin idan Road to Greenwood Street for the eighth annual Ricky Byrdsong McrrA-,rW 5K. Race Against Hate. Costs not to exceed S5,000 for Police and Evanswe Transportation Division Services and are reimbursable. Item A5 was unanimously apprcnwd, 5-0 (A6)* Ordinance 47-0-07 Increase In the Number of Class D Liquor Licenses Conslderution of proposed ordinance 47-0-07 amending Section 3-5-6 p) of the City Code to Increase the number of Class D liquor licenses from 23 to 24 due to the opening of Nice Fish Restaurant. (2426 Maln '§treet,Eva nston - IL.) The 6wricr, Ms. Ruan and the Manager, Mr. Chen were present. When asked _ it �i-as explained that they had not completed the BASSES training. Aid. `Rainer• and Aid. Jean -Baptiste both asked if not completed why is this on the - _ -agenda.- Pat Casey said it v-as just bringing the item forward. Aid. Jean - Baptiste asked why not wait until classes =°re completed. Pat Casey said that they will be June 11"'. He further explain:.3 that the classes were being done ' on computer as it is a better use of time tf-.: n a classroom. Aid. Rainey thought that the classes included role pla%7ng. She wondered why compromise on the thoroughness of a class just to save time. Pat Casey understands the concern and i0l look into the on-line training pro---zm aid. Wollin asked if there would be some classroom work. Item A6 it -as unanimously Held. 5-0 m. N22CM 2:26:00 PNI A & PW AgarwU May 29. 2007 Papa 5 of 5 IV. ITEMS FOR DISCUSSION V. COM1iUNICATIONS VI. ADJOURNINIE\'T: 6:25 pm Respectfully submitted; Philli trr. W22f2007 2:26 00 Phi A a PW Agenda June 11. 2007 PaQe 1 d 5 ADINI ISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, June 1I,2007 5:30 pm — 7:10 p.m. CIVIC CENTER, 2I00 RIDGE AVFNU E, ROOM 2404 Members Present: Aid. Jean -Baptiste, Aid. Hansen, Aid. Holmes, rid. Rainey, Aid. Wallin Members Absent: Staff Present: Anna Kate Bishop, John Burke, Julia Carroll, Pat Casey, Dayrsd Cook, Vanneth Cox, Paul D'Agostino, RajeeF Dahal, GIen Crabtree, Robert Dotneker, StevenDrazncr, Matthew A. Grady III, Jewell Jackson, David Jennings, 'Vir_cent Jones, Gavin Morgan, Sat Nagar, Elke Purze. Rolanda Russell, Lloyd Sbepaed, RiSky Voss Others Present: Alderman E. Tisdahl, Alderman S. Bernstein Pat Alea oftkZ Consultants and Alen Asso' iites Jonathan Perman of the Evanston Chamber ofCottitt;a�ce� Presiding: Aid. Wallin 1. DECLARATION OF QUORUM With a quorum present, Alderman Wi lin caged the meeting to order at 5:40 pm. A moment was taken by Matthew A. G1ady, III (Director of Finance) to introduce Jewell Jackson, Manager of Purchasing & Contracts and Steven Drainer, Assistant Finance Director. Both began employment June 4, 2007 It. APPROVAL OF 1ILNUTFS OF REGULAR MEETING of May 29, 2007 Minules mrere unanimously approved S — 0. III. ITE11S FORCONSIDERATION ON COUNCIL AGENDA !leis it -ere indir &w11►• considered. (AI) *C11O of Evaustoa Payroll through 5/31/07 S2,257,939.09 lreat'AI was unammoush apprv► eel, S-D. tF (A2) *City of Evanston Bills through 6112/07 S1,934,862.26 Ald. Rainey asked about the expenditures for boarding_ R'hen told it was by residents requests for vacant properties, she asked why the owners did not do the work. Gavin Morgan (Assistant to the City Manager) did not have specific figures and will a -mail them to her when obtained. Aid. Holmes asked if a lien was placed against the property holders. Gavin. Morgan said yes. Aid. Jean -Baptiste asked about the tuition reimbursement program and are we following policy that the classes trust be work related. Julia Carroll (City Manager) said w e are. Two years ago the policy u•as refined to state, classes must be work related, not to excetd a total is S5200 and if the recipient leaves the City before two years after the course work, the monies must be paid back. Aid. Rainey questioned the adherence to the policy and Julia Carroll sued that the recipients all fit the criteria. Aid. Rainey is not confident that the education received bmefrts the City. Aid_ Rainey said that the response concerning Ward expenditures was not adequate. The alderman questioned the addresses and recipients. Ald. Wollin wondered if it is a question of privacy, Elke Purze (Assistant rtv. 7 6:007 1:41:00 Phi A & PW Agenda June 11.2007 Page 2 of 5 Corporation Counsel) said only medical information is private, food and rent are not. Gavin Morgan will pass the questions to Alisa Dean (Coordinator. Health and Human Services) Item A2 was unanimous!- approved. 5-0. *** Mayor Morton asked to be allowed to speak even though she was not on the agenda. She had two points to bring up. One. the American Legion Post wrote to her concerning the Veteran's Memorial site in town commemorating Evanston veterans who gave their lives for freedom. No flag was flo«n on Memorial Day, not even during the City ceremony. Two, was her concern and consternation about the condition of Fountain Square. She parked in the area and walked by on her way to dinner. Citizens stopped her and complained about the disrepair the leaves and dirt in the fountains and on the ground. In addition, one of the fountains had standing water in it as deep as her hand, a good place for mosquitoes to breed. She asked, "«'hy do we allow this to happen?" There is money in TIF to repair the area. She recommends that the Committee goes on record to use the fimds now and get the work done. She says it is an embarrassment to her and the City. Aid. Wollin said that she was shocked to hear about the flag. Julia Carroll said the Parks & Forestry staff admitted their error. The facility is under Public Works who will do necessary patches until the decision on the development of the area is made. Aid. Wollin said not to wait until then. Ald. Rainey mentioned that the City gives EVNtARK funds to keep downtown areas clean, the Fountain Square should sparkle. Aid. Holmes asked if funds in TIF could be used if not specified Mayor Morton said yes they can and we should get Dave Cook. (Assistant Director Facilities Management) on it, he is good. Julia Carroll asked for clarification, renovation now ,or cleaning.. Mayor Morton confirmed renovation now since funds are available. Ald Jean -Baptiste moved and Alderman Hansen seconded 1o.support the Alayor's request. The request for support it -as approved unanimously. J-0. (A3.1)*Approval of lowest responsive and responsible bld'for the 2007 block curb and sidewalk program from Schroeder & Schroeder lac., (7307 Central Park Avenue, Skokie, IL) In the amount orS220,666. Funding provided by Capital Improvement Program Funds ($134,463) and Community Development Block Grant F`Uxtds (586,203). Aid. Holmes appreciates the memo from Lloyd Shepard (MAVIEBE Coordinator). Item .d 3.1 was unanimously approved. 5-0. (A3.2)*Approval of lowest responsive and responsible bid for the 2007 Parking Lots Improvement Project to Cbicagoland Paving Company (225 Tesler Road, Lake Zurich, IL) in the amount of 5235,056. Funding provided by Parking Bond funds. Ald. Jean -Baptiste asked how the priority of lots to be improved was set up. John Burke (Transportation Director) said the list a as compiled from citizen comment/complaints touring the areas and the Parking Committee. Aid. Jean -Baptiste also asked how the dollar amount was concluded John Burke stated that all lots in the system are included so eventually they all get worked on:' This is a new initiative in the system. Ald. Jean -Baptiste asked for an overall plan and John Burke said that he would get it to him. Item A3.2 it -as unanimousM approved. 3-0. (A3-3)*Approval of lo"esi responsive and responsible bid for the Chicago Avenue signal upgrades from Grove io Greenwood to Lyons Electric Company, Ltd. (650 East Elm Avenue, LaGrange, IL) In the amount of $489.700. Funding provided by Capital Improvement Program Funds. Aid. Hansen noted that our expenses estimated are much lower then what it costs. Aid. Hansen asked why is the job using old figures`? John Burke agreed and responded that material costs were not adjusted. This was a staff ovmight. Aid. Hansen noted that the estimate was off eighty-seven thousand dollars and asked if this caused problems? I low negative an impact is this on the City? John Burke said no and none. Aid. Jean -Baptiste said the impact was that more money was spent. John Burke said that the parking estimate was done in January and was used for a Capital Improvement Program Fund request. Aid. Jean -Baptiste noted that we have so much extra money. He asked how we can avoid this trap in the future. Julia Carroll said the department had money from another project they could use this year. The total of the two projects will not be exceeded. m . 7,6 _007 1.41 A PNt A 6 Pw Agaxla June 11, 2007 Page 3 at 5 Item A3.3 it -as unanimously approved. S-0. (A3.4)*Approval of construction engineering services with Christopher Burke Engineering, Ltd. (9675 West Higgins Road, Suite 600, Rosemont, IL) for Chicago Avenue Signal project In the amount of 540591.48. Funding provided by Capital Improvement Program Funds. Item A3.4 ticas unanimously approved. 5-0. (A3.5)*Approval of contract for Organizational Development, Leadership Training and Teambuilding services (RFQ 0747) with AZ Consultants and Ales Associates (708 Leonard Street, Madison, WI) In the amount of 530,000. Funding prodded by the City- wide Training Budget. Aid. Rainey noted that the City is hiring a lot of consultants to assist the City. She added that the selection of this candidate is not justified. Gavin Morgan had morn documentation to submit to the Aldermen which he explained. He is very enthusiastic about the firm and their fit in the City Of Evanston Strategic Plan. "They respect our culture and see our direction to the future. They arc dealing with the question of "brain drain" due to early retirements. There are plans for the future by having a legacy team.- Ald. Rainey asked why this new information was not available when this meeting's packets were distributed. Gavin Morgan said that it was an oversight. She stated that there was not enough information for the Council to make a decision. Aid. Hansen said that when entering new territory, more information is needed and needed earlier'. AIdDean-Baptiste has not read it yet and recommends a "hold" on the motion. Aid. Rainey asked if there was a problem with a hold since the firm was to interview those leaving the city and some were at that point. Julia Carroll said that the first one to leave was at the end of July. She said that supervisors and up will be interviewed by the Legacy Team and as usual all employees have an exit intctview with Human Resources. Item 43.5 was unanim ouslv pul on hold. 5-0.,•' (A3.6)*Approval of final list of projects to be Included in ,the 2008 Street Resurfacing Program. Funding provided by Motor Fuel Till, Capital Improvement Program Funds, and State and Federal funds. -- Item 43.6 was unanimoush approved. 5-0. (A3.7)*Approval to purchase three replacement trucks for Parks, Forestry & Recreation. They are a 2008 International 7400 4X2 with a 70 foot aerial (S148,153) a 2008 International 7400 4X2 with chipper box (576,312) and a 2008 Ford 4X2 with Utility Service Body (538.924) for a total amount of 5263390. Funding provided by Fleet Services Fund. Aid. Rainey asked how the City evaluates the current fleet for replacement. There used to be a year plan. Ftttt Services should make a presentation of a replacement schedule. Pat Casey (Director of Management. Business & information Services) stated that we do have a replacement schedule to which repairs Were added which shows increased costs on older vehicles. The plain is to replace those with the most Tepairs. Aid. Rainey asked if there is standard cost per mile to replace a vehicle. Pat Casty stated taint there are standards for some and not for others. This is an area that Fleet Services is working on. Ald. Rainey noted that the City sends employees to get Masters Degrees; does the City send Fleet staff to classes? Pat Casey said yes. There is constant attendance at schools offered by manufacturers and service reps who offer private classes. Item A3.7 Nos un.tnitnausly approval. 5-0. (A3.8)*Consideration of a proposal to adjust Day Sweeping Schedules to provide more daytime parking for business areas and other locations with high daytime parking demand. Ald. Rainey says we need a map to understand this and ,aid. Holmes wants more notice to go out to the residents. D_%id Jennings (Director of Public %forks) stated that when the loud speaker is used, many complaints come in. Aid. Hansen suggested not using the loud speakers. Aid. Holmes said that everyone on one block in her ward got a ticket. David Jennings said that when a program is new only warning tickets are given. The underlying schedule is studied for high traffic daytime demands. Instead of sweeping from 9 to 4. they might sweep from 4 to 9. Ald. Wollin said that the one -side no parking restriction is awkward, more clarification is needed. Aid. Rainey said that changing the rn. 7 6,007 t:41.00 P.%1 A 3 PW Agenda June 11. 2007 Page 4 of 5 garbage pick-up schedule has caused great confusion and asked why weren't the residents told? David Jennings said notices were seat out. Aid. Wollin asked if other methods of informing residents had been thought of. David Jennings responded fliers are being put on cars and given to businesses to give to their customers. Aid_ Wollin asked for an update when this is done. Item A3.8 was unanimousl)• approved, 5-0. (A3.9)*Approval of lowest responsive and responsible bid for the 2007 Capital Improvement Program Street Resurfacing Project from A. Lamp Concrete Contractors (800 West Irving Park Road, IL) in the amount of 53,353,624; contingent upon approval of Change Order#1 to the 2006 Additional Capital Improvement Program Funds Street Resurfacing Program. Funding provided by 2007108 Capital Improvement Program Funds. Aid. Rainey thought it absolutely outrageous that the staff would recommend hiring this firm after the terrible mess they caused last year. She encourages all Aldermen to vote against it. She recommends that this bid be defeated. Aid. Hansen stated that bid may ,be responsible but not reliable. They need a lot of facts. The City can be sued by the lowest bidde` not being awarded the job. Ald. Holmes remembers all the a -mails and pictures circulating last year. "We need to look very carefully -at this company;' she stated. Aid. Jcan-Baptiste asked David Jennings why this company was chosen. David Jennings talked about the two projects last year. The City did not like the performance on the first project and the Company came in and corrected those items discussed. They did a quality jab on the second project, on time and Within budget. They responded to all complaints and fixed them. The city has changed the specs to snake the work easier on the residents. Part time supervision has been changed to full time. Time periods to work in have been shortened. David Jennings said they were very responsive to the second project last year. Aid. Jcan-Baptiste said that he respected Aid. Raincy's position but when a company is confronted with criticisms and corrects them they might be a better contact for it. He recommends supporting this bid but stresses that Public Works has to be very -*igiiant. Aid. Rainey said that it is fine to support Public Works but the streets are in her ward and residential is treated differently than main arteries. They should have performed better without City oversight. She asked if her streets could be removed David Jennings said yes but then it would be next year before they got dons Aid. Bernstein asked if this removal would have ramifications on the budget. David Jennings said a•oTk can be deleted. Aid. Rainey wants to talk to David Jennings about this. She asked if it is legal to move to the second lowest bidder. Johnson Paving Company cannot meet the City's'V%V EBE criteria. Since they worked for us before, how did they get approved. David Jennings will gn the information for Aid. Rainey as pan of their meeting. Item .43.9 was unaninrousl)• Fuut on hold. 5-0. (A4.1)*Aapproval of Change Order#1 to decrease the contract amount by. 5797,586 from $2,167.622 to 51370.036 for the 2006 additional Capital Improvement Program Funds Street Resurfacing Program to A. Lamp Concrete Contractors (800 West Irving Park Road, Schaumberg. IL). Funding provided. by 2006.07 Capital Improvement Program Funds. Aid. Rainey asked if A3.9 is on hold, can they pass this Change Order. David Jennings said yes. Item d4.1 it as unanimous!► apnraved. 5-0. (AS)* Resolution 26-R-07 Authorizing the C'iry Manager to Execute a Lease Agreement Between the Cltv of Evanston and Evanston School District 65 for Foster Field Consideration of resolution 26-R-07 authorizing the City 'Manager to execute a lease agreement between the City of Evanston and the Evanston School District 65 for Foster Field. The lease refers to the area of land north and east of the Fleetwood-lourdain Community Center. The lease is a 15 year agreement that includes the use, maintenance and any potential Improvements to the field, tennis courts, basketball courts and/or fields and open space. The'Mayor asked where the o�-_n space was. Bob Domeker (Superintendent of Recreation) said that it is the athletic f ieidebasebalI diamond slightly cast of Fleetwood-Jourdain. Item .45 %vas unanimously apg-roved, 5-0. rev. 16,1007 1 A 1-00 Piet A & PW Agenda Juna t t. 2007 Pape 5 d 5 (A6)* Resolution 30-R-07 Authorizing the Citv 1lanager to Sign a Lease Agreement with the League of Women Voters Consideration of resolution 30-R-07 authorizing the Cite Manager to sign a lease agreement with the League of Women Voters, 2100 Ridge Avenue, Room 1030. Item A was unanimously approved. 5-0. (A7)* Ordinance 58-0-07 Neighborhood Traffic management Plan: Three-Wav Ston at Elmwood Avenue and Seward Street Consideration of proposed ordinance 58-0-07 amending Section 10-11-5, Schedule V (C) of the City Code to establish a Three -Way Stop at Elmwood Avenue and Seward Street. Aid. Hansen had unanimous support for her recommendation that the rules be suspended in Council for Introduction and Action. - Item A 7 was unanimously approver. 5-0. i (A8 )* Ordinance 61-0-07 No Parking Anv Time on Michigan Avenue between "amilton Suet and Burnham Place Consideration of proposed ordinance 61-0-07 amending Section 10-11 8, Schedule VIiI (A) of the City code to prohibit parking on the west side of Micbi=an Avenue (cast leg) and the cast side of \lichigan Avenue (west leg) between Hamilton Street and Batrnham Place. Aid. Rainey asked if the removal of parking spaces would be a problem. David Jennings said th:st when even one car parks on each side of the street, ao other ct�r can drive down the street. Item A8 it -as unanimously approved. 5-0 t _ 1V. ITEMS FOR DISCUSSION `}+ V. COMMUNICATIONS '` �$ VI. ADJOURNMENT:7:1Qp,m. Respectfully subtnitted Phillip G. Baugh er; Finance DepartmentAdministrative Assistant Xj m. W61007 1 A 1:00 PM w a A & PW Agenda .tune 25. 2007 Pape t of 4 ADNiLNISTRATION & PUBLIC WORKS CO I\IITTEE MINUTES .3londay, June 25, 2007 530 pm — 6:50 p.m. CIVIC CENTER. 2100 RIDGE AVENUE, ROOD 2404 Members Present: Ald- Jean -Baptiste. Aid. Hansen. Aid. Holmes, Aid. Rainey Ald Wollin 'Members Absent: r' fv Stiff Present: John Burke, David Cook, Paul D'Agostino, Rajo6V Dah l; Matthew A Grady III, Jewell Jackson, David Jennings, Vincent JopesyGavin Morian,,Sat 241ar, Elke Purze, Rolanda Russell, Debbie Sleet, Dave S6neback; Brad Yatabe Others Present: S. Brenner, League of Women Voters, Diane Williams, EV1N14RK M. Leary & J. Zajdel, Matherlife!�,ays �. 4 Presiding: Aid. Wollin I. DECLARATION OF QUORUM; With a quorum present. Alderman.R'ollialci alled the meyeytjjjing to order at 5:40 pm. II. APPROVAL OF 51INUTES OF REGULAR MEETING of June 11, 2007 dfinutes were unanimotulti• approved S-0._ III. ITEMS FOR COVSIID>ERATION ON COUNCIL AGENDA liems were individualhv considered. (Al) *City of Evanston Payroll through 6114l07 $2,281,662.38 Item .41 U175 unanimously, approved. 5-0. (A2) *City of Evanston Bills through 06/26/07 S4,164,377.60 - AId. Holmes commented how mat the lightening prediction and warning system is especially for the p3& tivherc them: are so many chil&cn. Aid. Jcan-Baptiste questioned the expenses to Dowling & Pope Advertising. Debbie Sleet (interim Director of human Resources) stated that this is a company that had been used in the past. The one site usually used went out of business and a new firm has not been selected at this tune. Three firms have responded to the RFQ and interviews will begin. Aid. Rainey asked how rr.2my positions these ads represent. Debbi Sleet said ten. Some charges are for more th :n one ad,6 c aseunent for the same position. The alderman asked why the City uses a service rather then doing it t .cmsch es; Ikbhic Sleet said the service knows many more places to place particular ads and the suzcess rates of those sites. Gavin Morgan (Assistant to City tiL=Ser) will respond directly to the alderman's inquiry with a memo to Council. Debbie Sleet said that openings were posted on c=pus. all local areas and areas of particular interest_ Aid. Rainey asked why the lowest scored respondent of the top three to RFQ 07-04 was selected. Gavin Morgan said that after the scoring process came the interviews and this company had a flexible approach compared to more mechanical ones of the other two companies. There also was an overall compatibility and responsivetims. Item A_' was unanimoush• apprati d S-0_ (A3.1)*Approval of contract for Organizational Development, Leadership Training and m . 7/2b/:'007 4:12:OO AM A & PW Agenda Jw a 25, 2007 Page 2 of 4 Teambuilding set -vices (RFQ 0747) with AZ Consultants and Alea Associates (708 Leonard Street, Madison. «"I) In an amount not -to -exceed S30,000. Funding provided by the Citywide Training Budget. Aid. Wollin noted that the figures on pace 8 do not match others. Gavin Morgan stated that one set was early estimates and after discussion of the scope etc., the estimates changed. The City chose only three modules of Leadership Training. Aid. %Vollin asked the team size for Leadership and was told that it is two. Gavin Morgan confirmed that the Train the Trainer portion was to train 19 city staff who will then continue the training in the City. Aid. Rainey asked that there be updates. Aid. Wollin asked about the time frame. Gavin Morgan said that this will start in July and the Legacy Team will give an overview and is forming in early July. llenr ,43.1 was unanimously approved, 3-0. (A3.2)*Approval of contract for Phase II Engineering Services for the Trticks Park Expentsion and Bike Path Reconstruction Project (RFQ 07-57) to URS (100 South W'siker Drive, Spite 500, Chicago, Illinois 60606) in the amount of $73,75931. Rending provided by -'Capital Improvement Project funds (S14,75IS6) and SAFTEA-LU High Priority funds (S59,007.45). !lent A3.1 was unanimously approved. 3-0. (A3.3)"Approval of contract for Phase III Engineering Services for the Twiggs Park Expansion and Bike Path Reconstruction Project (RFQ 07-S7) to URS (100 South Wacker Drive, Suite 500, Chicago, Illinois 60606) In the amount of Sll"7.68. Funding provided by Capital Improvement Project funds (S3,69154)and SA!!TEA-j.U,lii0Priority funds (S14,766.11).) 11cm A3.3 it -as unanimously approved 3-0. " %. (A3.4)*Approval of a proposal from GtAalt Hamilton Associates. Inc. (850 Forest Edge Drive, Vernon Hills, IL.) to provide engineering services related to the 2008 Water !lain and Sesser Improvement project for the not -to -exceed amount of S305,039.05. Funding provided by the Water Depreciation. Improvement do Extension account. !lent A3.4 eras unanimously approved. S-0. (A3.5)*Approval of lowest responsive and responsible bid for the 2007 Capital Improvement Program Street Resurfacing Project from A. Lamp Concrete Contractors (800 West Irving Part: Road, IL) in the amount of $3,090.78350. Funding provided by 2007/08 Capital Improvement Program Funds. This Item was held in Committee at the June 10 meeting. Aid. Rainey felt that the minutes did not show her opposition strongly enough. She wants to reiterate how strongly opposed she is to this contract. Aid. Holmes stated that though her ward was not ,involved in the last m-o contracts, she had heard enough negative comments about the work. If ,,,involved approved, the Cite mist provide more oversight. Aid. Rainey noted that the director of Public Works and his staff did talc positive actions last year. Aid. lean -Baptiste feels that a company returning utter having made eocrec6ons was a stronger company. Since the S' Ward can be removed. the other Aldermen should consider this poinL Aid. Hansen stated that there were minor problems in her ward - She is aware of how w ell the City staffhandled the problems but does not feel that a contract should go to contractors that have 6%en the City such trouble. The City should not have to be overly vigilant of any con=_ctor they hire. Ald. Jean -Baptiste fieels that it is up to the statTio decide which contractor is responsive and responsible and if they were not. staff would not present them to this Committee. lie believes that the City could be sued if the Committee Council does not follow the staff recommendation. aid. Rainey says a committee needs- to tool: at formulating a policy so that contractors can be considered non -acceptable bidders and create a list of acceptable bidders for the future. David Jennings stated that he w ould be hiring non -city staff to oversee• the work. Aid. Hansen agreed that our staff is good but cannot be on site 24/7. Item A3.5 it -as passed 3-2. Aldermen It allin. Holmes and Jean -Baptiste for, Aldermen Rainer and !Hansen opposed rrv.' =d^�o7 412i0AMt l A & PW Agenda June 25. 2007 Page 3 of 4 (A3.6)*Appro.Yl of staffs recommendation to provide funding to change the existing fountain basins at Fountain Square into planters. Aid, Rollin stated that the planters were only a temporary solution. Aid. Rainey said "no fountains'?" This is an eligible use of T€F monies, restore the fountain. Ald. Hansen asked about the time frame. Why is the Committee only now finding out about that Fountain Square is inoperable. David Jennings ( Director Public NVorks) said that Public Works knew about it but did not go forward on the repairs. Ald. Jean -Baptiste asked if the fountains could work for less than a quarter millions dollars since other plans are in the pipeline for a total rehab. Dave Cook ( Assistant Director Facilities Management) said the electrical system, plumbing and liners of tloorall needed to be replaced. The walks could be patched but the fountains cannot be temporarily made to work. There is no middle ground. The Departments of Facilities and Public Works have been trying to find a solution. Aid. Rainey felt that the amount of money estimated fur the work is a bargain considering the scope of the job. It is not money wasted because the development will not happen for three or fouryears. 'This is exactly the reason for TIF funds, and with the new an work being installed across the street, Fountain Square would look even worse. Aid. Jean -Baptiste asked about the time required to do the work. Dave Cook said probable from now through Labor Day or longer. } Item.-13,6 was unanimously approved. 5-0. (A4)* Resolution 29-R-07 for the Ooen mace Lands Acauhition and Development (OSLAD) grant application for the Redevelopment or Fooer Field. Consideration of resolution 29-R-07 authorizing the City Manager to sign the 2007 OSLAD grant application through the Illinois Department of Natural Resources. There is S1,000,000 In the 2009-2010 Capital Improvement Program Fund for Foster Field,. Transferring S400,000 to the 2008-2009 C1P Foster Field budget ss ill produce a match for the 2007 OSLAD grant. Item .43,-t it -as unanimously approved. 5-0 (A5)* Resolution 31-R-07 Authorizing aJoint Agreement w€th illinais Denartment of Transnortation HDOTI and T,1'. Lin International for C'onstructioo Engineerina. Consideration of resolutlo*31-R-07 authorizing the City 3tanager to sign the Joint Agreement with Illinois Department of Traes{tortation (IDOT) for 20% participation of the Implementation cost of the on -street bike plan and construction administration fee with T. Y. Lin International (5960 North Mih%aukee Avenue, Chicago, 11.) In the amount of S335,774. Funding provided by CMAQ (Congestion 3litigation and Air Quality) program (S268,619) and Capital Improvement Program Funds (S67,156). Item .45 wvs unanimously approved. 5-0. (A6)* Resolution 32-R-07 local Agency Agreement for Federal Particitalion with the iDOT Consideration of resolution 32-R-07 authorizing the City Manager to sign a Local Agency Agreement for Federal Participation w €th Illinois Department of Transportation to jointly ialtiate the Ts. iggs Park Expansion and Bike Path Reconstruction Project. lion .46 ri-JT unwiimou.slt- appros-ed. 5-0. (A7)* Resolution 33-R-07 Transfer Funds from the General Fund to the Capital Imvrorement Fund Consideration of Resolution 33-R-07 requesting a transfer of S2,475,000 from the General Fund balance to the Capital Improvement Program Fund to cover construction costs for the Animal Shelter renovation and construction of Fire Station i#5. Item A % ivas unanimoush• approved 5-0. (AS)* Ordinance 65-0-07 Stormwater Control rev. 7126-T 07 9:12:00 AM A 3 PW Agenda June 25. 24Q7 Page 4 of 4 Consideration of approval of ordinance tom:-O-07 by which the City Council mould add Chapter 24 to Title 4 of the City Code to establish regulations for the control of stormwater. The current stormwatercontrol regulations have been enforced by policy In the Public Works Department and there is a need to place these regulations in the City Code. Da%id Jennings presented a power point explanation of the scope of the stormwater controls in place. His department currently meets all requirements and handles all matters concerning stormwater by policy, not by ordinance. An ordinance would codify stormwater controls. Though developers have been complying, as Aid, Rainey noted, Dasid Jennings said it would be easier for the City to enforce with an ordinance. Ideas on how to control stormwater at the Oakton area, was the tenants that anted open retention for the area even though it is a loss of land use. Everyone thanked Bract Yatabe for his work on this project and noted that he would be missed, after he resigns June 29a. Item .48 is -as unanimousl►- approved, 5-0. (A9)* Ordinance 67-0-07 Extending for an Additional Twelve Years. Four' Months, and £i h� teen Dovs, until December 31. 2019. Exvanding the Territorv. and Providhg Services for Special Service Area #4 Consideration of ordinance 67-0-07 extending (years) and expanding (area) Special Service Area #4 for an additional twvelve )'cars. four months, and eighteen days, until December 31. 2019. Funding Special Service Area #4 Includes the Wasbington National TIF District Special Tax Allocation Fund (STAF), the Downtown II TIF District STAF, the Economic Development Fund, and any other appropriate Council -approved funding source. Aid. Rainey noted that this requires the dif fc=ce between lcvy and budget be paid by Council_ She cautioned members after the current Council is gone to be eery diligent as this change will go on fora long time. Item .49 it -as unanimously approved, 5-0. (AIO)* Ordinance 69-0-07.Mather Easements: 1615 Hinmas Avenue and 415 & 422 Davis Street Consideration of ordinance 69-0-07 by which the City Council would authorize the City Manager to execute an easement agreement with .latherlifeWays and the Georgian for construction of a tunnel and porte-cochere and for temporary construction easements within the public right -of -war off Davis Street. Ald. Holmes asked if approval meant the work would start and Aid. Wollin said yes and Davis Same will be closed for six months. Ilem .410 was unanimously approved, 5-0. IV. ITEMS FOR DISCUSSION V. ,.00.1.1UNICATIO\S VI. L`AWOU NNt£NT: 6:58 p.m. Respectfully submitted: Phillip G. 133ugher, Finance Department Administrative Assistant nw. 712fr2W7 9 12 d0 A111 Page t at 4 ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, July 9, 2007 5:30 pm — 6:58 p.m. CIVIC CE.\'TER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Ald. Jcan-Baptiste, Aid. Hansen, Aid. Holmes, Aid. Raine r4 d;4ollin Members Absent: Staff Present: Judy Aiello. David Cook, Carolyn CoIlopy,f.Paal D'Agos` 9, Bob,l3orneker, Suzette Eggleston, Matthew A. Grady, I14nHerb HiII,,Jew-ell Jackson, David Jennings, Jacquelyn Johnson, Gavin Morgat%lreslie Murphy, Elko Ptrtic, Rolando Russell ;` �.;• Others Present: Diane Williams. EVXIARK C. Brooke Beal. Solid Waste Agencylof Northern Cook County Julie Stafford. Leslie N1urpbyiresidents" : z Peter Lobin, residcnt/Waste Recycft Consulfth `ry ..1 Presiding: AId. WoIIin I. DECLARATION OF QUOR1- if With a quorum presen4 Alderman Wollin called the meeting to order at 5:42 p.m. II. APPROVAL OF MINUTES OF REGULAR MEETING of June 25, 2007 Minutes it -ere unanimously approved S- 0. III. ITEMiS FOR CONSIDIERATION ON COUNCIL AGENDA Items were indivlduall- considered. (Al) *City of Evanston Payroll through 6128107 S2,418,817.66 ,- item AI was unanimously apprcn-ed. 5-0. (A2) *City of Evanston Bills through 7/10107 S3,107,086.77 A1d. Holmes questioned the S32.120.17 item on page 18, David Jennings (Director Public Works) stated that it is payment for the engineering and design work for the three sigralliglupnoess and resurfacing of area. Item .42 it -as unanimowls- approved, 5-0. (A3.1)*Approval of lowest responsive and responsible bid (RFP # 08-29) for the Noah's Playground for Everyone Project from Clauss Brothers, Inc. (360 West Schaumburg Road, Streamwood, IL.) In the amount of S836.255. Funding provided by Capital Improvement Program (CIP) Funds, CIP Fund reallocations, CIP Fund transfers from completed projects with unspent balances (S449,623) and private donations ($386,623). Aid. Holmes asked if it u-as normal to have a transfer of funds from completed projects. David Jennings said these are unspent balances. She wondered why there are unspent balances from Leahy Park. When it was under construction. S2500 could not be found to produce a historical program. Paul D'Agostino (Superintendent of Forestry) said that these monies will be returned to the fund rev. 7/1-b2007 9:03:00 Aft Page 2 at 4 from a request for Capital Improvement Program Funds in 200& Aid. Jean -Baptiste asked if there was a policy concerning contingency funds. Judy Aiello (Assistant City Manager) said the policy is that unspent funds go into a contingency fund and the City .Manager requests its use. She %ill supply a copy of the policy to the Aldermen. if there are no projects needing the money it is reprogrammed to the Bond issue with only a small amount left in the contingency fund. It is accessible during the year. Matthew A. Grady, III (Finance Director) said that he is taking up the reins of CIP in September and will develop a way for the AIdermen to know wbat monies are available. Aid. Jean - Baptiste requested an update be sent to the Committee every two weeks. Judy Aiello said that new initiatives are few this year since contingencies might be needed for current jobs. Aid. Rainey asked why some of the contingency monies listed are from parks that have been completed for several years. Judy Aiello said that the software program has a flaw in it that has slowed down the accounting for the various funds. Aid. Rainey also asked since several of the parks listed as having contingency funds are in bad repair now, why isn't the money used for them? Judy Aiello will look intuit. Aid. Jean -Baptiste wondered how the software does not work. 36dy Aiello said the flaw is that now only some accounts are being reconciled. Aid. Jean-Saplistc said that Penny Park is in bad repair and he was told it would not be renovated until 2011. He sliced why can't'contingegcy money be used? Staff will respond to committee's inquiry. .' Item A3.I it -as unanimously approved, 5-0. (A3.2)*Approval or extension of professional services contract (RFP # 07-22) %Otb HI -Liter Graphics (700 Blackhawk Drive, Burlington, «'q into Year Two of tine contract for the printing and mail preparation of four issues of Arts and Recreation magazine In the amount not -to -exceed S63,000. Funding provided by the Parks/Forestry avid Recreation Department's Communications and Marketing Services fund. Aid. Rainey that the City requires another year of research on L%is paper being used, if it can be or cannot be recycled. A1d. Wollin having asked before, starting .m 1989, asks again, "%Vhen can the City change? why hasn't this been resolved?" Aid. Holmes stard that if no printers can be found in Evanston, a preferred arrangement, can we at least stay within the state. Robert Dorneker (Superintendent of Recreation) said that to date no Illinois printcr has bid on any jobs. He is working with Purchasing on next year's bid. Aid. Holmes asked that new research be done on possible businesses that meet our requirements in the community or in the state. Ald. Rainey suggests calling the local graphic designers. She feels the City needs to develop contacts in the community. Item A3_ y it -as unanimausly approved. 5-0. (A4) 4 Special Event FitzGibbons ALS Fun Run in Lovelace ParL Sam until noon on September 91 2007 - Consideration of approval for the Special Event Permit application submitted by Julie �: Stafford, tobold a walk -a -thou in Lovelace Park, 82m until noon on September 9, 2007. There are no additional city costs associated with this activity. Aid. Rrollin voiced concern over available parking. She was ta.3 that two places have been arranged for, a third is under consideration and shuttle service will be provided. It was noted that the permit is contingent on adequate parking. Robert Dortteker stated thai the rest rooms in the park will be accessible and in working, order. Ald. Rainey mentioned that Tom FitzGibbons was a local resident and that this is a most worthy cause. Ilan.f4 tisas urtaninsr�ttsl rrpprvr�,i.: -0. (A5) * Resolution 36-R-07 Lease agreement with Bob and `larcv Brower for Lease of \'ones Studio #109 Consideration of resolution 36-R-07 authorizing the City.Nlanager to execute a lease agreement for Studio #t109 to Bob and Nlarcy Brower from August 1, 2007 ending February 29, 2008. Mr. Brower performs stone sculpture .cork %%hile \1rs. Brower offers acrylic painting. Aid. Holmes asked where they were going to perform their %.immunity service. Robert Domeker said at a school but the site has yet to be determined. Item A5 was unanimously approved. 5-0. rev. 70612007 9.03 :04 AM Pape 3 Of 4 (A6) • Resolution 37-11-07 Authorizing the City Manager to Execute an Implementation Agreement Consideration of resolution 37-11-07 authorizing the City Manager to execute an Implementation Agreement with EY\IARK for consideration of renewing Special Service Area ##4 (Ordinance 67-0-07). Aid. Rainey cannot find a course of action in the document. Judy Aiello stated that the Council gets a request in February for supplemental services. Specific jobs go to the Economic Development Committee to review and a tat levy then goes to Council. The tax levy and the budget are linked. Item A6 was unanimously approved, 5-0. (A7) t Ordinance 64-0-07 City of Evanston Solid Waste Franchise Consideration of ordinance 64-"7 amending Section 8-5 and 84''/ of the CitY,Code to establish a City of Evanston Solid Waste Franchise. This franchilse'would ti!equire all his lncsses, commercial and larger residential properties to use the hauler selected and lkensed bkthe City to remove and dispose of their solid Haste. David Jennings gave a powerpoint presentation based on a recent survey. Ald. Rainey asked for a copy of the survey and the responses. Public Works wants to license one haste hauler to handle All solid waste. Currently there are ten haulers, prices vary per hauler. With no incentive. recycling is not being practiced, multiple trucks use the same alleys and streets causing excess µ car, pollution is higher, and many businesses pay more than they should. Aid. Rainey asked why business cannot continue to negotiate their own prices. David Jennings said that this proposed system would help All businesses to pay the same price and by that, a lower price. In Chicago, 24 communities participate in this type of program and so does Skokie- A similar proposal was submitted to Council in October 2006. SWANCC (Solid Waste Agency of Northern Cook County) did a survey and only 17% returned answers. Mat they found rn=hedrrsident concerns in other communities. It is suggested that an RFP be presented this year for implementation in February 2008 allowing six months for transition. The City would get fee based on the size of the container which will generate a revenue stream which could be used to purchase new garbage carts and bins. Aid. Rainey asked who would administrate the program. It would be done by S WANCC and the Sanitation Department. The City is not hiring additional staff The consultant is SWANCC. C. Brooke Beal (Executive Director, SWAINCC} stated that this program has been in place in Skokie since 1998. in Wheeling since 2005 and in Harrington for25 years. Aid_ Rainey- questioned the item in the document referring to turning off the resident's water if they do not pay their bill. C. Brooke Beal said that that does not happen since everyone usually pans their bills on time. It was mentioned that some businesses do not have waste pick-up and place their items in city containers. Some small businesses do not have enough clout to get a fair price. Aid. Jean -Baptiste asked where the Department of Sanitation will find staff to monitor this contract and what is the expected revenue. Suzene Eggleston (Superintendent Streets & Sanitation) expects little work required after the transition period. The contractor will send out the bills and receive the payments. Her department will oversee the receipt of tite service fee and audit the program. Revenue is expected to be two -hundred thousand dollars a year. John Burke (Transportation Director) confirmed that the cost to the City is zero. C. Brooke Beal agreed with Suzette Eggleston, the amount of wtssl: done initially is soon of er and there will be little for the City to do. He also mentioned that if a pick-up is missed, there is always a truck in town somewhere that will be sent over. Aid. Rainey says that with private haulers, foie calls and complaints go to them, not the City. Judy Aiello said that the City frequently gets calls. Aid. Hansen asked who would be covered. She was told that everyone who has service now «ill be covered. Those with national franchise for waste pick-up would be exempt. Asked about businesses that have contracted for lower rates, she was told that in those cases, the lower rate would be honored for three years. The Executive Director of SW. \CC felt that many would not fall into the category as the industry is now going through an add on to rates of 12 to 15 percent due to fuel costs and environmental concerns. This franchise does not do that., Aid. Hansen asked would some of the buildings that were not surveyed. would their lower fees be affected. She was told that they would be grandfathered for R.. z .a _007 9:03:00 AM Pape 4 of the three years. In response to Aid. Rainey, the City -a ill not be obligated to make up the difference. Peter Lobin (Cvanston resident) asked about missed pick-ups at high risk areas like hospitals and ams told a caII would get a truck over there that day. Aid. Jean -Baptiste noted if hospitals and others that need specific waste removal plans due to the nature of the waste they would need to negotiate separately and suggested that they can apply directly to the hauler for an exemption. Peter Lobin maintained that if a pick-up is missed from a critical areathe problem would fall back on the City. Aid. Hansen stated that the agreement covers missed pick-ups. Aid. Rainey pointed out that the City just made a change with condos and it caused a lot of headaches. There is no relationship between SWA.\CC and the individual haulers, nor does SR'ANCC "get anything out of the deal". The haulers decide where the waste is taken. Aid. Rainey asked how can the City bet recycling accomplished? The answer %vas that this franchise can help develop recycling and help contain prices. Aid. Rainey felt that before the City does anything, all those not contacted must be. She feels that their input is necessary. Ald. Jean -Baptiste asked Rlke Purze (Assistant Corporation Counsel) if the City intended to create their own contract or accept the proposed one. Elke Purze said that since this is so specialized, she'd prefer to not use a standardized contract. Alderman Moran spoke up about the Director of SWANCC stating that all his recommendations were made after a lot of thought. Aid. Rainey thought it was a radical change with no input from a lot of sources but rwognizcd that the staff had worked hard on the preparation. Ald..Wollin suggested that though introduced tonight, this ordinance should be held in commiticc. ' • y Item A Sias held in committee, the rate it -as unanimous, 5-0, IV. ITEMS FOR DISCUSSION .�u" V. CONINIUNICATIONS VI. ADJOUR1 Respectfully submitt Phillip G. Baugher, Finance Deparament Sx: mv. 712&m-007 9k3 W AM • Page 1 of 5 ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES . , Monday, July 23, 2007 5:45 pm — 7:05 p.m. CIVIC CENTER, 2100 RIDGE A**MNUE, ROOM 24I4: Members Present: Ald. Holmes, Aid. Rainey. Aid. Wallin Members Absent~ -Aid. Jean' -Baptiste, Ald. Hansen Starr Present: Judy Aiello, Sol Anderson. Ana Kate Bishop, John Burke. Pat Casey, David Cook, Carolyn Collopy, Paul D'Agostino, Rajeev Dahal, Suzctte Eggleston, Doug Gaynor, Paul Gottschalk, Brenda Herman, Herb Hill, Jewell Jackson, David Jennings, Jacquelyn Johnson, Vincent Jones, Kevin Lookis. Gavin hiorgan, Sat Nagar, Neal Ney, Ann Olsen, Elke Pura, Rolanda Russell Others Present: C. Brooke Baal, Solid 1Vastc Agency of Northern Cook County Nell Funk owner of Now We're Cookin' Jonathan Penman; Chamber of Commerce 1�titttt� t .l, t' 'Kimberly Smith, Beth Giarelli & Piyush B. Desai frorri t 4 t. YanRuanowner ofNine FisbRestaumnt Alderman Bernstein Presiding: Aid. Wollin 1. DECLARATION OF QUORUM Witha giiorum present, Alderman Wollin called the meeting to order at SAS p.m. II. APPROVAL OF MINUTES OF REGULAR MEETING of July 9, 2007 Item A7 incionvctly attributed a reply to John Burke. It was Daild Jennings who replied to the question. Minutes is -ere unanimously approved 3 - 0. M. T1S FOR CONSIDERATION ON COUNCIL AGENDA Items u re indh idually considered. (Al) *City of Evanston Payroll through 07/12/07 $2,854,143.46 Ilan AI uvs unanimously approved. 3-0. (A2) *city or Evanston Bills through 07124+'07 SI,471,652.26 Ald- Rainey asked if the charges go into the General Fund. Judy Aiello (Assistant City Manager) said as a bond issue they will be charged to individual funds. A CIP account pays for bonding activity. TiF accounts arc charged for individual fiords being bonded. Ibcre is only one line; item for constntctiom .Item A2 isus appromd unanimously; 3-0. (A3.1)*Approval or lowest responsive and responsible bid for moving the Library collection's and furniture from Hallett & Sons movers (7535 West 596 Street, Summit, II.) in the amount or $36,280. Funding provided by Library Book Sales. nw. W12007 5:11 UO PM Page 2 of 5 The grand opening is scheduled for August 270'. There will be a preview party on August 20 for donors and dignitaries. The dedication is scheduled for September 8, 2007. Item A3.1 sins unanimously approved, 3-0. (A3.2)*Approval of contract for 2007 ADA Ramp Program with Schroeder & Schroeder Inc. (7307 Central Park Avenue, Skokie, IL) in the amount of $45,240. Funding provided by Community Block Development Grant Funds. Ald. Rainey pointed out that the documents were missing a map. John Burke (Transportation Director) said that one had not been submitted ycL When it is available he will distribute copies. Ald. Wollin asked how many ramps are involved to which John Burke said "23". Item A3.2 was unanimously approved, 3 — 0. (A33)*Approval of contract for 2007 Alley Paving Project with DNB Construction Company (741 North Michigan Avenue, Villa Park, IL) In the amount of 5548,529. Funding provided by, Community Block Development Grant, General Obligation Bond and Special Assessment Funds. Ald. Rainey wondered if the City could not be more creative and less expensive. John Burke stated that the Public Works Department will be coming back with new ways to fund projects. Aid. Rainey said not money. creative ways to pave alleys. John Burk stated that the creation of a menu of paving solutions is in the works and will address specific problems such as drainage. Item A3.3 was unanimously approved, 3 — 0. (A3.4)*Approval of construction contract with Chicagoland Paving Contractors Inc. (225 Telser Road, Lake Zurich, IL) for the FY 07108 Tennis and Basketball Court Improvement Project (RFP 08- 37) in the amount of $399,999.99. The three parks are Bent, Larimer and Mason. Funding provided by Capital Improvement Project Funds. Ald. Holmes noted that there is no mention of M/W/EBE. Jewell Jackson (Purchasing Manager) said that she would check this out and get the information to the Aldermen. There were only two bids received. d. Item A3.4 was unanimously approved. 3 — 0 contingent on the receipt ofAf1iVIEBE infamiation before the Council meeting this evening. (A3.5)*Approval of contract with J. A. Johnson Paving Company (1025 East Addison Court, Arlington Ileights, IL) to resurface four streets that were excluded from the 2007 CIP Street resurfacing program in the amount of 5261,861.25. Funding provided by thetCapital improvement Program Resurfacing Fund. Item 3.5 "us unanimously appromd, 3 — 0. (A3.6)*Approval to enter Into an 18 month single source service agreement with 18 month and 5 month optional additional service periods with ThyssenKrupp Elevator (2305 Enterprise Drive, Westchester, IL) for the Sherman Plaza Elevator Service Agreement In the amount of $2,500Imonth or a total of S102,500. Funding provided by the Parking Fund. Ald. Rainey said that the committee needs a presentation. David Cook (Assistant Director Facilities Management) stated that anew contract came about at the end of thegatagc construction. Judy Aiello said the decision was made to use the original company once again since they had installed the latest state-of-the-art equipment. Aid. Rainey asked that if this is state-of-the-art, why did we hire Schindler Elevator Corporation. David Cook stated that when the original contract was to expire a bid went out and Schindler was the best and gave a five month contract so as to get all the city elevators into the same time frame. After six months, Schindler wanted out of the contract stating that they could not maintain the elevators, Legal Counsel is reviewing this to see about additional expenses being recouped. Aid. Wollin asked that when ThyssenKrupp (TK) returns will they assess damage that may have been done by SeWndlcr. David Cook said that by reviewing payments for work over the maintenance contract addresses that question. Aid. Rainey asked if Schindle is references had been checked. NN'hat was the response from TK concerning the fact that the elevators went down one week after their contract expired. David Cook said that the second question is being looked, into and yes, M. Vinool 5:11-00 PNI V Page 3 of 5 references were chocked. They have done other work for the City at the Library and the Library is very satisfied. They came in and looked at the elevators and the system and said they have maintained TACSO-03 models before. They did not realize that the elevators were the latest version, TAC50-04. Aid. Wollin asked why TK did not say anything. David Cook said many questions have Arisen concerning TK's liability. Donnelly, Consultant has been brought in to help sort this out. Aid. Bernstein asked if our contract includes warrantees for upgrade. Da%rid Cook said the service agreement include them. Judy Aiello said that the City is investigating all aspects but planning litigation at this time. She mentioned that the best new technology is expected to last more than 13 months, all vendors are questioned on their ability to senicc elevators when Iooking into funding a new service. David Cook was asked what Schnidlcr billed for and responded that they had billed for the fist three months of work but left after 2_1 days. AId. Bernstein asked if Schnidler was entitled to the full payment and was told by David Cook that he did not believe so but that he was not the legal expert. Da%id Jennings (Director Public %Vorks) reiterated that TK did the maintenance for one year sunder contract. Basically the day after they left. five elevators were down. Aid. Wollin asked why no explanation came from them and David Jennings said that the City had already contracted with Schnidler before TK left. AId. Rainey asked for monthly updates and Aid. Bernstein asked to see the contracts. David Jennings said yes to both requests. Item A3.6 x•as unanimously approve,. 3 - 0. (A3.7)*Approval to enter into a professional consulting agreement with Ross Barney Architects (10 West Hubbard Street, Chicago, IL) to provideArchlicaural and Project Management Services for the Evanston Civic Center as outlined in RFP 08-26 in the amount of $154,450. Funding provided by Capital Improvement Program Funds. Ald. Rainey questioned the terms of -holistic and analytical" in the memorandum to Julia Carroll. David Cook said it was meant to clarify that many aspects were looked into. Md. Rainey asked if anyone was here from the company and was told "no". Item A3. 7 was unanimously approved. 3 - 0. (A4.1)*Approval of Change Order No. I increasing architectural services contract with Nagle liartray hanker Kagan IIiclKay Penney Architects, Ltd. (30 West Monroe Street, Chicago, IL) for the Library Youth Services Renovation Project by $22,240 from S230,198 to $252,438. Funding provided by the Library's "Roots to Grow" Fundraising Campaign. Ald. Wollin asked if this was a comprncmsive plan for the Library. Paul Gottschalk (Library Administrator) said that it was only for the new youth area but will fit in with the other signage in the Library. There will be some additional signs required since several areas have been redesignated with the move. The campaigns was very succcssfui_ The goal was to raise S400,000 and they came in at S46O,000. Item A4.1 ►i s unanimously approved. 3-0. (A4.2)*Approval of Change Order No I incsrRsing the construction contract with W. B. Olson, Inc. (3235 Arnold Lane, Northbrook, IL) for the Library Youth Services Renovation Project by S12,762 from S1,213,619 to S1,226,381. Funding provided by the Library's "Room to Grow" Fundraising Campaign. Item A4.2 was unanimously approved, 3 - 0. (AS)* Resolution 35-R-07 2008109-2012/I3 Capital Improvement Program Consideration of resolution 35-R-07 2008109 - 2012113 Capital Improvement approving the proposed Fiscal Year 2009 - 2013 Capital improvement Program of the City of Evanston. Ald. Rainey disagreed with the comment that most cul-de-sacs were maintained by residents. David Jennings stated that an inventory of all cul-de-sacs was in progress and a report as to the level of cane would be presented. Item AS ntias unanimously appromd, 3 - 0. T. mv. tilII/1007 5:1190 PM Page 4 of 5 (A6) * Resolution 37-R-07 Authorizing the Cit` Manager to Execute an Imalernentation Agreement Consideration of resolution 37-R-07 authorizing the City Manager to execute an Implementation Agreement with ENIMARK post Council approval (July 9, 2007) of Ordinance 67-7-07 renening Special Service Area #4. Aid. %Vollin stated that this resolution was not resolvcd and it had been taken off of the agenda. (A7)* Resolution 38-R-07 Letter of Intent with Illinois Department of Transportation Consideration of resolution 38-R-07 authorizing the City Manager to sign a Letter of Intent with MOT regarding project scope and city funding participation in the Emerson Street Bridge Project over the North Shore Channel. Kimberly Smith (1DOT) explained that the original construction was done in 1961. It is a three span structure with no major work done since construction. Due to deterioration, trucks over 15 tons arc routed to other streets. A full rebuilding is planned to a width of 80 feet with the addition of five foot bicycle lanes on each side. No dollars are required from the City of Evanston. During construction, the bike lanes along the channel will not be disturbed. The bridge is in such disrepair that it cannot be reconstructed in stages. Detours of all traffic in both directions will be necessary. The Traffic Department has been instrumental in designing the least confusing re-routing. It should also be noted that a detour takes less time than stage reconstruction. Ald. WolIin asked about the time span and was told they will start in 2008 and accomplish it in one construction season. Ald. Rainey asked if there was some concern about the availabilityof money. Kimberly Smith said that yes it is funded now and there is a good chance that the funding will continue into next year. However, there is no guarantee that it won't get cancelled. Ald. Holmes is concerned about using Church Street, especially between Gray and Hartrcy, trucks now cause all the houses to shake. John Burke will look into it. Ald .Rainey asked if there %ill be a change in the lanes going cast, currently they all become one lane as you cross the bridge. John Burke said that the bridge will be wider and provide tapering lanes according to MOT policy. Item A was unanimously approved, 3 — 0. (A$)* Ordinance 47-0-07 increasing Number of Class D i.inuor Licenses Consideration of ordinance 47-0-07 amending Section 3-5-6 (D) of The City Code to increase the number of Class D Liquor Licenses front 23 to 24 due to the opening of Nine Fish Restaurant, Inc (2426 Main Street, Evanston, H.) Owner/Manager has completed BASSET training. A question arose over who with BASSET training would be on site in the owner's absence since the manager quit. Ald. Rainey asked that this be brought back to committee when a manager has been hired with the proper credentials. Item AS was unanimously approved for introduction to the City Council based on the contingency mentioned beingfrY111al, 3-0. (A9)* Ordinance 744M7 On -Street Bike Plan Consideration of ordinance 74-0-07 by which the City Council would amend Section 10- 11- 16 (B), Schedule XXI of the City Code to designate bicycle routes (marked with signage) and bicycle lanes (designated by pavement markings and signage). Aid. Holmes noted that the lines that used to go through the paths have been removed. Aid. Rainey suggested that the bike lanes be set up so they connect with each other in one route. Rajeev Dahal (Sr. Traffic Engineer) said that there is not one street that could be used for this. Item .49 it -as unanimauslr approved, 3 — 0. (A10)* Ordinance 75-0-071ncreasing the Number of Class K Liquor Licenses Consideration of ordinance 75-0-07 amending Section 3-5-6 (K) of the City Code to increase the number of Class K Liquor Licenses from 0 to 1 due to the opening of Now We're Cookin', Inc. (1601 Payne Street, Unit C, Evanston, IL.) BASSET training has been completed by ow-nerand managers. Mv. M007 5:11-00 PM • Page 5 of 5 The ownerlmanager, Nell Funk, explained that her company would supply and serve alcohol on site only to groups that rent the kitchen for cooking demonstration parties/events. Ald. Rainey asked if staff had had BASSET training and was told yes. Aid. Holmes asked if food for events outside the building could be prepared there. She was told yes, that is the other half of the business, renting the gourmet kitchen to various community groups. Item A10 rsus unanimously approved. 3 — 0. (A11)* Ordinance 64-0-07 City of Evanston Solid Waste Franchise Consideration of ordinance 64-0-07 amending Section 8-5 and 8-5 'h of the City Code to establish a City of Evanston Solid Waste Franchise. The franchise would require all businesses, commercial and larger residential properties to use the hauler selected and licensed by the City to remove and dispose of their solid waste. This item was Introduced and referred back to committee at the July 9" meeting. Aldermen Wollin and Rainey stated that the survey summary and individual results were submitted as requested and that the ordinance made much more sense. It was asked that with all the variables, how can the City make a statement. David Jennings said he only got four phone calls and they all were positive. Aid. NVollin questioned the three year deal. C. Brooke Beal (Executive Director of Solid Waste Agency of Northern Cook County [[SWANCCi1) stated that it can be grandfathered for the entire length of the contract, or grandfathered for three years. The survey he stated did not include surcharges coming on now for such items as the fuel increase. He noted that most existing contracts arc not for more than three years. Ald. Wollin questioned "special conditions'. She was told they also can be graandfathered into new contracts. Aid. Rainey questioned the mentioning of four or fewer units on page seven and then on page nine, six or more units is mentioned. What happened to five? Suzette Eggleston (Superintendent of Streets and Sanitation) said that we cannot add all to the schedule. Page seven "A" refers to what we pickup and "B" refers to condos. Aid. Rainey asked why the committee was being asked to approve this ordinance tonight since it will not take effect until . 2008. David Jennings said there is a long ramp -up period. Accepting a vendor, allowing the vendor sufficient time to get all the equipment they will need and Iearn the routes. C. Brooke Beal said that approval in August would be cutting it short. David Jennings mentioned that he anticipates a small number of exemptions being asked for. Skokie only has five. Ald. Rainey asked that the ordinance be reviewed and as necessary reworked to simplify the language. David Jennings reiterated that time is limited to get the RFP bid request out. Aid. Wollin said that David Jennings should wort: on drafting the RFP. Suzette Eggleston mentioned that Legal Counsel had changed the language in the ordinance last year. Judy Aiello said that she had the list of questions from AId. Rainey and that David Jennings will be looking at it. Item.411 «crs unanimously voted. 3 — 0. to be held until the rtugust 1 P Committee This imuld allow timeforfrne tuning the franchise wording and the wording of the ordinance. To start drafting the RFP wns unanimously endorsed and there is every expectation of enthusiastic support. IV. FMIS FOR DISCUSSION V. COMMUNICATIONS VI. ADJOU ININIENT: 7:05 p.m. Respectfully submitted: Phillip G. Baugher. Administrative Assistant Finance Department rev. &I4007 5:l 1-0 PM PaW i of 4 ADISMISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, August 13, 2007 . 5:40 pm — 6:50 p.m. CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Jean -Baptiste, Aid. Hansen, Aid. Holmes, Aid. RaineyaAld, Wollin Members Absent: Staff Present: Judy Aiello, Anna [Cate Bishop, John Burke, David Cool"k(;�trolyn Caliopy. Paul D'Agostino, Rajeev Dahal. Suzette Egglesto-n;Doug Gaynor; MattheWA. Grady, III, Brenda Herman, Jewell Jackson, Vinceriflc pes, Gavia !Morgan, Sat Nagar. Neal I`ey, Elke Purze, Dave Stoneback Others Present: Robert Lapata. Manager, Omaggio Restaurant Yan Ruan Owzter of Nine Fish Reataurant Linda Gelb. President. C.A.R. Susan Gapstur, Director of Devel4pent,1C AIR; F:. James Cha, Legal Cou 4i, C.A. R. E: -? Linda Lutz, Manager. Ecology Center Jean Esch, Zane Robbins 1I: Hal Oates, Ladd Arboretum Alderman Bemsteln Presiding: Ald. Wollin',•. Jl 1. DECLARATI0N_6F QUORUM With a quorum present, Alderman Wolin called the meeting to order at 5:40 p.m. II. APPROVAL 0F261ItiVTES OF REGULAR MEETING of July 23, 2007 Minutes were unmiimouslV approv«f. 4 — 0. III. .ti+,ITEMS FOR CONSIDERATION ON COUNCIL AGENDA � Item it -ere indh- ually considered. (Al) =C�•a€Evanstoa Payroll through 07/26/07 $2,470,717.82 ' 08/09/07 S2,486,6S7.11 Item Al is -as unar.mously approved. 4-0. (A2) *City of Evanston Bills through 08114/07 S4,782,947.95 Aid. Rainey questioned the ° b of the total collected by Andres Billing, that is our responsibility. Gavin Horgan (Vssistant to the City .Manager) stated that the percent is ten. Vincent Jones (Assistant to the City Manager) asst.-ed Ald. Holmes that the disability reimbursement check tint was produced in error Would be retume : Ald. Rainey voiced a strong opinion that the citizens should Not be paying for the Township to have a membership in Rotary. Paylocity is being contacted to correct the terrniroiogy of tares coUccted from "semi -weekly" to "bi-weekly" Item Af it -as unanimously approvct.? 5 - 0. rn. %11r.00' 1214-00 PM Pape 2 of 4 (A3.1)*Approv21 of the lowest responsible and responsive bid for Brick Layers Project (Bid 08-36) to :Midwest Brick Paving, Inc. (18557 Statellne Road, Antioch, IL) in the amount of S129,000. Funding provided by S50,000 from Capital improvement Fund and S79,000 from Tax Increment Financing. Aid. Wollin asked if a survey had been done to ascertain the worse areas. Suzette Eggleston (Superintendent Streets and Sanitation) has data from last year of the worse spots to which she has added information gathered1received this year. Asked if this contractor was the same as the original. Suzette Eggleston said no. Aid. Wollin asked if there was a warranty and was told yes, it is for one year. Judy Aiello (Assistant City\tanager) mentioned that the original work had been done in sand and the repairs would be done in concrete. Aid. Jean-BaptisYc says that the disabled community have complained. Judy Aiello said that the repaired areas will not be so very different but new streetscapes will be the result of community involvement. Brian Barnes, the City's lnchasiottary Specialist is working on this. Aid. Rainey suggested that "stamped con=te" be looked into as'an alternative to pavers. h " - Item A3.1 was unanimously approved. 5-0. (A3.2)*Approv21 of a contract for professional services (RFP #08 41) provided by Gonage Sager Associates (1730 Hinman. Suite 4E Evanston , IL) to pro,.Me an. executive search for the Library Director In the amount of 25% of the new Director's ialary, not to -exceed S30,000. Funding provided by the General Fund Library account`- f Aid. Holmes asked if the payment method was normal for this kind ofcot_ Judy Aiello stated that there were two ways to pay a consulting first; a flat fee or this way, based on salary negotiated. AI&Wollin asked if we used this firm before and Neal \ey (Director Library Services) said no. He stated that this firm specializes in library services. He is ay.-are oftheir work in Atlanta and Palatine. Judy Aiello has a list of their work that she will get to the committee before the council meeting. Item A3.' was unanimously approved, pending review c f, uhmitted documemation, 3-0. (A33)*Approval of the hiring of Walker Parking Cowsultants (505 Davis Road. Elgin, IL) as a single source contractor to provide architectural and engineering services at Maple Avenue Self Park at a cost not-to-excetcl S-t2.M Funds provided by Don rtown 11 Capital Project Tax Increment Financing. Ald. Rainey says the City should abandon the sprinkler system Dave Cook (Director Facilities Management) said that he is working with the Fire Depmmment who has the last say. Aid. Bernstein asked when the probietns started and Dave Cook statli that it was well after the first year of opcmtio& Once it is determined what exactly has occu.-:red. the warranty sill be reviewed and if approptiiie, the matter referred to Legal Counsel. Jud} Aiello stated that she heard that the system put in sues very cheap and that was why it was put in, Swc dog not believe that the garage needs a _sprinkler system but it is up to the Fire Chief to decide_ The maintenance has been greater than 5'aa6cipated. Decisions are being reviewed since there a.-r talks about louvers on the openings and `atherchanges made. If Walker Parking Consultants can -= now. in 60 to 90 days they will present iplan. IrcmA-3.3 was un,;rimously approved, S - 0. (A4)* Approval of the Ladd Arboretum Master Plan. The total estimated cost to implement is S4.6 million in 2008 dollars and Is anticipated to be funded through private donations, grants and City of Evanston Capital Improvement Plan program funds. re Ali. Wollin asked if thewere priorities. Linda Lutz ( Mang- r Ecology Center) stated that there are two main priorities. 1) putting more nature in the Arbor; rim by increasing biodiversity with planting conducive to wildlife and 21 tree signage. Aid. Wollin noted that 4.6 million sounded like an awful lot. It was stated d-at the figure represents all the work to be accomplished over a period of years. Doug Gaynor (Director ParksTorestry & Recreation) mid that this sets up a base line through 2010 from which projections can be made. Aid. Holmes asked ifthcrr are sub -sets to the priorities. Linda Lutz said that priorities are set at public meetings. Paul D'Aiosiino (Superintendent of Forestry) said that priorities will be done in the order listed. Aid_ N'i'ollin thanked the committee for all of its work. rev,921/2007 M24:00PM Pape 3 of 4 Item A4 was unanimously approved. 5 - 0. (AS)* Resolution 37-R-07 Authorizing the City Managerto enter Into an Implementation Agreement with EVMARK for Special Service District #4 Consideration of resolution 37-R-07 authorizing the City Manager to enter Into an Implementation Agreement with EVNIARK for Special Service District #4. The City has extended Special Service District #4 and £VMARK will Implement the activities outlined in the Agreement. Aid. Bernstein opened with compliments to EVNI ARK. He requested that the last sentence of Article V be removed saying that it contradicted the intent concerning the renewal of the contract as explained in the beginning of the article. Judy Aiello said that the contract will be reviewed every year. Aid. Bernstein restated that the last sentence implies that it is the intention of the City to renew for twelve months. Judy Aiello felt that that Article V obviously could be interpreted two ways. Ald. Jean -Baptiste suggested adding the words "considered every year for renewal" Aid. Hanes said that if it gets ton Judge, they will decide what the intention is. She moved to have the last sentence struck from the article. Aid. Rainey seconded. Aid. Holmes asked if residents are to go onto the Board. Aid. Bernstein said yes, it is to be decided upon at the September meeting. Item 5 was unaninrousiv approved as amended. 5 - 0. r (A6)* Resolution 41-R-07 Sheridan Road Jurisdictional Transfer from South Boulevard to Isabella Street Consideration of proposed resolution 41-R-07'sotboriziag the City Manager to sign a Letter of Intent with the Illinois Departpt "t_of Transportation to transfer ownership and maintenance of Sheridan Road from South Boulevard to Isabela Street. Ald. Jean -Baptiste asked if we were losing money by taking over this stretch of Sheridan Road from IDOT. John Burke (Transportation Director) said the City would lose money but the sum was extremely small. There have never been substantial payrtients from IDOT. Item A6 it -as unanimously approver!. 5-1). (A7)* Resolution 42-R-07 Construction Agreelmemt for the Evanston Animal Shelter Consideration of proposed resolution 42-R-07 authorizing the City Manager to execute a construction agmment ►v h C.A.R.E. for improvements to the Evanston Animal Shelter. Aid. Rainey said that C.A. R.E. should be allowed to stake comments. Sue Gapstur on behal fof the volunteers said they appreciated the committees support and interest. AId. Wollin asked about a time line. Dave Cook said that first an environmental study would be done, then an architectural plan would be designed and then the work would begin. A specific time could not be estimated at this time. 41em A 7 was unanintouslt, approved. 5 - 0. (AS)* Resolution 43-R-07 1-ease Agreement with C.A.R.F. to Onerate the Animal Shelter ConsWeration of proposed resolution 43-R-07 authorizing the City Manager to enter into a lease agreement with C. A. R. E. to operate the Evanston Animal Shelter. Aid. Rainey asked if C. a. R. E. Friends of Evanston Animal Shelter was the same organization as C.A. R. E. Linda Lutz said yes, they are an historical name and recent shortening. AId. Rainey sees this as a monumental success and the C. A. R. E. people are the greatest and this makes our relationship official. Item .48 it -as umnimouslr approved. 5 -- 0. (A9)* Ordinance 77-0-07 Fire Service Charge Rate Increase Consideration of Ordinance 77-0-07 amendment to Title 7, Chapter 12, Section 8, related to requirements and charges for water service lines used for fire protection systems. Aid_ Rainey asked how the costs were assessed for different locations. Dave Stoneback (Water Superintendent) said that the S20.00 fee is multiplied by the diameter of the pipe. There are several diameters in use in the City. rnv. 921.1_W7 12.24-4 pit Page 4 of 4 hem A um unanimously approved S — 0. (A10)* Ordinance 80-"7 Increasing the lumber of Class B Llnuor Licenses Consideration of ordinance 80-0-07 by which the City Council would amend Section 3-5-6(B) of the City Code to increase the number of Class B Liquor Licenses from 17 to 18 for Omaggio Restaurant (1639 Orrington Avenue, Evanston, IL). The owner and manager have completed BASSET training. Aid. Wollin inquired into who was BASSET trained. Robert Lapata, one of two managers, stated that both were trained. hem A10 was unanimously approved, S — 0. (All)* Ordinance 47-0-07 Increasing Numberof Class D Liquor Licenses.,.:,,• ._ Consideration of ordinance 47-0-07 amending Section 3-5-6 (D) of theCity Code to increase the number of Class D Liquor Licenses from 23 to 24 due to the openini+fNine Fish Restaurant, Inc. (2426 Main Street, Evanston, IL) The owner and manager have completed BASSET training. This item was Introduced on July 23'4 and referred back to 6fliv tittee. Elke Purze. (Assistant Corporation Counsel) stated that eveuthough a \lanabeihas no;been hired, the owner had assured her that she would be there when the restaurant was open. Ald.fean-Baptiste asked if the wait -staff should take the training. The owner said no. The question is when the owner is out, who on site is trained'? Anna Irate Bishop (Administrate a assi=nt Risk Management) stated that the owner or manager must be present at all times, not just a BASSET trained employee. Aid. Rainey asked how• malty times restaurants have been in ton -compliance and Anna Kale Bishop said very few times. The fine is S500 and the owner. says tiiacshe understands this. At this time, she f cannot afford to hire a manager. Aid. lean:Baptist stated that the owner snows what is expected of her and so far has done all that is required by the City. -,He recommends that the committee goes ahead and approves the ordinance. Item All -was approved. 4 — 0 with Aid. Raimc , voting no. (A14)* Resolution 40-R-07 Exnressing Disanoroval of the decision made by the State of Indiana's Department of Environmental Niseagement Consideration of proposed resolution 40-11-07 expressing disapproval in the decision made by the State of Indiana's Department of Environmental Management to allow British Petroleum to release additional pollutants into Lake Michigan. Ilent A14 was unanimously approved, S — 0. IV. IMMS FOR DISCUSSION V. "'COh MUNICATIONS A t� * VI. ADJOUR_'411EAT: 6.50 p.m. Respectfully submitted: Phillip G. Baugher. Administrative assistant Finance Department m. 421 n007 12:24 00 PM r Gt4 ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, September 10, 2007 5:49 p.m. — 6:45 p.m. CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Jean -Baptiste, Aid. Hansen, Aid. Holmes, Aid. Rainey, Aid. Wollin Members Absent: Stiff Present: Judy Aiello, Sol Anderson, Anna Kate Bishop, John B�ke, David Domeker. Richard Eddington.,Nlanhew A. Grady, lii;BethHowlett, J David Jennings, Vincent Jones. Gavin..Morgan, l ike Purze. Rblanda Stoneback, Jay Terry, Lisa Woodsiz' �Nz Others Present: Alderman Bernstein+''.,'' r4, Alderman Tisdahl Gloria Woods — Kaleidoscope GGov Pam Anderson — Three Crowns Park Pape 1 :, Robert Jackson, I ll. Dave Presiding: Aid. Wollin I. DECLARATION OF QUORUM, r•; With a quonsm present. AIdezm3n �:`ollin called the, ing to order at 5:48 p.m. II. APPROVAL OF MINUTES OF REGULAR MEETING of August 13, 2007 Atinutes were unanimbusly apprmY.� d — 0. III. ITE3IS FOR CONSIDERATION OK COUNCIL AGENDA Items urre indh dz lls, considered. (A1)* Clty o(Evanston Payroll through 08/23/07 $2,499,639.78 `- 09/06/07 S2,274,422.08 Item .4 )ins unanimously approved, 4-0. (A2)* City of Evanston Bills through 09/11/07 $4,998,376.16 Aid. Rainey questioned the number of permit refunds. She has never seen these before. Vincent Jones (Assistant to CityManager) stated that permits are based on an estimate and often the actual is lower and a refund is then required. Matthew A. Grady, III (Director of Finance) explained that the _accounting Services expenditure was for coverage while a search was conducted for a new Accounting Manager. Vincent Jones said that Donna Floeter was an architect hired to cover for staff vacations in Building and Zoning. Aid. Rainey questioned the use of Outreach Services. She never sees anyone around. Aid. Jean - Baptiste also questioned the work accomplished. He asked if there could be a real-time report on their activities and accomplishments and current information given to the Aldermen for use at their Ward meetings. A report at the end of the season is not useful. Richard Eddington (Police Chief) said Cynthia Harris of the Police Department is preparing a report. The workers were primarily in the south and west of the City. A considerable amount of time was spent in the hiring process. A record of daily activities and results is m.1&5� :00711,21-00Alt Page 2 of 4 maintained but not given to the higher levels. Aid. Rainey asked how the program is evaluated. She believes that the calls for service have not decreased. These answers will be provided. Sol Anderson (Youth Coordinator) has been out in the field. Aid. Holmes asked if the fee paid for operating management at the Sherman Plaza Garage was monthly or annual. John Buse (Transportation Director) said that it is monthly. Aid. Rainey asked if the incident in the garage was caught on tape. Chief Eddington said the tapes are being reviewed but being an on going investigation, he was not able to comment at this time. She asked if all cameras are monitored and John Burke said yes they are. Item A? was unanimously approved, 4-0. (A3.1)*Approval of contract for profr$sional services for Diversity Trah' ie�g (RFP# 08-19) with Kaleidoscope Group (434 West Ontario, Chicago, IL.) intfie amouittof $25,600. Funding provided by the Cl"ide Training budget. Alderman Jean -Baptiste asked who would do the training and what is the overall outline and how will success be measured. Gavin Morgan (Assistant to City Manager) iutroduced Gloria Woods of the Kaleidoscope Group. She explained the focus would be on diversity training, working with city coltzagues, resulting in better relationships and outcomes to develop productive rt:lationship& Aid. Wollin asked if anyone below Department Heads and Managers would receive training. Gavin Morgan discussed the train -the -trainer aspect. There will be one-on-one training insuring that in-house trainers -w ll be developed so that training can be given to all employees.-; Item A3.1 was unanimously approvee 4-0. (A3.2)*Approval of purchase for an Aerial Bucket Truck, to replace vehicle #1163, for the Traffic Engineering Department from L.andmaA Ford of Springfield, Illinois under the State bidding process'In the amount of "1,999. Funding provided by the Fleet Fleet Service Capital Oathy aooaunt. Aid Wollin asked where the rao-ney goes from selling old vehicles. David Jennings (Director of Public Works) said" the sale of the vehicle is not tied to the purchase of the next one. Matthew A. Grady, Ill sai,1 that the sale dollars go into the Fleet Fund. Item A3.? was unanonousl►• approved. 4-0. (A3.3)*Apprroval of the lowest responsible and responsive bid (RFP #0843) for design engineering services for Police Range ventilation improvements, bullet trap replacement, combat wall surfacing materials, range fighting. target acquisition, `;tint! control systems provided by Hinkle Engineering (8167 South Cass Avenue Darien, II.) In the amount of S22.210. Funding provided by the Capital Improvement Plan. Md. Holmes noted in the documents that the current range had exceeded its usefulness of life: Officer Cook (Police DepLL-runent) stated that the usual life range is tiventy years. This one's ventilation system when Zested, showed it did not meet OSHA's standards. Aid. Holmes asked if these repairs :Lnd replacements should not have been done earlier. Officer Cook said that it has been in pry +•ious budgets but the ventilation system was not addressed until now. Aid. Holmes asked if there was a schedule of testing the equipment. OfiicerCook said yes. Aid. Wollin asked the t since our officers have to go to Glem-ie►v, why A & P «' wasn't involved sooner. OfficeT Cook stated that no one in the City of Evanston could write the specifications. An outside service was hired, various tests were conducted and time passed. Item A3.3 was unanimousy apnroved, 4-0. (A3.4)*Approval of the loves: responsible and responsive bid for installation of a new fire rrv. 10'"007 i t, I :UO AM Pape 3 of 4 alarm system for Robert Crown Center by ADT Fire and Security Systems (1I1 Windsor Drive, Oak Brook, IL) in the amount of S51,206. Funding provided by the Capital Improvement Plan. Aid. Hansen asked if this new equipment can be used when Robert Crown is remodeled in a few years. David Cook (Superintendent of Facilities) said no, most of the work today would not be reusable, but this work must be done now. Item A3.4 was unanimously approved 4-0. (A4.1)*Approval of Change Order No. #1 to provide additional work during construction of the 2007 Water Main, Sewer and Street Improvement Project with DiPaolo Company (4350 DiPaolo Center Glenview, IL). The change ordei i~neresses the contract amount by S13,733.11 from S2.519,393.70 to $2,533,126.81. Funding will be provided by the N�ater Fund. Aid. Wollin stated that she will be glad when the work is done. She thought item' 101 was an expensive mistake. Dave Stoneback (Water Superintendent) said it was'duc to an unknown water main. The gas comp ny will pay half of the. bill, item 102 was a potential contamination problem from an abandoned gas main. His department had to work around it. Aid. Jean -Baptiste asked if there .vere no maps of the various pipes, etc. Dave Stoneback said there are no maps of other utilities-only.ofours. This abandoned pipe was laid before People's Gas took over and N1COR did not take aver all of the property of People's Gas. There are no blueprints. Dave Stoneback is`seekinP; pay efit. from N1COR. Item A4.I it -as unanimously approved,'4-0. ` (A4.2)*Approval of Change Order No. #1 to the 2007 Street Resurfacing Program to J. A. Johnson Paving Company (1025 East Addison Court, Arlington Heights, I1.) to add Hull Terrace widening between Custer Avenue and Callan Avenue resulting in an additional 10 on -street paridngspam The change order increases the contract amount by S34,690 from S261,861.25 to S29&551.25. Funding provided by the Capital Improvement Plan Fund. Item A4.2 it -as unanimously approrad. 5-0 (A5)* Resolution 45-R-07 Local Agency Agreement with ]DOT for Construction Fund]ne Consideration of proposed resolution 45-R-07 authorizing the City Manager to sign a f `IL.ocal Agency Agreement with the Illinois Department of Transportation for participation in the construction of the Ridge Avenue Roadway Improvements in the amount of S&IM. Funding provided by the Federal Government: S2.4M, the State Government: S1 2M, the City's Capital Improvement Plan Street Resurfacing Fund: S0.7M. and City's seiner fund: Si.S.M. Item .4S it -as unanimously approve:. 5-0- (A6)* Resolution 46-R-07 RTA Funding for a Technical Assistance Grant to Develon a City-%.ide Multi -Modal Transportatlon Plan Consideration of proposed resolution 46-R-07 authorizing applications for and execution of a technical assistance grant from RTA for developing a city-wide multi -modal transportation plan. All Rainey asked if there was an update on the Skokie Swift. John 13urke said he would send it out when the recently finished plan is available. m•. 1015121007 11=21-00 Alf of 4 Item A it -as unanimousll, approved 5-0. tape 4 (A7)* Resolution 47-R-07 Flood and Pollution Control Commission Consideration of proposed resolution 47-R-07 commending the Flood and Pollution Control Commission for its accomplishments and dissolving the Commission. Aid. Tisdahl is on this commission and -whole heartedly supports the dissolution. Item A it -as unanimously approved, 5-0. (A8)* Ordinance 79-0-07 Increasing the Number of Class U Liquor Licenses, Consideration of proposed ordinance 79-0-07 by which the Cite Council Mould amend Section 3-5-6 (U) of the City Code to increase the number of Class U Liquor Licenses from 1 to 2 for Three Crowns Park (2323 McDaniel Avenue, Evanston, IL): -BASSET training was completed on August 31, 2007. Pam Anderson from Three Crowns Park was in attendance and said that there would be a pub in the facilities for guests. Item A8 was unanimously approved. 5-0. (A9)* Ordinance 87-0-07 Amending Various Sections ofthe City Code 7-114 for Beach Hours Consideration of proposed ordinance. 87-0-07 amending Section 7-I1-4 of the 1979 Evanston City Cade, Beach Hours, cJFiifying the hotirs ofvperation far all of the clty's beaches, Aid. Rainey asked that when this passe, will an e-mail go out about the new swimming hours. The staff responded yes. Robert Dorneker (Superintendent of Recreation) stated that advertising is done in the Arts & Recreation magazine, placed on the City web page and sent to Donna Stuckert. Judy Aiello (:assistant City Manager) said that signs will be posted at the entry to the beaches. In response to Aid. Jean-Baptiste's question concerning the use of the City's radio station, Judy Aiello said that she -would look into figures of how many citizens use the radio. AM Hansen mentioned the confusing signs on the beach she recently went to. Robert Dorneker said he would review each set of signs at each beach. Item A9 ivas unanimoush- approved. 5-1). (A10)*0rdinance 88-0-07 Sheridan Roadflsahella Street Jurisdictional Transfer Agreement -'Consideration of proposed ordinance 8&O-07 authorizing the City Manager to sign a -.jurisdictional Transfer Agreement with the Illinois Department of Transportation for Sheridan Road from Isabella Street to the north City limit at Wilmette and Isabella Street from Bryant Avenue to the Ridge/Sheridan intersection, Item A10 was unanimously approved. 5-0. IV. ITEMS FOR DISCUSSION V. COMMUtiICATIONS VI. ADJOURNMENT: 6:45 p.m. Respectfully submitted: Phillip G. Baugher Administrative Assistant Finance Department rev. 10.`S100711:21.00 AM ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, September 24. 2007 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: AI& Holmes, Aid. Jean -Baptiste, Aid. Rainey, Aid. Wollin Members Absent: Aid. Hansen Staff Present: Judy Aiello, Anna Kate Bishop, Ronald Brumbach, John Burke, Julia Carroll, David Cook, Paul D'Agostino, Joellen Daley, Hitesh Desai, Patrick Dillon, Steven Drazner, Suzette Eggleston, Douglas Gaynor, Matthew A. Grady, Ill, Herbert Hill, Jewell Jackson, Beth Howlett, David Jennings, Vincent Jones, Gavin Morgan, Rolanda Russell, Debbie Sleet, Dave Stoneback Others Present: Alderman Bernstein, Alderman Moran. Jr. Alderman Tisdahl, Alderman Wynne Robert E. Horstman — Virchow Krause & Company David G. Farmer — Virchow Krause & Company Presiding: Aid. Rainey I. DECLARATION OF QUORUM With a quorum present. Alderman Rainey called the meeting to order at 5:35 p.m. IL APPROVAL OF MINUTES OF REGULAR MEETING of September 10, 2007 11Tnures were unanimously approred, 4 — 0. I11. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA Items were individually considered. Special presentation of the completion of the FY 2007 Comprehensive Annual Financial Report (CAFR). Robert Horstman. Partner in Virchow Krause and Company, stated that the audit as a whole show ed a %cry strong presentation by the City of Evanston. It was a new process. To men new audit guidelines, a snapshot of «hat occurred over the year %vas the goal. The financial highlights were right on target. a strong increase was shown. The new debt -A-as high but 13.7\1 was a refund at a lower interest rate which is very positive. Asse—ts were shown to increase while liabilities decreased. Robert Horstman sees the tag m1e for the Cite of Evanston as having been fairlyconstant. In 1946 the rate was 2.05. in 2005 it was 1.49. Dave Farmer. `tanager at Virchow Krause and Company addressed the Compliance Report on the Federal Role. Being audited by government standards is different than being audited by city standards. A different set of tests are done a management letter is prepared and a report goes to the Governing Board. It is requEred that various groups put into w- iting ghat they observe. The audit team then gives recommendations. The City of Evanston administration wanted a thorough review of operations. There will be new standards in 2008 for an audit to be preformed. One change is how risks are accepted. Local governments will need to document all procedures and controls. They will be required to create a manual/handbook to give to the auditors who will look for variations in procedures. Some of these steps were used this year and the Finance Department has begun to create the manuallhandbook. In the future, restricted funds that are transferred to another use will no Ionger be considered "restricted". GASB45 ►►ill affect the city next year. Promises to employees (benefits, etc.) must be properly administered such as retiree health insurance. Robert Horstman stated that two funds showed deficits at the end of the fiscal year but the ensuing result will be a strong fiscal position. Ald. Bernstein commented on the dollar error in the original CAFR posted on line. Dave Farmer stated that it was a calculation error, the formula did not work in the copy they sent to the Finance Department. Matthew A. Grady, ill (Director of Finance) said that new procedures are already in place to see that this does not happen again. Ald. Rainey asked when the TIF audit will be available. Robert Horsiman stated that all audits are in compliance and the report will be available in December. Julia Carroll (City Manager) said that the report is compiled by Kane, McKenna, it is not part of the CAFR. Judy Aiello (Assistant City Manager) said the report will be online after the annual meeting. She will check to see if last year's is online and inform the Aldermen. Matthew Grady talked about the steps the Finance Department has taken to strengthen the system. Two positions were filled by professionals who are CPA's. In addition to their proven abilities in the world of finance, both have extensive experience performing internal and external audits. A new internal audit function is being designed that ►vilI be on -going during the year. Weekly brainstorming sessions have been held among the Finance Division heads reviewing every position to find places that this function can be placed on a permanent basis. In addition, in July, Vircho►v Krause and Company held the first ever employee information sharing and training session on the new internal controls from SAS, the Statement of Auditing Standards. Forty employees who handle financial information for the City attended. He is confident that very positive actions are being taken. (Al)* City of Evanston Payroll through 09/07/07 52,244,403.10 Item,41 it -as unanimouslyappro►•ed. 4-0. (A2)• City of Evanston Bills through 09/25/07 S4,034,340.74 Aid. Rainey noted that there %ere no explanations of seized funds. Vincent Jones (Assistant to the Cite Manager) -rill supply the information. Item.42 it -as unanimously approved, 4-0. (A3.1)'Approval of the lowest responsive and responsible bid for the 2007 CIPP Spot Line Sewer Rehabilitation Contract (Bid # 08-51) to National Poker Rodding Corporation (2500 West Arthington Street, Chicago, IL) In the amount of 572,501.50. Funding provided by the Sewer Fund. Item A3.1 was una►rimously approved, 4-0. (A3.2)•Approval of the purchase of3_'S trees from the Suburban Tree Consortium (STC), West Central Municipal Conference (1127 Manheim Road, Suite 102, Westchester, IL) in the amount of S68.885. Approval of the additional purchase for the contractual planting of 100 trees through STC In the amount of 58,800. The total expenditure for the purchase of the trees and the contract for planting is 577.585. Funding provided from the ParlWForestry Operating budget. Aid. lean -Baptiste asked why the City of Evanston does this. Doug Gaynor (Director of Parks/Forestry & Recreation) said this is a replacement program for trees that have died or are diseased. The normal replacement quantity each year is 250 plus. It is a twelve month program. Residents have a choice of five types of trees to choose from. An order is then placed and the nursery starts to grow the tress to the acceptable size for planting. Due to the competition for trees, our system allows the City a better bid and the types of trees the City wants. The citizens do not pay unless they want a larger tree which is approximately S175.00. Paul D'Agostino (Superintendent of Forestry) will supply a plan of where this set of trees will be planted. Aid. lean -Baptiste noted that cul-de- sacs looked depleted. David Jennings (Director of Public Works) says that a report will be ready in October showing the results of his department's study of these areas. The review did not show a great number of trees missing but need for shrubs and weeding was evident. Item rl3.1 was unanimously approved 4-0. (A3J)*Approval of the transfer of S60,000 from the Capital Improvement Program Viaduct Screening Account to the Garbage Cart Replacement Account to fund the purchase 900 replacement garbage carts. Item A3.3 it -as unanimoushv approred 4-0. (A4.1)* Approval of Change Orders #1 and #2 for Chicagoland Paving Contractors, Inc. (225 Telser Road, Lake Zurich, IL), for Bid #08-37 - FY 07108 Tennis and Basketball Court Improvements. Change Order #1 is for the removal of concealed fly ash sub base and installation of additional stone base order #2 is for the elimination of benches from contract. No additional funding Is required. Item A4.1 isms unanimousiv approved! 4-0, (A5)* Resolution 49-R-07 Annointing Joellen Daley. Director of Human Resources. as the Citv of Evanston"s Authorized Agent for the Illinois Municipal Retirement Fund Consideration of proposed resolution 48-R-07 appointing .loellen Daley, Director of Human Resources. to act as Evanston's authorized agent for the Illinois Municipal Retirement Fund. Item AS it -as unanimous It. approved. 4-0. (A6)* Resolution 49-R-07 Assuming Re+nonsihilits for Temnorary Closing of Sheridan Road for the Northwestern University Homecomin Pe arade Consideration of proposed resolution 49-R-07 by which the City would accept liability for the temporary closing of Sheridan Road for the Annual Northwestern University Homecoming Parade of Friday, October 12. 2007. Item .46 it -as unanim.oush• approved 4-0. (A7)* Resolution =0-R_0' AllwAing lllinoi, Municipal Retirement Fund Service Credit for 4lilitarti Service Consideration of proposed resolution 50-R-07 allowing Illinois Municipal Retirement Fund (IMRF) credit for military service; increasing the current credit an eligible employee may purchase from two years to a maximum of four years. Item A 7 it -as unanimausly approved. 4-0. (AS)* Resolution 51-R-07 Renewal of Easement Agreement with the MWRD for the City Storm Svstem Consideration of proposed resolution 5I-R-07 by which the City Council would authorize the City Manager to execute a 25-year easement agreement with the Metropolitan Water Reclamation District of Greater Chicago (MWRD) for continued use of a strip of hi«'RD land along and under the east side of the North Shore Channel at Cleveland Street, extended, in Skokie for a 60-inch diameter storm sewer system and outfall to serve the southeast quadrant of the City of Evanston. Aid. Jean -Baptiste asked what this means. John Burke (Transportation Director) stated that this extension of the agreement is for a storm se-wer behind Sam's Club that runs under the parking lot and empties into the canal that is in Skokie. Item A8 was unanimously approveJ. 4-0. (A9)• Ordinance 89-0-07 Proposed Change in Parking Meter Zone to Allow Overnight Parking in Cltv Lot 47 Consideration of proposed ordinance 89-0-07 for a change in Parking Meter Zone Ordinance to allow overnight parking in City Lot 47 at 1000 Grove Street (YMCA south lot). Aid. Rainey mentioned to Doug Gaynor that she had not seen information on the beach closings made available to the citizens. Doug Gaynor will see that it is put on the home page. Item A9 was unanimously approved 4-0. Adjournment: 6:30 p.m. Respectfully submitted: Phillip G. Baugher Administrative Assistant Finance Department ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, October & 2007 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present. Aid. Jean -Baptiste, Aid. Hansen. Aid. Holmes, Aid. Rainey, Aid. Wollin Members Absent: Staff Present: Judy Aiello, John Burke, Julia Carroll, Kenneth Cox, Douglas Gaynor, Matthew A. Grady, III, Jewell Jackson, David Jennings, Beth Howlett, Gavin Morgan, Rolanda Russell, Dave Stoneback Others Present: Aid. Bernstein Presiding: Aid. Rainey 1. DECLARATION OF QUORUM With a quorum present, Alderman Rainey called the meeting to order at 6:40 p.m. H. APPROVAL OF MINUTES OF REGULAR 4IEETING of September 24, 2007 Afinwes were unanimously approved. S— 0. III. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA Items were individually considered (Al)* City of Evanston Payroll through 10/04107 S2,296,610.92 Item A 1 i as unanimously approved. 5-0 (A2)* City of Evanston Bills through 10/09/07 S3,781,370.75 Ali. Wollin asked about the Homegro►sn Artist Coordinator salary. Judy Aiello (Assistant City Manager) said that this %vas monies collected from the artists and then paid to the Coordinator. Aid_ Holmes asked about taxes the artists must report to the State. Judy Aiello said that,.%;' ' applications come in. if the State his no record of taxies being paid, the applicant is not accepted for the new season. Gavin Morgan (Assistant to the City Manager) confirmed that Holly Lytle is not related to Jay Lytle. Item A'_ was unanimously approved. 5-0 (A4.1)*Approval of Change orders Nos. 1 & 2 to contract with Scale Construction (2001 South Carpenter Street, Chicago, IL) to provide additional services for the Evanston Water Utility Additions and Renovations Project in the total amount of S11,995, Approval of these changes will increase the contract amount from S2,452.840 to S2,458,339. Funding provided by Water Fund. Item A4.I %%as unanimously approved. 5-0 (AS)* Ordinance 92-0-07 Prorsosed Standards for the Construction of Facilities in the jZ ght-of-Wav Consideration of proposed ordinance 91-047 by which the City Council would add a new chapter, Chapter 17, to Title 7 of the City Code to establish standards for the construction of facilities on the right-of-way. David Jennings (Director of Public Works) said that AT&T is submitting requests for 190 permits to install boxes. Many will go in alleys but some will have to be on the parkwvays new other boxes in what is called a "cross box". In the ordinance, there are appearance standards and sightline guidelines for traffic safety. AT&T will pay for the landscaping surrounding the boxes. The Public Works Department is attempting to get adjacent landowners to maintain these areas. Aid. Rainey would like a list of where these permits are for. David Jennings said that as available he'll supply it. This is a process that will take at least eighteen months. Aid. Bernstein noted that AT&T talked about the proximity to a household. Is it 500 feet or 1000 feet? David Jennings said it is 500 feet but he has not yet seen one beyond 50 feet. Aid. Rainey asked what is the difference between this and cable. Ken Cox (Staff Attorney) stated that AT&T is pushing their product which has On -demand on TV , internet and telephone. They say that the costs will be lower but studies he has seen show that the costs remain corutant. Item AS was unanimously approved, 5-0 (A6)• Ordinance 93-0-07 Cable and Video Service Provider and PEG Fees Consideration of proposed ordinance 93-0-07 amending the City Code by enacting a new Title 3, Chapter 34, Cable and Video Service Provider and PEG fees. Aid. Wollin asked when gross receipts will be reported. Gavin Morgan (Assistant to City Manager) said they are made quarterly. Aid. Rainey asked if the City of Evanston performs an audit. Julia Carroll (City Mana_cer) said the Azavar, an independent audit firm, performs these kinds of audits. Aid. Rainey asked about the access of right-of-way. David Jennings stated that this is only granting work: to be done on public right-of-ways. Aid. Bernstein asked how this ordinance will affect existing franchises. Ken Cox says that the ordinance will not conflict with a franchise. Aid. Bernstein stated that the law says that all doing business within a particular area must be given the same treatment. If a new company does not get an identical franchise can they complain? Julia Carroll said that this is a new set of rules to deal with companies who do not have franchises. This ordinance gives the City of Evanston control over the subject. Item A6 was unanimous])' approved, 5-0 (A7)* Ordinance 94-0-07 Cable and Video Service Customer Protections Standards Consideration of proposed ordinance 94-0-07 amending the City Code by enacting a new Title 3, Chapter 35, Cable and Video Service Customer Protection Standards. Aid. Rainey asked if the liability was the same as with Comcast. Kenneth Cox said no, that Comcast allows for public hearings and if found libel, fines are that assessed. Item A7 was unanimously approved, 5-0 IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS VI. ADJOURNMENT Adjournment: 7:10 p.m. Respectfully submitted: Phillip G. Baugher Administrative Assistant Finance Department ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, October 22.2007 CIVIC CENTER, 2100 RIDGE AVENUE, ROO,-*12404 Members Present: Aid. Jean -Baptiste, Aid. Hansen. Aid. Rainey, Aid. Wollin Members Absent: Aid. Holmes Staff Present: Judy Aiello, Julia Carroll. Carolyn Collopy, Dave Cook, Paul D'Agostino. Steven Drazner. Chief Eddington, Douglas Gaynor, Matthew A. Grady, Ht. Herb Hill. Beth Howlett, Jewell Jackson, David Jennings, Lonnie Jeschke, Jacquelyn Johnson. Vincent Jones, Anil Khatkhate, Anna Kate Lewis, Gavin Morgan, Anita Patel, Rolanda Russell, Dave Stoneback. Jay Ttsry. Michael Wheeler, James WoIinski, Lisa Woods Others Present: Aid. Moran. Aid. TtsdahL Ald. WL 1,m to Kate Pascale, Krysta Kauble, Tara Carrigan, Mathew Bogusz — NU/ASG Presiding: Aid. Rainey I. DECLARATION OF QUORUM With a quorum present, Alderman Rainey called the meeting to order at 5:43 p.m. Ii. APPROVAL OF 11INUTES OF REGULAR MEETING of October 8, 2007 Minutes were unanimously approved, 4 — 0. Ill. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA Items ~here individually considered. (AI)* City of Evanston Payroll through 10/04/07 S2,296,610.92 Item A I was unanimously approved, 4-0 (A2)* City of Evanston Bills through 10/09/07 S3,781,370.75 AId. Wollin asked -.that would happen if no responses there made to the City's second request for work to be accomplished at Fountain Square. Are there any responses as of this meeting? Date Cook (Superintendent o[ Facilities) said he does not have an ans%vcr to the first part and to date. no responses have been received. Anil Khatkhate (Facilities Project Manager) said that the second RFP was enhanced with more information than had been asked for in the Lust R: r'_ Dave Cook says the scope of the job was adequately desz ibed in the RFP. aid. Raine* asked that the Committee be informed of the number of responses as of the closing date_ Item A2 was unanimously approved, 4-0 (A3.1)*Approval of the lowest responsive and responsible bid for 2007 CIPP Lining Contract B (Bid No. 08-54) to American Pipe Liners, Inc. (301 West Grand Lake Boulevard, West Chicago, 11.) in the amount of S203,655. Funding provided by the Sewer Fund. Item A3.1 %vas unanimously approved, 4-0 (A3.2)* Approval of the lowest responsive and responsible bid for the 2007 Structure Lining (Bid No. 08-55) to National Power Rodding Corporation (2500 West Arthington Street, Chicago, IL) in the amount of S45,320.04. Funding provided by the Sewer Fund. Item A3.2 was unanimously approved. 4-0 (A33)* Recommend award of the engineering design services contract for the EvanstonfWilmette Distribution System Interconnection (RFQ 08.32) to %1WH Americas, Inc. (380 Interlocken Crescent, Broomfield, Co.) in an amount not-ta- exceed S289,628. The design cost will be evenly split between Evanston and Wilmette. Funding of the Evanston portion (SI44,814) provided by the Water Depreciation, Improvement and Extension Account. Item A3.3 was unanimously approved, 4-0 (A3.4)* Recommend award of professional services contract to Wolff Landscape Architecture (307 North Michigan Avenue, Suite 601, Chicago, I1.) for the Crown Tennis Court and Lighting Reconstruction Project (RFP 08-48) In the amount of S21,530. Funding provided by Capital Improvement Plan, FY 08109. Aid. Hansen asked ►,here the City was in terms of moving forward on the renovations to Robert Crown. She recommended that a hold be place on this item until an update has been provided. Doug Gaynor (Director Parks/ ForestryiRecreation) said that this work is to be done in the northwest portion of the park and will not impact the center. Aid. Jean - Baptiste also recommended a hold. His understanding is that the renovation is for both the center and the Bounds. The building might even be rebuilt in a different Iocation. Doug Gaynor said that that is true but moving the center would not impact the tennis courts. Aid. Jean -Baptiste asked if a hold would impact the work. Doug Gaynor said this item is only for the design for ►York next spring. Item A3.4 was unanimously put on hold, 4-0 (A3.5)* Recommend award of professional services contract to Site Design G roup, Ltd. (888 South Michigan Avenue, Suite 1000, Chicago, II.) for the Foster Field Renovation Project (RFP 08-48) in the amount of S69.225. Funding provided by a Department of Commerce and Economic Opportunity (DC£O) Grant and by Capital Improvement Plan, FY 08109. Aid. Wollin asked about the overall plan. Doug Gaynor said District 65, who owns the field, was involved in the planning. A playground is to be a dcd and the basketball court redone. A plan for the redesign includes an open area and additional parking. Some green space mill ire lost with adding 25/30 parking spaces. :did. Jean -Baptiste asked if the original plan for a sculpture pars: was still on. Doug Gaynor said that it %vas and is in front of the Fleer%%ood- Jourdain Center and will be larger that the original plan. Item A3.5 was unanimously approved, 4-0 (A3.6)* Recommend award of professional services contract to Thompson Dyke & Associates (213 West Institute Place, Suite 700, Chicago. 11.) for the Lighthouse Landing ADA Improvement Project (RFP 08-48) in the amount of S47,800. Funding provided by Capital Improvement Plan, FY 08109. Aid. Wollin asked if this project fit within the Lakefront ~taster Plan. Doug Gaynor said it did not. It is not a proto-type for Clark Street. There is a significant elevation problem that they will try to improve upon and they will add an ADA ramp to the restrooms and out to the waters edge. Item A3.6 was unanimously approved. 4-0 (A3.7)* Recommend award of professional services contract to the Site Design Group. Ltd. (888 South Michigan Avenue, Suite 100, Chicago, 11.) for the Torgerson Park Renovation Project (RFP 09 48) in the amount of S32,370. Funding provided by Capital Improvement Plan, FY 08l09. Item A3.7 was unanimously approved, 4-0 (A3.8)*Recommend the purchase of two vehicles using the State bid ##263; an SUV in Facilities to be replaced by a hybrid SUV and #1300, it van In the Fire Department to be replaced with a crew -cab pick-up. Funding provided by FY 07/08 Capital Outlay Budget Aid. Rainey questioned the phrase "cost per lifetime for maintenance of vehicle". Lonnie Jeschke (Manager Fleet Operations) said it refers to the total expense, less gas, to maintain a vehicle. Aid. Jean -Baptiste asked if there where experiences from other municipalities to share. Lonnie Jeschke said the hybrid auto is to new to have a history. He does know that though the cost to purchase is higher, in can be recouped over five years and then a pay back will be realized. They have been used in municipalities for about five years. They are a city car because they are good up to 30 miles an hour but above that they use gas. David Jennings (Director Public Works) said that the City of Evanston %vill be conducting their own studies/analysis. Ald. Rainey said she would like a copy of that study. Item A3.8 was unanimously approved. 4-0 (A4.1)*Approval of Change Order No. I to the agreement with Doyle & Associates (800 South Wells Street, Chicago, IL.) for Phase Three Architectural Services for the Filter maintenance Shop and Administration Office Expansion project in the amount of s18,000. Phase Three provides for architectural and engineering services during the construction of the project. Approval of this change order will increase the not -to -exceed amount from S77,000 to S95,000. Funding provided by Water, Depreciation, Improvement & Extension Account. Aid. Hansen said that she had read the specs and %vas very impressed. Item A4.1 was unanimously approved, 4-0 (A4.2)* Approval of Change Order No. 2 to the agreement with Doyle & Associates (800 South Welts Street, Chicago, IL.) for Phase Three Architectural Services for the Filter Maintenance Shop and Administrative Office Expansion project in the amount of S3—%O. Phase Three provides for architectural and engineering services during construction of the project. Approval of this change order will increase the not -to -exceed amount from S95,000 to S98,1500. Funding provided by Water Depreciation. Improvement & Extension account. Aid. Jean -Baptiste asked what can cause a change order. Dave Stoneback (Water Superintendents stated that as a process is being accomplished, an unforeseen problem can develop. Consultants get information from the City and believe the area they will work in is good.Consequently the architect does not expect problems. When a problem is found, the Cit% inspects and confirms if it is a problem that needs attention'correction. In this case, %, hen the lightweight concrete %%w being remo%ed. a soft undersurtace was discovered. Time is now important to get the work moving again. Ald. Wollin asked if the ensuing severe weather %vas the reason for the rush. Dave Stoneback said that they are hopeful of getting the job completed before severe weather. Item A4.2 was unanimously approved, 4-0 (A4.3)•Approval of Change Order No. 3 to the contract with Scale Construction (2101 South Carpenter Street, Chicago, I1.) to provide coal tar pitch roofing systems on the East Office Addition roof and West Shop Addition roof in the total amount of S26,070. Approval of this change order will increase the contract amount from 52,464,835 to 52,490,905. Funding provided by Water Depreciation, Improvement & Extension Account. Aid. Rainey asked why this change in roofing from the original bituminous wasn't in the original contract. Dave Stonehack said that the first bids received were too high and the second bids added alternate items but the price only included one root. not two. Item A4.3 was unanimously approved, 4-0 (A4.4)* Approval of Change Order No. 1 to the contract with Muller & Muller and Associates (700 North Sangamon, Chicago, IL.) for architectural services for Fire Station #5 (2930 Central Street) in the amount of 575,562.07. Approval of this change order mill increase the contract amount from 5290.269.08 to 5365,831.15. Funding provided by Capital Improvement Plan. Aid. Woliin expressed concern over the charges for the architect to attend Aldermanic meetings. She thought that was part of their job. Aid. Rainey agreed and said this custom needs to be looked at. Dave Cook said the bid lists amounts of time to be spent at meetings and doing/presenting renderings, but it is not for ever. Ald. Rainey said we did not pay for the Sherman Plaza meetings. Dave Cook said that the first meetings were in fact billed to the City. Aid. Wollin asked why designing a building needed renderings. Dave Cook said that it is additional work requested by the committees. Aid. Jean -Baptiste asked why Dave Cook couldn't present the renderings to the committees. Dave Cook said that he could but it was the Aldermen that requested that the architect attend the meetings. This particular invoice is much lees that the original. Facilities feel that the revised invoice is good. Aid. Jean -Baptiste asked if Dave Cook could do what the architect does after the first meeting. Dave Cook said that he is not the staff person who oversees a project. In addition, the Art Committee and residents asked the architect to help select the art work and design for its placement. Ald. Wollin asked about the LEED certification. To get a Clean Energy Commission grant, the City needed silver certification. Two RFQs and a RFP were put out to get the silver certification. The grant if worth 5100,000. Thirty thousand has been received to date. Dave Cook mentioned that though there are a lot of extras. there are a lot less than on the original invoice. He said that he would send copies of the original invoice to the Committee members. Item A4.4 was unanimously approved, 4-0 (A4.5)•Approval of Change Order No. 1 to the contract with Central Lakes Construction (749 Pinecrest Drive, Prospect Heights, 11.) to provide various additional services related to the new construction of Fire Station #5 (2930 Central Street) In the amount ofS69.152.95. Approval of this change order will increase the contract amount from S4-{78,000 to 54,647,152.95. Funding provided by Capital Improvement Plan. Aid. Rainey asked why a winter enclosure. Dave Stoneback said that the bidding was done in early May. the contract signed in June and the work begun in July. it is now late enough in the season to be concerned about early cold snaps. Aid. Rainey asked if this 41 thousand dollar item was included in the other bids and that is why they came in higher. 41 K is a lot of money even if it is only I!o of the total. Aid. Jean -Baptiste asked the City Manager to be involved in the review process. Item A4.5 was unanimously approved, 4-0 (A5)* Ordinance 95-0-07 Reduction of Class B Liauor License Consideration of proposed ordinance 95-047 .+hereby the City Council would amend the City Code to reduce the number of Class B liquor licenses from seventeen to sixteen because of the closing of Wolfgang Puck Grand Cnf6. Item A5 was unanimously approved, 4-0 (A6)* Ordinance 96-0-07 Reauest to Declare Vehicles Surplus Consideration of proposed ordinance 96-0-07 to declare certain vehicles surplus in order to sell them at auction in December. 2007. This includes four (4) police vehicles and one (l) fire vehicle. Auction to be held in Lake County by Obensuf Auctioneers on Saturday, December 1, 2007. Item A6 was unanimously approved. 4-0 (A7)* Ordinance 97-047 Providing Excentions to the Limitations of the Presence of Minors at Certain Liauor License Establishments Consideration of proposed ordinance 97-0-07 where by the City Council would amend Section 3-5-11 (F) of the City Code to provide exceptions to the limitations of the presence of minors in certain liquor license establishments where charity fundraising events are held. Kate Pascale, representing Northwestern University Associated Student Government, stated that money raised at the various events held at in-to►►n establishments is funneled back into the town projects. These events keep the students of the streets. It is also a way of keeping the bartenders aware of the carding regulations. Last year at various bar nights. the NU Dance Marathon raised ten thousand additional dollars. Item A7 was unanimously approved, 4-0 (AS)* Ordinance 98-0-07 Reduction of Class C Liquor License Consideration of ordinance 98-0-07 whereby the City Council would amend the City Code to reduce the number of Class C liquor licenses from twenty-five to twenty-four because of the closing of Asado Brazilian Grill. Item A was unanimously approved, 4-0 IV. ITEMS FOR DISCUSSION (APW1) Streetscape Maintenance Project David Jennings presented a comprehensive power point program on the Streetscape Maintenance Program Project. The goal of the project was to provide an inventory of what is currently under contract for streetscape mai.rtenance, what will be under contract and what areas need to be "greened up" and put ursder contract. The inventory covered COE right of ►way properties, traffic circles, cube -saes. City parking lots, parkway trees. City parks and City buildings. Teams were le -king for inappropriate strectscape or streetscape in poor condition that required impro►e :rents. The commercial right of way is clean. The Streets and Sanitation Division maintains a crew six days a week. Traffic circles and Cit% parking lots are maintained by me P:zrkinc System and are in good condition. Of the 53 cul-de-sacs 17 were found to be in poor or fair condition. The Parks Forestr% Division maintains the parkway uvts and city parks. The► are in good shape. Of the 40 arras surveyed, all but seven are under contract. These ►►ill be placed under contract in FY 08 09. Ald. Rainey said these is no grass at Dodge and Howard. David Jennings says planters have been offered as there is no way to do a streetscape in that particular area. Aid. Wollin asked if a contract would cover both sides of Noyes from the alley. David Jennings said that it would. old. Jean -Baptiste said Dempster and McDaniel does not have enough landscaping. David Jennings said more may be needed, but the area is better since old junk and parking rckis had been removed. In the spring, there will be replanting. Ald. Wynne noted that down Chicago, weeds are growing from Main to Dempster. David Jennings said that Paul D'Agostino (Superintendent of Forestry) is getting an estimate to put that area under contract. Aid. Jean -Baptiste asked that the Aldermen be included in reviews of their areas. David Jennings said that he had some ideas for the Mulford Street area and he'll get them to the committee. David Jennings mentioned that Jacquelyn Johnson of his department had prepared this exhaustive inventory. Aid. Rainey asked that this inventory be sent to the committee. Aid. Hansen asked how residents are asked to take care of cul-de-sacs. David Jennings said there is no plan. The philosophy is that residents will take care of these adjacent areas. After this meeting. a letter is going our asking for their continued participation. If the cul-de-sac is adjacent to a park, the City of Evanston will now take care of it. He assured all that if any areas are missed. they can call him. (APW2) Six Month Budget Review Matthew A. Grady. III (Director Finance Department) started his power point presentation by acknowledging the hard work of Steven Drazner, the Assistant Finance Director and Anita Patel and Michael Wheeler of the Budget Department. The General Fund operating budget is currently at 4S%. It is 510 lower than last year. The State, only the previous week, approved payment_-, to the municipalities. This is very late in the year. For all taxes collected, most are above the 50% mark at this time with some over W.i. Property taxes and two others are below the 50% mark. With a late receipt from the State for property tares, there is a loss of interest each day of approximately S2,500. Finance may have to go to the City Council and ask for a line of credit to be established. It is the type that is no charge unless monies are used. AId. Rainey asked if other municipalities are getting lines of credit. Matthew Grady said yes, many have, they are Tax Anticipation loans (TAL). Other taxes are where they are expected to be. The exception is in telecommunication tares. They are only at 49% but it is noted that last y= at this time they were at 36%. Julia Carroll (City Manager) stated that expenditures are overall at 30%. The Summer Youth Program is over budget but the program grew this year. There are three anticipated unfavorable variances. The number of retirement payouts had not been anticipated at the time of creating the current budget. Health insurance and FICA/Medicsre are gro"ing costs. The Police/Fire pension contributions had to be reconfigured causing the difference to be paid by the Fund balance. For cost saving initiatives, staff is looking at increasing all revenues as well as creating new ones. Health insurance is being reviewed as %%ell as staffing levels. Matthew A. Grady says that the parking system has been studied_ Spaces were sold at the Sherman Plaza to the condominiums and all funds will be fully committed to pay off debts. In committee, increasing parking rates every t.Lo years is being discussed. if increases are recommended, they will be brought to dhe committee for approval. Parking expenditures are below budget. Water and SeLLer expenditures and revenues are on target. Aid. Rainey asked if there was going to be a third quarter report and could it be more specific in brraking down taxes. such as the liquor tax and the real estate transfer tax. Matthew A. Grady -vLill Iook into it. V. COMMUNICATIONS VI. ADJOURNMENT: 7:30 pm Respectfully submitted: Phillip G. Baugher Administrative Assistant Finance Department ADMINISTRATION & PUBLIC WORKS COMINIITTEE MINUTES Monday. November 12, 2007 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Jean -Baptiste. Aid. Hansen, Ald. Holmes, Ald. Rainey, Aid. Wollin Members Absent: Staff Present: Judy Aiello, John Burke. David Cook, Paul D'Agostino, Bob Dorneker, Steven Drazner, Douglas Gaynor. Matthew A. Grady, Ill. Beth Howlett. David Jennings. Vincent Jones, Anil Khatkhate. Morgan. Ehke Purze, Rolanda Russell, Dave Stoneback, Others Present: Presiding: Aid. Bernstein Timothy Schoolmaster. President Pat Dillon, President. Evanston F Leah Callihan, Chairperson. Arts DECLARATION OF QUORUM With a quorum present, Alderman APPROVAL OF :MINUTES OF Minutes were unanimousY%A""bk1 ITEMS FOR COtiS Items it -ere indiviJM to order at 6:04 p.m. G of October 22, 2007 $2,263,371.29 Cit} P st Bills tht�gb 11113107 53,172,025.21 The ayzne.INNInr cons�u{{t''tng _--rvices for the Pension Funds was explained by tandttv v, Ill (Finance Director) as having been authorized as was past ese a vial reports are used to calculate the City's annual contribution- The - ^ttt the cost for the actuarial report and for projections provided to the o aced that there is a need for these reports for presentations to the Council arc included in the budget. The reports show the unfunded liability and the ed_d by the end of the year. Both the Fireman's and Police Pension Boards asked that the charges be revers,-d as they have their own actuarial service. M.Grady weed to the charges. T::nothy Schoolmaster (President of the Police Pension Board) said t:.at this was not the practice in the past. He mentioned that this happened once before and a reversal w-as done. Aficr talking with M. Grady, he sees a sharing of the costs as a possibility, if the Police Pension Board has some input. Pat Dillon (President of the Firefighter's Pension Board) agreed that no authorization was asked for or given to pay the invoices and does not preclude looking at past charges. He too thought a cost share was passible in the future. When questioned about past documentation. M. Grady said that past invoices are available for review. Aid. Rainey : skrd why unclaimed bikes go to Africa when there are many in Evanston that could use a bike_ Ald. Wollin said that a student from Africa started the program- He rehabs the bikes he eets and then sends them to his home country. Aid. Rainey said that such goods should be made available to the citizens of Evanston. If he wants items for his home country, he can advertise for donations. The Evanston Police Department should not be a part of this. Aid. Jean -Baptiste noted that the check was valid as the bilge was given out by mistake so the request for a refund from Mr. Henke. the bike's owner, was not appropriate. Aid. Holmes thought that items not sold at auction should go to a not -for -profit. T. Schoolmaster stated that in the past, profits went to the Police Pension Fund and bikes left over from the Police auction were normally given away. Galin Morgan (Assistant to City Manager) will look into agencies that could use these items. Aid. Jean -Baptist asked how long the bike was in storage. Did the City violate policy by giving it away too soon? And, if procedure was followed, why is Mr. Henke getting a check? G. Morgan will took into policylprocedures. Aid. Rainey asked if the check was cut. It was and it has been given out. Item A2 was unanimously approved. 5-0 (A3.1)* Recommend award of consulting services contract to C ural ARWorporate Sponsorship Representative with Kirby Simmering (84 , h Fran #702, Chicago, IL..) In the amount of S45,000 plus a co sloe o new or Increased donations. The annual commisslon Is to a Geed 000 unding provided by the General Fund. Ald. Wollin is pleased that the cost includes dine tnlrs. . ld can -Baptiste was surprised that the revenue goal is only 85 thou nd. L Calli (Arts Council Chairperson) said the Evanston Arts Co 1 had a -oal of d. Aid. Jean - Baptiste asked if that was net or grass. Ii ha he 45 t sand will be returned w to the city. Aid. Rainey asked that thsttee ed as sponsors sign up. Item A3.1 was unanimously appro. 5- (A3.2)*Recommend award of malntena and servi agreement with Reveon Technology Group (1715 Cortland Ad , 11.) fo arking access and revenue control equipment at the She an S rk r the period November 15, 2007 to December 31, 2008 am nt of S , _ month or S79,987.50 for the period of the contract. FunAbaur erman Plaza Parking Fund. John Burke (T spa n torl sal this agreement is to keep the service relatively maintenance Item A3.2M 5-0 (A33)* Recoin d p and o�� rofessional services contract to Wolff Landscape Arehitecturr07 lortlichigan Avenue, Suite 601, Chicago, 11.) for the Crown nil Cour and Lighting Reconstruction Protect (RFP 08-4$) in the a of S'_1.53 Funding provided by Capital Improvement Plan, FY 08109. H In ee 10-22-07. Do Ga) gw (Director. Pwks Forestry S Recreation) referred to a survey completed in 2 ' that showed Robert Crown was in dire need of 7 million dollars in repairs or 25 millio liars for rcplaceme�t and expansion. Meetings were held with citizens. Reloca ►on "as discussed to oflc7 facilities for special education youth and to add a west side library. All of this was pu: on hold due to pending; liabilities to the City of Evanston. The question remains of how to meet new needs such as increasing the number of gyms and providing an indoor soccer field_ A contract is being prepared to be presented for hiring a consultant to perform _ sur%ey of the citizens and what they want. This would also involve District 202. The-e is talk of a field house and new skating rinks. Aid_ Rainey asked about the survey tests and if the school was participating. D. Gaynor said the school was a part of the proceas and so far. no fees have been agreed to. Aid. Rainey asked to see the text of the survey. D. Gaynor said that the steps followed will be in the presentation when it goes to acenda. Will you support a new building and what programs are you looking for will both be asked_ Aid. Bernstein said that a programmatic and physical survey was done five years ago. D. Gaynor said that that survey had been completed by Recreation staff and they only questioned users of Robert Crown. This survey will include the total community. Aid. Bernstein asked about the cost just for the tennis courts. D. Gaynor said that the contractor will include the plans, specifications and contract management. Ald. Bernstein asked why Stefanie Levine (Landscape Architect) cannot do this work. D. Gaynor said that her schedule right now does not allow her the necessary time. Ald. Rainey asked if there would be neighborhood meetings. Douglas Gaynor said probably not since this in an improvement project. Asked about the 134 thousand dollars of funding remaining for this project, D. Gaynor responded that the survey costs, assumed to be 60 thousand. would come out of the balance. Aid. Wollin mentioned that the schools are doing surveys about what the public wants. D. Gaynor will look into getting the information from District 202. Item A3.3 was unanimously approved. 5-0 (A3.4)*Approval of lowest responsive and responsible bid for the 2007 Large Diameter Sewer Cleaning to American Hydro Services, Inc. (4235 Gree , Suite 213, Kenosha, WI.) In the amount of $22,255.25. Funding provi by Sewe nd. Aid. Rainey responded to the statement that this firm has ci vorked f vanston by asking. "Have they ever done a big job?" Dave Sto ( •r Supe endent) said their references are good. Aid. lean -Baptiste as wha "due it unding" meant. D. Stoneback said that the amount of wor • ace lishe is time is predicated on the dollars remaining in the fund, ore • was aN. it a now, more work would be contracted for. In all cases. if the ity cal perfo the cleaning. a contract is made. The Sewer Division is alk short ffed bu o some equipment failure, they are on a tight schedule. Item A3.4 was unanimously approve (AS)* Resolution 54-R-07 Protection A et: nev. Consideration of pr from the Illinois I environmental Inyes addition. Fundi Item A5 was u ima Requestinin Assistancefrom the Illinois Environmental 54-R-01 for approval to request assistance ftctlo2f Agency (IEPA) to conduct an ros construction site of the Animal Shelter from IEPA (no cost to the City). (A6)* Resoluti R General YOhligation Debt Prooertv Tax Abatements Consi atiort}, i proO*d resolution 55-R-07 for abatement of bond issue, Series 1999 n „am nt of 5�6,775. (A7)* olution -07 General Obligation Debt Proner[v Tax Abatements ation oC dposed resolution S&R-07 for abatement of bond issue, Series 20 In.otmt of 52,797 1500. (A8)* Resonation 57-R-07 General Obligation Debt Pronerty Tax Abatements Cons�tion of proposed resolution 57-R-07 for abatement of bond Issue, Series 2002 IC in the amount of 53,260,000. (A9)* Resolution 58-R-07 General Obligation Debt Property Tax Abatements Consideration of proposed resolution 58-R-07 for abatement of bond issue, Series 2003 in the amount of 5742,631.25. (A10)* Resolution 59-R-07 General Obligation Debt Pronertv Tax Abatements Consideration of proposed resolution 59-R-07 for abatement of bond Issue, Series 2004 in the amount of S104,900. (AI1)* Resolution 60-R-07 General Obligation Debt Property Tax Abatements Consideration of proposed resolution 60-R-07 for abatement of bond Issue, Series 2004B In the amount of S438,806.26. (Al2)* Resolution 61-R-07 General Obligation Debt Pronertv Tax Abatements Consideration of proposed resolution 6I-R-07 for abatement of bond Issue, Series 2005 in the amount of S1,405,200. (A13)* Resolution 62-R-07 General Obligation Debt Pronerty Tax Abatements Consideration of proposed resolution 62-R-07 for abatement of bond Issue, Series 2006 In the amount of S68.500. (A14)* Resolution 63-11-07 General Obligation Debt Praneriv Tax Abatements Consideration of proposed resolution 63-R-07 for abatement o ssue, Series 2007 in the amount of S1,952,524.50. Items A6 through A14 were unanimously approved by the co c cthod, 5- (A1S)* Ordinance 100-0-07 2007 Citv of Evanston Tax Le Consideration of proposed ordinance I004O-07 o nu rope levy for General Fund, Police Pension Fund and Fire P ion Ald. Rainey asked if debt service was included since eery yc we a o the debt fund and it is part of the budget. `t. Grady sai i debt not inc ith the resolutions being introduced tonight since debt pay e-_ leg was al ady approved by the Council when the bond ordinance w ;nee is of the issuance of the debt. The amortization on a bond ordin cc re no sep ordinance for debt service. AhL Bernstein asked when a levy' done for service. M. Grady said it is done at the same time as these on the agenda, •ust does require an ordinance of its own. It is part of the bond ordinance Item A15 was unanimo ap ved. (A16)* Ordinance II �0 e.� Consideratia pen rT_�d o ancc 1-0-07 for annual property tax levy for SSA #4. Funding r ed - the 1 Service Area #4 taxing district in the Central business ' t. Item was nim v approved, 5-0 (Al7)* Ordin2nce'M2'-O-07 201P Tmsnshitt Tax Levv k deratioir' proposed ordinance 102-0-07 for annual property tax legy for as To►► n imously approved, 5-0 IN'. ITE]I�OR DISCUSSION V. CONINIU ICATIONS V1. ADJOURNMENT: 7:05 pm Respectfully submitted: Phillip G. Baugher Administrative Assistant Finance Department i ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, November 26, 2007 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Hansen, Aid. Holmes, Md. Rainey, Ald. Wollin Members Absent: Aid. Jean -Baptiste Staff Present: John Burke, Julia A. Carroll. Da -,id Cook, Rajeev Dahal, Joellen Daley. Steven Drazner, Suzette Eggleston, !Matthew A. eth Howlett, Jewell Jackson. David Jennings. Vincent Jo . Gavin . Elke Purze, Rolanda Russell. Others Present: James Considine, Aid. Bernstein. Presiding: Aid. Rainey 1. DECLARATION OF QUORUM With a quorum present, Alderman 1 Manager Julia Carroll reported to d City Manager's office earlier in the meeting. g to order at 6:37 p.m. City that A -Baptiste had called the ;z he would be unable to attend the H. APPROVAL OF INiIN E RE�ETING of November 12, 2407 Aid. Rainey asked fl r late f the app. of the minutes from the November I2 meeting could be a y' at the next meeting. She felt that some important into tion ha during this meeting had not been appropriately o 'n t inute. - brraried. iais req u oush• app ved 441. Ili. ITE.N C NSID ION ON COLICIL AGENDA Itenu is -ere uhialh co . idered. (Al)* _ .vansto roil through 11/15/07 S2,417,391.79 it naq mush' approved. 4-0 (A2)* Clty vanfton Bills through 11/27/07 S4,241,552.06 Ifem.4ijoKis unanimously approved. 4-0 (A3.1)*Approval of award of the bid for the 200712008 Salt Supplier contract using the Township of Palatine's bid, a Northrstst Municipal Conference member, to Morton Salt Company (123 North Wacker Drive- Chicago, IL) to purchase up to 5000 tons of salt in the amount of $210,850. Funding provided by Snow and ice Control Fund. Item A3.1 tiros unanimously approval, 4-0 (A3.2)* Approval of professional services contract with T. Y. Lin International (200 Wacker Drive, Suite 1400, Chicago. 1L) for the development of a Citywide 20 year Multi -Modal Transportation Plan (RFQ 08-31) for the City, In the amount of $349,992. Funding will be provided as follows: S189,992 from Capital Improvement Plan Multi-3lodal Transportation Plan, S80.000 from Regional Transportation Page t of Authority and S80,000 from General Fund Public Works. Aid. Wollin indicated she had many questions with regards to the project. Her first question was in hope of receiving a discounted rate since the same firm had performed the work for the Evanston Bike Plan. John Burke, Director of Transportation indicated that there was not a discount but that information collected from both the Bike and Lakefront Plan's would be used in the development of this plan. Aid Wollin also indicated there were many requests throughout several other plans including the Dowmawn Plan, the Nest Side Plan for numerous changes (example: changing one way streets back to two way streets and vice versa) and would this information be considered as well. Mr. Burke indicated yes and that traffic modeling for many scenarios had come out in the Downtown plan study. He indicated they delayed action on the Multi Modal Plan until more information collected on the Downtown PIan had b lyzed and was closer to approval. AId. WolIin asked if the pedestrian cross' "cot w•n signal" measure indicators were to be used., as an example at Sheri ich was estcd in the Lake Front Plan. Aid. Wollin also asked if some of ne hnologi such as activators imbedded in the streets and other best pra es oul inclu in the Transportation Plant and looked at as options. Mr. s Con 'dine, a sentative from T.Y. LIN International answered this est tc in� pedestrian improverrterrts would be included as part of the stu as wadditit guidelines for additional improvements for biS:e users. jeev anal, e • g Division, also indicated that there were marry items and ' what referre as the "tool box' for these types of studies and best practices w•oul _z . AId. Vollin indicated at this time that she had some reservatio c the t ment of the CTA and other transit organizations in terms of coordina and imp vements as they had been uncooperative and unresponsive i regards a study facilitated by Representative Haman. Aid TisdahI, and Aid «'o Direct meats for changes and improvements made to the CTA were urke i icated he was comfortable with the program and there w too ch in% t regarding Chicago or Springfield and that the CTA, RTA Pace, d were involved in the discussion leading up to the plan. He also i hat R t oviding some funding for the program. Aid. Hansen ask s stu was se %where RTA was going to tell the City how to make things ben r w v ston tak a lead. She asked if this would result in the RTA indicati h etermin the direction to proceed and now the burden is on the City a plan ; --cfve. Aid. Rainey commented that there was not funding available ties r}pe a ftvork. Aid. Hansen also asked, if the RTA will be more persm a this study. �i: _ i3urltie responded that the RTA and other agencies ' to be-cooperaw.— at this time. RTA recognizes that there are a lot of Idisc r servi�es in many communities. such as the hospital areas etc. and that so n tthe be formulated at the local le% el. Aid. Rainey commented that when -ions RTA with reards to service and routing occurred, the RTA's usual po -as to indicate thanks for the input and the practical reality was that the RTA would zat take the suecestiomi under consid=%on. Mr. Burke indicated that the transport_:ion plan is a good firs: step in reselvir._ these issues. He indicated that this would help us to identify all o%_:Iapping services for use in the City's GIS system. At this time there is not a single map which shows all of the overlapping transportation services available. Ald. Rainey !,scussed how she has tried to suggest improvements to the CTA at the Howard Street Shopping Plaza and would like this plan to address bus service to this area. She indicated that the Target store would like to see this service improved and that many times tl ere are 10-15 people waiting on all four corners of the center for a bus and most likely to 100 per day. She indicated the CTA claims that the Target store dcvs not want the 5.-n-ice. She also indicated that the service to the public was poor and marry times shoppers are waiting in the rain and snow with packages and that this has an effect on our salts tax revenue from Chicago or Evanston residents. Aid. Page 2 of 7 Rainey then asked how do we presume to plan for 20 }Lars and what is the term of the contract outlined on Page three of the document. %fr. Burke responded that this was a one year contract and that they would like to set a tentative schedule to start in January and finish in December of 2008. Mr. Burke deferred to fir. Considine with reference to a 20 year plan. %fr. Considine indicated that most transpormtion plans were 1- to 30 years in length with emphasis on the short term (0-5 year period) but also on some intermediate (5-10 year) programs. The primary reason to plan for the long range is to secure the financing and funding for a long range capital plan. Also the long range planning looks at infrastructure issues in order to improve the life span of improvements. Aid. Rainey indicated her favorite part of the plan regards the alleys in the City and how we are going to use "green methods". She indicated a few of these ideas have been tried in several locations and why do we need a 20 year plan for these activitics.AiWurke indicated there are a number of programs important to the CoL it and alle gram is the single most expensive program in Streets and Sanitation and a rate it wi - •c a little over 30 years to complete them. He would like to cer do star an a more sustainable way. This program was included more as a icy as op d to tl 20 year element. Aid. NVollin then asked about the parking and wntoN l and what they will look like, and the discussion tag t o he parking requirements depending on whether it is transit or ,Irr-au arkin tcre has been much debate over whether there needs to be orc p ing in a w' many of the new condos and whether there is a need forradvqlML less : king in se areas. How will these decisions be made in that there is a lot o ' z oing o and there will be more of this in the future? How will this ing po , d has the Parking Committee made any recommendations wit mgards ese issue . Mr. Burke indicated the Parking Committee would evcntu v make re rrdations and will have input into this process. The Parking Committt id have in t into the parking plan during the last full analysis in 1994 wh' rim a sup p • any: demand and turnover full study. He indicated that the h B c ar i or ers.-nple, which has both residential and commuter parking re ' e uses old data and that effort into new pricing and promotion need ne. l T es indicated that parking on the west side was also at a pre and ma roglems and not to leave out this area as part of the plan. Aid ainated ilia m her ward there was not enough curb space for parkin -a a a question regarding the tire.: Fish Transportation Services in 031: hie ill pe _some of the work for the plan. She indicated she could not find a Nve t.e r the f rt nd does not recognize the :name from a parking perspective. fr. Considisplicd that this vas company «rth a.rr 20 years of experience in the especi j�the area of traffic counts. Mr. Burke indicated the firni was used fo sa rk on)the Evanston Lake Side Plan projnt. Aid. Rainey found it odd that th s s "` _ e public information regarding the company. %fr. Considine indicated that ost of c Fish Transportation work would be in making traffic and pedestrian counts Xld. Wollin brought up the issue of sigmage _nd how this is an important issue. She w ted to include signs identifying historical s.::s and have them include more information than just a sign and arrow directing re, ridcr:s. She was concerned as to if this would happen later in the plan as long as ten years trcm now or Would this be addressed sooner. She sees this as an opportunity to nt ake Ors esthetically and educationally important to the community. Mr. Considine reason".] that it may not be 10 years and could be established in the planning process in terms of the priorities and may be sooner than that. In addition one of the sub -consultant firms, which is also a design consultant, wiI1 be looking at current parking and traffic sicnagne and making recommendations for the future. Aid. Rainey asked Mr. Burke for an update on the Skokie Swift Project. fir. Burke indicated that the RTA was slow in rrleasi—_z the information, (Aid. Rainey, referred to the earlier RTA discussion used this as as example of the poor cooperation from the RTA), but he had the executive summary re;ort and is waiting for the remainder Page 3 of 7 of the study to be made available. Ald. Rainey indicated that she received a call from Aid Tisdahl with regards to some issues in the plan. Since she was not present at this point in the meeting, Aid. Rainey indicated that Aid. Tisdahl may have questions on the Council floor later in the evening. AId_ Rainey then asked for the committee's pleasure on the plan. Aid. Rainey indicated she Would like more information on the 20 year plan and what are some of the items that you will sustain and how will you go forward after 5 years. fir. Burke indicated that at the pre.ious city where he was employed did a 20 year comprehensive plan 7 years ago. Ald_ Rainey asked how the plan looks today. Mr. Burke responded that many issues come into play in terms of projecting traffic, land use and population growth. If no planning were to occur, projections are made as to the impact of these functions. The plan helps to determined there are other or better investments to stay ahead of transportation problems. Aid. Wollin . we would get information from Sprinsfield and look at the mess the state is in o it and what will be the effect if the state legislators decide to cut out etc. A at their mercy? Aid. Rainey indicated there w-as a bus eliminat fro r•icc to vanston Township High School. She also indicated that h r di ions -ith the Bvanston/Rogcrs Park (Chicago) groups she was aske vans was be doing anything to survive the potential CTA cuts. Mr urk d' to It' b f that these issues are pan and parcel to what is being discusse s part a plan, is indicated that these agencies would be part of the meetin discuss g the o ns the future. Aid. Rainey indicated it ix -as, a lot to do in one Ir. Bu -e aerce t it was a big job but that due to the 10 year bridge plan, the viaduct way st dies, and bike plan that much of this information could be ulled r as part of a comprehensive plan. Aid. Rainey referred to «'ally omments bout all of the studies and consulting work that is in progress at interact ' ill be a challenge. She asked what the projected time frame for the Trans ation stud was and Mr. Burke indicated that the plan is for an early J u have volvement from the Lake Front and Downtown plans and s in t curren 1. Aid. Rainey asked if the plan was to wait on the results and a t the other plans. Mr. Burke indicated it would be best to move ah 1i Item :1.1.2 » rr im c ► uppro►� -d 4-0 (A33)*Approv 0t9kfes ` al Services Contract (RFP 08-64) with The PAR Group PubIW9 nag ent u tants. LLC (100 North Waukegan Road, Suite 211, Lake Btu to pro an Executive Search for the Community Development hector andwthe Public Works Director in an amount not -to -exceed S40,000. provi the Human Resources Line Recruitment. A indicq,lyd chat these positions were very important and we want to recruit the bes r c idates. Since the City had used PAR in the past, would they also make rece endatroas on candidates for positions other than the Community Development and P li Works Directors since there will be other openings in the near future. Human Resourocs Director loellen Daley said } e: and this would be the case. Aid. Rainey asked why there were so many candida.:= deemed non responsive due to lack of MBE-AVBC/EBE rcgz::rements and the contract awarded to PAR who asked for an exemption to the requirement. She wanted to know how this was reconciled. Ms. Daley indicated that she and Lloyd Shepard. MBEAN BE/EBE coordinator spoke at length and he determined the applicability for the candidates. She indicated that the firms that did not comply did not at;:mpt to comply. There were some firms that attempted to comply but in the end asked for a waiver for the requirement. Aid. Rainey asked if any of the firms whose proposal we received were in compliance. Ms. Daley indicated that none of the firms complied at the 10 % threshold. One respondent was at 5 *'o and one was at 3 %. Aid. Rainey asked at what percenux-e was the PAR Group. Ms. Daley indicated 0 %. Ald. Rainey asked if there was any efrort to search out firms which have expertise in page 4 of 7 minority candidates. Ms. Daley indicated this was addressed in the proposal and that we can demonstrate that there can be a diverse candidate pool in terns of recruitment. While the PAR group did not meet the MBEf BE/EBE requirement she is confident they will be able to bring candidates forward that have a diverse background. Aid. WolIin indicated she is confident in the PAR group because of their past experience. Aid. Rainey indicated there was no chart showing how the firms were rated. She asked that this type of chart with comparison information on all respondents be included in the future as this is helpful to see how the process was performed. Aid. Rainey indicated she does have a bias towards this firm and that it is ironic that the City would hire a search firm and then grant a waiver for the small amount required to comply with MBEIWBE/EBE program. Aid. Holmes indicated it could have been minority or woman owned businesses and that there was no Evanston business invol%aft in the search. Aid Rainey indicated that she knewthe president of the PAR up MquXroman and former city manager and that is positive. Item A3.3 was umanimousit, approved, 4-0 p� (A3A)*Approval of sole source purchase of 600 QL in n lig in 611 m Elcast Lighting (815 South Kay Avenue. Addison. .) m let t Tallmadge Streetlight Upgrade Project eltyivide in the amo t of .798. i nding provided by the Capital Improvement Plan Streetli t Upg a Fun This purchase is to complete the street li gra in areas a North. Northwest and Central Street areas of the City. Aid. Rain c there ere any comments with regards to the streetlight program \Id. Ho said the trees do block some light. She hopes the lights will pear bn- in theµ ter months. Public Works Director David Jennings responde to a quest] from Ald. Rainey with regards to the wattage of the lights. He indicated there is a attage mixture. Aid. Rainey reminded the committee that sin as a sour purchase, a two-thirds vote in the affirmative would be cd. Item A3.,t mt-as unanimous _ p . 4-0 (A5)* Resolution 6 7 A oria ' the City Manager to Execute a Joint Agreement with the Ill is 'rtenent of nwortation. Consid tttt re gtion 64-i1-07 authorizing the City Manager to execute a joint age wit[ he)) Wcpartmcnt of Transportation (IDOT) for the Emerson Street 8r iZenlaceme*( Proiect in the amount or 583.950. Funding provided by e follo►wingt-%,S80,500 from 2008 Capital improvement Plan Street Lighting and om 20w� ).affic Signal Upgrade Funds. ITN-, 11 bo)_ndic�ed that the project is valued at S5, 557,000 and the City will only pay a s orti%tmf this cost to upgrade the light on McDaniel and upgrade street lights. Mr. rise also indicated that there a bike lane and sidewalk upgrade at no cost to the City. \I Wollin indicated the project would be done by November of 2008. Aid. Rainey ked how the traffic flow mould work and what would be closed down. Mr. Dahal of the Engineering Division indicated that time detour cast bound would be primarily McCormick to Dempster to Dodge which is the current truck route. Ald. Wollin commented that she counted thirty -sec en trucks on Sherman that day going south. She wondered if Dempster could handle the trucks and both Mr. Burke and Ntr. Dahal indicated that this should not be a problem. Aid. Holmes also mentioned that the Church Street Bridge is also an alternative. Aid. Wollin asked where the Mather trucks would go. Mr. Dahal indicated the Mather trucks should not be an issue. Aid. Rainey asked if staff could determine where these trucks are coming mom and their destination. The detour route was then discussed in more detail. West bound traffic on Emerson will see signs posted prior to Dodge indicating the detour ahead. However. Ald. Holmes indicated that initially there would be increased traffic on Hovland and Hartrey with cars Page 5 of 7 turning around. Mr. Dahal Agreed but felt that after a few days the detour should work well. Item A5 was unanimously approved, 4-0 (A6)* Resolution 65-R-07 Authorizing the Citv Manager to execute a Funding Resolution with the Illinois Department of Tr•ansnortatian. Consideration of resolution 65-R-07 authorizing the City Manager to execute a funding resolution with the Illinois Department of Transportation (IDOT) for the Emerson Street Bridge Replacement Project in the amount of $83,950. Funding provided by the following: S80.500 from 2008 Capital Improvement Plan Street Lighting and S3,450 from 2008 Traffic Signal Upgrade Funds. Item A u-as unanimously approvtV, 4-0 (A7)* Resolution 67-R-07 Authorizing the City Manager to E hll%h Vunicin l.lnc of Credit. Consideration of resolution 67-R-07 authorizing City anagt ablish a municipal line of credit with VX'.X to assist h a i e t r nue delays In the amount of 515,000.0o0. Aid. Rainey Indicated that this item 'o being ken o he ends, and asked Finance Director Matt Grady to explain ive r� ons for moval. Mr. Grady indicated that Cool.. County Propem• Tax reven - a •ady be inning to be sent to the City and more would becoming on vicekly d the line of credit would no longer be required. Since the tax ills are early Dember. revenues are coming in. The line of credit was to he] 'f tax reve Was delayed, as the City might have needed to borrow funds to meet er obliga ns. Item A was unanimou ve remot" from the Administration and Public Works Agenda. 4-0 (A8)* Ordinance 106- du' ol`l"!wV Linuor Licenses Consldtratio Ord ncc 07 whereby the city of Evanston would amend the City- C de to the nut of Class C liquor licenses from twenty-four to hventy- e . au - f the closing -'of Cafe Luciano & Pizzeria (2676 Green Bay Ron stot IL.) Ald. Rain ed staff ?resent if anyone knew why the Cafe Luciano was closed. ssistant to tlse.�City Manager, Vincent Jones, responded that he would check into the and reptt�i ck to the Committee. Aid. Rainey suggested that staff. possibly fr ��rttc 13evelopment m=}:r an effort to have an exit interview with business ow ain some inforttion as to why the business was closing. It 8'�as r lanirrtoush•approvc.l 4-0 W. ITEMS FOR DISCUSSION' (APWI) Sanitation Update Overview Suzette Eggleston presented a Pow er Point update on the Sanitation overview presented originally in October of 2006. While the diversion rate landfill versus recycle material this year is 37.50% site would like to see this go to 50%. The staff recommendations of last year were discussed and the programs to reduce costs and be closer to SWANCC's average level. Since adding the collection of buildings with 4-6 units the costs this year have beret reduced to only 1 1% higher than SWAN'CC's average. Aid. Rainey wanted to clarify the 4-6 unit buildings were those that are ow -ter occupied and Ms. Eggleston confirmed this information. This change resulted in an increase from 15..544 to 14,889 Page 6 of 7 units that were serviced by city staff. The change to the dumpster program also resulted in a cost savings as well as more efficient to residents. The yard waste collection program was also discussed indicating cost savings from staff reductions that are due to vacancies at this time. A second alternative for yard waste using a private contractor was discussed but the costs are unknown at this time due to fuel cost increases and other expenses. The Village of Skokie, which utilizes a primate contractor, saw their bid cost rise (finsd numbers due in February) by a large margin due to these issues. The yard waste sticker program voted down by Council was discussed briefly as well as the change from a recycling fee of S3.72 per month to a sanitation fee of S5.00 per month was also discussed. GIs. Eggleston indicated that there was still comments and discussion from residents with regards to the sanitation fee but that the program was going well. The upcoming managed competition for cost efficiency was discussed to be studied in more detail. Customer service is an issue as well as concerns A The union has discussed the issue with City Tanager, Julia Carroll eommitt t Streets and Sanitation meets frequently to discuss the options. The -co dation o solid waste franchise to collect commercial waste was then di se . fir. ings Hied to Ald_ Rainey that an RFP was sent out November 1 07 to _ if the v d be a cost savings to the City if this was implemented. Ea- t n ica firms submitting were required to attend a mandatory pre- posy " feting. c issue of the number and cost for more than one refuse ca per rzs once w sc e.i and the current recommendation was to implemen 50 mo ly sanir n cliae for each additional can. The pilot recycling program was and th success of the program. The Streets and Sanitatio made f the large cart deliveries on Saturdays so that education into re cling co a discusse with the resident. The success of the pilot indicates that 'le citywidt laccment costs will be S800,000, the program is worth the expense. The 's Sustai ility Coordinator is exploring state grants for S60,000 per ) •ne r years help offset the cost. The changes and improvements to af ha 'ng an ting options were discussed and the last item presented were ro c to the special pick-up process. Aid. Hanscn asked that the City use ty c as had complaints in terms of damage to the carts. Ms. E • n in aced ar s being used in the new program were better but unfortunat of rr proof. mere will be updates and more education information in the s J on iichlights. Aid. ilolmes indicated concern at rental properties and a on o'-ccpirrcart lid closed, not overfilling. etc. and that landlords be fined in c cc is nt,st a ieved. his. Eggleston indicated the Health department can %do does cite dents for these violations. Aid. Rained asked what if the problem at a ropert� to severe to charge a special pick-up fee. Aid Rollin asked the Xst •list fofreceiving ne« refuse bins and Ms. Eggleston indicated they were cu t t ' rSe. Aid. Hansen also asked if it would t; possible to change the month for bull: peck program from April as it seemed too early in the spring. Ms. Eggleston indica. he Division %would look into this. However. during, May there is a lot of NNVU students oving in and out which increase the work load for some of that period. V. COMMUNICATIONS Vl. ADJOUPUN 1ENT: 7:52 pm Respectfully submitted, Kevin Lookis, Revenue Manager Page 7 of 7 r ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, December 10, 2007 CIVIC CENTER, 2100 RIDGE AVENUE, ROOtii 2404 3fembers Present: Aid. Jean -Baptiste, Aid_ Hansen, Aid. Holmes, Ald. Rainey, Aid. Wollin Alembers Absent: Staff Present: Judy Aiello, Alan Berkowsky. John Burke, Rajeev Dahal, Paul D'Agostino, David Cook, Matthew A. Grady, III, Jewell Jackson, David Jennings, Vincent Jones, Kean Kelly, Anil Anna -Kate Lewis, Kevin Lookis, dike Madden, Jonath adziar, Dennis Marino, Wendy McCambridge, Gavin \to gan, Ike Purze R wolanda Russell, Nat Saber, Bruce S1on. Ricky Vo�•' '��� Others Present: Aid. Tisdahl, Aid. Moran Joe) Freeman, Chair, Energy Cant Tim Wendler, Regional Manager for Presiding: Aid. Rainey I. DECLARATION OF QUORUM) With a quorum present, Alderman Ratuey called eeting to order at 5:42 p.m. II. APPROVAL OF MINUTES OFtAEGLMAI MITETING of November 26, 2007 Minutes were unanima a 3 �Y., Pprvve�l, 5-0. 111. ITEMS FOR COr1SiD$RAT1ON ON COUNCIL AGENDA Items were indfvfilually caorisidirp4 (Al)* City of Erfsstoti #xy'rtill through I II29107 $2,230,930.78 Item AI was unanimously approved, 5-0 (A2)* City of Evanston Bills through 12/11/07 S3,799,095.44 Ald. Holmes was pleased with the clean bill of health from Wiss, Janney, Elstner yAssot:iates. G._1liorgan (Assistant to the City Nlanager) stated that J. Rozak will receive '3�inyoie "-Ald. Holmes also commended Fleet Smices for preparing for the upcoming iricltnient weather. Aid. Rainey reminded them that two audits ago they were criticized f"'Massive inventory. She hopes that this is not a start of amassing a quantity of items. ltem''A21 was unanimously approved. _5-0 (A3.1)• Approval of lowest responsive and responsible bid (#08-62) for Cisco network and telephony products to Sentinel Technologies (2550 Warrenville Road, Downers Grove, IL) in the amount of S122-593. Funding provided by Capital Improvement Plan, $69,858, Emergency Telephone System Fund. S15,820.50 and General Fund, S36,9I4.50. Ald. Wollin asked where the obsolete equipment is. Bruce Sloan (Director of Information Systems) said it is throughout the city buildings, the majority is in the Civic Crater. Aid. Rainey said she believed that some of the items were obsolete and were not being supported. B. Slown said that that is correct_ Aid. Wollin asked about the changing of phones. B. Sloan stated that now computer phones are installed. The old (current) style is very expensive to maintain. Aid_ Rainey asked what the internet service is. B. r� Slown said it is us, the City of Evanston. Aid. Rainey asked about the status of the internet service for the Police Outpost on Howard. B. Slown said he was not aware of a request for installation Ald. Rainey said that she has asked for the service on numerous occasions. dike Madden (Division Manager, BPAT) said that he has heard of the request and that he would look into it. Aid. Jean -Baptiste asked if the City of Evanston did not use Comca_sL B. Slown said the City operations do not use that service. We use a system that is cheats and dedicated to an entire band. The Library is on the fiber- optic system through `a-tltwestem. Ald. Rainey asked who would install this new system. B. Slown said his department would. Item AM was unanimously approved. 5-0 (A3.2); Recommend award of professional services contract to Benson Electric (6913 North Oleander, Chicago, IL) for the installation of electrical components required for the provision of emergency backup power In the amount of S28,557:'Futidittg provided by Capital Improvement Plan. ; Aid. Holmes asked if backup power was frequently needed.' Anil Khatkhatc (Facilities Project Manager) stated that no, but there is a need to be prepared. Item A3 2 was unanimously approved. 5-0 (A3.3);Recommend for Illiinois Department of Transportitlori (IDOT) to aivard the Ridge Avenue Construction Project to Benchmark Construction, iac..(3* South Kedzie Avenue, Chicago, IL) in the amount of $7.1.18,324.73.Jundlis provided as follows: IDOT (3.6M), City Seger Fund (2 _3i), ind.Capitil Improvement Plan Street Resurfacing Fund (S1,318324.73). Aid. Wollin asked if a ch=ge order would soon be submitted to lower the cost. AId. Rainey stated that she ass surprised that the IDOT share was not larger. John Burke (Transportation Director) said that it is a joint agreement. One million from the City of Evanston and the rest fncm MOT. However. the sewers are not covered by the IDOT monies. Aid. Rainey did not know that the sewer project hit Ridge Avenue. J. Burke said that this is a separawprojeeL AId. Rainey asked how the work will be done with the resurfacing going on J_ Burke said it will be carefully phased in, Howard to Main and then Main north. Becaase the sewer work will require a full street width, detours will occur. Aid. Rainey asked if there will be more city meetings and J. Burke responded that probably two or three more will be planned. Item AU was unanimous' : approved. 5-0 (A3.4)• Recommend award of professional services contract (RFP# 08-50) to Land Design . ,V.- Collaborative (5142 Main Street, Skokie, IL) for the Ladd Arboretum Master Plan . . -.= 7niplementation Phase I in the amount of S32,100. Funding provided by Capital Improvement Plan. Aid. Wollin asked what Lie overall budget was. Paul D'Agostino (Superintendent of Forestry) said it is 5I50., 00 for first phase work. Ald. Rainey said that is what you will propose but we have not z-+proved it. correct'' P. D'Agostino said she was right. Item A3.4 was unanimous:. approved. 5-0 (A3.5)* Recommend Cit3- 3l2n2ger enter into an agreement with Citation Management, a division of Professional .account Management, LLC, a Duncan Solutions Company (633 West Wisconsin .avenue, Suite 1600, Milwaukee. !VI) for parking ticket management and payment processing functions ( RFP 07-30) In the amount of S188.2I2 per year for three years totaling $564,636. Funding provided by the General Fund parking ticket revenue. Aid. Wollin asked if resi&its paying on line with a credit card can do so without paying a fee. Ald. Rainey strong:y stated that the City of Evanston cannot charge the citizens. Kevin Lookis (Revenue \tanager) said that a fee is assessed but that it does not go to the City of Evanston. Aid. Rainey asked what the percent is. K. Lookis said that 1.75% %ill be charged. Tim Wendler, Regional Manager for Duncan Solutions said that typically fees are one to three dollars. Aid. Rainey noted that not in one place does it state that a fee will be charged for paying on line. M. Madden says that it was in the Parking Committee draft. Aid. Rainey says that this proposal should have been brought before the committee sooner and in more detail. Ald. Wollin noted that she had never seen minutes form the Parking Committee. Aid. Rainey thought that would have been a good idea. She stressed that she does not like the way this is being handled especially the item of fees being charged. If all that money goes to Duncan Solutions, what is the swings to the City of Evanston. M. %iadden says that it will result in an increase in revenue. Aid. Rainey stated that she knew that but what is the point of raising revenue if there are no swings. M. Madden said that by Duncan Solutions preparing the notices, one-half person will be saved. He and the committee want to wait one year to see what can be changed such as staff reduction. Aid. Wollin asked if Duncan Associates will handle the Chase lock box. K. Lookis said yes. He stated that it would cost fifty-five cents a ticket Which is the amount currently being paid. However, intcrnet and phones are expensive. It will not be a pass through to the citizem just to the City of.Evanston. M. Madden stated that the credit card company charges will go directly to Duncan Solutions. Aid. Rainey noted that this is convenient but more expensive. Aid. Wollin likes that ability for tracking out-of-state licenses. Aid. Rainey did note that this system allows citizens to pay lots (amnesty) of tickets, to get a deal. Mattliew A. Grady (Finance Director) stated that the fee is a convenience fee. Today it is cheaper than gas and time. Aid. Holmes said this is okay as long as there arc other options. M. Madden reiterated that the drop-off box on itte nest tide of the•Civic Center and the Revenue windows % ill remain in place. M. Grady said that if the fee for on-line payment was not charged, the cost of that service would have to be spread out over all those paying. The credit card company charges the vendor. Aid. Rainey asked what the maximum charge might be. T. Wendler said it can be as high as three dollars. Aid. lean -Baptist asked that the costs be re -capped. K. LooW said it is SISS,000 a year for each of the first three years. Aid. Jean -Baptist noted that only after Duncan Solutions gets an 82% receivable, Will they be paid. But, efficiency is not good over the loss of personnel. He noted that he is not sure that this'assessment of east savings is really good. K. Lookis said that there is no way we can know now about reductions but believes that there will be a reassessment before that point is reached. Ald. Rainey asked how this massive plan could not affect staff levels. K. Lookis stated that ERf and staff' moving on keep that from occurring. Si. Madden said that we cannot determine this at this time. Ald. Rainey asked what has been projected. AId. Jean -Baptiste asked how many positions kill be released. M.Madden stated that the one-half position that does notices, will assume other duties, no positions are planned to be released at this time, f is also stated =that it is too early to make hard decisions now. Aid. Wollin suggested a three year study. M.'Madden agreed that they would be a good study parameter. Aid. Rainey said. S1138,000 a year and only one-half person covered. M. Madden stated that the current system is now so obsolete that it would cost the City of Evanston 5600,000 to 5700.000 to replace it. Ald. Rainey said that she would like to see reports and before the three years is up. Ald. Jean -Baptiste said he would ha% a to vote "no" until Ald. Bernstein and Aid. l vnne have talked more about this. It «as suggested that this item be taken off the City Council agenda until further feed -back is obtained. Item A3.5 was approved 4-0 with one vote nay (A3.6)' Recommend selection of OEC Business Interiors, Inc. (900 North Church Road, Elmhurst. IL) as the non-exclusive furniture vendor for all City Departments. Funding provided by department funds. Aid. Wollin asked if the previous business we worked with was out of business and what does it mean "non-exclusive"? David Cook (Superintendent of Facilities) said yes to the first part and that "non-exclusive' meant that if there is a big order. the City of Evanston can go to other sources by going out to bid. Aid. Wollin asked if they use recycled furniture. D. Cook said yes as much as the previous company. Ald. Rainey questioned the choice based on the criteria and scoring totals. D. Cook stated that Office Concepts did score higher on understanding the requirements and services for the City of Evanston but overall, OEC scored better especially concerning their participation in MMEBE. Office Concepts did have a waiver for the precious contract but was unable to Secure one this time. Aid. Rainey asked if we knew OEC. D. Cook said yes, he has seen their work. Aid. Jean -Baptiste asked why we are doing this, what is the purpose and when do we open it to others. D. Cook stated that the Water Department is going to be looking into all new furniture and its installation. This contract will standardize the styles and the furniture. Three bids will be required. Jewell Jackson (purchasing Manager) said that if it stays under S20,000, a bid is not required but three quotes are. Aid. Jean -Baptiste asked that if the City of Evanston stays within the'i5idelincs, why do this action. Aid, Rainey asked if is a vendor is selected do wa.have to go out for bids. D. Cook said yes we do. A vendor will get us the best price. We Ituen havc'prices on hand to use for budgeting. ' Item A3.6 was unanimously approved, 5-0 f' (AW Resolution 68-R-07 Adoption of a New Enerev tolicy. ,,' Consideration of resolution 63-R-07 recommending by the Euergy,Commission to revise the existing Energy Policy of the City by adopting Resolution 68-R-07. Dennis Marino (Assistant Director of Community Development) apologized that the 1995 energy polices were not attached, he will get' them out. Joel Freeman (Energy Commission Chair) Community Development felt it was rime to update the City's energy policies. De -regulation has changed pricing and procurement. Modifications have encouraged the City of Evmuton to be more involved and for the citizens of Evanston to be more involved. 'flue City of Evanston needs to track usage in its own buildings. There have been many changes over the last ten years and more are to come. It is an ongoing proccsi jbe Energy Commission has focused on liability and frequency of information frosn the franchise. They are trying to encourage more compatibility between large users. Aid. Wollin asked where the reliability report was. J. Freeman stated that they are on lint. at ComEd, the City and the State. D. Marino said that he would _supply the Aldermen with the information from ComEd. Aid. Jean - Baptiste mentioned a need for greater education. Is Carolyn Collopy (Sustainability Coordinator) working with the Energy Commission. D. Marino said she is and she does have input Md. Jeaxn-Baptiste sired «hat she is doing; she should be staff on the ,�, commission- J. Freeman said that she and the Environmental Board are all participating .,.'in this project. D. Marino said that he vyould get her more involved. Aid. Jean -Baptist asked if Max Rubin (Emergency- Preparedness `tanager) is involved for emergency considerations: they need to think on a larger scale. How much collaboration is there? D. Marino said that Max Rubin is inyol•ed for outages. He is the City of Evanston's first'eontact. Ald_ Rainey says that is what frustrates the Council, not all people talk to each other, coordinate their departments. J. Freeman said that Dave Cook has updated the commission on %hat the City- of E% anston is doing on its property. Emergency processes are outside the scoff of &,e commission. Reliability issues with ComEd are not related to storm,, etc. Ald. Rairty noted that no one challenges every commission but your updated policy deals v6 ith sustainability, so C. Collopy should be in attendance at commission meetings. Item A5 was unanimously approved, 5-0 (A6)* Ordinance 105-0-07 Regulating the Use of Fire Pits Consideration of ordinance 105-0-07 whereby the City of Evanston will regulate lire pit use mainly in residential settings to minimize any fire hazards and/or negative Impacts on the neighborhoods. Chief Berkowsky and Kevin Kelly (COE Fire Department) stated that fire pits are now very popular. Over the years they have dealt with issues and complaints. In the last eighteen months there has bete an increase in complaints. The ordinance is basically asking the owners to use common sense and to not offend neighbors. Aid. Wollin asked about smoke control. Chief Besi:owsky said if it is windy do not use a fire pit. Item A6 was unanimously approved, 5-0 IV. 1TENTS FOR DISCUSSION V. VI. Respi Philli Admi COMMUNICATIONS