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HomeMy WebLinkAboutMinutes 2008ADML\ISTRATION & PUBLIC WORKS CONINIIT1'EE MINUTES Mooday, January 14.2008 CIVIC CENMER, 2100 RIDGE AVE-NUE, ROOM 2404 Members Present: AId. Jean -Baptiste, Aid. Hansen. Aid. Holmes, Aid. Rainey, Aid. Wollin Members Absent: Stall Present: Judy Aiello, John Burke, David Cook. Rajeever, Suzette Eggleston, Doug Gaynor, Jewell Jn, Da Jennings, Lonnie Jeschke, Kevin Lookis, Mike Madd jrSat Naga , Rolanda Othe (A2)' tckson tth, all )0 and IADT - - - - - -- asked how- many rifles the Police Department has since the amount for ammo seemed high. No one from the Police Department was ava:lable to answer the question. The Alderman's inquiry will be forwarded. The Aldenssan also questioned the monies spent on temporary staff at the library. Judy Aiello said the expense was the result of vacancies and illness but she will get a complete answer. The invoice for the planting of 325 trees on the parkway was questioned. Doug Gaynor (Director, Parks, Forestry & Recreation) said it was an invoice for planting done in the fall. Aid. Hansen questioned the payment for the Peen Pregnancy Prevention Grant, asking 6t es the City subsidize a "group home". J. Aiello responded no, the money went for the transportation expense of getting grant participants who live at the group home to and from various sites. The money is from a grant, Aid. Rainey asked for more information on this program and asked to have the Paje 1 of 5 AP & W Sriauus. Janet+ 14, 2008 program explained and to be given a list of where the Fancy Cans are being placed. There are no cans in her area. J. Aiello said that she would get answers. Ald. Rainey stated that there seems to be a problem in resolving Bills List issues. J. Aiello apologized if the explanations were not as complete as she would like. Aid. Rainey asked that the check for the Fancy Cans be held. J. Aiello confirmed the Alderntanic request. Item A2 was unanimously approved, 5 - 0 (A3.1)* Recommend approval of proposal from Gewalt Hamilton Associates, Inc. (850 Forest Edge Drive, Vernon Hills, IL) (RFP #06-44) to provide construction engineering services for the 2008 INIFT Street Improvement Program for a not - to -exceed amount of 5143,600. Funding provided by the Capital Improvement Plan 1%IFT Fund. Item A3.1 was unanimously approved, 5 - 0 r (A3.2)*Recommend approval of Ridge Avenue Roadway and Sewer Improvement -Project - Phase III Construction Engineering Services contract with Clvilfech Engineering, Inc. (450 East Devon Avenue, Suite 300, Itasca, IL)•for the,aot-to=exceed amount of S637,967. Funding provided by the Capital, Improvement -plan Street Resurfacing Program Aid. Holmes asked if the City still asks for a 25% participation in NUW/EBE. J. Jackson said that participation in construction is usually 25°u and engineering projects are usually at 15%. This is based on opportunities to meet the goal. Ald. Rainey mentioned that CivilTech needs to be informed that it is Howard Street not floward Avenue. Item A3.2 was unanimously approved, 5 — 0 (A3.3)*Recommend approval of the lowest responsive and responsible bid (Bid Spec #08- 59) for two garbage trucks fret= Cumberland Service Center (2375 East Oakton, Arlington Heights, IL) at a total cost of 3391340. Funding provided by the 2007 — 08 Fleet Fund Capital Outlay, Automotive Equipment. Aid. Holmes asked ifdiis purchase and the future purchase of two more trucks means that there is an inventory of equipment that needs to be replaced. Lonnie Jeschke (Manager Fleet Operations) said yes there is and the price protection clause covers anticipated needs next -year L10 replace two more trucks. An inventory is being completed on all equipment looking fbr%vard to all of its needs for replacement. Aid. Holmes asked if there `w6uld ever be a vicar with no replacement purchases. L. Jescltke said that will not happe6.' There arc seventeen trucks that are planned for replacement over a ten year ,.period. Aid. Jean -Baptiste asked how much life was gotten out of the trucks we auction piE.-L,_Jeschke said he had no idea what life the purchaser gets. In addition he noted the City generally receives 10% of our original purchase price when vehicles go to auction. Tins ISO% higher than xhat we received from internet auction of vehicles. Aid. Jean - Baptiste asked L. Jeschke what is being done to make the equipment last its longest since resources are going dourt and needs are going up. L. Jescltke said that a plan is being prepared and will soon be submitted to the City Manager. Aid. Jean -Baptiste noted that extreme care must be u_:,td so as to hay a more to spend on other items than replacement. Aid. Holmes mentioned that keeping: equipment too long can result in maintenance costs that soon total more than the purchase of a new item. Aid. Rainey said a multi -year plan would be good since it should be remembered that a few years ago several trucks broke - down all at once causing a problem for meeting City needs. Ald. Rainey asked about the life span of a chassis versus the packer. L. Jeschke said that packer life is two years less than the truck chassis and the drive train. Aid. Rainey asked if we have bought packers and L. Jeschke said yes. Item A3.3 was unanimously approved. 5 — 0 (A3.4)*Recommend approval of emergency purchase for supplemental security staffing by Page 2 of 5 AP 3 w .ShnuieL lanuary 14. 2008 Metro Security Forces, Inc. (6546 Rest Higgins, Chicago, IL) at the large hill in James Park on "snow days" In the amount not -to -exceed $15,000 for a total contract of S27,900. Funding provided by the ParksfForestry and Recreation Department; $6,000 from Noyes Cultural Arts Center and $9,000 from Fleetwood- Jourdain Center. Aid. NVollin stated that she was glad that the security forces were unarmed. She asked when the supplemental staff would be employed. D. Gaynor said that when three or more inches of snow is on the ground, additional staff would be requested. Aid. Holmes asked if taking monies from the two sources mentioned would not cause a hardship in those areas. D. Gaynor stated that the sum required has been realized due to vacancies. Aid. Rainey noted that this recommendation is only for S15,000, tb'be' added to the $12.900 already approved. D. Gaynor mentioned that for liability, signs are" posted in numerous places concerning the use of the hill in James Park and cameras are in. Aplace to supply photos if the City needs to go to court. Item A3.4 was unanimously approved, 5 — 0 (A4)* Resolution 2-R-08 Subgrant Agreement between Coak County and Illinois Emervencv Management A envy Consideration of resolution 2-R-08 authoring a subgrant agreement between the County of Cook and Illinois Emergency Management Agency to receive and administer funds from the DepartmenielHomeland Secvrityloflice of Domestic Preparedness for use by First Responders. J. Aiello said the City will use the money to;purchase equipment as listed in the resolution. Aid. Raine% asked what the size of the'grant is and J. Aiello said it is the total of the three items on the resolution and the money must be spent on the items listed. Item A4 was unanimously approved, 5 — 0 (AS)* Resolution 3-R-08 200R .Motor Fuel Tits Street Resurfacing Program Consideration of resolution 3-R-08 by which the City Council would appropriate $1.600,000 of Motor Fuel Tax Funds for street resurfacing program. Funding provided by the Motor Fuel Tax (NIFT) and the Capital Improvement Plan (CIP) street,resurfacing program. Aid. Moran mentioned that over the weekend he received a memo that showed four previouily approved streets were being removed from the project. He stated that lie did thins: this should tie done. The justification given was that their removal would give 4srelief to other projects. He stated that the two of those removed from his ward were not near any other projects. He further stated that street repair is a basic service to be given to the citizens and the City is currently behind in street maintenance. Driving around Evanston will show the deplorable condition of the streets. He stated that this is the last place where cuts should be made. If this is a move to help in the budget process then discussions should be held. Aid. Moran requested that the original proposal be approved and the City to move ahead. .old. Rainey said the agrees. She continued, once we chance plans, put off infrastructure work, we cause problems. David Jennings (Director Public Works) said that this resolution does not refer to CIP items mentioned in the memo. This is a different program aid. Rainey asked where the money comes from. D. Jennings said that CIP is in the Genz:al Fund and this work is being funded by Motor Fuel Taxes. CIP programs have not come up for consideration yet. Friday's memo, lie continued, was referring to the CIP piece of the 200E street improvement. Aid. Rainey asked when the bids would go out. D. Jennings said that they are out and back. Aid. Rainey noted that the CIP work is largely done and this resolution is not a case of replacing monies. Item A5 was unanimously approved, 5 — 0 Page 3 of 3 AP & w Mtnuxm h=VY 14. 200 (A6)• Ordinance 1-0-08 Increase in number of Class D Liquor Licenses Consideration of ordinance 1-048 whereby the City of Evanston would amend the City Code to increase the number of Class D liquor licenses from twenty-four to twenty-five due to the opening of S.F.W.H_ Inc. doing business as Wingstop (2434 Main Street, Suite F, Evanston, I1.) Aid. Bernstein questioned the 609; takeout expectation. Would the beer be included? He also asked if a type 2 restaurant can serve alcohol. Aid. Rainey noted that no one was present to answer questions. Ald. Bernstein said that if the ordinance allows alcohol, then there is no problem. Aid. Wollin said that this whole issue is important. Steve Englcman, representing Wingsiop said there are no plans for takeout of liquor. They will only be selling bottled beer and only for consumption inside the restaurant. He also introduced Julius Soro, the oumer'manager of the restaurant and'his-associate Joan Herrera. They plan to open in February. Aid. Wollin asked'who is in charge of licensing and enforcement. J. Aiello wiIl get this clarified forthe committee. A Item A6 was unanimously approved, 5 — 0 i (A7)' Ordinance 2-0-08 Amendment to the Ciry Code Title T Chapter i2. "City Waterworks Svstem" Consideration of ordinance 2-0-08 amending the City Code Title 7, Chapter 12, "City Waterworks System" establish consistent standards . and set fair and equitable charges or services. This amendment includes a comprehensive rewrite of this section of the code Ineludi4stas4ardizing-hnguage, providing a separate section for fees, raising existing fees and inchtding new fees for some services. Aid. Rainey asked what kind of revenue is.cti-o tcd. Dave Stoneback (Water Superintendent) said that the figure an page 5 for the projected increase to the Water Department revenues of S82.480 is accurate. He went on to say that the anticipated revenue from the Cross Connection Control Fee would cover the salary of a plumbing inspector. The plumbing inspector will inspect sites to make sure that appropriate cross connection control devices are installed. Inspections %%iIl be conducted at locations such as hospitals, Northwestern University Lab facilities and restaurants. Aid. Jean -Baptiste asked who would be most impacted by these increases. D. Stoneback indicated the people that have baekilow prevention devices or RPZs - mostly industrial users followed by buildings that have fire suppression systems and residents that have lawn irrigation systems. By state mandate, all backilow prevention devices need to be tested annually. Residents will still need to hire a properly trair.:d and certified plumber to perform the nspection. The plumbing inspector �viIl dete=_::te if a device is needed and work with ,property owners to get the proper npe of device and to make sure it is tested annually. 'Item A7 was unanimously approved, 3 — 0 e1 (AS)* Ordinance 10-0-08 for Four-Wav Stop at Michigan Avenue and Kedzie Street Consideration of ordinance 10-0-08 by which the City Council would amend Section 10-11-5, Schedule V (D) of the City Code to establish a Four -Way Stop at Michigan Avenue and Kedzie Street. Item A8 was unanimously approved, _5 — 0 IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS VI. ADJOURNMENT: 6:35 pm Page 4 of $ A? & w MinutM ]and 14. N''*8 Respectfully submitted: Phillip Baugher Administrative Assistant, Finance Department fto 5 of 5 AP & W %tinLam Jan=y lk 2008 rld ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, Januan• 28, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, ROO512404 Members Present: Aid. Jean -Baptiste, Ald. Hansen, Ald. Holmes, Aid. Rainey, Aid. Wollin Members Absent: Staff Present: Judy Aiello, Carolyn Collopy. David Cook, Steven Drazncr, Chief Eddington, Suzette Eggleston, Doug Gaynor, wiett, David Jennings, Kevin Lookis. bike Madden, Gavin ' organ, ke Purze, Rolanda Russell, Evonda Thomas Others Present: Aid. Bernstein, Aid. Tisdahl Kathy Miehls, Evanston Towr Steven Schwartz, Wild Geese Presiding: Aid. Jean -Baptiste L DECLARATION OF QUORU,'%f With a quorum present, Alderman J=-Baptis 'ijgIed the meeting to order at 6:05 p.m. 11. APPROVAL OF MINUTES OF,RE"LAR 1 TING of January 14, 2008 .-,.. Minutes were unanimouslly.approvo, 5-0 , III_ ITE.%IS FOR CON SIDERATION"br CCAU NCIL AGENDA hems it -ere indiviihi;ikico1nsidiie" d, (Al)* City of Evans`to& P.ayraill'throu6h 01/24/08 S2,433,198.45 Item Al �.wasunamm�iy approved, 5 - 0 F (A2)* City*kL Evansti ii Bills through OII29I08 S3,159,810.94 Aid. R*Igylstated that she was not questioning the Fancy Can program but the IkUcl thatl-a re were two charges, one to the program and one to the Howard a�.TIF... The Howward Hanrey TIF District, where she has seen cans, should buying,jteir own. Aid. Rainey also asked what the total expense of this program is. Gavin Morgan (Assistant to City Manager) will look in to these questions. Aid. Rainey questioned the payment for several months in the FIT program. If money is needed, it should be paid monthly. Aid. Jean -Baptiste wondered if they are billing the City- monthly or quarterly. G. Morgan will look into this. Aid. Jean -Baptiste asked for more specifics concerning the progress at Fountain Square. David Cook (Superintendent of Facilities) mentioned that he was out there earlier this day to re%iew the progress. The design step is finished and the engineering plans are completed. Specs are now being developed. If all goes as planned, the fountain will reopen on Memorial Day. Aid. Wollin noted the request for contingency funds for more salt for the roads and wondered if the City was ready for the predicted two major snow fails this coming week. Suzette Eggleston ( Superintendent Streets and Sanitation) said that there was no worry because the City's order has already been placed. However, in the future there may be a slight price increase and an allotment system might be put in place. r Item A2 -a-as unanimously approved, 5 -- 0 (A3.1)*Recommend approval that Evanston Township High School District 202 be selected as the subject artwork for the 2009 vehicle sticker as part of the District's 12P year celebration Aid. Rainey asked for a show of hands for Aldermen that graduated from Evanston Township High School. Three hands were held up. Item A3.1 was unanimously approved, 5 - 0 (A4)* Resolution 8-11•08 authorizing the flavor to sign the Metronolitan Mavors Caucus Greenest Region Compact of Metropolitan Chicago Consideration of resolution 8-R-08 authorizing the Mayor to sigh the M. etropolitan Mayors Caucus Greenest Region Compact or'Metropolitan Crfcago. Carolyn Collopy (Sustainability Coordinator) says that the Citylhas been encouraged to sign this initiative. There is no penalty if the City cannot totally -meet the desired outcome. if signed by February 15'k the City will havti access to a portion of 500,000 light bulbs. If all the cities invited sign on, each City will Set IW0 )0 light bulbs. Tltis is approximately one bulb for every seven residents. Aid. Rainey asked how the residents will get the light bulbs. C. Collopy said that the initial thought on distribution is first come - first served. 50% to 60% loll be distributed at the Civic Center and Ecology Center, 25% at various Outreach Centers and Community partners and the remainder at special events and given to the Aldermen :to distn"bute as they see fit. Aid. Jean - Baptiste noted that most Aldermen do not' have offices., C. Collopy said that an Alderman could decline_ Aid. Rainey cautioned that the cost to handle distribution must be kept down. Item A4 was unanimously approved, 5 -0 (A5)* Ordinance I1-048 Increase the Nuisiber of Class C I.iounr Licenses. Consideration of ordinance 1143-08 amending Section 3-5-6C of the City Code to Increase the number of Clans C Liquor Licenses from 24 to 25 due to the opening of P-Country, Inc. doing business as R'ild Geese (1245 Chicago Avenue, I1.) Aid. Rainey thought that very little information was provided in the attachments for this ordinance.' Steve Schwartz (Owner- Manager of Wild Geese) reviewed the menu and said that it will be a full u--n•ice restaurant. Aid. Wollin asked if geese were involved and was told they were not. She then asked about the BASSET Training. S. Schwartz said it ,,will be completed by February 7". G. Morgan noted that the license will be held until � com lotion of the training:. All Rainey asked if they were ready to open and S. Schwarz laid they were. - It6n A5 was unanimously approved, 5 - 0 IV. ITEMS FOR DISCUSSION V. COMMUN[CATIONS (APNVI) Liquor Questions from A S P R' January 14'� meeting. Aid. Rainey stated that site does not understand the constant changing of "who" is in charge of issuing liquor licenses. Judy Aiello (Assistant City Manager) said that the person to contact is Gavin Morgan of the CMO. G. Morgan stated that going forward, the process should stay current. Ald. Hansen wondered about the transition from when Pat Casey oversaw- the process. G. \Iorgan stated that when Mr. Casey left, the task was assigned to Jay Terry in Health and Human Services. With the departure of Mr. Terry, it has been assigned to him. Ald. WolIin mentioned that a restaurant owner in her Ward believes that a liquor license is matched to the hours of operation of an establishment. if they wish to increase their hours, can the dollars paid for the current license be pro -rated and applied to the new, more expensive, license. G. Morgan stated that he would get together with the Legal Department. Aid. Rainey motioned that the amendment concerning liquor licenses be referred for clarification. (APNV2) Sherman Plaza Parking Garage Repairs Aid. Rainey asked if the mixture of the concrete was the cause of the problems at the Sherman Plaza and Maple Street Garages. D. Cook said there were two separate problems. At the Sherman Plaza it was water in the conduits that froze, expanded and shattered the concrete. The Maple Avenue garage has a dry sprinkler system. %'hater got into it. froze and split the pipes open. Aid. Rainey asked if they both didn't have concrete problems and D. Cook stated that no, iiaple Avenue %vas pipes only. D. Cook stated that the contractor did all the repair work and on a recent review. only one pipe was frozen which the contractor has yet to repair due to cold weather. Aid. Rainey asked why the need for more consultants. D. Cook said that the contractors, are fixing all. areas of concern the consultants noted. Aid. Rainey asked about areas that are closed. for any length of time. D. Cook said that areas are only closed as long as it takes to's-scertain what work is needed. A whole floor might have to close until the source of the problem is found and then only a few spaces are closed.. There was the case on a floor at Sherman Plaza that was closed for two weeks in` December but now only the area requiring. work (four spaces) is closed. Revenue loss is passed on the contractor. Aid. lean -Baptiste asked if the consultant fees were being passed on to the contractor. D. Cook said that he was working on it. Aid. Jests -Baptiste asked for updates as there repairs progress and Aid. Rainey asked.for a report in a mouth report in a month. (APNN'3) Notice of termination of the lntergawrnmental Agreement between the City of Evanston and Ridgeville Park District providing for the City to operate its Summer Food Program at Elks Park.. Ald- Rainey explained that atler the trailer was first put in the park, it was later moved for hook-up capability and that put it close to a residential building. The tenants have been monitoring the program. The City stated an average of forty lunches were served per day. The tenants said it was much less. Aid. Rainey did a count and came up with no more than twenty including adults in attendance. In addition, some people at times sleep behind the trailer and it is not the prettiest sight in a park. Aid. Wollin asked how best to serve these children. Aid. Rainey said that fea• ever come on a regular basis. She does not believe the program will be missed. Aid. Wollin felt that this additional report said nothing that had not been stated before. Aid. Rainey said that this trailer is always an r-.s'sst:e at her Ward meetings. Ald. Holmes asked if the trailer could go back to Brummel `\A'ls& It was observed that when the trailer was there, there were only five area children `taking advantage of the program. Aid Jean -Baptist asked if this was an agreement by rmoltuion. Doug Gaynor (Director ParksfForestry S Recreation) said it was an inrerFovernmental agreement approved by City Council and that either party could termiaate the agreement at any time. Aid. Jean -Baptiste thought the information supplied ws lirntited as concerns the agreement and asked w hat alternatives there were for the children. Aid. Jean-Baptistaalso asked how many lunches were served. .old. Holmes asked who oversees this program. D. Gaynor will get specific information on the lotion of the trailer to the residence and the number of children served by the next meeting. Aid. Rainey mentioned that there are other sites with a lunch program. Aid. Holmes agreed but site noted, it will add travel time into the equation. VI. ADJOURNMENT: 6:40 Respectfully submitted: Phillip Baugher Administrative Assistant, Finance Department ADMINLS'TRATION & PUBLIC WORKS COMMIT`rEE NIINUTES Monday, February 11, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present Ald. Jean -Baptiste, Ald. Hansc n, Aid. Holmes, Aid. Rainey, Aid. Wollin Members Absent: StatfPresent: Judy Aiello, John Burke, Carla Bush. David Cook, Paul D'Agostino, Robert Dorneker, Steven Drainer, Chief Eddington, Suzette Eggleston, Nancy Flowers, Doug Gaynor, Beth Howlett, Jewel Jackson, David Jennings, Kevin Lookis, Gavin Morgan, Sat Nagar, Elke Purze, Rolanda Russell, David Stoneback, Evonda Thomas Others Present: Ald. Bernstein, Ald. Tisdahl Jonathan Penman, Evanston Chamber of Commerce Pr+esidiay. Aid. Jean -Baptiste L DECLARATION OF QUORUM With a quotes present, Alderman Jean -Baptiste tailed the meeting to order at 5.40 p.m. IL APPROVAL OF MINUTES OF REGULAR MEETING of January 28, 2008 Minutes were unanimously approved, 5.0 III. rh MS FOR CONSIDERATION ON COUNCIL AGENDA Committee Chair Ald. Jean -Baptiste proposed a consent agenda be used. (Al)` City of Evanston Payroll through 02/07M S2,354972A3 Item Al was unanimously approved, 5 - 0 (A2)* City of Evanston Bills through 02112= S3,912,243.18 ARL Rainy stated that she thought the item concerning EVNORSKO had been discussed and settled six months ago. David Jetmings (Director Public Works) was asked if IGO cars use this service. D. Jennings said no. Ald. Rainey moved to dismantle and sell the equipment from the EVNI ORSKO facility. Ald. Wollin seconded, the vote was unanimous, 5 — 0. D. Jennings will investigate dissolving the partnership and disposing of the equipment. Ald. Wollin asked what Department wises the psychological tests. Gavin Morgan (Assistant to City Manager) said it was the Police Department. Ald. Jean -Baptiste stated that every application to the Civil Service Commission includes a psychological as well as a physical tens. AId_ Rainey was pleased that the Fancy Can questions were resolved. Item A2 was unanimously approved, 5 - 0 (A3.I)* Apor9val of Lowest Resonsive and Resoonsible Bids for 200909 Water Treatment Chemicals. Recommend appro%ml of lowest responsive and responsible bids (Bid # 08-76) for 2008109 Water Treatment Chemicals from Polydyne (Sealy, TX) in the amount of S24,480, Rowell Chemical (Lisle, 1L) in the amount of $46,920, Alexander Chemleal Corp (Downers Grove, IL) in the amount of S152,100, Carus (Belmont, NC) in the amount of S77,056 and Usalco in the amount of 51I2,337.50. Funding provided by Water Filtration account and Water Fund. Ald. Rainey mentioned that she had asked for figures from last year so as to make a ` comparison between the two years. David Stoneback (Water Superintendent) passed out a document with a three year comparison of costs. The Department recommendation was for the lowest bidder but noted that prigs are up due to the current market. Item A3.1 approved, consent agenda motion and roll call (5 — 0) (A4.1)*Chaege Order No 5 to the counvet with Jav Dee Contractors. Ina for the Basin S82B Contract l Relief Sesser Protect Recommend approval of Change Order No 5 to the contract with Jay Ike Contractors, Inc. (3881 Schoolcraft Road, Livonia, Mn for the Basin S82B Contract 1 Relief Sewer project. The change order will decrease the contract price by S288,537.45. The total amount will go from S10,394,839.00 to S10,106,301.55. Ald. Rainey noted that every year several sewer projects come in under budget. She asked that since we do not award projects until we have the IEPA loan amount, what happens to the unused balances. D. Stoneback said that there is no unused balance since the money is not borrowed in advance but after the imoiccs are received and paid. The IEPA only reimburses the City for actual expenses. Item A4.1 approved,, consent agenda motion and roll call (5 — 0) (AS)* Resolution 09-R-08 Authorization for a Certification Statement Revuired for the, Recreational Trails Program Grant Arpvlieation Consideration of resolution 09•R-08 authorizing the City Manager to sign a Certification Statement for the Recreational Trails Program grant applications through the Illinois Department of Natural Resources. Item A5 approved, consent agenda motion and roll call (5 — 0) (A6)* $n2brtion 10-R-89 Autl nrisatiou for a Certification Statement Required for tk Illinois Bkvde Grant AvOication Consideration of resolution 10-WN authorizing the City Manager to sign a Certification Statement for the I111nois Bicycle grant application through the Minols Department of Natural Resources. Item A6 approved, consent agenda motion and roll call (5 — 0) (A7)* Ordinance 34-0-08 Prepared Food & Non -Alcoholic Beverj¢e Tar Consideration of proposed ordinance 344348 by which the City Council would approve a new tax entitled "Prepared Food and Non-Alcobolk Beverage Tax" which shall become effective April 1, 2008. AUL Wollin questioned item A of prepared food S. Drainer (Acting Finance Director) said that the words "both alcoholic and" will be removed. Ald. Wollin questioned the statement about manufacturer's containers. S. Dmmcr confirmed that those items will not be taxed. rid. Jean -Baptiste asked why the distinction between prepared and packaged. S. Drsmer said that the City had always used those designations. Ald. Rainey asked if eggs and coke would have the same tax. S. Drainer said he would check in to it. Ald Rainey referred to 3-2-194 and the comment concerning non-alcoholic liquor. S. Drainer said that description would be changed to "beverages". Ald. Rainey pointed out that of all the e-msails she gets concerning the budget, and some are very strongly worded, this item was not opposed Aid. Rainey asked what a full years taxes are estimated to be. S. Drazaer said 8501C Jonathan Perman of the Evanston Chamber of Commerce, addressed the issue of why the Restaurant and Hospitality interests in Evanston do not think this is the best way to go. He offered another way to consider the impact of this ordinance. He handed out a document with three scenarios for a 15K dinner for 125 guests. The comparisons where between Wimnetka, the current rates in Evanston and the proposed rate increase. He stated that every time a hotel or restaurant looses business, the City of Evanston losses revenue. In one example, the chart shows how the proposed increase in taxes would only increase revenu:: by 100 dollars. If that same 15K dinner was held elsewhere, the loss to revenue would be far above the gain from the proposed tax increase. He stated that the issue is not individuals but the loss of large parties. Aid. Wollin assured J. Penman that all the individual diners in Evanston are not all residents of Evanston. Ald Wollin asked if he could differentiate between the banquet dinner and the dinnex for two. J. Penman said at this time he could not but he was not suggesting having two taxes. Ald. Rainey stated that the City is always told that playing with the liquor tax is bad. But, she said, she is more concerned about raising property takes. J. Penman said that businesses in the City of Evanston have to compete with businesses in all the neighboring suburbs. Aid. Rainey said that she realized that but finds our restaurants are none -the -less heavily patronized by those from neighboring suburbs. Item A7 was unanimously approved, 5 — 0 (AS)* Ordinance 12-C 0M Proposed Paring of the Allev North of Groot Shvet/East of Cowper Avenue -- Special Assessment 1490 Consideration of proposed ordinamm 12-0-08 by which the City Council would autborize paring of the alley north of Grant Street/esst of Cowper Avenue through the Special Assessment process. Ald. Rainey asked if any residents had objected to this work. D. Jemnings said no. Item A8 approved, consent agenda motion and roll call (5 — 0) (A9)* ordinance 134)-09 Proposed Paring of the Allev North of Davis Stree st o Judson Avenue — Speeisl Assessment 1491 Consideration of proposed ordinance 134M8 by which the City Council would autborize paring of the alley north of Danis Streettcan of Judson Avenue through the Special Assessment process. Item A9 approved, consent agenda motion and roll call (5 — 0) (A10)* Ordinance 1443-08 Protxnr.d Pa!dU of the Allev North of NathauiA PlacelEj Fowler Avenue — Special Assessment 1492 Consideration of proposed ordinance 14 348 by which the City Council would autborize paring of the alley north of Nathaniel Street/cast of Fowler Avenue through the Special Assessment process. Aid. Jean -Baptiste noted that it is Nathaniel Place, not street. Item A10 approved, consent agenda motion and roll call (5 — 0) (All)* Ordinance 15-0,03 Proposed Pa,, ine of the Allev North of Lake Street/East of CTA RR - Special Assessment 1493 Consideration of proposed ordinance 15-0.08 by which the City Council would authorize paring of the alley north of Lake Streetleast of CFA RR through the Special Assessment process. Item At I approved, consent agenda motion and roll call (5 — 0) (Al2)* Ordinance 204)-08 Proposed Retail Tobacco Vendor License Fee Amendment Consideration of proposed ordinance 20-0-08 to increase the annual lieense fee charged to sell retail tobacco products in the City of Evanston from 5250 to S,S00 by amending Section 3-16 4 of the City Code. Item Al2 approved, consent agenda motion and roll call (5 — 0) (A13)* Ordinance 2143-08 Proposed health Code License & Fee Amendments Consideration of proposed ordinance 2I4MS to address food establishment license fees and food delivery vehicle licenses. Food delivery vehicle licenses will increase from S36 to S50 by amending Sections of Title 8 of the City Code. Ald. Rainey asked for a clarification of "food delivery vehicles". Carla Bush (Health Supervisor) said these are vehicles from wholesalers like Dominick's and Jewel. Dominos and Peapod are not included. Ald. Wollin asked if it was based on temperature control vehicles. C. Bush said that is part of it and they are also checked as to cleanliness. Ald. Rainey asked how the Health Department knew what trucks to chock C. Bush stated that they are at the sites when trucks arrive. Ald. Holmes asked if this would cover little stores. C. Bush said yes, the ordinance is aimed at the truck. not the store. Ald. Rainey asked about station wagons making delivers behind stores. C. Bush said that she would look into that. Item Al 3 approved, consent agenda motion and roll call (5 - 0) (A14)* Ordinance 224348 Wheel Tait/Vehicle Sticker for FY 2008/09 Badget Consideration of proposed ordinance 22-0-M amending various sections of Title 10, Section 3 of the City Code entitled "Wheel Tax" which Include changes in fees for the city of Evanston vehide sticker. AId. Rainey stated that she hates to see an increase in the Wheel Tax. It only hurts the citizen who needs their car to get to work. In addition, she thinks it is regressive- Aid. Wollin pointed out that it is competitive with Chicago. Item Al was unanimously approved, 5 - 0 (AIS)* prdiaance 2334MB General Business License for FY 2008/09 Bader Consideration of proposed ordinance 23 40-M amending Section 3-31-6 of the City Code entitles "License Fees" which include General Business License Fee incrases and the addition of an initial application fee, inspection fee and a fee for Home Base Business registration. Aid. Rainey would like the Home Base businesses removed from this proposal. She asked what the City is going to do if they do not register. Ald. Holmes said she believed that Kevin Lookis (Revenue Manager) had lists of these businesses. Ald. Rainey asked who needs these Iicenses. AU Holmes said that all businesses should have one. She would not exempt Home Bast businesses. Ald. Hansen asked what a Home Based business might be and how do we find them. K. Lookis stated that those registered with the State are in a file the City receives. Several hundred residents come into his office to find out that currently a license in not required. He would get a registry going from those inquires. Ald. Hansen suggaud that when all the information is gathered, a packet should be produced that addresses this procedure- What is required, etc., it must be published Aid. Jean -Baptiste recognized that not every business with a tax number is ticensed by the City of Evanston but asked hove many businesses do not have a tax number. K. Lookis said that Home Based businesses should have a tax number. Ald. Jean -Baptiste asked what the cost would be to implement the research on this matter. K. LooW will look into it. Aid. Wollin noted that the attached memorandum was missing. K.. Lookis said that he too had noticed that in his packet and would see that the memo was forwarded to the committee- Ald. Jean -Baptiste said that this ordinance will be introduced tonight at Council but the vote will be held until further information is reccived. Item A15 was unanimously approved, 5 - 0 (AI6)* Ordinance 24-0-09 Taxi Indnstry for FY 2008109 Budget Consideration of proposed ordinance 24O-08 amending various section of Title 3, Section 19 of the city Code entitled "Taxicabs; Vehicle for Eire" which include license renewal fee increases and rates charged to consumers for taxicab utilization. Aid. Jean -Baptiste asked K. Lookis to talk about the issue of rate changes and bow it will impact the customers. In addition what is the impact of other cab companies coming into Evanston. Ald. Holmes seconded that question concerning outside cabs working in Evanston. K. Lookis stated the-: it is difficult to control the cabs that come into town. There has been more attention given to noting cabs on the streets that do not belong here and approaching than. The City can recommend that rates be reused but historically, the raise is implemented over several years by the Association to the maximum amount allowed due to competition. Bert currently, increases in fuel are a major concern. The last raise in 2001 was not fully implemented until 2005. Evanston employs a free market approach to such fares as the cost of going from here to O'Hare. These fees have not changed in ten years. The City does perform inspections. If the cab does not pass inspection, it is taken off the streets. The question of out -sourcing the inspections was looked imo and it would cost mom than what the City now spends. Ald. Rainey asked about the increase in Senior Citizens fates; specifically how many participants are in the program and what rate they currently pay and the rate after the increase that is being recommended. K. Lookis said that it is part of the recommendations in the proposed • ordinance. Nancy Flowers (Health & Human Services Ombudsman) stated that fewer than 1000 participants are currently in the program. Aid. Rainey asked what the average distance of a senior's trip was. N. Flowers said it was five miles. Aid. Rainey stated that an increase in senior rates has always been a problem. N. Flowers felt that unused funds from the current budget could be used to off set the increase. Ald. Jean -Baptiste noted that the Taxi Board is driven by resolution so not everything requires a vote. K. Lookis said that the Taxi Board has not met lately since there is only one member on it. He has been asking everyone to participate or suggest candidates but with no luck. Ald. Rainey said that if the Aldermen had known they would have found Board members. Mr. Lookis stated that he felt the assistance of the Aldermen had been requested and that Aid. Jean -Baptiste had made serzral attempts to find participants to no avail. Aid. Hansen asked for a copy of the June 2007 minutes. K. Lookis said he would get them to her. Aid. Rainey suggested that N. Flowers and K. Lookis get together to rework this Item A16 was unanimously held in committee with a vote of 5 —0 (A17)• QEd[UVe 25-0-08 Sanitatioa Servirr. Cbarce Increases Consideration of proposed ordinance 254048 establishing a S2.50 monthly fee for servicing each additional garbage cart beyond the single cart covered by the Saaltation Senice Charge. Item A17 approved, consent 4-aida motion and roll call (5 -- 0) (A18)• Ordinance 2640-08 Residential Parking Permit Fee Increase Consideration of proposed ordinance 26-0-08 by which the City Council would amend Section 104-5-2 (B) 11 of the CIty Code increasing the annual fee for om- str+eet Residential Psrldog Permits to S90.00 Item Alb was unanimously approved, 5 — 0 (A19)' Ordinance 2740-09 Parivag Meter Rate and Parking Fine Increases Consideration of ordinance 27-0-08 by which the City Council would amend Sections 10-11-12 (A) and (B) and sections 1041-17 (A) and (C) to increase the parking rate dowmtown and increase the snow emergency parking fine. Aid. Hansen asked if the Pwi-ing Committee had discussed Part 11 of the ordinance concerning fuzes during snow emergencies. D. Jennings said no, it had not. Ald. Hansen asked why not and D. Jennings said that he was not aware of a reason. Ald. Hansen commented on the number of tickets that are given that involves the residents of her Ward The citizen goes to Adjudication Administration and it is dismissed for example, because AA did not have the correct log book. Sometimes cars are not ticketed. What is the City doing? :-Id Hansen stated that the Parking Committee should have discussed this matter. Suzette Eggleston (Superintendent Street and Sanitation) said that there two zone tickets that can be issued in a non -tow area. They are identified and non - identified. In some areas tickets have been given, and when an Officer returns, if the vehicle is still therr, a tow ticket is issued. Ald. Holmes noted that in residential areas, vehicles arc towed, the street cleaned and the vehicle returned D. Jennings said this new ordinance is to address those citizens who do not cooperate, and for next winter. Ald. Jean -Baptiste suggested that this item be deferred since it is not for implementation until next winter. Ald. R.ainev said that she does not understand the tow/plow policy. When a car does not move _�d the plows go around it, cars coating home at the end of the day assume it is alright to park and then they get a ticket. She feels that the 9 to 9 time span for no parking is too severe. D. Jennings said that snow emergency times are being looked at, one thought is a span from 8 am to 6. Ald. Rainey said that the criteria for snow days need to be rzwicu•cd and discussed in detail for the residents. Ald. Jean - Baptiste suggested referring this item to the Parking Committee. D. Jennings asked that Part I of the ordinance, concerting parking meter rates be approved. Item A19. Part I was unanimously approved, 5 — 0. Item A19. Part I1-a-as not apprtwed, 5 — 0. r ADMINISTRATION & PUBLIC WORKS COMMITTEE NUNUTES Monday. February 25, 20M CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Ald. Jean -Baptiste, Ald. Hansen, Ald. Holmes, Aid. Rainey, Aid. Wallin Members Absent: Staff Present: Judy Aiello, Chief Berkowsky, John Burke, Julia Carroll, David Cook, Joellen Daley, Robert Domcker, Stcv= Dramer, Chief Eddington, Nancy Flowers, Doug Gaynor, Robert Gustafson, Jewel Jackson, Shane Jacloon, David Jennings, Kevin Lookis, Gavin Morgan, Sat Nagar, Elke Purze, David Stoneback Others Present., Kim AuchstelIer, Marsh insurance Michelle Anundson and Harlan Powell, Chili's Restaurant Presiding: Aid. Jcan•Baptiste L DECLARATION OF QUORUM With a quorum present, Alderman lean -Baptiste called the meeting to order at 5:40 p.m. IL APPROVAL OF MINUTES OF REGULAR MEETING ofFebrunry 11, 2008 Minutes were unanimously approved, 4-0 itm ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al)* City of Evanston Payroll through 02/21/08 $2,361,04410 Item Al was unanimously approved, 5 - 0 (A2)* City of Evanston Bills through 02126108 S2,941.798.36 Ald. Wollin asked if there will be recommendations to the City Council from the Impact Fee Feambility Study. Gavin Morgan (Assistant to City Manager) answered yes. Item A2 was unariim +usly approved, 5 - 0 (A3.1)•Armroval of Fincrencv Purchcc of Security Staff at the Large Hill in James Pa& Recommend approval for the emergency additional purchase for security staffing by Metro Security Forces, Inca (6546 West Higgins, Chicago, EL) In the amount not to exceed $6,5W. Staff identified $6,500 in Fleetwood-Jourdain Theater funds where there will be an avaiLble fund balance to transfer with the Parks/ Forestry and Recreation Department's budget. Ald. Wollin asked if the City had kept the S12,800 in the current budget for the FYE 2009 budget. Doug Gaynor (Director Paris, Forestry & Recreation) said that is true. This request is to get the Department through February 29, 2008. Ald. Wallin asked if the amount budgeted should not be increased. D. Gaynor said that he and the City Manager had discussed this. Though this was an extreme winter, budgets arc based on three year averages with no speculation. If required, monies will have to be taken from within other lines or he'll have to go to the City Council. Ald. Hansen noted that the item was removed from the budget. D. Gaynor said that he removed the proposal. Ald. Hansen asked if this was a policy question that should go to Human Services, is security really needed. ARL Jean -Baptiste said A & P W can discuss it. Aid. Hansen asked who made the decision to hire security. Aid. Rainey said it was done for the security against law suits. She noted that there had been several accidents one year. D. Gaynor said the derision to hire was made in Executhr Session. AUL Jean -Baptiste stated that as far as ~ policy goes it is a budgeted item. Ald. WolIin said that the City Council should have been informed of the withdrawal. Ald. Jcan-Baptiste suggested that the discussion should be in the Legal Department as concerns potential litigation and then sent to A & P W for budget consideration. Item A3.1 was unanim—usly approved. 5 - 0 (A3.2)*Apnroval to Purcimse Property. Excess Liablitty. Excess Worker's Comuensation, Fine Art. ProfessioaW Li"ity & Crime Insurance Recommend approval of the purchase of insurance coverage for property, excess liability, excess worker's compensation, tine art professional liability fine art professional Itabditt and crime. Total premiums equal $598,908. Funds provided by Insurance Fund- Ald. Holmes noted that the documents talk about payroll decreasing and asked what Wand Marine is. R"hat do they represent? Elke Purze ( Assistant Corporation Council) said that since the current payroll is down the premium for Worker's Compensation insurance goes down- The Inland Marine policy is for fine art coverage, everything the City owns. Kim Auchsteller, Marsh Insurance, said that Wand Marine is just another name for property insuranm Aid. Rainey asked if TRIA, terrorism, insurance is mandatary. K. Auci-steller said only for Worker's Comp but usually it is bought for all coverages. Item A3.2 was unanimously approved. S - 0 (A4.1)*CkLuA* Qo.r No. 4 to the Vvanston Water Utility &ditions and Renovations Recommend approm) of change order no 4 to the Evanston Water Utility Additions and Renovations Contract (Bid No 07.46) with Scale Construction (2101 South Carpenter Street, Chicago, II.) for providing additional work related to the rehabilitation of the 1895 suction well and garage area. This change order will increase the contract price from 52,490,905 to $2,504,822, a total of $13,917 and grant a 30 day extension to the contract time. Funding provided by the Water Depreciation, Improvement & Extension Fund. Ald. Wollin asked %-here this information came from. David Stoncback ( Water Superintendent) said it is in a report from the Superintendent. Ald. Holmes noted that plans were not what they should be and wonders if the Water Department is up to date on all areas. D. Stoncback said that all current documents require both the contractor and the ergineer to produce drawings of record. The record drawings arc checked monthly and are submitted to the City at the completion of the project. Aid. Holmes asked how leag this has been going on. D. Stoncback says he doesn't believe that there are accurate records for the Service Center. Ald. Holmes asked when the City got on the top of this. D. Stoncback said they started this record system in 1985. He mentioned that unkncram gas mains plus a multitude of other utilities are still a problem Ald. Rainey asked if we marl: the location when there is a problem. D. Stoncback said no. For liability re2sons, it is the txiiity companies' responsibility to locate the problem. Chief Berkcu sky (Fire Chief) stated that all utility companies must locate their underground utiEties in accordance with the JUL1E law. D. Stoncback indicated that his department hais been trying to get the utility companies to update their records. The City has met with utility companies, especially NICOR. This has been going on for at least ten years..Ald. Jean-Baptistc asked if the Legal Department could help. E. Purze rusted that their have been reoccurring c%=ts in town with no locators. Ald. Jean - Baptiste asked if the :milt} companies have settled with the City of Evanston for cost recovery. E. Purzc said she was not sure. Ald. lean -Baptiste said letters should be sent asking them to coopeme. E. Purze said that letters have been sent. Ald. Jean -Baptiste said that we need to inform them that we will go alter them for cost recovery. E. Purze said that she would get back to the committee with what the City has accomplished. Ald. Jean -Baptiste said he will ask the City Manager to develop a posture on this matter. David Jennings (Director of Public Works) said the City Council recently approved the Right -of --Way Ordinance that requires the utility companies to provide as -built plans for new and relocated facilities in the right-of-way However, this is a relatively new law. Ald. Holmes asked if unproductive time can be cov red. D. Stoneback said the City has supported contractors who sue utilities over this very question. Ald. Jeau-Baptiste asked for an update on past occurrences. E. Purze said she would get one together. Ald. Rainey noted that there is a typo on the second page of the memo. In the graph, the first date shown is 2007, not 2006. Item AU was unanimously approved, 5 - 0 (AS)* Resolution 12-R-08 Authorizine the Citv Ha alter to Enter into Twenty-two Renewals of Resident Artist Leases at Noves Cultural Arts Center Consideration of resolution 12-R-08 authorizing the City Manager to eater into renewals of resident artist leases for twenty-two spaces at the Noyes Cultural Arts Center. Ald. Rainey mentioned that in the past, rents were in default. D. Gaynor said that currently all is caught up. Item A5 was unanimously approved, 5 — 0 ((A6)* Ordinance 24-0-08 Amending Various Sections of Title 3, Section 19 of the Evanston City Code entitled "Taxicabs; Vehicles for Hire" Consideration of proposed ordinance 244)-08 amending various sections of Title 3, Section 19 of the Evanston City Code entitled "Taxicabs; Vehicles for Hire" which indede license renewal fee increases and rates charged to consumers for taxicab utilization. This item was held in committee February 11, 2008. Md. Rainey thought the minutes from the advisory meeting were very interesting. She noted a lot of manager= lIibor conflict. She asked if the revenue from the S75.00 fee for the taxi advcnisemcnt program was in the budget. Kevin Lookis (Revenue Manager) said that it is 1 I to 12 thousand dollars if all cabs participate but this value was not included in the current budget. He noted that in Chicago, only 45% of the cabs participate in such a program. Ald. Rainey asked if it is true that only the owner can sign a contract. K. Lookis said that is so. Ald. Rainey asked about advertising inside the cab and K. Lookis said it is restricted to the back seat. Aid. Rainey asked what dollars a cab could make. K. Lookis has heard anywhere from one hundred dollars to a thousand. He mentioned that such figures arc not public facts. Aid. Jean -Baptiste mentioned his surprise at how long ago the last advisory meeting was. K. Lookis acknowledged this but noted that the association owners are talked with almost on a weekly basis. Ald. Rainey asked why the safety lane in Glenview is used. K. Lookis said that no safety lane is maintained in Evanston and quarterly checking of the cabs is required. Ald. Rainey wondered if a private firm could be hired. K. Lookis said that the State has rigorous criteria for becoming a State licensed facility. They are trying to get it done in Evanston. Judy Aiello (Assistant City Manager) said the City of Evanston use to do this but due to budget cuts had to stop. Item A6 was unanimously approved, 5 - 0 (A7)* Ordinance 27-0-09 Parkin? Meter Rite Increases Consideration of ordinance 27-048 by which the City Council would amend Section 10-I1-12 (A) and (B) to increase the parking meter rate downtown. Aid. Rainey asked what the anticipated total increased revenue would be and what fund would it be put in. D. Jennings said approximately 250 thousand dollars is anticipated and it will be put in the Parking Fund. Aid. Wollin asked if meters would have to be recalculated and is it expensive to accomplish. J. Burke said that new plates and stickers would be required and the cost should be in the range of a thousand dollars not including labor. Aid. Jean -Baptiste nt= oned that the Packing Committee recommended this increase. Item A7 was unanimously approtvd, 5 - 0 (AS)' Ordinance 3&0-08 Decrease Class B Livnor licenser Consideration of ordinance 364)48 whereby the Evanston City Council would amend the City Code to reduce the number of Class B licenses from sixteen to fifteen because of a change in ownership for Chili's Grill and Bar (1765 Maple Avenue, Evanston, EQ. Item A8 was unanimously approved, 5 - 0 (A9)" Ordinance 374MB Increase Class B Limaor Licenses Consideration of ordinance 37-048 wbcreby the Evanston City Council would amend the City Code to increase the number of Class B licenses from fifteen to sixteen because of a change In ownership for Chili's Grill and Bar (1765 Maple Avenue, Evanston, Il.) Md. Rainey asked where the minutes were from the Liquor Control Review Board. G. Morgan said that the minutes were in error and were not corrected in time. Ald. Rainey said that this ordinance should be held to=sW information is available. G. Morgan said that the restaurant is operating on a conditional license which will expire on March 31, 2008. He will get information to the Aldermen. Aid. Rainey asked if BASSET training had been completed and G. Morgan said yes it had. Aid. Wollin noted that the sununary did not give names. Michelle Anundson, the Manager and Harlan Powell, Attorney for the restaurant, were introduced.. Ald. Rainey asked for information on what a conditional license is. Ald. Wollin asked Lf Ms. Anundson was a continuing employee, Manager, at Chili's. Ms. Anundson said yes she is and that slit has been at Chili's for four years. Ald. Wollin asked if owners are still fingerprinted for background checks. G. Morgan said yes and the three owners for Chi2i's have been. It was noted that the address listing was missing. Ald. Jean -Baptiste requctcd a complete application be provided. G. Morgan introduced Shanec Jackson, new in his office and reiterated that the liquor licensing program is now handled out of the City Manager's Office. Item A9 was unanimously held in committee. 5 - 0 (A20)t Resolution 15-R-08 Authorizing the City of Evanston Citv Manager to Increase the Total General Fund Fiscal Year 2008 Air riation S2.087.5W to a New Total of S91357.862 Consideration of proposed resolution 15-R,08 authorizing the City of Evanston City Manager to increase the total Generai Fund Fiscal year 2009 appropriation S2,087,500 to a new total of S91,357,862. Julia Carroll (City Manager) opened the discussion by stating that this resolution refers to the current fiscal year budget, not the new, one for 2008 — 2009. In October last year at the six month review, it was obvious that the first three items in the summary were going to need adjustments. Overtime, especially due to snow removal and increased purchases of salt were not planned for. Ald_ Zean-Baptiste said that he had never seen a request like this before. J. Carroll said that = appropriation increase is being asked for. In the past if there were revenues available, the Budget Director would allow the adjustment. Ald. Rainey noted that a me= on the ERI said that it was on target, so why is it under budget now. The ten year prcj-xtion showed savings. J. Carroll said this represents payouts for regular retirees as well .as the ERI program. Therc were more in this year than is normal. Ald Rainey said gnat Wellness is a fabulous program, what happened J. Carroll said that when estimating the rates for the self -insured part the City showed a swings but in reality, the employees have a higher utilization of drugs. There are still savings but not as much as anticipaa.-,± Employees need to be educated that the Pharmacy costs more than mail-order. A.►3' . Rainey said that on occasion questions have been asked about the swings in FICA. J. Carroll said that this was an error last year in calculations of FICAfNiedicart. Some ai=ounts were missed Ald. Rainey asked if it will occur in the tax levy. J. Carroll said tb= the money is not from taxes. Item A20 was unanimously approved, 5 - 0 V. ITEMS FOR DISCUSSION ("WI) RecycUng Center Held until the next meeting (APW2) One -Day Liquor Licenses Held until the next meeting VL COMMUNICATIONS (APW3) Fire Department Recrnitment'11iring Report Ald. lean -Baptiste asked for more narrative. The ten years from 1993 to 2003 show no women or African American- Chief Bcrkowsky (Fire Chief) said he would rework this communication for the next meding. VIL ADJOURNMENT: 6:45 pm Respectfully submitted: Phillip Baughcr Administrative Assistant, Finance Department ADZ111NISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday. March 10, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Ald. Jean -Baptiste, AId. Hansen, Aid, Holmes, Aid. Rainey Members Absent: Ald. Wollin Staff Present: Judy Aiello, Chief Berkowsky, John Burke, David `SCook, Paul D'Agostino, Joellen Daley, Steven Drainer, 'Doug GayQ, Robert Gustafson, Beth Howlett, Jewel Jackson; � Shanec Jackson;; Lonnie Jeschke, Anil Khalkhate, Pat Keegan, , Dcnnis Marind; Mike '� Madden, Angela McCray, Gavin Morgan, Sal'.\ag=. Elke Purzc, Rolanda Russell, David Stoneback, Evonda Thomas, Ricky Voss Others Present: Peter Andrews, Pine] Andrews.Contracting Corporation Officer Anthony Correa. Evanston Police Department Pat Dillon, President, Finfghter's'Nasidq Board Timothy Schoolmaster, President, Police Pension Board Presiding: Ald. Jean -Baptiste 1. DECLARATION OF QUORUM With a quorum present, Alderman kin -Baptiste called the meeting to order at 5:45 p.m. Aid. Jean -Baptiste, referring to item A9, stated that the cartoon in the attachment was definitely not a`-tt:flecdon of tbie feelings of the Administration & Public Works Committee.= Il. APPROVAL OF MINUTES OF REGULAR MEETING of February 25, 2008 Minutes were unanimously approved, 4-0 III. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (A1)* City of Evanston Payroll through 03106108 $2,290,307.74 Item Al was unanimously approved. 4-0 (A2)* City of Evanston Bills through 03/11/08 FY 07109 $1,794,309.45 FY 08109 $ 781,908.62 Aid. Rainey asked about the charges for equipment inspection and repairs. The dollars seem high for routine inspections and maintenance_ Lonnie Jeschke (Manager Fleet Operations) said that the supervisor assessed the four sweepers in the fleet for in-house maintenance and repairs. These two units are getting older and the major overhauls had costs overruns because of their age and condition. Aid. Rainey asked if this was routine. L. Jeschke said it was an annual inspection and repairs as needed. Aid. Rainey asked what the cost of a unit and the projected life span was. The answer was 144 to 150 thousand dollars and a 10 - 12 years life cycle expectancy. L. Jeschke noted that one unit is ten years old and the other thirteen but tint the mileage of each is low. Aid. Rainey said that the bill only said routine work where as the additional information shared tonight Page 1 of 7 should have been included. L. Jeschke will send out an explanation to the Aldermen. Aid. Rainey hoped that everyone had read the explanation of the seized funds and the refund. This is very upsetting. Officer Anthony Correa (Evanston Police Department) reported that this domestic arrest seized both weapons and money. The mother of one of the defendants showed that eight thousand dollars was hers. The states attorney agreed and instructed the City of Evanston to return the money. Both parties had their felony charges reduced to a misdemeanor. Aid. Hansen asked why the staff sought a professional appraisal for the purchase at 829 Case. Shouldn't that be accomplished by the owners? Dennis Marino (Assistant Director Community Development) said that yes an appraisal is normally submitted to the City but this was a very complicated case and staff' felt that having an independent appraisal produced was very important. It also sped up the process in hopes of preventing a foreclosure. Aid. Rainey wondered why the City was trying to stop the foreclosure, the City had already subsidized the developer in the past. Item A2 was unanimously approved, 4-0 (A3.1)* Annrovat of Lowest Resnonsible and Responsive Bid t08-811 for 2008 NIFT Street Resurfacine Program Recommend approval of contract for 2008 NOT Street Resurfacing Program to J. A. Johnson Company (1025 East Addison Courti Arlington Heights, II.) in the amount of $1,177,777,70. Funding provided byMotor Fuel Tax Fund. Aid. Holmes pointed out that in A0.3 who the developer is was delineated. She thought this could have been a better presentation concerning the developer DNA. Item A3.1 was unanimously approved, 4-0 (A3.2)* Annroval of lowest Resnonsible and Resoonsive Bid t08-831 for 2008 Water Alain. Sewer and Street Improvement Prolect Recommend approval of contract for 2008 Water Main, Server and Street Improvement project to Joel Kennedy Construction Corporation (40 Noll Street, Waukegan, Il.) 1n the amount of S2,545.347. Funding provided from three sources; 51,944,812 from the Water Fund, $124,877.50 from the Sewer Funds and S475,657.50 from the CIP Fund for street resurfacing. -Aid. Rainey asked for more \1-NV EBE clarification in future documents. Item A3.2 was unanimously approved. 4-0 (A3.3)*Annroval of Successful Rid f08-781 for Fountain Square Rehabilitation Recommend approval of contract for Fountain Square Rehabilitation to Pinel Andrews Contracting Group (1919 Greenwood Street, Evanston, 11.) in the amount of 5384,925 and an Increase to the project budget by $208,835. Funding provided by Downtown TIF 5224.000 and Washington National TIF 5208,835. Ald. Hansen asked if Pinel And_^ews Contracting Corporation can do the work. The documents mention various park projects but not fountains. David Cook (Superintendent of Facilities) Said that he had tic same questions. The subcontractors have all worked on pools. Aid. Rainey noted that no subcontractors are listed. Ald. Jean -Baptiste said more clarification is needed. Peter Andrews (Pine) Andrews Contracting Corp.) stated that all his subcontractors are specialists in pools and electric construction and he will be coordinating the project. AId. Riney said that there is no information in the summary about the subcontractors used or how the bids broke out. D. Cook said that the City did not get that information. The City hired Pinel and is confident that they can do the job and meet the deadline. Ald. Rainey said that she wants to know more. P. Andrews said that his firm will be doing the foundation work and paving. Ald. Hansen Page 2 of 7 said that it sounded like Mr. Andrews could provide more information on the subcontractors. D. Cook said that normally the City does not ask for a breakdown of subcontractors in the beginning. Aid. Jean -Baptiste asked if a contractor would have subcontractors lined up before a contract is signed. D. Cook said the City does not know until the subcontractors list is submitted to the City at the time of the signing of the contract. Aid. Jean -Baptiste asked if names are available. P. Andrews stated that he had no subcontractors lined up but have received quotes from them for this fob. The firms he has used in the past never were a problem. Ald. Jean -Baptiste asked what subcontractors are lined up. P. Andrews said they cover fountains, tank linings and some are qualified in both areas. Attorney Steve Gngleman noted that Pinel gets quotes from subcontractors to help in developing his quote to the City. Aid. Rainey stated that a more complete summary is needed. D. Cook said that he will get it before the Council Meeting. Before the meeting ended, D. Cook supplied the requested information. D. Cook said that he has talked with some of these subcontractors. Ald. Jean -Baptiste advised that they understand that the City sill be watching. . Item A3.3 was approved. 3 aye / 1 nay. (A3A)*ADDroval of Lowest Resaonsible and Resnoosive Bid (07-11) for Green Bav Road Landscaping Maintenance Recommend approval of contract for Green Bay Road landscape maintenance with KGI Landscaping Company (PO Box 26S, Skokie, IL.) in the amount of S56,256. Funding provided by 2008-09 General Fund. Item A3.4 was unanimously approved, 4-0 (A3.5)* Approval of Lowest Responsible and Responsive Bid (09-751 for the Valve ExercisinQ Prop -ram Recommend approval of the Valve Exercising contract to Wachs Valve and Hydrant Services LLC (600 Knightsbridge Parkway, Lincolnshire, 11.) in the amount of S36,075. Contract term Is tr►o years with an option for two one-year extensions. FuodIng provided by the Water Fund. Item A3.5 was unanimously approved, 4-0 (A3.6)*Annroval of Lowest Resnonsihie and Responsive Bid (RFO 08-07) for 2008 Water Main Sever & Street Improvement Prolect Recommend approval of pre -qualifying consulting engineering firms to provide engineering design services and engineering services during construction of water main, server and street improvements. Funding provided by the Water Fund, Depreciation, Improvement and Extension Funds. Item A3.6 was unanimously approved, 4-0 (A4.1)*Ch2nee Order No. 1 Dminto►vn Planning Consulting Services Recommend approval of change order No. I to the Downtown Plan and Zoning Recommendations contract with Duncan Associates (117 North Jefferson, Chicago, IL.) for additional services related to the process of consideration and review by the Plan Commission and Planning & Development of the Public Review Draft submitted on October 19.2007. This change order will increase the contract price from $236,324 to S272.000, an increase of S36,000. Funding provided by the Economic Development Fund, the Washington National TIF and the Downtown 11 TIF. Ald. Holmes asked if this was the item a member of the Plan Commission volunteered to complete. D. Marino said that this item has been under going public review at the Page 3 or Plan Commission since November. What is needed now is to keep the consultants on board to complete the review with the Plan Commission and Planning and Development Committee. and then to complete Zoning reszsions at the Zoning Committee, Duncan Associates were very important in creating the document that was given to P & D and the Plan Commission. The additional work that needs to be done includes document changes. Plan Commission and P & D review, the development of zoning text in the Zoning Committee of the Plan Commission and staff training. Aid. Holmes said that she understood that but it was her impression the committee wanted the consultants available but not kept on a daily basis. Aid. Jean -Baptiste asked what had been contemplated in the original contract. Was the process for days and for many tasks? IiNarino said the consultants performed their tasks. Aid. Jean -Baptiste asked if they completed their job. D. Marino said that they need to continue. Aid. Jean -Baptiste asked if this project had been under -budgeted. D. Marino said it had not. But, there have been more meetings than anticipated and the Plan Commission staff encouraged public commentary to continue and now is going over the plan page by pane. With the loss of the City Zoning Planner, the consultant will be a major help. Aid. Rainey asked if this was for time going foru-ard. D. Marino said yes. Aid. Holmes asked what happens at the next meeting if they go over. She stated that she would not vote for more money.. Aid. Hansen asked if the contractual obligation should have gone through Planning and Development. She also asked what has been paid of the contract for the number and duration of meetings. D. Marino said that 85 to 88 percent of the contract has been paid. Aid. Hansen noted that this consultant firm has worked in the City of Evanston before and should have known that the Downtown planning would take longer. There was also to be a public workshop that did not take place and now the Plan Commission is conducting it. D. Marino indicated that the number of public meetings substantially exceeded the contract. As a Council and a City we are criticized on how much we rely on consultants. They should not be holding the Plan Commission's hands. Aid_ Jean -Baptiste asked to see the original contract. It should have taken the project from a to Z. D. Marino said that the costs incurred in January and February has put the costs close to the amount in the contract and there is titore'imork to accomplish. Aid. Jean -Baptiste asked if the City was billed by hours. 'D: Marino said yes. Due to the additional number of meetings and the duration of some meetings, the costs have increased. In addition. meetings at the zoning committee had not been included. Item A4.1 was held in committee. (A5)* Resolution 13-11-08 Authorizing Access to Cook County Assessor's Geographic Information Svstem Consideration of resolution 13-11-08 authorizing the City of Evanston to sign an agreement with Cook County Assessor's Office for access to the Assessor's Geographic Information System (GIS) Aid- Rainey noted that the information supplied was good but that the information on owners of properties was not. It is not current_ Pat Keegan (GIS Manager) said the information is for taxpayers in the GIS maps. Item ?►5 was unanimously approved, 4-0 (A6)* Resolution 16-R-08 Provide Funding for Asbury Avenue Brick Street Prolect Consideration of resolution 16-R-08 by which the City Council would appropriate 5200.000 of Motor Fuel Tax Funds for the Asbarp Avenue brick street project. Aid. Holmes asked how many brick streets there are. John Burke (Transportation Director) said the City is down to two. Aid. Rainey noted that it is actually two and a quarter because of the Mulford spur. Aid. Jean -Baptiste thought bricks were unsafe. J. Page 4 of 7 Burke stated that Wilmette has had a Successful program and Evanston is using their specs. Item A6 was unanimously approved, 4-0 i' (A7)* Resolution 17-R-08 Authorizing INIRF to Allow Service Credit Benefit Protection For the City of Evanston Emplovees Consideration of resolution 17-R-08 authorizing IMRF In cooperation with the Illinois Municipal Retirement Fund to authorize employees service credit benefit protection in the event of worker's compensallon'and or leave of absence benefits. Joellen Daley (Director of Human Resources] stated that if an employee is on an unpaid leave of absence, they can purchase service credit. Aid. Holmes asked what cost would there be to the employer. J. Daley said that it would be a minor expense to the pension plan only after the employee retired from the City of Evanston. Item A7 %-as unanimously approved, 4-0 (AS)* Resolution 18-R-08 lease Agreement with the 11. S. Postal Service for Parking in the Maple Avenue Parkins: Cara Consideration of resolution 18-R-08 authorizing the City Manager to execute a lease agreement with the U. S. Postal Service (LISPS) for parking 44 USPS vehicle In the Maple Avenue Parking Garage Item AS w-as unanimously approved. 4-0 (A9)* Resolution 21-11-08 Pension Benefit Imnrovements and Pension Reform, Consideration of resolution 21-R-08 urging the General Assembly to 1) stop making costly benefit improvements and 2) adopt reforms that protect police and fire pensions. Timothy Schoolmaster (President_ Police Pension Board) thanked Ald. Jean -Baptiste for his comments on behalf of the Council concerning the cartoon in the attachments. He further stated that the numbers wr:r not correct. The GRS figures are different. He stated that the fund administers the pensions that are in existence and no new funds are approved without City input. Almost everything mentioned is part of the existing pension code_ fie mentioned that A &: P tit' is liaison with the Pension Board but he has never been invited to a meeting. [4,6rmation is available, the Finance Director signs off on all funds. He thinks you cannot .-ompare pension funds to IMRI- funds, they run on two different syst,ms. T. Schoolm-ister recommends that this item be passed over. Pat Dillon (President, Fircfighter's P_nsion Board) seconded the comments that the document is very poor. Page 6 Friers to regular workers, he wondered if this meant Firefighters and Policemen are not rrcutar. Page 7 infers that the benefit awards as well as the pension amount is decided by the Board. That is not so. P. Dillon went on to say that the City Finance Director sits on the Board and as such, there are no secrets from the City. He then gave the committee members a copy of the 2007 performance report. Aid. Jean -Baptist thanked P. Dillon and T. Schoolmaster for their input and asked that it be put in writing that they agree with the essence of the resolution but not the attached facts_ Aid. Rainey said it seems like a war document. She said that she is not prepared to vote. She felt that sending the resolution would be a helpful message to the PstprSof7 General Assnbly. She said it should be referred to the Rules Committee and discussed on the Council floor. Aid. Holmes said to send the resolution. Aid. Jean -Baptiste suggested that the essence is correct and should be separated from the attachment. Aid. Rainey continued, when this goes to Springfield the attached paper will be presented by the Northwe:g Municipal Conference (NWMC). Aid. Jean -Baptiste said that that might be so, but the City should pass the resolution. AId. Hansen believed that T. Schoolmaster's comment that this item be passed over only meant tabled until the next meeting and that should be the action tonight. Aid. Jean -Baptiste asked if there was any urgency to this issue. Elko Purze (Assistant Corporation Counsel) was not aware of a time frame. Aid. Jean -Baptiste recommended that this resolution go back to Finance and Legal to be re -worked and re -presented to committee. Aid. Rainey asked that the word "disclosure" in Section 3 of the resolution be re -written to read "continued disclosure. Item A9 w-as held in committee. k , r� (A10)* Ordinance 18-0-09 Pronosed Paving of the Allev North of Thaver/East of Lincolnwood Drive — Speciai Assessment 149S Consideration of ordinance 18-0-08 by which the City Council 'would authorize paving of the alley north of Thayer Street and east of Lincohaw'ood'Avenue through the Spetial Assessment Process. Item A10 w;c unanimously approved, 4-0 (All)* Ordinance 37-0-08 Increase Number of Class B 1.1auor Licenses Consideration of ordinance 3740-08 whereby the Evanston City Council would amend the City Code to Increase the number of Class B Liquor Licenses from fifteen to sixteen because of a change of ownership for Chill's Grill and Bar (1765 Maple Avenue, Evanston,11.) ' Item A11 was unanimously approved, 4-0 (Al2)* Ordinance 40-0-08 Sheridan Road Jurisdictional Transfer Agreement Consideration of ordinance 40-0-08 authorizing the City Manager to sign a Jurisdictional Transfer Agreement with the Illinois Department of Transportation (IDOT) --for Sheridan Road from South Boulevard to the intersection of Ridge Avenue and Isabella Street. Item Al2 was unanimously approved. 4-0 (A13)* Ordinance 41-0-08 SneclAl One-Dav Llauor Licenses Consideration of ordinance 41-0-08 whereby the Evanston City Council would amend the City Code to remove language that identifies specific zoning districts where special one -day licenses may be permitted. Aid. Raine: saw no problem with the ordinance except she feels strongly that no organizatiuc should be exempt. She recommended that all who want a one day Iicense should be c..xged. Aid. Holmes asked for clarification on number of events per person or per loca ,in. Gavin Morgan (Assistant to the City Manager) said it is a maximum for four even -is at a location and a limit of two events per applicant per year. G. Morgan will brine a.- amended version to Council for introduction and action. Item A13 was unanimously approved as amended, 4-0 (A14)* Ordinance 44-0-08 Reduce Number of Class C Liquor Licenses Consideration of ordinance 44-0-08 whereby the Evanston City Council would amend the City Code to reduce the number of Class C liquor licenses from tsventy- four to tweZty-three due to the expiration of the license held by Cafe Luciano & Pizzeria (2676 Green Bay Road, Evanston, II.) Page 6 of 7 Item A 14 was unanimously approved, 4-0 V. ITEMS FOR DISCUSSION VI. V1I. (APWI) Recycling Center This item will go onto the April 8.2008 agenda. COMMUNICATIONS (APW2) Fire Department Recruit ment[H [ring This item will go onto the April S. 2008 agcgda ADJOURNMENT: 7:05 p.m. Respectfully submitted: Phillip Baugher Administrative Assistant, Pxp7of7 AD\1L\ISTRATIO\ & PUBLIC WORKS COMMITTEE MINUTES Monday, 4larch 24, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Ald. Jean -Baptiste, Ald. Wollin, Aid. Holmes, Aid. Rainey, Aid. Hansen Members Absent Staff Present: Judy Aiello, Chief Berkowsky, John Burke, Julia Carroll,' bavid Cook, Paul D'Agorstino, Robert Domeker, Steven Drier, Suzette Eggleston, Ronn Gannon, Doug Gaynor, Robert Gustafson, Jev61e11 Jackson, Lonnie Jeschke, Jacquelyn Johnson, Dennis Marino, dike Madden, Elke P=c, Bruce SIown. Ricky Voss Others Present: Jonathan Perman. Chamber of Commerce Presiding: Ald- Jean -Baptiste _ r I. DECLARATION OF QUORUMS With a quorum present. Alderman Jean -Baptiste called the meeting to order at 5.40 p.m. Aid. Jean -Baptiste asked fora Consent'Agenda. IL APPROVAL OF MINUTES OF REGULAR MEETING of March 10, 2008 Minutes were unanimously approved; 5.0. , III. IT1:MS FOR CONSIDERATION ON COUNCIL AGENDA (Al)* Cl1V OfEVAnston Pa�`roli through 03l20108 $2,382,617.97 Item Al Ras unanimously approved by consent. (A2)* City of Evanston, Bills through 03/25/08 FY07/08 $1,044,620.03 F Y08109 S 370,973.07 Aid. Rainey questioned the payment for Leadership Training of two employees. She continued by saying that she thought that when they were hired they were leaders and educate in their respective fields. On -going education is important but the timing of this seems poor, exhibiting no effort on the part of the City to cut back on expenses. Julia Carroll (City Manager) said that this particular program is for senior members of the staff ar d is more than just professional development. Other staff has attended this program in the past. Aid. Jean -Baptiste asked if she scheduled the attendance_ J. Carroll said yes sbe does, m o staff members a year. Aid. Rainey reiterated that we need to cut back. J. Carroll said that it is v ithin the training budget. Aid. Rainey stated that it was not dec=t after raising taxes on the citizens, this shows no effort to tighten the budget. J. Carroll said that the new training budget is not increased over last year's amount. She added that it is important for a Manager to continue to increase their management abilities- Aid. Jean -Baptiste requested that the total training dollars be supplied to the committee- J. CarroIl said she would Set the figures to them. She mentioned that last year. Doug Gaynor (Director, Parks, Forestry & Recreation) and Chief Berkowsky (Fire Chief) attended this pro_aam and could speak to it. This program is pan of getting all Page 1 of 6 A&PW Minutes. 3124108 the managers on the same page. When asked what the figure included. J. Carroll said everything but the airfare is included. Aid. Holmes asked if the current training budget Includes tuition reimbursement. J. Carroll said it did not. those dollars are in another line item. Aid. Jean -Baptiste asked if D. Gaynor and Chief Berkowsky were in the room. Chief Berkowsky said that it was a unique experience. People carte from all over the country from all different municipalities. Chief Berkowsky indicated they did a program to the Monthly Managers Group when they returned from Virginia. D. Gaynor stated that several new ideas are being reviewed for implementation in Evanston for the City and for individual departments. The focus was on new directions for leadership. It is an outstanding resource for ideas_ Ald. Rainey asked why all the employees are going to the Hilton Hotel. J. Carroll said that that Ieadership program is for non -executive employees and she feels that it is more beneficial than attending national conferences. Plus, it results in employees becoming trainers for the next sessions. Aid. Jean -Baptiste reiterated that he wants J. Carroll to get back to them on this question.- .Aid. Wollin wanted to be clear on the payment to Gabriel Roeder Smith Bt Co. Steven Drazner (Acting Finance Director) stated that this check represents a missed payment for work that was done. The item concerning the multiple payments to A T S T was addressed by J. Carroll. She stated that Bruce Slown ( Director Information Services) had paid the invoices which were for 911 services. The bills had been misdirected. Mike Madden (Division Manager SPAT) said that most bills go directly to IS and that these bills will come there in the future. Aid. Rainey wondered why the Finance Department did not pay the invoices. J. Carroll said that they do prepare the checks but only after the invoices have been approved by BPAT and other Departments. Aid. Rainey stated that the City must correct this situation so that we are not again three months in arrears. Item A2 was passed 4-0. Ald. Rainey abstained in opposition to the item for Leadership Training. (A3.1)*Annroval of Lowest Responsive and Responsible Bid (0&591 to Purchase Two Solid' Wastepacker Vehicles for Streets and Sanitation Recommend approval of contract to purchase two replacement stastepackers from Cumberland Service Center (2735 East Oakton Street, Arlington Heights, 11.) In the amount of $3811,340. Funding provided by the 2008/09 Capital Outlay Budget, Automotive Equipment. Item A3.1 was unanimously approved by consent. (A3 2)*Approval of Lotirest Responsive and Responsible Bid (08-951 for Refurbishment of Engine 0 320 Recommend approval of contract for refurbishment of Engine # 320 to Renewed Performance Incorporated (RPI) (1095 Development Drive, Tipton, 11.) In the amount of 522,199 which includes a base bid of $17,807 with proposed additional services totaling, S4,392. Funding provided by the 2008/09 'Major Maintenance \laterials to Maintain Autos. Item A3.2 was unanimously approved by consent. (A33)* Approval of Pranowd Calendar of 2008 Special Events Recommend approval of 2008 Calendar of Special Events contingent upon the event coordinator meeting all of the requirements as set forth by the Special Events Policy and Guidelines. Aid. Wollin questioned who the adventure Guide Campout Group was and is this their first year. D. Gaynor said that in fact it has been a long time event that previously was iatown as the Indian Guides. He also mentioned that Turin Bicycle will be back for a second year. Ald. Wollin noted that the Kellogg event was not on a Sunday. She recommends that the addendum be included in the proposed. calendar. Aid. Rainey noted that the memo does not include the location or a date. D. Gaynor said that the new memo Page 2 of 6 A&PW Minutes, 3l24108 he passed out this evening did. Aid. Rainey asked if all the merchants had been contacted. Jonathan Perman (Chamber of Commerce) said that he had talked with nine of the twelve merchants. Eight are comfortable with the event and one will be closed for the weekend. The proposed area is Sherman Avenue from Grove Street to Davis Street. D. Gaynor mentioned that Kellogg wants to put a stage on Davis Street between Chicago Avenue and Sherman Avenue. This would restrict traffic an Davis Street west from Chicago Avenue. J. Carroll suggested that the stage be moved south of David Street. D. Gaynor saw no problem in asking them to eliminate one of the two planned stages. Aid. Holmes stated that we cannot close Davis Street. Ald. Hansen noted that there was talk of including the Fountain Square area. D. Gaynor said they thought of putting the stage over the fountain but that it was two big for the area. He said that he will work with them to move the stage onto Sherman Sn vtL The question about having the event on Saturday over Sunday was raised. D. Gaynor said that Kellogg wants it on Saturday. Aid. Jean - Baptiste suggested that A & P W c-an decide to approve the request from Kellogg but it needs to have minimal impact on the area. Aid. Wollin asked what their gift would be. D. Gaynor said it is a piece of arL Aid. Jcan-Baptiste asked, for mom. details to be presented to the commince. Item A3.3 was unanimously approvci with addendum. 5-0 (A3A)*Annroval of 2GOS'09 Cultural Fund Program Awards Recommend approval of the 2009,1)9 Cultural Fund'Grant Program Awards for a total of 536,000. Funding prodded by the 2008/09 _ division budget ($23,200) and the Illinois Arts Council (512.800). Item A3.4 was unanimously approved by consent.- (A3.5)*ADDroval of IRIS Maintenance and SuDDort Agreement Recommend approval by the City Manager to renew an annual sole source agreement for software maintess ace and support for the City's Integrated Resource Information System (IRIS) with the Oracle Corporation (1001 Sunset Blvd., Rocklin. CA.) In the amount of 5170,854.06. Funding provided by Computer Licensing and Support operating account In Information Systems Division. Item A3.5 was unanimously approved by consent. (A3,6)*Anorove Northeastern Illinois Public Safet• Training Academv Annual llemhershin Dues Rekommend approval to renew membership with the Northeastern Illinois Public Safety Training Academy (NIPSTA) (2300 Patriot Boulevard, Glenview, IL.) for the Fire & Public NVorks Departments in the amount of $28,711. Funding provided by the Fire Department budget. Item A3.6 Has un nimously apprmed by consent. (A4.1)*Chan a Order = I Downtown Planning Consulting Services Recommend approval of change order # 1 to the Downtown Plan and Zoning Recommendations contract i%ith Duncan Associates (117 North Jefferson, Chicago, IL.) for services related to the process of consideration and review by the Plan Commission and Planning & Development Committee of the Public Review Draft submitted on October 19. 2007. This change order will increase the contract price from 5236,324 to 5272,324, an increase of 536,000, Funding provided by the Economic Development Fund. the «'ashington National TIF and the Downtown II TIF. This Item was held in committee on March 10, 2008, Aid Hansen asked if the 36,000 thoLsand dollars was for work still to be done and Dennis Marino (Assistant Director Comm, riry Development) said it was. Work through March has nearly used th. complete original sum. Aid. Hansen, referring to Section 4.4 of the Page 3 of 6 a3FW Minutes, 324/08 contract concerning Zoning Analysis, asked where the City is on deliverables. D. Marino stated that most of the work is completed in Downtown. There are still some renderings to be completed, stag` training to conduct and brochures to be produced. Not included is work for the Zoning Committee. It is very involved work. Aid. Hansen also asked about the progress of Section 4.5, Special Studies. D. Marino said all of the studies are completed. Aid. Wollin asked it is necessary for the entire team to in attendance at meetings. D. Marino said they were at the first public meetings. Usually there were fewer members as the meetings progressed. Recently there were only two from Duncan and one from Lakota. Aid. Holmes asked D. Marino if he was sure 36 thousand more will do it. D. Marino said it will last through the Zoning Committee., D. Marino referred to page 3 of his memo, item 5, that showed that of the contract amount 5236.234, 5214,109.79 has been paid and there is an outstanding unpaid balance orS20,I59.16. Aid. Jean -Baptiste asked who reviews contracts. Elke Puree (Assistant Corporation Council) said she was sure the Legal Department did. AId. Jean -Baptiste asked who in the Department was contract savvy. E. Purze said it would be Ken Cox and Brad Yatabe. Aid. Jean -Baptiste said that when the City negotiates a contract and purchases services, we know that there will be a lot of involvement from'%vith the constituents. We should anticipate a lot of work. When the contract was submittal I believed that it covered all of this. Where did we cross the line to spend more" Seems like we tut: paying funds rather then working within the contract. D. . Marino said that the number of meetings. 13 budgeted are soon to be 19 in total. Six meetings of the Downtown PIan Commission were held to get maximum citizen involvement. Everybody from each perspective has been met with. Aid. Jean -Baptiste asked why the City cannot do a flat -rate contract. E. Purxe said that some contracts can be -such but this project is unique. Aid. Rainey said the contract was for specifications the City put out. Aid. Jean -Baptiste said if the City cannot be open ended in what it pays out, we need to negotiate a flat fee. Aid. Rainey said that must be in the RFQ. Jewell Jackson (Purchasing Manager) stated that she believes under those criteria, respondents would inflate their prices so as not to be caught on the short side. Aid. Jean -Baptiste suggested that maybe these discussions need to be cut off and the item sent to Planning and Development. The City needs to be more conscientious: Aid. Hansen noted that the extra money allows a finalization plan but a finalization plait was in the contract. Can the City resolve problems only with consultants present? Her constituents question why the City hires so many consultants. L-A►id. Wallin said that she thought further action for the Downtown Plant was on hold until the-703 Church Street situation was resolved. D. Marino said that no, both plans are eoi timing. The Downtown Plan meetings will go into April and May. Aid. Jean - Baptiste said that if this 36 thousand dollar request is approved, it must be guaranteed that it covers completion of the project even if it takes ten meetings. D. Marino said he will convey this information. Item A4.1 %vas passed 4-0. Aid. Hansen voted nay. (A4.2)* Change Order # 1 Emergenev Structural Renalrs to Service Center Parking Deck Recommend approval of change order # 1 to the contract with J. Gill (236 East 161" Place, Suite A, South Holland, 1L.) for structural repair of the Service Center parking Deck in the amount of S5.300. This change order Increases the contract from 519,306 to 524,606. Funding provided by the 2008109 contingence account. Item A4.2 was unanimously approved by consent. Page 4 of 6 ABPW Minutes, 3124= (A5)* Resolution 21-1148 Pension Benefit Improvements and Pension Reform Consideration of resolution 21-R-08 urging the General Assembly to 1.) stop malting costly benefit improvements and 2.) adopt reforms that protect police and fire pensions. This item was held in committee on March 10, 2008. Aid. Rainey said that she thought at the last meeting she asked that this resolution be sent to the Rules committee. Aid. Jean -Baptiste remembered the conversation. S. Dmzncr stated that this resolution now includes figures for unfunded liabilities and Aid. Rainey's request for the verbiage to be changed in Section 3 to read "continued" disclosure. He continued that the resolution is merely making a statement to Springfield. Aid. Rainey said that it is negative and she cannot vote for it_ Aid. Jean -Baptists suggested that it be sent to the Rules Committee and then it can go directly to the City Council. Item A5 was unanimously referred to the Rules Committee, 5-0. (A5.5)*Resolution 24-R-08 .authorizing the CIN NtanVer to Accent the Cook Countv Judicial Advisory Council - B. A. D. G. E. Program Grant Consideration of resolution 24-R-08 authorizing the City Manager to accept the 2006-2007 Cook County Judicial Advisory Council U. A. D. G. E. Program funding of 511,658 to supplement the Youth Outreach Initiative sponsored by the Evanston Police Department. Item A5.5 was unanimously approved by consent. (A6)* Ordinance 45-048 Amending Section 104-5-2 1Bl 11 of the Evanston City Code, "Residential Permit Parking Areas." Consideration of proposed ordinance 45-0-08 by which the City Council would amend Section 10-5-5-2-(B) 11 of the Evanstoa City Code increasing the annual fee for the on -street Residential Parking Permits for vehicles not registered to Evanston residents from 590.00 to 5150.00. Aid. Rainey said that several of them had received c-mails from employers whose employees do not live in Evanston. The employers pay for the employee's permits to park in restricted areas. This increase -will be very hard on the employer. This is especially true for manufacturing businesses that employ many people. Ald. Wollin asked in the Parking Committee had dealt with this. She also asked about students. Aid. Rainey.stated that her eoncems were about manufactures and that that is different that the impact on students. Aid. Jean -Baptiste asked for Aid. Rainey's suggestion. She said to send it back to comtnince. John Burke (Transportation Director) said this ordinance `would mainly impact student,. Employees within these areas are few in number. Aid. Jean -Baptist asked J. Burke and the Parking Committee to take a second look at the ordinanc-cand then come bask showing that tho City will be addressing the population it wants to. He suggested that J. Perman be talked with. Item A6 was held in commirce. (A7)* Ordinance 46-0-08 Amending Section 7-8-b of the Evanston City Code to "Dutch Elm Disease" - Emerald .ash Borer Consideration of proposed ordinance 46-0-08 where by the Evanston City Council would amend the Cite Code ~Dutch Elm Disease" - Emerald Ash Borer to declare the Emerald Ash Borer (E.AB) an official nuisance. Item A7 was unanimously approved by consent. (A8)* Ordinance 47-0-08 amending Section 8-5-13 of the Evanston City Code Entitled "Garbage and Refuse" Consideration of proposed ordinance 474)-08 by which the City Council would amend Section 8-5-13 of the Evanston City Code to increase the service charge from 55.00 per household per month to 56.95 per household per month. Item A8 was unanimously approved by consent. Pace 5 of 6 ASPW Minutes, 3/24108 (A9)* Ordinance 49-0-08 Bond Issuance Not -To -Exceed S48.735.000 Consideration of proposed ordinance 49-0-08 authorizing the Issuance of General Obligation Bonds for fiscal year 2009 In the not -to -exceed amount of S48,735,000. Aid. Rainey suggested that a full presentation was needed. J. Carroll said these are All normal projects. Aid. Rainey says there is nothing here on what it means. Aid. Jean - Baptiste suggested that the presentation be done before the full Council. Item A9 unanimously agreed to a full City Council presentation, 5-0. V. ITEMS FOR DISCUSSION (APWI) Municipal Solid Waste Franchise Update Item was postponed until April 8th committee meeting. (APW2) Use of Recycling Center fit. Item was postponed until April 8th committee meeting. VI. COMMUNICATIONS r (APR'3) Fire Department Recruitmentlifiring Report Aid. Jean -Baptiste opened this communication session by reminding all present that there was a time when females and African Americans -.were not being hired. Chief Berkowsky referred to the demographics on page four of his memo. By revamping the advertising to locals and curious sites as well as in print and electronically, more people applied for the open positions. These tools and their effectiveness are referred to on page two. There was an increase in the nuritber of applicants and the written test determined their place on the eligibility list. Chief Berkowsky feels that the recruitment has been very successful but that it is an ongoing project. Aid. Jean -Baptiste asked about the program at the High School.-Chicf Berkowsky said the was to host the class three times a week for two hours a day. But due to time conflicts at the High School, the class is taught five times a week for forty-two minutes each morning. This program is a partnership betweenthe City of Evanston. Evanston Township High School and Oakton Community'Collcge. Students can now get college credit. The City of Evanston's Police Departmti nt is also committed to this program. VII. `ADJOURNMENT: 6:55 p.m. Respectfully submitted: Phillip Baugher Administrative Assistant, Finance Department Page 6 of 6 ABPW Minutes. 3124l08 0 ADNII.'�ISSTRATION & PUBLIC WORKS COINIMITTEE MINUTES Monday, Apri18, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Jean -Baptiste, Aid. Wollin, ?►ld. Holmes, Aid. Rainey, Aid. Hansen Members Absent: Staff Present: Judy Aiello, Chief Berkowsky, John Burke. David Cask,, Demitrous Cook, Rajeev Dahal, Suzene Eggleston, Doug.,Gaynor, Be!k. Howlett. Jewett Jackson. Shanee Jackson, Lonnie Jeschke•,• Jacquelyn' Johnson, Kevin Lookis. Gain Morcan, Rolanda,Russell, Davi:Stoneback, Ricky Voss .iY f Others Present: Bob Pfister -- Veolia Dale Hathcock— Central Parking Systems Dan Rachi — Central Parking Systerns Presiding: Aid. Jean -Baptiste I. DECLARATION OF QUORUM With a quorum present. Alde6nan least -Baptiste called the meeting to order at 5.45 p.m. II. APPROVAL OF MINUTES OF REGULAR 51EETING of March 24, 2009 Minutes were unanimously approved. 5-Q ` III. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al)* City of Evanston Payroll through 04/03M $2,452,069.30 Item A l was approved unanimously. 5-0 (A2)* �Clty. or Evanston Bills through 04/09,108 FY 07/08 51,070,941.74 ` FY 08/09 52,669,852.72 AId- Rainey asked about the refund of transfer ta_tes. Kevin Lookis (Revenue Manager stated that when a sale falls through, the transfer tax has to be refunded. However, other monies•owed to the city are not refunded. ald. Rainey asked if the payment to Weather Warning Services was an annual fee. Gavin Morgan (Assistant to City Manager) said it was. Aid. Rainey further wondered that with all t�e technology available today for the police scanners why spend these dollars. G_ Morgan said it was used by Streets and Sanitation. AId. Rainey asked about a company replacing the parking access and revenues control system that they installed. She asked when it was installed. John Burke (Transportation Director) said that installation by Hammerschlag S. Co., Inc. was seven years ago and all the work has been completed. AId. Rainey asked how long the Pistol Range had been out of commission. G. Morgan said that he would get the dates for her. She further asked for a breakdown of when the range was last used. She believes, it has been a long time that it is out of commission since dollars were awarded for the project. Demitrous Cook (Deputy Chief Investigative Services) agreed that it has been a long process, since August 2006. Rolanda Russell (Assistant CityManager) said that time was Iost because the City was looking for a neu• Chicf of Police and input was desired from that position. That added sit months to the process. Aid- Jean -Baptiste asked for a completion date. Dave Cook said that first a contract has to be signed and then it will take three or four months for completion. This is a total rehabilitation project. Aid. Rainey asked who would be overseeing the work. Dave Cook said a professional engineer and employees from the City. With this unusable situation, Aid. Rainey asked where our officers go. Demitrous Cook said they have been using Glenview. Ald. Rainey asked if we pay them. G. Morgan said that he would find out. AId. Jean -Baptiste asked how long range is this plan. Demitrous Cook said that it started in May of 2007. $130 thousand was awarded for the rehabilitation. It was not an adequate amount. When the research of the facility was completed. it was noted that the ventilation system was in need of total replacement. The City awarded more money to get the work started. The bid went to Hinkle Engineering_ Inc. Currently an RFP is out for contractors. Ald. Jean -Baptiste asked about the officers going elsewhere. Demitrous Cook said that in addition to Glenview they use the range in Wilmette. Aid. Wollin asked if we pay. The answer was no, they have been very generous. Aid. Jean -Baptiste asked if new officers are trained. Demitrous Cook said tha: they arc being trained according to State law. Ald. Jean -Baptiste asked if we had easy wmss to the range. Demitrous Cook said yes we have and the sites even keep one ofdhcir own officers present. Item A2 was approved unanimously. 5-0 (A3.1)* Antiroval of Lowest Resnonsible and Responsive Bid (08-11111 to Purchase a Transit Bus for Parks. Forestry and Recreation Recommend approval of contract to purchase a transit bus for the Parks, Forestry and Recreation Department from \iidwest Transit Equipment (146 West Issert Drive, P. O. Box 582, Kankakee, IL) In the amount of SI 14,643. Funding provided by FY08109 Fleet Service Capital Outlay budget Aid. Wollin said that the bus %vas due to arrive in October. Lonnie Jeschkc (Manager Fleet Operations) said it should be L-= in ISO to 200 days after the receipt of a Purchase Order number. Aid. Wollin asked if it was not replacing a bus that will go to auction in May. L. Jeschkc said that the engines on the current bus froze while on Eden's Expressway. Aid. Wollin asked about capacity. L. Jeschkc said it will seat 66 people with four wheel chair positions. .old. Ilansen asked why an M/WIEBE waiver was included. Jewell Jackson (Purchasinac \tanager) said that it is part of the specifications but vendors can request a waiver when \t.A%'/EBE participation is not practical. However_, it is good to have in the s �ecifications as to the future purchasing of parts and service. Aid. Rainey thought it was good to have on all bids. J. Jackson said that the document is a standard on the specifications. Item A3.1 was approved unanimously. 5-0 (A3.2)"Aouroval of Sole Saurce Conimet for FngincerinQ Services for Maple Avenue Sidewalk -'Widening — DeslBn and Constructinn FnQineerine Services Recommend approval of sole source contract for design and construction engineering services with Teska associates, Inc. (627 Grose Street, Evanston, IL.) In the amount not -to -exceed S42.Q00 to widen Maple Avenue sidewalks between Church Street and Clark Street and improve pedestrian safety. Funding provided by Downtown 11 TIF. Aid. Wollin wondered if there we~ restrictions such as having to move all the street lights. J. Burke replied that with t: c widening of the sidewalk, the existing location of the streetlights may end up in the middle of the walking path so consideration will be needed to move them. Aid. Rainey asked about the construction problems caused because this will be the high-activir- time of summer. J. Burke said they are pushing for a late summer/early fall work date but yes it will cause some disruption. Aid. Rainey asked if the whole sidewalk would be dug up. J. Burke said that they are going to maintain pedestrian traffic and try and maintain a portion of the existing sidewalk for a clear path. Item A3.2 was approved unanimously-. 5-0 (A33)*Approval of the Third Year of a Three Year CPS Contract far the Management and Operation of Three Downtown Parking Facilities Recommend approval of the not -to -exceed cost of S1,929,978 for the third year of a three year contract with CPS Parking (I North LaSalle Street, Suite 1650, Chicago, IL.) for the management and operation of the Sherman Plaza, Maple Avenue and Church Street parking facilities. The third year of the contract begins on May 1, 2008 and ends on April30, 2009. Fundino provided by the Parking Fund. Ald. Rainey wanted to reiterate that she finds the stafi'at Maple Avenue Garage to be the most helpful. Judy Aiello (Assistant City danger) the staff from CPS, Dan Rachi and Dale Hathcock. Aid. Jean -Baptiste asked if Evanston residents are being hired. D. Hathcock stated that 21% are Evanston tridents. Aid. Jean -Baptiste asked about the other 79%o. D. Hathcock stated that there is zero turn over. Two years ago at a job fair, every resident who applied wyas hired. Ald. Jean -Baptiste asked_ how many are on the work force. D. Hathcock said there are twenty employees. Item A3.3 was approved unanimously, 5-0 (A4.1)*Amendment #2 to the Agreement with NIWH Americas. Inc. for.Eaaineering_ Services on the Basin S82R Contract I Relief Serer Prolect Recommend approval of amendment #2 to the Agreement with MWH Americas, Inc. (380 Interlocken Crescent, Bloomfield, CO.) for engineering services during construction of the Basin S28B Contract 1 Relief Sewer Project. This amendment will Increase the not -to -exceed agreement arnaaat by $13.380 from S1,087,765 to S1,101,145. Funding provided by the Sewer Reserve Fund. Item A4.1 was approved unanimously, 5-0 (A6)* Ordinance 52-0-08 Annroval of Ordinance of Saralus Pronertv Consideration of proposed ordinance 52-0-08 or a declaration of various equipment and vehicles as surplus property to be sold at public auction at the Grant Township municipal auction in Ingleside, Illinois. Item A6 ww­as approved unanimously. 5-0 (A7)* Ordinance 53-0-08 Pro Rata License Fee Credit for Change Consideration of proposed ordinance 53-0-08 amending Section 3-5-8 of the Evanston City Code to allows original license fee to be applied toward liquor class upgrade fee. Ald. Rainey asked what would be done at renew -al time. G. Morgan said the full increased fee would be charged. Item A7 was approved unanimously. 5-0 (AS)* Ordinance 54-0-08 Decrease Number of Class D Liauor Licenses Consideration of proposed ordinance 54-0-08 amending Section 3-5-6 (D) of the City Code to decrease the number of Class D Liquor Licenses from 24 to 23 due to the closing of Viva La Crepe (1665 Sherman Avenue, Evanston, IL.). Item AS was approved unanimously. 5-0 (A9)* Ordinance 55-0-08 Decrease Number or Class C Hauor licenses Consideration of proposed ordinance 55-"8 amending Section 3.5-6 (C) of the Evanston City Code to decrease the number of Criss C Liquor Licenses from 24 to 23 due to the closing ofTrullo Restaurant (1 700 Central Street, Evanston, IL.). Item A9 was approved unanimously, 5-0 (A10)*Ordinance 57-0-08 Amending Section 10-11-13 Schedule XIIi of the Evanston Citv Code Entitled "No Trucks Over &000 Pounds on Various Streets - Consideration of proposed ordinance 57-0-08 by which the City Council would amend Section 10-11-13, Schedule XIII of the Evanston C4 Code to establish a commercial vehicle limit of 8,000 pounds on Barton Avenue from Onkton Street to Howard Street, on Brummel Street from Ridge Avenue to Barton Avenue and on Austin Street from Ridge Avenue to Asbury Avenue. Ald. Wollin asked if trucks of this sire cannot use Ridge or Asbury, where will they be directed. Aid. Rainey said that it seems that IS wheelers will be going through residential areas. Rajeev Dahal (Senior Traffic Engineer) said they will be directed to use Dodge Avenue or Chicago Avenue. Under the Multi -Modal Transportation Plan. signage is being developed for the truck routes. Item A 10 was approved unanimously, 5-0 IV. ITEMS FOR DISCUSSION (APWI) Municipal Solid Waste Franchise Update"' Suzette Eggleston (Superintendent Streets and Sanitation)"gave an overview of the Municipal Solid Waste Franchise Ordinance that was introduced to Council in October 2006. This additional information from city business o%yners Bras gathered at a request of the Administration $ Public Works Committee. The Public Works Department now believes that the City should move forward. Aid. Jean -Baptiste said he has received calls about this being a monopoly. Concern wa.S shown that businesses could not bid for lower costs. S. Eggleston said that the majority of businesses mill pay lower costs due to the pooling of the businesses. There is a process allowing current business with a lower charge to pay lower rates for the first year and to receive increases over three years. The big benefit is the vendor has offered pre recycling. Currently businesses pay ten percent of their cost for this service. This is a major environmental benefit. School District 65 will save S4000 a month using the franchise. aid . Rainey felt that this positive outlook was good. She gsked if any businesses were excluded. S. Eggleston said the two hospitals and Northwestern University were. Northwestern wants to maintain control of their vendor.- They did not supply infzmtation on what they pay. There is hope that they will find this abetter way to go. Al; Rainey asked why they arc being given special treatment. Why can't others opt out of the deai. She also asked if the Village of Skokie includes Old Orchard in the franchise. Jacquelyn Johnson ( Public Works Management Analyst) said they cannot join as the rrzmacement company has a national contract for all their properties but if allowed to join the Skokie franchise they could save approximately 5150,000 per year. Aid. Rainey said there trust be a public hearing since so few responded to the survey. If no one games, then fine. J. Aiello asked if it was being suggested for an A JAAL P W meeting or on an off night. Aid. Jean Baptiste said on an off - night would be goat J. Aiello noted that the City-. EVMARK, and the Chamber of Commerce sent out mailings. J. Johr:,n said that I 100 surveys were mailed and 1710 were returned. Another 20°° were und_'.tyerable. Phone calls and an email blast were done by EV%IARK and the Chamber for a fact finding race analysis study and there was less that a one percent response. wt.: also made. There was very little response. S. Eggleston said that the Solid Waste Agency of Northern Cook County (SWANNCC) offered to review businesses current bills and see what it was by comparison. Bob Pfister of Veolia Environmental Services had one question about the SWANK survey. They said the community rate would be S60.21 at curbside with a free 95 gallon recycling cart His company charges S42.44 for the same services. Where did the survey get its figures? S. Eggleston said that a table Was created of uses and needs. The best of five companies were selected. Streets dam show the majority of businesses would save money. Skokie is making a savings. Veolia has a franchise in Skokie. Aid. Rainey wanted to know why Veolia's price w-zis so low and he did not get the job. Aid. Jean - Baptiste stated that he believed a hearing would be the best process_ S. Eggleston said that a hearing would be premature to the RFP results being presented to A & PW. Aid. Jean-Baptistc recommended that a flyer be created and circulated to get all involved. Ald. Rainey asked why we don't ask for customer lists from companies doing business in Evanston. Bob Pfister said that that probably would not happen. If he gave his list to the City than competitors can do a FOIA for the information. Aid. Rainey understood that and asked if he would be willing to mail a letter on behalf of the City. He said he would look into it. Aid. Wollin said we need a public data She suggested to S. Eggleston that she needs to plan a special event and see if franchises will respond. She continued that she presumed medical waste was not in the contract. S. Eggleston said medical waste and cooking oil are not included. They are picked up by a special agency. Aid. Jean -Baptiste said for them to get back to the committee. (AP«72) Use of Recycling Center Item APW2 was held until the nest committee meeting, V. COWNIUNICATIONS VI. ADJOURNMENT: 6:45 p.m. i 1 IL vy Respectfully submitted: Phillip Baugher Administrative Assistant, Financ: DepdrbRtent � r r y ,. ADMINISTRATION & PUBLIC WORKS CONINWIT£E MINUTES Alonday, April 28, 2008 CMC CENTER, 2100 RIDGE AVEN-UE, ROONI 2404 Members Present: Aid. Jean -Baptiste, Aid. Wallin. Aid. Holmes, Ald. Rainey, Ald. Hansen Members Absent: Staff Present: Judy Aiello, Chief Berkowsky. I = Bugs, John Burke,' David Cook, Paul D'Agostino. Joellen Daley, Rajeev Dahal, Bob Dome6r, Chief Eddington, Suzette Eggleston. Doug Gaynor, Beth Howlett; Jewell Jackson, Kevin Lookis, Gavin Morgan. Sat Nagar, Eike Purse, Dave Sloneback, Ricky Voss, Lisa Woods Others Present: Indira Freitas Johnson Presiding: Aid. Jcan-Baptiste ,r x 1. DECLARATION OF QUORUM.. With a quorum present, Alderman Jean -Baptiste called the meeting to order at 5:45 p.m. 11. APPROVAL OF MINUTES OF REGULAR-WEETING of April 8, 2008 Minutes were unanimously approved, 5-0 III. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al)* City of Evanston Payroll through 04117/08 S2,378,667.88 Item Al was unanimously approved by consent. (A2)• City of Evanston Bills through 04R91108 S6,864,532A8 Ald. Jean -Baptiste amended the final figure to read S6,842.642.48 based on the cancellation of two checks on the bills list that were found to have been already paid. The amended figures were unanimously approved, 3 - 0. Aid. Rainey stated that the confiscation of drues is Sc-ad work and important but when is the property at 309 Sherman going to be listed as a "nuisance property", when will the City move on this. On numerous occasions, Aid. Rainey has asked the City Manager and the Police Chief to resolve this problem She sawed that it is deplorable not only in property standards but as a part of the communirv. The citizens living there should not have to put up with this. Alderman Rainey referred to a recent shooting. She continued that strong action is required. Judge Murray has thr= times extended the case by thirty days. He has now requested the zoning ordinance from 1977 for review. Aid. Jean - Baptiste asked Chief Eddington to comment_ The Chief (City of Evanston Police Department) said they are doing as much as possible. In other inquiries, Aid. Jean - Baptiste asked how many attendees where at the Hilton Garden Inn for Leadership training_ Gavin Morgan (Assistant to City Ntana=) said silty at the first session and forty at each of the other three. Aid. Jean -Baptiste noted that there is space at the Levy Center. A&PW Minutes for 4/2&08 Page t of 8 7oellen Daley (Director Human Resources) said that the off -site non -city facility location was chosen so the participants could concentrate and not be interrupted and get a meal. She said she would take into consideration the use of the Levy Center for future meetings- :did. Rainey pointed out that food can be served at the Levy Center. She also stated that to her it was a waste of money. Item A2 was unanimously approved, 5-0 (A3.1)*Aimroval of Lo►rest Resnonsible and Responsive Bid (09-021 for 2008 CIP Street Resurfacing Program Recommend approval of construction contract for the 2008 CIP Street Resurfacing Program with Chicagoland Paving Contractors (225 Telser Road, Lake Zurich, IL) In the amount of $592,314.00. Funding provided by CIP Street Resurfacing. Item AM W-as unanimously approved by consC.:L (A3.2)* Approval of Lowest Resnonsible and Resnonsive Bid (09-01) for the Asbury Avenue Brick Street Protect Recommend approval of construction contract for the Asbury Avenue Brick Street Project with Chicagoland Paying Contractors (225 Telser Road, Lake Zurich, 1L) in the amount of $150,627.50. Funding ptroOded by the Motor Fuel Tax (\IFT) fund. Item A3.2 was unanimously approv cd by conwnL (A33)*Anprov'aI of Lowest Resnonsive and Resnomible Bid (09-091 for Crown Park Tennis Court Renovation Recommend approval of construction contract for the Crown Park Tennis Court renovation with Chicagoland Paving Contractors Inc. (225 Telser Road, Lake Zurich, IL) in the amount of $267,900. Funding provided by CIP. Aid. Rainey- stated that she understands the complexities of redoing tennis courts. She noted that th,re are hundreds of courts in Cook County, why is this the only company to bid this prayxt'? Aid. Wollin said the bid is lis;-d under the consultant's estimates but that infonnation is not in the packet. Doug Gaynor (Director, Parks. Forestry & Recrealion) agreed that the figure should hay: been provided. He stated that after newspaper sdvertising and thirty letters of interest being mailed, this was the only company to reWnd. Ald. Wollin asked why r t happened. D. Gayror said that the labor force ts bus} and most have obtained big,--cr paving contracts, this is a small job. Ald. Holmes: wondered if since we use the same contractors so frequently, if others are not applying feeling they will not have a chance. D. Gaynor said that since it is a competitive bid, the most responsive and res-ponsible bid is chosen. Aid. Hansen mentioned tit Skokie had courts redone last Near and asked if they have the same concerns whcn they put out bids. D. Gaynor will look into it. Item A3.3 was unanimously approved. 5-0 (A.3.4)*Anoroval of Lo%%est Resnonsible and Resnonsb-e Bid for Downtown Maintenance Recommend approval or a contract to provide enhanced maintenance for the expanded downto+yn area, power washing and landscaping services with The Brickmaa Group (3400 Avondale avenue, Chic:go. IL) in the amount of S160,779. Funding provided by Special Service Area #4, S81.755, Downtown and Washington National TIF S59.004 and the General Fund, S20.020 for the portion outside of the TIFs. Item A3.4 Wass unanimously approved by consent. A&PW Minutes for 4R8108 Page 2 of 8 (A3.5)*Approval of Lowest Resnonsi•e and Resnonsible Bid 109-03) for Snring 2008 Fence Improvements Recommend approval of construction contract for the spring 2008 fence Improvements at Penny and Snyder Park with Custom Built Commercial Fence Corporation (721 North Seminary Avenue, Park Ridge, IL) In the amount of S34,737.06. Funding provided by CIP contingency account. Current account balance is 5974,456. After contract approval balance will be 5939,719. Aid. Holmes expressed a concern regarding the third reference stating that they had not worked with the firm that got the bid. She asked if the bid should go to a firm with good references even if it was not the lowest bid'? D. Gaynor said that when considering making a recommendation for the award of a bid, they consider any issues with the lowest bid. if there is a questionable part. they might still go with it if it is an area that the staff can oversee. Aid. Holmes noted that NIAWEBE was waived and asked if there were any other firms that complied. D. Gaynor stated that it was waived for all. Aid. Hansen asked if the neighbors knew about the fence. Ald. Jean -Baptiste said the neighbors had been told at meetings. They seemed satisfied. p. Gaynor said when the contractor is on site, his staff will be on site at all times. The City Project Manager, Stephanie Levine, will be following the construction as it progresses. Item A3.5 was unanimously approved, 5-0 (A3.6)*Annroval of Lowest Resnonsible and Resnonsive Bid (09-04) and One Year Extension for Bid MM51 Water Distribution Materials Recommend approval or contracts for the Water Distribution Materials to East Jordan Iron %Yorks, Inc. (310 Garnet Drive, New Lenox, IL) in the amount or 525,000; RD Supply Waterworks (29950 Skokie highway, Lake Bluff, IL) In the amount of 565378; Mid American Water (1125 N. Old Rand Road, Waucondi, IL) in the amount 580,000; and Water Products Co. (P. O. Box 50, Aurora, IL) in the amount of 545,000. The total amount Is $215,378. Funding provided from the operating funds in the Water Fund account (S190,378) and the Sewer Fund account (525,000). Aid. Rainey expressed difficulty in reading Item A3.6. She commented that the Water Department u_gnlly has very clear documents. Item A3.6 was unanimously approved by consent. (A3_7)*Annroval of Sole Source Contract for the Installation of Elevator Air Conditioning Systems In the Sherman Plaza Self Pars: Recommend approval of sole source contract to purchase and Install elevator air conditioning s}-stems in the Sherman Plaza Self Park with ThyssenKrupp Elevator Corporation (2305 Enterprise Drive, Westchester. IL) In the amount of 533,246.00. Funding provided by CIP Sherman Garage Repairs account. Aid. Holmes ►►ordered how Ions a person could be in an elevator to warrant installing air conditionin_ Obviously the desi�mers felt that it ►vas not necessary. D. Cook (Superintenc'_ent of Facilities) said that during last summer. which was unusually hot, the thermometer inside the cars read 105 degrees. Aid. Holmes asked what amount of time was a passencer in the elevator car. D. Cook said that if the car stops, the AJC has its own source so it will continue to run. John Burke (Transportation Director) said that there is batter}. back-up for the A/C. Aid. Rainey said there should be a back-up generator for the elevator. J. Burke positively confirmed the Alderman's suggestion. Aid. Rainey then asked why put in AJC since the car u-ill not be stuck for any length of time. A&PW Minutes for4/28108 Page 3 of 8 Aldcnnin Rainey asked for the total number of studies that were preformed and why this item was not included. Ald- Jean -Baptiste asked J. Burke if this was his department. J. Burke said yes. He also said that the glazing of the windows was thought to be adequate and has proven not to be the case. Item A3.7 was approved a yea, 1 nay with Aid. Rainey voting nay. (A3.8)*Approval of One Year Contract Extension Bid (06-23) for the Purchase of Water Meters and Meter Reading Enuiament Recommend approval of the second one-year extension option for the purchase of Hater meters and meter reading equipment with BadgerMeter, Inc. (4545 West Brown Deer Road. Milwaukee, NN7) in the amount of S55,680. Funding available from the Water Fund. Item A3.8 was unanimously approved by consent. (A3.9)* Appro►:x1 of 3-Year Renewal of Elevator Service Agreement with Otis Elevator Recommend approval of a renewal of the Service Agreement with Otis Elevator Company (949 Oak Creek Drive, Lombard, IL) for service at the Civic Center.'liunicipal Service Center. Maple Avenue and: Church Street Self Parks for a 3-year term with a first year cost not to exceed S59,882.68. Funding provided by FY 09;09 operating budgets for Facilities Management and Parking Services. Aid. Rainey poinicd out that this is another case where the City did not bid out an expensive contract. NYhy were there not choices and if none, why it was not re -bid. Aid. Holmes asked if all the equipment was Otis elevators D. Cook said that there are different brands in different buildings. He was pleased that the negotiations on the pan of the City of Evanston reduced the tern of the contract from five years to three and the payment increase was held under the 3!o cost of living. AId. Rainey asked why the City could not get a contract for one year. Elke Purse (Interim First Assistant Corporation Counsel) pointed out that this was an automatic renewal and the negotiations by D. Cook on behalf of the City were excellence_ - The City missed the narrow window of opportunity when the contract lapsed in December to not renew the contract so this item should have been shown as request for ratification of the contract as renewed and negotiated. Aid. Jean-Baptisue asked why the committee was not told this, it has caused them to go through the motions to no avail. Aid. Hansen asked why we Iet the contract lapse. Aid. Rainey wondered if there are other contracts like this. She suggested that a "tickler file" be set up. Jewell Jackson (Purchasing Manager) said that her department has been asked to create a list of all professional contracts as to their negotiation dates and last date.-J. Burke said that it was an oversicht by Public Works and yet, lee feels they did the best tinder the circ-urnstances. Aid. Jean -Baptiste asked why this came before a & Pw. E. Purze said that with the City Manager's policy of transparency, this was brought before them for ratification and approval. Item A3.9 was unanimously approved-5-0 (A3.10)*Avnrov2l of Contract (RFO 08-73f for Phase I Engineerins: Services for Sheridan Road Corridor from South Boulevard to the Cite limits with the Village of Wilmette. Recommend approval of a contract to provide Phase I engineering services for the Sheridan Road Corridor Improvement Project benveen South Boulevard and the city limits with the Village of Wilmette with Transystems Corporation (105I Perimeter Drive, Schaumburg, IL) in the amount of S633,470.66. Funding provided by the Motor Fuel Tax (SIFT) Fund. Approval of this Item Is contingent on approval of Agenda Item A.5 — 3SFF Resolution 26-R-08. A&PW Minutes fix 42&W Page 4 of 8 Aid. Rainey questioned the dates in the documents as sued on page 4. J. Burke said for construction in 2009, they need to first, take over ownership of the road from the State; two. go through the design process; three, study the soil water, etc. and four, put out bids in early 2009. Aid Jean- Baptiste asked about maintenance until 2009. Suzette Eggleston (Superintendent of Streets and Sanitation) said that there are three crews on the streets each day roaming the City identifying areas that are in tzeted of repairs. All streets, side as well as major, are being viewed. Now that the asphal: plant is open more permanent patches can be placed. Ald. Rainey asked if the asphalt being dug up on Ridge Avenue kill be reused. S. Eggleston said it would not, it is not 3 good batch. Plus, the City has a mound of good asphalt that they are currently using. Item A3.10 was unanimously approved by consent. (A3.11)*Annroval of Contract for a Water & Sever Cost of Services And Fee Studv IRFO O8-7 Recommend approval of a contract for a grater & sewer cost of services and fee study with Malcom Pirnie, Inc. (1515 East Woodfield Road, Suite 360, Schaumburg, IL) In the amount of 539,950. Funding provided by the Water Fund, $19.975 and the Sewer Fund, $19,975. AU Jean -Baptiste said that the way he read it, the' Ci.,v had already paid to have a forecast of revenue for 2005/2006 and that now the forecast is behind the actual revenue. Dave Stoneback (Water Superintendent) said rhas is to obtain a forecast for the next ten years. The current shortfall is the result of wet weather. Sales have been lower in 2006 and 2007. Aid. Jcan-Baptiste asked if the forecaster assumed that the ttstnctions on water usage in 2006/07 would continue. D. Stoneback said that the same amount is being paid to the forecaster. We sold less water to NU, the hospitals, etc. These major users now have water reduction systems so they use less and they buy less. Normally, forty percent ' of the water is used Poi• lawns. However. during wet summers, less is used, ergo. _rcvcnue drops: Aid. Rainey noted tha: increased sewer rates caused usage to go down. Why'isn% there a taws rate. D. Stonei:-a:k said that if the City did not charge for lawn usage,they would have to increase the mgular water usage rate. Aid. Rainey said that they, are told the City has reached the tipping point and that is the issue. Eva. ston's water bill is higher than Chicago's. She sugj-�-ted that the City of Evanston must fi__z= our how to'ehange this. Aid. Wallin noted d--t water conservation actually makes water rates rise. D. Stoneback said the sewer debt of thirteen million a year drives the cost to the citizens, and cost is based on usage. less .,ge may sound good, but the thhu= million still needs to be paid on an annual basis. Ald. Holmes asked how much A-=-.r the city sells. D. Stoneback said that information Li not in the documents. There was a slight increase in water sold to Skokie and : WWC. Ald. Rainey remembered from budget deliberations that there were difference charges for meter size, not usage. Is there any legitl reason not to do it. Ald. Jean -Baptiste rememcc=d something that everyone should be charged the same. D. Stoneback said indica:_,i that was a requirement of obtaining IEPA loans for the sewer project. However, t~a would not apply to water rates. AId Jean -Baptiste said that this new forecast mus: address charging more for customers that use large quantities of water. D. Stoneback. said that the availability of water and the treatment of water are both considered. Item A3.1 I was unanimously approved, 5-0 A&PW Minutes for 4/28I08 Page 5 of a (A3.12)*Anoroval of Purchase of 375 Trees and Contractual Planting of 100 Trees Recommend approval of the purchase of 375 trees from Suburban Tree Consortium (STC) (West Central Municipal Conference, 1127 South Manheim Road, Suite 102, Westchester, IL) In the amount of $78.254. Recommend approval of additional purchase of the contractual planting of 100 trees through STC in the amount of $9,000. The total expenditure for the purchase and planting is S87,254. Funding provided from the General Fund and S25,000 from CIP contingency funds. Current account balance is $939,719. After contract approval the balance will be $914,719. Item A3.12 was unanimously approved by consent. (A4)* Resolution 1-R-08 Authorizing the City Manager to Sign an Agreement Between the Citv of Evanston and Robert Smart for Public Art at Fire Station *S Consideration of proposed resolution I-R-08 authorizing the City Manager to execute an agreement with Robert Smart for Public Art at Fire Station #5 in the not to exceed amount of S40,000. Funding provided by the Percent for Art ordinance in connection with the construction of the new Fire Station #5. Item A4 was unanimously approved by consent (A5)* Resolution 26-R-08 Authorizing Motor Fuel Tax Funding for Sheridan Road Phase i Engineering,, Consideration of proposed resolution 26-R-08 authorizing S633,470.66 of Motor Fuel Tax (11NT) Funds for the Sheridan Road Phase I Engineering. Item A5 was unanimously approved by consent (A6)* Resolution 28-R-08 Authorizing the Cin• Manager to Sign Local Document for an Anoltcation to Participate in an Interagency/Joint Funding Agreement through the Illinois Transportation Enhancement Program for the Evanston Lakefront Corridor Reconstruction Proieet Consideration of proposed resolution 28-R-08 authorizing the City %tanager to sign FY 2008 Local Assurance Document for an application to Participate in an Interagency/Joint Funding Agreement through the Illinois Transportation Enhancement Program for the Evanston Lakefront Corridor Reconstruction Project. Item A6 was unanimously approved by con -sent. (A7)* Resolution 29-R-08 Authorizing the Cin• Nlana2er to Sign FY 2008 Local Assurance Document for an Anolication to Participate in a lnteragency/Joint Funding_ Agreement through the Illinois Green Streets Initiative Consideration of proposed resolution 29-R-08 authorizing the City Manager to sign FY 2008 Local assurance document for an application to participate in an Interagency/Joint Funding Agreement through the Illinois Green Streets initiative for the Evanston Tree Replacement Project Item A7 was unanimously approved by conseIL (A8)* Resolution 35-R-08 Authorizing the Ciry Manager to Accent a Donation In the Amount of S256.000 Toward the Creation of Public Art at Raymond Part: Consideration of proposed resolution 35-R-08 for City Manager to accept a S256,000 donation from an Evanston resident who wishes to remain anonymous, for the creation and installation of public art entitled "Conversation: Here and Now" by Evanston artist Indira Freltas Johnson at Raymond Para:. A&PW Minutes for 412&D8 Page 6 of 8 Aid. Rainey mentioned that when the Public Art Committee for Sherman Plaza viewed the many entrants, this particular piece was admired by all. It is also by an Evanston artist. The artist. \is. Johnson stood and was applauded. She will be holding meetings in the community to get i=put about the designs on the chairs. Aid . Rainey also offered many thanks to the donor. Item AS was unanimously approved by consent. (A9)* Resolution 34-R-08 Authorizing the Citv Manager to Sign an Asreement Between the City of Evanston and Indira Freitas Johnson for Public Art at Raymond Park Consideration of proposed resolution 34-R-08 authorizing the City Manager to execute an agreement with Indira Freltas Johnson for Public Art at Raymond Para: In the not to exceed amount of 5256,000. Funding derived from an anonymous donor living in Evanston. Item A9 w-as unanimously approved by consent. (AIO)* Resolution 3ti-R-08 appointing a Director and Alternate Dirsctor to the Solid Waste Agencv of.Northern Cook Couniv 1SVYA.NCCI Consideration of proposed resolution 36-R-08 appointing it Director and Alternate Director to the Board of Directors of SWANCC pursuant to the SWANCC agency agreement. The City of Evanston is a member of SWANCC. Item A 10 was unanimously approved by consent. (At I)* Ordinance 1943-09 Proposed Paying of Allev Worto of Thayer Street/East of Reese Avenue - Special Assessment 1496 Consideration of proposed ordinance 19-048 for the paring or the alley north of Thayer Street and east of Reese Avenue - Special Assessment Process. Item AI I was unanimot-,Iy approved by consent. V. ITEMS FOR DISCUSSION Aid. Rainey commented on the size of the packet for this committee meeting saying that much could have be= accomplished by the Rules Committee. This amount of work was too much to review in a few days. G. Morgan asked if she meant to make the packets smaller or more conci�. Aid. Rainey said no, just more manageable. Aid. Wallin mentioned that some ite=c, like A6 and A7 which have a May 5th deadline should have been on an earlier azend, (APWI) Use of Recycling Center Judy Aiello (Assist_nt City Manager) said the question was "What to do with the Recycling Center''' Currently it is used for storage which has allowed the City to stop renting facilities. all departments say they need storage space but the whole site needs to be looked at. Compos-tin_ is going and a new development is coming. CIP in the next year is going to create a raster plan to decide uses by all concerned. J. Aiello asked if it is aecct+table by tl .- A &- P fit' committee to get a study started. Aid. Wollin asked if it would be an in-houc te.,-n rather than a consultant. J. Aiello said the idea was to go outside but if not it can ;,: done by a home team. Aid. Rainey mentioned the need to study the traffic flan. In :.he evening by five p.m., multiple activities in the park are the cause of traffic backing up all along Oak -Ion Street. She has requested that street parking be restricted. Ald. Rainey: did note that storage for the City and the Fire Departments is good. J. Aiello said that the team will make a presentation at the end of summer or beginning of fall. A& W Minutes for 4128108 Pape 7 of 8 (APW2) Business Inspecdon/Occupancy Certificate Postponed until the next committee meeting. VI. CONIIIU\ICATIONS VII. ADJOURNNIENT: 7:05 p.m. Respectfully submitted: Phillip Baugher Administrative Assistant, Finance Departg= ABPW Minutes fix 4rAW Page 8 of 8 ADINIINISTRATION & PUBLIC WORKS CO.NINIITTEE .NIINUTES .NIonday, May 12, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Ald_ Jean -Baptiste, Aid. Wollin, Aid. Holmes, and Aid. Rainey 1lembers Absent: Aid. Hansen Staff Present: Sol Anderson, John Burke, David Cook, Dolores Y. Cortez, Joellen Daley, Steven Dmzner, Chief Eddington, Doug Gaynor, Elizabeth Howlett, Jewell Jackson, Shanee Jackson, Lonnie Jeschke, Kevin Lookis, Gavin Morgan, Sat Nagar, Perry Polinski, Max Rubin, Rolanda Russell, David Stoneback, and Evonda Thomas Presiding: Ald_ Jcan-Baptiste I. DECLARATION OF QUORUM With a quorum persent, AIderman Jean -Baptiste called the meeting to order at 5:41 p.m. II. APPROVAL OF NILN'UTES OF REGULAR NIEETING of April 28, 2008 Minutes were unanimously approved, 4-0 111. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA {Al)* City of Evanston Payroll through 05/01/08 S2,309,029.94 Item A 1 was unanimously approved, 4-0 (A2)* City of Evanston Bills through 05/13/08 S2,132,083.30 Aid. Wollin questioned the item for the National Institute of Crime Prevention on Page 2 of the menua. Aid. Holmes explained the program. Aid. Wollin asked if it was just for staff. Chief Eddington explained that it would be held at the Presbyterian Homes. AId. Rainey had heard that it was going to be at the Presbyterian Homes and wanted to know why. Chief Eddington commented that the number of pa:-�i:.ipants and the length of the program made it necessary. Council members can attend and observe. Chief Eddington asked that Council call first to get the schedule of the class. Aid. Jean -Baptiste asked about community activists' paniciparion. Chief Eddington responded that this wouldn't work without their participation and that they will be involved. Aid. Rainey asked about the elevator contra.zt.. Doug Gaynor addressed the elevator contracts, explaining that we had two ditierent companies, and that one defaulted. Aid. Rainey asked for the costs of the leadership training and would like to see it all on one page. Aid. Rainey requea.ed a report on what the leadership group has done thus far, and a list of the legacy group. Chairman Jean -Baptiste asked Sol Anderson to discuss the Youth S=mit. Sol stated that 50 or 60 kids and 25 or so volunteers A&PW Mintres for 5112108 Page 1 of 5 attended. He talked about the guest speaker, Mawi Asgedom, author of the book Of Beetles and Aneels, and described a good dialogue between Mr. Asgedom and the participants. Item A2 was unanimously approved. (A3.1)*Approv21 of the Lowest Responsible and Responsive Bid (09-08) for Granular Materials Recommend approval of a contract for furnishing and delivering granular materials to DiPaolo Company (4350 DiPaolo Center, Glenview, IL) in the amount of S72,700. Contract term Is one year with an option for a one year extension. Funding provided by the %Yater Fund (S29,200) and the Sewer Fund (S43,500). Aid. WolIin asked about the unit price increasing and the quantity price decreasing. Dave Stoneback (Superintendent of Water & Sewer) and John Burke (Director of Public '%Yorks) committed to finding an explanation and clarification of the table and report to Council before the Council Meeting begins. Chairman Jean -Baptiste declared this item is being held until explanation/response is received with Committee agreement. Dave Stoneback researched and responded before the end of the A&PW Committee meeting that an error had been made on the table comparing last year's prices to the proposed new bid prices. The table showing the comparison of bid prices for the current year was correct. Item A3.1 was unanimously approved. (A3.2)*Appr0v2l of 3-Year Contract (RFO 08-89) for Material Testing Services Recommend approval of a 3-year on -call contract for material testing services for public works improvement projects to Great Lakes Soil and Environmental Consultants, Inc. (600 Territorial Drive, Suite "G", Bolingbrook, IL) in the amount of S180,000 with a first year payment not -to - exceed contract amount of S60,000. Funding provided by 1IFTICIP Street Resurfacing, CIP Block Curb and Sidewalk, CIP Alley Paving and CDBG ADA Ramp. Item A3.2 was unanimously approved. (A3.3)*Anpro►21 of Sole Source Contract for the Renewal of the Software License and Service Agreement for the Police Department's Computer Aided Dispatch Svstem Recommend approval of the renewal of the annual sole source software license and service agreement with SunGard Public Sector (1000 Business Center Drive, Lake Mary, FL) for the Police Department's Computer Aided Dispatch System (CADS) software In the annual amount of S33,825. Funding provided by the Emergency Telephone System budget. Item A3.3 was unanimously approved. (A3.4)*Approval of Sole Source Contract for the Police Radio Service ALYreement with Motorola. Inc. Recommend approval of the renewal of the annual sole source service agreement with Motorola for the Police radlo and E94-1 phone systems In the annual amount of S46,845.30. Funding provided by the Emergency Telephone System budget, Item A3.4 was unanimously approved. ABPW Minutes for W12= Pace 2 of 5 (A4.1)*Ch2nge Order #1 to the Contract i%ith Benchmark Construction for the Ridge Avenue Roadwav Recommend approval of change order #1 to the Illinois Department of Transportation (IDOT) contract with Benchmark Construction, Inc. (2260 Southrrind Boulevard, Bartlett, IL) for the Ridge Avenue Improvement Project. This change order will reduce the contract amount by $732,699.66 from S7,118,324.73 to S6,385,625.07. Aid. Rainey asked if staff reviews change orders such as this to determine how the deletion of a S700,000 item would have affected the original bidding process. John Burke (Director of Public Works) confirmed this is done. AId. Rainey asked if we would have still selected this bid if staff had gone back to the bids received and deducted this item from each bid. Burke answered yes. He also explained that this was an IDOT-let project and that the IDOT specification on the use of the polymerized leveling binder item called for not using the fiberglass strip reflective crack control, which resulted in the elimination of this bid item. Aid. Rainey asked if the S700,000 savings would be realized by the City. Burke confirmed that the savings would indeed be the City's funds. Item A4.1 was unanimously approved_ (A5)* Resolution 37-R-08 Assuming Resnonsihillty for the Temnorary Closure of Sheridan Road for the Rickv Bvrdsong 5K Race Consideration of proposed resolution 37-R-08 assuming responsibility for the temporary closure of Sheridan Road from Lincoln Street to Dempster Street and Forest Avenue from Sheridan Road to Greenwood Street for the 9`' Annual Ricky Byrdsong Memorial 5K Race Against Hate. Cost for the event Is estimated at S5,000 for the Police and Evanston Transportation staff which will be reimbursed by the Rick Byrdsong Foundation. Aid. Wollin asked for staff to include the date of the race in the Agenda Item Summary Sheet in the future. Staff «-ill do so. Item A5 was unanimously approved. (A6)* Resolution 41-R-08 Authorizing 2008 Summer Plan Consideration of proposed resolution 41-R-08 authorizing funding for the 2008 Summer Plan in the amount of S189,762. Funding provided by the JAG grant, S57,215; TIF funds, S29,327 and additional City funds S103,220. Aid. Rainey asked if this is the Summer Plan for the enitre city or only the downtown. Chief Eddington explained that this is the plan for the entire City and that the beats identified in the plan are for the purposes of this plan. Aid. Rainey noted there is not much activity described for the South end of Evanston. With regard to the curfew, Eddington noted that the Police Department is working very hard with the theatre owner on Maple Avenue, that Chicago and Evanston will be on the same page as fir as the time for the curfew, and that the Curfew will be in effect beginning May 22-"'. Aid. Jean -Baptiste reminded Chief Eddington that his staff would be in charge of getting information about the curfew out to the public. Aid. Jean Baptiste requested that information regarding the curfew be included in the next City -School Liaison meeting. Chief Eddington stated that Donna Stuckert forwarded information to the right parties. Aid. Jean -Baptiste is looking for accountability. Interim City Manager, Rolanda Russell, stated staff would inform the community; Stuckert will utilize the website, Highlights, and community media outlets, and the Problem Solving Team «711 address the churches. Aid. A&M Minutes for 5112108 Page 3 of 5 Wollin asked about vacancies in the Youth Program. Chief Eddington confirmed that all vacancies are filled. Aid. Rainey asked when Ron Strong retired. Chief Eddington stated the end of last month, and explained that the department has made arrangements with Mr. Strong to do training for new staff. Aid. Jean - Baptiste asked that the curfew be discussed at the full City Council meeting tonight, so that it will be televised and we can begin to increase awareness. Item A6 was unanimously approved. (A7)* Ordinance 63-0-08 Authorizing the Sale of City Suralus Fleet Vehicles Owned by the Cite of Evanston Consideration of proposed ordinance 63-0-08 declaring various equipment and vehicles surplus property to be sold at a public auction at the Lake County Department of Transportation municipal public auction on June 7, 2008 In Libertyville, Illinois. Aid. Holmes called staffs attention to the #3 Crown Victoria line item detail. She assumed that the figure for cost of repairs. S37,474, was an estimate of what it would cost to repair the vehicle and not how much we spent to repair a car that cost S23,893 new. Aid. Holmes recalled a pre%ious conversation with staff about reinvesting funds in a vehicle to this extent. If the S37,474 is cumulative over the four years since the car was purchased, she could better understand this amount. Aid. Holmes requested that the City Manager's Office provide more information on this issue. Aid. Rainey asked for the Fleet Division to complete a vehicle audit. Lonnie Jeschke (Fleet Manager) will respond to council with a full report. Aid. Rainey asked if staff could recall any particular occurrences with the car over the last fouryears that resulted in these kinds of costly repairs. Jeschke responded no. Aid. Holmes asked that we look at all our vehicles and make sure we're not putting "good money alter bad." Aid. Jean -Baptiste asked about the surplus, dollar amounts, time frames and what happens to the used vehicles/equipment. Interim City Manager, Rolanda Russell, explained that any time we get rid of equipment; we are required to bring it to the attention of the City Council. Russell stated staff will have old records pulled to see what the City has done in the past. Item A7 was unanimously approved. (AS)* Ordinance 64-0-08 Decrease In the Number of Class D Liquor Licenses, Tacos del Laso Consideration of proposed ordinance 64-0-08 amending Section 3-5-6 (D) of the City Code to decrease the number of Class D liquor licenses from 23 to 22 due to the closing of Tacos del Lago (822 Clark Street, Evanston, IL). Item A8 was unanimously approved. (A9)* Ordinance 67-0-08 Decrease in the Number of Class D Liquor Licenses. Rubv of Siam Consideration of proposed ordinance 67-0-08 amending Section 3-5-6 (D) of the City Code to decrease the number of Class D liquor licenses from 22 to 21 due to the license expiration of Ruby of Siam (1125 Emerson Street Evanston, IL). Aid. Jean -Baptiste referred to citizenship being a requirement for a liquor license, and requested that staff look into this issue further. Gavin Morgan responded that the State requires the license holder to be a "resident" as opposed to a "citizen", and confirmed that Chicago is consistent with the State's rules. Aid. Wollin asked MPW Minutes for 5112108 Page 4 of 5 if the owner had been fingerprinted. Morgan said that he has, but that the results have not come back from the State yet. Mr. Morgan confirmed that the applicant has completed BASSETT training as well. AId. Jean -Baptiste made a reference to change the citizenship requirement to be consistent with the State regulations, since this limitation would mean that a person could have a restaurant, but because they are not a citizen, they cannot have a liquor license. Aid. Rainey asked why we put him through the application process, or did we not realize he was not a citizen. Morgan responded that the applicant began the process before staff realized he was not a citizen. Aid. Rainey suggested it would be helpful if we looked back in our archives to review Council discussion when the liquor ordinance was originally adopted. Chairman Jean -Baptiste addressed the new owner of Ruby of Siam who was present and explained to him that the law doesn't allow us to grant you a liquor license at this particular time but the committee and staff are going to look into some changes. Aid. Jean -Baptiste confirmed that Gavin Morgan will be in touch. Item A9 was unanimously approved. V. ITEMS FOR DISCUSSION VI. CONI\IU\ICATIOYS (APWI) Business InspectionlOrcupancy Certificate Kevin Lookis explained to the Committee that staff from the Finance, Health and Law departments had researched a possible Business Inspection/Occupancy Certificate program. In reviewing similar programs in other communities, staff discovered that others also do not deal with operations that are licensed by the State or other higher authority. Based on legal considerations, we could not create a license without providing some service to the licensee or protecting the health and safety of the community. The Health department concurs with this opinion. For example, if there is a complete inspection of the business, then we can create a license that the licensee would be responsible to pay for. There are not a large number of communities that do this with regard to state licensed businesses. Aid. Holmes feels that it is essential that we have inspections and fees for these businesses that are currently not regulated by local authority. Although it is not a great deal of revenue, it is a protection tc%r the City. Staff recommends Council direct them to draft an ordinance pertaining to business inspection and licensing. Aid. Rainey asked what license is required to operate a salon. Lookis explained that the individuals hold state licenses. Ald. Cheryl Wollin mentioned the chemical inventory. Lookis a --reed and stated that most salons do have the chemical separation but not all. Ald. Holmes explained that this is the health piece of the licensing. Unsanitary practices carry no rep-rcussions as long as the City of Evanston does not license. If we license. we can punish or permit. Aid. Rainey feels we don't have the manpower to ent-orce. Chairman Jean -Baptiste stated if the program stretches the city so much we may have to pass on the costs to the licensees. Interim City Manager Russell stated Council would receive a report from the Director of Health and Human Serb -ices on the impact of initiating health inspections at non-food facilities. VIL ADJOUIMNIE\T: 6:43 p.m. Respectfully submitted: Dolores Y. Cortez Executive Assistant A&PW Minutes fbr 5112= Page 5 of 5 ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, May 27, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Hansen. Aid. Holmes, Aid. Jean -Baptiste, Aid. Rainey, Aid. Wallin Members Absent: Staff Present: Chief Berkowsky, John Burke, David Cook, Paul D'Agostino, Joellen Daley, Bob Dorneker, Steven Drauur, Chief Eddington. Doug Gaynor, Beth Howlett, Jewell Jackson, Shance Jackson, Lonnie Jeschke, Gavin Morgan, Perry Polinski, Rolanda Russell, Dave Stoneback, Evonda Thomas, Liss Woods Oibers Present: Dean and Mary Noonan — Winestyles Smithprin Chantarangkul — Ruby of Siam Matt Erickson — NICOR Presiding: Aid. Hansen 1. DECLARATION OF QUORUM With a quorum present, Alderman Jean -Baptiste called the meeting to order at 5:42 pm. II. APPROVAL OF MINUTES OF REGULAR MEETING of May 12, 2008 Minutes were tabled for the next committee meeting. III. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (A])" City of Evanston Payroll through 05/15/08 S2,298,477.72 Item A.I was unanimously approved 4-0. (A2)* City of Evanston Bills througb oS/281o8 S3,375,463.83 Aid. Rainey stated that she would appreciate that the questions asked by the Aldermen would be included with the answers. Aid. Rainey questioned p.6, the Colley Elevator Co. payment asking just how many contracts does the City have with how many elevator companies. She also questioned the item on p. 16 Brickman Landscaping. She stated that the maintenance is not what it should be. Much of the plantings arc dead. The pots on Howard are cleaned out but not planted. The condition of the four corners area is horrible, all dead plants. She asked, who is watching over this. Paul D'Agostino (Superintendent of Parks/Forestry) said that he has met with the vendor Brickman and a list was made of work to be accomplished. But, due to weather, they are behind schedule. Aid. Rainey noted that private yards and gardens do not seem to have been held back by the weather. Contirauing on to p.17, Teen Pregnancy Prevention Grant, Aid. Rainey mentioned that the Latino Outreach Coordinator commented that there is a lack of family planning services in the City. With this grant being around for years, Aid. Rainey asked how we, the City, can ett people into the program. Gavin Morgan ( Assistant to City Manager) said that an e-mail had been sent out saying that this topic would be discussed separately. Evonda Thomas (Director Health and Human Services) said that the Teen Pregnancy Prevention Grant does not handle direct medical services. She agreed that there is a need is the community for specialty services including Family Planning. Aid. Rainey asked wiry the money is spent on lunches, bus, ctc. Where is the provision for family planning service. E Thomas said that adults are referred for medical services. Aid. Wollin asked if it was available to adult women. E. Thomas said that the grant does not cover that age group. Ald. Rainey asked if there was any way to get some flexibility in the grant. E. Thomas said that as a State grant, the deliverables for this particular grant are age and income specific so Adult women would not be eligible for these services.. A State grant is very specific on whom and what services can be administered. The group Aid. Rainey is referring to cannot be assisted under this grant. "All Kids" covers the insurance coverage for family planning programs. E. Thomas said that there are not enough "All Kids" providers in the community. This often causes a delay in getting services provided. The City of Evanston does use Skokie and Rogers Park. Aid. Rainey moved that the City Manger comes back to the committee with a plan to reinstate these services in the City. Aid. Wollin asked about "Sliding Fees" on Howard. E. Thomas said that that is the same medical service mentioned Rogers Park Access and we use their services and refer to them. Aid. Wallin asked if the hospital picked up the slack. E. Thomas said that they have picked up some but are experiencing a three month delay before a person can go into care. Aid. Holmes suggested that the City's Outreach person needs to hold workshops and offer them in several languages. Aid. Rainey asked if contraceptives are discussed. E. Thomas said that if a person came here, they would receive the item. She also stated that her Department is working with many agencies to develop relationships so that when they get family services in place we can use them. Aid. Rainey asked if the committee was reluctant to pursue the addition of a staff position. Aid. Holmes asked that the City Alanagcr got the figures together. Aid. Rainey wondered about the payments to Chicago Title & Trust on p. 18, especially for 602 Mulford. Though the Bills list says S25,000 spent on two down payment assistances, the recorder of deeds reports S73,000 from the City at that address. Aid. Rainey noted that in addition to the 630K given to Reba Place to subdivide a building we then gave the owner 73K but to date there has only been one buyer and one closing. G. Morgan will get all the particulars together. What is the status of the firing range was the next question. Chief Eddington (Chief of Police) said some bids have come in and they all were much higher than anticipated by up to a quarter of a million dollars. As concerns the Bar Coded Evidence Analysis Statistics and Tracking (BEAST) Police Property Management System, Chief Eddington stated that it is the only bar coded system that is compatible with the State system. Currently the City of Evanston is not in this area. Aid. Rainey asked why the results of the cigarette sting were not made public. Chief Eddington said that he would sce to it. Item A2 was approved unanimously, 5-0 (A3.1)'Annroval of Sale Source Contract far the Purchase of Mobile Data Browser Software for the Fire Department Recommend approval of a sole source software purchase from Sungard Public Safety that will enable Fire Department emergency vehicles to communicate with the 911 Center via the vehicle computers. The cost for this purchase is $83,046.94. Funding provided by the Emergency Telephone System Budget. Aid. Holmes asked when will the purchase arrive and be instilled. Chief Berkowsky (Fire Chief) said that the hardware had to come first_ Aid. Rainey noted that two years ago the Fire Department got approval for hardware and two years Iater we arc now buying software. Will they be compatible. Chief Berl:owsky said he has involved our IS Department to endure the compatibility of the hardwars and software. Many steps were needed to get to this point_ Aid. lean -Baptiste asked if the City staff were performing the interface. Chief Berkowsky said they have been part of the procedure for these past two years. Aid. Ican-Baptiste asked that since SUAGARD is the sole source provided, we should have additional language covering the safeguards for compatibility. Lisa Woods (Staff Attorney) said that that could be done, provided SUNGARD agrees. -2- Aid. Jean -Baptiste would like to see the coverage go for at least four years. Chief Berkowsky said that the software vendor said the system is compatible with our 911 system but they cannot control our hr-rdw-are. They provided a list of changes needed CAD 6.0 is the latest change. We have Watched Skokie who has the same system and their systems are working. Aid. Jean -Baptiste said that if they say their system will work, they should be willing to put it in writing. Item A3.1 was approved unanimously, 5-0 (A3.2)• vroval Contract (RFQ #08-74) for the Evanston Water Utility Supervisory Control and Data Acquisition SCADA Study Recommend approval of a contract for the Evanston Water Utility Supervisory Council and Data Acquisition (SCADA )Study to CDM (125 South Wacker Drive, Suite 600, Chicago, IL 60606) in the amount of $136,790.00. Funding provided by the operating funds in the Water Depreciation, Improvement, and Extension (DIE) account. Aid. Rainey wanted to clarify that the 136K is only for engineering reports, not the end product. Dave Stoneback (Water Superintendent) said that is correct, the total project will be 800 to 900K. It was mentioned that the City is having to switch due to the newest changes in the field. The reality of technology is the need to upgrade. Asked if this was a capital fund, D. Stoneback said it was, the water capital fund. Aid. Rainey thought is was good that eleven responses had come in. Item A3.2 was approved unanimously, 5-0 (A3.3)•Anvroval of Contract (RFP 09-101 for Replacement of Fire/Police Radio Antenna Tower Recommend approval of a contract with T. Steele Construction (8300 42id Street West, Rock Island, IL) in the amount of 5170,335 for the purchase and Installation of a 140 foot radio antenna tower for Flre/Pollce radio. Funding provided by the Emergency Telephone System budgeL Jewell Jackson (Purchasing Manager) stated that this is a time sensitive request and though some items have not been filed, it is asked that it be approved pending receipt of narrative explaining why they need a waiver for the M/W/EBE requirements. Aid. Rainey asked how the evaluators of the bids could give every bid the same value for technical compliance. Pent' Polinski (911 Center Communications Coordinator) said that those questioned all had a familiarity with cellular towers. Aid. Rainey asked if it was going to be taller than the existing tower. P. Polinski said that it would be by thirty feet. Ald. Rainey asked if the neighbors have been notified of the upcoming changes. Even though the work is being done on municipal property, neighbors of the property need to be informed. Chief Berkowsky said that the new tower will be thinner and there is no need for guide wires. In response to Aid. Hansen's questions he said that he would set up a meeting with Aid. Bernstein to share the information concerning demolition and construction. Aid. Jean -Baptiste asked when the vendor requested a waiver from the City's MIWIEBE requirement. J. Jackson said that it was part of the RFP and at the time of submission of a bid, a waiver can be requested. Aid. Rainey asked if the company Divane has requested a waiver. J. Jackson said that of the three who bid, one ignored the requirement, one met a part of it and one requested a waiver. Roland Russell (Interim City Manager) stated that this item was not handled properly. L. Sheppard (Business Development Coordinator) will be con=ted to regarding; the compliance for M/W/EBE. Staff will follow up on the administrative errors. Item A3. was held in committee. -3- (A3.4)•Anvroval of Enactment of the 0 Optional Contract Bid # OS-301Yesr with Total Building Service Inc. for Janitorial Services at Cihr-owned $uildinp Recommend approval for the City to enact the 4 optional year of the contract (Bid # 05-30) with Total Building Service, Inc. (340 Bennett Road Elk Grove Village, IL) for an additional year for the purchase of janitorial services at the Police and Fire Headquarters', Police Outpost, Civic Center and Library in the annual amount of S228,027.48. Funding provided by budgeted operating budgets of each division as detailed in the attached memo. Ald. Rainey asked if the City missed a deadline. Doug Gaynor (Director Parks Forestry & Recreation) said no, we arc right on target. Aid. Rainey said that the services provided are excellent but asked if he could get the windows cleaned at the Police Outpost. D. Gaynor said he will see to it. Item A3.4 was approved unanimously, 5.0 (A3.S)•Aaaroval of the Lowest Responsible and Responsive Bid (09-05) for Tor&Srson Fork Renovations Proieet Recommend approval of a construction contract from Pedersen Construction, Inc. (935 Holmes Avenue, Deerfield, Illinois) in the amount of $206,750 for the Torgerson Park Renovations project. Funding provided by Capital Improvement Program (CIP). Aid. Rainey said that this proposal is perfect and suggested that the firm be informed of all upcoming projects. P. D'Agostino noted that they had been sub -contracts on other projects. Item AM was approved unanimously, 5-0 (A3.6)*&Droval of the Lowest Responsible and Responsive Sid (09-121 for the 2009 Dutch Elm Disease Control Program Recommend approval of contract in the amount of $476,307 from Landscape Concepts Management, Inc. (LCNII) (31745 Allegheny Road, Grayslake, IL) for the 2008 Dutch Elm Disease Control Program. Funding provided by the General Fund in (S248,300) and Reserve funds from previous years (S354,185). Aid. Rainey asked why this is so expensive since we arc in the fourth year of this program. P. D'Agostino said that this is beginning all over again. Aid. Rainey asked if he was confident. P. D'Agostino responded that he is a little hesitant since this is not a contractor that the City has used before but their references are favorable. Aid. Wollin asked how citizens are informed. P. D'Agostino said that once a contract is signed, a press release will be issued to inform residents. Item A3.6 was approved unanimously, 5.0 (A3.7)'Annroval of Lowest Responsible and Responsive Bid (09-131 to Purchase Multi - Purpose Tractors and Attachments Recommend approval of contract to purchase two multi -purpose tractors and attachments for the Parks, Forestry and Recreation Department and Streets & Sanitation Division from Town and Country Power, Inc-(1080 E. Park Avenue, Liberih-ville, IL) in the amount of S49,162.00. Funding provided by the FY 09109 Fleet Service Capital Outlay Budget. Aid. Rainey asked about these two newv tractors and if they will do snow removal. Lonnie Jeschke (Manager FIeet Operations) stated that the tractors come with multiple attachments to handle multiple tasks. They even have an enclosed cab so the driver is out of the elements. They are not however, able to open alleys that have a high snow bank from the street. Aid. Hansen asked if they can be used on the streets. L. Jeschke said they are only for sidewalks and primarily, the purchase is for the "Downtown Snow Removal Initiative". However, they can be used on a shared equipment basis with the Parks & Recreation Department for grass cutting, fertilizing and dragging the infields of softball diamonds. Item A3.7 was approved unanimously, 5-0 -4. (A3.8YADip � av 1 of Lowest Resnonsible and Resaoasive Bid (09-14) for the Summer Food Service Program Recommend approval of contract to Open Kitchen (II61 West 2V Street Chicago, IL) [a an amount not -to -exceed 573,000 for the 2008 Summer Food Service Program. Funding provided by reimbursement revenue and program expenditures In Recreation Outreach Business. Aid. Wollin remembered this vendor doing the lunches in 2005. She asked who did it last year. Bob Domcker (Superintendent of Recreation) said it was a different vendor. Item A3.8 was approved unanimously, 5-0 (A4.I)'Annroval of Change Order 41 (RFP 07-35 with RJN Groua for the 2007 Water Main Engineering Services Recommend approval of change order 41 to RJN, Group (200 West Front Street, Wheaton, IL) for the 2007 Water Main Engineering Services contract. This emote order will increase the contract amount by S23,747.70 from 5248,629.90 to S272,376.60. Funding provided by the Water Depreciation, Improvement, and Extension (DIE) account. Ald. Rainey asked how does it happen that with good City staff supervision that ramps are improperly installed and other work does not meet specifications. D. Stoneback stated that the consultant hired to oversee the project cannot direct the contractor's means and methods. At the time of the work being completed the engineer can only indicate that the work may not be accepted for payment. If the work is unacceptable, payment is withheld from the contractor. AId. Rainey said that in this case the City did pay. D. Stoneback clarified that the City has not paid for the Custer pavement or for the ramps. When the contractor begins again, the City will attempt to get 14K in liquidated damages due to the delays. Aid. Jean -Baptiste asked if D. Stoncback was already working with the Legal Department. D. Stoncback said no he was not. The contract allows the City to assess damages and once done he will inform the Legal Department if the contractor challenges the findings. fie noted that a considerable amount of money is being held against the contract. A sub -contractor has already written to the Mayor asking for assistance. Item A4.1 was approved unanimously, 5-0 (A4.2)*Avvroval of Change order 02 Construction Contract with Central Lakes Construction for Fire Station its Recommend approval of change order ff2 to the construction contract with Central Lakes Construction (749 Pinecrest Drive in Prospect Heights, IL) for additional work preformed at Fire Station ifs located at 2830 Central Street. This change order will increase the contract by S52,845 from 54,647,153 to 54,699,998. Funding provided by Capital Improvement Program (CIP). Aid. Holmes expressed concern over the items A4.2, AU and A4.4. asking if they all related and if so, how. Frank Kassen (Manager, Facilities Construction) stated that A4.2 is for the contractor and A4.3 is for the consultant, A4.4 is not related to either of these items. Aid. Wollin asked if these change orders would keep the project on schedule, F. Kassen said that there is now a new procedure that is being used to which Aid. Rainey said this is not a new procedure and it should have been followed, F. Kassen said that there were decisions that had to be made while the work was ongoing. D. Gaynor said procedures are not followed in three cases. 1) life safety, 2) slowing down the schedule, a cost consideration and 3) a significant dollar cost if the City waited. if the change is requited under any of these three conditions and is under IOK, the City Manager is informed. If it is higher then it goes to committee. Of course it happens after the work is done. Aid. Rainey asked if this money has been spent. F. Kasscn said that in the areas where there was no choice they have been paid. Ald. Rainey asked if the 52K plus has been paid. R. Russell said that it had. She reiterated that in non -emergency situations, if -5. a change is required and is under l OK, the City !Manager can sign off on it. Anything above that will have to go to committee. Ald. Rainey said that this was not life threatening. With all the consultants involved why is this happening. Where is the responsibility from the consultants, the architects and the staff. This needs to be discussed. Aid. Hansen mentioned that Aid. Jean -Baptiste brought up this very matter two meetings ago. The legal Department needs to be involved to hold firms accountable. To say now that they did not know about a city code and get away with it is a bad message to send to other contractors. R. Russell said that the City is committed to due - diligence and to get all of this on the front end of the process. Ald. Holmes asked that if it was an emergency situation, would the City Manager be made aware of it. D. Gaynor said that the minute he knows, he walks upstairs or brings it to the next City Council meeting. Aid. Rainey questioned the CATH items # 13 and 14. F. Kassen said CATH assists the City in managing projects. They negotiated fees down from what the contractor proposed, they charged us for the service. New drawings, new permits and IDIOT approval caused delays. The architect was told about these fees of approximately IOK as a result of their missing the items. The architect sent plans to the City to go out with the bid but they were received to late. Item A4.2 was approved unanimously, 5-0 (A43)"Approval of Change Order $#3 Construction Manager's Contract for Fire Station 05 Recommend approval of change order p3 to CATH Associates (240I Main Street, Evanston, IL) for additional services at Fire Station 05 (2830 Central Street). This Will increase the contract amount by $19,360 from 5216,714.93, totaling S236,074.93. Funding provided by Capita! Improvement Program (CIP). Aid. Jean -Baptiste requested the list of additional work be sent to the committee. Item AU was approved unanimously, 5-0 (A4.4)*Anoroval of Change Order M3 Fire / Police Radio Svstem Uderade Recommend approval of change order #13 to Motorola (1309 East Algonquin Road, Schaumburg, IL) for the Fire/Police Radio System Upgrade that was implemented in February 2008. This also includes the re -installation of the base station radio and antenna for Fire Station t#5. Total cost is S8I,992. Funding provided by the Emergency Telephone System budget (565,%9) and Fire Station #5 Funding provided by Capital Improvement Program (CIP) Construction Account (S 16,023). Aid. Rainey recognized that this tower is important so that the Fire/Police Departments can talk with the dispatchers at any time from any location. What do cities do when they are bigger than eight square miles? Chief Berkowsky stated that this system improves the departments capabilities by fifty percent. Large cities had gone digital and the systems failed Evanston stayed with an analog system and this change will enhance the existing abilities. Our system is unique due to the terrain and the buildings. This new receiver site will help greatly. Item A4.4 was approved unanimously, 5-0 (AS)" Annroval of Contract Between the Evanston Police Sergeants Association and the Citv of Evanston Recommend approval of contract between the Evanston Police Sergeants and City of Evanston as presented in the 'Memo of Understanding dated May 8, 2008 for the period commencing March 1, 2008 through February 28, 2011. Item A5 was approved unanimously, 5-0 -6- (A6)* ARoroval of Memo of Understanding Between_ the Evanston Fir_ eliQhters Association and the Citv of Evanston Recommend approval of a Memo of Understanding between the Evanston Firefighters Association and City of Evanston as presented in the Memo of Understanding dated May 12, 2008 addressing Article XI, Section 11.2 Group Hospital —Surgical -Major Medical Insurance, Subsection D. Item A6 was approved unanimously, 5-0 (A7)* Resolution 39-R-08 Lease of Certain Room space on the V Floor of the Civic Center (room 10301 to the League of Women Voters of Evanston from 611/09 throu h 5131/09 Consideration of proposed resolution 39-R-08, authorizing the City Manager to enter into a new lease extending from June 1, 2008 to May 31, 2009 with a rent Increase from S193.00 per month to S197.00 with the League of Women Voters for Room 1030 at the Civic Center. Aid. Wollin asked if committee members who are members of the League of Women Voters need to be recused. The vote was unanimously no. Item A7 µ-as approved unanimously, 5.0 (Ali)* Resolution 40-R-08 Authorizine the Citv Manager to Execute a Settlement Agreement with ADT Securitv Services, Inc. Consideration of proposed resolution 40-R-08 to execute a settlement agreement between ADT and the City of Evanston for bid number 08-21 awarded to ADT Fire and Security Systems on September 10, 2007. The award was in the amount of S51,206 for the installation of a new fire alarm system for Robert Crown Center. Aid. Rainey asked if the City knew about this. Why was it not discussed in executive session. J. Jackson had a hand out that had not made it into the packet. She stated that ADT submitted a non -responsive bid and should never been awarded the bid. When they submitted their bid they included a request for clarifications that was attached to the bid bond and not the actual bid. Therefore, it was overlooked. Aid. Hansen asked if the bid was going out again. J. Jackson said no, we are waiting for Council approval. Item AS was approved unanimously, 5-0 (A9)* Resolution 42-R-08 City Manager Authorization of Easement Agreement Between the Citv of Evanston and Northern Illinois Gas Comnanv Consideration of proposed resolution 42-R-08 authorizing the City Manager to execute an easement agreement with the Northern Illinois Gas Company (NICOR) allowing the installation of natural gas regulating and monitoring facilities within the City of Evanston's property known as Fireman's Park Aid. Wollin asked µ'hat the timeline is. Matt Erickson of NICOR said that the bids will go out in August and be opening in late September/October. Item A9 was approved unanimously, 5-0 (Al0)* Ordinance 7041-08 Four-Wav Stop at McDaniel Avenue and Simpson Street Consideration of proposed ordinance ?0-0-08 amending Section 10-11-5, Schedule V (D) of the City Code establishing four-way stop control of the McDaniel Avenue and Simpson Street intersection. Item A10 µas appro,.ed unanimously, 5-0 (All)* Ordinance 71-0-08 Four-Wav Stop at Wesle` Avenue and Moves Street Consideration of proposed ordinance 71-0-08 amending Section 10-11-5, Schedule V (D) of the City Code establishing four-way stop control of the Wesley Avenue and Noyes Street intersection. Item AI 1 was approved unanimously, 5-0 -7- (Al2)* Ordinance 72-0-08 Increase in the Number of Class D Liquor Licenses Consideration of proposed ordinance 72-0-08 amending Section 3-5.6(D) of the City Code to increase the number of Class D liquor licenses from 21 to 22 doe to new ownership of Ruby of Siam (1125 Emerson, Evanston, IL). Aid. Wollin asked if it was true that if it is a corporation the citizenship requirement need not be met. G. Morgan said that that is true. Aid. Rainey asked what it meant to be operating under a conditional license. G. Morgan said that it is the same as a regular license but expires in thirty days and may be issued by the Liquor Commissioner if the application is complete and acceptable other than the results of fingerprinting. Aid. Rainey suggested that the rules not be suspended at Council as the owner is operating under conditional license anyway. Item Al2 was approved unanimously, 5.0 (A13)* Ordinance 7340-08 Decrease in the dumber of Class Y Liquor Licenses Consideration of proposed ordinance 73-0-08 amending Section 3-5-6 (Y) of the City Code to decrease the number of Class Y liquor Ucenses from 1 to 0 due to change In ownership of Winestyks (1741 Sherman Avenue, Evanston, IL). -Item A13 was approved unanimously, 5-0 (A14)* Ordinance 74-0-08 Increase in the Number of Class R Liquor Licence Consideration of proposed ordinance 74-0-08 amending Section 3-5-6 (R) of the City Code to increase the number of Class R liquor licenses from I to 2 due to opening of Harlow, LLC dba Taylor Street , (2916 Central Street, Evanston, IL). Aid. Wollin noted that there was no one here from Taylor Street and they arc operating under a conditional license. She asked if this is a new procedure. G. Morgan said conditional licenses can be issued at the discretion of the Liquor Commissioner. Item A14 w'as approved unanimously, 5-0 (A15)* Ordinance 75-0-08 increase in the Number of Class Y Liquor Licenses Consideration of proposed ordinance 75-0-08 amending Section 3-5-6 (Y) of the City Code to increase the number of Class Y liquor lictnsas from 0 to 1 due to new ownership of Winestyles (1741 Sherman Avenue, Evanston, IL). Aid. Wollin mentioned that the minutes of the Liquor Commission only mentioned only one member present and asked if it is valid to hold a meeting. G. Morgan said that a quorum of members is not required. Item At %vas approved unanimously, 5-0 V. I7'E.NiS FOR DISCUSSION VI. COIN MUISICATIONS VII. ADJOURNMENT: 7:05 p.m. Respectfully submitted: _ Phillip Saugher Administrative Assistant, Finance Department -9- ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES lfonday, June 9, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, ROO\12404 Aiembers Present Aid. Hansen, Aid. Holmes, Aid. Jean -Baptiste, Aid. Rainey, Aid. Wollin 1%fernbers Absent Staff Present: Chief Berkowsky, John Burke, David Cook; Steven. Dtamer, Chief Eddington, Suzette Eggleston, Doug Gaynor, Rodney. Green. Beth Howlett, Jewell Jackson, Jacquelyn Johnson, Gavin Morgan, Sat Nagar, Rolanda Russell, Dave Stoneback Others Present: Andrew \IacGonagal — Northwestern University Presiding: Aid. Hansen I. DECLARATION OF QUORUM With a quorum present, Alderman Hansen called the meeting to order at 5:45 p.m. If. APPROVAL OF MINUTES OF REGULAR MEETING of May 12, 2008 Aid. Rainey- requested that in the future, corrections be noted on the corrected copy. Minutes of \lay 12 were unanimously approved, 5-0. APPROVAL OF MINUTES OF REGULAR MEETING of May 27, 2009 Minutes of \1ay 27 were unanimously approved. 5-0. 111. ITEMS FOR CONSIDERATION (A1)• City -of Evowton Payroll through 05/29108 $2,366,602.87 Item Al was unanimously approved, 5-0. (A2)*. ;,r.City of Evaaston Bills through 06/10/08 $4,143.712.21 -'Aid. Wollin asked if the results arc in for the survey (p. I S4,994) conducted by Northern Illinois Uzivrrsity. Gavin Morgan (Assistant to City Manager) said that BPAT did the _survey and be will ask them to share the results. Aid. Wollin asked why the two amounts paid to Accountemps (p.2 Accounting) were for different amounts. Steven Drainer (lntcrim Finance Director) said that this is payment for two months and for two different people from the Agency. The first had to be replaced when it was discovered the did not possess advanced EXCEL capabilities. Ald. Rainey asked if we had hired sz-neone not proficient in EXCEL. S. Drazncr said that her talents were not advanced cnoueh for what was required by the Accounting Department. Ald. Wollin noted a chagce on p.4 to the Glenview Police Department and wondered if it was for rental time on the firing range. Chief Eddington (Police Department) said it was. Aid. Wollin asked for a more specific explanation of the charges (p.9) for the Boat Ramp - Church Street.. Doug Gaynor (Director Parks Forestry & Recreation) said that it was for dredging and a crane to get the ramp into the water. On p.10, Aid Wollin asked about the cost for. recycled plastic bench. D. Gaynor said that this is the type of product the City is using_ Aid. Wollin asked if the price was for one or more. D. Gaynor thought only one but will confirm the number and get back to the Alderman. Aid. Rainey asked about the interest payment to "'clis Fargo. S. Drazer said that 100% of the payment was interest. The second payment for principle is due in December of this year. Aid. Rainey asked what the outstanding balance is. S. Dtazacr said that he would get that figure to the Committee. The attached maturity schedule is for all bonds. Aid. Rainey asked what the interest rates are and S. Drazner noted that is the second document that accompanied the answers to the Bills List. Ald. Rainey asked if the bonds were issued be for the City's AAA rating was lowered. S. Drainer said yes. Item AI was unanimously approved. 5-0. (A3.1)*ADarov2l of Contract (RFP 09-10) for Replacement of Fire/Police Radio Antenna Tower Recommend approval of a contract with T. Steele Construction (8300 42ad Street West, Rock Island, 11.) for the purchase and Installation of a 140 foot radio antenna tower at the cost of S154,850 plus a 10% contingency for a total request of S170,335. Funding provided by the Emergency Telephone System Board Capital Outlay Account. This item was introduced and held in committee on 5-774ML Aid. Holmes noted that an attached letter date May 6, 2008 recommended that the City acquire references on T. Steele Construction. Chief Berkowsky (Fire Department) said that he had followed up on the recommendation and all contacted were happy with the work. Aid. Rainey asked if Aid. Bernstein had held a community meeting. Chief Berkowsl:v said that Aid. Bernstein said that he would handle it. Item A3. was unanimously approved, 5-0. (A3.2)* Atturoval of Contract to Perform Maintenance ReVirs on Central Street Recommend approval of construction contract to provide maintenance repairs on Central Street with Johnson Pavia] (1023 F_ Addison Court, Arlington Heights, IL) In the amount of S78,000. Fording provided by the IDOT Extraordinary 1laintenattce Repair Fund. Aid. WolIin stated that the street is in horrible condition. She asked if the committee needs to suspend the rules to get the work done by July Fourth. John Burke ( Public Works Director) said it was not necessary and the vendor has agreed to complete the work by June 30`h. Item 3.2 was unanimously approved, 5-0. (A3.3)* Aanroval of Purchase for CCTV' Camera Eoulnment Recommmd approval of the purchase of closed-circuit television (CCT%j truck cartieri_equipment from the sole -source vendor. EJ Equipment (P. 0. Box 665, 3lanteno, ll.) 1n the amount of S34.000. Funding provided by the Sew er Fund. ltem 3.3 was unanimously approved, 5-0. (A3.4)*jk nrovai of Lowest Resnon,Ne and Resnonsive Bid 109-181 for 2008 50150 Sidewalk & Curb Replacement Program Recommend approval of the lowest responsible and responsive bid (09-18) for 2009 50150 Sidewalk & Curb Replacement Program to Schroeder & Schroeder (7306 Central Park Avenue, Skokie, IL) in the amount of S93,000. Funding provided by Capital improvement Program (CIP) and the matching funds of the property owners participating In the program. Item 3.4 was unanimously approvcd. 5-0. (A3.5)*Attnroval of Lowest Resnonsible and Resnonsive Bid (09-201 for 2009 ADA Ramn, Parking Lot and Block Sidewalk Programs Recommend approval of the lowest responsible and responsive bid (09-20) for 2008 ADA Ramp, Parking Lot & Block Sidewalk Programs to Chicagoland Paving Company (225 Telser Road, Lake Zurich) in the amount of S162,185.50. Funding provided by Community Development Block Grant (CDBG) ($100389) and the Parking Fund (561,79650). Aid. Rainey asked what the deadline is for residents to put in requests for the 50.`50 sidewalk program. J. Burke said they take requests to the end of July. Item 3.2 was unanimously approved, 5-0. V. ITEMS FOR DISCUSSION (APNY1) "City of Evanston Solid Waste Franchise" J. Burke opened this discussion by stating that on April 8, 2008 A & P W requested a public meeting be held to solicit input from the community concerning a solid waste franchise. This meeting was held on May Nineteenth and attended by approximately thirty commercial business and multi -family owners and managers. J. Burke felt that they were 3 good cross section of small businesses, property management firms and institutions. Two primary issues from two distinct croups came forward in the public meeting and for that matter throughout the nearly 2-years the franchise has been discussed. First, small business owners have expressed that they operate on a short margin and rely on being able to negotiate contracts to keep costs lotiw. Only a couple of small business owners have stated that there costs would actually be higher under the solid waste franchise. Mr. Burke referenced Bruce \esvig and Dick Peach. He noted that in Skokie, there were just 5 businesses that ended up paying more under the franchise. None -the -less, staff would recommend that in addition to freezing their lower contract price for a one-year period. that over the follov6ing three years, their contract price be increased incrementally to the franchise fee cost. This.would take the impact of increase out of any one year. The second primary concern came from the larger institutional organizations — specifically Northwestern University and,the hospitals — who arc multi - jurisdictional entities and expressed in die strongest of possible terms that they object to being included in the franchise - thai they are already deriving the benefits of franchising Kith respect to economics of scale, recycling, etc. and that their waste handling requirements are unique. J. Burke stated that staff recommends exempting these organizations. He believes that the vast majority of businesses in Evanston would benefit from the franchise in terms of lower costs, increased recycling and service. He noted in Skokie that the businesses saved $1.000.000 overall in lower franchise fee costs the first time the franchise was bid out and another 121"o in the second bid. He would like to bring the ordinance to the next A & P W Committee meeting. Aid. Rainey asked how many responses to the RFP were received. J. Burke responded five. Aid. Rainey asked if all five were qualified. Suzette Eggleston (Superintendent of Streets and Sanitation) said they all were. Aid. Rainey asked if she was going to tell the Aldermen who the provider will be and if the lowest bidder has been selected. J. Burke said that in this type of RFP, no one is informed of the lowest bidder until the Ciry Council is informed with an agenda : item bringing the contract forward. He added that usually this is a quick process from Iv 'selection to Council but in this case it has been held over for nearly 6 months. AId. ,=Rainey, noting the amount of time that has passed so far asked how long will the "providers wait at their quoted prices. Suzege Eggleston said the price has already been herd for a goad amount of time. Ald. Wollin asked when the price came down in Skokie were -the savings passed on to individual businesses. J. Burke said that they were, and prices should continue to decrease in subsequent years as uncertainty and risk is reduced for the bidders. Jacquelyn Johnson (Public Works Management Analyst) said that the first franchise hauler in Skokie had sic-niticantly 1i,)N� zr prices and with the re -bidding five years later for a new contract, came down even further with the savings going directly to the franchise users. Aid. Hansen asked if all the prices are set in stone. S. Eggleston said that those who questioned costs were contacted individually. Aid. Rainey noted that cleaners were told that hangers are not recyclable. S. Eggleston said that is true. Hangers however are reusable. Disposal is another area. Aid. Rainey asked who would be exempt. S. Eggleston stated that multi jurisdictional language is in the ordinance. Exemptions «till not be issued in advance. Aid. Rainey asked if multi -unit buildings are exempt. S. Eggleston said they can apply for an exemption. Aid. Rainey asked if they did not have a new vendor a feu- years ago. S. Eggleston said that the condo contract with Flood Brothers is up in 2010 and at that time will be considered. Aid. Rainey asked if it is true that small condos do not use the City system. S. Eggleston said they had opted out. Aid. Rainey said a condo is the same as a single family house how can a condo not be covered. A. Eggleston said that condos serviced by the city are exempt. Ald. Rainey asked what if they arc not in the City program. S. Eggleston said that they will be in this program. Aid. Jean -Baptiste noted that 170K in revenue is projected to be generated. He asked what additional >-saff would be required to handle this. S. Eggleston said that the existing staff would handle the administration. The vendor will do all the billing and answer user's questions. Aid_ Jean -Baptiste asked how the service is priced. S. Eggleston said it is based on the size of the container. Streets and Sanitation will administer this program without a statiincrease. Aid. Rainey asked what SWANNC got out of this. S. Eggleston said that they are advisors to the City. They get nothing. She also noted that the new recycling program could net the City 30K more. The City will get a certain percentage of what S«.k.\NC sells. Aid. Rainey thought that whoever is selected will collect and deliver to Groot. S. Eggleston said that is'correet. Ald. Rainey asked why the City does not deal diretictiy with Groot. S. Eggleston slid they charge the City. Recycling can be better controlled this way. Ald.-Rainey asked in Dominick's, Walgreen's and Jewel arc exempt. S. Eggleston said they can apply for an exemption. Aid. Rainey said that Walgreen's gets income from recycling, and wondered if they will give up the money. Ald. Wollin noted the City is pushing recycling and this system will Set trucks off of the streets. J. Burke noted that Niles and Morton Grove recently came on board with franchising and SW.A-\\C has relayed that there has not been many requests for exemptions in other cosamuuitim S. Eggleston said that some can opt for garbage and not recycling. Aid. Holmes asked if all the big institutions replied to the survey. S. Eggleston said they did-6ck::Aid. Rainey asked how the businesses and residents will know the City is doing this. S. Eggleston said that the awarded vendor will go from door to door to explain the City's new system Iong before a new dumpster arrives. Each business must.sign a contract. Aid. Wollin made the motions that an ordinance be written and submitted to' the A'&'P W Committee. Aid. Jean -Baptiste seconded. It was passed unanimously, 5-0-- _w ' `7. COMMUNICATIONS YII. ADJOUILtiNENT: 6:30 p.m. Respectfully submitted: Phi*l3augltcr Administrative Assistant; Finance Department r- AWNIINISTRATION & PUBLIC WORKS CONINIITTEE MINUTES Monday. June 23, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 blembers Present: Aid. Hansen, Ald. Holmes, Ald. Jean -Baptiste, Aid. Rainey, Aid. Wollin htembers Absent: Staff Present: Chief Berkowsky. John Burke, Paul D'Agosti io, Hitesh `Deaai, Chief Eddington. Suzette Eggleston, Ron Gannon `Doug Gaynor, Jewell Jackson, Shanee Jackson, Lonnie Jeschka Mary Johns, Kevin' Lookis. Garin Morgan, Rolanda Russell. Dave Stoneback, Evonda Thomas, Lisa Woods t Others Present: Alderman Bernstein. Alderman Tis&dc James Pamersntz and James hurley —BAT 17 Restaurant Presiding: Aid. Hansen 1. DECLARATION OF QUORUM 1 With a quorum present, Alderman Hansen called the meeting to order at 5:45 p.m. • �i 11. APPROVAL OF MINUTES OF REGULAR MEETING of June 9, 2008 Minutes of June 9 were unanimously approved 5-0. III. ITEMS FOR C014SIDEPATION (Al)* City of Evanston ftyroil through . ` 06/08/08 $2,489,793.56 Item A.1 was unanimously approved 5-0 (A2)* City of Evanston Bills thramgh 06124l08 S4,078,442.42 'Aid. Rainey riled why the Comcast bill for the Aldermen did not appear on the Bills List.. Gavin Nfogpn (Assistant to the City Manager) said this bill was for high speed interact for the former City Manager. She is reimbursed for one third of the bill which also covets cable -and phone service. Aid. Rainey had asked for a list of payments to EVMARK. She wanted to know what the City portion was. G. Morgan said that the payment is annual and will be about thirty thousand dollars. Aid. Rainey asked if the City's 30K and the 17K covers streets and sanitation work. G. Morgan said that it did. Aid. Raines• asked if the fees paid to Crawford & Co. were for May to which G. Morgan said yes. She asked how many- claims that covered and G. Morgan said he would get the information to her. Aid. Rainey suggested that the City should hire a claims adjuster and not use Crawford. Aid. Rainey also noted that the claim was for seven thousand but the City paid S18.204. G. Morgan explained that the handout showed the breakdown of fees by type of claim and that the full monthly chances are based on the number of claims of each type. She requested that this system be an agenda item at a future A & P W meeting. Ald. Hansen had a question about the CDBG eligibility program. Aid. Jean - Baptiste suggested that the discussion should be on the next CDBG agenda. G. Morgan will look into it. Item A.2 was unanimously approved 5-0 r2V 3 of 5. -AA w.%1ta8tr% 7n"s (A3.1)* Accentance of Grant from Illinois Clean Energy Foundation Recommend acceptance of a grant from the Illinois Clean Energy Foundation for energy efficiency lighting upgrades at Fire Station #4 and the Police Station In the amount of $11,305. Acceptance of the grant funding requires a match of S20,593.48 from the Contingency Fund. Aid. Rainey said that this is an example of being ,green costing the City. To get eleven thousand dollars we spent twenty thousand and that generates a savings of twenty-two thousand. Is it true she asked that the Fire Department and the Police Department do not have electric bills. Chief Berkow•sky (Fire Department) said the t is true. Aid. Rainey asked if that means that hours used per year times I cents is twenty-two' thousand dollars which is the charge to the City of Evanston. Shc did not believe it was a fair trade for the amount of free electricity received. This happened in Reba Place, she noted. who were asking for more funds so they could get a small grant but they were assured their electric bill would go down. The City's won't. Ald. Jean -Baptists asked Doug Gaynor (Director Parks, Forestry & Recreation) if sustainability was'part of his department. D. Gaynor said that it will soon be in his department. Aid. Rainey reiterated that it is expensive being green but that she supports it. D. Gaynor said that it is worth it over time. Aid. Jean -Baptiste asked whose department cmirigency fund the twenty thousand was coming from. D. Gaynor said it ass not his department, he does not have a contingency fund. It is the City that controls dw fund. The last figure he saw was 350 thousand dollars. Aid. Jean -Baptiste asked how he rationalized paying double. D. Gaynor said the City will get more, additional funding, after the twenty thousand is paid. Aid. Jean -Baptiste suggested that he save the environment and also get more grants for the City. D. Gaynor said agencies arc looking for cites that arc already participating in these kind of programs. Most departments in the City know the grant they are applying for. Aid. Jean -Baptiste asked if there is a contingency fund policy. Rolanda Russell (interim City Manager) said that there is a policy in place and that a quarterly report is issued to the Aldertnest. Site said that the City will be aggressive in pursuing grants that have no contingencies of there ow-n. Aid. Jean -Baptiste asked that the policy be reissued. Aid. -No11in noted that on page three, the letter the City was preparing had to be submitted by May W. D. Gaynor said that acceptance of this grant is by City Council. -He believed that there was an extension. Aid. Wollin said with a 180K in project eritensions. who decided what pans to fund. D. Gaynor said the City submitted grant applications_ to areas the City thought would get funded. A!d. Wollin asked if the I I is specific or can it be used as deemed necessary. R. Russell said the use of the money is specified by the grantor. Aid. Wollin asked what the ratio is when matching I I to 20K. Aid. Jean -Baptiste presumed that before he City applied for the grant they knew they would have to pay more. D. Gaynor said that few of the programs have much money anymore and consequently the City did not expect big dollars. Aid. Holmes pointed out that there is no date on the correspondence and suggested that is not good. D. Gaynor acknowledged that the Alderman was correct and Kh kcd her. Aid. Rainey referred to the letter of April 15. 200S that approved the grant. However, in bold type it clearly states, ....respond no later that one month from today. D. Gaynor said he would get more facts. R. Rusall suecested that if it is on the agenda this late in the year, Dave Cook has obtained an extension. Aid. Hansen suggested that the item be held due to multiple questions. Aid. Jean -Baptiste suggested that the item be supported but with a follow-up to clarify these issues. Aid. Hansen said the letter said the reminder will be paid by CIA. D. Gaynor said that renovation is a CIP project. It is a one million dollar project. This request is to help the project. Aid. Hansen said originally the lighting was for two park centers and now they cannot be included. Are the additional dollars due to a Pat* 2 or 5, Al' Pw Nfloatm 72305 reduction in kilowatt hours from centers going to cause us to not receive the I 1 K. Aid. Jean -Baptiste said he agreed that the committee needed to hold this item. R. Russell said that there will be an attempt to contact D. Cook but that he had been out ill all day. Aid. Rainey said the City cannot lose by approving this tonight. The City can send a letter later saying that it is not working out. D. Gaynor said that Aid. Rainey is correct. The City does not have to sign a contract. R. Russell said that if the City goes forward the Committee will get all the information in their Friday packets. if required, I shall not sign a contract. Item A.3.1 was unanimously approved 5-0 (A3.2)*Annroval of Sole Source Purchase of Hot Nli: Asohalt'Staterlsh; Recommend approval of sole source purchase of hot adz asphalt matey Is from Orange Crush, LLC (3219 Oakton Street, Skokie, IL) In the it -mount of $50,000. Funding provided by Street and alley Maintemance Fund ($25,000), Water Maintenance Materl;ts Fund (S12400) and Sei+'er Maintenance Materials Fund (S 12,500). Aid. Jean -Baptiste said he appreciated the rational of choosing a.contpany so close to the City so as to get hot asphalt as needed. Suzette Eggleston (Superintendent Streets and Sanitation) said the City picks it up. Ald. Jean -Baptiste agreed that the closer the better but asked if the City's equipment did not keep it hat S. Eggleston said that there is only one piece of equipment to work with and it is not insulated: Aid. Rainey stated that this purchase was needed. Aid. Jean -Baptiste asked if the vendor had a contract for life. John Burke (Director Public Works) stated that this pmjcet is only for small emergency -type street maintenance jobs, when quantities arc not known well in advance as opposed to larger contracted street resurfacing projects, where material, equipment and installation are bid and scheduled well in advance, Item A.3.2 was unanimously approved =-0 (A3.3)* Annroval to Purchase 23 Vehicles for Police and Fire Departments Recommend approval to purchase 22 Ford Crown Victoria vehicles (20 for Police Department and 2 for Fine Department) through it Northwest Municipal Conference Hid from Carrie Motors (9423 Rest Linden Highway, Frankfort, IL) in the amount -of S521.362 and one Ford 12-Passenger Van for the Police Department through a suite bid from Landmark Ford (2401 Prairie Crossing Drive, Springfield, 11) in the amount of $20.956.48. Funding provided by Fleet Capital Outlay Budget for Automotive Equipment Purchases. Aid. lean -Baptiste stated that it was evident that a lot of work went into this agenda summary. He noted that in the third paragraph of the summary the overall budget was $575,000. His question was if this proposed purchase at over S542,000 means Fleet Services was done making purchases the year. Lonnie Jesclike (Manager Fleet Operations) said that is not so. there arc eighteen more pieces of equipment that are needed. This is it for the Police and Fire Depantments. Aid. Jean -Baptiste asked if servicing was included. L. Jeschke said it was strictly a capital outlay. Aid. Tisdale mentioned that a year ago she had asked if hybrids could be purchased. L. Jeschke answered that in the last week of August 2007 this possibility was looked into and in October of that year a hvbrid was orderrd. In December he was informed that all orders were cancelled. The vendor said the purchase order would go through this past week and the vehicle would be delivered in a couple of weeks- It is a replacement for the Facilities Management Supervisor's vehicle. Aid. Tisdale asked if the City was going to look into purchasing more due to rising gas prices. L. Jeschke said each purchase goes through a sixteen step process looking into the proposed use by the employee. One of the steps is Parr 3 of .1%, A&PW Minutes, 11,2308 could something serve better. A Crown Victoria is 5300 more but we have inventory to maintain the vehicle. For the hybrid we have mechanic training to provide for and new inventories to build. That will well exceed the 52,300 difference between the two vehicles. The federal Government is pushing legislation that would mandate Fleet vehicles reach 35 mpg by the year 2011. That is for a medium size vehicle. A Crown Victoria gets 17.5, a Taurus gets 18.5. The saving is S73 per car. per year plus the cost of inventory and training mechanics. The City is watching the market for right-handed hybrid jeeps. However, they only have an eight year warranty. Then what happens? The Fleet Department is committed to reducing costs and to being green. Aid. Rainey suggested a hybrid vehicle would not have much speed for the Police Department. L. Jeschke said that she was correct. Aid. Rainey said she heard that the resale price can exceed the purchase price even if it is 54000 more. L. Jeschke said a Taurus is usually 4% for the sale price and a Crown Victoria, by an auction market. is 8% of the purchase price. L. Jeschke also mentioned that user safety needs to be. addressed. The Crown Victoria also can stay in the field for a longer period of time, 75 to 80 thousand miles. Some of the current vehicles are exceeding their purchased warranty. . Item A.3.3 was unanimously approved 5-0 (A3.4)* Annroval of I.owest Resnonsihle and Resnoosive Bid 08461 -for Lighthouse Landing ADA Improvement Protect Recommend approval of lowest responsive and responsible bid (08-86) for construction contract for the Lighthowse Landing ADA improvement project to Clauss Brothers, Inc., (360 %Vest Schaumburg Road, Streamwood, 1L) in the amount of $437,572. Funding provided by Capital Improvement Program (CIP) ($410,613) and CIP Contingency fund ($26,959). Privaite donations will provide an additional $22,041 for potential cbange orders, Aid. Rainey asked if there were two CIP categories. Paul D'Agostino ( Superintendent of Forestry) said there are two different funding line allocations but it is all one project. Item A.3.4 was unanimously approved 5-0 (A3.5)*Annroval of Pre-avaliiicatbn of Contractors for Cured -In -Place Plpe Rehabilitation of Sewer Mains Recommend approval to pre -qualify five (5) contractors to rehabilitate sewer mains using the Cured -In -Place Pipe (C1PP) process for a three year period. Aid. Rainey asked when the City reviews qualifications does the City re -vet them and do they reapply. Dave Stoneback (Superintendent Water and Sewer Division) said `no. His department looks at experience to handle the work, we do not have to re -qualify diiim Aid. Rainey asked why not when they have not done this type of work since 2005. D.-Stoneback said true but the vendor was in the pipeline. Aid. Rainey asked about the new -vendor. D. Stoneback said they had been pre -qualified. Item A.3.5 was unanimously approved 5-0 (A4)* Ordinance 78-0-08 increasing Permit Fees for New• «'ater Service Connections Consideration of proposed ordinance 78-0-08 amending sections of Title 7, Chapter 12 (City Waterworks System) of the City Code to increase permit fees for new water service connections. Aid. Wollin said that with the first reading she thought this was about developments being hooked up. But, residents told her every year they have to get their system checked for usually a fee of 5100. Now this is an addition $35. D. Stoneback said this will not impact the system she mentioned. This is only for new service connections. Aid. Holmes asked about Sections 7.12.8 and 7.12.9.2 (C). She asked what are the charges for these two items. fire service and air conditioning device demand. D. Stoneback said there are only five air conditioning de-6ces in the City and no more are allowed. The fire service is usually not on single farruly houses, it in only on multiples. He added that this ordinance will not modify the existing service. With a new building, a larger pipe will Page 4 or S. A&M Mlantes. VUSS result in an increased fee. This is only for brand new meters. Item A.4 was unanimously approved 5-0 (AS)* Ordinance 80-048 Decrease in the Number of Class B Liquor licenses Consideration of proposed ordinance 80-0-08 amending Section 3.5-6 (B) of the City Code to decrease the number of C[ass B liquor licenses from 16 to 15 due to the liquor class change/upgrade of BAT 17 (1709 Benson Avenue, Evanston, IL). Item A.5 was unanimously approved 5-0 (A6)* Ordinance 81-0-08 Increase in the Number of Class B1 Liquor Licenses Consideration of proposed ordinance 814-08 amending Section 3-5-6 (BI) of the City Code to increase the number of Cass B1 liquor licenses from 5 to 6 due to a liquor class change/upgrade of BAT 17 (1709 Benson Avenue, Evanston, IL). Jim Pamerantz and James Harley. from BAT 17, were introduced to the hoard. Aid. Wollin remembered that this is one of the licenses that were -pro-rated. But, she wondered why they had to be open on T--mksciving Day. G. Morgan'said that is a part of the ordinance language. Aid. Rainey asked what the profitability was if they stayed open every day until 3 a.m. J. Pamcrantz said that the clients seemed to like the place particularly because the kitchen stays open until rnidni*one a.m. We extended hours so we do not have to push out our customers who wig simply walk down the street to competitors. AId. Jean -Baptiste asked if the extended hours arc profitable. J. Parnerantz said truthfully he would rather go home but yes, it is profitable. Aid. Rainey asked it they serve liquor without food and J. Pameraritz said they had a bar. Item A.6 was unanimously approved 5-0 IV. ITEMS FOR DISCUSSIOy V. CO;IMUNICATIQNS` VI. ADJOURNMENT: 6:55 p.m. Y" Rcspectfuliys46nutt4 ,. Phillip Baugher Administrative Assistant. Finance Dcpamrtent Pm 5 of 5. ALM %tianw% 72M ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, July 14, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Hansen, Aid. Holmes, Aid. Rainey, Aid. Wollin Members Absent: Aid. Jcan-Baptiste Staff Present: Lara Biggs, John Burkc, Paul D'Agostino, Jocllen Daley, Carolyn Collopy, David Cook, Ken Cox, Rajeev Dahal, Robert Domcker, Steven Drazner, Chief Eddington, Suzette Eggleston, Doug Gaynor, Beth Howlett, Jewell Jackson, Jacquelyn Johnson, Gavin Morgan, Sat Nagar, Morris Robinson, Rolanda Russell, Bruce Slown, Dave Stoneback, Evonda Thomas, Chief Whalen, Lisa Woods Others Present: Dick Peach, Dempster Auto Jonathon Pemman, Evanston Chamber of Commerce Alderman Bernstein Presiding: Aid. Hansen 1. DECLARATION OF QUORUM With a quorum present, Alderman Hansen called the meeting to order at 5:45 p.m. II. APPROVAL OF MINUTES OF REGULAR MEETING of June 23, 2008 Minutes were unanimously approved 4-0. III. ITEINIS FOR CONSIDERATION (Al)* City of Evanston Payroll through 06/26/08 $2,717,339.38 City of Evanston Payroll through 07/10/08 S2,775,016.06 Item A.I was unanimously approved 4-0. (A2)' City of Evanston Bills through 07/15/08 $5,411,127.55 Aid. Woliin asked if the changes mentioned in the bills questioned changed the dollar amount of the Bills List. Gavin %Morgan (Assistant to the City Manager) said they did not as the amount was deducted earlier. Aid. Rainey referred to the payment to Schiff Hardin and wondered why it was made. G. 4iorgan said that it reflected their work on the Northwest Water Commission negotiations. Aid. Rainey asked how long the negotiations had to run. J. Burke (Public Works Director) said that it is near its conclusion. Aid. Rainey explained that her question had been a request to learn % ,hat the City pa-,s each month to the Evanston Community- Development Corporation (ECDC), an inclusive amount. The monies come from several sources, what is the total from 2100 Ridge? G. Morgan said that he .vould get the figures to her. Morris Robinson (Economic Development Planner) asked Aid. Rainey if she was including neighborhood business improvement funds. She said yes, that too would be an interesting list. Item A2 was unanimously approved 4-0. (A3.I)*Avoro►•2l of a One -Year Extension of Debris Hauling Contract Bid (08-07) Recommend approval of a one-year extension of the debris hauling contract Bid (08-07) with G&L Contractors (7401 N. St. Louis Avenue, Skokic, IL) in the amount of S165,000. Funding provided by the %N'atcr Fund ($50,000), the Sewer Fund (S50,000) and the Street & Alley Maintenance Fund (S65,000). Item A3.1 was unanimously approved 4-0. (A3.2)*Avnroval of a One -Year Extension of Printing and Mail Prenaration Contract (RFP 07-221 Recommend approval of a one-year extension of the printing and mail preparation contract for four issues of the Arts and Recreation magazine with III -Liter Graphics (700 Btackha►vk Drive, Burlington, WI) in the amount or S66.150. Funding provided by Parks/Forestry and Recreation Department's Communications and Marketing Services. Aid. Wollin asked if recycled paper .could be used_ Bob Dorncker (Superintendent of Recreation) said that this year it is not. Obtaining 10010 recycled paper for the hall issue w-as not possible because of the long lead-in time required. The printing company does not stock the required quantities. He mentioned that Martha L.ogon of Recreation will be %working ►►ith Carolyn Collopy to effect this change. If the next two issues were to be printed on recycled paper, it would add S8000 to the cost. Aid. Wollin said that she asks this question every year. Aid. Rainey asked Bob Dorrnekcr what he thought the direction was that the Committee was recommcndinz he follow. B. Dorneker said he thought it was to obtain costs for the third year of the contract. Aid. Wallin asked then if the soonest will be the winter issue at four thousand per issue. B. Dorneker said that that is correct. Aid. Holmes asked if that would be the end of the three years. B. Domeker said the last issues on this contract arc fail and %%inter of this year and the first two issues of next year. Aid. Holmes stressed that the City needs to find vendors who are green and cheap. She suggested that maybe the City should begin looking at it now even while we are in a contract. Doug Gaynor (Director Parks, Forestry & Recreation) said we can talk with the vendor about changing for the winter issue and do a new bid. Aid. Holmes asked if the committee could see the product without bidding, what products are out there from other vendors. D. Gaynor said that the printer buys the supplies after we specify paper, pounds, grade, etc. and a bid is accepted. Aid. Holmes thought there ought to be a way to find other users of 100% recycled paper and who pay less. Carolyn Collopy (Sustainability Coordinator) said that the Recreation Department had looked into this issue and recycled paper was usually hither. Aid. Wollin asked for a clarification. If new numbers arc gotten for the winter issue, what about the contract that is in place. D. Gaynor said yes, there is a contract but finding the papa ►se aunt ~would go to the printer. There is the additional cost of f6ur thousand to forty -tyro hundred dollars and the question of availability of a large stock. If it is the Committals desire to go that direction, I'll get something firmed up. Aid. Rainey asked if tonight's council packet is on recycled paper. C. Collopy said she had heard that KINKOS used 80% recycled content in their paper. Aid. Rainey thought it would cost more if the City used a different vendor. AId. Wollin noted that her college uses recycled for everything includint publications and was sure they used as much paper as the Cite so that means there is a market out there. Aid. Hansen asked D_ Gaynor and his staff' to get hard numbers for the ►,.inter issue and suggested that the CMO ect more recycled paper. C. Collopy said that most of the ,.white copier paper purchased by the City is 100% Forest Stewardship Council (FSC) certified paper. Additionally, most of the colored paper is 50% recycled content paper. The city did ask their supplier about the availability of 100% recycled paper and it was substantially more expensive. Wollin asked if the City buys through the Northwest Municipal Conference. Jewell Jackson (Purchasing Manager) said the City does not. Aid. Rainey asked that this be looked into. G. Morgan hat said tstaff will look in to this issue. Item A3 2 was unanimously approved 4-0. (A3.3)• Annroval of Sole Source Geographic Information Svstem Maintenance and Sunnort Aerrement Recommend approval of the sole source Geographic Information System (G1S) annual maintenance and support agreement with the Environmental Systems Research Institute, Inc. (F.SRI) (380 New York Street, Redlands, CA) in the amount of S21,800. Funding provided by Computer Licensing and Support operating account. Aid. Rainey believes the GIS system is really great except when property information is requested. When you go on line, more often than not, the information is incorrect. She was told that every six months the Recorder of Deeds sent in new information. If that is true why is the City is not updating the files? The information we give the residents is usually outdated. The City needs to find a way to stay current. Bruce Slown (Director Information Systems) said that Pat Keegan who oversees this program has tried for years to get valid information. He felt that the Recorder of Deeds was not always accurate. Aid. Rainey stated that the Recorder of Deeds is absolutely correct. A tax bill she said, could be µTong but Deeds are always right. B. Slown said he will look into why the program is not working. Aid. Raincy reminded him that she has mentioned this a number of times. Item A3.3 was unanimously approved 4-0. (A3.4)k Annroval of Sole Source Purchase of Building Automation Svstem Recommend approval of purchase of sole source maintenance agreement with ITG Solutions, Inc. (17475 Palmer Boulevard, Homewood, 1L) for the provision of software and equipment maintenance to the Citytivide Building Automation Systems of Fleetwood, Chandler, Levy and Robert Crown Centers, Firehouse W, the Boiler Room and Civic Center Cooling Towver and the Service Center Boilers in the amount of S22,713. Funding provided by the Facilities Management Approved account. Ald. Wollin referred to the opening sentence in the summery for this item. It states that the sen-icc agreement expired February 28, 2008. 1). Gaynor said that there will be a number of agreements that are delayed during this transition. Facilities is creating a spreadsheet so six months in advance of a due date, the City can start negotiating. His department and others are trying to catch up. AId. Rainey asked how- it was done eighteen months ago. D. Gaynor thought that one individual was in charge for twenty years. they left and no one was assigned the task. Aid. Rainey asked if the reason that ITG Solutions was selected is that they are the only ones qualified to work on the Andover BAS system and is the system obsolete? Dave Cook (Superintendent of Facilities) said the program is not obsolete. ITG wrote the program and installed it. AId. Rainey- asked if only i-rG can maintain the >ystem. U. Cook said that the people in Chicago wrote the program, developed the switches and are the only ones with factory trained staff available. Andover is a company on its own. Ald. Rainey said that %when we had an earlier discussion on renewals, Jewell Jackson said she was working on the problem. J. Jackson said that she had put a plan on the I' Drive and notified all Departments. Thcy are working on it now. Aid. Rainey said she needed to give an ultimate deadline. Did you give one? J. Jackson said she did not. I sent reminders, it is almost complete. Ald. Rainey asked how she krc.w. J. Jackson said she knew,. because of the information submitted that she has seen. Ald. Ilolmcs asked J. Jackson if she had an anticipated end date. Steven Drazner (Interim Finance Director) said it will be ready for the August City Council meeting. Aid. Rainey said she saw, no reason in the whole world wwliv that date would not be reasonable. G_ :Morgan said it will be mentioned at the July I: Director's meeting. Item A3.4 was unanimously approved 4-0. (A3.5)*Annroval of Sole Source Purchase for Fire Station #5 Breathing Air Coninressor Recommend approval of sale source purchase for Fire Station #5 of a Breathing Air Compressor, part of the reconstruction plan, from Air One Equipment, Inc. (360 Production Drive, South Elgin, IL) in the amount of S39,500. Funding provided by Fire Station #5 CIP account. item A3.5 was unanimously approved 4-0. (A3.6)* Annroval of Sole Source Purchase of Visar Portable Radio Inventory Recommend approval of sole source purchase of forte -five (45) visar portable radios plus accessories for the Police Department, Investigative Services Division from Motorola, Inc., North American Group, (1309 East Algonquin Road, Schaumburg, IL) in the amount of 545,135.92. Funding provided by the Emergency Telephone System budget. Aid. Rainey asked if there was anv concern about the status of Motorola. Chief Eddington (Police Chief) said that the 911 Center decided to continue with Motorola, they were not ready to jump ship yet. Aid. Raincy said she was only suggesting the City needs to keep and eye on their status. Item A3.6 %%as unanimously approved 4-0. (A3.7)*Annroval of Lowest Rrsnonsible and Resnonsive Bid (09-211 for the Asbestos Abatement at Police Ileitlounriers Recommend approval of lowest responsible and responsive bid (09-21) for contract with Bay Environmental, Inc. (6124 North Milwaukee Avenue, #5, Chicago, IL) as the asbestos containing material abatement contractor for the Police Ileadquarters Partial 2°4 Floor Rehabilitation Project in the amount of S24,470. Funding provided by the 2°d Floor Police Headquarters rehabilitation CIP account. Aid. Rainey asked that when bids were reviewed, why this vendor was selected. D. Cook replied that this was the lowest bid. Aid. Raincy asked if they have done work before. D. Cook said that their references were checked. Aid. Rainey said that she did not End any in the packet and found nothing on a computer search. Other than the price, why were they chosen? She also was amazed at the waiver of 96.3% of the NI W/EBE requirements. Did the other company meet the NI WlEBE requirements? Aid. Hansen asked if there %vas a timing problem on this item. D. Cook said that the City wants to pet the asbestos %work done as soon as possible and it must be done before the other work can start. It is in the tiles and the pipe -wrap on the second floor as ►%ell as in the basement. Aid. Raincy asked if it was in the whole building. D. Cook said it is in areas %where the work is being done and disturbing it now necessitates its removal. The contractors will not begin %work until it is removed. Aid. Rainey asked if this will increase the price. D. Cook said that they are concentrating on the one million plus project area. Aid. Rainey asked what is the renovation project. Chief Eddington said it is the area in the northern half of the building that is under renovation. Aid. Wollin asked %where everyone will work. Chief Eddington said in very cramped areas. Aid. Raincy wondered if this is a quality company. The% work out of one room and there is no information in the packet to tell the committee about them. Aid. Holmes asked if they had references. D. Gaynor said that he will provide the committee with a nevv set of references. He will personally make calls and get information for the Friday packet if not sooner. Aid. Rainey said that then this item should be held. Aid. Hansen asked if the contractor had been selected. D. Gaynor said that that %%ould be presented at the next A & P W meeting but only if they go forward tonight. If the references turn out to be bad, he will cancel the contract. Item A3.7 was held in committee. (A3.8)* Annroval of 2009 Street Resurfacing Program Recommend approval of proposed list of projects to be included In the 2009 Street Resurfacing Program. Funding provided by INIFT, CIP, State and Federal funds. AId. Hansen asked if Dadee Avenue south of Lee was being done in 2010. J. Burke said he would get the information to her before the Council meeting. Item A3.8 was unanimously approved 4-0. (A4)* Resolution 43-12-08 Authorizing the Citv Manager to Enter into a Lease for 1223 Simnson Street Consideration of proposed resolution 43-R-08 authorizing the City Manager to enter into a lease with Norma and Nolan Robinson for the properly at 1223 Simpson Street. Aid. Rainey opened the discussion saying that she moves that this not be done tonight. From what she has read about the six months of rent that is due, if a lease is presented, it should be for a higher amount. However, she really felt that the tenants should be sent a thirty day notice and that eviction proceedings should be started. A lot of money was spent to remodel the unit and bring it up to standards. %%'c need the rent. Aid. Wollin added that she does not believe it will be easy for the tenants to pay. D. Cook mentioned that the husband is unemployed but the wife has a job. AId. Wollin reiterated, how can they pay. Aid. Raincy said they can't. And I have another question she continued. I low come there has not been a Iease for six months. The lease actually expired two years ago. Tltc Legal Department has to take the responsibility for this. Aid. %%'ollin said we have been subsidizing them Aid. Rainey said the Legal Department should begin eviction proceedings. Since we let them stay without a Iease, we should help with the move, perhaps a $1000. Aid. Wollin asked if there is any reason to believe they can pay the new rent and the owed amount. D. Cook noted that they fell behind in 2005 and got caught up. So, these terms are the same that they were given then. Aid. 1N'ollin asked if June had been paid. D. Cook said it had. Aid. Rainey motioned that the City not offer this lease. The City should explain their position and offer to help with a move. 'Ilse motion was seconded and voted on. Item A4 was unanimously denied the renewal of the lease on this property. (A5)' Resolution 47-R-08 Relating to Weanons Consideration of proposed resolution 47-11-08 authorizing the Corporation Counsel and Law Department to prepare amendments to Chapter 8 of the City Code to conform said chapter to the decision of the United States Supreme Court in District of Columblu v. Heller, 554 U. S. (2008). Item A5 was unanimously approved 4-0. (A6)• Ordinance 69-0-08 Code Undate Deleting and Amending Various Portions of the City Code Related in the Immobilization of Vehicles Consideration of proposed ordinance 69-0-08 by which the City Council would repeal Sections 10-6-14 through 10-6-21 and amend Section I1-2-11 to be the prevailing policy on the Immobilization Program for the City of Evanston. Item A6 was unanimously approved 4-0. (A7)" Ordinance 82-0-08 Dedicating a Portion of 1228 Emerson Street to the Citv of Evanston Consideration of proposed ordinance 82-0-08 dedicating a portion of the 1228 Emerson Street parcel to the City of Evanston for the purpose of improving the adjacent public alley. Aid. Rainey to clarify asked ►aas Ferris going to do the alley and then the City will take care of it just a regular alley. J. Burke said that is correct. Titc delay was the vacation is complete and ►+e wanted to be- sure they have done the work with no environmental problems. Aid. Raincy said it looks like a good solution. Aid. 1Vollin asked if a traffic sign stating -No Left Turn" on Emerson was in place. Rajeev Dahal (Senior Traffic Engineer) said it was. Item A7 was unanimously approved 4-0. (A8)" Ordinance 83-0-08 Amending Various Sections of Title 8. Chanters 5 and 5 '/ Establishing a Citv Franchise for Waste Services Consideration of proposed ordinance 83-0-08 amending various Section 8-5 and 8-5 1/2 of the City code to establish a City of Evanston Solid Waste Franchise. The franchise would require all businesses and larger residential properties to use the hauler selected and licensed by the City to remove and dispose of their solid Haste establishing a Cit}wide Franchise for Waste Services. Aid. Rainey asked to have it explained, if apartment buildings are going to have the service, will they get free rcc}cling. Suzette Eggleston (Superintendent Streets and Sanitation) said yes they would , right away and %ith a free recycling can. Aid. Hansen, referring to the top of page 6 that says service sill be provided on a once a -,veek basis for all multiple divellings of four or fewer units, that her constituents prefer it more often. J. Burke said that this is the city collectors not the franchise. Aid. Hansen asked what we maintain under the franchise. It is not in the language of Section 8-5-9-3-1. Instead of open-ended phrasing- what keeps the City from saying we believe once a week is enough even though the residents use to get it twice a week. S. Eggleston said that this gives the City the power to get increases. Ald. Hansen said this %vill allow less service until the City department comes out to determine needs. S. Eggleston said that is the minimum for collection. if it was five times a week, that will be arranged between the dwelling and the hauler. And, the City can go in and ask for more pick-ups. Aid. Hansen noted that the ordinance does not spell out cart sizes and the pica: -up specifics. These items have been talked about for a year. Aid. Rainey said that the current system for large condos was twice a week pick-up. She asked if that will change. S. Eggleston said it would not. Aid. Rainey asked if the apartment that had pick-up three times a week can negotiate with the hauler. S. Eggleston said it will not change. The franchise will pick-up as many times as they want. In the majority of bills studied, the franchise fees %%ere lower. Some vendors will buy containers from the company who did not get the bid. Dick Peach, Dempster Auto, said though a number of businesses %%c are told will save money, no figures have been supplied. He said lie .was told his cost would go from $67 to S99 and his container would need to be changed. I le stated further that he would like his business to be allowed to opt out of the franchise. lie asked how many surveys N%erc sent out and responded to. Jacquelyn Johnson (Public Works Managentcnt Analyst) said that the initial informational survey, when this process was started, had a mailing of 1700 pieces and approximately 250 responses were received. A fact finding data collection was done a few months ago to determine if the user's current rates would be lower than the proposed rates. The Streets & Sanitation staff randomly called 100 potential users and an email blast was sent out by both EVAfARK and the Chamber with 25 businesses responding. SWANCC did the analysis and found five were above their price and twenty were below. Date was supplied and all their rates %%-ere lover than the franchise. Aid. Rainey felt it unfair to allow the big guys to opt out of the program and not others. The City needs to allow others to opt out. S. Eggleston said the franchise is based on quantity participation. if their rates are higher. the business can go on a three year plan and the City will help pay the difference. J. Burke said more franchises are coming out. As they are re -bid, the price will be lo%%cr. Dick Peach said that a vendor %%ho cannot give better than a 50% increase hues him. S. Eggleston mentioned that other vendors were not as lucky as him, they are currently paying more. Dick Peach said that lie is then be penalized. Ald. Hansen stated that "lien this idea %%as first proposed. they were told that if a business was going to have to pay more, they v.ould be exempt and that is not true today. The City talks about economic development but takes a«ay the right to negotiate. This is a bad feeling. Lisa Woods (Legal Counsel) said that part of the Law Departments concern is equal protection, similarities need to be treated the same. If one entity is not getting their price ------- that is not a corporate exemption. Aid. Rainey asked if Sam's Club ►vas exempt. S. Eggleston said that if they have a nationwide contract they are exempt. Aid. Rainey asked if an apartment owner with 5000 units here and in Chicago «ith a unified contract would be exempt. S. Eggleston said he would not. L. Woods stated that the corporate contract disallows the site to break the contract. Jonathon Perman (Evanston Chamber of Commerce) said that AId. Hansen has said it well. If this plan meets the claims as told them on page 9, then fix Section 8-5-9-3-2. Fix the language to be more specific. I -low can Public Works handle this ambiguity. S. Eggleston said part of this is that Public Works cannot presume every type of exemption. Ald. Rainey asked if they had a list of exemptions from Skokie. J. Johnson said they were not sure if Skokie would provide a list. :did. Rainey asked if hospitals and Northwestern were exempt. S. Eggleston said the hauler gave them their price so they signed on. Aid. Wollin said that since this is only for introduction 1 move to forward it to Council. Item AS was unanimously approved for introduction at City Council but would he referred back to Committee. (A9)* Ordinance 85.0-08 Amending Sections of Title d. Chanter 16 to Comniv with the Rules and Regulations of the National Flood Insurance Program Consideration of proposed ordinance 85-0-08 amending various sections of Title 4, Chapter 16 to comply with the rules and regulations of the National Flood Insurance Program. Item A9 was unanimously approved 4-0. IV. ITEMS FOR DISCUSSION (APWI) AT&T Lightspeed Project Update/Status on Where the Project is Today J. Burke did a PowvetPoint presentation on the AT&T Lightspeed Project. This is a project to provide AT&T subscribers with access to AT&T's new internet protocol television product named U-Versu. In 2007 the State granted AT&T a statewide franchise. The City of Evanston strengthened its Right Of Way Ordinance concerning construction in the right of way. AT&T agreed to provide $1500 per cabinet for visual screening. Numerous meetings were held bctwvicen Public Works, Parks & forestry and AT&T as pre -constructions meetings, on site field visits for discussion of location of boxes, construction scheduling (conflicts with other work being accomplished in the City), AT&T's responsibility to contact owners of coming work and for AT&T to restore the site within six weeks of the construction. 1-he original number of boxes has been reduced from 119 to 95 and will all be installed by the end of 2008. 40 of the 95 VRAD boxes are in the process of being installed or are Already installed. V. COMMUNICATIONS VI. ADJOURNMENT: 7:15 p.m. Respectfully submitted: Phillip Baugher Administrative Assistant, Finance Department AWMINISTRATION & PUBLIC WORKS COM:IIMEE MINUTES Monday, July 28, 2009 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Jean -Baptiste, Aid. Holmes, Aid. Rainey, Aid. Wollin Members Absent: Aid. Hansen Staff Present: John Burke, Paul D'Agostino, Jocllen Daley, pavid Cook, Riryery Dahal, Robert Domeker, Steven Dtazner, Chief Eddington, Suzette Eggleston, Doug Gaynor, Both Howlett, Mary Jolihs, Jacquelyn Johni6n, Anil Khatkhate, Pat Keegan. Lonnie Jeschloe, Dennis Marino, Gayin' Morgan, Sat Nagar, Elke Purze, Rolanda Russell: Bruce S1own,,David Stoneback, Evonda Thomas, Lisa Woods Others Present: Brooke Beal, SWAN'NC Bob Pfister, Veolia Environmehiallser-iues ' Casey Miller, Evanstm'134 cball/SoidxM Association Jonathon Pcm=, Evanston Camber of Commerce Charles Sheridan. Local Hire, Resident Presiding: Aid. Jcan-Baptiste !3 S v 1. DECLARATION OF QUORUM `�.. With a quorum pmsent,'Alderni.-6i Jean -Baptiste called the meeting to order at 5:50 p.m. IL APPROVAL OF NflNiJTES OVREGULAR 1IEETViG of July 14, 2008 Minutct+ Here unanimously approved 4-0. (Al)* City of Evaasmn Payroll through 07/24,V8 S2,555,557.20 'Item AI was unanimously approved. 4 - 0 (A2)* City ofEvaaston Bills through 07/29,1D8 S3,212,098.83 A)d2,W611in asked about the library cleaning that covered March, April and July. She wondered what happened to May and June. She sureestcd that the Bills List should be clear whcn payments look like they could be duplicative. Gavin Morgan (Assistant to City manager) said that he would work with Accounts Payable. Aid. Rainey referred to the back rent being paid for the library. She stated that staff vacancies cannot be used as an excuse. Item A3 was unanimously approved, 4 - 0 (A3,1)*Approval of Contract rnr Engineering Services for the 2009 Water Maln. Sewer and Street improvement Prolect (RFP 09-221 Recommend approval or contract with Gewalt Hamilton Associates, Inc. (850 forest Edge Drive, Vernon 11111s, IL) for engineering services for the 2009 Water Main, Sewer and Street Improvements In the amount of $265,737. Funding prodded by the Water Depreciation, Improvement and Extension (DIE) account. Administration and Pudic worts Minutes fcr July 28 Page t of 9 Ald. Rainey wanted more information about the corner of Dodge and Dempster. David Stoneback (Superintendent Water & Sewer Division) said it is the site of a former gas Station. There is an agreement with the company that they need to participate with the City in its clean-up, get it done or pay the city to do it. Aid. Rainey asked how old the site was. D. Stoneback said before his time. Aid. Rainey asked how the mall got built there. D. Stoneback said it was built before the problem was identified. Ald. Rainey asked for more information to be provided. D. Stoneback said the former station is responsible for the clean-up including removing the soil. AId. Jean -Baptist asked if the Legal Department have the terms. D. Stoneback said they do. This has been discussed and an agreement does exist. Aid. Rainey asked what agreement and what terntt are there. Aid. Jean -Baptist suggested that this be held for now. Aid. Rainey thought it could.: go through but the City should nat pay until the committee has all'the information: Item A3.1 was unanimously approved, 4 — 0 , (A3.2)*Approval of License Agreement Extension for'licio!oft Enterprise Recommend approval to renew the three-,vwr Microsoft Enterprise License Agreement with CDW-Go%rrnment (CDR'G, 10 Riverside, Plaza, Chicago, 1L) In the amount of $176,9383& and recommend approval to ind ude In this agreement three annual Microsoft True Up's. The iddkionai tbree-year True Up cost not to exceed S18,000. Funding provided by_CLP Compuler. ifesktop Support account. Removed on July 28", Aid. Jean -Baptiste told Bruce Slows that the response to questions concerning this item is appreciated. Aid. Rainey said it was the best response, it covered everything and was educational. Item A3.2 was unanimously yps ved, a — 0 ,f (A3.3)*Approva1 of Lowest Respeaslble sad Responsive Bid (09-27) for the 2008 Aliev Paring ProgEagii Recommend approval of the lowest responsible and responsive bid (09-27) for 2008 Alley Paving Program to A Lamp Concrete Contractors (800 Nest Irving Park Road, Schaumburg, IL) in the amount of $789,142.50. Funding provided by Special Assessment Capitaiimprovement Funds. Aid. Rainey asked if this w2.: the same contractor she asked not to be used in her Ward. John Burke (Public Works Director) said it was. Aid. Rainey said she will support this itern since there are no alleys involved in her Ward. Aid. Jean -Baptist said the firm has been mote responsive. The orighbors on Asbury were very pleased. Item A3.3 was unanimously g- proved, 4 -- 0 (A4.1)*Approval of Chance Order rl for the 1lulfordfChicaeo Viaduct Area Improvement Project (Bid 09-18) Recommend approval of change order #1 with Schroeder & Schroeder, Inc. (7307 Central Park Avenue, Skokie, IL) for parking and safety Improvements In the vicinity- of the MulfordlChicago viaducts in the amount of $88,362. The proposed change order will Increase the contract amount from $93,000 to S181362. Funding protiided by Capital Improvement Fund Street Resurfacing Fund. Ald_ Wollin pointed out tha: the change order nearly doubles the original amount of the contract Who will pay :-Yr the street widening project? J. Burke said the Street Resurfacing Fund will pay. Sean -Baptiste questioned doubling the amount contracted for. J. Burke said that this was the best bid for such extensive concrete work. Aid. Jean - Baptiste asked J. Burke if P.ablic Works came to this conclusion due to additional work. I. Burke said they did but that it is cost saving- Aid. Rainey said she thought this was not Adrr=is=iaa mad Public Works \tmuus for July 28 Page 2 of 8 an increase due to error but an increase due to new work. Widening the street she stated would allow two sides of the street for parking. The cul-de-sac was very inexpensive back in the 80's. This is a whole new project. Item A4.1 was unanimously approved, 4 -- 0 (A4.2)*Annroval or Change Order #3 for Phase III Architectural Services (RFP 06-461 for the Expansion Protect at the Water Treatment Facility Recommend approval of change order #3 for Phase III Architectural Services for the Filter Maintenance Shop and Administration Office Expansion project to the contract with Doyle & Associates (800 South Wells, Chicago, IL) in the amount of $24,770. This proposed change order will Increase the coafrttet amount from $98,500 to $123.270. Funding provided by the Rater Depreciation. Improvement & Extension Account. AId. Raincy stated that delays require additional payments to the vendor, Doyle and Associates which is also the nett item on the agenda.. She asked why are there delays and why weren't the needs seen earlier? D, Stoneback said that the filter roof had been repaired in the 80's and appeared sound so no boring had been done, To do so would have taken the filter out of service. AId. Holmes asked about backup for the roof. How long should it have been good for? D. Stoneback stated that it was a lightweight concrete cover. It was scheduled to be replaced at a later date. When the,struetural concrete was removed it was discovcrcd to be in poor condition. Aid. ]can -Baptiste asked if there was a warranty on the original work. D. Stoneback said the light weight concrete cover was poured for insulation against summer heat and winter cold in 1923. The warranty has expired. Item A4.2 was unanimously approved, 4 - 0 (A4.3)* Aonroval of Change Order #5 for the Evanston «'*ter U1111ty Additions and Renovations (Bid 27-161 Recommend approval of change order #5 for the Evanston Water Utility Additions and Renovation contract (Bid 0746) for providing additional work related to the rehabilitation of the 1895 suction well and garage area with Scale Construction (2101'South Carpenter Street, Chicago, IL) in the amount of $33,138. This change order will incre*se the contract price from S2.504,822 to $2,537,960 and grant a 128 day extension to the contract time. Funding provided by the Rater Depreciation, 'Improvement & Extension account. Aid. Wollin thought that some of these problems should have been foreseen. She asked if the Fire Department had not come in and checked it out. D. Stoneback said extra outlets were installed creating the need to move light switches in from the hallways, and the fire light had to be moved because after this work it was obscured. Aid. Wollin asked if it is not cheaper to have clear glass. D. Stoneback said the window vendor realized his mistake. Four of the windows were missed. The vendor will absorb the cost. Item A4.3 was unanimously approved. 4 - 0 (A5)* Resolution 44-11-08 Authorizing the City Manager to Execute an Agreement with Pamela and James Elesh for a Donation toiiard the Renovation of the Jens Jensen Grotto Consideration of proposed resolution 44-R-08 authorizing the City Manger to execute an agreement with Pamela and James Elesh for a donation In the amount of $44,965 taivard the renovation of the Jens Jensen grotto adjacent to the Evanston Art Center within the Lighthouse Landing Park. Aid Wollin mentioned that this is an extraordinary donation. The water never worked correctly, never stayed in the grotto. She is very grateful for the donation. Adrn:nis=ion a .I Public worts %tinutes for July 23 Page 3 of 8 Item A5 was unanimously approved, 4 -- 0 (A6)* Resolution 45-R-08 Authorizing the Cite'Manager to Sian an Anreement for the Renovation of the Jens Jensen Grotto at the Liehthouse Consideration of proposed resolution 45-R-08 authorizing tie City Manager to execute an agreement for the renovation of the Jens Jensen grotto adjacent to the EVANSTON Art Center within Lighthouse Landing with Clauss Brothers, Inc. (360 'West Schaumburg Road, Streamwood, IL) in an amount not to exceed S44,965. Funding derived from a donation of I'amela' and James Flesh, per resolution 44-R-08. Item A6 w-as unanimously approved. 4 — 0 (A7)* Resolution 46-R-08 for the Dissolution of T�VNORSKO Consideration of proposed resolution 46-R-08 authorizing the dissolution of EVNORSKO, a Regional Alternative Fuel Cooperative comprised of the City of Evanston, Village of Skokie and Northwestern University. Item A7 was unanimously approved, 4 — 0 (AS)* Resolution 49-R-08 Authorizing the City Manager to Accent the Donation from the Evanston Basehall�Softball M ociatimm Consideration of proposed resolution 49-R-08 authorizing the City Manager to accept the donation of four elearotalr, remote controlled scoreboards from the Evanston Bas&211/Softball Association to be Installed on baseball fields 1 — 4 in James Paris. Funding for the parcitase and Installation of the four scoreboards will come from the Evanston BasebatVSoftball association. Ald. Rainey said that she had received a call about this generous donation. She asked if lighting was Some to be on when there was no game being played. Robert Domeker (Superintendent of Recreation) said it would not. Ald. Rainey said it is a good cause but will there be a problem as there was with the Levy Center sign? Will sponsorship signs Ni lit? Casey Miller (EBSA) said they would not. Panels at the bottom of the sign will list the sponsors. Sponsors arc for many years but only two will be noted at a time. All of this is being paid for by the families. Item AS was unanimously approved, 4 — 0 (A9)* Ordinance 83-048 EstablishinO a N[unicinal Solid Waste Franchise Service and Amending Various Sections of Title 8 Chanters 5 and 5 1l2 Consideration of proposed ordinance 83-0-08 establishing a Municipal Solid Waste Franchise Senice and amending Sections of Title 8, Chapters 5 and 5 %: of the City Code. The franchise would require all businesses and larger residential properties to use the hauler selected and licensed by the City to remove and dispose of their solid waste. Introduced in City Council 7114 and referred back to Committee. J. Burke said that there is some new information to share. Brooke Beal from SWA..NZNC has information from other communities. B. Beal said that four other suburbs are considering these options. He believes they will all pass with the next sixty days. The cities of Chicago and Highland Park: have announced their intentions to go this route. A franchise will brine down the cost for most businesses. Skokie says they have saved over Adminisaa tm ar..: Public worts Minutes for July 28 Pap 4 of 8 one million. Recycling has not changed for residents because they already do it. Businesses were given free recycling for one year and one-third stayed with the program when they were charged for the service.. The reduction of green house gases and wear and tear on the streets has been good. It is now one truck instead of seven going down an alley. The State has set a deadline of October First as a way to protect other firms. Auer that date it will be harder to get a franchise. AId. Rainey asked what the legislation was. B. Beal said that if a community, under one million residents, wants to implement a franchise private hearings will be required and they will have to wait for fifteen months before a franchise can be passed. J. Burke said the committee proposed for those who would pay more that their existing rates would be frozen for up to three years. Small businesses that negotiate lower rates will have their cost held and funds from the franchise will be used to make' 'up the difference for the period of their current contract. rid. Rainey asked what the damage is. J. Burke said that the City has a franchise fee; the. set -aside will cover' the cost. Aid. Holmes asked what they thought is a small percentage. B. Beal said in Skokie 889NO saved more, 6% stayed the same and 6% were held at there current prices. Aid. Jean - Baptiste asked if those prices could be frozen for five years.. B. Beal said they are though normally it is only for a three year period. AId. Wollin said, didn't you say the price would come down in the long term. Aid. Holmes said but they are covered by the contract so you would freeze the price for one year and then over three years work up to the new price. J. Burke said the idea was to hold it through the contract period. Ile also said that the benefits to the community are great. Suzette Eggleston (Superintendent Streets and Sanitation) said this is in the proposal, fifty thousand dollars have been earmarked for off -set fees. Aid. Rainey said that thinking of orientations, how are you going to get the information out to the businesses. S. Eggleston said the hauler has to go door-to-door and talk with each owner. They will look into container size and the frequency of pick-ups_ If there is a hardship an application can be made to the City. Aid. Holmes asked who monitors the collections. Aid. Rainey included that page five says every building will have a pick-up site. How will it work? This ordinance says they must have a receptacle for refuse. S. Eggleston said the City will police the area and fine people who do not use a receptacle. Aid. Rainey asked that if the Committee says yes, when a711 they see the bids and contract. «'hen do they get to have influence over the hauler,- S. Eggleston said that that will be part of the contract when presented to A & P W. Bob Pfister (Veolia Environmental Services) said that he was tired of hearing about recycling. This is a solid waste price with a recycling component built in to it. This analysis is for one yard container for solid waste once a week for garbage pick-up at S60.20.- Veolia Services with a recycling container is S40.44. Them were five or six bidders but we did not get to bid on this program. You only have one bid to look at. Are we sure commercial entities in Evansion have been priced? Hcrc you are showing a seven year contract with no other prices. On July 14 there was a recycling rebate to the City of an estimated thirty thousand. Northwestern has been exempted as have hospitals. We. Veolia, would like the opportunity to bid. We responded to the first RFP, but this is different. Aid. Jean -Baptiste said assuming our price is X for services, do you want to give us an alternate price? S. Eggleston said when we did the RFP, we asked for a creative proposal. One vendor was creative and offered a free container for recycling. J. Burke noted that contract (planned for the August I I A & P W Committee meeting) will discuss all of this. The City will not award a contract until the franchise is awarded. Ald. Rainey said the Committee is entitled to see this information. Jonathan Perman (Chamber of Commerce) asked if the intention for it is to be the life of a seven year Adrninisrwion and Pubt;c Work3 \ti=Em for Jury :S P36T 5 of 9 contract of the City or a contract of business. J. Burke said that this is a revenue. J. Pcm= stated that when the contract is over, then business can go up or into a transition. Aid. Holmes said they will have three years to get into it. Charles Sheridan (resident) said that before the City awards a monopoly, they should let others bid and he suggested that the assisted period be kept to three years. B. Pfister asked why his price of S40.44 was not as good as theirs. Aid_ Wollin asked where the S60.00 came from. S. Eggleston said the City sent out a questionnaire. Businesses submitted their figures and S60.00 was the average. An Analysis was done over all proposals. Aid. Jean -Baptiste asked about the question of why not S40.00 instead of S60.00. S. Eggleston said it could be true. Aid. Jen-Baptiste thought 1lie cxould be ow, petitors who Would provide lower prices. S. Eggleston said we looked into"sevcn years`ofservice plus the size of the container and the frequency of service required.' Ald Jean -Baptiste thought those who are lower are saved for three years and then their cost goes up. This needs to be in place by October First. So, let us' discuss this at Council and get more clarification and then jva into Executive Session. Aid. Rainey asked why the committee could not see the bidding information. J. Burke said he thought the ordinance was separate from the bidding. In Executive' Session they could go through both, the ordinance with a draft contract. Introduction and Action. Aid. Jean -Baptist said that in Executive Session they do not have to 'approve. Ald. Rainey asked if bids were contingent on franchise approval. Roland Russell (Interim City manager) suggested to not discuss this now but on August 11`s to see all proposals and the ordinance. By seeing all the bids a better decision could be made on the ordinance. The downside is with all the information that we do not get so far ahead that all the bidders know everything. E_ Pmze said this could not be done in Executive Session. Aid. Rainey said the con mate usually gets a series of bids and the staff has recommended one. R.. Russell said that both the ordinance and the contract will be on the August 11"' agenda. Ald. Wollin said that all the Alderman should be invited. R. Russell said she Wiil do it. Item A9 µ-as held in oxmince. (A10)* Ordinance 84-0-08 Disoosal of Surplus Pronertv — Various Fleet Faulnment and Vehicles Cdaslderation of proposed ordinance 84-0-08 declaring various equipment and vehicles surplus property- to be sold at public auction through Obenauf Internet Auction (118 North Orchard Street. Round Lake, IL) Aid. Holmes asked if there is a replacement for the cargo van, #257. mentioned in the memorandum, item ?_ Lonnie Jeschke (\tanager Fleet Operations) said there was. Item A10 was unanimously approved. 4 — 0 (Al l)* Ordinance 87-0-08 authorizing the City Manager to Negntiate Sale of City Owned Real Estate Consideration of proposed ordinance 874)-08 authorizing the City Manager to negotiate the sate of city owned real estate located on the 700 blocs: of Chicago Avenue. This is one of two ordinances required for the sale of city owned property. Aid. Rainey pointed cast that this ordinance only says the lot is for sale. Dennis Marino (Interim Director Corr-munity Development) said this ordinance does not obligate the City to sell. it only announces that the City intends to negotiate the sale of City owned property. Aid. Rainey asked if this says the City has someone interested to purchase and it is going to be nezotimed Where are the bids? D. Martino and E. Purze each r sue- xian 1Yi Pubtic works .%Imuics for July 29 Page 6 of 9 stated that this is intended to be a negotiated safe and is not subject to a bidding process. Item Al I was unanimously approved, 4 -- 0 (Al2)* Ordinance 91-0-08 amending Title 9. Chapter 8 of the City Code, "Weapons" Consideration of proposed ordinance 91-"g Amending Title 9, Chapter 8 of the City Code relating to weapons in a manner to conform with the decision of the United States Supreme Court and to strengthen Its provisions against the unlawful use of firearms In the Cite. Aid. Wollin said that looking at the ordinance it is for protection in the home A gun cannot be carried or concealed in public, you cannot take it anywhere. Elke Purze (Legal Council) pointed out item I 1 of the Interdepartmental Memorandum dated July 21, 2008. it states ho%v a firearm can be legally- transported. r This ordinance only allows a handgun in the home for self-protection: All else in the City ordinance remains the same. AId. Wollin stated but not here. 'E. Putzc said it is in the State Law. Aid. Rainey asked what the underlined passages meant. E. Purze said that reflects new parts to the ordinance. Ald. Rainey asked if ttiere.were any new obligations on our Police Department. Chief Eddington (Police Department) said that under this ordinance there were no nc%v administrative duties. Illinois law covers much that there is no need for the City to repeat it all in our ordinance. We say it is alright to have a firearm in Evanston in. your home, but we also say it is illegal to transport it if it is not broken down. Ald. Rainey asked what route the City can take to avoid having a retail gun shop in the City. AId. Wollin says the Courts say you can place limitation on retail places. Aid. Rainey asked if that meant the City has zoning for it. E. Purze said that question should be refe:zed to Planning & Development. Item A 12 was unanimously approved. 4 - 0 (A13)* Ordinance 92-0-M Amending Varkws Sections of Title 8. Chaater 16 Entitled "Mariivans" Consideration of proposed ordinance 92-0-08 amending various sections of Title 8, Chapter 16 of the Evanston City Code entitled `Marijuana" (8-16-2: Possession of Cannabis Prohibited and 846-3: Penalties or Disposition). Ordinance change to encompass prosecution of anyone within City limits in possession of cannabis. Aid. Rainey thought it was a great ordinance unless you are a kid. She asked what was the point of this exemption. Chief Eddinglon. th,: change is in response to Aldermen that wanted the ability to prosecute minor cases locally in Admin Adjudication. Aid. Rainey moved to strike,the special conditions for minors from this document. Aid. Wollin seconded. Item At was unanimously approved, 4 - 0 as arrstaded. IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS (APWI) Local Employment Program Ordinance This item was moved to the August I I b agenda. VI. ADJOURN,NIENT : 7:15 p.m. Adminis idw and Public Works 4tinuves for July 28 Page 7 of 8 Respectfully submitted: Phillip Baugher Administrative Assistant, Finance Department Ad:ninisaation m3 Public Wcr►s Stin,aes fer July 28 Pale a eS % ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, August 11, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, R001! 2404 Members Present: Aid. Hansen, Aid. Holmes, Aid. Rainy, Aid.1'Vollin Members Absent: Aid. Jean -Baptiste ..� Staff Present: Joellen Daley, Dolores Y. Cartel, Robert Potnekcr, Step` tiDrazner, Chief Eddington, Suzette Eggleston, Dour Gaynor, Beth How]ett, Jewell Jackson, Shwice Jackson, Jacquelyn Johnson, Anil Khatk>iate, Pat Keegan, Kc:in Lookis, Martin Lyons, Dennis Marino, Gavin' Mouton, Sat Nagar, Elke Purze, Rolanda Russell, Bruce Slown, David Sloneback, Evonda Thomas, Kale Todd, Lisa Woods Others Present: Zach Koff, Bravo DevelopM192 Inc - Bob Pfister, Veolia EnvironmentalScrvites r Rodney Smith, Veolin Environmental Services Peggy Masccnas, National Solid Wastes Management Association (NSWMA) , Frank Hillcgonds, GROOT Richard Schwartz, SchwartzhofTCleanrrs LeRoy Cox, LeRoy Cox Studio Lenice Levy, Jamaica Jamaica Joel Siegel, Jews'for Piesen,ation of Firearms Ownership /K' cn Hayes, Harris NorthStar Presiding. e5zzi-'Ald. Hansen 1. ,DECLARATION OF QUORUM With a_quorum present, Aldermzn Hansen called the meeting to order at 3:50 p.m. it. APPROVAL OFMINUTFSOFREGULARrIE£Ti\GofJuly 28,2009 hlihkks were unanimously approved 4-0 (A1)* City of Evanston Payroll through 08/07/09 S2,442,632.05 Item AI was unanimously approved, d — 0 (A2)* City of Evanston Bills through 08/12108 S3,776,872.65 Item A: „-as unanimously approver!, 4 — 0 (A3.1)*Annroval of Professional Services (RFO 094MI for the Clark Street Beach Restroom/Fntr►- Drive and Demn►ter Street Non -Motorized Boat Storage Reconstruction Recommend approval of professional services with David Woodhouse Architects LLC. (230 West Superior, 6`s Floor, Chicago, IL) for the Clark Street Beach Restroom/Entry Drive and Dempster Street Non -Motorized Storage reconstruction projects In the amount of $187.980. Funding provided by Capital Improvement Adminismion and P-iie ►1063 Minutes for Ar p.M I I,:009 Page I of 13 Fund. Vent A3.1 eras unanimously approved, 4 — 0 (A3.2)! Avvroval of Contract (RFP 09-72) for the Purchm of a water Utility Billine/Custnrrter Information Svstem Recommend approval of a contract with Harris \orthstar, a division of Constellation Software, Inc. (1 Antares Drive, Suite 400, Ottawa, Ontario, K2E SC4) to purchase and implement the rorthstar utility billing and customer taformation system CIS InfniV In the total amount of 5552,905.30. (Purchase and Implementation and first year's maintenance at 5407361; support and maintenance for the duration of the five year contract at 5145,544.30.) Funding for the purchase and implementation provided by the Capital Improvement Program, IRIS Project. Funding for support and maintenance year's two through five provided by the Water Fund operating account. Aid. Rainey asked David Stoneback and Kevin Lookis (WaterDepartnicrit) ifthis system (Torthstar UB CIS Infinity) will interact differently than the current system with the regular reading. Kevin responded yes. Ald. Rainey stated that the other one, was not satisfactory, and asked how- does this (\ortlLsLu UB CIS lnfinity)system differ? Kevin responded that there will be s daily reading Ald. Rainey Avoid ' like a full blown updatelassessment on the JDE software. Ald Rainey referred to a conversation with the Interim City Manager that lead her to believe JDE was not as seamless as anticipated. Kevin confirmed that the new system wZil int:rEwe directly with JDE. Item A3.1 was unanimowdr approved, 4 — 0 (A3.3)• Consideration of Proposal from the Evanston Wilmette Golf Course Association for Nit Football Parking on the FranL- Govern Nleaorial Golf Course Consideration of proptt+stti from the Evanston Wilmette Golf Course Association (doing business as Fr&mL- Govern llemorial Golf Course, formerly Peter Jans) to park cars on the holes # 9, 17, and 18 during the five daytime lorthwesttrn Ctaiversity home football games. This will be a one- year pilot program and does not include parking for other activitieslevents. Aid. Tisdahl stated there was a meeting of about five people and the vote was initially split, then the one person that was against it later voted in favor. She supports this as a one year pilot because tbcc golf cotuxe is in bad financial shape. Doug Gaynor (City Operations) made it clew: that the City dkvs not have the money to take over the golf course. Chairnnan ,old. Hansen asked if there weer any further questions before requesting a motion. Irem A3.3 was unanimously approre,4 4 — 0 (A3.4)-approval of Sole Source Purchase of Mobile Vision Digital Recording,,,, Svstem. Storage Svstem & antennas Recommend approval of the sole sourer purchase, as an expansion of the current system, of eleven (I1) Mobile Vision Digh2l Video Recording Systems plus storage and two antennas for the Polict Department squad cars from U Communication (90 Fanny Road Boonton. till In the amount of $69,774. Funding provided by Capital Improvement Fund. Aid. Rainey has absolutely no problem with sole source bids. Based on the City's experience with past camera vendors, she wanted to etuurc that this is the best system the City can buy. Chief Eddington confirmed that these cameras absolutely work. Ilene A3.4 was unanimously approved, 4 — 0 Adrni� W Pubt r warts Mhms for AcT-St 11. 20" Nsc 2 of 13 (A3.5)* Annroval of Lowest Responsible and Responsive Bid (09-331 for 2008 CIPP Lining Recommend approval of lowest responsible and responsive bid (09•33) for the 2008 CIPP Lining Contract with Insituform Technologies, USA, Inc. (17988 )Edison Avenue, Chesterfield, MO) for the 2008 CIPP Lining in the amount of 5287,015,90. Funding provided by the Sewer Fund. Item A3.5 was unanimously appro,ved..f — 0 (A3.6)*Approval of Funding Modifications and Change of Proiect for the Police/Fire Headquarters 24 Floor Renovation Prolect Recommend approval of funding modifications and change of project scope for the Police/Fire headquarters 2'd Floor Renovation Project.'Fsxding proilded by a combination of the Police/Fire Headquarters Interior and Firing Range; project accounts for a total of $1,456,965. Aid. Rainey referred to previous conversations regarding the. firing range and the building. She went on to say, "Now we get this that tells us that we've known since 2007 about the problem with the tuck pointing. Achy didn't anybody tell us that all the chit chat about the firing range was a waste?" "itt'c're going to use money to fix the Ieak." Chief Eddington explained that there were several .factors that came simultaneously. Both projects; the reconstruction and the firing range came in substantially over bid. Which caused the collapse of both projects•iogether' Additionally the leakage has escalated and so that pushed that into the forefront. Given the circumstances he felt it was best to combine the two projects and add the extensive tuck point that will be necessary to suspend the leakage. Aid. Rainey is not saying that the decision was an improper one, she's saying it was really wrong not inform Council. Aid. Rainey asked, "When we send our officers to a fire range out of town are they on or off duty? Off duty meaning they get extra pay for going." Chief Eddington explained it's a combination. They use their in- service training time to do that. This month they're using the Lake County Sheriff's Range so that's a four hour training block: two hours travel time two hours on the range. Ald. Wollils feels the City will have to include the cost of off site training into this project because it's off site. She doesn't know how that would be measured, but it would have to be done. Aid. Rainey would like a detailed report on the status of the Fire Police Station renovation. The Interim City Manager will deliver a chronological complete report. Aid. 'Holmes added host• they may overlap. "I am trying to fit the firing range and the deterioration. How does all this come together and how does one thing affect another because it can, and we don't always know that those kinds of things are effecting. So i think that if we had a general understanding that's wrong there. So that maybe we can prioritize on what needs to get fixed immediately "stop the bleeding." Aid. Rainey referred to the proposal; "...the amount available was S1.456,565. On the next proposal, the amount available was 51,269.500." ,old. llansen mentioned that Council has been risking questions and they have been talking about this. She recalled a meeting in June or July when Chief Eddington was out of iowm, it was Deputy Chief Cook that came to answer questions of how long the firing range had been inoperable. In terms of City Council's collected memory they were thinking two years maybe. She thought it was a little under two years. Now there is talk about moving that project back two years (2010 — 2014) if she's reading this correctly in terms of what the City is going to do and when the City is going to do it. So it does beg the question if it was just one of those things that came back over budget. That was then discussed to combine them. The money set aside for this into just renovating the second floor and pushing out the firing range, if that was something that was under consideration the whole time. Chief Eddington spoke to offer clarity: "The driver in this issue was two primary things: First, both projects came in Administration and Public worts Minutes for August 11. _'W8 Page 3 or 13 substantially over bid. The deterioration of the wall required us to make decisions to go and fix something and let it get Ieaked on. Those combination of events and once again we're looking at this over a time line, and the time line for the range has been down I believe is in excess of 3 years. This is not a matter of we're trying not to tell you what's going on. We're looking at bits of information as they come in and adjusting the plan. The nexus that ties all this together is CIP funds. "'hen they're substantially over budget, we're working with Facilities Management to bring forward rational resolutions given the dollar constraints. The longer we procrastinate the more difficult it is to manage the more expensive it is. We're not taking that lightly. We know that the CIP funds are not an unlimited resource. I will be more than happy to submit to Council a chronological report. The Police Department is looking at other options working with the engineer who designed the specs that came in much higher than we wanted to see if there are any more moderately priced solutions that we can plug in to set at least the ventilation system up and running." Aid. Hansen asked if there were no other alternatives just for the next few years than to go to other communities to use their firing ranges. I know we've been out to Glenview and Lake County. But if you're looking in that direction to see what we can do to get it running to be able to use it. I understand maybe we won't be able to use it completely to get away from that travel time and the tse of other people's facilities. Chief explained at the direction of the City Manager. the)- are working with the engineer and m focusing on the ventilation systewe can probably ciake the backstop or bullet trap work for a while longer but the air has to be up to OSHA standards. Aid. Holmes wants to know everything that's wrong with the building. She would like to prioritize what gets repaired. "Sometimes you just have to nuke choices about what has to be done otherwise we'lI just penny-anny ourselves to death. You end up with big bills coming in like this." Doug Gaynor asked to make a quick comment, `in 1995 there was a master plan renovation for the Police Department. Over time bemuse the number was so significant there had been appropriations put in the CIP. Funds were incrementally allotted. This is in the last project from the 1995 ptam" [bus would like include the 1995 master plan in the report to Council_ -AI& Rainey stated, "This report says that in 2007 CR Crowley and Associates that there % as Ieakage i=D and onto projected renovations on the 2"d Moor. Those eaves had to be repaired first and by tuck pointing and sealing. Still not having been done, nbw we're using the shooting range motley for that. Then it says when adjusted for inflation, CR Crowley's total est_ 479k_ That money is in the CIP! Why are we doing that and what's it got to do with the firing r. cc?! It has nothing to do with it. It's jtist more foot dragging and not doing the job. Let's do it. What's the problem?" Aid. Rainey does not want to see anything from 1995. She feels Committee should approve this but the Committee ought to direct the Facilities Department, Doug Gaynor, and the eblefofpolice not to propose anymore repairs until Council is brought up to date. Aid. Wollin would like expenditures for the last four years included in the report. Item A3.6 was unanimously approved 4 - 0 (A3.7)*Approval of Lowest Restsonsihle and Responsive Bid (Mil) for the Evanston PolicefF'ire Headquarters 'Partial 221 Floor Renovation Recommend approcaf of loctest responsible and mponsive bid (09-I1) for the Evanston Police/Fire Headquarters partial 2'd floor renovation contract with Boller Construction Company. Inc. (3045 West Washington Street, Waukegan, IL) In the amount of SI,269,500. Funding provided by Capital Improvement Fund. Aid. Rainey asked, "Didn't we repLce the lockers in the Iocker rooms within the last decade or so?" Chief Eddington responded, -Yes. we did. They're looking at the plans for the 2"d floor renovation. One of the things being undertaken is meeting with the fire code and building code. The locker rooms that are currently in use, there is a hallway being cut through them_ To come up with that code we have to install a hallway that would necessitate movement of the lockers into the basement area to facilitate that hallway." Aid. Rainey read out loud. -Skim coat plaster over glaze block. When you refer Adn inis=::km ar�4 P.:31ic'h-gets NisrW s for Aug—= IL ZZW8 N*T4of [3 to glaze block does that mean the?" Chief Eddington replied, "Yes Alderman it does." Aid. Rainey wanted to know why is the City doing that?" Chief Eddington responded, That's what the contractor felt would be best in that particular area." Aid. Rainey feels that it is a durable the and the contractor must be replacing it for more than a cosmetic reason. Chief Eddington is willing to work with the contractor to find out why they're using tile and see if we can have it removed from the contract. Doug Gaynor verbally created a visual of the construction area for committee members to understand the contractor's logic. Arm A3.7 was unanimously approved, 4 — 0 (.113.8)*APProval or Lowest Responsible and Responsive Bid (09-21) for the Asbestos Containing Material (ACNI) Abatement at Police Mleadouarters. 21ml Floor Partial Renovation Recommend approval of the lowest responsible and responsive bid (09-21) for contract with Bay Environmental. Inc. (5124 North 'Milwaukee Avenue, #s5, Chicago, IL) as the asbestos containing material (ACM) abatement contractor for the Police Headquarters Partial 2i4 Floor Rehabilitation Project is the amount of $24.470. Funding provided by the 2'd Floor Police Headquarters Rehabilitation Capital Improvement Fund account. This item was held is Committee July 14, 2008 for reference check information. Isem AM was unanimously approved, .f — 0 (A4)* Ordinance 83-0-08 Establishing a llunicloal Solid Waste Franchise Service and Amending Various Sections of Title 8 Cho2jers 5 and S iL Consideration of proposed ordinance 93-0-06 establishing a 'Municipal Solid Waste Franchise Service and amending Sections of Title 8, Chapters 5 and 5 % of the City Code. The franchise would require all businesses 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 In' City Council 7114, referred back to Committee, and held In Committte 7128. Chairman Aid. llansen reiterated anyone's willingness to speak to please identify yourself on the sign in sheet. Preev Mascenas of the National Solid Waste Management Associationl stated tits following, "We sent out communications last week regarding some survey cards that our members sent out to businesses. I was just hoping that you got them,'ask me any questions. The Association represents the private sector. We like open competition. We .ant to be able to service our members service our customers. We think it will keep the prices down. Have people be able to switch their haulers if they're not Petting the service they need, and provide the best service possible. We're hoping that you keep an open market." Aid. Rainey said. "One of the things %ve've been told, in Skokie the franchise has resulted in a million dollars savings. How do you address that, were you involved in that at all?" Peggy explained that she has been with the Association for fifieen years so that was a little bit before her time. But she does know that that franchise contract set up is old. Ald_ Rainey disagreed about the age of the contract and agreed it was seven years ago and reminded Peggy that she was with the Association at that time, Peggy stated she uas in a different position. She went on to address Aid. Rainey's inquiry, —Our member companies would certainly bid for a franchise if that comes out as well. But they would sally prefer to keep an open market. The Village of Skokie that has a franchise, i don't think it's the best scenario for a business owner within the city. i don't know if it provides the best comparative prices. It's just a different contract. There's all sorts of things a city this size would have to take into consideration. Our members out there want to be able to provide the best service in terms of hours in terms of the weight that's needed they might produce, a restaurant for example versus a car shop — totally different kinds of weight in their waste. I really can't address why Skokie is out them, it's just not the best option for a municipality of this size. Aid Wollin Adrranistruion and PuE c IAWU Minutes for August 11. 2008 Page 5 of 13 asked if Peggy was aware that all of City of Evanston's businesses were surveyed on what the options were for a municipal waste franchise. Jacqueline Johnson (Public Works) stated in an initial survey of July 2007 staff sent out 1700 cards, 250 responded. And what was the comparative analysis of the rates they were paying and the proposed rates. The rates were all over the board. The data was all over, franchise would be one pricing." Peggy save an example of various types of business owners, various types of pick up frequencies, and hours of service. She continued, "...and if their needs aren't being met, the business owner has the option to call somebody else because when you're dealing with business you're dealing with the bottom line. So if we're just talking about rates and keeping rates dour for businesses, I think that the business community can be smart enough to negotiate their own rates or your own private hauler. Chairman Aid. Hansen thanked Peggy for her comments. Bob PFister. Municit+al Marketing Manar;er, Veolia Environmental Services. "The survey of businesses was not asked about the different bids or different proposals that were submitted. That's what I'd like to talk about tonight. «'hays the best deal for the businesses in Eyaristoo. I have yet to see the proposed prices for commercial businesses. I have yet to see the pricing matrix that has come out. If it's such a good deal for businesses why can't people look at it and make comments. We've only had one piece of paper that we've been able to find out about prices. And we found huge discrepancies in the prices we have versus the franchise prices. So can we see the prices that are out there for the business community? It's a seven year contract that they're going to be strapped with for seven years. Why can't those prices be out before a contract is aw•ardod? Thank you." Chairman Aid. Hansen thanked Bob for his comments. Richard S4hw-artz. his wife owns Schwartzhoff Cleaners. "This is a very very interesting topic really. Veolia seems to. be out there going around to all their customers basically soliciting and lcr tg them know what the new price would be ifthey got hold of the franchise. I went to the meeting on T24 and I gave whoever it was a copy of my bill and they fired back to me what my savings would be. It would be about S30 (franchise) a month vs Veolia saying they could save S81 a month. So my question to them again, if this has been such a big deal why haven't you lowered my prices to begin with. Sucre really was no real comment about it other than because there so many apartment buildings around where we arc, it makes more fuel efficiency for them to basically go a half a block, make another pick up versus having to go to another block or whatever. I asked them about the contract because with Veolia and I don't know how any of the other companies operate, you have a three year automatic rule. And if you turn around and you want to change waste haulers, you have a thirty day window to submit to Veolia a new contract or new price from another waste hauler and they have the option to turn around at that point and either accept that price or the contract has ended and then you go into a new contract with another waste hauler. So you're basically locked into a three year to three year to three year deal whether you're happy or not and that's just the way it is. Going back to the business of the apartment buildings... if I'm going to save S30 doing the franchise, can I talk Veolia into saying. "you know what don't save me SS I a month, save me S50 a month_ I mean, if they can do that, that would be great. I don't think they will. you're pretty locked into what you have. So again I don't know if this is a good or a bad thing it's kind of a catch 22 situation. A,nd I think really before all the business owners really know what we're ccuing into, we r.:zd more information and another meeting. I have n eived no inform--,jon from the Cin that I'm aware of. I bet you're missing 9040 of the people who this u really going to Chem We really need more information and at least another meeting." Chairman Aid. Hansen thanked Richard for his comments and turned the floor over to Alai. Rainey. Aid. Rainey stated that the only reason she didn't contact \Ir. Schwartz was because she was led to believe that he was in support of the franchise. She felt she might have misunderstoai Richard responded "It's a very confusing thing. You can be in support of it. And yet at the same time when you get more figures, then you can say you reaU%. don't know if that's really the best thing." Rodnev Smith of Veolia Environmental SCn•ices made no comment. LeRoy Cox Artist A'W-.mr- sr %M And Nbk WcrU SI -.tars for August 11. _NS Pzzc 6 of I' on Central Street. I'm a Veolin customer, former Onyx customer. I guess my question is the sliding up of fares and prices going to be controlled in the contract. 1 certainly with the lady from the Association. In the past under Onyx based on driving my price up for one yard container, I said look I've checked with other people. I can get my container for cheaper from the guy down the road and they've matched the price. Currently with Veolia while satisfied kith their service but I negotiated a nice price three years ago and its crept up every month They never asked me if they're going to raise the price, it just creeps up. Are we going to have a better deal than we did before? Do we have safeguards in place and we going to get a really good deal or arc we in fact going to end up paying more using a franchise fee? If you guys have looked at this and you know for a fact that it's locked and it's a better deal for everybody I wouldn't be upset about it. But if in fact if it's going to be higher, and it's going to escalate we have no recourse because we have no place else to go." Ald. Wollin asked LeRoy to confirm that from month to month his price varies. LeRoy confirmed that from month to month it creeps up. No he doesn't have a contract, it's from month to month. Aid. Rainey asked if LeRoy submitted his bill to the City for an analysis. LeRoy stated that he did not; he filled out the card for the survey. Aid. Rainey requested Superintendent Eggleston speak and added, "...but if your costs are lower than the franchise cost that will be frozen, the lower cost fora certain period of time, 3 years?" Suzette stated, "The current proposal is that the City covers the cost to freeze your price for two years, and the contractor will hold the price for one. And alter that in years four and five, your price will increase to bring you up to the franchise. And then in year six you will actually pay the franchise cost And there are annual increases each year with the contract. And the end of contract that we are going to be talking about is 4% this year. So you'll Mow exactly what your costs and it will stay stable throughout the seven year contract." Ald. Rainey asked Suzene and Jacquelyn "if you were to know what his (LeRoy Cox) monthly cost is now for a one yard container is it...?" LeRoy responded, "My monthly cast right now is S51 " Aid. Rainey, "For a..." "One yard container. once a week pickup. That's what I pay." Aid. Rainey asked if staff could tell him what his cost is. Jacquelyn Johnson responded, "Based on the current rate it's S40 a yard for once a week and you'll get the free recycle cart.- Chairman Aid. Hansen asked why a seven year contract. Eggleston responded what the city is asking any contractor to do is make an investment. They need an opportunity to yield a return on that investment. So that initial contractor that'll give him an opportunity for the additional costs and capital assessment :hat they make to get the return. So some contracts %vill not be as long." Chairman Aid. Hams= asked if the free recycling service is for anyone? Eggleston stated every business and apartment complex will receive one 45 galIon recycle `container. They also have an opportunity to they would have to pay a recycling fee for a larger container, but one of the things they will do once they get into the recycling mode, thc:conuactor %vili come out and do an evaluation based on the amount of garbage and they may be able to reduce the size or the frequency of the container that they have to pay for a ]anger recycling dumpster so that they end up zero and better for the environment." Chairman Aid. Hansen confirmed that's regardless of how many pick ups a week or what kind of container they already have in terms of recycling. Suzette responded the Chairman's statement is correct, Aid. Rainey asked if Eggleston was familiar with any apartment buildings that recycle in Evanston. The Alderman targeted rentals. Eggleston stated, No. She gets a lot of phone calls from apartment owners that wish to recycle. They have a lot of apartment dwellers that actually take recycling bins and drop them off in areas where the City has recycling and also to the recycling center. Aid. Rainey asked. "So now every apartment building that has this service under the franchise will have an opportunity. Aid. Rainey asked who are the large institutions other than Evanston Hospital and Nonhwestern who are already known to be eligible to opt out. Suzette responded those are the three entities, St. Francis. ENH, and Northwestern. Aid. Rainey asked about Jewel, Target. Jacquelyn Johnson confirmed no. Eggleston stated, "If they have a nationwide contract, they can be allowed opt out." Aid. Rainey asked if staff knew Administmtka an,t Public Woris Minutes for August 11. 2008 hge 7 of 13 if they have nationwide contracts or not. Eggleston stated that she does not know how contracts are managed. Skokie is eligible to participate. D65 will save 48k a year. Chairman AId. Hansen mentioned that if people w=t to opt out they can engage the City and opt out. SNA\CC's presence was acknowledged and referred to at the previous Council meeting. The Chairman read numbers in terms of what happened in Skokie. She read that SM'a sated more with 6% staying the same and 6% were held at their current prices. She (Chairman Aid. Hansen) agrees with Aid. Wollin and that it should be discussed at length. Item A was unanimously approved, 4 — 0 (A3.9)•Atsprova1 of Contract Asgard (REP 08-611 of the Hauler for the MUniciaal Solid Waste Franchise Recommend approval of contract with Groot Recycling & Waste Services (2500 Landmeier Road, Elk Grose Village, IL) to serve as the hauler for the Municipal Solid Waste Franchise. The contract will generate at Least $170,000 ataaualiy In administrative fees to the City and approximately S20,000 in recycling rebates. Aid. Wollin referred to the bid packet that was distributed to Council azth their packets. Chairman Aid. Hansen explained this was the response to her late afternoon request of the City %tanager's Office. Aid. Wollin referred to the first page where it reads about residential recycling for each single family residence. Eggleston clirified that they already pick up the recycling. AId. Wollin continued. "Then at the bottom it says ........... based on the tonnage?" Eggleston rrpliod, "Yts based on the tonnage and that since it's not tunneled through twice... I wanted to palm out that there are representatives from GROOT here too, if you would like to stand era." AK Rainey aA --cd if there was an estimate. Eggleston responded, "\Vc estimated at S30k a year." Chairman Aid. Hansen will comment to support her vote: "I actually ficussed this with John Burke a few weeks back. Before having the opportunity to become an elected official had numerous problems with GROOT picking up recycling. Every Monday during naptime for my small children, they would park three and four of their trucks on a residential side street with their trucks idling. I called the manage-.. I became elected I called the manager, I talked to our City Manager's Office to talk to GROOT. to no avail. So with that and recently they've moved just within the last few months from parking on Grey in the 600 block of Grey, and 1 know I'm not the only family on that block with small children. I've even had to go up to the drivers and advised them of the idling ordinance, if you don't move, if you don't stop ['ta going to start calling the police department to be here to issue citations. My fear is that they're not just doing in the 600 block of Grey but they're doing it an other quiet residential streets throughout the City of Evanston. A_s an Alderman of the 9* ward. as an elected official for the City of Evanston, if I couldn't ect through to do what I w-as asking them to do. I don't really have much faith that they're going to do what the City of Evanston asks them to regardless of the contract because they have our recycling contract right now-. So I am voting against approving a contract for GROOT." Aid. Wallin understands the Chairman's concerns. and would like to give GROOT representatives a chance to respond. Aid. %Vollin fecis that the reasons Chairman Aid. Hansen gave were not significant enough reason to %ate against a major contract if in fact it is behavior that can be changed. Chairman id. H_nsen was repeatedly told GROOT drivers and the manager at the time that they would comply. She reminded the committee of specific staff from the City Manager's Office calling to ask for compliance of the idling ordinance. Chairman Aid. Hansen noted the time the committee has taken office until now and GROOT is just now moving their trucks or complying with the ordinance. Chairman aid. Hansen simply does not have confidence in GROOT and feels that the City is taking something that is in the City's control and giving it to someone else. If there's a conflict and they don't respond to the citizens' concerns about how they're doing business in Evanston. that was enough for her to say no. Suzette Eggleston commented that for the last two and half years she has been working with GROOT on Administration snd Putlic A'or" Minu:cs for a_;�zm 11, 2008 Page 8 of 13 recycling issues. Every customer service issue, compliant, she and Frank have an email chain going back and forth and every issue whether it's missed recycling, the situation has been resolved. Suzette referred to Frank as being very responsive. They have a supervisor that's assigned to the area in questions and they meet on a regular basis with the sanitation supervisor and they work out any issues. Suzette asked Frank to come up and talk about the idling part. Frank Hilleeonds. of GROOT. "I was aware of the idling that made it to my desk a few months ago. 1 can't speak for the drivers. They can be told that they are not allowed to idle their trucks. The only thing I can think of is that they're at the end of their route, they're calling in their notes. That just happens to be where they all finish up for the day 2:30 or 3 o'clock in the afternoon. They're wrapping up the day, they're calling in for notes, they're not allowed to Ieave the City of Evanston until the notes are picked up. I do know when it carte to my desk, it changed. Now what I did know is they moved a block down. That's something that we stress to ou= drivers that we do not %-ant this to happen. Diesel trucks that sit and idle can stink and make all kinds of fumes and we understand that so I know it was addressed,'] know it's been handled. Suzette called me directly on that one. I want to stress is that we pride ourselves when it hits a certain level things happen in day to day issues. When there's a concern with business or any other concern it's always been addressed. And I_ think the seven plus years we've been in town, I think the customer sm icc response and service levels are second to none. I truly do believe that. The tons upon tons.of recycling we pick up a week, there arc a lot of happy residents in the City of Evanston. And we're proud of what we've done and all I can do is apologize to you. i can't speak any more to that. All I can say is please look at our picture over the past eight years." Aid. Holmes attested to missed pickups and agreed there were no more issues with that. "Once you've had a chance to bid and based upon if I remember correctly from last meeting the gentleman from Yarvis telling us that one of his customers had shared their response back, and that was how he was able now to come with another fee schedule. I don't want to misquote him but I think that's what was said. I think probably any of the other bidders that had that kind of information would want to re -bid. Because I would imagine everyone would want to get the franchise. So that if we wanted to reopen that again that would have to be sent out to everyone, not just to one of previous bidders. But the bids came in and we got all of that information. I looked at it all weekend. In terms of the four that were here and I guess based upon the information the staff had, they chose GROOT as the preferred vendor. That's all we have to go on." Ald. Rainey feels that with any large operation there are misses from tine to ulne. Aid. Rainey was not happy with Frank's response to truck idling. Aid. Rainey totally supports the anti -idling ordinance. She encouraged Chairman 'Aid. Hansen not to call Streets & Sanitation, call the cops. One way to bet the message across to people is through the fine they get when they get the ticket. It's dangerous, it's noisy. it's bad for business. Aid. Rainey does like the way GROOT responds to missed pick- ups. Aid. Rainey noted that GROOT's tabulation far exceeded the second place candidates. Aid. Wallin added that GROOT exceeded the 2511b 1iWEBE goal. Chairman Aid. Hansen asked if there were any more comments before asking for a vote. Item.43.9 is -as rated in favor 3-1(Chairman AId flansen, vored no) (AS)* Resolution 50-R-08 Authorizing the Cltv Manager to Accent a Donation to Purchase a T3 Personal Electric Vehicle Cans€derstion of proposed resolution 50-R-08 authorizing the City Manager to execute an agreement with the Cherry Family Foundation for a donation of s12,000 to be used for the purchase of a T3 Personal Electric vehicle. Aid. Wollin noted that she appreciated the donation and the picture. She had no idea what a T3 was. She's very supportive of the idea. Aid. Holmes asked about the safety of three wheels vs two (like the Segway). Chief Eddington noted a substantial difference in the number of spills between the 2 and 3 wheels. Chairman Aid. Hansen asked for a vote. Item AS was unanimously approved, 4 — 0 Administration and Public WorksMinutes for August 11, 2008 Page 9 of 13 (A6)* Ordinance 76-0-08 Authorizing the Cie• Manager to Negotiate a Sale of 425 Dempster Street in Evanston. IL.. and Authorizing the Publication of a "notice of Intent to Sell Certain Real Estate (Chisravalle Montessori School) Consideration of proposed ordinance 76-0-08 authorizing the City Manager to negotiate a sale of 425 Dempster Street in Evanston, IL. and providing for a publication notice for a public hearing and other procedures In connection therewith. Aid. Wellin wanted to know when the public hearing will occur. Elke Purze (Legal) responded at the time of adoption. Aid. Wollin asked if 425 Dempster is private property and would there be payment in lieu of maces for private? Elke Purze responded in the affirmative. Aid. Wollin asked if the city could attach a covenant so the property will never be sold to a private development. Elke believes there is currently a covenant in place that it will always be educational institution. Item A was unanimously approved, 4 — 0 (A7)* Ordinance 89-0-08 Local Emolovment Program . Consideration or proposed ordinance 89-0-08 Local Ewtploym"t Program that will require general contractors and subcontractors to We Evanston residents If certain thresholds arc met. This item was held in committee on August 11, 2008. (A8)* Ordinance 91-0-08 Amending Title 9. Chnipter 8 of the CIe• Code. "Weapons" Consideration of proposed ordinance 91-0-08 amending Title 9, Chapter 8 of the City Code relating to weapons is a manner to conform with the decision of the United States Supreme Court and to strengthen Its provisions against the unlawful use of firearms in the City. City Council referred item back to committee 7128. Chairman Aid. Hart.en in her opening statement made it clear that the City is looking to amend not rescind the ordinance. She clearly stated and reiterated this is an amended version of the original ordinance. The second point the chairman asked her committee to be aware of the number of criminal offenses taken place in Illinois for unlawful use of weapons as well as unlawful use of weapons by a felon, as well as aggravated unlawful use of weapons because she thinks questions have come up with regards to those scenarios. The City- !Manager's Office responded to a late aldermanic request to make Committee and everyone aware of what criminal code is as it stands today. The Chairman =called an earlier committee meeting referring to when the Chief of Police addressed what -ordinances the violations are written under. These arc some of those basic ordinances_ Chairman Aid. Hansen turned the floor over to Aid. Rainey. At the last meeting Aid. Rainey asked herself why Committee held the ordinance. She believes it was because of the outcry from some of the anti -gun people. The ordinance is completely in place and completely protects the City with the exception of the Supreme court decision to not beine able to ban handguns in the home. There are some items in this ordinance that she is very curious about: It is illegal for an 18 Year old to possess a handgun that is con ealahle within clothing. Aid_ Rainey asked for clarity. Ald. Rainey believes that our Law department has covered every single possible issue. Elke Purze explained that the undcrlying language 9-8-2A and $ is directly lifted out of the criminal code. Other commtmities such as Morton Grove have incorporated the criminal code into their gun ordinance by reference. The City of Evanston spells it out. That's the distinguishing featrore. As far as the IS year old with the small weapon, the Chief can speak to the legislative history behind that. Regarding felons, that is included under the criminal statute under what Alderman Hansen shared with Council. Elke agreed with the Alderman that the Legal Department and the Police Department have labored over this ordinance. The Evanston Police Department and Legal feel very strongly that criminal A_^nmistration and Public Wor,s Minu[es for August 11.:W8 Pagc IQof 13 charges should be prosecuted under state laws because if it is kept under the criminal code, they do fingerprinting and create a criminal record. Legal feels the City of Evanston does not want to prosecute felons under local ordinance. Keep it under the criminal code. Elke then turned the floor over to Chief Eddington. "Of that specific language is in tite statute to preclude larger target type pistols. If you've watched any of the Olympics, those larger guns arc not concealable, they're handguns but it's specifically included to address that issue where in theory one would be supervised by a parent engaged in that type of recreational activity." Aid Rainey asked where the Fireman Ownership cards arc processed. Chief Eddington responded that the department has the applications, the filling out of the forms, the money, the rules and regulations and statutes are at the State Police. Aid. Rainey wanted to know if the City gets notified by the State police when a card has been issued. Chief Eddington responded no, but explained that the police can check for valid firearm cards if they have reason to investigate. Aid. Rainey asked the Chief if he could give the Committee an accounting of the number of Evanston registrations and is there a different card for different guns. The Chief responded "No, the FOIA card system is set up if you are a licensed or registered gun owner and then you can have as many as you want. The things that arc excluded are excluded whether you have a FOIA card or not." The Chairman asked if there vas conversation of Chief Eddington processing the FOIA cards. The Chief feels that the personnct costs that would be incurred by the department are an unnecessary expense. Further it's based on if everybody's going to always tell the truth which it has been in his experience that's not always so. Joel Siceal Firearms O►vnershin North Shore North Subtubatt C iWter referenced a brochure (see attached) Illinois Statutes which he believe there's' a section l I that prohibits transportation. The state of Illinois has documented and incorporated in this statute legal transportation of firearms which the City does not incorporate in their ordinance which is a contentious legal issue. Ile submitted to the chair the Illinois statutes regarding transportation of firearms which he believes need to be incorporated into the City's ordinance to make it justified and make it go along with the states provisions. Chairman Aid. Hansen asked for a motion. Item A8 was unanimously npprove4 4— 0 (A9)* Ordinance 93-0-08 Increase In the Number of Class B I.Inuor Licenses ConsIderadom of proposed ordinance 93-0-08 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 Bravo Development. Inc, dba Brava Cucina Itallana, (1701 Maple Avenue, Evmton. IL). Liquor Commissioner requested introduction and action. AId. Rainey noted that nowhere in all the cases of the liquor licenses had it said that the fmgerprint information has been returned. Gavin Morgan confirmed that the fingerprint report had been returned. The alderman requested that the City Manager's Office make Council aware when fingerprint information has been returned. Aid. Rainey also noted errors in the application re: citizenship and Iessor name. Chairman .Aid. Hansen asked Zachary for clarity of the lessorlapplicant name. Zachary Koff is General Manager of the Bravo Cucina and was able to respond to Council's inquiries. Zachary confirmed applicant's citizenship and applicant's name (Alton F. Doody). Aid. Rainey asked who could make the corrections on the applicationn. Aid. Rainey asked if they had their food license yet. Zachan• confirmed the food license and they are waiting for a final inspection before gaining certificate of occupancy. Aid. Wollin asked for and received confirmation of the intended opening: date being August 250. Chairman Aid. Hansen asked if there were any further questions before requesting a motion. Item A was unanimously approved. 4 — 0 (A10)*Ordinance 94-0-08 Increase In the Number of Class C I.inuor Licenses Consideration of proposed ordinance 94-0-08 amending Section 3-5-6(C) of the City Code to Increase the number of Class C liquor licenses from 23 to 24 due to the A.a„minismion and Public Works Minu[ts for Augwt 1 t, 2009 Psgr 11 of 13 opening of Jamaica Jamaica, LLC dba Jamaica Jamaica, (1512 Sherman Avenue, Evanston, IL). Liquor Commissioner requested introduction and action. Aid. Wollin inquired about another restaurant referencing the beverage menu consisting of everything from carrot juice to Chevas Regal. Lenice Levy confirmed that there is another restaurant. Aid. WoIlin asked if it serves liquor, Lenice replied, "Yes." At the request of the Chairman, Lenice Lev v annroached the nodium and stated her name as a nenresentative of Jamaica Jamaica. Aid. Rainey stated she is the alderman across the street from her Chicago store and is concerned when the Evanston location opens. Lenice explained that she and her husband are a team. One will manage the Howard Street store, one will manage the Evanston store. Lenice currently works full time but will be retiring soon. Managing style %%•ill be very similar, the only difference being an increase in the number of staff. Lenice mentioned that they have a strong support staff. Chairman Ald. Hansen asked if there were any further questions before requesting a motion. Item A10 was unanimously approved, J — 0 (All)* Ordinance 96-0-08 Authorizing the City \tanager to Execute a Contract for the Sale of City Owned Property• on the 700 Block of C6kago Avenue to Devco LLC Consideration of proposed ordinance 96-0-09 authorizing the sale of City owned property in the 700 block of Chicago Avenue to Evanston Devco (AMLi Development) for S900,000. The parcel would be consolidated with two private parcels to the north for a private mixed use redevelopment project. Aid. Rainey stated, "The reason we're authorizing the City .Manager to execute a contract for the sale is so that it will make a proposed development possible. All I can think of is Steve & Barry. What if this project doesn't go forward?" Dennis Marino (Community Development) responded if the project doesn't go forward. the developers unlikely could purchase other ...." Aid. Rainey cannot find the provision that Dennis is referring to restricting purcbme of land if there is no development. Aid. Rainey is interested in reclaiming, the Iand if there is no development. Marino explained that there is a financial contingency on pg. 5. Aid. Rainey is aware of that but wants something that secures the land. Site can't imagine why the City can't include language to protect the land. Marino guarantees that the language Aid. Rainey would like to see can be included in the agreement to reclaim the property if the developer does not complete the task. AId. IV)mu agreed with Aid. Rainey. Aid. Rainey wanted to know if the Committee could see that hnguage or will staff amend it. Dennis made Committee aware that if they could introduce it tonight, they would see it in the next meeting. Chairman Aid. Hansen asked for a motion. 'Itt at All was unanimously approved, J — 0 (Al2)* Ordinance 97-0-08 Amending Sections 1-5-9(b). 1-6-10(h). 1-7-Sib) of the Evanston City Code Decreasing the Amount of Days a Non-Aldermanle Compensation Committee Shall Submit a Report and Recommendation to the Cltv Council Prior to the Next Regulariv Scheduled Municipal Elections, Consideration of proposed ordinance 97-0-08 amending various sections of the City Code allowing for additional time for a compensation committee to perform a compensation study of all elected officials and prepare a report with recommendations prior to the next regularly scheduled municipal elections. Chairman Aid. Hansen wanted to clarify that this is an ordinance already in place. It requites Council to have a compensation committee do this study. Chairman Aid. Hansen asked for a motion. Item AI? was unanimously approved. 4 — 0 IV. ITEMS FOR DISCUSSION Adm==uion and Public Worr`s %tinutes for August H. 2008 Page 12 of 13 V. COa1NIUNICAT1OrS (APWI) Local Employment Program Overview Schedaled for discussion at the Special City Council Meeting, 914108 (APR'2) FY 14 -14 CIP PowerPoint Presentation Highlighting Major Projects Scheduled for discussion at the Special City Council Aleeting, 914108 VI. A DOUR IMENT : 7:15 p.m. Sincere Doiorer Execut Admin� and Public Woks riinum for August 11, 2008 Page 13 or 13 ADMINISTRATION S PUBLIC WORKS COMMITTEE MINUTES Monday, September 8, 2000 CIVIC C£1%'TER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Jean -Baptiste, Aid. Hansen, Aid. Holmes, Aid. Rainey, Aid. WoIlin Aiembers Absent: Staff Present: John Burke, Paul D'Agostino. Carl Caneva, • David ' Cook, Robert Dorneker, Chief Eddington, Suzette Eggleston, ..Doug Gaynor, Beth Howlett, Jewell Jackson, Lonnie Jeschke; .Mary Johns, Pat; Keegan, Melissa Kreke, Dennis Marino, Gain M6igan, Rolanda Russell, David Stoneback - Others Present: Nolan Robinson • Resident=,;.+y`y` Preslding: Ald. Hansen # r:► •± �' ''; " I. DECLARATIO. i OF QUORUXI With a quorum present, Aldenrtart Hansen called tht meeting to order at 5:45 p.m. II. APPROVAL OF MINUTES OF.REGULAR MEETING of August 11, 2009 Minutes were unanimously approved 5-0. (A1)* City of Evanston Payroll ikroigh " 09/17108 S2,601,379.17 City of Evanston Payroll thronh 08/31/08 $2,302,977.72 Item A 1 was approved unanimously, 5 -- 0. (A2)* City o[Evanstan Bills through 09/09/08 S4,636,658.69 Aid- Rainey asked who the City buys ID Checking books from. Gavin Morgan (Assistint to the City Manngerl said they arc purchased directly from the printer. Aid. Rainey asked if the State was ever asked if they had the book. G. Morgan said the last I' ardcr was done in 2007 by Jay Terry. Aid. Rainey asked if the book wasn't handed out at BASSET training,. G. Morgan said that he would look into it. Referring to page 21 Aid. Rainey said that she felt the weather alert system is exactly the kind of cost that should not; be incurred. This is an area where the City could cut back. The National Weather Ser"cc radios work just as well. Ald. Holmes asked if this was the same system Max Rubin used to send out emails to all the employees concerning incoming bad weather. No one knew for :ure. Suzenc Eggleston (Superintend,-ra Streets and Sanitation) said it is not the fax someine is waiting for but the phone call that is received and acted upon. Ald. Rainey agreed that science is s_c cad today but that this is excessive. Aid. Wollin asked if the City got ComEd service to the parks. Robert Dorneker (Superintendent of Recreation) noted all sites were included in the contract. These are not free as are the buildings. Aid. Hansen asked what the Community Development staff wanted to discuss on the item for Single Family Rehab Program. Dennis Marino (interim Director Community Development) said that this was a case of incorrect coding and asked that the item be removed from the bills list. (The check was pulled) Ald. Rainey asked if the City was the first mortgage_ D. Marino said no. Aid. Rainey asked how many appraisals are done. D. Marino says that City does one to protect and secure collateral. Aid. Rainey asked why do a second one when one was just done? D. Marino said that he is gathering material for the next meeting, copies of appraisals, etc. Aid. Jean -Baptiste wished to confirm that D. %Li ino would return to A & P W and explain the policy. D. Marino said he would. Aid- WolIin mentioned that re -rooting should be spelled as re -rooting. D. Marino offered to get information together to answer the question of is this is a fifty thousand dollar roof. Ald. Hansen questioned that expenses paid under the Capital Improvement Fund, Martin Lyons (Finance Director) said that traditionally furniture and scaffolding lasts more than ten years and that is why it would qualify. He admitted that scaffolding is a bit of a stretch. As for doing the roof repairs, all scaffolding costs would be capitalized into roof repairs. Aid. Rainey asked why debt smicc was used to pay for an eighty dollar chair. \S. I-vons said it should have been from operating funds and this is a subject he is carefully checking for the new budgets. Aid. Rainey noted that the current scaffolding is not for roof repairs and its cost is diminishing the roof repair fund.. It :should not be charmed to that account. Aid. Wallin asked if the information on the attachment is for additional time. D. ,Marino said it was. Aid. Rainey asked about the compressor at Fleemood-Jourdarn, was it a surge in power or old age. that did -it in. David Cook (Superintendent of Facilities) said it was old age. Item A2 was approved unanimously. 5 -- 0. Committee Chair Alderman Hansen asked to speak to: an item' from a previous meeting, the resolution authorizing the City. Manger -to enter. inio' a lease for 1223 Simpson Street. This item was removed from the . Council agenda for further consideration. Aid. Hansen noted that the. . lessee.. Nolan Robinson, had requested permission to speak to the committee since he -was not at the July 14"' meeting. AId. Hansen agreed to his request saying that after he speaks, the committee can vote on reconsideration or not. Aid. Jean -Baptist thought it had not passed Council and wondered what the process was- Aid. Rainey said it was removed from the Council agenda so why was it back at A & P W. AId, Hansen said that she was asked if A & P W would put it back on the agenda and permit Mr. Robinson to speak. Aid. Rainey pointed out that it was not on the agenda and there are many other items to be covered. Doug Gaynor (Director Parks, Forestry & Recreation) said that A & P W did not authorize the signing of a new lease and instructed him to prepare an eviction notice with the offer of $1000 to assist in a move. The tenant paid a month's rent at that time. The Lave Department supported the decision to begin eviction proceedings. Aid. Rainey asked ifthis was only tenants rent or were there subsidies. D. Gaynor said the monies arc all forient from the tenant, monies from the Housing Authority arc still being held. Aid, Hay.-�cn said that Elke Purze, City Legal Council had suggested allowing `lr. Robinson to Aid. Jean -Baptiste said he understood that staff had made an agreement Avith the t- tenaW � • that would allow him to get caught upon back rent. D. Gaynor stated that the amauut in un=rs was determined. (four thousand plus for seven months) and based on a pM-pous action of similar payments, his department developed a pay back plan of owed def.has and current rent. A schedule was created and the tenant accepted it. His drp~rtrncnt kept the check for back rent, pending the result of the resolution being presented to A & P W. Aid. Holmes asked if the payment made by the tenant in June and again in July- covered the back rent. D. Gaynor said the S2050 paid in June was rent and part of the back rent. The thousand dollars paid in July was for rent and some back rent. The check submitted in August was rejected by the City. Aid. Wollin clarified that the tenant was living in the apartment with no lease and not paying rent. Aid. Rainey wondered how Section S was paying without a lease on file. Aid. Jean -Baptiste said they keep paying until told otherwise. Aid. Hansen reminded the committee it is before them to consider putting the item back on the as, D. Gaynor said the plan stig,gested was S640 for rent and one thousand for debt to be paid through `larch of 2009. AU «'oilin said that the lease expired in 2006. Aid. Jean -Baptiste thought that owing Administruion =d Public Wor1.s ttinuus I September 8, 2009 Page 2 ors back rent and the City tries to evict and keep the back rent paid is a big item. Once the agreement is made to the tenant, he has a tight to a lease and should be safe. Had this item come before A & P W before the agreement was shown to the tenant it would be different situation. D. Gaynor stated that the agreement was shown to the tenant to see if the conditions were acceptable to Mr. Robinson. It was not presented as an agreement to be signed or as a promise made. The plan was to then present the resolution to the committee. Aid. Jean -Baptiste asked if Legal had seen the agreement. Beth Howlett (Legal Counsel) said that Legal has seen the document before it was presented to A & P W. Aid. Rainey remarked that the committee was told the tenant was seven months in arrears and no lease existed for two years. For Section S. rent cannot be more that 30% of the tenant's income. I found this recommendation front staff to be shocking. Aid. Holmes said that she did not realize that the tenant had paid several' thousand dollars. AIso, she did not know about another similar situation. Ald.. Rainey asked when the money was paid and what about the rent since 2006. Aid. Hansen said that the June and July payments were before the July 1415 committee meeting. Part of the committee's concern was being told at that date that the tenant was already six months behind in rent. Aid. Wollin asked tiir. Robinson if he was employed. The answer was, no. I am on unemployment. Aid. Rainey asked if the Section 5 payment had been recalculated. Mr. Robinson said they are aware of his unemploytncnt�but they have not'rcralculated the rent payment. Aid. Jean -Baptiste suggested that the item go back on the agenda and that Legal instruct them in what was the right thing to do. Ile added that it lie thought it was an agreement. B. Howlett said that the Legal Department did not put the agreement together or discuss it with %fr. Robinson. AI& Jean -Baptiste said he felt the tenant thought the agreement was binding. Aid. Rainey said she hoped he relied on it more than the fact he owes seven months rent. Did you tell Mr. Robinson that he had an agreement and Council would be informed or told this agreement will be shown to Council. D. Cook said that ire told him that without a pay -back plan he could not present a lease renewal to Council., Ile had followed up before on owed rent. Aid. Rainey said that she would like to see financial statements of rent owed, payments made from Section 8, late payments, etc., month by month. M. Lyons asked if she meant from 2006. D. Gaynor asked if the tenants should begin paying rent or live rent free. Mr. Robinson said that the money has been put aside. He also thanked the committee for their reconsideration of the lease renewal. Aid. Hansen asked him to hold his comments until the Se.tember 22`1 meeting. Aid. Jean -Baptiste made the motion to put the resolution back on the agenda. Ald. Holmes seconded. The vote was unanimous. (A3.1)*--APnrova1 of Contract for Architectural Consulting Services (RFP 09-09) for the Animal Shelter Addition Protect Recommend approval of contract with Elliot Dudnik & Associates Inc. (913 Wesley Avenue, Evanston. IL) for the provision of Architectural Consulting Services for the Evanston Animal Shelter Addition project in the amount of 5117,000. Funding provided by Capital Improvement funds and Community Animal Rescue Efforts. Item A3.1 was approved unanimously. 5 — 0. (A3.2)'Anprowal of Lowest Responsive and Responsible Bid I09-28) for the Foster Field Renovation Project Recommend approval of lowest responsive and responsible bid (09-28) for the Foster Field Renovation Project to Clauss Brothers, Inc. (360 Rest Schaumburg Road, Streamwood. IL) In the amount of 51,056,027. Funding provided by Capital Improvement Plan, Open Space Land Acquisition Development (OSLAD) Grant, Department of Commerce and Economic Opportunity (DCEO) Grant and Administration and Public wads \linutes j Setxember & ZON Page 3 of 6 Community Development Block Grant. Aid. Rainey asked if the overage could not be taken from somewhere else than next year's planned CIP dollars. Paul D'Agostino (Superintendent of Parksfrorestr}) said he did not know, he would have to re -check the whole bid. Aid. Rainey declared that the City cannot use next year's money. M. Lyons said that if that is correct, then the whole contingency has to be looked at. Ald. Rainey said that she just wants to reduce it, it is a million dollar budget. Aid Jean -Baptiste pointed out that as a policy statement, the City needs a strict approach to new budget funds. Aid. Rainey reflected on the City's behavior over the past six months saying that the City has not changed its ways, they are not salting money. Ald. Hansen asked if this item should be held and Aid Jean -Baptiste said no. M. Lyons asked if remaining balances in other projects could be reduced by twenty- four thousand. Aid. Jean -Baptiste said that all projects need tet be looked at.. Aid. Rainey reiterated that the City cannot go into next year's budget. Aid. xeari-Baptiste-asked why this was being proposed. 19. Lyons said that advanced notification of income is just notification of monies from next year. Full disclosure of project price. $his year and next years budget will be for encumbered funds.They will be corrtmitted to and must be in the budget. Item A3 2 was approved unanimously, 5 — 0. (A33)•Apnroval of Lowest Rmnonsive and Responsible Rid (09-29) for the Fleetwood- Jourdain Kitchen Renovation Proiect Recommend approval of the lowest responsive and responsible bid (09-29) for the Fleetwood -3o u Main kitchen renovation project to D3'S Enterprises, Inc. (310 Thackery Lane, Northfield, IL) In the amount of $84.940. Funding provided by Community Development Block Grant. Aid. Wollin asked what were the expenditures of nine thousand dollars to date for. R. Dorneker said it was for consultants who did the architectural design. Aid. Rainey asked if when looking at base costs from contractors, does he look at others and see how they jockey prices to get the bid Do you believe this contractor can do this job? This will probably be followed by a change order. I think this needs to be checked, he is much lower than the other bidders. D. Gaynor stated that lie knows it is a question and he will reconfirm the bid. The Department does hold contractors to their bids, they cannot say they made a mistake and ask for more money. The City will take his bond. Aid. Jean - Baptiste asked if D. Gaynor would confirm the bid. D. Ga,%Mor said he would call from his office and confirm the figures given. He also mentioatd that his should not need a change order since those are only for unforeseen problems_ `'1t=,AU was approved unanimously, a — 0. (A3.4)'Avoroval of Lowest Resnonsive and Responsible Rid 109-35) for Cisco Network and Tekphonv Products Recommend approval of lowest responsive and responsible bid (09-35) for the purchase of CISCO hardware, soft►vare and maintenance from EnPointe Technology Sates. Inc. (18701 South Figueroa Street, Gardena, CA) In the amount of 543,193.25. Funding provided by Capital Improvement Program Network Technology account. Ald. Rainey asked if this going to deal with videos. Pat Keegan (GIS Manager) said it is the precursor to that. Item A3.4 was approved unanimously, 5 — 0. (A3.5)*Aooroval of Lowest Responsible and Resnonsive Bid 109-381 for the 2008 CiPP Soot Lining Contract Recommend approval of the lowest responsible and responsive bid (09-38) for a Administration and Public Worts Minutes i Septemtur 8. 2009 Page 4 of 6 contract with CTR Systems, Inc. (4350 DiPaolo Center, Glenview, IL) for the 2009 CIPP Spot Line Sewer Rehabilitation Contract in the amount of S55,600. Funding provided by the Sewer Fund. Aid. Rainey wondered why this work could not be done with the other work being done on Mulford which right now is being paved. Dave Stoneback (Superintendent Rater and Sewer Division) said it is a four week project using small equipment. Aid. Rainey said here's what happens, new street, new curbs and then along comes another working crew to tear it up. D. Stoneback said that it does seem to be backwards but the City only has so many staff members to do these jobs. Item A3.5 was approved unanimously, 5 - 0. (A3.6)*Approval of lowest Responsible and Responsive Bid (0942) for Rrieli'Wt_ Recommend approval for the lowest responsible and responsive bid (0942) for the purchase of up to 6,660 tons of rock salt from Morton Salt ' (123 Norih-Wacker Drive, Chicago, IL) in the amount not to exceed $695,304.' Funding provided by the General Fund. Item A3,6 was approved unanimously. 5 - 0. (A3.7)*Approval to Purchase 2 Dump Trucks with Plows and 2 C4,Ego Watts Recommend approval to purchase: two (1) 2009 International 7400 tandem -axle dump trucks with 10-foot plows for the Public Works Department through State Bid Contract 9401548 from Prairie/Archway International Trucks (401 S. Dirisea Parkway, Springfield, Illinois) In the amount of 5244,785.00; and two (2) 2009 Ford E-150 cargo Fans, with one assigned to the Library Division and one to Parking Services through State Bid contract # 401500 from Landmark Ford (2401 Prairie Crossing, Springfield, Illinois) In the amount of 532,292.00. Funding provided by y Fleet Capital Outlay- Budget for Automothe Equipment Purchases. Item A3.7 was approved unanimously, 5 - 0. (A3.8)*Anaroval of Civic Center Roof Replacement Project Recommendation by the Civic Center Committee for the City Council to direct staff to proceed with the preparation end issuance of an RFQ1P to solicit proposals for architectural and engineering services and construction contracts for the replacement of the existing slate shinglm low slope roof membrane, gutters, railing and flashing on the Civic Center. Funding provided by the Capitol Improvement Program: --hem. A3.8 was approved unanimously, 5 - 0. (A4.1)*Aunroval of ChanVe Or( ier #6 for the Basin S82B Contract I Relief Sewer Proiect Recommend approval of the final change order #6, for the Basin S82B Contract I Relief Sewer Project with Jay Dee Contractors, Inc. (3881 Schoolcraft Rd„ Livonia MI).' This change order will decrease the contract amount by $14,575.11 from $10.106-301.55 to 510,091,726.44 and grant a 155-day extension to the contract period. An IEPA loan funds approximately 96% of the project costs. The remaining; portion is funded by the Sewer Reserve fund. Item A4 was approved unanimously. 5 - 0. (AS)* Resolution 51-11-08 Particinatian in the Cook County Interoperable Communications System Consideration of proposed resolution 51-11-08 to accept a donation of equipment and software from Cook County in order to participate In the Cook County Interoperable Communications System. Administration and Public ►L°orks rt inutes I Scptc ba & _M3 Page 5 of 6 Aid. Holmes asked if this sotiw•are and equipment was compatible with our systems. Chief Eddington (Police Department) said yes. He pointed out that Cook County wants to show their cooperation wit'i multiple communities to qualify for Homeland Security grants. It is not known at this time which particular plan the City of Evanston will be involved with. Aid. Rainey mentioned that the last paragraph in the Agenda Item Summary states that the City Council deems this in the best interest of the citizens of Evanston. She believes that can be interpreted as the committee has approved this request. She also mentioned dhat the attached agreement says that the City of Chicago is entitled to office space. NVhat do they need office space for she asked. Chief Eddington said it is for equipment not ot:ices as the word seems to imply. Aid. Rainey asked if the Chief envisioned any costs to the City. The Chiefs answer was no. Aid. Rainey asked if the City of Chicago was fundcrd for this program- Chief Eddington said they tell him yes but he needs to study it mom- Aid. Rainey asked that he keep the committee updated. He said he will. Item A5 was approved unanimously. 5 - 0. (A6)* Resolution 52-R-08 Assuming Resnonsihilih• for the Temnorar►• Closing of Sheridan Road for the Annual Northwestern ITniversity Homecomin Parade - Consideration of proposed resolution 52-R-08 by vthlch the City would accept the liability for the temporary- closure of Sheridan Road for tht Annual Northwestern University Homecoming Parade on October-17, 2008. Northwestern pays all City expenses for this annual event. Approximate cost for City services is S6,000, the majority of the cost being Police traffic control. Aid. Wollin mentioned that ;here was an upcoming change of ownership for Sheridan Road. Where do we stand in this. 1. Burke said the City is awaiting final IDOT sign off, which should occur shortly. Item A6 was approved unan`-aously, 5 - 0. (A7)* Ordinance 100-0-08 Tail Csb+r Vehickm for Hire Amendment Consideration of proposed of proposed ordinance 100-"8 amending Section 3-19- 7 (C)(b) of Evanston City Code changing it from Chicago Chauffeur's License to Evanston Chauffeur's License. Item A7 was approved. unan..--nously, 5 - 0. NOTE: :Wd. Holmes mentioned in easing that future proposals concerning bids should be as '"cleat as the ones presented tcmight. They weer clear and consistent in their presentations. IV. ITEM§ FOR DISCUSSION V. CO.NMIUNICATIONS VI. ADJOURNMENT: 7:10 p.m. Respectfully submitted: Phillip Baugher Administrative Assistant, Finance Department J=iaistntion and Public Works Minutes I September S. 2008 Page 6 or6 ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, September 22.2008 CIVIC CENTER, 2100 RIDGE AN'ENUE, ROOM 2404 Members Present: Ald. Jean -Baptiste, Aid. Hansen. Aid. Holmes, Aid. Rainey, Aid. Wollin Members Absent: F7 t• Staff Present: John Burke, Paul D'Agostino. David Cool:, Rajcev Dahal, Jocllen Daley, Robert Dorneker, Chief Eddington, Doug Gaynor; Rodney Greene, Beth Howlett, Jewell Jackson, Lonnie Jcschke, Mary Johns, Pat Keegan, Anil Khatkhate, Martin Lyons, Dennis Marino, Sat Nagar, Elke Purze, Rolanda Russell, Lloyd Shepard, David Stoneback, Evenda Tomas Others Present: Alderman Tisdale Alderman Bernstein Nits. Robinson— 1223 Simpson Sytet Presiding: Ald. Hansen I. DECLARATION OF QUORUM { With a quorum present, Alderman Hansen calledthe meeting to order at 5:45 p.m. 11. APPROVAL Ol` 11LNUTES OF REGULAR MEETING of September 8, 2008 Minutes were unanimously approved 5-0. (Al)* City of Evanston Payroll through 09/18/08 $2,378,405.82 Item Al was unanimously approved 5-0 (A2)* Cite of Evanston Bills through 09/23/08 S4,362,424.85 Dave Stoneback (Superintendent Water and Sewer Division) pointed out that the payment to McCormick Mag Meter was for engineering service to design repairs that are =c mentioned in item A3.3 below. The intention had been to replace the meter but since a pipe failed, it «•as logical to do both projects at the same time. Aid. Jean -Baptiste asked what the City did when we are asking contractors to provide designs. D. Stoneback said the City identifies problems. Sometimes the work required is beyond the capability of the city staff and his department needs to go outside to feet the work done. In this case, structural design of the meter pit and geotech design. because the needed repair is so close to the unstable channel bank. required the need to hire an outside consulting engineering firm. Ald. Jean -Baptiste continued asking what percent of design work is done by the city. D. Stoneback said that in this case none. The City staff usually only designs small jobs. Aid. Woilin asked about the line item for a transmission for nearly ten thousand dollars. It was stated that it was for a vacuum sewer truck. Ald. Rainey stated that she did not remember the previous actuary billing on a monthly basis. Martin Lyons (Finance Director) said that though he did not write the answer, he would try to explain. The S4.938 invoice was a new expense beyond police and fire evaluations. It sounds confusing but this was a new request for a proposal. In the future, he stated, he would prefer a lump sum invoice for cven-thing. Aid. Rainey mentioned that the person Page t at$ Administration & Public Worla Minutes of Sgnember 22, 21W8 who writes the ansivers should be at the meeting. She continued, that it was her understanding that GRS was paid to project the pension requirements for the next three years. She feels they are probably wrong; you cannot project for three days lately. What, she asked, is the purpose to know three years out'' M. Lyons said that the request was made before he came to the City_ Rolanda Russell (Interim City Manager) said the City Manager asked GRS to trend our population (city employees), and other statistical information. Aid. Rainey said that this payment did not cover that. Aid. Hansen asked who made the request. Aid. Jean -Baptiste said it was requested by the City Manager. Aid. Rainey thought the City needs to be very careful of GRS, their charges are like none else's. Aid. Jean -Baptiste asked Ms. Russell if she would require such a projection. She answered that the Blue Ribbon Committec also requested this information. Aid. Jean - Baptiste wondered why the City's Finance Department could not do this work. R. Russell said there is not enough staff to compile all the statistics to review what is and what the trends appear to be. Aid. Jean -Baptiste asked if that, meant the Department could not determine the rate of retireretirement based on ages of the employees. R. Russell said that Finance could not pro.ide the time required to produce those statistics. \t. Lyons stated that to publish such information, you have to be a certified actuary. This report gives the City a pattern to look at. Aid. Rainey asked is it for unfunded liability and required pension levies. M. Lyons said that it is as printed in the answer for the expense. Aid_ Rainey thought that considering the condition and look of the Howard Street area, these payments to Brickman Group Ltd are questionable. Today, the Chicago side is beautiful, maintained and our side is an embarrassment. The work was poorly done. items are falling down, and Merchants have had to step in to secure the plantings. Brickman is not doing a good job, the City must switch to another firm next year. Aid. Hansen asked how often the city staff oversees that wort:. Aid. Rainey interposed that Paul D'Agostino must see hour bad it is. Aid Rainey also referred to the many boarded up properties. Dennis Marino (Interim Community Development Director) said that Property Standards has a registration plan ready to go to address that question. Aid. Rainey said that no work is being done an fore -closed properties. Aid. Jean -Baptiste said a policy is needed to control'diroct this situation. Aid. lean -Baptiste, referring to an item on page two, questioned why Judy Witt was here on payroll and asked how long she would be here. Joellen Daley (Director of Internal Community Services) said that Ms. Witt will probably be hem until the end of October. ERl has created the need to rewrite job descriptions for the many positions that arc now vacant and had not been updated in many years. This needs to be accomplished before the City can seek new hires 1. Daley said that his- Witt is a valuable resource to work on this task, To cover the expense. the ¢. position previously held by Debbie Sleet has not been filled. Aid. Rainey asked why `,now. J. Daley said the ERI and reorganization is causing the re- ►rites. Aid. Hansen referring to the expense for Leadership Evanston said she thought someone was hired to help with Leadership Evanston with training our organization. J. Daley said Human Resources coordinates Evanston Leadership. Leadership Evanston is a Community Foundation group. Departments use their own budgets to send staff. Aid. Hansen asked what they do that Nvc do not. 1. Daley said that the City's program is for specific career paths. Aid. Hansen asked if th—.Te a limit on how many of our employees can go per year to the Evanston Community Foundation sessions_ As noted in the answer on the bills list, five employees are attending this year. R. Russell said that that is strictly based on the department Gadget. Aid. Holmes suggested that maybe guidelines are needed on who should go to these meetings. Think about new employee versus long term employee. R. Russell said that departments review their budgets for dollar availability and review who would benefit most at any riven time. This is not a decision made in Human Resources. Aid. Rainey moved for the item to be taken off of the bills list. She went on to say it is a misplaced use of tic payer's money to spend on staff in high level positions. There is no benefit to the City. Staff that wish to attend can do so on their on time and with their own Page 2 of 8 Administration & Public Wods Minutes of September 22, 2008 money. She concluded that this makes no sense at all. Aid. Wollin thought that the payment had to be made as they are already enrolled and attending sessions. If the department feels the training is beneficial then they can send staff.. Leadership Evanston may impart something good to our leaders and it gives them exposure to the City and other leaders. He could not say the Directors have abused their discretion concerning this training program. R. Russell said they will continue to participate but an overview will be brought to the committee on how departments use training dollars. Aid. Jean -Baptiste said that Leadership Evanston is headed by Jay Lyle, a former City of Evanston Mayor, so there is a broad exposure to the City. However. Haman Resources should be aware of what the content of the program is. Aid. Wollin said that it is a year long program, covering a (vide range of areas. Many who have taken it see the value. But for those who started this year, they should be allowed to finish the year. Aid. Bernstein stated that from its inception, it was created for citizens to get a broad base knowledge of Evanston, to enable them to sit on boards and maybe rur. for office. There is is wealth of knowledge to be obtained. Aid. Hansen agreed that Leadership Evanston is a great program and having our city staff participate is a great benefit to the Community Foundation; the should ask for a tuition break. Aid. Hansen referred to page 31, the payment for various casualty loss items. Aid. Rainey asked if it was individual payouts or for the premium. Beth Howlett (Legal Counsel) said it covered lek.al bUls for several on going trials. Aid. Rainey suggested that they be listed by case. B. Howlett said she would look into it. Item Al was unanimously approved 5-0 (A3.1)*Credentials Contract Anoroval Recommend approval of agreement with Credentials for processing of FY 09 vehicle sticker applications and payments. Per unit fees are provided at no Increase over last year's program. Totai estimated cost is S42,542.80. Funding provided by the General Fund Finance Collections Division. Item A3.1 was unanimously approved 5-0 (A3.2)• Aparoval of Lowest and Resoonsive Bid (09-34) for the Installation of a Fire alarm System at the Robert Crown Center Recommend approval of the lowest responsible and responsive bid (09-34) for the Robert Crown Center Fire Alarm System Installation project to Video and Sound Services, Inc. (40 West Lake Street. Northlake, IL) In the amount of $74,580. Funding provided by Capita( Improvement Food. Aid. Rainey asked if there isn't one at Robert Crown now. Aid. Jean -Baptiste said there is one. the installation v, as just approved. Robrt D-orncker (Acting Director of Parks, Forte and Recreation) said there is no fire alarm system in the building. There are heat sensors in the duct work and a few sprinklers. Aid. Rainey asked if this system could be moved and R. Domeker said all but the wiring can be dismantled. Aid. Jean -Baptiste asked What the difference is between heat sensec: and fire alarms. R. Domcker stated that sensoits only detect heat but there is no alarm connected with them. The heat sensors alert the Fire Department but the people insi& would never know about it at the same time. Since 1974 there has never been a lire aLtrin system. Aid. Rainey asked about the letter of September 11. %%ho is Robert Balczo. R. Dornckcr said that tic is the one who did the preliminary dt-sign stork for the systzrn which was done two years ago. Aid. Rainey asked what the last page, a merne, to Dave Cook. meant. Dave Cook (Superintendent of Facilities) said he had call.-d to make sure there were no problems with the contract. He was only asking if they has issues with the contract. Aid. Wollin wondered why residential properties have to have fire alarms but city facilities can go without. Item A3.2 was unanimously approved 5-0 Pap 3ofB Adminisumion dt Public works hiinums of Sgxrn to 24 :008 (A33)*ADnrova] of Lowest Responsible And Responsive Bid (09-371 for the 36" Skokie Feeder Main Repair Recommend approval of the lowest responsible and responsive bid (09-37) for a contract with DiPaolo Company (4350 DiPaolo Center, Glenview, Illinois) for the the 36-inch Skokie Feeder Main Repair in the amount of S144,017.50. Funding provided by the Water Fund. Aid. Rainey referring to the M/W/EBE, letter noted the use of Hendrickscn Trees as a contractor and asked if that meant tree removal. D. Stoneback said that at the point of pipe failure there are five birch trees. Three will need to be removed. Aid. Rainey asked if they were healthy and D. Stoneback said they are too mature to transplant. Aid. Rainey thought a vote should wait until Aid. Tisdahl arrived so she would be up to date on what will happen. Later in the evening. Aid. Tisdahl did arrive and was informed of the tree removal. Though she would like it not to happen, she understands that in this case there is no choice. Item A3.3 was unanimously approved 5-0 (A3A)* ADproval of Lowest Responsihle and Responsive Bid (09-4D for the Green Allev Pilot Prolect Recommend approval of the lowest responsible and responsive bid (0941) for a contract ivith MY BAPS Construction (7601 South Kedzie Avenue, Chicago, IL) for the Green Alley Pilot Project for the alky north of Dobson Street and Fast of Ashland Avenue (Southern, East-West leg Only) In the amount of S259,074. Funding provided by Community Development Bloch Grant (S80,000) and GO Bond Funds (S)79,074) Aid. Jcan-Baptiste said it is a great direction to be going. lie then asked for an explanation of recharged water. John Burke (Directer Public Works) said rain water will be drained through the voids in the porsus concrete allowing stormwater runoff to be naturally filtered into the ground rather than runoff to the City sewers via pipe as in the current treatment. Aid. Jcaa-Baptiste asked what the cost benefit is, is it worth the value. J. Burke noted that the cats of projects are expected to keep going down as demand for the product increases. He added that costs have been 10% to 15% higher with green alleys as a rule of thumb- This is a test cast. They have had success in Chicago with this system. Md. Rainey stated that this is a two block long strip and in the middle of a city park. Run off of water is a big problem, percolating into the ground is a terrific answer to the problem of pooling and polution. It makes the City green. Aid. Jean -Baptiste said he would like to sec this project tracked and to see the costs involved. Item A3.4 was unanimou:-lv approved 5-0 (A4.1)* Aonrova! of Change Order #2 for the 2008 50150 Sidewalk & Curb Replacement Program Recommend approval of change order #2 for the 2008 50150 sidewalk and curb replacement program with Schroeder & Schroeder, Inc. (7307 Central Park Avenue, Skokie, 1L) in the amount of S53,000. The change order will increase the contract amount from S181,362 to SL44362. Funding provided by the Capital Improvement Program 50!50 Sidewalk and Curb Replacement Program. Item A4.1 was unanimously approves 5-0 (A5)* Resolution 43-R-08 Authorizing the City Manager to Enter into a Lease for 1223 Simpson Street Consideration of proposed resolution 43-R-08 authorizing the City Manager to enter into a lease with Norma and Nolan Robinson for the property at 1223 Simpson Street. This Item ivm referred back to committee September 8, 2008. Aid. Rainey opened the discussion stating that at the last committee meeting she had Page X ors Administration & Public Works Minutes of September 22. 2009 asked for a ledger showing rent payments and delinquencies for several years and all the document shows is 2007. She did not feel that the information provided said very much. M. Lyons handed out an additional document listing rent from May 2005 to present. He went on to explain that the tenants rent payments had fluctuated over the years. A year ago the tenant could not make payments_ The City abated the rent since an agreed upon payment schedule was working. D. Cook pointed out that some of the problem started over a dining room fixture that did not work so the rent was prorated. Aid. Rainey wanted to make sure she understood that the committee was being asked to offer a lease to a tenant who owes 52,330. 11. Lyons said that a couple years ago the tenant came up with three months rent. Current rent payments are on hold awaiting a decision. Because of the pending eviction proceedings, the staff did not expect to receive rent. Aid. Bernstein said the City could accept rent since the money is owed. AK Jean -Baptiste said that prior to the ten day notice; the City submitted an agreement and the tenant went to pay a lot of the monies. His perception was that the agreement was the way to go. Aid. Rainey reminded M. Lyons that the tenants paid S l OW a month to get caught up. This is bad business. Landlords are dying for a lack of rent. Issue a new lease. Aid. Holmes stated the City should not sustain a loss. Aid. Hansen asked for a meeting at the next A & P W if this resolution passes at Counsel tonight. Ald. Bernstein asked why it took so long to fix a chandelier. Aid. Rainey requested a monthly report. Aid. Hansen said that she had offered for the tenant to .Teak tonight Mrs. Robinson said that she and her husband had believed the agreement Nvas the way to go. She stated that they fell behind but the system outlined was doable, She asked for the committee's consideration. Item A5 was approved 4-1, Aid. Rainey opposed. (A6)* Resolution 54-R-08 Authorizing City Manager to Execute an Amendment to the Water Suntaly Contract with the North..est Water Commission Consideration of proposed resolution 54-R-08 authorizing the City Manager to execute amendment No. I to the amended and restated Water Supply Contract between the Northwest Water Comrrrrissian and the City of Evanston. Aid. Rainey said that she had tried to read all of the supporting; documents and had asked what this amendment supports over previous agreements. She stated that she had asked staff for an explanation. M. Lyons mentioned that an explanation, a summary, had been sent by email this day. R. Russell suggested that Dave Stoneback could give a verbal explanation. D. Stoneback referred to the letter Many Lyons had sent out. The current contract allowed for an annual increase based on the Consumer Price Index and the Producer Price Index and resulted in a 216 increase each year over the past ten years. However, the contract did allow the City to reopen the contract and go back to the ,original rate adjustment based on a dt nand charge and a quantity charge_ Evanston determined that using the original adju`r<rient would provide more income to the City and therefore sought this change. For service year 2006. Evanston would realize an increase in revenue of over 5500,000 using the new rate rather then the current one. Aid. Rainey asked what should be said to residents who say they are paying more than NWWC is paying for water. D. Stoneb_ck said that the City does not charge NR'NVC a lot. They have a big debt to pay off. The NW%%'C charges the four communities they serve at a hither rate and then the communities charge tl:_Ir residents at an even higher rate. The residents of the four conununi%es pay a hither vvaier rate than the residents of Evanston. Aid. Bernstein noted that the 57% cost is compatible to value received. He asked if they are paying their way. D. Stoneback said historically it was extra money for the City. Item A6 was unanimously approved 5-0 (A7)* Ordinance 89-0-08 Local Emaloyment Program Ordinance Consideration of proposed ordinance 89-0-08 amending Section 1-17-1 of the Pape 5 of 8 Administration & Pubbe roods Minutes of SWcmtrr ". _N*8 Evanston City Code by adding subsection 1-1701 (C) "Local Employment Program". Aid. Rainey said that the City had spent a lot of money- on green alleys, curbs, etc. and not one of them is included in the LEP program since they did not exceed the 500K Ievel. The effort in this program is minimal. When you do find a few 500K projects, the hours for employees will be very few. Aid. Jean -Baptiste asked how many jobs we might get for Evanston residents out a total of seven openings. Aid. Rainey said she thought this ordinance was ineffective_ Aid. Jean -Baptiste asked why the threshold was 500K. Lloyd Shepard (Business Development Coordinator) said that initially it was at LOOK. It was increased to 500K to address some of the concerns expressed by the Departments. Those concerns were, the cost to the City of administering the program, the cost to contractors to administer the program, concerns about training new hires and concerns about safety of new hires on site. AkL Jean -Baptiste suggested that those who raised concerns would seem to mean there should be no prograim He asked how many jobs can Evanston residents get at 500K or even at 250K. L. Sheppard said 55 of the total project hours or a minimum of one Evanstoc resident_ The sewer relief project allowed for the hiring of many Evanston residents through the length of the project. The Howard Station Apartments had a requirement for the hiring of eight residents and the requirement was met. For the sewer relief project there was a training component and mandatory hiring. If you had 12 trainees, six had to graduate from the training program and three had to go to work on the site. Then there is the estimated number of hours the project would take and the employee hours of Evanston residents compared against construction hours. Jewell Jackson (Purchasing Manager) stated the example of Mason Park, a 635K project. The hours calcuL+:ed were 4708. Five percent of those hours equal 235.4 hours that would be available to allocate to one or several residents. Aid. Rainey wondered how one could ever know the houm a project would take. J_ Jackson said you can ask in the bid there was a request from Aldermen to remove the duration clause. If a project reaches the 500K threshold, then the 516 requirement would apply regardless of project duration. Aid. Rainey asked if jobs ever show horns needed for completion. J. Jackson said that if the ordinance passes, the City can then asl. for hours but at 500K you still get 5%. The City can then review certified payrolls to reconcile the actual number of hours worked. Aid. Jean -Baptiste said internal issues were mentioned.. Lloyd Shepard, you proposed 100K. Why can't we m: Ie that amount the benchmark. If contractors can meet the requirement he said, they can request a waiver. He suggested that the City needs to get a model in place to get residents hired. flow marry worked on Ridge Avenue. What benefits he asked Lloyd SL-.ppard do you sec to a benchmark of 100K. L. Sheppard said increases the number :,f projects in the pool and thus increases the number of employment opportunities_ There is a lot of concern that contractors will not bid if this requirement is in place. Aid. Jean -Baptiste asked if that was fact or speculation. J. Jackson said the benchmark- can be lowered to some number greater than 100K.. M. Lyons says we cannot kr-ow if it will work until a year has gone by. An Evanston resident (employee) can say he' Il take the forty hours and know that he is then out of the loop for getting on a big job of several months. aid_ Rainey thought that enough residents will not get enut;h work out of this pro �­ar>. maybe two weeks at most. Aid. Jean -Baptiste said a lot of _ttion employees o_t short duration jobs and move on. This is an opportunity for unemp:. yed skilled residents. Short terns is worth it. We need to provide access to these jv. ­,. Go forward and see what happens. Aid. Holmes said she agrees to do this as a pile - She suggested to start at the 250K level and try it. Aid. Hansen said she agreed Eut hours are a concern. She wondered if we act now what happens two years later, do we change orders_ R. Russell stated that the staff had worked on this project for a long ti_-,he. 'They called and studied several other cities. Though this is not called a pilot it is. Too low and contractors are not interested in all the extra steps. Too high is also not goo` Lloyd Sheppard said we can make adjustments as we go Page 6 of S Adrrunisuation S Public Works Minutes of September 22, 2009 through it. Currently there is no requirement. This is a first attempt to get one. Doug Gaynor (Director of City Operations) said that departments ask for a schedule for the projected months the project will take. Sub -contractors are the problem since contractors we hire are the ones who hire them. Ald. Rainey asked why the current program that recommends 25% be Evanston employees cannot be altered. R. Russell suggested adding these ideas to the current ordinance. Aid. Rainey said that the ordinance does not require Evanston employees. Why not add it to the existing program of a 25% requirement that five or ten must be Evanston residents. She stressed modifying the existing ordinance. Aid. Jean -Baptiste said our bids should ask for this. L. Sheppard said the threshold begins at 25K. 25% of a 20K contract usually means contractors ask for a waiver. The purpose is to get into large projects that can hire a lot of people. J. Jackson said her understanding of why the City initiated this project was because the existing program is voluntary and because of that it had not been effective in hiring Evanston residents, therefore her Department was directed to work on a Local Employment Ordinance so that it would put teeth into the program. Aid. Rainey said to amend the existing ordinance by adding a percentage of hiring. Aid. Jean -Baptiste thought that this was two different issues. Aid. Hansen suggested that this would not be resolved tonight and said it should be held until the next A & P W meeting. Aid. Jean -Baptiste suggested moving it to Council to discuss lowering the threshold, eliminating the hour requirement and to merge or not with the existing ordinance. D. Gaynor mentioned that as the committee debates a threshold of 100k they should be aware that it is made up of materials, equipment and employees. It is possible that salaries could only be 35K of the total. Aid. Rainey said that amount means nothing, it is the percent of hours that need to go to the Evanston resident. Aid. Hansen said that this item needs to be put on hold. Item A7 was held in committee. (AS)* Ordinance 10VO-08 AMLnding Section 10-11-5. Schedule V (D) of the Evanston Citv Code Establishing a Four-%Vav Moo at Orrin gton avenue and Central Street Consideration of ordinance 102-0-08 by which the City Council would amend Section 10-11-5, Schedule V (D) of the City Code to establish a Four -Way Stop at Orrington Avenue and Central Street ` Item AS was unanimously approved 5-0 (A9)* Ordinance 106-0-08 Authorizing the Sale of Surnlus Fleet Vehicles Owned by the Carty of Evanston Consideration of ordinance 106-0-08 for the declaration of various equipment and vehicles as surplus property to be sold at public auction through Obenauf Auction Services (118 North Orchard, Round Lake, IL). Aid. Wollin sated that we are paying more in repairs than for the cost of the vehicles. aid. Hansen was under the impression that this project would be simplified. J. Burke said that in October, his department will have a comprehensive plan for the fleet. Item A9 was unanimously approved 5-0 (A10)* Ordinance 96-0-08 Authorizing the Citv Manager to Execute a Contract for the Sale of Citv Owned Property on the 700 Block of Chicago Avenue to Devco LLC Consideration of proposed ordinance 96-0-08 autborizing the sale of City owned property in the 700 block of Chicago Avenue to Evanston DEVCO (AMLI Development) for $900,000. The parcel would consolidate with two private parcels Page 7 of S Administration S Public works %I inures of September 22 2009 to the north for a private mixed use redevelopment project. (Referred back to Committee 941-09 for inclusion of "no -flip" clause.) Item A10 was unanimously approved 5-0 IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS VI. ADJOURININIENT : 7:50 p.m. Aid. Hansen noted that at the October 13* meeting. Aid. Holmes will assume Che a rmanship. Respectfully submitted: f. Phillip Bougher Administrative Assistant, Finance Department �• �'. Page a of a Admin6=tion & Public WoM Rtinuus of SgAcmbcr 22.2008 ADMINISTRATION & PUBLIC WORKS COMMI'1TEE MINUTES Monday, October 13, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Jean -Baptiste. Aid. Hansen, Aid. Holmes, Aid. Rainey, Aid. Wollin Members Absent: Staff Present: Chief Berkowsky, John Burke, Paul D'Agostino, Carolyn Collopy, David Cook, Joellen Daley, Robert Dorneker, Suzette Eggleston, Sarah Flax, Doug Gaynor, Paul Gottschalk, Beth Howlett, Jewell Jackson, Lonnie Jeschke, Mary Johns, Pat Keegan, Melissa Kreke, Joseph McRae, Paul Schneider, David Stoneback, Donna Stuckert, Evonda Thomas, Ricky Voss, Chief Whalen Others Present Alderman Tisdahl Mike Vasilko — Resident Jackie Herron — Willow Creek North Shore — World Aids Walk Yolaine Dauphine — Willow Creek North Shore— World Aids Walk Presiding: Aid. Holmes L DECLARATION OF QUORUM With a quorum present, Alderman Hansen called the meeting to order at 5:40 p.m. 11. APPROVAL OF MINUTES OF REGULAR MEETING of September 22 2008 Aid. Rainey requested dial the minucts when referring to the Bills List, be divided by the questions asked to make for easier reading. Minutes were unanimously approved 4-0. (Al)* City of Evanston Payroll through 09/28J08 S2,307,914.12 It= At was unanimously approved 4-0. (A2)t City of Evanston Bills through 10/14/08 S5,885,168.68 In regards to the question asked about the tuition reimbursement paid to an employee equaling to date, S27,318, Aid. Wallin thought the amount was amazing. Joellen Daley (Director of Internal and Community Services) said that that was an cumulative figure from 2004 and is covering two degree programs to date. There is an annual cap of S5200 per year. Ald. Wollin noting that this or any other employee could not be faulted for participating in the program, asked in fight of the yearly cap, if there is a pool of monies that only some will get. J. Daley said the current annual dollars available in the program are 75 thousand. Employees have a time frame for requesting a reimbursement for up to two courses a semester. It is a first come fast served program. Aid. Jean -Baptiste asked about the other tuition reimbursement and if the City should be paying for a sports administration program. The response to the Alderman Inquires showed that the recipient was a Recreation Program Manager with the City. Aid. Rainey asked Ms. Daley if she would go beyond the 75 thousand once that was exhausted. J. Daley said she can only spend the budgeted amount. She informs participants when the max is being reached in case they are planning to continuo that semester. Aid. Rainey thought that this bad for )=rs like this to be spending tax payer's money this way. Aid. Wollin asked what University this particular employee attended. J. Daley said it was National Lewis University. Aid. Rainey asked Martin Lyons to put in an aldermanic request to follow-up on this policy. A1d. Jean -Baptiste agreed that this policy needs to be revisited since revenue is not keeping up with expenses at this time. This is a legitimate concern, continuing education for the work employees arc doing for the City. Aid. Rainey said that is true but noted that every year and dollar amount is raised and Council is told they cannot change it. We cannot deny this do to it being a policy. What if only a couple get all of the money. Aid. Holmes reminded the committee that it is on record for the policy to be reviewed. Rolanda Russell (Interim City Nfanager) said the history of this program and its use will be gotten together and passed on to the committee to assist in making a policy decision. Item A2 was unanimously approved 4.0 (A3.1)RAnnroval of Contract for Architectural Semices for Branch Library Renovation Protect {RFO 09-321 Recommend approval of contract with Product Architecture + Design (1608 North Milwaukee Avenue, Suite 307, Chicago, IL) for the schematic design, design development, preparation of construction documents and constructions oversight of the remodeling of the North and South Branches of the Library (RFQ 09-32) in the amount of S52,500. Funding provided by the Capital Improvement Program. Mike Vasilko, a resident of Evanston said that this is one of three items on the agenda that he believes are non-essrntial considering this years budgetary questions. It would seem that within such a Cite qualified volunteers could be found who could perform this work. Aid, Wollin said the system is to get bids for work the City wants to accomplish. She asked him if he bid. Mr. Vasilko said that his paint is this is a non -essential project. Aid. Wollin asked the Recreation Staff if anyone had ever volunteered such services. R. Russell said that it was published in the usual media. Aid. Wollin told the gentleman that he can bid at zero dollars if he is qualified. As to the work necessary, she mentioned how she was on the Library Board and this work was talked about in 1993, and the conditions were becoming terrible then. There is no wheelchair accessibility, the restrooms are in terrible shape and the electricity needs major work. This is a very serious need that is long over due. Aid. lean -Baptiste noted that the notion of getting work done by volunteers is a new idea. However, they would need coverage like insurance. He said he understood Mr.Vasiikos concern over non -essential items but this item has been looked at for a long time. He recommended that the City ?`imager get together with the resident to discuss his potential help. These expenditures are allocated but the next budget is coming up, please attend the meetings. Aid. Rainey said she had no problem with the plan but stated that the monies are not allocated in the current budget. She understands that the owner of the South Branch building is willing to help cover some costs but he wants a longer lease from the City and the City has not yet sold off the adjacent storefront of the other branch library building. This contract is asking the committee to okay the expenditure of 52 thousand dollars when we do not have money to cover the renovation. Aid. Tisdahl mentioned that the branch libraries need renovations and years ago the selling of the building was to be the funding source for the renovation but as stated, the money is not here now. Aid. Wollin asked if the City had not put out a bottom price to which Aid. Rainey said yes, but we have not sold the property. This item is only about a stud-. Aid. Jean -Baptiste asked if the library hzd a contract. Paul Gottschalk (Library Administrator) said the South Branch building rent was very reasonable. The owner feels that any leasehold improvements are the responsibility of the tenant. He will consider fixing the electrical service if the City accepts a longer lease. It is an old building and it needs work. There is S130,000 of approved C1P money for this project. Aid. Rainey asked if all the monies were there and P. Gottschalk said no. Aid. Rainey asked what happens if the City sells the other property. P. Gottschalk said that he had been told that Central Street is a good place to have property for sale. Aid. Jean -Baptiste asked is if the Library intended to do the second phase of work through donations. P. Gottschalk told the committee that to date, 30 thousand of the 50 thousand has been raised but it could go as high as 100 thousand. Thcre has been no work at the North Bunch since 1984, this is a very important project. Aid. Jean -Baptiste motioned to hold this item for further discussion concerning the sale. Aid. Rainey asked what the design is being looked for. P. Gottschalk it was for architectural services from design management to overseeing the construction. Aid. WolIin pointed out that with the designs then the Library could see what could be accomplished. Ald. Holmes asked if 180 thousand was available for the two branches this year. P. Gottschalk conveyed that it may not be an equal split between the two properties. Ald. Tisdahl said that she would support it based on the money received from the sale. P. Gottschalk said the Council had approved a minimum sale price of 380 thousand for the 2022 Central Street property though some estimates go as high as 500 thousand. Aid. Jean -Baptiste said that he would approve to what funds we have. Item AM A - as unanimously approved 4-0 (A3.2)• Approval of Acceptance of Illinois Department of Commerce and Economic Ontrortunity Grant Recommend acceptance of it grant from the Illinois Department of Commerce and Economic Opportunity (IDCEO) in the amount of 560,000 to fund the conversion of one collection day from recycling bins to either 65 gallon or 96 gallon wheeled recycling carts. Acceptance of the grant requires a match of 5186,384. Funding provided through the Streets and Sanitation Recycling Services General fund Account. Aid. Rainey noted that in Park Ridge she saw really neat recycling cans. She asked Suzette Eggleston ( Superintendent Streets and Sanitation) about the distribution of the now cans. At one home people recycle and at another people do not recycle. Will the City parcel out the cans to those who do recycle or will everyone get a can. S. Eggleston said everyone will get a cart. We do have two cart sizes, one is 65 gallons and the other is 95 gallons. Ald. Rainey asked if seniors can get a smaller cart. S. Eggleston that smaller ones are available for senior citizens, but they have to be requested. Aid. Rainey asked how long before the City gets these cans. S. Eggleston thought it will take four to six weeks to receive the cans but two to three months to get them all out due to the upcoming winter weather. She also mentioned that the size of the cans residents receive will be based on the results of recycling pilot studies done of the various areas earlier this year. Aid. Holmes said that with education, the residents will recycle. Aid. Wollin offered congratulations to Carolyn Collopy for obtaining this grant. Item A3.2 was unanimously approved 4-0 (A3.3)*Avproval of Bike the Ridge Special Event Recommend approval of a proposal for a special event, Bike the Ridge. Bike the Ridge would take place on October 26, 2008, from 8 a.m. to 10 a.m. Currently, there is no funding budgeted for this special event that would cost the City approximately 515,000. A supplemental document was handed out that Aid. Rainey complied showing the offers of help and services for this Bike the Ridge event. Aid. Rainey noted that due to unforeseen sewer problems only two Ianes will be opened for the 26,h. This will be the only time bicycles will be allowed on Ridge Avenue. With no publicity, many residents know about the event. Aldermen Hanson, Bernstein and she represent the wands along the route and the three of them are promoting this event in their wards. The contractor will provide at no charge barriers at the cross streets, placing them and removing them. The Mayor will cut a ribbon at the Howard end and tour the new improved street in a pedi-cab. There will be an aid station and the Ridgeville park will have a bike registration booth open. Weiner and Still Champion had offered a free lunch for the volunteers. St. Francis in on board and St. Nicks is offering free lemonade as well as suggesting to their parishioners for the nine o'clock mass to ride a bike to church. A real cost will be for the Police at about 56000.00. There has been no publicity yet but the document passed around shows the art work for the event donated by a resident. All Aldermen are being asked for their support. Aid. Jean -Baptiste asked when the last phase of the constructions will be accomplished. John Burke (Public Works Director) said December 15'h. Aid. Holmes asked how many alleys are involved. J. Burke thought a few. AId. Rainey mentioned that all east — west street with signals will be open and controlled by the Police Department. Aid. Jean -Baptiste congratulated Aid. Rainey on her preparation. He asked her about other costs beyond the Police. Aid. Rainey said she was not sure theca were any other cots. This is the same day as the Evanston Bike Club Halloween ride. This year they are going to start at Howard., normally they do not ride in Evanston. Children are being encouraged to participate and come in costume and compete for prizes. Doug Gaynor (Director of City Operations) said costs arc for Police, pedestrian and parking control and a couple Firemen for emergency coverage. He felt the total costs would come in under ten thousand. Aid. Jean -Baptiste asked if on -duty Police would be used. D. Gaynor said they would all be call-back officers. Aid. Jean - Baptiste saying he did not want to throw water on this event but asked as there is another phase to be completed, would there be another ride to celebrate the event. Why didn't the City wait until Spring when the whole avenue is completed. Aid. Rainey said that it was felt that the longer we waited the more difficult it would be to accomplish. She mentioned that there arc sixty volunteers lined up. NVhcn the next phase is completed there could be another event. Aid. Jean -Baptiste stated that he would support the event but motioned to cap the expenses at $8000.00 so as to avoid going overboard in asking the City to underwrite the event. Aid. Wollin seconded the motion. Item A33 was unanimously approved 5-0 as amended. (A3.4)* Annroval of World AIDS Dav Walk Special Event Recommend approval of proposal from Willow Creek North Shore for a World AIDS Day Walk in downtown Evanston, 9:45 am. to 10:45 a.m. on Saturday, December 6, 2008. Aid. Jean -Baptiste mentioned that there is a perception that the Council disapproved of this event. D. Gaynor stated that it was the Special Event Committee that said these events are not done on a Saturday and that is why it was put on the A & P W agenda. Aid. Holmes had questions about the route, feeling that it was confusing. She had suggestions to make. Jackie Heroon — Willow Creek North Shore — World Aids Walk said that the organization used this design as a starting point. She said they must start and end at the Music Institute of the North Shore and pass as many churches as possible as they are being very supportive of the event. Aid. Wollin asked Doug Gaynor to work with Willow Creek North Shore and Aid. Holmes to create an improved map. D. Gaynor said he would. Item A3.4 was unanimously approved 5-0. (A3.5)*Approval of Sole Source Purchase of EmerVenr,,v Medical Service Eauipment Recommend approval of the sole source purchase of two monitor, delibriltator, pacer devices from Medtronic Physlo-Control (11811 Willow Road NE, Redmond, WA) is the amount of S31,642.65. Funding prodded by Fire Department Capital Outlay, Aid. Wollin mentioned that there are more items listed on the attachment then in the Agenda Item Summary. Does that mean they all fall under the word "devices". Chief Whalen (Fire and Life Safety Services) said she was correct, all of the items are a part of the device. Aid. Rainey asked if the ones we have worked. Chief Whalen said that some devices are being replaced. A device has a useful life expectancy. The manufacturer will maintenance the device but will not stand behind it when used_ These devices also are an improvement over what is being replaced. Item AM was unanimously approved 5-0. (A3.6)* AnnrovW of Lowest Responsible and Responsive Bid (09— 41 for a T R-o-Year Agreement for Printin? the Ouarteriv Highlights Newsletter Recommend approval of the lowest responsible and responsive bid (09—I4) for a two- year agreement, with optional third year to renew, for printing of quarterly Highlights newsletter on recycled paper Aith Crescent Printing Company (1001 Commercial Court, Onalaska, WI) in the amount of 526,600 per year. Funding provided by the General Fund. Aid. Rainey was surprised at the cost saying it was a lot less than what she would have expected_ Donna Stuckert (Community Information Coordinator) said that she too was surprised. She also said the credit should be given to Carolyn Collopy. Item A3.6 was unanimously approved 5-0. (A3.7)1kAaaroval of Lowest Resnonsible and ResDonsive Bid 109-45) for the 2009 Structure I.i� Contract Recommend approval of the lowest responsible and responsive bid for the 2009 Structure Lining Contract (Bid No. 0945) to National Power Redding Corp. (2500 W. Arthington St., Chicago, IL) in the amount of S52,509.16. Funding provided by the Sewer Fund. Aid. Holmes noted that the Memorandum states there are 32 sewer manholes but that the map shows 33. Dave Stoneback (Superintendent Water & Sewer Division) said that there is no number 25 on the map. Aid. Holmes asked how often the sewers art reevaluated. D. Stoneback said that as the sewers arc cleaned they arc inspected. Each is done every three years. Item A3.7 was unanimously approved 5-0. (A3.8)* pDroval of Purchase of Trees for Fail Planting Recommend approval of the purchase of 425 trees from Suburban Tree Consortium (STC) in the amount of $94,178. In addition, recommend approval of an additional purchase for the contractual planting of 150 of the trees through STC, in the amount of S13,650. The total expenditure for the purchase of the trees and the contract for planting is $107,828. Funding provided by Parks/Forestry Division budget and the Capital Improvement Program. Aid. Wallin asked if these are the trees are on the Bills List. Paul D'Agostino (Superintendent of Forestry) said that the Bills List represent planting from the Spring. This item is for Fall plantings. Ald. Wollin asked if there are other places needing trees like Lovelace Park. Mike Vasilko asked if this needs to be done this year. Aid. Jean - Baptiste replied that it is an ongoing process of tree replacement. Mr. Vasilko responded that it seems that everything on the agenda is approved. The City Council says the City is in debt but then this committee approves everything. Aid. Jcan-Baptiste said that when the Council deliberated on the current budget. they approved certain items. Priorities were fought over in every case. This request comes up every year to replace trees. If we said no the citizens would come en mass to protest the denial. please come to this years budget meetings and meet these people, engage in the process. Often the Council has to consider what the taxpayers want. Mr. Gaynor, what is the general policy on this matter. D. Gaynor stated that fundamentally the Council responded to citizen concern for the canopy of the City. There is a tree replacement program in place. At some point the City had a tree replacement waiting list of over four years. The City Council wished to have the trees replaced as soon as possible and Staff developed a program to replace the trees in one year. Within the next nvo years, Staff anticipates to have achieved this plan and everything being equal should be able to reduce the tree replacement budget. It should be noted that the City did not replace trees for several years and it had been difficult to catch up due to the age of the trees, disease, wind damage and such. Item A3.8 was unanimously approved 5-0. (A4.1)•ADnroval of Change Order 02 for the Basin S82B Contract 2 Relief Sewer Proiect (Bid 07431 Recommend approval of Change Order #2 for the Basin S82B Contract 2 Relief Sewer Project with DiPaolo Company (4350 DiPaolo Center, Glenview, IL). This change order will decrease the contract amount by $4,082.75 from S6,596,041 to S6,591,958.25 and grant n 45-day extension to the contract period. An IEPA loan funds approximately 93% of the project costs. The remaining portion funded by the Sewer Reserve fund. Aid. Wallin asked the Legal Department who the City will try to recover these additional costs. Beth Howlett (Legal Counsel) said that would be the previous owner. D. Stoneback said that was Perfecto Cleaners. Item A4.1 was unanimously approved 54. (AS)* Resolution 53-R48 Authorizing the City Matuner to Execute a Lease Renewal ,&greement with the U.S. Postal Service for Parking their Vehicles in Citv Parking Lot #25 Consideration of proposed resolution 53-R-08 authorizing the City Manager to execute a lease renewal agreement with the U.S. Postal Service (LISPS) for parking USPS vehicles in City Parking Lot N25 located at 1612-1616 Maple Avenue. Ald. Hansen asked if they were not behind on payments. J. Burke said that they were late on the Maple Avenue garage lease but have been current on this parking lot. Item AS was unanimously approved 5-0. (AW Resolution 55-R-08 Anoointing a Director and Alternate Director to the Solid Waste Agencv of Northern Cook Countv tSWANCCI Consideration of proposed resolution 55-R-08 appointing a Director and Alternate Director to the Board of Directors of SWANCC pursuant to the SWANCC agency agreement. Aid. Rainey asked why Alderman Moran was the altemate. J. Burke said that he believed that this is how it w-as listed in the Legal Department on the original resolution. Aid. Rainey said that she had been the original Director and Alderman Moran followed her. She also noted that he goes all the time. R. Russell said that she had no objection to changing the designations. Aid. Jean -Baptiste asked Legal to check into it and B. Howlett said that she would. Item A6 was unanimously approved 5-0. IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS VL ADJOURNMENT: 7: p.m. Respectfully submitted Phillip Baugher Administrative Assistant. F'iaance Department a ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, October 27, 2008 CIVIC CEINTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Ald. Hansen, Aid. Holmes, Aid. Jean -Baptiste, Aid. Rainey, Aid. Wollin Members Absent: Staff Present+ John Burke, Jill Chambers, David Cook, Joellea Daley, Robert Domeker, Steven Drainer, Chief Eddington, Suzette Eggleston, Doug Gaynor, Beth Howlett, Jewell Jackson, Lonnie Jeschke, Anil Khatkhate, Melissa Kreke, Martin Lyons, Joseph McRae, Rolanda Russell, Paul Schneider, David Stoneback, Evonda Thomas, Ricky Voss, Barbara Wiedlin Others Present: Alderman Bernstein Phoebe Selden - Scott Balice Strategies Lerry Knox - Loop Capital Markets Chris Cochran - RBC Capital Markets Presiding: Aid. Holmes L DECLARATION OF QUORUM With a quorum present, Alderman Hansen called the meeting to order at 5:40 p.m. IL APPROVAL OF MINUTES OF REGULAR MEETING of October 13, 2008 Minutes were unanimously approved 5-0. (Al)* City of Evanston Payroll through 10/12/08 52,208,I01.09 Item Al was unanimously approved 5-0. (A2)* City of Evanston Bilk through 10/28/08 S2,771,199.82 Doug Ga}nor (Director of City Operations) started by stating that after reviewing work done at Fire Station P* by Central Lakes Construction, it was found that a major portion of the heating system has to be replaced This has caused him to reduce the payment to the contractor by $15,738. This in turn reduces the total bills list amount to S2,7771,199.82. Aid. Rainey asked what the flood damage was. D. Gaynor said there was 18" during the recent storm. They are working with the sub -contractor for the 50K worth of da.-nage. It is possible he said that the Cook County Emergency program may be giving 75% for rcimL-urscmcnt. He thought he would know by the next committee meeting_ Aid. Rainey asked if the new station has any way to deal with this. is it the contractors fault? D. GaNmor said it was not. Information just came in last week and they are working with the contractor and the sub -contractor. In addition, the air handling system on the main floor is not operable, it was installed incorrectly by the sub- conaaztor. They have accepted responsibility and will re -do the work. The unit has to be totally replaced. Dave Cook (Superintendent of Facilities) said that the combined sewer in tbst area was over taxed by the storm. The alley in back drained to the fire station. It also utnt into homes on the other side of the alley. AId. Rainey asked what was dam3ged. D. Cook said there was IS- of water in the basement, in addition the air Page 1 of 5 Admi==-ja+an and Public Works,Ntinutts of 1027/08 handler equipment, the bottom of the boiler, electrical equipment in the elevator, the sump pump and electrical outlets on the perimeter were damaged. Aid. Rainey asked if it was sc%%agc or rain water. D. Cook said that it was rain water. Aid. Rainey asked for a summation in writing about all the delays caused by the needed replacements and the flooding. D. Cool: said he would put it together. Aid. Rainey referring to the item on page 2 of the bills list asked about the reissuing of a check for tuition reimbursement. Joellen Daley (Director of Internal and Community Services) said that the check shown on the previous Bills List made the annual total for the employee exceed the allowable amount. It ►►•as cancelled and this payment authorized. Aid. Rainey asked if Citation Management ►vas the City*s collection agent and Martin Lyons (Finance Director) said it was. He said that the firm had only been working for the City for two months and have collected a tremendous amount of due monies. Aid. Rainey thought this ►vas fabulous. Aid. Rainey then asked why the City was paying Virchow and Krause for work done a year ago. M. Lyons stated that the bill for 2/29/08 was for the 2007/09 fiscal year audit that was just completed. Ald. Rainey pointed out that the first item did not have a year designation. M. Lyons said that the amount was paid for an audit for the State. Aid. Wollin asked for the explanation of refunds for major and minor variances. Jill Chamber (Assistant Director of Building and Zoning) said that the major variance refund was because the project did not qualify as a major variance and the minor variance refund was issued after the proposed plans wire revised no longer requiring a variance. Aid. Holmes referring to the item on page 7 of the Bills List asked what an emergency street opening is. John Burke ( Public Works Director) said an emergency street opening is for unplanned work such as a ruptured water main. This issue was not for an emergency street opening, Ald, Holmes also looked at the 122K payments for Fire Station 05 constructions on page 17. D. Gaynor agreed with her that it was expensive. Aid. Raines asked Chief Eddington about the continuing rent for space at Family Focus. She asked what the days and hours w cre that the City had staff there and who were the staff. Chief Eddington (COE Police Department Chief) said the space is used by the Victims Service Outreach Services and the program is currently being reviewed for the next budget. The Police Department might have to discontinue the service. Aid. Rainey asked if the City could not keep the service but without the rent. Chief Eddington said if the service is kept, the rent needs to be paid. Ald. Holmes noted that the space was important for families to be able to come in to a place other than a police station. In that same area of Social Services, Aid. Rainey asked who Arica Barton was. Chief Eddington said that she is on staff and works at the High School with gangs. Aid. Raincy asked if this was her full time job and the Chief said no, she also provides counseling to families and youth. Aid. Rainey asked how one could access this service. Chief Eddington said that it is the youth organizations that come up with the actions needed and intervene to help. AhL Rainey mentioned that she was surprised. She did not know the Police Department had an employee for these needs. Chief Eddington said there other on staff, not just Nis. Barton meeting these needs in the community. Item A2 as amended was unanimously approved --0. Aid. Holmes asked that the item for discussion be presented at this time. (APW I) Presentation of the Stare of the Fleet & Development of a 10-Year Fleet Plan John Burke introduced the presentation saying that Lonnie Jeschke (Manager Fleet Operations) and he W been working with the Finance Department to make this presentation. It is a there -point presentation, the state of the Fleet, recommendations for FY 2009110 budget and the development of a comprehensive 10-year Fleet plan. Mr. Jeschke has completed a full inventory of every vehicle in the fleet and is now tracking repair and maintenance casts in real-time on the repair -shop floor. In essence, the presentation includes short-term, mid-term and longer -term recommendations. . L. Jeschke presented many facts. He showed the number of vehieies/equipment currently Ptge 2 of S Adminis=jdoo =d R:blic Works, `ti=tcs of 1627N8 in the City's fleet by department and their age and expected lifccycles. A further slide showed the replacement schedule with its good news, 294 vehicles are not due or overdue for replacement but currently 76 vehicles are due or overdue. After explaining the theory of replacement, he gent into the budget side of such an operations replacement needs and operational costs. He ended the discussion with figures for the present situation, 76 vehicles due or overdue for replacement, the cost of which is 4.8M, with the cost of replacement vehicles at 3.7A1 for a total coast of 8.5M. With a 2008-2009 budget set at 1.3%1, theta is a deficit of 6.5M. in addition to this inventory and budget review, Fleet is starting to initiate the first phase of "right -sizing" the Fleet in the FY 2009-2010 budget. And has also set out a I0-year Fleet plan, FY 10-11 — FY 19-2.0. Aid. Rainey asked for a list of current vehicles by Department, model year, cte. J. Burke said he would compile the information. (A3.1)* Service Maintenance Contract with Siemens Building Technologies for the Police Department and 9II Centers Recommend approval from the City Council for the City to enter into a new three year service agreement with Siemens Building Technologies, Inc. (585 Slawin Court, hit. Prospect, I1.) for the maintenance and upgrade of the Building Automation Systems (BAS) installed at the Police Department and the 911 Center is the amount of 522,500. Funding provided by the Facilities Management and E 911 annual operating budgets. Item A3.1 was unanimously approved 5.0. (A3.2)*Church Street Self Park Revenue Control Eauioment Service Agreement Recommend approval of 5 year, sole source maintenance and service agreement with Revcon Technology Group (I715 Cortland Court, Addison, iL) for parking access and revenue control equipment at the Church Street Self Park in the amount of $2,270/month or 531,780 for the first 14 months. Funding provided by the Church Street Garage fund. Aid. Rainey asked why the time of the contract is shown as 14 months in the Description in the AIS form but then shown in the Summary and on the last page of the service agreement as continuing through 20I3. She said an explanation should have been in the document. Ricky Voss (Manager Parking Systems) said that when reviewing the original contract there was a clause for automatic renewal. That was removed and this contract is for only one year. But, REVCON will honor the figures shown for the next free years. Aid. Rainey thought that that should be explained more fully. 111. Lyons suggested adding a clause be added too state this more clearly. J. Burke said that the Legal Department had approved the contract so he will get back with Legal to add the clause_ Item A3.2 was unanimously approved 5-0. (A3.3)*�Ianle Avenue Self Park Revenue Control Fauinment Service Agreement Recommend approval of 5 year sole source maintenance and service agreement with Revcon Technology Group (I7I5 Cortland Court, Addison, IL) for parking access and revenue control equipment at the maple Avenue Self Park In the amount of 54,590/month or 559,670 for the first 13 months. Funding provided by the tilaple Avenue Garage Fund. Aid. Rainey said that her thoughts arc the same as those for A3.2, what are the annual increase amounts? J. Burke said the equipment has a useful life of only seven years — in fact he added, the original PARCS equipment in the Slaple Garage was changed out after seven years. He noted that as the equipment ages, the number of service calls increases which accounts for the annual increases negotiated by the City at the time of the Datapark PARCS equipment conversion. Item A33 was unanimously approved 5-0. Psgc 3 of S Administration and Pubhc +Works, Minutes of ta27/48 (A3.4)* Renovation of Evanston Art Center Coach House Recommend approval for a change to the project scope to stabilize and preserve the Evanston Art Center Coach House and approve a change In scope for the project Architect to alter the drawings for re -bid. Funding provided by CEP. Aid. Rainey asked if the committee is being asked for four thousand dollars just for architectural drawings of the exterior of the building. Ald. Holmes thought that was right. D. Cook said they are asking for the scope of the program to be reduced to just stabilizing the exterior of the building which is deteriorating. Ald. Rainey thought that this reduction in the scope of work would appear that we arc changing the project without a new bid. She felt that it must be re -bid, thought not the architectural part. D. Gaynor asked for clarification, was she suggesting the City go out to bid for the same work or just bid for the exterior work Aid. Rainey said let the architect do the four thousand dollars of work to do specs and then bid for the work. Aid. Hansen wondered if there would be a change order later on for the meetings the architect would need to attend. D. Cook said no, this recommendation was just separating the job into two parts. Aid. Wallin asked if there was any timeline for occupancy. D. Gaynor stated that the new CiP proposal will be presented to show interior use. Aid. Wollin asked if the space will be apartments and D. Gaynor said yes it would. Item A3.4 was unanimously approved 5-0. (AS)' Ordinance 112-0-08 Snow F.mer,<encv Parking Violation Penaltv Consideration of proposed ordinance 112-0-08 amending Section 10-11-17 (C) of the Evanston City Code to increase the snow emergency vehicle fine and penalty from S25.00 to S35.00 Item A5 was unanimously approved 5-0. (A6)* Ordinance I1 -0-08 Authorizing the Issuance of not to exceed S20.000.000 General Obligation Bonds. Series 2008D. of the Citv of Evanston. Illinois Consideration of proposed ordinance 1I4-048 authorizing adoption of Bond Essue/Refunding Ordinance and selection of underwriter for 1999 general obligation bond refunding. M. Lyons said that since this is a straight refunding ordinance, no presentation had been planned. However, if requested, Phoebe Sclden of Scott Balicc Strategics was in the audience and ready to make a short presentation. The Aldermen all agreed to his suggestion. P. Selden passed out a handout that further explained what was presented in the ordinance. The ordinance she said was not -to -exceed twenty million. It is to refund 19.6M in outstanding bonds that are eligible to be refinanced. With the market as it is, the municipal bond market is its own system. Ms. Selden recommends that this ordinance be passed saying that if the bonds cannot get a 3% return they will not be sold. She knows that a good underwriter in needed to sell bonds at the level or above that is required. All underwriters are rated by rating agencies and especially today, banks are looked at for their ratings. Regional and MBE banks are really good right now. Aid. Rainey asked if it was an all or nothing refunding. Ms. Seldcn said no it was not but by using two banks it was a little bit safer. The two banks, Loop Capital Markets and RBC Capital Markets arc in the top ten municipal underwriters. Aid. Rainey asked if they were rated. Lerry Knox of Loop Capital Markets said yes they were. He also mentioned that they are working as a team, they are not splitting the total. if the market does not buy all the bonds, then he and RBC Capital Markets will, if they cannot get a 3% return they will not sell them. Evanston has a good credit rating and should not have a problem. Buyers want pure credit now. M. Lyons said the authority expires on 2-28-09. So, if not sold we would look to bonds that come due in 2009. Nis. Selden said that the 3% level is a savings of 89K by 2013. Item A6 was unanimously approved 5-0. Page 4 of 5 Administration and Public Works, Mutes of tOt27/08 IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS V1. ADJOURNMENT: 7:15 p.m. Respectfully submitted: Phillip Baugher Administrative Assistant, Finance Department Page S of 3 Adminiarazion and Public Wori`s, Minutes of 1&27= ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, November 10, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Hansen, Aid. Holmes, Aid, Jean -Baptiste, Aid. Rainey, Aid. Wollin Members Absent: Staff Present: John Burke, Carolyn Collopy, David Cook, Paul D'Agostino, Joellen Daley, Carol Davenport, Robert Domeker, Steven Dmzrer. Chief Eddington, Suzette Eggleston, Doug Gaynor, 'Beth Howlett, Shanee Jackson, Lonnie Jeschke, Mary Johns, Pat Keeph; Martin Lyons, Joseph McRae, Jeff Murphy, Rohmda Russell, -Pau' Schritt"ider, Bruce Slown, Ricky Voss Others Present: Kathy Best, Public Art C 0WWt 6 PresidlLg: Aid. Holmes I. DECLARATION..OF QUORUM With a quorrum present. Alderi an Hansen called the meeting to order at 5:45 p.m. II. APPROVAL OF. MINUTES OF REGULAR MEETING of October 27, 2008 Minutes wcit uatiriim6a isly approved 5-0. (Al)* City of Evanston Payroll tbrough 10/26/08 S 2,148,3SC29 Item Al was unanimously approved, 5-0 (A2)* City of Evanston Bi11s through 11111108 $2,%0,616.51 Aid. Rainey asked for a further explanation of the sales tax sharing with Autobarn Motors. Martin Lyons (Finance Direrxor) stated that the first sales tax collected up to S291,500 is shared equally between the City and Autobarn Motors. Amounts above this sum arc totally remitted to Autobam Motors. Steven Dmzncr (Assistant Finance Director) said that two payments are made a year. Anything above S291,500 collected goes to Autobarn Motors. If the total tax collected is less than S291,500, adjustments are made in the second payment. Aid. Rainey asked if this was the first year and S. Drainer said it was. Aid. Rainey asked what the term of the agreement was. S. Drainer said there is no expiration date. The agreement ctpires when sales tax paid equals S1,350,000 million. *** Aid. Wollin asked if it was correct that the City held money for over a year from the Davis Street Pantry. Joe McRae (Assistant to the City Manager) said the Pantry did not want the check returned since they planned to reapply but it was returned to complete the documentation of the cancellation_ Aid. Rainey asked who runs the liquor program on behalf of the Mayor. J. McRae said that he and Shanee Jackson run the program. Aid. Rainey asked what systems were in place to avoid this kind of problem in the future and noted that Joe McRae did an excellent job in preparing the answers to the Aldermen's questions on the Bills List. Roland Russell (interim City Admirmbalm a PLbfic Work& Wvales Novemtw 10.2008 P aqa 1 of 6 Manager) stated that she too thought he had done an excellent job. It was his office that found the check and returned it. They have created a data base to keep track of application, approvals and payments. *** Aid. Rainey referring to the payments for rehabs asked specifically about 2006 Lake Street and the environmental mold assessment. There is a place in my Ward she said that a place was caused to be vacated due to mold. She understands that the City does not have a regulation on mold. Jeff' Murphy (Supervisor Property Standards) said these cases are referred to the Illinois Department of Public Health/ Aid_ Rainey asked for the meaning of the word "environmental" in this context. J. Murphy stated that to relieve concerns of the residents, the City did a study with a third party, Potential boarders would then be assured of any problems that may or may no exist. Aid. Jean- Baptiste asked Aid. Rainey What policy she would like the City to have. Aid. Rainey responded something other than a rehab loan that would help a resident who has mold. Item A2 was unanimously approved, 5-0 (A3.I)*,&pnroval of Purchase and Implementation of a Digital Video Surveillance Svstem f"P 09-15 for the Police Deuartment Recommend approval of purchase, implementation and a three year maintenance of Digital Video Surveillance System (RFP 09-I5) for the Poiice'Department from Current Technologies Corporation (CTC) (400 Eisenbowes Une North, Lombard. 1L) in the amount of $267,107.51. Funding provided by,tth't Capital Improvement Plan. Aid. Rainey asked if some of these camcras,w6i6ld go to the High School and on Simpson Street. Chief Eddington (COE Police Department) said no, they would not. Bruce Slown (Director information Systems) said all bat one of the 45 cameras will be around the police station. Aid. Rainey asked where the remaining cameras will be placed. B. Slown said they will W in the cells. Of the total 77 cameras, 32 are additional to the current 45 cameras. Ali Rainey asked if there are any new cameras around town and Doug Gaynor(.(DirectaeofCity Operations) said the answer is no. Aid. Rainey asked if the system williilow.thtCity to add cameras. B. Sloum said that the answer is yes and no. Cameras would be okay but the network to get the video back to the City is the hard part. Work would need to be done to accomplish additions. Item A3.1 was unanimously approved, 5-0 (A3.2)* ADProval of Sole Source Purchase and Installation of a Portable Overt Di lta Surveillance Svstem (PODSS) and Network Products for the Iloward Street TIF Distrisl Recommend approve] of the sole source purchase and Installation of a Portable Overt Digital Surveillance System and network products from RNIS, LLC (135 Arlington Heights Road, Suite 104, Buffalo Grove, IL) for the Howard Street TIF District in the amount of S49,740. Funding provided by the Howard Street Tax Increment Financing District Aid. Rainey said that this purctase is the result of new building and other properties in the Howard Street TIF District. The owners of the first new business at Elmwood and Howard, (415 Howard), have a¢recd to do all the electrical work. She asked with this savings if another line -of -sight camera can be put in. B. Slown said that this on will be on a water tower and is completely wircless. Aid. Rainey said that this came about because of trouble at Elmwood and Howard si= there is now a building tall enough to be used. She said that she would like a second camera pointed down Elmwood as the next system to be put in place. She also asked staff' to keep the Aldermen posted as this program progresses. Aid. Jean -Baptise said that right now, the committee is only prepared to approve the purchase and installation of one camera. If it proves to be a good investment then they could look into a second camera. B. Slown said that now is the time to start A—. ...,,,. a Pti*c works. Mnutes Nb"mbw 10.2009 Page 2of6 looking into that possibility since the electrical source would be a main consideration. Aid_ Rainey said that if robberies continue the City may loose businesses and not need a second camera. Item A3.2 was unanimously approved, 5-0 (A4)• Resolution 57-14-08 Autlsorizin the Citv Monster to Siilm a Contract for Electrical Forcer Suopiv for 2008 thru 2010 Coasideration of proposed resolution 57-R-08 authorizing the City Manager to sign a contract between the City of Evanston and one of the two following electricity providers, lntegrys Energy Service or Mid -American Energy, based on proposed actionable pricing and contract terms to be prodded on November 10, 2008 for electrical power supply for twenty-four months beginning December 1, 2008 In an amount not -to -exceed S3,085,000. Funding wUI come from each applicable approved operating budget for each of the 23 of iected facilities. David Cook (Superintendent of Facilities) remarked that the new memo passed out reflects actionable pricing that recently came back, The pricing is lower. as much as a savings of 160 thousand dollars over the next two years. He . was very happy with Mid American's quote. They have a high rating of 950/6 from customers. He called many and got the same reply. Aid. Jean -Baptiste riled who he called. D. Cook said institutions similar to COE and government agencics.,,A1d.,Raincy asked if these other sites said what they were paying. D. Cook said sorne tnot_sotnc less. It all depended on when the contract was signed. Aid. Wollin asked if the price was stable for two years and D. Cook said that it was. Ald1, lit.>t6ney *cniA to the amount paid last year being higher. D. Cook said that the volu'mc of works bhanges the figures. Item A4 was unanimously a0provrxi;`5-0 (AS)' ]Resolution S>i-R^'^ A`y[6eS--4x1ffnQ the Citv Manager to Sign a Local Agency Ameme ' far '•`E,ederoV, Participation with Illinois Denartmta of Tratssooriadoa for_ik 'i Ous Park Expansion and Bike Patjt Reconstruction PrWe" r - Consideration of proposed resolution 58-R-08 authorizing the City Manager to sign a local agency agreement for federal participation with the Illinois Department of Transportation (11307) for the Twiggs Park Expansion and Bike Path Reconstruction project. Aid. Wollin asked why when the cost is stated at S507.000 this resolution is asking for S600,000. Paul D'Agostino (Superintendent Par"- Torestry) said that they were not confident with the first figure and there are other site amenities that would be nice to add if the money were available. Aid. Wollin asked for an explanation of "amenities". P. D'Agostino said that it is landscaping and benches. Item A5 was unanimously approved, 5-0 (A6)" Resolution 70-11-08 FY 10 — 14 Capital improvement Program Consideration of proposed resolution 70-R-08 approving the proposed FY 10-14 Capital Improvement Program of the City of Evanston. Aid. Rainey noted that the library renovation wa..s in this plan. She asked if by voting to spend this money the City would be obligated . by line item, to follow through. Aid. Wollin thought that there would be discussion when the individual items came up for implementation. R. Russell said that this resoluti7n obligates the City to the overall plan. Individual items will be discussed later. Ald. Rainey noted that the amount of the bond to cover these years is tens of millions and asked haw• it translates to the tax levy. M. Lyons said it is a little less than ten percent of the levy which will also include debt retirement. Our commitment is to reducing the debt level. Ald_ Jean -Baptiste said that he could not understand why the west side project was cancelled. M. Lyons said that in prioritizing Administration d Puwic Works, t rkmes Movtmbw 10. 2006 Page 3of6 projects. that one was moved to a coming year. It is a PIanning and Development project per Dennis Marino and he said it Will not be ready until 2011. Aid. Jcan-Baptiste noted that these decisions should not be made without involving the Aldermen in the area. In addition he said that they need mare time to rr�.icw and discuss these items. This early approval of projects allows proponents to come back later and say it was approved even if things change in the future. He asked the committee to hold this item and to arrange a special meeting where questions could be asked. R. Russell asked if this could be done on November 17`s during the special mming. Aid. Hansen noted that there was a CIP presentation in September and questions have not been answered. Aid. Jean -Baptiste felt that this was a new presentation_ He thought the minutes of 9-17 should be reviewed, In light of when the City will take on Robert Crown. when will it be mentioned, in 2012? He said the committee needs to rc%iew it all now. R. Russell said that the minutes will be reviewed, questions answered and this item will be put on the agenda for November Ir. Aid. Hansen mentioned that the Robert Cru%%m five year plan has not changed. Money was requested but the plan was put off for five more years. She said that in September she asked about the Lake Front Master Plan but now wonders why the rush to implement it when the Recreation Board needs money for Robert Crown. Aid. Rainey asked if this included cameras. \i. Lynn said it does, some current year items are included. Item A6 was held in committer. (A'i)+ Ordinance 115-0-08 Authorizing i1�e Sale of City,Sn�nISM Fieet�Vehicles Consideration of proposed ordinance 115,4349-declaring various equipment and vehkles as surplus property to be sold at pabticauctli. Item A7 was unanimously approved, 54' (All)* Ordinance 116-0418 Deatase in tbq Vwmber of Class D Ltauor Licenses. Nine Fish, Restaurant Consideration of propfted wrdheance 1164048 amending Section 3-5-6(D) of the City Code to decressae the aumber'of Class D liquor licenses from 22 to 21 due to the closing of Nine Fish Restaurant, Inc. (2426 Main Street, Evanston,1L). Aid. Rainey mentioned that this was rxx the Nine Fish Restaurant originally, it opened under another name. J. McRae said that Nine Fish changed their name to Guam before closing and the liquor license cxpircd. J. McRae said that staff had visited the new restaurant owners, now called Moen Restaurant. and that they expressed an interest in applying for a new liquor license in the rtcar furrut. Item A8 was unanimously approved. 5-0 (A9)• Ordinance 118-0-09 Amending Ciry Code Relatiog to Parking Lot #53. 100 Chicago Avenue Consideration of proposed ordinance I18-"S amending Section 10-11-12tSchedule XI; Reserved Parking Space Areas and Section 10-11-11 Schedule Xll; Parking Meter Zones of the City Code to ter -designate City Parking Lot # 53 from a metered zone to a reserved parking space area. Aid. Rainey asked that the rules be suspended tonight and this ordinance go for introduction and action. Item A9 was unanimously approved. 5-0 (A10)* Ordinance 122-0-08 2008 City of Evanston Tax Levv Consideration of proposed ordinance 122-0-08, annual property tax levy for General Fund, Police Pension Fund and F"ue Pension Fund. Ald. Rainey asked someone to refresh Ald_ Jcan-Baptiste memory of when the budget was passed and he said we could nuke adjustrneatt. Aid. Jean -Baptiste smiled and said Admim raven a Puefic Wefts, Wwtes Noverrr w 10. 20CS Page 4of6 "right, no adjustments." Aid. Rainey noted the five million for the Fire pension and six rnillion for the Police pension. As she read the material she felt that the Council was responsible for this levy and that the taxpayers can handle this level. Item A10 was unanimously approved, 5-0 (All)* Ordinance 123-0-09 2008 Township Tax Lew Consideration of proposed ordinance 123-0-08, annual property tax levy for Evanston Township. Aid. Rainey said that she is against this ordinance. When the Council worked on the budget they found three hundred thousand unused dollars. She went on to say that they always have less customers than they budget for. Item Al 1 was approved 4-0. Aid. Rainey voted no. (Al2)* Ordinance 124-0-08 2008 SSA #4 Tax Levv Consideration of proposed ordinance 12440-08, annual property tax levy for SSA #4. The source of the funding is the Special Service Area #4 taxing district in the central business district. Aid. Wollin mentioned that taxes arc being collected from residettiti in this area, a group she believed were excluded. The City must collect that money, from"the businesses. M. Lyons stated that when the SSA #4 was set up, the budget was a'combination of a tax and a one time contribution from the City. The deficiaicy of 197 thousand dollars needs to be collected and paid to the residents. The tax bills�M•eM wrong in that businesses were charged too little and residents too ranch: TiieCouir'ty is working with the City to correct this with the ]east amount of paper,work for the residents. Ald. Jean -Baptiste asked how this happened. M. Lyons said the City submitted a map with PIN numbers that were to be removed. The,Cotinty did noi•pult the numbers. Aid. Rainey asked why the County cannot make,wihe • refunds. Lyons said that each resident would have to file individually: The County would refund that money but with about a year's lag, in time. If the City doei st *diking from one list, the residents will get their money faster and the County would pay the City. If the City does it they will loose some interest, probably two to three thousand. If we hold the note on the refund the City gets the levy next year. Ald. Wollin asked what the individual tax amounts were. M. Lyons said basically very low, $150.00 though some did get as high as S1,000.00. Aid. Jean - Baptiste asked if a certificate of error was filed. M. Lyons stated that the deficiency levy is being filed to correct the commercial portion of the error but that no filing has been made regarding the residential. He also statcd that as time passes, property owners will change making the process more difficulty. If the City is involved in the navments, the City plan will be based on paid dollars not billed. Aid. Jean -Baptiste asked how many ti were involved. M. Lyons said that the figure was over 800. Aid. Jean -Baptiste said that will entail a lot of wort:. He was inclined to let the County do the work. M. Lyons said that the City would not be processing 800 certificates. The refund would be based on proof of payment and then the City would keep the levy when it came in. The City does not have to file anything with the County to correct this. Item Al2 was unanimously approved, 5-0 I\'. ITEMS FOR DISCUSSION V. COMMUNICATIONS VI. ADJOURNMENT: 6:4S p.m. Aden nistration a Public Works. r.tnutes November 10, 2M8 P age 5 016 R=pectfully submitted: PhiWp Baugher Administrative Assistant, Finance D .r Adnkvstaai 3 PubbC Warns. WMAM Nowrnbw 10.2008 POWad6 ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, November 24, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Holmes, Aid. Jean -Baptiste, Aid. Rainey, Aid. Wollin Members Absent.. Aid. Hansen Staff Present: Chief Berkowsky, John Burke, David Cook, Robert Dorneker, Steven Drazner, Chief Eddington, Doug Gaynor, Robert Gustafson, Chief Hunter, Jewell Jackson, Lonnie Jeschke, Martin Lyons, Joseph NIcRae, Sat Nagar, Elke Purze, Rolanda Russell, Cheryl Schrader-Chukwu, Lloyd Sheppard, Bruce Slown, Dave Stoneback, Evonda Thomas, Lisa Woods Others Present: Tina Hickman, OTIS Elevators Junad Rizki, Resident Mike Vasilko, Resident now- IS Presiding: Aid. Holmes L DECLARATION OF QUQitUAi With a quorum present, Aldcrmaa I-Nmes called the meeting to order at 5:40 pm. EL APPROVALOF MINM!9 OFfTTTIREGULAR MEETING of November 10, 2008 Minutes were unanittwttsiy approved 4-0. r �s !i (Al)* City of Evaimon Payroll through 11/19108 S2,294,864.64 Item A.1 was unanimously approved 4-0 (A2)* City of Evanston Bills through 11/25/09 S3,571,535.57 Aid. Rainey asked what the Ergometrics Personnel Video test actually was. Cheryl Schrader-Chukvvu (Organizational Development Manager) said that the video test comes from Washington State and they score it. This test "w for Scrn7ce Desk Officer Candidates. Aid. Rainey asked what it had to do with ergometrics. C. Schrader-Chuk-%vu said not a thing, it is the name of the company. *** Aid. Rainey, referring to the payments to Leslie Wellington, asked what she specifically did for the Police Department. Chief Eddington said that she is a mental health professional that evaluates officers after they have been involved in a traumatic incident. This evaluation is part of established PD protocols. Aid. Rainey asked who decided the officer needed this service. Chief Eddington said the his. Wellington is on staff. *** Ald. Rainey asked what tools were used to monitor the success of the Illinois Subsequent Pregnancy Program. Evonda Thomas (Director Health and Human Services) mentioned that the program has a built-in evaluation component and in addition, on site visits are made. Aid. Rainey asked if the committee could get the results to see how the program is doing. E. Thomas said they could. Aid. Raincy asked if Ms. Thomas thought the program was effective. E. Thomas said she did. The program is to educate teens with education to prevent subsequent pregnancies and or the spacing of pregnancies. An evaluation is every year. This model looks at goals and outcomes with teens. It attempts to delay pregnancies at least twelve months. Ald. Rainey thought this was strange but Ald. Holmes said the goal of spaced pregnancies was to change it from a high school freshman with a second pregnancy as a sophomore to the senior year. s:• Aid. Rainey thought twelve thousand dollars was a high cost to remove equipment from squad cars. Lonnie Jeschke (Manager Fleet Operations) suited that these charges were for removing equipment from old squad cars and installing it in the new cars. He also stated there would be more invoices as the remained of the 22 new vehicles purchased are transferred over. Ald. Rainey asked how many vehicles were covered for the twelve thousand dollars. L. Jeschke said it seas for five vehicles. Ald. WolIin asked if this was new equipment. L. Jeschke said no, primarily it was transferring the existing equipment from old vehicles to the new vehicles. Aid. Jean -Baptiste wondered at the high cost per vehicle. L. Jeschke said that each car is outfitted differently as it relates to installed equipment based on how the vehicle is utilized. Aid. Jcan-Baptiste asked how long the labor took. L. Jeschke said it was eight hours per vehicle on average. ••• Aid. Rainey asked if the item of payment to the Transystems Corporation Sheridan Road had been discussed in committee before. John Burke (Public Works Director) said it had, some months ago. Item A.1 u2s unanimously approved 4-0 (A3.1)*Adnroval of Contract for Third Party Administration [NVorltsrs Cannnensatlon, Automobile and General Liability Claims) �; -:�' ::✓ Recommend approval of contract for ft, putchrie_ of Claims Administration Serices form CCMSI for Worker'a'�'�nip�pifiatioo, of Liability and General Liability at an estimated•fnt"Vadministrative cost of SI35,50, the actual cost will vary based upon tW actual iamb r of calms that the City has In a given year. Funding provided rky the Insrrance Fund. Item A3.1 was unanimously approved-4-0 (A32)• Anaroval of rce Purchase of Code Reouired Ungmdes for City -Owner Elevators Recommend-;pproval of sole source purchaw of code required testing, upgrades and improvements for the elevators at the Cn-ic Center, Municipal Service Center and Church Street Self -Park with OTIS Elevator (949 Oak Creek Drive, Lombard, IL) in the amount of SU,350.83. Funding provided by Parking Services and the Municipal Service Center and the Chic Center Interim Repairs accounts. Aid_ Rainev asked if these upgrades µere the same as required in residential buildings. Da,.id Cook ( Superintendent of Facilities) said they were. He then proceeded to correct the totals in the graph in the summary. The Chit Center Entrance Protection should have been twice the amount shown. The grand total for the Civic Center should read S13,580.00. The total for all locations should read S47,150.83. Aid. Holmes said she thought that the City had service contracts with OTIS. D. Cook said the costs are for an inspector and additional testing and personnel that are required by State. Ald. Holmes mentioned that at an open house, one of the hire a person to do it and they must also have a person watching him, a code representative. She asked if this is really a State requirement_ Tina Hickman (OTIS Sales Representative) said that it was a State requirement. Aid. Wallin asked if the new elevators had the anti -fall safe guards and T. Hickman said that they do. Ald. Wollin felt that this additional required work can make it Derr- expensive for people. Some condos ar: going through elevator renovations and they are concerned about the cost. Representative Hamos said that there are choices to be had.. She asked ibis. Hickman if she knew an%thing about the alternatives. T. Hickman said she would need more facts about the particular elevator to make a comment. Ald. Holmes pointed out that this is another State requirement with no money attached. Aid. Rainci, asked if when the City signed this contract they, the City, knew about the 9 upgrades. D. Cook said the answer is no. T. Hickman said the OTIS knew. Of the 3000 elevators they handle with only one employee to evaluate their condition, they did not know what the City would need at the time the contract was negotiated. Aid. Rainey said that OTIS knows the City's elevators. Nis. Hickman reiterated that OTIS did not know what the State would require. Aid. Rainey asked in the upgrades would be covered under the contract and Its. Hickman said they would. Item A3.2 was unanimously approved 4-0 (A4.1)*Anuroval of Amenmdment #1 for Eneineerine Services on the Evanston/Wilmette Distribution Svitem Interconnection (RFO 08.32) Recommend approval of amendment #1 to the agreement with MWH Americas, Inc. (380 Interlocken Crescent, Broomfield, CO) for design of the Evanston/Wilmette Distribution System Interconnection. This amendment will increase the agreement amount by S44,658 from S289,638 to S334,286. The completion date of the agreement will also he extended from April 30, 2009 to March 31, 2010. The additional cost will be evenly split between Evanston and Wilmette. The Evanston portion ($22,329) will be provided by the Water Fund account. Resident Junad RiAo suggested that even though this is for additional engineering costs, if this is not an emergency item, during this tight budget year it should be held. Surely the City has other emergency items that truly are emergencies do Aced to be funded first. Dave Stoneback ( Superintendent Water and Sewer Division) said per Council direction, a list is being prepared to document all jobs that need to be completed. A study was done with Wilmette- on going since 2003, to. design'tbe best interconnect. Aid. Jean - Baptiste asked Mr. Stoneback if he recommendlid approval of this motion. D. Stoneback said he does. He alst+ mentioned tha4 this pro)ec( will be funded by IEPA Public Water Supply Revolving Loan Program. J. kBurke,4said that this project is far down in the process. Aid. Wollin noted that the cost savings are significant and the only reason it has been postponed is tae Sheridan (toad work. She noted that even Skokie is proposing to provide five hundmJ thousand dollars towards this project. She urged the committee, and the City, to go aheadivith this project. Aid. Rainey mentioned that of all the experts the City Council Ius; they have no water experts. She said that the committee relics on Dave Stonc6cic §be'asked him how the interconnect will be used when the work is done. What will happen in Evanston? D. Stoneback said that if the chlorine feed is inoperable, or they cannot treat the water with chemicals or even a major electrical problem occurs, the City would need another source of water. And, it is important that the City maintain water pressure in case of fires. AId. Rainey asked if this system would work for Evanston. D. Stoneback said yes, this system supports Evanston. item A4. l was un=imously approved 4-0 (A4.2)*Aanrova1 of Change Order 02 far the 2007 Water ,Main. Sewer and Street. [mnrovements Project (Bid No. 07-61) Recommend approval of change order #2 for the 2007 Water Main, Sewer and Street Improvements project with DiPaolo Company (4350 D[Paolo Center, Glenview, [L). This change order will increase the contract amount by S79,13751 from S2,533,126.3I to S2,612,264.32 No time extension is granted as part of this change order. Funding is from the Water Fund (S35,876.77), Sewer Fund (S11,232.84) and CFP (S32,027.90). Aid. Rainey noted that this change order and the following change order have no clear description of wha: They are for. She asked if it was errors on the part of the architect and if so was he payinz. D. Stoneback said the additional work was for an increase in the concrete road base- The Engineer did core samples which showed the road to have asphalt as a base. But, it turned out it was concrete and you have to match the base when putting in a new road. Aid. Rainey asked how the mistake was made since eight core samples were taken D. Stoneback said that seven of the eight samples were asphalt. Two samples are taking; for each length of a block but you never really know until you get 3 down to the level that is to remain. This increase also corers additional items like an increase in pavement marking and repairs to water mains in three different places. When exposed, it was discovered that the saddles were corroded and had to be repaired to maintain water service to the properties. As the memo shows, additional work is required that could not have been assumed at the time the design was completed. Aid. Holmes asked if citizens can get copies of these memos. AU Rainey said it is on line the Friday before a Council Meeting. Aid. Jean -Baptiste asked who in the Water and Sewer Department works with contractors to determine costs. D. Stoneback said that an outside consultant works along side the contractor and the consultant deals with the Assistant Superintendent. Change orders are then received by the Superintendent. Aid. Jean - Baptiste asked if changes are negotiated. D. Stoneback stated that yes they were but the best way is to pay for time and materials used. which are both watched and accounted for. Aid. Jean -Baptiste wondered how old the items on this change order were. D. Stoneback said that it had been held because they were negotiating with the contractor to correct paving and other issues on Custer Street. By holding the change order and payments, they were in a better position to force the contractor to correct the improper work job. Item A4.2 was unanimously approved 4-0 (A43)"Anoros•21 of Change Order #!4 for Construction of Fire Station i#5 Demolition and Reconstruction Proiect (Bid 08-171 Recommend approval of change order # 4 for Central Lakke Construction (749 Pinecrest Drive, Prospect Heights, IL) for additional work tissociated with basement flooding on September 13, 2008 at Fire Station #t5 loiated at 2830 Central Street. Approval of the change order will increase by S26,722 from $4,704.054.95 to S4,730,826.95. Funding foirrthitoi charge order is provided by the Capital Improvement Program. r ; Aid. Rainey asked at what point wss CotnEd'tyall4to turn off the electricity which shut down the sump pump causing'the 18" afwat[er to build up and cause so much damage. Doug Gaynor ( Director of City Operations) said that basically the alley flooded so quickly the sc►vcrs :could not hsadle the amount of rain water. Aid. Rainey asked if it rained more- at'the Fire Station then else where because she has not heard of such problems tit other, neighborhoods. D. Stoneback stated that at that location, the sewer drainage basin ..does not operate as well as others. The restrictor detention was overwhelmed in the alley and caused draining into the parking lot at the station. Ald. Rainer- noted that builders must be very specific when installing detention systems. Is the City as rigid on this installation as they arc when developers have the work done. D. Stoneback said definitely, yes. Jean -Baptiste mentioned that the rain that day was so strong that it went over curbs and into buildings. Aid. Rainey asked why the electrical was cut off at less then 18" oft of the ground. D. Cook said that even with the pumps, the water went no where. As it rose. the power had to be cut to avoid major repair problems. Aid. Rainey asked what was learned from all this. D. Stoneback said as a result they modified the sewer and provided an overflow to the relief sewer on Lincolnwood. When the water level rises to a certain level it will discharge to the relief sewer. Aid. Rainey wanted to know when these repairs would be completed_ D. Gaynor said they would be completed in mid -December at which time there will be a soft opening. In January there will be a ribbon cutting ceremony. Item A43 was unanimously approved 4-0 (A$)* Resolution 59-RAS General Obligation Debt Property Tax Abatements Consideration of proposed resolution 59-R-08 for abatement for bond fssnes aeries 19". Item A5 was unanimously approved 4-0 (A6)* Resolution 60-R-08 General Obligation Debt Pronertv Tax Abatements Consideration of proposed resolution 60-R-08 for abatement for bond issue aeries 2000. 4 Item A6 was unanimously approved 4-0 (A7)* Resolution 61-R-08 General Obligation Debt Property Tax Abatements Consideration of proposed resolution 61-R-08 for abatement for bond issue aeries 2002A/B/C. Item A7 was unanimously approved 4-0 (A8)* Resolution 62-R-08 General Obligation Debt Prouerty Tax Abatements Consideration of proposed resolution 62-R-08 for abatement for bond issue series 2003. Item A8 .vas unanimously approved 4-0 (A9)* Resolution 63-R-08 General Obligation Debt Pronerty Tax Abatements Consideration of proposed resolution 63-R-08 for abatement for bond issue series 2004. Item A9 was unanimously approved 4-0 (A10)* Resolution 64-11-08 General Obligation Debt Property Tax Abatements Consideration of proposed resolution 64-R-08 for abatement,for bond issue series 2004B. Item A10 was unanimously approved 4-0 (All)* Resolution 65-11-08 General Obligation Debt rreSM.1 1iAbatements Consideration of proposed resolution 65-R-08,fotr aba/etnent for bond issue series 2003 Item Al l was unanimously appro�W 4-9`, 1f (Al2)* Resolution 66-11-08 Ob atfon Debt Proner-ty Tax Abatements Consideration -of proposed °[evolution 66-11-08 for abatement for bond issue series 2. ItemAl2 as unmimously approved 4-0 (A13)* Resolution 67-R-08 General Obligation Debt Prooerty Tax Abatements Consideration of proposed resolution 67-R-08 for abatement for bond Issue series 2007. Item A13 was unanimously approved 4-0 (A1.1)* Resolution 68-11-08 General Obligation Debt Property Tax Abatements Consideration of proposed resolution 68-R-08 for abatement for bond Issue series 2008B. Item A14 was unanimously approved 4-0 (A1S)* Resolution 69-R-08 General Obligation Debt Pronertv Tax Abatements Consideration of proposed resolution 69-R-08 for abatement for bond issue series 2008C. Item A IS was unanimously approved 4-0 (A16)* Ordinance 89-0-08 Amending Section 1-17-1 of the Evanston Cltv Code by Adding. Subsection 1-17-1 (M "Local Emplovment Program.„ Consideration of proposed ordinance 89-0-08 amending Section 1-17-1 of the Evanston City Code by adding subsection 1-174(C) "Local Employment Program" to ensure Evanston Residents are hired to perform 15 percent of the total work hours at the construction site and that a minimum of one Evanston resident is hired for those projects with a value at or greater than S500,000- Item was held In committee on 08/11/08. 5 Aid. Rainey asked where in the ordinance it says that 5 or 15% of the work hours equals 250 hours. She continued, where does it say at least three persons need to be hired. What good is it to hire four residents for twenty hours each. At S33.00 per hour, it is good to take a twenty or even a ten hour job. Jewell Jackson (Purchasing Manager) said that the writers tried to stay ai-vay from citing past examples. Aid. Rainey thought that was fine but going forward a few would help. For example, a new job is 200 hours and employs five subcontractors. How does the City divide the hours between the five companies. J. Jackson stated that the general contractor is responsible for getting the hours covered. Aid. Rainey suggested that this would be an accounting nightmare. Lloyd Sheppard (M/W/EBE Coordinator) said that is not how this program was envisioned. He went on to say that the general contractors as well as the sub -contractors determine the hour's obligation. Two or three hours to one person makes no sense. The City is trying to create a program with viable employment opportunities of forty hours or more. They will be determining the number of hours. We have to wait until the work is in progress. A monthly report of payrolls will tell hours allocated against the total project hours. Aid. Rainey asked Doug Gaynor about a hypothetical bid of his for a park project. The staff' estimated 500k to 700K in costs. When do you see the one resident needs to be hired. When does this go into the bid package. D. Gaynor said that is not the intent of this program. Anticipated hours of a program will tell the number of residents to be hired. Aid. Rainey did not think this was in the ordinance. Martin Lyons (Finance Director) said the committee tried not to be restrictive. One employee for ftve months, two for two months, etc, doesn't work based on the available labor pool. So it is specified , at least one resident. Aid. Rainey saw the one person but wanted to Lwow where it said "more people". The bid cannot be accepted without their pvillingness to hire residents. M. Lyons said that a percent requirement .-will-be in place..,' Ald. Rainey thought the implementation will be a nightmare, far"Mr:•Sheppard . It will be %cry confusing to contractors bidding in Evanston.' She;pointed out that she was for this program but thought this document added a layer of confusion. Aid. Jean -Baptiste suggested to Aid. Rainey that in the practice of using this ordinance, h1. Lyons, J. Jackson and L. Sheppard will tweak the ordinance to avoid possible nightmares. He felt contractors will move to meet this retluirmimt. This'ehange needs to be put in place and monitored. The City needs to provide opp'Ttttinitics 10 the local residents. Let's try and see where it goes he continued. Nf it becomes a major problem, the staff will come back to it. Rolanda Russell (Intern CityManager) said that staff' will monitor this but that the City cannot have an overly restrictive ordinance. Aid, Rainey voiced the opinion that this was way overdone. She also thought the ninety day option was strange. Aid. Wollin mentioned that the report in a year would be good. Aid. Rainey said the ordinance says a report in two years will be provided. D. Gaynor stated that the staff can do a rep xt whenever they %%ant to. Aid. Jean -Baptiste suggested that a full year cycle be allowed to pass and then a report be completed. If too restrictive, he said, contractors will not bid in Evanston. Junad R.izki (Resident) said that this will only add money to the contracnors cost. Where do these people come from. A contractor has a crew he can rely upon and it helps keep his costs down. To be forced to use residents, a contractor will pad his bid. This is just more money being paid to contractors. L. Sheppard said that he has union members calling him every day looking for work. A lot of union members in Evanston are looking. Residents have skills. Those on the sewer relief program now have experience to offer. Once the %%ord gets out that contractors are seeking Evanston residents, they %vill be found. Some cities he spoke with said have not noticed any increase in cost. Aid. Rainey closed by saying she does not think this ordinance helps those who have skills. Item A17 %vas approved »ith one negative vote (A17)* Ordinance 117-0-08 Dedicating for Allev Paving Purooses Certain Land Owned bv, Louis Silverstein and Paula Cofresi Silverstein. North of Leonard Place and East of Asbury Avenue Consideration of proposed ordinance 117-0-08 dedicating a portion of 1211 Leonard Place parcel to the City of Evanston for the purpose of improving the adjacent public Alley. Aid. Rainey. referring to both A 17 and A 18 asked if the value of the property was equal to the cost of doing the alley work. J. Burke said that the value exceed the cost of the work. Mike Vasilko, (Resident) asked what the cost was to the city and wondered if this kind of work could not be held off until a better budget time. Aid. Rainey said that the costs are shared between the residents and the City, 50150. It is also not desirable to postpone alley work due to continued degrading. Item All was unanimously approved 4-0 (A18)* Ordinance 12-F*-"8 Dedicating for Allev Paving Purnq?" C.eirtmin Land Owned by Stephen E. Herz and Jamie Hochman Hem North of Leonard Place stud East of Asbury Avenue Consideration of proposed ordinance 125-0-08 dedicating a portion of 1207 Leonard Place parcel to the City of Evanston for the purpose of improving Item A18 was unanimously approved 4-0 IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS VL ADJOURNMENT: 6:55 p.m. Respectfully submitted: Phillip Baugher Administrative Assistant, an ent via Ar IL ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, December 8, 2008 CIVIC CENTER, 2100 RIDGE AVENUE, ROOM 2404 Members Present: Aid. Hansen, Aid. Holmes, Aid. Jean -Baptiste, Aid. Rainey, Aid. Wollin Members Absent: Staff Present: John Burke, David Cook, Paul D'Agostino, Joellcn Daley, Robert Dornekcr, Chief Eddington, Suzette Eggleston, Sarah Flax, Doug Gaynor, Beth Howlett, Jewell Jackson, Pat Keegan, Martin Lyons, Joseph McRae, Jeff Murphy, Rolanda Russell, LIoyd Sheppard, Bruce Slowri, Jennifer Spaulding. Dave Stoncback, Evonda Thomas, Lisa Woods Others Present: Alderman W}nne Sarah Laing, Open Studio Project Brenda Vega, Chicago Public Art Group Jonathan Pcrrnm Chamber of Commerce Junad Rizki, Resident Mike Vasilko, Resident Presiding: Aid. Holmes 1. DECLARATION OF QUORU'41 With a quorum present, Alderman Holmes called the meeting to order at 5:45 p.m. II. APPROVAL OF MINUTES OF REGULAR MEETING of November 24, 2008 Minutes were unanimously approved 5-0. (Al)* City of Evanston Payroll through 11/22/08 S2,293,81837 Item A.I was unanimously approved 5-0 (A2)* City of Evanston Bills through 12/09/08 S20,973,654.65 Aid. Rainey asked that more in depth information be provided as concerns the item of seized funds_ Names and details «ould be appreciated. Chief Eddington (Chief of the Police Department) said he «ould act his office on it. *** Aid. Jean -Baptiste asked Chief Eddington what the outreach workers do during the winter months. Chief Eddington said that they do the same %vork plus maintaining contact with the youth since large meetings are impossible. AId. Jean -Baptiste asked where they meet. Chief Eddington ans%%ered, in homes and ether local places. Ald. Jean -Baptiste asked that an outline of «inter services be prepared for the Human Services meeting since the pay is the same. •" Ald. Jean -Baptiste asked how often the city pays for the Smoking Cessation Clinic. Evonda Thomas (Director Health and Human Services) replied that it was a grant from the State of Illinois and the Smoking Cessation Clinic it is paid via the grant and is offered quarterly. Aid_ Jean -Baptiste asked where the clinic was held. E. Thomas said the meetings are held at the Skokie Health Department and sometimes at a location in the community. Aid. Jean -Baptiste asked who attended with Aid. Wollin also asking if the clinic is available to youth. E. Thomas said that she would get the demographics to the committee_ Aid- Rainey said that she knows someone who attended the clinic and said that it is a great program. She also understands that the dollars arc from the tobacco industry. *** Aid. Jean -Baptiste wondered where the City was in the multi -modal transportation plans. John Burke (Public Works Director) replied that there have been meetings with the Policy Advisory Committee and drafts are being prepared for late February. Aid. Jean -Baptiste asked if this current bill was for consultants. J. Burke said that it was. The plan wviIl be the basis for future capital investment in the transportation system in Evanston. Ald. Jean -Baptiste asked %%hat the budgeted figure was. J. Burke said that he would provide an update by memo. *** Aid. Nollin thanked Joe McRae for the thoroughness of the answers to the bills list questions. She asked if the two bills from the Arts Council for catering services were the same bill erroneously submitted twice. Robert Dorncker (Acting Director Parks, Forestry and Recreation) said that they were in fact two separate invoices. *** Aid. Rainey said that the invoice from Elliot could not be for the animal shelter. Dave Cook (Superintendent of Facilities) said that she was correct, the bill should be Iisted under the Art Center Coach House. Item A.2 was unanimously approved 5-0 (A3.1)* Annroval of Sole Source Purchase of Mobil Data Browser Software Recommend approval of sole source purchase of licensing for Mobile Data Browser sofhvare from SunGard Public Sector, Inc. (1000 Business Center Drive, Lake Mary, FL) in the amount of 568,373.06. Funding provided by the Emergency Telephone System Board. Item A.3.1 was unanimously approved 5-0 (A3.2)* Atnnroval of sole Source purchase of CAI) 400 Un Mde Recommend approval of sole source purchase of licensing, training and installation of CAD 400 software from SunGard Public Sector, Inc. (1000 Business Center Drive, Lake Mary, FL.) in the amount of S112,485.80. Funding provided by the Emergency Telephone System Board Aid. Jcan-Baptiste pointed out the items A3.1, A3.2 and AM are all interrelated. He said that when the City does a radical departure from existing systems, they buy all new items. Since the old company won't continue to service the old systems, wwc bet rid of the old. He asked %what the process was. Why is die City going with SunGard and then buying 53 new computers. Aid. Rainey mentioned that tliesc items have been in the capital budget for a long time. It is critical material for emergency services. The charge on the resident's phone bills pays for this. Technology gets outdated so why support if wvhen the new is so much better. 1-his equipment if paramount to the emergency system. Tlic softwvare allows police cars to do more at the site than to send it all to dispatch and ask them to route it for service. This is a critical service. Bruce Slown (Director Information Services) said that the new hardware will not run with old soft%vare and conversely the new software will not run on the old hardware. This is to replace the NIDT's %%hich are not personal computers. Ald. Jean -Baptiste asked how B. Slow%n came to this decision. He asked if SunGard had informed him of the upcoming changes. Doug Gaynor (Director of City Operations) stated that SunGard has been in the City for fifteen years. This new product is already out in the field allowing instant retrieval of information by our Police Officers. Item A.3.2 was unanimously approved 5-0 (A33)* Annrovat of Purchase of 53 Panasonic Touilhbook'c Model CF30 (BID 09-551 Recommend approval of purchase of 53 Panasonic Toughbook's model CF30 laptops with additional memory installed and two CDIDVD readers from CDS Office Technologies (333 Main Street, Boston, MA) in the amount of S2I6,017. Funding provided by the Emergency Telephone System Board. Aid. Rainey asked where CDS is located. She felt the Agenda Item Summary should be redone to reflect the information and ag= %vith the attached documents. Chief Eddington said that the corporate offices are located in Boston but because it is a State of Illinois bid, there will also be a metro -Chicago address. Item A.3.3 was unanimously approved 5-0 (A3.4)* Annroval of Reauest for Iiolidav Parking — Downtown GaraiLes Recommend approval of a request from the Parking Committee to approve free holiday parking in the City's three Downtown Self -Park Garages on weekdays between 5 p.m. and 12 midnight and all day Saturdays beginning Saturday, December 13, 2008 through Wednesday, December 3i, 2008. Aid. Wynne felt that the information supplied was self-explanatory. She went on to say that in these tough economic times, the Parking Committee thought that additional free parking hours ►would help stores and restaurants. In addition, the garage revenue is doing better than planned so the City can afford to offer this program at the cost of twenty-one thousand dollars. Aid. Rainey asked how people are going to know. Aid. Wynne said that banners will be put up, the press will be enlisted and the Chamber of Commerce will pass the word. It will give a boost to business and let them know that the City is supporting them. Mike Vasilko (a resident of Evanston) asked if the Alderman meant to forfeit twenty-one thousand dollars. Aid. %Wnne said the fund is ahead of plan by sixty- five thousand dollars from which the twenty-sewcn thousand will be coming. M. Vasilko asked if the twenty-one thousand could not be used elsewhere. Aid. Rainey said it can only be used in garages. Aid. Wynne said that with good promotion it will generate sales tax. We are asking the staff to extend this benefit through January Third, the New Years weekend. J. Burke said that additional Saturdays would cost approximately S5,000 each and additional weekdays would cost approximately $500 each. 5o, extending the promotion to January 3'a would cost approximately $5,500. Aid. Holmes asked Aid. Wynne if she wanted to have the closing date changed tonight. Aid. Wynne said yes, please. Jonathon Perman (Chamber of Commerce) said they hnd a strategy .with traffic consultants. They would 1) increase ads featuring parking, 2) the information would go to magazines, papers and electronic sources, 3) banners and signage would be put up, 4) small cards will be giver to merchants to use as bag stuffers and 5) signs will be placed at the main entrances to Evanston. Aid. Jean -Baptist noting that the City has a radio station and does not use it askcd R. Russell (interim City Manager) to look in to it. Aid. Holmes thought the information could be scrolled on channels 6 and 16. Aid. Hansen said the need to get this information out to non-cwanstonians is vital, don't just tell the residents in town. Item A.3.4 was unanimously approved 5-0 (A3.5)*Annroval of the Contract with 1,lnited Business Solutions MRSI to Purchase 40 New Cnm' Machines to Replace Cit• of F.vanston's Coov Machines Recommend approval of the contract with United Business Solutions (UBS) to purchase 40 new copy machines in the amount of S281,440 (RFP 09-17). Staff is also recommending the purchase of 8 coin -op boxes in the amount of S22,910. Staff is recommending tine purchase of a service agreement with UBS for the estimated cost of S30,720 annually and S122.S80 over the next four years. Total costs for this equipment and service is S438,S97. Funding provided by the Capital Improvement Fund for capital and from each City fund where the copiers are located far service costs. Aid. Rainey asked if this was bid as a lease. Martin Lyons (Finance Director) responded, yes. Aid. Rainey then stated that after all the leasing bids came in the City singularly negotiated with UBS to make a purchase. All bidders should have been asked to bid for a sale. M. Lyons thought the process when followed allowed negotiation. Aid. Rainey said yes it does but you changed to a purchase from a lease request. M. Lyons stated that when looking at options from UBS, the purchase price was better than the cost of leasing. He stated that he thought this could be done. Aid. Rainey thought that N1. Lyons had no idea if he could get a better purchase price from the other vendors. If you put out an RFP for lease and/or purchase, it isn't a problem. You cannot know who would offer the boner price. This is objectionable; purchase better than lease, maybe, but the other bidders might have made a better offer. Jewell Jackson (Purchasing Manager) referred to the graph on page four of the attachments .where the monthly lease costs are shouts and statethe RFP asked all vendors to provide the purchase price of the equipment. Aid. Jean -Baptiste pointed out that two vendors had Iower equipment costs that UBS. J. Jackson said that evaluation of vendors includes many things besides cost. Service and the vendor's history with other companies are also considered. Aid. Jean - Baptiste referring back to Aid. Rainey' line of questioning said we asked for lease bids and then we negotiated with UBS for a purchase. I live you dealt with UBS before is the question. J. Jackson said she had not but that references were requested. Site stated that she had talked with the Des Plaines Library and others and they all gave favorable responses. Aid. Rainey felt that the Legal Department should review this to see that it is being handled correctly. ;tit. Vasilko asked %shy the purchase could not be spread out over several years to avoid such a large purchase in this tight budget year. M. Lyons said that the current price saves over the cost of leasing. In addition, less operating funds will be spent since the machines are all networked. M. Vasilko questioned spending four hundred thousand dollars in a bad year. Aid. Rainey asked what kind of references %%ere received from the low bidders. M. Lyons said they only checked on the bidder the committee chose. Aid. Rainey thought it sounded like we fixated on UBS and that nothing else mattered_ 7rttcy arc good with the M/W/EBB program but they arc a higher priced bid. Aid. Hansen asked if the City still sends work to Kinko's. She wondered if this agreement could allow us to stop using Kinko's. M. Lyons answered by saying no. Kinko's does jobs of a certain size and quantity and supplies the human resources for those big jw•bs. He did mention that the City could negotiatc for a bigger machine. Aid. Rainey asked if the cost was 51,500 per council meeting, and R. Russell answered in the affirmative. :'old. Rainey said to use less paper lap lops should be used. R. Russell said that the City is looking into it. M. Lyons said this contract could be held but the fifty-five thousand dollar rcbatc is good now, it may not be offered next year. Aid. Rainey said that the committee should be reconvened and the other vendors checked out. J. Jackson noted that UBS is present and that they have indicated that the rebate will go away at the end of the year. Aid. Rainey suggested then that another vendor might avant the sale. Item A3.5 was held in committee. (AS)* Resolution 70-R-08 FY 10 — 14 Cnnilnl Imnrovement Pronrnm Consideration or proposed resolution 70-R-08 approving the proposed FY 2010- 2014 Capital Improvement Program or the City of Evanston. Funding provided by the Capital Improvements (GO Bonds and Grants), CDBG, Parking, Water and Sc%ver Funds. This item was held in Committee on 11/10/08. Aid. Rainey said that she is always getting criticized in the media about shortchanging the capital oullay. But. she added, that is part of the Aldermen's job. She questioned the progress of the Richard Brummell Tot Lot. Have they been moved up on the list. D. Gaynor said that it %%ould not be on the 2004-2010 year schedule but should go on the nest ycar. Aid. Rainey s=cd that by 2010-2011 the park will ben shambles. She made a special request to please update that inadequate park. It is a tittle park, it won't cost much she pointed out. D. GawTior said that he %sill put together a cost plan and bring it back to the committee. Ald. Rainey referring to the salt dome said "Don't stick it in my ward." Site suggested using the Fry property next to James Park. She was confident that he would lease the property. A1d. Hansen reiterated that although approving this resolution, the programs arc for only one year. Aid. Rainey asked it the City could issue a press release about the yellowy line study. J. Burke relayed that the federal sign -off had just occurrcd so yes, they can and .»II now issue a press release. Item A5 was unanimously approved 5-0 4 (Ali)* Resolution 71-R-08 Authorizing Citv Manager to Execute an Agreement Between the Citv of Evanston and Open Studio Project Consideration of proposed resolution 71-R-08 authorizing the City Manager to execute an agreement with Open Studio Project for a bricolage mural on the CTA retaining wall just south of Alain Street. The agreement Is an amount not - to -exceed S22,500. Funding provided by the Community Public Art Program, an allocation of the 2007/08 CIP budget. Aid. Wollin opened by saying she was glad that there was a public meeting. She did ask what "bricolage" was. R. Donteker said it referred to pieces of tile. Sarah Laing (Open Studio Project) and Brenda Vega (Chicago Public Art Group) said that they had made up the term. Basically (lie bits arc similar to mosaic tiles but are directly applied to a wall making it faster and cheaper. Aid. Rainey noted that the Committee had just looked at information for copiers and some hi/%V/EBE vendors did not get selected. And here in Evanston, we have the Noyes Cultural Arts Center and yet we go to a Chicago Art Group. Why are we not using Evanstonians? R. Dotneker said that several projects had been submitted and this selected plan came from Open Studios which is based in Evanston. B. Vega they worked w•ilh artists so they will put together what members of open studios design. M. Vasihko questioned spending the money at all in this tight budget year. Aid. Wollin said that site had served on the Public Art Committee and there is a commitment to make public art visible to everyone. The Committee has gone to great lengths to get neighborhoods involved. M. Vasilko thought that taxes would then go up to maintain the art. Junad Rixki (Evanston Resident) asked how long the tiles will stay put before they begin to fall off. B. Vega responded that Chicago has some pieces that have been installed for over twenty years. Item A6 was unanimously approved 5-0 (A7)* Ordinance 113-0-08 Amending Title M. Chanter 18. Section 3 of the Evanston Citv Code. "Child Dav Care Homes" Consideration of proposed ordinance 113-0-08 amending Title 8, Chapter 18, Section 3 of the Evanston City Code, "Child Day Care Homes" that requires any Individual coming into contact with children at the daycare over the age of 13 years to have a background check, health check and a statement of no drug use to be submitted to the City prior to the license issuance and S250 fee for the permit (two year permit). Aid. Hansen asked for more information. She asked how the fee of S250 was arrived at. Evonda Thomas said this is the amount charged in other communities. Aid. I lansen said there was never a charge before. She felt that S 125 per year was substantial enough for a home daycare center. It is a problem for parents when rates go up. Since this did not go through Iluman Services, it will be a surprise to Day Care Centers. Site suggested passing it but leaning the fee to be decided by the Human Services Committee. Aid. Holmes stated that a fee was needed. Aid. Hansen arived but not be enacted without a public discussion. Aid. Rainey asked if the S250 fee was to perform the background check on those over 13 years of age. Aid. Wollin said the fee included everything. Aid. Jean -Baptiste said this ordinance should be held and referred back to human Services. Aid. Hansen said that hones are doing this. E. Thomas said the age is reflective of Illinois Department of Children and Family Services and is in alignment with the regulations for the State of Illinois. Aid. Rainey asked if Day Care Centers are performing a check now. E. Thomas said that DCFS performs the background checks starting at the age of 16 years old; we want to change the ordinance to reflect the State guidelines. Aid. Wollin asked if there was currently a fee and E. Thomas responded "no." Aid. Hansen recommended that this item be referred to Human Services for a better analysis of costs. Item A7 was referred to Human Services 5 M (AS)* Ordinance 129-0-08 Authorizing the Sale by Sealed Bid of Citv Owned Real Property to Arthur R. Braun Consideration of proposed ordinance 129-0-08 authorizing the sale by sealed bid of City Owned Real property located at 2022 Central Street in Evanston, Illinois to Arthur R. Braun in the amount of S415,000. Ald. Rainey asked what is being done with the property. R. Russell said that she would have information for the committee before the Council meeting to night. J. Rizki thought the building was too small to be used in new ways. Better use could have been made of it. Item A8 was unanimously approved 5-0 (A13)* Ordinance 135-0-08 2008 SSA 44 Tax le,#-• This ordinance 135-0-08 repeals. and replaces the original SSA #4 ordinance 124-0- 08. This ordinance change is in format only and there has been no change to the substance or amounts levied per original ordinance. Item A 13 was unanimously approved 5-0 IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS VI. ADJOURNMENT: 7 p.m. Respectfuliv submitted: Phillip Baughcr Administrative Assistant, Finance Departmcnt C1