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HomeMy WebLinkAboutMinutes 2001DRAFT SOT APPROVED The General .Sleeting Minutes Small Business Development Committee For Minority, Women, and Evanston Business Enterprises January 9, 2001 Members Present: Laurie Marston, Janice Sachen, . Richard Peach, and Michael Sutton Members Absent: Carl Davis, Bennie Jones Staff Present: Chad Walton Staff Absent: Lloyd W. Shepard SU.MNIARY OF EVENTS: 1. Call to Order The meeting was called to order by Ms Laurie Marston at 6-05 p m. 11. Annroval of Last Minutes It was agreed that the minutes of May IWh. June 14`h, August 9`h, September 13`h and December 6'h require minor revisions. These changes were discussed and approved. All the above minutes were then moved to be approved by Mr Richard Peach and Ms. Janice Sachen was the seconder. The motion carried The minutes of July 121h will be sent to the members for approval at the Feb. 7'h meeting. II1. Old Business Vendor Fair November S. 2000 SIT. Lloyd Shepard received a list of vendors attending the Northwestern University/ City of Evanston Vendor Fair from Mr. John Marshall, Economic Opportunity Coordinator, Northwestern University. One hundred twenty vendors attended of which thirty-three were Evanston businesses. Proaosed Definition of EBE Mr. Shepard collaborated with Attorney Herb Hill, Legal Department, regarding the MWEBE Committee's recommended changes to the definition of an EBE. DRAFT NOT -APPROVED MUMBE Committee Meeting January 9. 2001 Page 2 of 4 The new EBE definition will include some of the following provisions. (1) An EBE shall mean an entity located in the City for a minimum of one year (2) An EBE performs a commercially useful function (3) The vendor pays property and/or sales taxes in Evanston (4) The business entity's address or the address given on the Federal and/or State income tax return is within Evanston. (5) The date of issuance of an Evanston Business License. The one-year requirement may be waived at the City's discretion provided the entity provides proof of a substantial Evanston commitment Businesses that maintain a distribution warehouse or manufacture in Evanston will receive EBE credit of 60% and 100% respectively. Those that do not maintain a distribution warehouse or manufacture but have an office in Evanston will be considered a broker and receive a 5% credit. Eligibility will be periodically reviewed and can be revoked at anytime if the entity no longer meets the above requirements. Ms. Sachen moved that the new definition of EBE be approved in its current state. Mr. Peach was the seconder and the motion carried unanimously. The definition will be submitted to the Legal Department for an ordinance to be drafted and forwarded to the A&PW Committee for its recommendation to City Council for approval. IV. New Business The Lead Paint Abatement Program Mr.Bill Hudson, Rehabilitation Specialist, Housing Rehab Division, City of Evanston, made a presentation to the Suburban Black Contractors Association December 21, 2000, about the City's Lead Abatement Program that is funded by the Illinois Department of Public Health's Environmental Lead Program Mr Hudson is fostering the effort to include minority owned companies in this program The program offers many jobs that are tailored in size for small businesses to participate Facade lmnrovement Program This program is funded by the Evanston Storefront Program (ESP). Mr. Shepard will evaluate this program to determine how it can benefit both small construction companies and businesses that need assistance in improving their storefronts. DRAFT NOT -APPROVED MWEBE Development Committee January 9. 2001 Page 3 of 4 Future Redevelopment Aureement Mr. Shepard is working with Mrs Judy Aiello, Assistant City Manager and Mr. Herb Hill, Legal Department, on editing the language in redevelopment agreements to prevent similar problems. such as with Evanston Fuel, that could arise in the future. Clerical Support Ms. Marston discussed with Mr. Bill Stafford the Committee's disappointment with not having clerical support staff. Mr Stafford related that he would have someone to attend Committee meetings, take notes and prepare minutes Mr. Stafford indicated that he had filled one of the three (3) Finance Department positions and was interviewing for another. He hoped to interview for the Clerk's position in late January. There were three (3) reports submitted to the committee by Mr. Chad Walton. 1), Total Paid to MWEBE Business a. Since the last meeting MBE $11,700.37 WBE $15.491.08 EBE S1,074,299.79 b. Fiscal Year to Date :CBE $52,98169 WBE $ l 98,752.94 EBE $5,235,233.84 2). Contracts awarded by the City Council since the last meeting 12/06100 through 01 /09/01 MBE $0 (0%) WBE $0 (0%) EBE $210,250.00 (41.9%) Total Awarded $501.885 00 Evanston Hospital Proiect Clarke Construction Group has submitted all MWEBE Schedules that are required for the Mesirow Stein/Evanston Northwestern Lab Building. However, the MWEBE Monthly Participation report needs to be reformatted to reflect the three categories (MWEBE) of participation on the same page DRAFT NOT -APPROVED MWEBE Development Committee January 9, 2001 Page 4 of 4 McDou¢al Litteil Project Power Construction is the general contractor for this project. Power has not submitted the required MWEBE schedules needed to demonstrate their compliance with the redevelopment agreement MWEBE requirements. Mr Shepard is following up with the appropriate person to ensure that all required schedules are submitted. Re¢ents Partner Mr. Shepard addressed a letter to Mr. Craig MacKenzie, Senior Project Manager, Regent Partners to ascertain when Regent Partners would have their general contractor Weiss Builders submit the required MWEBE schedules. To -date, neither Regent Partners nor Weiss Builders has responded. Miss Janice Sachen requested that the staff contact the City of Atlanta to inquire if Regent Partners has an affirmative track record in the Atlanta area. Mr. Dick Peach will mention the potential compliance problem at the APW Committee meeting. V. Other Business All future meetings will be held the first Wednesday of the month. VI. Adiournment The meeting was adjourned at 7:40 p.m DRAFT The General Meeting Minutes DRAFT Small Business Development Committee For Minority, Women and Evanston Business Enterprises February 7, 2001 Members Present: Dick Peach. Janice Sachen and Horace Payne Members Absent: Carl Davis, Bennie Jones and Michael Sutton Staff Present: Chad Walton and Lloyd W Shepard SUMMARY OF EVENTS I. Cali to Order Mr. Dick Peach opened the meeting without a quorum at 6:17 p.m. II. Welcome New Member, Mr. Horace Payne Mr. Peach welcomed Mr. Payne to the meeting and introduced him to Ms. Janice Sachen and staff III. Aaproval of Juiv 12. Oct 18 and January 9 Minutes Due to not having a quoru the above minutes were not approved. IV. Staff" Report Evanston Hospital. Mesirow Stern The format of Clark Construction Group's, Monthly MWEBE Participation Summary, Report fl, was discussed. Mr. Shepard is to have Clark eliminate references to contracts for MWEBE credit designated as To Be Determined (TBD), contracts that have not been executed, and to change the heading above the first column of the report from Subcontractor to Prime Contractor. Mr. Shepard indicated that he is pleased with Clark's overall reporting effort given that Clark has submitted Schedules. "Letter of Intent to Perform" and "Affidavit of MWEBE Status" with MWBE Certification Letters, for all subcontractors that Clark has taken MWEBE credit. Bovis Lem] Luse d W. E. O 'Neil Mr. Shepard reported that he is in process of reconciling both Bovis' and O'Neil's MWEBE compliance documents. Bovis has reported total MWEBE participation for the Pavilion at 20.20%. O'Neil has reported total MWEBE participation for the Garage at 13.39%. however, O'Neil uses a total Garage cost of S 14,133,645 and the Garage's actual total cost is $20,891,041. For an MWEBE participation percentage of 9.06%. The combined Bovis and O'Neil MWEBE participation percentage is 13 67%. DRAFT tiOT-APPROVED MWEBE Development Committee February 7, 2001 Page 2 of 2 MWEBE Report on Contracts Awarded Mr. Chad Walton gave a summary of the total contracts awarded to MWEBEs as follows Total Awarded by Council from 03/0I/00 thr 01/15/01 $12.066,511 EBE Participation S 941,125 (07.8%) MBE Participation S2,727,175 (22.90/6) WBE Participation S 462.649 (03.6%) Total MWEBE Participation 03-01-00 thr 01-15-01 S 4.170,949 (34.6°/s) V. Old Business Proposed Definition of EBE -- APW Meeting on February 12 The new definition of an EBE was discussed extensively and it was agreed that the Ianguage used to define EBE in the new Ordinance 8-0-01 will strengthen the MWEBE Utilization Specification and in particular the City's redevelopment agreements. The A&PW Committee will review Ordinance 8-0-01, Monday 02-12-01, for the subsequent approval of the City Council. The Ordinance will not be changed unless at some future time circumstances require it's revision. VI. New Business Language in Future Redevelopment Agreements Scribcor, Klutznick) Not discussed VI. Adiournment The meeting was adjourned at 6.50 p.m. DRAFT The General Meeting Minutes DRAFT Small Business Development Committee For Minority. Women and Evanston Business Enterprise April 4. 2001 Members Present: Janice Sachen. rune Marston. Dick Peach, Horace Payne. Bennie Jones. Mitchel Tacks. tiltchael Sutton and Carl Davis. Members Absent: None Staff Present: Chad Walton and Lloyd Shepard Guest Present: Alice Rebechu i. Sr Vice President. Mcsirow Stein and Mr. John Hibbett. Evanston citizen SUMMARY OF EVENTS 1. Call to Order Ms. Lauric Marston opened the mecung at 6:05 p.m. 11. Welcome New Member Ms. Mauston welcomed Mr Mitchel lacks to the meeting and introduced him to the committee Ill. Approval of July 12, Januar. 9 and February 7 Minutes The minutes of July' January and Fcbnian Aere approved with one change to the January minutes. In Section If.. the reference to the "October 18'h minutes' should be deleted as the meeting was cancelled due to lack of a quorum. IV. Staff Report Church Street Plaza Mr. Shepard reported the 1f%%EBE participation for the Hilton Garden Inn that is being constructed by Weiss Builders The reported total contract value of the hotel is Sl 1.208.727 The total dollar amount of contracts awarded as of January 31. 200I is $9.641.258. The dollar amount of contracts awarded to MBEs is S 1.083.539 or 11.2%; WBEs is S 141,960 or 1.5% and EBEs is S104.531 or 1.1%. The total dollar amount of contracts aAurded to MWEBEs against all contracts let is S 1.330.030 or 1 4% The total percentage of contracts to MWEBES against the reported total value of the hotel is 12% Mr. Shepard reported that Weiss Builders had not submitted the required schedules for verifying MBE and WBE participation l:nul such schedules are received Weis' reports for MWEBE credit cannot be venfied. The Comrrunee discussed Weis' non submission of required schedules with its MWEBE report and instructed Shepard to write Regent Partners to apprise that MWEBE credit will not be approved until such documentation is received and to remind them of the financial penalty for non-compliance Church Street Plaza Audit Mr. Shepard indicated that a recowhation of dollars credited for MWEBE participation on the Church Street Plaza Pavilion and the City Parking Garage is approximately 60% complete. He projected that the reconciliation will be completed in approximately 5 to 10 working days. Shepard was asked if the reconciliation would be sent to the City Council. He related that it would first be reviewed internally by appropriate personal then passed on to this Committee for review before it would be sent to the Cm Council. DRAFT NOT -APPROVED MWEBE Committee Meeting April 4. 2001 Page 2 of 3 ENH Research Buildinz%icstro%% Stein Mr Shepard related that he had a discussion %kith George Hochl. Clark Construction Group. regarding re%ismg the amount of credit that can be taken for distributors tt r") on the MWEBE participation summan Shepard stated that %fr Hoch] made the requesied rc%isions, which are reflected. in the second report from Clark. The total contract %alue of the ENH Research Building is Sl 1.115.0041 Thc total %aluc of contracts awarded to -date is 5".525.000. Total project to -date (PTDt SIBE participation is 5865.422 or 11 5°-o Total PTD %VBE participation is S 1.520,784 or 20 2%, Total PTD ERE participation is 5225.4r - or 3 0% Combined PM MWEBE participation is 35 0°N0. MWEBE participation against the total contract value is 24.0%. McDougal LittI&NIesirou Stein Mr. Shepard indicated that Porker Construction Company is constructing the McDougal Littlel office building Shepard met utth Wayne Ziemer. Project Executise. Pacer Construction Company April 2. UN)1. to discuss %INVEBE reporting requirements Po%%er has submitted the "The Lcttcr of Intent to Comph %kith the City of Evanston's MWEBE Polin Power's MWEBE participation is predicated an non- "eluded contracts of S8.803.405. PTD MBE is 5471.725 or 5 4° & PTD WBE is S L 184.n75 or 13.5"/0. PTD EBE is 5388.2 l0 or 4A%. Combined MWEBE is S2.044.0 10 or 23.3% MWEBE Rctaort on Contracts A%karded Chad Walton presented the %car -to -date (tiTD) and month -to -date I%rM) %i«'EBE for the Purchasing Department Combined YTD MWEBE dollars spent $6.101,297 Breakout b% category- MBE dollars spent S61.484 or l tt°/o. %VBE dollars spent S261 u46 or 4 3% ERE dollars spent S5."'B.-6- or 94 7°'0. Combined hiTD MWEBE dollars spent 5212.657. Breakout by categon NSBE dollars spent $6.545 or 3.1%. %VBE dollars spent 512.598 or S.9%. ERE dollars spent S 193.5 14 or 91 o a. Ms. Marston requested that a summary of the above MWEBE purchasing activity be sent to the City Council Str Walton indicated that he %kould gencrtte the report and present it to the MWEBE Comrrutice at the next meeting for revieu and approval V. Old Business Definition of ESE - Ordinance 9-0-01 Ms. Marston related that Ordinance 8-0-0I that redefines the deftrution of an ERE %%°as adopted by the Cih Council Starch 3. 2tNi 1. The Ordinance makes certain that EBEs are performing a commeretalf% useful function and not just an extra participant. Progress Rcnort on Staff Evaluation %kith Purchasine. Compliance Mr. Shepard indicated that he and Mr. Walton could prepare a presentation for the Depastmou Heads. Shepard is completing a new- MWEBE specification on which the presentation can be predicated. Addinonalh. Shepard would like to have a new ERE Dtreetorti. completed prior to the presentation Vl. New Business Laneuaec in Future Redecelonment Agreements (Gicnlake CavitaMutmick) The Committee discussed the fact that developers to often have their professional service a providers in place before presenting redc%elopment proposals to the Cin The Committer is DRAFT NOT -APPROVED MWEBE Committee Meeting April 4. 2001 Page 3 or 3 concerned that at minimum 25% of professional service contracts should be expected for MNVEBES and a certain percentage of that is expected for EBEs. Since the redevelopment agreement refers to 'construction and service contracts" it was suggested that expectations could be addressed by ha%ing a bullet list of professional scnice prodders. e.g., architects, engineers. surveyors, landscape architects and interior designers. Additionally. a Buyer Seller mixer sponsored by the Mayor ,,.w suggested to bring prospective parties together Discussion of Letter to Mavor & Manaeer Resardine Clerical Suovort The Committee agreed to have Horace Paync. also a member of the CDBG Committee, inquire about the status of CDBG funding for the MWEBE Clerk position not being utilized and what can be done to move the hiring forward VIL Other Business Consideration to Chancing Future Meetinr:s to a later Time It was the general consensus of the Committee to convene meetings at 6:00 p.m. VUL Adjournment The meeting was adjourned at 7:50 p.m. Y DRAFT The General Meeting Minutes DRAFT Small Business Deaelopment Committee For Minority, Womcn and Ev anston Business Enterprise June 6. 20111 Members Present: Laune Marston. Dick Peach. Janice Sachen. Horace Panne. Michael lacks and Carl Davis Members Absent: Bennie Jones and Mike Sunon Staff Present: Chad Walton. Llo%d Shepard and Moms Robinson (Guest Speaker) Guest Present: Alderman Lionel Jean-Bapuste SUMMARY OF EVENTS L Call to Order Ms. Laurie Marston announced a quorum and opened the meeting at 616 p.m. IL Approval of April 4 Minutes The minutes of April 2001 were approved nithout revision. III. Staff Report UDdatc on Current Economic Dcveloamcni Activity — Moms Robinson Mr, Morris Robinson. Economic Development Planner. was invited to the meeting to provide the M/W/EBE Committee an overview of present and planned economic development activity for the City of Evanston Mr. Robinson estimated that alter all projects are completed there would be approximately S500 million in construction activity. Mr. Robinson opened with the Arthur Hill & Company development and emphasized that the residential component of that development was the "last hang-up" to be resolved. Hill & Company have found a developer in their own back yard, Optima Development Comp.mt . to build the residential tower component of Church Street Plaza. Every unit will have a view of the lake The building concept has been approved and approval of building materials is now being negotiated. The McDougal Littell Building being constructed on Church Street is also part of the Hill Development. The retail space in the building facing Church Street has been acquired by Hill and is Hill's responsibility to lease. It is an opportunity for bd/WIEBE retailers and job opportunities. Just west of McDougal Littell is the Focus Group Project which is not a part of the City T.I.F. area. This project is a private development called Church Street Station The next major area the Cite is invoh-cd is Sherman Plaza. an area bounded b► Sherman Avenue. Davis Street. Benson Avenue and Church Street. Scars is no longer a pan of the project. The three stones 1200)0 sq. ft. building planned for Scars is now proposed for another use. There will be an additional 107.000 sq. ft. of retail space in another facility Up until a few months ago the project momentum had slowed because the owner of the Cisco Drug building decided to independently redevelop that property. That situation is now resolved. Klutntick should have control of all properties by July 16. 2001. in order for the project to continue. The project will include a I,400 vehicle garage and an 18 ston upscale retirement community. The project completion date is estimated to be 2003 or 2(KM. DRAFT NOT -APPROVED M%'EBE Committee Meeting June 6. 2001 Page 2 of 4 `tr Robinson indicated that there is an increase in condominium development that is being supported by both yuppies and older muzens. Man% of the older citizens arc empty nesters that ha%e downsizcd It is projected that Evanston's population could increase by up to 4.(H)n to 5.000 citizens at the conclusion of the condominium construction Mr Robinson indicated that Evanston Plaza Shopping Center at Dempster Street and Dodge Avenue %%ill add 19.5M sq. ft of retail space %%ith a ne%i structure. This new structure Ail] replace the demolished Pizri Hut facility and the rids R Us clothing store. Mr Robinson indicated that there are negotiations undcmay for the space vacated by Builders Square at the Main Street Shopping Center. Kman is the current lessee for the property. There are negotiations between the propem manager and a department store chain and also Kmart and a department store chain. Both retailers are looking for a subsidy from the City to locate in the center. Mr Robinson indicated that the owner of the Evanston heater is negotiating with Light Opera Works and Dance Center Evanston to develop that space as a performing arts center. Representatives of all parties appeared before the Economic Development Committee to request a S56.000 grant for a fea_sibilit, study. If the study proves favorable the center could serve as an anchor for Central Street. Both groups have contacts that are willing to help raise funds to finance the rehabilitation needed for the thmater. The tab could run to S3.000,000. NfWEBE Contracts Awarded and Rcoon to Citv Council %tr Chad Walton presented a NVW/EBE Purchasing Summary for FY March 1. 2000 to March I, 2(x)1 The report -A-as composed of three sections that were aggregated to determine the Total Economic Impact. Item IA. NVW/EBE Participation for Contracts Awarded by the City Council in excess of S 15.000. 'focal Awarded EBE Participation MBE Participation WBE Participation Total M/W/EBE Participation $l 2.828.507.00 S 969,294,00 ( 7.6%) 2.750.067.00 (21.4%) 647.118.00 ( 5.0%) S 4.366.479.00 (34.0%) Mr. Walton indicated that 34% is a good number but added there is still room to improve. IterrtlB. Total Amount Paid to %VWIEBEs Total Amount Paid to All Vendors Amount Paid Directly to EBEs Amount Paid Directly to MBEs Amount Paid Directly to WBEs S63.864.872.62 S 5.529.122.00 ( 8.650/6) 59.526.00 (<1.00/a ) 228.707.00 (<1,00/o ) Total Amount Paid Direct])- to %IfW/EBEs S 5.817.355.00 ( 9.1% ) DRAFT I+iOT-APPOVED MWEBE Committee Meetine June 6, 2001 Page 3 of 4 Note- These figures represent all of the Ctt%'s actual paymcnts made during the fiscal year. These figures include payments for which the M/W/EBE program does not have the opportunity to make an impact Oc . salaries, healthcare premiums, reimbursements to employees for travel, tuition reimbursement- utility bills. pa}mcrits/transiers to other go%ernmental agencies, ctc ..) Also, these figures do not reflect payments to M/W/EBEs when they are subcontractors to majority -owned businesses on Cit. projects. Additionally. there is a time lag between the time that when Council appro%cs a contract. and when payrnent(s) is made to a contractor. The length of time vanes by project Item IIA. 4VW/EBE Participation. Redevelopment Agreement Summary Total Contract Total Value M/W/EBE Church Street Plaza 571,496,586.00 $12.835.143.00 (I g.0%) Silo Redevelopment S 595.111.00 S 191.195.00 (32.1%) Total M/W/EBE $22M .jL 1 W 044a$Lw tUL-Mg) Itcm Ill. Total Economic Impact Total Dollars (Items 1. 11 & I11) $148.795.076.00 MBE 8.841.694.00 { 6.(r) EBE 7,621,702.00 ( 5.1%) WBE 6.706.776.00 { 4.6%) Total M/W/EBE S UIz3M72AN 050YO Note. Tout Economic tmpa 1 includes arcaa with whetanttal value for which the M WIEN program don have the opportunity to Impact. Mr. Walton indicated the redevelopment agreement su nium- is a summary of projects that are ongoing so the numbers arc fluid. The definition of EBE uas further clarified to mean all Evanston owned companies regardless to race and/or gender. Mr Walton added that all contracts o%er S15,000 could be placed on Municipal Net (MN). MN was selected because a municipality can go on-line for free. MN will eliminate errors of omitting vendors when vendors are solicited. This system will replacc the bidders' list. Notification of the new system has been sent to approximately 2,500 businesses. Mr. Horace Payne Payne related that there is some concern about what is being done by this committee. He bclic%es it is a good idea for M. W/EBE staff to make a presentation to the CDBG Committee. The CDBG is looking for a mid -year report from all funded recipients. The CDBG Committee wants to make certain that funds arc being utilized. Alderman Lionel Jean -Baptiste suggested that the M/W/EBE staff and M/W/EBE Committee promote the program not onh to the council but to the overall community. Mr. Cart Davis suggested haying independent MIW/EBE community meetings and meetings combined with other organizations to publicize what the NM/EBE program is charged and has accomplished. DRAFT 'SOT -APPROVED MWEBE Committee Meeting June 6, 2(x)t Page d of a Sts. Marston suggested a community meeting with the Evanston Neighborhood Conference. Mr. Shepard is to contact Mrs. Karen Chavers. Director. ENC. regarding such a meeting IV. Other Business School District 65 Purchasing for Neu• Building Mr. Dick Peach indicated that the Chamber of Commerce. Small Business Committee. Krill hold a series of meetings over the next few weeks with Dr. Hardy Murphy regarding the participation of Evanston businesses in the constriction of the Evanston/Skokie School District 65 Administration & Early Childhood Facility. The Small Business Committee will approach D65 with a win/win perspective. i.e.. D65 benefits from positive publicity with the business and overall community. Mr. Peach will suggest that D65 utilize the City's vendor database for identifying Evanston companies. A long-term partnership with D65 is the ultimate goal of the Chamber for the Evanston business community. The meeting was adjourned at 8:30 p.m. DRAFT The General ;►feeling Minutes DRAFT Small Business Dc%elopment Committee For Minoriq. µomen and Evanston Business Enterprise Jul) 11.200t Members Present: Laune Marston. Dick Peach. Bennie Jones and Brian dams Members Absent: Jamcc Sachem Carl Davis. ,%like Sutton. Horace Payne and Mitchell Zacks Staff Present: Chad Walton and Lloyd Shepard SUMMARY OF EVENTS L Call to Order Ms. Laurie Marston announced a quorum and called the meeting to order at 6:20 p.m. IL Approval of June 6 Minutes The minutes of June 6.2001 were approved without revision. UL Staff Report Evanston Hosnital/MesiroA Stern Mr. Shepard summarized the SVIVIEBE participation for the ENH Laboratory Building under construction by Clark Construction Group. The total project amount is S l 1.115.000. The M/WIEBE participation is MBEs $865.422 or 7.78%. WBEs S 1.520.784 or 13.68°/a: and EBEs S225.407 or 2.03% Total %i1WTBE is S2.611.613 or 23.5%. McDoueal Litiell/Mesiron Stein The McDougal Litiell Building under construction by Power Construction NIAVIEBE participation is base on estimated contracts against an aggregation of non•cxcluded construction contracts totaling S8.803.405. NW/EBE participation is MBEs S466.985 or 5.3%: WBEs S915.005 or 104%: and EBEs $232.926 or 2 66a Total ht/WIEBE is $1.614.916 or 18.3%. Excluded contracts total S 10.146.595 Mr. Shepard is to call Power Construction to ascertain what subcontracts are fully executed rather than estintaies Mr Shepard further indicated that he ►gill monitor construction sites to ascertain the level of employment of E%anston residents. Mr. Shepard indicated that Evanston Fuel constituted 100% of the EBE participation for both the EN'H and McDougal Lincll Church Street Plaza -Regent Paruners Noncomniiance Mr Shepard reported that the Regent PantictslHilion Garden lnrt/Weis Builders presents a compliance issue because there is very little documentation to verify M/W/EBE ownership of companies given such credit. Ntr Shepard pointed out that Regent Partners seems to believe that self certification is appropnaic Thamforc. Regent Partners will need to be audited very closely. tiir. Shepard will submit the audit to the M/W/EBE Committee for resolution. Ms. Marston suggested sending a letter to titr Arthur Hill. Mr. Dick Peach suggested turning the audit to the City Counci, to apprise of the type of cooperation the M/W/EBE Committee and staff have received from Regent Partners despite several letters from staff to Hill and Regent. Ms. Marston indicated the other issue is how to prevent this from happening in the future. DRAFT .NOT_APPRON'E D MWEBE Committee Nteeting July 11.2001 Page 2 of 4 Church Street Plaza Audit Mr. Chad Walton suggested that the audit report and other business of the Committee could be placed on the Cm Council as a special item Mr. Bennie Jones expressed that the press and commtuuty need to be informed about M/W/EBE activities and hou these activities arc being addressed by the City Mr. Walton related that he «ould inform the Commtttcc of the August Cit% Council date. Mr. Shepard discussed the Church Street Plaza Audit Report for the Maple Street Parking Garage and the Pavilion. M%%TBE participation for the Maple Street Garage is 7.25%and the Pavilion is 21%. The combined percentage (Garage and Pavilion) is 14%. There are three companies given MAVBE credit for the Garage that have not submitted letters certif}ing M/WBE oAmership. The companies are JEA Concrete Pumping. Wilrrnt Equipment and Royal Crane Company. Ms. Marston suggested that the audit report be sent to Ben Raney, Arthur Hill & Company and a copy be sent to RGMA Consultants. Mr. Shepard is to inform Arthur Hill & Company that the report sill be presented to Cin Council. In the letter he %kill give them time to respond to the audit findings Mr. Jones indicated that future redevelopers and contractors would recognize the MWEBE program has %%idespread community support for compliance predicated on the City Council presentation. MWEBE Contracts Awardcd and Reoon to Cm Council Mr. Chad Walton summarized M1kTBE contracts awarded and indicated the numbers presented arc subject to change predicated on changes to the Church Street Plaza Audit report. Mr Walton indicated that the summan report is composed of three sections: Section IA., 1$.. Section 1I. Redevelopment Summary and Section Ill.. Total Economic Impact Section IA. summarizes MWEBE participation for contracts in excess of $15.000 against total awards of S 12.828.107 from 03/01/00 through 03101/01. MBE Participation 52.750,067 or 21.4 % EBE Participation 969,294 or 7.6 % WBE 647.118 or 5.0 % Total MWEBE Participation S4,366.479 or 34% Section IB. summarizes the total amount paid to MWEBEs based on payments made to all vendors minus payments to vendors where no possible economic impact could be made. such as utilities and other governmental bodies Total Amount Paid to All Vendors 563.864.873 Minus: Non MWEBE Economic Impact Payments 29.252.164 Net Amount Paid Directiy to All Vendors 51411 W DRAFT NOT -APPROVED MWEBE Committee Meeting Jule 11.2001 Page 3of4 Net Amount Paid Dirccth. to All Vendors 534.612.709 ESE Participation 55.529.122 or 16.0% WBE Participation 228.707 or 0.6% MBE Participation 59.326 or 0.2% Total Amount Paid to MAVEBES $,%U7,JU or 16.8% Section 11. Redevelopment Agreement Summary is composed of the MWEBE participation for Church Street Plaza, the Research Park and Silo Redevelopment against the total project to date costs of 572.091.697. Total Project To -ate Costs 572.091.697 MBE Participation $1 032.101 or 8.4% WBE Participation 5.890.951 or 8.2% EBE Participation 1.123.287 or 1.6a/a Total MWEBE Participation LL1,046 M or 18.2% Section Ill. Total Economic Impact is an aggregation of all categories outlined above. Total Projects To -date Costs $119,532.913 MBE Participation S 8.841.694 or 7.4% WBE Participation 6.766.776 or 5.7% EBE Participation 7.621.702 or 6.4% Total MWEBE Participation _S231ZJWZ or 19.5% Mr. Walton indicated that the figures reported would be presented to both Qte City Council and the CDBG Committee. IV. Old Business Revised Soecifcation for Citv's Purchasing Mr. Walton informed the Committee that he had c-mailed the Legal Department to inform if Legal had not approved the revised MWEBE Specification by July 13. 2001. the Purchasing Department would proceed µith its implcmentation. Mr. Walton related that the resised spec was already being used in the Sherman Plaza Redc%elopmcnt Agreement. V. New Business Future Redevelopment Agrcements-Summan of Our Reautremcnis for Devel0ocrs Mr. Shepard gave an over0civ of the %M EBE Specification that is incorporated in the Sherman Plaza Redevelopment Agreement and indicated that a number of pros7sions from the revised City specification were used. Mr. Shepard added that in the future the language used in the Sherman Plaza Agreement could be used as the template for all future agreements. This template eliminates any confusion as to what the contractor should do to ensure MWEBE participation. Mr. Shepard pointed out that the specification also adopts by reference (Ordinance 8-" 1) the new definition of an EBE. DRAFT NOT -APPROVED . WEBE Committer Meeting July 11.2001 Page 4 of J VL Other Business Chamber %feeling wiith School District 65 about Purchasing for New Building Mr Dick Peach indicated there is a meeting scheduled with School District 65 for Tuesday. August 21. 2001. in the am. A specific lime had not bean established. The meeting may be held in the Rotary Club Auditorium, the Hilton or Hohdar Inn. Mr. Peach added that the solicitation to bid sent to general contractors for the new building lacked a specification requiring MWEBE participation. This omission raises concerns because the Evanston business community waists to receive a return on their takes and have the opporturut% to compete for the school's business. Mr. Peach added that School District 202 (D202) is presently a very difficult problem in reaching someone to discuss the concerns of the Evanston small business community. The concern is lack of participation in the day to day purchasing business of D202. Mr. Shepard will assist Mr. Peach in pursuing a meeting with District 202. Communitv Forum and Other Publicitv to Educate Public about our Activities Mr. Shepard indicated that Mr. Walton and he had met with Lou Reiner. W.E. O'Neil, to impart that the City ►,rants a pre -bid conference held for the Sherman Plaza Redevelopment Project. Mr. Reiner utdicated that as of our meeting he was onl% certain that O'Neil would build the garage and would be willing to hold a prc-bid conference for that component of the project. He suggested that we follow up with him around September d`h to star planning for a pre -bid conference to be held around November 1 d"'. Mr. Reiner suggested that Danicl Coffcy. Architect, and Tom Haunula. Walker Parking Garage Engineers. either give an overvie%k or be available to answer questions at the prc-bid conference. VIL Adjournment With no further business the meeting was adjourned at 7:45 p.m. DRAFT The General Metting Minutes DRAFT Small Business Development Committer For Minority. "'omen and E►anston Business Enterprise August 1. 21M I Members Present: Laune Marston. Dick Panch. Carl Da► is. Janice Saclien. Brims Jones and Brian Hams Members Absent: Mike Sutton. Horace Paine and Mitchell Zacks Staff Present: Chad Walton and Lloyd Shepard SUMMARV OF EVENTS I. Call to Order Ms. Lattne Marston announced a quorum and called the meeting to order at 6 If) p.m. II. Approval of July I I :Minutes The Minutes of Jule 11. 2001 were accepted without revision UL Staff Report Church Street Plaza — Regent Partners Noncomahance Ms. Marston opened the discussion regarding the noncompliance issue with Regent Partners' failure to submit certification letters for the minonn and female owned companies subcontracted for the Hilton Garden inn project. Mr. Shcpard directed the Committee's attention to the appropriate language on pages 34. 37 and 38 of the Church Street Plaza Redevelopment agreement that applies to the position the SIWEBE Committer has taken regarding requiring the submission of M/WBE certification letters There was discussion spectlically regarding Regent Partners consistently submitting Designers 11 as female owned without the proper certification documentation Sir Walton added that the City of E►anston has noted that some of the M1WBE subcontractors are certified but Regent Pariners[Wms Construction has not submitted the paperwork. 515. Marston indicated that the latter raises two possibilities One. those firms that are not certified or two. Regent Partners position that their frnrs are certified but that they do not have to submit the papcnvork. The major issue is that there is no proof of contracts being awarded without the paperwork rcquired by the redevelopment agreement. Ms Marston added that the Rcgcnt Partners' component of the Church Street Plana Audit Report should reflect Regent's lack of cooperation and rewtsions to the City's contract compliance documents Mr. Dick Peach questioned where should the Committee go with this issue.' Mr Peach suggested that it should be turned over to the Cite Council Sir Peach added that the City Council nerds to rc%imv the Audit report so that they can imderstand what the M/W/EBE Program does and pro►ide feedback to the Committee regarding how they view our activities and if they support the Committee's compliance clTorts Discussion continued regarding the likelihood that Arthur Hill & Company abrogated its responsibility to emphasize to Regent Partners the importance of fulfilling the reporting requirement. Str Carl Dasis and Mr. Peach agreed that the City Council once apprised should act to assist the Commiuce with compliance issues Str Dais indicated that the Committee should lobby the Cih Council on a more frequent basis Ms. Jamce Sachen suggested that developers should have to deposit the amount of the total fine into an escrow account to cower any partial or total noncompliance on the project. Such money would be released over ume as compliance is demonstrated. This would add substantial leverage to the compliance requirement for subcontracting and reporting. DRAFT NOT -APPROVED 51WEBE COMMITTEE MENUTES August 1. I001 Page 2 of 4 Evanston Hosviial/Mesirov Stein Clark Construction Grouv Project Mr. Shepard indicated that E`'H Laboraion Building achic%cd a 23 S 9a MWEBE participation and should be closed All documentation required Itas been submitted. It should be noted the ENH laboratory Building is not a component of the Church Strict Plana Project. McDougal LittelUMesirou Stein Protect %fr. Shepard related that the McDougal Littell Building is still a %%ork in progress. The Power Construction personnel responsible for compiling and submitting the project's compliance documentation are cooperating The one area that is lacking MWEBE participation is in the excluded list of trades tits Marston injected that the Redmclopmcnl Agreement allows certain trades and services to be excluded up front Usualh these are soft areas. i.e., architecture. insurance, finance, etc., areas that ha,6e to be included from the out set. Ms. Marston indicated that her review of the excluded items. appro%ed b} the Cit% Manager's office. for the McDougal Littell Building listed items such as plumbing. HVAC. electrical and fire protection among the excluded items. Ms. Marston added that hard exclusions need to be addressed for future projects Over half of the Iota] contract amount is excluded and not subject to MWEBE participation The total hard trade exclusions Acre approximate!} S6 h million The Committee agreed that the latter issue should be reported in the presentation to the City Council. Church Street Plaza Audit The Audit now consists of the two of the three completed buildings in the Church Street Plaza Project, the Parking Garage. the Pavilion and the Hilton Garden Inn Hotel. The Garage and Pavilion portion of the Audit is complete. the Hilton is nearing completion. Predicated on the lack of certification letters to support the credit taken for MI BE participation, the Audit report for the Hilton Hotel will reflect a high percentage of.' -MBEs held in suspensc. The McDougaI Littell Building is still under construction. The Audit will reflect the exclusions in hard trades that were approved for this building The condominium towcr is protected to begin in November 2001 Both buildings will be audited later MWEBE Contracts Awarded and RCDort to Cm. Council Mr. Chad Walton indicated that the MWEBE Committee is on the CDBG Committee's agenda for August id. 2001. Mr. Walton related that he dc%clopcd an outline for presenting an overview of MWEBE activities to the CDBG Commi[tee. The dollars for MWEBE activities Ail] be reported by utilizing transparencies %fr Walton added that Purchasing is developing a web site to post con,+s�truction projects and purchasing needs Also that a pre -bid conference will be held with W. U E. 'Neil for the Garage component of the Sherman Plaza Development Project. Additionall%. Mr. Walton indicated that the MWEBE Business Development Office and the Purchasing Department have contracted A-ith Divcrsiii Quest. a company with a national database of 100.(M M/WBEs Their database will be used to augment the City's and to pro►ide faster turnaround in responding to request for MWEBE capabilities. Mr. Walton gave an overview of hf WEBE dollar actAih and related the City Council numbers are static while the other reports are fluid The Committee suggested that comparative figures from last vear are needed. DRAFT NOT -APPROVED MWEBE COMMITTEE MINUTES August 1.2001 Page 3 of 4 t in �'oancil.l(li'F.J>ff':�uarcl+' Total Amount A%%added S 12.828.50- 00 Total MWEBE Participation S 4.366.479 (X) 134%) Total EBE S 969.294.00 ( 7 6%) Total MBE S2.750.067.00 (21.4%) Total WBE S 647.118.00 ( 5.0%) Amounts Paid Direcrh• to Atil'F.'BF_q' Purchasing Department — Total Amount Paid to All Vendors S34.612.709.00 Total NWEBE Participation S 5.817.355 00 Total EBE S5.529,122.00 (16.0%) Total MBE S 59.526.00 ( 0.2%) Total WBE S 228.707.00 ( 0.6%) Redetvinpment.4greementAggregation (Numbers are F7rrid) Total Value of Contracts S72.091.697.00 Total MWEBE Participation $13.026.338 (18 2%) Total EBE S 1.123.286.00 { 1.6%) Total MBE S6.032.101.00 ( 8.4%) Total WBE S5.890.951.00 { 8.2%) Total Econamic Impact Total of All Contracts A%,mrdcd S119.532.913,00 Total MWEBE Participation S 23.230.172.00 (19.5%) Total EBE S7.621.702.00 ( 6.4%) Total MBE S7.621.702.00 { 7.4%) Total WBE S6.766.776.00 { 5.79/.) IV. Other Business Chamber MectinQ with School District 65 about Purchasing for New Building Commumt% Forum and other Publicitv to Educate Public about our Activities Mr. Peach indicated that he has had approximately five meetings with Dr. Murphy, District 65. about establishing a partnership between District 65 and the local business community. As a result of these meeting. Dr. Murphy suggested that Mr. Peach address the District 65 School Board and Mr. Peach did so July 30. 2001. Mr. Peach recommended to the D65 Board to promulgate a policy statement that reflects D65 will be doing business with Evanston businesses. Also, that then could utilize the City of Evanston MWEBE guidelines as the predicate for their MWEBE program Mr. Peach added that the contract for the new Administratiowl arly Childcare DRAFT NOT -APPROVED MWEBE COMMITTEE MINUTES August 1, 2001 Page 4 of 4 Building was awarded to F H. Paschen Construcuon Compam Paschen claims that a 250/-30% MWEBE participation will be met but Paschen's specification does not reflect that level of MWEBE participation. tier. Peach speculated that Evanston businesses would not be involved. Paschen and D65 arc discussing a 1% set -aside for Evanston businesses. The set -aside under consideration will be discussed at the August 2 V meeting at the Rotary Building between D65 and Evanston businesses. Evanston Township High School District 262 will also participate in the August 2 1 " meeting. Mr. Peach indicated the Chamber of Commerce would continue working with D65 on behalf of local companies. V. Adjournment The Chair adjourned the meeting at 7:55 p.m_ DRAFT The General Meeting Minutes DRAFT Small Business Development Committee For Minority, Women and Evanston Business Enterprise September S. 2001 Members Present: Laurie Marston, Dick Peach. Brian Hams. Bennie Jones. Carl Davis, Janice Sachen Members Absent: Hike Sutton. Mitchel Zacks. Horace Payne Staff Present: Lloyd Shepard SUMMARY OF EVENTS 1. Call to Order Ms. Laurie Marston announced a quorum and called the meeting to order at 6:25 p.m. 11. Approval of August 1. 2001 Minutes It was moved by Miss Janice Sachen and seconded by Mr Dick Peach that the Minutes of :august I. 2001 be accepted with the following revisions. Miss Sachen requested that the exclusions for the McDougal Lincli Building amounting to $6.6 mullion were approved by the City Manager's office and should be reflected in the minutes. Additionally. the exclusions approved by the City Manager's office should be documented in the Church Street Plaza Audit component for the McDougal Lttteli Building with the acknowledgement that the MWEBE Committee requested an explanation for the exclusions but have not received a response to -date. The Committee understands the rationale for some of the total 510 million in exclusions, but %vas puzzled by the 56 6 million of excluded hard costs. M. Staff Report McDotwil Littell Mesirow Stein Protect- exclusions annrosrd by City Manager's Office Mr. Peach made a motion that a memo be addressed to Mr Roger Crumb and Mrs. Judy Aiello requesting clarification of the non -response of Mrs. Mello to the %IWEBE Committee's initial request for an explanation of the $6.6 million of excluded hard costs for the McDougal Littell Building. Miss Marston suggested that another memo. predicated on the initial. be sent to Mr. Crum and Mrs. Aiello Indicating the MWEBE Committee would like to have an explanation for the exclusions and does not want a recurrence of hard costs beinu excluded in future contracts. Church Street Plaza - Regent Partners \oncomnliance .%Jr. Lloyd Shepard indicated that of the 23 companies Recent is claiming credit as MWEBEs, there are only six that could be credited. Fivc of the six or either MBEs or WBEs and one company is an EBE. Builders Ready Mix. There are seventeen remaining companies Regent claims for credit that do not have supporting MICEBE documentation. \It. Shepard indicated that he would attempt to have the Regent Partners Audit Report completed by the next MWEBE meetine if time allows. MWEDE Contracts Awarded MWEBE contracts awarded were not presented. Mr. Chad Walion Indicated that a summary would be given at the next meeting. DRIFT NOT — APPROVED MWEBE COMMITTEE MINUTES September ;. 2001 Page 2 of 3 Re%ised Snectrications for Citw's Purchasms: The revised City of Evanston Specification for MWEBE Participation is completed. Mr. Shepard related that the ne►% specification provides additional details for reporting MWEBE participation and credit and references the new EBE definition. 1N'. Old Business Reran on Slectinu with CDBG Committee Miss Marston recapped the August 14. 2001 presentation given to the CDBG Committee on behalf of the MWEBE program by Mr. Shepard. Miss Marston indicated that the CDBG Committee members expressed their support for the MWEBE program. The CDBG Committee indicated their concern with the MWEBE program working with the Small Business Development Center. They were informed that a referral relationship had been established. Also, the CDBG questioned whether the Yk� local preference policy was sufficient" Miss Marston responded by relating that it seemed sufficient for now but probably should be reviewed in the future. The CDBG asked about residents looking for work and indicated they would like to see more done in that area. Alderman Rainey discussed opportunities for lawn maintenance contracts with the Parks and Recreation Department as perhaps an avenue for job creation. Miss Marston responded by indicating that Mr. Shepard had been notifying contractors doing business directly with the City and indirectly through the Church Street Plaza Redevelopment Project of Evanston residents that need work, Upon reporting the latter to the MWEBE Committee. it was the consensus of the Committee that the MWEBE Program's scope of work does not include a component for assisting Evanston residents with employment. The Committee agrees that assisting residents with employment is important but can better be accomplished by the Towrnhip or other City staff via requirements in Cm contracts, such as sc%ver work, The CDBG Committee was adamant about having the clerical position filled that had been funded. \1r Shepard indicated the finance department will have two administrative assistant positions filled and the MWEBE program will share one assistant part time. This person would attend MWEBE Committee meetings. do minutes, and perform duties as assigned. The position is to be filled within 30 - 60 days from the week of August 21.2001. V. New Business Clerical Position The Clerical position was discussed in the above CDBG overview. NT Other Business Undate on Chamber Meet inu with Districts 65 and 202 Mr Dick Peach indicated that the meeting at the Rotary Club building. August 21. 2001 was well attended. The Roundtable and Evanston Review were there to report on the meeting. The meeting maintained a positive tune between the School Districts and vendors. Mr. Jeff Taggart, District 202 conveyed that he is working with Mr, Bill Stafford. City of Evanston, on methodology to implement some purchasing procedures and some MWEBE policies utilized by the City of Evanston. Dr. Murphy, District 65 indicated District 65 would make an effort to talk with Messrs: Bill Stafford and Chad Walton, Mr. Peach pointed out to both Districts 65 and 202 that discretionary spending must be directed to local businesses. Further significant issues of the meeting focussed on the import of the Districts doing business with local firms. The upcoming City of Evanston Vendor Fair, September 25, 2001 was announced. Ms. Marston said that she had invited the local businesses who were present at the meeting to attend the monthly MWEBE meetings and to discuss their experience with doing business with the City and or Lloyd Shepard DRAFT NOT -APPROVED MWEBE COMMITTEE MINUTES September 5.2001 Page 3 of 3 for information or assistance Vendor Fair - September 2; Mr. Shepard indicated that flyers and a press release have been cornposed to publicizc the Vendor Fair. Vendor Fair ads will be run in the Roundtable. Evanston Review, Tribune and the Chicago Defender. Mr. Scott Fountaine. Evanston Chamber of Commerce. was sent a flyer to transmit the infomution via email to the Chamber's membership. Additionally, the mailing list of the Chicago Minonty Business Development Council and the Women's Business Development Center were unlized to distribute flyers. Mr. Shepard related that vendors have called that were interested in attending the fair and setting up booths. Based on such responses. it is feasible that the fair could probably be expanded to include vendor booths and a fee charged. Mr. Shepard projected good attendance if 10°c of invitees respond. Miss Sachen asked if this fair would address construction. "It. Shepard indicated that construction would be addressed through pre -bid conferences on a project to project basis. This was being done to separate contractors from vendors that provide commodities and services. This procedure allows for a greater focus and impact on targeted groups. Mr. Peach reported that there would be a citywide job fair at ETHS October 25 and 26. Also, Northwestern University will sponsor a Vendor FairNovember 8, 2001. VII. Adjournment The meeting adjourned at 7:55 p.m. DRAFT The General Meeting Notes DRAFT Small Business Development Committee For Minority. "'omen and Esanston Business Enterprise November 7.20111 \Memhen Prcwnt: Launc Marston. Janice Sachcn and Brian Hams 4Mcmhen Abwnt: Carl Dais. Bennie Jones. Horace Payne. Dick Peach, Mitch Zacks and Michael Sutton Staff Present: Lloyd W Shcpard Staff Ahwnt: Chad Walton Guest Present: Ameba Gnreb:r. Sdedill School of Journalism and Stasia Z►►isler (Guest Speaker) B2G Partners Summrn of tifecting 7"he niceting opened at 6 15 p ni Mr Llo►d Shepard suinnuinicd the MWEBE panicipation for the McDougal Littel Constuction project at Ili I ° io Mr. Shepard conic) cd that fie is ►►orking ►►ith Optima's Mat Cisno to de►clop MWEBE sources for the Optima Vicus condominium project. Ms Launc Starsion indicated that Mr Dick Peach is ►►orking on getting a response on the McDougal Lincil exclusions The cominnicc lids been ►►ailing for sc►cral months far a response from die Citr Manager's office Mr. Shepard rct ic►►ed the prehinman draft of the Hilton Garden Inn audit Ms Janice Sachcn suggested that the report be sent to Regent Partners for their rm iew, Ms. Siarslon indicate! 1he audit should go to the City Counctt and lluit Regent Partners should be informed of that action Mr. Shepard con►eycd that lie had a conference call ►►ith Messrs Mari: Klutrnick Shennan Plana Development L I. C' and Lou Reiner, W E O' `ed It ►%as established that Sir Reiner would conduct a prc-bid conference for the Sherman Plaza. Parking Garage ►►ilhin an adequate time frainc. 'I'lic existing garage ►►ill be raised after the holidays and ►►ill take three to four month to demolish. The ne►►• garage construction ►►ill start late Sprint; or early Summer Mr. Shepard indicated that the Vendor fair uas a success. There ►►crc 160 registered vendorslaticndees. Of the I611 ►cndors. za ►+crc E%anstan companies To -date only mo ►endors had followed up. Mr. Walton will provide ►endor follo►► up infonnalion ►►lien fie reports next month Companies attending ►sere St. Francis. Districts f,s and 2112. City of Chicago, `ortl►►►estern Um►crsn% and Di►ersity Quest. Mr. Shepard indicated that the Clcncal position ►►as promised 30 - 411 days from die week follc%ing our presentation to the CDBG Committee. August 14. 2iiril Since then there has been a reduction in rin-enue and a hiring frccic The mo positions pre►lousl% cannarked for Finance base been frozen. Ms. Marston suggested revisiting the disposition of the cienud position tarty next year to determine if sales tax receipts have increased enough to help to unpro►c City finances Ms. Marston requested that Mr Shepard check auh Mr. Walton about arranging a meeting for the MWEBE Committee to make a prescrtlation before the City Council The monthly report from Chad -was not available. but Mr Shepard c%pccicd it could be mailablc next month Draft The General Meeting Notes November 7. 20411 Page 2 of 2 Mr. Shepard reported on the presentation to the CDBG Committee for funding rc►ic►► and the City of Evanston's Vendor Fair September 25. 2001. He said that Aldcrntan Jean-Baplistc rcqucstcd that future reports on MBE show figures by racial categories. Additionally. Mr. Shepard conveyed that the Cite of Evanston could participate in Northwestern University's Vendor Fair. November R, 2tK12. Mr. Shepard indicated that Miss Ann McDonald, Information Systems is ►►orking on the %Vcb Page for the MWEBE program. The Committee also discussed the new MWEBE brochure. The guest speaker. Stasia Z►►islcr gave an overview of her business 13213 Partners. The company targets businesses that ha►c Iess than 500 employees and desire to do business with federal. state and local government agencies. Mr. Harris suggested having her firm present a workshop in Evanston. Discussion followed regarding Sherman Plaza Development and Mr. Shepard suggested that the Committee meet to deliberate on what M%VEBE expectations arc for the project. The Committee suggested mating with W.E. O'Neil after the game plan is established. Mr. Shepard is to contact Mr. Reiner to dclermine when specifications and drawings will be available for the nc►% garage The meeting adjourned at 8:06 p.m. DRAFT The General Meeting Minutes DRAFT Small Business Devclnpment Committee For Minority, Women and Evanston Business Enterprise December 5.2001 Members Present: Laurie Marston. Dick Peach. Brian Hams. Bennie !ones and Horace Pa►•nc Members Absent: Carl Dais. Janice Sachem Mike Sutton and Mitch Zacks Staff Prrscnt: Llo%d W Shcpard SUMMARY OF EVENTS 1. Call to Order Ms. Laune !Marston announced a quorum and called the meeting to order at 0:15 p.m. H. Approval of September 5 Minutes The Minutes of Scpsembcr 5. 2001 %%ere approved without revisions Ill. Staff Report Church Street Plaza-Rcaent Partners Audit %fr. Lloyd Shepard summanzed the intent of the Hilton Carden inn Audit. The audit takes exception to Regent Partners revising the City of Evanston's MWEBE schedules required for reporting MWEBE participation and minority and women business ownership certification. Also. the audit report takes exception to fourteen subcontractors that do not have certification letters to verify legitimate otirncrship Mr Shepard added that the MWEBE participation schedules used by the City of E%anston are uni►crsally used by federal, state and local governmental agencies and did not require rc%ismns Church Street Plaza - Optima tilr. Shepard indicated that he is assisting Optima with identifying MWEBE sources for subcontracting opportunities Mr Shepard sent Optitna a list of Evanston companies involved in the construction industry. i c . electrical. plumbing. HVAC. concrete. et. al.. plus the construction trade directories of Black Contractors United. the Federation of Women Contractors and the Hispanic Amcncan Construction Industry Association Companies referred directly were Hopkins Illinois Elctiator. Municipal Elc►aior Service. TVS Mechanical Piping, Continental Painting and the Stonc dk Tilc Gallery The elc%ator companies are fcnsale owned and the other companies arc minority owned Status of Klutznick Proiect Mr. Shepard talked io Mr Lou Reiner. W.E. O'Neil, who indicated that the drawings for the garage could not be ready until soniciimc in laic Januan or early Fcbmmn- The garage demolition will begin in January and will take 3 to 4 months. The new garage construction will start talc spring or early summer MWEBE Contracts awarded Sir. Shepard summarized MWEBE purchases as fellows. YTD Purchases. Starch l ° to Dec 41" Total Paid to titWEBEs S3.378.773 EBE Purchases S3 07.11136 MBE Purchases 76.131 WBE Purchases 228.6t)G DRAFT NOT -APPROVED MWEBE COMMITTEE MINUTES Deccmher S. 20411 Page 2 of 3 MWEBE Contra_ts .Awarded Cont MWEBE Purchases for October and `o%etnber Total Paid to Ml�'EBEs S 718.784 EBE Purchases S 604.586 VIBE Purchases 921 WBE Purchases 57,27" The Committee requested that next month's report also include the total amount of the City's purchases. Since the Cny is in a budget crisis. es cn department should be making a concerted effort to purchase local)% to suppon the businesses that pay taxes and empios local,residents. IV. Old Business Report on Noscmber R Vendor Fair at Northwestern Mr. Shepard stated that 312 scndors attended the fair. Font'-iliree scndors %%crc Evanston companies. Fifteen orgamiauons were represented. Budect as Aooro%ed at CDBG ;sleeting Mr. Shepard indicated that the initial request for 2t>st2 - 2tu13 funding %%as S91.5t9t. The budget was reduced b% 5 {.50(1 due to general CDBG budgeting constraints The SIWEBE Program %%,m funded for S80 w 01 Discussion of Clerical Position There was a general discussion of (tic clerical position not being filled in light of the fact that it has been funded consistent)% for the past mo %cars The Committee members believe there is no reason for the position not to be filled since funds lime been approved. The question now is %►ith whom does the Committee address the issue of Pilling the position. For the program to be effective. t)te Committee agreed that full-time clerical assistance was necessan Mr. Shepard informed the members that die Cit% is cutrentiN ad%enising for Chad's position V. New Business Scltcdulc for Meeting with the Ctts Council Ms. U-turic Marston stated that the Committee needs to meet with die Cits Council. Mr. Chad Walton was supposed to schedule [lie meeting for Septeniber but was unable to do so because of budget hearings, his tiiarslon suggested that if the Committee cannot get a date fora presentation to the Cite Council perhaps the Committee should to to get scheduled for an appeamnrc before the A&PW Committee that could in turn lead to a presentation before the Ctt% Council, Ms. Marston indicated that the Comnrittce needs to address the Mesirow Stctn exclusions. Hilton Garden inn Audit and Lite Clerical position with the Cin Council. Further. Nis Marston stated that the Committee must conve+ to the Cit} Council that the Committee and/or the Business Derelopment Coordinator must has c some input into the exclusions apprm cd for future projects. Additionally. the Committee directed )sir. Shepard to send a letter to Arthur Hill K Company- to address the MWEBE parucipation audits for the Garage. the Pavilion and the Hilton Garden Inn and the aver. gc NINVEBE participation percentage of 13.1% Given this low a%crage percentage. it could be appreciated if Arthur Hill & Compan+ would encourage Optima to meet or exceed the MWEBE participation goal of 25% DRAFT NOT -APPROVED MWEBE CON1tifITTEE MINUTES December 5. 2W 1 Pale 3 of 3 Mr Dick Peach indicated that since the Cotmnincc has the audit infonuation clearl} indicating noncompliance by the general contractors. the Committee needs to commumattc that to the City Council so the Council can decide on ►+,liat action to take as a reined►. Sir Briars Harris suggested that Committcc members that know Aldcnnen should contact them to arrange for presentations either before the A&PW Comnuuee or the City Council. Additionally. it might be advisable to in►itc Alderntcn io Conimince meetings from tiine to time Mr. Horace Payne suggested that the Committee consider reporting the contract compliance issues the Committee is faced will to the local newspapers. Nfr Dick Peach is to contact Alderman Moran and Mr Pa, ne will contact Alderman Rainer to request that the Committee be placed on the agenda for the A&PW Contmince meeting. 'ihc members ulio are absent tonight will be encouraged to contact the other members of the A&PW Committee Scacr Proicct — Januar% 4 Bid Oncning Mr. Shepard reported on the Scwer Relief Project. Please VI. Contract C. Mr Shepard indicated that the NINVEBE Participation percentage reported by tite three to►►est bidders or their request for an MWEBE Participation Waiver could be rcvic►►cd b. a number of p tides ►►ithin the City in addition to himself. The participating panics ►%ould probably be the Engineering Department. Water Department and Legal Departincnt. Mr. Shepard stated that he talked at length to Mr Elliott Ailcn. Illinois Environmental Protection Agenc% (IEPA) regarding the criteria for the contract ai►ard when factoring in MWEBE utilii,3uon Sir. Allen indicated that the award does not lia►e to be made on cost alone. Since the funds are being borro►►ed. the City does not have to a►+ard the contract to the io►%cst bidder. The City could base its a►rard on the bidders' response eness to :►f1' EBE participation and the qualifications of the bidders' VI. Other Business Uv&itc on School Districts 65 and 202 Mr Peach ►►ill be meeting again soon ►rith both School Districts to discuss their purchasing policies VI1. Adjournment The meeting %%as ad)ourned at 7 20 p m