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HomeMy WebLinkAboutMinutes 2002DRAFT The General Meeting Minutcs DRAFT Small Business Devclopment Committee For Minority. Women and Evanston Business Entcrpriu- Januan 9.211112 Members Present: Bnan Hams. Bennie Jones, Laurie Marston. Richard Peach and Janice Sachen Members Absent: Carl Davis. Horace Pay ne. Mike Sutton and Mitch Zacks Staff Present: LIo►d W Shepard SUMMARY OF EVENS 1. Call to Order Ms. Laurie Marston announced a quorum and called the meeting to order at 6.15 p.m. IL Approval of December 5.2p111 minutes The Minutes of December S. 2001 ►verc approved without revisions IIL Staff Report Response to Regent Partners Audit Mr. Shepard com cy cd that neither Regent Partners nor Weiss Builders had responded to the compliance/audit letter addressed to Regent Partners December 19. 200I. Arthur Hill & Company was copied on that lener and have not responded to it nor have they responded to the letter regarding Optima. Inc . Decerber 20. 2001 Status of Kluu- licit Protect Mr. Shepard utdicawd that he spoke to tlr Lou Rcincr. W.E. O'Ncil. Monday. January 7. 2002 regarding the Shcrman Pliza Municipal Garage. Mr. Rcincr indicated the garage drawings arc at least 1-112 months from completion. Demolition of the existing garage is expected to be completed in late -%pnl Construction of the ne►v garage will begin in early summer. Mr. Shepard related that he spoke to Mr. Moms Robinson. Economic Development Plartner. regarding the phases of construction of the project components. %Ir Robinson indicated that the condominiums could follm% the garage and then the retail There will be a pre -bid conference held for each component of the Sherman Plaza project. MWEBE Comraw A►►ardcd The MWEBE contracts a►v,trdcd were briel1% discussed. The dollar amounts a►►ardcd to each targeted group ►►crc stated but the total atnount of all contracts a►►arded ►vas not available to determine NIWEBE percentages. I%* Old Burinca.% UDdatc on School District 65 and 202 Mr. Dick Peach indicted dial Mr. Chad Walton had sent District 202 various MWEBE compliance documents for their rewic%% and implementation. District 202 is seeking more MWEBE panicipauon than prc►-iously roalized. Further, Mr. Peach coneyed that the Evanston Chamber of Commerce is taking a lead ►►ith District 65 by introducing teachers to the Chambers E-card discount program. Every teacher in District 65 ►►III recen c a card in an attempt to generate business for Evanston merchants. if the DRAFT NOT -APPROVED 41V1'EBE COMMITTEE MINUTES Januan 9.211,112 Page 2of2 E-card works for teachers. thn program will be expanded to District 65 staff. District 2u2 and City employees Mr Peach is monitoring the Ic-cal business participation in the construction of District 65's Admmisiration and Earn Childhood Building. ,Mr. Pesach also pointed out that Northwestern t_; m%ersny has seen a 341a im-reasr, in o%crall MWEBE purchasing. Mr. Shepard is to inquire of Mr. Marshall to ascertain ►►hat programmatic changes acre implemented to increase MWEBE purchases Discussion of Clerical Position Mr Shepard indicated (fie status has not changed, [lie positron is still vacant. V. New Business Sewer Protect — Januar% 4 Bid Oacning Mr. Shepard indicated that of the stx companies that bid the three lowest bidders in order of price acre DiPaolo. Glenbrook Excavaung. &- Civil Contracting and Engineering. All companies met the 13% mirumutn minority and female business utilization rcgwrcnieni. It appears the DiPaolo would be the awardec. Funher. %Ir Shepard related that he and Mr. David Stoneback. Water Department. collaborated on the rcti iew of DiPaolo's contract compliance documentation and agreed that it complied with the MWEBE requirements of the City's MWEBE specification. Trackine Purchasina b► Devartments The Comminec asked Mr. Shepard to check if MWEBE purchasing by deparinieni is available from the data base. As they had discussed before. such information ►could be used to commend the departments that have made significant progress and to provide assistance to those departments that ha►c not yet complied ►%ith the polic% established by the City Council. VI. Other Business Schedule for Meetini: ►►uh Cit% Council Mr. Shepard is to ask Mr. Horace Payne to contact Alderman Ann Rainey to schedule the Committee's presentation before the A&PN%' Committee. Committee members determined that the presentation should co►er Church Street Plana compliance. smman of hiWEBE purchases. ,%Icsirow Stein Project exclusions, the introduction of E-tot► n to the Planning Department for assistance for their redevelopment project at Church and Dodge and sponsorship of Vendor Fairs Members with Exoinov Ternis Ms. Marston indicated that Mr Carl Davis' term and her temi on the MWEBE Committee will expire in February _ When do the terms for Mikc and Janice expire? VI Adjournment The meeting adjourned at 7:20 p m DRAFT The General Meeting Minutes DRAFT Small Business Development Committee For Minority. Women & Evanston Business Enterprise February 6.2002 .Members Present: Laurie Marston. Brian Harris, Dick Peach, Bennie Jones Horace Payne. Members Absent: Janice Sachen. Carl Davis, Mitch Zacks and Mike Sutton Staff Present: Lloyd W. Shepard SUMMARY OF EVENTS 1. Call to Order Ms. Laurie Marston announced a quorum and called the meeting to order at 6:20 p.m. 11. Approval of January 9, 2002 Minutes The Minutes of January 9, 2002 were approved without revisions. I11. Finalize Presentation for A & P«' .Meeting February 25, 2002 Ms. Marston announced February 25. 2002 as the date for the MWEBE Committee's Annual Presentation to the A&PW Committee. It was decided that all Committee members would have a role in the presentation to the A&PW Committee. tits. Marston will introduce MWEBE Committee members and the topic of each member's presentation. Mr. Bennie Jones will address policy changes, Mr. Brian Harris will address the MWEBE Committee's interest in and desire to work with E-Town Community Ventures. Mr. Dick Peach will address future goals and redevelopment project contract exclusions. Mr. Shepard is to summarize annual MWEBE contract awards for inclusion in the written presentation. Ms. Marston will convey that sometime in the future the MWEBE Committee would like to track MWEBE purchases by Cite Departments. It would be suggested that Departments doing well should be given some kind of merit award. W. Staff Report Church Street Plaza — Ontima — 12 20 01 letter to Arthur Hill Mr. Shepard indicated that he had not received a response from Arthur Hill & Company regarding Optima. The letter was sent to Arthur Hill & Company (AHC) to request AHC's assistance in encouraging Optima to meet or exceed the DRAFT -NOT :APPROVED MWEBE COMMITTEE MINUTES February 6. 2002 Page 2 of 3 25°o MWEBE participation goal. Increased emplownent of Evanston residents should be addressed in follow up correspondence. Resnonse to Regent Partners Audit Mr. Shepard indicated that he had not received a response from Regent Partners regarding the audit report sent December 19, 2002. Status of Klutznick Proiect Mr. Shepard indicated that the Klutznick — Fisher Development Company is negotiating with W.E. O'Neil Construction Company to build the entire Sherman Plaza Development Project. Further, the demolition of the parking garage may not start until May. Ms. Marston requested that Mr. Shepard send a memo To Mrs. Judy Aiello on behalf of the MWEBE Committee to ascertain ifthere would be hard trade contract exclusions on the Sherman Plaza Development Project. McDoueal Litt ell/Mesirow Stein Proiect -- Contract Exclusions Mr. Shepard related that he had not received an explanation for the hard trade contract exclusions. V. Old Business Contract Award for Sewer Proiect N1r. Shepard indicated that DiPaolo was the apparent low bidder and met the requirement for minority women business enterprise participation of 15%. The work will not start for several months as financing needed for the project must be approved by the Illinois Environmental Protection Agency. The projected startup period is late April to early May. Undatc on School District 65 and 202 Mr. Dick Peach followed up with District 65 on the number of Evanston companies solicited to bid on the District 65 Administration/Early Childhood Building Project. Mr. Peach indicated that no more than one Evanston business was solicited in each trade area. As a result, one contract was awarded to Builders Ready Mix. Mr. Peach conveyed to Mrs. Erickson that District 65 needed to follow up with the general contractor to make certain that the MWEBEs credited by the general contractor are all certified. DRAFT — NOT APPROVED iNINVEBE COMMITTEE MIN TES February 6, 2002 Page 3 of 3 Clerical Position Due to the City's budget shortfall. the clerical position is on hold indefinitely. VI. New Business Construction (Local) Business Directory The 2002 edition of the City of Evanston, Local Business Directory of Architects, Engineers. Construction Trades and Suppliers is completed and will be circulated to all City Departments. Mr. Shepard indicated that the Directory would be updated once a year. The first update will include a cross-referencing of the Evanston Chamber of Commerce Directory to ensure that targeted Evanston companies are included in the Local Business Directory. VII. Adjournment The meeting adjourned at 7:30 p.m. DRAFT The General Meeting Minutes DRAFT Small Business Development Committee Far Minority. Women d Evanston Business Enterprise April 3.2002 Members Present: Dick Peach. Carl Davis. Bennie Janes. Brian Barris Members Absent: Horace Payne. Mitchell Zacks. Joann Teagan. K\Ta Walsh Staff Present: Lloyd W. Shepard SUMMARY OF EN'E1TS 1. Call to Order Mr. Dick Peach announced a quorum and the meeting %%as called to order at 6:30 p.m. II. Introduction of NewMembers Ms. Joann Teagan and SIs. KyTa Walsh did not attend the meeting. Their introduction was tabled until the next meeting. I11. Approval of February 6. 202 Minutes The minutes of the February 6. 2002 meeting were approved without revisions. IV. Staff Report General Availability of Database Mr. Dick Peach indicated that the availability of the vendor database could provide companies that are conunge into Evanston to fulfill contracts with the City or other public entities the names of businesses that could be used as subcontractors. For example. contractors doing work for School Districts 65 and 202 could have access. Mr. Peach added that such access could eliminate excuses from contractors, services providers and suppliers that they are unable to find qualified Evanston vendors. Mr. Peach indicated that businesses and institutions must be held accountable for dome business with MWEBEs Mr. Peach conveyed that after the meeting with the Administration & Public Works Committee (A$PW) February 25, 2002, some aldermen expressed their continued support for the program. He added that he would work closely with the City Manager's office to enlist assistance to strengthen professional service contracts for Evanston businesses and to improve the MWEBE the MWEBE program. Mr. Bennie Jones expressed his concern about hating a repeat of the McDougal Littell Prolect's waiver of certain trades where there are known MWEBE capabilities. Mr. Jones believes that future redevelopment agreements or any City construction contract considering a waiver should indicate in Tiling that the \"%'EBE Program Administrator would participate in the approval of a waiver. Further discussion cited that by waiting trades without the input of the %1\\'EBE Program, opportunities forlomt ventures and tn-%-cntures are eliminated. Mr. Peach suggested that if developers have to come before the MWEBE Committee first to discuss receiving a waiver, this procedure would reduce the number of excuses for not involving the participation of MWEBEs. DRAFT NOT -APPROVED MWEBE COM.NUTTEE MINUTES April 3. 2002 Page 2 of 2 Klutznick Proiect Update The Klutznick Project Update was postponed until the May meeting. Mrs. Judy Aiello %ill give an update after the Economic Development Committee meeting tonight. V. Old Business Confirmation of Dick Peach as Committee Chairman The nest item of business was the confirmation of Mr. Dick Peach as Committee Chairman. \fr. Carl Davis mo%ed that fir. Dick Peach fill the position of Chairman vacated by the expired term of Ms. Laurie Marston and Mr. Brian Harris seconded the motion. The vote was taken and \fr. Peach was unanimously voted as Chairman. Use of Local Firms on Uncomine Proiects Further discussion on the use of local firms in upcoming projects was tabled due to such discussion at the stars of the meeting. Undate on District 65 Comnliance Mr. Peach has corresponded with \fr. Eddie Harrison regarding the contracting opportunities for MWEBEs on the new Administration and Early Childhood Building. The report received reflected only one MWEBE supplier or trade had been contacted for each item to be contracted. Mr. Peach added that he would like to set the tone at District 45 so that a more substantive effort becomes a part of their normal business practices. Mr. Carl Davis related that both school districts could award contracts to local businesses on a larger scale if they have the administration with the will to do so. Mr. Davis indicated that District 202 had done so under a past administration. It seerm that there should be an increased lobbying effort to improve purchases to MWEBEs. %T New Business Ideniifv New Committee Members Mr. Peach related that an available pool of prospective committee members for openings on the committee as %, ell as for associate membership would help the viability of the board. Also, it would beh00%a the board to have a member or members that are in the construction trades. Other Business Mr. Shepard conveyed that the Small Business Development Center and the City of Evanston MWEBE Program would cosponsor a Financing Seminar Map lb. 2002, Parasol Roorri. from 8:30 a.m. to noon. Mr. Peach related that Alderman Lionel Jean -Baptiste is chairing an Ad Hoc Committee on African American Business Development in West Evanston. VII. Adjournment The meeting adjourned at 7:45 p.m. DRAFT The General Meeting Minutes Draft Small Business Development Committee For Minority. Women & Evanston Business Enterprise May 1.2002 Members Present: Dick Peach. Chairman. Brian Harris. Bennie Jones. Kyra Walsh Members Absent: Carl Davis. Horace Payne, Much Zacks. Joann Teagan Staff Present: Lloyd "'. Shepard SL'\IMARY OF EVENTS I. Call to Order Mr. Dick Peach convened the meeting at 6:30 p in. without a quorum. If. Introduction of tie" Members Mr. Peach introduced new Committee member Sirs. Ky'ra Walsh. SIs. Joann Teagan, also a new Committee member. was unable to attend due to a prior commitment. III. Approval of March 6.2002, Minutes Approval of the March 6. 2002. minutes was tabled until the next meeting due to lack of a quorum. W. Staff Report General Avarlability of Vendor Database Mr. Lloyd Shepard reported that the vendor database can still be used, however, all request for bids and proposals are being solicited via MunictpalNct. Vendors are still entered into the database via the Vendor information Survey sheet. Mr. Shepard estimated that there are approximately 7.000 vendors in the database. \1r. Shepard was instructed to ascertain what percentage of the vendors registered in the database are registered with MunicipalNet. Klutznick Proiect Undate Mr. Peach advised that he would ask \Its. Judith Aiello to establish a meeting with appropriate personnel from Klutzmck Fisher LLC and W.E. O'Neil Construction to establish the importance of \f W EBEs participating in the project at a minimum 251 o Mr. Brian Harris indicated that the goal could be accomplished by forming joint ventures and tn-ventures. Mr. Peach followed with a discussion of the design of the overall project and indicated that the project has a great appearance. Mr. Shepard added that demolition for the project would start with the old Woolworth site in Iate June or carly July. it'. Old Business Use of Local Firms on UDcorrune Proiects The Committee reiterated the importance of having both the developer and the general contractor understand the importance of involving local firths in every area of the project. Mr. Shepard will meet with representatives of the developer and the contractor to plan and determine a date for a pre -bid conference. The scope of the project will be discussed along with all trades and suppliers opportunities. DRAFT -NOT APPROVED MWEBE Committee '%Ilnutes NIa.• 1, 2002 Page 2 of 2 Undate on Distract 65 Comoliance Mr. Peach reported that he had sent a letter to Mr. Eddie Harrison. Director Capital Projects, District 65, regarding the amount of Evanston vendors' participation in the new Administrative and Early Childhood building project. Mr. Harrison reported that Evanston vendors had received just S120,000 participation from this project. Minorities and women businesses are participating at approximately 16%. The total project cost is SX.X,XXX.X)LX. VI. New Business Ideniifv New Committee ,Members Mr. Peach advised that there is one Committee appointment available for a citizen at large. Mr. Peach suggested that Committee members should give thought to someone to fill the vacancy. VI1. Adjournment The meeting was adjourned at 7:40 p.m DRAFT The General Meeting Minutes DRAFT Sm211 Business Development Committee For Minnrlty. NVomen & Evanston Business Enterprise July 10. 2002 Members Present: Dick Peach. Chairman. Brian Ilarris. Kvra Walsh. Joann Teagan .Members Absent: Mitchel 7_acks. Bennie Jones. Cart Danis. Horace Payne Staff Present: Lloyd NV Shepard S['M\f AR1' OF FVENTS t. Call to Order Sir Dick Peach convened the meeting at 6:30 p.m. %%ithout a quorum. 11. approval of May 1. 2002 5feeting Notes Approval of the May 1. 2002 minutes were deferred until the next meeting due to lack of a quorum. III. Staff Report Church Street Plaza Overviev tilt. Peach gave an ovm-iew of the Church Street Plaza Redevelopment Project for new M W ERE Committee members Kyra Walsh and Joann Teagan. Mr. Peach covered how the developer could be penalized for riot achieving the 25116M IV EBE goal. Mr. Peach explained that Church Street Plaza has a provision for a $300.000 fine that covers the entire project. The fine would be assessed on a pro -rasa basis against the entire project's percentage ofEBE participation. If the entire project ended %%iih an.\i W EBE participation percentage of I Y'10, the fine would be $120.000. Mr. Peach conveyed that the upcoming, Sherman Plaza Project's \1 W ERE non -participation penalty is 5500.000 per component an a pro -rota basis McDoueal Littell Proicci :'Audit Mr. Lloyd Shepard gave an overview of the MAV,EBE participation in the McDougal Littell project. Power Construction Company has reported an 111ti' EBE participation of 25%. \1r. Shepard indicated he is in the process of verifying all dollars reported for .\i W EBE participation by Powers. Powers' verified M W EBE participation would subsequently be added to the M IV EBE Program, Church Street Plaza Redevelopment Audit Report. Onitrna Viesys Condominium Mr. Shepard indicated that Optima. Inc. is responding very slowly. The only compliance schedule received to -date is the Letter of intent to Comply with the City of Evanston 's M 'W EBE Policy. %Jr. Matt Cison. Optima's M tit' EBE liaison has not submitted a Schedule A. M W EBE Utilization Plan that itemizes subcontractors to be utilized on the project. \1r. Shepard indicated that he would contact Mr. Cison to convey that their compliance schedules arc late. The Optima Views project also appears to lack a fair number of African American laborers. fir. Shepard indicated that he has received a number of complaints from African Americans seeking construction jobs that believe they are being generally excluded from construction projects to Evanston. 10r. Peach indicated that activities of African American laborers applying for jobs must be documented in order to present a formal complaint to \1r. Roger Crum or Sirs. Judith Aiello. Also, if there is alleged discrimination against any group of qualified applicants such an allegation must be addressed. Further. the A&P\V Committee should be brought up to date on statistics that reflect who applied, who %vas hired or not hired and so forth. DRAFT NOT APPROVED .I'%% EBE CommitteeMeeting.Notes .Jul% 10.2002 Page 2 of ; %It Shepard related that the Sherman Plaza Project's employment of African Americans would be monitored from the out set to attempt to gain equitable treatment in hiring. Mr. Peach conveyed that «' E O'Ned's representative at the June 26. 2002 meeting indicated that they would promote fair hiring practices at the front end and throughout the project Klutznick Project C'adate %fr Peach and City of Evanston staff met with representatives of W.E. O'Neil regarding the Sherman Plaza Redevelopment Project. June 26, 2002. It was agreed that W. E. O'Neil, the Evanston Chamber of Commerce and the City of Evanston would sponsor a pre -bid conference for Evanston businesses The intent of the conference is to make an assessment of Evanston contractors and service companies that are interested in participating in Sherman Plaza and to determine if such companies can singularly perform or if joint ventures or tri-ventures should be considered for their inclusion. The date of the pre -bid conference will be established later. Discussion ensued regarding the responsibility of General Contractors to identify MAVIEBE's with capabilities to perform on large commercial projects. It was agreed that general contractors should be cognizant of %VW EBE's that have capabilities tneetinc such requirements. W. Old Business Lndate on District 202 M AWERE Paniciration The District 202 compliance update was tabled until the next meeting so that Mr. Carl Davis could personally give the report. V, \eH Business Undate on District 65 &: 202 Comnliance Mr. Peach summarized his most recent effort with the District 65. Administration R Early Childhood Building project. fir. Peach indicated that Paschen Construction Company, the project general contractor, had not met the promised effort to include Evanston businesses in the project. Mr. Peach has Ewen in continuous correspondence with Mr, Eddie Harrison, Manager Capital Projects. District 65. to receive Paschen Construction's %i'%V EBE participation reports. ,Mr. Peach indicated that out of six local landscaping companies listed in the City of Evanston, Construction Trades Directory, none received the landscape contract for the new District 65 building To -date. Evanston businesses have received just 1% of the contracts from a S 14 mullion plus cnnsrruction project \fr. Peach compared this very diminutive effort to the S I I mullion dollars `orth•aestern University spent last year with Evanston businesses. Mr. Peach has asked the District 65 Hoard to direct the District 65 Superintendent to look into providing increased access to Evanston businesses. Further. \Ir. Peach elaborated on the differences in responsiveness to MAVIEBE by District 65 and 202. It appears that District 202 is more willing to open up a dialogue to move forward on how to plan to get local businesses increasingly involved in District 202's purchasing decisions. Job Fair Mr, Peach announced that a Job Fair would be held at Evanston Township High School, from noon to 4.00 p m.. October 24, 2002. The Job Fair is being jointly sponsored by the City of DRAFT NOT APPROVED 111R'lEBE Committee Meeting Notes July 10. 2002 Page 3 of 3 Evanston, the Evanston Chamber of Commerce. Evanston NAACP. YOU. and State Representative. Julie Hamos. The Job Fair is open to all Evanston residents and businesses. SBA Protzram from Chicago Communication Service Chicago Communication Service, an MBE, requested City assistance to promote a micro loan program that eat wrks 401,u of a S5.000 loan for a portable cellular credit card terminal. The ;1 AV,EBE Committee views such a request as a conflict of interest for the City to assist a company to marketing products to other companies. The request was denied. Citv of Evanston Vendor Fair Mr. Shepard indicated that plans for the 2002 City of Evanston Vendor Fair are underway. Mr. Shepard stated that last year's fair drew 160 vendors and he is hopeful this year's fair will yield an equal or higher number. The fair will be held in October. Adjournment The meeting was adjourned at 8:05 p.m. DRAFT The General Meeting Minutes Small Business Development Committee For Minority. Women & Evanston Business Enterprise August 14.2002 Members Present: Brian Harris. A:ung Chairman. Bennie Jones. Kyia Walsh Members Absent: Dick Peach. Carl Davis. Horace Payne. %litchell Zack, and Joann Teacan Staff Present: Lloyd W. Shepard Si'MMARY OF EVENS 1. Call to Order Mr. Brian Harris convened the meeting at 6:20 p.m. uithout a quorum. IL Approval of May C° and July t0" Minutes The Minutes for May and July 2002 were not approved due to lack of a quorum. M. Staff Report Sherman Plaza Redevelonment %1r. Lloyd Shepard summarized the meeting that was held with W.E. O'Neil and Lakeshore Athletic Club. W. E. O'Neil will be the General Contractor for the entire project. Lakeshore is a partner in the development and u ill anchor the retail space portion of the project by taking 100.000 square feet Discussion also focussed on the participation of Evansion businesses in the project. In order to accomplish EBE participation it was agreed that there should be a meeting held for EBE's only. Further, the development team to attend the meeting would be represented by WE O'Neil. Klutzmck Fishcr Development LLC. Lakeshore Athletic Club and Daniel Coffey Architectural firm to would present the project. The ERE meeting was initially scheduled for August 23. 2002, but scheduling conflicts at W.E. O'Neil caused the meeting to be rescheduled for the week of September 3, 2002 Mr Shepard added that construction could begin in October. Church Street Plaza Protect Discussion focussed on Sir. Shepard's conversation with Mr. Matt Cison. Project Manager, Optima Views. %%hom indicated that r4tima's M W EBE participation requirement was IS°o. *%tr. Shepard is to verify %,Ir. C'ison's statement with the City Manager's office for correctness. Discussion the ensued regarding the overall role of the M W EBE Committee if in fact Mr. Cison's statement was correct. There was also concern expressed that the Sherman Plaza Project would meet the 251,(P.'*J 1V EBE participation objective and if it does not a ill the penalty fees be levied. An additional issue with Church Street Piaza conveyed by Mr. Shepard is the allegations of employment discrimination reported to him by African americans that ha%a sought cork on the project. The issue is that whites and Hispanics dominate the workforce not only at Church Street Plaza but on construction jobs throughout the City of Evanston. Mr. Shepard indicated that he had suggested to disgruntled African .americans that they come before the tit W EBE Committee to share their anecdotal observations of unfair employment practices at construction sites. DRAFT NOT -APPROVED UAWEBE Committee 3111nutes August 14. 2002 Page 2 or 2 Church Street Plaza Audit Report .Ir. Shepard prefaced his remarks by explaining the compliance schedules and supporting documentation required of each Church Street Plaza general contractor. NIT. Shepard reviewed the compliance issues regarding the Hilton Garden Inn developed by Regent Partners and constructed by Wiess Builders. Regent Partners refused to use the City's standard compliance schedules and modified them to suit their own understanding of how the schedules should be couched. Regent's modification changed the meaning and thereby the intent of the schedules. Mr. Shepard indicated that there was no reason for Regentti'eiss to submit documentation without certification letters. Submission of certification letters is universally required and adhered to in effective contract compliance programs. fir. Shepard reviewed the amount of MWEBE credit for the Maple Street Garage, the Pavilion and the Hilton Garden Inn. Mr. Shepard indicated that the McDougal Litiell Building would be the next Church Street Plaza component added to the audit report. Further, .%4r. Shepard sums-narized plans for a M«'EBE Vendor Fair in October. Mr. Shepard indicated, if do -able, he would like to have original equipment manufacturers participate for the first time. The meeting adjourned at 7:20 p.m. DRAFT The General Meeting Minutes DRAFT Small Business Development Committee For Minority. Women and Evanston Business Enterprise September If. 2002 Members Present: Dick Peach. Brian Hams. Bennie Jones Members Absent: Carl Davis. Horace Payne tlnche117acks. KyTa Walsh, Joann Teagan Starr Present: Bobbie Tolston-Brown. Lloyd fit' Shepard Guest Present: Bennett Johnson. Hollis Settles. Tommic Williams SUMMARY OF EVENTS 1. Call to Order Mr. Dick Peach. Chairman called the meeting to order at 6:15 p.m. without a quorum. 11, Approval of Mar V. July 10"' and August IP Minutes The Minutes for Stay. July and August were not approved due to lack of a quorum. M. Starr Report Introduction of Miss Bobbie Tolston-Brown Mr. Lloyd Shepard introduced Miss Bobbie Tolston Brown, the new Director of Purchasing and Contracts. to ihe.I\%'EiBE- Advisory Committee Church Street Plaza Proiect - Optima Views MWEBE 151,0 .Ir. Shepard reiterated that Optima Vieus, Matt Cison. conveyed that Optima Views Condominium protect is required only to meet a 15'',.MWEBE objective. Mr. Shepard indicated that he followed up with the City .Manager's office and was told that he should get a copy of the contract from Optima because the City Manager's office had no recollection of the contract being revised. Discussion ensued by the Committee retarding how the Committee should follow up with the City Manager's office to address the alleged reduction in the 25"0.1WEBE participation objective Mr. Dick Peach used the newly constructed District 65 Administration Building as a comparison to what the Ctty is confronted with in promoting the participation of MWEBE's. Mr. Peach stated that EBE's had recemed less than 1%, of the contracts on a S 14.7 Million dollar building project. Miss Brown related that a component of enforcing contract compliance should be to withhold payment from contractors for noncompliance Mr. Bennie Jones indicated that in order to have enforcement the MWEBE Committee must hold the City accountable for enforcement. If the Ctty is not willing to enforce compliance then there will be problem on all contracts large or small. Discussion followed Mr. Jones remarks regarding the MWEBE Committee being the first body to review and recommend whether a request for uaivcr should be approved. After the deliberations of the MWEBE Committee are completed it's recommendation should be passed on to the A&PW Committee for further review and action. DRAFT NOT — APPROVED \1'W EBE Committee Minutes September 11. 2002 Page 2 of 3 IV. Old Business UBE Trades \learn= %%ith W F. O'Neil re Sherman Plaza Redevelopment Protect Mr Shepard related that the City and the Evanston Chamber of Commerce are co -sponsoring an EBE Sherman Plaza Conference Civic Center. Room 2404. October 1. 2002. Representatives of W E. O'Neil. Lakeshore Athletic Club a development partner. and Daniel Coffey Architects will gne an overyteu of the project. The conference is also planned to :rye E13E's and opportunity to network with potential joint venture partners V. New Business Fair Emnlovment of Afncan Americans on City of Evanston Construction and Redevelonrnent P o ccts The next item on the agenda was an allegation of discrimination against African Americans on a City construction project by Mr. Tommie Williams a resident of Evanston. Mr. Williams begin his allegation by reading a letter documenting his perspective regarding job discrimination in 1999 by W.E. O'Neil Construction Company at the Evanston Hospital Parking Garage project. On unit 433 of the MWEBE Committee meeting tape. Mr. Williams credits \1r Shepard with getting him hired by W.E. O'Neil at the City of Evanston's Maple Street Parking Garage project. Mr. Williams indicated that there wcre only two other African Americans on this garage project and all of them were treated unfairly by being given more work and no opportunities for overtime. Mr. Williams intimaied that an employee used racial slurs toward himself and the other two African Americans and uas not reprimanded. Mr. Williams indicated that he left the Job because Hispanic employees would stand idly by while watching him work. Mr. Williams con•escd that he was eventually rehired at the Evanston Hospital Garage project. Mr. Wtlltaras alleges that he was targeted for termination after he inquired about why supervision always found uays to lire ,African Americans. Mr. Williams was terminated in November 2001. Next Mr. Williams alleged discrimination against F& ' Cement Finishers Mr. Williams indicated that he was told to apply for tivork on a Saturday morning after has mg a telephone conversation with the F&V office Mr Williams went to the FRV office on Saturda; morning to apply for a job and reported that he Uas the only African American there among 16 to 15 Hispanics. F&V had all applicants present their paychecks 10 prove the amount of money they had been making per hour. Mr. Williams indicated that F&V needed cement finishers. All applicants pulled out their union laborer cards Mr. Williams alleges F&V stated -if they u ere good. F&V would pay a little bit more." F&V reiterated that cement finishers were needed but that the union checks cards in Chicago but he :ould probably hire in Evanston or Skokie to see what they could do. Sir. Williams then related F&A' told him that he could come to cork Mr ','v'ilhartis next related that the guy took his Z3rd but did not offer him a job. Mt. Williams protested and said. "the guy became belligerent " \fr Williams left and returned the folliming Monday morning. According to Mr. W31hams all the Hispanics got jobs but he did not. Mr. Williams called the Cement Finishers union to find out how to become a finisher. He was told the contractor has to send a letter of recommendation to the union F&V sponsored one guy recently that paid the union fee IS4001 and one -week later F&V indicated they had no work. Mr. Williams wants the MBE office to check the union cards of the Hispanics on the job site 10 determine if ihcv are in fact cement finishers. DRAFT NOT -APPROVED MAVE$E Committee Minutes September 11. 2002 Page 3 of 3 The tifWEBE Commipee members will study Mr. Williams' complaint and collaborate with the Director of Purchasing & Contracts and the Business Development Coordinator to revise the MWEBE Specification for contracts and emptoyment to resolve this issue. Mr. Peach stated that Miss Paula Haynes, Director Human Relations Commission. should be contacted regarding this complaint. Miss Totston-Brown indicated that the City could open itself up to a lawsuit by not taking this complaint one step at a time. The provisions of the MWEBE specification must be revised to avoid such issues in the future. Mr. Brian Harris related that City staff couldn't go out to a contractors job site and tell the contractor whom to hire. There are liability issues and legal issues. (Is it legal for a City employee to advise a contractor to hire a union laborer for a union cement finisher's job)? Miss Totston-Brown conveyed that .%fr. Williams wanted City employees to force F&V to hire him. Miss Tolston-Brown indicated that in the future staff' would clarify employment requirements With contractors prior to the project starting. VI. Adjournment The meeting was adjoumed at 7:55 p.m. DRAFT The General Meeting Minutes DRAFT Small Business Deselopment Committee For Minorit+. N omen and Evanston Business Enterprise October 9.2002 Members Present: Dick Peach. Cha:rrrtan. Brian Harris. Bennie Jones, Kyra Walsh Members Absent: Carl Davis. Horace Payne. Joann Teagan. Mitchel! Zacks Staff Present: Bobbie Tolston-Brnun. Lloyd W. Shepard Guest Present: Hollis Settles SUMMARY OF EN'E\TS 1. Call to Order The Chairman called the meeting to order at G 15 p.m. lacking a quorum. It. Approval of May 1". July 10'". August 14Ih and September I1". 2002 Minutes The Minutes for the abo%a mectinLs %ere not approved due to lack of quorum. III. Staff Report The order of the agenda was changed to enable dialogue on "Fair Emnlovmenl on Citv of Evanston Construction and Redevelopment Projects" Mr. Peach gave a SUmmary of the meeting with the CDBG Committee the previous evening. Mr. Peach sued the ambi%alence caused b-. the employment guidelines for City of Evanston projects. Redevelopment projects and Sesser protects. Both the City of Evanston and Redevelopment projects call for the contractor to %oluntarily employ low income or unemployed or underemployed Evanston residents to work up to 15":. of its total workforce hours. However, the sewer program mandates a training program be implemented and subsequently the graduates of the program ti►ould be hired as pan of the regular project work force. .fr. Peach then pointed out that Mr Herb Hill. City Corporation Council, indicated that the City could not require a contractor to hire Evanston residents unless the money funding the project was 100°,, City funds Once money from other sources, e.g . State or Federal. entered into the equation. then constitutional issues ha-. a to be considered for the possible violation of other groups equal rights Mr. Hill had review ed the lain d years ago and at that time the latter applied. Mr. Hill will revue the law again to see if there have been amendments. Miss Tolston-Brown suggested that like the redevelopment agreements have a penalty for not reaching the 25" , goal. perhaps something similar could be enacted for employment. Mr. Peach reiterated Miss Tolston-Brown's suggestion that contractors understand pnor to receiyme the contract that the City of EN ansion expects their workforce to reflect as close as possible the ethnic makeup of the Civ. also. contractors need to know that if they do not make the effort to have a workforce that rcllects the makeup of the community, that the next time around sanctions of some kind could be exacted. Muss Tolston-Brown added that all compliance paperwork required regarding M W EBE and employment be fully submitted prior to approval for the project to start DRAFT NOT -APPROVED NIAVEBE Committee Minutes October 9. 2002 Page 2 of Further discussion ensued r: gardmi: the concerns and suggestions of Alderman Kent to have training programs included --- Cay contracts to develop the skills of unskilled Evanston residents. Mr. Brian Harris suggested that the Committee come up utth a model to address Alderman Kent's request for training. Mr. Hi.-ns added that money to cower training costs must also be considered in deciding recommendations that can be approved. Next a review of items that Miss Tolsion-Brown had summartzed from the overall discussion that took place at the CDBG Co.-:mhttee the previous evening. The items were categorized based on priority. Catecory 1 • Review %1'%V/EBE Guidelines • Review the policies and make appropriate recommendations for stronger language. Cateeorw 2 • Review the Employmeni police for hiring Evanston residents on all projects. Cateaory 3 • Develop or recommend a training program for Evanston residents to enable them to perform on construction projects. • Implement a job training program and monitor the progress of trainees. • Recommend sways of obtaining participation from unskilled Evanston residents. Category 4 Build incentives into contacts that address the issue of employment of Evanston residents. Category 5 • %feet with union representatives in order to create a working relationship. There was agreement among Committee members that all compliance requirements must be met prior to the award of a contract. Adjournment The meeting was adjourned at ":20 p m DRAFT The General fleeting Minutes Draft Small Business Development Committee For fiinority. Women and Evanston Business Enterprise November 13.2002 Members Present: tick Peach. Chairman. Brian Hants. Bennie Jones, Kyta Walsh. Horace Payne Members Absent: Carl Davis. !Mitch lacks. Joann Teagam Natalie Birk Staff Present: Lloyd %%' Shepard SUMMARY OF EVENTS 1. Call to Order The Chairman called the meeting to order at 6:12 p.m. lacking a quorum. 11. Approval of May 1", July 10's. August 14'e. September 10, and October 0, The Minutes of the above meetings were approved without revisions. Ill. Staff Report M 1%' ERE Particivation Report Mr. Shepard reported on the level o£ M W.1BE participation in City Contracts awarded from March I. 2002 to October 4. 2002. Total contracts awarded by the City Council S7,848,1$8. M W EBE panicipation: EBE S79,075 or 1 %, W13E S457,320 or 5.8%, MRE S 1.577.385 or 20,116 for a total 4I;WiEBE participation of 26.946 or 2711�, 11AWEBE participation in total contracts awarded ($6,482,498) below- S13,000 between March 1, 2002 to September 1, 2002 follows EBE S2.497.546 or 38.5%, WBE S148.067 or 2.30�. MBE 115,927 or 1.80%. Total M 11' EBE awards $2,761.540 or 42,6"n. M t%' EDE participation in the Levy Center follows: total project cost to -date S7.079,896. M 1�' EBE participation: EBE S 179.126 or 2.5%, WBE $997.722 or 14.Ilya, MBE S625,712 or 5.8". total M Ni' EBE S 1,802.560 at 25.4%. Mr. Shepard added that Scale Construction Company, a female owned business was provided an opportunity to joint venture with the Meyne Company. Scale`s specialty is carpentry. Northwestern Universitv,City of Evanston Vendor Fair Air. Shepard reported that there were 300 to 400 companies that attended the Vendor Fair November 7, 2002. One hundred thirty-five companies visited the City of Evanston table. *1r. Peach added that neither District 65 nor District 202 had representatives at the fair but District 202 did have a table designated for its use. W1. O'Neil Sherman Plaza Mr. Shepard informed that a %IBE contacted him regarding an offer to participate in a joint venture with a HVAC contractor that is one of W.E. O'Neil's traditional subcontractors. The MBE had been invited to do the piping portion of the HVAC requirement for the Sherman Plaza Garage. The IMBE was asked to send a letter to Mr. Shepard outlining how the joint venture would be structured. W.E. O'Neil in an effort to propagate the City of Evanston's titf%VfEBE requirements and the opportunities that Sherman Plaza offers contractors, held a Vendor Fair, October 17, 2002. The fair was held in the Parasol Room of the Civic Center. The audience was composed largely of Draft Xot-Appro%vd M'W EBE Committee Minutes November 13. 2002 Page 2 of 2 W.E O'Neil's traditional subcontractors There «ere fifty companies that registered. There were a few Evanston residents. African American. that anended to express their concern regarding employment W.E. O'Neil's representatives rc%ie%%cd their expectations for \f W'EBE participation in the Sherman Plaza Project. The contractors were also made au are that they would be expected to be fair to hiring: from all ethnic croups Optima Vie%, S \1r. Shepard indicated that \fan Cison. Project Manager. Optima Views. Church Street Plaza. indicated that the majority of their M W EDE participation �%ould be achieved in finished work. The reason is the building composition is concrete and there is no \I,'%%'.EBE capability in such building erection. \fr. Cison indicated that he would speak with their subcontractors regarding equal employment. As it stands. caucasian males make up the skilled labor force on the project and Hispanic males make up the majority of the unskilled labor. Mr. Peach suggested that if the Committee could assist in any way it would do so. Mr. Shepard responded that the Committee could invite Mr. Cison to attend the next Committee meeting so that the Committee could express the importance of Optima hiring Evanston residents. \fr. Shepard is to extend a written invitation to Mr. Cison. IV. Old Business Distnct 65 Mr. Peach reported that he received a request from \1r Fddie Harrison for a list of EBEs. Mr. Peach added that the list had previously been provided on two occasions. Mr. Peach added that he and Mr. Jonathan Perman. Executive Director. Evanston Chamber of Commerce. met with Dr. Hardy Murphy. Superintendent. District 65. regarding the lack of business opportunities with District 65 for EBEs. Mr. Peach related that Dr. Murphy requested that he and Mt. Perman speak directly to the School Board. Mr Peach indicated that he had spoken to each Board member individually and that Board members do need to be better informed about what an \i, IEBE program entails. MT. Peach indicated that teachers and other District 65 personnel make decentralized purchases and a great number arc done by phone and are under S2.000. These arc the types of purchases that would be a good fit for Evanston businesses. Mr. Peach indicated that District 202 has improved its outreach to the Evanston business community. V. New Business City Employment Program Discussion was held regarding «hat is needed to improve the City of Evanston's Employment Program for construction projects. \1r. Shepard reviewed 41 CFR Ch. 60 with Committee members. \ir. Shepard suggested that such material could be utilized as a tool to assist in improving the Employment Program 41 CFR Ch 60 addresses the over utilization of any one racial group in a construction project. Mr. Peach related that the Committee could work with the guidelines to compose language requiring that the job site reflect the racial makeup of the City which is 6', Hispanic and 26% African American. '1'l. Adjournment The meeting was adjourned at 7.05 p.m.