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HomeMy WebLinkAboutMinutes 2001-2005DRAFT - NOT APPROVED . MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of January 8, 2001 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: Maureen Barry. Kathleen Brenniman, Paul D'Agostino Bob Dorneker, Zeltee Edwards, Doug Gaynor, Karen Gilkoson, Alek Granchalek Sam Hunter, David Jennings Mike Krcik Darlene Nilges Max Rubin, Bill Stafford, Donna Stuckert, Chad Walton, John Wilkinson, Judy Witt, Barbara Zdanowicz Others Present: Mimi Peterson, Jonathan Murray Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran, Committee Chair, called the meeting to order at 7:06 p.m. APPROVAL OF MINUTES As part of the consent agenda, the Committee unanimously approved the AL3PW Minutes of the Regular Meeting of December 18, 2000. ITEMS FOR CONSIDERATION ON COUNCIL. AGENDA The Committee voted unanimously to place the following four items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 12/21/00 in the amount of S1,/61 U t.W the Sick Leave Payout through 12/21/00 of $439,379.04; and the Payroll through 1/4/04 of $1,128.203.66. (A2) City of Evanston Bills - Consideration of the City of Evanston Bills through 1/9/01 in the amount of j.LQz,tsl.s.uz. (A3.1) Bid for Cooling Tower - Consideration of the lowest responsive and responsible bid of McCauley Mechantcal Services Inc. to furnish and install a new cooling tower at the Robert Crown center at a cost of $28,900. (A5) Resolution 3-R-01 - Lease for Congresswoman Schakowsky, - Consideration of proposed Resolution ,l-tt-ui authorizing the Lity Manager to enter into a lease agreement with Congresswoman Janice Schakowsky for Room 2203 of the Civic Center. Alderman Drummer moved to recommend approval of the above items on the Consent Agenda; Alderman Feldman seconded the motion which was unanimously approved. ITEMS FOR CONSIDERATION (A4) Traffic Calminq Plan - Wesley and Ashland between Emerson and Church - Mr. Jennings explained that nformation on tnis item was ready to be sent to addresses in Alderman Kent's Ward; the mailing will be completed by the next meeting. The Committee agreed to hold this item until then, ITEMS FOR DISCUSSION (APW1) Further Discussion on Alternatives to Tree Trimming Contract - Alderman Rainey noted that holding this item until receipt of the new information had been a good decision. She had read the additional Information and said it made good sense. Alderman Drummer agreed, noting this work had to get done. Alderman Rainey asked why stump removals could not be performed at the time the trees are cut down. Mr. D'Agostino explained the process that is involved: a machine is used for stump removals that needs a se Grate truck; Parks/Forestry has to "JULIE" every location before grinding a stump so the crews wait until 30 to 40 stumps can be done at one time. It's not efficient to do otherwise. He added that when a stump Is ground, they also must remove the grindings and fill with topsoil. Alderman Drummer asked how many months the Division will be behind in tree trimming. He was told only about a month. He asked if we will be able to catch up and be on our six -year schedule. Mr. D'Agostino said yes, Alderman Rainey surmised that this item might come back to the Committee as a purchase at a later time. COMMUNICATIONS Update on Police Officer Hiring - Alderman Moran termed it a good report. Fire Department Monthly Report - Alderman Rainey said that this report was also a good one. Award of Bid to Lowest Responsive and Responsible Bidder for Log Loader/Grappler for Parks/Forestry 8 Recreatton - Alderman Kamey commentea that it was nice when things nappen IiKe tney are supposed to happpen. the memo detailed the award of the contract to Runnion Equipment Company at a cost of $33,870, as well as the decrease in lead-time of 4 - 6 weeks for delivery and installation which was gained by awarding the contract before the January 8 Council meeting. Cable Report - There was no report; a memo outlining the AT8T Broadband switch to digital and resulting FroDlems was discussed. The confusion with the line-up was mentioned. Mr. Rubin explained that the new ine-up needed a digital box; however, the company cut over to the new line-up in late December and in some cases people cannot get the box until later perhaps as late as March. Some customers are ppaying for a digital package they cannot get without the digital box. Although they are getting a credit, Mr. Rubin noted the effort required to cal and complain to the company, especially since AT&T did the switch over the holidays, and also changed its programming in over 50 communities at the same time. Alderman Feldman questioned the legality of charging for service and not providing it. Mr. Rubin said it could be done if the customer received a credit for the missing channels. He announced the next meeting of the Cable Franchise Committee would be on January 11, and reported that we have a proposal for a franchise from RCN. Discussion ensued on "publicizing" than privatizingj the cable service, as some communities have done, and advantages that might be gained by doing so. Alderman Drummer noted his bill had gone down by $4.00, though he estimated his service had gone down even morel Alderman Moran congratulated the Committee on its expeditious treatment of tonight's agenda. Alderman Rainey commented on the letter from Groot that she had read concerning pickups during the bad weather, and questioned its truthfulness: she would be glad to provide them with a list of hundreds of customers whose recycling was not picked up for well over two weeks. She agreed that up until December the services had been good, but said they had failed miserably under duress. She reported that City garbage trucks went down Evanston's alleys but Groot failed. Ms. Brenniman introduced the City's new attorney, Karen Gilkeson. There being no further business, the Committee adjourned at 7:16 p.m. Respectfully submitted Z Darlene E. Hilges Executive Assistant DRAFT -- NOT APPROVED V 0 U • DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of January 22, 2001 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: Maureen Barry, Pat Casey, Bob Dorneker Zeltee Edwards, Doug Gaynor, Karen Giikeson Herb Hill, David Jennings, W6 Krcik Darlene Niiges Max Rubin, Susan SAir, BIII Stafford, Chad Walton, John Wilkinson, Judy Witt, Barbara Zdanowlcz Others Present: Kevin Cosgrove, Bud Nesvig, Junad Rizki, Bob Seidenberg Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran, Committee Chair, called the meeting to order at 7:39 p.m. APPROVAL OF MINUTES As partof the consent aggenda, the Committee unanimously approved the ARPW Minutes of the Regular Meeting of January 8, 2001. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following seven Items on a Consent Agenda for recommendation for City Council approval: All) City of Evanston Pavroll - Consideration of the City of Evanston Payroll through 1/18/01 n the amount of �1,bYb,184.61, (A2) City of Evanston Bills - Consideration of the City of Evanston Bills through 1123/01 in the amount or (A3.3) Bid for Aerial Lift Truck - Consideration of the lowest responsive and responsible bid of Dueco Inc. for an aerial utt truck with chipper body for Parks/Forestry Ft Recreation at a cost of $97,941 Including 5-year extended warranty an aerial. (".1) Change Order #1 - Howard St. Outpost - Consideration of this Change Order for the Police outpost at an Increase of ya,UUU. (A5) Traffic Calming Plan - Weslev and Ashland between Emerson and Church - Consideration of this plan, making Ashland one-way north between Lyons and Emerson and one-way south between Lyons and Church; also placing a cul-de-sac on Wesley south of Emerson. JA6) Traffic Calming Plan - Speed Bumps - Consideration of a recommendation to place speed umps at 9UO Brown (east alley). (A7) Resolution 6-R-01 - Extension of Service Contract - Consideration of proposed Resolution 6-R-U1 autnorizing an extension until /lib/U1 of the service agreement with Evanston Community Media Center for PEG coordination and management. Alderman Drummer moved to recommend approval of the above items on the Consent Agenda; Alderman Rainey seconded the motion which was unanimously approved. Alderman Rainey requested Information on the BIII List item concerning Dilog Software for $14,600. Mr. Casey explained this was annual maintenance for our financial software; the foilowin item, for $3,545, was for Recreation software maintenance. Alderman Rainey pointed out that th s could have simply been stated on the Bills List. ITEMS FOR CONSIDERATION (A3.1) Approval of Bid for Towable Hydraulic Lift for -Facilities Management - Alderman Drummer moved approval of this item, for use at the Mapie Ave. uarage at a cast or yjc,mu. Alderman Rainey 4D seconded. Alderman Moran asked If we have similar equipment for our other garages. Mr. Rubin said no, noting the sloped elevations on the Maple Ave. garage roof, which you can't get a regular truck Into because they are too high, and you need to level It off so it doesn't tip over when going up in the basket. This equipment levels out and stabilizes. Mr. Jennings explained that the Sherman Ave, garage has hinged poles, which proved to be a bad idea. Alderman Drummer asked when not in use at Maple Ave., could the unit be used in other places and was told yes, and that it was used during the test the City performed to put the bunting up at the Police Department for Sgt. Hewtow's services. Motion to recommend Council approval of this lowest responsive and responsible bid from United Rentals passed unanimously. A3.2) Approval of Rental of Excavator and Loader for Parks/Forestry & Recreation - Alderman rummer moved ap rovai- Alderman Kainey seconded. Alderman Moran noted that each year this item goes out to bid andpSES, (nc. (MBE) is the successful bidder. This year he was the only bidder. Mr. Walton explained the rental is for a short period of time one month) and comppanies don't want to drag this equipment over for that period. When -,shed why SES chooses to do so Mr. Walton surmised that the company may have its eye on other bus s from the City. He noted 5> 5 has been the sole bidder for the past four years, though Purchasing tries to find other interested bidders. Upon voting to recommend approving this rental for $18,900, motion passed unanimously. DA3.4) Approval of Proposal to Provide $1 000,000 - $20,000,000 Excess Liability Insurance - Aldermen rummer and Feldman moved and seconded approval, respectively. Alderman Kai said this was a day that she had waited for for years. She recalled at one time the City got a quote for over a million dollars liability insurance and the premium was a million dollars. She asked who was in charge of Risk Management for the City now andwastold it was Mr. Hill. To another question, Mr. Hill believed the largest claim paid has been $225,000, though in the last five to six years we haven't reached that number. He said that we have litgation where plaintiffs have alleged over a million dollars, oftentimes only on paper. Alderman Rainey would have liked to see a table listing claims less than a million dollars. She said we are self -insured up to a million and anything over that this policy would cover. She asked if staff looked at those prices. Mr. Hill said we have an RFP out now to look at our entire, both ggeneral liability and Workman's Comp process, and part of this analysis will be to determine whether $1 million is too high or too low. At this point this is a basic good number to begin with. Alderman Rainey quoted the memo on this item: for occurrences of between one million and 20 million the premium is $131,000/yr. For occurrences between one and 10 million the premium is $98 250. She noted the broker is recommending the 20 million option. Mr. Hill expplained we get$10 mili�on more protection for a smaller increment in cost. This is for 13 months, per Councfi's direction, to get on the track ; -d out of our practice of self-insurance. He said we wanted to bring this budget process before Coun, , to be factored in for this year's budget. Alderman Rainey said for the additional 510,000,000 it costs an additional $32,750. Although it might be a good buy in the Industry, she questioned if it was a reasonable additional expenditure. She thought the City's history spoke to this and felt the $32,000 additional cost, though a good buy, is money we don't need to spend. Mr. Hill explained the review team had seen the 10 million more as an economic value and recommended it. It was clarified that the brokerage fee is included in these figures. Mr. Hill noted Mr. Stafford had worked very closely with a consortium which received a bid for a $10 million policy of approximately $150,000. The economics of this proposal were seen as so good that staff recommended the $20 million level. Alderman Rainey did not question the price of the deal, but whether we need the additional coverage. Alderman Drummer agreed noting we have not paid anything close to one million dollars. He did not think it likely that we would payoff $10 million in the next year. He believed we could get by with the lower figure for this year and next year we will be into something else anyway. It was clarified that this is already budgeted In this year's budget. Discussion continued as to the Cityty's ast history and the probable need for this amount of coverage. Alderman Feldman asked if $131,04 had been budgeted. Mr. Casey said it was $150 000, with the other amount for the RFP and the study. Alderman Moran recalled Chicago agreed on a 550 million settlement on a botched 911 call, and last week paid $8 million on another one. He understood looking from an historical standpoint to question the additional coverage, but felt that as the years go by we will have exposures ofvarioussorts and was concerned about getting a huge lawsuit. He liked the additional protection afforded by the additional $30,000. He asked if Marsh was advising on this, calling them a reputable company. He assumed they looked at City exposures and coverage levels and made a recommendation. Mr. Hill said they are the largest company in the U.S. and their recommendation was to go for the greater amount of insurance based on the uncertainty. We are a small entity spreading the risk just over ourselves. Mr. Stafford noted this debate had occurred among staff, and said we would be thrilled to Me the lower amount. It does comedown to probability: with $20 million It's an economic decision. He felt at minimum we need to get $10 million coverage. It was the consensus of the Committee to go with the $10 million coverage. Alderman Rainey asked that it be reflected in the minutes that many have argued for years that this step should be taken, and that we were told in the past that the coverage was so costly it didn't pay. Therefore we were self -insured and owned all the liability. She thought the $10 million was sufficient, asking what if we had gotten a $15 million lawsuit ten years ago? She wished to amend this purchase. Alderman Feldman asked why this offer had suddenly become affordable. Mr. Hill said It was because of the efforts of Marsh; we had some good numbers out there, but he felt it was the efforts of our brokers a firm. Alderman Drummer asked if a formula was used during the study of this material. He asked ifga recommendation will be brought to us for next year. Mr. Hill said there will be a detailed report from our consultants about our entire risk management operation. The Committee will be reviewing the RFP reports and the Council will get a detailed report. Alderman Rainey moved to amend the purchase from Kemper Insurance to provide $1,000 000 to $10,000,000 excess liability insurance at a cost of $98,250. Alderman Feldman seconded and motion passed unanimously. r , A (A4.2) Change Order tl6/Church St. Plaza Garaue - Alderman Moran pointed out the expensive electrical changes, saying that Jupiter klectric was almost half a million dollars. He asked how it happened. Mr. Rubin explained that when the building was bid, we had 90% of the drawings. There were no conduits S In the system for the revenue or security systems; there was no Pipe in the original quote for revenue or security In the bid because no one knew what the system looked like. If you take the fact that we have 109 duress stations and 46 cameras that are all piped, the wire Inside those, the revenue-;ystem, the booths, and conduits for all that, the pay -on -foot stations, etc., there's a lot of pipe work. We are looking at these numbers, he continued and for some of the work some people may be held responsible. Alderman Moran interpreted: that we have to make these expenditures to make this hap en but we may have ways to recoup. Mr. Rubin said we got what we paid for; we're not paying for any ring we don't have. The question is did we have to pay for the time and effort to do it In that manner. The conduits and wires we paid for: it's the manner in which it was done, the way engineered, the way laid out. Alderman Drummer noted we started out with a guaranteed cost of $18,000,000 and we are $2 million over now, Mr. Rubin said it was the CC's - that we are on #80 currently. We are paying for CC N38,44, 60, and 73. it was due to architectural and engineering changes; it wasn't due to "let's build another deck." We question why we are getting this now, he said. He noted the next garage would not start until every lick of 1t is designed. It all costs a tot of money to build after you build the building. We needed to open the garage on the date we did for the movie theatres, but he would not be in favor to start a garage at the level of completeness of the drawings in this case. We had allowances built In, but they didn't cover the actual costs. He said it's a good garage and we will make money on it,but It could have been less painful. Alderman Feldman asked If in this amount there is an additional amount of money because it's being done the way it is. He was told yes. He asked If some of the things we have are needed and was told we need it all. He asked what the difference Is due to the manner in which it's being done. Mr. Rubin said we will be working on knowing the amount it would have cost if done differently. We will look at all the CC's and analyze why it showed up. Asked who is the owner's rep, he replied Hill, with an engineer from Desmond on site all the time. Alderman Rainey asked for a prediction of future change orders and final cost. Mr. Rubin asked that she wait until the Council meeting; we will review the CC sheet to get a better number and where we are in the budget. Fie said the combined punch list has been assembled - that has been turned over to the contractor. He added that some of the fixes won't be made until spring or summer: some cracks must be fixed in early summer. The revenue equipment needs some modification. He said we should have a certificate of occupancy sometime next week. He noted the sprinkler system also must be repaired due to freezing on the second floor. Alderman Drummer asked who will pay for that. Mr. Rubin said we are looking at this: it may not have been the contractor's fault. We had a hydrostatic test on the system and some water remained after It was recharged with air. Alderman Rainey asked if the credit cards are working fully and was told they were. Mr. Rubin • added that we didn't take money until the credit card system worked, feeling it was too confusing. We do credit cards, cash, validation from the theatres now, and the money stream Is starting to come back. On the motion to approve the Change Order for W. E. O'Neil Construction for $471,374, Increasing the contract amount from $20,419,667 to $20,891,041, motion passed unanimously. (AS) Resolution 7-R-01 - Authorizing Expenditure of MFT Funds for McCormick Blvd. Phase I Stud - Alderman drummer moved approval; Alderman Feldman seconded. Alderman Drummer asked 1. .Jennings if the City would be taking over maintenance of a strip of McCormick from the State of Illinois. The answer was yes, from Emerson to where it turns a corner a bit on Green Bay Road. Alderman Drummer asked if we are going to get money to do this for this time, but we will be on our own after that and was told that was the case, but that this wasn't resurfacing: this will be for a new street, and resurfacing won't be needed for perhaps 10-15 years down the road. Alderman Drummer asked the advantages of our taking over maintenance. Mr. Jennings said the main one is receiving one million dollars to get the improvement done; it also gives us control over the street itself, light configuration lane use, etc. Alderman Drummer noted that the State is not giving us anything; they would have ha8 to pay for fixing the road anyway. He wasn't against it, saying he had been through the State trying to fix a road. At the same time we don't want to become strapped by this. He asked other streets done In this way. He was told Green Bay Road was a jurisdictional transfer. Alderman Rainey asked who plows McCormick now? Mr. Jennings said we do: it's already our responsibility. Alderman Rainey asked who has responsibility for McCormick from Touhy to Pratt, noting it has been resurfaced almost every year and is a flawless stretch. Answer was not known. She said she would vote for this; however, she noted this was taking on more responsibility when we complain that we have too much that we're responsible for already. Discussion about Dempster ensued, noting we could not even put In a light because of State issues. Differences between McCormick and Dempster were pointed out. Alderman Feldman asked in what budget the maintenance would be placed. Mr. Jennings had not yet computed it. He did not feel the resurfacing would be necessary within the next 10 years. He offered to do more research. Alderman Feldman asked if this item had to go tonight; he was told no. He said he'd like to know who performed the maintenance between Howard and Pratt, noting it could be the State, Lincolnwood and/or Skokie. He also asked what other State roads the State had done, and if they did them well. Mr. Jennings will furnish the history to the Committee. Alderman Moran asked If we would front this money and the State would reimburse. He was told yes. He asked if we are using about half of our MFT funds and was told we were. He asked if this would take away from the pool of MFT funds- Mr. Jennings said yes, but this is in the proposed budget and that if the budget is approved we have already approved the cost. To another question, he said we usually spend 1.2 million annually of MFT funds, so this would be about 25 percent of the allotment. Alderman Feldman noted one benefit would be to have the ability to configure the lanes. Asked how we might change them to make a significant difference, Mr. Jennings explained the purpose of doing the concept plan is to look at the whole range of options, and the associated impacts of all those plans. • We are not recommending a design but there's a whole range. Alderman Drummer mentioned a job In Wilmette that they performed which he thought had been botched: the traffic stands still. He asked that they not be brought to Evanston to do the same here. He asked if concrete would be the first surface with asphalt over it later, or if asphalt would be put in first. Learning that both were options, he advocated using concrete. Mr. Jennings discussed the technique on Howard St. with a concrete base and asphalt surface. Alderman Drummer noted the number of potholes with asphalt surfaced streets. Mr. Jennings outlined the different ride qualities of the two options. Alderman Feldman asked if through streets have priority over side streets. Mr. Jennings said yes but we do both, noting the City historically has dorle � mix of major and local streets. Alderman Feldman judged that we are behind in maintenance of the side streets, soine in need of repair foK yeafs, In his perspective, that meant we are always behind. He wondered if we would be behind in maintaining Green Bay when the time comes. He asked if the State would be more timely in repair. The poor condition of Ridge and Sheridan, State-controlled streets, was discussed. Alderman Feldman requested that this item be held pending receipt of more information from Mr. Jennings. [A9) Ordinance 2-0-01 - Adding a New chapter 32 to Title 3 of City Code Regardinq Evanston Employers' EExxpense i ax - Alderman Harney moved approval; Aloerman F elaman seconded for discussion. alderman Drummer said he could not vote for this: he mentioned the proposal offered on Saturday to gather a consortium of not -for -profits and others and begin a dialogue on the many needs of the City and how to assist us in our many goals. He felt the basic premise of the employers' expense tax tote unfair. He wanted to clear u some confusion: would this proposed tax be placed in this budget or directed for street repair. Alderman Rainey noted that we have been threatened not to plan to spend it unless we find out the status. Alderman Drummer referred to the City Manager's message that the monies would be reserved for street maintenance; he felt if it was a budgetary item It could not be killed in Committee. He also noted the intent of the tax was that it would be for everything over 1,000 employees. Alderman Rainey agreed: her reference was for employers with over 1,000 employees, meaning to begin at 1 001. She thought when the amount was changed to $10 it was proposed to count the first employees of those over 1,000 or more. The revenue number in that case was $968,400 for the three entities, that is, if you begin with 1,001. She would be satisfied with that number. Alderman Feldman asked if this amount of money was in the City Manager's budget. Mr. Casey said no, that Alderman Drummer was correct: it was recommended that if passed, the money be put in a street improvement fund. It is not in the current budget. He asked the history of the initial reference of Alderman Rainey, in which St. Francis for instance would pa on 1,000 instead of 2,000. Alderman Rainey explained how this item was generated. Alderman Feldman wished to explore the idea if it is Included in the budget it will be voted up or down. Alderman Drummer said if It is not included In the budget then we don t have to deal with it tonight with any urgency. He said we should not pass up the pp oortunity to move toward a broader dialogue noting it was a necessary dialogue to have, and one did not know what might result from It. We might say we will collect this million dollars for year, but did not feel we could buy a million dollars worth of relationships. He felt we are hearing not just from the affected parties but from the whole business community that this was unfair. Alderman Feldman was not going to deal with the Issue of fairness: one could argue it is not fair to pay the kind of taxes people are asked to pay. He wished to address the commitment of those who spoke on Saturday to take some responsibility for this problem. People he had spoken to did not wish to just look at the problem and tell the City how to run Itself or cut programs, but to find new revenue sources and fully participate, even with some sacrifice. He was not going to give up on the issue of a head tax, but wants to put aside this subject and give this process a chance to work. If it proved not to work, the Council could return any time to either Ann's original interpretation of a head tax, or the one being discussed now. He wished to see this item tabled and recommended to the Rules Committee to establish that Committee with the cooperation of the Mayor and get to work right away, with dates to report back to the Council on progress focus and methods of operation. Alderman Drummer seconded the motion. On the motion to table tkis matter, motion passed with Alderman Rainey voting nay. It will be reported to the Council that this was a 3-1 recommendation to table. Alderman Rainey hoped the people in the audience will sit quietly this time so we can finish. It was questioned if the motion had been to table this matter in Committee. Mr. Crum explained if that was the intent then the item would not go to the Council. It was clarified that such was the intent of Alderman FelAman's motion. COMMUNICATIONS Two Year College Reduirements for Firefighters/Paramedics -- Alderman Rainey said there had always been a two-year college requirement to quality for being interviewed, which she had apposed, feeling that such a requirement was not really necessary. Now, however, staff has unilaterally eliminated it so if you're 21, no college or anything, you are eligible to apply to be considered. She felt this was outrageous. She advised that the college requirement should have been replaced with something that resulted in the same expectation for someone who had attended college for two years: it was a stability issue, not an education issue. She believed that the requirement should have been replaced with a two-year work history. As written now, this says someone can complete high school, hang out • on a corner until they're 21, and then get paramedic training -- and perhaps after all that leave the job. Alderman Moran also had been surprised by the report; it seemed to be a fairly significant policy shift. He suggested that the Committee should have had some discussion about it. Ms. Witt explained this only means a person can apply -- It doesn't mean they passed the test or were hired or we put them through paramedic training. She had long discussions with the Fire Department and It was believed the 60 hours' college was a disincentive. It was being waived for this test and a study will be done. Alderman Rainey thought no common sense was used In this decision, She said you don't eliminate a requirement that you have had for years and replace it with nothing. She recommended a stable job history for two years. Ms. Witt said the Civil Service Commission looks for stable work histories, military experience. Alderman Rainey said that you have eliminated the test. Ms. Witt said there was a fairly rigorous selection process, that this was only to apply for the test. In order to eliminate any question of disincentive of applicants, we agreed to waive for this test only and analyze the result. it just means they have a wider applicant pool. Alderman Drummer noted this was an Aldermanic Request from Alderman Kent. He felt even firefighters will admit that college Is not necessarily needed. There are just not enough people involved in the pools these days. He commended the initiatives taken. What we have to keep in mind, he said, is you recall how many applied -and how mapy, were weeded out. He did not feel this would be any different. It may be a chance to thane the makeup bf • thy- Department .and , pgrhaps stabilize some people's lives by becoming a firefi ghter. He noted for some people there is no incentive 'because they had not been able to take the test. He knew of Alderman Kent's long concern about this and noted the Fire Dept. Is not very representative of the City. Alderman Rainey said she had supported removing this restrictive, rather elitist requirement for yyears; however, she didn't want someone stabilizing their life on our Fire Department. She wished that to have happened before they get there. The way to do that is with a responsible work history. That's all she was asking. If that Is what Is going to happen, that's fine, she continued. But she did not feel our Fire Department or Paramedic program is where you come to stabilize your life. She wanted that to be the requirement for an applicant; she supported becoming more inclusive. Alderman Moran believed this had been a good discussion but reported that the Committee was 20 minutes late. The other Communications, update on Police Officer Hiring and Fire Dept. Monthly Report, were accepted. ITEMS FOR CONSIDERATION (Continued) (A10) Ordinance 6-0-01 - Parking Tax Increase In Cih►-Owned parking Garages - The Committee voted unanimously to approve this urdmance for Introduction, to increase the tax on monthly permits from $8.00 to $13.00 per month, based on the fact that while garage customers currently pay the same tax rate as those in surface lots, the garages have much higher maintenance, operating and debt service costs. • There being no further business, the Committee adjourned at 8:52 p.m. Respectfully submit , Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED • MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of February 12, 2001 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: Maureen Barry, Pat Casey, Paul D'Agostino, Zeltee Edwards, Doug Gaynor, Karen Gilkeson Aleck Granchalek Herb Hill, David Jennings, Beal Ney, Darlene RuLin; Bill -Stafford, t1.ad-Walton,-Barbara.Zdaaavdcr _ . - -- Others Present: Bud Nesvig, Bob Seidenberg, Sue Brenner, Debra Aron Manheim Maty and Tina Hooks, Jancy Jerome, Michael Barre, Mulie Cowsert, Placido 4uintaro John Hama[, Michael 8 Victoria Weyna, Jon MurrayMaria Renterria, Scott Anderson, Mark Larson, Nichole Stavish, Sharon Wood -cork, Joel Fondeli, Jacky Pluton, Larry Huber, Ray LaMagna, Jeff Muldrow Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran, Committee Chair, called the meeting to or&r at 6:07 p.m. He announced that many were present tonight for the numerous proposals relating to liquor and food taxes. Only one such proposal was on the A&PW agenda. The Council, he continued, will be meeting at 7.00 tonight. If anyone was here to discuss item (Al2), changing hours and operational standards of package liquor stores, we will discuss this in Committee; the other proposals will not be discussed in A&PW. He said that the first order of business before the Council will be to deal with the budget and suggested those present may wish to make their statements about the various proposals before the whole Council. He apologized for any confusion about the A&PW agenda. He invited anyone who still wished to speak here to do so; he said people could leave if they wished, but welcomed their staying for the meeting. • APPROVAL OF MINUTES As part of the consent agenda, the Committee unanimously approved the A&PW Minutes of the Regular Meeting of January 22, 2001. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following ten items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 2/1/01 In the amount of 51,by5,c84.u0. (A2) City of Evanston Bills - Consideration of the City of Evanston Bills through 2/13/01 in the amounE of jJ,V/U, i6b.W. (A3.1) Bid for Renovations at Alexander Park - Consideration of the lowest responsive and responsible bid of Pedersen construction for renovations at this park for Parks/Forestry & Recreation at a cost of $147,104. It was noted that items A3.2) (bid for Phase VI, Contract B, Lon Range Sewer Pra ect), A3.3) (agreement to provide engineering services for same), and (A5) (an ordinance to authorize borrowing additional funds from IEPA for this project) were removed from tonight's agenda because of details yet to be worked out. (A6} Ordinance 7-0-01 - Five Year Lease of 2022 Central St. - Consideration of this Ordinance for introduction, to enter into a five-year pease for the city -owned storefront at 2012 Central St. with Rebecca Seely d/b/a Perennials. (A7) Ordinance 8-0-01 - RevislnR the Definition of an Evanston Business Enterprise - Consideration of tnis Ordinance, for introduction, to tighten the definition of an rtit to prevent the spirit of the policy from being violated, to provide the intended benefit to local businesses. (A9) Ordinance 11-0-01 - Two -Way Stop at Custer and Brummel - Consideration of this • Orddiinance, for introduction to amend Sec. 1u-11-5, :�cned. v(u) to provide stop signson Custer at Brummel. Alderman Rainey asked if anyone was here about this matter and received no response. (A10) Ordinance 13-0-01 - Increase in Class B Liquor Licenses - Consideration of this Ordinance, for introduction, to increase the number of Class B Licenses from 11 to 12 with the addition of Bar Louie Evanston Inc., dba Bar Louie, 1520 Sherman. PA13) Resolution 8-11-01 - Authorizing Additional Funds for Work Done as Fart of Phase 11 • ngIneennit(c.h1Ca9,o Ave. Fledge) - Consideration of this Kesolution to authorize an additional S.s,4b5 for construction plans for this project. (A14) Resolution 9-R-01 - Appropriation of Funds for Signal Modernization - Consideration of this Resolution to appropriate Siuu,uuu in Motor Fuel Tax funds for signal modernization at Central and Hartrey. (A15) Ordinance 6-0-01 - Easement Agreement for Caisson and Shoring SupDort at 1011 University Place - Lonsideration of this Ordinance, for introduction, to enter into an easement • • — — • - a;ee,,-ncnt wim Evanston Ncrthwe:tcrr.-Healthcare Carer. for caisson -and shoring support at 1011 university Place. Alderman Rainey moved to recommend approval of the above items on the Consent Agenda; Alderman Feldman seconded the motion which was unanimously approved. ITEMS FOR CONSIDERATION (A4) Resolution 7-R-01 - Authorizing Expenditure of MFT Funds for McCormick Blvd. Phase i Study - Alderman urummer moved approval; Alderman Feldman seconded. Alderman Moran noted the memo received since the last meeting was helpful, he asked what the City would spend to maintain that stretch of road if we take it from the State. he asked if the City did the repair contract for IDOT and was told we do. Mr. Jennings said if we do more than pothole patching, we could do resurfacing for half a million dollars- if we redid the drainage, did spot repairs on the base and resurfaced we are talking about 1.6 million. To really maintain the street we'd be looking at over 1.6 million in our MFT allocation. Alderman Moran asked, if we went ahead with the project and picked one of the alternative open to us, as time went forward what would it cost on an annual basis to maintain it? He was told if we upgrade the drainage and did the 1.6 million repair work we might go ten years before we have to do it again and that would be half a million for resurfacing. Alderman Moran asked the annual amount of the (DOT contract; Mr. Jennings estimated It was between $75.000 and $100,000, which included maintaining all the State routes for pothole patching, not just McCormick. He said this route is not a priority for the State, so we could look forward to continuing to patch potholes unless we spend the money. In 1998 Council approved seeking federal funding including a jurisdictional transfer. Alderman Feldman noted the memo indicated if we did this using Federal and IDOT funds, • we would wind up with a new drainage system, new pavement, new gutter and a traffic signal at Bridge St.-- and could result in street with a 20-year life. Alderman Moran asked regarding the MFT funds, of which we commit a fair amount to any number of streets in the City: are we talking about reducing that streetwork to commit to this project? Mr. Jennings said no actually this and the Phase JI engineering is in the recommended budget and we still have a full state of MFT surfacing. Alderman Drummer asked about the light at Bridge St. Mr. Jennings said they are temporary lights and that we are recommending a permanent signal, and we may get some money back of the $6d,000 for the tei--.00rary signal. On voting to recommend approval of Resolution 7-R-01, motion passed unanimously. CAB) Ordinance 10-0-01 - No Turn on Red When Pedestrians are Present at Central at Green Bay and Green baV at McLorm1cK - Aidermen urummer and Feldman moved and seconded the motion to recommend approval of this Ordinance, for introduction. Alderman Moran felt it was a good idea, but asked If there was some discrimination made between a flat prohibition vs. just when pedestrians were ppresent. Mr. Jennings said the latter had less impact on the moving traffic and people tend to honor it. It addresses the pedestrian/vehicle conflicts that can occur. Fie felt It was effective in altering behavior, upon voting on the motion, motion was unanimously approved. (Ail) Ordinance 14-0-01 - Increase in Class G Liquor Licenses - Alderman Drummer moved to recommend approval of tnis ttrainance, for introduction, to increase the number of Class G liquor licenses from 0 to 1 due to the addition of Cost Plus Inc. dba Cost Plus World Market 1725 Maple Ave. Alderman Feldman seconded. Alderman Drummer clarified that this was the first G license; Mr. Casey confirmed. Alderman Drummer felt the material he'd seen Indicates this is a full service beer and wine package liquor store; Mr. Casey said it was, with other items for sale as well. Alderman Drummer noted this could be a huge liquor store If they wanted It to be. He had been told World Market was similar to Pier One, with a small wine rack. He said the brochure indicated otherwise; he was somewhat shocked at the combination of liquor being sold in a drygoods store. Mr. Casey noted it was a new concept. Alderman Drummer asked how the license compared to other types. Mr. Casey believed it was similar to ackage good stores: $25,000 to get the initial license, and a $4,100 annual renewal. Alderman Feldman had seen a couple of World Markets. Mr. Barre, District Manager answered his question about percentage of the floor space for liquor by saying it is 1,280 out of 16,600 sq. ft. less than 10 Percent. Alderman Feldman noted the store's atmosphere was such that one did not feel one was In 'a liquor store disguised as a furniture store." You get the feeling it's part of their merchandising scheme, as is true of the stores all over the country. Mr. Barre said that in Evanston the format follows the national one, except this is one of only a few stores that have all the beverages together in one area. Alderman Feldman asked if this was due to our regulations and was told yes. Alderman Feldman had no apprehension about this matter, of the liquor section growing in size. Alderman Drummer painted out two tiquor stares just around Lhe carrier. He recalled the moratcaium . that first allowed one store, then the nxsratorium was off and there were two stores and now three which -was to be the utbrnate number. lie ncted that you can slice a nie-anyway you want but it's still one pie. Alderman Rainey had visited these stores: she said people *-i,: came to this store not to buy wine but to buy carpets or SLssware, bait wt-nle there, they wall bUl-V a tt-.-tle of wine. She also noted the large food department �.-nh cookies, cheeses, oils, etc. Xlder rnan Feldman noted World Market carried wine labels that were much dif?erer.: than those sold in a Wa:a—een's_ He asked abou. the exotic Labels and was Vold about 65% of the m. rix are imports, much Ilian and French. The ether 35% is mostly California wines. Af4erman Rainey noted the large nurmt-a— of imported beers as well. E',ilpon voting to recomrr9end aoaro�ral of t:iis Grdinance, for int.-0duc-_10 c-ioticn passed unanimcrssty. • • • • Ud-moan Rainey asked whzz- e"ect a u.angc- in our liquor license laws allw^ing sales at a regular checkout counter, display ets-ewhere in the store and expanded hcia-, r.�:luld have on World Market. Mr. Barre felt the change wculd expanc his sales by anywhere frcm Z5 to 35 percent. He was nappy [.D pay the liquor tax because he said the stare would make Vie mane%. i he Committee noted they were happy to collect it, ane wisi-ed World Market good luck. (Al2) Ordinance 20-0-01 - Charrnnq Hours and Operational StarTivar;±s of Packafe Liauor Stares - Alderman Drummer mc.•ea to recornmero app-ovai, for introduction, arc xriderrnan eldman seccraoed. Alderman Drummer clarified that me license past voted upon was untie- tne old format. Mr. Casey said this Ordinance would standardize everything to hours from 8:00 a.rir,. to rnidniglht on all package good sales- Alderman Rainey asked him to discuss the change in the licermie fees anw renewals. Mr. Casey said the initial license fee to get in had not changed* we did ir--,:rease � renewal fees by 30 percent, except Class S, which was very hiSri to begin u ith: Sr ,500 for a beer and cline selling restaurant_ This Ordinance also eliminated the need for separate cash registers Fouor sales, allows for cross - marketing, and for grocery sores to have cold sales. It was noted cnt%k• t�* large JeweMsco on Howard has this now. The Evanston First "_iquars and Osco also are alC7wect to sell cold beer, but the smaller stores are not. He sand if we do all these ti'-ings, as the World M.ir'i:et-nanaser said, we will see a dramatic increase in saes ar.d our' the re-asons for this. The ccht �•- in tt'e smaller stores won't be that large because the stores a-e not lame enough. Aiderrran Rainey said that as Alderman cif the Ward where this exists, where nobody was more livid about this lh e;-se than those neighbors, she noted there has not been one incident because of it. Alderman Feidrman irked if the additional hours gave stores an incentive to st-ay open longer. mr. Barre said no, they will, close early anyway. Mr. Casey said It was Jewel and Osco that had long hours, and it was not elt that this would change their operations. Alderman Drummer knew this was right and the last thirng x-zuor store operators wanted its an infraction, but noted as we coened the Dominick's at Der-nrstar']aYge the; initially talked gout a large walk-in cooler, which the neighbors coposed. The way tie it -sue --as sold to the neighbors was to assure there was no cold beer sales. He rated there still is the soar t'iat someone is going to slip in and try to buy illegally, lye knew what tirre in the world we werz in: we as a City have to alert all cwners to double their efforts to keep this cut of the hands of the w-oa g people. Mr. Casey explained that one element which was not in this Ordinance but would be mar a3ted later is training of all employees responsible for the sale of liquor. Alderman Drurnmer it a convenience fosr the public and good for business; he was not opposed. Alderman Rainey •►,ould support this, not only because it was her idea to begin ovith, and not really based on the increase of the price for renewal but because of increasing the tax based on tie purchase. She would su�rt this only until the Council did not support the additior•..ai two percent on package liquor sales.. GivsNn the cgportunities here for our nacka�3e stores she felt two percent was reasonable: this past year S25 rm(Ifon dollars alone in r.lcohol safes were inane- we are projecting a million in taxes. She na_-ed the enormous profit to be made in the sale of alcohol and the enonraus burden to a cornmi:mi^r based on these sales and is looking forward to the two percent increase. Alderman Drummer said it nos a good move for business and businteez pays its share, and at a higher cast than anyone else in town. he felt this Ordinance was a good -mole for business to flourish and thrive here. Upon voting to recommend Council approval of t7i3 Ordinance, for introduction, to orange the hours and opera.•ional standards of package liquor s:cres, &me motion passed unanimously_ Alderman Drummer noted the very positive item concerning reviving ttie def`inition of an Evanston Business Enterprise; noted we had not had time to discuss it, but is was a very good move to mice. iITEMS FOR DISCUSSION (APW1) Discussion of Snow plowing Operatims R Procedures, Inciudinq Siren Usaqe -- Jancy Jerome asked the Committee to corwoer alternative metnoos to the siren amp nce" that her family fives right behind a siren. She described it going off at 6:30, 7:30 a.m, and 12.•30, 5:30 and 6:30,0 9:30 and 10:30 p.m. on one day, and said the next day's siren schedule wci_rid be erratic. She said neighbors found it confusing, and noted there is a precedent in Evanston to ke±"a noise pcUution down. She said street sweeping and leaf blowing prohibitions do not require Sirens and rioted she lived in a block of 22 children under 8. Ms. Aron Manheim spoke, explaining she has lived to Evanson since 1985 acid on . Harrison since 1995. Before 1995 site was not even aware of the sirens, and said her former neighborhood managed to move their cars without the sirens. She said the sirens were shocking the first time, and her three elementary school children were terrify Iny tfie 6:30 a.m. sired. She noted iit was hard to describe how loud in was, and that this year it soLmde ✓ on New Year's morning. She felt most people are aware of snowstorms without blasting sirens. She felt there should be better ways to deal with this. Ms. Brenner, a 21-year resident, said if citizens need a reminder, all streets in Evanston are posted on snow regulations, and if people are ticketed and towed consistently the first year, by the second there will be compliance. If a s.. en is still felt to be needed, she recommended blowing it at 7:00 a.m, and 7:00 p.m. If people are not home at those times, she said, let them call a number, or their neighbor, or look at their street where everyone else is parked. She said this way parents could put their children to bed and not worry about the sirens. Alderman Feldman pointed out a memo in the packets suggested reducing frequency from six to three times during snow emergencies, at 6:30 a.m., 12:30 p.m. and 6:30 p.m. He asked Mr. Jennings about relying on sign usage only. Mr. Jennings said over the years we found we do need reminders and people tend to comply better when these are audible. He said we do have the signs. He did not recommend eliminating sirens due to the increased compliance. He noted that this was an unusual year: we had four emergency days and 41" of snow. The frequency of blowing the sirens was multiplied by four. He explained that the late 9:30 and 10;00 p.m, sirens signify different regulations than the day sirens: they identify a Snow Route parking ban, which will result in cars being towed away, not relocated. The day -time sirens are for Snow Emergencies which need alternate side of the street parkingg on side streets. Ms. Brenner asked if this was published. Mr. Jennings noted the City's snow brochure that is distributed every other year to all households. He said it clearly describes snow regulations, and noted the City's Highlights and cable TV channel describe the program. Alderman Moran asked the rationale for the 12:30 mid -day siren. Mr. Jennings said that we are not just a bedroom community; we are a destination town. The siren is for those parking on the streets after 6:30 am. To another question he said the rationale for 6:30 sirens rather than 7:00 is to catch people before they leave, to give them the opportunity to move their cars. He agreed people could catl a number to et this Information, but he still believed they needed an audible warning. Alderman Feldman noted people are saying it should be self-evident to move cars after a 2" snow: he envisioned that without a siren, people would argue if their car is towed, that there was less than 2" of snow. An advantage to the siren, though intrusive is that there is an arbitrary decision that plowing will start when the sirens blow. The Manager's office and Mr. Jennings determine the kind of conditions that warrant it. It seemed to him that the decibel level depended on the number of sirens in the City and, teaming there were six to cover all of Evanston, asked if we had 12 could the decibel level be lowered. Mr. Rubin described the electronic system necessary to do this and the expense. Members of the audience said they did not want 12 sirens. Ms. Aron Manheim thought towing would work if we are very clear we will tow after 2", described the terror of her young children who had done nothing wrong. . Alderman Drummer asked how effective the sirens were in the last emergency: Mr. Jennings felt they were very effective. He could not compare it to no sirens because he had data. Alderman Drummer had been disappointed, not seeing much compliance, and also because we did not get to the towing faster. He felt we give grace periods to too many people, and noted one person parking on the wrong side can mess up an entire block. He reported some sidestreets were impassable. He said he would hear the sirens and people complain that streets weren't plowed, but people had not moved their cars. He recommended they should a towed off the streets as soon as possible. To Alderman Moran, Mr. Rubin said he thought sirens first were used in 1979 when the courts threw out around 800 tickets for not moving cars- the issue was the City had not made sufficient effort to inform citizens of the snow emergency. This year, although he recorded snow information on the phone line and put It on the cable station, when he drove through Evanston he found the number of cars which had not been moved in quite a while to be unbelievable. He noted it is almost impossible to tow cars that have become plowed in. He said we must do everything we can to get these people to move. Alderman Drummer noted Chicago towed thousands of cars with no mercy. Alderman Rainey added cars were not towed on side streets, however. Alderman Drummer discussed Evanston's policy to relocate on side streets. He asked how every other community does it without a siren. Mr. Rubin said that Skokie uses sirens. Alderman Drummer said the siren blasts his area as described by the audience members. He knows he needs to move his car and everyone else knows too. He said people have to have responsibility, and moving your car is one of them, just like street sweeping. Evanston is different with its narrow streets and it takes special effort to clean. Mr. Edwards recalled his mother first hearing the siren and taking the kids to the basement to avoid the "tornedo." He explained that there are only so many tow trucks, and each time there has to be a police report made out. It's easy to say put more tow trucks and cops out there, he said, but we don't have the resources. He estimated we'd have to double or triple what we have now to cover the whole City. Alderman Drummer raised an issue regarding major snowstorms: today we know a snow is coming before it is on us, unlike in the past. He felt we could institute the snow emergency parking rules sooner. As the policy is now we bury all the cars in place. If we institute the policy early we could shift the cars to one side oethe street. He said neighborhood organizations are very concerned about the streets, felt they could assist. Alderman Moran appreciated Mr. Jennings' memo, suggested as an attempt to address the situation we • put the siren on twice, at 7;00 am and 7:00 pm, see now it affects the operations for a snow season and review it again next year. Mr. Jennings asked if he recommended starting this next year, and Alderman Drummer suggested starting with the next storm. Mr. Jennings explained the snow E E information is out there for this year. Alderman Drummer noted the fast time the system was not clear though we blew the sirens all the time. Alderman Moran agreed with Mr. Jennings'point about dochanging in the middle of the season. He suggested doing it next season and revisiting it. Alderman Feldman said despite the fact that there seemed to be a lot of problems with the sirens, he suspected there would be dramatically greater problems without it. He asked Mr. Jennings to provide a memo on what he considered the outcome might be. Alderman Drummer did not feet the sirens were sacred things. He said we should try to eliminate them in the future. Alderman Moran asked that the memo address using the sirens at 7:00 and 7:00. Mr. Jennings asked how to address the snow route parking ban sirens as well. Alderman Drummer felt if you live on a snow route you know the rules, and termed the siren a redundancy to keep reinforcing It. There being no further business, the Committee adjourned at 7:15 p.m. Respectfully submitte Darlene E. Nil es Executive Assistant DRAFT — NOT APPROVED u DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of February 26, 2001 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: Maureen Barry, Pat Casey, Paul D'Agostino, Bob Dorneker, zeltee Edwards, Rich Figurelli, Doug Gaynor, Susan Guderley Herb Hill Chief Hunter, David Jennings, Anil Khatkhate Stephanie Levine, Dennis Marino deal Ney, Darlene Nilges, Cathy Radek, Max Rubin, Susan Sabir, Lloyd Shepard, Bili Stafford, Dave Stoneback, Chad Walton, Chief Wilkinson, Barbara Zdanowicz Others Present: Bob Seidenberg, David DIPaoto, Bob Magma, Angelo DiPaolo, Paul Marview, (?), Luise Garca, David Barnett Bob Gwiasda, Terry Barnett, Laina Zarek, Ted Lo a, Dan Gailapher, Roger Schiller John Velon, Carl Christensen, John Mazza, Tom Chupata, Albert Lewis, Larry Keefe, Matt LaKoma Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran, Committee Chair, called the meeting to order at 7:20 p.m. APPROVAL OF MINUTES As part of the consent agenda, the Committee unanimously approved the A&PW Minutes of the Regular Meeting of February 12, 2001. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following ten items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston PayYroll - Consideration of the City of Evanston Payroll through 2/15/01 in the amount of 51,6d/,/8L.j3. (A2) City of Evanston Bills - Consideration of the City of Evanston Bills through 2/27/01 in the amount of 51,8iU,/.iU.18. (A3.1) Approval of Suburban Purchasing Cooperative Low Bid -- Consideration of the low bid of Anderson brothers i-ord for three police package Lull ford Lrown Victoria sedans plus delivery and three-year, 75,000 mile warranty in the amount of S68,007. CA3.2) Approval of State of Illinois Low Bid - Consideration of the low bid of Landmark Automotive Group for two four-wheet anve LUQ1 Dodge Durangos, one for Fire, one for Facill- ties Management, at a cost of $59,304 including delivery and 7-yeare, 75,000 mile warranty. (A3.4) Low Bid for Traffic Sfenal installation - Consideration of the lowest responsive and responsible bid of Hawk Lnterpnses Inc. for a traffic signal installation at Dodge and Mulford at a cost of $124,497.50. (A3.5) Two -Year Amounts of Water Treatment Chemicals - Consideration of the lowest responsive and responsible bids for estimated amounts of these chemicals for Water & Sewer from 11 GAC Chemical for Liquid Alum ((564 710) and Liquid Catonic Polymer ($212 760); (2) JCI Jones for Liquid Chlorine ($34,590); and (3) Lf?I, Ltd. for Hydrofluositicic Acid($42,Di30). {A3.b) Proposal for Interim -third Party Claims Administration - Consideration of the proposal of cCrawwffora tx Associates to provide the aoove at an estimated cost of $28,800 ($4,800/mo. for approximately 6 months). (A5) Resolution 15-R-01 .Special Event: Ricky Bvrdsong Memorial Race/Street Closure - CConsideration of this Resolution approvinq� ctosure of 3nendan t(o, for the second annuat Kicky Byrdsong Memorial 5K race on June 23, N. (0) It was noted this item is on the Council agenda only, with recommendation to remove. tA8) Ordinance 23-0.01 - Special Assessment #1446 -- Consideration of this Ordinance, for introduction, to approve !�peciai Assessment 7144o for alley paving north of Grant St., east of Prospect. (A9) Ordinance 26-0.01 - Loading Zone on Lee St. at Washington School - Consideration of this Ordinance, for introduction, to place a loading zone on Lee St. at Washington School during school hours. • (A10) Ordinance 29.0.01 - increasing Home Rule Sales Tax - Consideration of this Ordinance, for introduction, amending the Lity Lode to increase Home Rules sales tax by one -quarter of one percent (1 /4%) to one percent (1 %) of gross receipts. Alderman Drummer moved to recommend approval of the above items on the Consent Agenda; Alderman Rainey seconded the motion which was unanimously approved. ITEMS FOR CONSIDERATION (A3.3) Approval of Low Bid for Stump Removal for Parks/Forestry Ft Recreation - Alderman Moran was surprised by the range of bids, from 5LJ,UUU to 5L/ti,UW. Mr. U'Agostino explained the high bidder was confused about scope of work. To another question he said he was comfortable with this bid of Nets Johnson Tree Experts Inc., for $23 172.85. Alderman Aalney brought up the controversy about the Council overreacting or getting very involved in certain contracts, and the supposed damper that is placed on future bidding. She pointed out that in this case nothing could be more controversial than tree trimming, stump removal and planting yet we got seven bids which she thought very healthy. Alderman Feldman asked how soon after removal could planting occur and was told Forestry tried to move the new tree to the side of the original tree site as close to it as possible. In most cases they grind 18 inches deep. Mr. D'Agostino confirmed this wilt kilt the possibility of new growth. Aldermen rummer and Feldman moved and seconded recommending this low bid; motion passed unanimously. SA3.7)) ADoroval of Proposal for Conceotual Streetscape Development Design for the Chicano Ave. treetscape ProtLect - Alderman Moran asked how this plan is to be phased, given the amount of construction on c nicago now and as time goes on. He understood it was concept development, but to some degree we do not know the whole Chicago Ave. story yet; are we ready to go to this phase? Mr. Jennings thought so. Asked how we will phase the construction, he said he was not sure at this time: the process wiitl let us find out what we want to do. We'll look at utility work that has to be done and other things, but now we are trying to see what the street is to look like in the future. We are suggesting that if they successfully complete Stage 1, this firm be awarded the work for Stage 2. Alderman Feldman asked if there was a tentative budget and was told no, this is not a construction project; part of the Process is to find out what the project is going to cost. Construction is two years down the road. The alderman noted a question people ask is how a given area is to look - and for how much? Is there an ideal we are looking for? Mr. Jennings explained that this is part of the process. There is a ranga of improvements that can be made in a job like this. The most recent experience was with the Howard St. project: we developed the costs too • late - they should have been developed in Phase 1 and were not. He said we are going to avoid that in the Chicago Ave. instance. He said you make choices along the way, involving the citizens, the businesses, etc. We wilt talk through the options and range of improvements you can make. Alderman Feldman asked if somewhere along the line we will put a cap on what we can afford and balance it with what we need. Mr. Jennings said out of Phase 1 we'll get a range of pro1jects we can build. The Council will decide. He said right now the funding is in the CIP; other pfiases willi be in later years. It may have to be phased due to financial considerations, but we don't know that yet. Alderman Rainey thought this kind of project works perfectly with phasing; the Planning Dept. learned from the nightmare of the Howard St. project which Chicago was in charge of, that we should have put some prices in at the beginning. We know that the longer a project drags out the more people change their mind. She advocated moving quickly. To Alderman Drummer, Mr. Jennings estimated construction would begin in 2003 at the earliest. It was noted that when you get the numbers for Phase 1 you will have to project them out to 2003 dollars; this has been a problem in the past. On voting to approve the proposal of Smith Group JJR for these services at a cost of 579,840, motion passed unanimously. 8((A3.8 Contract for Phase V! Contract B, Relief Sewer Project - Alderman Drummer moved to recommend IPaolo for this contract; Amerman Kainey secondea. Discussion- Mr. Hill clarified the information distributed on Friday did not have a complete recommendation about the award of the contract. The recommendation of staff is to award to the lowest bidder, DiPaolo. What was not resolved on Friday was Information about who and what would be the workers and equipment on the project. We just received a letter from DlPaoto answering staff's questions about its qualifications. The second paragraph makes a definite commitment as to project manager, who has been a manager on other projects in the City, and whom DlPaolo guarantees will be in their employ. With respect to the equipment biPaolo sent assurances that within 10 days of bid award they will provide us with who the operator wit[ be for the 78" and 48" diameter tunneling equipment. Within 30 days they will provide a purchase commitment to a manufacturer for a TBM for 78" tunnel boring equipment. This letter was reviewed by Harza the Water Ft Sewer and Legal Departments. Based on the information in the letter they recommended biPaoto, as demonstrably being in the public interest. Mr. Hill reported that the difference between the first and second low bid was over $500,000, At this point Alderman Drummer left to attend the P&D meeting. Alderman Moran called on those who wished to comment. Mr. Bob Gwiasda of Glenbrook Excavating wished to make two points: this project called for the general contractor to have 5 ears' experience in similar . work, with sewers to be installed 50 - 70 feet below the roads. it bothered him that his firm does a tot of work in Evanston and that language excluded him from bidding, as well as a lot of other firms. He was concerned about potential risks, given the depth and magnitude of the project, without proper ex rience: potential fatality future settlement of pavement, etc. a said if the contract is awarded with that same language, 100 others could have bid the project as well. He noted the specs did not call for hiring the skilled workers necessary and buying the necessary equipment; he could have done that. His other point concerned use of 15% minority participation. It was his understanding that the low bidder had that 15% • waived. Three years ago he was low bidder on a project and complied with this requirement. One subcontractor was a small business enterprise, not minority and it was asked that this person be substituted. Staff recommended Glenbrook, but the second bidder protested and the project got thrown out and rebid. He said here we are looking at awarding to someone who is not going to comply with minority requirements. He did not understand it. Alderman Feldman asked whether anyone without relevant experience could buy or rent the machine and hire someone with the expertise. Did that constitute satisfaction of the bid requirements? Mr. Hill said the bid requirement was to guarantee a level of expertise on the project. The bid requirement did not have language requiring a company to keep in employ the people who may have done the project in past years. The city as creator of the specs is arbiter of what the language means. As a Home Rule government the City has the control and power to determine what its language means. What the City was striving to attain was the expertise of individuals who could perform this work. The project involves three key personnel: project manager, individual who will operate the machine and supervisor. Mr. Hill was informed that the other individuals who will work on the project are not in this highly skilled position. DiPaot0 clearly establishes who these experts will be. The City's goals for quality are met by the letter supplied today. He said Mr. Magna has been project manager on earlier phases of the sewer project: With the assurance of his management and the tunnel boring machine we feet the criteria as set forth in the specifications has been met. Also of importance, he said the public interest almost demands the tow bidder, at over 5500,000 lower, be acknowledged with its expertise to do this project. Alderman Feldman asked for comments on the waiver of minority particippation. Mr. Hill explained the bid specifications provided for a waiver process and the law requires it. 02oto submitted a waiver request. Mr. Shepard reviewed all materials and we received a routine checkoff that DiPaolo satisfied the MBE/EBE requirements through the waiver process. Alderman Moran called on Luise Garca of Luise Trucking. She said she had done a lot of work In Evanston and waiving the minority participation requirement would put people like her out of business. Alderman Rainey asked how minority participation gets waived. Mr. Hill explained the process requires newspaper publication and contacting a minimum of 15 M/W/EBE firms and getting responses from them. In this case Mr. Shepard received copies of 18 M/W/EBE candidates and based on the information received the requirements were met as to the waiver provisions in the specifications. Federal case law requires this. Alderman Feldman clarified that the inclusion of the waiver is not to stop the project if bidders can't meet the requirement after a very good try. Mr. Hill said in this situation the bidder did solicit the marketplace. i Mr. Shepard said the bidder indicated they could self -perform the work at a substantially lower price than If they subcontracted. Alderman Rainey asked if they have satisfied the requirement in the past. Mr. Shepard did not have any previous history on this. Mr. Figuretli believed DiPaolo tried to meet the goal. He recalled that on other contracts, if DiPaoto did not meet it, he came very close to it. He said one of the problems Is the low interest IEPA loan: we exceed their requirements, and we can only recommend that a contractor attempt to meet our goats. Alderman Feldman clarified that the difference between IEPA and City requirements make that difference unenforceable. Mr. DiPaolo said they also were disappointed in not being able to achieve this and believed this was the first time he has sought a waiver. He introduced Mr. Magna and said overall he believed they had done a good job, saved the taxpayers money and were confident they could do the project. Larry Keefe President of U Keefe Company, said he had requested today the DiPaot0 bid documents from Mr. Hill. F% felt there were two major irreggularities in the documents that could cause them to be declared non -responsive. One had to do with the standard statement of experience. He said he was familiar with Mr. Magna who had worked for him on various projects. He felt it was not just one person who makes an experienced contractor. Keefe has others in its employ who could complete the pro ect, unlike DiPaolo who says they will hire people if they get the contract. As to DiPaolo purchasing a TBY, he noted a difference in boring machines, and felt one of the two DiPaoto cited was underpowered. He addressed the bid documents specifying requirement to subcontract 15% to M/W/EBEs. Keefe achieved $1.5 million in minorityy pparticipation: The response from DiPaolo indicated insufficient number of firms responded, and the M/W/EBE participation was impractical. They asked for a waiver of 12.87% of the 15%. He felt if the City could waive that percentage, there was no sense for having the program any more. He read a segment of the documents requiring a narrative of the bidder's efforts to acquire participation. He quoted if the bidder did not receive the responses, the bidder must provide a notarized affidavit; he did not see it. He quoted the requirement of the names and methods of contact of MIW/EBEs who submitted proposals but were not found acceptable. He had not seen this material. He asked, if material on the 15 qualified minority businesses contacted existed, that it be provided; if it doesn't, he asked that DiPaoto be termed nonresponsive. He read a postscript to his letter: that the engineer raised questions about the low bidder's bid documents and he understood the Water Dept. recommended to award the contract to Keefe -Shea. He recommended the Committee do so, or re -bid the project. Mr. Mat LaKoma, attorney for Mr. Keefe, reiterated many of Mr. Keefe's points, and said it's important to realize that failure to comply with the waiver requirements makes the bid nonresponsive. He noted the policy of the City is to make that 15%. He understood not just Keefe -Shea but the other bidder made it as welt. To award to the low bidder with 2% compliance would promote non-compliance of the M/W/EBE policy, he said. To Alderman Feldman's question, Mr. LaKoma said there are requirements that must be complied with in order to have a waiver; he said there was a failure in the execution of it. Alderman Rainey said when she "tarsi received information, on ;:.his -.ern s.'+e had marry questions, especially because of the $600,000 c difference between bids, espeally when it has to do with the cne item that burdens the people in the . ©rnnx city the most. She now t,, cr-ner questions: she asieed Harza if they had changed their mind, since s ie had no documents sa-)zng tn.is. mr. Schiller said trey had no:: there were bid irregularities regarding experience and minority particraa,.cr,. Sr.e was told tre laY'er rs one that is evaluated by the City; with respect to experience, we basically s.ard there are sorre irre,.Aa^tj�es; v.1iether sufficient enough to deem nis nonresponsive is a leSsi cat_ 5y a-te City of Evanston. Aide—nan Rainey asked if Harza, given information gnat caused staff to ma#.e anc;tNer -ecornrnendation, suppc sec the current recommendation and was amswered that they could support i:_ Alderman Feldman called attention to the actual requirements necessary to achieve a waiver. Mr. 4.eefe and his attorney had indicated not all the requirements were me L He asked for staff comrre-im W. Stafford said when a re-cuest for a waiver is filed the City can request from them suppcui for that �--aiver. They pro-.-ided -Iee narrative and certification of newspaper ramification, due diligence of t5 contacted, they have cent- ied receipts of the letters they sent. we teefieve they have complied. Regar_ing Keefe-Shea's request, Mr. Hill said Legal had received an oral request for this this afternoon; we told them the documents woutd be available. He made arrangements for a Harza person to meat with then' and invited Mr. Keefe to review the documents. Alderman Rainey did not Irish to discuss personnel issue's here. but said Mr. Keefe raised some questions at=ut the validity of the qualifioaticris as stated by DiPaola. Her inclination was to support the DiPaoto �ypmt tonight obased on M tFtaff says they are qualified. She asked if staff or Harza had heard g g gusretli said staff has reviewed all the information• they are confident t= Mr. Magna can accomplish ".:he project. He said we have gotten all information from the contractor ar-_ satisfied with what was pro,.-ided and stand ready to start the contract. Mr. Gwiasda said this is a S16 riiiltion project with marrf mitlons &I subcontractor opportunities, and ample opportunities to provide miinority contracts. When the City requires the 15% he said bidders feel we have to achieve the goal if ble. He asked how two of twe &..ree bidders could achie.T it. if one can have It waived can the other adders lower their prices by wab-irg the sgaal? He said if the City is going to take the lowest bid, then it s,"iauld be rebid and so stated. he noted his firm could hire +ur_ Ma a and buy the equipment as well. The larnguage in the specs did not avow t: gat. He noted a prior bnd of -his was thrown out because a minority conntractor was listed incedrecrUv on a form. He wished for Borne consistency. Alderman Rainey wanted to do t" oe DiPaoto contract, which was 5600,000 less, explaining that people were h►a ing. On the other hand, she felt the Committee was dealt a bad hand by staff due to a collection of cir-runistances. She did nai feet comfortable. Alderman Feldman noted every reassurance we asked for we gcrt from staff. He wished to establis.'i the validity of the charge of the City not caring about its minority requirements. He asked how a`ten in the course of all contracts has the City allowed for waivers of the • requirement. Mr. Shepard said iri the tS months he has been here we have not had one waiver granted. The Fi di°rat requirements require Cat you have the waiver option in the specs -there's nothing we can do about it. Based on the docurrents this company submitted, we had to grant the waiver becau a the mmterial met the requirements in the specs. Alderman Painey noted the good work the M/`iJEBE Carnmittee had done, but said k.-*wirq about this waiver, wha: is tt►ere other than a moral duty, give,i that we can waive, why would anyone wart to make the effort otter than their conscience- knowing they :ouid prse3ent a bid for less by riot achi-vira a minority regL&emer-t. Mr. Shepard acknowledged it was i very ditficutt question; it depen;is on what is motivating a certain company at a certain time. Alderman Rainey a!+ted if it was cheappeer fora conpar y not to satisfy the minongy requirements. Mr. Shepard said this has tin stated since 1964, before a,-iy min:l my requirements. He did rot know the veracity of the statements, With all due respect to the cern,panies here, his experience is that majority of MBE and female owned, s matt and Evanston businesses -- like all our bids - we are not just running a minority program. it is tonally race and gender neutral and seeking business for E-.ariston companies. The problem as he sees is Is most minorityowned companies are dependent on government contracts, they don't get the private industry work they need to rear i a level of competitiveness. Aiderrrian Feldman said conversely if DiPaoto submitted ail the necessary requirements for a waiver, and vree did not give it to them, coutd thei have had their attorney ask for a disqualification of whoever was &dozen. Mr. Hill said yes. Aldermani>n said that clearly tr,?re was some awkwardness to this situation; ar►d not an easy thing to deal win. He said we are in the business of encouraging all bidders to participate. Hie noted good points had been raised, but we have to have a substantial reliance on our staff and Harza t .helg us do the best job we can. Be is hearing that the process that was set out here was substantially czrmphed with. He said we have to rrc,,e forward even vtien :t is not an easy thing to do; noted there was a fiat at stake in this. He will not fors,.--t the things said, but .tie is hearing in toto that DiPaolo has been s instantially true to our bid specs. H�e said if people thought we were being wiltynilly on our M/W/EBE amurn tments you would not be in a place with an office dedicated to achieving these goals. He noted we w-e_.required to have this waiver; we .want to have full participaticki. Alderman Feldman reiterated that the -waiver was not the City's idea: it was a requirement of the federal government. Mr. Figuretli added icwras also required by IEPA. Ain- iGwiasda said DiPaoto was a good contractor and the City got a good bid. He said the problem with the award is the specs say the City s.'sall endeavor to hire someone who complies with 15%. If the opportunity is there, you should comply. He could call 50 minority contractors who don't do this type of work and get . n=onses that they are not interested. If it was rebid, and the City was clear as to what it expected as tz bidder experience and minority participation, you might even get tower bids. Alderman Moran stressed t:sea need to move ahead. On calling for a vote to approve DiPaoto for Phase VI, Contract B for $9,491,580, t`,ee three alderman present voted aye to recommend this to the Council. (A3.9) Agreement with Harza for Engineering Services for Phase VI, Contract 8, Log Range Sewer Proiect - Alderman retaman moved approval; Alderman Rainey seconded. bhe Grew attent on to the statt cover . sheet on this contract that stated the proposed cost muttiptiers of 2 times direct salaries for home office staff and 1.85 times for field staff have not risen since the cnginat 1991 contract. She said the Harza contract shows the scope of services will be compensated on tli basis cf 3 times direct salaries for home office, and 2.85 times for field staffs. Mr. Figurelli explained it is the base salary times 2 times. That makes it 3 times direct salaries. Alderman Rainey questioned that the wording was identical except for the numbers and said we need to figure out how much we are paying. A Harza representative said this is consulting engineers and he noted staff has found Harza's multiplier to be competitive. This was the same rate since 11 years ago. Mr. Crum believed this was a case of miswording: the overhead portion is two times the base, and the total comes out to three times the base: we should be more consistent in the lan uage. A discussion of the common arithmetic involved ensued. Alderman Rainey said we are paying 3 times the salary and the community must be reminded of this v-lnen we deal with these people. Alderman Moran noted it is the bid we must vote on, not the inelegant description by staff. On the vote to recommend approval of this agreement for a not -to -exceed amount of $808,16:, motion passed 2 - 1 with Alderman Rainey voting nay. (A3.10) Approval of Prequalification of Consultants for Services for Parks/Forestry & Recreation -Alderman Feldman asisea it mere was a signiticant dttterence in this pool of candidates; Mr. Gaynor said yes, and that we have considerable experience with some of them. He explained that an RFP was done and the process expanded to include landscape architects, architects and engineers to have a larger poot' and variety. Alderman Feldman noted last time some in the pool had been termed disappointing; he asked if any were outstanding and was told no. Ms. Levine noted one consultant had performed satisfactorily. Alderman Feldman asked if things were being done differently now that would give a better success. Mr. Gaynor said that we have over two years' experience, and have much more data to assess, as well as a different pool of individuals. He used the number of change orders that have to come back to the Council due to omissions as an indicator of good performance. He said with Ms. Levine on staff we have much closer Involvement and are much better prepared to evaluate. But he acknowledged a number of consultants we had on board last time created many delays and increased costs. Alderman Feldman moved to recommend Mproval; Alderman Rainey seconded On voting to recommend the consultants (Bauer Latoza Studio (WBE); ott Dudnik Ft Assoc. (EBE); Legat Architects; Teng Assoc., Inc,; Site Design Group (MBE); Wolff Clements ft Assoc., LTD; Homer Chastain & Assoc; and Soodan Fr Assoc. (MBE)) for these services for a two year period, motion passed unanimously (3-0). (A4.1) Approval of Change Order #7 for W. E. O'Neil Construction for Church St. Plaza (Maple Ave. Garage) - Mr. Rubin reported that Alderman Urummer had a question as to the venerators that were paid tor. He explained they were rented generators because Com Ed could not provide the whole building with power so these temporary generators provided power for construction. Aldermen Rainey and Feldman moved and seconded a motion to recommend approval of this Change Order for $95,121, increasing the contract amount from $20,891.041 to 520,986,162. Motion was unanimous. (A4.2) Approval of Change Order l:4 for Moves Arts Center Boiler Project - Alderman Feldman moved to recommend approval; Alderman Harney seconded. she asked at)out tree cost for the boiter being $222,578. Mr. Rubin explained the whole heating system in the boiler room was replaced, that the building is about 100,000 sq. ft. of space and that there are three boilers there. One can take care of the heat in a light season, etc. Also included in the price was the asbestos. Upon voting. motion was unanimously approved to recommend this change order, increasing the contract from 5222,578 to $226,179. (A6) Ordinance 1-0.01 _- Authorization to Borrow Additional Funds from IEPA - Atderman Feldman moved to recommend approval; Alderman xainey secondea. Discussion: Alderman Rainey asked how much staff was projecting the cost to be over the initial estimate. Mr. Figurelti said the money we asked for from IEPA must cover all of Phase we're asking for. The figures are based on engineers' numbers and when the bids come in are adjusted. In each case a cushion must be built in so the Ordinance does not have to be changed. Alderman Rainey asked again: what did we think it was originally, and what is it now? What is the inflation? Mr. Figurelli said it was not inflation; it's when the engineer looked at the project a year ago and we talked to the finance director about the sewer fund able to meet those needs, and also the cost of paying back the debt. He said this ordinance Is just an authorization, a ceiling, and usually above what we need. Alderman Rainey asked for figures; what was the point of the increase: did we underestimate or not have all the information earlier? 'flit( staff come back saying more is needed? Mr. Stoneback said the 1998 estimate was around $23,000,000. We bid on the Phase Vi Contract A and it came in way over, The engineers used that known cost and information from the other Phases with the estimated total of 539,370,000. Alderman Rainey asked if, even with the additional costs, the debt service will be able to be covered by the sewer rates. Mr. Stoneback said yes; the finance director had a figure similar to this in mind when that Ordinance was created. Alderman Raine requested.a status report on what had been done; what is left to do and where; and associated costs for the remaining projects. Alderman Feldman also wanted information about the cost for the taxpayer each year. Mr. Jennings noted tables already are developed with this information. Mr. Figurelli addedthat there are memoranda with this information as well. Mr. Jennings said if the Committee supported this, it needed to be introduced and passed this . evening at Council to meet the tight timeframe of the IEPA. Alderman Rainey asked about trees that would need to be chopped down. Mr. Figurelli said one 10" diameter Maple would be removed, three 4" diameter trees would be planted. The Committee voted unanimously to recommend approval or Ordinance 1-0.01. (A17) (Agenda Addendum) Approval of Collective Bargaining Agreement between the City of Evanston and Fraternal Order of Police -- Alderman Feldman moved to recommend approval; Alderman Rainey seconded the motion for the agreement effective 3/1/02 through 2/28/02. Motion passed unanimously. ITEMS FOR DISCUSSION (APW1) CATH Rec)ort on Fire Station_i/3 - Alderman Rainey moved acceptance of the staff recommendation to enhance the concrete paa. Mr. rcuoin noted Albert Thewis, John Mazza and Tom Chupala from CATH were present. He reported they had done wonderful work anatyzing the facility and needs of the apparatus to get into the building The bottom line is the recommendation to raze the building to the foundation, save the basement and build a new larger station on the footprint, saving some money on the foundation work. Alderman Moran asked about the settlement problem and stability of the site. He referred to the report section "Basis of the Recommendation": the settlement at the northwest corner was cause for concern and if there was any effect on the existing foundation. It said that point cannot be fully realized until soil borings are taken to establish what is occurring below grade. Asked if we have done them Mr. Rubin said we are in the process of evaluating companies to do it. Alderman Moran asked if staff was looking for Committee recommendations. Mr. Rubin said yes, asking if the Committee was in favor of goins� forward with Opption 1, 2 or 3. Staff was ready to proceed. Alderman Moran noted an eloquent case had been made for k3, but asked how can one know if it is the right option until we know the foundation is solid through borings. Mr. Thewis noted concern is only for the northwest corner. 100 percent of the building is stable on pilings. One corner had some cracking, perhaps from trucks hitting it. Alderman Moran referred to the next page referring to Option 3, demolition of the existing building to the foundation and reworking the piles and addressing the soil migration. A proposed solution is auger piles along the existing sheet piling. He noted the report was full of questions and pictures as to the northwest part which appears unstable. The Committee had heard concerns about the Canal next to the site; had even talked about moving the building, which could not be done. He wondered what would be found through the borings; will staff tell us this can be done, or will it be called into question. He also noted there was tittle room on that site; he assumes new pilings will need some "grab" to drive down, and asked how that would be done given the conditions. Mr. Rubin said any of the options chosen would still have soil borings done. He notthe Hilton Gardens is on pilings. Mr. Thewis explained auger piles go 75' down, making a concrete column with rebar in them. He said we would make a curtain along that outside edge to stop migration. Given all the above, Alderman Moran asked if a construction project would turn out to be unsuccessful. Mr. Rubin said we would not do that. Mr. Thewis noted that the borings in the northwest corner are only a precautionary measure. Mr. Chipata said the difference between auger piles and regular ones is the amount of vibration, which can have ramifications. Alderman Feldman noted the tests are necessary; anything that came up that was shocking we would know about tong before we spent money. Mr. Rubin said we do not even have an architect for the building; we just need to keep moving forward. By the time we know the Soil condition we probably still will not have the architect on board. Alderman Moran was told the Committee will get • a report on all aspects of this analysis. Alderman Rainey moved to direct staff to move forward In this direction. Alderman Feldman clarified that Option 3 was being recommended. He then seconded the motion, which was unanimously approved. Alderman Feldman recommended the fine way the levy Center Committee had set design parameters, etc.; felt it was appropriate for those using the fire station to do the same. Mr. Rubin said they have been involved since day one. APW2) Allowing Liquor Service in Establishments Outside of Core Areas - Alderman Moran referred to Mr. Lasey's memo which fooKeo at the question of allowing liquor sates outside the downtown area specifically at areas of Chicago Ave. and Central St. Alderman Drummer felt we should discuss this, but t1,at it would take quite a bit of time. With the late hour, he asked that the item be carried over. Communications update on vouce Officer Hiring - Alderman Rainey noted we are down one officer and admonished that we need to keep on our toes. Mr. Rubin reported interviews are going on tonight. Violation Notice to AT&T Broadband - Mr. Rubin called attention to this notice. He reported that all the Media Une communities are getting together, with another letter soon to go out. Alderman Moran thanked Mr. Rubin for keeping us on course. There being no further business, the Committee adjourned at 9:17 p.m. Respectfully submitted, Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED 0 DRAFT - NOT APPROVED MINUTES ADMINISTRATION Fr PUBLIC WORKS COMMITTEE Meeting of March 12, 2001 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: Pat Casey Roger Crum, Paul D'Agostino, Ra eev Dahal, Bob Dorneker, Zeltee Edwards, boug Gaynor, Aleck Granchalek, avid Jennings Richard Leipsiger Wayne Moran, Neal Ney, Darlene Nil es, Cathy Radek Max Ruin, Susan Sabir Bill Stafford, Donna Stuckert, Chad WIton, Chief Wi(kInson, Judith Witt, Barbara Zdanowicz Others Present: Bob Seidenberg Presiding: Alderman Edmund 8. Moran, Jr. SUMMARY OF ACTION Alderman Moran, Committee Chair, called the meeting to order at 7:20 p.m. APPROVAL OF MINUTES As part of the consent agenda, the Committee unanimously approved the AEPW Minutes of the Regular Meeting of February 26, loot. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following ten items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 3/1 /01 in the amount ut 51,651,Q4.8 . • (A2} City of Evanston Bills - Consideration of the City of Evanston Bills through 3/13/01 (FYDO-01) n the amount of 5zj i74.02 and through 3114/ 1 (FY 01.02) in the amount of $119,121.79. M.5) Approval of Lowest Responsive and Responsible Bid for Brush Chipper -- Consideration of the bid of Vermeer -Illinois for a portable brush chipper for Parks/Forestry & Recreation at a cost of $31,456 including warranty. (A3.6) Approval of Lowest Responsive and Responsible Bid for Caruo Van - Consideration of the bid of Hoskins Chevrolet for a cargo van for the Police Dept./Animal Control Division at a cost of $23,050 including warranty. 7) ADDroval of State of IL Low Bid for Two Trucks - Consideration of the State of IL Low bid of BBoob Riamgs, Inc. for two trucks (Dodge Dakota 4x4 pickup for Streets tC Sanitation Dodge Ram 1- ton dump truck with plow and spreader for Parking Systems) at a cost of $64,065 including warranty on pickup. (A4.1) Aporaval of Chance Order for Phase VII Contract H. Relief Sewer Project - Consideration of this change order #1 with Civil Contractor tt Lngineers, incorporating current federal wage rates in contract, with no change in contract price or time. {A6) Resolution 17-R-01 - Lease for Lew Center - It was noted an Agenda Correction removed this item from tonight's agenda. (AB) Ordinance 22-0-01 - Special Assessment #1445 - Consideration of this Ordinance, for introduction, approving Special Assessment #1445 for alley paving north of Noyes, east of Orrington. (A9) Ordinance 28-0.01 - LoadinQ Zone at 2008 Dodge and 1416 Dewey - Consideration of this Ordinance, for introduction, to place a loading zone at 1008 Dodge and 1416 Dewey, deleting 2211 Emerson. (Al I) Ordinance 33-0-01 - Amending City Code Regarding Liability of Vehicle Lessors - Consideration of this uramance, for introauction, amending Sec. 11.13(A) of the City Code regarding (lability of • vehicle lessors registered with the Secretary of State for parking violations. Alderman Drummer moved to recommend approval of the above items on the Consent Agenda; Alderman Rainey seconded the motion which was unanimously approved. ITEMS FOR CONSIDERATION fA3ry .1) Approval of Lowest Responsive and Responsible Bid for Green Bay Road Landscape Maintenance for • arksrrorestis Kecreation -Alderman reldman moved approval' Alderman Drummer Seconded. utscussion: Aldermen I-eldman asked how satisfied the City was over tie cast year as to maintenance of this area. He said the way it looked was disappointing. Mr. Gaynor said the area is difficult to maintain; objectively, with prairie grasses planted there, it doesn't look maintained at all. It's a natural area, not like a manicured lawn, He noted, however, that litter was another issue. Mr. D'Agostino explained that we had no bidders last year, so we maintained the area with City crews, and didn't do too good a job. With rewritten specs we got a couple of good bidders and expect it to be better this year. Alderman Feldman asked if civic landscapers were satisfied with the natural look; specWated this might be a bad choice for this location; said this area looks unattended, although if that was the look we want and the best for that facility he could okay it. Mr. DIAgostino said the majority of the area is left to its own devices, with a cut down In the spring. Alderman Feldman said It looks like it wasn't designed; it's what happens when you built an incline and no one does anything to it. Mr. D'Agostino said that was exactly how it was planned. Alderman Feldman noted people suggested that the area have some flowers planted. Alderman Moran said the reason it looked unattended is that it was unattended: nobody has done anything out there for perhaps a couple of years. He noted there should be a burn and a cutback. For two years he noticed ivy growing across Green Bay Rd. He saw hot dog wrappers there and surmised that if one person had walked the three -block area it would take about an hour to pick up wrappers and newspapers. 1t's gone unattended and looks shabby, but not because of the design. Tonight s contract will finally obtain some maintenance of the area. He said you could take any part of the City and if nothing were done In two years it would took lousy. When April and May come you'll see beautiful wildflowers. Alderman Feldman was willing to see what it would look like if attended, and noted we will discuss it next year. Upon voting to approve the bid of Moore Landscapes, for a two-year contract at a cost of 5138,040, motion passed 4.0. [A3.2) Approval of Lowest Responsive and Responsible Bid for Rieht•of-Way Landscape Maintenance for Parksr Forestry tt Recreation - Alderman Harney asked if Andy Pollina Inc was the same landscaping firm that had this contract last year and was told yes. She warned that this firm maintains the embankment at Callan, Oakton and South Blvd. and that it went to that embankment and ripped out everything, thinking It was all weeds. This is also the company, she said, that is at the Mulford cul-de-sac and where the parkway grass grew to four feet high. She asked that the bid be rejected, saying these people were 'dangerous to living things in our community." They did a terrible job at the South Blvd. El station, and at the Callan /Oakton/South Blvd, embankment which suddenly was made barren. They have shown themselves inept and incompetent. Regarding the Mulford parkway, the reason they didn't do it is that • they didn't know it was part of their contract - then they went in and ravaged the parkway so that it burnt in the August heat. She said that in this case we should try again. it was noted Pollina was the only bidder. Alderman Moran said he voiced a question in several minds: there were 15 potential bidders and only one bid. Mr. D'Agostino said three or four companies said the bonding requirements were too much, being small companies. Alderman Rainey suggested giving pieces of the project to other firms, noting it is a lot of work for one company. She asked it this could be sorted out and packaged into smaller pieces; Mr. D'Agostino said we could do so. Alderman Rainey �ppled with the Committee to reject this proposal. Alderman Rainey moved to reject the Pollina bid of $59,880; Alderman Feldman seconded; motion passed with no nays. �9.3) Proposal to Provide Software Implementation Consulting Services for Financial and Human Resources oftware ackaqee - Mr. Stafford explained that it approved, staff would come back next month with a recommendation for a financial management system. In the long run we are heading for digital government, the strategic and systematic use of technology to improve our services: one of the things we face is the evolving use of the Internet to provide services to citizens. He said there were four basic phases: the Formative Phase, which we have done, where a homepage is established, information posted, electronic billboards used to notify citizens, and electronic e-mail, next the Distributive, where citizens and suppliers can download forms and transmit information back; iAird, the Transactional, where citizens can apply for permits or pay on-line and have interactive transactions; and last, Transformational Phase where an organization is transformed by linking internet applications to back -office systems like general ledger, purchasing and accounts payable. This is where we clearly want to go, he continued. He outlined nine different ways to pay water bills; when you set up a system you have to be able to offer all these ways to citizens. In the fourth, Transformational Phase, you could look at the history of your account and then pay your water bill. He noted each phase takes more technology and costs more. The contract tonight is for a cost not to exceed $300,000. The actual software will be more; he said the investment will be significant as we move along, but the bottom line is to serve our customers, but noted our internal employees benefit as welt. When we took at these new systems we have to redesign how we react to things. Now citizens call up and ask for service. If you go interactive through a -mail yyou must have enough staff to provide the services. in terms of systems, he said we will be proposing an liX system (Enterprise Resource Planning System) with accounting, budgeting human resources and payroll. Our system now, 17 years old, will not allow us to interact with citizens; ?fie new systems do have that capability. We are on an Oracle database so these systems wilt be able to interact with that database as well as our GIS. He reported that we have in place our network computing architecture and Internet access. To get to e- government and e•commerce we have to build this £RP system. You have to build on those systems; one can't just jump to the top level. It will, take one-two years to put it in and train our staff. He quoted a Vision Statement: "A way for government to use the new technologies to provide citizens with more convenient access to government information and services and to provide greater opportunities to participate in our democratic institutions and processes." Under the new approach, we'll have citizens • going through the Internet portals for City services. He said the enterprise resource planning system recommendation waild come to the Council in Aprit/May. He reported we are down to two vendors now and entering duel negotiations. He explained we went for a request for qualifications to be able to negotiate down to the wire with these two vendors and gives the City the best value. Alderman Rainey asked where we stand in relation to other cities. Mr. Stafford said in terms of the Internet and the base structure he felt we were ahead of other cities. He said 4 - 5 ma'or cities already have these systems in, but in the Chicago area we are ahead. Mr. Casey said we are a�ead in a lot of areas, a little behind in Finance, but in GIS, Administrative Adjudication and permit tracking we are probably ahead. Alderman Feldman recalled the surge of energy sometime ago of internet companies like Govworks who claimed they would bring these services to the City. Mr. Stafford said a lot are still there; it's a matter of what you want to do: even if you bring them in to provide services, you still have to get the bills out there, must have the software to interact with that. In the end, if you want people to be able to go in and see their accounts etc., you can't give them only half a (oaf. He noted the State Treasurer's office lets you pay a bill online, but it takes four screens and 5-10 minutes. Citizens will not do something that complicated. W. Casey said if you take a transaction and they can pay through these different ways, you would have to have the backend ready to electronically process what they give you. Before we can get to that point we have to have our own backend shop in order and we can't do it with a 20 year old system. Alderman Drummer moved to recommend approval of the proposal of MKM Consortium (WBE) for these services at a cost not to exceed $300,000. Alderman Rainey seconded; motion passed unanimously. (A3.4) Aporoval of Contract to Provide Construction Management Services for Construction of Senior Center Aldermen Drummer and Rainey moved and seconded the motion to recommend approval. Alderman Moran noted he will vole against this. Atderman Rainey reported a very well -attended neighborhood meeting was held with the 8 and 9 Wards and people were extremely supportive of the project and their ability to Interact with the project people. Alderman Feldman agreed it was a good meeting: people were deeply Involved with atl the issues, Including proggrams and transportation issues, and very supppoortive. On voting on the motion to approve Ross, Barney 8 Jankowski at a cost not to exceed Sf09,129.08, motion was approved with Alderman Moran voting nay. (A5) Speed Humps/Criteria and Prioritization -Aldermen Drummer and Feldman moved and seconded to recommend approval of this item. uiscussion: Alderman Rainey pointed out that this is a major, City-wide S policy decision; she advocated holding to another meeting, and felt the policy was too convoluted for something so loved by the community. Alderman Feldman agreed: he could not recall a City program that has received almost unanimous support. He noted support grew with each week following installation, and for the first time people felt they had a way to control a long-standing problem. He noted the humps are Innocuous: not environmentally objectionable, no need to mow them, etc. He wasn't aware of any controversy, though one alderman was interested in making it harder to happen; wanted to spread the vote around in an area wider than the proposed installation. Alderman Feldman did not agree with that suggestion, and asked if this is so universally accepted, why would we wait: why can't life Committee ad)�ust this now? Alderman Rainey hoped to table the issue, and asked what is there to fix? Mr. Jennings said the Intent was not to make it restrictive but to develop a way to figure out which ones to do next. we have approved $50,000, enough to do one more year's work. We have 14 requests beyond that amount, and have processed 28 different neighborhood requests, with 14 in addition waiting to be surveyed. Alderman Drummer noted that we get criticized for what we don't do. When we stumble on something people like we have to realize that 550,000 isn't enough to do what the citizens want to get done. He noted people feel empowered; they can solve the problem and it works 24 hours a day; he likened the program to the neighborhood pickup program. Mr. Jennings said that 100 humps are now installed. Alderman Drummer said the poticy should be one where if you want it, you go through the postcard surve the money Is available and the City fixes it, as the requests come. Mr. Jennings clarified that this woura be first come, first served. Alderman Drummer felt in some cases a policy Is needed, but referred to a neighborhood shootin incident where the neighbors requested some simple things. In this case the Cityy should say yes, we'll dgo this. But he noted nothing had happened there, and said a sign is just a sign, a cY de -sac just some dirt. In some cases the City should move when it's an issue that should be dealt with. We encourage citizens to involve themselves in neighborhood groups and they have done this. We have a role to play as well. Alderman Rainey said that it's also an issue of community morate, including just havin the meetings, getting to know the neighbors. She noted an even vote held over speed humps in her Ward, and the humps were not put in. She wished the Committee could have been alerted to this problem because it's a budget Issue. She was not aware that the $50,000 is stretched to the limit, and included traffic calming of alt kinds. Alderman Feldman said this is one of the things that should be done without science, when we get Into the proposed criteria people will be asking why we didn't get it, but someone else dIJ, and felt the proposed point system was a recipe for disaster. He said it should be done on a first come, first served basis and we should find money and a way to make it a viable program. He asked the cost per street. Mr. Jennings said it costs approximately $1 000 - Si,500/hump, with an average of two per block, although 40 some requests are for three. In the pipeline we have another 20 approved humps, or $30,000. W. Jennings explained the first year 28 humps were Installed; last year it was 72. We are able to do that with money allocated from prior years which we are running out of. Alderman Feldman asked if an additional $75 000 were found, would it make a big difference this year. What is a practical number of humps we cou[Wput in? Mr. Dahal said installation could proceed into November. Mr. Crum said that $75,000 per year would be a reasonable amount, Mr. Jennings noted that this amount was just for humps; there are other traffic . calming devices that come out of that budget. Alderman Rainey noted ongoing maintenance costs. Mr. Jennings explained the other traffic calming things that are done, including temporary closures, one -ways, etc. Alderman Feldman estimated the need was for $100,000. He asked for a report on a way to finance that amount. Mr. Crum clarified that we have $50,000 this year, so would need another S50,000. We will look at the CIP this year and in future years it could be built in. Alderman Feldman wished to exclude the suggested rating system from discussion of this issue; it should be done for people if they want it. He noted for years we have put in stop signs when people wanted them; this is even better than signs. Mr. Jennings said, regarding the first come, first served policy, that there are certain streets staff has suggested keeping humps off of. Alderman Moran said he was hearing that the Committee feels strongly that more money is needed it's a very popular program and if we can allocate more funds to some degree it will alleviate some of the asl%ects of the propose) procedure, as to setting up recedence. There might be other aspects of the rpolcy that the Committee wilt have to consider. To Alderman Feldman's question Mr. Jennings explained umps are not placed on arterial streets, bus routes, truck routes. He explained that collector streets are in between iocat streets and arterial, like Lake east of Dodge, and McDaniel and run from around 2,000 - 8 000 cars per day. Alderman Feldman noted it is our policy not to have humps on those streets, and the aldermen and community should know that. Alderman Rainey suggested writing up a table of such streets and a map, Mr. Jennin noted streets adjacent to hospitals and fire station emergency response routes are also exempted. Alderman Feldman said that is something people wilt have to understand. Alderman Rainey said that the street issue is fine. Mr. Jennings asked if the postcard process was satisfactory- the Committee said yes. Alderman Feldman noted the people on the street should determine whether to have humps; the vote belongs on the block. Mr. Jennings explained one of the functions is to reduce cut -through traffic. Material en this will be assembled and tfie item will be held in Committee. (A7) Resolution 13-R-01 - License Agreement with Union Pacific for Tunnel at Church St. Metra Station - Alderman Rainey moved to recommend approval; Alderman Feldman seconded. Alderman Rainey asked if we are paying for this. Mr. Rubin said yes, explaining we would pay for the cleaning, the painting and the canopy and that the Council had authorized the budget. To another question he said the railroad would not be overseeing the work. We are just going to steamctean the paint there and paint over. Alderman Rainey asked about the responsible party as to liability. Mr. Rubin explained the City is not responsible; Legal reviewed the document to make sure. Alderman Rainey referred to paragraph 6 concerning not being responsible for acts of omission, but asked about people who may have accidents in the tunnel. She was answered that the tunnel still belongs to the railroad: this Resolution only pertains to a beautification license. We are responsible only regarding the tunnet beautification. Alderman Moran agreed with this interpretation. Alderman Rainey asked how we might prevent this project from becoming more costly. Mr. Rubin said this is all we agreed to, along with the signage; with this we are done. Alderman Feldman recalled the earlier agreement that was passed. Mr. Rubin added that the agreement stipulated a certain amount of money, and we are within that amount. Upon voting, motion passed unanimously. (A10) SDeciat Event: McGaw YMCA Family Fun/Run/Walk April 7. 2001 - Aldermen Rainey and Feldman moved and seconded to recommend approval. Alderman Rainey objected that the Y is not paying a fee, noting they are charging people $15 to participate. She asked why this should be exempt, per their request, and asked what is the cost of City services, noting during budget discussions people were concerned about Police and Sanitation overtime and this is one of the ways those costs increase. She noted the distinction between this event and a cancer walk, where people raise money per mile walked. The Y is charging for this, Mr. Gaynor thought the cost was about $200, for crossing two major roads and was probably insignificant. He noted we will have 4 - 5 other annual requests going to Human Services and possibly three or four later in the summer. We get a request to waive the fees for most of them. There will be one more request from the Y as well. Alderman Feldman asked if we traditionally have waived the fee and Alderman Moran recalled we did. Alderman Rainey saw a clear distinction between something like this and a cancer walk. She thought people should remember when we complain about overtime where it comes from. She asked that staff include in their reports what it costs taxpayers. She suggested the Y should publicize that the City and taxpayers are giving this service for free, since it's being said in the community that the City rejected the Y's offer to build a free Levy Center, which was untrue. On voting to recommend approving this event, motion passed, Alderman Ramey voting nay. (Al2) Ordinance 30-0-01 - Declaring Citv Property as Surplus - Alderman Rainey asked about the large terra cotta planters: were they our temporary traffic circles. Ms. Radek confirmed they were. Alderman Rainey heard that many wanted to buy them. Ms. Radek said they were welcome to come to the Village of Fox Lake auction on April 7 when they wilt be offered for sale. it was moved and seconded to recommend declaring various items as surplus so that the vehicles and other equipment could be offered at auction. Motion was unanimously passed. (A13) Consideration of Approval of Prop used 2001-02 Noves Arts Center Tenant Leases - Alderman Moran recalled that in the past these leases had sometimes generated some controversy. He asked if everyone involved had reviewed these. Mr. Gaynor said all 29 leases have been signed and are in the office. Ail tenants were told about the change from Human Services to AixPW; we have heard no controversy, and staff spent considerable time with each tenant. Alderman Feldman asked if the new Arts Director was included. Mr. Gaynor said he was involved in the process, but had only been on board 30 days. Alderman Feldman noted in the past he had received calls about rent increases, but had heard nothing this year. Mr. Gaynor said he personally met with each tenant about their concerns and what they wanted to see in the • future. The 4.5 percent increase was explained as due to higher energy costs, and the tenants understood. Alderman Rainey asked about discussions as to privatizing Noyes and setting it to the tenants. Mr. Gaynor said there had been very little discussion. There was a suggestion to the past year that they would like to have a board and take over management and ownership but they also wanted the City to contribute for capltat improvements. There hasn't been any serious discussion about selling to the tenants. Alderman Rainey, asked for a preliminary study about co -aping the building. Mr. Rubin noted the City will be spending one million dollars finishing it in the next several months. Alderman Rainey said that although everyone liked the building, it was a money pit. Alderman Feldman noted it was not just for the tenants: it is a City building, a community building. Vie established the policy and the way it interfaces with the community for Instance he predicted the amount of community survey required would be gone if the tenants owned the building. Alderman Rainey felt the service required was minimal. Alderman Feldman said even minimal!y he community service has affected the community. He did not mind it being increased, but If the building were sold it would not be a community resource - it would be a commercial building where artists stayed for awhile and then left because they couldn't afford it. If you want to give up on the building and its effect on the community, he said that's one thing. He felt it was a jewel that added a lot to the community, though not as much as he would like. Alderman Rainey's Impression was that it was a cliquish operation and there were other artists in the community who would like the opportunity. Mr. Gaynor reported two objectives in the next year: to review the community service being done and the mission of the building. There had been some thought to it being an artistic incubator. Alderman Feldman said that Piven and Next Theatre were there for such a lop time and were a marvelous contribution, but suggested a system of two tiered revenues: a significant portion of the building set aside for the incubator type and the permanent, established organizations at a greater rental. Somehow we got away from the idea of encouraging new artists. He surmised that there are probably a lot of new artists that would love to get into Noyes for awhile, calling it a cross-fertilization of Ideas and thought, of ways to do business, find -a gallery, etc. He hoped the discussions continued, especially who is to be there and for how long. Mr. Gaynor said that information would come back to the Council and it will be a very public process. Alderman Feldman seconded the motion to recommend approval of the leases and the motion passed. (A14) Ordinance 31-0-01 - Five Year Lease for 2022 Central Street - Alderman Rainey felt it was strange to involve oneself in a live year lease in this way: first saying one. can't take the lease, then two weeks later saying one can. Alderman Moran thought there was some misunderstanding about where this Item was at. Alderman Rainey also objected to the taxes not being paid in monthly increments. She knew the store, and said there's a six month guarantee if she leaves but did no> like waiting one year for the tax payment. We can always make up for the estimated amounts in the 13 month. Mr. Ney said to the best of his knowledge it's the same lease that the prior tenant had. Alderman Rainey recommended we change It and strongly suggested we present it that way to the renter. Alderman Moran thought it was in this form In the past; beyond that, he wished to solicit the Committee's agreement to go forward with it. He did not disagree with the suggestion for the future but when this person moves down the street, there will be another vacancy. He wished for continuity for the occupancy of these buildings noting it would serve all in the area best to move forward with this. Alderman Rainey asked the problem with amending the lease and passing it? She said it's a bad way to do a lease for a tenant. If the tenant doesn't want it they can bring it back to us. Mr. Ney said the tenant had nowhere to go, and we have no income, as of April 1. Alderman Rainey did not think this change could queer the deal, it would not affect the amount. Mr. Ney Inquired if the Committee planned to recommend introduction tonight with the amendment. He was told yes, Alderman Moran noon that ter. Neyy could raise this issue with the prospective tenant. Motion to recommend approval of Ordinance 31-0.01, for introduction, passed unanimously. (A15) Ordinance 32-0.01 - Amendinp, Sec. 3.5.6(Nto Provide a Minimum Souare Footage for Sale of Alcoholic Liquor - Alderman Ramey asked for clarification. Mr. Casey said when the liquor laws were amended tfie Class N license previously restricted stores to being 60,000 sq. ft. or greater. The intent was to bring that down to 12,000 sq. ft. so the other stores could be consistent with the large Howard St. store for the sale of alcoholic liquor in grocery and combination stores. Alderman Rainey surmised that we are not eliminating any license and was told we weren't, that raising it to 12,000 sq. ft. allows other Jewels and Dominicks stores to later apply to sell alcohol as well as beer and wine. They couldreapply for that license. Alderman Rainey asked for a grid showing licenses and what is allowed under each one. Alderman Feldman agreed. Mr. Casey commented that we need to rewrite the Liquor Code, in that it's hard to follow. Alderman Rainey clarified that if Jewels or Dominicks wanted to go to alcohol they have to get another license. Mr. Casey said they would have to reapply for an N License. It was moved and seconded to recommend this Ordinance, for introduction. Motion was unanimously approved. ITEMS FOR DISCUSSION -- None There being no further business, the Cort�mittee adjourned at 8:54 p.m. • Respectfully submitted, Darlene E. Nikes Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of March 26, 2001 Members Present: Aldermen Feldman, Moran and Rainey Members Absent: Alderman Drummer Staff Present: Judith Aiello Maureen Barry, Pat Casey, Roger Crum, Paul D'Agostino, Bob Dorneker, Ze(tee Edwards, Rich Figurelli, Dou Gaynor, Paul Gottschalk, Aleck Granchalek Chief Hunter, David Jennings, Neal Ney Darlene Nilges, Max Rubin, Bill Stafford, Donna Stuckert, Karen Taira, Chief wiikfnson Others Present: Joseph Levy, Jean London, Charles Smith, Carol Frazier, Bud Nesvig, Bob Seidenberg Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran, Committee Chair, called the meeting to order at 6:50 p.m. APPROVAL OF MINUTES As part of the consent agenda, the Committee unanimously approved the A&PW Minutes of the Regular Meeting of March 12, 2001. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following nineteen items on a Consent Agenda for recommendation for City Council approval: (A1) City of Evanston Pa roll - Consideration of the City of Evanston Payroll through 3/15/01 In the amount of 51,1L4,y�/.c . A2) Citv of Evanston Bills - Consideration of the City of Evanston Bills through 3/27/01 (FY00.01) n the amount of 51,61/,/10.68 and through 3/28/01 (FY 01.02) in the amount of 51,205,864.27. (A3.1) A oroval of Rimon Associates (WOE) for Central St. Parking Stu& - Consideration of the proposal of Rimon Associates to perform the Lentral St. Parking Study fai" Public Works at a cost of $53,517.00. (A3.3) Approval of Lowest Responsive and Responsible Bid for James Park Court Renovations -- Consideration of trie lowest responsive and responsible Clio or Neetz faros. Lonstruction for James Park tennis and basketball court renovations for Parks/Forestry ft Recreation at a cost of $161,811. 03.4) Approval of Lowest Responsive and Responsible Bid for Contract to Supply Sand. Stone and Debris maufine bervices - Consideration of this bid from buper Trucking, nc. for a three-year contract for isublic Works at an estimated cost of $298,800.00. [A3.5) APnrovat of Lowest Responsive and Responsible Bid for Traffic Signal installation - onsideration of this bid from Hawk Lnterprises for [his installation at Lentral St. fi Hartrey Ave. for Public Works at a cost of $73,222.75. (A3.6) Aoprovat of Lowest Responsive and Responsible Bid for Renovations at Ecology Center - CConsideration of this bid from Rehab Lonstruction for renovations at a cost of 5636,1585. (See related item A14 below) (A4.1) Change Order for Howard St. Streetscape Project - Consideration of Change Order #1 for this project, incorporating additionat design fees, increasing the amount of the intergovernmental agreement with Chicago by $49,983.94'. (A5) Special Event - Avon Breast Cancer 3-Dav Walk - Consideration of this annual event and use of Garden, Mason, Lovelace and Dawes Park as stations on June 15 - 17. (A6) This item had been removed from the A&PW & Council agendas prior to the meeting. (A7) Special Event - Rotary Run to the Finish - Consideration of Rotary's request to hold this run tfrom IS UU - lu:uu a.m. on 5unda, June 1U, from the Rotary building on Grove east to Dawes Park, along the lakefront path to Centennial Park. (AB) Special Event - Evanston Bicvcle Club North Shore Century Ride - Consideration of this request to hold the 17`" annual North Shore Century Ride in Centennial Park, and use the Lagoon building, on Sunday, September 16, 2001. (A9) Special Event - Heartland AIDS Ride 2001 - Consideration of a request to gold this annual ride • utilizing Clark Square Nark on July 14, 1W1. LA10) Resolution 14-R-01 . IEPA Community Water Supoly Testing Program ARreement - onslderation of this Resolution authorizing the L.ity Manager to sign this Agreement for a three year program at a cost of 517,100. (All ) Resolution 16-R-01 - TARP Assivnment Agreement with Metroaolitan Water Reclamation Istnct - Consideration of this Kesotution authorizing the L.rty Manager to assign ownership of the s ructures built as part of Phase IV -A relief sewer project to the MWRD. (Al2) Resolution 17-R-01 - Lease for Levy Center - Consideration of proposed Resolution 17-R-01 to authorize the L.ity Manager to sign a lease renewal for the interim Levy Center extending the lease until April 30, 2002. (A13) Resolution 18-R•01 - Capital Improvement Plan Reimbursement Resolution - Consideration of this Kesotution autnorizing reimoursernent of expenditures for the rY LUUL CiP with bond proceeds later in the year. rA14) Resolution 19-R-01 Agreement with Evanston Environmental Assn. for EcotoRv Center Renovations - Lonsideration of this Kesotution regarding lunging for Lcology Center renovations (see related item A3.6 above). (A15) This item had been removed from the A&PW and Council agendas prior to the meeting. (A161 Ordinance 36.0.01 - No Parking Zone at west Driveway of 2109 Greenwood - Consideration of this Ordinance, for introduction, amending Sec. 1Li-11-8Scfied. VIII(A) to place a no parking zone at this site. Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Rainey seconded the motion which was unanimously approved. ITEMS FOR CONSIDERATION (A3.2) AD Droval of First Phase Construction Contract for New Levy Center - Alderman Rainey moved R rova;Alderman Feldman seconded. Alderman Moran explained this item, to award a contract with yneCo.at a cost of $1,124,345.00, for site work and building the foundation. He said we are confronted h the general contractor having gone out and surveyed contractors for the building and our budgeted amount was 56.2 million and is up to $8.7 million. Mr. Rubin explained: it's necessary that everyone understand construction cost versus overall pro;ect costs. The latter were $8.7 million when we wrote the memo; they are down to $8.4 million now andwe are stilt workingthe numbers. The construction costs are around $6.5 million now. The issue is we have stopped the dynamic compaction at this time so the Council would understand the numbers before moving forward but we need to move on the dynamic compaction. if we don't give a go ahead to the contractor we will not get it done this summer. The total cost of the project has not been finalized et. Staff is lowering the cost every day. Alderman Moran asked on the second pagge of the document, under guaranteed maximum price, it speaks about additional costs being factored in -for a total of $8.7 million. He asked why we are stopping and was told staff didn't have Council approval for a Guaranteed Maximum Price (GMP) on the project. What we had did not cover the dynamic compaction, the site conditions, the concrete, etc. The Council was told in a previous document t�iat we approved Meyne for $531,000 and would come back with a GMP. As of now we still don't have it, because it came in at $8.7 and we are trying to tower those numbers. Alderman Moran referred to the last part of the memo stating it is the goal of architect, contractor and staff to maintain the current design and scope as originally approved. Mr. Rubin said there are still ways to cut costs. Alderman Moran asked why there was talk about changing design. Mr. Gaynor and Ms. Aletlo explained we are not talking about this yet, and that they had met this afternoon to go through the entire plan to economize. The result was bringing the cost down from $8.7 million. Alderman Moran asked why the idea of attempting to keep the design had been raised. Ms. Aiello said it was a unique design and if we wished to change it we could come within our original budget easily - but we wanted to keep this design which has been encouraged by. advisory committees and staff alike. We are trying to keep it and the scope of 27,000 sq. ft. white doing it in a more economical way. Alderman Moran asked why if it was coming in under the budgeted costs, we were even talking about it. Ms. Aiello said that it hadn't done so. Mr. Gaynor added that the original estimate came in around $6.5 million for the total project costs. Alderman Moran noted now it is $8.7 million, which is why we're talking about changing things, because it came in one-third over what it was. Alderman Rainey explained the reason we have to approve this tonight is so the compaction can begin. She noted all the area homes were videotaped, meetings had been held, letters sent out. It was expected it to begin in November or December but we are in this holding pattern now and will lose the compactor, which she said would be a disaster. Alderman Feldman said the original cost was $6.5 million, a Great deal of money. The rise in cost is even more, he added, noting this is not an Inexpensive project. He said that iftheoriginal cost had come in at $8.4 million, for what this building represents to the community and the seniors, he would not have batted an eye. The building will be around a long time, serving a lot of people through the years, and worth investing in. He asked if we wantto build it economically and said absolutely. But we do not want to sacrifice its beauty, grandeur and the special type of place we think it will be. He would rather ive u on the project than have a mediocre building that citizens won't want to visit and be proud of. Ile, e, said cost overruns are things we deal with all the time. He suggested perhaps some are slightly less warranted than this one. He said if we have to do it, and he was not suggesting that we will because no one wants to spend that kind of money if not necessary, his vote will be for quality construction materials and design. He noted there were no compromises in the new library, and you see the kinJ of building we have today; we are proud of it and we did a great job. He said we are building a civic building for our seniors who have contributed much to our community. He will look for cuts in other areas but not there. Alderman Moran's concern was that the memo outlines the fact that in the design process the development staff team felt the budget was very tight due to the unique design. His concern is the costs of these projects tends to escalate over the course of time and we haven't gone into the ground and it's already over by one-third of the projected budget. This raises other questions as to where it will end up. He asked Ms. Aiello, assuming that we go ahead tonight, and that the current 8.7 projection was true, what financial impact does that have on us. Ms. Aiello said one of the things we asked for in the memo was a special meeting April 16 because by then we will have some areas that can have cost savings have some alternatives. There are a variety of ways: we can do additional bonding whether through the W or elsewhere, or adjust the CIP next year. She said we can find a great opportunity to have community input, and explained how $85,000 was raised for the furnishings and there are more opportunities like that. The special meeting will be after the architect and contractor and staff go through every line item. For each line item they got three bids. They are reviewing each of the sheets to determine if prices are fair, if there was overcounting, misunderstandings by some of the subs, etc. We believe there are a number of ways to bring the protect in within the new budget. But, she continued, we really believe we have to go forward tonight wit the dynamic compaction, no matter what it built there. We st: ongly recommend going ahead with this first phase. Mr. Rubin addressed the concern down the road with increased costs. in his view most of the design of the building is complete. In other projects that was not the case, and that caused some of the problems. The drawings in this case were 99% done: there shouldn't be any surprises; the building is very well developed at this time. Mr. Kent of Ross -Barney said one of the advantages was with the negotiated contract developed with the general contractor; as the drawings evolved over time, and having reviewed them over several months it would be difficult for the general contractor to say he didn't understand this and ask for a change order. If there was a change in scope that would be different. Ms. Aiello said we did extensive testing and are confident, but once you are into the ground there are things that can happen. But we do have a contingency in the budget to address that. iAlderman Moran did not derive much comfort from that. He understood dynamic compaction would be used to address the soil quality: he noted the site was moved to the southeast corner, but was concerned about the dynamic compaction technique, not know.ng if it was going to work. What he knew was that we are committing over $1 million to the project right out of the gate. It struck him that assuming the foundation conforms to the original design, and is already $2.2 million over budget, it seems if it does conform we are committing ourselves to this design which is 2.2 million over the original cost. Ms. Aietlo said to some degree that is true: we are committing to that scope. We are creating a beautiful glass box, so to speak, and a lovely courtyard. We could change that design using the same foundation. Aldermen Feldman and Rainey noted that would riot happen. Alderman Rainey said that Alderman Moran had been opposed to the location from the beginning. She had been opposed to bringing this in pieces because each tfm, it came forward she felt Alderman would vote against it and make it controversial. She felt It time to move ahead: though Alderman Moran had a right to be contrary, she felt this was a majority consensus to go ahead, and even if he detracted it did not mean the rest of us should not move ahead. Alderman Moran considered this a serious issue, said this week was the first time he learned the project Is over budget by a third without going into the ground. He did not think this was the right place for the facility. He was not attempting to be contraryr but to be consistent, noting he still gets calls with questions about why it's going into James Park. He called this a serious fiscal situation, did not know about Pullin money out of the TIF or about going out for bonds. He did not know next year, with a $3.5 million typical CIP budget, how this project would be two-thirds of that budget. He said it's a serious issue and needs to be treated that way. Mr. Joseph Levy spoke: on behalf of the Levy family and its appreciation of the Council's continued support of our seniors, the Levy family was delighted the center was located in James Park, with its exercise paths, etc. He was pleased to make a gift of $500,000 to help bring this project to fruition. The Levy family was proud of the Levy Center members, growing by leaps and bounds, and the important part they played in coordinating this project. The family also wanted to thank the very dedicated staff at the Levy Center, and the Mayor, Manager and staff. Alderman Moran said the Levy family generosity was unlimited; and said thank you once again. Mr. Levy said it was a worthwhile cause. Alderman Feldman said this only bolsters what he felt; what he sensed is the people who worked on this would duplicate this gift if they could. It means so much to so many who have worked so hard. Mr. Levy noted the number of calls he gets from seniors' children who say it's wonderful that they have some place to go and from seniors who see • improvements in their lives through the Center. He said membership is growing to the largest ever. Alderman Moran said we have benefited from the largesse of the family for a long time. Upon voting to recommend approving the contract with Meyne Co. for the first phase of construction at a cost of $1,124,345.00, motion passed with Alderman Moran voting nay. Alderman Moran explained what will happen next, acting v.•e have committed a little in excess of 1.1 million which will go toward fenmrs the site and dynamic compaction of the soil to condense it rigid enough to hold the buildir:g. Tl'cre w nil be installation cf a foundation and slab, greparation of the parking . tot, etc. Alderman Rainey note= this -^III go to ti"e Coun_-it tonight and on the 16 we will meet to approve the entire project. Ms. A:e.lo sa�-d v-e-e was also a request to waive the building permit fee and it was also our goal being to take it fr= C`.a TIF to the Ger.e-al Fund. If there is money left after the project, we will return it. Alderman Rairel, ask,,J if we are beirg asked tcrr,ght to waive the fees. The answer was yes. Alderman Moran clarified ;-'sat tr.s was part of the orig"nal oration which passed. (APW1) Proposed Uses for Retyc.inq Center - Mr. Rubin noted a correction in the memo, where it stated the City is renting space fcr verc.e/egxpment storage for S45.000/mo. The figure was either S4,500/mo. or $45,000/year. He noted the rerno a itiined same opt -xis. He introduced Charles Smith who distributed a document about a proposed Resiona, Technolog•), Resource Center. He said for some time, work has been proceeding on the idea to use tte Recycling Center for this Center, not just for Evanston but Skokie and Rogers Park also. It would provice the opportunity to create a regional center by its location. Uses of the Recycling Center cvuld ih_lude a ccrnputer recycling center where computers are refurbished and distributed back to the comrri�,nity, or disposed of ecocogicalty. It could be a site for both telecommunications and cccriputer hardware training. lie said we could also have a community technical support function for people in the community, and for those who would receive the less -expensive refurbished computers. It *as heed to do all these things without requiring the City to pay for all these functions. He said we coin! do this by the value of the training functions, which would pay for these other community resources. He introduced Carol Frazier, an Evanston resident who operates a training company, who is helping Mr. Smith to work on this idea. Ms. Frazier said she represented telecommunications industry and training: people behind the scenes who lay cable and fiber. She reported a recant shift in tine need for tabo,- in the industry. There are not enough people to do this work one industr expected a 10 percent attrition rate; it was 34 percent. They are not unique. She said the industry was built on the bacles of high schcal students: the average retirement age is 48 with 30 years' experience. Y,'e are facing a =ssexodus and a need to replenish. She said her firm works with organizations to devetco apprentices. That is one of the uses they are looking at for the Center. She noted this kind of initiative offers a unique cane opportunity to citizens of the community. Typically this leri kind of training is only available wne is already in an orga-nization. This provides an opportunity for high school students and others to de'vetop skills to be self-supporting: starting salaries range from 524,000- 40,000. She felt this was a tremendous opportunity. Alderman Rainey asked who would be a typical employer of a graduate. Ms. Frazier named Empower, ATEtT and Ameritech and Quest, the ar,!y ones that are providing local long distance and Internet telephone • services. Alderman Feldman asked about this being a resource for the entire 181 district: there would be no residency requirement and arryone could apply? Mr. Smith said we want that function to be profit producing, and wanted to make sure of full enrollment ; we would provide incentives for local indivlduats, such as a $3,000 training vccrcher program through the Workforce Council. Discussion on the vouchers ensued, and who could use them. Alderman Feldman asked if ,'pit. Smith knew the percentage of Evanston residents who would be employed right away or taking the classes. He was answered no; the only information he had was neig`borhood studies done by Evanston that showed employment and income for certain re ions of Evanston, such as S.E. Evanston; also we are preparing to offer computer repair classes at Family ocus. People are just starting to apply. Alderman Feldman asked the cost of the training. He was told $1,000 for a full certificaucri course of 64 hours and placement. Another member of the company said they are the Industry standard and explained the course crovides the stepping stone for technical enhancement. He noted the price has been discounted as a pilot program at Family Focus and they are seeing good responses so far. Alderman Feldman asked the cost for the regional technology program. Ms. Frazier said it ranged from 54,500 to $4,900 apiece, and they would be looking at getting commitments from industry for part of that Basically, that would help to fund tt^e next person. Alderman Feldman asked if they would use that money for applicants' needs. W. Smith said we want to use it to operate the center, a markup above the cost of training to go to the operation of the tenter. The training is industry standard training and has high value and it isn't cheap. Alderman Feldman asked the difference t>etween this center and the myriad of technology schools he sees advertised. He asked why not go to DrVry? Ms. Frazier said for trainin in the telecommunications industry they could not go to DeVry, would have to go to a manufacturer. e said through our apprentice programs, we would be working with the employers first and have authorization to train people on their behalf. These courses are not available at DeVry. Alderman Feldman asked if this is a not -for -profit operation and was told yes. Mr. Smith explained this facility at this stage is still an e- Tropolis Evanston initiative with the e-Tropotis Evanston Board overseeing it. They are working on this feasibility study, which is not a proposal, to determine if the market is there the will is there and the opportunity exists. They have done this in coopertion with Rep. Hamos' 18" bist. Technology faskforce and have been meeting for about a year to develop this idea. if it goes forward it will have a board of its own. Alderman Feldman asked if it •Trill have State sponsorship. Mr. Smith said they were not looking for it at this time, but there's been interest of the Federal government, Economic Development Administration. Alderman Rainey+ painted out that Aldermen Feldman and Moran were on the Board of e- . Tropotis and should not vote on this item, being an e-TropoUs project. She asked about the not -far -profit status and 501(c)3 status. Ms. Frazier said their Niles center was not 501(c)3. Mr. Smith said the �i�int is p:am that to have a quality training proat can produce the cash flow to produce the services that witt be free to the community. Alderman Rainey said the concept sounded great; one problem was it seemed like pretty much the tuition, except for the stipend from the employer, was going to be dependent on people with &,e vouchers. She was told it was not. She asked if the people in the community would pay that • tuition. Mr. Smith said some will but the intent of the program isn t to provide training to those who can afford it. Three weeks ago they lead delivered 52 computers to an elementary school for kids. He said we have numerous projects going in the community, and they must be funded someway; this attempt is to create an ongoing resource in the community. rats is very dynamic: when this type of training is no longer needed we will have a facility to do the next tiring needed: it requires a facility with the capability and mobility to keep up with this if everyone in the community is to benefit from the technology. Alderman Feldman recapped, saying you're contracting with a business to produce a cash flow, hiring a primte company off of which you make a profit by using parts of the tuition. He assumed the company they are hir-fng wilt get paid for what they do. He assumed the company also gets money from the companies they provide employees to. Mr. Smith said the resource center would not pay Ms. Frazier to do training. This is a feasibility study, not a plan, and not all the details are here but we know between the cost of training and cost to deliver the training there's a little money to flow to the center. Alderman Feldman wished assurance that if we allow this use of the buitding, that Evanston would receive dramatic, significant benefit in terms of supplying computers and training for our young ppeople. He said if someone has S4500 to pay they could get some education that would produce good lobs. There aren't many with 54500 to spend on tuition. He'd like to see people helped pay off the tuition: students being able to work off the tuition cost, in the center's factory or in other ways. It disturbed him that the only way to get in is to pay the 54500, which was hard for many people in his ward. He also wanted to see a good percentage, as the City of Evanston is providing the center' that primarily this benevolent act would help Evanston citizens. To the extent it does that, it will get his support. Alderman Rainey suggested that Alderman Feldman might want to learn more about this, and expressed sunrise that he did not know much about it, being on e•Tropolis' board. Alderman Moran explained the 18 District Taskforce has been working on it. Alderman Rainey called the program fabulous; where it is going to be she did not know. She noted staff has raised some issues that must be looked at, and asked what effort has been made to identify another ration. She said perhaps we could help with that. Alderman Moran clarified that no action was sought tonight. Mr. Smith said that what was being sought was encourapement from the ADPW Committee to pursue this and come back at a later time. Mr. Smith clarified that what they were asking for was use of the building for 10 years at no coat. Alderman Moran asked if there was a timeline for the project; he was told the group would like to have a commitment in a few weeks. Mr. Rubin said as wonderful as the program is, staff feels it appropriate that Council have all the options before it makes the decision. The City is renting storage space away from the City yards; • ECMC, who we fund, is renting space for 585,000 per year; there are many options and before we freely give away the building for 10 years, it should be noted we are paying about $180,000 a year in bond costs. Alderman Feldman invited ECMC to give a presentation if it wished. Alderman Moran asked for suggested timelines. Mr. Stafford replied that staff wanted to study the capital improvement issues this summer and would propose to do so either via this Committee or the Budget Committee, looking at it in the context of all of our assets. We have to look at this building as well as other things in context. Mr. Rubin suggested that if this building were remodeled we could move City offices there a floor at a time (while work is done at the Civic Center). Alderman Ferman said no matter what the use we are paying for that building and It would be a significant subsidy. There are two issues: whether tie program should go forward, and where it is located. The attraction of the building is its size and so-called absence of use. Mr. Smith said there were more important considerations that those; there is a full study on this site, regarding the market, physical building, etc., which ..arted in October; he noted the building having been vacant two years. He expressed surprise that there are other uses being considered. Alderman Feldman noted 6 -8 months ago staff was thinking about using it as a garage. Mr. Smith said it is all about value to the City. He was willing to have his proposal compared to benefit of the others. Alderman Moran said this issue would have to be carried over. He said the Committee appreciated the report, noting there are several considerations to address. He was anxious to look at all potential proposals. COMMU241CATIONS The Update on Police Officer Hiring and Fire Department Monthly Report were accepted. The Sanitation Report will be brought back for discussion at the next meeting. There tieing no further business, the Committee adjourned at 8:07 p.m. Respectfully submitt , Darlene E. Nits Executive Assistant DRAFT —NOT APPROVED 0 DRAFT - NOT APPROVED MINUTES ADMINISTRATION Et PUBLIC WORKS COMMITTEE Meeting of April 10, 2001 Members Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Maureen Barry, Jessica Bullock, Pat Casey, Roger Crum, Paul D'Agostino, Zettee Edwards, Rich Figurelli, Doug Gaynor, Aleck Granchalek, Chief Hunter David Jennings, Linda Lutz, Darlene Nilges, Max Rubin, Donna Stuckert, Chad Walton, Chief Wilkinson, Judith Witt, Barbara Zdanowicz Others Present: Gordon Guth, Charles Smith, Bud Nesvig, Irene Gregory, Jean Esch Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran, Committee Chair, called the meeting to order at 7:23 p.m. APPROVAL OF MINUTES As part of the consent agenda. the Committee unanimously approved the A[tPW Minutes of the Regular Meeting of March 26, 2001. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following ten items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 3/29/01 in the amount of y1,13b,144.39. (A2) City of Evanston Bills - Consideration of the City of Evanston Bills through 4/11 /01 (FY00.01) n the amount of 54o i,.sw.71 and through 4/ 12/01 (FY 01.02) in the amount of $3,052, 26.08. (A3.1) Change Order for Renovations at Beck Park -- Consideration of Change Order #1 with Great lakes Landscaping Lo., inc. for tnis project, reaucing the contract price by 513,565, from $128,176 to $114,520. lA4) Purchase of land Parcels - Consideration of a recommendation to purchase three parcels of and to make an operationally safe alley north of Central St., east of Lincolnwood Ave. (A5) This item had been removed from the A&PW Ft Council agendas prior to the meeting. (A6).Ordinance 43.0.01 - Ailev Vacation east of Custer. north of South Blvd. - Consideration of this Ordinance, for introduction, by whlcn the city Lourxnt would vacate the alley potion east of Custer, north of South Blvd. It was noted a vote of 7 aldermen is required for approval at Council. (0) Ordinance 37.0.01 - Increase in Class C Liquor Licenses - Consideration of this Ordinance, for introduction, increasing Vass L licenses from 19 to Zu due to the opening of JTS Inc., dba Northlight Restaurant, 1932 Central St. IAB) Ordinance 38.0.01 - Decrease in Class C Liquor Licenses - Consideration of this Ordinance for ntroduction, decreasing Class L licenses from 2U to iY due to the closing of Lindo Mexico, 1934 Maple Ave. (A9) Ordinance 39.0-01 - Decrease in Class D Liquor Licenses - Consideration of this Ordinance, for ntroduction, decreasing Class U licenses from z1 to zu due to a counting error. f.A10.1) Ordinance 40-0-01 - Decrease in Class D Liquor Licenses - Consideration of this Ordinance or introduction, decreasing Llass U licenses from Zu to 19 due to the change in ownership of Daruma Japanese Restaurant, 2901 Central St. fA10.2) Ordinance 41.0.01 - Increase in Class D Liquor Licenses - Consideration of this Ordinance or introduction, increasing Class U licenses from 19 to ZO due to the change in ownership of Daruma Japanese Restaurant, 2901 Central St. . Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Drummer seconded the motion which was unanimously approved. ITEMS FOR CONSIDERATION 1A3.2) Contract Amendment No. 2 with Harza EnQineer.'nQ for Enizineering Construction Services for Phase Yl. Contract A Reliet Sewer Protect - Alderman Ururnmer noted that this amendment was for a lot of money, (S346,A9) and asked Mr. Figurelli if this pertained to the work related to the big rock which was found during construction. He was told yes, and that the original completion date of March 31 had been delayed until December as a consequence. Alderman Drummer asked if $62,000 of this amount was for assisting in compiling information about the lawsuit. W. Figurelli said yes, we tried to negotiate a settlement last year that did not work. Alderman Drummer asked if Harza has been absolvedfromall liability and was told no, they reached an agreement with the City as to their liability. Alderman Drummer said this was straightforward business here, and the rest would be handled in a different venue. Alderman Rainey asked if this is a different agreement than that referred to previously; she noted the Executive Session earlier this evening and said if something was pertinent to this issue the Committee should have heard about it then. Alderman Moran did not think this item pertained to that issue. Mr. Figurelli confirmed that the $62,000 figure predated the agreement talked about earlier. Alderman Rainey said at some point the rate payers should not have to pay this burden. She said this ha,, nothing to do with water and sewers. Everyone involved must have performance and liability bonds: why is the water user paying this? She suggested the need to look at the cost of these professional services and maybe use Harza if we have to for the loan, and hire some high-ranking engineers to handle the project. If Harza is necessary to apply for these loans, she said someone ought to look at that. Mr. Figurelli said Harza has developed a rapport with the [EPA and we have dealt with Harza over the years so that we have been prepared to get those loans by doing the work up front, so we are in line ontheloan list. If we switched evenot recyeived them we Uld not remain beca se they have re. notHe noted been so et- prepared, andtof when the programs becomeavailables: other cities vai able haven't been ready to take it. That's one of the reasons we have been able to get the by-pass monies. Alderman Rainey felt this was outrageously costly for all of us, and felt there was no sensitivity as to what people in this town are paying. When she sees these charges caused because of someone's error concerning the huge boulder, when we had high -paid experts on salary so we would be first an the list for a loan, she had to ask where did we go wrong here. Mr. Fi urelii said because a firm is suing us doe not mean they are correct. Alderman Moran noted this contract does not have to do with the lawsuit. Mr. Figurelli explained It has to do with the engineering services to extend to the contract date they have given us. Alderman Feldman asked for a recap of this issue. Mr. Figurelli said we have a contractor on the project suing us. Their allegations concern a rock, unforeseen conditions causing delays of months. He confirmed the company is continuing work on this project. Alderman Feldman asked if the reason for the delay was the rock in the way; Mr. Figurelli said it was part of their allegations; they claim other things as well. Alderman Feldman asked if Harza was to be co-defendant and liable if the courts so decided, and then came to the City on this. He asked why they are billing us $280,000. He was told it's for engineering services from the time we first signed the contract In March to December of this year. Alderman Feldman said they were very much involved, would think it reasonable that they would discover certain things. He said he looks at this and sees no acceptance of responsibility. The City is accepting additional responsibility by paying this additional money. Mr. Jennings said that regardless of the circumstances, we need to have this construction supervised for the next seven months. We may take other action after that. But the job will still go on for seven more months. Alderman Feldman pointed out the full acceptance of responsibility for this is being_borne by the City; if they are billing us and we are payin , they are getting away scot-free. it costs us 5283,000 - what does i It cost them? Alderman Rainey said t costs them nothing. Mr. Figurelli said we still need to continue engineering services. Alderman Feldman knew that, but so far there's been nothing on the part of Harza as to accepting responsibility. Alderman Drummer said the previous question was straightforward: if we are talking about a delay costing "X" amount of dollars and they are part of the delay, why are we paying them? Mr. Jennings suggested this discussion be held in closed session. Alderman Drummer said this is a flag that is raised by the Committee when we see this; what we see here is adding $350,000 more to the tax payers' money and in essence it's something we already paid for once and are paying for again. He said a briefing on what is going on was needed. Mr. Jennings recommended discussion on the litigation aspect be in closed session. Alderman Feldman said there was no attempt on the part of the administration to contact A&PW with information. Instead, he said Mr. Figurelli looks hurt when he questions why we should be paying $283,000 because he understood Harza is in an agreement with us to accept some responsibility. He sees the City doing so but not Harza. You say it's going to happen and that issue will be raised but there's nothing in the packet that tells us that. a said if there are things we should know about to come to this decision then we should know about them. W. Jennings asked if it would be acceptable to hold this Item, and bring it to executive session. Alderman Moran asked about the fact that they are working now and if not passed tonight would they be pulled off the job. Alderman Rainey speculated that they "will not took this gift horse in the mouth" - they are not going to walk. Alderman Drummer believed these were fair questions. Mr. Jennings recommended, if the Committee wished to talk about the litigation, that It be done at the 160 Special Council meeting. Alderman Feldman asked who would conduct the briefing. Mr. Hill was mentioned. Alderman Drummer explained it's not the construction costs at all; it's the $62,000 (to pay Harza for dispute resolution costs) related to the lawsuit. That's why the item was flagged. Mr. .Jennings promised that this too would be discussed. Details of the Special Meeting agenda were discussed. Alderman Rainey requested the sheet provided In the packet, only with the change orders itemized in detail. She also asked for an explanation of the Rosenberg pVment, and a detailed breakdown for the $62,000 item. This item was held until the meeting on the 16 . fAI1) Resolution 20•R•01 - AmendinR the Agreement with Evanston Environmental Association for Ecotogv Center Kenovatzons - Alderman !]rummer moved to recommend approval; Alderman Moran seconded. Alderman Kainey said her only concern is the unlikely occurrence that we are left holding the bag • (conceming the bank tine of credit for $250,000). She did not see anything in the Resolution that protects the City and wanted to know how that would occur if the protect failed, though she had no reason to think that it would. Charles Smith, president of the EEA, said the arrangement we have with the bank is for a $250,000 line of credit, to be issued to the EEA with the City of Evanston as a guarantor of that amount. But, before any money would be requested from the City, all the assets of the EEA would come first, and that amounts to about $521,000. So, in terms of the cost of the project, the actual exposure of the City would be about $150,000. That line would only be used in the event that we came to the end of the project and did not raise enough money to cover that. That gives us 6 - 7 months to do that fund raising.. e have raised significant monies now,, he continued; after our capital gains program begins we should have well more than the amount the City Is exposed to. Mr. Gaynor sa€d the Department supports the project. He pointed out, concerning the financials, that the pro�ect as proposed comes to $655,682. The EEA, warkin with the architect and staff, is looking at about a 5 00,000 cost, with a little less than T contingency if approved. He understood there were $250,000 left of the appropriation of the original 5300,000 (550,000 was spent on the architectural fees). With that they have a DNR grant of 573,000. 'There's also City money in it (originally apppropriated for redoing the roof In the CIP -- $1 ,000); then there's a building campaign fund of $35,000, equaling $371 000 available cashwise for the project. With a $250,000 line of credit that bangs us to ap roximately $611,000. There will be a fundraising campaign to raise the rest. There is about $79,000 unfunded, but $45,000 of that is contingency that may not be needed. He said regarding the issue about the City holding the bag for $250,000• it you take the $300,000 and the rest of these numbers and put it for the protect, what would be the balance in the account assets the bank would use first before coming to the City. i. Lutz said that leaves the EEA with $150,006 in their account. Mr. Gaynor said that if the City put a lien against that amount, the City could be left with a $100,000 debt. That would be if none of the assets of the EEA were obligated for anything else. Mr. Smith noted that was assuming we are not going to collect another dollar In fundraising. He said the EEA has the committee in place and is about to kick off the fundraising program which they were confident would raise enough to more than cover the projected shortfall. Alderman Rainey asked where it stated in the agreement that the agreement will be extinguished if say $500,000 is raised in the next month or so, and therefore the line of credit would not be needed. She did not want to see the EEA having all the money and the City still out there with a $250,000 obligation. Ms. Lutz said that the loan of the bank stipulates it is a construction Loan for the line of credit. If the EEA raised the money and never used the line of credit there would be no obligation on the City's part. The bank counseled that the line of credit be used for this project only and for no other purpose. Alderman Rainey asked what in the agreement kept them from not drawing the line of credit down and keeping the dollars from the fundraising campaign in the bank. She felt there was no sense in the City being in that position if we did not have to be. She hoped it happened that the EEA raised $500,000 next month. Mr. Smith said hopefully we won't have to draw any money from it, noting it's not a loan, it's a line. The assets we have are committed for this building construction only and would not be used for anything else. Alderman Feldman asked for clarificat€on concerning the figures quoted, that they totaled $371,000 that the EEA has; adding the 5250,000 that comes to $621 000; that's close to $79,000 short of $700,000. All they have is $621,000. Mr. Smith explained of that S19 000 unfunded balance, $45,000 is a contingency that may not be required. Alderman Feldman ppointed out that he had never seen a project come in without some contingency sayy that leaves $79,000 short. They go ahead and spend $371,000 cannot raise more and draw down our 5 sa ,000. That means they must come u with $250,000 to pay us back plus the $79,000. He asked if the EEA expected to raise over 5300,000 and was told yes. He asked how much has been raised in the past. Mr. Smith said we are a little over $100,000 through grants and contributions. Alderman Feldman meant no disrespect by his question, but asked, after an extensive period of time spent raising $100,000, to almost quadruple that aspiration, over what period of time did they think it would take to do so. Mr. Smith said we haven t mounted the capital campaign; we have just started the time schedule to do the campaign. We wished to start with the membership first• and start the real campaign with the groundbreaking. He feels confident people will respond. Mr. s;aynor pointed out the EEA did have 5150,000 in the bank as an asset, so if they syend the $371,000 the still have this amount to be used before they need to use the line of credit or if there is a shortfall in fundraising. Alderman Rainey noted the memo said the EEA had raised over 5400,000. Mr. Smith confirmed this, and said that includes our contribution. When you have a fundraising program and people see construction they realize that this is a serious program going on and more dollars are donated. Alderman Feldman asked if he was thinking about changing the name of the Ladd Arboretum. Mr. Smith explained this is separate from the Arboretum, but the EEA would consider naming all or part of the addition for a contributor. Mrs. Gregory said the rub comes that we cannot sign the contract with the construction people without the money up front. If we don't sign it the price will continue to rise. Alderman Drummer confirmed that the price had risen b $19,000 because of the delay. Alderman Rainey was only questioning the safety and precautions on this Item. She would support this matter but advised that it should be done differently next time. On voting on the motion to recommend Council approval of this item, motion passed unanimously. ITEMS FOR DISCUSSION �APW1) Sanitation Resort - Mr. Jennings presented a slide show offering a comprehensive look at the City's anitation Program. He explained that the program costs around 54.6 million annually, has 23 full-time employees plus supervisors and administrators. He noted we're not fully staffed at this time but over the last year we determined 23 is the right number to handle the work in the division. He said this Is not a volume based system: they pick up basically everything. A 1990 survey showed a hi level of customer satisfaction, in the 90% range. He said our general motto is "Just Pick It Up." We da this at no chargge, with no fees. He said the program is more than residential garbage collection. There are 22 fdentifiabie tasks Sanitation performs: Residential Garbage Collection IDisposal- Residential Yard Waste Collection/Disposal; Yard Waste Drop-off Program; Residential Recycling eoilection- Recyyctin Drop-off Program; Condo Garbage Collection; Public Building Garbage Collection; Public Trash container r otlection- Special Events/Festivals• Daily Special Pick-ups; Bulk Wood Collection; Tire Pick-up; Large Appliance/Metal Pick-up; Dumpster (RedBox) Loan Program; Pick-up of Clean -outs; Trash Container Assistance Program; Neighborhood Clean-ups; Cart Repair/Replacements; Yard Waste Cart Assembly/Delivery; General Hauling; Summer Youth Employment Program; Snow Plowing. He noted some of the above is contracted out. Discussion points about the various programs included: We pay about 52.00 each to dispose of the tires we pick up; Garbage collection/disposal is the most labor intensive part of the program, and most of the carts • . • ' . have some holes which entail more work; Ty ically we use tw9 emplgypPs With two Upper, ar. the back, - • - The pi-mre; %hzwed the huge vulomein'thts 9ih3;'A Nsftfe recommendation for yard -waste pfck-up is to o back to the bag or sticker purchase system, it is more ecological to return this material to the ea than to dispose in landfills. One idea is if one chooses to have the City haul yard waste away instead of compost it or return it to the lawn perhaps there should be a fee. Mr. Jennings said Groot does residential recycling, using 14-gatlon containers; they haul it to a transfer station and sort it. He noted the drop-off available on Friday. Saturday and Sunday. We are proposing to accept yard waste drop-off at the Recycling Center instead oftheService Center, which would reduce overtime costs. He said we pick up garbage at 15 public building sitesincluding recreation centers, library, Maple Ave. garage. We also empty public trash containers. The intent is to decrease street litter; however, residential and business people bring their trash to these cans, which was not the intent. He noted people could be fined if caught doing so. Regarding special pick-ups, he said we pick up a lot of things people may not think we do, including tires, construction debris car seats, debris from re -carpeting, attic and basement clean outs -- all picked up for free. Some speda( pick-ups are of materials that are fly -dumped in an alley. We pick uF construction debris: concrete, etc, though we are not equipped to pick up this type of material; It hurts the equipment, taxes the trucks and men, and cause related injuries. Bulk wood pick-ups are also done: we winch it into the back of packer trucks. People pay for someone to cut down their tree and leave it for us to pick up. Discussion ensued about branches picked up; Alderman Rainey asked where is the communication with Property Standards and why people cannot be fined. Mr. Edwards explained the program was developed due to the volume of requests for this. Alderman Feldman asked why there was no system to tell people they need to get a hauler for the materials discussed above. Mr. Jennings explained that over time we . have been told to pick it up. Alderman Drummer noted prior discussions about what it takes to get rid of something, in terms of time through the Skokie Courts. He suggested using Administrative Adjudication instead to save time. Mr. Jennings said if we don't pick it up, perhaps we need a mechanism to contract with someone who can. He suggested that we are to pick it up, we should be equipped to do it, or contract it and put a lien on the property owner's property. Alderman Drummer advocated a system where it can be done quickly with a charge if we have to do it; he said good citizens are subsidizing these other people. Regarding tire pick-up, Mr. Jennings said we will be looking into ways for us to handle the tire material: grinding for use in other applications, setting the materials, etc. We now travel to a recycler In Chicago and pay them. It was believed that not all the tires picked up are generated by the property, due to the huge uantities we encounter. He said the Red Box Loan Program helps eliminate special pick-ups. We try to(imit it to once or twice per year per address, and people appreciate the program. Mr. Edwards noted our one box is usually used 60 times a year, at no charge, but we tell people what can be placed in ft. Alderman Drummer noted it was a good program and helped eliminate dumping. Also noted was the Neighborhood Clean -Up Program, a well -used program that people like. Mr. Jennings showed pictures of the hates in carts while discussing the Cart Repair and Replacement program. Different cans have been tried, but typically 80.90% have holes. The industry hasn't been able to find a material that cannot be chewed through by squirrels. Mr. Edwards had spoken to several suppliers, offering to buysquirrel-proof carts -- not one supplier could offer it. To Alderman Drummer's question, Mr. Jennings said many citizens want a cart changed due to it only having a hole, but said it was unrealistic. The Alderman quipped that only two things would work: steel cans or declaring "open season on squirrels." it was noted we now try to tape the cans. At the latest trial of new carts, they lasted about a week before the first holes appeared. To Alderman Rainey, Mr. Edwards said we went to plastic instead of metal lids, because they wilt bounce back to original shape; metal tops cannot be fitted back on the cans. Alderman Drummer noted they chew through the bottoms of cans as well. Mr. Edwards noted one manufacturer put pepper spray in the plastic but it did not work; an audience member had luck with Tabasco sauce; Alderman Drummer recommended moth baits. Mr. Jennings said Council direction was being sought as to reinstating a fee for yard waste collection; moving yard waste drop-off to the Recycling drop-off site; stopping the pick-up of building materials and bulk wood collections (which the Code forbids now); licensing and organizing scavengers in order to reduce appliance/metal pick-ups (many times scavengers pick up before the City gets to a pick-up); and charging for extra carts and cart replacement when the cart is functional. He noted if the cart is broken we replace without charge, but it would cost about $800,000 to replace all of them, plus we would be landfilling all that materfaL He felt if we charged $50 to replace a functional cart, the demand for replacement would go away. A Berman Rairey respor c5ed: re: reinstating a fee for ywr d waste collection, ncting ..,hen it rains the bags tecome a mesa. SI-e szq�ed Navin le pay for yard waste errs because it wail be neater, and said an educational program could tLBch about [eating ggrass clippnngs crti the Lawn and about composting. If we • tad a yard waste c-.sposad area- she felt it wrong for 1andS1---0ers tD use it and sugs-ested a licensing fee vooiich should inciudw the Est cf dropping off the yard -^z=m far fr=•e. mr. Jennings noted the people fly- drmp acid we -^Ind up pic•.7ng it up anyway. Mr. tdwarda said we allow them to use our facility because it's easier than pidang it pup or the street. Alderman Dr.rrwr nor-d t`e increase c,•-er the last few years in landscapers and felt we should at least charge these a M Jee, perhaps hiring someone to enforce this. Alderman Rairey wa3 in favor of the recyct;ng center drip c&, for yard waste cri:y if r can be maintained. Sre noted the bad way it 'looked now. Alderman Drumr,-er acted a�I these services tza dollars needed in comer pLaces. Alderman .Maras said this item would reed = be revisited. A:derman Rainey suggested lately st�apiN, the pick -Lip of constrta:tion matey -as. Alderman Feldman agreed. A system will be fcrand to deaf with iris first. W. Jennings promised to star, workang on that and said he'd bring hard recommendations back to the Committee. Alderman Rainey asik&4 whaOt -vjtd cart a• single-famlly G`: hcxneowner for private gacrba� ;irQ{lac*.i�:n.. iho w-a;•tncd it t:t.5 the Ifii' 517.25 a n-,cxith to pick up. W. • • - • • • • Jtennirip-v ilt• t:ry •t4'nhd suiveys about residential costs, bull noted it s a different level of service we provide. COMMUNICATIONS Ti:ese were no commiunimtions fDr review. There being no furti-+er business„ the Committee adjourned as B:47 p.m - Respectfully submitted�---�, w. Darriene E. Niiges Eirmutive Assistant DRAFT -- NOT APPROVED • 9 DRAFT - NOT APPROVED MINUTES ADMINISTRATION r: PUBLIC WORKS COMMITTEE Meeting of April 23, 2001 )/,embers Present: Aldermen Drummer, Feldman, Moran and Rainey Members Absent., None Staff Present: Judith Aiello, Maureen Barry, Kathleen Brenniman, Paul D'Agostino ZeEtee Edwards, Keith Fujihara, Doti Gaynor, Karen Gilkeson, Aleck Grancharek, Chief .. taunter David Jennings Mark Younger, Darlene Nilges, Cathy Radek, Max Rubin, Chad Walton, Chief Wilkinson, Barbara Zdanowicz Others present: Bud Nesvig Presiding: Alderman Edmund S. Moran, Jr. SUMMARY OF ACTION Alderman Moran, Committee Chair, called the meeting to order at 6:12 p.m. APPROVAL OF MINUTES As part of the consent agenda, the Committee unanimously approved the A&PW Minutes of the Regular Meeting of April 10, 200T. [TEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following ten items on a Consent Agenda for recormnendation for City Council approval: (Al) Citv of Evanston Pa roll - Consideration of the City of Evanston Payroll through 4/12/01 In the amount of 51,/16,53U.5 . (A2) Citv of Evanston Bills - Consideration of the City of Evanston BIB through 4/24/01 in the amount of 51,/16,53U.58. (A3.2) Lowest Responsive and Responsible Bid for South Blvd. Limestone Wall Restoration - Consideration of this bid from Metromex L_ontractors (Mbt) for tmestone watt restoration wort( at a cost of $74,051 for the Public Works Department. iA3.3) Lowest Responsive and Responsible Bid for the 2001 50/50 Sidewalk/Curb Replacement Pr ram - Consideration of this bid from Schroeder lx Schroeder for the SU/50 Sidewalk/Curb ep acement Program for Public Works at a cost of $77,325.00. (A3.4) State of IL Low Bid for Trucks - Consideration of the St. of iL low bid of Bob Ridings, Inc. for a Ford EJSU trucx with service body and plow and two Ford F550 trucks with dump body and plow (includes 5 yr/75,000 warranty) for Public Works at a cost of $163,779.00 iA4) Resolution 24-R-01 - 2001 Motor Fuel Tax Resurfacing Program - Consideration of this Resolution authorizing expenditure of 5880.000 in MET funds for resurfacing various streets (segments of Bridge, Emerson, Hamilton, Lawndale, Lincoln, Oakton, Sherman and Simpson). (A5) Resolution 25-R-01 - 2001 Motor Fuel Tax Maintenance by Contract Resolution - Consideration of this Resolution authorizing appropriation of yJ/U,WU of Motor tuel Iax tunas to finance the maintenance by contract of 6 segments of streets (Ashland, Cleveland, Dodge, Grant, South Blvd. and Washington). (A6) This item had been removed from the A&PW & Council agendas prior to the meeting. (A7j Special Event - Custer's Last Stand - Consideration of a request to hold the 29t' annual Custer SL FFair on June 16 and i /, ZUU1. (AS) Special Event - Young Evanston Artists' (YEAj Festival - Consideration of a request to approve the annual YEA Festival on May 19 from 10:(XJ a,m. - 4:W p.m, on sidewalks along Dempster St., Chicago and Sherman Avenues. (A9) Ordinance 48.0-01 - Declaring City Proverty as Surplus - Consideration of this Ordinance, for introduction, dectanng various veMcles and equipment as surplus proppeerty so that they might be publicly offered for sale at the Village of Libertyville Auction on 612/01. Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Drumn-,er seconded the motion which was unanimously approved. ITEMS FOR CONSIDERATION {A3.1) Approval of Lowest Responsive and Responsible Bid of DNB Construction (MBE1 for Reolacement of Sewer structures and Spot Repairs - Alderman Rainey had no problem with this purchase; she wished to explore if some of the monies for these replacements and repairs could go toward a problem being experienced in her Ward, at the intersections of Custer Ii Brummel and Callen Ix Brummel. She explained that severe ponding occurs so that people's cars fill with water, and are left filled with slime. She noted that some people had submitted claims to the City and were told there was nothing that could be done about it; it was an act of nature. She asked that a solution be found. Mr. Jennings explained that the $537,701 set aside for this item could not be used for the problem Alderman Rainey described; it was earmarked for work outlined in the details of the tabulation of bids submitted with this item. However, he said the Department would be glad to took at the problem and see what was happening. He speculated that it wasn't a restrictor problem, which usually does not cause that extent of flooding. The problem will be looked at apart from the sewer spot repair program. Alderman Feldman commented that we might want to examine our attitude towards acts of nature. Alderman Rainey moved approval of this bid from DNB Construction for $537,701; Alderman Drummer seconded the motion. Motion passed unanimously. (A3.5) Approval of Proposal to Provide Tree Growine Services for Parks/Forestry & Recreation for a Six- SSeeven Year Period UeoendinR on -free Growth Rates - Alderman Rainey explained that she and Alderman Moran were present in the Franchise Negotiating committee when this issue was posed by ComEd to the Committee. She asked if anyone thought ComEd meant trees of only 1" caliper. Alderman Rainey was certain that the question hadbeenasked and we were told they were trees of more maturity. Alderman Moran noted that this item concerned a contract to grow trees for several years to a limit of seven years, up to a cost of $262,500. Coll agreed to give 1500 trees to the City under the franchise extension agreement; however, we are required to take the trees now, at one -inch width. Forestry has told us it's preferable that the trees be 2'h - 3 inches before being planted. The contract proposes to pay a firm to watch over the trees until they get bigger. He understood the logic, but questioned the commitment of this type of money to care for the trees to grow for several years. it was something he did not want to do, and suggested that the Committee should entertain all approaches to the situation. One suggestion was to accept the donation of the trees and give them away. He would vote for that before he would vote for the contract, and thought there may be other options also. He said we might want to sell them to people at a bargain price, he continued, for people to plant in their parkways. He could not see spending this money for seven years to take care of them as they grow. Alderman Feldman asked what this gift is worth. He wanted to know the cost if we had to go out and buy the trees. Mr. D'Agostino said you can buy trees at this size In the vicinity of $20 each at the retail level, perhaps half that at wholesale. He was asked the cost of Ikb trees of 2 h" diameter; he answered that right now the average is just over $200 per tree. Alderman Feldman noted the difference is 10 times the cost of the smaller trees. It would cost $300 000 to buy them when we wanted to on the market or $262,000 to be paid to the nursery - only a $36 000 difference. He discussed the cost of the proposal: if we gave them ten percent upfront, or 526 iW, and if we were giving them more money each year, it sounds like we are not saving a p�enny. Mr. S'Agostino said what this does is guarantee the availability of the 1500 trees when they reach Z'h inches. He said it is becoming more difficult to find the trees we want to plant. Alderman Feldman asked if we are not planting trees because we don't have them. He was told no but it is getting more difficult lately to find the species we are willing to place on our parkways. Alderman Feldman said it sounded like we are banking trees just for the purpose of the insurance that they will be there. He asked if the company will replace the trees if they die and was told yes, the trees would be replaced with other trees. Mr. D'Agostino observed that the trees would not all come avaitable at once; it might take from 4 - 7 years. We are now planting 250 trees a year. Asked if we had trouble getting them, he said yes; two species we couldn't find at all this year. Alderman Feldman asked about the possibility of going to a nursery and telling them this is what we are going to need in the next three years and asking them if they will grow those trees, instead of the nursery not knowing what our needs are. Mr. D'Agostino said that this would be possible. Asked if it had ever been done, he explained that we have not done so, because we have never had problems In the past finding trees when we needed them. Alderman Feldman suggested this might be the solution as opposed to spending $262,000, perhaps up to 40 percent of it spent before we'd even get the trees. He said if it would cost much more to buy the trees in the market it would be different, but in this case we can buy them for around $300,000. Mr. D'Agostino said the price could be up to $4001000 - $500 000 in a few years because pprices have been significantly increasinC over the past two years. This proposal locks in the price right now. Mr. Gaynor said we are looking at joining a consortium that would give us the ability to do long-term ordering. Part of the issue is that we cannot make a commitment to a nursery for more than one year under the present budget policy. However, we are working on a program through Purchasing to be able to do that. In addition, we try to budget for about 250 trees a year. In our fourth year we would be see a decrease because the trees that matured under this proposal would be available for plantingg. We will begin using those trees, and not buying that many trees out of the operating budget that year. Mr. Gaynor noted staff is not really pleased with the situation we are in. The suggestions to give away or sell the trees at 50% of their worth were ways to deal with the 1500 trees. Staff would like to developa tree nursery and cultivate the trees ourselves, but have not been able to find the land. Alderman Feldman asked if we had to raise those trees in a nursery•[ype atmosphere, surmising they couldn't be planted just anywhere, Mr. Gaynor said in all probability the 1 inch trees would be broken or vandalized if planted just anywhere and that there wasn't enough to stake. Mr. D'Agostino said when that young, trees need specializes pruning to shape them correctly. Mr. Gaynor said if the trees were given away, we wouldn't recommend they be planted on the parkway for the reasons mentioned; also, we have certain areas trees can be planted on parkways, in part due to impairment of traffic visibility, etc. Alderman Feldman said if he owned a nursery and the City told him it wanted a certain number of trees each year, he would be wilting to reduce the cost, since he would know he was getting that kind of order on a regular basis. He assumed that inflation will cause the tree prices to increase. Alderman Drummer wantedtounderstand the bottom line, the potential savings. He noted with inflation, this proposal would help us. He asked how much land was needed to grow 1500 trees. Mr. Gaynor estimated three acres. He said he had spoken to the community at McCormick and Bridge, the unofficial community garden area. He noted there was no agreement for these gardens, and there was exposure to liability. However, the community gave "a resounding no" to the suggestion of turning the space into a nursery. He added staff Is looking at other Canal land areas, though they may not be available for a time. He added that ComEd had said the City must take the trees now or not at all. He said the arrangement had a certain amount of benefit but we can't know what a tree at $275 today will be worth in four years. Alderman Drummer asked W there were any other places to plant 1-inch trees. Mr. D'Agostino said we could attempt to plant some in the parks, but the maintenance of 1500 trees scattered about would be enormous. Alderman Moran noted the trees are in Kankakee, the contractor in Sturgis Michigan. He asked if transport is Included in the price and was told ComEd will ship them to Sturgis. Alderman Rainey asked if the trees we are getting are the kind we would order and was told yes. Mr. D'Agostfno said we chose the trees we wanted from their master list. Asked if theywere all 1-fnch trees, he said that they were 1 inch or less; they are classified as being in 5-gallon containers. Answering Alderman Feldman, he said the trees were from 3 to 6 feet high. Alderman Rainey told about a lot on Howard Street which was landscaped by putting a planter along its length with 1-inch trees. She said it was the most pitiful sight, like bamboo fishing poles that decreased in number daisy. She said you cannot put trees like this in a public place. She noted we are always criticized for not planning; if the alarm our Forestry. Division has sounded is accurate, then it makes sense to go into the tree -growing business. She said that land for nursery use is getting scarcer; but if there is MWRD space we would have to maintain it. Mr. Gaynor said if we had the opportunity to plant the trees in a nursery area it wouldn't have to cost us that much; however we don't have the opportunity right now. Alderman Drummer commented that if a gift drops into your lap, you have to ask why. He asked if Com Ed plants 1-inch trees and was told no, but that some municipalities do plant that size, and in the franchise agreement there is that stipulation. Alderman Drummer said it was a gift that was not a gift, much like free airline tickets to Hawaii that do not include hotel, meals, etc. He asked if ComEd would exchange the 1500 1 inch trees for 750 2 W' trees. Mr. D'Agostino said staff had already made that suggestion. Alderman Drummer thought the idea of growing trees was intriguing. Mr. Gaynor said it was one of our goals, to insure the types of trees were available when we wanted them. Another issue apart from the land is having good ingress and egress, not going through neighborhoods. He felt the Canal lands were the best choice. Discussion ensued about using the back of James Hitt or the present composting site. Alderman Rainey asked why the Canal land wasn't available now. Mr. Gaynor said we are negotiating with MWRD• if successful, it still will not be available for 2 - 3 years, since it is being used now for the Deep Tunnel project. He explained the area is the Permatawn site. Alderman Moran said one would think, being a Tree City USA where people value trees, you could get by the maintenance part by setting to people who would take care of a 1-inch tree. He had taken care of trees that size himself. He suggested setting them to our citizens at a great deal. Mr. D'Agostino suggested that $10 each would constitute a great deal. Alderman Moran said we would then have 1500 new trees in the City and we would get $15,000 for it and not pay the $262,000. Alderman Rainey added that anyone who would buy one would take care of it. Discussion of the proposed sale ensued. Alderman Drummer brought up where the trees would be kept; Alderman Rainey said for one day they could be placed in the area where the Dog Park wilt be, although Mr. D'Agostino noted that was actually Skokie. Alderman Drummer suggested selling them to another nursery which would be a lot less trouble than holding this sale. Alderman Rainey felt the trees could be sotd in two days. Alderman Feldman said if this was a serious suggestion, the Committee should ask staff to determine now to do this: where to put them, etc. He asked how much space would be needed, and Alderman Rainey suggested the Recycling Center or at the Civic Center. She was told that Arbor Day is April 28; it was suggested we could give out coupons then, and the trees could be picked up when they are here. Mr. Gaynor said if a sale to citizens is desired, staff will move forward and figure out the logistics. He noted the trees couldn't go inside because they need a certain amount of air, light and water. He estimated it might take a couple of weekends to dispose of 1500 trees. Alderman Feldman asked how tall they wilt get. Mr. D'Agostino said some will be 20 - 25 feet, to fit under wires. Alderman Drummer advised if you figure you are going to sell everything, you have figured badly. Some wilt be left over and you will have to plan for that. Mr. D'Agostino said if we could sell 80%, we could plant the last 20% in the parks. Alderman Moran advised that this item will be held in Committee until May 7 when a proposal will be presented. ITEMS FOR DISCUSSION - None COMMUNICATIONS The Update on Police Officer Hiring and the Fire Deoartment Monthly Report were accepted. OTHER BUSINESS Alderman Rainey referred to a 4/19 memo from Bud Nesvig having to do with ComEd. She noted the south end of town has not had the misfortune of having the outages some other parts of town have had over the years. However, she noted her area has had four good size outages lately. She reported a meeting with ComEd and one of the reasons for the outages given by ComEd is that the squirrels bite through the wires, the water gets in and the circuits go down. She said Mr. Nesvig called industry experts who argue that squirrels do not bite through lead material. She would like this Committee or the Energy Task Force to take this issue up. It did not appear that ComEd had much more information than we did. She said the signs are very bad for the outages in South Evanston: they were not weather -related in any way. One was caused by what ComEd admitted was a terrible mistake with a temporary connection, causing a 131-minute outage for a lot of people. Alderman Moran noted that we have had a compliance- moniton ngg group with the Energy Commission, suggesting the issue be referred to them and a report generated. Mr. Rubin said the Energy Commission would like to appear before A&PW to discuss the future of the franchise, with an extension coming up. It was agreed to put this item on the next meeting agenda. There being no further business, the Committee adjourned at 6:58 p.m. Respectfully submit , Darlene E. Nil es Executive Assistant •E a 71Ll M— i • 1a1 • APPROVED DRAFT - NOT MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of May 7, 2001 Members Present: Aldermen Jean -Baptiste, Feldman, and Moran Members Absent: Alderman Rainey Staff Present: Judith Aiello t Mark Franz Kathleen Brenniman Paul D'Agostlno, Zeltee Edwards, Keith Fujihara, bong Gaynor, Karen GlIkeson, Aleck Granchalek, Chief Hunter, David Jennings, Mark Youngger, Cathy Radek, Chad Walton, Rich Figurelii, Chief Wilkinson, Barbara Zdanowicz Others Present: Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran Committee Chair, called the meeting to order at 7:12 p.m. and welcomed Ald. Jean -Baptiste to his first A&PW Committee Meeting. APPROVAL OF MINUTES As part of the consent agenda the Committee unanimously approved the A&PW Minutes of the Regular Meeting of April-23, 001. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following eight items on a Consent Agenda for recommendation for City Council approval: Ai City of Evanston Pa roll throw h 4126/01 �A2 City of Evanston Bills through 10$101 fA } Resolution 23-R-01 — Lease for South Branch of Library (949 Chicago Ave.) ( 6) Resolution 29-R-01 — Lease for League of Women Voters (Civic Center Room 1002) (A7) Resolution 31-R-01 -- Appointing a Director and Alternate Director to Solid Waste Agency of Northern Cook County (A8) Resolution 32-R-01 -- License Agreement for Use of Property as Staging Area and Dumpster Setup at 115 Dempster St. (A9) Ordinance 44-0-01 — Amending Title 7, Chapter 9 of the City Code to authorize the City Manager or his or her designees to issue tickets to enforce the rules and regulations of the Recreation Board (through the Administrative Adjudication proi ess) (A10) Ordinance 45-0-01 —Amen dinTitle 7, Chapter 10 of the City Code to give the CityManager or his or her esignees authority to enforce the provisions of this Chapter (through the Administrative Adjudication process) Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Jean -Baptiste seconded the motion which was unanimously approved. ITEMS FOR CONSIDERATION Ald. Jean -Baptiste raised some questions on the purchasing procedures and change order procedures. Aid. Moran explained that staff attends these meetings to answer questions and clarify and issues raised at these meetings. However, if an alderman wants to remove something from the consent agenda, they can do so for whatever reason and further discuss any particular issue. Aid. Feldman understood that the biddinpprocess can be complicated and recommend that Aid. Jean -Baptiste set up a meeting witg Dou Gaynor and his staff to learn the history of these contracts. He also suggested that the Finance Department set a time to discuss the bidding procedures and purchasing policies In place. Aid. Jean -Baptiste further commented on his lack of knowledge as to the scope of these projects and the policy history. He asked if he should abstain from voting because he felt uncomfortable voting on issues without further information. Aid. Feldman explained that these contracts are execution of council will. The City has a timetable for different parks and a timeframe for tree trimming,etc. Aid. Feldman asked if Aid. Jean -Baptiste received any orientation from staff. Aid. Jn-Baptiste stated that he received an orientation on procedures but not on policies. Aid. Feldman stated that was the same type of orientation he received, but what is now needed is a briefing with different departments to learn department's long-range plans now in place. Ald. Moran commented that Council policies on some projects are extreme) complicated such as the long-rangge sewer plan and that he felt It appropriate for the alderman, if he wished, to abstain. Ald. Feldman requested a legal opinion on that issue and staff explained that alderman must abstain for a particular reason such as a conflict of interest. Ald. Jean -Baptiste stated that he simply wanted some clarification on seven items he Identified. He requested that Agenda items A3.1 — A4.4 be removed from the consent agenda. Aid. Moran clarified what was on the consent agenda. (A3.1) Approval of the proposal to provide landscape architectural services to arksMoresi & Recreation for improvements at James and Bent Parks and (A3.2) Approval of the proposal to provide landscape architectural services to Parks/Forestry & Recreation for improvements at Snyder Park. Ald Feldman asked why staff recommends using two different vendors for these two items. Mr. D'Agostino explained that one vendor has expertise in landscaping playground equipment areas and the other has expertise in sport fields and parks. Ald. Jean -Baptiste asked how Parks projects are prioritized. Ald. Moran explained the $100 million General Plan introduced last year and provided a brief history on this process. The City Council agreed to fund approximately 1.5 million per year over the course of the next seven years from the C-apltal Improvement Plan. Mr. Gaynor stated that these were the first three projects that were contracted' out this fiscal year as art of that plan. Alderman Jean -Baptiste moved approval of (A3.1); Alderman Feldman seconded the motion. Motion passed unanimously. Ald. Feldman moved ap roval of (A3.2) Approval of the proposal to provide landscape architectural services to Parks/Fores & Recreation for improvements at Snyder Park, Alderman Jean -Baptiste seconded the motion. otion passed unanimously. (A3.3) Approval of the lowest responsive and responsible bid to fabricate and install wayfindin signage or Public Works Department. AM. Moran explained the necessity of these signs to get people In and around downtown. As part of the concept, the city wanted signage that was uniform and developed a uniform color scheme for the signage. Staff ex lained that sl ns were created to Identify the parking, hospitals, parks, and other locations. Ald. Ipeldman move approval of (A3.3) Alderman Jean -Baptiste seconded the motion. Motion passed unanimously. �A3.4) Approval of Proposal to Provide Tree Growing Services for Parks/Forestry & ecreation for a six — seven yyear period contingent on tree growth rates. This matter was held in Committee on 4/23/01. Mr. Gaynor provided a brief report. He staled that he would like to hold this item, so he could continue to negotiate with ComEd. Ald. Moran stated that the Committee would hold this item. (A41) Approval of Contract Amendment No. 2 with Harza En ineerin for design of Phases VIII, fX and X of the City's Relief Sewer Project. Aid. Jean-Bapginte nn� another question on the historical scope of this project. Ald. Moran explained that the ro ect was sequence to provide initial work in areas of the City at the lowest geooggr�aphic areas first, where the problems were most severe. The principal objective is to separate the storm and sewer waters which assists in the flow of these waters. The projects have progressed from phases I through VII and are now ready to proceed on the final three phases. Time City has hired Harza Engineering as our consultant on lids ppro ect. Ald. Feldman moved approval of (A4.1) Alderman Jean -Baptiste seconded the motion. Motion passed unanimously. (A4.2) Approval the increase to the contract for engineering services for Emergency Distribution Work, Ald. Jean -asked staff what the basis was for -this change order. Mr. Figurelli explained that the contract was originally scheduled to complete three different distribution projects within the same contract taking advantage of some economies of scale. However problems occurred immediately after the contract was signed. IDOT resurfaced Crawford, the bly had to resurface Greenwood at the request of Ald. Drummer due to another ongoing project causing the City to separate the three projects and the City lost the economies of scale on this work. Thus, this was the reason for the chanqe order. Md. Feldman moved approval of (A4,2) Alderman Jean -Baptiste seconded the motion. Motion passed unanimously. A4.3) Approval of Change Order #2 for the Phase VII Contract H Long Range Sewer Project and A4.4 Approval of Change Order #3 for Phase VIII Contract A of the Cangg angge Sewer Project decrease In price). Ald. Jean -Baptiste requested staff to discuss both A4.2 and A4.3 at the same ime and explain the relation with A4.1. Mr. Figurelli explained that each phase is broken up into separate contracts and utilize various contractors and their expertise to complete different types of work. This contract was to install restrictors as part of Phase VII. Aid. Feldman moved approval of (A4.2) Alderman Jean -Baptiste seconded the motion. Motion passed unanimously. Aid. Moran asked if any citizens signed up to speak. No citizens replied. ITEMS FOR DISCUSSION — (APWI)Review of List of Items for Future Consideration (see items listed on back of the A&PW Committee Agenda) Aid. Moran asked if there was any discussion on the list of future consideration items. Aid. Feldman requested that the Committee hold off on this discussion until the complete Committee is present. Aid. Moran agreed, but did move to remove Item (rj Proposed Uses for the Recycling Center (Moran 3101) from this list because staff is wonting on this Issue and will be providing a recommendation in the near future. Aid. Moran suggested that the Committee solicit some input from the different authors of these items for Future Consideration. Mr. Gaynor stated that staff would send a correspondence to each alderman making the initial request to this committee. Aid. Moran also asked for staff to provide a status of the applicable items. Ald. Feldman asked to discuss item (e) Use of Previously Undistributed Excess Property Tax Funds (Rainey). Mr. Stafford responded that the issue has not been discussed by Council, but, In theory, those funds could be steered toward previously forgiven loans to the township. Aid. Moran asked if the Committee could be given something on that issue in the near future. Aid. Jean -Baptiste asked staff about the status of U) Administrative Adjudication: explore juvenile theft, disorderl conrnduct, parental responsibility and fines vs. community service for penaltles Bestein 5/22100). Ms. Aiello stated that in many cases staff has moved forward wi h some of these issues and will draft a letter from the Committee Chair to the other alderman and at the same time provide an update on where staff is currently with these projects. COMMUNICATIONS APW2) Update on Police Ofllcer Hiring APW3 Information on Repairs to Three City Vehicles APW4 Cultural Fund Grant Id. Moran asked the Committee if there were an questions on the Communications. Aid. Feldman asked Mr. Gaynor to provide the cn�ena for the Cultural Fund Grant. Aid. Jean -Baptiste asked how artists groups get notified that grant funds are available. Mr. Gaynor stated he will provide documentation to the Committee on both of these Issues. OTHER BUSINESS -- None There being no further business, the Committee adjourned at 7:54 p.m. Respectfully submitted, Mark T. Franz Assistant to the City Manager 0 DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of May 21, 2001 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Kathleen Brenniman, Paul D'Agostlno, Bob Dorneker, Zeltee Edwards .... , Richard Ffgurelli, Mark Franz, Doug Gaynor, Karen Gllkeson Herbert Hill, Davis ' - • • ... Jew*gs Wayne Moran, Darlene Niigges Max Rubin, Bill Stafford, Donna Stuckert, Chad Walton, Chief Witkinson, ..udith W1tt, $arbara_Zdanowicz Others Present: Joseph Levy, Bud Nesvig, Bob Seidenberg Beth Demes, Jonathon Per an, Mark Thomas, Roseanne Parone Michael Denlos Kathy Duff, Gunnar Forrest, Marjorie June, Frances Randall, Robert Hall, Bill ans Willa Frink, Kevin Cosgrove Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran, Committee Chair, called the meeting to order at 7:11 p.m. APPROVAL OF MINUTES As part of the consent agenda, the Committee unanimously approved the A&PW Minutes of the Regular Meeting of May 7, 2001. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following thirteen items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Patrrotl - Consideration of the City of Evanston Payroll through 5/10/01 in the amount of 51,ynu,J,u.0 . (A2) City of Evanston Bills - Consideration of the City of Evanston Bills through 5122101 in the amount of ys,tiu5,�uu.s3. [A3.1) Lowest Responsive and Responsible Bid for Summer Food Service Program for Parks/Forestry Ut Recreation - consitleration of this bid from Ace Lot tee liar Inc. for the luU1 food service Program at a cost of wl,050.00. (A3.5) Proposal for Insurance Consulting Services - Consideration of the proposal of Marsh & McLennan Lompanies to provide these services at a not -to -exceed cost of $100,000. (A4.1) Change Order #2 for Howard St. police Outpost - Consideration of this Change Order for the Outpost project for centrat Lakes construction increasing the contract from $213,800 to $220,263. (A4.2) Change Order #1 for Fire Station #2 Generator Set - Consideration of this Change Order for the Generator Set in the amount of 54,1/U.83 for J. W. U'Brlen, increasing the contract amount from $33,512 to $37,682.83. (A4.3) Contract Amendment a2 with Harza Eneineerinq - This item was held at the last Council meeting and was placed on the AEsPW agenda in error. (AS) Special Event - Wingfield Missionary Baptist Church - Consideration of a request to close a portion of narrow st. for the cnurcn's first "faking it to the Streets" afternoon of Gospel music and praise on June 23, 2001. (A6) Special Event - Oppeen House at the Cradle - Consideration of a request to dose a portion of Simpson St. east of Kicige Ave. from 11:UU a.m. to 3:00 p.m. on Sunday, June 24 for this annual open house. (A7) Special Event - fountain Square Arts Festival - Consideration of a request from the Chamber of Commerce to hold this fesfival on thurcn St. and Sherman Ave. on June 23 and 24, 2001. (A1O) Resolution 36-R-01- ICMA Retirement Health Savins�s Plan for Police Sergeants - Consideration of this Resolution autnonzing the city manager to implement an agreement providing a Health Savings Plan for Evanston Sergeants Assn. as part of the collective bargaining agreement effective 3/1/01. (This contract was approved by Council on 2/26/01.) (A13) Resolution 39-R-01 - Series 2000 Bonds Remarketing Agreement - Consideration of this Resolution authorizing Legg Mason as the City's remarketing agent for its Series 2000 bonds. (Al 51 Ordinance 50-0.01 - Amendin4 Title 7 Chanter 12, Section 6 of Citv Code - Consideration of this Ordinance, for introduction, regarding tie installation of remote water meter reading devices by the City. (A17) Ordinance 58.0.01 - Amending Ordinance 38.0•00 (Vehicle Booting) -- Consideration of this Ordinance for introduction and proposed Action this evening, to extend Ehe sunset provision of the booting orvehicles on private property by an additional 45 days to July 11, 2001. Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Jean -Baptiste seconded the motion, which was unanimously approved. ITEMS FOR CONSIDERATION (A3.2) Aaproval of Agreement with EVMARK for Landscape Maintenance of Central Business District -:.This_ item would cost Szv,ilv4, aril is a non-wo rcnase rewnng.a-1/.s=majority ,+rate:-Atae(man Moran spoke of sharing responsibilities, ,vhcreby-tile City crews are to concentrate on the trees in the district and -- - "Evmark is to concentrate on the other areas of maintenance. He asked what these City funds would be used for. Mr. D'Agostino said that Evmark contracts with Brfckman to maintain all the planter boxes in the Central Business District. To another question he explained that Evmark pays one-third the cost of the contract; the City rays two-thirds. Alderman Feldman asked who sets the standards for the flowers and shrubs• Mr. D'Agostino answered that City staff and Evmark do this jointly. Asked about cost limitations, he said that we figure out what we want and see how much it costs. He noted the begonias performed very well in the past. Alderman Feldman asked if Evanston's plant environment was different than Chicago's and was told they are relatively the same. He noted the rich variety of flowers in downtown Chicago, and asked why we chose just one kind. Mr. D'Agostfno said it was partly a maintenance issue, and partly the plan to convert to perennials was not completed. Discussion of the maintenance of the flower beds ensued. Alderman Rainey asked who provided the services for Evmark; told it was the Brickman Group, she noted this did not appear in the memo, and also that it was the same type of service as last year. Mr. D' tino explained they supplied the proposal to Evmark and forwarded it to the City to review. AldermanRafney commented on the missing material. Alderman Moran asked if the one-third/two-third split was the same as In the past and was told yes. Alderman Feldman said that this arrangement rescued the flowers downtown explaining the City did not have the ability to maintain them. He suggested some time be spent between this year and next year to find something dramatic and exciting. Mr.-D'Agostfno agreed to do so with Evmark. Ms. Aiello said that Evmark has talked about developing long-range maintenance plans with the City. We will be sitting down with them shortly. Alderman Feldman moved approval of this Item; Alderman Rainey seconded; motion was approved unanimously. AI3.3) Aaproval of Agreement to Provide Consulting Services far Design, Construction. ODeration of Sherman Ave. Garage - This non -bid item required a two -third majority vote. Alderman Rainey moved approval; Alderman i•eldman seconded. Discussion, Alderman Moran asked why an RFP had not been sent oiA Mr. Jennings said we had a year's worth of voluntary experience with Mr. Hammerschlag, we had an opportunity to work with him and we know how he works with the subcontracts, how he pushes and gets the job done. Since we have that experience, which was free of charge to the City, staff felt it appropriate to engage him for the next garage. Alderman Moran found this hfghty irregular and had not seen this situation happen before. There was nothing in the memo suggesting any time constraints; nor that others were not qualified and could not do as well. He referred to a statement that Mr. Hammerschlag resigned from the Parking Committee to avoid a conflict of interest. He saw It as such, especially someone resigning from a committee to take on a contract with the City in the same area he had volunteered his work for. He brought up the revolving door idea fn government where people who leave government cannot get a contract for a year. Most assume those people leave voluntarily and not to get work from the City. He appreciated Mr. Hammerschlag's contributions to the Parking Committee but noted that people serve on committees to volunteer not for the purpose of getting work. If another consultant wished to get this work, a positive vote tonight would say that you had to be on the Parking Committee to get it. Mr. Jennings countered that there was an urgency to move ahead with this, explaining staff is starting meetings this week on the development of the Sherman Ave. garage, and that it is important that this type consultant be on board early in the process. He said Mr. Hammerschlag was on the Parking Committee before the development of the Maple Ave. garage and did not get on the Committee to get this job. He said the City used Mr. Hammerschlag as a consultant, who as a volunteer ran the si nage program for the garage and oversaw many aspects, including developing the elevator specs. Hge contributed to the development of the security, made good suggestions as to lighting, internal circulation and type of concrete construction. Mr. Jennings said we were fortunate to have him volunteer for all those faces and thought It was an appropriate recommendation given our experience with Mr. Hammerschlag. Alderman Feldman had an opposite view from that of Alderman Moran: he said Mr. Hammerschlag is an Evanston resident who did volunteer and we took advantage of that as we do a lot of people. He felt the success of the garage was due to the cooperation of staff and the Parking Committee, and the strong presence of the professional on the Committee (Mr. Hammerschiag) who the Alderman termed invaluable. He said that Mr. Hammerschlag had the greatest Impact, and we were lucky to have him. He knew we hired professionals based on their reputation and qualifications and said this is not an unusual thing. For someone who knows E Evanston, lives here and worked on one of our garages before and can transfer that understanding, Alderman Feldman felt It was a wise decision. He was sure Mr. Hammerschlag knew a lot about the -" Sherman Ave. garage, more than anyone coming on board right now. He did not see a conflict, noting Mr. Hammerschlag wasn't paid for his work before. He was certain Mr. Hammerschlag hadn't taken the volunteer job in order to get a paid one. He respects Mr. Hammerschlag highly and said we would be foolish to lose our association with him. He added that he did not feet that the amount of money (not -to - exceed cost of $50,000) was that great given Mr. Hammerschtag's expertise. Alderman Jean-Ba tiste noted Mr. Hammerschlag was well prepared to provide the expertise the Cityy is looking for, and will commit himself to accomplish our objectives. He was not sure if Mr. Hammerschlag was on the verge of resigning from the Committee, so the staff wished to maintain his expertise and offered him a contract; or if we approached him to compensate him for what he'd been doing and to insure he'd continue to do this type of work. in the context of looking at our overall project, if the choices available were to lose him or pay him, then Alderman Jean -Baptiste felt It was a wise decision. if it was a question of our taking the initiative and offering him the contract as opposed to him continuing to volunteer his Mr services, he felt It would be inapproppriate. He asked, even if his value may be more than $50,000, what Is the context of this to the budget? . Jennings said it's $20 - S25 million fer-tile garrega: The process was discussed by staff, thq City.Manager's office and Mr. Rubin. We asked for a proposal from Mr. ..Harmerschlag. If he were interested, Mr. Jennings suggested Mr. Hammerschlag resign from the Parking Committee. Alderman Jean -Baptiste asked if Mr. Hammerschlag Indicated he would not continue to volunteer. Mr. Jennings said he did not ask him that. Alderman Jean -Baptiste asked if we had recruited him for what he's done voluntarily in the first place. Mr. Jennings said If he had not brought a proposal we felt reasonable, we would not have brought it to you. He did not know if that was recruitment. We offered him the opportunity to work on a professional basis on the next project. Had the proposal not been acceptable, it would not have been brought forward. Alderman Jean -Baptiste clarified that this was not his question: he felt it inappropriate for someone doing a service to the City and we reward him with a contract because we believe we have the money to reward that ppeerson. It did not seem we were going to lose him in terms of his volunteer services. Mr. Jennings said Mr. Hammerschlag did way beyond what could be expected in the role of a committee member. We watched him work for a year dealing with people, getting the job done, correcting problems. That wasn't his reputation; we viewed it. Staff thought it appropriate to secure his services for the next garage. Alderman Rainey had some concerns on the surface, but thought we don't always get that commitment and involvement from the members on our committees. She said though It probably was coincidental that while he was on the Parking Committee and stayed with us and gave more than he needed to on the Ma le Ave. garage, the fact remains that we began to developthe Sherman Ave. garage we needed a consultant. it was a convenient opportunity for us, having seen hs expertise, not to reward him for the work, but to use someone whose expertise we knew of and hire him. She was certain if we had gone to bid, he would have resigned from the Parking Committee, submitted a proposal and almost certainly would have been selected. While it's a curious situation on the surface, she said it really makes the most sense when studied. If we did not accept this and put out to bid, she would hope he would submit a proposal and felt we would be back here, grateful to have him. She supported this, and recalled there had been a similar situation in Recreation. Ms. Aiello stated that it became apparent to us during the Mapte Ave. garage project that we really needed this kind of consultant on our team: someone who understood the operation of a if and had that expertise. Because this proposal exceeded administratively what we can approve, it had to come to the Council. We did not know what kind of time commitment we would require from Mr. Hammerschlag, so we asked him to put together a proposal based on his experience. When it came back exceeding the maximum amount for administrative approval, we brought it to this Committee and Council. Mr. Rubin said that frequent) we hire consultants with a good proposal and afterwards would never hire them again. He said we know the capabilitles of this Individual know he can do the job well. He said staff would be scared to do the next garage without him. He said Mr. Hammerschlag knows about jarages operational )y, knows security, revenue equipment, etc. His knowledge was above everyone else s and it paid off. Alderman Feldman said to assume a volunteer would consistently function as a professional with the amount of time he invested, and would do It again, was an assumption he did not want to make. As a member of the Parking Committee he could have just sat back and voted, or said his personal or professional life demanded too much time, and, Alderman Feldman continued, we have no right to expect that because he did it before that we have to right to expect he do it aggain. To be professional about it, to offer him a contract and have him become in a sense an employee of the City, we could ask him to do various things we could not ask of a volunteer. If we make mistakes on this garage, the cost of these services will seem like nothing. He said it's Important that a downtown garage be attractive, safe and successful. Mr. Hammerschlag did it before and can do it again. He strongly supported the agreement with Hammerschlag It Co. On voting on this item, motion carved 3-I with Alderman Moran voting nay. (A3.4) Approval of Proposal of Idriss Co. for Tree Growing Services for Parks/Forestry & Recreation - It was noted this item wits be new again in committee: stall is suit negotiating witn Lomtd. (A3.6) Approval of Pro al with Meyne Co. to Provide Phase it Construction of the Levv Senior Center - Alderman Rainey and feldman moved and seconded the motion to approve thts item at a cost of $5,638,583 with a guaranteed maximum construction price of 56,762,928 and authorizatfon to proceed with the development of the Center for a maximum project cost of $8 515,586. Alderman Moran said that when here last, the budgeted amount for the new Levy Center was $9.5 million, When Meyne came back with the proposal, the guaranteed maximum was $8.7 million. We then engaged In value engineering to try to come back with a guaranteed maximum price closer to the budgeted amount. He said it seemed we were able to save some, but not much money. Ms. Aietto said in some areas we were able to save in the process; in others as the scope was refined, the cost went up. So there were some savings, but not as much as we hoped. Alderman Moran asked how the cost went up on some of these things, noting we are 2.2 million over on the project and people were asked to tighten it. He said that was a third over without starting on it. Ms. Aiello explained that on dynamic compaction, we knew a certain level had to be achieved. When it was done, we had to bring in more fill to achieve the compaction needed. That was an additional $90,000, Relating to the tandscaping and courtyard area, the architects came up with a dollar figure based on general ideas. Three concepts were then created by a staff architect and reviewed by the senior center committee. It was over and above what was in the budget. Signage, when staff looked into the kind of information needed, how many and kind of signs we wanted the cost went up. Mr. Gaynor said originally the landscaping cost was not put in; a number was put in tie budget, but it was not enough: utilities and paving were necessary. Also, only a nominal amount was budgeted for signage and we know It will cost significantly more. Asked about the courtyard, he said there was never an actual n developed for it. It was not part of Ross Barney's contract and was left to the City to do. We did the design and took it to the committee. Also, originally part of the prograand then through the design it was left off was the canopy at the entrance. It had to be put back m in the project. He explained about the design on tie front of the building eliminated the canopy we wanted. It was placed in the project later in a way that would fit into the design and still provide protection. These were examples of types of things that added to the cost. Alderman Feldman said that the kind of things that were added are things you would have found whether you went to value engineering or not. Mr. Gaynor stated they would have been change orders. Alderman Feldman noted they would have gone up in any case. He said the courtyard is a central part of the building with hopes and aspirations for its use by the Center. It's the central vista from the entire building. He hoped it would be one that served adequately the purposes he described, exalted the rest of the budding and made people wish to go out and use it for many activities. Alderman Jean -Baptiste said he was pteasantly surprised when he asked staff about the M/W/EBE and learned it was approximately 25 percent. Rubin said it was up to 30.42 percent. To the Alderman's question, Mr. Rubin explained that was a pescenta a of the hard costs of the project -- the construction costs. Ms. Aiello said we hope when we get into the signage program and add the architectural costs we will exceed that percentage. Alderman Jean - Baptiste asked about a list of the contractors. Mr. Gaynor said when we have a contract with the Meyne Co. who will subcontract with these companies, the final list will be submitted to the MIW/EBE Coordinator. Mi. Rubin noted there were monthly reports that had to be filled out with much information. Alderman Moran asked about the outdoor facilities. Mr. Gaynor said in the center there is an open air courtyard about 9,500 sq. feet. Alderman Moran asked about outdoor program space that was not in the courtyard. Mr. Gaynor said no planning had been done yet; he noted there are requests for some faciiides and noted the many recreational opportunities available in being in James Park. Alderman Moran addel that siting the center in the park took advantage of the park vistas that were already there. He did not think there would be any vistas in the interior courtyard. Mr. Gaynor explained it's a lass building: you will be able to look through the building at the park from one side and the courtyard fgom the other. Alderman Rainey said this building is a major addition to City property and will be the only place a family could decide to have a wedding, along with all the wonderfui thin it will do for the senior population. She thought it would be a money generator to some extent, and will be a prize property that literally will glow in the dark. We have a notable architectural firm, and the design has been embraced by the community. It's not just a senior rec center: it may well win awards in design and for the programs to be held there. She noted it wilt have a performing arts stage that professionals could use. The interior court Is over 9,000 sq. ft. She termed the landscaping designs fabulous, elegant and exquisite. She felt it essential that this building be something everyone in Evanston can be proud of. She felt there may have been some corners that we should not have cut, but felt the center may end up costing less than $8.5 million, noting we might find some cost savings. She hoped the Council would completely support this project. Mr. Aiello.commented that it's the only public building that's had such participation by the community. People continue to make donations. She said staff felt the 1+ million shortfall will be found, and the way we structured it we won't have to issue the debt or take from the Tit". This has been the most designed project ever done in Evanston. She said we hope this will be the maximum amount you will see, Mr. M bin said we continue to value engineer every day as the project moves forward to save money without affecting the look or the materials we are using. Alderman Rainey said it will be the most accessible building in Evanston. On voting on the Meyne proposal, motion passed with Alderman Moran voting nay. (AR) Resolution 34--R-01 - Evanston Athletic Club Agreement and (A9) Resolution 35-R-01 - McGaw YMCA Agreement - rhese Resolutions extend the agreements with these entities to allow Levy center members to use their facilities and services. Alderman Jean -Baptiste wished to consider not narrowing the service to members of the Levy Center only, but to all seniors in Evanston. He felt there would be many who could take advantage of this. Alderman Rainey said she would support it if you want to do a means test, but noted wealthy seniors who she did not feel should have the City of Evanston paying 52 for them to go to the EAC. She noted Mr. Levy donated 1,000 memberships. She would encourage those seniors who would like to use the EAC or Y to join the Levy Center: that's the point here, she said, to encourage membership - it's $20 a year, and you then can go to the EAC or Y free as a benefit of the membershi She did not support sending every senior to the EAC and bypassing the Levy Center; it's one of the ma or benefits of Levy Center membership. Mr. Gaynor noted when this arrangement was first discussed wi the EAC and Y, they feared a loss of their regular fee members by people joining the Levy Center and circumventing them. They realized, however, that there wasn't a significant reduction in the fee memberships of their seniors, or they would not have come back again this year. By limiting the offer to seniors who are Levy Center members, If seniors did not wish to join the Levy Center they would join the EAC or Y. Alderman Moran asked if these programs would continue after the new Levy Center is built. Mr. Gaynor said to a certain extent; for instance, we are not building a swimming pool, He has been talking to the owner of the EAC about seniors having access to some of their facilities. Alderman Rainey pointed out that this is a very special benefit to being a Levy Center member: that Is the point. You don't get this opportunity in any other way. Alderman Feldman pointed out the EAC was worried that their senior population would drop out and join the Levy Center, but it hasn't happened. But, he said, if we allowed every senior in Evanston to have that access, it woutd happen. He said that if we added 20,000 Levy Center memberships, the EAC would go out of business. Alderman Jean -Baptiste asked the current membership and was told 82_5, with an average age of 77 to 78. On voting to approve these two Resolutions, motions passed unanimously. At this point Alderman Moran left the AEtPW meeting for another meeting; Alderman Feldman took over. (All) Resolution 37-11-01 - Easement Agreement with Focus Development -- Alderman Rainey moved approval of this item to authorize the Ory Manager to enter into an easement agreement with this company to allow for subsurface footing and caissons on public r-o-w at 1624 Maple. Alderman Feldman seconded and motion was approved. (Al2) Resolution 38-R-01 - General Maintenance Motor Fuel Tax Resolution - Alderman Rainey moved approval of tnis item to appropriate Sbw,uuu in Mr I tunas to finance the general maintenance of City streets. Alderman Jean -Baptiste seconded the motion, which passed. (A14) Ordinance 49-0.01 - Amending Title 71 Chap. 13 Sec. 7 of City Code - Alderman Rainey moved approvat of this item, for Introduction, amending the code to require property owners to disconnect sewer lines the main when abandoning service. Alderman Feldman seconded the motion, which passed. (A16) Ordinance 51-0-01 - Amending Title 7 Chap. 12 Sec. 4 of City Code - Alderman Rainey moved approvat of this Item, for tntroduction amending the code to require property owners to disconnect water service at the water main when abandoning service. Alderman Jean- piste seconded the motion, which was approved. ITEMS FOR DISCUSSION - None COMMUNICATIONS The Police Officer Hlrini2 Report and the Fire Department Monthly Report were accepted. OTHER BUSINESS Alderman Rainey had read the minutes of the last meeting and expressed surprise that the two Ordinances pertaining to Parks a Recreation rules being enforced through Administrative Adjudication had been introduced without discussion. She planned to speak to that part of the issue pertaining to the Parks Ft Recreation rules, which are promulgated by the Recreation Board. There being no further business, the Committee adjourned at 8:2D p.m. Respectfully submitted, Darlene E. Nil es Executive -Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION 151 PUBLIC WORKS COMMITTEE Meeting of June 11, 2001 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello Maureen Barry, Kathleen Brr_nniman Pat Casey, Roger Crum Paul D'Agostino dob Dorneker, Zeltee Edwards, Keith kujihara, Doug Gaynor 6ren Gilkeson Reck Granchalek Chief Hunter, David Jennings, Anil Khatkhate, bariene Nilges, Aid Rubin, Bill StaYford, Mark Younger Others Present: Alderman Newman Alderman Bernstein, Bob Seidenberg, Mimi Peterson, Doraine Anderson, Robert Strom Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran, Committee Chair, called the meeting to order at 7:13 p.m. APPROVAL OF MINUTES As part of the consent agenda, the Committee unanimously approved the AI;tPW Minutes of the Regular Meeting of May 21, 2001. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following twenty-three items on a Consent Agenda for recommendation for City Council approval: (A1) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 5/24/01 In the amount at 51,i56,116.IV, and the Payroll through 6/7/01 in the amount of 51,905,356.61 (A2) City of Evanston Bills - Consideration of the City of Evanston Bills List through 6112/01 In the amount of 56,9LU,016.4/ (A3.1) Lowest Responsive and Responsible Bid for the 2001 Main enance by Contract Program for Various streets - Lonsioeration at tFiis bid from Arrow Road Construction for the 1Wi Program for e PubhC works Department at a cost of $259,949.00. (A3.2) Lowest Responsive and Responsible Bid for the 2001 Resurfacing of Various Streets Program - Conslderation of Vie oio tram Arrow Road Construction for the LUU1 Program for the Public Works Department at a cost of $684,741.15. V{.3) Proposal for Phase I Study of McCormick Blvd. - Consideration of the proposal of S/31nfrastructure service ("Vi") to provide this study at a cost of $197,000 for PubllcWorks. A3.4) Sole -Source Purcpase of Licensing for the Oracie Database - Consideration of the purchase which requires a L/3' majority vote for Louncil passage) of (lcensing for the existing Oracle atabase from Oracle Corp. for Information systems at a cost of $56,991. {A4.1) Change Order #2 for Contract E-99. for 36" Diameter Feeder Main - Consideration of this Change Urdger for the feeder main at Breen Iiay Road/North Shore Lhannel with Glenbrock Excavating &Concrete, Inc. This final change order adds four new pay items and balances the quantities of pay items utilized during the construction; contract amount does not change. (A4.2) Contract Amendment #2 to Harza Agreement for Phase Vill IX and X - It was noted that this item had been permanently removed from the agenda prior to t�is meeting. (A4.3) Change Order it 1 for Alexander Park Redevelooment - Consideration of this Change Order With Pederson Lonstruction, Increasing the contract by 51,630.72, from $147,104 to $148,734.72. (A6) SDecfal Event - Rotary International Annual Picnic - Consideration of a request to use Centennial Park juam st. beach) for the Rotary International annual picnic on August 24, 2001. (A7) Special Event - Central St. Arts F& Crafts Fair/Sidewalk Sale - Consideration of a request to hold the annual Arts tt Lratts ralr and Sidewalk Sate July 11-15, 1U01. {{AB) Special Event - Fourth of July Celebration - Consideration of a request from the Evanston Fourth of".tuty Association to hold We rourtn of July activities and waive associated fees. (All) Temporary Expansion of Residents Only Parking District 6 - Consideration of a recommendation to approve the temporary expansion of KOFU 6 to include the 1300-1400 blocks of Lincoln Street. (A14) Resolution 43-R-01 - Expressing intent to Particioate in Suburban Tree Consortium - Cor:sideration of this Resolution expressing intent to participate in a five-year contractual program. (A16) Resolution 46-R-01 - Allev Encroachrnent at 1215 Dobson - Consideration of this Resolution allowing the City Manager to sign a license agreement to permit a fence to be placed in the r-o-w of an unopened alley at 1215 Dobson. (A19) Ordinance 54.0.01 - Vacation of Portion of Lemar Avenue - Consideration of this Ordinance, for introduction, by which the Louncit wotAd vacate a portion of Lemar, south of Lyons and east of Leland. (A20) Ordinance 61-0.01 - Negotfatfon of Sale of Real Estate - Consideration of this Ordinance for introduction and recommended action, to aumonze the Lity Manager to negotiate the sale of W6 Sherman Ave. (A21) Ordinance 62.0.01 - Authorization to Enter into a Real Estate Contract - Consideration of this Ordinance for introduction, to authorize the Lity Manager to enter into a real estate contract for the sale or 1616 Sherman Ave. (A22) Ordinance 63.0.01 - Ne otfation of Sale of Real Estate - Consideration of this Ordinance, for uc introdtion and recommended action, to auuiorize the Lity Manager to negotiate the sale of 1624- 30 Sherman Ave. (A23) Ordinance 64.0.01 - Authorization to Enter into a Real Estate Contract - Consideration of this Ordinance, for introduction, to authorize the Lity Manager to enter into a real estate contract for 1624-30 Sherman Ave. (A24) Ordinance 65.0.01 - Authorizing PartiCipatlon in Suburban Tree Consortium - Consideration of this urainance, for introduction, fo authorize the Lity at Evanston to join the Suburban Tree Consortium. (AU) Ordinance 66-0.01 - Increase in Class B Liguor Licenses - Consideration of this Ordinance, for Introduction, to increase Ltass is licenses from 13 to 14 with the addition of Four Comers LLC, dba Prairie Moon, 1502 Sherman Ave. (AZS)Ordinance 69.0.01 - Speed Limit for Brummel Ave. - Consideration of this Ordinance for introduction, to amena Sec. 1u-11-1 Scnea. n(e) of the Lity Code to reduce the speed limit on Grummet between Ridge and Custer to 20 mph. Orr Ordinance 70-0-01 - Four -Way Stop at Mulford and Callan - Consideration of this Ordinance, for introduction, to amend Sec. 10-11-5 l5cned. v(U) of the Lity Code to place a four-way stop at the intersection of Mulford and Callan. Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Jean -Baptiste seconded the motion, which was unanimously approved. ITEMS FOR CONSIDERATION (A3.5) Aporoval of Architectural Services for Demolition and Reconstruction of Fire Station #3 - Alderman Moran was looking tar more input on this item; he felt staff's discussion of the various proposals heavily favored Guajardo Associates who had bid $180,000; but the recommendation was for Yas/Fischel who bid around $150,000. From what we've seen before, he surmised that this project may be chatten inp, i cedlnd above -average efforts. The $30 000 did not seem to be particularly material given the challenges face on this project at this site. He asked why there is this strong recommendation of the lowest bidder of those interviewed. Mr. Khatkhate said ail were equally qualified: Guajardo had more experience in the five stations designing. Yas/Fischet were more innovative and are an Evanston firm. Alderman Feldman also looked at this matter but felt this would be the criteria, saying there wasn't a dramatic difference, but that there was one. It they were equally qualified and more innovative and an Evanston firm he supported that. Alderman Moran said, keeping in mind that they are an Evanston firm and are given points on that, he understood they might be more innovative, but a statement In the memo said the team agreed the firm of Gua ardo and Associa es had exhibited a better understanding In concept of the problem. Mr. Khatkhate saidthereason we said that is they are doing a fire station for Chicago and have done some research toward that. Yas/Ffshel has designed one also, which is under construction now, so they are very competitive. Alderman Moran said it seemed the other fine was ranked higher until the bids were opened. Mr. Khatkhate said Yas/Fischel came across really well, better than Guajardo's people. Alderman Rainey said she had the same concerns, and was going to make the same comments. Innovation is nice, and they are an Evanston firm, she continued, but they scored lower. She was tired of incomplete City projects or with long punch lists or people not coming through. Staff really thought they had the best team and staff has the same concems we do about gettin5 projects: after staff's study, Guajardo was the first choice, but not the lowest bid. In a case 1111e, this that should be secondary. The price difference was not that great. She supported the firm with the highest ranking. Alderman Feldman said it had been noted that this has ha red before, when staff explains something in writing and fills in some more information verbally. While he understood there are limitations to what you can write, it would help in a situation like this; and he asked for a full explanation in the material and the rankings. If it was only because they are working on a fire station now, you have to say what that means. Otherwise we don't know; it isn't clear. Mr. Rubin said you see a comparison of the two firms in the memo and get an idea of their methodology and how the firms compare: Yas/Fischel have done other City work before we felt comfortable that t �s firm can do it. Guajardo is doing several fire stations in Chicago; but we also have the basic design and there wilt not be a lot of creativity at this site. It will be attractive and functional but you're limited to the foundation walls. If we were looking for high design maybe we'd go with someone else. Alderman Moran said the point is we look at staff's analysis of the qualifications and the other firm was 10% higher and in the lead. Perhaps it would be different if the difference was $150,000 between bids, but it Is only $30,000 and not that big in terms of the overall project. We are not disputin the competence of any of these firms. Alderman Jean -Baptiste noted we have to have the kind of ob ective guidelines to understand staff's rationale without the extra subjective explanation. Mr. Rubin sat staff would have to provide the interview notes on each bidder. Alderman Jean -Baptiste said we need some consistency so we can be certain the decision is objective across the board. Alderman Feldman referred to the last line of the memo: 'The review team was impressed with Guajardo Associates Architects and If cost of services and location of the firm was not taken into consideration, the review team would recommend Guajardo Associates." He heard some statements tonight that mitigate that. Mr. Rubin said that both architects will give us the same project. Alderman Feldman noted If that sentence had been to the memo it would have 1ped. Mr. Rubin said we tried to tell you the process. He noted cases where a firm is 10 - 20 points higher and their money is 100% higher. Mr. Khatkhate noted Guajardo, is at the high end, four or five firms have the same fee, and other architects have said the fee should be around $150,000. Alderman Rainey asked if staff was familiar with any other work they've done for the City other than the office at the garage. Mr. Khatkhate said he was in other cities, but not in Evanston. Alderman Rainey said we have used some local people who have given us a lot of grief. Mr. Rubin noted that with Station #4 we used an architect who had done 45 other fire stations, and they were problematical. Alderman Rainey said it doesn't necessarily mean that because they're here that they are the best. Alderman Feldman moved approval of Yas/Fischel Partnership to provide architectural services for Fire Station #3 at a cost of S149 700. There was no second to this motion; the motion died. Alderman Rainey moved to accept Guajardo %ssociates Architects at a cost of $180,000. Alderman Jean -Baptiste seconded, motion passed 2-1 with Aldermen Feldman voting nay. (A4.4) Change Order #3 for .lames Park Redevelooment Proiect (Contracts 2 Ft 31 - Alderman Moran said that he assumed the gray areas in the May LY memo are the reasons for the changge (which would increase the contract amount with Continental Construction from $887,488.80 to 5905►658.80). He asked for information about this. Mr. D'Agostino said the gray areas are Change Orders were a direct result of C.O. #1 which had to do with adding caissons kind of a continuation of C.O. #' 1. For the most part it relates to the fill at the west end of the park. Xiderman Moran asked If a lot of this had to do with settling. He was told yes. Alderman Rainey asked if we wished we had torn the building down and rebuilt and was told we did not. Alderman Moran did not have a problem with the Change Order but was made nervous by other projects being done in James Park. Mr. Gaynor said these two projects had two different types of foundations. Alderman Rainey said there has been more preparation of this dirt than any in history (for the James Park Levy Center building). Alderman Moran moved to approve the Change Order; Alderman Rainey seconded; motion passed unanimously. (4.5) Change Order #1 for Life Safety -Related Services at Civic Center - This item would increase the contract with trigmeering Nrotessionals trom �u,wu to yiy,Lw for additional recommended services (extension of sprinkler system and installing backflow preventer.) Alderman Jean -Baptiste said the problem was the increase of about 33%. He asked of those who make the Initial pronouncement of what is needed, then put out a contract and review the bid, where did we go wrong: what new insights were brought to us that we couldn't have foreseen in terms of this kind of bid or did we think that we were really getting away with something? What was the pattern? Mr. Rubin ex lalned we never try to get away with anythingg, we try to limit the scope so it's what we think we need at the current time. Then we get the person in here who talks about the design and the options, and we decide it's cheaper to do the work now than a year from now with another designer, as long as Engineering Professionals is here. We asked them what the number would be for the sprinkler work and the number was very good. When we have someone on board it's an opportunity to ask what the price is for the next thing; if we went out for it the amount would be double were we to bring someone in later to design that part of it. Mr. Rubin saidfhis person is very good, and staff wanted to give him the work, he was so thorough and knows what he's talking about. We would rather have someone do it while they are here if he's good and on board. That's when adding a little more to the contract is considered, vs. getting another person from the outside. He noted the current Civic Center .}mein is atrocious. A firefighter would not know what floor a fire is on, only which end of the building it s at, because we are a vertical zone system rather than a horizontal zone system. Alderman Jean -Baptiste said so this was additional work that we did not plan on. Mr. Rubin said the contractor did not offer this up to us. We asked him and the number he gave us was good. He did not solicit this at all. Alderman Jean -Baptiste moved approval of this Change Order; Alderman Feldman seconded; motion passed unanimously. RA5) Approval of Recommendation to Distribute 1.500 Trees Donated by Commonwealth Edison - Alderman ainey moved approval; Alderman Feldman seconded. She asked about details of distribution, limiting to Evanston residents, no contractors, where the trees are, etc. Mr. Gaynor said they are in5-gallon containers and about one inch in diameter. They are currently at the Recycling Center. Mr. Ds Agostino said some have leaves; that they are marked by species, and are from 4''Ato 8' tall. Alderman Rainey was concemed about how they would be distributed. She was told information wilt be in the newspapers and on cable, that it would be one to a customer to begin with, and the plan If trees are left over. A list of planting instructions will be given for the different species Including lilacs, hackberry varieties of crabapple, ash, bradford pears, and honey locusts. Alderman Moran asked if these were species we wanted and was told yes. He discussed the prohibition of planting the trees on parkways, and noted a prior discussion on this. M►. Gaynor said we have some requirements including site clearances, etc. There are ordinances that prohibit people from doing anything with trees in the parkway; it presents a problem for us in terms of spacing, height issues sightline issues. Alderman Moran noted those valid issues, but said people can plant in parkways. Mr. d'Agostfno said they can with an inspection and a permit. Alderman Moran suggested given people a summary sheet about parkway tree planting. Mr. Gaynor described the tree inventory comple�ed last year, in which we continue to input information, so if trees are starting to be planted on parkways without permits we won't be able to keep up with our Inventory. Alderman Feldman asked If people can plant on parkways with a permit, but not prune the trees. Mr. D'Agostino said that he has given permits for residents to hire a company to trim trees on parkways, done on an address -by - address basis. Alderman Rainey called this a nurturing issue, noting parkway trees take more abuse. Alderman Moran described a tree he planted on the parkway 15 years ago, and todary It Is something to be proud of. Mr. Rubin asked if there is a JULIE locate If trees are placed on parkways. Mr. D'Agostino said that will be included in the Instructions. Mr. Gaynor said the Intent Is to not allow these trees to be planted in the parkways; if anyone wishes to do so, it will take a review and a permit from Forestry. Alderman Rainey asked when we will give the trees away and was told in the next week or two. She surmised we will go over to the Recycling Center on a Saturday and was told yes. Alderman Feldman asked If addresses of recipients would be checked, so that different family members didn't come at various times and receive more than one tree. Mr. D'Agostino thought they would come up with a method to address that. Alderman Rainey said this was an exciting program. Upon voting on the motion to approve, the motion passed unanimously. fA9j ADmoval of Sanitation Program Recommendations - Alderman Moran asked If this was an action item, Mr. Jennings said it was it the committee so wished, as it was on the agenda for action by A&Pw ana Council. Alderman Moran had a suspicion that people would be interested in knowing about these proposed changes and ma want to comment about them. Had they been publicized? Mr. Jennings said only through the Council acket. It seemed to Alderman Moran that this should be published more broadly. Alderman Rainey recai�ed discussingthese items with staff at an earlier meeting from which these recommendations were gleaned, but notedshehad not accepted recommendation number one (about charging for bags for yard waste collection). Did the recommendation mean that if one bought a yard waste cart one dFd not have to pay anything extra? Mr. Jennings said yes, if you put the yard waste in the cart. Alderman Rainey did not like the recommendation; she noted we never did license landscapers, whose clippings are left near people's garbage. Alderman Feldman recalled we used to charge for baggs at one time. Mr. Edwards answered that we charged .80 per bag; the City paid .30 for them; and we Fad a sticker program as well. Alderman Feldman asked how many bags the City picked up. Mr. Edwards said we have records from which we could estimate that. Alderman Rainey said that this is a reduction in service: we are charging for this service which is being paid for with our property taxes and she did not agree with this recommendation. However, she found the other recommendations very sensible, and ones the average user will not be upset over. Alderman Feldman agreed. Alderman Feldman asked if we provide people with new carts every time they ask for them. Mr. Edwards explained that we do not because we don't have the carts. He said every year we buy a certain number, approximately 1,000 this year. We give them to the first 1,000 requests and repair 1,000, so we can keep 2, carts in circulation. Perhaps 00-250 carts are not able to be repaired. Alderman Rainey noted a request for a replacement cart for a family, describing it as the wwst cart with no top, filled in with some kind of foam, an attraction for squirrels. Mr. Edwards said if the family called it in we would take care of it. Alderman Feldman asked how a cracked cart is repaired and was told it wasn't; that person would probably get a new cart. Mr. Edwards added that when we order the 1,000 carts that includes the lids; we don't generally order them separately. Alderman Moran recalled the resentment incurred when we charged for bags. Mr. Edwards noted it's not an unusual practice. Alderman Moran felt Recommendation #2 (move yard waste drop-off program to Recycling Center and receive yard waste during entire season) was okay ut questioned Recommendation #3 to charge landscapers to use the drop-off site. He asked if that wou a generate a tot of money. He felt that landscapers would pass that cost along to customers, and asked if there were a lot of drop-offs. Mr. Edwards outlined two problems: Evanston gets a lot of landscape waste from other communities; and the drop-off in the first two -three weeks is usually from landscapers. Landscapers are well aware of the deadline and utilize it much more than the citizens. Alderman Moran did not like recommendation #7 (continue to provide a working refuse cart, but charge residents if they prefer to have a new one), but said the rest were okay. He suggested removing #1 and #7 tonight. Alderman Rainey asked about Recommendation #6, registering scavengers and giving them the opportunity to remove appliances. She thou ht it a good idea but asked what would happen If the scavenger didn't show up. St~e was toEd the ity would then take the item. Alderman Feldman noted scavengers take almost everyt*�ing now and N1r. Edwards said a minimum of 90% of what is called in is picked up d scavengers. 'fo M erman Feidman's question, Aldemian Per -an explained that he did not favor recommendation a because w ren residents call for a new cart, frequently they get a cobbled -together one which !s not new and is hose to being unserviceable, If our p~-ricy is to provide one serviceable cart, he did not want to charge for that if you want a new one. Alderm&-% FFe(Jrnan had spoken to a constituent who had had a number of carts replaced. She wants a new cart every tirne there was a new squirrel hole. We would have to spend a lot if we replaced with a new cart ea h time. If one has a squirrel hole, he asked, can It be fixed? Mr. Edwards explained variow methods used to repair squirrel hcZes. r_'derman Feldman asked the price of the carts. He was told there are about S50 wholesale, or $200 retail. Alderman Feldman noted we're selling It for the samepprice v-- are getting it. Mr. Edwards noted that the City retains ownership of the cans. Alderman Jean -Baptiste would support citizens paying an additicinal $50 if they want an additional cart, but would not support citizens paying $50 if they wanted a new cart. Someone may say the cart isn't bad enough to be considered sxnusabiie an therefore you need to halve a new one and pay $50. People may disagree with what Is a functSonat cart. He would support a normnal fee of $10.00. Fie did not think it necessary to recoup our cost, noting people are pa ng a tot in taxes. W. Jennings explained what we are trying to convey is that we are giving people a ceable cart. It can be used. But if they don't want that serviceabte one we're saying that i they want a new one, we will charge a fee for that. Alderman Jean - Baptiste agreed', but said the fee should be $10; he could not see $50. He said that what you're spending comes from citizens' taxes. �* tdermen Feldman and Rainey disctzsed if, we charged $10 and distributed a year's worth at a $40 toss it's a $50,000 expenditure. Mr. Edwards sa-d if someone has a hole in the cart and wants a new one, and is charged $50, we know in two weeks there will be another hole. Alderman Rainey noted the L-nfairness, because some people nee er crder a new cart; she had never had a new cart. She thought a pa-t of this was how the garbage was put in the cart. She said it isn't fair that someone is getting three or fo:ir new carts and the rest of us are pa ri for it. It is fair that someone who has a broken cart can get a pretty Rood replacement for free. Eh--,i t'iey want a new one they should pay for it. Alderman Jean -Baptiste asked if this is a big problem. Mr. Edwards said we has.! one person sometimes two, on staff who work on this every day. Alderman voran asked how many carts are reptace� a year and was told 1,000, with about 200-300 each year that are not serviceable. Alderman Feldman said the standard must be clear. The big argument that people have is that the City's view of a serviceable can is not theirs. He didn't have experience of having carts repaired. Mcst carts In his nel In garages and are not gnawed y squirrels. He wished to be ccndnced the City had alair standard about ca rts, and did not recycle them our to five times until they were patched together "with spit and glue:" In that case he could understand why oeoQte would want a new me. if peoples desire is just cosmetic or frivolous he felt people shctAd pay wf�at t costs us. Mr. Edwards noted when we repair the cart we clean it and tAe off any markings. We try to make them took good. Alderman Moran summed up: he did not think there was any controversy about Recommendations #2 through #6 or 48. There was not support for Recommendation # _ Alderman Rainey asked the price of and waste carts. She was told we charge $81: they cost the same as the cthoer carts, but we are tryingg to make some money from them. Alderman Moran suggested two mottos: first, that Recommendations #2 through #8, exceptang V, be appro-red. Alderman Feldman and Rainey so rryaved and seconded, and the motion passed. Secondly, Alderman Feldman moved Recommendation #7 be approved as Is. Alderman Rainey seconded. Motion passed with Aldermen Moran and Jean -Baptiste voting nay. It was noted Recommendation #1 was cff the list completely. (A10) Polfcv to Govern Installation of Soeed Humps - Alderman .voran questioned the policy statement that of those fhat respond the majority in favor of installing wilt be required that the matter be brought to Council for action. The local ward alderman will make the finat decs=n on whether to proceed to Council for action based on the results of the survey. floes that mean the results of the post card survey, if negative, signals the end of it? He was answered no. Mr. Jennings explained that we took to the ward alderman to bring it to the Council, whatever the vote is. He did rc; think a negative vote had ever been brought to Council by an —alderman. Alderman Moran asked if it is Mr. Jennings' understanding that the policy, regardless of the vote, up, down or a tie, is up to the aLdermten? He was told yes, and the sentence in question in the policy w-M be stricken. Alderman Feldman asked if the copy of the letter stated that the alderman will make the determination and was told yes. He said it also stated that a majority is needed. Mr. Dahal explained that's what we've been doing tit now. Alderman Feldman felt the alderman validated the vote in a sense and passed it on to Council. He noted teat i{you don't have a majority decision it becomes a totally political issue and not the will of those on the tkxk. Alderman Rainey noted she had a 44t44 tie and a 49151 -rote -- when It comes to asking for citizen participation, if an alderman doesn't take heed of a vote.... Atderrian Feldman did not believe it's a City policy to support or encourage speed humps. It's a response to the people's desire and need to use them. If that's the case he said fit had to be articulated by a majority or at least a tie. He asked hour it wild be justified to tlfe Council with a negative vote? Alderman Rainey agreed. Alderman Moran asked vie response rates. Alderman Newman noted he had an 8.6 response. Alderman Jean -Baptiste suggested tabling the item until the next meeting due to the press of the additional agenda items. Atderman Rainey would agree if it would not hold up Installation of any humps. Mr. Jennings recapped: he noted that the City Council has aopraved speed humps. There's nothing that says how they will be applied. We brought a recommendation to Council that would allow us to prioritize the large number of requests we get. That recommendation had been rejected by the AraPW Committee at a prior meeting We are bringing something back this evening to et some policy we can move forward with. Alderman Raineyy pointed cut that the material being reviewed did not differ from the practice now. Mr. Dahal noted peop`e call and ask something about speed humps is our policy: we don't have a policy - it has only been the practice. This will help us. Alderman Feldman moved to approve the Speed Hump Policy. He did not see a controversy, and suggested that we will just efean up the language. The Aldermen will decide to bring the requests to Council or not, and that appears in the polity ri ht now. Alderman Newman felt we need to have standards as to the quality of the signs that let peap�e know about the humps. He has gotten complaints }bout not seeing the humps at nigght He would like to see better signs He has seen signs missing, and would like to see better ores. Mr. I3at-al discussed the history of the signs for the humps on Hinman, noting many were stolen. A discussion abet required colors and the need to maintain adequate signs at all times ensued. The difficulty of seeing Diem at night was noted. Alderman Moran said there was language in t,''-.e policy about this, which supported Alderman Nevmian's suggestions. Alderman Bernstein said that we need advance signs warning of the humps. Mr. Dahal said that we have signs at approaches to the humps. if some signs are damaged we need to monitor and replace. Alderman Moran suggested we need to work a little harder at monitoring and regrding. Alderman Feldman's motion to approve the Speed Hump Policy was seconded by Alderman Rainey and unanimously approved. (Al2) Resolution 40-R-01 - Resoluticn of Authorization for OSLAD Grant �,ppllcatlon - "fhls Resolution would authorize the City Manager to sign the Kesotution of Autnorization for the open Space Lands Acquisition and Development grant application regarding Butter Park renovations. Alderman Moran moved approval; Alderman Feldman seconded the nation; motion passed unanimously. (A13) Resolution 42-R-01 - Providing Assurance to OSLAD Regarding Faciity Improvements - This Resolution would provide assurance to USIAU that it the City's lease with the JAWKu is terminated, the City will relocate OSLAD improvements to comparable land. Alderman Moran moved approval; Alderman Feldman seconded the motion; motion passed unanimously. (A1151 Resolution 45-R-01 - Aparova! of YMCA Parking Lease - Alderman Rainey asked about this issue. Mr. Jenni ngs ngs said the current leases have expired and we have been runnizzg month -to -month. Asked if that was intentional, he replied no. He said we have been sharir.V the reveru.es and acting as though there were a lease. With the new building there's a need for an active lease. Alderman Rainey moved approval; Alderman Feldman seconded; motion was unanimously in favor. (A17) Resolution 47-R-01 - Funding cf CMAQ Ridge Ave. Signal Connect Proiect and (A18) Resolution 48-R-01 - Funding for LMAU KidRa Ave. Si n.al Lonnect Protect - both Resolutions would allocate funding for this project, the tirsi: with j15(i,uVJ of motor Fuel i ax Funds, the second with $267,000 of G.O. Bond Funds. AidenTian Jean -Baptiste asked whether or not we are moving to do this because the funds are available, or is it something that's broken that needs to be fixed. Mr. Jennings said it was both. Alderman Jean - Baptiste noted we need to take advantage of the 80% federal funding, but that 20% is out of our budget. He asked what is broken about this. Mr. Jennings said this is a closed loop signal project. The signals will be interconnected. Over half of du)se signals were built in the 1950's and need to be replaced. They cannot be interconnected. By taking advantage of CMAQwe can get 12 signals rebuilt and 9 upgraded, and the whole signal system interconnected so there are different timing plans for different times of the day, a state -of -the art traffic control system. The side benefit is we get the old ones replaced; it's the biggest signal replacement project we've had in Evanston. Alderman Jean -Baptiste asked what the total cost of the project is determined to be. Ur. Jennings said the engineers designing it do a cost estimate of what the cost is estimated to be, you pay for what the cost is: it could be up or down, but this is the best estimate of the engineers. Alderman ,lean -Baptiste said in making the decision to allocate almost half a million dollars, how do we determine the priorities in terms of our needs: we are doing it because the system is old, but is this the best way to spend our money at this time? Mr. Jennings said we try to evaluate the needs and find programs triat accommodate those. Mr. Crtrn said that this Is part of our long- range Capital lmpprovement Program and has been a priority for a couple of years; he noted we finally got the approval. The City Council he continued, approved the CIP plan each year. Alderman Feldman and Rainey moved and seconded tie motion to approve Resolutions 47-R-01 and 48-R-01. Motion passed unanimously. (A25) Ordinance 67-0.01 - Amendinq Section 3-5.1 of the City Code Char%zinR the Definition of "Core Area" to Match that of "Retail Package Area" and iAlb) Urdinance 68-U-Ui - increase in Class ii Liquor Licenses Addingq Capstar Winston Lo, dba Hilton warden inn - Alderman Newman said there was no need to do this type of expansion to accommodate the hotel. He called attention to the map with the new district expanding to Elgin Road. He said that's undesirable in the Ward. He also had a question about the Emerson SL boundary and asked why do we need to have this include the Scribcor building? It didn't make sense. Alderman Moran noted the 1E40 Oak building does have a food concession: he assumed this was an attempt to liberalize this from the perspective if someone at some point wanted to do this type of business It could be done. Mr. Casey said the reason for the proposed expansion is to have both our -Core Area and Retail Package Area have the same boundaries. We are trying to have the restaurant part of it equal to the package part of it. By having matching boundaries it was felt we would not confuse people with two different areas, Ms. Anderson quipped that this gave a new meaning to the term "wet tab' , and noted that an area was being left out: the northwest corner of the Research Park. She said those buildings are not going to be liquor stores. She felt the need to be coterminous was ridiculous for the Research Park buildings. She suggested just expanding the area to include the hotel, and surmised that the only site that might become a liquor store site if the boundaries were expanded to Emerson is the old Paden property. Alderman Feldman asked if the entire area roposed for expansion is one where a liquor store can be built now. Mr. Casey confirmed this. Alderman Feldman said everything on the map either striped or shaded is a potential site for a liquor store. All we are doing is saying restaurants in this area can come in and serve liquor. Mr. Casey noted we do not allow bars in Evanston: restaurants with an open kitchen can serve liquor. Alderman Rainey said if we have a request for liquor service in the Research Park area we can evaluate it on a case by case basis. Alderman Newman also noted east of Elgin a liquor store doesn't belong either. Since 1984 we have had an open liquor store license, the third one. This cannot be compared to people wanting to sell liquor after their kitchen Is closed. It's one thing to expand for the hole{; another to expand to several other buildings. You are extending the ability potentially for an outdoor bar in a senior area, he continued, and there's a compatibility issue since seniors retire early. Alderan Rainey moved to amend this item; she did not think there was any reason to expand this beyond the note{ at this point. Mr. Casey discussed the boundary area if the Committee only wished to include the hole{. Mr. Crum recommended that this item be introduced tonight with directions given to change the boundaries with an amendment for the next meeting. Alderman Feldman also wished to eliminate an existing boundary for package liquor. The Committee agreed that this is another issue and would take a second ordinance. Alderman Jean -Baptise asked why it was recommended that this be introduced tonight. Mr. Casey explained that it was so the hotel could open. Alderman Moran said the motion for item A25 is to expand the area to north on Maple to University Place, west on University Place to the railroad tracks and southeast back to Clark, to be all Inclusive of the hottel property. Mr. Casey said staff will return with Regarding separate i edmnance A26, Alderman gAlderman Feldman movled approval; Alderman oRaneygseconded, ntion and mat on passeunanimousld unanimously. ITEMS FOR DISCUSSION (APW7) Enerq Commission_ Discussion on_ComEd Franchise Agreement -- Alderman Moran had received a call from tree tnair or use tnergy t ommission requesting tnat a special meeting be set to discuss these issues with the Committee. The Committee agreed on 6:00 - 7:00 p.m. on June 20. Mr. Rubin will notify the Commission of the special meeting. (APW2) Review of "Items for Future Consideration"on A&PW Agenda - This item will be brought back for a future meeting. COMMUNICATIONS The Police Officer Hiring Report was accepted. OTHER BUSINESS Alderman Rainey wished to request that there be a suspension of the rules to pass (A28) Ord. 69-0-01 20MPH Speed Limit/Brummel Avenue between Ridge & Custer; and (A29) Ord. 70-0-01 - Four -Way Stop at Mulford Ft Callan this evening. She explained the problems that would be addressed by these items. Ms. Brenniman added that a suspension of the rules would also be asked to pass (A20) Ord. 61-0-01 Negotiation of Sale of Real Estate for 1616 Sherman, and (A22) Ord. 63.0.01 Negotiation of Sale of Real Estate for 1624- 30 Sherman this evening. There being no further business, the Committee adjourned at 9:04 p.m. Respfctfutty submitted, Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED .fR7W11-1-P ADMINISTRATION Et PUBLIC WORKS COMMITTEE Special Meeting of June 20, 2001 Members Present: Aldermen Jean -Baptiste, Moran and Rainey Members Absent: Alderman Feldman Staff Present: R. Crum, D. Marino M. Barry, D. Hilges, M. Rubin Others Present: Del Leppke, David drumman Arlene Haas, Bud Nesvig, Aldermen Bernstein, Engelman, scent, Newman and Wynne, bob Seidenberg Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION The Chair, Alderman Moran, called the meeting to order at 6:09 p.m. He announced that this was a Special Meeting of the AEPW Committee convened as a result of a communication from the Energy Commission concerning several issues they wished to discuss. He termed this an informal discussion, opened it to the Energy Commission members, but cautioned that there was a Budget Committee scheduled for 7:00 tonight. Dave Grumman interim Chair of the Energy Commission, Introduced Del Leppke and Arlene Haas, Committee members, and laud Nesvig, former chair. He outlined the three topics for this evening: Energy Policy Franchise Matters and Aggregation. He said the tone of the meeting tonight was an open forum. He said the Crommissfon has been talking about franchise issues and energy policy qufte a bit, and noted there is a subcommittee working on energy policy. He welcomed the Committee s Input. OVERVIEW Mr. Grumman said that there exists in Evanston an Energy Policy dating from 1995, with Resolution 33-R-95. The Commission wanted the Committee to know what changes are being planned. He said we have an Energy Policy rewrite subcommittee of the Commission that has met twice and is coming close to a conclusion- we wished to run some thoughts by the Committee tonight. Alderman Moran asked If the Energy Poti[y of 1995 had been formulated in a collaborative effort with the Energy Commission and EnMronment Board. Mr. Marino recalled that it had been. Mr. Grumman said that secondly, regarding the matter of the Franchise, the existin extension is due to run out in about a year. He said this goes back to 1957 when a tong -term franchise was adopted, and extended in 1993, and again to 1999, and In 1999 it was extended for 3 - 5 years. Three years is up next summer, and Evanston has two opportunities to extend it one year. We want to start getting ready now. The most Important thing about the extension Is a Letter of Agreement, a separate contract between the City and ComEd, addressing issues of reliability, and requiring ComEd to make numerous improvements to the electrical distribution system, to have meetings with the City and provide quarterly reports. Finally, he continued, we want to talk about aggregation. Basically this in part stems from the current complexion of the marketplace; with rites becoming unregulated, he noted there is greater strength In numbers: agggregation means banding together of like electrical users. A year from August the opportunity will arrive for residential users to buy their power from someone other than ComEd, but at the same time there's a built-in reduction in ComEd rates to residential users. We want to took at aggregation to see If It makes sense and what's involved in doing it. Alderman Rainey asked If the next quarterly report from ComEd was overdue. Mr. Marino said yes, explaining the last report was received April 30 and the Energy Commission has a meeting this Friday morning to discuss It. Mr. Grumman added that our technical consultant was out of the country, which caused the delay. ENERGY POLICY Mr. Leppke said that In 1995 we were In another energy crisis, so the Policy in existence focused strongly on conservation and environmental concerns associated with conservation. Haiv we are in a different environment, with the deregulation law taking effect and the industry changing. Perhaps we should take another look at the Policy and rewrite It. He reported that because of deregulation, the ICC has been weakened, so someone must pick it up and we envision more Involvement on the part of the City in monitoring the industry. Rewriting the policy will accentuate that, in that the City needs to take a careful look at sup tiers, adequacy of supply and the distribution system, as well as competitive pricing, since we can en, different rates between communities, given the negotiations and types of contracts written. We are drafting some words and will present that to the Energy Commission, and if they agree with It, go to the Environment Board for their review. He said we need the A&PW Committee's input about having an environmental policy separate from an energy poll[y. m He did not know if there was an enronmental policy as such. Coupling the two may not be the best approach. Alderman Moran thought we did have a licy� that we revamped the environmental statute and adopted a written policy. He suggested reviewing that. He also thought we have a chapter in the Municipal Code on the environment. He thought a policy statement, a set of principles, had been adopted. Alderman Rainey felt the fact that there was no one from the Environment Hoard here was indicative; she hoped they could be encouraged to participate; was shocked no one was here. Mr. Leppke noted two representatives were at the last two Commission meetings. Mr. Grumman said that two members volunteered to work with the subcommittee on It: we felt the Energy Commission should get its act In order first in respect to enerrggyy and then get the Environment Board's Input. Rainey hoped staff would encourage them to be involved. The different focuses of the two committees were discussed. Mr. Leppke said the Energy Commission will take a look at their existing policy. Mr. Grumman asked If the Committee had any comments about the six existing policies and said if you get a chance to look at them, the Energy Commission would like to know if they're approphate. Mr. Rubin will furnish copies. FRANCHISE AGREEMENT Mr. Grumman said the Commission has been discussing this quite a bit: the expiration Is about a year from now, and Evanston has the ability to extend one year at a time up to two years. This raises a legal issue; for instance, does the letter of agreement apply during the extension? The last date in the letter of agreement for quarterly reports is 4115/02. Alderman Moran recalled in the negotiations we were looking for ComEd to do all the things laid out in the letter of agreement in that three-year period. The idea was that the extensions were potentialities based on how ComEd performed during the three-year period. Mr. Leppke said there's been one item that he termed our nemesis: to reduce the loading on the circuits that we see as too highly loaded. We continue to differ with ComEd on this: they are doing studies on those circuits loaded 90% and over, but they are still keeping the load up at 92 - 95 %. If this continues, the question then is, what do we do in the extension. Do we come back to this issue, continuing to discuss it, continue to get reports an how heavilyy loaded these circuits are? He predicted that we should get some good information on the loads, with the SCADA system just about In place, during the summer months. This is an area that need to be thought through. Mr. Grumman defined the SCADA remote monitoring system: the Supervisory Control and Data Acqusition for substations. Mr. Leppke said information is obtained on the level of energy used by each circuit and if It's failed. Alderman Rainey asked about the agreement which said all projects were to be completed by the end of 2000. Mr. Grumman said ComEd has not completed them all yet. Alderman Rainey noted one deadline was 11/2001, but the rest were 2000. Mr. Leppke felt project four was behind, and three has also fallen behind, with an easement problem. Mr. Rubin explained that ComEd has been insistent on an easement in perpetuity at Jennifer Morris Park. The City offered a 99-year easement. This is a key component to the feeder in the area. Another disagreement had to do with indemnification: Legal has sent our last version of what we would accept to them; they may sign it. It's an ongoing issue which he said is currently very hot. Alderman Rainy asked why the Committee is not informed about such things as the disagreement. She felt that was very important: when we sit down to meet with ComEd, a good time being in November when project four is to be completed, she said she could hear it now: ComEd will say the City held us up and we're not responsible. Mr. Rubin felt the project would be complete by November. Mr. Grumman noted this Issue was discussed in the Energy Commission and was In our minutes. Mr, Grumman said the Commission wants to come back to AFiPW after Friday's meeting. Alderman Rainey asked who will be there from ComEd. Mr. Marino thought Mike Radziewicz his direct supervisor, and Dan Shay, one the senior people from the north side on construction issues. In the past Dan Kovaleski and someone from the Engineering Division have been present. ComEd has generally had a full complement of people and continuity. Mr. Leppke said Mr. Kovaleski has been the key in continuity: he felt it disturbing that Comfd may pull him from this group. Mr. Rubin felt he was being moved up because he was so good. Alderman Moran noted he was key in the negotiations and progress was made due to his work. Alderman Jean -Baptiste asked what should we be looking at In the next few years In terms of the City's strengthening our negotiations in light of deregulation, what are some of the options opening up. Mr. Grumman said the Issue of Del raised, reliability, which has been improving somewhat, but this matter of potential backup circuits being loaded to 90% is a matter of concern. This is our main difference of opinion with ComEd. We are happy that have put In the SCADA system which he called a big step forward. Mr. Leppke said things the City needs to consider is, during the period of this agreement, we have had a contract that forces them to give us data in a timely matter. He was concerned that this must be ongoing. The City must feel that we have to stay on top of this organization in an ongoing fashion. Alderman dean -Baptiste asked what is happening In the marketplace now as to our options and choices. Mr. Grumman said Edison wants to be an electrical distribution company, not a power generator. The power end is opening up In the market. ComEd will bid on power contracts as they did in Chicago and some north suburban communities. But they want to be a distributor. Hopefully we have helped them enough In that area. He did not know if it was a big negotiating point to say we would buy our power elsewhere. Alderman Moran asked If FERC or the ICC has rate -making power over distribution tariffs. Mr. Leppke said It was the ICC. Alderman Moran said theoretically, as we move toward this negotiation, there's going to be a rate on the distribution. Will there be opportunities to negotiate that might take us away from the rate structure set by ICC? Mr. Leppke did not see that, did not think we'd have much control over a price for distribution. What we need to make sure of is that the City get our fair share of whatever improvements are made on the distribution system. Alderman Rainey said If It's over 90% loaded we are still not there. Mr. Leppke said we don't have reserve capacity yet. Mr. Grumman noted at the last negotiations we had a mini -study made with technical experts of the electrical distribution system, and a number of less -than -ideal situations were uncovered. This was a good tool in the negotiations. If ComEd gets all these things done we'll still have a few bones to pick with them, but there won't be as many faults in the system as there were before. Alderman Newman asked if we have data showing reliability has improved. Alderman Moran said we did; we get quality reports geared to all these circuits. We had the aforementioned report that highlighted the weaknesses In theiir system and we keyed off that In the negotiations. Alderman Newman said so it's our feeling there have been less outages? He said in his Ward there were two major blackouts; last year one fasted 12 hours. Rainey noted her Ward had had more. Mr. Rubin said it depends on what the outage is related to. Mr. Grumman noted Mr. Rubin furnishes a report on the causes of the blackouts that have occurred. Alderman Newman said when there's a blackout, no one knows what to do. You can't find a public relations person from ComEd. Alderman Rainey added that the people suffering the blackout still have no options to find out what's going on. Mr. Rubin explained that they still have to call 1.BDO.EDISON-1. ComEd tries, if they know the answer, to tell people. What's disturbing, he continued, is when he calls our ComEd guy and he says, "What outage?" He addressed Alderman Newman's issue: what is important is why it happened: if it's an overload problem or if it's weather - related or trees. We pushed for a better tree -trimming program from ComEd; he noted it's not perfect, but Mr. Leppke was right in that you have to see ComEd on a regular basis and seethe people who have the power to Jo something. Alderman Rainey felt in some places It's much better. Mr. Leppke said the frequency of outages has come down; the duration or recovery from an outage first went down but now it's going up again, which -he believed was due to the overloading and no extra capacity. It's two parts: frequency and duration. Alderman Bernstein recalled that when we went into these negotiations we were skeptical, asking what leverage did we have? Our best leverage was that we had no contract with them: they wanted a commitment from us, once they get It, he believed they would go back to their normal ways. The kinds of things you're hearing tonight, eg communications the never gave us that. Alderman Rainey noted ComEd in fact asked for our data. Historically when he'd call eomEd he'd get nothing. Recently, when he called i-aW-EDISON-1 he got the ability to report his Zipcode to particularize the outage. lrlr. Rubin said he also gets faxes or can go on the Web and see a map that shows outages and number of customers who are out. He said at least CornEd is trying to improve. Alderman Rainey pointed out that this was all because of our negotiations. Mr. Grumman said we have been thinking about the organizational approach to take, such as setting up a neoyotiating team: how we will do this, and who will make up the team. What about outside advisors? Legal input. A technical report like the or,e we had from Stanley? This will take some money: should a budget be set up for this? Alderman Moran commented that the foregoing were all good observations. If we track back to 1999r he felt the team we put together was very effective and we have to look at that again. Mr. Grumman said we've been extending the franchise from 1957• do we want to continue to do that or extend the existing one a ain. The traditional franchise covers munJane issues like rights of way; nothing about power costs and system Improvements: the meat of the current extension is in the Letter of Agreement. He asked if this is to be the norm, a separate contractual document covering the meat of the issues? He raised the idea of the Favored Nation clause in the NWMC agreement, that says If you give something to anybody, you have to give it to everybody. We have things in our agreement that are applicable to Evanston only. We discussed other matters having to do with the Franchise Agreement proper and what should be included in it. Should we review Chicago's? (Alderman Moran thought perhaps Chicago would want to look at ours.) He suggested the possibility of puttin in a method of reviewing and updating franchise conditions as to refining the system, such as defining acceptable maintenance and upgrade of cthhe syysstem. Also, there were power supply issues: one member asked If the City should build its own mega-p{ant? Distussions have been all over the map, though noosing Is cast to stone they are just Ideas. He noted it was thought aggregation gave the City bigger clout, which only goes so far with a company claiming not to be a major power provider. AGGREGATION Alderman Moran recalled the press had discussed Chicago developing a consortium to buy power and pair with other municipalities. He'd be Interesting in learning more of that situation. Mr. Grumman explained they just announced who won the power contract bid - it was ComEd, with 20% of the power supply to be from "green" sources. ComEd will probably contract to buy this from wind farms and other sources. Mr. Leppke heard they were to put in a wind farm between Iowa and Illinois. Alderman Rainey hoped what would happen in terms of beginning to look to our future beyond July 2002is that soon you will come to us with a recommendation in terms of moving forward, Then we should meet as a group without time restrictions and figure out what we are going to do. It seemed to Alderman Rainey that if we are looking at ComEd beyond 2004 as a distributor, then we Have to look at a franchise In a whole different way, if we are thinking about talking to them. Mr. Grumman said the nature of a franchise is changed by the market. Alderman Moran thought the model we adopted was a good one: the issues may shift, but the model Is good and may still work. We may be looking at different things than In 98- 99. Mr. Grumman said a few years ago we longed for ComEd not to own our distribution system. Maybe we could run our own, we thought. If ComEd isn't in the market to sell, they can stall that process for a long time. Alderman Rainey noted they never wanted to sell it. Alderman Moran said a tot of this goes back to 1993, and he felt a lot of where we have progressed to keys off of the decision we made then: we were looking at a revolution In the industry and positioned ourselves vis-a•vis ComEd to avail ourselves of the changes that were coming. As we have options two one-year options, he felt there may be more revolutions in terms of distribution systems. Mr. Grumman felt there may be problems in distribution and transmission systems: no one has looked at how well the transmission and distribution lines can carry that power with the changes that are envisioned. Mr. Leppke said that regarding distribution systems there's a new development: Albuquerque has begun to use robots to put its distribution system in its sewer system, putting overhead lines in the sewers stern without tearing up the streets. He would like to see the form of their agreement: he agreed we need a franchise that is just basic and short-term contractual agreements that keep moving forward. Alderman Rainey noted that this would mean renewals. Mr. Leppke said we may have a longer term basic franchise and short-term contractual agreements. Mr. Grumman said we do intend to come back to the Committee with a recommendation. Their purpose today Is to see if the Committee thinks we are going in the right direction. Alderman Moran said everything we've discussed makes sense, and Indicates you're on the right track. Alderman Rainey invited Mr. Leppke's comments at another time, about the City taking a more aggressive role regarding the changes in the industry, with the ICC becoming less a player. Mr. Leppke noted the chair of the tCC said the ICC Is being weakened. Alderman Rainey asked about legislation in Springfield. Mr. Leppke felt it's a mixed view: everyone is looking at what happened in California and asking can that happen here. Is our regulatory system so scattered, like Ca nla, that there is no compulsion for companies to put in extra capacity during peak periods? Alderman Jean Baptiste feiL the recommendations that they will bring back should address where we are in light of the crises that we see developing nationalI For someone new to the dialogue, he asked If what happened in Ca can happen here. or are we on a different path? Mr. Grumman said the Commission follows the California situation ctosety and has distributed a hundred articles on it. Alderman Moran felt we have to be somewhat cautious: there may be some opportunities that will open up to us if the ICUs role is diluted; but we have to be cautious. He said you can say a lot about the ICC some of the criticism is sometimes deserved, but he had a concern that the City is going to become a mini -ACC and his concerns were with know- how, staffing, and costs. The iCC, he noted, had a large staff and substantial expertise. His concern is if the ICC dissipates its functions and we are left to create our own "ECC." Mr. Leppke had given this some thought, and said there might be a good reason for municipalities along one transmission tine to band together and become a mini -regulatory for that transmissioi. Alderman Newman suggested that, regarding outages, If Mr. Rubin gets an explanation of an outage, that he hook that u with our Public Relations person and get the information into the various newspapers, as welt as all the statistics we get. Alderman Rainey noted that all outages do not occur between 9 and 5 Monday through Friday. Alderman Newman ctarified that he was talking about putting out explanations after the fact as to each outage. He suggested It be on our Web site and in the newspaper. Alderman Moran thanked all present for the good session this evening. He looked forward to the Commission's further thoughts. Mr. Grumman noted the presentation to come. There being no further business, the Committee adjourned at 7:15 p.m. Respectfuily submitt Darlene E. Nilges CJ Executive Assistant DRAFT — NOT APPROVED 4 DRAFT - NOT APPROVED MINUTES ADMINISTRATION Ft PUBLIC WORKS COMM)TiEE Meeting of June 25, 2D01 Members Present: Aldermen Feldman, Moran and Rainey Members Absent: Alderman Jean -Baptiste Staff Present: Judith Aiello, Pat Casey, Paul D'Agostino, Bob Dorneker, Zeltee Edwards, Richard Figurellf Keith Fulihara, Mark Franz, Doug Gaynor, Karen Gilkeson, Aleck Grancha(ek, Frank i assen, Anil Khatkhate Sat Nagar, Darlene Nitges Cathy Radek Max Rubin, Lloyd Shepard, Bill Stafford, Donna Stuckert, Chad Walton, Chief Wilkinson, Mark Younger, Barbara Zdanowicz Others Present: Stephen Yas, Jonathan Fischel, Bud Nesvig, Bob Seidenberg Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran, Committee Chair, called the meeting to order at 7:18 p.m. APPROVAL OF MINUTES As part of the consent aggenda, the Committee unanimously approved the A&PW Minutes of the Regular Meeting of June 11, 200f. rTEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following eighteen Items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 6/21/01 in the amount of 51,553,657./ (A2) City of Evanston Bills - Consideration of the City of Evanston Bills List through 6126/01 in the amount or 5a,5as,lot.as (A3.1) Approval of Contract to Second Low Bidder for Summer Food Prokram - Consideration of this contract with Upen Kitchens (writ) for itecreation's IOU1 Summer Food Program at an estimated cost of $70,180. Previously approved contract was cancelled due to non-performance. (A3.2) Lowest Responsive and Responsible Bid for Parking Deck Repairs, Municipal Service Center Consideration or tnt5 Did from Lmcagotand Lonstruction'ror these repairs at a cost of 5144,335. (A3.3) Lowest Responsive and Responsible Bid for Noyes Cultural Arts Center Rehabilitation Pro ect - Consideration of this bid from Great Lazes Uroup, Inc. (wtiL) for the Noyes Lenter Kehab project at a cost of $610,555. (A4.1) Change Order #2 for Crown Park Backstop Replacement - Consideration of this Change Order with pines Andrews Lonstruction (ttst) for the backstop replacement project, decreasing the contract amount by $870.00. 04.2) Change Order Ill for Phase VI Contract A. Relief Sewer Protect - Consideration of this change order with McNally Tunneling Lorp, Increasing the contract amount by 582,455. (44.3) Change Order H1 for Phase VI. Contract B, Relief Sewer Project - Consideration of this Change Urder with i}IPaolo Company, incorporating the 1/16/U1 UiPaolo Co. letter into the contract, with no change in the contract amount or time. (A4.5) Change Order_ #2 for Phase VI,_ Contract B, Relief Sewer Protect - Consideration of this Change Urder with Uleadl0 Company, increasing the contract price by 5149,331.54. [AS) Special Event - Taste of Armenia - Consideration of a request of St. James Armenian Church to ho fthe annual I aste or Armenia rair at Benson and Clark, closing Clark between Benson and Sherman, on August 26. (A6) Special Event - Evanston Cr.urch of God Extravaganza - Consideration of a request to hold this event on Juty 21, closing a portion of Westey tram Davis to the alley south of Church from 10am- 4pm. (A7) Special Event - Roycemore School Summer Fair - Consideration of a request to hold the Roycemore Schoot annual summer rair on Juty it and close Lincoln St. between Orrington and Sheridan Rd. from 5pm-7pm. (A9) Special Event: first Church of God Christian Life Center Picnic - Consideration of a request to hhold this annual picnic on July 15 ana for a partial closure or Asmand Avenue. (All)) Resolution 50-R-01 - Joint Agreement with iDOT - Consideration of this Resolution authorizing the Lity Manager to sign an interggovernmental agreement with iDOT for the Oakton/McCormick Intersection Improvement and Oakton St. Bridge Reconstruction. (Al2) Resolution 51-R-01 - MFT Resolution for Local Match - Consideration of this Resolution authorizing a Motor Fuel lax Resolution for local match (funding) for Oakton/McCormick intersection Improvement and Oakton St. Bridge Reconstruction. (A13) Ordinance 72.0-01 - Negotiation of Sate of Real Estate - Consideration of this Ordinance, for Introduction and recommended for action, by which the Council would authorize the City Manager to negotiate the sale of 801.825 Davis and authorize publication of Notice of Intent to Sell. (A14) Ordinance 73.0.01 - Authorization to Enter into Real Estate Contract - Consideration of this Ordinance, for introduction, authorizing the City Manager to enter into a contract for the sale of 801.825 Davis St. (A16) Ordinance 79.0.01 - Special Assessment #1443 - Consideration of this Ordinance, for introduction and recommended for action, regarding paving of the alley north of Central St., east of Lincolnwood. Alderman Rainey moved to recommend approval of the above items on the Consent Agenda; Alderman Feldman seconded the motion, which was unanimously approved. ITEMS FOR CONSIDERATION (A3.4) Sale Source Purchase of Street Light Poles. Bases and Accessories - Alderman Rainey's only issue concerned receiving more information about our reimbursement record for poles knocked down. Mr. Casey believed the procedure is handled through the Legal Department, billing the person responsible. He promised to get. that information to the Committee. Alderman Rainey commented that when the Committee receives a memo that states the reason we are making this purchase is the excessive knockdowns she would think someone would be prepared to tell us that while it's an expensive purchase, we have has excessive knockdowns and are collecting for the cost of them. Alderman Moran asked that a report on this be ggenerated. Alderman Rainey moved to approve the sole source purchase from Bell Et Gustus at a cost of 533,830; Alderman Feldman seconded the motion and the motion was approved. (A4.4) Aooroval of Change Order #9 with McNatty Tunneling Corp. for Phase VI. Contract A. Relief Sewer Ro ect - Alderman namey moved approval and Alderman Feldman seconded for discussion. Alderman ney was interested in this Change Order, which she tatted an excellent way to resolve the complicated issues. While this Change Order saved $42,000, she wished to know what this would cost us for Harza's adjustments regarding these changes. Mr. Figuretli did not believe there were any engineering changes related to this change; we were paying Harza for this anyway. Alderman Rainey asked Mr. Figurelli, if there was a charge, to tell the Committee at a later date which Harza charges had specifically to do with this switching of contractors. Mr. Fi urelli agreed to do so if there should be any charges. Upon voting on the motion to approve this Change Order, motion passed unanimously. Zr_ (AB) Special Event - Canal Land Picnic - Alderman Rainey noted that it looked like a fabulous event; owever, she questioned the recommendation of staff that a one -day liquor permit be issued for it. She had a problem with a family picnic in a local park that needed a liquor permit, and said an event of this size on the Fourth of July is stretching us really far, and staff bent over backward to recommend that the picnic be permitted. She continued that, having said that, she thought there should be no liquor allowed in the park. Alderman Moran asked if staff could give perspective on this. He noted Alderman Jean - Baptiste, who had to leave the meeting, had told Alderman Rainey that no one had requested a one -day liquor permit. Mr. Gaynor explained this event started out as a block party about 20 years ago. Last year Mr. Jennings sent a letter to the organizers about it not being considered a block party any tonger: there had been around 400 attendees last year, it took half a day to clean up in the park afterwards. Four weeks ago the request had come in for this year; we met with the proponents last week. it was noted the group doesn't sell alcoholic beverages, but they bring them. There's an ordinance that prohibits alcohol in the parks, and the only way, if they were going to bring alcohol, was felt to be the one -day license. Alderman Feldman said it was his understanding that at a block party people can bring their liquor onto the street and that was the history with this event. Mr. Gaynor said the problem was it's gotten so large. Alderman Feldman remembered the event in the past: people brought liquor when there were 400, or 300, or 200 people. Mr. Gaynor explained crews spent half a day cleaning up thousands of bottles and trash. It was felt necessary to place some conditions on this event: there will not be trash receptacles available because they are needed elsewhere on the Fourth so one condition of approval was that the group provide a dumpster. Regarding the liquor issue, because It did spilt over into the park, the one -day license was recommended. Alderman Feldman countered that staff hadn't asked for a one -day liquor license last year. Mr. Gaynor explained that was because it wasn't a special event in the park: it was a block party. A[derman Feldman asked if staff had complaints from neighbors. Mr. Gaynor said there were no complaints about unruliness from alcohol, but some concerning noise due to the music played. Alderman Rainey asked why we are issuing a permit until 10 p.m. for speakers. She noted the next day is a workday for people; it seemed we were trying to make something not quite right into something all right. She asked what happened if someone was caught drinking at the lakefront. Mr. Gaynor said it was not permitted; they can be cited. Alderman Rainey commented that this was a rule we have, Alderman Feldman said but we have the possibility of making an exception with a one -day license. Alderman Moran asked if we had done this before. Mr. Casey did not know of any instances. Alderman Rainey pointed out we don't even have a license like this. Mr. Casey noted people are allowed to bring liquor to block parties, but they are not selling liquor. Alderman Raineydid not think this permit was the answer to the problem. Asked what the issuance of the liquor permit does, Mr. Casey said it allows people to have liquor in the park. Alderman Feldman said a liquor license allows someone to sell it. The ordinance says you can't consume liquor in our parks. Issuing a license to sell isn't issuing a license to consume. Alderman Rainey asked what happens when a family wants to go to Clyde-Brummel Park and wants a barbecue and have liquor. She said they wouldn't be allowed to, and that was not fair. Alderman Feldman said if you don't issue them a permit, which is not to consume alcohol anyhow, and they have a history of that, you have a choice of if you're going to enforce the ordinance. Alderman Rainey termed this an administrative issue. Alderman Moran said we all acknowledge that at block parties people are allowed to briny wine or beer: this is just one very big block party that is going over the curb into the park. Alderman Rainey thought it more than that: this park is being reserved fora block party; no one else can use it. Alderman Moran noted It puts everyone in a tough position if we say no. The people who are organizing this assume they can eat a hot dog and have a beer. It was ascertained that no one from the group was present. Alderman Feldman pointed out that the group didn't know this was an issue. He asked if they had any doubt this would be approved. Mr. Gaynor said the way we left it is that permission was contingent on compliance with the conditions set forth in the memo we sent them. Alderman Moran felt what we have is 400 participants who think they can bring beer to the picnic. Alderman Feldman would like to get the license out ofthisitem: It only allows the group to sell liquor. He did not wish for any more comment about this item, and recommended amending this item to eliminate the one -day license. Alderman Rainey asked if we have ever Issued a liquor license fora public park. Mr. Casey said not to his knowledge. Asked If staff would recommend it, Mr. Gaynor said In some conditions he would: for instance, at a wedding with a tent set-up. Alderman Feldman reiterated that this license would give people the right to sell liquor. Mr. Casey confirmed this. Alderman Feldman said that is not what is wanted; they are not bonded, could sell to minors, etc. He wanted to remove it, and moved to amend the remove the reference to the liquor license. Alderman Rainey requested a report back on how the rules were complied with and seconded Alderman Feldman's motion, which she said did not mean she supported the consumption of alcohol in our parks. She thought this is a totally different issue than a block party and drinking in front of your house, and noted not all block parties have drinking. At the time we may be allowing these people to drink we may be stopping people from drinking on the lakefront. Alderman Feldman said that next year it's conceivable they could have a choice of using the park and not drinking, or having a block party and being able to. Mr. Gaynor said the reality is it was a block party and due to the number of participants they have spilled over Into the park. He said whether we give a permit or not, they are going to be in the park. Alderman Feldman noted that was another issue. He suggested one could have a policeman on the edge of the sidewalk who, seeing someone with a beer in hand, could ask them not to enter. Alderman Raineyy thougght the party belongs in our park - it's a great use of our park but she did not want to see drinking in it. We have problems with drinkin3 in parks. Alderman Moran said it was a block party, but it has so many people we have to invoke extraordinary measures. Mr. Gaynor said the administrative concern is that there's going to be 400 people at this party and most of the City s resources are tied to the Fourth of July activities. We don't have the resources to deal with this. A block party of 50-100 is different than 400. Alderman Feldman asked if we have a Limit on the size of block parties. Mr. Gaynor said Mr. Jennings sent a letter last year saying this was no longer a block party but a special event. Alderman Feldman asked if it was up to Mr. Jennings to determine this; Mr. Gaynor did not know. Alderman Rainey pointed out a block party is for the people on a block. This is not a block party. This is a special event. Alderman Feldman said the only thing his motion had done is rid this of a license that doesn't apply to them anyway. On voting on the amendment to remove the requirement of the one -day liquor license, motion was approved 2 -1 with Alderman Moran voting nay. On the motion to approve the permit for the special event, motion passed unanimously. SA10) Sanitation Program Recommendation Regarding Refuse Carts - Mr. Fujihara and Mr. Nagar brought in "visuat aios:" two repaired reruse carts. Mr, ru mm ara expiaed Sanitation spent around $70,000 repairing carts and about $40,000 on new ones. Mr. Edwards showed how repairs can be made from pieces of old carts attached with pop rivets, noting it takes two people to do this. He also showed metal tope which is used to repair storage sheds, etc. and was found to work well on the carts. He explained all the carts being repaired are washed out and a new address in placed on the back. He noted we tried a plastic welding machine at one point, like a Sauter, but it took a great deal of time and was very expensive. Alderman Feldman asked confirmation that $70,000 was spent to repair. Mr. Fujihara said this was for labor and materials. Alderman Feldman asked if we spent 540,000 to replace how many new ones we get for this. He was told 1,000, He asked how many are repaired for $70,&d and was told about 1 000. Alderman Moran asked if it cost more to repair than buy new. Mr. Edwards explained we try not to tErow old carts away; we have no place to recycle them. Alderman Feldman said that the reason why we can't offer a new cart to a constituent is that we have no place to put the old one? He said if we decided to buy every cart needed that would be 5100,000 for 2,000 carts. if we wanted to repair 2,000 it would be $140,000. Mr. Edwards said not that much; Alderman Feldman estimated $110,00O and Mr. Edwards said It would be closer to $75,000. He made the distinction between labor and materials, and explained the other duties of the employee who repaired carts. Alderman Feldman asked if we decided not to repair carts at all, would you still employ the person doing the repairs. He was told yes, that we still need to deliver them Mr. Fujihara said it was more like 1 'h people working on this. Alderman Rainey wondered if the Derust artment could issue the tape to residents to repair their own carts. Mr. Fujihara explained this was not duct tape: it's corrugated steel. Mr. Edwards explained we like this repair method because his peop can do it on the fly, and not have to bring the carts into the yard. He said we fix them when people complain about them. Alderman Feldman asked how this policy of repairing to avoid storing them but spending more in the process, evolved. Mr. Edwards explained that part of this problem islack of space; also because Evanston has a gray and black cart the companies were not going to run just 1,000 gray and black carts for Evanston. Mr. Fujihara noted Y we replaced every time someone complained it would be very expensive- we would be replacing someone's cart weekly. If people knew they are getting a new cart people would ask for them all the time. They didn't ask so quickly for a repaired cart. Mr. Franz asked if part of the S50,000 for new carts included labor to deliver them. Mr. Edwards said no. He added he has a person working 3 of 4 days a week for us doing this work. Mr. Fujihara said whether it was 1,000 or 1,200 it was all he did. Alderman Feldman said it seems we buy and distribute 1,000 carts. Mr. Edwards said it's two truckloads: around 736 carts. He was asked if we pay $50,000 for that and said yes. Asked if we repair 1 000, he said a little over that. Alderman Feldman said so the circulation Is 1,7D0 carts/year. Some of these are duplicates because some people ask for more than one. If we purchased 1,700 carts, how much more would it cost? Mr. Edwards said about 530 - 40,000. The reason is that this material to repair is very expensive: you would have $30.40,000 extra, costing $100,000 instead of $60,000 to buy new ones and not do any repairs. Alderman Raineypointed out the huge issue of disposing of used carts- that's what recycling is all about. Mr. Edwards said if there was a market for used carts, where they could be ground up he would say something different to the Committee. But he noted most people want virgin material in their carts. Alderman Feldman noted that at the last meeting the Committee asked for a survey from other cities. Mr. Fujihara explained the City Manager's Office is handling this; it will be awhile before it's completed. Alderman Feldman asked about the integrity of the rep�aaired carts. Mr. Edwards said the lift handles sometimes break, making the carts no good to anyone. He said the carts have a load rating of about 250 lbs. Alderman Rainey asked if the wheels come off and was told yes, and that the axles break. Asked why the squirrels eat through the lids, she was told they can smell the food in the cart. Mr. Edwards added that we have 21D0 yard waste carts and not one squirrel hole in them. It was suggested that if people bagged their garbage better the problem might be improved. Mr. Rubin asked to clarify the action needed tonight. Alderman Moran said we approved items 1 - 6 and 8 of the Sanitation Recommendations at the last meeting. The motion tonight was to approve the recommendation concerning refuse carts. Alderman Feldman moved to approve; Alderman Rainey seconded; motion passed 3-0. (A15) Slx-Month Extension of Cable Franchise with AT&T Broadband - Alderman Feldman asked if negotiations were done. Mr. ►tuoin said the seal had been negotiated; talking to IS something came up unclear and not to our benefit. Rather than move forward, we're asking for a further 6-month extension. Mostly it is an I -Net issue. Asked if it had been a good successful negotiation with the team we'd established, he said he thought we got what we could possibly get from the cable company, noting we did not have competition and that Century 21 was not going forward beyond their existing market in Skokie, which was not large. He noted rates are being raised by many of the cable companies. Alderman Feldman moved approval of the extension, Alderman Rainey seconded and the motion passed. tA17) Ordinance 44-0-01 - Amending Title 7 Chap. 9 of Citv Code to Authorize issuance of Tickets to nforce Promulgated and Posted Rules and kegulabons of the Recreation hoard through Administrative Adjudication - Alderman Rainey noted that nothing has changed on this item since it was introduced in May grid she expressed her concern about this. She said that down the road the policy must be reviewed, but nothing has changed: you have to get a permit to play in the fields, which costs $10.00. She reported on a letter she received from a tennis lady extolling our tennis courts, and saying how her friends from Northfield enjoyed them. She noted these people can play on our tennis courts, but Alderman Rainey's constituents who want to play on a soccer field cannot. She said she had problems with this and will duly vote for this item when the policies are changed. She did not want peoplehauled to Administrative Adjudication for their little park violations. She was not talking about dog violations; but felt families should not get a ticket for playing in the park without a permit. She noted in her area of town people pay two taxes for parks, to Ridgeville and the City. She is not opposed to Administrative Adjudication, but to our field use policy. Alderman Moran noted that this was referred back to Committee, but there was no action coming out of the Committee on this. PAi8 Ordinance 45-0.01 - AmendingTitle 7i Chapter 10 of the City Code to Authorize Enforcing the rovisions or this Chapter through Administrative Adjudication - Alderman Rainey explained that reterred to adjudicating the ticKets referred to atiove. She asked that it be removed from the Consent Agenda. rTEMS FOR DISCUSSION (APW1) Review of Items for Future Consideration -• Alderman Moran asked for comments on the memo In the packet, He wisneo to make some suggestions concerning some of Alderman Bernstein's items: he felt either they are being dealt with, or should be dealt with, someplace else. He noted one item might be referred to the Parking Committee (better parking meter instructions). Alderman Rainey so moved; Alderman Feldman seconded; motion was approved. Under Community Development, the items related to bicycle paths and pedestrian paths was discussed. It was noted both issues are being discussed by various City departments. Alderman Moran did not think the Items needed to be carried on our list. Voting to remove the item, Alderman Feldman and Rainey so moved and seconded, and the item was approved. Under City Manager's Office, the item about expediting CTA maintenance/repairs of viaducts was discussed. Alderman Bernstein had indicated he was satisfied that this is being handled satisfactorily to date and therefore Alderman Moran recommended removing it from the list. Alderman Feldman and Rainey moved and seconded that it be removed, and the motion passed. Alderman Rainey asked if Mr. Jennings was drafting an ordinance on the item to change the speed limit on unposted residential streets from 30 to 25 mph. Wkeeping the item on the list would serve to remind him to draft it she recommended keeping it on. Alderman Moran felt the rest of the items are In process within various departments and there have been suggestions that these matters will be brought back to the Committee In the next several months. He recommended keeping them on the list. Alderman Rainey called attention to the item to develop a methodology authorizing the City to Intercede to provide residents compensation for property damage caused by city contractors working on particular projects. Alderman Moran felt Alderman Bernstein would prefer that this be carried on our agenda. To a question of Alderman Feldman, Ms. Aiello said the issue about idling trucks in alleys would come out of Public Works for the August meeting. Alderman Feldman recalled a conversation with Mr. Jennings about a Traffic Engineering initiative to do something with the intersection on Ridge off of Green Bay where the streets merged, Mr. Fujihara said that was part of a project that is being designed right now. He anticipated plans would be done in about three weeks or so. Alderman Rainey asked if this was part of the street grant; Ms. Aiello said it was separate, and that taking a look at that intersection was part of the redevelopment agreement. COMMUNICATIONS The Police Officer Hiring Report and Fire Department Monthly Report were acknowledged and accepted. Alderman Moran commented tnat we were in reasonaaly good shape in terms of police staffing. There being no further business, the Committee adjourned at 8:20 p.m. Respectfully submitted, Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of July 9, 2001 Members Present: Aldermen Feldman, Jean -Baptiste and Rainey Members Absent: Alderman Moran Staff Present: Judith Aiello, Pat Casey, Ragar Crum, Bob Dorneker, Richard Figurelli Mark Franz, Doug Gaynor, Karen Gi keson, Aleck Granchalek, Herbert Hill, Chief bunter, David ni Jenngs Darlene Nilges, max Rubin, Bill Stafford, Donna Stuckert, Chad Walton, Chief Wilkinson, Barbara Zdanowicz Others Present: Nancy Burhop, Jean Esch, representative of Jewel-Osco, representatives of Guardian Parking, Sarah Chang Presiding: Alderman Gene Feldman SUMMARY OF ACTION Alderman Feldman explained that Alderman Moran was out of town; the Committee agreed that Alderman Feldman would be Acting Chair. APPROVAL. OF MINUTES Alderman Rainey moved approval of the AFtPW Minutes of the Regutar Meeting of June 25, 2001. Alderman Jean -Baptiste seconded; the motion was approved. Alderman Ramey moved approval of the AEtPW Minutes of the Special Meeting of June 20, 2D01. Alderman Jean -Baptiste seconded; the motion was approved. rrI;MS FOR CONSIDERATION ON COUNCIL, AGENDA The Committee voted unanimously to place the following nine items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 7/05/01 in the amount of (A2) City of Evanston Bills - Consideration of the City of Evanston Bills List through 7110/01 in the amount of 51,411,86y.44 kA3.1) Lowest Responsive and Responsible bid for 2001 Alley Paving Program - Consideration of the id from Kings Point uenerat Lement tor. the iuui program for Public Works at a cost of S206,651.50. To Alderman Feldman's question, Mj% Jennings confirmed that we had three alleys, but only these two were ready to go. One more may happen this year. (P.2) Lowest Responsive and Responsible Bid for One -Year Contract to Print Arts ft Recreation Magazine - Consideration of this bid tram i Lb Yiebindery for a one year contract at a not -to -exceed cost of 551,880. ((A3.3) Pror)osal for Design, Fabrication and Installation of SiRnage for new Levy Center - Consideration of the proposat from Jack Weiss Associates and Nelson -Harkins Industries for Parks/Forestry Et Recreation, at a cost of $36.900. A3.4) Lowest Responsive and Res Carts- Responsible Bid for a 5-Year Contract to Suppty Refuse Car - onsfderation of this Did from utus Fabricators at an estimated contract amount of 5161,buu. (A4.2) Change Order #8 (Final) for Church St. Plaza (Maple Ave.) Garage - Consideration of this Change urder (Mriat) with W. t. U•neit LOristructwn, decreasing the contract amount by 5479,334.00. (A5) Resolution 54-R-01 - Authorizing Submission of Proposal for Grant Funding Through Keeps liimms BBeeautiful - Consideration of this Kesolution auLnonzing submission or a proposal to the Uept. of Commerce and Community Affairs for a matching grant available through Keep Illinois Beautiful. (A6) Ordinance 84.0-01 - Decrease in Class 0 Liquor Licenses - Consideration of this Ordinance, for introduction to decrease Ltass U licenses from 6 to ti with the change in classification for American Drugs Inc, d6a Jewel/Osco Drugs, 1128 Chicago Avenue. Alderman Jean -Baptiste moved to recommend approval of the above items on the Consent Agenda; ALderraan Rainey seconded the motion, which was unanimously approved. ITEMS FOR CONSIDERATION (A4.1) Change Order -I, Engineering Contract for Reolace-nent of High Lift Pump Pro - Alderman Jean - Baptiste noted the information provided indicated that the :crease in cost was due to another contractor's defective work; he wanted to know who is paying for the increase in cost, and if the City was going after the other contractor. Mr. �!Surelli explained these were vendcrs, not contractors, from which the City purchased our equipment. 1 ne valve was replaced, money was -eturned to us but it will come out of the contract price, not the engineering cost. We got money !rack cr, ;he exchanging of the valve and the cost to that. That would offset some of the engineering cost. AS far as the pump, which is not operating property, we are holding money on that contract and will probati, get some of that back. The engineering contract was separated from the installation contract. cause of the problems occurring, we will be getting back money on the instatlation contract, not the ensineecinil contract. Some of it will offset, but you wont see it, he explained, because it's on two separate cony acts. Alderman Jean -Baptiste asked how much the City recouped. Mr. Figurelli said we won't know until %e finish the last part. We are holding 10% on that contract. We may not pay anything to them on that, then again, if the pump is repaired proper! we may take some of the engineering costs that are related to that part of the project and take it off before we finalize the instatlation contract. Alderman Rainey had the same questions as Alderman Jean -Rapt s:e- believed this had been handled badly from the beginning; questioned why so many things from'r�ater � fewer have a surprise added to them. She asked when we are going to Mon something and that be the price without a change later on. She asked how the bids would have looked had we known then that vie would spend this extra money, and felt more explanation was needed. She wondered why we have these problems when we hire expensive consultants, and why these things can't be figured out ahead of time. In response to her question, Mr. Figurelli said we only knew the pump wasn't working when it w?s installed and we started it up. We sent it back to COA, they forwarded it back to us for further testing co site and it was still cavitatiog. Various engineers went over the calculations -- the pump has problems raising the water. Their engineers haven't found the answer; they are coming back to test on -site. Alderman Rain! asked the implications on service if the pump can't lift the water. Mr. Figurelli explained the prccess of calculation. Right now the pump can be operated, but if operated tong -term parts could be destroyed from the cavitation. Right now it's just a noisy pump, but he noted we do have some redundancy and it doesn't have to be run constantly. He said we do not want to use it as -is long-term, however, and we are trying to get it replaced or repaired. Alderman Feldman asked how much the pump cost and was told about $200,000. Alderman Rainey asked the entire price and was told that was closer to half a million. Alderman Feldman why the City is spending $500,000 or $250,000 and should have any responsibility in trying to muddle through on a pump that's not working. He offered the analogy of a coffee maker that's not veorking, which he would send back. Mr. Figurelli said we sent the pump back, and after a month of testing they could not find the problem. They said they would like to test it here. Alderman Feldman asked how tong this took and was told about a month. Alderman Feldman asked why they did not supply a new pump, for half a million dollars. Mr. Figurelli said staff is trying to get them to do something abcut the pump. Discussion ensued on the warranty, and that with a purrip of this magnitude they just don't replace it, they try several things. We are trying to get satisfaction so the pump lasts long-term. Mr. Figurelli said that at this time we haven't paid the bills; we are waiting for the company to ten us what they are going to do. He reiterated that only ppaart of the bill had been paid; there is 10% retalnage. Alderman Rainey asked if this was a sole source bid Mr. Figurelli believed we got more than one bid. Alderman Feldman would be watching for this company again: unless they resolve this situation he was going to rrove that they be declared an unqualified bidder. He saw no reason for us to spend time and money on something we had no responsibility for. Alderman ,Jean -Baptiste asked if Legal had this issue in their hands yet and was told no. To another question, he was told it would go to legal if the comparry can `t resolve the problem. Right now, we are still trying to get it fixed. This was to pay the engineers for changes that occurred during the installation contract. We now have this in the hands of the engineers of tNe pump manufacturer; it's no longer our problem to get the pump to work; we no longer need the services of the engineering company, because that phase is over. Alderman Jean -Baptiste clarified that some of the money that will pay this firm will come from this original contract for the S500,000. Mr. Figurelli confirmed this. Alderman Jean -Baptiste asked the amount. Mr. Figurelli explained until he knew how much we would pay for the ppump he could not tell you. Asked if we -had not already paid for the pu- na, he said we did not pay the 1096. Discussion continued to clarify the issue. Alderman Jean -Baptiste noted there was only one reason that caused this change order: the faulty pump lead to the problem. Mr. Figurelli said the engineering company had to bid several times so we could go out and get that equipment. That money was for bidding on five occasions was most of the cost of engineering services. That's what the breakdown refers to on the memo. There were design services, included getting the bids out, then the construction services related to the pump and the valve which was bad. The shop drawing review, because we got five pieces of equipment in am was done piecemeal to get better prices, we needed revieris for that costing $2700; the $1M charged was due to extra meetings and job visits, and only part of that is related to the pump. Most of it was in the design services. He said we had to go back out and put out bid specs, which is where most of the money went. Alderman Rainey thought it interesting that it was said you might use some of the $50,000 you won't pay the contractor and give it to the consultant: it seemed to her we should not give it to the contractor nor to the consultant. That money should come directly from the contractor. She noted three issues: the method we bid the various equipment, which took extra time; the 20" valve, and additional work that was required to resolve; and the start-up which did not operate correctly and the consultant had to assist the City. She said we are only talking about 581,000 - $101,000, but it shouldn't be our responsibility to pay for all that. She suggested splitting the difference with the contractor. Mr. Figurelli said we may still do that. Alderman Rainey felt there was a time to draw the line and say this is it: the pump is not working. She was certain it caused staff time. Mr. Figurelli said it snowballed: equipment is ordered; it comes in broken; we sent it back; immediately they send another the only one they have like it, to avoid a six- month wait period, and the valve they send back doesn't lit because it's a different design. Therefore we have to get the engineer to draw the new pieces in so the contractor can put it together. No one knew the valve that was sent out at first was faulty or how it got that way. This was for engineering services only, related to them having to redraw the drawings. Alderman Rainey pointed out we would never have known about this situation if the change order had not been on the agenda and this was upsetting, and it happens frequently. Alderman Feldman summarized that when we got the different valve, we had to engineer around it. Mr. Figurelli explained the replacement process and said that was all part of the engineering services. That was part of the equipment contract. This is the design contract for engineering services: they are different contracts. Mr. Jennings said there Is no mechanism to charge the contractor, who is doing the work, for the engineering costs. Alderman Feldman suggested the following: if I sent you the wrong piece and the reason is I don't have the right ppiece which you need; and if I sent it to you, I will say I'll pay for the engineering services needed to make it fit. Mr. Figuretli said they paid for those engineering costs as well as installation costs. There was money left in the contract because of that. It's there, but its not directly saying okay we'll take this money and pay engineering. Alderman Feldman was not blaming this company, the consultants. His concern is with the way In which we handled this pump and that we are still working with a pump that doesn't work. You can't say that in three weeks we'll have a new pump. He asked if there is something wrong with our bid documents that we can't say we'll send it back if it doesn't work. Mr. Figurelli said the documents say that now. We could return it and get our money back. But then, he noted, we would have no pump: there's no other company we can get it from. The last 6 pumps have come from this company. It's beyond the capabilities of some companies, and some don't do municipal jobs. Alderman Rainey said we are not the only water company in the world: where do others get pumps? She was told most get it from this company. Alderman Rainey said that if they are the biggest company, they can provide us with one that works. She asked about the other bids. Mr. Ffgurelli believed there had been others, but it had been 2 h years, and he would need to review. Alderman Rainey said the Committee was entitled to know in a case like this when everything went wrong of the problems that came up resulting in the half a million dollars not doing an effective job. Aldermen Veldman and Jean -Baptiste clarified that only 10% of the price had not been paid out. Alderman Jean -Baptiste asked for a report concerning what has been going on with this pump, and suggested considering alternative methods if something tested proves ineffective. He could not believe this company would not have other mean to test the pump, delaying the process. He said perhaps we could rethink this and create some ways to enforce the contract. Alderman Rainey asked that the Legal Department took at this; Alderman Feldman agreed, suggesting that they look at our position and if there is liability in the way people do business that affects the Water Department's ability to deliver services. Alderman Jean -Baptiste moved, and Alderman Rainey seconded the motion to approve Change Order #1 with Aivord, Burdick and Howson, for additional engineering services during replacement of High Lift Pump Number 4 for an increase of $20,600. Upon voting, motion was approved. (A8) Ordinance 82.0-01 - Increase in Class C Liquor Licenses (Jalapeno Mexican Restaurant - 726 Clark St.1- Alderman Rainey was concerned about the way tms is being approves; sne was nappy about Usco going to this license and about the Jalapeno item, but felt we did not have the information from the two applicants needed to grant these two licenses. She felt it was therefore wrong to introduce these two ordinances. In both cases there were others involved who had not been hired yet. Mr. Casey explained regarding Jalapeno that there is no other person who will be on staff; the owner is the only person; no one else has been hired so we cannot do background checks. Regarding Jewet-Osco, he continued, when staff spoke to them we had a background check on the main manager; the Liquor Commission wished to expand that to the Assistant Manager. Alderman Rainey asked Ms. Chang of Jalapeno If she would be the only person in the restaurant serving liquor. Ms. Chang explained that she has waitresses but had not appointed any to be manager because turnover was very high at the restaurant. Alderman Rainey asked how she planned to serve alcohol. Ms. Chang said she would serve it. Asked the hours she worked she said from 11:00 am until 2:00 p.m., and 5:00 p.m. until 9:00 p.m., weekends until 10:00 .m. Ms. Chiang added that she was trying to find a waitress who could be there when she wasn't. To Alderman Rainey's questions, she said she had never had a liquor license before, nor had she taken a course in this, which she had not known was available until the Mayor and others told her about it. Alderman Rainey wanted to encourage Ms. Chang to take the course. Ms. Chang agreed to do so, Alderman Rain asked how she would ask for_1D's. Ms. Chang said she would have no problem doing so: she did not mindleing the only one serving liquor because she planned to open other places In the future needing liquor licenses and wanted to be able get them without a problem. Alderman Feldman asked if she knew how to mix drinks. Ms. Chang said she knew how to mix those she planned to sell, Margaritas and Coronas. She did not plan to have a full alcohol menu. She noted she made the drinks from pre -made mixes. Alderman Rainey said when some of us wanted to liberalize the alcohol laws in Evanston she did not intend to liberalize issuance of licenses. Alderman Feldman had a concern that our standards did not require someone to take a course, like the supermarkets put their employees through. He felt such a course for restaurants would be appropriate and found it astonishing that Ms. Chang would be the only person serving and making drinks, be the manager, and not know how to mix drinks. He did not want to interfere, but it seemed she should be prepared in the best possible way to run her business, not only in observing the law, but in knowing the differences between drinks and alcohol contents. Mr. Casey said when we changed the liquor licensing in the winter, the next step was to took at the restaurant licensing issue and part of the decision was to require some type of course. He noted that the owner doesn't have to be the only person serving; the license mandates the person in control of the liquor can decide whether to dispense or not dispense. Waitresses can serve if they are over 18. Alderman Jean•Baptiste's concern was whether Ms. Chang has followed the procedures of the City to get a liquor license. if so, our issue, he explained, is with the procedures. if that is so, we have the right to make suigestions and ask Ms. Chang to comply with them. We may need to review the whole process to insure it s mare than one person in the establishment qualified to serve liquor, and in the future that someone has gone through a particular process to satisfy our need for safety and greater consistency. He surmised that if someone is there seven days a week, there will be some days she wilt not be able to be there, and someone must serve the liquor in that case. He said that safeguards are needed, which must come from the procedures. Alderman Rainey pointed out that we do have the requirement: it was noted Ms. Chang was the only manager on staff and must be present for service of alcohol. She has to be there. If she is not there all the time, that is a violation of this license, so Aldprman Rainey is talking about operating within what is currently on the books. That's her concern. Alderman Feldman said it's difficult to withhold a license on the basis of what might occur. He had mentioned training because people wilt expect a certain tolerance for the drinks they are ordering. If someone didn't know about mixing drinks they could double the amount of alcohol by mistake. Someone could walk out not knowing how much alcohol they had consumed. Therefore it's important for you to have some sense of how drinks are made. Mr. Casey noted there are yearly reviews of the liquor licenses in which we get new manager statements. Alderman Rainey thought Jalapeno would attract under -age drinkers, and said if she were an experienced drinker it's the last restaurant she'd go. She did not support this license at this time. She agreed that there were some flaws in the process. Mr. Casey noted we have some single -owner operations whose owners are there all the time. Alderman Jean -Baptiste said he would support going forward with this, but would ask Ms. Chang to take the necessary courses and hire someone who could help out. Mr. Chang agreed to hire someone who she could trust. She would like her liquor license so people would not walk out, which she described as a problem she experiences now. She understands that students may come in and show out-of-state ID's: if she's not sure she won't sell liquor to them. Her concern is that her name is on the application, and she did not want her record to go bad. She explained it's only a small restaurant and not worth the risk. Alderman Rainey asked her to work on this issue for two weeks and when she came back, perhaps she would have more to report about substantive steps that Ms. Chang had taken. Ms. Chang agreed, and Alderman Rainey wished her success. On voting to recommend introduction of the items Al and A7 regarding decreasing Class 0 liquor licenses and increasing Class N licenses for Jewel/Osco Drugs, 1128 Chicago Avenue, motion was approved. iA71 Ordinance 84.0-01 - Increase in Class N Liouor Licenses (American Oru4s Inc., dba Jewel/Gsco Drugs 12 Chicago Ave. I -- Alderman Rainey asked about the other manager for the USCo. A representative said we have other operating manager, noted they currently hold a beer and wine liquor license at the store. She noted the combination store on Howard St. does have a combination license, Class O to sell package. She asked about the person responsible. it was noted the same person on file with the City for the Class M license is still there; but the Mayor had asked for an additional manager which she had no problem with, though she noted that a second assistant manager only stays a short time, while the store director is on stafffor3 - 4 years which is why he is listed on the license. She had no problem with listing another person for this location. Alderman Ramey noted this was a different kind of location; she moved approval of the Ordinance, for introduction; Alderman Jean -Baptiste seconded and the motion was approved. Alderman Rainey stated that we have gone way beyond what anyone expected the Council to do in terms of liberalizing your ability to sell liquor: we abolished the separate registers and enhanced stores' ability to generate sales. One really disturbing thing, she said, was that there was so much liquor everywhere in some of the stores since this change. She said the Council knew that would happen, and it was an opportunitythey wished to give these stores, but cautioned extra effort be made in this regard. The representative from Jewel-Osco said they have limited the amounts of display, and they train their register staff. A91 Ordinance 87.0-01 - Amending Cit Code to License and Regulate Immobilization of Vehicles "Booting"I on Private Property by Private ntities - Alderman Jean -Baptiste noted stalt had looked at this ssue and had suggested three options: pass the above Ordinance- extend the sunset provision and draft a substitute ordinance to permanently prohibit booting; or do not} ing and allow expiration of the sunset clause on July 11, therebyallowing booting. He explained that we are presently operating under the option that is an extension of the sunset provision prohibiting booting. This was his personal preference being new to the concept and not yet having come to terms with the needs of businesses in the City i'or this service. There were some businesses mentioned that support booting; therefore he suggested we do another 90-day extension for further investigation. Some reports from Chicago's pilot program showed very few complaints: however he noted trying to balance the request from this business to bring this to Evanston with the needs of the businesses in the City and interest of the citizenry. He had come to no final conclusion at this point, therefore recommended the 90-day extension to have more time to hear it out. Alderman Rainey was surprised about getting only three options: she would like to have had some input into what the Ordinance says, and if a pilot program is good enough for Chicago it's good enough for Evanston, and she would like the opportunity to opt out of booting for her Ward during the pilot program. She would agree we need to extend the sunset provision so more work can be done on the Ordinance if we are not ggoin to simply eliminate booting on private property altogether, which she'd be prepared to do. Alderman Feldman agreed, noting if we extend we do so to explore a ilot program in any Ward an alderman feels it necessary. He personalty did not reel it necessary in his Ward; no merchants had asked him to do so, though others had in other parts of the City. If those aldermen are interested in a tightly•controtted pilot program, he said we would have the experience and gain knowledge, and he would support that. Alderman Feldman suggested getting support from some members of the Council who want it and go for it. If no one wants a pilot program, it s a clear sign. Alderman Rainey noted that in that case, we could create an ordinance to not allow it on private property. Alderman Feldman said if no one wanted it, that's what we'd do, but clearly, there are certain areas that hold out the possibility of an alderman saying he would like It; in other areas it would be foolish. .. ....... . - • • • • • - •Alder. sa Raioeyriraved rcf dxtdnWthe sunset •pp*o*v'Jsion, during wliich time we will discuss the feasibility of a pilot program in Wards that wish to see it tested. Alderman Jean -Baptiste seconded, and motion ppassed. A representative of Guardian said one of the reasons your constituents are not crying out for this is a year ago we were at the same place we are today, and we haven't been promoting business in any other areas having decided to do a pilot program in one Ward, the most congested Ward in downtown Evanston. only the constituents in that Ward are looking for that service, which, he continued, we told people the Council was going to try a year ago. ITEMS FOR DISCUSSION (APW1) Preliminary Public Hearine Date for 2002-2003 Budaet - Mr. Casey explained that a Special Order of Business was needed for the next AliPW meeting at l:Uti p.m. Information on this will be published. This Is a requirement which we do each year, five months in advance of budget approval. The Committee concurred. Based on prior preliminary budget hearings, it was suggested the Committee not change its regular 7:00 p.m. start time. The Committee agreed to hold the public hearing on July 23 at 7:00 p.m. COMMUNICATIONS About the Police Officer Hiring Reoort, Alderman Rainey commented that It looks like we're doing very well. The 2002 Olympic Torch Relay memo was discussed. Alderman Rainey asked what our expenses would be. Mr. rranz pointed out the relay will be held very early in the morning on January 5. Alderman Rainey could not get a sense of the event from the information to Mr. Jennings memo. Mr. Jennings said he did not know all the details at this point. Asked how far in advance he would know the route, he explained not very far: the Committee in charge intentionally does not announce the route in advance. It will, however, probably be a major thoroughfare. There wilt be the cost for a police escort. The relay runs through the entire town, five runners per mile. His belief is they will be on a major street and costs will be escort and snow removal which we will be plowing anyway. He thought the Police Department alone would be sufficient to block the streets. The organization wilt have their own escort vehicle too. Mr. Jennings was reluctant to sign without a final dollar amount, and did not feet comfortable going forward without bringing this to the Committee and informing them. The Committee agreed with the concept of the Olympic Torch Relay. Mr. Jennings said a contract will be brought to the Committee later with more information. There being no further business, the Committee adjourned at 8:20 p.m. Respectfully submitte , Darlene E. Nil es Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES • ADMINISTRATION Fs PUBLIC WORKS COMMITTEE Meeting of July 23, 2001 Members Present- Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Pat Casey Zeltee Edwards, Mark Franz, Deergg Gaynor, Karen Gilkeson, Aleck Granchalek, Chief HLmter David Jennings, Darlene flges, Keith Okamura, Steve O'Sullivan, Max Rubin, dill Stafford, Donna Stuckert, Chad Walton, Barbara Zdanowicz Others Present: ' ' Jack Weiss, Laurie Marston, Alan Miller, Bud Nesvig, Wally Wolff, Bruce Clorfene, Mary Gavin, Beth Dernes Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran called the meeting to order at 7:27 p.m. SPECIAL ORDER OF BUSINESS: PRELIMINARY PUBUC HEARING FOR 20OV2003 BUDGET Alderman Moran explained that by Statute, the AF1PW meeting was required to hold this hearing each year. He invited comments: there were none. Mr. Casey invited anyone interested to attend the Budget Hearinoys to work on the budget. Alderman Moran noted it would to good for those concerned about the City s financial situation to come forward, adding there will be other opportunities and mach work to do to conclude this budget cycle. He encouraged businesses, citizens and others concerned to speak to us about their concerns and give input into budgetary matters. He then closed the public hearing. APPROVAL OF MINUTES As part of the Consent Agenda, the AEtPW Minutes of the Regular Meeting of July 9, 2001 were approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following five items on a Consent Agenda for recommendation for Cfty Council approval: (Al) City of Evans�on Payroll - Consideration of the City of Evanston Payroll through 7119/01 in the amount of 51,99 i,bU.39 (A2) City of Evanston Bills - Consideration of the City of Evanston Bills List through 7/24/01 In the amounf of 5j,Ujj,Zf4.6/ (A4.1) Chance Order r#1 for the New Levy Center - Consideration of this Change Order with The McDyr_�q company for tine new Levy tenter, increasing the contract amount from $6,762,928 to $6,775,W. ((A5) S al Event - Mt. Zion Missionary Baptist Church Community Picnic and Gospel Festival - Considerraa[ran of tuts request to noto the rncnic ano gospel resmt at the uwrcte at i 11.1 UarK St., on7j8111101 from 10:00 - 6:00 p.m., and dose a portion of Clark St. oftht�eso�son au0tnorizing the Liityy anageHrto�enteertinnt.5ofor thea tease agraeeyment � Housing Options for the Mentally III for the Civic Center annex apartment at 1223 Simpson Ave. Alderman Rainey moved to recommend approval of the above items on the Consent Agenda; Alderman Feldman seconded the motion, which was unanimously approved. ITEMS FOR CONSIDERATION (A3.1) Approval of Proposal for a Bicycle System Improvement Plan - Alderman Feldman noted there were people present wno wished to speak to tuts Issue. Alderman Moran proceeded to Citb= Comment. Jack Weiss spoke about the staff recommendation to hire the team of Suzan Anderson Pinsof (EBE)/T.Y. Lin International/Chicagoland Bicycle Federation to rovide the Improvement Plan. He spoke about the qualities of his team, headed by Schreiber Anderson Associates, Inc., and asked that the recommendation be reconsidered. He noted that in the evaluation only 1 i points out of 100 separated the two firms. He said his team has provided successful bike path plans in urban areas including Elgin, Moline, Rock Island, and Racine, Janesville and Sheboygan, contrary to a statement in the staff memo. He said that although the lead firm is not local important tasks were assigned to Evanston firms. He noted the qualifications of Laurie Marsdon, that he had tong worked with the City on various signage projects, that Mts. Mtarsdon was a 21-year resident in Evanston, chaired the M/WIEBE Commission, and served on numerous City boards and commissions. He said he had been a resident 34 years, and served on the Sign Review & Appeals Board, as wet: as other board. Both of them, he said, have a keen understanding of Evanston government and the corn miry. He informed that the Schreiber Anderson team was 2/3 women-owmed and Evanston -based. 35% of the project budget was allocated to them. He discussed their innovative way of using the web interactively, accessible to the community. Their team would use a Bicycle Compatibility Index, a computer is model which will account for Vie characteristics of all Evanston streets and give an objective list of those prapriate for bike travel. He referred to his team's technical experience in bike planning, and two members in the Assoc. of Pedestnan and Bicycle Planners. He mentioned both the recreational dedicated bicyclists with technical knov.'.ed a on his team, noting the latter will travel every street by bicycle. He noted their team was lcov bidder by S33.00. He noted that hinng his team would result in two Evanston - based firms bringing in over S17,GOQ to Evanston's economy. He urged reconsideration to grant the proposal to the Schreiber -Anderson team. Alderman Feldman asked how much business Mr. Weiss had done with the City in the last five years. Mr. Weiss estimated $20,000 worth. Alderman Jean •Baptiste asked staff to clarify the issue raised by Mr. Weiss: Oat staff had evaluated his team as having done this type of work in rural areas. Mr. Jennings said there had not been a problem, that the goat oFthe staff team was to evaluate all the proposals and bring a recommendation to the Council of the best firm. He noted Mr. Weiss' team was ranked lower. He asked, Are they qualified? and answered, They probably are. But, he said their goal was to get the best match for the City. The team selected is the one they believe is best: in the memo there was a statement about working more in rural areas; however, he said this was not a major point in the selection process. He added the team selected has worked for Chicago and Wilmette; they have the urban experience and a website-approach on their proposal as welt. The staff and citizen evaluation team felt Suzan Pinsof (an Evanston firm)/T.Y. Lin International/Chicagoland Bicycle Federation was the best firm to do the job. Alderman Rainey said the difference in the M/WIEBE scoring gave 10 points to the recommended bidder on and 9 to Schreiber AndersAssociates Inc./Laurie Marston Ec Associates and Jack Weiss Associates. She asked why. Mr. Jennings explained Suzen Pinsof is a recognized EBE, obviously woman -owned. She has a DBE (disadvantaged business enter�nse) certificate from IDOT. Discussion about this designation ensued. Mr. Jennings concluded that the difference between a score of 10 and of 9 is the average between the individual selection team members' evaluation of that point. He surmised that everyone felt Pinsof met all the qualifications while feeling the other team tacked something. Alderman Moran shared his perspective: he knew;4is. Marsdon and Mr. Weiss, respected their community involvement, and considered them very worthy people. But, he said, we recently had a debate over a recommendation from staff about another professional services contract for a fire station. He said that although it calls for different disciplines, he had a concern about the Council's overturning the staff recommendation and he was concerned we would do this here. He said it's clear from the memo that the team being recommended has very substantial expertise, while not saying the other team doesn't. He called it significant that Suzan Pinsof had prepared a program for the Northeastern Plan Commission, a major initiative focusing on the whole northeastern area, etc. He noted she was involved in the Chicago Streets for Cycling Plan, which the Mayor of Chicago strongly advocated. He felt staff had suggested the best qualified, not the only one qualified. He felt there were tangible reasons why the Suzan Pinsof team had been suggested and felt we should respect the suggestion of staff. Our professional services management contract selection criteria do give deference to firms that have a total connection. Although Ms. Marsdon and Mr. Weiss have been involved over the years, we seethe other firm is given an even higher score for M/W/EBE so he would like to suggest to the Committee that we affirm staff's suggestion. He advocated that on these professional services contracts it is important to the City to envage the most qualified firms to do the work. He was convinced by the memo that staff's recommendation was sound. Alderman Rain thought that in the case of the prior situation to which Alderman Moran compared this one, there had been a wide price spread that we don't see here. In the other case she did support the provider staff indicated was the most qualified, although most expensive. In this case, she didnothave more respect for any business in Evanston than Jack Weiss and his major contributions to the community; however, she thought the qualifications purported by staff for the other firm really were impressive. it probably would have been better she suggested, had these two people hooked up with that part of the other ffrm's proposal, but given uw spread, even though she disagreed with the M/W/EBE assignment of points, she not it was only one point. Alderman Feldman felt the information on Weiss and Marsdon was compelling and he was proud these firms were in Evanston. However, he felt the material spoke to the quality of the Weiss firm and not the issue of staff's recommendation. llntess there was an error, he could not say staff's rationale was faulty and invited Weiss's team to keep bidding. Alderman Rainey made reference to a negative in the winning proposal: John LaPlante leading the T.Y. Lin International team, recalling that he had taken the fall for the Chicago during the underground flood. Alderman Feldman moved to approve the team of Suzan Anderson Pfnsof/T.Y. Lin International/Chicagoland Bicycle Federation to provide the improvement plan at a cost of $49,973. Alderman Jean -Baptiste seconded the motion which was unanimously approved. (46) Resolution 56-11-01 • License Agreement with Nextel West Corporation - This lease would pay the City for placement of nine antennas on the north water tank- Sit 913 rent with 5% increase in years 2 through 10, $5,000 maintenance fee on execution of tease and 52,�00 every five years; and $12,000 for purchase of future equipment or monthly usage charge. Alderman Rainey asked if anyone from Nextel was present and was told no. She discussed the $2,500 and S5,000 fees, believing Nextel would not have a lease anywhere else with cheaper rates than these. She noted the base rent is extremely low, and felt if we need to provide space for antennas, we should not give away space on our water tower. Mr. Walton explained that Nextel had come to the water Division with the proposal, and only later had he gotten involved. He had then researched other communities' rates through IAMMA and the NWMC, finding in some . instances Evanstcn's rates were better, in some instances they were not as good. Alderman Rainey said that there are people in Cock County who make their living renting antenna space, calling it very lucrative. She speculated that telecommunication companies perhaps were taking advantage of municipalities, but they are not wid) ornate owners. Mr. Walton suggested that we could hold this while we went back to the negotiating tabie. He said these figures seemed in the ballpark and a good deal, but we can go back. Alderman Rainey asked the Committee's indulgence. Aldermen Moran and Rainey agreed that in the interest of getting a fair price this Item could be held. Alderman Feldman wanted the issue examined as to equivalent space rates in the pri•:ate sector. Alderman Moran directed to hold this item in Committee. (AS) Ordinance 90-0-01 - Taxicab Rate Increase - Alderman Moran asked who had been involved in the new rate proposai. Mr. Stattord gave the background into the process: the rates of neighboring communities had been looked at and were found to have increased. We ta'ked to the four taxicab associations. They were comfortable with what had been put on the table and representatives were present tonight. He noted Evanston's rates have not changed since 1994 and operating costs and gas costs have Increased. The proposed pull rate is the same as Chicago; the additional mile rate of $1.90 (currently $1.40) is higher tkiann the City of Chicago, he explained, because it is reflective of Skokie and most suburban areas, in which El -ere are fewer tong trips to Midway and O'Hare. Mr. Stafford concluded by saying there was room for discuwion, and that staff &t ought these are competitive rates. He added these are maximum rates as well, and that some companies may charge less than this to start off. Alderman Feldman asked the rationale for the big jump in the proposed rate for every additional mite over the Chicago rate. Mr. Stafford said traditionally Chicago's trips tend to be longer. In suburban cab populations there are less such trips. in terms of economy it takes more per mile. We are not out of the norm: Skokie was also higher than Chicago. Alderman Feldman noted the Human Services Committee had a meeting on this % bject as well as the subsidized taxi program. He asked how this increase affected that. Mr. Stafford said it doesn't directly affect it; indirectly it does because of the rates. He added that we did not want to talk about the taxicab coupon rates because Human Services is discussing that. He suggested that after this we should move on the taxicab coupon rates because this will exacerbate differentiation between what the coupons are and the rates. Alderman Ferman asked how much of this raise goes to the drivers and how much to the companies? Mr. Wolff said there are no changes for the drivers; they pay X amount of dollars now. The pay increase would come to them individually. The owners would have to raise that it in the years to come. Alderman Feldman clarified that all the increase at this point would go to the drivers. Mr. Wolff continued that when we (the cab companies) talk about the $1.90 cost, we think that . amount might be too high and competitive with other companies cominginto our town. We're concerned with the $1.90 pLet because that s compared to everyone else. if tie Council passes that rate, the companies may not go to it right away. He further explained that August Is the worst month for the cab companies. Alderman Feldman clarified that, although the higher rate might be authorized, the competition might prevent doing so. Mr. Wolff confirmed this saying at least we d have the City agreeing that we could do it. As it is now, he said, we're way behind �kokie's rates. Alderman Feldman repeated that the attitude of cab drivers as to the taxicab coupon program has been totally unacceptable. The Committee had been told it was because there was a dramatic difference if what they could be getting some other way that there is hostility because they haven't gotten a raise in a long time, etc. He said that he and his caleagues believe if we're going to support this and address the coupon Issue, we want the elderly in this community to be treated with dignity, courtesy and respect. He did not want to come back in six months and hear the same thing. Alderman Jean -Baptiste saidt hat the owners indicated the drivers will benefit from this increase for now. Are we talking about the first month? Mr. Miller said that initially it will primarily be the drivers who benefit: we have agreed to keep the (ease fees the same for t; a next few months. He said we are looking to give the drivers something to work with. It's an incentive for hiring of better drivers. The companies, he continued, will not garner much out of this at all. We're hoping for better drivers. Alderman Jean -Baptiste found it hard to believe that position; said part of the problem with the senior citizen coupons is the extra S1.90 that the drivers were losing came out of their pockets. The cab companies did not share in that. He was concerned on the one hand with giving a raise and on the other with compan owners taking it from the drivers' pockets. That would put us pack into the same position as before. He hoped our advisory committee stays on top of this and reports back to the Council as to how the companies are sharing in the increase. Mr. Wolff agreed, saying the advisory committee was one way of controiling it. He noted the advisory committee had the minutes and there was an eldertty resident who kept them informed of all problems. He said there was control because everyone was represented on the board, with a driver, owner alderman, and senior citizen. Alderman Rainey requested that the Committee get a copy of the resolution or ordinance that defined the makeup of the board. She aso wished the definition of an additional passenger." Mr. Wolff confirmed that It was a second passenger, anyone over 12 years of age. Alderman Rainey noted that a cat carried in a cage was being charged as an additional passenger by drivers. The cab company owners agreed to tell their drivers that this was incorrect, and apologized for the error. On voting to recommend this Ordinance, for introduction, Alderman Feldman so moved, Alderman Jean -Baptiste seconded the motion. Motion was unanimously approved. COAMUNiCA71ONS About the Police Officer Hiring Report, Alderman Moran said the police officer hiring situation seemed to be doing weu nght now. About the Special Event Evaluation on the Canal Land Picnic 7/4/Q1 t Alderman Rainey suggested that the material shoutd tie tooKea at swore the next request fo fiota the event; she termed it a picnic of nice people who made a terrible mess. The Fire Deflartment Monthly Revort was accepted. There being no further business, the Committee adjourned at 8:10 p.m. Respectfully submitted Darlene E. Nilges Executive Assistant 4 ?�2�a 11M74 � f • MINUTES DRAFT - NOT APPROVED ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of August 13, 2001 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Kathleen Brenniman, Pat Casey, Paul D'Agostino, Zeltee Edwards, Richard Figurelli, Mark Franz, Keith Fujihara, Doug Gaynor Karen Gilkeson Aleck Granchatek, Pauta Haynes Chief Hunter, Chief Kaminski, barlene Nilges, Lathy Radek, Max Rubin, Donna Ruckert, Chad Walton, Chief Wilkinson Others Present: Bud Nesvig, Del Leppke, Mary Gavin Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran called the meeting to order at 7:14 p.m. APPROVAL OF MINUTES As part of the Consent Agenda, the A&PW Minutes of the Regular Meeting of July 23, 2001 were approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following eleven items on a Consent Agenda for recommendation for City Council approval: (At) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 8/02/01 in the amount of 51,994,uui.61 (A2) City of Evanston Bills - Consideration of the City of Evanston Hilts List through 8/14/01 in the amountot SJ,IiIli, 1J6.93 (A5) Special Event - Belize Sister Citv Celebration - Consideration of this request to hold the Sister City annual picnic August 18 in Ingraham Park from noon to 8:00 p.m. LA6) Special Event - CommUNITY Picnic - Consideration of this request to hold the annual Evanston ommlJFii I Y Picnic on Sunday, August 26 from 12:00 noon to 5:00 p.m. in Ingraham Park. (A7) Acceptance of Grant- Consideration of a recommendation that the City Council accept a 2001 Law tntorcement tilocK (irant from the Federal Government. CAB) Resolution 57-11-01 - Easement Agreement with Optima Inc. - Consideration of proposed Resolution 5I•K-Ut authonz►ng the (.sty man a er to sign an easement agreement with Optima Inc. to use existing foundation wall and sidewalk vault on the public r-o-w at the S00 Davis St. development. (A9) Resolution 60-R-01 - Interuovemmental Agreement to Reconstruct Portions of Sheridan Rd. and sabella St. - Consideratoon of this Hesolution authorizing the City Manager to Vfgn an intergovernmental agreement with Wilmette for reconstruction of Sheridan Rd, from 10 St. to Isabella and Isabella from Bryant Ave. to Sheridan Rd. (A10) Resolution 59-R-01 - Approval of MFT Resolution for Phase I and it Enaineerina Costs - CCansiiaeration of this Resolution to authorise approval of a Motor I-uel Tax Resolution to allocate $33,000 for the Evanston portion of an engineenng study of portions of Sheridan Rd. and Isabella St. (At 1 Resolution 62-R-01 - Agreement with the CTA - Consideration of this Resolution authorizing the City manager to sign an agreement with the C IA to allow placement of an Artskilts murat on the CTA wall across from the Noves Center. (Al2) Ordinance 92-R-01 - Declaring City Property as Surplus - Consideration of this Ordinance, for Introduction, declaring vanous items of City property as surplus so that the vehicles and other equipment may be publicly offered for sale at the Village of Fox Lake auction 10/6/01. (A13) Ordinance 91-11-01 - Vacation of Allev - Consideration of this Ordinance, for introduction, to vacate a portion of the alley behind 13ZI and 1403 South Blvd. Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Jean -Baptiste seconded the motion, which was unanimously approved. ITEMS FOR CONSIDERATION IA3.1 Approval of Purchase of an HP Server for Information Systems • The server woujd be purchased rom 1-orsytne 50IUtions at a cost of y56,A45./L, ana is a non•oia item regAring a 2/3' majority vote. Alderman Jean -Baptiste asked for clarification as to the basis of this purchase and how this fits in the strategy, to upgrade information management. Mr. Casey explained the City was about to enter into negotiations for a new financial software package, the old one being over 20 years old. The new ones take much more power for the servers. in our budget there was included an upgrade of our server. If we did not uppggrade the financial package now, we would have one to two years left on the box we have now. All our PC`s, etc. are on a replacement schedule; since we are going to start to install a new financial package before the end of the calendar year we need to get a new server in here. To another question he answered that we are in negotiations for the software package and will enter into final negotiations next month for the best price. Alderman Jean -Baptiste asked if what we were purchasing was cutting edge technology. He was told yes, and it would handle the information staff and the Council require, which can't be provided now. We have an old Cobol system that has been jumped from one platform to another. He notedthenew system is an enterprise system where you can have purchasing budgeting, Internet bill payment, a fully functioning system. Alderman Jean -Baptiste moved approval of this purchase; Alderman Feldman seconded and motion passed unanimously. �A3.2) Approval of Proposal to Provide Landscape Architectural and Enralneering Services for Butter ark - i nese services wouta ne performed by wotit t.tements tt Associates, Ltd. at a cost of j60,46Y.UU. Alderman Jean -Baptiste clarified that this park was at Bridge St. and Emerson on the Canal. He noted the total cost would be $735,ODO. He asked the timetable for renovation. Mr. D'Agostino said construction would start next springand finish in the fall of 2002. Alderman Jean -Baptiste asked the strategy: if an alderman proposed thiand staff put together a proposal, or if this is part of a strategic plan to upgrade the parks, relative to the other parks and infrastructure needs in the City. He noted the capital improvement fund also funds other infrastructure upgrades. Mr. D'Agostino said it was part of the strategic plan of the Department, one of several parks listed over the next seven years. It was last done in the early 30's, and the playground equipment is in desperate need of rehabilitation. Part of the strategic plan put together estimates, which is where the $750,000 figure comes from. Alderman Moran asked if the park has been carried in the capital improvement plan for years and was told yes, at a lesser amount. Mr. Gaynor said we have begun to look at the data for each park we have redeveloped, and so do a better job at estimating the costs. We are able to use those costs to give a better estimate In the next park. We think the figures for Butter Park are pretty accurate. Alderman Jean -Baptiste asked what was the expenditure at Alexander Park. Mr. D'Agostino believed it was about one-third the Butler amount. Alderman Jean - Baptiste asked, relative to other parks in the City, how are we doing and why is this park the priority right now? What's wrong with It? Mr. D'Agostino explained that none of the playground eqquipment meets the current safety standards, It's been over 20 years since we have done anything there. 5Ne are also trying to tie this park into the other Canal land parks with new benches and lights for security. Alderman Jean - Baptiste said, relative to the infrastructural upgrades for the City, how does this relatively large expenditure, relate; he sees a lot of upgrades needed in the streets, etc. He wished to know where we are going: was it a specific budget that is spent or an expenditure taken in the context of the general infrastructure of the City. Alderman Moran noted that the reason he asked Mr. D'Agostino if it was carried on the CIP is that we have a five-year rolling plan delineating different projects. He said the former question was a good one; every year during the budget cycle we also have a discussion of our capital improvement needs and how much we are witting to commit to those needs. To formulate the CIP, you have to took at all the CIP needs in the City, reconcile them prioritize them, and put dollar figures on them. Alderman Moran requested the latest figure that the park was carried at on the CIP. Mr. D'Agostino said it was in the vicinity of S300,000- $400,000. Mr. Casey said that in addition, this last budget season the Council approved specific monies for the next seven years for park improvements. There Is at least 1.5 million dollars per year separate for this use. Alf the other capital Improvements will go through the CIP, being judged, weighed, prioritized and presented to Council. Alderman Feldman noted everything lust said was a result of Council debate and action. When presented with the needs of the parks, and atl the other capital improvements necessary the Council took this action. Mr. Casey added that the Recreation Division also had a strategic plan which went through Council for repair of the parks. Alderman tloran recalled that originally the plan presented to the Council was for $100,000,000 in totality. The one voted was for 1.5 million, and was part of the political process. Alderman Jean -Baptiste asked if originally $400,000 or so was allocated for this park. Mr. Gaynor said that was the original figure, explaining that several years ago there were "guesstimates" made as to cost. What occurred each time was that the actual cost was one -and -a -half times the "guesstimate." We then began to apply the data from park upgrades and can now better estimate the actual costs plus inflation. The assessment as to what park is done first, second third had been summarized by Mr. D'Agostino. He noted parks deteriorate over 15 to 20 years, we Took at them and prioritize them each year. Alderman Rainey said that prior to the huge decision to spend this kind of money, the parks were done on as regular a basis as we could afford. She hoped now that we appropriated this money that we look at parks that might have been shortchanged for a few years, and fill in the blanks we could not afford at the time. Second, she was extremely distressed about our park maintenance, and felt that perhaps we should not allocate monies for landscaping because it's not being taken care of. She had looked at a park that we spent 5100,000 on some years ago, noting ground cover and wood chips had been placed there, but It now poked like an untendm vacant lot. It was totally uncared for; it saddened her to spend this, get the neighbors involved in the process and not care for it. Mr. Rubin explained that the CIP also includes buildings streets and curbs; the five-year plan is around $90,000,000. in the past several years we have funded pprrojects at about $3.5 million/year. items are currently slid back and forth depending on what happens. We know the needs- sometimes we get to a five- year point and it gets pushed back. The CIP is wi,ere it all gets reviewed. Alderman Jean -Baptiste said he had a greater understanding-, based on that he advocated holding this over for further analysis. He noted Mr. Gaynor's explanation of how staff puts the plan together and better understands costs. He said that the costs may increase by two to three percent or so. But in this situation where the estimate was $400 000, the cost almost doubled. A number of different things are being put on the table, like the development of the library at Dempster, but some of the main arguments against it is that we don't have any money. He could not see going with double the projected costs when there are many other projects. He asked the Committee to request staff to rethink the projected renovation and bring it in closer to the projected budget. He wished to reject this proposal and ask for another. Mr. Rubin pointed out that this item is a design proposal, and based on the design we will get estimates as to construction. Alderman Jean -Baptiste said that if you design it for $400,000 you'll stay pretty close to that, but if you design it at double the amount it's a different story. Alderman Feldman said he could not support the proposed motion. He was interested in reducing costs, but also interested in the park being a credit to the community and that it be done in the right way. He recalled that the Council asked staff what it takes to have a first class park system, which people in the community wanted badly. He receives concerned calls about our parks, both good and bad. He had one park that had not been done in a long time, and it still has five years to go on the CIP. He said we could take some of the money for Butter Park and put it there, but that opens up a whole new debate including libraries and other things. Many of us, he said, struggled very long to try to find the mom somewhere to begin to compete with neighboring communities parks. Our citizens look at that. He felt we had a long way to go, and though interested in saving money he did not wish to hold it up. The debate about the library is a reasonable pne but if we find we want it, we will have to find the money. He said that though well-meaning, this was a debate we have already gone through. Alderman Moran explained that he had asked at what level the park was being carried on the CIP because costs go up over time. But, he noted, it was interesting: the 5700,000+ caught his eye and he felt it was significant in the larger scheme of things. Not to argue against Alderman Feldman's point, he said his point Is that this is something we need to keep our eye on. If it was being carried on the CiP at $375,000 and our last 5 projects suggest It needs to be bumped up 1 57,500 that was one thing. But this was a much bigger project. He saidthe problem Is we don't know where it is what the plan looks like, how large it is. He suggested staff furnish a delineation of the pro'ect, an analysis of,the larger budget and where the increase is derived from so we have a context to make a decision. He suggested holding this item until the next meeting. Mr. Gaynor said that until the strategic plan was completed there was no scientific or rational cost estimates in the previous CIPs. He explained that then, if we knew a park restroom was $50 000 and the next park had two restrooms we'd say it was 5100,000, and that was inappropriate. Our estimate now is based on a national database as well as our own, and all the numbers are actual construction prices. We now know what a tennis court actually costs. Previous to the strategic plan we had no method to scientifically forecast costs. We can show that through the difference between estimates and the actual bids that come in. Alderman Moran had focussed on the ks in his ward and where they were carried on the CIP. He felt the projects in the sixth ward dovetailed closed with where they were carried on the CIP, and, as part of the consideration to go forward, sometimes we had to nip and tuck the projects. Mr. Gaynor agreed we sometimes eliminated components. In the strategic plan, following Councils direction to have a good park system, our experts came forward and said this is what this park should have. We can always cut back. Typically, we ask the community what it wants in the park. He noted a park in Alderman Rainey's ward where people initially said they didn't want it redeveloped. Alderman Moran asked if staff had a sense of what the Committee was looking for. Mr. Gaynor said they did, and would present the information in a different format. Alderman Moran suggested it would be h , ful if he could offer insight as to how the park costs could go from "x" to "y". Alderman Feldman also wished to compare this parks improvements with others already done and others we plan to do. Alderman Jean -Baptiste had a problem with the point of departure he was hearing being advocated here. He noted the financial forecast doesn't determine what is to be spent. It just determines how much you can buy. It shouldn't be the point of departure. He thought the relationship between staff and the Council has to be constantly interactive. But if the budget was at $375,000, that was what we could spend. It should not be doubted because the cost of a good park is doubled. Mr. Gaynor said that what we suggested is to put forth the strategic plan and for each of the 87 parks it suggested what should occur plus a price. It was prioritized by need at each site. This number of 5700,000 was part of the review. Alderman Jean -Baptiste remarked that you are being guided by what we want to buy, not how much we want to spend. Mr. Gaynor said we are puttin?. improvements in the park that we feel appropriate to that park and for neighbors. of the area to use. It s not being over- or under -built for the site. We are doing this at each site, including components like fitness equipment ogging path, play area etc. Alderman Feldman suggested it would help to know if originally it was 53� - 9375,000 on the books and you came up with a 'more scientific" amount for the same thing. Mr. Gaynor said he could not confirm that until he reviewed it. Alderman Feldman asked if aspirations for the park increased; and where does the additional $350 000 come from? Mr. Gaynor said normally it has been phased. Twiggs Park had three phases; James Park will be done in five to six. As we accumulate money we prioritize and do another hale. Alderman Feldman believed that phasing extends us into future years and that takes up money for that year. Mr. Gaynor said phasing stretches the project out; it's based on an economy where it's normally cheaper for a contractor to do all the work at once. Many times it makes sense to do it all at once. Alderman Feldman asked If a park Is phased, and we wind up paying the penalty doesn't It affect all the other items on the CIP? Mr. Gaynor answered that the way we've set it up, But(er Park is a line item of $700,000 to spend on the park. The 5350,000 was pre -strategic plan. It is now in our strategic plan, which is our CIP, approved by the Council. Alderman Feldman recalledtheaction to increase the amount to S750 000 occurred some time ago. Mr. Gaynor believed this was already approved when the Council accepted the strategic plan. Alderman Moran noted we will find this out when the item comes back for the next meeting. The item was held in Committee. tA3.3) Lowest Responsive and Responsible Bid for Joint Replacement and Concrete Repairs at Church t. Selr-NarK - Alderman retarnan asxea now start viewea t.ne occurrence of the joints falling In a iu-1 i year oto garage. Mr. Rubin said that weal, rriateriat fallure,' War hbt tfiat Lrltlshdl: IC did h6t'sE,t15rlse'hirh,' With the freeze/thaw cycle we have here. Mr. Fujihara added that this garage is exposed to the weather* it's not like an internal garage. Last year they budgeted $150,000. Bids came in. in this kind o construction it's hard to determine exactly the final price, as you get in there you may find other things; consequently there are $20,000 in contingencies and he noted about $540 000 will be paid by Evanston Place. We estimate the cost to the City to be between S100,000 and $110,000. Alderman Feldman was concerned about being complacent about things failing. He understood that happened, but some things go on much longer than others. He asked if thfs failure could have been avoided. Mr. Fujihara felt this was a little unusual; he thought with a concrete garage you may et 20 years. Mr. Rubin said this concerns expansion joints, rubber spliced In between the decks. He offered to get the specs on the normal life of expansion joints. Alderman Feldman asked if there were a way to avoid this; and if we did anything different for the Maple garage. Mr. Rubin said we have the same kind of expansion joints on Maple. Rubber dries out and it gets hard, wears out. The most wearable part on the deck is the expansion joints. Alderman Jean -Baptiste asked If that was normal. Mr. Fujihara said expansion joints are designed to fail because you want the rubber to take the pressure so the concrete doesn't. Mr. Rubin offeredtoprovide Information about the product's life expectancy. Alderman Feldman said the next Item also goes to this Issue: the repairs to parking deck. He noted we have a parking garage on Sherman that has to come down. Mr. Rubin explained the garage on Sherman was built with standard steel rebar with no coating. Water and satt gets into it and it rusts. Sroelwoutd ulded concrete is caused by the expansion by the rust. Then you have a structural roblem. Expansionnts are not structural. A coated rebar design might have cosmetic and expansion oint problems but not expect it to fait structurally. Alderman Feldman moved to approve the contract with Flarry S. Peterson Co. at a cost of $148,465.00. Alderman Rainey seconded the motion which passed unanimously, Upon clarification, it was made clear that the Committee also wished this vote to include approval of item (A4.1) Change Order #1 for Parkinq Deck Repairs at the Service Center with Chicagotand Construction Co., increasing the contract price by 511,uuu. ITEM FOR DISCUSSION (APW7) Report of Technical Review Group (ComEd Monitoring) - Alderman Moran called on Del Leppke Who said this was an intenm report. t.rur next report, he continued, will be more detailed and refined with more data from ComEd. He wanted to point out some things the group had observed, having receiver; this report, met with ComEd and reviewed their dispatch center. He shared the results on two items: frequency of interruption and time to restore. In 1998 frequency average per customer was 1.5. In 1999 it was down to 1.0 and in 2000 .87. An analysis during storms was down to about .5. In 2001 It went up to 1.21, which indicates that something is happeningg Length of time to restore was 268 minutes in 198; 80 minutes in '99; and back up to 180 minutes in 2000, which saw major, widespread storms. In the first three months of 2001 it was at 151 minutes. Looking at the reports he said there were things to consider. What can eliminate or reduce frequency? Tree trimming, wildlife protection, and lightning arresters, equipment upgrade, he answered. ComEd has not made a specific commitment to upgrade the equipment in thfs 3-year period. It seems we are seeing the effects of deterioration. There is a constant need for upgrading and for routine maintenance. We need to follow that. Regarding reducing duration Mr. Leppke said ways include early detection, rapid response and ability to switch to other sources. Willi the SCADA system in the dispatch center it's obvious that there is good data flowing in to the center. That is helppf�ul concerning occurrence of major faults. But what they cannot see with the system is small outages. He warned that we have to remind customers to call in with outagqe Information; it's the pattern of calls that allows ComEd to find the fault and affect a rapid resparise, I he ability of ComEd to switch to alternate sources is a continuing concern. Regarding abili to switch to other circuits, he said quite a few circuits are heavily loaded and those around those circuits are also heavily loaded. Therefore it's hard to switch. We are still working with them: they have made some Improvements. ComEd has divided the system into seven regions. Our region, the Northeast, now has a person in charge of It, responsible for reliability, capacity planning, etc. They have put centers in the area, one in Skokie, closer to us. He felt this was an important change in regard to working on reliability for this whole reeggiion. Alderman Feldman noted that this is a very large region. His concern was whether ComEd established that f>� region to dilute reports of reliability. He explained that Evanston may have more problems than Barrington, but if averaged out it might show something reasonably acceptable. The dimensions of our difficulties don't show. He asked if you can filter our situation out of the reports. Mr. Leppke said we have a report specific to Evanston. What it excludes is circuits that come in from out of Evanston. He added that we are cooking forward to the franchise, and the need to get our data sorted out of the region. He indicated the areas that have expanded capacity in Evanston. Looking at the other areas, he noted capacity of neighboring circuits are quite high and may not have the capability of switching from one to the other. They still have very high loading, he noted. A report will be out in November and we will be able to see if ComEd is doing what we think they should be doing. Alderman Moran thanked Mr. Leppke for the report. Alderman Feldman asked, having given that report, what was Mr. Le pke's feeling about it? Was he satisfied with the progress and optimistic about CoomEd's cooperation and reliability, etc.? Mr. Leppke said he saw a very different ComEd than in 1998 when we started this process: more open and forthcoming. However, they have a lot of problems and Mr. Leppke was concerned that they be kept focused on Evanstons problems. He said the Evanston system looked a little better than the average ComEd system. Asked how we keep them focused, he suggested writing a good franchise with some teeth in it. Alderman Moran noted the print ads about ComEd being recommitted. He said some -of the-thies were tnteresting because.. having worked an the ��r«�Trriri, those tines seem familiar from our negotiations with ComEd - - Her cbhjectured that some of the work done in Evanston in '98 had led to ComEd becoming a better company. Mr. Leppke added that there was also a big upheaval, and Chicago had a lot of problems. Alderman Moran added that Evanston chose to stand outside of the model franchise agreement. Alderman Rainey requested an overlay of outages and duration for this year versus last year- she believes outages are starting to happen in areas of Evanston that had not experienced them before. She also waatd like to know why that is happening. She asked about the vault. Mr. Rubin shared pictures of the replacement of components In the vault. Mr. Leppke said we had been told by ComEdthatthere are reports on this incident, but we have not yet seen them. Mr. Rubin noted that ComEd says it's difficult to separate Evanston out of their analysis reporting system until their quarterly reports are prepared. He added that there have been delays to getting other reports on situations gain g on in.Evanston. He has difficulty finding out in a timely way about our outages. Alderman Rainey asked if we could send a message through the Energy Commission that AIiPW would appreciate gettin an ex tanation in writing from Dan Gray concerning the vault so that the information could lie sharedgwith the City Council. Mr. Leppke pointed out that the outage report they received needed another column as to what follow-up was taken and how it wit, be avoided in the future. Alderman Feldman asked if the Energy Commission was still exploring alternatives to ComEd. Mr. Leppke said in terms of the distribution system they were not. They had concluded that there was no funding available from private sources, and the City doesn't have the funding, so as a matter of practicality they set the issue aside. He said the Commission searched for private sources but no one was identified. COMMUNICATIONS The Police Officer Hiring Resort and Report on August 2 Rainstorm were accepted. ADJOURNMENT There being no further business, the Committee adjourned at 8.30 p.m. Respectfully submitte Darlene E. Nil.ges Executive Assistant DRAFT — NOTAPPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of September 10, 2001 Members Present: Aldermen Jean -Baptiste, Moran and Rainey Members Absent: Alderman Feldman Staff Present: Judith Aiello, Kathleen Brenniman Pat Casey, Paul D'Agostino, Bob Dorneker, Zeltee Edwards, Mark Franz Keith Pujlhara, Casey, Gaynor, Karen Gilkeson, Aleck Granchalek, Chief Hunter, bavid Jennings, Frank Kasen, Anil Khatkhate, Chief Kaminski Stephanie Levine, Darlene Nilges, Bill Stafford,_ Donna Siuckert, Chad —Walton, Chief Wilkinson; Barbara Zdanowicz Others Present: Elliott Dudnik, Bud Nesvig, Mayor Morton Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran called the meeting to order at 6:40 p.m. APPROVAL OF MINUTES As part of the Consent Agenda, the A&PW Minutes of the Regular Meeting of August 13, 2001 were approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following thirteen items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 8/16101 In the amount of 51,949,261.0; and the Payroll through 8/30/01 in the amount of $1,846,592.77. (A2) City of Evanston Bills - Consideration of the City of Evanston Bills List through 9/11/01 In the amount of 54,//l,52U.89. LA3.1) Approval of Proposal to Provide Landscape Architectural and EnaineerinQ Services for Butler ark - Consideration of this proposal of Wolff Clements tt Assoc., Ltd. [o provide these services for Pa s/Forestry Et Recreation at a cost of $66,289.99. (A3.2) Lowest Responsive ft Resoonsible Bid for Four Rectaneular Butterfiv Valves - Consideration of this bits from Ley ft Associates for valves for the Water Et Sewer Uivision at a cost of $69,390.00. (A3.5) Lowest Responsive & Responsible Sid for a Turf Tractor - Consideration of this bid from Circle W. Tractor tt tquipment Lo. for iJarks/Forestry tt Recreation at a cost of $18,879.70, r.7) Lowest Responsive R Resoonsible Bits for Six Cisco Routers - Consideration of this bid from ustom Computer Specialists, Inc. for Information 5ystems at a cost of $20,161.74. (A3.81 Lowest Responsive & Responsible Bid for Microsoft Client Licenses - Consideration of this bid from insight for the Information Systems Division at a cost of 53U,13U.10. (A3.10) Sole Source Purchase of Three Uoerades to Existing LifePaks - Consideration of this purchase from Medtronic Physio-Lontrot for fire Dept. ambulance equipment at a cost of $21,040.50. (Requires 2/3 majority vote for passage) (A5) Special Event - Northminster Presbyterian Church Picnic - Consideration of a request to hold this annual picnic on Sept. 16, LOW and close a portion of Central Park Ave. from Harrison to the north end of the church Drooertv. A8) Resolution 65-R-01 - Lease Agreemenrfor East Apartment. Municipal Service Center - onsiaeration of tliis Kesolution to autnonze the City Manager to enter into a lease agreement with J. Sturtevant for this apartment. [A9) Resolution 68-R-01 - Lease Agreement for National Lekotek Offices at Civic Center - onsideration of this Resolution to auttiorize the Lity Manager to enter into a lease agreement with National Lekotek for office and program space at the Civic Center. (A10) Ordinance 96-0-01 - Loading Zone at 2953 Central - Consideration of this Ordinance for ntroduction and recommended passage at this Council meeting, to amend Section 10.11-7, 5ci ed. VII(B) of the City Code to establish a loading zone at this address. {A11) Ordinance 97 0 01 Two -Way Stop at Cleveland & Barton Intersection - Consideration of this Ordinance, for introduction, to amend Sec. 1U•11-5, Scnea. v(fs) of the city Code to establish a two-way stop an westbound Cleveland and northbound Barton intersection. Alderman Rainey moved to recommend approval of the above items on the Consent Agenda; Alderman Jean -Baptiste seconded the motion, which was unanimously approved. ITEMS FOR CONSIDERATION [A33). Lowest Responsive and Responsible Bid for 2001 Combined Curb and Sidewalk eplacement/Accessible Curb (tamp Program - Alderman Rainey asked about the project, which site aescribea as meager. She wished to know about accessibility curbs in the south end of town, noting except for Over the Rainbow the Anixter Center at 824 Dobson, was the only accessible building. Mr. Jennings explained he had w0r6d with Wynne Harrison to develop the program, using the priority list developed three years ago, to do the worst areas' high traffic routes first. Alderman Rainey wanted to make certain that this building had been recognized. Mr. Jennings agreed to do so. As to the amount of the program, he said, it is what we are funding the program at; there are four blocks. Alderman Moran joined in the concern with the overall scope of the project. in terms of urban sidewalk replacement, there are tons to be done. In his opinion we needed to significantly increase the scope of the project. Alderman Rainey wished to pass this item tonight, but said if there are serious problems it needed to be revisited. It was agreed that these concerns would be shared at the Council meeting. Alderman Jean -Baptiste asked if the priority list was a study of the whole City. Mr. Jennings said it was of the primary activity areas, with a good firm that deals with accessibility issues, which ranked the routes leading to public buildings such as Libraries park facilities, etc. Alderman Jean -Baptiste asked for a copy of the list. Mr. Jennings noted that in the whole scope of needs, this is something of a pilot program, and realized there are many more needs. Alderman Rainey moved to recommend approval of this item, awarding the bid to Suburban Concrete, Inc. at a cost of $55,013.50; Alderman Jean -Baptiste seconding, motion passed unanimously. (AM) Lowest Responsive and Responsible Bid for Constructins( a Parking Lane at Church and Dodge and for Munictpal Service [.enter Parking Lot Improvements - I hese services Would be performed by Metromex Contractors, Inc. (MbL) at a cost of 51Utf,UU/./U. Atderman Moran asked about the parking lane. Mr. Jennings said it is on the south side of Church west of Dodge; it interferes with through traffic. Rather than strip the parking, we wit! push the lane south, there being no large trees in the way. The sidewalk also would be moved further south. The result is the parking lane would -stay, with better capacity through the intersection. The current striped section will be indented like a bus turnout. it will move the cars out of the curb lane. To another question, he said the parking served the businesses an Church St. Alderman Rainey asked about the larger problem at the intersection, the north/south traffic on Dodge. She said there was a very narrow lane there, and a turn only lane coming into it. There are always people parked there with people standing in the street talking to the drivers. She said this was a serious situation with no police enforcement, and noted it's impossible to pass through at times. Mr. Jennings noted there was signage for a bus stop there. Alderman Rainey encouraged that these concerns about this illegal activity be passed on to the Police Department. Concerning the bidding on this item she questioned the numbers provided in the memo. For the line item on Traffic Control and Protection, tfie losing bidder bid $32,500; our estimate was $3,000. She wanted to know how this could be. Likewise on the Bituminous Surface Removal item, our engineer estimated $31,350; the low bid came in 510 A under that estimate, and the high bidder came in more than S27,000 under our estimate. She asked if these numbers were mistakes. Mr. Jennings explained that, in the last Item costs would be less if a company owned the equipment rather than having to rent it. Also, regarding traffic control and protection, on the Howard St. bids we saw the same thing: people came in 10 times more than the engineer's estimate. Alderman Rainey said it was hard to understand the spread, which were both high and low. She did not think the people working for the City on these State contracts were doing a good job on traffic control. She felt there was an obligation to look with these numbers. Mr. Jennings said that both contractors have worked for the City before. He speculated that one of them did not want the job as much. Alderman Jean -Baptiste asked if the bidders were interviewed. Mr. Fujihara said no; if DNB had been the lower we probably would have talked to him about the numbers. We were more concerned with the low bid. Mr. Jennings noted Metromex was not far off the engineer's estimates. Alderman Moran noted on smatter items there were discrepancies such as $200, $240 and $6 for the same Item; and said the figures looked bizarre. Discussion of the discrepancies continued. Alderman Jean -Baptiste asked what are we trying to resolve. Mr. Jennings answered the parking lane is one better used to move traffic; we can't strip the parking because the businesses need it; therefore we came up with a plan to relocate the parking lane 8 feet south. There's nothing in the way there, so we don't have to pull down trees. When we push it to the south, we will have two lanes moving traffic eastbound on Church at Dodge. People will be able to get out of the area better. Alderman Rainey asked how much the lane was to cost. Mr. Jennings estimated $30-40,000, out of the total. Mr. Fujihara thought It was less, explaining the other part of the work was paving at the Municipal Service Center in two areas which is a tittle larger than the parking lane. On voting to recommend approving the bid at a cost of $108,007.70, motion was approved unanimously. (A3.6) Sole Source Purchase of 50 Vortex Restrictors - This sae -source purchase for the Water is Sewer Dept. wouto De with Ley tr Associates at a cost or y41.303 and requires a 2/3 majority vote. Alderman Rainey referred to the memo which mentioned how some of these restrictors haven't done the job. She asked, given the horrendous, worsening problems at Custer fi Brummel, if any of these restrictors are part of our problem. Mr. Jennings did not believe so, noting not everything at Custer lx Brummei is restricted. He said we have had a preliminary meeting with the consultant about the area, and are [coking at a good long-term fix for it, at a cost of around 51,000,D00. tilde. Arian Rainey noted there are two feet of water in peoples basements each time it rains and stressed sa-nething must be done. She noted the memo referred to the restrictor problems in the past and asked the consequences of those problems. Mr. Jennings noted the type we are purchasing are self-cleaning, which would not clog. It is the best one to use, he said; we have used it as part of the long-range sewer plan. Alderman Rainey noted there are three kinds of restrictors used. He explained that was in Phase One of ttre project. Alderman Rainey asked for additional Information at another time. On voting to recommend approval of this purchase, the motion passed unanimously. fA3.9) Proposal from Dudnik-Central Lakes Consortium for Fire/Police Headauarters -- Alderman Jean• Baptiste wanted to get a sense of this: does it represent the tinat phase, Mr. Kassen explained we bid this out at 3.9 million 2 years ago. We were given funding of 53 million from the State and from the CIP. Our Intent was if we got more money we would do more work; however we are prepared to move forward with the design build with the monies we have now. The proposals we asked For were not to exceed $3 million, and if $1 million mare iundinq was identified the proposals were to outline what more could be done at the site. Alderman Jean -Baptiste asked if we haven't done everything we intend to do will we revisit this down the line? Mr. Kassen said ideally we would {ike to have 54 million up front, but that is not realistic. Both Police and Fire have desperately needed improvements that we need to do now. Mr. Dudnik, from Dudnik-Central Lakes Consortium, whose proposal was being considered, showed drawings of the basement, first, second and third floors of the 53 million plan. He pointed out the needed area for secured property area, which must be enlarged. The rest of the existing basement he said is mostly left alone, except for air supply to the pistol range. The major work would occur on tie first floor. With the exception of a small area, this area would be the fire headquarters, including the Chief's office, the training room for both Police and Fire, as well as an area of public usage in the evening, washrooms, etc. He explained that the mechanical equipment will be housed in the back of the whole building. The area to the north will be a new sally port for prisoners, the present port being only a garage bay and much too small and lacking security. There would also be a larger booking and a viewing area: On the second floor, changes will occur in the existing police offices and an abandoned room will be converted into conference/training room and handicapped -accessible washrooms. A ramp will allow handicapped people to get from one building to the other. Windows will be replaced, mechanical equipment upgraded, etc. Alderman Moran asked if all the shaded areas in the drawings were part of the $3 million amount and was told yes. He asked about additional work that could be done if there were another million available. Mr. Dudnick showed drawings of a proposed 'Phase Two' that would be done at a later point, noting an body who would be called back at that point would be treating it almost as a new project. It would fill in the rest of the second floor, but the major item, the locker rooms, would be relocated to the new area. With another version, if all S4 million were available at one time. more offices would be developed, if everyone was working at once. He noted other mechanical equipment also would be changed, etc. To Alderman Jean-Baptiste's question, Mr. Kassen said police and fire personnel were asked for their highest needs. He said these were sent to the firms, along with the documents generated a few years ago as a baseline; the firms were to come back with ideas. He noted how innovative some ideas were, and said Mr. Dudnick had come back with ideas that gave the maximum benefit for the lowest cost amount. Alderman Jean -Baptiste was concerned that our approach would give us what we want, noting the number of change orders issued for other projects. Alderman Moran recalled that when this entire project was proposed it was controversial, and the improvements were not approved. From a design standpoint people attempted to see if some parts of the proposal could be done, and there was an effort to get monies from other sources. State monies received totaled almost 51 million as a consequence of those attempts. What you are seeing tonight, he continued, Is the byproduct of a long discussion about the project scope, the cost, the source of funds. This presentation tonight suggests if we only have $3 million there are enough projects that need to be completed to make the space habitable and workable. The question to tfie Council is, Are there other funds that could extend the project, all of which need to be done? He felt if there's some political will to expand the project it makes sense to do it soon, if this portion is approved. It will cost us more money to try to do it later. Alderman Jean -Baptiste noted projects that are phased. He asked why this is different. Mr. Khatkhate said that this project was phased in two phases; the first floor and ramp of the police department was the first phase. W. Kassen explained this phase started in 1995. The intention was to do the remainder, but we could not do so at that time. The building desperately needs some improvements. Alderman Rainey felt we were getting a lot for $3 million. She believed we should get on with the project, and right now this is the project. On voting to recommend approval, motion was unanimously approved. i4.1) Change Order #1 for Design Services for the New Levy Center - This Change Order, for Ross Blarney, Jankowski, woutd inctude an additional 5101,UUU in _tile basic fee and 135-952 for additional services, Increasing the total contract from $408,000 to $544,952. Alderman Moran clarified, regarding the basic services, that 6.5 million was the projected budget, which went up to 58.2 million. He continued that they now want 6,41,000. Mr. Gaynor confirmed the figures. Alderman Moran said he understood the eight percent part of this, but was woriderin what else we are getting from this company that justified the increase of $101,000. Mr. Gaynor said the scone of the project increased as we went through the project. The contract said eight percent of the corsruction cost, so r►fien that moved up, their fee moved �In addition a number of additional costs were incurred outside the standard agreement. Items 2 h 6 list diem. Alderman Moran asked what they diW for the S101,000. Mr. Gaynor said they investigated certain materials, redrew plans, e.g. aonngs had to be increased for the foundation, etc. which was part of their design press. They deta-:ed these in the letters provided with this item. Staff sat down with them and went over each line item fcr every one of which they produced documents. He said staff did not agree to a significant number of items they requested, feeling some were part of the package agreement, or they left it out tt:emsetves. Alderr..an Moran asked if, based on this meeting staff was satisfied that the company gave i* another 5100,000 worth of work and was told yes. He recalled, on the value engineering line item for S15,211, the original, budget �:ame back at 6.5, then staff came back with a project of 8.2 million. BecaL ;e people were concerned with the cost, staff went back to do value engineering and there were not any reductions. Mr. Gaynor said there were reductions in some areas, and increases in others, which is what happens in value engineering. He thought it was a little less overall. Alderman Rainey found the process wasn't very productive. Alderman Moran asked why we are paying $15,211 for value engineering, wtien tf-,e cost didn't go down; he guessed we are paying it for those items that went down. Mr. Gaynor said we are paying for the efforts they made. Alderman Moran asked if those efforts resulted in any suggestions and was told yes, one example being the cost came in very high for the glass and louvers. After the process it was lower; in addition, we didn't need as many footings and vertical supports which became a savings. He said that was just two examples of the efforts they made. Alderman Moran asked how much the reductions were. Mr. Gaynor offered to pull this information out. Alderman Lionel Jean -Baptiste asked if this comparry will earn eight percent of the total construction costs of the project and was told yes. He said that it realty doesn't matter how much more they do; if the cost goes up we owe the money. Mr. Gaynor said we have a guaranteed maximum cost for the project, and we are within that amount. it's their job to do value engineering through the project so we don't' go over - budget. If there's an increase in cost it is because we will appprove it. All the costs that have Increased in the project have come before the City and been approved. No increases can occur without our approval. Alderman Jean -Baptiste asked, concerning the guaranteed maximum price, if the change orders chanced the boundaries. He was told they did not. To another question, Mr. Gaynor confirmed that there s a corrsnitment to pay eigght percent at most of the guaranteed maximum cost; that at the time we developed this agreement with t�iem, it was based on what we knew at the time, and the eight percent is a fair amount in the industry. What we didn't know, he said, was the number of meetings that would be re�Ared etc. Alderman Moran referred to the next agenda item, calling for an increase in the contract of 544,000. (Item A4.2 - Change Order tit for the Meyne Co. for construction of the new Levy Center, increasing the price by W,898, thereby increasing the total contract from $6,775,640 to $6,824 538.) He asked if that increased our guaranteed maximum price? Mr. Gaynor said no, that funds for this change order are within the budgeted amount for the project. Ms. Aiello added that we had some savings, as we went along, so the increase will be offset and we wilt be within the guaranteed maximum price. Alderman Jean -Baptiste asked what that figure is. Mr. Gaynor quoted $6.8 million for the construction costs. Alderman Jean -Baptiste noted the next change order will go to 56,824,538. He asked how far we are from completion. Mr. Gaynor said several months; our estima::d time to move in is March 2002. The Alderman asked what we do if we go above that amount. Mr. Gaynor reiterated that no increase is approved without the City approving It. There were some items he d'd not think were a City responsibility. We will negotiate those items. We do not intend, he said, to increase the cost unless there's a specific reason why. We feel comfortable with most of the increases, but sore we're not ready to buy off on yet. Alderman Jean - Baptiste noted he lacked expertise in this area but thought if in three or four months we need to stretch the guaranteed maximum amount a little further, we would have to have some serious justification. It must be made clear to the contractor that the guaranteed maximum means that, and the have to eat the costs. Down the title, if the industry standard is to stay within eight percent we need to do so. Mr. Gaynor noted again that anything that is an additional cost would need approval. 1'he courtyard is a case in point: it's not part of the scope of the architect, and they are not going to be paid to work on it. To a question, he explained that originally it was left out, and so our landscape architect will do it in-house. We have SZ50,000 In the construction budget to construct it but it's not part of the architect's job. Discussion followed about steel that was originally omitted from the plans. Mr. Gaynor said clearly that was one of the items that require more talk with the architect. It's part of the original drawin ;why was it missed? Alderman Moran said it was ironic that in item 4.1 we are asked to increase their fee, when in the next item we are asked to pay on the construction contract an amount that exceeds the value engineeringwork they did. That threatens to take $17,600 extra out of our pocket. Mr. Gaynor explained we have o pay for that currently. We haven't paid the architect the full amount of the money. But to construct the building to be constructed we need to put steel in the ground. Alderman Rainey felt this an Important process and felt we should do this with all our projects, not just the ones we don't like. She referred to the sewer project, compared to which this amount is a drop in the bucket. She agreed, however, that we have to pay for the steel and enclose this building before winter. We can always go back. She noted that $17,000 out of $18.2 million is not scandalous. She said, if you look at the other items, they are really routine. We did a garage that cost over S19 thousand per space and did not recall a similar discussion at AizPW. What we are doing here is making certain that everybodyknows everything that's going on with this project. it could be a standard for other projects. She notedweare talking about very small items. Alderman Jean -Baptiste said the main thing is that we will negotiate some give -back. Mr. Gaynor said we hope so. Alderman Rainey said we would at least not pay them 8 percent on their mistakes. On voting to recommend approval of Item (A4.' ), motion passed with Alderman Moran voting nay. (A4.2) Change Order #2 for Construction of the New Levy Center - This item, discussed above, increasin the price oy bats,aYa to the Mel-* Lornpany, was votes on witn iten- (4.1) above. On voting to recorrvnen5 approval, motion passed with Alderr-nan Moran voting nay. (A6) Traffic Calming Plan - Speed Humps - This proposal is to placir speed humps in the 8", and 9' wards at specific locations on Harvarc. Lattan, Monroe, Keeney and South Blvd. Alderman Moran asked about the protocol which was adopted fee doir.3 traffic calming, and if this item was next in priority. Mr. Jennings said yes, the priority being one of first corre, first served. Alderman Jean -Baptiste asked if, as usual, the aldermen of the wards had recommended this, and was told yes. Jpon voting to recommend approval, motion passed unanimously. (A7} Resolution 67-R-01 - Agreement with Life Enrichment Fund - This item would authorize the City Manager to execute an agreement with the Lite tnncnment tuna er the Levy Center, Inc. (LEF) to accept a grant for S25,000 from the LEF, and authorize the Manager to e-iter into an agreement with them to design a concept for enabling garden elements at the new Levy Center. Alderman Moran asked for information about the long-term process. Summing up he explained the LEF is getting a grant from the Rothschild Foundation for S25,000. Then the LEF will pass it along to us. He asked if there were three phases to this project. Mr. Gaynor said there are two or three: wr-at's occurring is the Foundation was contacted about a donation. The liked the idea of an enabling garden that seniors could work on. They asked us to design it, and if they liked it, would give us a grant of F256,400, in addition to the $250,000 the City had budgeted. Phase O:ne is to give the City 525,000 throng n the LEF, to pay for the design. We will bnng in a consultant who has worked with the Foundation at their enabling garden at the Botanic Garden. On approval of the plan, the seccod phase would be the remainder of the $256,000 minus the S25,000. Alderman Moran asked about the S25,Q00 planning grant and what our landscape architect had done. Mr. Gaynor said Ms. Levire's design did not include an enabi..i-rg garden. The additional $256,000 is to add that component. Alderman Moran noted a reference to three phases: design, construction and what else? Mr. Gaynor said the design, approval,from the Foundaticr., and going out to bid to do the work. Alderman Moran asked about the City not requiring any more more'v. Mr. Gaynor said that's the plan* there's S250,000 already approved of City money for the courtyard. T'_is element is to add to the courtyard construction, and wit( not use City monies. There's a public art component, he said that's already in our project. On voting to recommend approval of this Resolution, moth-n passed unanimously. ITEMS FOR DISCUSSION None. COMMUNICATIONS Alderman Rainey asked about personnel status in the Police De art -rent. She noted the Police Officer Hidniz ReDort was difficult to interpret. She asked about the budget `or sworn officers; how many are out sic ; e number working part-time; the number of trainees; how zany on the street compared to the budgeted number, etc. Chief Kaminski came into the meeting at this time. Asked how many officers we budgeted for this year, he answered 161. Asked how many, not counting the sick those in field training orQart-time were working today on all shifts, Chief Kaminski offereC to provide data on the status of aft offficers in alb categories. Alderman Ramey said that this would not be helpful; what concerns her and the people of Evanston is how many are full-fledged officers functioning at this moment. Chief Kaminski explained that we track these statistics by shift, of which there are t± Free; the 3-11 shift is down two, the day shift is down two, and the midnight shift is down one. Alder -fan Rainey noted that people are transferred from other areas; she wanted to know the total number. „'he Chief promised to provide It. He continued that three in the Academy are graduatin this week; three are going into the academy this week; six are in field training; three are injured: thereorewe are 15 down from the figure of 161. Alderman Rainey felt the cover memo of the current Report is unclear as to tocmi numbers on the streets. Regarding the Fire Department Monthly Report, Alderman Rainey noted no false alarm report had been received from the i-lepartment; sne asked for it next time, Inctudirt; the amount being collected any problems with certain areas, number of false alarms, etc. She noted t'te Fire Department report saq that all the alarms from fire alarm systems (121) were false. Mr. Casey exzptained we have just implemented new software which will provide the in ormahon. City Manager Crum announced that the Planning ii Development Committee was making a motion to hold a special meeting on 9/20 to discuss 1930 Ridge Ave. The item was held in Committee tonight. ALL Aldermen are invited to attend the special meeting. ADJOURNMENT There being no further business, the Committee adjourned at 8:10 p.ri. Respectfully submitt , r 71 Darlene E. Nil es Executive Assistant DRAFT -- NOT APPROVED MINUTES DRAFT - NOT APPROVED ADMINISTRATION fc PUBLIC WORKS COMMITTEE Meeting of September 10, 2001 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Kathleen Brenniman, Paul D'Agostino, Zeltee Edwards, Rich Figurelli, Mark Franz, Doug Gaynor, Karen Gilkeson, Chief Hunter, David Jennings, Pat Keegan, Darlene Nilges, Max Rubin, Bill Stafford, Chad Walton, Chief Wilkinson, Judith Witt Others Present: Bud Nesvig, Michael Denigris, Roseanne Parone, Joseph Gallo, Bob Seidenberg Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran called the meeting to order at 7:34 p.m. APPROVAL OF MINUTES As part of the Consent Agenda, the A&PW Minutes of the Regular Meeting of September 10, 2001,were approved. Alderman Rainey asked that there be time at the end of the meeting to discuss two ABPW Communications. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following four items on a Consent Agenda for recommendation for City Council approval: (Al) Citv of Evanston Payroll - Consideration of the City of Evanston Payroll through 9/13/01 in the amount of 51,199,J4L.67. (Az) Citv of Evanston Bills - Consideration of the City of Evanston Bills List through 9/25/01 In the amount of $2,4b9,1111.11. (A3.2) Lowest Responsive & Resaonsible Bid for James/Bent Park Athletic Field Reconstruction Project - Consideration of this bid from Llauss Bros., Inc. for the above -named project for the Parks/Forestry & Recreation Department at a cost of $1,207,169.80. (A5) Resolution 66-R-01 - Resolution for UPARR Grant - Consideration of this Resolution to authorize the Lit Manager to sign federal forms, the UNARR grant agreement and for use of $138,000 in CDBG Funds as a match to the grant of'S322,000. Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Jean -Baptiste seconded the motion, which was unanimously approved. ITEMS FOR CONSIDERATION (A3.1) Pr000sal for infrastructure Management Software Implementation and GIS Database Development and Conversion - ihis pproposat trom UeoAnalytics for the PUbtiC Works Uepartment and the W5 Ulvision wouto cost S.wU,271.00. Alderman Jean -Baptiste asked for the history on these types of Items: was this a proposal that has been on the table and is now being implemented or was there research of this software with good results, etc. Nor. Keegan reported this is a combination of a couple of pieces of software, Oracle and ESRI one of which we've used for 6.7 years. The new addition is called City Works and Is attractive because it uses the two we already have. We checked with larger municipalities, including Houston Salt Lake and Naperville, where it's working successfully. The software allows us to maintain the water and sewer infrastructure in the GIS system. instead of paper -based maps, we can make the material available easily and maintain it easily in digital format. Alderman Jean -Baptiste asked if this initiative was coming from 6IS in terms of plans to upgrade your technological tools? Mr. Keegan said it had been in our plans for quite some time. He was then asked where this places us in terms of efficiency for the next few years; does it resolve things or will there be this expense every year. Mr. Keegan said a large part of this contract is a one-time deal, moving from paper -based and an old'DOS system to more modern architecture; it will improve efficiency. Alderman Feldman said In his experience improvement in the Info. Mgmt. System is an ongoing thing. Mr. Keegan said there would be a maintenance aspect to it, because data is always changing, to which Alderman Feldman explained he was asking about other applications, whether finance or interactive public access, which will always be coming down the road. Mr. Keegan agreed this was true. Alderman Feldman surmised that what is now being done is preparing the budget needs for next year and perhaps next year staff would come back with another plan to implement. Mr. Keegan said we could come back for other projects, not the water ix sewer one. Alderman Jean -Baptiste wanted to know if the Division was driven by the plan or the amount of money it had available. Mr. Keegan said it was driven by the plan; they would like to move as much Information into the GIS system as possible; there are masses of data for r the water and sewer system alone and is somewhat unique in terms of the resources it will take. He noted a tot of the other data can be done in-house. Alderman Feldman restated the previous question: not just about this issue, but man issues staff comes forward with: do you figure there's a certain amount available and ask what do we do with it, or do you try to solve problems posed by circumstances and the City s r, eds and then scramble up the money. He had a feeling there was much more that was wanted than there is money to pay for. Mr. Stafford said this item was clearly in the budget when we put this together. He noted the web initiative; we budgeted on the operations side and the capital side and must make sure bovi are in place. He agreed if we had more money we would have more items, but when we budget for the- capital items we have to have people to do them. He said the Committee would see in the next couple of years more dollars being requested for IS infrastructure to move into the 21" century. It's very systematic with z, lot of thought and planning. Alderman Feldman said it was important for Council members to understand not just what they do, but why the need is so great and what eventual good will be served the citizens. That case has to be made each time, and not assume that we know the t)enefit to the City. In this case, he felt the benefits had to be something the citizen could sense, because the citizen is paying for it. Alderman Rainey said currently if a contractor comes to Evanston and takes permits to build, can we ggenerate a computer image of current sewer and water system, or will this be the first time it is available. Mr. Keegan said we now use a paper -based system; that is one of the benefits of this system, sharing the data, whether for the Fire Department or for someone coming for a permit. Alderman Rainey asked if this software would overlay on other information as to where the se•Ners are, etc., and if any use was going to be made of this information for problem solving, etc. Mr. Keegan said yes in analyzing where main breaks are. He was asked if other things, like catch basins, restrictors, etc. wit( be on the system and said yes, including when they were put in and repaired. Alderman Rainey wanted assurance that this was going to be more than a map and was told absolutely. Mr. Stafford added that this was an Oracle database: all the systems we are buying will be Oracle so that all will talk to each other, which is significant in terms of problem solving at multiple levels. Alderman Rainey was told tnis was part of the big picture, as well as its use in reporting. Alderman Rainey recommended that the Committee receive demonstrations of these purchases, noting they received their Ward maps, but that if staff were to share some of the information that can be generated by these systems she felt the Council would embrace this. She noted the 911 overlays that provide important information. She hoped a lot of information would be made available on our web site so people can see what we buy. Mr. Keegan agreed that he would like to show more. Alderman Rainey suggested that screens be shown, notin many people did not realize one can zero in on a building and get information about owners, etc. She feyt it important for people to know about this and how they can use it. Alderman Jean -Baptiste said that he was attempting to find his comfort zone. He talked about the difficulty in explaining what he had voted for at times, and was uncomfortable with only a three-day turn -around to review the information. He wished to look at the concept of introducing something at one meeting and voting at the next so there would be time to have the information to think through concerns and questions. He felt in time he would have a sense of history, but felt it was now important for staff to sell the Committee on what you want to do. Otherwise, he said, he will be more uncomfortable and will not vote on things needing to be done. He suggested we find a time to set up a better process. Alderman Moran said several important things had been hit on. He noted we have been working on the GIS system for three to four years. It's a multi -layered system that we try to improve every year. We have had situations in which people had to go to 10 different places to get information. The concept was to reduce it to a software system where you could log on and get the information. GIS is an evolutionary element that gets more helpful each year, but in terms of needing the history and background he felt that was a goodpoint. Alderman Feldman asked if there would be information about all Evanston streets: when last worked on, traffic flow, where the cars go, how many are on what streets, etc. Will this system help with answers. Mr. Jennings said yes but not in every case. He said now in traffic catming we don't study the impact on every street that we I: many devices are voted on by the neighborhood and just put in. We manually determine the impact now but we look to the GIS system and see many uses: for trafic counts for each street in the city, alley conditions with an alley inventory; and analyses we can do for streets and traffic. He said we haven't yet identified every use. The water and sewer is the next logical step for that system. It will bring us up to date be interactive, which we don't have right now. He commented that there are other things that we need to develop: stop sign, parking sign and street light inventories, etc. Alderman Feldman hoped one day to determine the effect on surrounding areas of what we are doing in certain neighborhoods. He said that he looks upon this as a source of information, and the more information regarding an issue the more legitimate the decision he can make. He looked forward to the information we will be getting. Mr. Stafford said he was hearing that staff needs to do a better job in articulating what our business reasons are and the advantages to citizens are, in these software packages. He suggested, regarding another major software package coming along, the need to articulate these things. He felt we are not making our case as clearly as we should. Alderman Doran suggested a refresher from the beginning of the GIS project to bring us up to date. Mr. Stafford agreed. On voting to recommend approval of the proposal of GeoAnalytics, motion was unanimously approved. (A4.1 j Change Order #1 with Moore Landscapes Inc. for. Green Say Road Maintenance Contract - This Change Order woutd increase the contract price tsy �o i, qoi, from to S:si,gsi. Aigerman Kaine wanted to bring a picture of the $185,000 improvement at Custer and Callen where a beautiful stone wail and plantings were designed. The first thing that happened was the hiring of a tandscaper who tore all the landscaping out so that it looked napalmed. She noted we tried to hire him for another job, and there was objection. As of today, nothing has been maintained and you can no longer see the stone wall, so overgrown is it with weeds. She had looked at the Green Bay Rd. maintenance and said it looked very nice. We are committed to spending money there. While she objected to this huge amount of money if we are to make this big investment we have to pay to maintain it. She and a resident ripped out weeds at Clyde Callen themselves. For the reason that we need to maintain what we build, she will support this item. Alderman Feldman wanted to know who decides whether an area is to be kept up or not. Is an area forgotten? He said we have this Change Order (for Green Bay Rd.) but not for the other area. Alderman Rainey recalled we put the other area out to bid and received none. She herself called around and found an Evanston minority landscaper who gave her estimates. She called the City and sent a memo asking If we could hire this person and was told not until next spring. Alderman Feldman wanted to know how we could let this deteriorate so it was not an enhancement but a shame to the community. He noted it had been a community -generated project for which the City got CD funds. The commitment from the City was that It be maintained. He asked who decided that it deteriorate? Mr. D'Agostino said it was not a conscious decision: it was a matter of having the time and employees to maintain all areas in the City. Alderman Feldman did not think you have to make those decisions alone: he didn't agree with these priorities and felt there must be a way for the City to maintain these smaller areas. This area was just allowed to go and that says something about people's attitudes about that specific location. He asked if there is another area in the City that looks that bad. Alderman Rainey suggested the Main St./South Blvd. el station. Alderman Feldman wanted an example from outside this same area, and he wanted something to be done about this. He did not begrudge the money being spent here at all; it's not new money; it's money that has to be in the budget each year. He felt people looked at the Clyde area and say we re forgotten. He noted people say certain things wouldn't happen in Northwest Evanston: about other things he can refute that statement, but in this case he could not say that they weren't right. He said we Dave neglected something that is nowhere else in the City neglected. Alderman Rainey asked Mr. D'Agostino to commit to looking at the detailed estimates from the previously referred to contractor. He agreed. Alderman Rainey noted the mistake we make. The Green Bay Road project was done correctly: you put out a project for one company to deal with. When you put all these small pieces on one contract, and it gets to be so much a contractor must make a personnel and equipment commitment to take it on. If you hire someone for a specific project, she said you might get more participation. She was afraid that if we clean it up people who don't know what they're doing may rip out the good materials and completely denude the embankment. On voting to recommend approval of this Change Order, motion passed unanimously. (A6) Resolution 70-R-01 - Northwestern Homecomfnq Parade - This item would approve a request from Northwestern university to close 5neridan lioad and various City streets for the homecoming parade 10/12/01. Alderman Rainey had been told the Hold Harmless for this parade would be available; Mr. Jennings said he had copies for the Committee. Asked if we are transferring the liability the State gives us to the University Mr. Jennings said yes, that the University has to hold us harmless to get the permit. We ie have to assume tliability to get permission from the State to use the street. He also had the insurance certificate Northwestern had to provide to get the permit. Alderman Rainey asked if the document referred to $1 million per occurrence. Mr. Jennings said the certificate of insurance stated this, not the liability waiver. On voting to recommend approval, motion passed with Alderman Rainey voting nay. fA7j Ordinance 102-0-01 - Trial Proizram for immobilization (Booting) of Vehicles on Private Prooetv n Central business uistrict - Alderman Hainey recommended an amendment, but noted she will vote against this item, for introduction, in any case. in the last Whereas clause of the Ordinance, it read "The City of Evanston has determined that it is in the best interest of all citizens that for a period of six (6j months the City establish a trial period within the Central Business District to evaluate the necessity andd efficacy of licensing the service of vehicle immobilization ("booting") on private property by private operators." She recommended the wording be that it is in the best interests of the City"in the Centrat Business District." As it was written, she said it implies this is a test period and if successful will be applied across the pity. She wished to be certain the Ordinance did not say that. Alderman Moran thought it was clear from the Ordinance that this is a trial period. Alderman Rainey wanted it clear that licensing was limited to the Central Business District which states this is a pilot project for permanently introducing it in the Central Business District (CBD). She said this doesn't preclude other areas in the City after the test period. She did not wish to threaten the rest of the community with this pilot project. She moved to remove the semicolon at the end of this section and add "in the Central Business District." Alderman Jean - Baptiste seconded the motion. Alderman Rainey noted this change would not affect the Ordinance at all. Alderman Moran observed that this is a trial period focused in the CBD. The way we have examined this issue, at least up to now, he said, is the possibility of either permitting and/or regulating this industry throughout the City. His interpretation was that we were working toward seeing how it worked and at the conclusion of the period entertaining the such permitting or regulation. He believed the way the Ordinance reads is correct. He understood Alderman Rainey's concern, but said he did not think if it were to stay this way it would say anything that would disregard your concern. We have the option of looking at the results of the trial period and deciding what we will do, whether in the CBD or elsewhere. Alderman Rainey asked how many Wards are included In the CBD. Mr. Franz said three: First, Fourth and Fifth. Aldermen Bernstein and Newman supported it; Alderman Jean -Baptiste had some reservations. Mr. Franz explained he'd called all aldermen about their being in favor or not; some wished to regulate booting and some to prohibit. Alderman Rainey asked if anything in the Ordinance addressed how quickly the boot had to be removed, and asked if we would regulate that. Section 3-33-8.6 was referred to: it stated in part that "No boot shalt be left unattended for any reason or any amount of time." Alderman Rainey would like to see it say in the Ordinance that within 10 minutes of the time you pay, the boot will be removed. Mr. Grillo said once paid, the boot is immediately removed. As. Gilkeson referred to Section 3.33-8.9 regardin% the sticker on the window: (C): 'The vehicle must be released within ten minutes after payment. Alderman Rainey wanted it stated in the Ordinance as well. Also discussed was Section 3-33-9 that states that anyone who violates this is subject to a fine. Alderman Rainey noted that Evanston doesn't seem to yank people's licenses for anything. She gave the example of video poker machines in operation in a store, for which we gave the owner a license. She was concerned about taking the license away (from booting companies in %notation of the Ordinance), not with Lakin their money. She wanted a stop to the business. Ns. Gilkeson referred to the section about revoking the l cerise if the company violated any provision of this section. Alderman Rainey questioned the reality of that happening. Ms. Brenniman said we have had suspensions in the past with the long -Term Care Ordinance, as weft as temporary revocations of licenses. To a question about regular business licenses she explained that we have only had the general business license ordinance in effect for about a year, and she did not believe we had revoked licenses in that time. However, she said, all ordinances have these provisions. in the 13 years she has been here, she said we have looked at licenses and have had hearings. Alderman Rainey wanted to know if we took any licenses away. Ms. Brenniman noted action had been taken for long-term care facilities. Alderman Rainey noted the proposed Ordinance on booting could only be utilized on lots where there are no meters, eg on private parking lots. She added that one cannot boot on any private lot for the public where there is a char a for parking. She was thinking about situations where there are lots where people had to pay to park. Discussion ensued on metered tots, public lots and lots where some banks use tokens and one could park and go elsewhere. Alderman Moran did not recall anything that differentiated between paid and non -paid lots. Ms. Brenniman noted the definitions section addressed this (under Private Parkin tot): "which shalt be limited to such areas as are provided to the public without charge." Alderman Feldman was not very concerned about this: the Ordinance covers what we want to examine as a trial. He did not took at this as a final action at all. if two or three aldermen were willing to have this in their Wards for six months and it indicated the efficacy of booting it did not necessarily prove the necessity in other places. He knew when we get the Information we will be able to decide then. It may remain in the Central Business District, he continued; when asked if he would support a test he had said yes, if it was not in his Ward. Alderman Jean-Baptiste's concern was with where this came from. He supported geopte trying to do business, but was not sure this request has come from the aldermen or from the usinesses in town. Alderman Moran provided background: it came in a companion fashion from Guardian Parking the main proponent to do this work, as well as several businesses who had contracted with Guardian and had positive experiences with them, Including the Burger King on Orrington and the Main Bank. They advocated continuing this service. It's been a tong examination, and the City then began looking for examination of other areas, eg two Chicago wards. He called it a culmination of a number of elements to bring the Ordinance forward. Mr. Rubin made the announcement at this point that the Mayor informed the Committee that the PO meeting had finished (8:42 p.m.). Alderman Jean -Baptiste asked if we just were using the Central Business District as the designated area, rather than the wards that wanted to support it and Mr. Franz said this was correct. Alderman Jean - Baptiste was not sure he wanted it in his part of the Central Business District, west of Maple. Mr. Rubin noted the item was to be introduced tonight and could be amended. Mr. Franz offered to provide a map of the area. Alderman Jean -Baptiste understood some businesses might want this service, and the City might want to regulate that as opposed to making in a broad business district, in that businesses that want this should have this service and the city should regulate it in the areas it is in operation. He did not want it to be unleashed on the broader Business District. Discussion continued about some aldermen who did not want it tested in their Wards. Alderman Moran noted this is strictly voluntary. Alderman Jean -Baptiste clarified that only the businesses in the CBD that asked for the service will get it during the trial period. Alderman Moran pointed to the need to develop a recommendation for introduction tonight in this form or some other. Alderman Feldman mentioned the motion on the floor which he said was seconded, to add "in the Central Business District" at the end of the first page (see discussion above). Alderman Jean - Baptiste asked why not try it in the First Ward only? He was told Alderman Bernstein also wished to try it. Alderman Moran said the logic to the Central Business District is looking at the part of town where it will have its greatest application, regardless of particular Ward; also we have a specific definition of the CBD in our Ordinance. The question is do we want to continue to use the term CBD as defined in this Ordinance or do we want to change it to mad a it smaller? He suggested another possibility: to go forward tonight for Introduction only, and a motion can be made to amend at the next meeting. Alderman Moran said we have a motion to amend the 6' Whereas clause to add at the end "within the Central Business District." On voting for the amendment, motion passed with Alderman Moran voting nay. Alderman Jean -Baptiste clarified that the amendment was accepted, but we must vote on it to forward it. Alderman Rainey recommended returning it to Committee after introduction at Council. Alderman Rainey called the question: do we bring this forward to the Council for introduction as amended? It can then be referred back to Committee. The vote was tied: Aldermen Rainey and Jean -Baptiste voting nay, Aldermen Moran and Feldman aye. Discussion ensued with legal staff about proceeding to the Council floor with a 2-2 vote. Ms. Brenniman promised to took into this before the Council meeting. It was noted that as it stands the issue is deadlocked in terms of introduction to the City Council. ITEMS FOR DISCUSSION None. COMMUNICATIONS The Police Officer Vacancy Report was accepted, as was the Fire Alarm System Report, and the report on Sewer Repair in Parkwajs. R arding the Communicat:an. Purchase of Two Self -Checkout Units for the Evanston Public Library, Alterman Raineyy said there was ro explanation in this so-called emergency purchase, revvardfng that this was to save 56,000 for sorreaing no longer manufactured. Mr. 'Walton explained it wasn t an emergency purchase: it was per the Cir, Lode section about there being a substantial economic benefit to the City not otherwise obtainable. 7 he 6: nparabte analysis would be buying a 2000 vs. 2001 vehicle. Alderman Rainey said there wasn't enough ir=o-oration about why they are not making this model any longer. Mr. Walton said it was a natural pprogres-non of the product. Alderman Rainey did riot know that. She noted the Council increased the no-bidpurct;a-&e price to 515,000 to make life easier for staff. We saved $6,000 and spent 531,000. She felt this viotated the spirit of the bid process. Mi. Walton explained the Library came to Purchasing asking to go fcrw•ard with the purchase without bidding it. Purchasing felt that was unacceptableand there mini- be a better price out there. We went out in the marketplace to make sure we were getting the best dear! Through this process we validated the assertion of the Library that this was the best deal. This is only t:-te second time, he noted, in three years we have done this, and noted it was a pure case of an opportur .y to save some money. Alderman Ramey said to keep in mind that one Alderman feels uncomfortab1:e with this. She thinks all our bidding is fair; given that thinking suggested there's absolutely no reason ,o bring any items before this Committee. Regarding the Communicaticr., Emergency Repair of6 High Lift Engine for the Water Division, Alderman Rainey said our last Council ✓,pacing was September 10. The fax from Patten Power Systems on this item was dated September 7. She noted this is a 534,000 emergency purchase, and said we are being told on Sept. 17, when we knew [✓afore the September 10 meeting that this purchase had to be made. She continued that the accident happened on August 25 and she did not recall being told, noting it was a serious situation. She asket why we weren't told and answered that she felt it was probably because it was easier not to. She than shi the Counci[ should have been told about a breakdown of a pump. Mr. Figurelli said he had been Out- town, but said he believed when it occurred we did not know what caused the engine to quit. It was only after Patten was called in, after analysis of what it would take to fix it, that a decision was made to go anead with the emergency purchase. it was after the Council meeting. The decision was not made until he was contacted and gave the go ahead to get the engine fixed and running. We did not sign an agreement with Patten until after the Council 9/ 10 Council meeting. He said the engine just left the plant on Friday. Dn the 25` of August the operator could not start the engine. He said it took three days to tear the eng-rne down and discover the bearings were not moving. Then they called Caterpillar to take a look aicr-ig with Patten's representative. Alderman Rainey said nothingg Mr. Figurelli can say can tell her that he don't know about this two days before the Council. Mr. Figure said at first we weren't sure if we could make the repairs in-house or not. He believed the date on the fax is when we asked them to give us a price. We still aren't sure about what it's gain3 to cost. We do know the crankshaft won t have to to replaced, saving 512,000. Th_4t's all the information he has presently,. Alderman Moran noted that it must be remembered that the 7 was a Friday. and the 10' was the Counci meeting. Alderman Rainey said we were all sitting right here on the 10`� and we heard nothing. ADJOURNMENT There being no further bus-aness, Aldermen Feldman and Jean -Baptiste moved to adjourn, and the Committee adjourned at 9:0C p.m. Respectfully submitted, ` Darlene E. Nilves Executfve Assistant DRAFT-- NOT APPROVED DRAFT - NOT APPROVED MiNUTES ADMINISTRATiON l3 PUBLIC WORKS COMMITTEE Meeting of October 8, 2001 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Maureen Barry Pat Casey, Roger Crum Bob Dorneker, 2eltee Edwards, Mark Franz Doug �a)-nor, Karen Gtlkeson, AIeck Granchalek Curtis Hanawa!t, David Jennings, Pat I{eegan, Sat Nagar, Darlene Nilges, Max Uln, Bill Stafford, Mark Varner, Chief Wilkinson, Judith Witt, Barbara zdanowicz Others Present: Mayor Morton, Alderman Kent, Alderman Newman, Bud Nesvig, City Clerk Morris, Mimi Peterson, representatives from Guardian Management Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran tatted the meeting to order at 6:42 p.m. He noted a number of presentations to be given tonight, including the potential fwe-year street improvement program, and called on David Jennings. SPECIAL ORDER OF BUSINESS - Five Year Street improvement Program Mr. Jennings said he would speak about an ongoing project: a street system evaluation. An accompanying slide presentation was shown. Why do a five-year plan, he asked, noting four points: it's appropriate to step back and determ ne where we are in overall condition of the streets, to determine the investment needed to improve or maintain them; to determine the condition of the individual segments that make up the system; and then to determine improvement strategy and priorities. He shared background: last year two firms responded to the City's RFP. The Council chose IMS, who inventoried the streets, which were divided into 2,400 segments. As to street system characteristics, he said pavement measurement is a much better indication than square yards because widths of streets vary. There are 2.5 million square yards of street in Evanston. 93 percent are asphalt surface; 7 percent concrete. The method used was a laser road surface test vehicle, which can measure cracks 1/8" wide going at normal speeds. Mr. Jennings showed pictures of rutting and roughness, as well as cracking, which give an overall view of the surface texture. Another necessary method is sub -surface evaluation, which was done by a Dynaflect machine with sensors that are located on the pavement and react to the load to determine the subsurface of the street. A Pavement Condition Number is then determined from the surface and subsurface data, which is a rating system from 10 to 100. Excellent is 85.100, down to very poor. In Evanston, 47.236 of streets are In excellent rane; 18.6`� w, a very ggood; 11.6% good; 10.4% fair; 11.8% poor; .4% very poor. Our overall rating is 79, the higg end of "good." Ne said this roughly parallels the opinion of the public in a 2000 survey. Regarding rehabilitation strategies, he said the consultant considered 30 - 40 strategies. We told him what is done in Evanston: minor patching, grinding and thin overlay, grinding with thicker overlay, and reconstruction. The latter is not being done much in Evanston, and the recommendation of the consultant was to do more reconstruction. The cost of grinding and thin overlay is 512/square yard; with thicker overlay It is S20/sq. yd.; reconstruction is 560.901sq. yd, depending on use of asphalt or Portland cement. Consultant findings: to maintain our current condition it will take 520.4 million over next five years. If we don't do anything the condition will drop to "Fair" in six years. Our current MFT funding level will have us in a 73 range in five years; they recommend that our goal should be to resurface 1 /3 of the streets every fire years, which is three times what we do now. It is Important, he continued, to took at the impact of the Sewer Plan. When it began, we did resurfacing of the trenches only; now the Sewer Plan restoration includes curb -to -curb resurfacing, for an additional 2 mites of street per year, or an additional S1 million in resurfacing per year. This is the only funding source we have besides the motor fuel tax, and the funds from the Sewer Plan will run out in three to five years. We used the iMS information as a tool for developing a five-year plan, Mr. Jennings explained. A survey of street condition by Ward showed we are maintaining a good level of street repair throughout the City. We looked at the Impact of private development and the patching that may be needed, and so defer resurfacing at those sites. We also may want to wait until after we do a streetscape to repair the street. The five-year plan lets us investigate various scenarios both for improvements and funding, Mr. Jennies said that we do some unique thins in Evanston's program: we distribute the work geographically; do engineered resorfacin , prepare pans for the contractor that they follow for doing base repairs; have good inspection and quality control, at times making contractors re -do their work. We perform a televised Inspection with the sewer rehab, prior to resurfacing, doing other utility work and spot sewer repairs prior to resurfacing, and consider water tine construction and other projects. What is before the Committee tonight, he continued, is only the 2002 preliminary list. He said we consider the 2003.2006 list a draft. We put a plan together but we want to be able to massage it and get a good Plan for the future. Also, he said the plan is considered a draft because it's based on the current funding evet of $1.2 million, not on need. if we can bond for this work, etc., we could develop a different plan. He invited taking a look at the plan, with the use of the GIS system. He pointed out state routes, included In the condition survey but not in the improvement program because they are funded by the state, through jurisdictional transfers. He showed the Committee a map of the distributor, arterial, collector and local streets. We can also look at the condition of the streets in the GiS pro ram, he said: poor, fair, good and very good. We can took at particular areas as well, looking at the souti�east, he noted a section of Judson marked as poor. He said it would be hoped we would pick up that street and do some repairs, but noted It was not in the five year plan; but when you look up water mains, you find it will be done when we do the sewer jab on Judson. He looked at the plan year by year: it showed 2002 based on current funding level Then he added the streets to be done in 2003, 2004, 2005 and 2D06 as funded right now. Adding the state routes and sewer job, he noted some streets not scheduled. He said there are two reasons for that: the plan is underfunded; and even a poor street has a life of 3-6 years, so not all would be done in the five year plan. He explained our funding level is $1.2 million; IMS recommends $4.1 million. The Sewer Program will contribute 51.0 million, so additional funding needed to maintain our current condition is 51.9 million. To the Mayor's question as to the life of an asphalt street, Mr. Jennings answered 12 - 15 years. Alderman Moran wanted to clarify that the $1.9 million additional is to maintain the streets as they are now; to Improve them we would need even more. Mr. Jennings confirmed noting the S4.1 million is based on a higher level of street reconstruction than we do now. It may be a Uttle high he said, because resurfacing may suffice, if the base is good. Alderman Feldman asked about new techniques that might eliminate repairs and make streets last much longer. Had the consultant examined alternative techniques? Mr. Jennings said yes, on a small scale, there's crack fill, where you dig out the cracks and fill with asphalt material to seal and prolong the street life. We don't do this in Evanston, but are looking into it. He said other techniques may have effects you won't like, noting heater rescarifying is one such technique: the machine is so hot it browns leaves as it goes under trees. We may not want to do this on streets with a tree canopy. He noted we have used slurry seal, which has not been successful in the past. He said we have settled on the strategies that work for us: grinding and overlay. He felt we can hold off a reconstruction with some of these methods. The consultant had about 40 different strategies, and we use four, but they work for us, he said. The exception is crack filling. Alderman Feldman said the technique he referred to had to do with design of the roadway if there are new ways to build streets that mitigate repair work and deterioration, incorporating materials used, technique used to apply, etc., which is more expensive but has a longer life. Mr. Jennings explained we use the IDdT specs to do road improvements, since it's MFT money that we use and the state approves our plan. He noted we don't build many roads; we repair them. With special assessments, he estimated we have done perhaps three new streets in the last 10 years. Alderman Rainey asked if the streets listed in the memo were set in stone. She was told no. She had some concerns, and had asked when a street in poor condition, which she had been in uiring about, had last been resurfaced. Based on existing records no one had been able to tell her. She did not know if it was scheduled for water main or sewer work and asked how one could find out. The street was Dobson from Barton to Ridge; she did not understand why it was not at the top of the list to resurface; called it almost undriveable. She noted a reason people tolerate it is that it inhibits speeding. Mr. Jennings recalled the string of potholes It contained. Mr. Fu ihara said that he had just gotten the answer to her question: it was done about 30 years ago. Alderman Rainey said this caused one to wonder about the rating system. Mr. Jennings explained that some of the streets have very good base conditions. 30% of the rating number is related to the strength of the base. He would took at the street and see how it was rated and tested. Alderman Jean -Baptiste asked how ion this company had been doing surveys and was told 13 years. Asked If Public Works did a visual review [on findings Mr. Jennings said yes; The Alderman asked If the "worst" street list was consistent with those findings and was told they were in most cases; we didn't agree with every street the consultant came up with. Mr. Jennings said you use these programs as a tool, and we can look at it and say we don't agree with it. We didn't hire them to do the five-year plan, he said; we hired them to evaluate, so that we could do so. He noted he disagreed with some streets that the consultant called good, due to the poor ride quality. He said we stilt keep a list of the streets we think are bad. That's another one of our tools. Alderman Jean -Baptiste asked if the bad streets just referred to showed up on the GIS graphics. Mr. Jennings said that some of them did. Alderman Jean -Baptiste asked for the list and said we may need to add to the list of bad streets that need immediate attention, so looking at the one- two- or five-year plan we may need to put them on the list for attention. Mr. Jennings explained we can substitute streets. The Council is the ultimate arbiter of the streets to be done. He noted we have to be in the position of trading, rather than adding. Alderman Jean -Baptiste wanted a list of the bad streets, both those found by the consultants, and those visually found by the Department, so we can have a sense of the reality of this. Alderman Moran cautioned that there were several items for discussion this evening one presentation would take half an hour, and a regular agenda item would require 5 - 10 minutes. He felt sure this subject will be discussed more as time goes on. Alderman Feldman asked for an explanation of some of the columns in the memo's chart of streets. He was told rank is a weighted priorit based on the surface. He asked why a street ranking 92 was being redone. He was told that the Cit had ust placed a water line down it. Alderman Feldman was trying to determine if the streets submitted or 2 2 were the worst ones. Told no, he asked why those would not be done first. He was explained it as investment strategy: you can prolong the life of a good or fair street. The poor street may be too far gone, and you et more benefit for your money if you spend the money on a fair or goad street sometimes. Alderman Feldman recalled a system where we designated streets to be repaired through the alderman calling it in to the Traffic Department. He noted the system would not take into consideration an alderman who doesn't inform the Department, or constituents who did not protest the condition of their streets. The system also did not allow comparison with other streets in Evanston. He was attracted to the system discussed tonight because it graded the streets so everyone had a way to prioritize repairs and needs. He doped, white taking into consideration aldermanic requests, it doesn't supercede the effort we went through. Mr. Jennings said it doesn't supercede the basis of the study. The report does allow to rank streets. Alden ,n Newman referred to the memo which showed all the Wards are being treated equally, and said that wriat we're doing is working. He felt the overall report was very good it framed the issues, but he suggested adding in information about the sewer program and distributing tie list in the community. He safd information should also be glven about when state streets are going to be done. He asked to what extent they were in the plan. Mr. Jennings said they weren't: this is the IDcallyfunded plan. Asked who will fund them he said the state will eventually, but the price you pay is that you take them over forever. He said the only street we have plans for now is McCormick. Everything else is maintained by Streets by patching. Mr. Nagar answered a question about the timeframe, saying it would be at least five years. Alderman Rainey asked for a list of streets by Ward and their ratings. Alderman Moran thanked Mr. Jennings for the presentation calling it a good start on a tough problem we have to address. He suggested we move on to our regular agenda. APPROVAL OF MiNUTES As part of the Consent Agenda, the AQPW Minutes of the Regular Meeting of September 24, 2001 were approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following five items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 9/27/01 In the amount or S1.b15,Y�1.613. (A2) City of Evanston Bills - Consideration of the City of Evanston Bills List through 10/09/01 in the amount of 53,549,619.26. (AM) Lowest Responsive and Resoonsible Bid for 2001 Sewer Lining Program for Water & Sewer - Consideration of this did from Institutorm at a cost of y154,481.00. (A3.2) Contract Renewal with Initial Securitv - Consideration of this renewal for security at the Church 5t. and Sherman Ave. (jarages, at a billing rate of $15.35 per hour. (A6) Resolution 73-R-01 - License Agreement with American Societv of Composers, Authors and Publfsners W)LAN) - Lonsideration of a this Kesolution authorizing the City Manager to sign a license agreement with ASCAP for public performances of musical composition on City premises at City -sponsored events and functions. Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Jean -Baptiste seconded the motion, which was unanimously approved. ITEMS FOR CONSIDERATION (AM) Renewal of Contract for Management Services at Church St. and Sherman Ave. Garages - This item would renew the contract with C.Y.S. barking at a cost of 534,416 per month for the two garages. Alderman Rainey moved approval for discussion; Alderman Feldman seconded. Alderman Rainey said there was frequent discussion on the Council floor about how Council members feet shortchanged because they do not receive minutes from various committees. She wondered if anyone had seen the minutes from the Parking Committee. Mr. Jennies confirmed they were very behindy Alderman Rainey noted that on an item of this size, and the relateditemconcerning security sennces, we had no information. She would like to see the discussion in the Committee on this item. She referred to several items on the Bills List on emergency expenditures on the garages. Mr. Franz explained an emergency expenditure had to do with the gates on Saturday that could not be raised. Alderman Rainey would vote to recommend this item this time, but would not do so again until she sees some information from the Parking Committee. On voting to recommend approval of this item, motion was unanimously in favor. (A3.4) Proposal for a Feasibility Study for the Robert Crown Center - Mr. Gaynor explained the recommendation was in the memo included in the packet which explained the several phases of the project. He said we spent considerable time locating a professional consulting team. He invited the firm, 'Donnell, Wicktund, Pigozzi and Peterson Architects Inc., to make a short presentation. Alderman Rainey asked about the statement in the memo that "the second phase will involve an evaluation of the existing Infrastructure of the facility, to determine the need to renovate, demolish and construct a new building as it is now, or expand the facility." She asked if that was the plan and was told yes, that originally it was part of the Strategic Plan. At the beginning we tried to hire one consultant to do both studies, Mr. Gaynor said, but we could not find anyone. This will be the first phase, really a needs assessment. A community meeting discussed what we are really looking for: renovation, renovated and expansion, rebuilt in the same footprint or rebuilt and expanded. It was determined we should do a needs assessment to determine this. This Phase One is a survey that wilt include several tasks by this consulting group. A second group will took at the infrastructure and its ability to meet the needs: does it accommodate the programs now or an expanded list of programs? Alderman Rainey noted the wording of the sentence was unclear. Is renovation an option? She was told yes, there were four options: renovate in the same footprint, renovate and expand demolish and build a new building of the same size, or demolish and build a new building of larger size. Alderman jean -Baptiste asked if it is correct that one of the entities for this contract is the same firm that designed the original Crown Center. He was told yes. He asked if this isn't the building we've had tremendous problems with. He was told yes, that it's a 26 or 27 year old structure. Alderman Jean -Baptiste asked if this firm will talk about the needs of the community and was told yes, Mr. Gaynor explaining that there is a team, with members that can bring various thins to the table. Alderman Jean -Baptiste noted we're trying to assess recreational needs, not architecturalneedsat this point. Mr. Gaynor agreed, saying we also need to bring in facilities and how they accommodate the activities. The Alderman noted the public hearing that had been held and asked for the minutes to understand the discussion at the time. He was not sure how staff was framing the first and second phase. Mr. Gaynor noted the inconsistency was that we thought we would do troth studies at the same time; we are going to split it, then combine studies one and two to make a determination. Alderman Jean -Baptiste recalled we said we would rely on our internal engineers for the Initial assessment as to what is wrong with the Center, since they have intimate knowledge about the planning and construction of it. He was concerned, if there is a problem, that we fix it instead of sending the same architectural firm to do the same thing. Alderman Feldman asked why we are starting the process with the needs assessment rather than the assessment of the physical condition of the building. He said the needs assessment is a variable: not only what people want and aspire to, but what we can afford. The condition of the building, havin to do with safety and its life expectancy, seemed to be something that would come first. The question o� expansion or usage might be the result of the desire of the community and willingness to pay for it, but the genesis of this was not whether Crown was needed any more, but whether the building was going to fall down, a wall collapse. After that people began talking about what was wrong with It* then we came to the whole Idea of expansion. He asked why an architectural firm wasn't brought in first, then going with an assessment as to how much it will cost and what the community wants. Mr. Gaynor said this had been discussed at length. Staff came to the conclusion that before we got into the infrastructure we Should decide what is the real desire about having a Crown Center. Do we need it? Who are we serving? What tipped the scale to start with this needs assessment was the question of what we really need there. If the community said we don't need the community center part of Crown he continued, in the structural analysis we would be driven not to include that side with the ice rink side of Crown, and vice versa. Alderman Feldman was interested in the focus groups that were listed in the memo under specific tasks within the first phase. He was skeptical of them, especially having to do with something as important as a recreation facility; he theorized that they might work for toothpaste but not for something like this. He also wanted information on where this group came from, and thought there must be a better way to assess an entire community's needs than talking to 7 or 8 people in a focus group. Mr. Gaynor explained there were two types of public input: one is a survey, which will be sent to over 400 people. The focus groups Is actually a series of meetings. Alderman Moran invited the people from the firm here tonight to make their presentation. Alderman Rainey had one Comment on the value of surveys: 5 or 6 years ago we did a City-wide recreation survey. The number one priority was a recreation center in southeast Evanston. It's October 2001, she said, and we are virtually, nowhere on that. It doesn't matter what people want if we can't give it to them. This sets us up to build the Taj Mahal" instead of giving any consideration to renovating Robert Crown. Everyone wants everything Robert Crown offers and more. Mr. Robin Etterthorpe and Arnis Kakulis from O'Donnell, Wicklund, Plgozzi and Peterson Architects Inc. spoke. They are the consultant division begun 4 h years ago. They have 12 employees; architects urban planner, software application and database developers, interior desi hers and program managers. Wey do strategic plannin for communities and corporations. They come frrom a firm in existence 43 years and some years ago dgid design the Robert Crown Center. Many of the firm's members live in Evanston, they reported. Mr. Ellerthorpe said they also perform architecture, interior and landscape design, an engineering design component, structural engineering firm, and do design/build also. 85% of revenue is from repeat clients. They are teamed with Valerie Krretchmer Associates, a woman -owned Evanston firm, that will develop the survey questions. Bernadette Schteis ra Associates, another Evanston woman owned firm, is the market survey firm. The team is headed by Mr. Kakulis. He outlined the experience of team members. Air. Kakulis said the process is a six -step one, creating a project statement and vision, collecting the Information, analyzing it and reporting it to Parks Fz the Council. The visioning would take place in the focus groups, from reps from City staff and the public, a total of 16 to set strategy for the feasibility studyy, to help analyze results and to create recommendations. Vision elements are already being collected. We will use four tools: the market analysis, the survey input from the public, a public inpput process of three public meetings, and comparison of Robert Crown with other localities' centers. He said we will use market definition and analyze that data and integrate it with the public meeting data. A survey will be done by phone with 400 people from young to elderly users, and is planned to take place before Thanksgiving. He discussed the public input process with representatives from geographical regions of Evanston, and the comparison ofRobertCrown programs with other regional programs. The functional analysis will prioritize programs, tell us space requirements, and assess needs of the community now served, he continued, and evaluate future needs in the next 10 - 15 years. We will look cursorily at the current facilities, and what the programmatic functional elements would require as to funding to renovate or build new, and then develop a final report to the Department and community. Being an architectural firm and being led by the consultant wing of the firm, gave them the possibility of assigning the resources needed to look at both programmatic needs and give a cursory look at needs for renovation or construction. This study will provide the foundatic i for the second half of the study, an architecturally based facility assessment. Alderman Rainey asked about Ms. Kretch.-ner and was told she was a Plan Commission member, and had a market research firm, locally based. She asked about the information that this firm had designed the original Crown building. Mr. Etlerthorpe confirmed this, but answered another question that it was highly doubtful that they still had the working drawings. Mr. Dorneker said he believed the City had them. Asked another question, he said he had not looked at them. To another question as to what was wrong with the building, Mr. Ellerthorpe said in their site visit they viewed many things that went into the making of the building. Parts of the site are unstable, which causes some foundation instability. He speculated that, given a site to build on, perhaps a remediation effort was recommended for it, but it may not have been done. Alderman Moran noted the Committee had run out of time for this issue and asked the sense of the Committee: were they moving toward a vote or not? If there was a feeling that more Information was needed, perhaps we could defer a vote. Alderman Feldman did not feet comfortable voting now; Alderman Rainey asked for a copy of the RFP. Alderman Moran thanked the representatives, said the presentation was much appreciated, but due to the press of business the item will be carried over to the next meeting and hoped they could join the Committee then. He said perhaps we will have developed some information internally by then. We can make this a Special Order of Business at the next meeting. Alderman Feldman requested more information on focus groups. He also noted the reference to " public meetings" that would Include "reoresentatives from the ¢eneral Public" and requested more information on that. Alderman Moran announced that the presentation for the financial software would be deferred to a later date. The issue, not being time sensitive, did not need to be done this evening, and he noted the presentation would take half an hour with no discussion. He recommended getting through the agenda and coming back later with the financial software issue. Mr. Casey suggested we could do the presentation prior to the Special City Council meeting on October 17, to general agreement. (A4) 2002 Motor Fuel Tax Program Approval - Alderman Rainey asked, if we vote on this tonight, are these streets that are in tnis plan absolutely the streets that will be in this plan? She would like to discuss the streets affecting her constituency. She was prepared to vote on the use of MFr funds, but not the streets. Mr. Jennings said that the list was preliminary; it could be approved and modified later, or the issue held until late October. Alderman Rainey asked if alternatives could be discussed. Mr. Jennings explained that we aren't going to design this work within the next two weeks. Alderman Moran recalled that the practice has been that the Committee could vote on this and it could then be modified. Mr. Jennings confirmed that this was done last year: it was approved preliminarily and was revised after review. Alderman Rainey requested that the Committee have the opportunity to do this. Mr. Jennings said we can hold his item. (A5) Resolution 72-R-01 - Amendment to license Agreement -- Consideration of this Resolution authorizing the City manager to enter into a license agreement with John & Eileen Henderson for use of park land for to a private residence for a renovation project. Alderman Moran moved to recommend approval; Al-.- --an Rainey seconded; motion was unanimously approved. dinance 102.0.01 - Trial Program for Immobilization {Booting` of Vehicles on Private Property in Central business District - I his matter had been introduced at the 91 Council meeting and referred back to Committee. Alderman Rainey wished to express her utmost disapproval of this program, regardless of how people in other communities love It. She believes it will haunt us. The only thing she is concerned with was her being so ineffective in convincingthe rest of the Council that we are making a terrible mistake. Upon voting to recommend approval ofthisitem, the vote was tied 2.2 (Rainey and Jean -Baptiste voting nay). It will be reported to the Council thus. ITEMS FOR DISCUSSION (APW1) Changes to Street SWeepinR and Snow Removal Program - Mr. Jennings said in summarythat there are three things we propose to do. the tirst relates to the snow removal program for the coming season: the state Emergency Management Agency has asi..ed us to not use sirens except in emergencies. He said there are multiple ways to get the information out, though the sirens are very efficient. The second change is sug ested in the special post street cleaning program. One-sided streets are swept 24 hours after posting. The of the streets are swept four times a year, the rest eight times. We are recommending moving away from the special post program and going to permanent signs with the actual dates posted on the signs of the year's sweeping dates. This eliminates the bulk of the labor in maintaining the tripod system, with the permanent signs we only have to visit the sign once or twice a year. It lets people know well in advance when the sweeping dates are. Third, it also gives us the opportunity to add one-sided parking streets to the snow program. Now they are speciat-posted and plowed at the end. This will put them in the alternate odd/even parking program for snow emergencies. Alderman Feldman thought this a good idea but asked if the concept can't be extended in east Evanston that has alternate day parking, but that's ail the signs say. We don't come down each week, and people get confused and are always moving their cars, or don't and get ticketed. He understood we tolerate that in areas with open space parking, but some areas have a great deal of trouble with it. What would be wrong with putting the specific dates on those signs? Mr. Jennings said we sweep them 18 times a year, and would have to have 18 dates on the signs to keep that level of service. If you want to go to eight times a year, which is the most you can probably place on the signs, it would reduce the number of times you sweep. He didn't think people would tolerate a sign in front of their homes with 18 different dates on it. Alderman Feldman said it may be that we go through an additional expense and work, but wasn't It worth it for those areas to be freed -up in terms of parking and people worrying about it being the right Tuesday or Wednesday? Mr. Jennings asked if it is unreasonable that people would consult a source like a calendar or our web page? We can get the information to them so they can post it in their homes. It appears in Highlights. Mr. Edwards noted that for all streets in the City to have these signs it would take a lot of people and a lot of time to change them every year. Discussion continued. Alderman Rainey noted this has been a subject of ridicule: people moving their cars every Tuesday or Wednesday whether they need to or not. It seemed silly not to have truth in signage. A way around it would be to say the first and third Tuesday, etc., and slowly go through the City changing the signs. At some point we should change those outdated signs. Mr. Jennings said we are using signs that say move every week, and expect people to move every other week, but we do send the information out. Alderman Rainey asked the technical reason, on one-sided parking streets, for people not to park on one side of the street and then move to the other side? Mr. Jennings said if you start it at 9.00 a.m., not everyone moves at 9:00 a.m.: people need a place to put their cars in the Interim. He noted these are not like regular streets. It starts at a given time and it's illegal to park on the other side; you have to have the cars go somewhere during the transition. Alderman Moran thanked Mr. Jennings. Alderman Rainey said every effort should be made this year to be consistent: where It says tow, we should tow. When people don't move their cars, it is chaos: delivery people, snow plows that can't het through, etc. We are paralyzed by snow, and when people don't behave the way they should you can t get down the streets. Further, she said the City should plow when they say they are going to plow. Alderman Jean - Baptiste thought people should get a strong warning because we have been inconsistent with plowing. It wouldn't make sense to suddenly start towing. He suggested sticking a yellow sticker on windows with a strong warning about beginning to tow in 2002. He did not want to see being Inconsistent with towing and plowing noting when it's realty bad the plowing has to be for the major thoroughfares. Alderman Feldman recalled a serious Initiative to tow and said someone who is not towed can be a disaster for weeks, as they are snowed in and the City plows can't get by. He noted it says it on our slggns and people not obeying cause a disaster for themselves and everyone else. That's the reason they should be towed. He noted a lot of people will call us, but we have to handle that. He asked If the City still tows people a block away. Mr. Jennings explained that for overnight snow routes we plow and take cars to a remote facility, during the day we tow and replace the car and charge for the tow. We cannot tow every car In the City. We already employ 18 different firms to be our contractors in snow emergencies, and that Is still not enough We are doing is targeting areas for towing that are particularly bad: maybe we missed some, he said, and we could add some streets to the list. That would be a reasonable change we could make. He said we just can't tow every car, and added there are some cases where we wouldn't want to: in a street where one or two cars are interfering with plowing, but it is wide, a ticket will suffice. In a narrow street you can't get through; those we tow and plow. We do ticket the illegal cars. COMMUNICATIONS The Police Officer Vacancy Report and Fire Department Monthly Report were accepted without comment. ADJOURNMENT There being no further business, Alderman Feldman moved to adjourn; Alderman Jean -Baptiste seconded the motion and it passed. The Committee adjourned at 8:38 p.m. Respectfully submitt , Darlene E. Nil es Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION Ft PUBLIC WORKS COMMITTEE Meeting of October 22, 2001 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Pat Casey, Roger Crum Bob Dorneker, Zeltee Edwards,Keith Fujihara Mark Franz, Doug Gaynor, Karen Gilkeson, Ateck Granchalek Paula Haynes Chief Hunter. David Jernings, Pat Keeggan, Richard Mertz, Wayne Moran, Darlene bilges, Cathy Radek, Max Rubin, Bruce 5lown, Bill Stafford, Chad Walton, Judith Witt, Jim Wolinski, Barbara Zdanovdcz Others Present: Mayor Morton, Alderman Wynne, Alderman Kent, Alderman Newman Bud Nesvig, Cindy Hollowell, Mimi Peterson, Judy Jager, Mark McKeown, Jean Esc6, Sue Baker, Bob Seidenberg, Beth Demes Presiding: Alderman Edmund B. Moran, Jr. SUMMARY OF ACTION Alderman Moran called the meeting to order at 7*25 p.m. APPROVAL. OF MINUTES As part of the Consent Agenda, the AFtPW Minutes of the Regular Meeting of October 8, 2001 were approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to dace the following seven items on a Consent Agenda for recommendation for City Council approval. (Al) City of Evanston Payroll - Consideration of the City of Evanston Payroll through 10/11/01 in the amount of 51,/6J,L56.55. {A3.4) Approval of Proposal for Professional Consulting Services for Phase II. Beck Park -- CConsideration of this proposal from Smith Uroup JJR for this renovation project, at a cost of $22,355.00. (A3.5) ADp, rovat of Sole Source Purchase of 20 Mobile Data Terminals - Consideration of this purchase from Motorola of I erm►nals for the kPU at a cost of 565,WU.UU. (A3.6) Approval of Purchase of Four Police Package Sedans - Consideration of this purchase off the State of IL contract to tow oidder, Landmark Ford, at a cost of $92,461.00. (A4) 2002 Motor Fuel Tax Program Approval - Consideration of a recommendation to approve this program of proposer streets for resurfacing. Matter had been held in Committee 10/8/01. (AS) Resolution 75-R-01 - Accepting Three State Grants from DCCA - Consideration of this Resolution to authorize the city Manager to accept these grants from the IL Dept. of Commerce fi Community Affairs totaling 5700,000 for renovations to Police/Fire Headquarters. (A6) Resolution 78-R-01 - AcceDtine CDB Grant - Consideration of a this Resolution authorizingg the City Manager to accept a grant from the Lapital Development Board for $250,000 for Police Fire Headquarters. Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Rainey seconded the motion; motion was unanimously approved. SPECIAL ORDER OF BUSINESS: DISCUSSION/PRESENTATION ON FINANCIAL/HR/PAYROLL SOFTWARE Mr. Stafford explained the two-year process involved beginning with the City's Request for Qualifications, noting it took that long because of staff's wish to negotiate the final two bidders down to the lowest price. The software recommended was from JD Edwards; the City's software is 20 years old and antiquated. In terms of savings, JD Edwards would save 53.5 million over the Oracle software over a 10 year period, and we were able to get three-year frozen costs for maintenance. He explained a key factor is users' use of the software: there are usually only "X" amount of users allowed, with a charge for any number over that. We got an "enterprise use," meaning an unlimited number of users. We also have in the contract pay for deliverables: they will get paid for the major systems only after they are working - a ay for performance contract. Mr. Stafford said the City got solid discounts on training and the numbers allowed in the classes. On the internal costs, he said we would have to buy twice the software and have 2-3 extra support people with the Oracle system. All references for JD Edwards were excellent: there are only four major players in this area, and we think Edwards is clearly the best value. He noted the funding is in place in terms of bonding; we have $1,000,000 from FY 2000 CIP, 51,000,000 from the 1999 Water Bond, $400,000 from 1997 Parking Bonds; $800,000 in Sewer funds; and interest income from the bonds issued in 1999 and 2000. We are not talking about any future dollars for this purchase, he added. Mr. Stafford introduced Ms. Hollowell of JD Edwards who demonstrated two key features of the system. She entered a requisition to demonstrate a paperless system and the analysis available with the powerful database. She demonstrated end -user entering a requisition for an account that was overexpended; the demonstration showed that the system would put the requisition on hold and require budget approval before the requisition could be turned into a purchase order. Mr. Stafford noted the City could control at line item, division level or budget level, which cannot be done now. Also demonstrated was the password - protected approval of requisitions that needed such protection. This will provide benefit to the City in terms of giving controls for overspending on accounts as well as an on-line paperless system to automatically route information to various Departments or employees in the City who need to see the information. Alderman Feldman asked about protection for overspending, for example, six months into the budget year you find 80 percent of the budget is spent, but you have six months to go. It doesn't show the budget is exhausted because there's 20 percent left; is there anything in the system that sends a warning about the rate of spending. Mr. Casey believed you could set up spending patterns, like in Recreation which has a bell curve in the summer months. There are ways to go into each division and set up individual spending patterns. Alderman Newman asked if there has been one case reported to AF&PW where that has been a problem. Mr. Casey noted right now it is difficult to get that information; we have not had great difficulty in departments overspending, but it doesn't mean that we should not have the ability to be forewarned by these revenue trends. Its a better way to do our job. Mr. Stafford said we get three things out of this process: we go to a paperless process; we go from a process taking two weeks to two days; and we get the ability to do budget checks. Alderman Newman asked if we would need fewer employees because of this. Mr. Stafford said he was not arguing that we will: we need this to manage financials. The second scenario demonstrated the power of the information the departments will have: a report was generated showing information for Finance: the year-to-date budget and actuatsI and variance calculation y dollar and percent. The report could generate a -mails to those needing to know an account was overspent. A key piece of information is that the database supplies supporting info; it drills down from a report into the system, going into more and more detail to see what makes up a number on a financial report. There also is security access with this level of detail. Alderman Rainey noted one could track real time overtime. Also shown was the ability to attach documents or text to a transaction, either to an approver of the transaction, or scan in invoices, pictures, Word documents spreadsheets, etc. to support a transaction or provide additional justification. Alderman Moran thanked Ms. Hollowell. Alderman Newman asked what percentage of the software will be used in the Water Department. He was told they would use it for purchasing, payroll fixed assets, and financials for the bonds. Alderman Newman noted the Water Fund will pay far over 56iof this purchase; we will be charging water and sewer customers for what will be used by the whole City. He noted this has been represented as a separate enterprise. Is it legal to use $1.8 in Water Et Sewer Bonds for this? He was told yes, because we allocated the funds toward that system in 1999. This is designed for all the funds, and especially on the fixed assets: you have to have the fixed assets to be able to charge for the other systems, which we get close to $3.4 million on. As to Sewer, we also have a whole loan system of S80 million (for the sewer project) that we have to support. Alderman Newman said obviously Water E Sewer are going to benefit, but we're taking money the water h sewer payers have paid in their bills, but there's no description of what will be used for the Water Department. We're taking that money basically for City stuff, and he thought we should be willing to say it. Mr. Stafford explained when we issued those bonds, we were straightforward about setting aside these monies in Water It Sewer, the CIP and Parking. Alderman Rainey looked at cost comparisons between JD Edwards and Oracle, and asked what hardware would be required. Mr. Casey said two ma or pieces: new HP Unix box server for all our major systems, which was approved a month ago. We also need a developmental server. Mr. Slown added that this is a Unix web server that we still need plus a small server. Mr. Casey said this will also give access to the Web. Alderman Rainey said she supported this 1000 percent, but observed that whenever we go to something new, a concern is the new hardware we always have to have. She asked if JD Edwards brings with them some IBM baggage. Mr. Casey said no, it runs on a number of different platforms. The reason we need to get a new Unix box is that the one we had was too small. Alderman Rainey asked if JD Edwards will bring in subcontractors to do some pieces of this system: Mr. Stafford answered no, adding that one of the issues we had was that there has to be project responsibility. JD Edwards does do such systems where you buy the software from them and you can have another implementer: the problem is who is finally respponsibte for getting it in and running? We requested JD Edwards to do the work alone as part of the RFP. We wanted only one group responsible. Alderman Rainey noted an Item tonight dealt with Administrative Adjudication, and withholding certain permits if people owe fines. This is a small cxamiple, she said, but it s the principle: we have aWater li Sewer refund on the Bills List tonight on a property on Brummel. She said we aren t going to write a check to someone who owes thousands of dollars on adjudication fines and on another water bill. She noted there would probably be thousands more due after Property Standards and the Police were done boarding the property up today. To the Alderman's question of whether the new system would alert us on such issues, Mr. Casey said we have to work on the integration between our systems. A representative of JD Edwards explained about accounts payable and receivable netting, where the process will match up the two. Alderman Rainey asked if transfer tax receipts could be integrated into this and Mr. Stafford and Mr. Casey said yes, and that we will have real time on this. Alderman Feldman asked if the Water was separate from the City, would you recommend a change to this kind of system. Mr. Casey said he would; that if Water was a utility all its own, we would need a system like this. He explained we have over 15,000 water accounts receivable to track, payroll for about 60 people; and the infrastructure of pipes, pumps etc, to be tracked. This type of system can do all that work: it's modern and up-to-date. We looked at 11 other vendors, he said when we began. We narrowed it to six, then to two. These were most qualified and met our needs the best. They met our specs and matched our business process. Alderman Feldman's interest was not whether or not it was a good system; he wanted to know if we really need it and why, and If we do need it, what benefit will it bring - for example, the fact that there is no systematic budget control in our system, which this system will remedy. What does that mean? Mr. Casey said that the budget control demonstrated tonight, we now have no way to do. We should not have to wait one, two or three months to find out someone is overspending their budget. Alderman Feldman noted the memo referred to no systemic position control and asked what that was. Mr. Casey said we have to know to the dollar and FTE equivalent the number of people we employ. Perhaps we hire 20 lifeguards in the summer. What is to stop someone from hiring 22? We can count our full-time employees very well, but we need to track our seasonal and part-time labor. Mr. Stafford added that our system will not automatically do that today. Alderman Feldman noted the memo said we cannot provide "the new GSAB 34 reporting that will be required next fiscal year. Mr. Stafford explained we are required by the National Standards for Government Accounting to change our reporting: you must report in a certain way by fund and also as if you were a business. If we cannot do it, our auditor will be required to write an adverse opinion about us. It does two key things: we have to go to full accrual accounting, and we are required to have all our assets on the books: streets, sidewalks, lights, etc. This must be done for Water, Sewer, Parking etc. within the next two years. Alderman Feldman referred to the memo which stated the present system lacks system integrity and often breaks down during routine payroll transmissions and data backup. He asked what was done when this happened. Mr. Casey said we have to fix the backup, restart the payroll system, call the vendor. He noted the present system is over 10 years old. The company doesn't sell the product anymore and the ante rity of the system isn't being kept up, the way it should or changed to keep up. Mr. Stafford said aroundg50X of payroll checks are direct deposit, meaning we have to electronically transfer that to the banks. We have to send it out by wire, and we have had trouble getting the transmission out. Alderman Feldman said he thought staff had demonstrated a case where Pat could use it in his Department, and others In other De artments, and our systems would improve. As a result of this, will the City save money? Mr. Stafford said we could do more with less: have the same amount of people doing more. He noted we have to become Web -enabled. That's one reason the price is high: we have to get this to the citizens to access information and to pay their bills on-line. In the long run we are looking for that function so citizens can transact business this way, like much of the rest of the world is doing. Alderman Jean -Baptiste asked, once we have taken this money from the funding sources, what would be left for other initiatives. Mr. Casey said we are going to spend the full $3.5 million. Alderman Jean - Baptiste asked, if we have to incur another major expense, will the funds be exhausted? Mr. Stafford said no, each fund has its own reserves; Water, for example, has approximately $5 million. When we go out for the bonds, he continued, we say we are issuing them for specific things: you can't interchange items, can't say we're not going to spend it and put it in reserves instead. Our bonds were specifically stated to be for this purpose: it is violating bond covenants to put it in reserves. They are not reserve monies; nor are they coming out of reserves. They are bond proceeds. Alderman Jean -Baptiste asked to what extent Mr. Stafford thought our inability to keep up with our rate of expenditures is a product of bad management, and will this software purchase help? Mr. Stafford noted we clearly have to look at overtime issues and adjust our budget. This will help us because It will give us an early warning system so that we can jump on a problem more quickly. Alderman Jean -Baptiste said this problem seems to be tied to someone s Inability to project property and to monitor expenditures. He asked what will the machine tell me? Will it stop me from spending? Mr. Stafford said it will, but another thing is that we are guessing now on Fourth of July and Northwestern football costs; with this system we will have exact figures being fed into it; and will do project management which the present system cannot do. Alderman Jean -Baptiste asked about the benefit to the citizens paying bills on-line. Mr. Stafford said that having good financial management and the City having a good credit rating so we can borrow at a low interest rate is a benefit. The financial system is not designed totally for the citizen: it's designed to control the finances of this organization. To the extent we do a good job at handling our resources that the citizens have given us is a benefit. We will also be able to provide a lot more information at the counter to citizens. Alderman Jean -Baptiste asked what kind of savings we will see in 10 years. Mr. Casey said we will save on better management. An example: last year we had a major snow storm. It took us close to a month and a half to gather the costs about it. With this system we can create a code and charge everything to it. Two weeks after the storm Is cleared we will have the documentation. We won't miss a thing if FEMA comes to us to reimburse us. Alderman Newman said this is such a huge expenditure and he did not want to rush it through; he suggested another special meeting be set. He had several questions and said he had no idea the expenditure was so huge. We have no money for street lights in this town, he continued, and we did not know we could use parking and water money. He did not care if it was bond money: it was being used for general expenditures in the City. His priority would be to do every light in town. Alderman Moran asked what the timeline was for this purchase. Mr. Stafford said part of the issue is a business one: we did this in October because it's the end of Edward's fiscal year: they are willing to bargain down and get the best deal. We tried to not spring this on the Committee and tried to present this at your last Committee meeting. If we don't do this before the end of October the discounts go away. Alderman !,'loran said the Committee can either vote on this tonight, or we can set up a special meeting within the next week. Mr. Casey pointed out it would have to be a special Council meeting to approve this purchase. Alderman Rainey said one of the problems is that we spend three million dollars frequently. We spend that amount on Harza charges. She was sure this type of discussion went on when people switched from paper and pencil to computers. The problem in looking at this purchase as being a money saver or something for the citizens is that it is looking in the wrong way: it's a management tocl and will provide good, efficient management. If people don't have a concept of the technology, they can't see the opportunity to integrate all the processes and systems. That's part of the problem. She said no one's to blame for that: but if there were something to show people how even a payroll check integrates through the entire system. She thought that was important: we have to have this. When people do something in payroll it's a separate operation. When the Clerk's staff does a transfer that's separate. When people will be integrating all this information, It will filter down into all the right places; it will be the best money we can spend for this type of service. Alderman Moran asked the differential if we lose our discounts this month and was answered it was about $500,000. Alderman Moran asked if a special meeting was wanted this month, which could save $500,000. Alderman Rainey said only if those vehemently opposed to this expenditure take time to understand it. Alderman Moran said not being able to move on this, and losing half a million was a real problem. Alderman Jean -Baptiste said we also have to talk to the company and asK them to hold the price for a period of time. Mr. Case described how this went "up the ladder' at JO Edwards and said we can't get that answer tonight. Discussion on a suitable date continued. It was agreed to meet at 8:30 p.m. on October 31. Alderman Newman thought that saying we are going to blow half a million dollars is holding a gun to our heads. He felt it from a management point of view to be extremelyy disappointing. Mr. Stafford replied that our Intent was not to put anyone in that position. We went to AEL W two weeks ago. Our presentation was bumped off because the Committee didn't get to it. It was put on last Wednesday's agenda but we could not get into the item in detait. Alderman Newman said tonight was the first time that we found out that the money was coming from parking and other funds. It was promised for parking repairs. No one came to the Parking Committee about this use of the parking funds. That's where we are right now. He said, even If we should be spending every dollar of this as Alderman Rainey said, he didn't doubt it, but it was like upgrading things in his house: we might not &e able to afford it. Mr. Stafford said that there was no attempt to ramrod this through. Alderman Newman said that you're telling us that we are blowing half a million if the deal doesn't go through in seven days. Alderman Feldman was glad to reappraise this, but he did not want to feet that on every purchase he okayed from now on he had to decide how many lights this will improve. We make purchases all the time and never raise that issue. He felt it very disingenuous to hammer on that issue. A discussion on the ability to use Water funds for other purposes is allowable. He wanted to reappraise this in a sane and fair way and not raise the specter of a dark Evanston if we get this computer system. Alderman Jean Baptiste said we have been presented with proposals on a large purchase. Not everyone is ready to go forward. If we had painted ourselves in a corner with an unreasonable deadline, then we might have to forego this until the next fiscal year. If we want to get this passed, we have to go through a process to get everyone on board. He recommended negotiating another 30 days to hold tfiis price. We need more time to make this significant decision. Alderman Moran confirmed a Special City Council meeting on Wednesday the 3lu at 8.30 p.m. He asked that people who have questions get them on the table before that. Alderman Rainey asked when was the bond sale; Mr. Stafford said Water was 1999 and the General Fund was 2000. Then we also allocated Parking Fund money and identified that. Alderman Rainey asked if a brief explanation could be provided on this subject and Mr. Stafford agree. (A3.3) Proposal for Needs Assessment location Analysis for Southeast Evanston Recreation Building - lderman Rainey noted information showing all the various surveys taken over time indicating Southeast Evanston needs a recreation center. She said we had a meeting with Julie Hamos and there was a real difference of opinion as to what it should be and whether there should be anything at all, and if we could agree on where it should be. She had spoken previously to Hamos about our inability to locate a site: no one could agree on one, and the population in South Evanston has changed dramatically. The reason she supported this survey and site identification by this extremely reputable firm is that she did not know If there should be a center now, and feels it important to get current information about that. Alderman Moran was at that meeting, he said, and concurred that what arose in that meeting were questions of interest in having such a center and if there were one numerous currents on what that center would be. Alderman Rainey agreed. Alderman Moran questioneW if part of the analysis should be broken down further to the point of soliciting input as to the nature of such a center. Alderman Rainey felt that was part of this analysis. Mr. Gaynor agreed. Alderman Rainey advocated being open-minded and seeing what the information provided. Mr. Gaynor noted Phase 1, No. 3 spoke to these issues. Alderman Newman asked if this assessment will tell us the ultimate cost of the building and operating costs, Mr. Gaynor said it could be provided; it will depend on size of the facility, type of room, for instance a gym vs. nogyrn, etc. Our vision now, he said is something like the Chandler Center but because of the demographics there may be different needs. Alderman Rainey commented that what might come back to us is that people do not see a need. On voting to recommend approval of the proposal of Bradford Et Dunlavey Associates at a cost of $87,307 (to be funded through a dedicated state grant), motion passed unanimously. (A7) Resolution 77-R-01 - interest Rate Swao/Series 2GG0 Bor4s - (Final format for this item was changed to an Urdinance, 1Ub-U-01. Atdr° erman Rainey wished to De cc,inced that this was a better way than going for a fixed rate. She note we are a AAA bond -rated community. This is a forward contract on interest rates, she said, and felt everyone who is doing this is as smart as we are, and felt there was risk involved. Mr. Stafford explained that effectively this would give us a fixed rate. He doted this is now an Ordinance, which could be passed tonight with suspension of the rules, or at the next meeting. He said the goat of our TIF program is to get as many of the bonds paid for out of the 7 1F as quickly as possible, to get the garage, Levy Center and infrastructure paid for before the end of the TIF districts. When de did our prospectives on that, it was at a 6% rate. We now have a variable rate that is doing very well. But interest rates are at an all-time tow, he said: we can map our variable rate for a fixed rate and lock it in. The risk is if the rates continue to stay at the current rate, then we have left some n-oney on the table. However he continued, if rates change, then all bets are off, and variable rates will go up and we are stilt at 3.9 we would be below the rate. If we can lock in that rate, because or revenue flow, Including the many new developments, etc, that provide tax flow, we are guaranteei.ig our downside in terms of that bet. His analysis is that he did not think the interest rates would stay at these historic levels for seven years. If they don't we've lacked ourselves in at a rate that will give us a good chance of guaranteeing even more financial success in that area. He said we are looking at 3, 5 or 7 years. We need to take a look at which is best. The 7 years is the life of the TIF. Alderman Rainey asked if conditions get really bad, can the swan be terminated? It was explained that only the City could do so. Also, there was an over-riding reason, in addition to the extremely favorable interest rate, why this makes sense: the cash flows from the TIFs are still variable. A year ago the TIF financing was set up in a way to prevent retirement of debt at quickly as the cash flows were available. You don't have that opportunity with fixed rate debt: you have to pay a :)repayment penalty, in the early days it is substantial. With the variable rate you can pay it down with 30 days' notice with par. That feature stays in the transaction, while at the same time fixing your interest rate at the tow 4% for the duration of the TIF. That's for a 7 year fixed rate contract. With a shorter -term contract, you will not solve the problem for duration of the TIF, but will get an even lower fixed rate. Mr. Stafford said the beauty of a variable rate is that it allows us to pay as much as we can. He said if we fit in the bonds, we have to lock in a debt schedule, and he would just as soon not do that, because if we do better than expected on our pro formas, that's more bonds we can pay off quicker. It gives us the most flexibility as possible to pay off the bonds. Alderman Rainey asked if other cities do this. She was told Chicago and Schaumburg do; Mr. Stafford noted Evanston has done due diligence on this. His concern with getting this through is we know the Fed is likely to lower the interest rates again, and we would like to get the best rate at the best time: it's an opportunity. Alderman Moran said if the Committee was disposed to approve this item, he recommended suspending the rules to pass it this evening. Alderman Feldman moved to recommend approval of Ordinance 108.0-01, authorizing one or more agreements to be made to hedge the interest rate to be paid on a portion of Series 2000 General Obligation Variable Rate Demand Bonds. Alderman Jean -Baptiste seconded the motion which was approved. SAS) Ordinance 101.0-01 - Amending Title 11, Chapter 1 of Citv Code Regardinu Pavment of Final, udgement Pnor to Issuance and Renewal of Setected Licenses arrd Permits - Alderman Rainey asked if this Urdinance included business licenses and was glad to hear the w1swer was yes. Alderman Newman asked if a letter would go out that informed people that due to an outstanding ticket, they wouldn't be able to get their vehicle sticker, etc. Mr. Casey said yes. Alderman Ne••+rnan wanted to see the procedure being one where a person wit( get a letter that they will not be able to get a beach sticker, etc. prior to them coming up to the counter to purchase one. Mr. Casey said it is art of the plan, part of the administrative process. Alderman Feldman wanted to know if this was only afte- a judgement and Mr. Casey said it was. Alderman Feldman moved to recommend approval of this item, for introduction; Alderman Rainey seconding, motion passed unanimously. SA9) Ordinance 107-0-01 - Cable Franchise Agreement with AT&T 5roadband - Alderman Feldman noted our last cabte agreement provided 51UU,UW/year support. ihis one provides only $67,200. He asked why. Mr. Rubin said you must remember this money passes through to subscribers. The last one went to the citizens for PEG support. They needed the money then to catch up with trpe equipment which was well behind. Now they are caught up. He spoke to Steve Bartlebaugh on the amount they needed now. This was negotiated with ATEtT, and he said it is a reasonable amount of money. We are ginng a flat fee for subscribers for the next 10 years, 35cents going to PEG access. This is a good deal fcr subscribers and public access. Alderman Feldman asked if we wilt have four PEG channels. He was told yes, although we lost one regular channel for the fourth PEG channel. Alderman Feldman asked if the Cat::e Franchise Committee was involved in the negotiations. Mr. Rubin said they reviewed the written product and spoke to the cable company several times to discuss issues they felt problematic, like customer service. Alderman Feldman asked if we need that Committee any longer. It was noted they were an ad hoc committee to do the cable franchise. Alderman Rainey asked if we had asked to review their financial records. Mr. Rubin said no, and noted there is an amount in his current budget for an audit. He said several committees are going to hire one auditor to save money. Asked when we would do this, he said in January or February. Alderman Rainey asked if the company can raise the rates with 30 days' notice and was told they could; it was a market decision. Asked what municipal and school drops are, as mentioned in the accompanying memo Mr. Rubin said these were for such uses as in dorms. Alderman Rainey asked what colleges pay; Mr. Rubin did not know, but will try to provide the information if it isn't proprietary. Alderman Rainey thought the AT&T's service very poor, white Media One was fine. She related her problems with AT&T's modem installation and others problems. Alderman Newman asked if this item was their agreement or our ordinance. He was told it was the tatter; four years ago we paid around 592,000 for this document. Alderman Newman asked if we had done anything to exercise our rights about their service. He was told yes, for instance we will get the 1-800 number. Alderman Rainey said when the AT&T rep came to her house, she had asked if the new modem was better: he'd said "Lady, I don't have a clue." She thought it seemed very bad business. Mr. Rubin explained the Media One system for broadband and cable wasn't compatible with AT&T, and that is wt,,ere the big problems occurred. A representative from ATEET said he'd heard many versions of her story. In the transition there were problems with getting ITIS monbers, and she hit at the worst possible time. Alderman Newman observed when they cut their deals wite`i the big users we get less franchise fees. Mr. Rubin said it was less gross revenues. Asked if that was a negotiable issue, Mr. Rubin said no. A representative said the prov;sions for both rates are part of the Federal regulations. With bulk rates you are having a single payer without collection or marking costs, and you give the bulk buyer the benefit of the costs you wou.ld have had. Mr. Rubin noted we are up with franchise fees, from 320 or 340 to 420 or 430: they are raising rates, have more subscribers and also includes the cable modem service. Regarding choice, he did try to get another cable company interested, but they were not. Alderman Rainey asked why this agreement was for 10 years. She was told this was the shortest term you could get, every other community is doing 12 - 15 year franchises. Alderman Rainey felt this was extremely long. On voting to recommend approval of the franchise agreement, Aldermen Feldman and Jean -Baptiste moved and seconded the motion. Motion was unanimously approved. (A2) City of Evanston Bills List through 10/23/01 - Alderman Rainey wished to amend the list to keep two refunds on page 11 and I ott the List. i ne committee concurred. COMMUNICATIONS -- None ADJOURNMENT There being no further business, the Committee adjourned at 9:10 p.m. Respectfully submitte , Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION Et PUBLIC WORKS COMMITTEE - Meeting of November 12, 2001 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Kathleen Brenniman, Paul D'Agostino, Bob Dorneker, Zeltee Edwards, Keith Fujfhara, Mark Franz, Doug Gaynor Karen Gilkeson, Chief Hunter, David Jennings, Anil Khatkhate, Linda Lutz, Wayne Moran, Darlene NiI es, Cathy Radek, Max Rubin, Bill Stafford, Donna Stuckert, Chad Walton, Chief Wilkinson, Barbara Zdanowicz Others Present: Marian Kurz John Nickel, Gordon Guth Molly Browne, Emily Sinovic, Kimra McPherson, Stephen Majors, Lois Roewad'e, Beth Demes, Mimi Peterson, Daniel Garrison Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:09 p.m. APPROVAL_ OF MINUTES Alderman Feldman moved approval of the AftPW Minutes of 10122101; Alderman Jean -Baptiste seconded the motion. On voting, the Minutes were unanimously approved. Alderman Rainey explained that she was going to forego the Consent Agenda format; if a member of the Committee supported an item, she recommended they vote aye when it comes up. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (At) City of Evanston Pavrolis through 10/25 and through 11/8/01 - On voting to recommend approval of the 1 IL5 payroll in the amount of and the 11/8 payroll of 51,830 022.75, Alderman Feldman moved approval; Alderman Jean -Baptiste seconded, and motion passed unanimously. (A2) Citv of Evanston Bills througgh 11/13/01 - Alderman Rainey asked that two refundss on the Bills List out of the water Fund and Sewer Fund not be made to a company, due to the fact that the company owed a reat deal of money to the City. Discussion ensued: the new total for the Bills List would be provided after subtracting the two payments (old total was $3,594,288.08); there was a question on whether this legally could be done; Mr. Stafford reported that we have the authority to do this, and that It was a proper action. Upon voting to recommend the Bills List with these changes, motion was unanimously in favor. 43.1) Proposal for Feasibility Study for Robert Crown Center - Alderman Rainey asked that Alderman rns ein oe asked to attend this portion of the meeting. while waiting, the next -item was considered. (A3.2j Approval of Lowest Responsive and Responsible Bid for Furnishing and Installing Fire Alarm & ADA mereencv call Systems at civic center - the bid from Simplex Iime Recorder co. was j161,.316, with funding source the LIP. Alderman i-eldman moved to recommend approval; Alderman Jean -Baptiste seconded; motion unanimously approved. Alderman Bernstein arrived for Item A3.1 (see above). Alderman Feldman moved to recommend approval of this item; Alderman Rainey seconded, noting staff was recommending that we either accept this bid (from O'Donnell, Wicklund Pigozzi and Peterson Architects at a cost of $70,500) or reject all bids and direct staff to go out to bid' for an engineering study. The Item had been held in eommittee on 10/8 and 10/22. Alderman Feldman wished to amend his motion and move to reject all bids and issue an RFP for a study of the examination of the physical condition of the Crown Center building. Alderman Moran seconded. Alderman Bernstein concurred, noting when we set aside $200 000 in the CIP his intent was to doa study, but use the larger part to begin the reparation work. He said a programmatic study was not needed: the place is used every day, in every corner, and the programs there are working. What is of concern is the physical plant and the structural integrity of the building' which we must address. Alderman Jean -Baptiste asked that, prior to doing the study and putting out the RFP, staff take a look at all the prior studies and make a determination on now to direct the new study. He believed there were three studies back to 1987. Alderman Bernstein believed there had been two studies to his knowledge. Alderman Rainey believed there had been one more. Alderman Feldman noted the focus of previous studies had been on the wall. The study he was envisioning would be for the whole building: roof, floor, water coming into the gym floors, etc. If the study were just for the wall, he would not support it: we need to know the condition of the building. Alderman Jean -Baptiste saw an earlier study which was more comprehensive and offered . to provide it. We don't' want somebody to study three prior reports he added. Alderman Rainey would find it objectionable if the study was a commentary on the studies: the purpose of the engineering study should be to determine if the building can be saved or if it should be bulldozed, and the amount it would cost to save it. Alderman Moran said, as we are formulating the RFP, we should focus on what we need a study for and eliminate what we do not need one for. If there's a clear indication of why a window leaks, we should not study that issue; If people in formulating this RFP are mindful of what our knowledge of the building is, as well as prior knowledge, let's not study those things. Alderman Jean -Baptiste suggested a preliminary step: a report of what was done before so we can eliminate those things that have already been done. Alderman Rainey suggested in the motion be a request that A&PW be given a review of the proposal before it's issued to get an idea of what staff is going out for. Alderman Feldman agreed and said in addition he wished a summary report from staff: once and for all what the studies did, what their mandates were, and what they reported to us. He also wante8 information on whether a study was done in 1488, and if it has any bearing on what is going on now. On voting on the substitute motion, motion passed. Alderman Bernstein returned to Planning Ei Development. (A3.3) Proposal for Traffic Signal Construction Administration for Public Works - Alderman Raine explained funding for this proposat from vJ Intrastructure Services Lto., for 515o,o93, is through a CMA4 grant. Alderman Feldman moved to recommend approval; Alderman Moran seconded the motion. Discussion: Alderman Jean -Baptiste asked what we are tryingto fix, how we came up with the list, and why Green Bay Road/Emerson/Ridge was not included on the ist. Mr. Fujihara explained this dealt with 21 intersections in the City. Intersections not listed will be in subsequent grants. The end result is new signalization: the system is designed, he said; this is for construction. We have requested Sheridan additionally but it was denied. Alderman Jean -Baptiste asked the purpose and was told it was to troubleshoot congestion. Alderman Rainey explained it was a congestion mitigation grant to coordinate all the intersections. Alderman Jean -Baptiste asked when we would be able to address the next set of intersections. Mr. Fujihara said the next CMAQ grant would be in 2003. Asked if the list was firm he said that it had already been designed. Alderman Feldman asked, regarding replacement of traffic signals at Main and Ridge, if there would be a left turn arrow going east. Mr. Fujihara did not recall and, to Alderman Rainey's question about the specs, reiterated that it's already been designed: tf s Is for construction administration for a 52 million project. He said when you work with Federal money, you ask for a statement of qualifications and then negotiate with the consultant. Alderman Rainey noted we have had this before us several times, and there was good documentation available as reference material. Mr. Jennings came into the meeting at this time. Regarding Alderman Feldman's question, Mr. Jennings said there was to be an arrow, but we are evaluating several of the phasings to see wtiat the most efficient plan for those are. He was not sure he agreed with It, but it was in the current proposal. Alderman Feldman thought it one of the worst places in the City to make a left turn- he wished to be informed if there was a change in plans. Alderman Jean -Baptiste asked • why Green Bay/Midge/Emerson wasn't included. He was told it will be addressed separately; the arterial system ends at Church. At Emerson the arterial is equally important going east/west. We will put to ether another CMAQ proposal or additional recommendation for how to get traffic through east/west. Alderman Feldman's experience is that it is faster to go east on Main all the way to Maple turn north on Maple and go one block west back to Ridge, and still beat the light. Mr. Jennings agreed. Alderman Moran asked Mr. Jennings to explain how the areas were selected for this work. Mr. Jennings said we tried to target the arterials with problems as well as the oldest signal agreement. This is a 21-signal system, with 12 new intersections. it was also of benefit to replace a 50•year-old traffic signal. We Piave put in other applications and been turned down, he continued: this is the only one we've had approved for Federal funds. But we will keep trying; with this we will get the benefit of upgrading the signal equipment as well as upgrading operations. Un voting to recommend approval of this proposal, motion passed unanimously. (A3.4) Sole Source Purchase of Street Light Poles Bases and Accessories - This purchase would be from Bell Et uustus, and cost 534,JLU, funded in the Lill. Alderman teiaman moved to recommend approval; Alderman Jean -Baptiste seconded the motion. Motion unanimously approved. W5) Proposal for Phase I of Le Senior Center Courtyard and Exterior Landscape Design -Alderman ey noted that the firm, Wolff emeas, were experts in tnis area. i ne project costing btu 000, was to be funded by a grant from the Hulda B. Et Maurice L. Rothschild Foundation. Aldermen Fe[Jman and Jean -Baptiste moved and seconded to recommend approval of this item; motion passed unanimously. (A4.1) Change Order #1 for Ecology Center Renovation - This item would increase the contract with Muller h Muller Architects by yJU,640 witn tunaing from a donation from the EEA. Alderman Rainey noted that this was a negotiated price. Alderman Moran moved to recommend approval; Alderman Feldman seconded; motion was unanimously approved. (A4.2) Change Order #2 for Parking Deck Repairs at Service Center - This Item increases the contract amount by bl,8UU for Lnicagoiano Construction ano is tunoea oy the Parking Fund. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded; motion passed unanimously. (A4.3) Change Order #3 for New Levy Center Construction - This item increases the contract with Meyne Comppany by SJ,UU. it was noted this amount was derived from a series of credits and charges totalling $3,042. At Feldman moved to recommend approval. Alderman Moran asked about one item on the is having to do with access to the parking lot. Mr. Rubin explained it was the curb cut to the parking (Olt:we had to realign and put a cut -through for the tot which was not there before. Alderman Moran asked about structural items missing from the original design. Mr. Rubin said these were not in the original drawings, so there were no numbers assigned. When you start the structural steel drawings these items are caught. We never paid for anything we're not getting. We got credits for things we did not need any more. Alderman Moran brought up the idea that this was a guaranteed maximum contract. We assumed when they agreed to this price it would be the maximum price. Mr. Rubin said that based on the drawings e they had at the time, that was correct. They priced out a set of drawings. If they weren't complete the price isn't valid. Alderman Moran suggested we should be alert to the fact that when something is called a guaranteed maximum price, it may not be. Ta Alderman Rainey's question Mr. Rubin said the original number started at around 56.8 million; now it is at 58.5. We are still within budget and contingency, he added. We are spendingg money an the landscaping but will get more than we planned for: the center courtyard will be incredible. One example is the gas line for the fireplace. It's not on any drawings, but we have a gas fireplace, and must run the gas to it. Alderman Feldman asked if the architectural and engineering firm leave something off the drawings, are they responsible. Mr. Rubin said they are if they cause a decay in the project, lose time because of the omission, if it costs us more because they eliminated it, etc. They aren't responsible if you catch everything beforehand, if it doesn't impact financially. Alderman Feldman asked if firms aren't embarrassed by this? Mr. Rubin said not easily, and added that we will study paying a percentage against something that was omitted. Alderman Moran reiterated the need to be aware of what a guaranteed maximum contract meant, noting we still can get change orders. Mr. Rubin commented that he and his staff believe drawings we got 15 years ago were better than those we get now. He explained that computerization doesn't catch the errors that someone drawing the plans caught. Alderman Feldman asked what other things, besides items left off drawings, would raise the guaranteed price. Mr. Rubin pointed out w9 on the summary: work associated with the City -requested upgrade of the handicapped lift. The architect had proposed a design where a person would transfer out of their chair Into a seat device and go up to the stage. He said that design didn't deal with half the disabled people. We needed something else that would lift what we needed to stage height. Alderman Rainey commented that if we had seen that at the outset we would have changed it then. Mr. Rubin explained about #8, Supplemental Fire Hose Connections. He said there was a need to have a hose on the other side of the stage too. When planners assessed the building they never thought of that need. Alderman Feldman asked about #11: outstanding electrical and lighting mods not resolved as part of earlier value engineering efforts (for a credit of $23,514). Mr. Rubin said there was too much on the drawings. They had a pipe and conduit running for each light fixture. The electrical contractor priced it that way. In value engineering, we saw it could be done in a group and get a large credit. We finally got a hard number on the savings. We knew before it was priced wrong, but didn't -have the number until later. Alderman Moran asked, regarding the courtyard design, if we know after the design is finished, who is going to pay for the construction. Mr. Rubin said $250,000 would come from the grantor, and the City has an landscaping allowance of $250,000. On voting to recommend approval of this Change Order, motion passed with Alderman Moran voting nay. {A5) Special Event: First Night Evanston - Aldermen Feldman and Moran moved and seconded that this iitern requesting street ctosures and related activities be recommended for approval. It was noted City services are valued at $9,000. Ms. Roewade said it was going to be another fabulous event this year. On voting, motion passed unanimously. (A6) Resolution 91-R-01 - Agreement for Public Art at Maple Ave. Garage - This item would approve the recommendation of the Public Art and Parkin LOmmittees to sign an agreement with Lincoln Schatz for commission of public art (sculpture) at a cost of 5170,000 from TIF funds. The Committee welcomed Mr. Schatz. Mr. Gaynor explained there had been five finalists, and all of the artwork had previously been on display. Alderman Rainey questioned this item taking the form of a Resolution, since it was $170,000 item. She realized the Resolution authorized the City Manager to enter into the contract. Ms. Brenniman said a resolution is appropriate when you are authonzing the City Manager to enter into any kind of agreement. Alderman Rainey asked if the item will come back to authorize the expenditure? Mr. Brenniman explained the agreement is attached to the Resolution, and if there are issues, now is the appropriate time to discuss. Mr. Gaynor noted the item had been approved by the Parking Committee previously. Alderman Rainey explained her issue was when we are authorizing any amount of money. Alderman Moran reminded the Committee that we have an Ordinance calling for up to one percent of construction costs for public art. He believed that when we went through the original numbers on the garage we talked about authorizing this expenditure. Alderman Rainey said this might be part of the whole expenditure. Mr. Gaynor agreed and explained the figures. Alderman Feldman note 1 that this money being spent for public art has a successful history. What we used for the Library% public art has brought amazing aesthetic dividends to the City. He did not know if we were to have as much public art at this site. It was explained that this sculpture will be on the outside of the building. There will be other pieces representing each floor inside in the elevator lobbies. Alderman Rainey asked what the total expenditure for public art would be. She was told It cost 527-something for the garage, including offsite improvements of S2.8 million. Alderman Jean -Baptiste asked how the additional pieces are purchased. Mr. Rubin said that was done by the Public Art Committee. Mr. Gaynor recalled there had been an earlier discussion on it: the glass separates the elevator waiting area from garage. He said we will come back with more information. Discussion on the lass panels ensued, and it was noted this part was handled by Arthur Hill. Alderman Jean -Baptiste asked or a report on the public art component. On voting to approve the agreement, motion passed unanimously. (A7) Resolutions 80-R-01 - 89-R-01 - 2001 Property Tax Abatement Resolutions - These Resolutions abate the 1u01 property tax levy needed to retire outstandin general obligation debt, Series 1992-2000. Alderman Moran moved to recommend approval; Alderman Feldman seconded. Motion passed unanimously. (A8) Ordinance 113-0-01 - Revisions to Ordinance Prohibiting Parking on Sidewalks - It was noted that hhr. Uarnsion sup uea aodiponai information to the pacrcet material. I ne cantying langguage read that parking "on a sidewalk in such a way as to obstruct any portion thereof" was illegal. Alderman Jean- gaptiste moved to recommend approval of this Ordinance, for introduction; Alderman Feldman seconded, • commenting that the clarification sounded like a good idea. Mr. Garrison passed out more photos of the range of violators of the present Ordinance, some of which he said would be ticketed, and some not. Alderman Moran clarified that the information Mr. Garrison provided as to the change in language is the same as in the Council packets. Notion was unanimously approved. COMMUNICATIONS (APW1) Police Officer Hiring Reoort -- Alderman Rainey was sure all had read the report, and wanted to point out that wnen we tatx aocui expenditures, we have 20 fewer sworn officers on the street than we have budgeted for, and therefore must pay overtime expenses. (APW2) Fire Department Monthly Report -- Was accepted. fAPW3) Cable Re,port - Alderman Feldman asked if the money from Internet access was included in ATEWs ranchise. Mr. Kuwn said that it is as of today; it's five percent. It might change, however, as well as other changes due to how the Cade Act is interpreted and modified as to what gross revenues mean. He noted the east coast District Court interpreted this differently. Alderman Rainey asked if a municipality could impose a tax to try to recosip what is lost. Mr. Rubin said we could not, but added we could try to recoup something under telecommunications. Alderman Feldman asked if the City had kept up with the Federal debate about allowing Internet transactions and sales taxes. Mr. Stafford said we are on the national committee and the IML statewide committee. That legislation is still in Congress; the moratorium expired in October. He felt it would be extended another year or two and then decide if they are going to a clearinghouse which is needed to stabilize all the taxes. He noted the chair of the national committee is a Senator from Illinois. One cf the big issues, he reported, is that if we go to an Internet tax you have do it through a standardized database nation-wide, with nation-wide tax rates. He noted we could not have done this 10 - 15 years ago, but with the data processing we have, we now can. He said you have to have a majority of States on board and legislative delegations to push it through. Alderman Feldman asked if they are considering a local tax as well? Mr. Stafford said no, the local home rule sales tax is different than the State tax, and you have to get the States to standardize that; the States would work with their localities to do this and agree to go through the clearinghouse. He noted Illinois was one of the first states to pass this: 22 states are on board now; there is a large conference in Salt lake City next week and they hope to get the other states on board. This is on the back burner due to national events, but he felt will be back in January or February. Alderman Feldman asked if there would be a • difference between Internet taxes and store taxes. Mr. Stafford said they wanted to make them the same. Alderman Rainey noted that right now there was nothing. Mr. Stafford said we are getting somethingq through use tax, to the extent it can be enforced. The problem is there are no enforcement powers out-of- state. Alderman Feldman asked if Evanston had examined what potential income there would be? Mr. Stafford said no, not effectively: the problem is what kind of Internet penetration do we have? There are national figures; they stabilized last year. It is assumed people will order more out of their homes this year. W. Rubin noted an on -tine purchase he made: he was required to pay taxes by the company. Mr. Stafford said for every citizen who will pay the tax, there are two to three who will not. (APW4) Annual Tree Lighting Ceremony/Fountain Square - Memo was accepted, and it was noted time s 5:00 - ti:3U p.m. on i nursaay, November Ly. (APW5) Fail Tree Planting Purchase - Alderman Rainey asked if this was a purchase made because it was a rush? Mr. (jaynor explained we got into the Suburban Tree Consortium several months ago and do not bid any more, as the Consortium bids on behalf of a number of agencies to get better prices. Alderman Rainey noted therefore we don't approve the purchase; but pointed out the Committee and Council approved the purchases off of the State bid for cars. Mr. Gaynor said we are special ordering 5 - 7 different species and asking landscape companies to grow them for us in advance at a good price better than if we bid just by ourselves. Alderman Feldman asked if we lock in the price at the time we place the order and they start Srowing the trees. Alderman Rainey added the question of whether we paid for what we received. She noted she wanted the trees to be purchased. However, there are prices in here and a total amount; had we paid it yet? She was told no. Asked what is the manner for paying, Mr. D'Agostino answered we make one payment to the Tree Consortium. We haven't gotten an invoice yet because we just finalized where we're getting the trees a week and a half ago. Alderman Feldman asked how long it takes to grow the trees and was told anywhere between 4 - 8 years. He interpreted the process as being one where the City would purchase them when they reach a certain height, but that the City did not know the cost of the trees until they reached that specification. He was told this was correct. Alderman Rainey clarified that these trees are coming to us for fall planting. Alderman Feldman asked if we know the price at the time we take delivery or before. Mr. D'Agostino said we won't know the price beforehand; he added we'll have a better idea for next year's order, since we already told them what we plan on plantingg• we tim just joined the Consortium in June and didn't have time to give them our list a year ahead of e. Alderman Rainey asked when the City makes the purchase, could you lead us know? Mr. D'Agostino said we have already taken delivery on most of the trees. Mr. Gaynor added that most are already in the ground. LI • ADJOURNMENT There being no further business, Alderman Moan moved to adjourn; Alderman Feldman seconded, and the Committee adjourned at 8:07 p.m. Respectfully submitt N t" Darlene E. Nilges Executive Assistant Q: DRAFT - NOT APPROVED MINUTES ADMINISTRATION Fi: PUBLIC WORKS COMMITTEE Meeting of December 3, 2001 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Kathleen Brenniman, Pat Casey, Ir Crum, Zeltee Edwards Keith Fujihara, Mark Franz, Doug Gaynor, Alec Grancha ek, Karen Gilkeson Chief' Hunter, Pat Keegan, Stephanie Levine, Wayne Moran, Darlene bilges, Mary hodino, Bill Stafford, Donna Stuckert, Chief Wilkinson, Barbara Zdanowicz Others Present: Bob Seidenberg, Lucille Krasnow, Jonathan Perman, Everett Rand, Larry Huggins, Alderman Engelman Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:08 p.m. APPROVAL OF MINUTES Alderman Feldman moved approval of the A&PW Minutes of 11/12/01; Alderman Moran seconded the motion and upon voting, the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA JAI) City of Evanston Payroll through 11/21/01 - On voting to recommend approval of the 11/11 payroll n the amount or ji,js/, 94.1 /, Aloerman veidman moved approval; Alderman Jean -Baptiste seconded; and motion passed unanimously. (A2) City of Evanston Bills througqh 12/04/01 - Alderman Feldman moved to recommend approval of the Bills List in the amount or Atcierman Moran seconded the motion. Alderman Jean -Baptiste wished to get a broad overview covering several categories. He questioned the $10 450 expenditure on page two under Information Systems Mgmt, Mr. Casey explained that this was for software maintenance to our current financial software package and was an annual fee. On page four, the Alderman asked about the Accountemps items under Accounting. Mr. Stafford clarified that the City has a full-time position unfilled, and had to temporarily fill it. We are using the temp until the end of December, when a part-time employee will replace the temp. Alderman Jean -Baptiste asked why there were three entries of $1,050. He was told these were multiple bills: there was only one Bills List in November and Accountemps bills bi- weekly; this was a set of three bills over a 6-week period. Cost is about $500 per week for this full-time bookkeeper position. We hired this person, when we lost an empployee to finish the work. we needed done. A part-time person will begin in December at a cheaper rate. X. Rodino added the temporary person has been working since June, our peak audit time. Asked if this is something we do seasonally, Ms. Rodino said no, we had someone on maternity leave who did not return. Mr. Stafford added that we are having the temporary person train the part-time person who will be taking over. Also on page four, Alderman Jean -Baptiste asked about $915.00 paid under Zoning Analysis Et Support for "report of proceedings." Staff believed this was for transcripts of zoning hearings on a case -by -case basis. Mr. Stafford will get back to the alderman on this. Asked how many such meetings we have, staff estimated about one a month. Alderman Jean -Baptiste wished to know if this was the average bill. Alderman Feldman explained that this person was like a court reporter. Alderman Jean -Baptiste asked about an item on page five under housing Code Compliance for $650 for "title production info." He wondered under what circumstances we require this service and how often. Alderman Rainey explained that title searches are necessary to determine who owns a property. She noted this amount was probably for more than one search. Also, when we do a rehab loan, we need to make this inquiry; Mr. Casey added that when we have to board up a building it's necessary, and also when we start a housing violation case. Alderman Jean -Baptiste wanted to look into shifting the cost to the owners. He asked about an item under Building Code Compliance for S1,337.88 for "professional services." Mr. Casey attempted to find staff from Planning Ft Development who could leave the meeting to discuss this but no one was available. The Alderman then asked about the Microsystems expenditures under Police Records, and whether it was for police record -keeping. Mr. Casey noted that we have to microfilm all our records. He didn't know if these fees were weekly or monthly but offered to find out. Alderman Jean -Baptiste said this was the only opportunity to go over the bills, and since so many entities are responsible, he suggested that at one of our sessions we take time for explanations of some of the categories of expenditures, especially as we are looking at the budget more closely, Alderman Rainey suggested faxing questions to the City before the City Council meeting as a way to gain answers, or calling In. She agreed it's difficult, especially in one's first term to know what all the entries are. She recalled in the past when an alderman asked a Bills List question, ail the aldermen got the answer and that this was more helpful. Alderman Feldman asked about pre -placement drug screens, which Mr. Casey said are drug tests administered before you get hired. Alderman Rainey noted that during the budget deliberations these bills are a great source of information. On voting to recommend approval of the Bills List, motion passed unanimously. (A3.1) Proposals for Local and Long Distance Services - Aldermen Rainey and Feldman commented on how well oone this report was. Une of the points was that if we make this purchase it will give us a cost savings of around S5,762/month. Alderman Feldman moved approval and congratulated staff on putting this out to bid in the competitive market. He appreciated all the effort and creativity that went into it. Alderman Rainey asked how we evaluated the long distance providers. Mr. Stafford said it was mostly based on price and being able to facilitate the relationship with SBC. He apologized that Mr. Wilson, the consultant, was not here tonight, and noted Mr. Walton was no longer with the City. Alderman Rainey asked how we made the evaluation: did we submit our long distance bills to Quest? Mr. Stafford said we had specs based on our current long distance usage. Also, they had to be witting to plug into the other system. Alderman Rainey asked what the long distance usage was for the City, and if it was unusually high. Mr. Franz believed that our current contract showed that the outer ring, antra, state rates were high. He noted this rate is much better with Quest. Mr. Stafford explained that we restrict a lot of phones as to the ability to make calls out of the area. People don't have access to tong distance. On voting to recommend SBC Ameritech for local and related services and Quest Communication for long distance service for a 36- month agreement for municipal telecommunication services, motion passed unanimously. ([A3.2)) Approval of Lowest Responsive and Responsible Bid for Alley Paying North of Central, East of Lincolnw000 - ine nic from Kin s Point Uenerat t-ement was at a cost of �i i5,u/5 for tnis item, 5peciat Assessment 1443. Alderman Feldman moved to recommend approval; Alderman Moran seconded; motion unanimously approved. (A4.1) Change Order #1 for GIS Database Development/Infrastructure Management Software Protect - This item wouta increase the contract witn i,eoAnatytics oyy �j /Su.Amerman Rainey noted that an error had been made in calculating the cost for 6 licenses at S41,B0 instead of the actual cost of $45,000. Alderman Feldman moved to recommend approval; Alderman Moran seconded; motion passed unanimously. tA4.2yy Change Order #1 for Haves Center Rehab Protect - This item increases the contract amount by 24,829 for Great i_axes L,roup Inc. and is tundea try a Mate of Illinois grant. It also adds 27 calendar days to the project completion date. Alderman Feldman moved to recommend approval; Alderman Moran seconded; motion approved unanimously. {A5) Special Event: Chicago Football Classic - This item considers a request to hold the sixth annual Chicago tootualt Liassic for the first time at Kyan Field on Saturday, August 31, 2002 at 3:30 p.m. Alderman Engelman was present for the discussion. Alderman Feldman moved to recommend approval; Alderman Moran seconded. Discussion: Alderman Feldman noted Mssrs. Rand and Higgins were present from the organization, felt the concept and the purposes for which it was being done were great. A statement in the memo said Northwestern (NU) would not profit in any way. He asked if NU was charging for the rental of Ryan Field, etc. it wasn't a concern to him if there was a charge, but he wished to know if the statement In the memo was correct. Mr. Rand explained the games have traditionally been held in Soldier Field that a percentage or a flat fee is paid, and he did not expect that to change at NU. Since Evanston is our closest neighbor, he continued, he thought it good to hold the event here, and work with Metra and CTA to shuttle. He said an historic shopping tour was planned, and they planned to pay whatever the going rate is. Alderman Rainey clarified that the group would make a payment to NU as they had done to the Bears. Mr. Rand said the group would be negotiating with NU; they will get a fair price and concession profits. Alderman Feldman asked if the group had worked with the City to mitigate the imposition caused by the crowd and traffic. He was told only one meeting had been held so far: the group had 11 months to plan, so there was plenty of time to get it done. He then asked what the typical percentage is for the gate net. He was told at 40 000 to 45,0001 the gross would be about $t million, with a negotiated percentage going to NU. Alderman Engelman asked the average attendance at Soldier Field and was told it was 38,000 last year (when public schools were not in session), 43,000 the prior year. Attendance has grown from 15 000. Alderman Engelman asked about the statement about public schools not being in session. Mr. viand explained they get a lot of corporate contributions for tickets for kids. if we don't have the vehicle to gget the tickets to the children we lose that support. Alderman Engelman asked if these were paid tickets. Mr. Rand said we get individuals or corporations to sponsor schools, for improved grades, attendance, etc. Alderman Engelman asked the percentage of attendees who were school -aged. Mr. Rand said about 10,000 were from the Chicago public schools. Asked if they would be bused from Chicago to Ryan Field he said yes noting last year the public schools sponsored a parade of bands to Soldier Field. He said we understand the City's concern with parking and sta3ing; felt the problem would be addressed with the assistance of Metra and CTA as well as having off -site facilities. Alderman Engelman asked if corporate sponsors paid less than full price. It was explained the corporate package is somewhat different and includes tickets, advertising for them, etc. Alderman Engelman asked if our ticket tax is based on ticket price. Mr. Stafford confirmed. The Alderman continued, so if a corporation pays only $5 for the ticket and 525 for the advertising, we are only getting tax on the $5. Mr. Rand said we are used to paying that also. We wanted to leave something in the economy of Evanston or Chicago If the ticket has to be adjusted to cover the cost that's not a problem. It's an alumni function for the children. Mr. Perman said though the Chamber has had short notice on this, the Chamber and Visitors Bureau would be willing to work with them for shuttles, etc. He noted this past season we had only five NU games instead of the usual six, and this event might be considered as making up for this. it was noted we'll have six games next season. He said this was an opportunity to boost tourism and sell our restaurants and hotels and was very exciting. Alderman Engelman believed the August date is a weekend when NU's football team is playying somewhere else. That's a problem because the NU peo le we usually coordinate with aren't here. Mr. Crum noted the students are not back yet. Alderman Rainey agreed if students were returning it would create a problem. Alderman Engelman noted he had not met with these gentlemen. Alderman Rainey suggested holding this item. Alderman Engelman noted his constituents have advocated for less functions, not more. But he continued, it's more than just one function. He asked if the game is scheduled for 3:30 and was told yes; also the plan was to use one of the hotels for one of the teams, making an impact there, and use NU food service, making a significant impact on campus. The other team will stay on the outskirts, because the organizers felt Evanston s hotels would not have enough rooms to accommodate both teams. Alderman Rainey asked if they communicated with the hotels and was told not yet. She asked if they'd communicated with NU for services and was told Don Johnson, a chairman and NU alumni, has been in contact with them. Ms. Krasnow from NU said we are delighted to move on this as the Council wants to accommodate it. It does present some problems, she said, with some of our staff with the out-of-town team. If the Council Is interested in moving ahead, NU would carry on meetings to work out details. Alderman Rainey liked the idea but did not know if there was enough material available to make a decision. It looked like staff had met. Mr. Crum clarified there had been one meeting. Alderman Moran sensed a little uncertainty. He liked the proposal and objectives, but wanted to know the group's timeline. He realized it's difficult to line this all up. He asked if they needed to know tonight or in two weeks. Mr. Huggins called tonight a chemistry session; he would like to have an answer tonight so they could plan. In order to book talent they had to have certain dates, and ticket sales are driven by the talent. While they would like to know (tonight) he said there was no push. Alderman Rainey said the next meeting is Dec, 17. Though supportive, she felt a little more information should be provided. If she had that tonight she would vote for this. She suggested Alderman Engelman's involvement. Alderman Feldman would like them to work with the Chamber as to their premise as to hotel capacity so our hotels are used to full advantage. The group agreed. Mr. Huvgins said historically there's always been about 15 000 who have come to Chicago to attend the Classic. The Mayor of Chicago has supported it, and it's only that we need another venue this coming year. Alderman Jean -Baptiste said we need to be clear about the information we need. Alderman Engelman recognized Soldier Field will be under renovation. He said just as the Bears looked to Evanston, but our zoning ordinance prohibited professional football at Ryan Field. He said this is as close as you get to that. He noted his constituents voted down a tennis tournament at the site because they are trying to avoid expanded use of Ryan Field. He asked if $17,000 was our cost for off -duty police and was told yes. He asked if that would affect our overtime and was told no, and the group will reimburse for traffic control as well as pay the ticket tax. Alderman Engelman wanted to discuss this further. Alderman Jean -Baptiste noted that these were college kids and not professional football players. Alderman Feldman noted it's unfair to compare a season of professional football and an extended period of a week or more of professional tennis with a one-time event. He did not suggest it did not have an impact, but didn't feel any community should have a veto power over what goes on in the City. Do they have to be considered, he said. Absolutely. He hoped within the next two weeks everyone would be satisfied with traffic control, etc. He hoped the imposition would be minimal, but didn't expect it to be nothing, noting the lakefront art fair each year had an impact. He knew we had to deal with that, but did not look to the 70 Ward to say yes or no. Alderman Engelman did not expect the 7' Ward to have a veto just as he didn't expect an alderman to veto something that is a City-wide issue. He said there was a difference between the events Alderman Feldman talked about and putting 40,000 within a one -block area, and doing it seven times a year. We are always doing it six times. You are asking to do it once more. Alderman Rainey said we are not voting tonight. if they come back and it's not acceptable, Alderman Engelman would be the first to know. Alderman Jean -Baptiste expected the staff process wit( be the same as what we do for NU games. It was clarified that the City Manager's office would coordinate with the relevant departments. (A6) Ordinance 117-0-01 and Ordinance 118-0-01 - 2001 Property Tax Levy Ordinances - These ordinances, for introduction, would approve the City property tax to and tree property tax levy for Special Services Area #4. It was noted the City property tax levy amount is 519,087,3z1; Special Services Area #4 Is $250,000. Alderman Feldman moved to recommend approval of both Ordinances; Alderman Moran seconded; motion passed unan(mously. (A7) Ordinance 111-0-01 - Amendine Title 3. Chapter 29 of City Code - It was noted this amendment would prohibit the issuance of real estate transter tax stamps it there was an outstanding final judgement In Administrative Adjudication. Alderman Feldman enthusiastically moved to recommendapproval; Alderman Jean -Baptiste seconded; motion was unanimously approved. (A8) Ordinance 110-0-01 - AmendinR City Code to Adapt State Record Retention Schedules -- It was explained that this Urdinance would adopt the State Retention 5cnedule standardizing when the City may throw material out. Alderman Rainey pointed out the voluminous material in this packet on the retention of documents. On voting to recommend approval, Aldermen Moran and Feldman moved and seconded the motion. Motion passed unanimously. COMMUNICATIONS (APWi) Police Officer Hiring Report - Alderman Feldman thought the report was encouraging. Alderman Rainey pointed out that we are still short 20 people. Alderman Moran noted that thiere are more candidates. Alderman Rainey observed that some people will be out of field training soon. The report was accepted. Items for Future Consideration Alderman Kainey addressed the list of Aldermanic References. Items and actions are as listed below: a1 Examination of Different Types of Garbage Cans: Mr. Edwards reported we completed the trial before the contract for the cans we have now. We consulted with trials in Skokie and some Chicago neighborhoods. We tested three carts in Evanston. None of the companies was willing to guarantee against "tatter damage", the real concern. We found no significant difference. The report on this went to Mr. Walton at the time we were purchasing cans. Alderman Feldman never had the feeling the company tested in Skokie would guarantee anything. He felt the communication with Skokie indicated it had a better record than the one we are using: that it was more "critter -proof." Mr. Edwards said he had a problem with the testing procedure a side -by -side test. He described the different ways the carts were molded. It proved the squirrels coup get into the thinner carts better than the thicker. if ail they had were injection molded carts results would have been different. Alderman Feldman asked to receive that information. Asked what Skokie said about this, Mr. Edwards said they described the way they set up the test. Asked what Skokie decided to do, he said he had no information. It was requested that he find this out. Alderman Rainey asked if we tested injection molded carts. Mr. Edwards said yes, the biggest problem being their structural problems. Alderman Rainey said this item will remain until we hear back from Mr. Edwards. b) Parking of Recreational Vehicles (eg boats) on Public R-O-W: Mr. Jennings is to give Alderman Engelman a copy of existing legislation. Alderman Feldman moved to remove this item. The Committee so agreed. c) Policy Limiting Time Trucks idle in Alleys: Alderman Rainey noted that regardless of what the law is if there are no police there, there is no violation. It was moved to remove this item and suggested Alderman Wynne take up this issue with the Police Department. The Committee agreed. d) Changing Speed Limit for Unposted Residential Streets from 30 to 25 mph: It was noted the Committee supported this reference from Alderman Drummer and have been waiting for a draft Ordinance. They reiterated they would like to see one. Item will be left on. e) Use of Previously Undistributed Excess Property Tax Funds: Alderman Rainey, whose reference it was, noted there was no longer any excess. Item was removed. f) Review of Family Focus Lease (Fleetwood Jourdain Theatre): It was noted the Committee has already seen the tease. Item was removed. gj Administrative Adjudication: explore juvenile theft, disorderly conduct, parental responsibility and ff&es vs. community service for penalties: It was determined that any report on this would come from Legal. Alderman Rainey said Alderman Bernstein was interested In specific things like graffiti issues being Issued a ticket and going to adjudication Instead of going to juvenile court. Ms. Gilkeson did not think there was a problem with it, but would research further. Alderman Rainey asked Legal to communicate with Alderman Bernstein about this. h) Discussion of Comprehensive Alley Program: Alderman Moran thanked Alderman Rainey for clearing the way on this. It will be left on the list. 1) Review of Liquor Sales Policies and Procedures: Alderman Rainey had asked for this item, as she wished to see, once we opened up the grocery stores selling liquor, if there were any negative consequences. She personally had observed none, and suggested the item be removed. At this point Alderman Feldman suggested that the aldermen who had made these references be informed about taking them off the list and given the opportunity to resubmit them or provide additional information. Mr, Franz will inform them. j) Reparations (or Residents Impacted by Sewer Project: This will be left on the list. Alderman Rainey suggested that the committee receive staff responses for each of those items being left on the list. k) Developing a Methodology Authorizing the City to intercede to Provide Residents Compensation for Property Damage Caused by City Contractors Working an Particular Projects: This item related to (J) and required a report from Legal and Public Works. Ij Review of City's Policy Not to Plow Alleys, in Particular Mouths of Alleys: This will be left on. Alderman Feldman welcomed a re ort, but also, directly connected to it, a report on what It would take, understanding the difficulty, to plow driveways, especially for senior citizens. Mr. Franz mentioned the program in Health Et Human Services for seniors, using volunteers who one can tali and get this type of help. Alderman Feldman requested a report on the program's effectiveness. Alderman Rainey noted the CD Committee recommended that program be funded almost fully. Alderman Moran added that the report should include information on the ability of equipment to allow for adjustments to the plowing so driveways would not be blocked, usingg ad ustable plows. If we could respond to the problem mechanically, he did not think that we should use what a thought were limited resources for senior citizens. If we could just get it done, it could save our other resources. Alderman Rainey noted many seniors are trapped in their homes because of this. Alderman Moran would like to know if our equipment can be modified in these instances. m) Recycling for Apartment Buildings: Alderman Rainey said she would like to put the whole recycling issue at the top of our agenda. She noted we pay to have recycling picked up and too many are not participating. The Environment Board is working on this, and she suggested we get to the point of including apartment buildings in recycling. She noted adding apartment recycling reduces the waste stream. Alderman Moran suggested we might want to inquire of SWANCC for information; they have done a lot of work developing prototype contracts and agreements. n) Cell Phone Usage in Cars: The Committee wanted to clarify with Alderman Newman what it was he wanted concerning this reference. o) Street Lighting Program Timeline: It was noted this has to do with the upgrade. It will remain on the list. it was noted an Item from the list was Tabled in Committee, Ord. 2-0-01 - Adding a New Chapter 3 Regarding Evanston Employers' Expense Tax. Alderman Rainey believed that at the top of the list, for discussion at the next meeting, we should have a complete explanation of our alley grading program. ADJO 11 RNMENT There being no further business, the Committee moved to adjourn at 8:16 p.m. Resp ttfuIt submitted _ Darlene E. Nilges , Executive Assistant DRAFT -- NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of December 17, 2001 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Jud" Aiello, Pat Case(, Paul D'Astino, Zeltee Edwards, Keith Fujihara Doug Gaynor, Alec Grancha`ek, Chigo ef hunter, Stephanie Levine, Linda Lutz,bennis .. .. • . Mar^=, Wa ne Mzran, Daesre NVges, !'; ry Rodino-i<.eRubin, Bit! Stafford .- • - Donna Stuckert Others Present: Myra Janus, Gordon Guth, Danial Brea, Mike Radziewicz, Dan Gray Brian & Christina Newkirk Mark Berry, Abraham Morgan, Del Leppke, David Grumman, Rudy Wolfson, Bua Nesvig, Bob Seidenberg, Lucille Krasnow, Everett Rand, Larry Huggins, Alderman Engelman Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:06 p.m. APPROVAL OF MINUTES Alderman Feldman moved approval of the AFtPW Minutes of 12/03/01; Alderman Jean -Baptiste seconded the motion and upon voting, the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) Citv of Evanston Payroll through 1 V06/01 - On voting to recommend approval of the 12/06 payroll in the amount of j1,i11i Jb.�ii, Alderman I-etdman moved approval; Alderman Jean -Baptiste seconded; and motion passed unanimously. (A2) City of Evanston Bills through 12/18/01 - Alderman Rainey requested that Bills List questions from any other aldermen, and staff responses back to the aldermen, be copied for her, along with answers to her own questions. The Committee agreed that this would be preferable for all the Committee members. Alderman Rainey noted that, with a few exceptions, she had not received responses to her questions. Alderman Feldman moved to recommend approval of the Bills List in the amount of $18,844,298.65. It was explained to anyone who might be shocked by this amount, that much of this was debt service, that is, payment on bonds this month. Motion was unanimously approved. (A3.1) Change Order #1 for Ecologv Center Renovation Project • This item would increase the contract with Rehab Construction by 511,516, with funding anticipated to come from a donation from the Evanston Environmental Assn. Alderman Feldman made the motion to recommend approval; Alderman Moran seconded; motion passed unanimously. (A3.2) Revision #1 for Professional Services for Noyes Center Rehab Project - This item increases the contract amount with Lltiott Vudnik la Assoc. by 55,150 ,funded from the project's contingency budget. Alderman Feldman's asked haw much was spent on this project, and noted this was for air conditionin3 in the gym. Mr. Gaynor advised we are replacing at[ the windows, the ceiling, the heating units and light fixtures at a considerable cost. He will provide the exact figure. To another question, he said the total project will be $1,000 000 and we expect it to be completed by the end of January. Alderman Feldman requested a list of all tote things done. Alderman Rainey asked if we are going to be retieving tenants of any expenses, such as heating and air conditioning costs. Were tenants paying for their own heat and air? Mr. Gaynor said each studio can instalt units themselves, and they pay a monthly electric fee for the summer months. The gym and theatre are not fitted with window units: they are large and he believed we charge a separate fee, not the rental, for that. Alderman Rainey noted the material was confusing on this item, quoting "during initial construction City staff determined it was cost effective to provide an air conditioning system for gym space as part of the project rather than maintain tenant -owned window units." Mr Gaynor said we are replacing all windows. We would have had to design and build a special area for those units to be put back in. We have taken all of that out, he said, and the air conditioning will be central air -type construction. Alderman Feldman commented that after it is finished, the condition of the Actor's Gymnasium gym space wilt be much different. Mr. Gaynor said dramatically different. The only thing we did not do was put in a new floor, since the tenants use a spongy Roar. If the use changes for the space in the future, we can put in a wood floor. Alderman Feldman noted the tenant must be delighted. Alderman Rainey hoped everyone was up on their rents at Noyes, with this new renovation. She wished to receive Information about this soon, and suggested anyone behind catch up before the report comes out in January. On voting, Alderman Feldman moved to recommend approval; Alderman Moran seconded; motion approved unanimously. (A3.3) Change Order #4 for Phase VIIIA of Long Rangqe Sewer Project - This change order would reduce the contract with Jay Uee contractors by 5451, I i/.A0 for this phase oi, the project. Alderman Feldman noted Mr. Figurelli missed a great deal of congratulatory oratory Iby not being present). He moved to recommend approval. Alderman Rainey asked if this included any reCixtion to the charges made by Harza. Mr. Jennings surmised that it would shorten the field time required, sa he would say it would, Alderman Rainey cautioned that we must watch this. On voting, the motion to recommend approval of this Change Order was unanimously approved. (A4) Special Event - Chicago Football Classic at Ryan Field - Alderman Engelman was called to join the meeting. Alderman eetaman moved to recommend approval. Alderman Rainey asked which staff were Involved- Judith Aiello was present to speak. Alderman Engelman wanted to hear about the meeting with staff and the Football Classic representatives. Ms. Aiello called attert:on to the summary in the packets of a second meeting held and a copy of a letter outlining more of the activities. She said the group had some flexibility to be able to push the time to 2:30 to reduce the need for lights. In addition, we met with representatives from the high school: this is more than just a football game. It tries to involve all high school students, but in particular African American students, with the colleges, both with the football programs and the bands. The high school reps were very excited; preceding the game they have that day withSt. Charles, we will try to make an 11:30 game for them. Mr. Jackson will talk to his group about this. _ "During the week preceding tnbre would b'e'bppbrtunitie's for students'to meet with band andfootbaft— - — players and interact. ETHS will play St. Charles that day; the athletic director thought it a good opportunity to have a dinner with them, our kids and the college team. We are tooking to have some of the activities at the high school and away from Ryan Field. Alderman Engelman recognized the benefits to the community, both economic and to the high school students, in partnering with this very excellent program. He was disappointed there won't be as much ability to take advantage of that, and felt this would impact on one of the problems he forecsees. This Is an interesting request, tie continued, and speculated that it would probably not be the last. It's one thing to do one additional game, but he noted the Prep Bowl also played at Soldiers Field. They will not have a place to play next year either. He would not be surprised to get calls from them and other displaced programs. His biggest concern was, if this is going to be approved, there be a condition that off -the -street there be a place for staging buses: that other than the normal, trolley buses going from NU parking lots to the stadium, the other buses busing people from Chicago to Evanston and band buses have a place to park during the game not on the street. Also, he did not think they should come to the stadium until 15 minutes after the game is over. He felt streets are very crowded at that time and we need the streets open for the shuttle buses without the band buses in the way. He continued that the rest of the arrangements we know how to do: it will require cooperation from NU and he questioned the ability of what they could do. Ms. Aiello responded that we had talked about that. Once the Council approves this, the second step would be for the football classic people to negotiate with the University and then document it. Alderman Engelman did not want the Council to agree to do this without a definitive agreement about the buses and the staging. Suggestions on where the buses could stage continued iincluding the Farmers Market area in the afternoon. Alderman Engelman noted we need the normal complement of -traffic control. Alderman Rainey and Feldman noted this was in the memo and they will be billed for whatever the amount is. Alderman Feldman felt the requests made here were reasonable and he asked staff to negotiate the staging of buses. Asked how many buses were expected, Mr. Rand said we didn't know yet, adding that they're working with CTA and Metra to alleviate traffic problems. He appreciated the guidance about staging the buses off -site. Ms. Aiello said that one of the reasons we met with the Tourism Bureau was to talk about preparing inserts In mailings on offsite parking, shuttles and using CTA and Metra. it would indicate there is very limited parking around the stadium and need for parking passes. If recommended to go forward, we would get Into the planning once the University and traffic make arrangements. Alderman Rainey noted it would be appropriate to make an amendment about staging buses and timing. Alderman Feldman said given the solpution to those problems described, felt it a perfect fit for Evanston and one the community should welcome and an opportunity for a lot of ancillary good. He appreciated the basis on which the whole game Is made. On voting to recommend approval, motion passed unanimously. (A5) Resolution 93-R-01 - Ridge Ave. Signal Interconnect Project Construction Administration - This item would approve an attocation of yaJ,Sba in t,u tsond funds for a portion or the local matcri Tor this project. Alderman Feldman moved to recommend approval; Alderman Moran seconded; motion passed unanimously. (Ab) Ordinance 115-0-01 - Decrease in Class D Liquor Licenses - Alderman Feldman moved to recommend approval or this item, for introduction tonight, to decrease these licenses from 20 to 19 with the change in ownership from Famile Inc. to RWN inc. dba Dilly's Cafe. Alderman Moran seconded. Discussion: Alderman Rainey said her comments had nothing to do with the applicants or the decrease itself she felt the Information she had received regarding the issuance of a new license was not even enough 'to get a dog license" in Evanston. She understood the problem in getting checks done on day care and liquor license applicants, but noted that we know nothing. She said no one has championed liberalizing our liquor regulations more than she, but this is inadequate. She had no intention of voting for this in two weeks without more information. Mr. Casey was not sure what more information could be provided. The application asks for name, address, previous licenses etc. Alderman Rainey said that given we have no access to information about our applicants, we should revise our application form and make them swear the information is true. Mr. Casey noted the State police precluded us from doing electronic checks; however we are still doing them via fingerprinting which takes six months. Alderman Rainey felt we can still do our own investigation, where members of our police department call applicants' home towns, etc. Mr. Casey said we are working on that and will provide as much information next time as possible. He explained that what's happened is that all the lice departments have gotten the same order, and people are reluctant to give out information. We are also looking at private ways to get this information, he added. Alderman Rainey said that anyone could go to the Skokie courthouse and run someone's name to find out If they have a record. She recommended doing that. Mr. Casey did not disagree, and noted the Law Dept. was working on legal ways to get this information. Alderman Rainey noted that a non -priority item might take a long time to come out of the Law Dept. She said that having a liquor license is a privilege, and we ought to treat it that way. Mr. Casey promised to get as much information as possible by the next meeting. Alderman Rainey said this is important because if we give licenses to people based on no information, and If someone comes along who is a known problem and you treat them differently, we could be in jeopardy. Mr. Casey noted we give conditional licenses until the information comes back; and have never had a problem with an applicant. Alderman Jean -Baptiste asked what we inquire about on the application. Mr. Casey explained name and address, corporation papers, names and address of officers owning 5% or more, finger prints, if they have an arrest record etc. Alderman Rainey wished to see the completed applications, noting she felt the minutes of the Liquor Commission to be useless. She recommended talking to the Liquor Commission. Mr. Casey will place this material in their packets and will inform the Liquor Commission. Alderman Jean -Baptiste asked if we ever turned down anyone and was told no. We have had relatively no problems because we have always checked: now we have to devise another way to do it. Alderman Rainey noted that this had nothing to do with the current applicants, explaining we can't even check on day care providers. She said these items were only for introduction, the first item being a decrease in licenses and the second item iltem A7 - Ordinance 116-0-01 - Increase in Class D Liquor Licenses) an increase for Jilly's cafe. Alderman Feldman moved to recommend approval of these two Ordinances, for introduction; Alderman Moran seconded; motion was unanimously approved. Items for Discussion (APWi) Technical Review Committee of Energv Commission: Review of ComEd Performance to Date - Mr. Grumman, Lhair of the commission, introduced Uel Leppke, the Lhair-Liect; Rudy Wolfson, Vice chair; and Bud Nesviq former Chair. He noted the Technical Review group also included Jackie Brown and Dave Metz and staff reps Dennis Marino and Max Rubin. He said it had been a very interesting session with Comlyd. Mr. Leppke introduced Mike Radziewicz, customer service rep from ComEd, and Dan Gray, manager of the North Shore region and in charge of activities in the area. At our last presentation we said ComEd had divided its service area into several regions with managers in charge o; planning, reliability, construction and operations. We have completed two years of the three-year extension of the franchise and are five months into the last year. We have the first-quarter report and this report is based on that. All committed construction projects are complete except for two: the SCATA system for two distribution systems. One will be complete by the end of the year or shorty after. The other was pushed back to February so both will be completed before the 3-year extension. The last item was investigating all circuits loaded more than 90%. That will be based on an evaluation of last summer's peaks and a forecast for the loads in 2002. We will expect to have those reports in the Jan. 31 quarterly progress report. Mr. Leppke reported on the results: the frequency of interruptions had dropped from where it was at the beginning of the 3-year period but is starting to rise, from one per customer per year, to 1.67 in September. We are a little concerned about the background of this, Mr. Leppke continued, explaining one of the "bad -luck things" that happened was that as ComEd was increasing the capacity of a circuit in South Evanston they extended the service to cover a little over 4,000 customers. Two service interruptions occurred when the circuit was carrying 4,000, which hurt the index. One would think that should work Itself out of the calculation, but there is still an increasing trend. We are attending to this. He noted the drop in duration from 150 minutes' average to 100 minutes. There was a sharp drop in Evanston and communities in this system. We are pleased ComEd has done something to improve response time. Alderman Rainey said she represented an area that had been very bad. To tell people things are improving system -wide is meaningless to them. Alderman Feldman said Mr. Leppke had mentioned the duration dropped during the two -month period. He asked, What about since then? He was told it has continued a downward trend. Our consultant stilt feels we should be trying to shoot for a duration of 60 minutes, but also says we should try for a frequency of one per customer per year and we are trending away from that. Mr. Gray responded to a question, explaining one of the changes made in ComEd was restructuring the company to have a regional focus. A major change was going to a 24/7 schedule with construction crews on site. Our interruption rate for Evanston without storms is 77 minutes, an all-time record. ComEd's target is 85 minutes system -wide. This is attributed to having personnel and supervisors on site. Regarding the SAIFI, System Average interruption Frequency index, he said we were trending at about 1.0 in January 2001 to 1.67 in September. ComEd's goal is 1.06 throughout the system. Between February and April we had a feeder carrying adjacent customers fail three times, affecting 12,000 customers. At the beginning of the year we start at zero and begin the calculation for next year. We also took at the 12 month rotting average. We analyzed all circuits that failed and have some action items we will discuss with the Committee. Alderman Rainey advised that one can't minimize the system being bad because of this one feeder; that was a reality and people Wes a out of service a long time due to system failure. Mr. Leppke continued the report: the other aspect of the review is the question of capacity. We are waiting for the loading that we observed in the summer of 2001. The work they have done has reduced the loading that was over 100%. There are only two feeders now at peak load. We have a difference of viewpoint with ComEd: we feet they should be reduced below 90%. They have done some work to lower some feeders to almost 90%. The last review session We spoke to their planning people, whose guidelines were to pick up a downed feeder with three adjacent feeders. if they are operating at 100%, those three will be operating at 133%. To get those three below 100% they would have to be loading no more than 75%. We are still talking, and are pleased to learn about their plans to pick up downed feeders, not just by switching, but some by rewiring. Alderman Feldman asked why a downed feeder can't be picked up with four adjacent feeders. Mr. Radziewicz explained most of the feeders in Evanston are picked up by 6 - 7 areas. Our goal is to find a minimum of 3 in our service territo Many places in Evanston have 6 - 8 feeders that could pick up_ He noted a feeder that might be at 95Vduring part of the day might be at 50% at night. He explained about a particular situation when a station was being converted. Alderman Feldman was interested in peak feeders: if ComEd is adding one-third to each one if there are three. Mr. Radziewicz noted most of our feeders are not at 90X and not all peak at the same time. Mr. Gray noted some feeders have peak load in the evennriq (residential areas) and some in the morning (commercial areas). Mr. Radziewicz added that they *,-')OK the Technical Review Committee to Joliet to see how this work is done. One can see at any moment the load on each feeder. Mr. Leppke said the concern is if the feeders in one area are all heavi[y loaded and something occurs: if it must be switched to 4 - 5 with temporary wiring it does extend the duration of the outage. Alderman Rainey asked if this is a negotiating item, a difference in the understanding of the science, a difference of opinion? Her ccrcern is only during the peak times. Mr. Leppke said it's a matter of technical judgement to a great extent. A short-term overloading of a circuit doesn t necessarily mean a failure, but it downgrades some of the circuit. They make a point that with the SCADA system they can determine the loading on each circuit and adjust the loading immediately. We are working, he said toward the same goal. There's no hard and fast rule on this. In our review meeting we identified six oe the worst feeders and we asked them to do a•i analysis which they provided. Alderman Rainey noted AEtPW did not get Information on where those feeders were. Mr. Leppke said we are working on that. He showed locations on a map displaying feeders: in general they are in the southwest, central, northeast central north, and northwest areas of the city. Alderman Feldman appreciated the work of the Commission; he knew this report was part of their periodic reports to the Committee and its constant oversight for us. He asked the Commission its feeling�about the relationship established with ComEd and how welt, not just on a technical basis, are they doing. He noted in the future we will have to believe in the company and he would welcome the judgement of the Commission. Mr. Leppke noted we gained quite a bit of confidence in one technical person, though we were concerned with that position's limitations. With the reorganization and having Mr. Gray on board we are gaining more confidence that there is someone who has the authority to move on a problem. In the past it was always hard to find the right people in a large system. He noted this is just the second meetir,3 with Mr. Gray and they are still testing At Feldman asked it this was a reorganization of personnel; considering the sentiments expressed here, he said if this position creates a better situation for us, he •Ranted to know it was gain to be sustained. Mr. Gray explained that ComEd had restructured to bring customer focus to the municipalities. He said we have been In this reorganization 1 h years and based on the statistics we are heading in the right direction. The leadership of the company Is very satisfied with the improvements. Mr. Grumman said the forum we have with ComEd Is very positive; no one Is shy about saying what has to be said. Mr. Leppke noted over the period we have been working with ComEd he's seen more straightforwardness in providing answers. Alderman Rainey noted the AftPW Committee should meet with the Technical Review and Energy Commission very soon. Mr. Leppke agreed, after we gget the 1 /31 reports would be a good time to seriously ask ourselves how we proceed. AskeA when we, [f have an analysis of that report, Mr. Marino said by the first meeting in March. Alderman Rainey suggested a meeting at that time. Alderman Feldman spoke to the ComEd representatives saying he apereciated their being here and was heartened by the relationship that seems to be startfng with the ity; but he warned this is a very Important issue to the people in the community. They judge their relationship with ComEd only % flipping a switch: reliability and rates. We are interested in giving not only the Council but people in the community a feeling of security and reliability. (APWZ) Allev Gradfnq Program Description - Alderman Rainey explained that there was some confusion about whether alleys were tieing graded this year, and Mr. Jennings provided a report on this. She felt it was excellent and taxpayers would be interested to know that Streets spends more time grading alleys than on any other project. Mr. Jennings said he tried to put together a description of what we're doing and where we're going. The Board of Local Improvements (BLI) looked today at measures to increase the number of alleys paved. Alderman Rainey asked if we have an inventory of asphalt grindings and if we can get more. Mr. Jennings said some contractors seek us out - it's easier to haul It to us than to dispose of it elsewhere. Mr. Edwards noted we were low in July but shortly after that we got an abundance of it: a mound 100' long, 60' wide and 20' high. Asked how cold weather affects its use, Mr. Edwards said we can grade up to the point the ground actually freezes. Alderman Feldman asked if a heat process Is used and was told no, only pressure. Alderman Moran referred to an analysis provided concerning repairing our streets that set some financial parameters for that. Also included were some suggestions for financin . He asked if a similar document could be prepared for alleys. Mx. Jennings said we plan to; we are workin on an alley inventory of both paved and unpaved. For paved, we will look at the type of surface and condition; unpaved will look at type of material we used. That will let us identify areas we need to work on and put a program together. Alderman Moran had experience with unpaved alleys, when people call after heavy rains and ask him to took at the alleys. He likened it to something out of science fiction or a third world country. He related his visit to an elderly woman who purchased an electric pump to pump out her back yyard, flooded because of the L-shaped alley pouring water into all the yyards. He said the water was calf•deep. He could not reconcile good governance with that situation. He related this to emphasize that he knew the City is working within constraints, and there is a program that repairs alleys for 6 - 8 ears, but has no drainage. He safd drainage is a major issue and what makes the whole thing a mess. We have to start thinking about a real fix for the problem. He did not decrythe effort to corre up with intermediate fixes, but did not find them acceptable. He said the statistics aout the amount cf staff time dealing with alley grading shows we are doing this backwards. We invest so much money in a Grogram that provides a temporary fix, that we are pouring money into the proverbial rathole. He said we must find a better way. Mr. Jennings said that a better way exists: the City pays half one cost of the improvement of unimproved alleys. There is money available right now. The best long-te-m solution is the special assessment paving of alleys with drainage. it relieves some of the problems in tr.e back yards. Alderman Moran said it's not working: some years ago we talked about a maximum of 10, and for a while we were going from season to season carrying 6 or 7. Now we are down to three. He said V.. Jennings was right, but we're not getting It done. it's a hundred years' worth of work. Alderman Feldr .an spoke of Dewey Ave. some 30 years ago, which was then unpaved, and an Ordinance was passed to pa.e it and every year he got a bill for it. He said the special assessment process is the only way the City v.zll get it done. Left to individual residents, they will live with discomfort for the next 150 or 200 years, and be furious with the City for not providin solutions. He noted some cities can do it; we are not able to. But short of an astonishing influx of capital to the City coffers, we will never be able to do more than half and will be locked into what he calledthis circular stupidity. Asking what can be done, he answered it ty saying he thought there was no other way than like the way the streets were paved: a forced special assessment. Alderman Rainey pointed out that we would not get all the alleys paved because we don't have the City's share for all of them. Discussion continued on this being a pricnty. Mr. Jennings noted we started putting an estimated price on the petitions so people know how much it will cost. Alderman Rainey noted people on a corner will pay 10 times everyone else's cost and pointed out there is an unfairly low assessment for condos. She maintained that sppr�eading it more than 10 years would get total participation. Alderman Feldman asked if it costs S1DO, D00 for an average alley, what's the average cost to the homeowner. He was told about $250 for 10 years. Alderman Feldman noted petiticris have been rejected for that amount, and If we are waiting for that to happen, we wilt be waiting a long time. Alderman Jean -Baptiste asked the cost of grading an alley. Alderman Rainey said we don't do grading by alley, but by program. Mr. Edwards estimated the cost was about 5250/alley a number of years ago, and that we spend more now. Mr. Jennings noted the BU is trying to get a real cost, necessary to compare the benefit of doing the long-term fix. Alderman Jean -Baptiste asked how much we had in the budget to pave per year; could we do 10 petitions? Mr. Jennings said we used to fund 6 and carry over 2, if we had the petitions. Alderman Jean- i3aptiste said if we started now to pave the alleys and supported it with an ordinance to tax the citizen we will make significant progress over time. Alderman Moran noted there are 300 unpaved alleys, an8 about 300 paved Alderman Rainey asked how such a program would be prioritized. Mr. Jennings said drainage would be the #1 issue. Asked if we would look at corner problems, Mr. Jennings explained the reason for that: the frontage on the corner property is much greater than on an interior property, and the home gets the benefit of ti'ie paving for that whole distance, •which is why they're paying for it. Discussion continued. Alderman Moran noted a condominium only has so much footage off the alley. He said there might be 50 units but only 8 parking stalls. Alderman Rainey noted the burden placed on the alley by all those people. Alderman Feldman knew of a condo that k!shed to pay their fair share, but the rest of the homeowners did not wish to do so. Mr. Jennings said this is a court proceeding, and you have to follow certain guidelines. We use the most widely accepted method (to calculate assessment fees); it reflects the benefit the property owner receives; it s very defensible. Alderman Jean -Baptiste asked if we can change what we do to speed up the process, to tax condo owners more, corner lots less, and get a move on. Mr. Stafford said the courts do not look at a utilitarian view. That's better public policy, he conceded, but the court will say we rule on EAV and this has nothing to do with it. Alderman Feldman would like staff to begin thinking about a mandatory City Ordinance over a period of time, a certain number per year, more than 6 or 10, and find out what system would work and its cost. Alderman Rainey, would much prefer goingg after people who live on the worst alteys, having neighborhood meetings with the aldermen and public works director to sell the program. Alderman Feldman noted that he was at four meetings, and when cost was discussed we didn't get the 50%. Alderman Rainey could not justify that someone who lives in a corner house pays 3-4 times others' costs. Alderman Feldman suggested the City pay the excess and try to equalize the price. He was looking for a way that we could decide to do this. Alderman Moran thought that when you try to make the case it'll be a 100 Years' War. The value is to pave the alley: someone will always say they don't want it, but the advantage is to get the alley drained and good for 50 years. He noted the 50/50 program is a 100 year pro�rarn, and that was too long. We have to find alternative revenue sources, he advised, or increase the City s share, or find some way to get it done. COMMUNICATIONS (APW3) Police Officer Hiring Report - Alderman Rainey suggested keeping an eye on this, noting there is a recommendation to cut tnree officers. (APW4) Status of AEPW Items for Future Consideration - This item will be brought back for January. ADJOURNMENT There being no further business, the Committee moved to adjourn at 8:40 p.m. Res ctfull submitted, i �. a ne E. Nines Executive Assistant DRAFT —NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION l3 PUBLIC WORKS COMMITTEE Meeting of January 14, 200Z Members Present: Aldermen. Feldman, Jean -Baptiste, Moran and Rainey .Members Absent: None Staff Present: Judith Aie.lo, Z_:tee Edwards Richard Figurelti, blank Franz Keith Fuiihara, Doug Gay:►or, t tec Cranchatek, Ckfef Hunter, Wayne Moran, bartene Nilges, Mary Rodino-Kutz. MaK Rubin, Bill Stafford, Donna Stuckert, Chief Wilkinson Others Present: Bud Nesv:g. Betty Ester Presiding: Alderman Ann w 3iney SUNAARY OF ACTION Alderman Rainey called the meeting to order at 7:11 p.m. APPROVAL OF MINUTES Alderman Feldman moved appro•,al of the AEPW Minutes of 12/17101; Alderman Jean -Baptiste seconded the motion; upon voting, the Mirutes were unanimously approved. iTEMS FOR CONSIDERATION ON COUNCIL AGENDA Al) City of Evanston Pavrolls throw 12/20/01 and 1/3/02 - On voting to recommend approval of the iZ/Zu payroll in the amount at and the 1/s payroll in the amount of 51,720,567.98, Alderman Feldman moved appra:al; Atuerman Moran seconded; and motion passed unanimously. (A2) Cityof Evanston Bills throuto 1/15102 - Alderman Feldman moved to recommend approval; Alderman Moran seconded. Alderman reidman re:erred to the questions and answers received; was concerned with the purchase of a crane from Debco for S13,414 and an outrigger beam for $1,200. He said that this should have gone through as a $15,000 item (rewiring Council approval}; it's over $15,OOD and improbable that the crane would operate without a hydra antic outrigger; to divide those into two purchases was he felt dis�igenuous. He felt the $15,000 lim,: approved by Council was extremely generous. Any dereliction of that, even $4.00 over, is unacceptable. lie could not imagine why the items were separated and felt staff should have done the opposite, should nave bent backwards to include something that close in the over• $15,000 process. Alderman Rairoey wisr$ed to see the three estimates we gat. She said it wasn't the first tirsae the Water Department has done this and staff needed to have mere respect for the Council. She su3ested. if you have an item in the 513 - 14,000 range what does it hurt to follow the procedure. She fe the way to get around this problem was to reduce tie amount needing Council approval to $10,000. She recalled conversations about goirg from S5,000 to $15,000 and hoped staff would appreciate the increase, since the Council did this to Felp staff. Alderman Feldman asked if there was a policy statement in Che Water Department that reflects Council policy on this issue? Mr. Fieuretli said he was not sure that it was the Water Department v-hich made the purchase. Ms. Rodino-Kutz clarified that Cathy Radek purchased this item for the Water Department. She was the person to receive the three bids. Mr. Figuretii confirmed they did have the policy in the Department and understood it. Alderman Rainey asked if Mr. FVirelli wasn't involved in this aad was told no: the Water Department did go over the specs several weeks ago because the crane they had was not operable; Ms. Radek was going to look into replacing it. Ms. Iodine-Kutz answered a question by sa"Ezng the crane has been received but is being assembled at another COMPany. Alderman Rainey noted this has ttiappened before in the Water Department; she did not care who puirchased it• could not believe the Water Department would not be interested in that type purchase. Mr. Stafford confirmed that we did get three prices for the crane and it was under S15 000. Alderman Rainey did not know that; she only knew that we purchased something for over $15,000 and never bid. She wanted to see all the estimates. She would hcce the Finance Director would encourage staff to be more cautious in purchasing items likely to exceed 5:5,000. Mr. Stafford said wet to do that. Alderman Rainey said she was sure that to him this was not a big deal- staff doesn't have to bid it; there's no delay and it's neat and tidy; but we upped the bid requirer.-tent to t15,000. Alderman Feldman would like to see a memo from the City Manager to all the Departments reiterating that policy. Alderman Rainey said she had expressed concern about Community Development purchasing water for its employees and guests. She knew those in the private sector would have to bring their water from home; she did not think the taxpayers should pay for this. She thought our Water Department produces great water. On voting to recommend apprcving the Bills List, motion was unanimously approved. (A3.1 ) ChanRe Order #4 for Lew Senfor Center Construction - This item would increase the contract with . Meyne Lompany by 569,5L1, trom �6.sII,63U to 56 tsq/,n1. Noted was the long response received to questions on this item. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded. Discussion: Alderman Feldman said, as in the past, he intended to vote for this but was becoming impatient with constant references to errors and omissions on the part of the architects that cost us money. He knew change orders are part of building and one could argue this is still within budget, but said it did not cast a good light on the professionalism of the architectural firm. It wasn't what he had in mind wtien these people were chosen. He wants them to know that to some members of AEtPW it's unaccieotabie; that to one or two rre-iben .t's bordering on a significant irritation and hoped we don't took forward to rrany more of these. The idea mat these omissions and mistakes are totally the responsibility of the City is beginning to wear an h.s concept of reason. Alderman Moran said one of the troubling aspects S is the position advanced when ask�.d to approve the contract that this would be a guaranteed price contra:-t. He noted the expersiveress of the protect for the City and that argument was offered as a rational that though the cost of bui€_mg tie facility had skyrocketed from early estimates that at least it was d7e- last time we would hear about spending money on it once voted on. But it has not turned out that way, I`e said. Also really troubling „as, if we got a guaranteed price" on the contract and every time someone finds that money needs to ce spent on something, we pay: what does that term mean? We are going c-) pay $32,000 to haul unusatl _ badkf,li. The explanation notes that no one is at fault. Somewhere in this, ii we have a guaranteed contract, and something costs more money, someone besides us will pay for it- It's illusory what the concepc of "S,jaranteed price" is. He did not understand how a "guaranteed price" contract converts to "you pa-t again." Mr. Ru:c in explained that "guaranteed maximum price" (GMP) isagainst the set of specifications and drawings the contractor bids on. I` you add a wing, or are massing something on the drawings, that's outside the purview of the GvP. Tnere a,e other things that are within the contractor's price and they take care of it: those you don't see. He d*cussed the dynamic compaction issue that required engineered backfill. By doing that we had all t.,ie dirt left over. Regarding the missing finned tube item, it was an oversight of the mechanical engineer that it was missing; we never paid for it on inally; it was never In the prate of the building because s. wasn't on the drawings. He explained that Ty the mistakes made previously it doesn't cost us any tire. If it cost us money we already paid for, like the time, we would pursue the person responsible to cover the cost. But if you have to add steel, or move a sewer line because of res-ew of the City, we didn't pay for it the first time. We are paying for it now. Alderman Rainey asked about the company having to do wit) the incompatible wall material: why wasn't that in the architectural drawings? X'r. Rubin noted they expected to mount it in a certain way; the manufacturer said you couldn't hang anything on it, so we had to find ano0er way. He also explained the kinds of heating in the building. Alderman Moran said he wasn't saying it was staff's fault, just trying to reprise how we got here. Regarding C.0 Request 31: it was explained as an oversight of the engineering firm. So we are not paying for it twice, he said, but that once is $10,000 added on to what we were told was a guaranteed maximum price for the facility. Alderman Moran said either it shouldn't be called a guaranteed price (Mr. Rubin noted the library was also a GfrP also) or it's not a guaranteed price and no one should be fooled by that. What we have is, we get a price and if anyone has forgotten anything, we pay. He noted when he sees "oversight by the mechanical engineering firm" he asks why do I pay when the firm goofed. How much did we pay for the compacting? He was told S82 000 and probably another $75,000 on the brick fill and now $32 000 tonight to haul the dirt away. Mr. Rubin explained any site needs something to stabilize the base of tie building. • Alderman Moran said the other part is we knew the site wasn't stable, being a fill site. Mr. Rubin said when we estimated the job we said what the total would be: $8.7 million. We are Stitt at that overall number. There will be credits to come. The contract was originally $6.7 million and now is up to 56.9. He still is comfortable we will be at 58.7 miaion for the whole project. He can't slop these change orders from coming; he can't half build the bu:'.ding. He has a sheet with another 20 items that could Eye either $50 M$$200 or $1000 each. This is a huge one, he said, because of the item on the soil. There's a credit of ,737, he noted, and we wilt be receiving more credits against the allowances. He did not like it either, and had other ideas about how we pay those fees, but we are never paying for anything twice. Alderman Jean -Baptiste asked if the G.V.P concept was Mr. Rubin's concept? Mr. Rubin said it is a contraction concept. Alderman Jean -Baptiste asked If it was a trick; Mr. Rubin said it was not; it's a way to keep the contractor responsible. If he figures a way to do something a certain way, and it costs him more, he eats that amount; it's wt zen you change the method, like we did with the outside fencing, when it was realized the design would lc<,e it's level, and we added footing to the fence to stay In one position. We changed the method and had to pay an additional amount. You hold him to all the numbers that were in the original document; he has to give ynu credit for what he gave you the numbers for; when you modify something, you pay the cost, as we did vhen we changed the fireplace. Alderman Jean -Baptiste asked for k41, hauling of unusable backfill, the original plan was to reuse the soil on the site; why is it we have to pay for a change that he should ha-.e projected? Mr. Rubin said we had a soil engineer do the borings and we thought we knew what the soil was and went ahead with the dynamic compaction design. We got into it and it was a different world; It's like rehab when there are undiscovered conditions. Alderman Jean- Baptnte thought this type of stuff should have been known at the beginning of the protect. Mr. Rubin explained what we knew at the beginning: we were going to dynamically compact and if i stopped at five feet when the weight hit it we ware good to go. The second hit we were down to five, third hit we are down to six or seven; now the soil engineer says you, cannot put a building on this soil compressing in this fashion. 5o we had to bring in engineered backfill (with bricks). Alderman Jean -Baptiste asked about resale of the soil. Mr. Rubin explained mat we tried to sell it. Mr. Gaynor added that it was tested and found unsuitable for any top dressings L-i Parks/Forestry. Mr. Rubin said we tried to get rid of it to several contractors in town. Alderman Jean -Baptiste noted it was a lot of money to pay to haul it. Alderman Rainey noted they have to dispose of it. Alderman Moran said payment is 90X for the truck and driver. Mr. Rubin clarified that the soil contains rocks; it is not contaminated though it's considered not clean soil. It wtwld cost more to make it clean through separating it than to Maul it. • Alderman Feldman understood the explanation, but noted there's discomfort about these ever-increasing costs; however, having said that, he said he toured the building and it will do credit to the community and serve the seniors far better than they anticipated for a long time. In spite of, or because of, the costs, he said we'll have a great building that will serve Evanston; that was comforting. He would have liked to have done it for less; he wasn't blaming staff, but the idea that the engineers cannot figure it out in the first place was disconcerting. Mr. Rubin said in his 22 years with the City there has never been a firm that got the drawings and specs right; about the only way to insure this might be to hire another firm to go over the 40 first firm's stuff. He noted our staff go over it and make comments. He added that some change orders the contractor will add them to his project costs but ne have an allowance, stilt under the 8.7 and it will reflect as a construction cost but it is for fixtures, the contractors will install; and we have allowances for that in a separate fund to cover it. They too will be called a change order but it's under FFE:E. On voting on the motion to approve this Change Urder with the :'.eyrie Co. for S69,521, motion was approved with Alderman Moran voting nay. (A3.2) Change Order #3 for Phase VII H of Long -Range Sewer Project - This Change Order would decrease the contract amount with Livil Lontractors u tngineers oy 5sui,s/v. iv. Alderman Moran moved approval. Alderman Rainey referred to the material which stated that two Evanston residents worked on this project 1,005 hours and made over 527 5D0 during the pro}}'ect, which she said was a good thing. Alderman Moran said he was happy the 6`' Ward could turn back $301,000 to the City. On voting to approve this Change Order, motion was unanimously approved. CITIZEN COMMENT Alderman Rainey called on Betty Ester, who asked if she could convince the Committee to not approve the CDBG budget. It was explained to her that this issue will be devtt with at the City Council meeting She spoke about the 5-year plan and asked ff the Park and Recreation referendum did not $o through, the money not be hidden in streets and Alleys. Ms. Aiello explained the memo she was referring to said such monies could be put into the Streets Division for parks if the referendum dfd not go through. But the City Council made the 7-year plan and it was all changed prior to the aooption of the capital budget last year, and no money had been placed in Streets. ITEMS FOR DISCUSSION (APW1) Administrative Adjudication Program: 2001 Review/2002 Planning Report - Mr. Moran handed out brochures explaining the Adjudication process in layman's terms so anyone wno wanted to utilize the program could do so without an attorney. He explained he was going to go over the annual report detailing activities this year and plans for the upcoming year, and quality control measures that are ggoing to be put Into practice. He noted that the fine collection figures shown on his presentation from 1 /01 to 12/01 do not encompass the total amount of fines collected by the City: these are fines collected after someone fails to pay a fine after a summons. Alderman Rainey commented that these are not fines paid prior to getting this far. Mr. Moran said the bulk of the fines are paid, especially in parking, prior to getting to this point. These figures don't include those. Also, these figures are for fines collected, not levied. These programs under each of the departments, necessitated a tremendous amount of paperwork and processes by the Department to rearrange the focus on tickets, letters, software, etc.' he appreciated the support he received from those Departments. He clarified that the only area that shows figures for the full year was in Parking, and a couple of things initiated during the year will boost the Parking figures in the coming year. The figures for Fines Collected last year were: Fire, $2,100; NU -Police, $900; Other (Animal), 51,115; Parking, $432,782; Police $9,680; Community Development $16 760. He explained Fire did not start fssuing tickets and his Division did not start hearing the cases until the later part of July. Alderman Rainey asked if that figure was for alarm fees. Mr. Moran said there weren't; they were fines after inspection by a fire marshal for a fire hazard, no smoke detectors, blocked entrances, especially at Northwestern, etc. He said this figure will increase significantly next year. Alderman Feldman asked who the citations are issued to at Northwestern. Mr. Moran said they are issued to a fraternity, if the violation is in a fraternity house; or to the facility people at Northwestern if it's in a dorm, etc. Alderman Feldman asked if they have been paying the fines and was told we have had a little difficulty with some fraternities, but are going to rethink how we notice them, and cite not only the local chapter but the national organization and potentially perhaps the University as well since they in essence endorse the fraternity on campus. Mr. Moran said we ust began the program with the NU police in November which is why revenue figures are low. However, e said that's going to be one of the best programs and explained that the City s costs for this are zero. Alderman Moran asked how we convinced Northwestern to utilize the NU police. Mr. Moran said we told them how much money NU would save by not having to send their police go Skokie; we gave them training in the late part of October and they began in November. He thought the numbers are down somewhat due to beginning the program during the holidays. Alderman Feldman asked if NU ticketed for parking; he was told parking and any other violations. Alderman Moran asked, regarding the $900 figure, he understood this was a limited experience, but was this the tip of the iceberg? Are there other payments that come in before we get to the point of issuing notices? Mr. Moran said we haven't gotten into sending the second the third notices yet; this figure is just on the first stage, the ticket notification and the summons. We haven't gotten into the strop er leverage to attempt to collect. Alderman Rainey noted we are saving Northwestern time and manpower. Mr. Moran said it was a win/win situation for both of us. He spoke of the next category Other (S1,115), which was almost solely animals: dogs off -leash, etc. They have been very successful, and figure is for 10 months. The next category is for Parking figures (5432,782): he tailed it the giant of the categories, and said currently we are collecting about 80 percent of the unpaid tickets. When he first joined the City, he looked at the data collection and rates were 55 - 65 percent. The last time the Collectors Office sent us data, we were at the 80 percent collection rate. Alderman Moran asked the dollar differential between 80% and 55%. Mr. Moran didn't have that figure but noted that as the community gets educated about not getting a pass on paying for violations,, they will put money In the meters, so we will probably be increasing our meter revenue too. Alderman Rainey surmised that its likely a lot of this money would never have been collected. Mr. Moran noted people have asked us, Why do I have to pay this, when I never paid fines in the past? He continued that Police tickets (59,680) can run the gamut from noise to false ID's, public indecency etc. Alderman Rainey commented that it paints an interesting picture of our community. Alderman tetdman was interested in the dollar amounts but said one of the attractive features of the program is our ability to increase enforcement. He asked what information we had about that. Mr. Moran answered that in enforcement, in all of these cases, for all of the departments' staffs -- health and property standard inspectors, police officers, fire marshals -• are not sitting in Skokie. He said subjectively, as near as he could project it looked like eight staff years are staying here, working in Evanston and not going to Skokie. Alderman Aainey though this had to be amazing In terms of parking enforcement. Mr. Moran said in the past there would be six parking enforcement officers, a supervisor, a clerk and an attorney at Skokie: these people aren't out there any longer so we are accruing staffing as wetL He noted in prior years we had collection agencies that took a percentage of the fees collected, as did the Circuit Court which took the first SZO of every ticket and a percentage over that $20. In Community Development, the S18,760 figure is for 8 months. Mr. Moran noted that this may not be a huge number, but that we never collected it before. The year before Administrative Adjudication began, the amount collected was about $800 total. As vie get more into the implementation of the ordinances the Council passed: liens on property, denial of certain services (though not essential services like water or 911 service), transfer tax etcthat people availed themselves in the past, people will have to pay these fines. He noted that W8BM fiad called requesting information, and Mr. Moran told them that it is not the intention on the part of the Cityy to be oppressive, the intent is only the settlement of a debt, as many private companies would do. He noted another result of the program which we are seeing: some of the problem property owners are looking to get out of the business and we are already getting payment on some of the judgements prior to the sale. He explained the education process is a ripple effect and now some of the landlords are sensing that they will Piave to keep their property in good condition for their tenants. Mr. Moran discussed the hope to publish more about the on-line ticket appeal process through the Public Information office. Ours Is the first program in Illinois. Under State law, he explained, one can do a written appeal; we took it one step further to do it on-line, and in January the State pzss d a law that electronic data is acceptable. Alderman Rainey asked if we are keeping track of how rnaq appealed on-line and was told yes. Mr. Moran said other communities are looking into it; we're getting calls even from out-of-state; the benefits are that it is paperless, reducing a lot of paper for us, the data Input is done by the individual, not us, and they do it correctly, and we don't pay postage. We really want to promote the program. Mr. Moran noted Evanston served as host community to a conference on hearings to 17 cities, most of them larger. He said goats of that conference were to standardize the procedures for other communities; change . State legislation, prepare a package to send to the State in June or July, with the communities' support; and that we hope to standardize tickets, judgements, etc., which will save money on purchases; and that Evanston could serve as the centralized purchasing agent to the other communities. Alderman Feldman asked about the total collected, $465 337.00: when we were creating the program we had an estimate from staff about the first year's income. die wanted to compare that figure with this one. Secondly, he asked how dollar amount might compare if we had let it alone and it came in the same route as before. In other words, he asked what s the difference with this program? Mr. Moran said before it was about 55% total collections before; what we got from the Circuit Court was that the ma.orltyy of time they would dismiss the ticket amount. For Parking, we received over 525,000 in fines in �ooting. Alderman Rainey Hated these dollars are different: they are not for paying boot fees: this is for parking tickets that were forced into Administrative Adjudication or people wanted to fight them: these are tickets people don't want to pay. Mr. Moran said that in addition to that, we began sending an additional letter: we can't say it's a Final judgement" until 35 days, but we are sending a "35 day letter" which we began in July and that letter along has generated about $96,000 of new money. Alderman Feldman would like to know the net to the City; we have to include the time on task, for police and inspectors on the street. That's like free days on the job. Mr. Moran said he could tell him the monetary amount, without any staffing grins: approximately $150 000 net for 2001, with all our startup expenses. Alderman Jean -Baptiste asked if he Included the cost of Administrative law judges and was told those salaries were Included, as well as all software costs which were fairly hi h starting up. But, he continued, we stilt were up about $150,000 over our costs. He noted the figures wil be much better next year. Mr. Moran noted that there had been minimal complaints about the system; in summary, we processed about 155,000 documents with a staff of two people, he said and gave credit to his staff for the great job. We sent 51,000 summons and worked on those cases. Out of that, we had 12 cases appealed in the Circuit Court. The majority of cases have been resolved by upholding our decisions, but the court washed the fines away. Alderman Rainey noted the appeal wasn't based on the fine but on the process. She surmised the judged in Skokie may not understand that. Mr. Moran said we are trying to get the Skokie Circuit Court people hooked up with those in the First District, who seem to understand the process a little better. About half of the cases mentioned were property cases, half were not. Mr. Moran outlined things the Division will be exploring, with Council approval: the need and legality for juvenile cases and community service orders; introduction of Parks/Forestry cases into the docket, a revenue generator; and lastly to look at ourselves: there will be an anonymous voluntary survey upon exiting the hearings, to learn people's perceptions of fairness, etc. it will also tell us data on why people are visiting Evanston. He said while we've talked about the revenue generated by the program, we also 40 have to be concerned with it being a fair and just process. While we re accruing a lot of revenue, it is hoped we are doing so in a fair and impartial manner. Alderman Feldman noted that the revenue is not due to fining people more; we are enforcing the taw and that's the purpose of the program. If people are paying more, the City winds up holding more of the fines in this community. The program wasn't instituted as a revenue -generator per se, he said. Alderman Rainey thanked Mr. Moran for the presentation and commented that she believed there was more decorum required at our hearings than in Skokie, whic� she said could be circus -like; but at the same time the hearings are less intimidating. (APW2) Report by Sanitation on Garbage Cans - Alderman Rainey described it as a good report. She hoped we could do a fair test of the injection -molded cans in squirrel- infested areas. Alderman Feldman agreed. Alderman Rainey continued that we are going to use Zarn. Alderman Rainey noted a test between theirs and another injection molded cart. She said this item can be removed from our references and brought back after the test results are in. fAPW3) Status of AEtPW Items for Future Consideration - Alderman Moran discussed the fact that, though was sure it was inadvertent, his one reference, concerning alleys had left the list in his absence at a meeting. He requested it be put back on. Mr. Franz asked if this hadn't been discussed at our December meeting? He was told it had, but the item should remain on the list; at some point it will come back. Alderman Ramey asked if items C and D could be removed ("Reparations for residents impacted by sewer project" and "developing a methodology ... to intercede to provide residents compensation for property damage by City contractors"). She explained these items are being discussed with Alderman Bernstein and will come back at some time. For Item G ("Cell phone usage in cars") she noted the attached memo referred to a symposium in December which Legal had attended. She asked what had happened. Ms. Brenniman said the meetingg verified everything in the memo. Chicago has an ordinance they are considering, but that was a[L Alderman Rainey suggested removing the item and communicating this to Alderman Newman. Alderman Moran suggested keeping it on. Alderman Rainey said we have explored the Issue and there are not other prototypes. She suggested that next we might make a reference to develop an ordinance. Ms. Brenniman will obtain the Chicago ordinance. Alderman Feldman asked, regarding Item F"City policy of Not Plowing Alleys") that other cities that do this be included, and the manner it is done. 1 AAlderman Rainey thanked staff for working on this item. COMMUNICATIONS (APW4) CostAmprovement Breakdown for Noves Center Rehabilitation Project - Alderman Feldman said he felt we paid a lot for consultants, and asked if consultant costs generally totaled ten percent. Mr. Gaynor confirmed this, noting consultants do the plans, the specifications, the program. At the outset we have a notion of what we want done, he said, and explained what a consultant would do, the Issues he would look at. Using an example of a boiler consultant, Mr. Rubin said it's in their word or expertise: they do it 365 days a year, it's better to have their opinion. Alderman Feldman asked what the concept of general conditions referred to. Mr. Rubin said it's the monthly fee for the general contractor and his 10 people to be around. As long as the project goes on you have general conditions. He explained Ir. the GMP case they gave us general conditions for so much time; if they go over that they won't be able to charge additional general conditions. Alderman Feldman noted we have a much better building for that work and Mr. Gaynor said yes, and in this case the consultant has spent about twice the amount of time on it. He advised about lighting, painting, general conditions of all kinds, providing that expertise for us. (APW5) Police Officer Hiring Report - Alderman Rainey noted one of the probationary officers resigned. (APW6) Fire Department Monthly Report - it was noted the Whole Foods fire was included in the report. Alderman Rainey called attention to the material in their packets containing more information about the liquor license applicants, and said this was very acceptable. There being no further business, the Committee adjourned at 8:35 p.m. Respectfulty submitted-,-—) Darlene E. Nilges"- Executive Assistant DRAFT — NOT APPROVED is DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of January 28, 2002 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello Cathy Brenniman, Patrick Casey Zettee Edwards, Richard Figurelli, Mark Franz, keith Fujihara, Dou3 Gaynor, Herbert Hill, David Jennings, Darlene Nil es, Mal Rodino-Kutz, Max Rubin, Dave Stoneback, Donna StUCKert, Chief Wi inson, Judith Witt, Barbara Zdanowicz Others Present: Aldermen Bernstein, Engelman, Kent, Newman, Wynne; Bud Nesvig Mike Rothschild, Mimi Peterson, Dave Ellis, Jack Weiss, Doraine Anderson, bebble Hillman, Susan Cooney, Evelyn Russell, Ed Reinfranck and others Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 6:38 p.m. APPROVAL OF MINUTES Alderman Feldman moved approval of the A&PW Minutes of 1/147/02• Alderman Jean -Baptiste seconded the motion; and upon voting, the Minutes were unanimously approve. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA {Al) City of Evanston Payroll through 1/17/02 - On voting to recommend approval of the 1/17 payroll in the amount of 51,/Li�Sbs.t t, Alderman Jean -Baptiste moved approval; Alderman Feldman seconded; and motion passed unanimously. (A2) Clty of Evanston Bills through 1/29/02 - Alderman Rainey asked about the answers to the Bills List questions she had posed. r+u. ifooino-iwtz answered that they had been e-mailed to all Committee members. Alderman Rainey explained that when Committee members have to arrive at the Civic Center at 4:30, to send the a -mails late in the afternoon is not helpful. Mr. Gaynor noted that Mr. Franz had e- mailed them to A&PW Committee members only. Alderman Jean -Baptiste alerted legal staff that he had questions pertaining to related bills. Discussion on this item was delayed until later in the meeting, when copies of the answers could be distributed to the Committee. (A3.1) Proposal for Unemployment Insurance - This item concerned a proposal from Martin Boyer Co., teamed with rirst Nonprotit co., for unemployment insurance at an estimated $98,000/yr. for two years. It was noted the vote would require a 2/3 majority for passage. Aldermen Feldman and Jean -Baptiste moved and seconded the motion to recommend approval. Alderman Moran asked why there was the requirement of a 2/3 majority vote. Ms. Witt explained that there were two different quotes, but not bids, received for this item. Two firms offered the product. Alderman Moran noted this was not a sote source. It was explained that Martin Boyer is our present third -party administrator to handle the City's unemployment camp claims. Alderman Rainey pointed out that there were advantages to this plan. Upon voting, the motion was unanimously approved. (A3.2) Lowest Responsive and Responsible Bid for Phase VI Contract C, Long Range Sewer Protect - This bid from uiNaolo construction would cost �5o,ssy,uuu, and was contingent on receiving a loan trom the IL Environmental Protection Agency. Alderman Feldman moved to recommend approvat- Alderman Moran seconded. Alderman Rainey explained that this was a huge roject encompassing five mikes of sewer work. Alderman Feldman noted the id came in almost one mil ion dollars less than the engineer's estimate. Alderman Rainey called upon Mr. Figurelli, who said the project would take approximately one year, contingent on getting the lour -interest loan. On voting to recommend approval, motion passed unanimously. (A3.3) Agreement for En ineerinq Services for Phase VI, Contract C, Lonq Range Sewer Protect - This agreement would tie with tiarza Lnvironmentat Services, now Mwh Americas, Inc., at a not -to -exceed cost of 5638,805. Alderman Moran moved to recommend approval; Alderman Feldman seconded the motion. Discussion: Alderman Rainey noted this is a non -bid item, explaining there had been a resolution in 1995 not to bid this service. She wondered if the Committee would support a request regarding the next contract not that it be bid by an entee ineer but, she noted, we have no experience with saying no one else can do tfiis work or do it cheaper. She re to the four percent salary increase in this agreement for all the MWH staff. She thought this was a gravy train needing to be looked into. Alderman Feldman asked about a previous study. Mr. Figurelti explained that nine months ago we did a survey of surrounding engineering companies: their multipliers, upcoming salary raises, etc. Alderman Rainey was looking for something more detailed. Alderman Feldman said that even if we find someone, the sewer tax would continue. Alderman Rainey said that this did not mean that we should not scrutinize. Alderman Feldman said that was not his intent: we allow for these contracts after considerable debate and testimony from staff and others concerning the manner these people conduct themselves in the neighborhoods and the 5ity cf their work. He was not suggesting there is no one out there who could do this as well for less. t he cautioned there is a difference between someone ctaImin2 ts,ev cculd do it. and then acceotina the ccrrtract and causing problems. He noted we've had trouble ri-i-r-h contractors aH the time; did riot think it easy to find realty excellent and responsible people, getting an engineering firm that would do a really gcud job_ Alderman Rainey advised that public servants shouts be v.-,long to do herd work. If you trust our staff to Go good interviews and study, we can assume we'll fir.-d s:.rneone good. we have never put it out to t)id, so we don't know. Alderman Moran commented that we have gone down this road before. He of t-red the perspective that when the sewer project came to the 6' Ward for several years, although he was haco., to "bid it adieu," he still thought Harza ,vas an excellent firm, Not only do they have world -class cre'.denti.� s in this field, but even more important, on a local basis, street by street, he said that every time he `lad to work through a difficult situation with tt a project, the Harza people -e.ere there to help and be att-.nave. with great engineering and management skills in dealing with citizens, difficulties, etc. He had bee*ri on irlood E Pollution Control Commission earlier and this firm has engineered the system up to this point. They know Evanston and the system, and rendered great service to us in terms of getting cheap loans from the ]EPA, saving us tens of millions of dollars. At6erman Jean -Baptiste said he supported Alderman Rainey's request that staff investigate if there are c&er capable firms out there. Alderman Engelman believed that everything Alderman Moran said was 100 percent :rue; but it didn't mean that Alderman Rainey's statement to scrutinize the contracts was not importart. Flood & Pollution Control spent considerable time doing that, and raised some of the same points: t1~ie four percent salary increase, the double overhead costs. comparing it within the engineering cernmun„y in general. this is in fact being scrutinized, but that doesn't mean staff should not also do so. Aldirman Rainey noted the most wonderful firm in the world couldn't have some bad experiences as well as scrod. She said there had been some unfortunate experiences in our community. Alderman Newman nct.ed in managing the garages there was a similar situation: there are only three or four firms that can do it, and you want to have someone at your garages for awhile. He did not see an harm in a Request for Quatifica:ions, to see what firms did and would charge. He pointed out that Hama has the advantage here, being wr:h us for several years; why would it hurt us to find about other qualified firms? We could still pick Har-ma in that type of process. The odds are on Harza, he said but noted we're spending $16 million dollars on. the project. Alderman Rainey asked for a vote on tie motion to recommend approving Harza Em►-ironrrentat Services, now MWii Americas, Inc. for engineering services for Phase VI, Contract C. Motion was unanimously approved. Discussion: Alderman Rainey's request would go forward. Should it go to Flood Fz Pollution Control? It was noted there were minutes of Flood li Pollution Control about this issue, but .main • had not seen them. Alderman Kent said the problem of the minutes would be straightened out, n.rcing tl?a:y had just had the discussion that had been referred to. ITEMS FOR DISCUSSION fA.FW1)] Discussion on Head Tax - It was explained that the Head Tax Ordinance (2-0.01) had been tabled in the ke-ew tommittee on I I Li /01. Alderman Feldman moved it be taken off the table. Alderman Rainey seconded the motion. There were two yea votes with Alderman Moran voting nay and Alderman Jean - Baptiste abstaining. Alderman Jean -Baptiste asked if the motion was to take it off the table from disrussicri and was told no, the motion was to take it off the table for discussion. Alderman Rainey noted we didn't have an ordinance- this was for discussion only. Alderman Jean -Baptiste asked the process, since it was referred to A&PW for discussion. Alderman Rainey explained it was already tabled in this Ccrnmitt_ee. it came back up after discussion the other night on the budget, in the Budget Committee. It rated the issue. The item was already here in this Committee, tabled. Alderman Moran raised the �an of where the issue resides: the Budget Policy Committee, the Council? Alderman Rainey noted t was an A&PW issue, and that the Budget Committee can discuss all kinds of issues, which are also be,Lmg discussed in other committees. Alderman Rainey explained that before one abstains the reason for alrstairin-.2 must be stated. Alderman .lean -Baptiste said he thought he was lag-iP3 behind in terms of the process. He thought, by referral to this Committee, this Committee would toe it up for discussion, but that Alderman Rainey was saying it was already before this Committee where it had been tabled previously. A[derman Feldman explained that the item was tabled in Committee on January 22, 2001. Alderman Jean - Baptiste said he was opposed to tabling it and not going forward for discussion. Alderman Rainey clarified that Alderman Jean -Baptiste did not want to remove it from the table. Alderman Jean -Baptiste said no. Alderman Rainey said that the motion fails, and therefore the issue will not be discussed. Alderman Jean - Baptiste clarified that the vote was two for tabling and two against, so the item was still tabled. Alderman Rarvey told the audience that this cut off discussion on this item, and anyone here to listen to such a dfscussic n, if they would like to leave, may do so. fTEMS FOR CONSIDERATION ON COUNCIL AGENDA, CONTINUED (A3.4) Approval of One -Year Renewal of Contract for Blended Phosphate - Alderman Feldman moved to recDmmend approvat of tnis item, to extend dy one year the contract with Stiles -Kern Division of Met -Pro far• blended phosphate treatment for Water fx Sewer. Total annual cost is $IB0,000 but a portion is refirnbursed by Northwest Water Commission: actual City cost is approx. S95 000. Alderman Jean -Baptiste seconded the motion. Alderman Moran asked if this was a sole -source purchase. Mr. Figurelii said it was at the tune; this is an extension for one year. He noted further that the price has come down. Alderman Ramey aJced if the price had dropped In the industry. Mr. Figurelti explained that there is no other product tare sarre as this in the industry. o come off this product now we would have to do loop tests for a Year. We haven't found a better product, he continued: this witl give us the time to do the year -long test if we w�sh to. On voting to recommend approval of this extension, motion passed unanimousty. (A 4.1) Approval of Amendment #1 to Professional Services_ Contract for Beck Park Renovation —This item wculdd a -)prove increasing the contract witn !)manuroup ujrt oy 7j,uuu, trom 511,.i55 to 5e),355. The motion was made t~y Alderman Feldman and seconded to recommend this amendment. On voting, motion passed unanimously. A5Alderman ial Event - Annual Evanston Garden Fair - This item would approve the annual Garden Fair in one inciepe cence Narks trom v:uu - �:uu on may 17 c 18, 2001, and waive associated City fees. A! rman Moran mc-�ed to recommend approval; Alderman Feldman seconded. Alderman Rainey asked if there were discussions about waiving City services by staff. Mr. Rubin said we haven't gotten to the position in the budget where we've been told to pursue this issue; but all the Departments are tracking their costs. It's up to the Council to decide if we want to Stan billing for services. We are providing the numbers on what each event costs. Upon voting, the rr-otion to approve the Garden Fair passed unanimously. Alderman Rainey suggested to Garden Council members present that they consider holding the event in James Park. A member noted that parking was somewhat limited in James Park, and James was farther away from homes, where people walk over wheeling baby buggies, etc. Discussion of the parking ensued. Alderman Rainey invited them to come to James: once the renovation gets done, it might be worth looking at. Mr. Rubin noted that it would cost a lot more (to hold the event at James) because we reuse the same wiring in the present locations. New wiring in James Park would cost more. A representative said one of the things they spoke about was a garden show at the new Levy Center, learning with children how to grow plants, etc. She also mentioned the gardens behind the sled hill. (A7) Ordinance 4-0-02 - Loadinq Zone at 2102 Jackson - Alderman Feldman moved to recommend approval of this item, to amena sec. iu-i i-r xnee. vii lni of the City Code to establish this loading zone. Alderman Moran seconded, and the motion was approved unanimously. (AS) Ordinance 1-0-02 - Reduction of Speed Limit on _Residential Streets - This Ordinance, for introduction, wouta approve a [5 mpn city -wine speea limit prom the current ju mph) on streets on which the speed limit has not previously been increased or decreased by Ordinance, and are not under State jurisdiction. Alderman Moran moved to recommend approval; Alderman Feldman seconded and asked if some speed limits K•ould be raised under this Ordinance. it was explained that the unposted streets currently 30 mph are being lowered to 25; nothing is being raised. Alderman Rainey said that the way the Ordinance was written was confusing: it reads "increased" followed by the list of 30; but noted it had to be stated this way. 10.r. Jennings said we are increasing and decreasing from the 25 under the new Ordinance; the warding refers to increasing the number of streets at 25. Alderman Rainey explained the 30 mph designations were on the major arteries. She noted this was a good thing, which began with Alderman Drummer's recommendation. Alderman Feldman discussed 15 mph limits on streets with speed humps. Mr. Jennings said these were "advisory speed limits," the limit is still 20-25 mph. Alderman Feldman noted that :n these areas you go the actua` speed limit at your own risk. On voting to recommend Ordinance 1.0-02 for introduction, motion passed unanimously. COMMUNICATIONS (APW2) Robert Crown Center Existing Studies Review - Alderman Feldman commented that the engineering evaluation is aesignea in a manner ne suggestea, and he supports it: we will be finding out the exact condition of tt-,e building, know where we're at and what needs to be done. At that time, If we feel we need to change programs or facilities, we can go out to the public and hold focus groups to determine what the community wants. Alderman Rainey asked what this would cost. Mr. Gaynor could not speculate but said the previcus study that was rejected was 580,000; there are 5200,000 in funds allocated in our capital plan. Alderman Feldman clarified that this was a request for proposals and Mr. Gaynor confirmed, adding if there are no changes recommended we will work with Purchasing to get it out tomorrow. To a question, he answered that we have a list of architects and engineering firms, and there are some other ways we publish this, in a couple of newspapers. Ms. Rodino-Katz said generally we always publish in the Pioneer Press and in some cases the Tribune, and on a free web site called Municipal Net. Alderman Feldman asked, in evaluating these people, you evaluate not only the price, but the professional skills, etc.? Mr. Gaynor said es, explaining routinely there's a group of individuals who will evaluate past performance and jobs done boil it down from, say, seven to three or four, individually interview each of those, make a selection and after that open up the envelopes with the price in it. We want to know their real expertise first. Alderman Feldman said, if you do that, you don't have to award it to the people you selected, if the firm selected is 10 percent higher in scores but 100% higher in cost. Alderman Moran noted this is a professional services contract and you don't have to give it to the lowest bidder. Alderman Jean - Baptiste asked if the firms who did the previous studies are still on the list. Mr. Gaynor said yes, and that anyone can submit a proposal. Alderman Jean -Baptiste asked if an outreach would be done to those firms for consideration. He was told yes, but, Mr. Gaynor added one previous study was done on just the gym floor, and the firm may not be able to do this extensive study. The Committee unanimously approved going forward with the engineering evaluation. (APW3) Police Officer Hirint2 Report - Alderman Rainey noted we are still down 13 officers on the street. Alderman Jean -Baptiste referred to the part of the report saying we are at four higher. Ms. Witt noted people are hired, but some are still in school or have training or have on the job injuries, or are sick. Three will be coming out of school in February, 6 are in the field training program and will be out in one to three months. To a question, she answered that last time there were nine in field trainingand four in school; now there are four moved to the streets. Alderman Raineynoted one just left, asked if e didn't over -hire why we didn't we have a vacancy. Ms. Witt said we didover-hireby one. Alderman Rainey asked if we are expecting to lose a few in the next few months. Ms. Witt answered at least one person she knew of, noting there will be some command staff vacancies due to promotions, but not total vacancies. It was agreed to accept the report. (APW4) Report on Crane Purchase - Alderman Rainey explained that this was an explanation about a purchase that exceeaeo >15,uuu. brie said the matter was over and done with. ITEMS FOR DISCUSSION, CONTINUED (AZ) City of Evanston Bills through 1/29/02 -The Bills List totaling S2,199,545.48 was reviewed. It was moves ana seconaeo to recommend approvat. Alderman Jean -Baptiste had questions about the legal bills on page two. He asked if these bills were for the month. Mr. Hill said most are for the last 30 days. The first two from Altheimer Fr Grey are for the two preceding months; they are two separate bills, probably December and November. Alderman Jean -Baptiste calculated that we were paying Altheimer iz Grey almost $125,000 a month. W. Hill confirmed we were doing so, for the prior six months. Alderman Jean -Baptiste asked if these bills are scrutinized. He was told we have an itemized bitting from the company: attorneys worked, hours worked, projects worked, a multiple page document. Alderman Jean -Baptiste asked the number of attorneys working on these billed items. Fie was told that for the McNally litigation, at least five; for the Northwestern litigation, at least three; in each instance this number included Jack Siegel as one of the attorneys. He noted these are extensive cases. Alderman Jean -Baptiste wished to see some of these bills. Alderman Jean -Baptiste asked about the Skokie Park District mini-gotf camp item. Mr. Gaynor said we negotiated an agreement with the Park District to use their driving range. They are behind in their billing for this program, held in the spring, summer and fall. Asked the total cost of that, Mr. Gaynor said he'd provide the figure. Alderman Moran noted an item concerning First Bank and Trust, for which he would need to abstain. Voting to recommend approval of the Bills List, with the exception of Alderman Moran's abstention, the matter was unanimously approved. Mr. Rubin alerted the Committee that Comcast had bought AT&T Broadband, and Evanston will receive a transfer of franchise document soon. Comcast has a good reputation, he continued and It's hoped it will lead to better things. To Alderman Rainey, he clarified that this doesn't open up tfie franchise. There being no further business, the Committee voted to adjoum the meeting at 7:25 p.m. Respectfully submitte r Darlene E. Nilges i Executive Assistant DRAFT -- NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of February 11, 2002 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Maureen Barry Cathy Brenniman, Patrick Casey, Paul D'Agostino, Bob Dorneker Zeltee Edwar8s, Mark Franz, Keith Fujihara, Doug Ga�yynor, Aleck Granchatek, dhief Hunter, Herbert Hill, David Jennings, D3riene Nilges, Mary Radino•Kutz, Max Rubin, Bill Stafford, Donna Stuekert, Chief Wilkinson, Judith Witt, Barbara Zdanowicz Others Present: Ron Kysiak, Mike Rothschild, Mimi Peterson, Dave Ellis, Jack Weiss, Dorraine r Anderson, Jonathon Perman, Bob Seidenberg, John Spektra (sp?) and others Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7.15 p.m. ITEM FOR DISCUSSION (APW1) Discussion on New Proposal Concerninq EmployersExpense Tax -- Alderman Rainey explained that this item was for discussion; as t-hair sne nad taken the prerogative ana suggested this. She explained to those present that if they bear with the Committee, there was much information they could learn. She referred to the figures she had reviewed and distributed from the Department of Employment Security: 2000 figures indicate that in Evanston we have in excess of 38,850 employees in the City for whom employment security insurance is being paid. She speculated that there are many others who don't pay into that. When you compare the City of Evanston's numbers vs. Skokie's, in Evanston, of the 38,000, over 80% work for hospitals and health care, or not for profits, government or universities, versus less than 40 percent who do so in Skokie. She thought this gave a good idea of the two economies. She wished to propose a tax on all employers in Evanston who employ five or more. if done at the rate of $4.001month excluding government and school district employees, over a year it would generate $1,443 936. At $5.06 the figure would be $1,804 000. If we increasedythe deduction we could get 51,200,000. She noted when she first thought of loin t�iis she wished to credit all employers for real estate taxes paid. However, she said, our Legal Dept. tells us that this cannot be done. She said that several employers told her they could support a head tax with a credit for real estate taxes. Mr. Hill said the simple answer dealt with the need for uniformity in the taxation system, and the need to have some nexus for the credit that we're giving to the basis for the imposition of the tax. The Employers' Expense Tax is a tax on the privilege of having employees. The property tax is unrelated to that purpose and based on that lack of correlation we are recommending not to have that type of credit back. The Employers' Expense Tax was found to be constitutional, he continued, about 25 years ago in Chicago, and it is urged that the Council adopt the City of Chicago's pattern. He concluded that, because of the importance oftheproperty tax and lack of direct correlation with the expense tax we are recommending not to make that credit back. Alderman Feldman asked if it was being suggested that staff has a position in this. He was told staff is making a recommendation on the constitutionality of a proposed tax. With respect to the merits of the Expense Tax, it's not the purpose of the Law Department to make a recommendation. Mr. Ellis asked if there Is any other method to create a credit for a property owner or business owner. He was told that staff had not come up with such a method yet, in reviewing other states. Mr. Ellis asked if such a thing would not be impossible, if it exists. He was told this was correct. Alderman Feldman said staff had not found legal merit to the idea of having a credit by paying real estate taxes. if you think it through, if they did get a credit, most small firms would not pay any kind of Employers' Expense Tax and those that paid little or no property tax and had many employees are the ones that would accept the significant burden of whatever income the City makes. If that was something that was within the realm of possibility the first question would be what we would get from whom. He'd like to find out who is going to pay. Alderman Rainey knew of someone who had 30 employees and paid 590,000 in real estate taxes. She said what would happen would be that their head tax would be deducted from that. Alderman Feldman agreed, adding that would go on until one either got someone with an astonishing tax bill or no taxes at all and a lot of employees. Alderman Rainey said there is revenue to be generated by giving a credit, and various degrees of credit. Alderman Feldman suggested perhaps we shoud not be spending any time on this. Alderman Rainey agreed: it was not a feasible plan. Mr. John Spektra (sp?) suggested there are other taxes that fall primarily on business establishments, specifically the sales tax, hie suggested in lieu of that tax, or perhaps to reduce the existing sates taxes, and that in essence it would be more broadly based than just on the restaurant owners in town. Alderman Rainey said of the 38,800 employees, only 20% are in retail services: restaurants, stores, etc. She said it had been said previously that there was no other tax that could be used as a credit. Mr. Hill said staff hadn't found any, but that the idea that the tax be related to employment would be the strongest nexus for the credit back. Alderman Rainey noted the survey that researched other communities with a head tax and there were no credits. People paid all the taxes. Alderman Feldman suggested the formula we would want would be a credit that allowed a certain fairness, reducing the burden on maybe the entire economic community. in that case we could do it by lowering the tax. He was not certain the purpose of the credit unless it was to cull certain sections of the economic community and shelter them from the tax. Alderman Rainey said there are various levels where the tax could be implemented. Our previous discussion was at 1,000. Chicago does it at 50; that's rather discriminatory also: you are only hitting the bra guys. We don't think about that when we add another percent to food or beverage taxes. The way to be economically friendly is to reduce expenses so we don t have to pa for them. What vie have seen in the last few weeks is a move to vacate any thought of reducing expenditures and we see the need to consider all kinds of revenues. We can't afford to put back in the budget the cuts the Manager has recommended without coming up with revenues. Alderman Feldman said it seems that while we say sales tax is on the businesses, it was his impression the sales tax is passed on to the consumer. Alderman Rainey said the reason she was thinking along these lines was that she always thought that way too. But when we talk about this, especially the food and beverage tax, we are told the customers will go to Skokie or that the businesses wit( go out of business. She found the difficulty in this discussion to be distinguishing between those taxes, and this tax and any other tax. Alderman Feldman said he could not: if it's true it's a voluntary thing for restaurants to accept the increase, then the consumer would not feel the increase. if he did not, the consumer would feel it and it might reduce the customer base. What's to stop a business person from saying an Employers' Expense Tax is an expense of doing business and I'll raise my prices and pass it on to the customers. Alderman Rainey noted all business persons think that way about any expenditure. Alderman Feldman said are we saying then that the people are the ultimate payers? Alderman Rainey had been telling people whatever government spends, you pay for it, one way or another. Where does the money come from, she asked. Out of taxpayers' packets: when they write their property tax checks or go to a restaurant, etc. She is looking for ways to spread the burden instead of singling out various establishments. She did not see it as different than extending parking meter hours into the night. People are paying: it goes into the same pot. You must make the two sides of the column add up. tine of the things this does is spread the burden across the entire employer community: those who pay taxes, those who don't; those who pay sales taxes, those who don't- those who provide services for people, those who don't; those who have 5 employees; those who have �,000. It's a fair assessment. She was curious why so many aldermen found it so controversial. She asked why it is better to add a 1% food and beverage tax or increase the requirements for meters or increase what we charge people for vehicle stickers or raise taxes. Why is this tax so different? People have been paying it in Chicago for years, Mr. Spesko (sp?) answered because it's a brand new tax, and the history is anytime you get a new one it's another way to et your pocket milked. He suggested that if the Council wished to introduce a new {read tax, which is fairer because it's broadly based, they should make an effort to reduce tax burden in some other way, i.e. sates and restaurant tax. Alderman Feldman said that discriminated between sections of the economy. There are people who do not pay sales taxes. Discussion ensued on reducing the sales tax, which only reduces the burden on one section of the economy. Alderman Rainey noted you are also reducing the burden on consumers. Alderman Jean -Baptiste recapped his understanding of the issue: last year, when the Council considered the tax, the reason it did not advance was that it created a disincentive for employers to expand or come to Evanston. Besides its being a new tax, this is an Issue to consider: whether it does create negative consequences. On the one hand you collect money; on the other you create a loss. Alderman Rainey a�greed that was an argument, noting the opposition argument was that the tax then discussed was for 1,000 or more employees, and the argument against the tax was that it probably would cause an employer with more than 1,000 employees to think not to come to Evanston. She noted that Ford was opening a plant in Chicago, and speculated that it was with more than 50 employees. Alderman Moran said that last year's transcript from the Saturday hearing on this showed all the reasons against this. He noted it was at the time the Brach Candy Company announced it was closing its Chicago plant with a prime reason being Chicago's head tax. People keep referring to the tax but from what he's read, within the highest levels of Chicago government, they are desirous of getting rid of this tax, and they have cut it back as far as they could. He did not know why they haven't gotten rid of it, since Mayor Daley has said he feels it's a destructive tax. His impression is that it is counter -productive and a disincentive to locating here or expanding, and explained that if a company is here, in essence it punishes success, presenting very severe problems. He noted we have an incredibly vast array of Not -For -Profits INFPs and said many of them could not afford a head tax. His understanding was this tax would cover these N}FPs if they had more than 5 employees. These are some of the issues that speak against it. Mike Rothschild asked if anyone asked these other NFP churches if they would want to pay a lesser amount of Head Tax, or have their congregants pay a greater amount of property tax. He was puzzled why a Head Tax would be more of a disincentive than an enormous property tax. We don't have large employers coming to Evanston - they left long ago because of the exorbitant property taxes. He was not sure we had all sectors telling us a Head Tax was a bad idea. We had people from the same sector saying that it was, over and over. Alderman Moran said he had made some important points: the property tax is a major disincentive in Evanston. Every time one of our major commercial organizations left they were not shy to tell us that they cannot handle the taxes. He called this a real world story we need to pay attention to; there is a limit beyond which people will vote with their feet. It will continue to happen as long as the =- property tax stays where it is or increases. The lessons you learn from that tax is applicable to t9e head tax. You continue to develop another disincentive. Organizations can find other towns without the Head - Tax. Commercial organizations are going to go to places where they can save money. Alderman Jean -Baptiste said the head tax idea seemed to emerge from the objective need for more revenue, but also the frustration we have encountered getting the NFPs to contribute. He was not sure we have exhausted efforts to negotiate with the NFP organizations. His understanding was there was no mechanism in place to engage in dialogue. His understanding was the Fair Share movement was one of the aspects also, and there would b- negotiations ongoing with NU and other NFP institutions. Perhaps the NFPs had not come forward, but he was not sure if we have set up a mechanism for that dialogue to take place. As we talk about the head tax he felt we need to take a closer took at the impact of attracting business to the community. He agree+ the property tax was a disincentive, noting property taxes in Cook County are exorbitant. He suggested as a part of looking at the head tax, vie try to exhaust negotiations with the NFPs to see how they can contribute to revenue so we can meet our obligations. Jumping into the Head Tax now will bring some short-term benefits, he said, but he was not sure long-term if it would be good for us. Alderman Feldman agreed property tax was a disincentive, but said it was not a tax aimed at the business community. It does change the perspective. One creates a target the business community understands. The other one, while they do wind up paying double, isn't specifically aimed at business. The questions we need to ask is whether a tax aimed at business is (1) a tax businesses are willing to ppay, or (Z) if they came to Evanston just to rent an office, why would the come to Evanston to pay an additionaC head tax and not Skokie or another place. He had heard from the business community that it's a tax aimed at them, and once in place could become onerous. But the property tax, again, is not aimed at businesses, he continued. He recalled the genesis of this: it was not aimed at the business community- it was to solve the froblem of how NFPs could be included in contributing to the community responsibly. it had some support rom institutions who contribute not at alt. As it expands it becomes a different issue, and he saw the business community indicate that once established it could include the whole business community, not just NFPs. Unless there's a special reason why a retailer had to come to Evanston, pay a high property tax and sales tax, and have a head tax added he did not know. Alderman Rainey said the major portion of the property tax is paid by the residentia( taxpayers in our Wards, on our streets. Mimi Peterson believed a challenge was issued a year ago to allow an opportunity for the NFPs to come forward, and the process that was set upfailed. It seers the choice is to put the burden on residential taxpayers, or consider the needs of the businesses to the exclusion of the needs of the property tax payer. Alderman Jean -Baptiste said he would propose to establish a City NFP sector partnership committee to structure meetings to try to hammer out the problem of contributions. That's not to say that is the answer, but we have no structure for the dialogue to take place. He said you have to structure the Interaction over a long period of time, and some of the contributions may not be in the form of dollars, but NFPs could come forward to make the City whole and healthy. Besides the research about the tax, part of the committee's work would be negotiation with the NFP sector. Alderman Rainey pointed out that the NFP sector comes to the City for money: it's not bringing money to us. There are huge demands on the City from the NFP sector. She suggested that maybe they would like to take a little less. APPROVAL OF MINUTES Alderman Feldman moved approval of the AEPW Minutes of 1128/02; Alderman Jean -Baptiste seconded the motion; and upon voting, the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA JAI) Citv of Evanston Payroll through 1/31702 - On voting to recommend approval of the 1/31 payroll n the amount of yt,/3i,5i/L.11, Alderman Feldman moved approval; Alderman Jean -Baptiste seconded; and the motion passed unanimously. (A2) City of Evanston Bills throu h 2/17/02 - Alderman Feldman moved to recommend approval of the Bills List in (ne amount or Alderman Rainey mentioned that she'd had many questions about the list and had received answers to them. Alderman Feldman noted that this was appreciated. On voting, motion to approve the Bills List passed unanimously. {A3.1) Lowest Responsive and Responsible Bid for Fitness Eouipment -• This bid was from Direct Fitness SSoolutions for fitness equipment for the Levy Senior Center and Fleetwood-Jourdain Center at a cost of $94,33ti.38. Alderman Feldman moved to recommend approval. Alderman Rainey noted we saved money doing a joint bid for the two centers. Alderman Fetdman asked if the list provided showed the complete fitness equipment for the Levy Center. Mr. Gaynor said yes, excluding the mats. To another question, he explained the choice of equipmen[ was a ]joint decision by staff and Levy members. Physical fitness people were involved. Alderman Rainey asked wh the material said 36 feces of equipment, but it didn't add up to 36. Mr. Franz explained the figure referred to both {fists added together; the second list was not a summary of the first. On voting to recommend approval, motion passed unanimously. (A3.2) Lowest Responsive and Responsible Bid for Renovation of Snyder Park- This bid from Pinel Andrews Construction was at a cost of yIJU,1SU, and the funding source is the LUUt-u2 GO Bonds. Alderman Feldman moved to recommend approval. Upon voting, the motion passed unanimously. (A3.3) Lowest Responsive and Responsible Bid for Renovation of Harbert Park -- This bid from Plnel Andrews Construction was at a cost of w,Liu, and the funding source is the Ltxru-02 CDBG program. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded the motion which was unanimously approved. (A4.1) Change Order #5 for New Levy Senior Center 1Reduction In Price) - This Change Order with the Meyne t.ompany decreased tree total contract amount by 54,ub, from �b$b9l 151 to S6,89Z,875. Alderman Feldman moved to recommend approval of this change order. Alderman 1�oran asked how many of the basketball standards will be boug t? Mr. Gaynor said two, suspended from the ceiling, Mr. Rubin added that there is an allowance in our FFEE, but we will have the contractor install them, one at each end. The motion, on voting, was unanimously approved. (A5) Special Event - American Cancer Society Relay for Life - Alderman Feldman moved to recommend approval at this event, scneouled from noon 5/si to noon bl1/02 at James Park. He was glad to do so. Alderman Rainey echoed this, saying she was thrilled to see this. Mr. Gaynor added that the event had been moved from the lakefront. Alderman Raine brought up issues about loudspeakers and that it would go on all night. Her only concern was that at 2:00 a.m. there will be rock li roll playing. Mr. Gaynor noted there would be no music past 9:00 p.m. Alderman Feldman asked the reason to use the speakers. They will not be used after 9:00. It was pointed out that this was a Saturday night, but that a residential area surrounds the park. On voting to recommend approval, motion passed unanimously. (A6) Special Event - Rotary Race to the Finish - Alderman Feldman moved to recommend approval; Alderman .lean•uaptiste seconded the motion. me event would be run 8:00 - 9.15 a.m. on 6/9/02, from the Rotary building to Dawes Park, along the lakefront to Raymond Park. Alderman Rainey wished to amend the motion so that the City will accept the financial responsibility for City services, noting that Rotary is our biggest taxpayer and also a not -for -profit. Alderman Feldman asked if we accept money from everyone else. it was explained that we did not; the Council will be discussing this and setting policy shortly. With the amendment, the motion passed unanimously. (A7) Resolution 7-R-02 - Easement Agreement for 624 Davis St. - Alderman Feldman moved to recommend approval at this Resolution, Which would authorize trie Lity Manager to sign an easement agreement with 624 Davis St. LLC to allow for a subsurface footing on the r•o-w at this address. On voting, motion was unanimously approved. (A8) Resolution 8-11-02 - Illinois Bicycle Path_ Grant - This Resolution would authorize the City Manager to sign the Lertitication statement for an It. tricycle Path Grant application for Harbert Park, to receive $60,000 in matching funds. Alderman Feldman moved approval. Upon voting, motion passed unanimously. (A9) Resolution 9•R-02 - Motor Fuel Tax Resolution - This Resolution would provide $270 000 in MFT funds for traffic signal upgrades at uempster/ttmwood and Sheridan/lAain. Alderman Feldman moved to recommend approval. On voting, motion was unanimously approved. (A10) Ordinance 5-0-02 - Decrease in Class 0 Liquor Licenses - This Ordinance, for introduction, would decrease Ltass U licenses from 5 to 4 wan the closing of gateway Inc., dba Dominick's Finer Foods, 525 Chicago Ave. Alderman Feldman moved to recommend approval. On voting, motion was unanimously passed. (Al1) Ordinance 6.0-02 - Revised Parking Fines - This Ordinance, for introduction, would raise several parking tine amounts, amending Sec. lu-11-/, 5cned. XVII of the City Code. Alderman Feldman asked if this Ordinance came through the Parking Committee and Alderman Jean -Baptiste said it had. Alderman Moran said, going through the 10 categories of fines, it seemed to him that some of the behaviors that would be modified by these increased fines merited the Increase- but in other categories the proposed amendments are too high because the behaviors in question did not require the disapprobation. For instance, he felt raising the fine for a "No Parking Zone' from $20 - $20 was okay', as was "Parked over the Posted Limit" going from $25 to 530 and raising "Na Residential Permit" from $25 to $30. However, he felt "No Current State Re istration " from $10 to the proposed $35, was too much. He suggested $15. Alderman Rainey asked if that doesn't mean that someone is driving without a current license plate and was told yes. Alderman Moran noted people forget to put on a sticker. Alderman Rainey thought it a responsibility. Alderman Feldman noted you get a ticket and if you come in with a current registration It is forgiven. Alderman Jean -Baptiste thought the fee will be an incentive to resolve the issue. Alderman Rainey thought the $10 was overlooked over time. Notwithstanding, Alderman Moran suggested $15, a 50% Increase. Alderman Rainey asked, regarding auto insurance, if you have to proveyou have a licensed vehicle to buy it? Alderman Jean Baptiste said that in reality, if you have a tar alreadyy, you don't have to prove annually that it's registered. Alderman Feldman asked tfie fine for this in Skokie or Chicago. Mr. Jennings would have to provide the information, though he said we knew the range. We looked at Skokie, Wilmette and Chicago, and the Parking Committee tacked at each fine category and assigned a fee. Alderman Feldman thought this a serious offence. It's a basic thing we expect of people to operate a vehicle. Within that offence ties the potential for a lot of difficulty: stolen cars, people who try to get away with not buying it, insurance issues, etc. People who wish to comply but are late can quickly save the money. He did not think $15 was enough; nothing on the list was $15. He felt the S10 was a mistake, felt It should have been $25 before and raising it to $33 is not a large increase. He felt this the most serious offence. On the "Overtime Meter" charge (proposed change from $25 to $30), Mr. Jennings explained most meters are for two hours. Alderman Moran was against raising this. He fell[ people should get a ticket, but this was one of the biggest irritants to people in town. We have all these meter people waiting for the that to go to "0". Alderman Rainey quipped that a great number of corporations will not relocate here because of this. Alderman Moran said it s a quality of life issue, and it drives people crazy. Alderman Rainey thought the Chamber of Commerce supports this change. Alderman Feldman said there were two reasons for enforcement: one is to make the spaces available, and the other is for revenue. 1f we didn't have a problem with space there'd be no reason to have meters. We have the problem, he continued, and need meters and enforcement. You do have a fine of $25: he felt the enforcement issue is taken care of; therefore it's a revenue issue. He asked how much the City would receive for that raise in fine. Mr. Jennings noted Budget Memo �"5 (Revised) had that information; also that this is for introduction tonight. Alderman Moran suggested the fine be kept at $25. Regarding "Fire Hydrant" fines going from S25 to 550, Alderman Moran felt this was justified for a serious misbehavior. The fine for 'Blocking a Driveway" was suggested to go from S25 to $35. he felt this offence was obnoxious, and would raise it to 550. For the "No Permit in City Lot" fine, suggested to go from $25 to $35, he suggested raising it to 540, since people have no business being there without a permit. For having "No Evanston Sticker," a suggested raise from S10 to 530, he noted this suggestion was three times as much as it is now. He'd raise it to 520. For "Parking in Alleys " presently S20 and suggested $35, he recommended making it $25. Discussion ensued: Alderman Moran i?ett there should be some fine, but there might be a need to park in an alley for just one night; Chief Wilkinson noted that fire trucks don't use alleys that much, but parked cars do block access; it's a safety issue; double parking was also a large problem, for which Mr. Jennings said there is a $20 fine. Alderman Feldman asked why that hadn't been changed. Mr. Jennings explained the technique used was to take the top 13 revenue generators, which the Parking Committee reviewed, changing some of those fines. Double parking was not on the list. He thought it a serious offence as well as obstructing traffic, which he would like to take to the Council. The Committee also discussed the issue of parking on sidewalks. Mr. Jennings noted double parking was $25 now. It was suggested going to 535. The Committee considered all these proposed amendments. Alderman Rainey felt the item concerning having no current state registration was controversial. No second was heard to the suggested increase to 515. Regardingg Overtime Meters, Alderman Feldman wished to see the revenue consequences of the increase first. The raise in fine for blocking a driveway to $50 was agreed on by voice vote. Raising the fine for having no permit in a City lot, to $40, was agreed on by voice vote. The recommendation to increase to SZO the fine for having no sticker failed. The suggestion to increase the fine for alley parking to 525 failed. It was agreed to introduce this Ordinance tonight and bring it back to Committee for the next meeting, to include double parking. The following two items were taken in reverse order: (A13 Ordinance 8-0-02 - Expansion of Two -Hour Limited Parking and the Resident-ExemQt Parking District to the west side of the 1 /UU block of Wesley -- Alderman Vefdman moved to recommend approval of the urdinance, for introduction. Alderman .lean -Baptiste seconded; motion passed unanimously. (Al2) Ordinance 7-0-02 - Expansion of Residential Parking Only District 14 to Include the 2000 Block of Wesley - Alderman reldman moved to recommend approval of this ordinance, for introduction. Alderman Jean -Baptiste seconded and motion passed unanimously. ITEMS FOR DISCUSSION, Continued (APW2) Proposed Process for Bills List Inquiries - The Committee felt the proposal to better assist the CCommittee in getting responses to questions in a more timely way to be reasonable. Items included: A&PW member questions received by 10 a.m. Monday; staff reviews and develops answers; staff faxes responses to all members by 3:00 p.m. COMMUNICATIONS (APW3) Ross Barney Jankowski Correspondence: Levy Senior Center Change Order Summary - Alderman Feldman appreciated the information. Alderman Kainey was interested to learn that we are not going to eat into more than half of the contingency. Alderman Feldman commented that this is the perspective Koss Barney would have, and the Committee would not. Alderman Rainey pointed out the figures are about 1/5 of the industry standard. Alderman Moran said it was the perspective of the designers of the building who appeared to miss a ton of things we paid for. Alderman Rainey noted the memo broke out all the information. Mr. Rubin noted it also showed the engineers' problems, for which they were responsible. Alderman Moran said that when they miss things we pay for them, under the guaranteed maximum contract. Alderman Rainey felt he was misconstruing this, noting we have seen change orders on every project we have ever done. She said they are not lying about the numbers. Alderman Feldman and Mr. Rubin discussed the contingency. Alderman Rainey did not think the memo interpretive at all: these were real numbers. Alderman Moran agreed, adding every time they bring us the numbers, we pay it. (APW4) Police Officer Hiring Report - The report was accepted. (APWS) Progress Report: S.E. Evanston Recreation Building Needs Assessment/Site Analysis - The report was accepted. (APW6) Elevator Contract Consolidation - The Committee said the report was interesting and that this was very good work. There being no further business, the Committee voted to adjourn the meeting at 8:40 p.m. Respectfully submitted,,,,,,. - Darlene E. Nitjges Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION ti PUBLIC WORKS COMMITTEE Meeting of February 25, 2002 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Patrick Casey, Rogger Crum, Zeltee Edwards, Mark Franz, Keith Fujihara, Gaynor, Aleck Mrichalek, Chief Hunter, Herbert Hill, David Jennings, Dar ene Ni(ges, Cathy Radek, Mary Rodino•Kutz Lloyd Shepard, Bill Stafford, Donna Stuckert, Chief Wilkinson, Judith Witt, Barbara Zdanowicz Others Present: Jonathon Perman, Bud Nesvig, Laurie Marston, Brian Harris, Richard Peach, Bennie Jones, Mike Sutton, Carl Davis Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:29 p.m. APPROVAL OF MINUTES Alderman Moran moved approval of the Ai'iPW Minutes of 2/11/02• Alderman Jean -Baptiste seconded the motion, and upon voting, the Minutes were unanimously approve+. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA ((Al) City of Evanston Payroll through V14702 - On voting to recommend approval of the 2/14 payroll in the amount of 51,�5t,y�s.o4, Alderman moran moved approval; Alderman Jean -Baptiste seconded; the motion passed unanimously. At this point Alderman Feldman was present. (AZ) City of Evanston Bills through 2/26/02 - Alderman Moran moved to recommend approval of the Bills List in the amount or Si ///,b`lb.Ub. Aiaerman Jean -Baptiste seconded the motion. Alderman Rainey reported that site had has a series of questions, for which she had received answers. On voting, motion to approve the Bills List passed unanimously. fA3.1) Lowest Responsive and Responsible Bid for Installation, of Four Effluent_ Valves -- This bid was rom Keno tt Sons construction Lo. for tnese effluent, or Dutterii , valves for settling Dasins at the Water Treatment Facility at a cost of $42,000. Alderman Feldman moved approval and asked how long the valves had been leaking. Mr. Jennings was not sure of the valves' age; Alderman Rainey pointed out we have had them since 1963. On voting to recommend approving the bid, motion was unanimously approved. PA3.2) Proposal for Property Insurance for all City Properties - This item would purchase insurance from M Glonat at a cost of ytaJ 1U' deauctime is increased from $25,000 to $75,000; terrorism coverage is limited to $lmitlion. Polity limit is 5250miltion. Alderman Moran moved to recommend approval. Alderman Feldman moved approval. Alderman Rainey called this a good example of what is going on: it's less coverage than last year, at a higher cost. Alderman Feldman mentioned the impact of 9/11. Alderman Jean -Baptiste asked the process for shopppingg around for this purchase. Mr. Hill noted property insurance is different than the next item (excess [iabiCst insurance, for which the City's broker went to market for quotes). The City found placing with FM Global and not using a brokerage service is a sound value. In res ct to the lighting strike, their services were first rate and this direct placement is appropriate for us. Alderman Feldman asked if they survey the properties for loss prevention. Mr. Hitt said yes, they walked through the entire building recentlyy it was a pproductive meeting. The only fundamental issue we differ ers about concerns sprinklin the butl�ings. In tfte course of the year we get 6 - B reports from them on our physical plant. Alderman Feldman asked, if the company recommends a safety remediation to reduce risk, if that is reflected in the policy. Mr. Hitt explained that many years ago they reported about the sprinkler system. It did not mean we would not get insurance for the building and may be a small factor in the cost factor. We have $250 million in property insurance total. All our buildings are fully covered. Alderman Jean -Baptiste clarified that the City did not shop around and receive other bids for this item. Mr. Hill said this was correct we did not put this through a brokerage placement for this insurance. We have been using them for over 1 � years, he continued, and their cost has been competitive. To another question, Mr. Hill said we deal with the Schaumburg office; believed they were based in Minn. Alderman Jean -Baptiste opined that it's possible we may have been able to get a lower bid. Mr. Hitt said he couldn't say it's a 100% possibitity, and believed this is a fair response. He noted there's nothing stopping us next year attempting to go to market for comparison purposes. Alderman Jean -Baptiste recommended that we do so, given the fiscal climate. He will support it this year, but wanted to insure that we open up the process next year. Alderman Rainey explained that the Committee could ask staff to make such inquiries. From her experience, with finding insurers for big buildings who are willing to continue and are reasonable, she said FM Global seemed extremely reasonable. Mr. Hill agreed that for next year he would begin the process sooner and provide comparison. Alderman Feldman noted it would help us next year to have written comparisons: he was not suggesting a formal bid process t but it would help to understand it. He added that, along with money paid in premiums, you wanted to Know the company will be there when there's a claim and not put us "through a ringer" or deny benefits. Mr. Hitt reported that we have had two substantial claims, payment was expedient and FM Global seems to be of the highest quality. (A3.3) Proposal for Excess Liability Insurance for the City of Evanston -- Alderman Moran moved to recommend approval of this proposal from 5peciatty National insurance Lo. and Ci1F Specialty insurance Co. at a cost of 5170,250• Alderman Feldman seconded the motion, while noting that this item also was a 50% increase in cost. Alderman Rainey pointed out we are increasing our self-insurance retention from one million to $1.5 million. Mr. Hitt said this is correct and noted the numbers that came in were much better than anticipated. We did feet there would be an increase in self -insured retention: we're buying a greater exposure: $1.5mitlion under this policy; now it's the first million borne by the City. This item did go to market, he said, and these were the best responses. One entity could not bid thisyear due to the overall insurance situation. He said this was a realistic number for this time. Alderman Rainey referred to page 6, noting one thing not covered is a contractual liability including breach of duty. A representative, Mr. Cosgrove, said that would be a routine exemption, and would be under the purview of other policies. It's meant to shield it so it's not covered on an excess basis. An example would be if you hired a contractor and they had errors and omissions insurance for a project and they had inaccurate drawings: that would not be covered under this policy, but under theirs. On voting to recommend approval, motion passed unanimously. (A4.1) Resolution 3-R-02 - Participation In Regional Grant Proqram - This would authorize the City Manager to participate in a regional ggrant program for a Lompressea Natural Gas (CNG) Facility at the Municipal Service Center. Alderman Feldman noted there are four related Resolutions in all. He moved to recommend approval; Alderman Moran seconded; motion was approved unanimously. (A4.2) Resolution 4-R-02 - Agreement with Northwestern University and Village of Skokie - This would authorize execution of an agreement to pprovide for joint cooperative estaotisnment ana operation of a regional alternative fuel authority (l:VNORSKO) and construction/operation of a Clean Burning CNG Facility. Aldermen Feldman and Moran moved and seconded to recommend approval. Alderman Rainey asked whose budget the $46,000 would be. Ms. Radek said it was the fiscal year budget for EVNORSKO. We are creating a separate business of three partners and that money is that little business' budget, to sell fuel and provide the services to our purchasers. On voting, motion passed unanimously. LA4.3) Resolution 5-R-02 - Intergovernmental Grant Agreement between City of Chicano and City of vanston - I his item would approve an intergovernmental a reement Detween the t.ity of tvanston and [.it of Chicago through its Dept. of Environment. Alderman Rainey asked, if Chicago has the $2 million, will we get the 5200,000? Ms. Radek said actually the figure the authority will get is $340,000. Evanston Is the lead agency for the authority. Alderman Rainey asked if there were any discussions about the complexity of this agreement, given the lawsuit with Northwestern. She was told there hadn't been. She confirmed that this was the same facility discussed last year. She noted the station is built waiting in Wisconsin to be delivered by the manufacturer. It could not be installed until we had the authority to do so. It can now be installed in a month. Alderman Rainey commented that with an intergovernmental agreement with Chicago, there was no telling what will happen. On voting, motion was approved unanimously. (A4.4) Resolution 6-R-02 - License Agreement with EVNORSKO - This item would authorize a license agreement with tVNUKbKU for use of a portion of land at tutu Asbury for a CNG Fueling Station. Aldermen Moran and Feldman moved and seconded recommendingg approval. Alderman Rainey asked the usage and breakdown by vehicle type and number. Ms. Radek explained the current best application is for small cars like the Cavalier. 1n our application it would be the 24 inspectors' cars and our street sweepers. There would be a similar complement of vehicles for the other entities: cars, vans, etc. Alderman Rainey asked if they were retrofitted. Ms. Radek said no: the manufacturers are making vehicles with the CNG engine at the factory. We have not purchased any yet. We are ready to do so with this installation. Within a couple of years between the three entities we will have 50 vehicles. We are hoping it will be very successful. One reason we went to the grant program, she explained, is that there wilt be 10 stations bui in the metro area. A City vehicle could fuel up in Downers Grove with a chip key and we would be bitted. Soon there will be 20 stations, with another grant to the City of Chicago. Other communities wilt be able to use the facility as well. We believe we're the only partners of this kind in the country, she said, and we are hoping to use the resources of the University to educate the public as to advantages to this altemate fuel. Alderman Rainey asked if the budget figures provided were really reflective of our cost. Ms. Radek said we think we have done a pretty good job. To another question, she said people will pump gas as they do with the present system. She said we put together the first draft budget last summer. We have rehashed it on a couple of occasions, using information from the Gas Technology Institute- there are about 5,000 such stations in the country and we used information received from them. Asked I? other users now use our as pumps, Ms. Radek said yes: the school districts, and our computer system tracks the information and we ill them. Alderman Moran asked if she could give pep le an idea of the reason to do this. Ms. Radek gave two: the federal Air Quality Act requires fleets of 0 or more vehicles in a high contaminant area like Chicago, to make an effort to reduce emissions of their vehicles. One of the best ways is to look at alternative fuels. CNG has very few emissions. We joined about seven year; ago when the federal law was becoming impressive, to create a coalition to meet the terms of the law. We enlisted the Clean Cities Act Coalition which led to the grant. The other reason was the Energy Act of 1992, requiring reduction of dependence on fore�gn oil. We meet the Act's terms as well. It's been a long process, but it is very exciting. Alderman Rainey thanked staff for their hard work. Ms. Radek thanked the Finance and Legal Departments. Alderman Rainey asked if 2002 cars are being equipped with this, or could you can have both options. Ms. Radek said you can have both, or the cars can be dedicated. Asked if the stations can be open to citizens, she said yes, if citizens are willing to pay the price: the gallon equivalent price is about $1.27- $1.28. She confirmed Alderman Rainey's idea that it kept your car much cleaner burning. To Alderman Jean -Baptiste, she said the operating costs we have a good idea about; the cost of the product will vary bar month. we have a dedicated pipe for the facility and part of the installation is to bring it to the station. Its basically a big generator that compresses the gas and store in tubes. She also discussed the recovery system. It will fill up in four minutes, much like a liquid gas. The comparison with gas being much more combustible was discussed. She clarified that if approved tonight and if Skokie approves next week, it will be ready to go in a month. Motion to recommend approval was passed unanimously. (A5) Resolution 14-R-02 -License Agreement with Optima Inc. - This agreement would allow Opptima to occupy space behind the Maple Ave. garage for storage dunng construction, with Optima paying $1000/mo. Alderman Feldman moved to recommend approval. Motion was unanimously approved. (A6) Resolution 13-R-02 - Release of Easement - This Resolution authorized the City Manager to execute documents to release a private alley easement required in 1426 by the ZBA to benefit the property at 1616 Chicago Ave. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded the motion. Alderman Rainey commented on the very interesting reading it provided. Motion was unanimously approved. (A7) Ordinance 16-0-02 - Declaring City Property as Surplus - Aldermen Feldman and Moran moved and seconded the motion to recommend approval of this urdinance, for introduction, so that a vehicle and other equipment included can be publicly offered for sale at the Village of Lake Forest auction. Alderman Rainey mentioned that we never hear what happens on these items. Ms. Radek was happy to report we made $140 000 last year. Alderman Rainey asked what she thought we would make, and Ms. Radek explained that in the case of a sweeper, a trade-in price was 512 000; at auction we received $25,000. We have been selling 10•year-old dump trucks and receiving 510,Oi30 She said the market loves municipal vehicles because they know they are getting better maintenance. Alderman Rainey predicted we'll balance the budget with this. Ms. Radek noted we budgeted $75,000 and received almost twice that. Next year the budget is $100,000. Alderman Feldman asked what would be done with any extra revenue; Mr. Casey said it is placed in the Fleet Fund. Motion to recommend approval was unanimously passed. (AB) Ordinance 10-0-02 - Special Assessment #1447 -This Ordinance, for introduction would approve alley paving north of Harrison St. and east of Po tar Ave. Alderman Feldman moved to recommend approval; Alderman Moran seconded the motion. Upon voting, motion passed unanimously. (0) Ordinance 11.0-02 - Special Assessment #1448 - This Ordinance, for introduction, would approve alley paving north of Payne St., east of ueweyy Ave. Alderman Moran moved to recommend approval; Alderman Jean -Baptiste seconded the motion. On voting, motion was unanimously approved. (A10) Ordinance 15.0-02 - Amending the Building Fee Ordinance - This Ordinance, for introduction, would amend urdinance 4b•u-YY, Sec. iti, to modify the base building permit fee from 511/51,000 worth of work value to 512/51,000 work of work value exceeding the first $20,000 of work value. Alderman Feldman moved to recommend approval. Alderman Moran seconded. Mr. Franz noted staff was recommending introduction and action this evening. Motion was unanimously approved. [A11) Ordinance 6-0-02 - Revised Parkinq Fines - This Ordinance, for action, was referred back to Committee at the cast Louncit meeting. it would increase several parking fine amounts, amending Sec. 10- 11-7, Sched. XVII of the City Code. As amended, these amounts for the following violations would change: No Parking Zone, from $20 to $30• Parked over Posted Limit, $25 to 530; No Residential Permit, 525 to 30; No Current State Registration, �10 to $35; Overtime at M zter, $25 to $30; Fire Hydrant, 525 to 50- Blocking Driveway, $2g5 to $50; No Permit in City Lot, $25 to 540- No Evanston Sticker, 510 to 30; Parker in Alley, 520 to $35; Obstructing Traffic, 520 to $30; Double Parking $20 to $30. Alderman Rainey asked for a breakdown of what the additional fines would generate. Mr. lennings said the total was $504,000, and that included those amounts already approved. Alderman Rainey asked what we had estimated as revenue and was told $478,000 to start with. This item will go to Council for action. ITEMS FOR DISCUSSION fAPWi) M/W/EBE Report - Committee Members Laurie Marsten (chair), Mike Sutton, Brian Harris, Richard PPeach, tart Mavis and vennie Jones were present. The Committee has been in existence four years. It started with the Disparity Study which showed there had been past disparity in City purchasing and recommended several things which the Committee is implementing. Mr. Jones outlined some of the changes we have made: increasing the goal from 20 to 25% with an inducement of 3% for using an Evanston based business; a local preference policy allowing an Evanston business to submit a bid 5% higher and still be considered responsive; defining what an Evanston -based business was deemed to be to discourage a contractor setting up business here and getting credit for being an Evanston business while not truly being one. Ms. Marsten said that four years ago we were only between 5 and 10%, the most recent figures for contracts below 515,000 show us at 34%. For non -contractual we're at 16%; the redevelopment agreement figure Is at 18%. Mr. Harris noted the fob training program for the sewer project was successful, -but job training continues as an area needing the assistance of performing contractors to successfully establish a program for their projects. He mentioned the Church St. Redevelopment Agreement, calling for up to 15% Evanston residents to be hired. The Optima Views project will be the last opportunity in the Church St. Plaza project to take advantage of this. Sherman Plaza will be the next opportunity to implement the agreement as it was intended. E-Torin Comrrynity Ventures, a non-profit core. for developing the Chureh and Dodge business community. Our intent for th s community is to assist E-Tewn in whatever areas are feasible. Finally, we use Diverity Quest, on­ane database with over 100,COD minority and women -owned companies. rictuding Evanston companies, wh-i`h he-ips locate v_bcontracting opoortunities. Ms. Marsten next discussed the redevelopment agreement w.th .sr.-nur Hill, and it was noted the City Council can assess a penalty up to 5300,000 for ncn-compliarce of the 25% goal. Mr. Peach said that in trying to audit the redevelopment agreements, we`ee run into a coupe of areas that we need guidance on from the Council. Working %ith Regent Partrwrs, part of the H-;A prciect. they estimate 24% compliance. We can only certify 11 a. Thirteen percent cannc t be certifi =-d. Yi'e have documented this to Regent Partners and notified Arthai Hilt. and to date we .nave no cer nfica.ion on roughlyy $1.3 million of work there, and so brings the total wel. below the 25% we hoped to accomptish. On 2/20 we sent a letter to Hill encouraging Optima to meet the 25% goal. To date ttie par:icipatian for the Plaza are: Maple Avenue Garage TA; the Pavilion 21 a. and i,cDc4^gal Littei 1 b' We have yet t_ receive a response from Arthur Hall. Regarding McDougal Littel, there were almost 519 m .lion of exctusiora granted which did not come through the Committee. That takes away half of the total amount that should come to M/W/EBE's. As far as they knew, no variances had been regi.wsted; the exclusions had been granted carte blanche by the City. They hope in future redevelopments tt ese kinds of things will be worked c„rt more closely with the Committee and the Council. Alderman Feldman asked how Inn Resent Pa-iners had been problematic. Mr. Shepard said we began sending letters at least a year ago Alderman Feldman asked, when they received no response, did they contact City attorneys? Ms. Aiello said there has been an issue with Regent Partners interpreting the language they received. Her office had gone through and provided some certifications. Some were out of state, she explained, noting in one case a small woman -owned business did not wish to get certified to meet our requirements. We have had numerous conversations with Regent Partners, particularly on several of these bti zinesses they used from Georgia. Alderman Feldman noted there are dearly issues that you feel are not resolved. Are ou saying some alight be interpreted by the Committee as complying? Ms. Aiello said st-.e thought the Committee is correct: by the standards and how they tw interpreted the documents, they don't comply. How Regent Partners interprets their contractual arrangements with the Hill Co. is at they think they are in coripUance. her. Peach noted Regent Partners reworded the material the Committee asked for. Alderman Feldman asked for clarification. It was explained Regent had their own Le -gal department rewrite our docurrents. Mr. Shepard explained that our documents spell out the steps a contractor or redeveloper must take to be in compliance. Regent decided to revise these, in particular the schedules that go with the provistons. They decided they would not submit the letter of intent to perform, the affidavits and several other items. He explained the differential between what they claim as credit and what we refuse to atic,H as credits. Mr. Peach said Evanston asks for the same type of materials as other cities that have M/W/UnE retzuirements. Alderman Feldman asked If their claims of certification were allowed, would that bring Chem into compliance. Mr. Shepard said all that is required is for them to simaly send a signed letter of intent to perform by the subs and an affidavit of M/W/EBE ownership along with certification letter; then we cov.d close the books. That's all that's required and is standard procedure. If provided, it would bring them to 18% compliance; the oat is 25%, unless they come through and get waivers because they tried to get an M/W/EBE to do a ob without success. That's the question we have with McDougal Littel, he said: with almost half the do tars waived on the front end we don't know. hts. Aiello explained that before we got to the redevelopment agreement negotiation with them they had engaged a lot of trades, etc., and that was part of the negotiations. Alderman Moran said that people didn't have the right to rewrite bilateral agreements. if we have the right to dock them for a failure to comply m with the agreement, we rleed to invoke it. Apparently letters don't get their attention. Another kind o letter suggesting we take oney from them will get their attention. His recollection was that Hill traded off the redevelopment rights, aria whoever came in his stead the same agreements stood. Finally, if you wart to make these kinds of come trrents stick for future projects you need to make some aggressive effort. These people talk to each other. It won't be a secret that if we don't make some effort at outreach and enforcement, people v+itl see us as a pushover. He suggested we get the legal Dept. involved. Alderman Jean -Baptiste said it sc►anded as though they were thumbing their noses at us. We seems we have eiu'hausted all our tools to get them to comply. His concern is there seems to be such a difference in perception of what's required of Ar nur Hs:l and Regent Partners. Ms. Aiello is saying one thing, the Committee is saying something else about perception of non-compliance. Ms. Aiello said she was saying we did receive affidavits that these people were minorities; what we did not receive was a valid certification by agencies who certify this. Vie took the list and in our office got certification for at least half a dozen or more, but there are still some ou-t-of-state companies, that we don't have certification from the agencies, and because they are small comanies they are not going to et certified. We need figure out how to get additional information to certify them to our own satisfaction. The Committee noted they would be grilled to get something from Georgia, but to have someone self -certify that they are a woman -owned company doesn't work as certification. Alderman Jean -Baptiste believed it would all fall into place if you invoked the penalty. Alderman Feldman asked about the exclusions the City made in McDougal Littel. Ms. Aiello said this was in the redevelopment agreement. Committee members noted at the time it rece-ted the agreement it was already waived and gone, with no opportunity for input from the Committee. in the future the Committee did not think that Is the appropriate process to go through: the Committee must be involved in the waiver process. Alderman Feldman agreed totally. He wished the City to provide its understanding of where we're at and an idea of the way out of this: recommendations as to what the City would do as to noncompliance on the part of Hill or Regent Partners and what steps we might take to find out if companies are certified anyplace. Are there other ways to determine ownership of a business? Mr. F�-_ach inoted all states have similar certification programs that would suffice. his. Aiello said we can worn with ,Mr. Shepard on this issue. Alderman Feldman suggested the Legal Department or City Manager's Officta shcUld contact Regent Partners to close this issue in the proper way. Ms. Aiello explained we Piave some u.-tds_rstarxtin with them a5 to money that will not be prorided until the issue is resolved. Alderman Jean Baptrm.te asked if her office and the Committee will come together to get clear on these waivers and move for -mrd to get compliance. Ms. Aiello confirmed this. She noted Sherman Plaza redevelopment agree.-merc is signed and they're beginning to go out forbids. Also discussed was the difficulty of gettin compt;iance for the garage, which is 44� concrete, and the Evanston concrete company chose not to bid• It's 113 MIRLion worth o concrete work. Alderman Feldman said the Committee knows that: from the reperi wiL-i the statistics one wouldn't know the effort already made for the garage: it indicates the number is oanly TA; as though we didn't try. In the future reports he would like a further explanation of these staC--tics so that AFiPW can understand it. Alderman Ramey asked where the statistics are for Harza:'s patrticipation, noting they have an Evanston office. Are they considered an Evanston business enterprises. Mr. Shepard understood Harza was previously a minority -owned company, and it has a satellite office here. Ms_ Aiello said under the new definition they are not considered an Evanston business. The Comimittee believed under the new definition it would be considered so due to length of time and service ppjrovided t� the City. Alderman Rainey noted they are not in the report as an Evanston business. Mr. 5hepa,rd said their numbers would be incorporated in the contracts section of the report. Alderman Rainey said ESE participation was 38% of total contracts awarded by the City; she asked staff to took imto t."iose numbers as to what they included. Mr. Shepard will provide a printout. Alderman Jean- 8aptia:.e anted, Ln the subsequent clarification to this report, for a breakdown of the minority participation. He w.� interested in African American participation and in Evanston business participation. COM,'w UMIZATIONS (APW2) Pailice Officer HirinQ Report - The report was accepted. (APVW3) Fire Department Monthly Report - The report was accepted. (APW-4) Compost Grinding - Emergency Purchase - The Committee understood the need to do this work. Atderrrsan t*aainey noted complaints as to the "compost fragrance." Mr. Edwards noted we are treating it as we go- There'beirag no further business, the Committee voted to adjourn the meeting at 8:44 p.m. Respiectfull!y submitted Darlene E_ 14iiSes ExecL,Mve Assistant DRAFt — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION li PUBLIC WORKS COMMITTEE Meeting of March 11, 2002 Members Present: Aldermen Feldman, Jean -Baptiste, and Rainey Members Absent: Alderman Moran Staff Present: Judith Aiello, David Cook, Roger Crum, Paul D'Agostino Bob Dorneker, Zeltee Edwards, Mark Franz, Keith Fujihara, Aleck GranchaleA Chief Hunter, David Jennings, Darlene Nilges, Cathy Radek, Ma Rodfno-Kutz, We; Rubin, Bill Stafford, Donna 5tuckert, Chief Wilkinson, Barbara Zdanowicz Others Present: Daniel Wiemerslage, David Piotrowski, Jane Bohn, J. T. Murray Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:10 p.m. APPROVAL OF MINUTES Alderman Feldman moved approval of the A&PW Minutes of 2/25/02; Alderman Jean -Baptiste seconded the motion, and upon voting, the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (A1) City of Evanston Pavroll through 2128/02 - On voting to recommend approval of the 2/28 payroll in the amount or yt,/:ib,t /s.yl, Alderman reiaman moved approval; Alderman Jean -Baptiste seconded; the motion passed unanimously. (A2) City of Evanston Bills through 3/17/02 (FY 01-02 and 3/13103 FY 02.031 - Alderman Feldman moved to recommend approval of the 3/11 bills List in the amount of �s,U/U,Wj.25. Alderman Jean - Baptiste seconded the motion. Motion passed unanimously. Alderman Feldman moved to recommend approval of the 3/13 Bills List in the amount of $111,226.28; Alderman Jean -Baptiste seconded; motion passed unanimously. At this point, Alderman Rainey proposed moving item (Al2) to the front of the agenda because of its relationship to an item being discussed in Planning & Development this evening. (Al2) Ordinance 20-0-02 - Vacation of Property - This Ordinance, for introduction and action, would vacate a portion or an alley N. of Howard t. of Asbury, for a parking lot for DVS Pharmacy at the N.W. corner of Howard/Asbury Alderman Ferman moved to recommend approval; Alderman Jean -Baptiste seconded. Alderman Feldman asked why that parcel was needed. Alderman Rainey thought that CVS probably would prefer not to vacate the alley, but park cars on both sides; however that would mean the Robson residents would be plagued by eople using it as a thoroughfare. The residents encouraged this Item. There will be a blocka from the CV property to the rest ofthe neighborhood with a masonry wall. CVS will own the property. 4he appraisal is 565 000, she reported. The CV5 representatives have been on the property with adjacent homeowners to make sure their cars can get out of garages, etc. Alderman Feldman noted the popularity of CV5 stores out east. Alderman Rainey said the store is small: only 10,800 sq. ft. Alderman Feldman said they seemed to be doing well; his concern was that the aisles of CVS be kept in the same immaculate manner as our Watgreen and Osco stores. He suggested the CVS management be made aware of these concerns. Alderman Rainey said in terms of the landscaping requirements, we imposed the same requirements as at the Osco. She felt the manager understands that and the corner would be a showplace compared to what is there now. She said there would be 28 feet of seedlings, trees and a custom bus stop, and noted they have been really helpful. On voting, motion passed unanimously. (A3.1) Lowest Responsive and Responsible Sid for Tennis & Basketball Court improvements -- This bid was from Lnicagoland Paving at a cost of 5141rnUu. Aioerman relaman moved to recommend approval; Alderman Jean -Baptiste seconded. Alderman Rainey explained that this was for Burnham Shores, Ackerman, Chandler and Lovelace Parks. Motion was unanimously approved. (A3.2) Lowest Responsive and Responsible Sid for Three -Year Sewer Maintenance Contract - This bid was from National Power Holding Corp at a cost or Aloermen Feldman and Jean-baptote moved and seconded the motion to recommend approval. Alderman Feldman asked about the City's use of NlunicipalNet, the City's on-line service: if the City only receives one bid, are we satisfied? Ms. Rodin -Katz said that, in a situation like this, where there aren't a lot of contractors specialized enough to do these projects, they were satisfied. She said we also searched out contractors by mail and invited people on-line In, MuniNet under certain commodity codes. Alderman Feldman wanted to know, in addition to those who resppoonded, the number of people who knew about this. Do we know how many hits we got? Ms. Rodin Kutz did nat think we had that information, but would look into it. People can get all the information on the net, but because of our sealed bid process they have to submit a manual bid. Six purchased plans but only a few came to the pre bid meeting. Alderman Feldman wondered if it would be difficult to include information on the number of hits received. Mr. Casey said there is a way to count this on websites. Discussion of sub -hits ensued. To Alderman Rainey's question, it was explained we were one of the pilot sites for llunicipalNet, and have a lifetime agreement to use it for free. Mr. Stafford noted there are three firms like this; two charged and MuniNet didn't; now MuniNet is the largest in the nation. Alderman Feldman asked if this is now the way the City puts out bids. Ms. Rodino•Kutz said they are still advertised in the Pioneer Press and in many cases the Tribune; and generally the Department has a list of people who would be interested. We also put it on MunicipalNet for the general public. Alderman Jean - Baptiste asked how we determine the priority, where we start this process. Mr. Jennings explained that we rotate every few years, that there is a pattern, and in three years we wilt complete the whole cycle. This may be the first time we've done a three-year contract to save money, he said. Alderman Jean - Baptiste clarified that the area now scheduled to be done in 2002 was not done in the last two years. Mr. Jennings confirmed. On voting, motion was unanimously approved. (AM) This item was removed from the agenda prior to the meeting. A3.4) Approval of the Lowest Responsive and Responsible Bid for Rental of Excavator and Loader_ .- Item is the yearly rental for aredging the boat ramp area; the pia was from 5.c.5. at a cost or )1Y,bo. It :ras moved and seconded to rcccmmner-d zpprovat. Alderman r etdmar, wanted to know about the water levels at the boat ramp. Mr. Dorneker said we anticipate, accordingg to the Army Corps of Engineers, an 8" increase in water level in Lake Michigan, bringing it up 3 more inches in the ramp area. We are about 15' below pool right now. Motion to recommend approval was unanimously passed. (A3.5) Approval of Lowest Responsive and Responsible Bid for Portable Brush Chipper - This item Is for use by Parics/rorestry tt Kecreation, from vermeer Miawest inc. at a cost of yLu,txxi. it was noted this is a demo item and it seems to be a good buy. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded; motion passed unanimously. (A3.6) Approval of Lowest Responsive and Responsible Bid for Fire Engine/Pumper and Warranty - This unit is from Pierce Manufacturing inc. at a cost of SJ/U,U/Y. Alderman Rainey noted the unit is a dash pumper. Alderman Feldman moved to recommend approval; Alderman Jean-Baptlste seconded. He then asked to have explained the schedule of purchase andhowcurrent needs are assessed. Chief Wilkinson said Fleet Services schedules the _purchases- the Fire Dept. is the user group. In this case we have an engine we can no longer get parts r, Asked what is done with that engine, the Chief said it will be sold at auction; it's the pump parts that aren't available. Ms. Radek said they are being custom -fabricated. Alderman Feldman asked if another pump could be placed on the unit. He was told yes, but It would cost a lot- it's so old that is wasn't wise to do so. He then asked if this is the typical life cycle of a pumper. Chief' Wilkinson said it varies with how much you use it; for Evanston it's a pretty long run to go that long. It's in reserve right now, so we squeeze a few more years out of them that way. Asked what a pumper did, he explained that it delivers water to hoses and aerial units; the pressure isn't in the hydrant; it increases the pressure and volume of the water. Alderman Rainey asked if we're looking at a piece of equipment that projects farther or is more powerful? The Chief said we used to buy 1,000 gation-per-minute pumpers; we've now gone to 1,500. On voting, motion to recommend approval was unanimously passed. W.7) Purchase of Trees for Spring Planting from Suburban Tree Consortium - This item, for ks/trorestry tt Recreation, Costs �ZL,1LU./3. Alderman retaman movea to recommend approval; Alderman Jean -Baptiste seconded. Alderman Feldman asked if these are the trees that we ordered for these people to nurse and grow for us. Mr. D'Agostino said for the most part they were. The Consortium contracted with certain nurseries to grow trees for several communities. Alderman Feldman asked if a certain number of certain kinds of trees are ordered. Mr. D'Agostino said yes, explaining that we give them a list of what we need. For the spring there are 110. Alderman Feldman asked if there was a "tree du four" he was told that in spring the most popular are three different types of oak and a couple of hybrid elms. Alderman Raineyy asked where ivory Silk Tree Lilacs were going and was told they are anted under utility lines because ti�ey mature to around 25 feet. Motion to recommend this item passed unanimously. (A4.1) Change Order #6 for new Levy Senior Center Construction Decrease in Cost) - This item decreases the total contract amount by �L Y/t, from 55,59Z,tS/-) to �6,66 ,VU4. Alderman reldman moved to recommend approval; Alderman Jean -Baptiste seconded and motion passed unanimously. (A4.2) Additional Architectural Services #1 for Fire Station #3 Renovation - This item would increase the amount pain to Yas/riscnel Partnersnip ay y5,y[u, from >14y,/W to y155,bcU. Aldermen Feldman and Jean -Baptiste moved and seconded that this be recommended for approval. Alderman Feldman asked where the changes were. Mr. Rubin explained it was in the kitchen, dayroom and bunkrooms. He said we had agreement and there was a change of heart, so we had to change the design again. Alderman Feldman asked if this increased the quality of the cabinets and was told it's a number of different things: individual bunkrooms, etc. We understood everyone was on the same page, but there was a thane of heart. Alderman Rainey asked what this would add to the cost of construction and was told it would -add nothing; it is only some space that we've moved around. Alderman Feldman asked if members of the Department who were on the committee suggested these. He was told the member had agreed; then the design went to others those who will live there. That's why they were in on it from the beginning. This is what they want an3what they will get and we will go forward with it. On voting, motion passed unanimously. (A4.3) Amendment #2 to Professional Services Contract for Beck Park - This item would increase the amount of the contract witn SmitilUroup JJK for ark renovation o ye,tsW. It was explained that these were additional expenses that were not includedbecausethis hadbeensent out to bid and no one was found acceptable, and it had to be sent out for rebid. Alderman Feldman and Jean -Baptiste moved and seconded recommending this item for approval; motion passed unanimously. (A5) Special Event: Evanston Bicycle Club North Shore Century Bike Ride - This item would approve a request to noid the 18annuat North Shore century Hide using the Lagoon building and surrounding areas of Dawes Park on Sunday, September 22, 2002. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded; motion was approved unanimously. KResolution 19-R-02 - Approval of a Tiered Approach to Corrective Action -Objectives Agreement - Alderman Rainey found this an interesting item: it says there is contamination oy a suet spits. the at the site (1826 Dempster) is gone, and if we do anything with the roadway, British Petroleum has to help us with clean-up. But by passing this, the IEPA will issue a No Further Action Letter allowing sale of the propert without any further remediation. Mr. Wiemerslage, attorney for BP -Amoco, introduced Jane Bohn andyDavid Piotrowski and said we don't own the property. We are responsible for it since we owned the tank that had the leak. Ms. Bohn explained the property is privately owned and is operating as a small strip mall. Alderman Rainey asked if this wasn't after the fact; it's a brand new development. Alderman Feldman clarified that construction was done on the building, and the unremediated soil is under it, paved over. Mr. Wiemerstage was not aware of what happened with the construction activities on the property. Ms. Bohn said the tanks were removed in 1994 and the station closed down; the state allowed us to sell it to a private developer. The state will require the operator to pursue a request for closure and address the remainin impact. Mr. Wiemerslage said that what was described in the agenda was a bit of a misnomer: it isn't lie there is fuel under the ground. The levels of contamination are so minimal they will allow gelfin a NFA letter for the site. Alderman Jean Baptiste asked if the City of Evanston will be held harmless ofgany claims from the contamination? This was confirmed. Alderman Feldman asked what happened if the present usage ceases and it would be necessary to disturb the foundation of the building. Mr. Piotrowski said we're still responsible. In 1997 the IEPA changed its regulations. The soils in Illinois are clayey and difficult to remediate in place. You can take some out, but it is difficult. IEPA asked if there were another way to make the property developed but still provide protection in a way not to cause a problem. They came up with TACO, which obligates us into perpetuity. Mr. Wiemerslage said this is addressed in the agreement: if the City needed to do construction on the r-o-w, the City would contact us and we would remove the contamination at our expense. At this point in time we don't come out and rip out your roads, etc. Alderman Feldman noted the amount poses no danger to the water supply or anything else. Mr. Piotrowski confirmed. He said we wouldn't enter into an agreement if there was a risk and IEPA would not allow us to enter into it. Alderman Feldman recalled that in the past people could not sell their property if there was a small amount of contamination and properties were rendered useless. Mr. Piotrowski said one of the things lenders ask for is an NFR letter from the IEPA. That is one of the benefits to doing this. Alderman Rainey asked why this is happening now. Mr. Piotrowski said the regulations came into effect 2'h years ago. Prior to that the only option was to clean everything up to pristine condition; the IEPA found they could not close these sites. Alderman Feldman said the question is at the time the property was sold. Mr. Wiemerstage said the property was sold in 1998. Alderman Feldman commented that it was after the loosening up of the law regarding this. Mr. Piotrowski noted this was the time TACO came into effect. Alderman Feldman explained that the reason we are concerned is the idea that contaminated property can be sold and developed without the City knowing of it. We have a very specific investment with the health and welfare of the neighborhood and we were not Informed of the condition of the property regarding the potential contamination. Ms. Aiello said the City was not involved because it was a private transaction, though during permit review we probably were aware as to whether or not they were required to clean it up, which would have been an issue with their lender. She clarified that the City was not involved in any way, believed it was a slab on grade construction. Alderman Jean -Baptiste asked, when property is bein transferred that used to hold contaminants what is the policy of the City regarding the Legal Department He was told it was an issue only between tie two private parties. Ms. Aiello said we advise Oat the new owners be clear with the chain of title so they are not responsible. She noted the tank was removed many years ago when the station closed. At that point we would have been involved In the removal and gotten a closing letter from the state on the tank removal. Alderman Jean -Baptiste asked about the City's potential liability. Ms. Aiello said If road maintenance has to be done, and we determine there Is contamination under the roadway, then we have this document to take care of this. We are not responsible for anything on the private parcel. Mr. Piotrowski said we have similar agreements with the property owner. Alderman Feldman asked if the new owner was aware of the condition of the soil and was told yes. Alderman Feldman said that, though he was hearing we don't bother with private property, he felt the City should know whether there is contaminated soil. Ms. Aiello explained when the tank was removed, the City did monitor where it was removed. In the future, when we have to do roadway work this provides an insurance policy that the City will be protected. The tank was removed by Amoco several years before the sate. Chief Wilkinson explained there is a process for removal and we monitor that. Alderman Feldman asked if the City also knew that the condition of the contamination did not produce any threat to the community Ms. Aiello said that was correct. Mr. Piotrowski noted the regulations now allow us to do this. Before it didn't. We now have an opportunity to come to you and ask what is the best way to do this. It's better than the way it used to be. Alderman Feldman said it sounded flexible and realistic. Mr. Wiemerslage said the indemnification to the City is very broad: it's not just to the roadway. During this discussion, Alderman Rainey had to leave to join the PEW meeting in progress, and there was no quorum to vote on the above, or the following issues. (A7) Resolution 15-R-02 - Authorization to Sign Parking Lease for Retail Parcel - This item would aut orize entering into the lease with Church St. Plaza LLL for a parcel south of Church St. Discussion of this item included the following: Ms. Brenniman noted there is a modification to the language of the Resolution, and that where the City of Evanston is shown as tenant the language should be as landlord; and the Church St. Plaza should read as tenant. Ms. Aiello said that this was part of the redevelopment agreement: we agreed we would lease spaces to the Hitt Co. when it was ready for occupancy. Because we didn't have a Parking Committee scheduled, we are bringing the item to AEtPW because they are hopefully closing on the property within a week and a half. CAB) Resolution 16-R-02 - Joint Agreement with IDOT for Phase 2 Engfneerinq for the Asbury Ave. Bri ge - l nere were no questions or discussion about this item. (A9) Resolution 17-R-02 - Allocation of Motor Fuel Tax Funds for Phase If l=ngineerine Study for Asbury Ave, t3ridge Nroiect - I here were no questions or discussion about this Item. (A10) Ordinance 17-0-02 - Amending Sections of the City Code Regardine Animal License Fees - There were no questions or discussion about this item. (Al I) Ordinance 18-0-02 - Amendine Sidewalk Caf6 Ordinance - Mr. Franz explained this item would raise the annual tee for the ticense from 51(HI to 51UU. we charge both an annual fee and the $1.00 per - foot fee. The latter will stay the same. Alderman Feldman asked how many sidewalk cafes we have and was told the average is 19. There were no further questions or discussion on this item. `A13) Ordinance 21-0-02 - Amending Ordinance 6-0-02 -Revised Parking Fines -This reduces the fine for having tyo State Registration from 5J:) to 5t5, to comply with the IL venicle Code. It is being recommended the item be for introduction and action tonight. There were no questions or discussion about this item. CA14) Ordinance 22-0-02 - Amending Sections of the City Code Regarding Recvcline Collection Service CCharge - Alderman teldman noted this item had already been voted on (during budget deliberations). (See also below for further discussion.) ITEMS FOR DISCUSSION - None COMMUNICATIONS (APW1) Police Officer Hiring Report - Alderman Jean -Baptiste noted the process continues. He asked the numbers currently. Mr. Rubin read the report: all current vacancies filled at the officer level, six officers available to fill future vacancies and promotions; three officers are in the Academy; six In the Field Training program. Four officers are on light duty. (APW2) Cable Franchise Transfer of Control - Mr. Rubin explained the information provided starts with a very simple structure on page one snowing step one. Step two gets more complicated. He was pretty sure AT&T Comcast would be operd'w ating our cable system through a of of people- probably the same people will be on the end of our calls for assistance. We would hope some of the g000rk Comcast has done_ In the industry wilt rub off on AT&T and give us improved service and reliability. Whenever you change control or ownership of cable, the FCC requires filing a form. The City gets this and has 30 days to ask questions about it, and 120 days to take action. This is an informational piece to tell you we are in the process. Later the Committee will get a request to approve the transfer. We have a professional consultant, he reported, who reviews this for the 52 communities involved, so one review is equal to all the communities who have received this notice. The report was accepted. CONSENT AGENDA AND VOTES TO RECOMMEND APPROVAL At this point, Alderman Rainey returned from Planning & Development. Alderman Rainey stated she wished to discuss item (A14) Ord. 22-0-02 - Amending City Code Regarding Recvcline Collection Service. It was agreed that the following previously discussed items be placed on a Consent Agenda: (A7) Resolution 15-R-02 - Authorization to Sign Parking Lease for Retail Parcel- (A8) Resolution 16-R-02 - Joint Agreement with iuu I i (A9) Kesolution 1 /-K-UL - Allocation of Mt t t unds; (A1 U)) Urdinance 1 /-u- UL - Amending Litv Lode Loncernme Animal license tees; (Al I) Ordinance 18-U-U[ - Amending Sidewalk Cafe Ordinance and (A13) Ordinance Z1-O-UZ - Amendinq Ordinance 6-U-UL Revised Parking tines. A6) Resolution 19-R-02 - Approval of Tiered Approach to Corrective Action -Objectives Agreement ACLU . Alderman tetdman recapped the discussion of the item. tie said his concern had been it they Knew he condition of the area, and how private property could be transferred with the condition of the soil. Mr. Rubin said there is responsibility on the digger to report what is found, and explained the State Fire Marshall does the notification. Discussion continued. Alderman Rainey pointed out that it was Interesting that there was such a controversy about that development due to the Payday Loan Store. Mr. Rubin noted the requests for suspension of the rules to pass Items Al and Al this evening. Aldermen Feldman and Jean -Baptiste moved and seconded the approval of the Consent Agenda encompassing the above items. Motion was approved unanimously. (A14) Ordinance 22-0-02 - Amending Sections of City Code Res;ardine Recvclinst Collection - It was moved and seconaeo to recommend approval. Alderman Kainey nad a problem wltfi the pnrase that the charge "will be automatically adjusted to match the current contract Price in the future." She said taxpayers were told we are adding $1.86 to our recycling charge: we didn t say the amount would change each year. Mr. Rubin asked if the Committee wanted this item to come back each time there is a change in the price and was told yes. This increase was to cover the current costs. Mr. Jennings noted we can amend this to just add the S1.86 fee. It was moved and seconded to delete the phrase in quotes above. Alderman Rainey asked if this was the Ordinance that allows for the $1.86 increase. Mr. Jennings said this is where the dollar amount came in- language appeared in the first sentence of the Ordinance. Motion to recommend this Ordinance to the Eauncit with the stated amendment passed. Alderman Rainey asked, concerning the Communication on Cable Franchise Transfer of Control, if we are discussing this with the Cable Committee. Mr. Rubin explained that Committee was only for franchise renewals. We gave this to a consultant who will review all 52 transfers, and explained again about the timeline of 30 and 120 days (see above). There being no further business, the Committee voted to adjourn the meeting at 8:11 p.m. Resp7ctfulty submitted Darlene E. Nil$es Executive Assistant DRAFT -- HOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION ft PUBLIC WORKS COMMITTEE Meeting of March 25, 2002 Members Present: Aldermen Feldman, Sean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Kathleen Brenniman, David Cook Paul D'Agostino, Zettee Edwards, Richard Figurelti, Mar'K Franz, Keith Fuji6ra, Douglas Gaynor, Chief Hunter, David Jennings, Wayne moran, Darlene Nilges, Mary Rodino-Kutz, Max Rubin, Bill Stafford, Donna Stuckert, Chief Wilkinson Others Present: Jean Esch, DwAd Kunp, Susan Cooney, Bud Nesvig, Walter Wolff, Shahid Pervaz and others Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:15 p.m. APPROVAL OF MINUTES Alderman Feldman moved approval of the A&PW Minutes of 3/11 /02; Alderman Jean -Baptiste seconded the motion; upon voting, the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Alll Citv of Evanston Pa)Toll throuizh 3/11102 - On voting to recommend approval of the 3/14 payroll fn the amount of yt,tssu J*.15, Amerman tetdman moved approval; Alderman Jean -Baptiste seconded; the motion passed unanimously. (A2) Citv of Evanston Bills through 3/26/02 (FY 01-02) and 3/27/03 (FY 02-03) - Alderman Feldman moves to recommend approval of the JILb biLLs last In the amount of j1,tAU,'//L.Y1 and the 3/27 Bills List In the amount of $769,391.33. Alderman Rainey noted having received answers to fier series of questions. Alderman Jean -Baptiste had several questions: to a question on an item under "Vehicle Body Maintenance" account 4030, as to whether there is a long-term contract with Dempster Auto Rebuilders and others, Mr. Jennings answered that we use several local firms. in answer to what the process constitutes, he promised to get that information; he does know we use more than one local firm for body maintenance. At this point Alderman Rainey left to join the P&D meetingg in progress. To a question about a payment under "Other Admin. Services' to Robert Shonk, Mr. Stafford answered that Mr. Shonk was the ex -Finance Director, and he has a contract to do consulting work for debt service work and other analysis on the TIF. Alderman Feldman asked if this was a contingency, and was told no: it's pay for service. To another question, Mr. Stafford estimated we pay Mr. Shonk about S12 000/yr. Alderman Jean -Baptiste inquired about doing this in-house. Mr. Stafford said that historcaily we haven't been able to do this due to short staffing; as time goes on we will be able to phase this item out. Alderman Feldman noted that Mr. Shonk was a great consultant. Alderman Jean -Baptiste asked if the phase -out would be within the next year. Mr. Stafford said yes, and that we will have to wait until the rPxt major TIF is done due to Mr. Shonk's support on that item. Regarding a "DCCA Grant - Rec. Facility" lire item, Alderman .lean -Baptiste asked if the use of Kinko's is as -the -need -arises, or is part of an cn-going relationship to provide services to us. Mr. Gaynor said this item was for duplicating the Southeast Evanston Recreation survey. We used Kinko's due to the quantity needed. He explained we use them from time to time when we have big jobs. This was funded through the grant we have for this survey. It was clarified that Kinko's is an Evanston business; that Generation Copy is used for the Council packets, and that that job had been bid. Alderman Jean-Baptiste's final question concerned the "New Financial Software" line item of $4,000 to MKM Consulting, Inc. Mr. Stafford explained this contract was approved by Council a year ago: regardless of who will provide the new financial software, we have to go through all our processes and map them out, interview our people. New financial software does things in different ways, and you have to strategically decide what we wilt do differently and what maintain. Much has to do with audit requirements. Auditors do two things: audit our paper records and audit our financial system. Prior to a new system, we have to document how the prior one works and compare it with the new one. Alderman Jean -Baptiste asked if this firm helped evaluate the software on the market. Mr. Stafford said the recommendation still will come down to staff; the company assists us in the process. Asked if they were on retainer, Mr. Stafiurd said we pay them per the contract. On voting to approve the Bills List, motion was unanimously approved. IAI .oproval of Lowest Responsive and Responsible Bid for Water Plant Roof Repairs and lacement - Alderman Moran moved to recommend approval of the hid of MacoKoot Systems at a cost oir 1/ts,.iyu. Alderman Jean -Baptiste said that when he looked at the information on advertising for bids, he did not see the Pioneer Press listed. Ms. Rodino-Kutz said Pioneer Press was used: she left it out of the list accidentally but noted Pioneer Press Is always used. She added that it was placed on MuncipalNet which is regfona( and national. Alderman Jean -Baptiste asked if no Evanston roofers bid. Mr. Figurellf said we had six local companies in the pre -bid meeting. Out of them, two bid. Ms. Rodino-Kutz believed none was an Evanston firm. Alderman Jean -Baptiste asked if, in staff's experience, there weren't capable Evanston roofers. Mr. Rubin said there were, but sometimes they are too busy to bid the work, or they prefer not to bid our Job. Ms. Rodin-Kutz noted Hanson Roofing was sent a bid invitation by mail. Mr. Stafford added that ifjour projects are ones that take longer, roofers would rather have shorter jobs and more of them. He said sometimes our economy of scale jobs are too big, and the companies make a business decision that they don't want to tie up that amount of time with their people. They'd rather take smaller lobs. Alderman Jean -Baptiste noted roofers usually are not busy in the winter. He seconded the motion o recommend approving this item, and motion passed unanimously. JA3.2) Approval of Agreement with Evmark for Landscape Maintenance of Special Service Area - This item would approve an agreement for the downtown area at a cost of y4J,Jbf . Alderman Moran moved to recommend approval; Alderman Jean -Baptiste seconded. Motion was unanimously approved. (A4.1) Approval of Change Order #1 for Fire/Police Headquarters Renovation Project - This Change order, with Central Laxes Construction, would increase the project cost by 5111,L8J. Alderman Moran moved to recommend approval. Alderman Jean -Baptiste seconded, noting the pictures which showed the slabs. Mr. Rubin explained the slab is crumbling because coated rebars were not used in the past and they rusted and popped off the concrete. On voting, motion passed unanimously. (A4.2) Approval of Change Order. #2 for Noyes Cultural Arts Center Rehab_ Project --This Change Order, With Great LaKes urou inc, would increase the cost of the project by �1 ], Id/.4 . Alderman Jean -Baptiste moved to recommendpapproval and asked the source of funding. Mr. Gaynor replied It was a grant from the State of Illinois. Asked how much we have left, Mr. Gaynor replied not much: we have spent almost the full million. He noted we are very close to completion. Alderman Feldman asked if there was a goat in mind in terms of a given condition or repairs that we wanted done. How much is left in terms of need and ability to meet them? Mr. Gaynor said in terms of needy there's 2,3 or 4 million dollars' of work that could be done, noting the building is over 120 years old with significant needs. He explained the City received a 51 million grant to start a performing art center in the downtown but when the estimate came In at $14 million, the language of the grant allowed us to use it to renovate �oyes. We hired an architect who placed priority on the highest needs. We replaced boilers, windows, soffits, gutters, air conditioning In theatre and great room, and new ceiling, lights and heating in the great room, and painting the entire facility inside. What's left is air conditioning in the gym and exterior painting which he noted, will complete, and deplete, the grant. On voting to recommend approval, motion was unanimously passed. (A4.3) Approval of Change Order_#1 for Professional Services for Bicycle System Improvement Project - This Lnange uroer, with busan vinsoi, would increase the cost of the project by yL 66I.L1. Alderman Moran moved to recommend approval; Alderman Jean -Baptiste seconded the motion; motion passed unanimously. (A5) Special Event - Arbor Day Five Race - This annual race along the lakefront would be held from 9:00 a.m. to 1 mu a.m. on April L1, LUUL. Alderman Moran moved approval; Alderman Jean -Baptiste seconded; motion passed unanimously. (A6) Traffic Calming Plan - Speed Humps at Hovland Ct. between Church and Emerson. and Clyde Ave. between Howard and brummel - Aldermen Moran and Jean -Baptiste moved and seconded recommending approval of this item. Mr. Jennings explained that Alderman Rainey wished to add a street to this list: Mulford west of Dodge, adjacent to James Park. There are no residents on either side, and is a safety measure. There were no objections to this. Alderman Jean -Baptiste moved to amend Item A6 to Include the additional street of Mulford west of Dodge, for installation of speed humps. Aldermen Moran clarified this is the drive that goys into the park. Mr. Gaynor said there is a lot of traffic on that road, and with the Levy Center there will be more. There are also City vehicles and composting. We want to stow traffic down. Alderman Moran asked if there had been a survey of the senior center population and was told no. He wondered if It made sense to do it; he understood the traffic control aspect. It was noted there is no stop sign. Mr. Rubin said from personal experience we can use speed humps there; people ggo "rip trig down there' all the time. It's a clear shot Into the park. Alderman Moran's concern was for the senor citizen population that may not be alert to It, and perhaps being frail, might be taken aback by the speed humpps. It was suggested the speed humps be placed sufficientlywestso that seniors will not hurt themselves. Mr. Gaynor said we can take these concerns under consideration and place the first hump past the first entrance into the Levy Center parking lot. At this point Alderman Rainey was present. On voting, motion was unanimously approved. (A7) Amendment to Garden Fair Special Event Permission -- This item would amend permission to hold the barden rair to inctuae private vendors and non-protits in place of a large Garden Club which withdrew from the Fair. Asked if this is a change in our policy, Mr. Gaynor said we allow private vendors with approval from the Council. Susan Cooney of the Garden Council explained the largest vendor at the Raymond Park site Is the Evanston Garden Club. They need to raise about S10,000 and found they cannot make as much money as they would like to (and withdrew). She noted the your Seasons Club and Ecology Center will be there. We have had other vendors in the past she contin jea, and have browght it to the Council. She said the Garden Council was considering garden ornarre:ir�r,on vendors. On voting to recommend approval, motion on this item passed unanimously. (A8) Resolution 22-R-02 - Easement Agreement with Metropolitan Water Reclamation District - This item would authorize the t-ity Manager to sign an easement agreement for removal of a segment of water main at 2222 Green Bay Road. Aldermen Moran and Feldman moved and seconded the motion to recommend approval of the item. Motion passed unanimously. (A9) Ordinance 27-0-02 - Revised Street CleaninQ_Reguiations - Alderman Feldman moved to recommend approval; Alderman Kainey secondeu the motion. uiscussion: Alderman Rainey asked if the sentence in the material reading 'This action does change any districts or the fines for violating the Ordinance" was intended to read "does not change..." and was told' that was the Intent. Alderman Moran asked why we are changing this. Mr. Jennin explained that the current Code defines the street cleaning boundaries in half to three quarters' page of text. There is no reason to define those if we broaden the language and say if one violates the street cleaning regulations, you violate the ordinance. It's a simplification of what we're doing It means we don't have to put the individual code sections on the parking tickets when there are violations. The officer would have to know which section the offender is in, and numerically list it on the ticket. It is legal to write tickets without this, but we have to collapse the violations into one section to do so. Alderman Moran asked why it was originally broken out into four sections. This was not known though the feeling may have been that we needed very specific boundaries. Alderman Rainey asked it perhaps it had to do originally with organizing the equipment. Mr. Jennings said the boundaries are how we sweep the streets. He did not know why that had to be placed on the ticket. Alderman Jean -Baptiste asked If this will Impact siggnage. He was told no, it's an enforcement technique. Alderman Feldman made the analogy of having the Gi[[yy divided into sections, and although the whole City had the same speed limit, the officer would have to indicate which section you were in if you violated the speed limit. On voting to recommend this Ordinance, for introduction, motion passed unanimously. (A10) Ordinance 28-0-02 - Revision of Fine for Parking Too Far from Curb - Alderman Feldman moved approvat and noted there are streets in rns ward that it you parts within the legal distance, yyou cannot open your door because the curb is too high. He noted we have talked about this before: one is darned if you do and clamed if you don't. Mr. Jennings said that when we resurface we should adjust the curb height or gutter line. He agreed there are these problems in certain places. Alderman Feldman explained that these curbs are very old and we haven't done anything about it before. Are we going to look at this when we resurface again, Alderman Rainey noted this Ordinance's only thane was in the consistency of the fine ($25). On voting to recommend approval of this Ordinance, for introduction, motion passed unanimously. (All 1) Ordinance 29-0-02 - Revised Parkinq Meter Hours - This item would extend hours In the downtown area from 9:txu a.m. - b:uu p.m. to ts:uu a.m. - y:uu p.m. Alderman Feldman moved to recommend approval of this Ordinance; Alderman Jean -Baptiste seconded. motion passed with Alderman Rainey voting nay. (Al2) Ordinance 30-0-02 - Four -Way Stog at take and Wesley - Alderman Jean -Baptiste moved to recommend this item, for introduction and Action this evening. Alderman Moran seconded the motion, and motion passed unanimously. (A13) Ordinance 31.0.02 - Establlshin a Loading Zone at 2042 Dewey Ave.- This Ordinance would create a loading zone for a disatitea resident. Ataermen tetaman and Jean-taptiste moved and seconded the motion to recommend approval of the Ordinance, for introduction. Motion was unanimously approved. A141 Ordinance 32-0.02 - Prohibitinq Parkini�on Forest at Greenleaf and at Hamilton Intersectlons - Is item wouta correct a sight -tine proutem merman moran moved to recommend approvat or tnis Ordinance, for introduction tonight. Alderman Feldman seconded the motion which was unanimously approved. (A15) Ordinance 33-0-02 - Passenger Loading Zone on Wesley Ave. at Dewev School c 9:00 - 4:30 - Aldermen Feldman and Moran moved and seconded the motion to recommend approval of ne* urdinance, for introduction. On voting, motion passed unanimously. (416) Ordinance 34-O-O2 - Removal of Cab Stand at 339 Howard St. - Alderman Rainey reported before discussion of this item, that today many Lily staff had met with t.ity of Chicago staff, and t6t the Streetscape is ready to commence. 7?ie first step is a three foot water main replacement on Howard, to be placed in the street- What will be required beginning this week is that all parkin , including the cab stand, be removed from both sides of Howard. She asked that this item be held but sie did wish there to be discussion this evening. The Howard Street project will be going on at least two weeks, and testing for at least two more weeks. We don't know the termination point, she added. From then on, there will parking on one side of the street white work is done on the other side until July. Alderman Feldman asked if there were plans for a new location for the cab stand. Alderman Rainey wished to speak to the whole concept of removing the stand. She explained what has been going on: we reduced the cab stand from 8 to 3 cabs. We had a large crowd present at the time including cab company owners. We debated and she said the reason it was happening was the abusive behavior of cab drivers and refusal to abide by the limit to the, number of cabs at the cab stand. The decision was to reduce the number due to the problems, the abuse, the filth on the street, etc. She said she would be happy to add the cabs back if the drivers can act as decent human beings. But what, she asked, has ha penedf The have thumbed their noses at the people in the community and the City law. She had called Mr. Wolfftwoweeks ago about 10 NorthShore cabs at the cab stand. The next day there were 18 cabs of all kinds there. This has gone on and on. She noted Police find cab drivers with no licenses at all, or no chauffeur licenses, or suspended licenses. She referred to the report on the PFtD agenda item about the site for a Subway that indicated that many of the police calls involved cabs and said it was outrageous. The people at Subway are telling PEtD that none of the problems on the block have to do with their property: all are cab.related problems. She termed this the most abusive relationship, and said the cab stand doesn't belong there. She said owners have no control over their drivers. She reported that today there must have been 20 cabs there: 3 in the stand and the rest illegally parked all over. A police call went out that we were going to check the stand and 12 cabs disappeared because they have scanners. The amount of Police Dept. attention required is not fair to Evanston taxpayers. She reported that Chicago Alderman Joe Moore's office also wanted to get rid of the stand, and believed Pace wanted it gone as well. Mr. Wolff stated that Chicago cabs park illegally in our spaces all the time. Alderman Rainey disagreed. He noted when he got here he told everyone to get off the stand. He said his cabs sit in Dominicks' lot, who don't want them there. He said we tried to sit at Walgreens, and noted Western Avenue is a source for people coming from Rogers Park and all the taverns use the cabs, and they have no place to sit. He said he had spoken before about Post 2 being. a call for St. Francis since Post 1 was taken away. Alderman Rainey said that St. Francis has three parking lots, and sugggested if they are the designated St. Francis cab, they should sit over there and get permission from St. f rands. Alderman Jean -Baptiste wanted to reduce the issues so as to better understand them. If seems, he said the issues you are raising are that the cab drivers dirty the area; and there are too many of them parkei3 there. Alderman Rainey said that we are talking about them completely violating the rules after having the conditions set for them. Alderman Jean -Baptiste asked if we can reduce the issue to the abuse of the privilege of sitting at the location and on top of that when they get there they throw things on the sidewalk or street. Alderman Feldman added that the other issue is the lack of proper licensing. Alderman Jean - Baptiste felt this was a different enforcement issue, having to do not just with this stand. Alderman Feldman noted it does speak to the issue in another way: if in fact they do dirty and over -park there, and if there is a consistent violation of the law as to licensing, he interprets this to mean the cab companies have little control over their drivers. Alderman Jean -Baptiste felt that was a larger issue that would manifest itself throughout Evanston. That's why he wished to focus on the issues at that stand. He wondered if there was an alternative being proposed. Alderman Rainey suggested finding a place for the stand in the Second Ward. At this point Alderman Feldman left to join the PEW meeting in progress. Alderman Rainey noted these issues occurred over time and were ones we couldn't resolve. She reiterated that 18 cabs all were on Howard St. and said there's a total disregard and irresponsibility on the part of the cab owners, associations and drivers. She was grateful to learn about the construction, and was willing to put this on hold, but said she would " o to the wall" on this: buildin owners say the solution to their problems is to get nd of the stand, as do ace Bus Company and the Chicago Aldermen. It's the cab company's problem to kind another location and bring It to the City She suggested the item be placed on hold and brought back at the next meeting. Alderman Moran asked if the question as to an alternate location was part of the discussion. Alderman Rainey replied they have never come with an alternative; she had suggested the near -empty St. Francis lot or Chicago Ave. Mr. Stafford suggested having a meeting with the Association to talk about alternatives. Alderman Rainey agreed. Mr. Jennings offered to be part of this. Mr. Wolff said that Mr. Jennings and he had checked Dilaces. Alderman Rainey noted this is a high maintenance item: a lot of people are doing a lot of work on is issue. She did not know any other neighborhood that wanted that in their neighborhood. Jean Esch asked that getting off the train at 1:00 a.m. be considered. Alderman Rainey spoke of two people she knew: one, with a broken tU, was told the cab wouldn't go to the 800 block of Brummel. The other was told the 700 block was not tar enough to go. Ms. Esch noted that was only two people. She described getting off the train at that hour. Alderman Rainey suggested calling a cab in those instances. Ms. Esch spoke about the neighborhood and being a woman alone at that hour. She noted it had been over three years since the Taxicab Advisory Committee have met to discuss with staff. Alderman Rainey said that site should take up the matter with the Mayor. Ms. Esch thanked the Committee. IA17) Ordinance 36.0-02 - Amendin3 Ordinance 102-0.01 - increasing, Trial Period for Private ttmmobuization of vehicles In Lentral business Uistrict jbootingl - Un voting to extend the trial penod until April 1, 1Ws Alderman moran votes aye, wiih dtaermen Jean -Baptiste and Rainey voting na . It was noted Alderman Feldman was not present to vote. The final vote will be held until he returnedy, CAI 8) Ordinance 37.0-02 - Amending Sections of the City Code Establishing Special Pickue Fee for Refuse - i he tee would be a 515 cnarge for special pickups on the water bill". I ne definition of what conis iiutes a special pickup was explained as consisting of things that you cannot get into your garbage container. Alderman Moran moved to recommend this item, or introduction; Alderman Jean•Baptiste seconded and motion passed unanimously. Regarding an item for Action on the Council AixPW agenda, (A20 - Ordinance 20-0.02—Vacation of Property) Alderman Rainey reported that there were four parcels with the alley in the mladte tnat were tied Co this vacation for CVS Pharmacy. They were asking that a 60-day requirement for payment for the alley be changed to allow them to pa when they close on all the properties. Ms. Brenniman and Mr. Jennings said this would not be a problem. Alderman Rainey clarified that it was a joint closing, with all properties closing at once. ITEMS FOR DISCUSSION - None COMMUNICATIONS (APW1) Police Officer Hiring, Report - Accepted. (APWI) Cancellation of August Chicago Football Classic at Ry#n Field - Mr. Rubin explained that this had nothing to ao wim us. Alderman Kainey aaaea that it nad o co with a Viacom advertising issue with Northwestern. She thought it could have been worked out, and noted the organizers had thanked the City for our interest. Aldermen Moran and Rainey discussed that Viacom had an ironclad contract and there was nothing that they could so about it. (APW3) Update on Re -marketing for City Bonding for FY 2003 - Accepted. (APW4) Fire Deoartment Monthly Report - Accepted. (APW5) Memorandum:_ ATRT - Comcast Due Diligence Project - Mr. Rubin described this as more information about wnars going on to Keep us up to date. it-s been agreed that these two consultants will do all the questioning for the Chicagoland area, which includes 52 communities. Alderman Rainey asked if there were any opportunities in this? Mr. Rubin said no, and reported that Comcast will have a high level of debt. That is one of the questions that will be asked by the consultants, and one of the things you can reject the proposal on. The Vice President of the Chicago area has a main focus of improving customer service issues. Mr. Rubin had cause to deal with the company at his residence and he was satisfied. He - noted their customer service people are sending monthly reports. He hoped they are getting better. Alderman Feldman returned to the meeting. Alderman Rainey queried him as to his vote on (A17) Ordinance 36-0-02 - Amending Ordinance 102-0-01 Increasing the Trial Preeram for Private Immobilization of Vehicles vntnin C entral business Uistrict (bootin ) to 4/l/U3. Alderman r•eldman voted nay, after learning we naa not neara from the Afaerman or Ene Ward. i nerefore the motion to recommend approval of this item to the Council failed In Committee. It will go to the douncil with that report. There being no further business, the Committee voted to adjourn the meeting at 8:22 p.m. It was noted the Police Awards Ceremony was being held at this time In Council Chambers. Respectfully submitted Darlene E. Nilges G Executive Assistant DRAFT -- HOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION Ik PUBLIC WORKS COMMITTEE Meeting of April 9, 2002 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Arthur Alterson, Mauro i Barry Kathleen Brenniman Pat Casey, Roger Crum, Paul D'Agostino, Bob Dorneker, Yeltee Edwards, Mark Pranz, Keith Fuujjihara, Douglas Gaynor, Aleck Granchalek Chief Hunter, David Jennings, Mike Madden, Darlene Nil es, Cathy Radek, Bill Stafford, Donna Stuckert, Chief Wilkinson, Barbara Ydanowicz Others Present: - Jonathon Perman and others -- Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:08 p.m. She stated that tonight's agenda was a long one. APPROVAL OF MINUTES Alderman Feldman moved approval of the AftPW Minutes of 3/25/02; Alderman Jean -Baptiste seconded the motion, and the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA Ai) Citv of Evanston Pavroll through 3/28/02 - The Committee considered two Items: the 3/28 payroll n the amount of S1,Iy1,5L3.11, as well as item A2) City of Evanston Bills through 4110/02 (FY 01-02 4/01/02 (FY02-03 Special) and 4/11/02IFY 02-031. trills through J/1U equated 555d,681.1!• bills through 4/1)l (special) totaled Sy ,,cuu.uU; tsitis nrougn 4111 came to ,600,289.14. Alderman Feldman moved to recommend approval of these items. Alderman Jean -Baptiste seconded the motion. Alderman Feldman clarified the terminology of prior and current year bills. On voting, motion passed unanimously. (A3.1) Approval of Lowest Responsive and Responsible Bid for Completion of the UST `Underground Storage rants) Protect at service Lenter - Phe recommenaation was to award the bid to Pietro Lnvironmental Lontracfors at a cost of b�,B90. Alderman Feldman moved approval. Alderman Jean - Baptiste asked the basis for the major difference between the two bids ($85,890 vs. $46,675) and whether when the other firm, Accurate Tank Technologies of Naperville, could not provide the paperwork, there was any follow-up to tryry to get it, since the savings v:outd be almost $�10,"0 . Ms. Radek could not speak to Purchasing's M/W/EBE process, but said Accurate Tank attended the pre -bid meeting and were advised of the requirements of the bid package. She did not know why they didn't choose to provide it. Alderman Rainey asked if someone could speak to this requirement noting the difference between bids was almost double. Mr. Stafford explained that under our process tAe can either submit the minority information, or ask for a waiver. They didn't attempt to do either. Alderman Rainey asked, short of that, if the contractor was qualified. Mr. Stafford and Ms. Radek said they could not speak to that. Alderman Rainey asked hypothetically if the cost of having minority participation was $40 000. Ms. Radek explained that the low bidder Accurate Tank, is not an authorized provider of the feeder Root system, which is a concern. There/s not only the storage tank system to put in, but the electrical work, and because we have two "farm sites" it's critical that we have the right installation according to code. The bonding company two years ago put out a proposal for this system, she continued: we never saw this proposal, but the consultant toldusthe prices were in the neighborhood of $65,000 - 70,000. She felt there were real, technical reasons for the difference in price. Alderman Jean -Baptiste asked when staff found that this was relevant, noting this seemed the main issue, and that, if the lower bidder could have gotten the waiver, we could have saved close to $40,000. Ms. Radek said at that time we wouldn't have evaluated the bids as to technical expertise. The system that was put in was not correct, and the submersion pumps are not correct. Alderman Rainey noted this whole thin was a disaster and before now we should have known of the problem; she recalled the contractor wen bankrupt, the banding company was liquidated. Alderman Feldman said we talk about the company getting a waiver; his interest concerned the aspect of this requiring a phone call from staff; staff hadsaid the company was at the meeting and they knew the requirement. Alderman Feldman speculated that perhaps the documents were mispplaced. He wasn't suggesting that we go out to get the bids of people not Interested, willing ar capable of fotlowing M/W/EBE requirements. But if capable, and we could save half the price, it's worth a phone call. FinalCy, the way it was stated in the packet material as to the reason they were deemed non responsive is that they did not folllow through on the MIW/EBE requirements. He is hearing that possibly even if they had, they may not have been acceptable for other reasons. Ms. Radek explained that the technical requirements had not been discussed with the company. Alderman Feldman asked if they would have been bidder of choice had they filled the requirements. Mr. Radek would have had serious reservations. Alderman Feldman asked for what reason they would have been rejected. Ms. Radek said they would have had to provide warranty from the Feeder Root Co. Alderman Feldman asked if this was required in the bid documents. Ms. Radek said yes. Alderman Feldman asked if that had been in their bid documents. Ms. Radek did not recall. Alderman Feldman noted the difficulty in determining what happened. He was interested in saving money, but more, would like to know the process. Ms. Radek said her concern was when cur enSineers and staff go through the bid with the companies so they know the requirements and at the bid opening they goose not to file the critical documents. This makes her believe they won't follow through to provide the service we require. Alderman Feldman was uncomfortable because he did not believe she was qualified to answer these questions, Did they comply in every respect other than the minority requirements? Ms. Radek said no, they did not provide full documentation as to guaranteeing they could install the Feeder Root System. Alderman Feldman asked the form the guarantee took from the any who got the bid. Ms. Radek said she called the Feeder Root system and learned they were authorized installers. Alderman Rainey asked If that was made a specification in the bid. Ms. Radek answered that we said you had to provide the Feeder Root Installation and accompanying warranty. Alderman Rainey interpreted that Accurate Tank was not qualified on a variety of levels, but because they did dot have the minority documentation staff did not evaluate the rest of i[ Alderman Feldman noted that it would have helped to have stated this in the text. Mr. Jennings said we would be putting in speculation at that point because they were disqualified due to ---their not -meeting the -first .requirerr►Pnr, and it,would be -unlikely that they could make the. hid srRcs. The.......... . engineers had not evaluated them, because it's a two-phase process. They have to meet the first one before we evaluate them. Alderman Feldman's point was of you hadn't evaluated them you had no reason to believe at that point that they might have been a non -responsive bidder on other grounds. If that was the case, would it be possible to call them and tell them they are missing something What If the successful bid had been for $170,000? Alderman Rainey answered we would have re --bid. Mr. Crum explained we cannot accept a bid that doesn't meet basic bid standards. If you Find a big discrepancy you would have to rebid. Alderman Feldman felt that was good to know and asked if the Cit had never received a bid that was missing something. Mr. Crum distinguished between minor vs. major discrepancies In the bid: if major, you cannot accept the bid. Alderman Jean -Baptiste said as presented, and the price difference, he felt it justified to try to clarify this on paper. Mr. Crum agreed, noting as Ms. Radek indicated, we knew the company was probabiy marginally qualified at best and did not pursue it or write it up as clearly as we could have. Alderman Rainey felt the croblems had been clarified. On voting to recommend approval of the bid of Metro Environmental ontractors for completion of the UST project costing $85,890, motion passed unanimously. (A3.2) ADoroval of Proposal for Phase II Consultina Services for Levy Center Courtyard and Exterior Landscape Deslgn - I his item would approve a proposak trom Woltt-elements costin§ ySU,LUU, and was contingent on passage of Item A7. it was agreed to discuss that item first. LA7) Resolution 21-R-02 - Agreement with Rothschild Foundation and Life Enrichment Fund for Levy, enter eaurtyara -- Atoerman itainey ex iainea tilts agreement would support the project at the new levy [.enter (enabling garden and courtyard development). Aldermen Feldman and Jean -Baptiste moved and seconded the motion to recommend approval. Mr. Gaynor introduced Rob Mayer, president of the Foundation, and Bob Lockwood, the Treasurer of the Leery Life Enrichment Fund. Mr. Gaynor explained that for this to work, the Foundation, with Council approval, will provide a certain amount of money for the development of the courtyard's enabling garden. The money will be deposited in the Life Enrichment Fund and that group will send it to the City to pay for the work. Alderman Rainey said it's important to note that this is about $376,600; her deep appreciation goes to the Foundation along with her thanks for the help and direction that has been given us. She noted it's going to be the number one site on the Garden Walk. Alderman Feldman also thanked those present for the great deal of difference this will make to the seniors throughout the day. He called it a dramatic enabling - both in terms of the garden, and our ability to create it. Mr. Mayer complimented the City for its vision of a model center. He spoke of the unusual partnership created, and Mr. Gaynor and his staff's assistance to make this happen, and noted there's only one other enabling garden In the state. When done, he said we will have a unique garden which could not happen without c ration with Mr. Gaynor his people, this committee and the City Council. Alderman Feldman discussed importance of the enabling garden at the Botanic Gardens In Glencoe, how it draws great attention,, and the many people who go see it. He thought that once we have our garden "In full blossom," we will have the same type of visitation. Alderman Rainey added that we will have consultants from the Botanical Gardens. On voting to recommend approval of this Resolution, motion passed unanimously. (A3.2) See Above for Description - On voting to approve the purchase of Phase II consulting services from Wolff Ltemenu for the Levy Lourtyand and exterior landscape design project, in the amount of $58,200, Alderman Feldman moved approval; Alderman ,lean -Baptiste seconded; m :pion was unanimously n favor. (A3.3) State of Illinois Low Bidder for Six Police Package 2003 Ford Crown Victoria Sedans -- This item would award the purchase to LandmarK Ford, for a total of 51.5,rLu including delivery and warranty. Alderman Feldman moved to recommend approval; Alderman Jean Baptiste seconded; motion carried unanimously. (A3.4) Sole Source Purchase of Lew Center Telecom Eaufpment - Mr. Crum explained there is a good chance we wilt have only!) aldermen present tonight; this item, tieing sole source, requires a vote of 6 aldermen to pass. Alderman Rainey said that the Item could be dealt with in Committee. Alderman Feldman moved and Alderman Jean -Baptiste seconded the motion to recommend approval of this item, from Sound Corporation at a cost of $21, 659.60. Alderman Feldman asked if this was a sole source because of the previous obligation we incurred due to contracts we signed and, if the system were changed, the warranty would end. Mr. Casey said that was close to being correct: when the contract was signed, we agreed that any changes had to be through that vendor. Since we wanted the Levy Center to be on the same phone system, we're going to connect it with the box in this building so that it is compatible. Alderman Feldman asked if, once the provision is in the contract, does that mean we lose any bargalning power or negotiating leverage. Can they charge us anything they want? Mr. Crum said this building was the big expense; others are peripheral, though we want them tc. be compatible. There may be some loss in negotiations but it's not the big factor. Mr. Casey explained the other reason we went this way is that we are going to voice-over iT phone; the telephone on the desk is like a PC; this system allows that. Other systems were more expensive; this was a mid -range solution. This attaches to our system and everyone uses the same voicemail mailboxes, etc. Alderman Feldman believed it made sense, but wondered about ayfng a higher price. Alderman Moran asked if the reasons to use the same system at Levy as at the Civic enter were the same as considerations for any other installations. It seems as though anytime we are going to buy a phone for the City we have to buy through this company. Mr. Casey said this was true for a short period of time; that telecommunications is going to move from Facilities Management to Information Systems. it will be administered by network staff. If a third building was built, in 10 years we might not use the same contractor. This system should last, he estimated, at least 10 years. Alderman Moran's problem was that through a commitment to purchase phones in this building to keep our warranty in place we are committei3 to this company on a sole source basis. He asked if we thought about that when we entered into the agreement for this building. Mr. Crum said this is a common practice and the standard way of doing business to have a single integrated system. Alderman Moran said that if someone made the analysis that we wanted this company everywhere, it was an important factor; but reading this memo suggests we got to the Levy Center and decided we wanted the telephone equipment tied into the Civic Center and discovered the warranty would be blown if we used anyone else. Mr. Casey explained the telephone vendors have not gone the same way as the Information System vendors. They are single source types. With emerging technology, he said, you will probably see that disappear in 5 - 10 years, as we did with computer systems. Alderman Moran noted that In the meantime we'll get bids for Sound Ind. that we will accept. Mr. Casey said that most buildings have a phone system; the Levy Center was new and needed one; that's why we did it this way. Alderman Rainey clarified that if we wanted a non-integrated system it would not affect our contract with Sound inc. It was only if we started messing with our boxes. Alderman Feldman quoted from the packet that the other issue is the "twelve hours of professional service for the initial set up." He wanted to know if they would send in a team or one person. Mr. Casey thought it depends: he would review the contract. Alderman Feldman could envision the 12 hours getting us only ten percent of the way. Mr. Crum noted that Mr. Rubin, who was lead person on this, was not here this evening to answer questions. Alderman Rainey asked if staff was happy with the work of this company in this building and was told yes, Mr. Casey added that when we had the lighteningg strike it knocked out our system and they repaired all of it costing 512,000-$20,000. Alderman Jean Baptiste sugggested Lego[ look at this contract to see if it could be modified as to having to purchase from Sound, Inc. He supposed they did not want a breakdown due to an external connection, but suggested an agreement that if a breakdown is caused by an external factor, then they would not have to warranty the work. He noted with the pace of technology, in 4 - 5 years there may be a system that outstrips what Sound inc. can oiler. hr. Crum explained that, in this building, if you plug in the wrong equipment, you blow a switch. Mr. Casey noted we wilt Look at other systems as it comes due. He likened this situation to a car warranty and use of warranted parts. We will look for different opportunities as we do with PC's and servers to make those efficiencies. Alderman Rainey noted that the item required 6 aldermen; we could get the various questions answered in the meantime. She suggested that the Committee recommend approval, though noting It cannot be voted on in Council toni¢ht. She also suggested that Mr. Rubin be used as a resource. On voting to recommend this item to Council, motion passed unanimously. (Al,} Lowest Responsive Ft Resoonsible Bid for Traffic Signal Replacement Proiect -This item would Pay tiaWK tnterpnses y1tS1,51Y.w for signat reptacement at uempsterit(mwood and Sheridan/Bain. Alderman Moran moved to recommend approval; Alderman Feldman seconded. Alderman Rainey noted there had been four bids, all similar. On voting, motion was unanimously approved. CA4.1) Approval of Change Order #1 for James and Bent parks Redevelopment Proiect - This Change rder, with t-tauss brothers, inc., wouto increase the project cost by : c" 9v .LS. Alderman Jean -Baptiste moved to recommend approval. Alderman Feldman seconded, and asked about backflow prevention. Mr. D'Agostino said it prevents contamination from entering from its end source: it's a break in the system so it can't get back into the drinking water. Mr. Crum explained the use of one-way valves, that contamination Is more prevalent in sprinkler systems, and that this is necessary: people had gotten ill due to this contamination in Skokie. On voting to recommend approval, motion passed unanimously. [A4.21 Approval of Revision to Professional Services Contract for Fleetwood-Jourdafn Master Planning F&1 Scu nture uaroen vesism Proiect - i iris was witn Lamiros for an increase of �o,tisu. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded. Mr. Franz noted the correct figure as stated above, not as it appears on the agenda. On voting motion carried unanimously. Atderman Rainey asked for Information on what the projected total cost of the project will be. (A4.3) Approval of Revision to Professional Services Contract for James and Bent Park Athletic Field rripattion roiect -- f nis matter would increase the contract with wont-Ltements by yt),bW. Aldermen Moran and Feldman moved and seconded the motion to recommend approval of the item. On voting, motion passed unanimously. (A5) Special Event - Avon Three-Dav Walk - This annual walk would use Garden, Mason and Dawes Parks as stations on June 15-16 2002. Alderman Moran moved approval; Alderman Jean -Baptiste seconded; motion passed unanimously. A6 Special Event - Yountt Evanston Artists (YEA) Festival - This annual festival would take place on May 8 f�rvrm 10-.UU - 4:UU p.m. along uempster St. k1derman Moran moved to recommend approval. On voting, vote was unanimously in favor. (A7) Resolution 21-11-02 -- This item was voted on earlier in the meeting. (AB) Resolution 24-11-02 - General Maintenance Motor Fuel Tax Resolution - This Resolution would eecommnvandiropriate n3 a approval of this Items On vot vogeneral ting, , motiontoapprof oval passed . Alderman ran moved g PP g PP Punanimously. (A9) Resolution 25-R-02 - Lease Agreement with League of Women Voters - This Resolution would authorize the Lity manager to sign a lease renewal for Hoorn IUUL or the Livic Center with the League. Alderman Moran moved to recommend appproval. Mr. Franz noted an amendment would be requested, for only a three-month extension. Alderman Rainey noted the amendment would carry the lease through July 31 instead of next April 30. Alderman Jean -Baptiste seconded the motion with that amendment. Motion passed unanimously. (A10) Resolution 26-R-02 - Extension of Agreement with IDOT - This Resolution would authorize the City Manager to sign a fU-year extension or the maintenance agreement with IDOT for Traffic Signal Maintenance on state roads. Alderman Feldman moved to recommend approval; Alderman Moran seconded; motion unanimously approved. (All 1) Ordinance 35-"2 - Creation of a Class B1 Liquor License - This Ordinance for introduction, would create a license extending the hours for tiquor sales from 11 a.m. - 2:00 a.m. Sunday -Thursday and to 3:00 a.m. on Friday and Saturday in the Downtown Business District. Alderman Moran moved to recommend approval; Alderman Jean -Baptiste seconded. Alderman Feldman noted the restaurant community requested to amend this Ordinance to change it from 2:00 a.m. Sunday -Thursday to 3:00 a.m. seven days a week. This was conveyed by the Chamber of Commerce. Alderman Rainey would like to hear from the resticurant community concerning why they wanted that. She felt it to be important in some cases but not in others, and noted there are places in Evanston with anti -social issues late at night es ially at closing. She also wanted to hear from the Liquor Commission. Mr. Perman explained that the Chamber met with around 20 restaurateurs and there is an interest of six or eight to make it a uniform 3:00 a.m. closing. There's a particular interest for Thursday nights: many students don't have classes on Friday and Thursday has become a late night event for many. From a marketing standpoint it's easier to promote a 3:00 a.m. time throughout the week rather than two different times. Alderman Moran was not ready to vote for this new recommendation, and wanted more input, He was prepared to vote for the Ordinance as presented with some trepidation. He hoped to find his trepidation would be stripped away over time. He thought of this as an incremental step, providing a 3:00 closing two nights a week. He saw some potential issues with this for dosing times for other than tavern keepers and hoped they would not materialize. If no problems arose from this step, he would feet confident to expand this to other nights. Lastty, he pointed out that 6 to 8 out of 20 restaurateurs wanted this: this is not a magic number, he said but it tells him there's less than an enthusiastic response by two-thirds of the community. He would be interested to hear their reasons. Mr. Perman said it's our belief that six to eight would take advantage of the proposed hours. lie proposed a possible compromise: to go to 3:00 a.m. on Thursdays, Fridays and Saturdays, a difference of one day from the proposal before the Committee. Alderman Feldman thought this proposal responded to the only request they had that seemed to make sense concerning the busy nature of Thursday night. He felt the concept of need for uniformity to be somewhat weak. He supported the Thursday amendment noting peopple would either behave themselves or not, and not a question of behaving on two nights instead of three. To Alderman Rainey's question, it was stated that currently Friday and Saturday go to 2:00 a.m. Alderman Jean -Baptiste supported Alderman Feldman's position. Mr. Casey suggested that if Thursday is added the fee be revised. Alderman Rainey wanted to discuss issues regarding the Holiday inn. Mr. Casey reported they are up-to-date as to liquor tax and license, and Mr. Stafford said we are resolving the issue, having worked something out regarding an agreement on payment. It will be resolved in a month in favor of the motion to recommend for approval the amended Ordinance for the 3:00 closing time on Thursdays, Fridaysand Saturdays, the vote was 5-0 in favor. Discussion followed on raising the fee from $7,300 to 58,00. (Al2) Ordinance 38-0-02 - Creation of Class U Liquor License - This Ordinance, for introduction, would create a license for retirement communities. it was moved and seconded to recommend this Ordinance. Alderman Rainey questioned if the Ordinance reads that any senior housing facilitythat doesn't serve food could not get a license. Mr. Casey said yes, quoting from page two: Establshments holding class U licenses must have some food service available when alcoholic liquor is being sold." He agreed the language was open to interpretation. Alderman Rainey suggested that we define food service in the Ordinance. Mr. Casey agreed to work on that. Alderman Rainey suggested a section regarding exclusions, noting one could build a senior citizen apartment building which she did not think the Ordinance covered. CLasey and Alderman Rainey discussed ways to clanry this before final approval. Alderman Rainey surmised that these facilities will begin competing with bars and restaurants- On voting to recommend approval, for introduction, motion passed unanimously. (A13) Ordinance 34-0-02 - Creation of Class V Liquor License - This Ordinance, for introduction, would create a license for grocery stores of more than ti,UUU square feet. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded. Atderrnasn Feldman asked if there were location restrictions dose to schools and was told no, that the Ordinance is based on our regular licenses. Alderman Rainey noted the amendment Mr. Casey handed out: the package area should not be more than 10 percent of the floor space. To Alderman Feldman's question, Mr. Casey said DIiD Foods on Noyes is currently the only one needing this class at this time. Alderman Rainey pointed out the problem with this is the next license is 12,000 square feet_ She was concerned that bigger grocery stores can fit into this; she would like to limit it to a ceiling of 7,500 sq. ft. She said at that point, you have a different type of store. Mr. Casey said he would took into this. Alderman Newman noted his support of this Ordinance. On voting, motion passed unanimously. (A14) Ordinance 40-0-02 - Increase In Class D I-Iquor Licenses - This Ordinance, for introduction, would ncrease Vass U licenses from LU to L1 with the addition of Annam Cafe. This is a technical correction. It was noted the Cafe had been accidentally eliminated. Aldermen Moran and Jean -Baptiste moved and seconded to recommend this Ordinance, for introduction. On voting, motion was unanimously approved. (A15) Ordinance 37-0-02 - Amending, Sections of City Code Establishing Special Pickup Fee for Refuse - Alderman Kainey noted this item nad been introduced at the tact Louncnl meeting and referred back to Committee with amendments. Alderman Rainey said that if people owe us money they should pay. She disagreed with shutting off their water, but did not have a problem with putting a lien on the property. Alderman Jean -Baptiste felt as we collect our other obligations, we should continue to do the same thing. He echoed Alderman Kent's argument about a lien creating a different type of menace or threat to a homeowner for a SZ5 fee. Alderman Feldman pointed out it does not threaten their home: it threatens $25 of the value of their home. He said we are handling this in the manner that the City collects fees. Alderman Jean -Baptiste noted other obligations are handled with notices etc. Mr. Crum said the reality is we are never going to place a lien for 525: it's a non -issue. Mr. StdfforA said that we have gotten away from using liens. We collect on the shutoff, but will not shut off for this. Practically, this just facilitates the collection. We will not have to put a lien on for it. Alderman Jean -Baptiste noted if someone did not pay for the pickup service the first time we provide it the second time they call we do not provide it. He would like there to be other measures than liens. Alderman Rainey said what happens is that we don't do anything, and they don't pay. The next time they put sunk out, we won't pick it up, Property Standards Is sent out and the person is cited and cited and dra ged into court. More and more are complaining about the filth in our alleys. Some of these places she said are totally intolerable. If we start leaving things it will be horrendous. Alderman Moran suggested what he termed an easy answer: the charge is $25. if they cannot pay for it they should not order the pickup. Ifwe say there's no consequence other than we pursue enforcement (which Is impossible) then the only thing we can say is we'll put a lien on the property. It doesn't mean we will do it. But if we don't state in the Ordinance that we could do so—. The natural by-product is it's not nice to put a $25 lien on a property, but it's not nice to order a $25 pickup and not pay for it. Alderman Feldman noted we have licenses that we don't give out until they pay for it. He suggested buying a 25 sticker first, then calling the Sanitation Department. They pick up the material that has the stic er attached. Aldennan Moran said this was taking it to a different realm: would someone be sitting behind the counter to accept the payment? Do you take a credit card? Discussion continued on how the process could work and of billing processes. Alderman Jean -Baptiste said this measure assures that people will pay: they have to pay In advance. The other way is we put a lien that we wilt not enforce. Mr. Jennings said we wanted to make it as simple as possible administrativel . People call now and say we have "x nn the alley. This would also let us think about whether it's a S25 or $100 charge depending on volume. We don't know whether to tell people to buy one or four stamps. We wanted to say its $25 and we will add to your water bill. Then wee -mail the Water Department and tell them to add it to the property. Alderman Feldman said that's fine to that point but now it's on the water bill and they don't pay that amount. Suddenly they are In arrears and can get tfieir water shut off. Mr. Jennings referred to the suggestion In the packet tonight to delete the references to the water bill and liens. We would still add the charges to the water bill, but would not shut off or lien the property if not paid. Mr. Stafford did not see many being delinquent. We would like to try it for a year, Alderman Jean -Baptiste noted the last time we met there was a proposal to eliminate the lien. Mr. Jennings said the recommendation last time was the lien and water shut-off. Based on the discussion, his recommendation was to delete both. Alderman Rainey would like to follow up with staff on this item noting we often don't know the outcome of issues. Alderman Feldman recapped that we have now elfmfrnated the lien and the reference to water shut-off. Mr. Jennings said It's $25, and they are asking us for the service. On voting to recommend approval of the amended Ordinance, motion passed unanimously. ITEMS FOR DISCUSSION - None COMMUNICATIONS (APW1) Police Officer Hiring Report - It was noted things look pretty good. Report accepted. (APW2) Cable Franchise Fee Rule Changes - Alderman Rainey reported the City will be short $100,000 In revenue this year based on the rtL ruung io not give us a fee for cable modems. (APW3) Description of Alley Grading Program - Alderman Feldman noted there are SO alleys that the City W, use composition maternal on. AT. Ldwards confirmed. Asked how we arrived at that number, he said we projected we'll try to do that many this year. He explained this was based on number of days in the season and what was done in past ears. Alderman Feldman asked if a prb. n*ty basis was used or if it was Z"the alderman who shouts loudest." Mr. Edwards said we attempted to do so first come, first served. . Jennings said there were two portions to the list- one consists of the range -avers and the other is the complaint -driven list. Alderman Feldman asked of the 80 to change e.vr, how do you determine which are done. Mr. Edwards said first come basis. Alderman Feldman suggested setting aside a certain number by Ward: he noted he had 12-cam alleys in his Ward. Mr. Edwards said there were no alleys that didn't need to be done. We can do it any bray you want to. Alderman Feldman suggested that if ycu don't do it that way Council members will be trying to make sure that people's alleys in L eeir Wi" getdone. He noted normal aradmg does nothing. What he could do for his constituents is get as marry alleys as possible changed over. The best way to do it is take the 60 and allocate for the next 2 - 4 we-_�3 t» see if aldermen take advantage of it. If not, it goes back ir:.D a pot_ Mr. Edw---tds noted we can do it severai. ways, by Ward, etc. Alderman Jean -Baptiste was In favor of do;hig so by Ward. He had rtquests frcn lass year, and, when he called last year, he felt he was snort -changed. He suggested targeting an equal number of alleys in each Ward and at the end of the seasons stung a report on what was donne. -Mr. Edwr s ayeed to develop a spreadsheet. Alderman Rainey asked abcut stone grading. Mr. Edwards said that was a complaint -driven system only. Alderman Rainey suggested getting information in Highlights or the P--%Iew- about that. People remember alley grading in the sprang and fall, and are paying more taxes and not getmg their alley graded. We need to clarify what the programs is. Alderman Feldman agreed, noting our efforts would be for change -aver. Alderman Rainey asked the likeliftod to have only recycled asphalt in alleys. Mr. Edwards said try 2005 we should have done that. Alderman Rainey asked about a new way to pave alleys, similar to pa��, but not quite. Mr. Edwards said MYCE, using a hot mix- it's cosily because you have to pay for the rrsatPr-:al but it lasts 6 - 8 years. The em is with ftoodirg. When Evanston paves, there is drainasge asWeil. Alderman Rainey recalled of grading being Lsed with the Chicago method. Mr. Jennings ex�'.ained in most cases you cannot eliminate flooding: only certain alleys without lowpoints can be done with this method so that they don't flood. Mr. Edwards described an alley south of Church, west of Asbury as the perfect alley situation, running downhill, so the alley gets almost no wear. Most alleys are not that way. Alderman Feldman suggested hypnosis as a way to convince people that their alley had been paved. ["4y Prostress Reoort cn Grant Fundinq - The Committee thought the report excellent; Alderman Rainey appreciated the work of Ms.13UllocK and Mr. Gaynor. There being no further business, the Committee voted to adjourn the meeting at 8:36 p.m. Respectfully submitt, A iz �j Darlene E. Nilges, Executive Assistant 6 DRAFT —NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION Et PUBLIC WORKS COMMITTEE Meeting of April 22, 2002 Members Present- Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Kathleen Brenniman, Paul D'Agostino, Mark Franz, Keith Fujihara, Douglas Gaynor, Aleck Granchalek, David Jennings, Neat Ney, Darlene Nilges, Cathy Radek, Lloyd Shepard, Bill Stafford, Dave Stoneback Others Present: Unidentified audience members Presiding: Alderman Ann Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 6:37 p.m. APPROVAL OF MINUTES Alderman Feldman moved approval of the A&M Minutes of 4/9/02; Alderman Jean -Baptiste seconded the motion, and the Minutes were unanimously approved. ITEMS FOR CONSiDERATiON ON COUNCIL AGENDA nJAI) City of Evanston Pavroll through 4/11/02 - The Committee considered two items- the 4/11 payroll the amount of 51,ti/L,53b.413 as wett as stem (A2) City of Evanston Bills throusth 4/23/02 : The bills through 4/23 totaled $5,845,79' .65. Alderman Feldman moved to recommend approval of these items. Alderman Jean -Baptiste seconded the motion. On voting, motion to recommend approval passed unanimously. (A3.1) Approval of Lowest Responsive and Responsible Bid for the Beck Park Phase 11 Renovation ra ect - i his item, for Parks/torestry tt Kecreation, would cost 539U,45U. I he recommendation was to award the bid to Pederson Construction. Alderman Feldman moved to recommend approval. Alderman Jean -Baptiste seconded the motion. On voting, motion was unanimously approved. Alderman Rainey pointed out that there had been four bidders on this project. (A3.2) Approval of Lowest Responsive and Responsible Bid for McCormick Gardens Plumbing mprovement Proiect - I his item, for Parks/torestry it Kecreation, would be at a cost of 521,710, and the recommended oidder was Pinel Andrews. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded. Alderman Rainey asked what this project would do. Mr. D'Agostino explained it would provide new water service to the communitygardens. )lderman Feldman wanted to know how far from the average plot were the hose connections and was answered 80 - 90 feet at the furthest. On voting, motion to approve passed unanimously. JA .3) Approval of State of IL Low Bidder for One 2002 Ford Dump Truck - This item from Bob Ridings ne, would cost 53tf,L.f3, and was a cord tail one -ton truck for eancS/torestry Et hecreation. Cost included a plow, delivery and extended warranty. Aldermen Feldman and Jean -Baptiste moved and seconded to recommend approval of the item; motion passed unanimously. (A3.4) Approval of State of IL Low Bidder for Two Trucks - This item from Bob Ridings, Inc. would cost 82 661 for one LwL merge uakota 4x4 pickup and one cord F550 with service body and 29 ft. aerial lift, or'frafic i rigineering. Alderman Feldman asked how a Dodge Dakota was decided on. Ms. Radek said that typically she met with the user department first and assesses what is needed. This vehicle is similar to wwhh-at they have now, a Ford Ranger, a mini -pickup. She explained why an extended cab was Important in this case. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded the motion, and it passed unanimously. (A3.5) Approval of Lowest Responsive and Responsible Bid for 2002 Replacement of Sewer Structures and SDof Itepair Program - the low bidder on this project was UNd Lonstruction, at a cost of 5763,424. Atdermen Feldman and Jean -Baptiste moved and seconded the motion to recommend approval. Asked where the attachment was showing the areas to be worked on this year, Mr. Jennings noted the spot repair program is a companion to the street resurfacing Program (Item Al0), so the bulk of the work is shown on the map included with that item. On voting, mo ion to recommend approval passed unanimously. (A3.6) Lowest Responsive and Responsible Bid for FY 2002 50/50 Sidewalk Replacement Program - Alderman Feldman moved to recommend approvat of the bid of Scnroeder tt Schroeder for 51U5, 4L.:)Q. Alderman Jean -Baptiste seconded the motion. Alderman Feldman asked if we have a limited amount set aside for the program, and if we take applications until we reach that amount. Mr. Jennings confirmed this; he said we also carry over the sidewalks we can't satisfy this year. Mr. Fujihara noted that we are still taking applications for this year. Alderman Feldman asked the dollar amount of our share of the cost. Mr. Jennings said it's a little more than 50%, as we have to pay 100% of certain sidewalks adjacent to City Fs and those damaged by City trees. The amount is close to half. Alderman Feldman asked if this is all citizen -generated. He was told yes, except around parkland, where we reppair the sidewalks. Alderman Jean -Baptiste asked, as to process, if the contracts we approved met M/W/EBE criteria. Mr. Jennings said yes, they have been approved by Purchasing, the Department that checks the requirements. Alderman Jean -Baptiste inferred that this company has some subs or affiliates who met the criteria. Mr. Jennings confirmed, adding they might be a minority firm themselves. Alderman Jean -Baptiste asked if the information on M/W/EBE requirements was available to share with the Committee, as opposed to just receiving the declaration that they met requirements. Alderman Rainey referred to the two bids thathad been rejected because they Cid not meet M/W/EBE requirements. Alderman Feldman recalled that the Committee only received the certification that the company met the standards. The subcontractors' names and how they will meet the standards are not given. Mr. Shepard explained that they are reviewed but that information is not sent to t`.e Council. Mr. Jennings added that it could be a material supplier, as a component of the job, that rreets the requirements. Mr. Gaynor said that when staff opened up a bid, the bid documents require the ccrnpany to list their subs and percentage of WW/EBE's that fulfills the City's policy. The Committee doesn t see the bid documents; they see the recommendation and the price. Alderman Rainey noted an affidavit is also signed. Alderman Feldman asked if a member of the Council could see the bid documents. Mr. Stafford said they could. Ms. Aiello said that there are also special siWations where at the time the bid is brought to you they may not have signed a particular sub but are In the process of looking at two or three subs. We then follow up on that. Alderman Rainey said that she saw such Information every tame Harza sends us their accounting for a change order, etc. There Is a line for their minority requirements. On voting to recommend Schroeder fr Schroeder, motion passed Unanimously. It was noted this item had also received four bids. (A3.7) Lowest Responsive and Responsible Bid for Noves Center Gym Air Conditioning Protect - This item would recommend the b,d of Lontrolled Systems Lorp. Tor this project at a cost of V4,Lw. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded. Alderman Feldman pointed out that here was a case where the bidders did not meet the M/W/EBE requirements. He wished to state that that value to show how serious the City is, cost us 30 percent additional in order to sustain that value, and we are willing to do so. On voting to appprove recommending this vendor, motion was unanimous)y in favor. Alderman Feldman requested that Mr. Adler be made aware of how much we are spending on this: another$24,000. A4.1) Change Order #7 for New Levy Senior Center Construction - This Change Order with the Meyne LOMpany would increase the total contract priced j1,jws, from ye,889,9G4 to S6 891,272 for a variety of additions and credits. Alderman Feldman movedtorecommend approval of this item; Alderman Jean - Baptiste seconded the motion; and motion was unanimously approved. (A4.2) Revision to Professional Services Contract for Levin Senior Center SignaRe - This revision for Jack Weiss tt Associates and fvetscn-harKins inaustnes, was in the amount of yS,L 2. it was explained that this paid for additional thins that we asked for. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded. Motion passed with Alderman Moran voting nay. t4.3) Change Orders 4. 5R. 6. 10 and 11 for Phase VI, Contract A of Underground Tunneling Project — is item would approve these cnange orders for McNally i unneting t.orp., tofating �1,L9L,UJ4.UJ. t was noted these change orders were part of the settlement agreement. Aldermen Feldman and Jean -Baptiste moved and seconded recommending this item to Council; motion passed unanimously. (A5) Avon Three -Day Walk - It was explained this item had gone through the Committee and was only on the l.ouncit agenda this evening. The changes to the original request were discussed: staging will now be at Burnham Shores Park rather than Dawes Park, and porta-potties wilt be reduced from30 to 20. (AG) Resolution 23-R-02 - Lease Renewal for 943-949 Chicago Ave. (South Branch Libranrl -- Alderman Feldman moved to recommeno approval; Alderman Jean-tiapfiste seconded the motion. A)cerman Rainey asked if this is the same rate as we are paying now. Mr. Hey explained that it's a 10 percent increase, and then it remains the same for the next two years of the three-year lease. On voting to recommend approval of this Resolution, motion passed unanimously. (A7) Resolution 28-R-02 - Lease Extension for Current Levy Center Site - This Resolution would authorize extending the lease for 16LV Lnicago Ave. the current Levy [.enter site, until May 31, 2002. Alderman Feldman moved to recommend approval. Alderman Jean -Baptiste seconded the motion. Motion passed unanimously. AB) Resolution 29-11-02 - Intergovernmental Agreement for Resurfacing Glenview Road - This esolution would authorize the Uty Manager to sign an agreement mtn wiunettelor the resurtacing of that portion of Glenview Road within Evanston. it was noted this road is in the northwest corner of the City near Centennial Park. Alderman Feldman moved to recommend approval. Mr. Jennings informed the Committee that the total jab is over $1.5 million; it was a low bid project run by Wilmette, all we have to do is pay for our portion; our portion goes to the center tine in the street and runs from Crawford less than 1,000 feet each way from that intersection. On voting, motion was unanimously approved. [ 9) Resolution 30-R-02 - Allocation of Motor Fuel Tax Funds - This Resolution authorizes the use of 31 tsw in Mt i tunas for restutacing that portion of Glenview itoad within City of Evanston limits. Alderman Feldman moved to recommend approval; Alderman Moran seconded the motion. Motion approved unanimously. (A10) Resolution 31-R-02 - Apompriating Motor Fuel Tax Funds for Street Resurfacing - This Resolution would apppropnate Sisw,uuu for the ZUUZ program. i ne total. W t tunas to be used whit be $1,250,000: $850,000 in this Resolution and the balance following later in the year as water main construction is completed. Alderman Feldman moved to recommend approval. Mi. Jennings corrected the list of various streets to exclude three listed that were not in this funding request. He said those streets had been approved by the Committee, but we are not asking for the money now. One reason is the water main construction and we will come back in a few months to ask for funding to do the resurfacing. The streets are Elmwood (Dempster to Grove): Broadway (Livingston to Isabella); and Dobson (Barton to Ridge). They have been approved but we are not asking for the allocations yet. Alderman Rainey asked when these streets would be done. She was told late in the season, after the water mains are complete. This item will be amended on the Council floor. Funding from the CIP and Sewer Fund was discussed and the map was consulted which showed which streets were funded by which funds. On voting, motion to recommend approval passed unanimously. (All) Ordinance 42-0-02 - Prohibiting U Turns on. Northbound Prairie Avenue - This Ordinance, for introduction wouio pronmit u turns on northbouno rraine oetween urant aria Lincoln from 7:30 to 9:00 a.m. and 2J0 to 4:30 p.m., school pickup hours. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded; motion approved unanimously. COMMUNICATIONS (APWf) Police Officer Hiring Report - Two retirements and one upcoming retirement were noted. (APW2) Upcoming ArIPW Chairmanship Rotation - It was noted that Alderman Jean -Baptiste would assume the chair at the next meeting. (APW3) Bills list Information: Mesirow Stein Payment for TiF Eligible Expenditures/909 Davis St. - It was notes that this item inoicates great progress on gnat property There being no further business, Alderman Moran moved adjournment; the meeting adjourned at 7.03 p.m. Respectfully submftw Darlene E. Nil es �f Executive Assistant DRAFT — NOT APPROVED DRAFT- NOT APPROVED MINUTES ADMINISTRATION & PUBLIC IVORKS COMMITTEE Meeting of flay 6. 2002 Members Present: Aldermen Jcan-Baptiste. Feldman, ~loran, and Rainey Members Absent: None Staff Present: Judith Aiello, Roger Crum, Mary Baaske, Kathleen Bretmiman, Pat Casey, Paul D'Agostino, Rajcev Dahal, Zeltee Edwards, Richard Figurclli, Keith Fujihara Douglas Gaynor, Alec Granchalek, Chief Sam Hunter, Stephanie Levine, David Jennings, Cathy Radek, ,%Iax Rubin, Bill Stafford, Barbara Zdanowicz Others Present: Unidentified audience members. Presiding: Alderman lean -Baptiste SUMMARY OF ACTION Aid. Jean -Baptiste called the meeting to order at 7:10 p.m. APPROVAL OF MINUTES OF REGULAR MEETING OF April 22, 2002 Ald. Rainy moved approval of the A&PW Minutes of 5/5/02; Ald. Feldman seconded the motion, and the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA kAl) City of Evanston Payroll through 4/25/02 - Aid. Feldman moved approval of the 4/25102 payroll. Id. Rainey seconded the motion. Un voting, motion passed unanimously. (A2) City of Evanston Bills through 5/7/02 - Aid. Feldman moved approval of the 5/7/02 bills list in the amount of S 1,844,028.81. Aid. Rainey seconded'thc motion. On voting, motion passed unanimously. (A3.1)) Approval of the lowest responsive and responsible bid for architectural services for the li(7nman Ave. TO Lot - This item, for Parks/Forestry & Recreation, would cost S29,706.18. Aid. Feldman moved approval ofS29,706.18 for the architectural services of Hinman Ave. Tot Lot. Aid. Rainey seconded the motion. Ald. Rainey said this was a lot of money to design a very small park. She said perhaps the City should rethink some of the purchases for small parks. Aid. Feldman asked how much difference could there be between one tot lot and another. Mr. Gaynor said that each park has its own uniqueness, and the parks that the City arc redeveloping are in total ADA compliance and other certified requirements that exist with the equipment. The expertise is required to have those tot lots designed to meet those requirements. He added that the consultant also follows through the construction making sure all requirements are met, ic, drainage, footings, placement of equipment, soil surface f what equi ment is going to be used, drawing the plans and supervising and monitoring the park though comp etion. A1Ylcan-Baptiste asked, in light of the City's tight budget and the fact that a number of these parks are done in a year what Mr. Gaynor thought would be the most cost-effective way of designing these parks. Mr. Gaynor replied that the method he is using now achieves a good balance between what the Council has approved on an annual basis and the expenditures. There are some projects that were done in-house. In response to a question from Aid. Feldman, Mr. Gaynor said that when an architect does the work they are certifying the plans, and it is their insurance that is covering liability when something is not right. Aid. Rainey suggested that a serious look be taken at future park expenditure. On voting, motion passed unanimously. W) Approval of the lowest responsive and responsible bid for professional services for the Jaynes and Merrick Rose Garden Redevelopment Projects. - This item, for Parks, Forestry and Recreation would cost S46,253. The recommendation was to award the bid to Wolf Clements. Aid. Feldman moved to recommend approval. Alderman Rainey seconded the motion. Aid. Feldman asked if there was a consultant hired for the work done in 1988 and how much the consultant was paid. Aid. Jean -Baptist asked how long was the work guaranteed? Mr. Gaynor said that there is not a guarantee on the consultant's work. He said that the contractor's work would be guaranteed if the construction were incorrectly done or the materials were faulty. On voting, motion passed unanimously A3.3) Approval of the lowest responsive and responsible bid for construction of the Butler Park enovation project - This item, for Parks. Forestry and Recreation, would cost $823,615.73. The recommendation was to award the bid to Clauss Brothers Inc. AId. Feldman moved to recommend approval. Aid. Rainey seconded the motion. AId. Rainey asked if there is a way of determining how many people use each park space, Mr. Gaynor said that was not possible at a park like this. aid. Rainey asked his perception of the usage of this park. Mr. Gaynor said that at the time, usage %, as low due to old equipment in the park. Aid. Feldman asked if there was a consultant for this park. Stephanie Levine replied that there was and the consultant was paid 577.000. Aid. Fcldrrssn said that be was not suggesting immediate reversal ofrlieyr but he thought this was troubling. It is one thin to pay $77,000 to a consultant to design an entire park of this magnitude, and another dune to pay S?O.DGH5 for a tot lot. Aid. Feldnun asked staff to investigate alternatives regarding consultants. Aid. Moran said he could not vote for the Butler Park Renovation project if it were not for wanting to take advantage of the grant. On voting, motion passed unanimously (A3.4) Appproval of the IoHest responsi%e and responsible bid for architectural services for the Fleetwood-Jourdain locker room and lift - This hem, for Parks, Forestry and Recreation, would cost 529,695.00. The recommendation was to award the bid to Elliott Dudnik. Aid. Feldman moved to recommend approval. Aid. Moran seconded she motion. On voting, motion passed unanimously. (A3.5) Approval of the lowest responsive and responsible bid for dumps(ers for the Neighborhood CCleanupp Program for Public Works -This stern, for the Department of Public Works, would cost $26.025.00. The recommendation was to award the bid to Groot Recycling and Waste Services. Aid. Rainey moved to rccornmoend approval. Aid. Moran seconded the motion. On voting, motion passed unanimously. SA3.6) Approval of the emergency purchase for stabilization of construction shaft, 0rrington & ,,Ioyes (non -bid item rt uires Zf3 majority rote) -This item will be awarded to J. D. Contractors, Inc. at a cost of $98 540.00. Aid.�toran moved to recommend approval. Aid. Rainey seconded the motion. Aid. Rainey said that in the Apnl 17, 2002 rrunutes of the Flood and Pollution Control Committee it stated that "Rich Figurelh discussed with the Commission the work that is being done with the shaft at Orringlon & Noyes by Northwestern University. In conjunction with their work they are strengthening the lower portion ofthe shaft at no cost to the City. As the delay in the Phase 6 contract is continued the shall is required to remain for an extendedprnod ...." Aid_ Rainey asked if something happened between April 17 and now. Mr. Figurelli said that the contractor that was supposed to start the contract two years ago is still held up in court. He said that he does not know when they will be out of court. He was hoping that by the time Northwestem finished their Pro ect that the contractor would be on the job and this would be part of his contract. He is not there and It1'r. Figurelli is very concerned about stabilizing that shaft. Although there is im approxate) 5250,000 worth of work done (by Northwestern) at the base of that shaft, if the City does not ga up to the 27 foot mark, which we had not intended to do if the contractor was in there, there is a possibility that the shaft will collapse. This is a temporary shaft that was supposed to have a life of one year and has now been in place three years; something must be done immediately. On voting, motion passed unanimously. �A3.7) Approval of contract to provide construction supervision services for Underground Storage Unk project at )Municipal Service Center (non -bid item requires 2/3 majority vote) - This contract will s awarded to Harding ESE in the amount of S 17.950.00. AId. Teldman moved to recommend approval. ; Aid. Moran seconded the motion. On voting, motion passed unanimously. ( ) I) Approval of Contract Amendment #1 for Harza Environmental Services (Phase VIII, Contract A} Long Rangge Sewer Project - The low bidder on this item was Harza Environmental Services Inc., forthe amount of $4,048.00. Aid. Feldman moved to recommend approval. Aid. Moran seconded the motion. Aid. Rainey asked how soon the work at Custer and Brummcl is going to happen. Mr. Figurelli replied that it would be one or two years. Aid. Rainy said that the water is conung up to the windows of the homes there. Mr. FigwcIli said he would try moving that up in priority and as soon as the City has the money he will move on it. lie said there are trucks going to that area after large rainfalls, he said he will try pulling some restrictors in the area. It is his hope it can be done early next year. Mr. Figurelli said that Chicago has cleaned all its sewers and found a stoppage and is hoping that will help the Custer and Brummel area. on voting, motion passed unanimously. {A4.2) Approval of Contract Amendment #2 for Ilarza Environmental Services (Phases VIII IX & X) Long Rome Sewer Project - This item is for engineering services for the design of Phases VIII, IX, and X on the City s relief sewer program with Harza Environmental Services in the amount of S 126,515.00. Aid. Moran moved to recommend approval. AId. Feldman seconded the motion. On voting, motion passed unanimously. (A43) Approval of Change Order #1 for Snyder Park Renovation Project -This item, for Parks, FForest y and Recreation would cost $5,347.75. Aid. Rainey moved to recommend approval. Aid. Feldman seconded the motion. Ald. Rainey asked why can't city workers do stump removal. Mr. D'Agostino replied that our machines were too Iarge to get into this particular location. On voting, motion passed unanimously. (A5) Special Event: Evanston Starlight Concerts - - this item, for Parks, Forestry and Recreation is a request to hold the annual Starlight Concert Series at Dawes Park 7.30pm - 9pm, on Tuesdays from July 9 through August 13 and at James Parks, 7:30pm - 9prr, on Thursdays from June 20 through August 1. Costs for entertainment and department staff working with the concerts are included in the department's budget. A portion of the concert series is also funded by both the 4th of July Association and the Illinois Arts Council. Aid. Feldman moved to recommend approval. Motion seconded by Aid. Moran. On voting, motion passed unanimously. (A6) Special Event: Caster's Lust Stand - This is a request of the Custer Street Fair Organization for permission to hold their 30 annual Custer's Last Stand on June 15 and 16, 2002. Aid. Moran moved to recommend approval. Aid. Feldman seconded the motion. On voting, motion passed unanimously. (A ) Traffic Calming Plan: Speed Humps on Brown A.enue between Foster and Emerson, and SSouth Boulevard between Wesley and Florence - Aid. Moran moved to recommend approval. AId. Feldman seconded the motion. On voting, motion passed a-tarirnomly. (a8) Resolution 36-R-02 — Joint Agreement with IDOT for City's share of project including widening Dempster St. Bridge and Impro%ement to Dempster St. - This Resolution would authorize the City Manager to execute an intergovernmental agreement with IDOT for the Dempster Street project. This is to improve Dempster Street and reconstruct Dempster Street B idge over the north shore channel. Aid. Fetdrnan and Aid. Rainey suggested there be a flagmen for tri;Bc control. Aid. Feldman moved to recommend approval. AId. Rainey seconded the motion. On voting, motion passed unanimously. fA9) Resolution 37-R-02 — Allocation of SIFT Funds for improvements to Dempster St. Bridge and Dempster St. - This Resolution would authorize Cirr Council to allocate S56,650 of Motor Fuel Tax funds for De stet Street impprovement project. Aid. Rainey moped to recommend approval. Aid. Feldman secoadr4the motion. On voting, motion passed unanimously. g10) Ordinance XX-0-02 — increase in Class D Liquor Licenses (Lou Malnati's Restaurant) -This rrdinance for introduction amends Section 3-5-6(D ) of the Ctry Code to increase the number of Class D Liquor Licenses from 22 to 23. Aid. Rainey moved to rccon ind approval. Aid. Feldman seconded the motion. On voting, motion passed unanimously. (All)_ Ordinance XX-0-02 — lncrcase in Class D Liquor Licenses (Noodles & Company) -This Ordinance for introduction amends Section 3-5-6(D) to increase the number of Class D Liquor Licenses from 23 to 24. Ald. Feldman moved to recommend approval. Aid. Moran seconded the motion. -On voting, motion passed unanimously. {Al2) Ordinance 47-0-02 — Increase in Class V Liquor Licenses (D&D Finer Foods) -This Ordinance for introduction amends Section 3-5-6(V) of the City Code to increase the number of Class V Liquor Licenses from 0 to 1. Aid. Feldman moved to recommend approval. Ald. Rainey seconded the motion. On voting, motion passed unanimously. (A13) Ordinance 50-0-02 -- Increase In Class V Liquor Licenses (The Presbyterian liomes) -'This items recommends amending Section 3-5-6(U) of the City Code to increase the nuihbcr of Class U Liquor Licenses from 0 to 1. AId. Feldman moved to recommend approval. Aid. Moran seconded the motion. On voting, motion passed unanimously. (A14) Ordinance XX-0-02 —Decrease in Class D Liquor Licenses (New Japan Oriental Cafi) -This Ordinance for introduction amends Section 3-5-6(D) of the City Code to decrease the number of Class D Liquor Licenses from 24 to 23. Aid. Feldman moved to recommend approval. Aid. Rainey seconded the motion. On voting, motion passed unanimously. (A15) Ordinance XX-0-02 —Increase In Cass D Liquor Licenses (tiew Japan Oriental Cafe) -This Ordinance for introduction amends Section 3-5-6(D) of the City Code to increase the number of Class D Liquor Licenses from 23 to 24. Aid. Feldman moved to recommend approval. Aid_ Moran seconded the motion. On voting, motion passed unanimously (A161 Ordinance 49-0-02 —Decrease In Class B Liquor Licenses (The Keg} • This Ordinance for introduction amends Section 3-5-6(B) of the City Code to decrease the number of Class B Liquor Licenses from 13 to 12. Aid. Feldman moved to reconunend approval- Aid. Moran seconded the motion. On voting, motion passrd unanimously. (A1 Ordinance 48-0-02 — Increase In Class B1 Liquor Licenses (Tire Keg) - This Ordinance for brtroduction amends Section 3-5-6(B 1) of the City Code to increase the number o Class B I Liquor Licenses from to 1. Aid. Feldman moved to recommend approval. Aid. Moran seconded the motion. Ald. Rainey said she would like a printout from the Police Department of every single police call to the 800 block of Grove in the last year. On voting. motion passed unanimously. (A18) Ordinance 43-0-02 — Prohibiting Parking on Same Block after Expiration of Time Limit -This Ordinance for introduction would amend Sections 104-15-5(A) and 10-54(C) of the City Code to prohibit parking on the same block after the time limit for the block has expired. It is not currently illegal to move one's car from space to space to avoid being ticketed for violation in the time limit. The intent of the Iimit is to encourage turnover so that more parking opportunities exist for shoppers, clients, customers, and diners in and rear business areas. Unfortunately, many employees shuffle their can with other employees or just move to another space on the block to avoid ticketing. A single illegally parked car ke over 13 customers from parking in one day, based on the current average parking duration we are seeing downtown. Mr. Jennings said that people move their can, while it is apparent the are moving their cars, they are moving them to another space in the same block. This Ordinance is to dxtscouraga employees from parking and monopolizing parking spaces. There was much discussion pro and con regartfing this Ordinance. Aid. Feldman asked to hold this item in Comminee. He asked for Parking Committee minutes discussingthis Ordinance. Aid. Rainey moved to recommend approval of introducing Ordinance 43-0-02. Ald. Fldman seconded the motion. On voting, motion passed unanimously. 909) Ordinance 26-0-02 —Amending Sections of the City Code Regarding Vehicle Stickers -This Ordinance increases the wheel tax as per the FY 2003- m)dget deliberations. This wall generate S320,000 additional monies for the FY 23003 budget. Aid. Fcl&naroed to recommend approval. AId. Rainey seconded the motion. On votii mv ng, motion passed unani=usly_ (A20) Ordinance 45-0-02 — Declaring Cit. Property as Surplus (Tao Vehicles) - This Ordinance is a declaration of vehicles as surplus property to be sold at ti ilLige of Liberry-viIle's public auction on June 1, 2002. Aid. Feldman moved to recommend a—,proval_ Ali Rainey seconded the motion. On voting. motion passed unanimously. COMMUNICATIONS (APWI) Police Officer Iliring Report Aid. Ramey said that there were a lot of openings for police officers. She asked for a report from Chief Kaminiski. (APW2) Fire Department 1lfonthly Report (APW3) Elm Tree Inoculation Program Aid. Feldman asked Mr. D'Agostino how much was nt per year on removal and replanting of Elm trees. He asked how the cost of injecting trees corns d % the cost of removal and replanting. Mr. D'Agostino said he would get that information for him_ ir. Gaynor said the bottom line is not only is there a cost for injectingg trees, but the problem is there is no guarantee that the injection will eliminate the trees susceptbility to the Elm Tree disease. Also, if the ho.-Woaner does not inject their tree, that tree can infect other trees on the parkway. AId. Rainey added that you can only inject healthy trees. (APW4) CTA Weekend Schedule, mid -May --June (APW5) Cable Communication (APW6) USEPA Grant for Vulnerability Assessment (APWI) FPCC blemo and Facility Plan Update on Stattu of Long Range Sewer Program (APW8) Information on Neighborhood Cleanup Program (APW9) Fleetwood-Jourdain Sculpture Carden Communications were accepted into the record. OTHER BUSINESS Aid. Feldman reported that he had been getting emir)• phone calls regarding the proposed lights on Ridge Avenue. Citizens are afraid that that the new lights will cause trees on Ridge Avenue to die, they are afraid they will not be able to get out of their driveways, they do not want the same lights up that are on Asbury and Dempster. Ald. Feldman said he told them that was not going to happen and they still say don't put them up. Mr. Crum stated that the P&D Committee heard this issue fast and they are going to ask A&PW to meet with them in two weeks on this subject, and at that point a decision must be made. He said that he and David Jcnr ings were asked to go to Springfield today and meet a6ith IDOT, which they did. The historic people basically said that the proposal we are working with, ahich is the state proposal, is good with a couple minor modifications. They would not recommend changing the straight -up poles, however, there are citizens who want the straight up stop lights. A decision rmist be m=dc immediately, the equipment is being manufactured now and the wiring going in right now is all right for the next week or two, but after that the manufacturer must get the details as to which post we are going to use. ADJOURNMENT There being no further business, Alderman Rainey moved adjournment; the meeting adjourned at 8:41 p.m. Respectfully submitted, Ma Baaske Executive Secretary DRAFT - NOT APPROVED Mll'lUTES ADM1NiSTRATION & PUBLIC WORKS COMMITTEE Meeting of June 10, 2002 Members Present: Aldermen Jean -Baptiste, Moran and Rainey Members Absent: Alderman Feldman Staff Present: Kathleen Brenniman, Pat Casey, David Cook, Paul D'Agostino, Bob Domeker, Zeltee Edwards Rich Figurelli Mark Franz, Keith Fu ihara, Dou las Gaynor Aleck Granchalek, Fire Div. Chief Blair Haltom, David Jennings, at Nagar, barlene Nilges, Cathy Radek, Max Rubin, Bill Stafford, Barbara Zdanowicz Others Present: Mayor Morton, Alderman Engelman, Betty Ester, Lois Roewade, Lisa Laske, Maureen Kutz, Joan Rickman, Stephany Creamer, Cindy Monroe, Dave 5niader Presiding: Alderman Lionel Jean -Baptiste SUMMARY OF ACTION Alderman Jean -Baptiste called the meeting to order at 7:20 p.m. APPROVAL OF MINUTES Alderman Rainey moved approval of the A&PW Minutes of 5120/02 and of the Special Joint Meeting of 5/20/02; Alderman Moran seconded the motion, and the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) City of Evanston Pavroll through 5/23/02 - Aldermen Rainey and Moran moved and seconded the motion to recommend approval of the pa rots to the amount of $1 813,821.89. Motion passed unanimously. City of Evanston Pavroll through 6/6/02 - Aldermen Rainey and Moran moved and seconded the motion to recommend approval of the payroll in the amount of $1,840,754.11. Motion passed unanimously. (A2) City of Evanston Sills through 6111/02 : The bills through 6/11 totaled $1,906,325.40. Alderman wran moved approval; Alderman Rainey seconded and questioned items on page 27 for Fleet Services totaling $10,000 in repairs. She asked if this was due to vehicular accidents: auto body repairs truck repairs, etc. She wanted to know why information wasn't provided on this, noting a report used to be provided and the importance for aldermen to know. Ms. Radek explained some of the items were for accidents but not all: Mid -America Truck ($4,055.54) was for the annual inspection for aerial lifts, including body repairs. Wirfs Welding (S1,996) is the authorized dealer for the Pierce equipment: all fire apparatus goes to them including this one far the roll•up doors on the pumpers. Mid -America ($400) was for a Forestry truck w�iich was rn an accident. Alderman Rainey noted the description, "Auto Body Repairs" is the same whether far an accident or not. She asked what type truck got a 54,000 servicing and was told' 65•foot aerial buckets for tree trimmers; they go in every year for testing. That truck is a $114,000 piece of equipment. Mr. Rubin suggested that because of space restrictions for the description on the Bills List, reports be given along with the Accident Review reports. Alderman Rainey agreed. Ms. Radek added that all these vendors are Evanston businesses, with the exception of the big truck places. We use a variety of vendors; all smaller vans and cars are handled in Evanston. Mimi Peterson asked how many aerials there are. Ms. Radek clarified that Forestry has four. (A3.1) Approval of Lowest Responsive and Responsible Bid for the 2002 Street Maintenance Program for Public works -- in)s bid 1s from J. A. Johnson Paving Lo. at a cost of yLJU,SiJ6.55. Alderman katney moved to recommend approval; Alderman Moran seconded. Motion passed unanimously. JA3.2) Approval of Lowest Responsive and Responsible Bid for the 2002 Resurfacing of Various Streets bdc or PuWorks - Inis Did, from J. A. Johnson laving to, is at a cost of wJ,]ly.A Alderman Rainey moved to recommend approval; Alderman Moran seconded. Alderman Jean -Baptiste asked if these projects would be completed this summer. He was told yes. Had they started? Mr. Jennings explained that we are in the midst of the spot sewer repairs now. The resurfacing wilt follow. On voting, motion was approved unanimously. (A3.3) Approval of Sole Source Purchase of a Microsoft Enterprise Software License from Microsoft - ihis item, for Information Systems would cost SJ/J UL9.SU. Alderman Rainey moved to recommend approval; Alderman Moran seconded'; motion was unanimously in favor. fA3.4) Approval of State of IL Low Bidder for Ford Pickup Truck - Consideration of the State of Illinois ow bidder, boD Ridings, Inc. for the purchase of a LUuJ Lora rJSu Pickup with plow for Public Works at a cost of $28,647 including delivery and extended warranty. Alderman Rainey moved approval; Alderman Moran secondeA the motion; motion passed unanimously. [A4.11) Approval of Change Order #8 for new Levy Center Construction - This Change Order for Meyne Co, wouu increase the £otal contract amount by I trom �6,tsy1,272 to $7,020,357. Aldermen Rainey and Jean -Baptiste moved and seconded recommending approval. Alderman Rainey noted the Center is a marvelous place; all who visit it are awestruck. Mr. Rubin explained that the stage curtains lighting and power systems were outside this contract, and it's more efficient to have the Meyne Co. do tree work; the electrician on site is actually providing the power that wasn't in the original document. We had that money in another pot as part of the whole project, he continued, so this is still less money. Alderman Rainey interpreted that this is not a change order in a sense; it's a change in who we are payying to do the work. Alderman Jean -Baptiste asked about the cost of the vandalism to the center: 57,073. Mr Rubin said 10 huge windows at the center were broken, three screens, the scoreboard the floors in the gym and stage. He noted this number is only for Meyne's work: his employees replaced the plumbing fixtures that were broken. Alderman Rainey added that the connection for the fountain was broken off the wall, causing flooding. Mr. Rubin reported that happily we did not lose the carpeting. The City's picking up some of the tab, he said: and we'll be buying a new scoreboard; the vandals kicked in the face of the original one- the clean-up alone is S5 500. Alderman Ramey added that they tuck the fire extinguisher and sprayed It all over the gym floor. 1W Rubin noted this number represents the vindows and refinishing of the floors. Upon voting, motion to recommend approval passed with Alderman Moran voting nay. �A4.2) Change Order #1 for Phase VI, Contract C, Relief Sewer Protect - This Change Order with DiPaolo o. is for a construction yard agreement with no change in project cost or timeframe. Alderman Rainey moved to recommend approval; Alderman Moran seconded; motion passed unanimously. 8A4.3) Change Order #1 for Roof Rehab/Replacement Protect at Water Treatment Facility �- This Change rder with ►taco Hoot Systems would increase the contract amount Dy 5L, ruts, from 51 /d,.f4u to $181, Aldermen Rainey and Moran moved and seconded that it be recommended for approval; motion passed unanimously. (A5) Special Event: Fountain Square Arts Festival -- This item would approve the request from the GChamber to hold the annual festival on various downtown Evanston streets on June 22 and 23. Alderman Rainey moved to recommend approval; Alderman Moran seconded; motion was unanimously in favor. (A6) Resolution 48-R-02 - Special Event: Ricky Byrdsong 5K Walk/Run - This item would approve the 3rd annual Walk/Kun on June 19 and approve ciosure or a portion of 5neridan Road for the event. Alderman Rainey moved to recommend approval; Alderman Moran seconded; motion passed unanimously. (A7) Resolution 40-R-02 - Approval of Cable Franchise Transfer of Control' - Control would transfer from Attti oroadoana to Al ttI Lomcast Corp. W. Kudin exptained it was a transfer of control, not of compare. It goes back almost to Media One, he said, notin the issue is a complicated one. Consultants reviewed this and there is no reason to hold them back f rom the transfer: they have the expertise and fiscal responsibility. Alderman Jean -Baptiste asked if the City is being asked to approve the merger of Comcast with ATErT and was told yes. Mr. Rubin added that, if no action is taken it goes forward anyway, noting It's %ood to have the documents on our side stating what we expect of tfee transfer of control (contained in this Resolution). On voting to recommend approval, motion was unanimously approved. (AS) Resolution 49-R-02 - Agreement with Chicago Public Radio WBEZ - This would authorize the City Manager to enter into an agreement for promotional sponsorsnp valued at approximately $10 80Q Alderman Rainey moved to recommend approval; Alderman Moran seconded. Alderman Rainey askett how we know this is a good price. Mr. Gaynor said that we use the rates they charge for advertising on the radio, similar to the way the next item on the agenda was calculated (for the Tribune). The agreement is probably more in our favor, he surmised; they can calculate the number of inches in the newspaper; ours is what we usually do with other news releases and programs. On voting, motion passed unanimously. (A9) Resolution 46-R-02 - Agreement with Chicago Tribune - This would authorize the City Manager to enter into an agreement for promotional sponsorship valued at approximately $31,948. Aldermen Rainey and Moran moved and seconded that this be recommended for approval. To Alderman Rainey's question, Mr. Gaynor assured the Committee that when one will click on the City's website, you will not get flashing Tribune ads; that part of the agreement refers to links to the Tribune only.: hey cannot attach anything to our site: this is spelled out in the agreement. On voting, motion was unanimously approved. Alderman Rainey had a concern regarding the Tribune giving away free copies of the pa r. She noted that when they have a table in grocery stores giving away tree capii s, papers are flying all over the parking lot. She asked that we communicate with the Tribune that they have an obligation to clean them up, or not allow them to do this at our festivals. Mr. Gaynor mentioned one positive: at both festivals we have a significant number of individuals doing cleanup all day. But, he added, we will work with the Tribune. Alderman Rainey called the result of giving away papers a terrible mess, noting at the stores people are only going as far as their cars; they aren't doing that at the festivals. (A10) Resolution 42-R-02 - Authorization of Open Space Lands Acquisition & Development (OSLAD Grant - i ins would authorize the City Manager to sign the Resolution of Authorization for the gran app ication through the IL Dept. of Natural Resources for Parks/Forestry ft Recreation for Leahy Park. Alderman Rainey moved to recommend approval; Alderman Moran seconded. Alderman Engelman was present at this time. He asked if the Committee normally got a report from staff first and was told it did not. He respectfully asked the Committee to amend the Resolution to appplyy for a $277 700 rant rather than a $177 700 ggrant. The application before the Committee seeks $177,000 to be matched by the City fora total of $340,D00. That would be sufficient for the ball fields at Leahy, soccer fields and QIay grounds, One of the prominent aspects of the park, he continued, are four lighted tennis courts; It s the courts closest to the homes of the majority of those who participate in the tennis program. Last Wednesday the neighborhood heard for the first time about the grant, and first had input on what should be done there. Approximately 20 neighbors were present. It was obvious that not only the ball and soccer fields and Fa ounds needed work; but the tennis courts need repair, and cause a run-off problem for the residents n the area. For several years he had tried to deal with the alley problem on Colfax, and explained the problem there. He reported that staff estimated we can do the tennis courts for an additional $200 000. if we applyy far an additional S100,000 grant we can match it. He thought we were going to do them, Alderman Engelman continued: we had a 520,600,000* request from Recreation to do capital improvements in the City. What we said was that the first things to be done were the ball fields, soccer fields and tennis courts. The tennis players were most vocal. Amazingly, we did not agree to do all the tennis courts but only some. These were not included in the pear plan. This is not about whether they should have &een done: they need to be done, and done now. V e have to commit to an additional S100,000; he said we have that amount available for this purpose. At the end of the budget it was discovered we had $400,000 additional monies in Recreation that did not need to be allocated to a specific project, and could have been returned to the CIP. 5150,000 of it was atlocated to street lights- 5150,000 was allocated for other sources; there was 590,000 contingency. He had suggested we should allocate it to Leahy Park for the slide. The motion failed and it was put in contingency. Now is the time to use it. We promised to do the tennis courts two years a o. These are contingency funds for recreation purposes, and this is a recreation purpose. Some of what weave to do has to do with irrigation and sewer work, he continued: we could look at applying for additional funds for that purpose. The money is there, the need is there, and the commitment should be there. Alderman Moran moved to amend Resolution 42-R-02 to indicate we would seek $277, 700 the additional funds to address the tennis courts. Alderman Rainey noted the grant only reimburses 5R, so we would seek $277,000 and need to fund $277,000. Alderman Engelman noted we would use $50,000 previously set aside for the slide and other monies that were in the CIP for 2003. We would have $110 000 and we would have to come up with an additional $100,000, some of which is in contingency. Ms. Aiello said that, when the 7-year plan was brought forward, the Leahy tennis courts were not in it. However it was decided, it wasn't in there. So, in the CiP Committee, we discussed it was not in the plan and could not be part of our grant application. She did not think the Council approved the $90,000 for contingency. There's some money in limbo she continued, and we planned to come to the Budget Committee for policy issues. There's money there, but it's unallocated. Alderman Engelman said it was recreation money that was not In contingency, it's in limbo. Ms. Aiello noted there were other requests for the funds. The Council put that in abeyance, along with the software program. That was all to be brought back for Council consideration. Alderman Engelman felt there may be residents of the 7°1 Ward you could explain the need to. Alderman Jean -Baptiste asked about the contingency. Ms. Aiello's recollection was the Council voted for $150,000 for street lights; the rest to come back at a future date. We are coming back, but there are other policy Issues about when grant opportunities come up and how you deal with them. Alderman Engelman would like to discuss policy issues, but this grant application must be in by July iu If we are going to ask for additional monies, we have to make the decision. He thought we made a policy decision when we approved $11.5 million for Parks/Forestry ix Rec. at $1.5 million per year to redo the balifields, soccer fields and tennis courts. He did not recall on the Council floor trading tennis courts for balifields. Ms. Aiello explained there was a 7-year plan presented that Council approved that, when went to the $1.5 million: as a part of that, some things were in and some not in. Alderman Engelman asked if $100,000 unallocated was sitting in the CIP. Told yes, he commented that he rested his case. Ms. Creamer, 7u' Ward resident said the tennis courts are In terrible disrepair with cracks and buckling. She noted cosmetic repairs made to one court, which may last one year. She noted residents who will not play on the courts, grow going to Wilmette or elsewhere. She was sopeople had to leave town to play tennis. Mr. Stafford said�rry that from a staff point of view, too much is read into it about all tennis courts and all ball fields: we haven't put in money so that every park gets everything done. The figure would have been much higher. We are trying to be judicious: it's not a matter of not wanting to get extra money (from the grant), but what do we do when we come to the next park and don't have a match? Staff is for some policy guidance. Ms. Aiello referred to a memo that outlined a grant opportunity for Mason Park without knowing where the match would come from: if we got it we would have had to come back and have Council decide where that would come from. That illustrated the need for Council to address the policy issues. Alderman Rainey noted that we don't know the pieces of this expenditure: how much is for drainage? Is there a piece of this project we can shift to the sewer program? If homes are being flooded from this park she felt it a serious problem and should not be financed with Recreation dollars. Alderman Engelman suggested that we apply for the grant; where we get the match money is somethin.9 we don't have to say right now. There may be another source, but he pointed out he only heard about this last Wednesday. Ms. Aiello added that we didn't know about the drainage problem. Mr. Gaynor clarified that we only knew of the drainage problem in the balifield and play area. Alderman Jean -Baptiste said that we can decide to amend this request, and decide later where the matching funds will come from. Ms. Aiello painted out that we will have to come up with another $100,000. If the Council amends the CIP to fight to add the $100,000 in limbo, not in contingency, to add to the match that's one option. The a er Is to include the tennis courts, staff looks at t7ie drainage issue and see Y there's a different fund for that. Alderman Engelman said we don't have to amend the CIP tonight; that all we are doing is authorizing the City Manager to make the grant application. Ms. Aiello noted that you have to say you have the thatch. Alderman Engelman thought we did have it: using sewer funds, but we won't be- under the time constraint. Ms. Aiello offered to supply the Council with the 7-year plan. Alderman Rainey noted we cannot amend the CIP tonight, Alderman Engelman said that the $110,000 Isn't in the CIP. Ms. Aiello pointed out that the $100,000 for the extra match has to come from somewhere. Is it safe to assume the extra money will come from the CIP unallocated funds. If we come back with some policy or after applying for the grant, we will have to move forward on that. The amount was clarified as being $400,000, minus the $150,000 used for street lights. Alderman Rainey asked if we know the cost of renovating the tennis courts to be 5200,000. W. D'Agostino said yes; that came from the Strategic Plan; there are four courts. Alderman Rainey asked if there was a possibility that we would apply for the $277,000 grant, and be told we were only granted S150,000. Ms. Aiello said that our experience is that we have gotten what we have asked for. Mr. Gaynor said there was a possibility they may ask us to only do a part of the project, but we have been fortunate in the past. Alderman Jean -Baptiste asked, if we get the matching funds, do we have to spend our part of it? Ms. Aiello answered yes, notinv we si5n a contractual agreement. Mr. Gaynor said it's a reimbursement program, and we must do what it says in the grant. Alderman Jean -Baptiste clarified that the $250,000 left unallocated in the CIP was for other concerns. Ms. Aiello confirmed this, explaining we'd made a recommendation to Council on how to spend the S400 000; the Council chose to take only $150 000 for street lights and the rest was put in abeyance. Staff felt we need some policies as it relates to tie CIP. There are always grant applications. There are overruns on projects. wused to have the opportunit of earned interest: now we are down to pennies. We want to talk to the Council about a contingency fund for overruns other grant opportunities. There are a lot of things we are working on now, she explained, that we might bring in the next 30 days. Alderman Rainey asked if the tennis courts were as bad as reported and Mr. D'Agostino said they were. She noted that when you look at an opportunity to get S100,000 for spending S100,000, it's hard to say no. Ms. Aiello pointed out that Council had not approved that; and staff is not authorized to approve projects the Council has not approved so it could not be put in a grant application. She said there are other projects like Mason Park that need a match and overruns on other projects. Alderman Rainey asked the likelihood of the drainage work being 5100,W. Mr. Jennings could not say how much of the problem was due to the tennis courts; he noted the east end of the area is much higher and you get runoff from the west. He could not tell how much was coming from each of the various sources. He said the ideal solution would be to pave the alley. Alderman Jean -Baptiste asked if we can spread out the work over time, doing two courts at a time. Ms. Aiello suggested if you're Soing to do a project do it all at once citing economy of scale. Mr. D'Agostino said the courts need to be ripped out and started over from scratch. Alderman Rainey asked If there was something we can not do here. Ms. Aiello said that was part of our policy discussion. Mr. Gaynor noted the Council adopted the 7-year plan: it would be up to them as to which project they would like to defer. Alderman Rainey asked if he was referring to projects at this park. Mr. Gaynor noted the playeround area is not accessible, and it is an objective to make all of them ADA accessible. He added that ere's a siggnificant drainage area on the ballfieldl soccer field. The sled hilt for $60,000 was added to the 5117.9 appropriated for the ballfield to leverage the $177,000 for a 50% match. Our recommendation is to do the bait field, open space area and playground. At the community meeting he heard significant discussion to do the tennis courts. Alderman Jean -Baptiste asked about the strategic plan and Mr. Gaynor answered that when we brought back a strategic plan it was an $85 million dollar project. The Council could riot address that. We then came back with a seven-year plan. Things were traded, added, taken out of the plan. We came up with $1.5 million per year for seven years and it was these items as listed. Alderman Engelman thought we should apply for the $100,000 and between now and when we get it we took at the policy issues and other sources of money that may be available. He did not recall there bean trading of projects. He recalled directing staff to come back with an appropriate ordinance but did no� recall discussing which park would get what. Alderman Rainey suggested taking this item to Council to see what the Council would say. She said we can't do any worse than the proposal here. Alderman Jean -Baptiste said that ultimately it would have to be taken to the Council anyway. Alderman Rainey asked the wisdom of going back to the neighborhood and generating a meeting. Alderman Engelman noted at the last meeting, the tennis courts had the majority of supporters, there were many for the playground, and a vocal minority for the ballfields. With regard to the playground, there were serious concerns with the safety of the equipment. He had an issue with redoing the playgrounds: are we making better play experiences when we follow federal guidelines on them? He noted the neighbors did do something to help the community: they are willing to give up the $51,000 though it's really their desire to get the sled hill back. Alderman Jean -Baptiste asked for a vote of those In favor of the amendment to authorize the City Manager to apply for a grant of $277,700. Motion to approve the amendment was unanimously passed. (All) Resolution 47-R-02 - Footing Easement Agreement with 1881 Oak LLC - This item would authorize the City Manager to approve a subsurface tooting easement agreement to allow a subsurface footing encroachment on the public right-of-way. Alderman Rainey moved to recommend approval; Alderman Moran seconded the motion. Motion passed unanimously. Alderman Rainey had a question about process: when we grant an easement, there's a foundation permit; are there also construction drawings? Ms. Aiello answered not always: some developers put in their package all together. In this case they have put in for a foundation only. Alderman Rainey asked if there are any restrictions. Ms. Aiello said that In the code, once permits are issued, construction has to be started within a year. Alderman Rainy said It appears they want to secure the site; she is concerned about it. She asked if the easement had restrictions; do the permit requirements get recited in It? Ms. Aiello said that was part of the building code: It states the one year construction start date. Alderman Rainey asked if they have an easement in perpetuity if they don't start the building? Ms. Aiello called that a legal question, but if not started in the timeframe, she felt the easement would not be good because tied to the construction of the building. Alderman Rainy asked who would want to buy the lot with an easement on it. (Al2) Resolution 50-R-02 - Easement Agreement with Optima Towers Evanston Condominium Assn. - This item wouta authorize the pity Manager to sign an easement agreement to place planting reds along the public right-of-way at 600 Davis St. Alderman Moran moved to recommend approval; Alderman Rainey seconded. Motion Dassed unanimously. (A13) Resolution 50-R-02 - Sublease of Studio tl224 at Noyes Cultural Arts Center - This would authorize the City Manager to sign a consent to sublease to begin June 11, tnrougn August 31. Alderman Moran moved to recommend approval; Alderman Rainey seconded; motion unanimously approved. ITEMS FOR DISCUSSION (APW1) Special Events Policy Recommendation - Alderman Jean -Baptiste invited Mr. Gaynor to address this. Mr. baynor reterred to the packet's memorandum that outlined the City Manager's appointment of a committee with a Department Head or member from each of the departments to review and evaluate 65 - 70 events each year. The attempt was to better coordinate the impact on the neighbors, streets and parks. We are looking for the Council to adopt a policy for the committee to follow consistently, so event sponsors can follow the same steps in the policy. The committee created a draft for consideration, he continued. There's impact in the language beingg suggested, but it's important for the Council to realize that some events cost the City in excess of $65,(9. 970,000, including all the activities. These are very Important activities for the City: we are not suggesting not doing them; we want to make sure the Council is comfortable that on the 4 of July, for instance, every police officer is on duty, which is $45,000 - $55,000 in overtime. The Council should be aware of it. He noted the Fountain Square Art Festival wilt cost the City, and said the question is what the City recaptures - some, all or none of those costs. Mayor Morton said we are fortunate that the Recreation Division is getting a lot of grants; however, as a Council, since each of us represents a community - the first thing a person complains about is that we pay a lot of taxes - she asked what do we give back. The history of the Fourth of July is that the celebration wasn't started by the City; in other places it is but she was embarrassed to say that the City doesn't sponsor it. However, she noted with pride that ft was the North End Mothers' Club that started it and It evolved out of the community for Evanston's citizens. She felt it a wonderful event and something the City should support for the citizens. She noted the chairs down Central St.: people feet good about it. The faces of the people are happy. If we were to issue a survey, she felt most people would think it a City - sponsored activity. We're lucky the Fourth of July Association has been able to do this all these years. To a question Mr. Gaynor said that First Night was the next costly event, costing the City around $10,000. The Mayor said if we want to talk about this, we need to study some of these issues that come before us, get a history of what's happening with all of them, and make a decision as a Council as to which are we going to give to our citizens that they are not paying for. She did not see how we could say "All City personnel utilized on the da(s) of the event may be charged back to the sponsoring agency." She said that the Council doesn't have a breakdown of the history of the costs, and for special events. She agrted with the $100 application fee. Site asked how many organizations we were talking about. Is it just the 4 of July parade or just First Night? If something is on a City street and a barricade is needed, that's using City staff. the added that all over the U.S. cities with a Fourth of July celebration must add additional staff. She was glad the issue came up tonight, because she wanted the City to decide if we're going to change: we are upsetting too many people wFia believe some things will have to be eliminated because they do not make that kind of money. She knew First Night had gone in the hale for two years. She suggested scaling down as a possibility. She discussed charging extra r lice to the Fourth oFirstNight, knowing you'd puthem out there anyway.The issue, she reiterated, seriousand stronglfelt we need more information and a breakdown. How much does Sanitation cost, e asked. They would have to be out there cleaning up for the next day anyway. Where is all the money being spent? Is this something the City doesn't want to do, or to give, to its citizens for these wonderful events that are sponsored by them? She noted that some cities sponsor First Night. At this point the he excused herself to ready people for the Council meeting, followed by applause from the audience. Mimi Peterson related that each year they go to Naperville for a huge event. She teamed the JayCee's are financially responsible for the sanitation street closures, etc. She was intrigued budget -wise: they are not getting the services for free in Naperville. Alderman Moran stressed that this issue is going to take a lot of attention, examination and work. It's good to have policies that strive for consistency, but there are i intangibles we will have to took at. The question is simple, he continued; the answer s complicated. Regarding the Fourth of July Association, he noted they have a long history, do a lot of things, contribute a lot of things,some of which don't have to do with the Fourth of July. When we're looking at these policies, it's going to be hard to say this is where we draw the line: there are important implications to the adoption of the policy and ultimately significant as to impact on their activities and we must be confident that we understand these situations. He was skeptical that we could have a formula. Alderman Rainey noted that it's clear that this was a draft for discussion only. We will begin studying it: the concept of coordination is an important one. She felt it unfair for the Mayor to say she was embarrassed: none of these events could happen without the support of the City. The City has given and given: there's plenty of City support. She noted every cop on the force is on the street for the Fourth of July, and that's an amazing sacrifice to support the program. We don't sponsor it but we support it to the hilt; we need to recognize that. She had read about the Arts Fair: the Chamber d Commerce charges $250 for each booth. She noted an earlier event of theirs that charged 515 to go down a portion of a City street. She felt the City does well in its support, felt there was a need for a special event policy, though didn't know if it was the one before them. She recommended seeing what other cities do; we ought to took at the information carefully and have the issue come back to us. Alderman Jean -Baptiste appreciated the fact that there was a proposal to guide us. He asked, regarding process, how to maximize the input of all the aldermen. He suggested the Department seek out comments and suggestions, and in three-four months we can have a policy. The proposal, he said, was good but will need to be reviewed before making a decision. He asked for time for the dialogue to take place and suggested culminating with a public Bearing. He asked for a timetable. Mr. Gaynor agreed to this process; and to provide an analysis of costs. He noted this was not an attempt to adopt a policy this week or this month. Mr. Rubin asked if a policy wasn't wanted before the cycle started again next year. Mr. Gaynor noted in this year's budget there's a line item created for this: our real desire is to have it o hand in hand with next year's budget, and at the same time send a letter to the 65-70 coordinators afgter adoption of the policy. Mr. Franz suggested discussing this during the Ward briefings. He outlined two issues' the special event application fee and paying for the event. Alderman Rainey noted this was one of the things discussed extensively during budget policy discussions - reimbursement for expenses and fees for TKIat events. There was interest on the part of the Council to recoup at least some of the money. Mr. Gaynor added that there's no intent to eliminate any activities. COMMUNICATIONS (APW2) Police Officer Hiring Reoort - Alderman Rainey asked about an incident of a police officer being attered by a drunken person in front of Tommy Nevins. Mr. Rubin will check into this. (APW3) Fire Department Monthly Repport - Alderman Jean -Baptiste discussed investigating the Incident at 121 Cauan in wnich a box of lighter ttuid was found in the building. The Fire Department's response was to take it out, but he said the implication was it might be intentional. Alderman Rainey noted it had been placed there more recently. Alderman Jean -Baptiste asked for a report on the incident. Alderman Rainey asked If the Jeep fire at Oakton and McCormick was at the auto pound. She was told the car was parked on the street. She asked how the fire started; Fire Div. Chief Haltom said he would find out. (APW5) Bills List inguln+ - Payment for Chicano Tribune Ad -- Alderman Rainey had thought the charge was extreme, noted that staff reported it was accidentally run for two weeks instead of two days. Alderman Jean•Baptiste reported that we paid close to $4,000 instead of $2,000-S3,000. (APW4) Dutch Elm Disease Control Cost Comparison - Mimi Peterson asked about sanitization of deadwood in the elm trees ana whether the elms were trimmed at certain times of the year. Mr. D'Agostino said we do not trim elms or oaks from May to October. Asked the best way to get rid of the deadwood, he said we do that white we're trimming. Ms. Peterson asked the number of employees who do this and Mr. D'Agosttno stated the total number of -full-time employees is 19. Ms. Peterson asked if they are climbing into the trees. Mr. D'Agostino said not all: other tasks are beingperformed. Ms. Peterson wanted to know if we're real lyy ggetting 93% of the deadwood out of the trees, snce that had to do with the spread of the disease. Mr. D'Agostino said that, as we go through the trim cycle, we are getting any deadwood over two inches. Alderman Jean -Baptiste interpreted that we have an efficient program. Alderman Rainey recalled that at Thursday's Administrative Adjudication there was a ticket issued and case heard for a woman on Custer who refused to respond to notification of Dutch Elm Disease. Mark Younger, Arborist, was there and the law udge issued a fine. That was just inadequate, she said, asking if we can't ask that the City be allowed to ake the tree and lien the property. Mr. D'Agostino said we have done that in the past, and this woman's tree was the last one from last year who hasn't taken it down. Alderman Rainey said Administrative Adjudication did not gI've you permission to take down the tree, but it could allow us to do sot Mr. D' gostino said It could. Alderman Rainey thou t we should ask for a daily fine. Mr. D'Agostino said that Administrative Adjudication has been a great netp to us, and given us excellent responses within two weeks. There being no further business, the Committee adjourned at 8:5B p.m. Respectfully submi , Darlene E. Nilges Executive Assistant DRAFT — NOT APPRDVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION Ft PUBLIC WORKS COMMITTEE Meeting of May 20, 2002 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Kathleen Brenniman, Pat Casey, Paul D'Agostino, Bob Dorneker, Mark Franz, Douglas Gaynor, Aleck Granchalek, Chief Hunter David Jennings, Dennis Marino, Darlene Nilges, Max Rubin, Bill Stafford, Chief Wilkinson, Barbara Zdanowicz Others Present: Del Leppke, Hans Detweiler, Jackie Brown, Arlene Haas, R. A. Wolfson, Tom O Malley, Deedee Diehl, Amy Whalen, Tony Anton, Mike Radciewicz, Dan Grey Presiding: Alderman Lionel Jean -Baptiste SUMMARY OF ACTION Alderman Jean -Baptiste called the meeting to order at 7:59 p.m. APPROVAL OF MINUTES Alderman Rainey moved approval of the A&PW Minutes of 5/6/02; Alderman Feldman seconded the motion, and the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA fAi) City of Evanston Payroll through 5/09/02 - The Committee considered two items: the 5/09 payroll n the amount of �o1,HJy,606.1ti for whicn Aloermen Rainey and Feldman moved and seconded the motion to recommend approval, as weft as item (A2) City of Evanston Bills through 5/21/02 : The bills through 5/21 totaled $5 464 754.74. Alderman Rainey questioned a'Bi s'T[—Listittem showing advertising costs in the Tribune of $3,862.81, appearing under account 1716, Recreation's At -Risk Opportunities. Mr. Gaynor said he would look this up and provide information this evening. On voting on the motion to approve the payroll, motion passed unanimously. Alderman Feldman then moved to recommend approval of the Bills List, with the exception of the item above, and Alderman Rainey seconded the motion. On voting, motion to recommend approval of the Bill List passed unanimously. (A3.1) Approval of Proposal for Professional Services for Development of a Comprehensive Health„ Fitness and wellness Nroctram tar Levy Senior tenter -- Ihis proposal, from the Lvanston Atnletic LlUb in the amount of 54`l,JZU, would be to stair the iitness room, provide exercise classes and administer the fitness/exercise programming. Alderman Feldman moved to recommend approval; Alderman Rainey seconded the motion. Alderman Moran asked if this would include classes for the seniors as well as the other users of the building in the hours the seniors would not use it. Mr. Gaynor said this is correct. Asked the proportion of the senior vs. non -senior hours, Mr. Gaynor said hours between 9:00 and 5.00 are dedicated to seniors; before and after and on Saturday andSundayit is not. Alderman Moran asked the percentage the percentage of program activity that would be before 9 and after 5, and what percentage takes place between 9 and 5. Mr. Gaynor could not give an exact number; said the vast majorityof the programs scheduled are for seniors. He referred the Committee to Information in the packet. Alderman Rainey believed it was about 1 /3 to 2/3. After review, Mr. Gaynor estimated that 60% is for seniors. Alderman Moran quoted from the May 14 memo: "The City will pay the Evanston Athletic Club based on the number of exercise classes that are held. If a class does not meet the minimum number of participants after the second class, the class will be cancelled and the City will not pay." He asked if we would be paying for a couple of classes until we determined there was not the minimum number of people. Mr. Gaynor explained that this was routine throughout the Department: we run a class and try to bring the numbers up. If, after the second class, there s not enough enrolled, we cancel and are not tied into it beyond that. Alderman Moran ciarified that this proposed contract would run from June 1, 2002 through February 28, 20031 a nine month period. Alderman Feldman asked if the association with the EAC to provide swimming is still available. Mr. Gaynor said that part of the package includes swimming during the week in the afternoons. Alderman Feldman asked if aerobic classes for seniors were planned. Mr. Gaynor intr&Juced Ms. Diehl of the EAC who wilt initiate the pro ram and supervise it, hiring instructors, etc. She responded that aerobic classes addressing different fitness functionalities were planned. Alderman Feldman noted the importance of not selling some seniors short concerning what they're able to do: many are fit and wish to stay fit. He asked about the availability of private instructors from the EAC at the Levy Center. Mr. Gaynor explained a personal trainer would come over on demand: this would be a transaction with the individual Levy member. Ms. Diehl added that there's a $40 charge per hour, the profits being divided. Alderman Feldman clarified that the City would get 20% of the fee. He asked why that decision had been made. Mr. Gaynor explained the City would only be providing the space. On voting to recommend approval of this proposal of the Evanston Athletic Club, motion was unanimously approved. fA3.2) Approval of Proposal for a Facility Infrastructure Report for Robert Crown Center - This item, for Parks orestry tr Recreation, would cost �ti],Uc7 ana provide a facility infrastructure evaluation, analysis and recommendation. Proposal was from A. Epstein & Sons Intl. It was moved and seconded to recommend approval. Alderman Rainey supported this, but had no information as to who this firm was, their background, etc. She though,. there should be some information about past projects, etc. In the packet. Mr. Gaynor said he could p� o,,Ide the information. The committee met and discussed the three proposals, he continued. This company showed work they had done mirroring that required for this project; they had been in business many years, brought together a team wit excellent credentials, including an ice consultant known .nortdw,de. Alderman Rainey said that Mr. Gaynor had told us more than the Committee needed to know ccncernirg the people providing free lunches (the next agenda item), but on this item we were told nothing. Alderman Feldman was familiar with this company's work on Olympic venues, and had an idea they •-p.ere imstrumentat in the McCormick Place addition, and were an international firm. He supposed treir resume would indicate their projects. Mr. Gaynor said one of the projects they did was at our Servrnce Center. Alderman Rainey asked that future items contain complete data. On voting, the motion to recommend approval passed unanimously. iA3.3) Approval of Lowest Responsive and Responsible Bid for the Summer Food Program - This item for Parks/rorestry tt Kecreation, ^outs oe at a not -to -exceed cost of S>U,sLu, and the recommended bidder was Open Kitchens. Lunches would be provided at Flee twood-Jourd ain, Mason Park, Robert Crown and Clyde-Brummel. Alderman Moran moved to recommend approval; Alderman Rainey seconded. Alderman Rainey asked if the 200 lunches at Clyde -Grummet were per day and was told yes. She asked if records were kept on site as to how many come for these lunches. 1+tr. Gaynor said yes, noting we were required to do that. We have unannounced audits on site. Asked if we keep names, addresses, etc., she was told no, and in answer to other questions was told people must consume the lunches on site but do not have to participate in the day's activities; and they can use the picnic benches in the park. The lunches are served from 11:30 tit 1:00. Alderman Mean noted the contract is for $82,000; the grant is for 5132,300. Mr. Gaynor explained the $82,000 is fcr the food; the balance is for staff and administration of the program. Asked if that would be the normal split, Mr. Gaynor said it's a formula set by the state. On voting, motion to recommend approval passed ur-animousiy. (A3.4) Approval of the Bid for the 2002 Mobile Lakefront Concessionaire Permit and Church St. Concession Stand Permit - Mr. Kuotn corrected the agenda: tors item wouto not cost the Lity y1,buu; the contractor would pay the City this amount- Proposed contractor, the sate bidder, was Simply ice Cream Co. Aldermen Rainey and Feldman moved and seconded the motion to recommend approval. Alderman Moran asked about the sole bid. W. Gaynor explained we haven't had other bidders for the last four or five years. We would welcome more competition; Purchasing gets the word out but we have not been successful in getting anyone else out. Alderman Moran asked for a sense of the percentage this $7,600 figure is of their summer earnings. Mr. Gaynor noted this is a family -run business; Mr. Stafford added that the margin of profit is low, and in the food business you have to have enough markup. He said it may took lucrative, but it is not. Mr. Gaynor noted that bad weather affects their selling of the product. On voting on the motion to recommend approval of this matter, motion was unanimously in favor. iA4) Special Event: Central St. Arts & Craft Fair - This item would approve a request of the Central t./green tsay Kd. rusiness Association to nold the annual Central St. Arts $ Craft Fair and sidewalk sale on July 13 and 14, 2002. Alderman Moran moved to recommend approval; Alderman Rainey seconded; motion passed unanimously. (A5) Special Event: Taste of Armenia Street Fair - This item would approve a request of St. James Armenian church to hold an annual Lhurcn fair on Sunday, Aug. 25, 200Z. Aldermen Moran and Feldman moved and seconded that this item be recommended for approval; motion passed with no nays. (A6) Special Event: City of Hope's Walk for Hope - This is a request from the City of Hope to hold their annual'wa(katnon along the lakefront on sunpay, Uctober 6 from 8 a.m, to 12:30 p.m. Alderman Moran moved to recommend approval; Alderman Feldman seconded; motion was unanimously approved. {A7) Special Event: 17'h Annual Evanston Ethnic Arts Festival - This event, a program of Parks/Forestry lx Recreation, would be held in Uawes Parx on July LU/L1 from noon to 7:00 p.m. Alderman Moran moved to recommend approval; Alderman Feldman seconded the motion which passed unanimously. (A8) Resolution 39-R-02 - Prevailing Wages for Public Works Protects -- A Resolution of this type is required dy the state of iiunots to tie passed each year. Alderman veidman moved to recommend approval; Alderman Moran seconded; motion passed unanimously. (A9) Resolution 41-R-02 - Concerning State Income Tax and Photoprocessinq Tax Shared with municipalities - this Kesolution would urge the IL Venerat AsSem[]ty not to reduce state funding to municipalities. Alderman Moran and Feldman moved and seconded the motion to recommend approval. Motion passed with 4 ayes, no nays. Alderman Feldman noted his was a very strong aye. (A10) Ordinance 55.0.02 - Increase in Class B1 Liquor Licenses (1800 Club) - This Ordinance, for Introduction would increase class tit licenses from f to L witn the aaaition of the 1800 Club, 1800 Sherman. Alderman Moran moved to recommend approval; Alderman Feldman seconded the motion. Motion was unanimously approved. (All) Ordinance 56.0-02 - Decrease in Class B Liquor Licenses (1800 Club) - This Ordinance, for introduction woula decrease Ltass is licenses from I to I with the subtraction of the 1800 Club, 1800 Sherman. Alderman Feldman moved to recommend approval; Alderman Moran seconded the motion. Motion was unanimously in favor. ITEMS FOR DISCUSSION (APW1) Reoort of the Technical Review Group Reeardin Com Ed's Performance - Mr. Del Leppke, Chair of the Energy Lommission, reported on the performance of Lomto and response to the letter of agreement to the three-year franchise extension. He introduced members flans Detweiler, Arlene Haas, Jackie Brown, and Rudy Wolfson, Vice -Chair, and Dan Grey, chair of the northeast region, and Mike Radciewicz, liaison of ComEd. He noted this will be the next to the last report for the three-year extension. The highlight of this last period was the opportunity to go to the Libertyville office of ComEd and talk to the management of the restructured distribution system. The maraaer has full control of the operation, including budgeting, planning, engineering, reliability analysis, etc. The members visited the people heading the reliability, engineering and planning groups and talked abcut some long-term issues. He pointed out several things: In the preventative maintenance activities, ComEd has increased the number of "walk down" inspections from 7 in 2000 to 25 in 2002. This refers to people who walk along the lines and inspect the circuits. They are designating worst feeders on the "One percent" (highest rate of disruptions) list which receive extensive attention to correct the causes, and a "Two to Three Percent" list which are feeders to be watched. Evanston has two on each list. They are increasing their low growth data by getting better communication with the City, and taking that into account in their planning . They are identifying areas of heavily loaded circuits for planning tong term construction. They wilt shift some circuits from the Hartrey to the Skokie substation to relieve load. They have improved their diagnostic tools, using infrared to scan circuits for potential trouble, and have a new diagnostic tool, a lightning strike correlation to outages and have identified within this region there's a lake effect weather. There's a lot of good work we have heard about, Mr. Leppke continued, that's not in our commitment program in our letter of agreement, to decrease the number of interruptions. As to the committed work, it will all be complete at the end of the three-year extension except for the installation of SCADA on substation 249 which was scheduled for 6/30/2002. This is due to aproblem with the nn•+q manufacturer. Mr. Leppke said we're being told we're first in line: this substation is actually in Wilmette, but feeds some circuits in North Evanston. Of the most heavily loaded feeders, seven remain about 90% capacity. ComEd reports that on these seven they are not going to do anything. There are some mitigating circumstances: ComEd has gone to a higher temperature reading to determine the capacity of the feeders, reducing exposure to heat storms. We continue to have discussion about this with them, as well as discussing having adequate backup on high- loadfri feeders. Feeders that feed the downtown area were discussed: ComEd has taken a look at the network in that area and is not going to add toad to it; so it wilt run at about 47% loading. It's important, Mr. Lep ke pointed out, to have capacity there. We are still in discussion about what would be a reasonable loading on feeders. Regarding outage reports, the last time we were concerned about the frequency of Interruptions. They have gotten through the problem of tong feeders where they attached two circuits together during construction and the number of interruptions are going back down. The duration of Interruptions has gone up slightly 6om 102 to 106 minutes, and we think there's room for improvement. Our consultant, he noted, proposes a goal of 60 minutes. He finished by saying that we've come a tong way In this three-year period. Alderman Feldman asked what could be done to reduce the outage duration. Mr. Leppke said that three years ago ComEd lowered the duration from 236 minutes by moving the reporting station for the outage maintenance more locally to Skokie; secondly, they are going back to the old system that uses continuous crews that are familiar with this area. Also, they are working on getting early notification of outages: they have to rely on customers to call in, except for larger outages which are known at the dispatch office. But If it's only a portion of a circuit, they only know when someone calls in, which influences duration. (APWZ) Recommendation from Enerey Commission to Extend ComEd Franchise for One Year - Mr. Leppke reported that we are coming to the end of the three-year period in Juty; there are provisions for two one-year extensions. The Commission, looking at where we are and the rate of improvement we have seen in the last few months, recommends that we exercise the first one year extension to be fully confident that what they are doing will produce the results we hope for and to know how to write the appropriate things into the franchise agreement. He said that the letter oi agreement is not clear on what happens during the one-year extension. The Commission has certain ideas, and recommends that the Committee appoint who should be responsible for exercising the extension. He noted the need for time to clarify what goes into it: we need to have some specific objectives. Alderman Rainey suggested the same aldermen be involved in formulating the extension as were on the extended franchise committee: Aldermen Moran Rainey and Bernstein were members. Alderman Feldman supported this and asked if the items listed In the accompanying memo were being recommended to be in the franchise. Mr. Leppke said yes. The Alderman asked if ComEd has made any recommendations. ComEd representatives said no, that this Is the first time they had seen the recommendations. Alderman Rainey moved to appoint the above -named aldermen to work on the one-year extension with the Energy Commission. Alderman Feldman seconded. Alderman Rainey asked when we need to begin and was told very soon: we need to make sure our minds are together and took at the recommendations of the Energy Commission as to high density areas and identification of heavily loaded and governmental feeders and other items; we need to develop a program for leveling usage in areas with loads in excess of 80%; and look forward to a green power purchase for 50% of electricity used in City facilities. We also need to identify feeders with a pattern of recurring interruptions caused by lightning, witdtife and underground failures and analyze the underlying causes. He concluded that we need specificity in this one-year period. Alderman Rainey said the Technical Review Group and Energy Commission have brought us through these three years in a wonderful, committed fashion, and she appreciated their work. Mr. Le pke added that we have some new people on the Energy Commission who are giving us good help. Alderman Rainey recalled the skepticism when we embarked on this, and complimented them on the great job. Mr. Leppke noted there was good cooperation from C=Ed. Alderman Rainey agreed. Alderman Feldman recalled the animus people had when ComEd seenred to 5e the company "Evanston residents loved to hate." The question of continued association with t`ern was very iffy at the time. He's amazed at the turnaround of corporate interest, responsibility and resxrse to the Cites concerns. He said we're not out of the woods but the company has acted responsitAv anc ethically. That's important to the Council and citizens o Evanston, and he looks forward to the s3-e ►find of progress in the next year. Alderman Moran recalled that the Alternative Energy Task Force's recommendation some years ago was to go into the model franchise agreement of the Northwest M.L;r-cipat Conference, and that the Task Force had anticipated opening up of the electrical markets. Be car what Evanston had decided to do a wise decision, noting though that three or four years ago w^ten . ,p negotiated this current extension, it was sometimes tough and difficult; but he felt heartened efforts the City made, and the improvements and commitments ComEd made. We were not certain %nat -pose next three years would bring, he said: all we had was something on paper. He recalled the scary events that happened prior to that time, including the vault fire on Sherman. He was also heartened by z. ,e opening of the Skokie office. He felt good about the City, ComEd and the Energy Commission ana thariced all for doing these things and getting ready for another round. He had confidence we could reach a sensible, fair extension. Alderman Jean -Baptiste thanked the Cam.'; -fission. Mr. Detweiler spoke about the franchise being an opportunity that comes up only so often. He noted perhaps we'd like to go a little longer than one year, but they have been talking over some of tt,ese provisions for nine months and are not at the point yet to comprehensively overhaul the negotiated franchise contract at thispoint. A one-year extension is the logical step. He outlined three goals: re:iabi0ty, environmental benefits and public health improvements. He noted how asthma Is rising at an aiar'r-._:-ig rate, and the need to increase green power, like other municipalities such as the City of Chicago hare done through their franchise process, which obtained $25 millionlyear for four years. He would lice to see something along those lines for Evanston. Finally, he said, we would like to see now to save inon4* in dhe City budget through energy efficiency, and for rate payers who pay for the free power in these buiid�s. He noted how 34% could be saved by changing the lighting in the Civic Center through energy effic _ncy. We are looking for a one-year extension as the logical first step as the first step in a longer process.. Alderman Feldman suggested the Committee needs to recommend the one-year franchise and the community's initiation of negotiations. This became a motion which Alderman Moran seconded and %thich passed unanimously. Mr. Rubin said he will begin making dates for meetings. COMMUNICATIONS (APW3) Evanston Environment Board's Support of Renewable EnerRv Efficient Programs - Accepted. (APW4) Police Officer Hiring Report - Alderman Rainey noted we are down eight going into the summer. (APW5) Oakton Bridge Protect - Sii;naze Installation - Accepted. (APWb) Merrick Park Rose Garden Previous Renovation - Alderman Rainey thanked staff for the requested information. (APWi) Transfer of Cable Franchise Ak ment from AT&T to Comcast Corp. - Mr. Rubin explained the due diligence we receivea; the city ust receivea the report, ana the oottom tine is they could find no reason to fight the transfer of the firanch-�se to Comcast. He noted the public briefing to be held in Oakbrook Wednesday. There being no further business, the Committee adjourned at 8:54 p.m. Respectfully submitte� .- 5, Darlene E. N�il�es Executive Assistant DRAFT -- NOT APPPJDM DRAFT - NOT APPROVED Mlt:U T ES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of .lone 24, 2002 Members Present: Aldermen Jean -Baptiste, t..�ran and Rainey Members Absent: Alderman Feldman Stab Present: Kathleen Brenniman, Pat Casey, Bob Dorneker, Zettee Edwards, Mark Franz, Keith Fuiihara, Douglas Gaynor..!,eck Granchalek, thief Hunter, David Jennings, Kevin Lookis, Darlene Nilges, Catny Radek, Max Rubin, Bill Stafford, Ellen Szymanski, Chief Wilkinson, Barbara Zdanowicz Others Present: Alderman Kent, Mimi Peterson. Cindy Monroe and others unidentified Presiding: Alderman Lionel Jean -Baptiste SUMMARY OF ACTION Alderman Jean -Baptiste called the meeting to order at 7:41 p.m. APPROVAL OF MINUTES Alderman Rainey moved approval of the A&PW Minutes of 6/ 10/02; Alderman Moran seconded the motion, and the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) City of Evanston Payroll through 6/20/02 - Alderman Moran moved and Alderman Rainey seconded the motoon to recommend approval at the payroll in the amount of $1,836,953.36. Motion passed unanimously. ((A2) City of Evanston Bills through 6/25/02: The bills through 6/25 were in the amount of 53,397,718.00. Alderman Rainey moved approvaC, Alderman Moran seconded the motion. Motion was unanimously passed. fA.3.1) Approval of Proposal for a Three -Year Contract to Provide Printing, Malline and Electronic Bill Preparation and Payment Services . IMS Did, tram Kubra, woutd provide these Services for water/sewer/ recycling bills at an annual cost of $41,624, to be offset by savings. Alderman Moran moved to recommend approval; Alderman Rainey seconded. tos. Stafford pointed out that Finance and Public we re ere excited about this proposal, an outsourcing which is considered long overdue. From a customer point of view, our current bill is antiquated: it lacks information, no return envelopes, no provision for on - tine payments. From a business point of view, we run our bills through a lock box now and pay for that; when automated, this wilt save us money; in addition, we will no loner have to store the bills in hard copy. Also, he said the bill we send out would say City of Evanston, but it s a Carol Stream lock box, the reason being it will improve our cash flow. Now bills are sent to Palatine and back to Evanston's lock box and back to Palatine; the new system has a center in Carol Stream, and the bills would go from Evanston straight to the lock box, and we will get the money in the bank three days earlier. He noted this company is a solid firm in terms of having municipal experience, and has several years of e•billing meaning less of a learning curve. We hope this wilt improve service to citizens, he continued, as well as improve our business operation. Alderman Rainey asked about the one-time initial view charge of .18: if that was in the contract, or if we'd be charged additional for that. Mr. Stafford said it was included; there's no additional charge. Alderman Rainey thought this was a great idea. She asked if there would be any connection between this system and any other in the City. Mr. Stafford said this sysr--^ won't change anything in terms of connections because the connections between our other systems .ie vntr, - -oftware. turrently this doesn't change our software or the status of what we are doing now. Aldermai. a property owner had an outstanding water bill of 56-8,000, and applies fcr a building pe, �.,. .+e know they are "a Water Department deadbeat"? Mr. Casey said hopefully vre'd know; it depends on our internal database, which is not foolproof. Until the City can develop a centralized accounts receivable system it will be suspect. Alderman Rainey asked why the Water Department couldn't give other departments information about overdue bills. Mr. Casey believed they do so; it's data entry or recording errors that cause the problem. That will happen until we have one place for data to reside. Alderman gainey suggested even having to look it up by hand. Mr. Casey noted that we have to look at multiple lists of what people owe us: stacks of lists for one person to look through. It's working fairly well, he said, but not at 100 percent, which won't happen until we put all the databases together. tor. Stafford added that there's a high probability to catch such situations in the Collector's Office. Will we catch late fees at the library? He asked. He did not know if we would. Alderman Rainey was concerned about major overdue bills, she said. Mr. Stafford said there were some liens out, and noted the effectiveness of our water bill shutoffs: the list gets down quickly. Alderman Rainey noted we asked an ordinance that says if you owe us this, you're not going to get that. Mr. Stafford said he didn't nave a fully integrated accounts receivable system, and until we get one he can't guarantee that. On voting to approve this proposal, motion passed unanimously. (A3.2) Approval of State of IL Low Bidder for Ford Dump Truck - Ccr,sideration of the State of Illinois low bidder, tsob tidings, Inc. for the purchase or a Zuni roro riou c::;ra truck for the Parking Divis-on of Public Works at a cost of 542,278, including delivery and extended warrant;. Alderman Moran moved approval; Alderman Rainey seconded the motion, then as+ed for a brief exp:ara_:on of why we are replacing a pickup with a dump truck for Parking, Ms. Rader, explained the Parr, ng 0ivision is doing a certain amount of parking lot maintenance. trimming the busnes, etc., and a dump tr _�: with sides that pull do -own will be a~le to get into the tight spots and work. off the curbs. It v:ill carr; a sz,reader for the winter, for improved service. These operating issues have cnangeG over the ccurse cf 7 tc S years. The truck carries a lift gate and concrete bumpers; there are man', reasons for this ty,ae of .e` ici=. They carry 55 gal. drums for trash, pull a Bobcat and ptov., carry hoods for parking meters, so there's a dry box for that. She noted the old truck had an old metal storage box that wasn't v+atertigti;. This poly :•7x has a waterproof seat. On voting to recommend approval, motion passed unanirr-ously. (A4) Special Event: Fourth of July Celebration .- This item would approve the request from the Fourth of July Association to approve the activities and waive associated City costs. Alderman Rainey moved to recommend approval; Alderman Moran seconded. Alderman Ramey noted at the last meeting people from the Fourth of July Association said the City d•:, -sn,'t s'u;rv)Tt this. and :he Mayor said she was embarrassed by the lack of support. The staff memo on this item notes City su aoft'» yG8 1QQ: The Fniirth of July, budget is $181,000, but the City also contributes 568,100 and that needs to be duly noted for the record. She thought that showed extraordinary support on the part of the City for the Fourth. Cindy Monroe, vice president of the Association, said they were extremely appreciative of the support of the City Alderman Rainey noted the comment from an Association member to the effect that if the City doesn't show support, we're quitting. Ms. Monroe reiterated how grateful the Association was, and their wish to continue the relationship. Alderman Rainey asked if staff supported the ongoing free services totaling 568,100; Mr. Rubin noted it was not a staff decision: we approve the event, but cannot approve the policy of waiving the fees. Alderman Rainey asked if the Budget Committee was doing an examination of organizations paying for services received. Alderman Moran said they are working on a list of ca. 38 points; some may have a tangential aspect, but not a direct relationship to that issue. Mr. Gaynor reported that two weeks ago staff submitted a draft policy for consideration by this Committee. There was some discussion about a number of the issues; one was specificatly focused on the cost to the City of alt the special events and a proposed method to recapture some of the costs. The outcome was direction to staff to analyze the 60 or so special events and look at other pieces of the recommendation and bringit back to the Committee. This was to occur within the timeline of the 2003 budget so the policy could be incorporated into the budget. On voting to recommend the Fourth of July celebration and waiver of fees, motion passed unanimously. A5 Special Event: Fourth of July Picnic in Harbert Park - This event would be from 3.11 p.m. at Harbert Park, McUaniel and Uempster. Aldermen moran ana .lean -Baptiste moved and seconded the motion to recommend the item for approval. Alderman Jean -Baptiste noted the proposal calls the site Canal Island Park. He suggested that a modification be made so that the event would run from 3-9 p.m., citing the loss of light after the sun goes down. He noted the darkness in the park, and that we have one officer assigned, but felt it was safer to close the event earlier. ttr. Gaynor said that staff would support the modification. Alderman Rainey questioned why an officer was assigned; Alderman Jean -Baptiste reported there had been no safety violations, but at these events some oversight is wanted. Alderman Rainey asked why his organization plans an event on the 4`' that takes away from the fireworks. Alderman Jean -Baptiste clarified that it was not his organization. Alderman Rainey did not mean to say it was his event. Alderman Jean -Baptiste noted he is no longer an active member. To answer her question, he supposed people preferred to do something different. Alderman Rainey asked why the event wasn't done on another day said Alderman Jean -Baptiste explained the history of the event: it started out as a block party and grew into a community event; he speculated that perhaps, going to the take, people could not play their music and do the things they wanted to do. Alderman Rainey asked if this has always been an event of the Haitian community and'was told no, it used to be a resident who organized it. It has grown beyond his capacity to organize it, and he solicited the help of this community organization. Mr. Gaynor said it's grown to about 400 people and is no longer considered a block party: it spills into the park and comes under the definition of a special event. Last year, he said, there was a significant problem with parking: had there been an emergency, Fire and Police would not have been able to access the neighborhood We made arrangements for no parking this year, he noted, as well as dumpsters and Aorta -johns etc. Both he and the Police Chief met with the organization. Alderman Rainey asked if this is supported by the neighbors. Alderman Jean -Baptiste said it has been going on about 15 years; the neighbors take part in it. It's grown and become different, but the community stilt supports it. Mr. Gayror reported the City has not received any complaints about it, but noted some control had to be put in, which the organization agreed to. Ms. Peterson asked if the applicant was covering any of the 51500 costs. Alderman Jean -Baptiste said some of them' they are getting the insurance, porta-johns, dumpster and other services. Ms. Peterson asked if the $1500 was just for police. Mr. Gaynor said it was for police, public works and parks & recreation services, similar to what s done for other special events. On voting on the motion to recommend approval with the time modification, motion was unanimously in favor. (A6) Resolution 51-R-02 - Lease Renewal - League of Women Voters - This item would approve the City Manager signing a lease renewal for room 1UU1 of the LIVIC Lenter. Alderman Moran moved to recommend oval appr; Alderman Rainey seconded; motion passed unanimously. (A7) Resolution 52-R-02 - Appropriation of Motor Fuel Tax Funds - This item would authorize appropriation of 5515,UUU in Mr t funds for resurracing streets with repiaced water mains. Alderman Moran moved to recommend approval; Alderman Rainey seconded; motion vras unanimously approved. (A8} Ordinance 59-0-02 - Amending Sec. 9-5-4 of City Code - Disorderly House Penalties - This item would provide for a mandatory tine and disposition by Administrative Ad udication. Alderman Kent was sent word deliberation of this issue had begun. Alderman Rainey wanted Legal to give the pro's and con's for doing it this way, and asked how many times in the last five rears had someone been arrested for having a disorderly house. 1.s. Brenniman estimated that there were a couple of times in the last year. Mr. Franz believed there were four to five times a year. Alderman Ramey asked about convictions. 1,:s. Szymanski was sent for. hos. Brenniman's experience was that sometimes one would get a fine and some kind of probationary period, and with good behavior, a waiver of the fine. Alderman Rainey asked if this Ordinance was for the keeper and his guests. Ms. Brenniman's cases ahrrays vrere against the keeper. Alderman Jean. Baptiste asked for examples of incidents. Ms. Brenniman said permitting party to get out of hand. Generally the police are alerted when it gets out of hand. She said we have a pending case in Skokie now for permitting a very large party with underage youth that got sit of hand. Alderman Rainey knew of a case when a landlord was charged with numerous drug deals in the building, and when the police were called for domestic violence, etc., they would always notify the landlord that this had happened in his building, you need to take some action. After numerous times an arrest was made because he knowingly had this . g:fng on in his building and did nothing. She asked if we can start making some arrests. Ms. Brenniman lieved that there had been specific reasons as to why this i, being proposed to go through Administrative Adjudication. While awaiting Ms. Szymanski, the Committee considered the next item. {APW2} Prelimfnar y Hearing Date for FY 2003-2004 Budget - Alderman Rainey moved to set aside some time at the July )I Lommi[[ee meeting for a hearing on the budget. Alderman Moran seconded. Motion was unanimously approved. At this point Ms. Szymanski entered the room. (A8) Ord. 59-"2 - Disorderly Houses Continued - Alderman Jean -Baptiste explained the matter at hand, calling for Administrative Adjudication �o handle the Disorderly House citations. He recapped the question of to what extent we would have authority to arrest violators, once we charge them. Ms. Szymanski said that was what the ticket is when it's issued. Alderman Rainey explained that we don't often arrest people for being a keeper, and we have many disorderly houses in Evanston, and many disorderly guests or tenants who live in them. Other than getting a fine, are there any other advantages to this Ordinance. Ms. Szymanski said this is mainly to address Alderman Kent's concern about wild parties and to bring the message home that the law has to be obeyed and the party cleared out. In her experience there are 5-10 tickets issued per year, and in Skokie only rarely can we persuade the judge to argue for the maximum fine. She explained how she handled the cases in court and the information she provided the judge; how the only thing we have is a fine to recoup losses; and the result would be a $5P0 fine. The mandatory fine in Administrative Adjudication will address that problem. As far as various activities not being covered in the Ordinance, she will meet with Chief Kaminski to go over some additional amendments on the substance of this. This is only for the remedy: other things are in the works. Alderman Rainey asked if this would apply to residential? Could it be an establishment? Ms. Szymanski quoted "any premises" from that section of the Ordinance. Alderman Rainey said that when there's a party the keeper who is arrested is the tenant on the lease, not necessarily the landlord who may live elsewhere. Ms. Szymanski said this is correct: the officers arrest the person(s) on scene responsible for hosting the party -- sometimes the inmates who give the police problems as well. Alderman Rainey noted the number of single-family homes in Alderman Kent's Ward. In her Ward there are large apartment buildings with absentee landlords who allow all kinds of uncivilized behavior. That poisoned an entire neighborhood, she added, and she wanted to make sure this Ordinance could be used in those cases as well. Ms. Szymanski cited Section 9.5.4-A-3, which addresses landlords who allow these parties or disorderly activities to go on. She did not know if the section had been used more than once, but it was in place. She will speak to Chief Kaminski about it. Alderman Rainey asked if Northwestern University can give tickets for this violation as welt and was told yes. Alderman Moran asked if we have other ordinances that permit fines that have mandatory fines. Ms. Szymanski said yes, the Ordinance about possession of alcohol in public came to mind: it's a $50 mandatory fine and can go to $500. Ms. Peterson asked about aggressive panhandling. Ms. Brenniman believed there was a minimum fine but would have to check the Ordinance. Alderman Moran said it struck him that some of the Ordinance's language was awfully loose: "any improper noise or disturbance." His conception of the term "Disorderly House" had to do with prostitution and drug usage. Ms. Szymanski said those were two issues that the Chief asked to include in this, but the language has to be cleaned up. Alderman Moran said that would be more his conception of a Disorderly House. But the Ordinance is saying "an improper noise." First, he said, you have an Ordinance that says it's a municipal violation. Second, you're bringing it in Administrative Adjudication and it's subJ'ect to the political press somewhat, more than if it's in a Circuit Court. He could not remember any other circumstance that had a mandatory, significant penalty: $750 for the "keeper" and a mandatory minimum of $100 up to S750, depending on how hard someone wanted to push these cases that will be heard in this building. He could not vote for this: it's too vague in its description of a violation, is subject to abuse, arbitrary approaches; it's significant in terms of dollar amounts. He thought it better to have a definition of a disorderly house, i.e. a crack house or house of prostitution: clearly identifiable criminal activity. At this point Alderman Kent joined the discussion. Ms. Szymanski said, knowing Alderman Moran's concerns, she could work with Chief Kaminski and prepare amendments with additional langua e. Alderman Moran recapped his concerns for Alderman Kent having to do with what's described here. The more traditional description would be a house of prostitution, and he also cited the example of a crack house: maybe we would want to put the keeper or maintainer under the guise of the regulation. He questioned the term "improper noise or disturbance." He felt that description is vague and in relation to governmental activity isproblematic; it tends to get sub Live, can be the subject of abuse, and could get involved from a political standpoint, if someone in this wilding did not like a group they could decide they are ma' an impro;Fr noise or disturbance and be subject to a mandatory fine of $750 if a keeper. Then we are bringm it in-house to Administrative Adjudication and this gave him some pause. He had serious reservations. tie cc,-;!d not support it, although with revisions It could be more palatable. Alderman Kent said dhe Ordinance was crafted v:ith the ;:s.;:e Department. The Disorderly House Ordinance carve out se,:eral years ago because of problems c` --nderage drinking and parties. He gave the history of one such party v.hich had trapped a chaplain in F.er driveway. This Ordinance does deal with crack houses, he said, and houses of ili repute, because tnc:e are going on, too. The beauty of this is it will give more teeth to our Police Department who cons:anti, receives the calls. He said we can provide a list of calls to specific houses. We talked about kno•ewir.g a;>out neighbors who might call the police because they don't like students. He noted this deals w;th psrt:es that are out of control, with drinking. It requires police to spend the weekend coming two, three, f;,.:r times a night to the same address to get cooperation from the person keeping the house. This atic•r,s une police to enforce. He's made the Council aware that we are having problems, from litter to parties att na, t. Vie tried to target not just students, but to craft somethirij. along with the student government assn. to incorporate some of the things you're hearing about now: there were two informational forums for students, with information about tenant ordinances and trash pickups, moving issues, etc. A lot of this came up from community residents living with the problems, and the police and civil enforcement teaof the City. Alderman Moran noted a police officer may be responding to tr:s rather than to more serious crimes: but that crime doesn't have a mandatory penalty. Ms. Brenrs.;,an noted the spray paint can possession minimum fine of 5500, which Alderman Rainey noted was nct enforced. Alderman Moran asked if there were more Ordinances with mandatory penalties; Ms. Brennima-ri said there may be; she would research. She clarified that this type of ticket (spray paint) may be hanC:ed through Administrative Adjudication. Ms. Szymanski said the issuing officer has discretion in sending it to Administrative Adjudication or the courts. Alderman Moran asked if we have prosecuted anyone under that ordinance. Mss. Brenniman and Szymanski said no. Alderman Moran thought {administrative Adjudication in the right context makes a lot of sense, but we have to be careful of the context. Aiderman Jean -Baptiste asked if an amendment could be offered and Alderman. moran said not now. He noted Ms. Szymanski and Chief Kaminski will be reviewing: he would like this to be held in Committee until she comes back and we can think overall what we want to do with this. Alderman Kent asked what is expected to be broujht back? He said we have experience with disorderly houses and mice who have arrested people. Vie ha:e proof of officers who have gone to parties and found underage drinking. Vie can compile this information. This came from the Police Department, they looked it over, and a large portion of this is what they can support. Alderman Moran said he had to exercise his thought processes as well. Alderman Kent wished to know what his was after. AIderman Moran said it was vague and ambiguous, and a potential abuse of police power of a municipality; targets a particular population; brings into our municipal code an element that exists in only one other instance that we know of, that's never been prosecuted. Vie haven't targeted a lot of antisocial behavior that goes on in town that requires attention. This is not the biggest problem we face, he said: why would we make mandatory fines of hundreds of dollars to deal with it. Alderman Rainey asked how this is different from disturbing the peace? Ms. Szymanski ;aid this goes to the premises in which it occurs. Alderman Rainey reported she received a call in which the caller said they phoned the police five times about a party in the neighborhood from which they saw kids stumble out of the house all night long and then drive away. She asked for a record of the arrests and calls made: there were 5 calls and no arrests. She could not understand what was going on. She noted at the root of all this is not "kids drinking Hawaiian Punch:" they are partying and drinking and driving, in many cases are underage - she said there was a litany of issues here in addition to the noise. We are not arresting them now, and she doubted we will arrest them then. We have a case with a video of a kid spraying graffiti, she continued; he was found guilty and there was no mandatory fine. She asked if juveniles can go tG Administrative Adjudication; Nis. Szymanski said they haven't but we believe they can because it's a crrit proceeding. Alderman Rainey suggested introducing this and returning it to Committee to work on it. She felt it needs the support of the Council, and asked if Chief Kaminski might come and talk to the Committee. An audience member spoke about the Graffiti Ordinance and how, if we can collect a $500 fine, it would pay for the graffiti officer which is now paid with CD funds. Alderman Jean -Baptiste asked for a vote on the motion to introduce this Ordinance and refer it back to Committee. On voting, the motion was unanimously approved. ITEMS FOR DISCUSSION -- None COMMUNICATIONS (APW3) Use of Recycline Center for Storage - Discussion ensued as to whether this matter needed City Council approval. Mr. Jennings explained the Council has approved the lease (for storage space at 2121 Dewey) to a certain date; we have no extension past that. Alderman Rainey clarified that the issue is using the Recycling Center to store this equipment. We built the building as a Recycling Center; we had public hearings on its use. She was not opposed to this, because it was cheaper than renting space, but said it's a major policy decision the Council should make: it aces out any other use. She asked if mechanical work was planned to be done there. Mr. Rubin offered to bring the item back with more information. Alderman Rainey asked how much we would pay to renovate? Will an employee be stationed there? Mr. Jennings said that was not the intent: it's space for seasonal storage, similar to 2121 Dewey. Alderman Rainey noted the Recycling Center is one of the poorest sites in the City. You see Home Depot's landscaping and then look at the Recycling Center with piles of junk, trash, debris, guys hanging out. When she readthis memo she thought it an excellent use: what goocl savings, but then thought there'd be even more trash than now. She was in support of the brick wall there to prevent seeing the junk. She felt there was an obligation to clean it up, and possibly put up fencing. She was afraid it would wind up looking worse than now, and said we need to know how much the City will spend to fix it up, etc. Mr. Jennings said it's not our intent to staff it. We want to use it like the rented storage space. it's not an active facility; it's a passive storage facility; trucks will not be parked outside there. Alderman Rainey wished assurance it will not be looking worse. Mr. Jennings said it was not their intent: we were going to use a little money to fix the door fascia, and we need to do weed -pulling. Ms. Radek added the advantage of the Recycling Center for equipment storage is it's a large interior facility completely Open with wide and high doors. We can drive large pieces in without any exterior mess and keep them out of tke weather. we can put in a crane, and not have to mount it from the ceiling. Also, the side door gives us entry. It's easy access; there's some fencing that needs to be enhanced, she said; but for access and space available it s a wonderful facility. Alderman Rainey said you have an obligation to think about the neighborhood and people who go to Home Depot and see a City facility that looks like a junk pile. Alderman Moran asked the percentage of the facility to be used for storage. Mr. Jennings answered that it was everything in the south portion of the building: 4,600 square feet out of 14,000 total. The other part of the building isn't suitable, he explained: part of it has offices and low ceilings; then there is the loading dock area witA a mid -height roof, and then the high-ceilinged area. Alderman Jean -Baptiste recapped that the suggestion is to return with a proposal for action. Mr. Jennings said we can do that, but wanted to get this item before the Cormittee. Alderman Rainey noted the current lessor has a right to be notified. Mr. Jennings said there is no lease renewal provision when this one runs out. We would have to negotiate a new one. (APW4) Illinois First Grant Modification Form - Alderman Rainey felt it was extremely important to bring up the fact that nowhere in this document does it say anything about the neighborhood meetings that will take place to make decisions about renovating this space (Clyde-Brummel Park). Mr. Gaynor responded that we do that on all ark redevelopment projects. Alderman Rainey noted in most all of his presentations It's made clear that there will be neighborhood meetings. She confirmed there would be neighborhood meetings in this case as well. She referred to all the programs being planned by the Recreation Division, noted it was a small park, and asked if this had been submitted and was told yes. Mr. Gaynor clarified that July 1 is the deadline, it had to be submitted or we lose the grant. Alderman Rainey noted we will work closely together to set these meetings this summer. There being no further business, the Committee adjourned at 8:58 p.m. Resp ctfully submitted, P G, Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION ii PUBLIC WORKS COMMITTEE Meeting of July 8, 2002 Members Present: Aldermen Jean -Baptiste, Feldman, Moran (at 7:25p.m.), and Rainey Members Absent: None Staff Present: Judith Aiello, Kathleen Brenniman, Pat Casey, David Cook, Roger Crum, Paul D Agostino, Zeltee Edwards, Richard Figurelli, Mark Franz, Keith Fujihara, Douglas Gaynor, Chief Hunter, David Jennings, Chief Kaminski, Anil Khatkhate, Dennis Marino, Darlene Nilges, Cathy Radek, Bill Stafford, Chief Wilkinson Others Present: Mary Gavin, Beth Demes, Bob Seidenberg, Craig Francellno, Steve Longs6M James Kraatz, Mimi Peterson and others Presiding: Alderman Lionel Jean -Baptiste SUMMARY OF ACTION Alderman Jean -Baptiste called the meeting to order at 7:13 p.m. APPROVAL OF MINUTES Alderman Feldman moved approval of the AEPW Minutes of 6124/02; Alderman Rainey seconded the motion, and the Minutes were unanimously approved. rMMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) City of Evanston Payroll through 7/03/02 - Alderman Feldman moved and Alderman Rainey seconded the motion to recommend approvat or the payroll in the amount of $2,009,116.62. Motion passed unanimously. (A2) City of Evanston Bills through 7i09/02: the bills through 7109 were in the amount of S1,998,851.34. Alderman retoman moved approvat; Amerman Rainey seconded the motion, and reported that she had submitted questions and received answers. One concern had been the report on Cisco networkingg equipment for the i-Net for which we will be dividing the cost with the 911 Committee: the memo provided was inadequate, leaving everything to the Committee's imagination. Regardless of whether it was simply the cost of the product or not she felt the information she received in answer to her questions should have been in the original memo anJ wished staff would provide this type of information in the future. She added that there are several purchases that came with complete information, but, although everyone may know who Comark Government B Educational Sales was, she did not and would appreciate more information. Her other questions on the Bills List had been answered. Regarding the Bills list page eight, she questioned agencies that submitted invoices for March and April for reimbursement in Judy. She felt this didn't make a sense, noted they get a lot of money from the City, but are able to carry themselves for months %, out submitting bills. Alderman Jean -Baptiste suggested taking this issue up in the CDBG Committee - Alderman Rainey clarified that these were agencies dealing with the homeless. Alderman Feldman ask;t if the late payments were a result of the providers, or the result of something we did. Alderman Rainey answered that the responses she got indicated some were because of us but others were due to things like the board president being on vacation. She speculated that, if they had !I - 4 months of funds, perhaps they do not need so much of our funds: that was the point she wished to make, On voting to recommend the Bills List, motion was unanimously passed. At this point Alderman Moran joined the meeting. (A3.11 Lowest Responsive and Responsible bid for Cisco Networking Equipment for the I -Net - This bid, (from Lomark Vovernment is taucationw Sates Inc. was at yAd,uuj.L , and thhe purcnase is for information Systems. Aldermen Feldman and Rainey moved and seconded the motion to recommend approval. Alderman Jean -Baptiste asked if any clarification was needed. Alderman Rainey explained she had received the requested information. On voting to recommend approval, motion passed unanimously. tA3.2) Lowest Responsive and Responsible bid for the 2002 Cured -in -Place Pipe (CIPP) Project - This id, from insituiorm I ecnnotogies fjSA, is for the LIPP project for the water tt Sewer uiv. at a cost of $124,622.00. Alderman Rainey moved to recommend approval; Alderman Feldman seconded. Alderman Rainey commented that those who have been a lon time on the Council knew Insituform; but noted the memo said three firms were pre -qualified by staff- Where did that come from, she asked, noting the Committee was never told about this as it had been told by Recreation about pre -qualifying park designers. She believed the Council should be informed about these policies. Her issue had notthhing to do with this bid, she clarified, or who bid, but had to do with the pre -qualification. Alderman Feldman asked what the policy is on pre -qualification, and the establishment of firms that are pre -qualified. Mr. Stafford said that when we pre -qualify for architectural services, that is a different issue than this one. in that Instance, we have many architects and it's a matter of narrowing the field to the qualified architects. In this case, we are looking to find firms, and these were the only three we could find. The pre -qualification there was a function of finding an)one who could do this. Staff sees these as two different issues: one narrowing the field and having people we feet comfortable with- and one to get as many players aswe could in, to make sure we had enough ptayers. Alderman Feldman Interpreted that the pre -qualification in this case had to ' do with some judgement you matte about the high quality of their work. Mr. Figuretli explained that in the past, Insituform was the only company that had a patent on this process. After seven years the patent became public and we began to see more companies. Companies came "out of the woodwork" and we wanted to know if they could do the work; staff asked the following: what type of resins do you use? Do you put it in by inversion insertion? And do You have five years' experience? Some firms start up with no background and no history, he added. That s how the prequalifying started. Alderman Feldman asked, if some company says they have five years' experience and insert the material the way you want and use the resins, do you check references? He was told yes, and this time we sent out notices that we were looking for corriparnes for pre -qualifying: these same three companies returned them. Mr. Stafford said we are glad to cane back to the Committee, but our concern is on the architectural ones: some of the fobs are so low in cost we can let contracts without coming back to Committee. In this case the price is so large we wilt always come to the AfiPW Committee with it. Alderman Feldman would have liked to have had this information in a previous memo- it's the understanding he would need and all would want, so these kinds of questions aren't necessary. Alderman Rainey did not think that any of us don't understand this sewer lining work. However, the issue was the policy of pre -qualifying. Of course, she said we don't want to deal with maple who have "a pickup truck and a leaf blower" doing this work. It seemed in the long run by pre -qualifying these three and not going back out and looking for more, you are limiting your choices to these three. No one out there has 10 years' experience; we know that. Now we are limiting to these three. Mr. Figurelli said, when we first went out, there was just one company. Then, when the patents came due, there were two, now three, Each time we go out we send notices to companies saying if you qualify, send in your qualifications. These were the only three responses. Alderman Jean -Baptiste asked if we then go through the regular purchasing process and was told yes. On voting to approve this bid, motion was unanimously approved. r3.3) Lowest Responsive and Responsible bid for Two Refuse Trucks -- These trucks, from Standard uipment Lo., would be for the Wiiation Uivision at a cost of 5164,/bU, which includes a 48 nwl100,000 . warranty. Alderman Rainey moved to recommend approval; Alderman Feldman seconded; motion approved unanimously. LA3.4) Lowest Responsive and Responsible bid for a John Deere Wheel Loader - This bid, from West Side tractor sates c.o., was at yiL/,5'rG, including / yr/6 lluu fir. warranty. Alderman Feldman moved to recommend approval; Alderman Rainey seconded; motion was unanimously in favor. tA3.5) Lowest Responsive and Responsible_ bid for the 2002 Alle Pavinst Program -This bid was 256,4cv..cd, irom rtty cement Contractors. Aiaerman reiaman movea o recommend approval- Alderman Rainey seconded and noted that the low bidder was over 5110,000 under the Engineer's estfmate. She asked why that was, and if we had any concerns about this. Mr. Jennings said the company is hungry: the contractors need work and were willing to come in at a very low prices. The range of bids extend -beyond the engineer's estimate. This firm has done work In town and do acceptable work. We have used them for four or five years. Alderman Rainey asked if they did a particular alley from Barton to Ridge, N. of Howard, S. of Dobson. Mr. Jennings would have to check. Asked if their bids had been different in their past jobs, more in line with what you'd expect Mr. Jennings said alley paving bids have been a little low In the past couple of years. He was comfortable going with FEW. Alderman Rainey said this is great news for the petitioners. She suggested using this in ormation in an article. Mr. Stafford said that in the public hearings we have on this, we make a paint to [et them know we roue the bids together to get a tower price and most people are appredative. Alderman Rainey said that these people Have commf[ted to the concept of alley paving; she was talking about ding ii as PR to get people interested in process. She agreed with h1r. Jennings that we would not be guaranteeing anything: these are the facts; not a guarantee for the future. Alderman Feldman asked if this represented the alley paving for this year: three alleys. Was that because we didn't have applications? Mr. Jennings said correct; Fitt Fu ihara said we have about four more in process, but they are not ready to go at this point. Alderman Feldman said this means this year is over and the ones in would be for next year. He was told yes. He asked the total number, given fundingg, we could accept for next year and was told 6 or 7. He said it seemed that not long ago in Highlfghs we had something about the alley paving program. Speaking to that, a major issue Is what it is going to cost the homeowner. We understand this economic climate may not last: It's important for people to Piave a sense of what it cost in the past and what it might cost. He suggested our PR person issue an article. Mr. Jennings said we are doing a couple of things to encourage people: we are telling them what it will cost. With the petition to the neighborhood we estimate the assessment for each parcel on the alley so people have a better Idea of what they have to pay. Alderman Feldman asked if the estimate would' be adjusted now, Mr. Stafford explained that, under the current law, if we come in over, in theory we are able to allocate that. Under the judge's interpretation there's no way that will happen. We really have to come in under, he said. Ms. Brennirnan said we need, when we go in and close out, to be able to abate the cost: we present a final roll that is less than the estimate we filed earlier. When we abate, we can spread that across and people pay less proportionately. If it's more than estimated, the cost doesn't go to the people it goes to the City. It's important that the estimate is higher and when i go in to close out i abate the difference, she concluded. Alderman Jean -Baptiste said every year staff sends information to residents who request an interest. Mr. Jennings said if one person expresses an interest we start the process. Alderman Jean -Baptiste asked if it would be possible to get information out each spring to every block? Alderman Rainey said that that wasn't quite her issue. She did think we got out information on this. However, people have no idea what it will really cost unless someone begins the process. We should issue a ppress release about the bids for this alley paving, she suggested: "Why have your basement flooded? For 52,000 you can pave your alleyy ppaayy� over a Iength of time and at 7% interest." She suggested giving people some real numbers. This is 5�0,000 less than what we told them for one alley. Those people will be thrilled. Mr. Fujihara noted that Highlights this year generated a tremendous number of requests: usually we get about six and when they find out the cost, some drop out. This year we must have gotten 20, even for the 50/50 siWewalk ft curb program, for which we'll have to turn people away. If we can do that every winter It will guarantee people will hear about it. Alderman Moranasked Ms. Brenniman about the preliminary estimate of the assessment: according to some judge, does the preliminary estimate have to be the exact cost? Ms. Brenniman said no, when we file our preliminary papers before we go to bid we file an estimated roll for each person based on the engineer's estimate. When we go out to bid, and' hopefully it is below that estimate, we then present that oral roll to the judge. She has told us that if we come in at the end with an amount that's more than what we estimated, that difference goes to the City, and not to the homeowners. The fudge's argument is that people cannot be charged more than what it shows on the estimated rolls. Alderman Moran replied that we have been told we cannot get alleys paved because, when homeowners learn the cost, many stop the process, and what we tell people it will cost is being driven by some judge. What we are trying to o is always go high, so we make sure we don't go over; but at the same time, by going high, we are telling peopie with the estimated assessment, a deliberately high figure because we don't want to run afoul ofthe special assessment proceeding downtown. He called that a Catch 22 for this community; he would like to see a closer analysis of this issue. if this judge isn't right, she is dictating policy in Evanston and quashing potential interest of citizens in having their alleys paved, because we're sending out deliberately inflated estimates of the cost. We are killingthe process right at the start. If this is the wa we should go, maybe there's no way out of it, he concluded; if the judge is wrong we need to have a fight with the judge, presumably in the Appellate Court. Ms. Brenniman thought the engineers worked hard not to make the estimate really large: it's high enough so the final cost won't be over the estimate, but not so high that it's unreasonable. Alderman Moran pointed out we are going to let a contract tonight that is about two-thirds of the engineer's estimate. He wondered how many alleys we lose. Ms. Brenniman thought this was the biggest gap we have ever had, because this company was eager for the bid and bid low. Mr. Jennings said there is no empirical data that a 70 percent vs. 100 percent estimate scares people away. Alderman Moran thought we can operate on the basis that lower Is better, and two-thirds of the cost is a lot better than 100 percent of it. The ultimate resolution may be to get it right with the judge. He felt a law like this was peculiar, that we would go into this proceeding and the judge would hold us to an estimate rather than an actual cost. What's the point of giving a final cost? Ms. Brenniman explained that assessment law is very detailed. She did not believe the judges Interpretation of the statute was unreasonable. The statute allows for abatement and lowered cost to homeowners if the final cost is less than the estimate. It doesn't address the issue if it's more than the estimate. The judge's reading is, if it's not in the statute, she isn't going to permit it. Alderman Moran said that if it's suppressing our ability to get our alleys paved, he wanted to know that, whether it is reasonable or not. He is less worried about reasonableness as opposed to what may be right, even if it meant going to Appellate Court, and finding what the answer is, and then using that to our advantage in promoting paving of alleys. So in the future, if we come in tow, we don't get pegged on that. He asked how many unpaved alleys we have and Mr. Jennings answered 300. To another question, he said paved alleys are good for 50 years. He also noted we have gotten seven, eight, or nine alleys paved per year in some years. Alderman Moran calculated in that case it would be 42 years to get the alleys done. Alderman Rainey suggested that the answer to paving all the alleys in terms of the financial issues would be to allow the debt service to extend another 10 years. We are asking homeowners to pay In 10 years, and the alley is going to last 50 years. If we could extend payments over 20 years everyone would sign up. These alleys here are less than a persons annual cable bill. She speculated that we cant do it, though, because of the bonds. Alderman Moran noted it is state law as well. Alderman Rainey said that state laws can be changed. She could not imagine any community with unpaved alleys who wouldn't support that. It would make it easier on the homeowners, building owners and everyone. And, she added, we wouldn't have had this discussion if the other bidders bid low like FEW did, because these were over the engineer's estimate. The reason she asked this initially was her concern about the low bid on this job. Alderman Feldman asked, if the City passed a law indicating it was going to.pave every alley, and assess the fult cost of that, if it would fall under the same taw as we are dealing with now. He was told yes: it's the Clty's choice to do it 50/50. The Alderman asked further if the City could do a program like one we did with streets at one time, indicating that we were going to pave them, and was toldyyes. He asked if there are no exceptions to the 10 ear period and was told there were not. Alderman Rainey added "As of now." On votingto recommendapprovalof the bid for the 2002 Alley paving Program, motion was unanimously approve. 04.1) Change Order Ail for Police/Fire Station Headquarters Renovation - This Change Order with Central Lakes 4onstruction t.o., Inc. is for a change or scope on►y; no aoaitional funding is required, since the change in contract amount is covered as a result of value engineering, competitive pricing, money saved by work performed by staff and a state grant. Alderman Rainey moved to recommend approval; Alderman Moran seconded the motion. Alderman Rainey said thanks were due staff for this good work. She thought it fabulous we get extras without paying more because of the extra work our staff performed. On voting, motion was unanimously approved. (A5} Use of Recyclingg Center for Storage - Alderman Rainey moved to recommend approval and Alderman Feldman seconoeo. Ne notea that at one time there were a number of alternative uses being considered for the site. Mr. Crum said the only viable one appears to be ECMC using the office space area of the Recycling Center. That would be compatible with this use as well. He noted staff hasn't heard any more about using the space for computer recycling. The storage recommendation does not preclude ECMC. Alderman Rainey recalled when the Recycling Center was being built. She said that she and Alderman Feldman take credit for the brick wall that, although inadequately, screens the area. She expressed concern about the way it looked now and that we would see garb -age trucks and rusted plows over there. She noted the Committee got a memo assuring that things wiK be improved over there, and she found that encouraging. She thanked Mr. Jennings adding that there was assurance that trucks won't be parked in the street. People live around there, s�a continued, and come and go to Home Depot and the park, and It should not look like a dump. Alderman Feldman said he was never satisfied with the way the Recycling Center appeared. Too often we would find papers all over James Paris and the lawns In the area. It coutd be argued it's an occupational hazard, but he did not believe that; ana had he known the result, would not have supported the Center at that site : it didn't do justice to the park or the neighborhood. He added that the Center never made much money, either. He didn't want that to happen again; there are too many places deteriorating the appearance of the area. We should have some reverence, if not for neighborhoods, for our parks. Mr. Crum said that Mr. Jennings has taken responsibility for making sure it's kept up in an adequate manner. On voting to approve the use of the Center for storage, motion passed unanimously. Alderman Rainey related that she had recently had occasion to join ECMC and spent some time in the facility an Hartrey. She advocated that every member of the Council go over and study the facility, and that It should be the goal of the Council, the City and subscribers to keep the program at the Hartrey location. It's a fabulous facility, she continued: it works. The thought of moving the equipment that's state of the art...our goal should be not putting them in the Recycling Center, but keeping them where they are and finding another use for the Recycling Center. She mentioned the disruption of the extraordinary pro ects they have going on there. Alderman Jean -Baptiste suggested that this would be deliberated at budget time. Alderman Rainey encouraged all to go and took at the ECMC facility. 9A6) Acceptance of USEPA Grant for Vulnerability. Assessment/Approval of Contract to Perform ssessment - i nis item wouta accept a grant for �i i D,Wou for preparing a vutneraouity assessment for the water plant facility; and approve a contract in that amount with Consoer Townsend Environdyne Engineers to perform the assessment. Alderman Rainey moved to recommend approval; Alderman Feldman seceded the motion which passed unanimously. 07) Resolution 55-R-02 - Lease for Housine,Ootions for the Mentally ill - This Resolution authorized the City Manager to enter into a lease with mousing options for the LIViC [.enter annex apartment at 1223 Simpson. Aldermen Feldman and Rainey moved and seconded the motion to recommend approval. Motion passed unanimously. (AS) Ordinance 64-0.02 - Granting Temporary 90-Day Extension_of Commonwealth Edison Franchfse - This urainance, oeing recommended for boitn introduction aria action, wouto approve a tnree-montn extension of the existing franchise. Alderman Feldman moved to recommend approval; Alderman Moran seconded. Alderman Rainey reported that we received a letter from ComEd today agreeing that the conditions in the attachments would be active in the 90-day extension. On voting, the motion was approved unanimously. ITEMS FOR DISCUSSION -- None COMMUNICATIONS (APW1) Police Officer Hirinq Report - Chief Kaminski reported that we are two over -hired. One retirement (snep) is coming up. One officer Is deciding as to retiring and two are moving on (one to Chlca o and one to the Sky Marshalls), He noted two on administrative leave, eight on in}ury status, two In field training, five in the Academy, and two ready to attend the Academy. Alderman Rainey noted three names on the report listed as trainees and asked where the others are. Chief Kaminski noted they just started and weren't on this report, which was last month's post list. Alderman Rainey said, if her count was right, 19 officers are women and three in the Academy are women. Chief Kaminski explained that we are at about 14 - 15%; the national average is 15%; we are at the trend. Alderman Rainey suggested that we want to be in front of the trend. (APW2) Update on Dutch Elm Disease - Mr. Gaynor said staff would try to provide a report every month. Alderman Moran white looking over the list for addresses in the Sixth Ward, found there was seldom just one tree marked for removal in a location: frequently there were 2 or 3 trees. He said that speaks to the communication of the disease from one tree to another. He called it a tangible demonstration of how that happens. Mr. D'Agostino said that historically, early in the season we will see these young elms that have grown close together which, by the time we spot them, the disease has traveled down the altey or fence tine to the other trees. Alderman Moran asked if it could be that we don't get to the diseased one fast enough? Mr. D'Agostino said it's possible, but a lot of these are 3 - 4" diameter elms and they are the first to show the signs. We spot them as fast as we can, Alderman Feldman asked If this was the first markings for the summer and was told yes. He asked how often we mark trees and was told Forestry sends them out every day to the neighborhoods. Alderman Feldman asked If this report is about what we're used to. Mr. D'Agostino said the figures are a little above average. Alderman Feldman noted on one private property there are four diseased trees. Mr. D'Agostino said yes, they are small, all right in a row on the alley. Alderman Jean -Baptiste asked how quickly they were removed. Mr. D'Agostino said within 30 days, in accordance with the Ordinance, and that 90% of people comply with this. Alderman Feldman asked to have diameter size added to the list in the report. Alderman Moran asked if the heading "Public Property" means parkways and was told it also included trees in a park; it doesn't mean trees along a fence line in an alley. Alderman Rainey asked if trees which are bad enough to be marked for removal had had cutouts previously, her. D'Agostino said yes in a few cases. Alderman Rainey asked how trees that need to be removed are found. Mr. D'Agostino explained there are signs, but we only have two people going through the City. If we happen to be down a block and a tree is just beginning to show signs we can catch it in time. If we don't get to that block until two weeks later, it can spread from 3% to 30% infection. Alderman Rainey asked if they could identify a 10% infection by looking and was told yes. He noted our usual cutout is 5% for a tree: we can go a bit higher based on where the infection is in a tree. Over 10% isn't effective. Alderman Rainey asked if one could tell at 4% and was told yes. She said It would seem there would be a big priority to find trees before they get to the point you can't do cutouts. Mr. D'Agostino said we have increased the numbers of cutouts in the past few years. Alderman Feldman asked how many trees we lose that have transferred from a small percentage to a irremedial percentage In two weeks. He commented that it's made to sound like a budget issue. He noted we have two men out. What if we had 10? We are making choices here. How many are we losing b having only two men? If we lose 10, 20, 30 trees because we only have two men there s an economic factor involved. He asked the effect of more frequent inspections on our program, and how many trees we might cut out or save? Mr. D'Agostino offered to prepare some figures and get back to the Committee. Alderman Feldman reiterated that it's an important question. He said if we say we're losing trees because we can't get back to an area in two weeks, because we only have two men out, it says to me the City is allowing this to occur. This may be all we can do; but he wants to make it clear that's what we're doing; and wants to know what another 2-man crew could do. Alderman Rainey asked if it took a tree surgeon to identify the disease in an elm. Mr. D'Agostino said in very early stages, it takes someone who knows what to look for. At 30% it's fairly obvious. Alderman Rainey. asked if people could be taught. She was told it's a visual interpretation of symptoms, and that Mr. D Agostino was training two new people now to scout. He didn't feel comfortable sending them out until they have come through a full season. Alderman Rainey wondered why we couldn't train an army of Dutch Elm Disease diagnosticians, noting they don't have to know how to cut down a tree. She thought it could be done. She and a neighbor had called in two trees; they are diseased and are coming down. Mr. D'Agostino said he was working with a member of the Environment Board and starting with training teachers at District .#65. He called it a viable option. Alderman Jean -Baptiste recommended private citizens be trained. Alderman Feldman suggested that we could have volunteers. Ms. Peterson said she called Forestry about the tree in front of her house and Forestry came right away and took about 5%. The large tree across the street is an important tree because we have lost nine others on the block, she continued. After that, she said, she continued scouting and provided a list to the forester who was responsive, but she was concerned not enough was being done and had another list of 17 more trees. One thing she is concerned about is there s a number of trees completely dead, she said: you know they died from Dutch Elm Disease, she continued: what worries is how did they get to that point, that they are overlooked until they were all the way dead? She said there are a number of trees that if we got them right away we could save a few. She asked why we didn't get them last year. Alderman kainey asked if the tree she spoke about was marked. Ms. Peterson said yes, because she called them. She commented that what this says to her is that she was watchful; she thinks far more could be done with public involvement and education as to what the signs are. She discussed another tree that is now tagged: for several weeks the tree was visibly infected and wasn't tagged. She suggested using the Internet, websites identifying wilting leaves and stages, etc., and noted whole communities that are involved in scouting and preserving. She would like to see much more done. Alderman Jean -Baptiste summed up the suggestions: helping citizens Identify this disease; and Mr. D'Agostino would look into the difference it would make to have more crews out. The next time we talk about this, staff could respond to Ms. Peterson's criticism. Ms. Peterson said she did not want to be critical, but it was her phone call that brought confirmation that her tree needed a cutout. If she didn't know or call she said, there are several other trees on the block that would be at risk. This is where further public education can come in; she said it was alarming that she had to make that call. (APW3) AT&T: New Toll -Free Cable Customer Service Number f 1-866-594-12341 -- Committee accepted the communication. Mr. Franz clarified that Item 4.1 did involve a change in price, but it was covered by savings from value engineering, competitive pncing, work performed by staff, and a grant. Alderman Rainey noted that, regarding Item A8, the 'temporary Extension to ComEd's Franchise Agreement, the rules have to be suspended for action tonight. There being no further business, the Committee adjourned at 8:28 p.m. RespecAfully submitted, Darlene E. Niles �-- Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION ii PUBLIC WORKS COMMiTT'EE Meeting of July 22, 2002 Members Present: Aldermen Jean -Baptiste, Feldman, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Arthur Alterson, Pat CaseyEric Conrad Roger Crum, Bob Dorneker, Mark Franz, Zettee Edwards, Richard Figurelli, Keith Fulihara, Douglas Gaynor, Ateck Granchalek, Chief Hunter, David Jennings, Pat Keegan, Mike Madden, Ann McCarthy, Darlene Niles, Max Rubin, Bruce Blown, Bill Stafford, Donna Stuckert, Ellen Szymanski, Jim wolinski, Barb Zdanowicz Others Present: Mayor Morton, Aldermen Bernstein, Engelman, Newman, ii Wynne; Clerk Morris; Mary Gavin; ilob Seidenberg; Vito Brugliera; Jason Kreuziger; Martha Amtson; Delores Holmes; Nicki Pearson; C. A. Bender and others Presiding: Alderman Lionel Jean -Baptiste SUMMARY OF ACTION Alderman Jean -Baptiste called the meeting to order at 7:17 p.m. SPECIAL ORDER OF BUSINESS (51) Presentation: Proposal for FfnanciaUHuman Resources/Payroll/Water Software. and the implementation of an in eitrated enterprise resource olannine system for the Llty of tvanston - Mr - Stafford stated trial ne ahcf Mr. Casey would otter a presentation on Inns item, Wrsl brought before the Council last October, when staff was asked to research the issue again and come back after the budgge�t process. Mr. Casey outlined the parts of the presentation: the background; history of current financial/HR software; the case for action; ERP as the solution; the selection process and why J.D. Edwards was chosen; cost of project; implementation timeline; next steps we need to take. Backuround: Mr. Casey explained Evanston has taken many steps to improve the delivery of information and services to citizens and staff. We began with a community satisfaction survey- connected all our standardized PC's into a City-wide network; chose the Oracle database, one of the leading databases in the world, for all City platforms to run on, so everything would talk the same tanguaggee; we established Web service to the City and an e-mail infrastructure system; and we launched our cityofevanston.org webslte. Also we Implemented a GIS system* integrated hand-held parking ticket devices; implemented permit traRfng; and improved the water bitting procedure and lock -box operation. History of Current Software: He explained that all of the above created a good foundation, but had not helped with the hinance system: currently we use a system from 1983, originally Installed on Wang dumb terminals. it's a old Cobol program which we converted and patched as we changed it to a network application, having it run on PC's instead of terminals. He said this system does our general ledger, payroll, a small part of HR, accounts payable, and does partial work on the budget. He termed it a flat file system; it's not a database system: you cannot access it from a number of different points, you can't transfer to another system for use for analysis. It is a batch entry system meaning that at the end of a day, instead of being keyed in at the point of entry, they most be keyed in tie next day. He added that concurrent with 1983, Microsoft had just introduced Word and announced Windows; introduced the mouse; the U.S. Invaded Grenada and sent the first woman astronaut in space; and the Dow was at 1,287. Case For Action: Ms. Stafford explained that with the new ERP systems we can change our back -office operation and become a lot more efficient_ Our current financial systems have lost functionalityover the years, We have stand-alone systems out there: we need this new technology to interact with ciizens and businesses and other governments. Also he said ERP systems are built to ensure compliance with requirements such as Position Control and GAB 34. It lets us offer more services using the same resources. Concerning the General Ledger, our basic system that puts out at( our financial statements requiredunder 1L law, he said it does not link invoices to payments, or issue checks; reporting is inconsistent and difficult to generate; we use a second system to create macros and do financial reports, which is our audit, and special assessments. In Accounts Payable we cannot determine if a duplicate vendor is created or if duplicate payment is made; there are real control issues- all City users must exit the system when information is updated; check printing and reporting is unre{iable; and it accepts inaccurate information. For Purchasing, the system cannot process vendor credits on invoices; it allows purchases to go to accounts without budget allocations and those that are over -budget. In Human Resources, there is no employee master file- the current system uses Index cards to tract employee info (with 850 full-time employees, rising to 1 k0 in the summer). In Payroll changes in wage Info must be keyed into the system three times' we have duplicate employee records and'check writing; group wage and step tables are manually ad uste�l as are mandatory wage garnishments; and YiD doesn t catculate properly and must be manually adjusted -- this information must be submitted correctly to the IRS under federal law. In Budgeting, the system requires us to use three different systems to check calculations and submissions, with a fourth used to process and publish the budget. It also cannot forecast for future years or trends. In terms of what is missing, the Committee was told there is no centralized Accounts Receivable system. We have 10 - 20 manual billing systems out there. We need centralized cashiering and to integrate or replace the stand -atone systems. a need an automated, on-line HR system; integrated budget preparation and analysis; and automated project and grant accounting, none of which we have now. ERP as the Solution: Mr. Casey quoted from CIO Magazine: "it's not like any other software. It doesn't merety cnange employees' computer screens the way previous generations did; it changes the way people do their obs." He said one critical thing in this process was that staff wasn't satisfied in saying we knew how to do this best. We looked for the best way it was being done in the industry. If we found it would be best for us, we would adapt the way we did business to the way it was done in other governments and Industries. He said ERP goes across all departments and uses the same data. He gave the example of a citizen's name and address and how it may be in three or four different systems it requires entering it numerous times; and it makes error rates higher and does not let us know exact lyy what's going on. He noted one address can be entered in different ways on the different systems. The vision is to have a common place to look for data and information that will be standard and reliable all the time, all kinds of information such as fixed assets, employee records, etc. In terms of benefits, Mr. Casey noted this software provites us with a :ettcr ma;:e^.nt.ti.vth-arturate.data. It replaces our obsolete, 1983 flat -file system; eliminates stand-alone or "shadow" systems that are rdlife�ating as Db¢ar(Mel'�ts need certain information to do their jobs. For instance, when we started Administrative Adjudication, we had to write a database; when we license liquor we have another database; for business licenses and health inspections we have a third and fourth database: the only way we have now, without a common database, Is to create our own databases which don't tell someone in Recreation what's going on in the Health or Police Departments. We can't integrate all this information into one platform so everyone in the City can know what's going on. ERP will also improve our business processes; offer better services to citizens; streamline what we do; eliminate manual, paper -laden processes (an example being a current six -part form we fill out on a typewriter which is expensive and difficult to keep track of). An ERP system provides on- line real time information, he added, and prompts us to move to web -based architecture, which is a long- term solution which will not be out of date in five years - it's the future of the industry. More benefits are that the system unifies departments, divisions and commissions as part of one entity; provides Best Practice solutions; shares info among systems for operational efficiency and eliminates redundant data operations; offers new capabilities far project including CIP) and grant accounting I(including CDBG) and finally, he said it's a necessity for the new 2C approach (government -to -citizen nteraction). People increasingly want to pay their bills on the web access information on-line, etc. This system allows us to do a better job giving Information to citizens via the computer. Concerning who benefits from the ERP system, Mr. Casey noted the system provides consistent city-wide revenue, expense, personnel and asset management data; citizens benefit, because it lays the foundation for E-government; Department Directors benefit with integrated and accurate real time data- staff benefits because they will use improved business processes that are more efficient; and the Council benefits with specific, reliable financial and operational information that's more easily extracted and takes less time to gather. He noted the overtime report presented last ►':ednesday covering the last two years was gathered payroll period by payroll period, and took staff two - three weeks to do. Why? he asked: because we had to go through thick binders and putt out this information division by division, employee by employee. The Selection Process: Mr. Stafford reported that the process started Zi years ago with a steering team which looked at vendor literature attended seminars viewed demonstrations at conferences and developed an RFQ looking at vendor flexibility, City flexibility and a better toot to find the proper solution fit. 21 proposals were received. He noted these vendors covered all three tiers of capabilities, and so got people at all parts of the market. Staff then reduced the number to 10, viewed the vendors' products at a Chicago conference: we eliminated four vendors based on the demos. Reference checks eliminated two more; The top four were invited in to give demonstrations; we narrowed it down to two final vendors and began parallel vendor negotiatlons, trying to get the best solution at the best price. J. D. Edwards was brought to the Council in October and due to Council's concerns we reviewed them again; we are coming back with a new and improved J. D. Edwards. We think this is the right solution, he said, with an Oracle database platform and on our Unix system. We think the flexibility and "out -of -the -box" functionality with limited custom development required and easier upgrades and updates make this the best choice. We also chose J. D. Edwards for its government experience Mr. Stafford continued: they are unsurpassed with hundreds of public sector clients and a mid -market focus, with both smaller and larger clients. He called It battle tested public sector software and the best overall value. He noted the Oracle solution was perhaps $2 million more than J. D. Edwards, and didn't have Edwards' track record; said with parallel negotiations we got competitive pricing. He added Edwards has a good track record, to%qua[ity training, and a state -of -the art facility in the area. Other benefits of J. D. Edwards Mr. Stafford said, are that it gets us into the Web age and Internet and has simplicity in use with drop-anJ-drag and point -and -click ability. It also allows us to do GASB 34 and GAAFR requirements. Cost of Software and Imatementation: Mr. Stafford reported the cost is $3.59 million; software cost is 1 14U,ow, including the new water customer system; implementation is 52,000 000; and a contingency s WiO,000, which is required to integrate programs. We think the system wilt fast a good 20 years, he added. That's $179,000 per year, $1 ,000 per year maintenance. 7he current annual budget, he said, Is $143,000,000. He compared to other budgeted costs for doing business like the telephone system (S646,600), annual software maintenance (S369,500), etc. This is a cost of doing business one cannot� ggeet away from. The recommended financfn&option is fior a 3-year lease purchase at approximately 3.04X, which may be lower in today's market. one change is we have gotten money from 4 - 5 different areas, and are recommending the CIP money recommended last fall be replaced with water debt service, thereby requiring no bonded CIP fund and not endangering the Water Fund in terms of their capital needs over the next 10 years. Implementation Time -Line: Mr. Stafford explained there would be three phases: the first would include the t,eneral Ledger, Accounts Payable Centralized Purchasing, Fixed Assets, Budget and Projects & Grants. The second would include HR and Payroll, and the third Accounts Receivable and Water gilting. Next Ste • Mr. Stafford outlined that, to finalize the statement of work, we are asking tonight at A&PW for the ability to negotiate and finalize a contract as to timeframe and statement of work. We with send the contract back to A&PW as we go, he explained. He invited questions. Alderman Jean -Baptiste noted the time and suggested that it would not pay to get into a question -and -answer session at this time; he suggested this could be done in Committee and on the Council floor. This terminated the presentation of theinanciat/Human Resources/Payrolt/Water Software. - • — (Si) Public Hearirfg: Preliminary Public Hearing on Proposed 2003-2004 Budget - Alderman Jean -Baptiste announced ttier start of the euolic meanng. tat tAIS time ifie manning tt ueveiopment Committee members left for their meeting.) He asked those signed up to speak to limit comments to two minutes. Mr. Vito Brugliera said he was an involved taxpayer who saw a 78% increase in his assessment in the triennial. He would like this budget process to be more realistic and be brutal in cost benefit. He gave the example of recycling: he tried to learn if there are cost benefits for continuing our three categories or if we should drop some of them. He said some Wards don't even recycle. Those dollars could be better spent elsewhere, he said. His comment is to be realistic and hard-nosed. Ms. C. A. Bender said the patterns from last year seemed to be the foot soldiers go, and the people behind the desks stay. She said many were working on a double pension. Regarding the software purchase, she said she was quoting the Mayor: What citizens are in such a hurry to pay their bills that they want to pay on-line? She said there's not that much need for software when each department could be asked for the Information needed. Regarding the hours spent going through two years of payroll to analyze it, she suggested just asking the departments for the Information needed; it's not necessary to do an independent historical analysis. At the July public hearing last year it was stated it the dog and pony show was to teach the citizens about the budget: she said citizens don't need to be taught, but to have the budget decreased. She called the budget -to -citizen approach warm and fumy, but said people want basics. She wished the Budget Committee would rethink this dog and pony show, 20 of which were scheduled. She said "her head hit the table" when it was said a risk manager was to be hired, didn't know why the City didn't have one as all businesses do, urged that the City borrow a risk manager until a member of staff, perhaps Mr. Stafford, could be trained to do the job. Mr. Gerald Gordon asked if the Budget Committee has the financial report for the last Fiscal Year, and was It available? He asked if we have interim statements for the months since then. Mr. Stafford said, in terror of the budget -to -actual numbers, we provided those to the end of the year to the Council In May, and have given the first quarter (Mar/Apr/Mayto the Budget Committee and to the Council. In terms of our balance sheets, he said we are just completing those with our auditors and wit( have final audited statements in the second week of August' they will be in front of A&PW in September as is our normal course. Mr. Gordon thought he saw the annual reports at the end of August in the Evanston Review and asked for copies for himself of the reports provided to Council. With that, the Public Hearing concluded at 8:02 p.m. and the A&PW meeting was convened. APPROVAL OF MINUTES Aldennan Feldman moved approval of the ArIPW Minutes of 6/24102; Alderman Moran seconded the motion, and the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) City of Evanston Payroll through 7/18/02 - Alderman Feldman moved and Alderman Moran seconded the motion to recommend approval of the payroll in the amount of $2,172,992.43. Motion passed unanimously. (A2) City of Evanston Bills through 7/23/02: The bills through 7/23 were in the amount of $2,510,970.80. Alderman Moran moved approval; Alderman reldman seconded the motion. Alderman Rainey reported that she had submitted questions and answers were delivered to her home after she had left. It was determined that staff did not have a copy of the questions. She said one question was about the Arts Council cha e of $1,106.31 with the notation NU Evanston Research Park Work Study. Mr. Gaynor said the work.sW students work at No on various programs like the camp programs and Festivals; Northwestern how the and we pay 25%. Alderman Rainey clarified that it's a federal work-study program. She understood program worked but wondered about the "Research Paris" designation. Mr. Gaynor recalled the question he had answereA had to do with the charge, which was the 25 percent of the program. Alderman Rainey said the Library has the same program: she again asked about "Research Park." Mr. Gaynor believed it to have been a data entry mistake to list Research Park. Alderman Rainey asked about the landlord training program by Leona Barth: who this was, what was the training how many were in the class? She noted she had attended 90% of the court calls and no one was assigned to this program - who was sent to it? Mr. Franz said 20 landlords participated this year and that it was voluntary. Alderman Rainey asked how much we paid this person; that Information was not available. Asking how much the participants paid, she was told $50. Alderman Rainey suggested that when we have these programs, it would be helpful to know about them. She asked that the idea that the Council would find it helpful be shared with the Department. Her third question concerned the City credit card, which started out with a bill of around $40 000 and is now up to $117,000. She knew what this was for: the card allows people to purchase small Nngs. She noted supervisory approval was required, but it seemed this was a lot of money, some of which used to • show up on the Bills List. Now we have no way of following what's bet purchased. Mr. Stafford explained m that the purchasing card prograallows departments to use the credit cards for $1,000 or less. we are using the card more now. eve can provide an allocation in terms of the dollars. The pro ram's purpose was to eliminate the problem of all the paperwork and the need to get materials more efficiently. We have a detailed accounting system that 5uopgrts this. He offered to,cptne back jrid.show.a.month:s.worth of... _ .... . this"alldcafi6ri.'ATderman Rainey felt that this didn't need to be a Council item, but asked that it be placed In their packets. Mr. Stafford agreed. It was discussed having this as a discussion item at the next ABPW. Alderman Jean -Baptiste asked the period that the 5117,000 covered; it was believed to be a month. Alderman Jean -Baptiste asked about the Bills List item under Administrative Adjudication: a $3 960 payment to Dacra/Chaya Friedman for Access Database. Mr. Casey explained this is one of the stand-alone programs discussed earlier. We had to build a court case docket file database. This is the company that updates rit, modifies it and fixes problems. It's not a monthly charge, he clarified: it's done on an on -call basis, when we need to make a change or upgrade. Under Human Resources, the Alderman asked about the $24,500 item for First Nonprofit Companies, described as Fourth Quarter 2002. Mr. Stafford said that this is our quarterly payment on our insurance for unemployment insurance. We took this to A&PW a couple of months ago in anticipation of higher unemployment -- that would lock In the cost. He felt it was a good buy then, and is a good buy now. Under Robert Crown Center, Alderman Jean -Baptiste asked about three payments of $730 to Dance Plus Productions described as Dance Classes. Mr. Dorneker said these payments are generated from membership in the classes. He explained that programs generated revenues, a portion of which is paid back to the instructor, which can vary from 60% - 80%j depending on the type of classes. Alderman Feldman asked if that meant 20% - 40% of the fees to the Instructors are subsidized by the City. Mr. Dorneker said they weren't: some classes are break-even, or additional revenues are collected for a plus to the City. Alderman Feldman asked if the phitoso by of the Department is that all centers should be break even. Mr. Dorneker said yes, we try hard to break even. Alderman Feldman asked if this is done with a compassionate kind of fee assistance program and was told that was correct. He asked if fee assistance is given to people not members of the facility, as tong as they are Evanston residents, and was told yes. He noted someone who made great use of a facility could spend a lot of money at the full amount- if they warranted assistance at 30%, would that be across-the-board for the year or do they have to reapply for each class? Mr. Domeker explained they reapply for every class; their scholarship is eligible for a six month period. But every time we took at whether the class is eligible for scholarships: some classes, like private lessons, are not. Regarding the Access Database, Alderman Rainey hoped it did not Include a calendar. She was here on the wrong day for a case and the judge could not tell her the right day it was scheduled. If we're payin for an access database, she felt it wouldn't be that hard to keep track of a calendar. She encouraged that Inclusion. On voting to recommend approval of the Bills List, motion passed unanimously. (A3.1) Lowest Responsive and. Responsible bid for Production of Four Issues of_ Arts + Recreation Magazine - i nis oia, iron Kipon Lommumty rnnters was at 54ij,44a. ana the purchase is Tor the Kecreation uivision. Aldermen Feldman and Moran moved and seconded the motion to recommend approval. On voting, motion passed unanimously. (A3.2) Lowest Responsive and Responsible bid for the 2002 Water Main improvement Program - This id from (,eorge W. Kenneay Lonstruction Lo, is for the water tt Sewer Uiv. program at a cost of $1,679,380.50. Alderman Feldman moved to recommend approval. Alderman Jean -Baptiste recommended movie this item to the end of the meeting so people had time to review the material, which had not been Included in all the packets. (A3.3) Proposal for Analysis and Evaluation of Civic Center Roofs - This proposal was from Building Technology Consultants at a cost of V!),btu.uu. Alderman i-eiaman moved to recommend approval; Alderman Rainey seconded the motion. Alderman Moran suggested the need to think hard about this item. He didn't know if it was wise to approve it now or not, assumed the ultimate cost for the repair is going to be veryry high, given this Item is to let a contract to a consultant to conduct a year -long study at a cost of $75,000 simply to give us an idea of what it will cost us. Mr. Rubin said it was a detailed study of the roof and specs far the replacement, taking us up to the bid process. Alderman Moran asked if it would be a year's project that would not et us to the paint of knowing what it will cost and the work needed. Mr. Rubin clarified that at the end dig the process we will know the cost. Once they develop the specs you will have a good number. The Alderman said that after a year and an expense of $75,000 it wouldn't put a new roof on the Center. He felt we as a Council and as a City have been in serious need for at least two years, since the City spent Considerable money for a consultant as to the cost to purchase or rent a new space for City government, or to repair this building which, he said, was in too decrepit condition to be functional and a base for the government. The Budget Committee is currently looking at aspects of the CIP, and one initiative will be to address the question of what to do relative to this facility. One thing is clear: we are going to spend tons of money every year, and it will escalate each ensuing year for the maintenance of this building. He said that we must decide if we're going to stay here or not. If we decide not to stay, from his perspective the Council's inability to address the question could lead to the loss of a lot of money, of which this proposal is a small but significant example: a year and a not -insubstantial amount to find out what we need to do to place a new roof. It brought back to him the night of the consultant's report when, during the course of the report, the ceiling panel fell down and water began pouring out. for over two years, he said, we have failed to address this question, It's hard to understand why: he felt this item was a significant reason why we should hold off and answer this basic question. Otherwise this is throwing good money after bad. Alderman Rainey noted the information said the original slate roofing was replaced in i988. Was it replaced with slate? Mr. Rubin said yes. She asked if 14 years is a normal life for a slate roof and Mr. Rubin said no, 50'yLMM WaS nprrnal: -Asked what -happened here, he answered "low bid." He said it was a failure of the Installation. He explained the east/west roof isn't too bad; the north/south section failure is dramatic. Alderman Rainey asked if slate can be taken off and the undertayment fixed. Mr. Rubin said yes, and that heregretted putting the slate roof back on - die thought the state dangerous. He said there maybe a soluion with the existing slate: we may be able to save a 30 - 40`6 of it. He discussed the gutter problems, with the water infiltrating into the walls. Patches was tried, but they need to be redone. There was $800,000 in the CIP for this. He said we're suffering major damage from the failed roof. Alderman Rainey asked if we got a warranty; Mr. Rubin noted the company went bankrupt; it was the same company that set fire to a building in Wl. Alderman Rainey asked, if we made a decision to relocate, would a study like this be helpful or hurtful? Mr. Rubin said if someone wanted to buy the Civic Center all they would have to do is look up at the roof to see the failure: anyone would fix this roof. To build new you're talking about 3 - 4 years minimum. He understood Alderman Moran's concern, but did not know brow much more water we could take. He explained why water came through the ceiling the the Alderman referred to. Alderman Feldman asked why the study will take a X. especially if the roof is in dire straits. Mr. Rubin explained we could not do the roof In the winter. Mr. Cook said the analysis should take z - 3 months and If begun in August should easily be done by November. Then, plans and specs could be developed over the winter, and bidding could be done after that. Right now we have bids for someone to go out and analyze the roof, and prepare plans and specs as to the best repair. We have several meetings planned with the consultant to interact with him concerning what is the best repair. Alderman Moran appreciated the statement as to the bad shape it's in now and the time necessary to decide where the City wilt reside over time. He did not know why it would take 3 - 4 years to reach a decision and implement a solution. He speculated that maybe it would never happen, and we should approve this. His point is we need to decide the issue of whether we want to be here. We re talking about a roof that might have a 50•year life, and it may take a year to find out what we need to do and the cost.. We have an $800,000 estimate in the CiP for the work. Mr. Rubin noted the 575,000 (for this consultant) comes from that amount. Alderman Moran questioned a almost a million dollar roof purchase on a 50 year buy, if we might be moving out. He questioned, if we left, would anyone else want that roof? Would we recoup our cost? He advocated thinking about whether we want to spend money like this until we decide where we want to live. Alderman Feldman asked If there was an amount of money each year in the CiP for maintenance of this roof. He was told occasionally we go through the amounts, like 530,000, very quickly basically for heat ppuumps. The Alderman asked, it this building needs maintenance, why money wasn't being put aside in the CIP on a yearly basis to take care of it. Ms. Aiello explained that after the study was done on the condition of the Civic Center, it was never fully discussed by AftPW and the Council. in the interim Mr. Rubin and staff have attempted to make minor repairs until the full discussion. At the recent Budget Committee, she said we talked again, and brought up the fact that the Council needs to make a decision on this building. The Budget Committee has made a commitment to schedule a full discussion with ArrPW and the Council. Regardless of what we decide, it wilt be several years to accomplish and the roof is at the immediate, emergency stage, like the heat pumps, for which a staff member is making due with fixing them, because we don't want to put in major money if we aren't here in 5 - 7 years. Mr. Rubin felt the roof was one of the cheapest things we do here - replacing heat pumps would be millions. Alderman Feldman noted a report that this building, to be remodeled and safe would be in the neighborhood of $15 million. Ms. Aiello agreed, noting it would be a building that met code. Alderman Feldman said the alternate plan would be to build a building that would cost 513.5 million at that time. Ms. Aiello added that this was strictly the cost of construction. Land would be more. Alderman Feldman speculated that with land it would be $15 million. On the face of it, he said, staying in this building is an option. It seemed to him that as long as the decision hasn't been made a certain amount should be put aside in the CIP each year and if we are not here we don't use it. Ms. A(elto said we do put some money in the CIP for maintenance: it's not enough to repair the roof because we don't know the extent of the problem, but which will be more than 530,000. Alderman Feldman felt he was getting mixed messages. He imagined it cost more than $30 000/yr. to maintain this building. Ms. Aiello mentioned that there are funds within the operating budgget; it's a maintenance operating budget not specific for this building. Mr. Rubin said it's around 54 ,000ior ail the buildings in the City. Ms Aiello added that's a balancing of how much moneywe have and where the resources are allocated. That's why someone is fixing the heat pumps insteadofbuying them, or doing what needs to be done. She said we have patched instead of replaced. Alderman Feldman said the scenario is one of a City so strapped for money it hasn't the right amount to maintain the buildings that it owns. Yet, he said, we are talking about spending 515 million which we don't have either for one reason or another. It seemed to him that there's another way short of allowing our buildings not to be maintained properly. He's hearing that the reason the amount we have is 545,000 is because we don't have any more money. Alderman Jean -Baptiste suggested we take up that discussion in another place. He understood it's a criticism of where we are, but wished to finalize the discussion of this proposed contract. Alderman Rainey said it's important that we make this purchase: if we do the study and in the midst of it the Council decides we are not going to proceed with other renovations, we wilt have the study and given that we'll be here another few years we need to replace the roof. It adds value to the building and protects it. It's a critical component of any building system. It adds value to the property if we decide to sett it. Ms. Aiello said that after the report came out, many developers came through and wished to buy the building, renovate it and add housing on the site. Alderman Ramey said we can manufacture heat pumps "until we croak," but it will not add a cent of value to the building. We have to have a roof on the building and anyone who buys it has to have a roof. She did not see that we lose at all: for the $75,000 we are not going to do the wrong thing on the building. If we're going to do a roof it has to be the right roof with the right vendor. She felt If the building goes on the market it will be the hottest residential property in Evanston. We need to do this work quickly. If we stay we have to have the right roof; if we sell, the buyer has to have the right roof. Alderman Moran was concerned that at some point referring to the comment about the man manufacturing heat pumps "until he croaks" that this buildingg is going to "croak" soon. He said this year we'll spend S$00,000 this year; $1.2 million the next; and $Z.4 million after that, and $3.6 after that, and we will still be sitting here saying what should we do? If it costs $15 million we could go to bond; debt service would be about $150 000/yr. In the meantime if we were to replace the heat pumps it will be millions for that and we wilt still be sitting here waiting to fix the next thing. Alderman Jean -Baptiste noted this Issue should be placed on the agenda at some point. He closed the discussion on this issue. On voting to approve the proposal for the roof, motion passed unanimously. (A3.4) Lowest Responsive and Responsible bid for 2002 Combined Curb li Sidewalk Replacement Program - Inis bid from ttty Lement Contractors, cost �1Sy,quj..Lu ana included the LuuL Accessible LurD Ramrogram. Aldermen Rainey and Feldman moved and seconded to recommend approval; motion passed unanimously. Returning to Item (A3.2) 2002 Water Main Improvement Prooggram, this item recommending the lowest responsive and responsible bid of t,eor a W. Kennedy Construction Co. of $1,0f9,380.50, was unanimously approved after Aldermen Feldman and Moran moved and seconded the motion to recommend approval. (A3.5) Lowest Responsive and Responsible Bid to Resurface Various Streets Affected by Water Main Repairs - ims bit], of Arrow Road Lonstruction, was for 5Sv4,515.UU. Alderman Feldman moved to recommend approval; Alderman Moran seconded; motion was unanimously in favor. (A3.6) Lowest Responsive and Responsible Bid for Hewlett Packard File Backup Components -- This bid was from srNx tecnnoiogies, for 556, /54.tib. Alderman moran moved to recommend approval; Alderman Rainey seconded the motion; and motion passed unanimously. (A4.1) Change Order #2 for Phase VI, Contract C of Relief Sewer Proiect - This Change Order for DiPaolo o. woutd not cnange tree contract amount; it was to include Federal wage determination requirements only. Alderman Rainey moved to recommend approval; Alderman Feldman seconded; motion passed unanimously. (A4.2) Change Order #9 for New Levy Center Construction - This Change Order would increase the total contract amount by 559,t)^ from }/,ULU,iS/ to S/ u/y av6. Alderman Feldman moved to recommend approval; Alderman Rainey seconded; motion passed witE Alderman Moran voting nay. (A5) Specia! Event: Rotary International Picnic -This annual staff picnic would be held on August 23 from 11: u - 4:su at Centenniat Marx. Atoerman Moran moved to recommend approval; Alderman Rainey seconded; motion was unanimously in favor. (A6) Special Event: Evanston/Belize Indeuendence Day Picnic - This event would be held in Ingraham Park on Augusf t/, from 1:uu pp.m. - v:UU p.m. Aldermen Rainey and Feldman moved and seconded to recommend approval. Motion passed unanimously. (A7) Special Event: 30ei Annual Lakeshore Arts Festival - This event would be held in Dawes Park on August J kt 4, tram 11:U0 . 6;UU. Alderman Moran moved to recommend approval; Alderman Feldman seconded the motion, which was unanimously approved. (AS) Traffic Catminu Plan: Soeed Bumos 2300 Emerson St. (south alley) - Alderman Feldman moved to recommend approval; Alderman Ramey seconded the motion. Motion carried unanimously. of ) Approval da of Reconnaissance Studv of Shoreline - Alderman Jean -Baptiste moved this Item to the end (A10) Approval of Request from Belize City - This request was on behalf of the Belize City Council for the donation of two used police can wnicn would otherwise be sold at auction by the City of Evanston. Alderman Feldman moved to-ecorrunend approval; Alderman Rainey seconded, and asked how we will get the cars to Belize. Mr. Jenr.TrLgs ex; gained that we will transfer ownership to them and they will transport. On voting, motion passed i r.animetaly. (Al 1) Authorization to NeFcciate Contracts for Financial/Human Resources/Payrotl/Water System - On noting to apppprove the LT-y wa-,ager gating for this integrated system from J. U. tawaras for a cost not to exceed 5J.59 million. Aide.-manreE man moved to recommend approval; Alderman Rainey seconded the motion; motion was unamrronly m favor. (Al2) Resolution 53-R-02 - Service Agreement with Evanston Community Media Center - This Resolution would authorize the L.ty Manager to sTsn a service agreement with kLmi- for puouc, educational and governmental (PEG) programming. Aide -man Feldman moved to recommend approval; Alderman Moran seconded. Alderman Ramej asked if ECv,C got involved in this discussion. Mr. Rubin answered that this has been in the works w-,th ECMC fcr three montIhs, and that they know what's in this document. Alderman Rainey felt, if she were ECMC, she would have a problem with Section 17 on page 12 that states that the City wilt provide ECMC fund -rig for PEG Access —annually from the Franchise Fee Fund an amount not to exceed that specified in the annual city -budget. She interpreted that as meaning that at the whim of the Council ECMC will get k-l.ate er Mey get. Mr. Rubin said that his Department worked on the same premise: he got what he got in hs bs-pgxet based on the approval from the Courool. To guarantee an amount of money going forward for ten ears s pprcb;ema0c for staff. Alderman Rainey suggested the amount be based on a given number, based on c-� franchise fee. tic. Rubin explained the franchise fee last year was a certain rnrmber; the cable ccmpar~y does not get a franchise fee now on the modem service; if we were to guarantee that percentage- we just took a S50,000 hit on revenue. They understand where we were coming from on this. % a gxve them ail the eCuiprnent money which is a guarantee for them. Alderman Rainey said if ECMC lifes t s, it's fine: it's good for us; we decide how much to give them. Alderman Feldman said that ECw,C reCtjests a certain amount from the Council each year. We work off of that, and balance it with the City's reeds and Cittyy budget- It's never a given amount; and it doesn't exclude raises, addttional needs of the or- m-itzation. V . Crum clarified that ECMC knows about it; they would prefer to have a guaranteed percerit��. He said he and N.r. Rubin met with them and explained no City department has that guarantee at this crne, and we could not recommend it to the Council. On voting to recommend approving the agreement, rnotion was unanimusly passed. YA13) Resolution 54-R-02 - Agorovai of a Tiered Anproarh to Corrective Actfon•Objectives (TACOJ '-ern - I his item wci-L auth orize a ngrit-ot•way agreement regarding the site at L LU-lyL4 entral Alderman Moran re�aesied that this item be held in Committee. Alderman Rainey seconded and the Item will be held until the wugust 12 meeting. JA14) Ordinance 71-0-02 - Authorization to Borrow Funds from IEPA for Phase IX. Lonv Range Sewer m rovement Program - i r:;s item, for nntroductiori, would 'authorize the Lity to borrow up to j1 !)W,uw in funds trom the water F-nilution Revolving Loan Fund for this phase of the sewer project. Aldermen Rainey and Feldman moved and seconded the motion to recommend approval. On voting, motion passed unanimously. (All 5) Ordinance 66-0-02 - Increase in Class 91 Liquor Licenses - This Ordinance, for introduction, would increase class tst ticenszs arom 1 to L witn the addition of Tommy Nevin's Pub. Aiderman Moran moved to recommend approval of this item; Alderman Feldman seconded the motion. Alderman Rainey noted the police calls at this addresr_ she would vote to introduce this, but asked for information on the calls to the 1400 block of Sherman and to that area on Grove to the west. On voting, motion was unanimously in favor. (A16) Ordinance 72-"2 - Decrease in Class B Liquor Licenses - This Ordinance, for introduction, would decrease Lka5s is tcenses : rom 1 J to 1.4 with the subtraction of Tommy Nevin's Pub. Alderman Moran moved to recommend this item, for introduction; Alderman Feldman seconded. Alderman Raineyfelt it was premature to decrease a license before they have another one. She said that the rules couldalways be suspended on decreasing licenses; also suggested that we look at how we do this process. On voting, motion passed with Alder, -.an Rainey voting nay. (ACl17) Ordinance 67-0-OZ - Increase in Class 81 Liquor Licenses - This Ordinance for introduction, would crease ass tst Licenses trom L to J with the adamon of i+eter Miller's. Aideerman Moran moved to recommend approval; Alderman Feldman seconded the motion. Alderman Rainey asked if we could get information from W. C about whether there are Liquor Control hearings on these new license applications. She was tcL- there were not; the Commissioner reviewed them and was of the opinion that they were current license :solders in good standing and did not require a hearing. Alderman Rainey asked that the Commissioner be :bid she disagreed with this. Alderman Feldman noted all these Ordinances were for introduction at the same time so we were not eliminating at a different time we were increasing. On voting an the motion, mccian was approved. (A18) Ordinance 68-0-02 - Decrease in Class B Liquor Licenses - This Ordinance, for introduction, would decrease class is ticemm trom iL to 11 with the subtraction or eeter Millers. Alderman Moran moved to recommend approval-, Alderman Feldman seconded; motion pass unanimously. {A19) Ordinance 69-0-02 - Increase in Class C Liquor licenses - This Ordinance, for introduction, would increase #-lass t. licenses .rom Id to 19 with the addition or Lulu's Restaurant. Alderman Moran moved to recommend approval; Alderman Feldman seconded; motion passed unanimously. (A20) Ordinance 70-0-02 - Decrease in Class D Liquor Licenses - This ordinance, for introduction, would ddecrease uass u tcenses trom [a to Li witri the suotraction of Lulu's. Alderman Moran moved to recommend approval; Alderman Feldman seconded; motion passed unanimously. The Committee returned to Item (A9) Approval of Reconnaissance Study of Shoreline, with Planning ft Development members again present. I his item woUuo approve a request for a Reconnaissance Study of the Lake Michigan Shoreline for a potential Marina, with assistance from Rep Schakowsky, the study to be conducted and funded at 100s through the Army Corps of Engineers. Alderman Feldman noted that according to the literature, this ca.'ne about as a result of an idea that it should be connected in some wa with the boat ramp area. Is the study going to consider only that area, or the entire shoreline he asked y Mr. Gaynor said the latter: the study will irr.estigate tocations for a marina and repairs for the existing launch ramp. Alderman Rainey asked if all takefront communities had marinas and Mr. Gaynor said no: he mentioned Wilmette's private harbor, Waukegan, and a number in Chicago. Alderman Moran said, in looking at the progression of the components of this issue, the second component is feasibility, and indudes a scope letter sent to interested groups. He wondered if we could take that issue and move it up to the initial component of the study. Mr. Gaynor sa-d in part, in the first phase there is a demand study and they are doing a survey to determine interest. This scope letter is an additional effort on a much larger scale, after the Army Corps of Engineers determines if there is a demand and benefit to move forward. Alderman Moran suspected what was being suggested was a discussion that would be generated in this reconnaissance study that might lead to information going interest to interest groups about this. But he thought the int out and about would be very interested in the contemplation of a marina in Evanston and t the sooner we began communicating with them the better. He noted interest groups challenging and sometimes stopping numerous projects like this: we ought to get busy with that at an early rather titan later stage. Mr. Gaynor said he would speak to the Army Corps of Engineer representative about that. Alderman Newman said that, when you talk about a study of locations, he thought we were looking at a location. Why create a situation where we are going to have a story in the papers that will concern everyone. Why not talk about what we are thinkingof doing here? Mr. Gaynor said that the typical study is to -look at all possible areas up and down the lakefront. In meetings it was pretty clear the only location that made sense was the South Blvd. location. The Army Corps representative felt it was the most desirable. Alderman Newman would be interested In hearing from those neighbors- he noted that in his Pe of the lakefront the issue is incendiary, in terms of the amount and usage of the lakefront already. Fie realized there was a 1966 study that spoke about an area near the cemetery. He noted we are criticized for things like this; it's a major thing for the lakefront and in his part of the (akefront this would be a long fi ht; he didn't want people to think they had to get into a fight if we were not thinking about that particular site. He couldn't imagine this being at Lighthouse Beach. Mr. Gaynor said that staff was very clear with the Army Corps of Engineers' representative that the locations with any potential were very small, and South Blvd. was primarily the only spot to consider. If we went through all the steps and it happened at all we would be looking to close the ramp at Church Street. That might be a positive for us in that sense. Alderman Newman assumed that there can be no plan that imposed any additional parking impositions for the rest of us. That has to be solved fully as part of the study. Mr. Gaynor said there was no question that all environmental impacts, including parking and traffic, would be studied in the second phase if it went that far. The City could stop at arty of the maws if we wished to. Alderman Feldman was interested in the question of suppl and demand: were they going to the City of Evanston exclusively, or setting a general market for the faci�ity, as the movie theaters did? Mr. Gaynor answered their study was for a 20 mite radius from the City; they indicated they needed to prove benefit to those with watercraft. The benefit, he explained, isn't taking 10 boats from Wilmette or 10 from Montrose, but new unfulfilled demand. He noted Wilmette has a 15•year waiting list. Most other harbors have a 2 - 5 year list. The first phase would make that determination of need. Alderman Feldman assumed that South Blvd. means south of South Blvd. He could not see taking over a beach area. Mr. Gaynor said the preliminary answer to that is yes. We already have one breakwater to keep boats safe. But any concept design at this point is premature, he continued, but the land would be from the City limits in front of the cemetery as far north as the City would like to use. Alderman Feldman agreed with Alderman Newman: there should be reassurance that there would be no complications as to parking, etc., for any people in the area. He imagined the. Corps of Engineers would understand that~ Mr. Gaynor said parking was clearly discussed and will be a major issue to be addressed. Alderman Rainey asked Me the said would look at the cause of the need to dredge at the boat ramp and do anything to remediate. Mr. Gaynor answered that it's part of the study: they are going to identify the problem and make a recommendation to mitigate: they do that work; however, if a marina would occur we probably would not continue use of the Church St. ramp, and we would not want to spend the money there. If there is no marina, we would pursue having them make the repair to reduce the dredging. Alderman Rainey said that was a concern of hers. She noted there has been speculation that work just to the north caused some of that problem. Mr. Gaynor reiterated that's a key component of the first part of the study. Alderman Wynne wished to address Alderman Newman's issues so that no one was alarmed: the issue has been talked about on and off. She said the opportunity came up to do the initial demand study. She had assumed the first meeting she'd attend would be a short one, reported that was not the case, but there are still many "ff's" in the project. We have the opportunity now to study the feasibility as to moving forward or not. if we run into insurmountable issues, we won't move forward, she stated If we don't, and we discover we can have this, it might be a nice amenity to add to our community. She agreed there were issues to address: parking in the Thfrd Ward Is critical. We have no available space. So It would have to create its own parking. She would like to move forward to answer some of these initial questions as to whether there is a demand, to find out what it is we would have as a marina, etc. In the next phase we need to contact as many people as possible. This is just the first step she stressed, and everyone will be listened to and we will have to overcome or solve any number of problems before we move forward. Alderman Newman said when he hears that, he is sympathetic to going forward. His concern was that there's a potential stream of revenue and a potential cost. Before we go forward, you have to be committed to this with problems to be solved, and down the road you find there will be certain costs. If you are willing to look at this, and solve those problems, it could potentially be very expensive. He noted we could be going down a path ti-.at could be very attractive, and solving those problems has to be a 100% commitment: it's going to be very challenging. That's why he brought it up. • Alderman Wynne offered to let him see her notes of the list of problems she developed before the meeting with the Corps of Engineers. She said everyone is very aware that it's not a fait accompli, there are many Issues to be addressed, and we cannot go forward without addressing them because we won't have any community support. Eventually troe City will have to pay a part of it, and we will have to decide it's worth it, or not worth it. She felt there's enough interest and has talked to several people in her Ward who suggest we should explore it and that's what we're doing. Alderman Bernstein concurred and said we have the benefit of being located on two waterways which have potential for revenues. Years ago in 1966 he had talked about these concerns and we'll be revisiting these again. But there's tremendous interest from the private sector in the development, and he's looking in terms of a public/private partnership down the road. It's not a fait accompli; it's a gift from the federal government of $100,000 to do an initial analysis. He felt it necessary to explore these possibilities, especially with the dollars available, to determine if we can create alternative methods of revenue. He thought hypothetically it could be dynamic. Instead of telling your friends, "You know you're in Evanston when You pass the cemetery," we could say "when you see the tall ships you're in Evanston." He noted several Issues: landfill, what demand means, the need for parkin gg etc. But he said we owe the citizenry the exploration of the possibility of revenue other than taxes. Alderman Newman said that was exactly his concern. He thinks it would great to build a marina that is compatible with the neighborhood, but to say you're interested in revenue, at some point in time there wilt be a decision to make: how many spaces per marina slip are necessary? It you do it in the name of providing revenue, you may say three- quarters of the space; if done for compatible recreation in the neiRhborhoodyou may say 1'h. These things have to be thought out in advance. He said we owe it to the Third Ward neighbors before we start. He noted he and Alderman Wynne may see things differently as to what will happen down the road with these potential problems. Alderman Wynne was not sure that that was the case. Alderman Jean -Baptiste suggested it was time to close the discussion, pointing out this is a study we are talking about and each of us may make our concerns known. Aldermen Feldman and Rainey moved and seconded the motion to recommend approval of the Army Corps of Engineers Study Proposal. On voting, motion was approved. COMMUNICATIONS Alderman Moran moved to accept the Communications (APW1 - Police Officer Hiring Report; APWI - Fire Department Monthly Repport• APW3 - Emergency Purchase: Tractor for Parks/Forestry & Recreation - and APW4 - Emergency Purchase: Noyes Center Power Service Upgrade). Alderman Rainey seconded the motion and it was approved. Alderman Moran moved to adjourn, and, there being no further business, the Committee adjourned at 9:41 p.m. Res fully submitted, Dar ne E. Nil es cu Exetive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of August 12, 2002 Members Present: Aldermen Jean -Baptiste, Feldman, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, David Cook, Roger Crum, Paul D'Agostino, Zettee Edwards, Richard Figurelli, Keith Fujihara, Douglas Gaynor, Aleck Granchalek, Chief Hunter, David Jennings, Pat Keegan, Sat Nagar, Darlene Nilges, Max Rubin, Bill Stafford, Donna Stuckert, Barb Zdanowicz Others Present: Mayor Morton; Aldermen Bernstein, Engelman, Kent, Newman, & Wynne; Clerk Morris; Noreen Stass, Mr. Peterson, andothers Presiding: Alderman Lionel Jean -Baptiste SUMMARY OF ACTION Alderman Jean -Baptiste called the meeting to order at 7:06 p.m. SPECIAL ORDER OF BUSINESS (S1) Presentation: Five Year Street Resurfacinq Improvement Plan- Alderman Jean -Baptiste introduced DDaAci Jennings to catK aoout the ,)-year street resurtacing plan. Mr. Jennings offered background Information and a look at the plan through maps and an interactive display. He outlined the benefits of the plan: it allows for an evaluation of the condition of the street system; in 2002 it allows us to determine Improvement strategies and priorities; and to make a determination of the level of investment needed to maintain the system. It also allows coordination with other improvements: private developments, utility world and provides a vehicle to communicate with residents, with the GIS system which is set up on our website. He noted our street system has over 2.5 million square yards of pavement. This way of measuring is the common denominator because, he explained, widths of streets vary. We have approximately 140 mites of streets in the system; 93% have asphalt surfaces; seven percent are concrete. When we did the study by IMS, he said, the overall condition of the streets rated 79 out of 100, the high end of the "good" category. To develop the plan, Mr. Jennings explained staff used the lMS report which evaluated block -by -block street surface and subsurface conditions. We also used our engineers' observations and evaluations. Projects are distributed eeooggraphically: we try to do some work in each Ward every Year. We coordinated with Water & Sewer projects, deferring certain street jobs as we knew the sewer Jobs were coming up. We looked at current and future developments and considered the type of street local, collector, arterial). Staff considered requests from aldermen and the public, considered rehabilitation techniques, and the condition of nearby streets. He explained to get the best product and prices, we try to group blocks together perhaps turning a comer and getting two projects done together. He stated that the plan is flexible anJ should be re-evaluated every year. It is intento be a rolling five year plan, by adding another year after the current year's work is complete. He noted there has been considerable evaluation and analysis, but said this is not exact science: we expect changes to occur. He noted some reasons for change: priorities can change; new projects can Impact the plan; street conditions deteriorate at different levels- and finally, funding sources and funding levels can change. Mr. Jennings discussed rehabilitation techniques, how we actually fix the streets. First there is street maintenance," minor resurfacing. with grinding and resurfacing and minimal curb work. The average cost is $12/sq. yd. Next level is "street resurfacing, ' where there is grinding and resurfacing of street needing more curb and base repair, costing about $221sq. . The most expensive Is "total street reconstruction rebuilding the street from the base up, at $60 - 59yyd_/sq. yd. He noted the arterial streets would be built to a higher weight carrying capacity and cost closer to the $90 figure. Mr. Jennings said that on all jobs we investigate the utilities first, to make sure the sewers and water lines are In good shape He noted the Committee is familiar with the spot sewer program which is tied directly to street resurfacing. We also do adjustments of all utilities, coordinating with ComEd, Ameritech etc. We try to get the smoothest surface by adjusting the manhole tops on the utilities. Projects are designed based on MOT standards, we use a competitive bid process for the best prices, an� we use our City en ineers for project management and oversight to get the best product. Regarding funding, Mr. Jennin said gs IMS recommended funding at 54.1 million per year; we have been funding at 51.Z using only MFT funds. They recommended about 10 mi. of resurfacing be done per year; we are averaging between three and four this year. He noted we have another S500 000 approved from the CIP this year, so the current program Is $1.7 million. He's assumed this level for titre 5-year plan. He discussed State routes, which he explained are unnumbered by the State because none are high enough in the State system to warrant that; nor hi enough to be resurfaced at State expense (all these streets are local arterials; the next level up would be strategic regional arterials, eg McCormick. South'of Golf at Emerson It is a strategic regionat arterial for which the State will spend money; but north of Golf /Emerson McCormick changes to a local arterial, with a lower traffic volume and we have to do other funding mechanisms to get it impproved. The jurisdictional transfer is the only current fundingg method. When that street is complete at $3.4 million, we Witt take it over and it will be a City street. The bottom line is that we do spend local dollars on State routes when necessary: portions of Central and Dempster are examples. Other projects not technically, in the five-year pplan that have an impact on the transportation system include the Dempster 5t. bridge, probably to be done next year widening it and then transitioning Dempster back to four lanes at Fowler; the Asbury bridge over the dTA, which is to happen in '03 or '04; the Ridge Ave. reconstruction as part of a jurisdictional transfer; the Sheridan Rd. reconstruction through a federally funded STP program in '07 or '08, a multi -year project estimated at $17 million including new drainage and signals and total reconstruction. He reported the Chicago Avenue streetscape was approved, funding of $804 million is to be identified; and the McCormick reconstruction should shortly be undgr contract. Mr. Jennings Identified next steps: he said staff is recommending ap roval of the plan, refining it each year and funding it one year at a time. He said we are trying to find adpditionat money; we could use a higher level of funding and are looking at other sources. We need to work with Wilmette and Chicago jointly on Isabella and Howard Sts. Howard would be the final phase of the streetscappee and we're proposing to do resurfacing to finish the job next year. He noted the plan was in text in the Council's packet materials and loaded on the City's network; people with access to the Web can look at the proposed plan on the Internet. Alderman Newman brought up Sheridan Rd., a State route from South to Isabella. He asked if we have to wait for most of it to be done, until the State's willing to pay for it and turn it over to us. Mr. Jennings noted several sections of Sheridan are in the 5-year plan. Alderman Newman countered that it still needs to be resurfaced, and asked when that would be. Could CD money can be used for part of the plan? He was told yes. He noted that staff is saying 5500,000 for this year; he asked if at some time staff wilt be coming up with a recommended level of spending. Mr. Jenninggss said we need to increase our current level of funding. Alderman Newman said if we adopted this plan 5500,000 would be the minimum and some number above that would be better. Mr. Jennings noted that the Council is still going to have to approve the plan in the budget process every year. Alderman Newman thought the CIP would be planned with that figure every year. He felt there was a certain unfairness to the peo tQ living on state routes; called attention to Sheridan: its way past the need to be resurfaced. He questioned whether It was a pipe dream that we would be Settingg money from the state and asked if not, shouldn't be placed in the system now based on Its condition. Mr. Nagar said we have It there now for 04-'05. Alderman Newman said that's the policy Issue about state routes that has to be revisited: we can't wait on some of these streets. If we realistically can get money out of the state, constituents could wait a couple of years; If not, the streets should be redone based on its comparative condition with the other streets. Mr. Jennings said we have applied for the funding, which begins In '07, It's a $17 million project to do Sheridan, he said, and our annual budget is $1.7 million. Alderman Newman asked how many streets like that do we have that demand total resurfacing? Are we doing any total resurfacing? Mr. Jennings said McCormick north of Golf; we are debating on Isabella for total reconstruction or resurfacing, which is '04 In the plan. It's coordinated with the water line project. Alderman Newman wanted to be- able to communicate to people what we are doing. This plan should be not only on the Web, but in Highlights and on cable once every three days or so. People need to know it's going to happen. An unidentified member of the audience asked if portions of Forest are included in the Sheridan Rd. plan and was told yes. Alderman Newman asked what the forum would be to get answers to these questions. Mr. Jennings said we would have to answer "What if we don't get the Sheridan money?" How would we attack Sheridan Rd. if we don't get it - are there other funding sources? Right now we are trying to get funding from an outside source. Alderman Bernstein asked If the $17 million in '07 included the money tar the jurisdictional transfer for Ridge. Mr. Jennings clicked on the '03-04 plan indicating the various types of jobs: all are resurfacing, he said and explainedthecolor system: red was based on street condition only; green was work due to sewer work; many times we defer street work until sewer work catches up to it; blue was for water only where what's driving the resurfacing is the water line to be placed there; magenta was for both water sewer. He noted many times the i00 year old water lines cannot withstand the vibration of the sewer work. He said '03.04 is a tong plan; we have a couple of years of sewer jobs In it and he estimated we would do 9 mites that year. Alderman Rainey wished to point out cticking on the Individual streets changes the legend below the map, indicating length of street, project type, etc.; and that people can see this on the Web. Layering of the five project years was demonstrated on the system, with the exception of the other projects Including McCormick Dempster, Asbury Bridge, the Chicago Streetscape and Sheridan Rd. Discussion ensued Alderman Rewman asked what would be the forum for making the derision, $500,000 or up. He said there needed to be a correction in the AFxPW minutes where a speaker referred to $150,000/yr. and meant $1.5 million regarding the Civic Center; he asked what Is the higher priority: streets, the Civic Center, the parks? Mr. Crum pointed out that in two weeks we will begin discussion of this process. This ended the presentation. Alderman Jean -Baptiste thanked Mr. Jennings and resumed the A&PW meeting. APPROVAL OF MINUTES Alderman Jean -Baptiste referred to Alderman Newman's comment that there was a misstatement of a figure in the AEtPW minutes of 7/22/02: debt service on a $15 million bond for the Civic Center would have been approximately $1.5 million instead of $150,000. With that change, Alderman Feldman moved approval of the 7/22 Minutes; Alderman Rainey seconded the motion; Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON CrOUseconded uNgqCIL AGENDA thejmotironf t Evanston recomme d approvaiho /theZpayroll rIn ttfiean �amounman t of $Z 219,7and , Alderman5. Moran passed unanimously. (A2) City of Evanston Bills through 8113102: The bills through 8113 were in the amount of $3,003,824.18. Alderman Rainey moved approval; Alderman Feldman seconded the motion. On voting, motion passed unanimously. iA3.1) Approval of Pre —Qualified General Contractors for Facilities Management for Two-Yr. Period — the six firms recommended were: l he Meyne Lo., Novax t-onstruction, t.entrai uaKes Lonstruction Ft Development; Skender Construction; P. B. Verdico, and Babco Construction. Alderman Rainey moved to recommend approval; Alderman Feldman seconded. Alderman Jean -Baptiste had a concern that this group would be the only ones who could bid on the specified projects for these two years. Mr. Rubin said that was correct. Alderman Jean -Baptiste noted the savings in time and effort in looking for contractors to do a quality job. He assumed, however, that when you publish these Lids other contractors could not bid on them until two years later. Mr. Rubin said yes; that we tell the architect to develop bid documents for these six contractors. We would receive their quotes and go from there. Alderman Jean -Baptiste asked how much would be saved. Mr. Rubin explained it's not the money, it's the quality of work. You avoid a low -ball contractor who gives a low -ball. bid. Alderman Jean -Baptiste asked what if the contractor can do the work for that much less? W. Rubin did not think we have ever benefited from taking the low -ball bid. The Alderman noted that we take the lowest responsive and responsible bid, Mr. Rubin said that if he got a bid for 5250 000 three centered around $500 000 and one for S750,000, he would be comfortable with001'i the 5500,0ids but not with the $250,000. die gave the example of the Civic Center roof low bidder. Alderman Feldman pointed out that one advantage with this process is that all these people are evaluated on the basis of professional competence before they put in a bid. its raising the group of people doing work In the City. When somebody simply comes in with a low bid, he said, its hard to do a professional evaluation. The bid had to be responsive and responsible, but within that category go prove that somebody is not responsible. We've had that issue before: you have to have a really strong case. The difference between that and a top professional you have evaluated is dramatic. How has the system worked in the parks system, he asked. Mr. Gaynor said we were able to obtain the top landscape architects and pre - quality them. He noted every two years anybody has the opportunity to put his hat in the ring and be evaluated. He added that Mr. Rubin will min the process again a year from now, since it takes a year to go through it. Alderman Feldman noted low bidders who walked off the job with it half done: it wasn't the fit h quality we needed to do the job on time. Mr. Rubin said we checked the references of the nine who submitted responses; one reference would not recommend a company. It saves a lot of grief. He said you're not able to do that with a regular low bid. He said we are confident with these six firms. In an open bid you have people all over the place; but everyone had the opportunity to get into this program. Alderman Rainey pointed out that 46 contractors were sent notices and it was also published. She had asked staff for a list of jobs these firms had accomplished. All of them have been involved in extremely Impressive projects andallhave been low responsive bidder for a city or town. Mr. Jennings pointed out when all is said and done there is still a bidding process: all will go through it but it will be among people we call peers. Mr. Rubin expected to see all six bid in the midrange, neither high nor low. Alderman Jean - Baptiste understood we wilt continue to have a choice: his concern is if we have other companies that become available they will be excluded. Mr. Rubin reiterated that's why it's only two years. Alderman Rainey asked if there is a level at which we would submit projects to this group; would we give them $20 thousand jobs? Mr. Rubin said we could do so- however the RFQ we sent out said the estimated construction cost was $2 million and up. We were looking at contractors big enough to do projects at this level. We had to find people who were willing to do a range of work. Alderman Rainey surmised that it gave us the opportunity to took at others for the $20 or 550 thousand jobs. Mr. Rubin said you could do so: you could send to these six and then publish for the other guys, He painted out we have saved months by doing this, noting how hard it is to get projects started. Alderman Feldman said the biggest problem the City faces is t ng toget quality people at a reasonable price. The difficulty is we have a system of low bidding and arw bidder comes in who may be one in 100 who can do a fantastic job at that price. But experience shows evaluating a group of people in a professional wayover a period of time first, will raise the level of people who are going to bid. He said we pay over and over again for faulty work, and if we added that amount to the low bid, it would exceed those they outbid. Alderman Jean -Baptiste asked if this group of six is a group we will send proposals to of aver $2 million, and under $2 million Sobs wilt be open to other companies. Mr. Rubin said it could be: it depends what the project is, if it were $1.9 million vs. $20,000. Alderman Jean -Baptiste asked who could determine who could bid on a $500,000 project. Could it be understood that projects under $2 million would be open to bidding by others. Alderman Feldman said if there's a reason to do it, to have quality people doing it, he was not interested in opening it up He would feel much more comfortable knowin the quality is there 00 whatever the job. He said 55,000 is a lot of money, and it's an important job for-5500,400: why would we want to risk putting it in the hands of people who have demonstrated they offer a lot of trouble and reduce our ability to make a judgement once they've put in a bid that's low. He noted Alderman Jean - Baptiste had been part of discussions where we've been in deep trouble because of that. Alderman Jean - Baptiste felt we should not give work to any company that shows it was irresponsible. He was trying to understand. Mr. Rubin said the RFQ asked for firms interested in doing general construction work a $2 million and up. They may not want to take a lower job. Alderman Rainey asked if there is anything that says they have to bid on jobs and was told no; she said we could have a $100,000 job they wouldn't want to get involved in. Alderman Jean -Baptiste said the question ix do they automatically get the bid if they are one of the five other companies who bid. Mr. Rubin said he was going to send them the construction projects we have. if we feat it necessary to open it up, he will talk to the purchasing agent and do that. He said these people are cities we feee { comfortable with after interviewing them and renewing their references. He noted this rs for construction projects only. The,7e's a lot of work the City has planned that wouldn't be under this. Alderman Jean -Baptiste urderstood the quality issue; he did rcc wart certain companies to get a sense of entitlement to the City's w-ark, so if there's a jcb for 5100,073 vve feel we have to exclude any other companies that may want to compete. Mr. Rubin explained Blast a t of 46 firms we mailed to, and those who saw the notice publisi-eed, x-e determined these six were the best quality of the nine we received responses from in the S2 rrrllion range. Alderman Jean•Baptis:e sL--3ested we incorporate into this that when we have projects raring from 51.5 million and up that .v�e aCow these companies to be exclusive bidders. But for other projects xe allow others to compete. W. Rabin asked if his concem was that we are going to spend more on these projects. The Alderman arswereb that this may be an issue or it may be that these companies may deti,elop a sense of entitlement. Mr- Ri:ciin clarified the RFQstated SZ million and over; these people may not be interested in anything lower_ he rated we don't have 15 projects; there are only two. Alderman Ra'n said if there are any projects in that range we will discuss them and know abaft them. She was carer if we get a project for 515,DQ0. that we can put in a request to Facilities Management that it be pub�ished. Otherwise, we are defeating the whole purpose. She said these firms are not about to retire on the amount of work we'll offer therm. Alderman .lean -Baptiste was not suggesting that; he said we don't have a policy of not having six peecxe monopolizing the contract the City has to offer. Mr. Rubin Pointed out that what was interesting was that we're had several construction projects in the past and 80% of these finis never bid on a project. But we i^.ave a program that got them interested in the tity of Evanston. Marry firms don't want to bid city work; don't like the low bid process; want the rp hty to stand up as well as the numbers. We are going to benefit from this. Alderman Nforan observed that there remains thepossibility that other firms can get jobs from us. These firms came forward when the arbitrary figure of 52 million was used, and provided their credentials. If we had a third project for a lower amount we may be in a position that none of these six w-i.1 bid. He was reasonably comfortable that Facilities Management and Plurchasinig, reacting to the size of the poject and the market, will come up with a fair determination of who should do the project. Alderman ?fan -Baptiste said his problem was the RFQwhich said $2 million. Firms not interested in that amour.t have been excluded when the intent was to find firms interested in doing quality work ranging from over 52 million to any substantial cost. Mr. Rubin said these are not g&n& to be small firms for $Z million an►d over. Alderman Jean -Baptiste felt if you send out an RFQ that says we are interested in firms to do work fcr S2 million or over, then you have a number of firms that send in their profile, and you wean that 6--wn to a ggroupp�t�hat are qualified. Then you have excluded a number of Finns that would be willing to do Hark for So W0, or for 51 million. Maybe they don't have the capacity to do 52 million, but they have :tie capacityy for less than that. You did not them notice that you were open to considering them for less titian 52 million, So, you will go to the that you have identified. He thought it ought to be opens to projects under $2 million to be bid out as broadly as possible. On rotiriq to recommend approval of the item, motion passed with Alderman Jean - Baptiste voting nay. Alderman Rainey requested a stion list of sizeable projects in the $100 000 range that were foreseers, other than the roof, which is a specialty, not a construction project. She ash ed for general contractor projects. (A4.1) Chanee Order #r2 for James/Sent Park Redevelooment Protect - This item would increase the cost of the projecf oy ul, l55, to oasis tsrotners, and tie id from ttie project's contingency budget. Alderman Feldman moved to recommend approval; Alderman Moran seconded; motion passed unanimously. (A5) Five Year Street Resurfacin improvement Plan - Alderman Feldman moved to recanrriend apppprroval• Alderman tcainey seconaea the motion. Alderman Moran asked the fast year in which we get the addition fundin . Mr. Jenni said it was now. Alderman Moran said we haven't made any determination as to what we might spend on the plan for next year. Mr. Jennings clarified there was $1.7 million next year, and the four years following. Alderman Moran found the report very helpful, but had some observations: on the bottom of page two and tcp of three you say the consultant we hired recommended $4.1 million per year; the proposal is $1.7, about 40% of that proposed. It states that a-- plan is not "need -based," but rather based on funding available. Then, it's said IMS recommends we resurface one-third of the streets every five years to maintain our current condition: 10 miles per year, or t ,ree times our average resurfacing per year. What we are propesng is to do about one-third of what the consultant says should be done every year to maintain the qjatiry we have now. His observation, nct as an engineer but as a customer, was the report had an overarching statement saying the streets are pretty good. He disagreed: he thought diem deplorable, at least in the 6"' Ward. Alderman Moran went on to compliment Mr. Jennings for bringing the issue to the Committee and saying we need to spend more mcriey, but asked why the basis of the proposal isn't need -based instead of some notion that we can only spend so much to "keep our lousy streets like they are." He said that reading between the lines, it says we have a lot of work to do, but if we spend $1.7 million a year it's very deficient. it doesn't fix the streets. Three people called him East week about Central Park Ave. He said it's been five years since the sewer project pulled out, and the street is in the 2005-06 plan. That will be 8 - 9 years of bad street there. He did not want to have to call people back and say be patient another three years. What's the timing to adopting a five-year plan? Mr. Jennings said that in the fall we have to know what we're gomg to do the followingyear. Surveys are done in the fall; in the winter we design the streets. We need to know what we're doing in October. To wrap up, Alderman Moran urged the Committee to consider ultimately endorsing by October a more aggressive plan than this one. What we're doing is making a recommendation through this proposal. Alderman Feldman asked Alderman Moran what the parameters of that concept would be. Alderman Moran was thinking at our next meeting Mr. Jennie could come back with alternative five-year plans that could be adopted to incremental fashion. He would be interested in what we could do with $2.2 million, or $2.7 million. How would these projects mmae up and what other streets would be included at the end of five years? Mr. Jennings thought staff could do it in September. Alderman Rainey said concurrently you had to figure out a funding proposal; if }rots don't, with her red, purple or green pen, she could do an enhanced plan, but would not have an idea now to pay for it. it's important to find ways to fund it, she said, and assumed there wasn't any way but bonds, which meant increased taxes, unless we divert monies from other projects. She had no problem with Alderman Moran's proposal, but wished to make it more pragmatic by incljudin funding. Mr. Jennings pointed out the 2003 plan MFT and bond funded portion are at the $1.1 million. But it's probably a 53.5 million plan with all the sewer work in there. Many streets we have deferred so they are the worst streets. Alderman Moran said what we are honing in on are CIP, MFT and other dedicated revenue sources to do this work. He would like to advocate that we move forward with this suggestion: perhaps we can't find the money, but he would like to have a platform to address it. Alderman Feldman noted the red lines on the plan had to do with need; he assumed those in 2003 were worse than those in later years. Mr. Jennings said that was what they tried to do. Streets with no color are not recommended to be touched in that time period. Alderman Feldman assumed that was because they were in good condition; Mr. Jennings said they were not as bad as those we picked to resurface. Alderman Rainey suggested a topic of discussion for the Council retreat: with our downtown development making headlines in business newspapers we are bringing hundreds of thousands into our community. A lot of them are driving down Ridge and CI'iicago Avenues; maybe there is a way to utilize some TIF dollars to take care of the Impact of the development. Alderman .lean -Baptiste suggested this be placed on the retreat's agenda. On voting to recommend to approve the five-year plan, motion passed unanimously, with the notation from Alderman Moran that we need a more aggressive plan. (A6 Traffic Calmingq Ptan: Speed Humes - These humps would be placed on Pitner Ave. between Washington and c.teveland; and cn mull i errace between Custer and the railroad tracks. Alderman Rainey moved to recommend approval; Alderman Moran seconded; motion passed unanimously. VApproval of Exchange of Land with Dist. #65 - This item would approye an exchange of land for the ormcx tstvd. reconstruction project at (ireen Bay Road. Alderman Moran moved to recommend approval; Alderman Feldman seconded the motion which was unanimously approved. (AS) Resolution 54-R-02 - Approval of a Tiered Avproach to Corrective Action -Objectives ITACOI Agreement - is item would approve a I AC.0 right -at -way agreement regarding the site at LVAi-,eVL l.entrat 5t. Alderman Moran moved to recommend approval; Alderman Feldman seconded the motion. Motion was unanimously in favor. (0) Resolution 60-R-02 - Participation in Suburban Tree Consortium Program - This item would express Intent to participate in the consortium's 5-year contractual program. Ataerman Moran moved to recommend approval; Alderman Rainey seconded; motion passed unanimously. Alderman Rainey noted that people In her Ward were told they could get a tree in front of their house in 2006. Could we add to the number of trees? Mr. D'Agostino said it was strictly a budget issue: he has enough to purchase 250 trees. Alderman Rainey thought we were cutting them down almost faster than we are planting them. Alderman Jean -Baptiste asked, when there's a request to replace a tree, do we take that Into consideration? Mr. D'Agostfnno said no, we pretty much replace them as we take them out. We put them on the bottom of the list, which Is about four years tong. Alderman Feldman asked how tong one must wait after a tree is cut down for It to be replaced. Mr. D Agostino explained that in most cases the wait isn't long as a tree may be placed beside the stump area. Alderman Feldman asked if the only reason we are waiting is we don't have funds to replace the trees nor the manpower to plant them. Mr. D'Aggoostino said he could plant more than he's planting now. Asked how many he estimated he could plant 500 per year. Alderman Feldman asked what we're spending for 250. Mr. b'Agostino said 545 000 per year. Alderman Feldman clarified that, for another $45,000, we could he get another 250 trees; Fie wished to discuss this Issue at the retreat as well. (A10) Resolution 61-R-02 - Addendum to Mint -Anchor Easement Agreement - This Resolution authorizes the City Manager to sign this agreement and receive payment of W,Lw trom Church St. Plaza LLC for air rights at the mini -anchor parcel. Alderman Feldman moved to recommend approval; Alderman Moran seconded. Alderman Rainey moved that this windfall be used to buy trees. Ms. Aiello explained the need for the funds to go Into the TIF pot. Having no second, this motion failed. On voting on the original motion, motion was unanimously approved. (A11) Resolution 64-R-02 - Easement Agreement - This Resolution would authorize the City Manager to sign an easement agreement with Lsskay uevelopment for existing sidewalk vault and foundation wait easement along Chicago Ave. and Main St. Aldermen Moran and Feldman moved and seconded that this Item be recommended for approval. Motion passed unanimously. sign an easement agreeution ment with tree is and flit the First This dluMethoodist Church for a ze the footing and handrails on the public right-of-way. Aldermen Rainey and Feldman moved and seconded the motion to recommend this for approval. On voting, motion was unanimously passed. ((Ai3.1 - A13.4) Related Items: {A13.1) dnDroval of Stand-by Bond Purchase Agreement -- This approves an agreement for a credit (facilityty to secure Senes LUUL QU variable Hate uemano tsonds. (A13.Z) Ordinance 82-0-02 - Providing for Issuance of General Obligation Variable Rate Demand Series 002 Bonds - l his provides for issuance or 5sL minion in uu variante Kate uemano senes 4utrc tsonas. (A1s.$) urotnance 83-0-02.- Providing for Issuance of G.O. Corporate Purpose and Refunding Series 2Wi Bonds - inis provioes for issuance or uu t orporate ►purpose and Ketunding genes LUUL bonds. {A1 1.4) uroinance 840-02 - Providing for Issuance of Water Revenue Refunding Bonds Series 2002 - This provides for issuance of 5L.5 mituon in ►eater Revenue Hefunoing nonas. Regarding item (A13.1), Alderman Moran moved to recommend approval; Alderman Feldman seconded. Mr. Stafford explained asking for introduction for the three accompanying Bond Ordinances tonight and a related RFP stand-by purchase agreement. The first Ordinance is for a bond issue of $37 million, variable rate issue, to fund the Sherman Ave. garage. We are recommending a variable rate for the private portion of the garage for $5.5 million, which is the portion connected to the condos. Under IRS regulations that will be taxable* the remaining $6.5 million is non-taxable. He explained that once built, under the current plan, the developer will pay us back for the $5.5 million. That's the reason he said, to do a variable rate: we will get a lower rate grid pay them back earlier. The other two compelling business reasons are the T1F has a 16 year life and we'd like to get it paid off over the 16 ears; going out for a 16-year fixed-rate Issue Is much harder than going for a 20-year or a variable. The other reason concerns the TIF cash flows; while ppredictable they're uncertain: we'll be getting the developments in, but not exactly on the time that it's in our pro-formas. This allows us the flexibility as to when the projects come on. if they do come on we get property values coming on in terms of assessed values in terms of quicker rates and we can pay off'the bonds quicker. The variable rate bonds come due every seven days and get remarketed. We are asking for the standby purchase agreement because if you cannot resell those you have to be prepared to buy them. That is why we have the stand-by agreement, much as we have had before for the Maple Ave. garage, but didn't have to use it. The second issue Is fixed rate, a multitude totaling 11 million dollars: for the '02 and '03 CiPs and we have included $3.5 million for the financial software: adding it here lets us finance it at close to 2.5%, saving $44,000. Included are three refunding issues: $1.9 million for the downtown district created to maintain the businesses down there; we are proposing two bond issues there. These are opportunities, he said, because rates are low, and refinancing is done in the same way you refinance your house. Between these bonds we think we can save about 5100 000 that we can put into capital improvements back into that district to maintain the downtown. The third refunding issue are 1997 bonds for 54.3 million, and we will we will take a refinancing and reduce the debt service. We are proposin that we negotiate on this bond Issue, giving us flexibility as to when the market is good. We have built into the Ordinances that there has to be at least a 3% value savings. That is a safeguard that we will not refinance for the sake of refinancing. Finally the last issue is a S2.5 million 1992 Water Revenue Bond issue that we can refinance and save Water Fund money. For the stand-by purchase agreement we are recommending Fifth Third Bank, he said; they have the lowest cost, we received strong bids from four banks, but Fifth Third he termed the hungriest getting it at 13 basis points. We will come back to the Committee on September 9 he confirmed. We will be shopping the market for an interest rate cap and/or swap and come back with it. It's better to come back when we're closer to the issue, he explained. An investment banker from Legg Mason, Mr. Peterson, was introduced. Alderman Moran thought this was good work. Alderman Rainey Eked if he would be at the next meeting and was told yes. She thought it important to review this information and have a good discussion. Mr. Stafford offered to give a presentation at the next meeting. Alderman Raineyy asked that the difference between the environment today and the last time we went to market be explained. Mr. Stafford agreed, saying the good news was consideration by the Feds to tower the rates again in the near future. On voting to recommend approval for item Al3.1, for introduction, motion was approved unanimously On voting to recommend approval for item A13.2, for introduction, Alderman Moran made the motion, Alderman Feldman seconded, and the motion was unanimously approved. On item A13.3, Alderman Moran made the motion to recommend this item, for introduction; Alderman Feldman seconded; motion carried unanimously. On item A13.4 Alderman Feldman moved to recommend this item, for Introduction; Alderman Moran seconded and ffie motion was unanimously In favor. It was clarified that the presentation on these items will be done at the next City Council meeting. (A14) Ordinance 75 -"2 - Three -Way Stop at Crain and Dewey - This Ordinance, for introduxtion would amend Sec. 1u-11-5, xnea. v{l.) of the city Lode to place this three-way stop at Crain and bewey. Alderman Feldman moved to recommend approval; Alderman Moran seconded; motion passed tmanimousty. (A15) Ordinance 76-0-02 - Three -Way Stop at Crain and Darrow - This Ordinance, for Introduction would amend Sec. 1u-11-5, SUied. v(C.) of a ity cone to place tnis three-way stop at Crain and Darrow. Alderman Moran moved to recommend approval; Alderman Feldman seconded; motion passed unanimously. (A16) Ordinance 77-0-02 - Four -Way Stoo at Ashland and Payne - This Ordinance, for introduction would amend Sec. 1u-11-5, xnea. v{u) of We Lity Lode to place tnls four-way stop at Ashland and Oayne. Alderman Feldman moved to recommend approval; Alderman Moran seconded; motion passed unanimously. JA17) Ordinance 78-0.02 - Commercial Vehicle Weight Limit on Broadwav - This Ordinance, for introduction wouto estawish a commercial weignt limit of ts,uuu lbs. on tsroadway, from Central to Isabella. Alderman Moran moved to recommend approval; Alderman Rainey seconded. Motion passed unanimously. (A18) Ordinance 73-0-02 - Lease Agreement with Voicestream - This Ordinance, for introduction, would authonze the pity manager to execute a tease agreement witn voicestream Wireless Corp. to use the North Standpipe (2536 Gross Point Road) for wireless antennas. Aldermen Moran and Feldman moved and seconded the motion to recommend approval. Alderman Rainey knew there were several of these; she asked if they worked together. Mr. Figurelli said all antennas do the same thing for each company. The antennas receive and transmit. We have Primeco, Sprintcom and now Voicestrearn. Alderman Raine confirmed it's a total payment of S24,000. Mr. Figurelli said that was for the first year, it increased 51 each year. Alderman Rainey hoped this was a good deal. Mr. Figurelli noted the NWMC has information about this: Evanston was in the upper half in the amount received in this area. Alderman Rainey asked what would make you think the Council would not be interested in that information? The great information that staff generates and keeps from us never ceased to amaze her. Mr. Figurelli believed the information had been made available to the Council when Nextel came forward. Alderman Rainey asked him to share this information and Mr. Figurelli agreed to provide it. On voting, motion was approved unanimously. ITEMS FOR DISCUSSION (APW1) Status of Neighborhood Cleanup Program - Alderman Jean -Baptiste explained this memorandum notified us tnat the auaget ror this program has oeen exceeded and direction was being sought from the Committee. Alderman Rainey supported the program 100 percent but wanted to know where these clean- ups have taken place. Why does the Canal Park neighb�orhood nee& 12 dumpsters, as the chart showed? Who was the person named as requester? She noted 1400 Ashland Neighbors used 11 dumpsters. Mr. Edwards said we check as to whether the dumpsters are being filled up and -they are. We have no idea who is filling them, but inquiries to Groot and Onyx indicate they are all filled. Asked what they were filled with, he said everything: trees, construction material, etc. Alderman Jean -Baptiste noted some of the clean-up areas were very large: the Canal lands cover from Main to Dempster and McDaniel to Hartrey. Some of the small requests are one to two blocks. This area has 20 - 25 flocks. Alderman Rainey noted her neighborhood had used the dumpsters and were not listed. Alderman Feldman asked if the dumpsters contained the kinds of things people would ordinarily have to call a special pick-up to remove. Mr. Edwards said yes, and additional things also. We get some yard waste, some construction material: people plan on throwing material away at the neighborhood clean-up. We get appliances like air conditioners and a number of things we wouldn't normally pick up. Alderman Feldman was very much in savor of the program, but wanted to be careful of abuses. a would like the blocks included in the pickups to be stated in the application. He noted it's easy to make up a flyer, and you have no idea if anything was distributed or not; white he wished to support this, he wanted to make sure dumpsters are available for those who want them. Mr. Edwards explained the contract with Groot is for at least 12 dumpsters per weekend. One weekend there were 26, the maximum Groot could do. He spoke to Groot and Onyx and they never had anything they could not get rid of at a reasonable cost. Alderman Rainey thought contractors were taking advantage of the neighborhood cleanup. If her neighbors didn't have someone policing the dumpster, landscapers used It. There's no ordinance In Evanston, she said, to prevent professional contractors dumping in our dumpster. It was suggested we consider some kind of restriction on dumpingin neighborhood dumps ers: she recommended such an ordinance. Mr. Edwards also supported that. Ald-erman Jean -Baptiste said the greatest benefit is for the neighborhoods. The professionals who abuse it are a problem but he felt it wasn't throwing things off -kilter. He asked if the communication were accepted. Discussion: that the program could be continued with general contingency funds for this year. Recommendation was for a higher funding Level next year. Alderman Moran clarified that it's a free program and we pay $295 for every dumpster. COMMUNICATIONS (APW2) Purchasing Card Program - See below. (APW3) Police Officer Hirinq Report - Alderman Rainey noted we are down 12 officers on the street; that's (four per snitt. the report was accepted. (APW4) Fire Department Monthly Report - Accepted. (APW5) Emergency Purchase: Hand -Held Ticketwriters for Public Works - Alderman Jean -Baptiste asked w_ by this was an emergency purchase, mr. Jennings exptainea this is a cote source purchase, and it would delay it to bring it to the next meeting. The manufacturer had a large order coming up, so we authorized It at this time, being a sole source anyway. (APW6) Update on Dutch Elm Disease - Alderman Feldman asked if so far this year the disease is dramat(cal[y nigher tnan tast year. mr. u-Agostino said it was slightly higher. Asked what he expected by the end of the season, he said it would be a bit higher than last year, especially with the hot, dry weather. Alderman Feldman asked about the requested memo concerning the impact of addingtwo more people. Mr. D' astino was working on the memo for the September meeting. Alderman Feldman was interested In the Idea of an Elm Patrol of citizens assigned specific routes on a regular basis. He asked for an explanation of the training it would take, what it might cost, how long the training would take to be confident in their ability to evaluate the elm trees. Discussion began about the Purchasing Card Program at this time: Alderman Rainey had been concerned seeing the large expenditures on the Bills ljst; she said it was explained that these were the corporate carChar d gone ff om S2,500too $15 000 es in c�hargperss and we don'ttknow wwhood at some of tthas tepseppurchhases are. Shefelt this was something the Committee should know. She called attention to purchases made in Wilmette and at the Glenview Jewel: if there was the same store in Evanston staff should be required to purchase in Evanston. She gave another example of a purchase at a Best Buy in another city, when we Dave one in Evanston and asked why we are shopping there? She believed there are charges for several thousands of dollars that the Council should know about, certainly about the larger purchases. Mr. Stafford said staff will be glad to provide the information. He explained the bigger issue relative to the program is that people can purchase for $1,000 or under, and it is saving us close to $46 per transaction. Our intent Isn't to reduce the information sent to the Council. He said he concurred about using Evanston vendors, and we will make that clear to staff. Alderman Rainey noted the Budget Committee has information about sales taxes being lower if a resident bought In another community. At least by usinj the program in Evanston we are giving business to our community. Mr. Stafford noted that this warn t a purchasing card Issue, but was a ppuurchasing Issue in general. Alderman Feldman interpreted that if an alderman wanted to see the infomation, they could come in; he found that helpful, but felt there must be a way to get the material without coming in. Alderman Jean -Baptiste asked if there could be a weekly summary. Alderman Rainey noted the information doesn't show what's being purchased: just where and how much. There being no further business, the Committee adjourned at 9:12 p.m. tfully s,ubmitted, Da�e.E�.Nlg.ecs'S : Executive Assistant DRAFT— NOT APPROVED 3 DRAFT - NOT APPROVED MINUTES ADMINISTRATION Ft PUBLIC WORKS COMMITTEE Meeting of September 9, 2002 Members Present: Aldermen Jean -Baptiste, Feldman, Moran and Rainey Members Absent: None Staff Present: Pat Casey David Cook, Roger Crum, Paul D'Agostino, Bob Dorneker, Zeltee Edwards, keith Fujihara, Mark Franz, Douglas Gaynor, Aleck Granchalek, Blair Haltom, Chief Hunter1 David Jennings, Stephanie Levine Darlene Nilges, Cath Radek, Max Rubin, Bill Stafford, Donna Stuckert, Bobbie To(ston-Brown, Bar Zdanowicz Others Present: Alderman Newman, Jean Esch, Irene Gregory, Bob Seidenberg, Mimi Peterson and others Presiding: Alderman Lionel Jean -Baptiste SUMMARY OF ACTION Alderman Jean -Baptiste called the meeting to order at 7:33 p.m. He called on Mr. Stafford to introduce Bobbie Tolston-Brown, Director of Purchasing. Mr. Stafford said that, formerly from Oak Park Ms. Totston- Brown had spent 9 years in the Nary; began the M/W1EBE program and conducted the first vendor Fair in Oak Park; and noted her reference had ed, "Don't do this to mel" Alderman Jean -Baptiste welcomed Ms. Totston-Brown, who said she was piebega� to be here and was looking forward to the challenges she saw before her. She noted there would be a Vendor Fair on October 16 and said she hoped to bring standardization to the purchasing process. She looked forward to working with staff and the Council. The Committee thanked and welcomed Ms. Tolston-Brown. APPROVAL OF MINUTES Alderman Feldman moved approval of the AftPW Minutes of August 12; Alderman Rainey seconded the motion; the Minutes were unanimously approved. rMMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) City of Evanston Payrolls through 8/15/02 and 8/2.9/02 Ft BiIts List through 9/10/02 -The pa rolls were yL,W:; 5vi.au ana 51,v�ir,osv.la reWctivety. 4ne nuts List total was y4,V1b,t)bc.JJ. Alderman Moran moved and Alderman Feldman secondedthe motion to recommend approval. Motion passed unanimously (A3.1) Approval of Lowest Responsive and Responsible Bid for 10 Rieht-Hand Drive Vehicles plus Warranty and Seance Manuals — inis item would approve the wa of Leisure tgwpment Inc for the Narking tntorcemenf iivision of 1✓uolic Works, at a cost of 5268,350. Alderman Rainey moved to recommend approval; Alderman Feldman seconded the motion. Alderman Moran referred to the background materials which showed the City currently has five similar vehicles. He asked if we wilt now have two times as many. we would double the number used in this purchase. Ms. Radek explained we are replacing the seven Cavaliers and purchasing four more to add to the fleet. We will have a total of 14 in Parking Enforcement. We have 11 now. Alderman Moran asked about the increase. Ms. Radek and Mr. Jennings explained staff has been added to handle enforcement in the evenings. Alderman Moran asked if it was strictly. for the evening; Mr. Jennings said there are seven Cavaliers; we're replacing with ten* and four employees were added - two parking enforcement coordinators and two officers -- and we are adding three vehicles. Asked if there could be no transfer of cars between the day and evening shifts, Mr. Jennings said there could not be, because the shifts overlap. There's a point where everybody needs to be on the street. The supervisor presently drives his own vehicle. Alderman Moran would have liked to have had this information in order to better understand the issue. He asked if there would be a problem holding the item. Ms. Radek said no; it took 10 - 12 weeks to get the vehicles. Alderman Rainey said she was involved in discussion about the costs in the Parking Enforcement Division. She recalled the chargeback is something like $700,000 for the total budget. The interesting piece, she said, is that revenues generated by the officers are over $2.9 million. Mr. Casey concurred noting these are parking ticket fines. Alderman Moran wanted to know w much is attributable to the change in hours. Mr. Casey answered 5500,000 to $600,000. Alderman Feldman asked why we are replacing seven Cavaliers. Ms. Radek explained they were the first vehicles purchased- they are small and inexpensive. Over time, it became apparent we would be better served with a right-Eiand vehicle: officers don't have to open the doors into traffic. Mr. Jennings added that we can't chalk tires easily with left-hand vehicles. You can do so faster with these new vehicles. The engines also run well with stow driving. We bought two reptacements to see how they work, and they were very successful. The Cavatiers are fine, but the application hasn't been the best. The new vehicles are four-wheel drive so they wilt work well in winter; they are also higher and shorter. They are Jeep Wranglers reconfigured to make them right-hand drive. 200 municipalities use them. Alderman Moran said a broader issue concerns this approach to municipal finance: it relates to the fact that we have a chronic under -supply of parking, and it's his perception that the reason we write a lot of tickets is that we don't supply places for people to put their cars. Our budget has developed a reliance which is Increasing in relation to gaining a very large amount for parking fines. He thought it good to have the money, but it hurts our overall revenue projections and the state of economic health of the City: we need money and punish people for coming here, which is how we get some of the money. He felt a better supply of parking would generate more revenue: with positive economic activity, not by punishing people. He will vote for what we need to do but wasn't anxious to vote for things that put us in the direction he described. Alderman Rainey pointed out that we have a parkinggarage with free parking for one hour. We only give fines to people who violate the law. If we didn't enorce those laws employees of the stores would park there all: day tong. She said we don't fine people illegally and felt Alderman Moran painted a picture that was much uglier than the situation was. Peopte have the opportunity to park for two hours. if they pay they don't get a ticket. if they move their cars on street cleaning days they don't get a ticket. Alderman Jean -Baptiste felt this was an important issue, but not for discussion in this context. Alderman Moran wanted to look at this and perhaps raise more questions. it was agreed to hold this item in Committee. Alderman Rainey asked if $268,000 was approved in the budget and was told yes. Alderman Moran suggested that we could save some money. Alderman Rainey noted that this was not a surprise. (A3.2) Approval of Lowest Responsive and Responsible Bid for Phase 2 of Parking Deck Reoairs - This project, at the Municipal Service Lenter, would be pertormea by Lhicagoland Lonstruction Inc at a cost of 517,930. Alderman Feldman moved to recommend approval; Alderman Moran seconded; motion passed unanimously. A3.3) Approval of Lowest Responsive and Responsible Bid for Three -Year Contract for Uniforms for SCA piovees - inis item wouto approve tnebid of Lintas, QDa working Vass Uniforms, for Local lb9l employees at a cost of $122,785.78. Aldermen Moran and Rainey moved and seconded the motion to recommend approval. Alderman Feldman asked if we had always done this and was told yes. On voting, motion was unanimously in favor. (AM) Approval of Lowest Responsive and Responsible Bid for Hewlett Packard Disk Components -This item would approve the bid of Elite Lomputer Solutions for components for additional disk storage for Info Systems. Cost is 515,366. Alderman Feldman moved to recommend approval; Alderman Moran seconded; motion was unanimously approved. (A4.1) Change Order #t for Tennis and _Basketball Courts Improvement Protect - This item would appth rove e nanga uraer for Lntcagotano raving ror the ParKsirorestry u Hecrea ion project, Increasing the cost by $7,822.20 and the completion date by 14 days. Aldermen Feldman and Moran moved and seconded recommending approval; on voting the motion passed unanimously. 44.2) Contract Revision #10 for Levy Courtyard Project for Parks/Forestry ft Recreation - Aldermen iney and i•ewman moved and seconded the motion to recommend approval of this item, for the Meyne Co., for an Increase of $498,687. Funding would be from original project appropriation and Rothschild Foundation grant. Alderman Feldman asked for an explanation of the figure. Mr. Gaynor explained the on inai budget far the Le project was 5250,000 for landscapingg the courtyard and exterior of the building. In the last 18 months we secured two grants: $25,000 and 53b AO. We have $642,000 total for landscaping and exterior work. To date we have spent approximatety $93,000; there is a $549,000 balance. We are asking approval to increase the contract Huth Meyne who did the Levy construction and are familiar with it. Alderman Feldman asked if there was any infrastructure work. He was told there will be a significant amount of foundations and footings and developing planting beds, etc. To a further question as to whether the cost included the landscaping and plant materials, Mr. Gaynor said it did: we anticipate being able to complete the infrastructure work this year and do the planting next spring. Alderman Moran said that the original budget had $250,000 for interior and exterior landscaping, and in the memo it lists under items of cost "plant materials" for $5,000. He asked if staff had planned to put 545,000 of plant materials in the interior? Mr. Gaynor said that at one time we did not have a clear plan: originally it could have been for the design of a landscape architect, which we did in-house. The bulk of the landscaping for the Center was for the courtyard. Alderman Moran asked if this would be for the garden; Mr. Gaynor answered that the balance of the $250,000 and the grant will be for the enabling garden. Alderman Moran said the project is now up to $637,000: he thought the Rothschild's second grant of $367 000 was to do the garden for that amount of money. He recalled asking if we could build the garden with the grant funds. Mr. Gaynor replied that he did not have the plans completed at that time, noting you can always build to a budget. Once we had the grant we had an opportunity to fulfill the desire of the grantor and the Levy Center folk. Alderman Moran commented that if we had employed the grant funds exclusively we would be spending almost $400,000 for the garden. Putting in a $250,000 City contribution it's more like $640,000 which is a lot more. Mr. Gaynor noted the $250,000 was an original budget line item. Alderman Moran asked if there would be interior landscaping and how much It would cost. Mr. Gaynor asked if he referred to the plant materials. Alderman Moran rephrased: how much is the budget for the plant material for the garden? Mr. Gaynor explained there's to be a grass area and a small fountain also: he would provide the budget if desired. Alderman Rainey noted there was lighting, bike racks, etc. Mr. Gaynor said there were also benches a sound ssyysstem, and trellis: a whole plan development process we went through. Alderman Moran noted ibe above did not denote expenditures of $250,000. Alderman Rainey Sul led giving him the plans. Alderman Feldman noted the breakdown sheet In the packet: it included $80 00o alone for concrete; landscaping almost $60,000, plumbing is $32,000; electrical $69,000. Added up i't comes to 5494,960, plus the money already spent. Alderman Moran said the construction cost excludes the design element, which we paid in the first go -around: $25,000. The over-all budget is $642,000. He thought the answer may be landscaping In the memo is $58,000: so we are still spending another 5192,000 of City funds aside from landscaping. Mr. Gaynor said it was our intent to spend the $250,000 from tke City as well as the grant money. Alderman Rainey called it an interactive space, like another room: 9,000 sq. ft. of highly designed outdoor space with fumiture and gardens, as important a space as meeting rooms and auditoriums. To defeat this Item, she said, would be shameful. Alderman Jean -Baptiste asked if the cost of $7,000 for the gazebo was a normal cost. Mr. Gaynor said it was specially designed by the landscape architects. Alderman Jean. Baptiste asked if there had been any reviews of the costs. Mr. Gaynor said there was review by our CIP group; Mr. D'Agostino and Ms. Levine have been working daily on the project and reviewed it. Asked further what the original projection was, Mr. Gaynor said this is actually it. He added the Meyne Co., to meet the City's WW/EBE requirements, get quotes from their subs. They got bids from a minimum of three from each: plumbing carpentry, etc. They presented those to us•and we made the decisions with them as to wham to hire. tihey do a very good job in this area. Alderman Jean -Baptiste asked if our approach was to tell the Meyne Co. we have close to $70,000: give us a product for that cost? Ms. Levine said no. The Alderman noted it seemed very expensive to spend close to $700,000 for this enabling garden; he asked If it would have been qualitatively different if we had built up to the grant amount. Mr. Gaynor said some of the important features of the project would have had to be removed. He explained that we couldn't take out irrigation, but could take out the gazebo or some pieces of the sound system or lighting: but all these things make the space usable for senior activities. There will be activities from April to November: classes, small performances, a patio for an eating area, for a reception, and gardening opportunities. Alderman Jean -Baptiste asked, if the $250,000 of the City's was not used, what could be done with it. Mr. Gaynor explained it comes from the TIF. Alderman Rainey said the Interior project did expand with the grant and became the perfect interior space. But Advisory Committee members asked what staff was doing about advertising the space for rent. Their argued they don't want to do any: they are currently overwhelmed with request for rentals. We'll find it will generate revenue and be the kind of space Evanston could be proud of. It's very large, and the reason we got the grant was it was such an appro�r�ate space for the Rothschild Foundation to show what can be done. Alderman Moran said Alderman Rainey referred to it as a "perfect space" and for $642,000 it should get close to it; but without the City contribution you had a 5400,000 enabling garden and if the extra $250,000 made it into the perfect space it was his observation it's the City kicking in ' 250,000 in TIF funds that made it more perfect. His perception is the space was to be touted as a Levy Senior Citizen Center, not that it would be a popular site to rent for special events. If we get revenue from rental, that's probably a nice thing; but he never understood it to be a rental space. Fie was asked to vote on it as a replacement of the Levy Center on Maple. He asked if we as a community and a Council were voting on a proposal for that kind of money for a Levy Center. Alderman Jean -Baptiste said the main issue is if we are going to support this item before us. Fie noted that, Alderman Feldman having left for the P&D meeting, we would come back to this item. 45) Spedal Event: Annual McGaw YMCA Indian Guides 61 Princesses Overnight Campout - Alderman iney moved approval of this event, to be held in Lentennial Nark from 1:Uu p.m. kept. 18 until noon Sept. 29, Alderman Moran seconded the motion which passed unanimously. A6) Special Event: Second Annual Evanston Environmental Assoc. Duck Pluck Race - This request of the vans on Environmentat Association was to nold the fundraiser at the Uawes Park Lagoon on October 12. Alderman Newman would be invited to this discussion, and the issue would be discussed, and those who signed up to speak would do so, when the Alderman was present. (A?) Resolution 58-R-02 -Execution of Permit Extension for Construction Yard - This Resolution would auuxxue a permit extension with Metropolitan water Keciamation uistmt for a construction yard at Noyes ft Ashland for 20 additional months, until 12/18104. Alderman Moran moved to recommend approval; Alderman Jean -Baptiste seconded; motion was approved unanimously. (AB) Resolution 62-R-02 - Lease Renewal for East Apartment, Munid¢al Service Center - This Resolution approvea the renewal for John Sturtevant. Alderman Rainey moved to recommend approval; Alderman MMooran seconded; motion unanimously passed. accc Ling gl+ab� t 6or thtemporary orclownnof 5hendaniRd. par the annurade - al Homecomin Pld arade on Octobety 25. Ald rmen Moran and Jean -Baptiste mo ed and seconded the motion to recommendgapproval. Alderman Rainey referred to her Aldermanic Request for information about the liability issue. How was that resolved? Alderman Moran explained they show us as an additional insured. Mr. Fu 1hara noted IDOT requires the agreement to be with the municipality, Northwestern gives us a Hold Harmless and S1M liability insurance. Alderman Jean -Baptiste wished that information to be included next time. Alderman Rainey asked if that had been executed this year. She felt answers should be given to aldermanic questions, and moved to hold this until next year. Mr. Jennings said when this issue came up before we routinely started getting the Hold Harmless and extra million on their insurance. We had been forwarding that to the Committee in the past: It's a routine request. Alderman Rainey noted if it weren't in place, and someone sues us, she did not see Northwestern coming to the fore and saying they would handle the lawsuit for us. It was agreed that this Item will be held until Alderman Feldman's return to the meeting. (A10) Resolution 66-R-02 - Easement Agreement Asslanment -This item approved the City Manager's acceptance of an assignment agreement for the existing sidewalk vault and foundation wal[ easement with Optima Towers Evanston Commercial Condominium Association. Alderman Rainey moved to recommend approval; Alderman Feldman returned and seconded; motion was unanimously in favor. Alderman Newman now being present, Item (A6) Second Annual EEA Duck Pluck Race was brought back for discussion. Alderman Feldman moved to recommend approval, uiscussion: Alderman Newman noted he had no problem with the Duck Pluck beingat the lakefront. He said these events used to come to Human Services and now are coming to AFsPWThere's a list of special events at the lakefront that goes on and on. Because the City allowed so many it was impacting residents. He noted the Byrdsong race restricted residents from leaving their homes I`or an hour. A group of lakefront residents have met with staff and staff is making a good faith effort to redistribute events around the city. He added it was done because some of these events don't go as well as you think: one for cancer blared amplification for 6 - 8 hours. The Duck Pluck was represented to him to be a one-time event. On that basis he went to the neighbors and recommended it be at the Lagoon. When Ms. Gregory called him yesterday he gave her the names of neighbors. He said there had been a meeting at which staff agreed to try to redistribute events. He reported on the number of events that are held there each summer, as well as use of the beaches. The accumulation of events is an issue for the people there. He had hoped Ms. Gregory had talked to the people in the area. Alderman Rainey noted staff is recommending Lovelace Park's lagoon for the event. Alderman Newman agreed with that; but noted the EEA felt it was rot acceptable. Irene Gregory, EEA Board member, spoke, she said we are trying to pay for an addition to the building; the City doesn't pay for it; it's a gift to the City, and we are making every effort to raise funds. She is not a professional producer of shows, but at the suggestion last year, she engineered the event. The audience last year resoundingly wanted it again. She asked if there was sound involved, and said yes, as well as the laughter of children and parents. -Did it carry across Sheridan Road, she asked, and answered no. Did we have a loudspeaker she continued: yes, but it wasn't powerful. She said the bottom line was we are ng to raise funds, we have raised S2,000 She fancifully related that last year ducks on other planets had viewed the race and wanted to be invited next year. She said the EEA applied for a permit In early July and in late August were told it was denied. She needed the three-month lead time for corporate support. She Implored the Committee to approve this: it could not be transferred to Lovelace which she called a polluted swamp. Mr. Rubin explained the lagoon there had been drained and cleaneJ. Alderman Newman pointed out that last year when the event was proposed staff told neighbors it was a one-time event and would not add another annual event to the lakefront. If he could hook up with the neighborhood and see that there weren't problems with it he could support this. Alderman Feldman asked if the water at Lovelace was filthy. Mr, Gaynor said not any more: staff had cleaned it. If the event goes to Lovelace, he guaranteed it would be clean. Alderman Feldman felt It the item were held to give Alderman Newman time corporate sponsorship could be solicited on the basis that it would take place. He asked it to be held. Alderman Moran had no problem with it being at Lovelace, in his Ward. Seventy-five children would not bother the Sixth Ward- however, he had been saddled with a controversy over the Lovelace Park Lagoon for six months. We dove come from putting algaecide in the water that some felt hurt the ducks, to not putting it in which accumulated algae, to investigations by the Fish ix Wildlife Service to what Parks might do in the future to make the Lagoon as we would want it to be. He felt It remarkable that Parks was saying send 75 - 100 children to the Lagoon, which he termed a whirlwind of ecological controversy over the tast 6 months. He thought there was a reason we do things at the lakefront: it's the crown jewel of Evanston. We can't move the lake from the lakefront. That's why so much is done there. He felt we should do a lot there: it's one reason it's such an asset to the City. He added that for years we have seen people who live there who don't want other people going down there. He understood that, but we have to continue to view it as a City asset, and did not think people who live there should have veto power over what the City does. He agreed there's an engineering aspect geared to the lakefront lagoon and not to the one at Lovelace. He didn't mind holding the item to be able to talk to the lakefront neighbors, but did not agree if they were against holding the event there; and did not mind If it was held at Lovelace. Alderman Feldman agreed the lakefront is a crown jewel, but added that doesn't mean we should not have limits. He said some time ago Human Services (noting the reason these items went to Human Services was that it had to do with park property) saw a study Recreation did and decided all the major events would be limited to the number of vendors they had - not in terms of being smail or not viable, but to be sensitive to growth over time. That identified a measured control over the use of the property. Citizens along the I participated in that and supported It and the events going on there. It felt to him that the residents are living up to the {ull obligation of tolerating things close to their area, knowing it's not their lakefront, it's our lakefront. He did not want them to be maligned. He wished to know the engineering constraints at Lovelace. Alderman Rainey felt the neighbors should be talked to. She pointed out one thing In the Duck Pluck's favor was that it's in October. Alderman Newman said what's at stake is when a City official meets with neighbors and supports and event because it was to be a one-time event. Then, because it was successful, this changes, without the neighbors being present. He could understand their quest.re He said the lakefront has more groups of kids in one week than Lovelace has in a year. He termed Alderman Moran's comments unfortunate. We made a City policy that additional events would be approved by Human Services because there was such an expansion of events. When you say the neighborhood is choking things off, he said, you could not be more wrong. There are marry requests for walks, etc., almost every week, and universally they have been approved. His point, he said, is he wished to go to the neighbors and have some time. He suggested we hold this. Jean Esch said It's a bit different than other things: we have very small children and this is for them to be able to do anything at the takefront. She was not thinking about this as a major event. She said we have to have time to notify everyone. She noted they were going to have the event October 5, but that did not give them enough time. Alderman Newman asked when they teamed they had been turned down; Ms. Esch said in late August. Alderman Newman pointed out he had had one day. Ms. Esch said she had tried to reach Holly Reynolds. She was hopeful the neighbors would agree. Alderman Jean -Baptiste noted that process -wise we have to allow Alderman Newman to go back to the neighbors. Ms. Gregory said, regarding engineering, kids from the high school swim team with oars were used to move the water. She noted the difference between the lakefront Lagoon, which has a continuous parameter, and Lovelace, which is like a three -leaf clover. you can't move the water effectively. She estimated they would have to have 100 kids to move the water. She said if the Committee postpones, they won't have time to order and sell the ducks and to publicize. She said last year they began in June. Alderman Newman thought this could be worked out. He'd had one day. He was hoping the Environmental Association would have talked to neighbors and he would have had a callback. After discussion it was felt there was an obligation to the neighbors. He would try to reach them tonight. The item would be brought to the Council if he was successful. (See below for further discussion.) (A11) Ordinance 86-0-02 - Declaration of Surplus Property - This matter, for introduction would declare vehicles ana other equipment surplus property so it might be publicly offered for sale at the Lake County Municipal Auction on 10/5/02. Alderman Rainey moved to recommend approval; Alderman Feldman seconded; motion passed unanimously. (Al2) Ordinance 91-0-02 - Regarding the Offering of Vehicles for Sale on the Public Wav - This Item would allow the sate or vehicles on the street by persons not engaged in the business of selling vehicles and deletes the prohibition of "For Sale" signs in such vehicles. Alderman Feldman moved to recommend approvat of the Ordinance, for introduction tonight. Alderman Rainey seconded and asked if this is for those people whose regular business was not the sale of can. She noted she had auto repair shops whose business is not selling cars, but what happens Is they park cars on the curb all over. She could not deal with that situation through this Ordinance. Their business is not selling cars but the put "For Sale" signs on the cars and put them on the street. This will allow them to do so. Al+ erman Feldman disagreed: it did not say the sole business: just in the business of selling cars. Alderman Rainey understood the intent of the Ordinance. She wanted reassurance before the next meeting as to how this would work for people like those she'd described. She would recommend it for introduction. On voting to introduce the Ordinance, motion passed unanimously. (A13.4) Ordinance 92-0-02 - Interest Rate Cap Ordinance - Mr. Stafford explained that this is for introduction and that there would be a proposal at the next meeting; he said there also was a special presentation at Council this evening on the Bond Ordinances. Alderman Jean -Baptiste noted the item authorized one or more agreements to be made to limit the interest rate to be paid on a portion of the bonds. Mr. Stafford clarified that It was the variable rate bond for the Sherman Plaza Garage: we are going to propose to go to market to get a cap. Alderman Feldman moved to recommend approval of this item, for introduction; Alderman Moran seconded; motion passed unanimously. Returning to item (A4.2) Approval of Contract Revision #10 for Lew Courtyard Protect, Alderman Rainey called the question. On voting, motion passed with two ayes (Rainey, Feldman) and two nays (Moran, Jean - Baptiste). Alderman Rainey said that if that vote is sustained on the Council floor, and she hoped it was not, it could mean the enabling garden we have the grant for may not he retained and we would have to communicate that to the Rothschild Foundation, putting our grant in jeopardy. the explained that you could reduce the cost but if we don't do the plan the grant no longer applies. She felt it will have a major effect on the rant. Mr. Gaynor added that the Rothschild Foundation does have approval rights for what is constructed they have approved the current plan. Alderman Jean -Baptiste asked if that meant if we do not spend 5642,000 to do the enabling garden, the grant will be pulled altogether. He did not think so. Mr. Gaynor answered if the plan is to be modified we would have to go back to the landscape architect with direction and incur additional costs, and the Rothschild Foundation would have to make the final decision. The bulk of the funds are coming from the Foundation. Alderman Rainey asked if any of the drawings could be brought to the Council chambers. When people say we are spending $700,000 for landscaping that's not what it's about. Mr. Gaynor said that part of the aggreement approved by the Council is that the City needs to spend the $250,000 before we spend the Rothschild monies. Alderman Jean -Baptiste suggested we hold this item for a clearer explanation. If a condition is that we must spend the $250,000 that's a different set of issues. The argument so far had been that to spend $642,000 was felt to be too expensive, and if we could save a part of the $250,000 we should pursue that. Now, he said this is a new set of issues. Alderman Rainey said there was no basis for saying that: if we limited the garden to $250,000 we give back that money. Alderman Jean -Baptiste noted the Committee spent half an hour debating the amount to spend on the enabling garden; some may be looking at how we justify spending $642,000 on a garden. Had we heard prior to just now that we first had to spend $250,000 we might have been persuaded. Alderman Rainey wished some respect to be shown to the efforts of Alderman Feldman and herself on the Subcommittee concerning this item. When you delay landscaping plans, she said we will be looking at a mud pit next spring. Alderman Jean -Baptiste noted the condition of spending the $250,000 first was a different proposition; we needed the full Information. Returning to item (A6) Second Annual EEA Duck Pluck Race, Alderman Newman reported he had called the neighbors and reached one; he was reminded that when we went over the list of events that have significantly expanded, including bike races and walks, it was represented at the meeting that the Duck Kick would not be an annual event. He had mentioned that the group was tight on time, and the reason they were denied was that staff thought it was turning into an annual event. The suggestion was to let them do it this year and work it out with the neighbors, and that they fall into the annual event category, the reason for which Is that there must be a sense of fairness. He wished to make it clear when we go to a meeting with staff we want to know the representations made are accurate. Alderman Rainey pointed out that staff rejected the proposal, so you can't blame staff. Alderman Newman agreed. On voting to approve the event this year at the lakefront, motion was approved, with the notation that this not be an annual event. Returning to item (A9) Resolution 63-11-02 - Northwestern Homecoming Parade and closure of Sheridan Rd., new information was presentee ana reviewea regarding the paowry insurance. tin voting, motion to recommend approval passed with Alderman Rainey voting nay, explaining it was because of the animus the University has shown toward the City. COMMUNICATIONS (APW1) Police Officer Hiring Report - Accepted. (APW2) Financial Software Update/Rattonale for Issuance of Advance Check for Partial Payment of the, Software- Acteptea. J"3) Public Comment on Northwestern University Lagoon Permit - Alderman Rainey supported the EEnvironment tsoara in their request Tor a public gearing. (APW4) Emergency Purchase - Repairs to City Fire Aerial Ladder Truck #312 - Accepted. (APW5) Survey on Lease Rates for Wireless Antennas - Accepted. (APW6) Service Provider Status Application to IDOT for Buses for Senior Program - Accepted. There being no further business, the Committee adjourned at 9:14 p.m. Respectfully submitted,"-.---,) Dartene E. Nilges Executive Assistant DRAFT — NOT APPROVED DRAFT - HOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of September 23, 2002 Members Present: Aldermen _'-ean-5aptiste, Feldman, Moran and Rainey Members Absent: None Staff Present: Judith AfeLio, -,.an Eerkowsky, Cathy Brenniman, David Cook, Roger Crum, Paul D'Agosbre. Kei-m Fujihara, Mark Franz, Douglas Gaynor, Aleck Granchalek, Chief Hunter, Da od Jennings, And Khatkhate, Darlene Nilges, Max Rubin, Bill Stafford, Dave Stora.,)ac.<. Donna Stuckert, Bobbie Tolston-Brown, Barb Zdanowicz Others Present: Alderman "•ti'yrr.e, Arlene Haas, Del Leppke, Theodore Gantos, II, Irwin Levinson Leonard SciarrM, Hollis Settles, Jr., Bennett Johnson, Walter Leaphart, Davin Rattner, Eob Seidenberg, Mimi Peterson and others Presiding: Alderman Liore-j Jean -Baptiste SUMMARY OF ACTION Alderman Jean -Baptiste called the meeting to order at 8:13 p.m. APPROVAL OF MINUTES Alderman Feldman moved approval of Me A&PW Minutes of September 9; Alderman Rainey seconded the motion; the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) Citv of Evanston Pavroll throueh 9/12/02 - The payroll total was $1,876,953.09. Alderman Feldman moved to recommend approval; A oerman kainey seconded; motion was unanimously in favor. (A2) Citv of Evanston Bills throuch 9/24/02 -- The Bills List total was $3,611,089.01. Alderman Feldman moved and Alderman Kainey seccn3ei: me motion to recommend approval. Alderman Rainey noted that Leadership Evanston entries had appeared over the years at a cost of 5900/employee. She explained Leadership Evanston provided wtirxshcp training where people learn about Evanston government, etc. She had a huge objection to taxpayer dollars, or any public funds being spent, even if it were to come from a contribution. She noted employees sect included a tong -time employee, and a librarian. She surmised if they had City jobs, they had strong feeling about Evanston, but did not think we should pay for them to learn about leadership in Evanston. If the employees wanted to take the course, she recommended they pay for it. She believed this was cal City time. She moved that this item be removed from the Bills List. Alderman Feldman seconded the rr)Dticn for discussion and asked how many employees go to this per year. Mr. Franz said two or three, for re*u3hay 52,000 - $3,000 per year. He noted it's once a year, including the half -day Snapshot Evanston. AOed the total number of students, he estimated 30. Ms. Peterson thought it cost more like 5300 or SE00 per per;>n. Mr. Franz said his information was that it was $900, with two more payments to make later on. Alderman Feldman asked how many enrolled, and how many pay near the $900 figure. He knew of peepie wro paid almost nothing. He would like this item to be brought back. Alderman Moran said that Leadership Evanston is a program conducted under the auspices of the Evanston Community Foundation. They ha.-_ de eloped a separate fundraisin effort to fund the program with a good number of people who donate funds to Leadership Evanston, a fair amount of which he thoug� t were dedicated to paying the fees for people who might otherwise not be able to pay for that participation. Alderman Rainey did not care if we paid $100; she said there isn't a reason for City employees to attend this; they ought to participate as a resource. She could not believe taxpayers would support money used to finance City employees' attendance. It's not something that's a public responsibility. If people want to take comp time to attend, she said that was between the employee and supervisor. But for the City to endorse, finance and support this is inappropriate use of public funds. Alderman Moran noted that the City of Evanston pays a large amount of money every year for employee training: courses, workshops, etc. A simple way to do it is through rrentonmg relationships in departments. The City spends a lot to make sure employees come well -trained. F"s perspective was that this is some of the best training the City could buy. He felt taxpayers should be encwrag-_d to know the City is willing to pay a modest fee for its employees to engage in a participatory process re -Ming not 'ust to how government works, but how various institutions relate to government and it to u-&m. He said t�e non -government attendees communicate to the other attendees their concerns; typically these are people in significant positions in organizations around the City. He called it a learning process we should and must promote. He said it provides relationshippss important to doing a good job at a fiery modest cost, a matter of hundreds of dollars. People should be happy to know we're promotin3 leadership among our employees and developing employees to assume management positions. He felt it some of the best money spent. Alderman Jean -Baptiste supported continuing education for City employees. If the issue is that Leadership Evanston doesn't provide that, tree that's a different issue. In terms of continuing to pay for our staff to receive this, he felt we should tcntlrwe doing that. Alderman Feldman asked if the City had ever examined its premise: Alderman Moran had said that taking this enables people to rise to the top of their profession. Did we have a record of how well that has succeeded? Have Department Heads knowledge that as a result of the training employee performance and initiative improves and their rise has been a factor of the training, or do we just assume it makes a difference. He wondered what judgement was used when the City paid for college courses: not whether we should or not but which courses we should pay for. He did not know if we had criteria or restrictions. Mr. Franz said it had to be job -related, he offered to get more information on this topic. Alderman Jean -Baptiste sLm:red up:we need to know, because it's argued part of the development of our people is to be exposed to this training., to being elevated through the ranks. He personally knew people who were at the same levels they were at in the 1970's. He would like an evaluation of the people who have been part of these courses. Alderman Rainey wished to see who had taken the ca.,rses. Alderman Jean -Baptiste added that this should Include the college courses. Alderman Rainey referred to the last Bills List that listed a Parking Enforcement Officer for whom we made a final payment on her Master's in psychology. She was sure when people got upset with her, she could use that degree; however, the Alderman did not think that was the reason she got the Master's inps chology. She found it difficult knowing City policy to reconcile the final $3,000 ppaayment for the P.E.O. s Master s degree. Alderman Jean -Baptiste suaoested that more information should be brought back. Alderman Rainey noted she had been on this trac0or a long time; she recalled that someone got a Master's in leadership, which she felt was interesting. She did not see how the • - Evanston Community Foundation relates to people moving up the ladder. The purpose of the program should be examined. Alderman Feldman said that it's not a question of whether we offer training to employees, but which training. Instead of spending S900 on this, he related how he got calls about City employees not calling back, or rude, or nonresponsive. He said it was a perpetual complaint, and thought it would be great to have more training for people to serve citizens as they deserve- with a good, productive, successful interchange. The Council gets calls for help because people call three times, or never get a callback. He added that maybe money should be on training to do the job better. Alderman Rainey recapped that the motion was to remove this from the Hilts List. Alderman Feldman asked if this payment has been obligated already and if a change of policy was necessary rather than refusing to pay a bill. It was agreed to hold this ants provide information as to whether it's an advance check or for services provided, as welt as the other information requested. Alderman Jean -Baptiste added that we need to evaluate what people need to be trained to do. Subtracting this bill, the motion to approve the Bills List was unanimously approved. CITIZEN COMMENT Alderman Jean -Baptiste called for citizen comment. Mr. Holiis Settles, Jr., NAACP spoke on Evanston construction projects. He wanted to bring up a concern about City hiring practices. the Question was to find out if the ityy ppractices apply to all projects and contracts. The reason he raised this issue is, if affirmative, do the M1WlEBE guidelines apply to the 15X that's in the redevelopment agreement? An individual came to the NAACP concerned that with all the construction going on in the City, while drivin by the rojects, he saw no minority participation at these sites. This dealt with laborers and trade -specific specialties. Alderman Moran explained that our M/WlEBE office keeps statistics on that, and he recalled the agreements that promote that have reporting requirements. His recollection was that the M/W/EBE office receives those reports and they are a matter of public record. He assumed Mr. Settles could get very specific answers to those questions. That was his understanding of how we monitor compliance. Alderman Rainey pointed out that this information applied only to public monies. Alderman Moran said that was exactly right: that was what he assumed was being talked about - the City's projects and goals set in the agreements. Mr. Settles recognized there was an office and there should be compliance. He said it appeared the practice doesn't square with the reality when people come to us and say people ride around tfie City seeking employment and the observation is there's minimal minority participation, and the question is are the contractors in compliance? Alderman loran could not say yes or no, but believed there is an answer. Mr. Stafford added that we have compliance on those public dollars we have control over, and the amount of M/WIEBE participation. We have quarterly reports we provide. He cautioned taking anecdotal evidence for fact: if a project takes two years, it doesn't necessarily mean in the first phase you will see a 15% or 2D% minority workforce out there: it's based on the life of the contract. We monitor that, he said: if there are concerns we would be glad to go out and monitor it with you. Alderman Feldman said Mr. Stafford mentioned the contracts the City has dollars into: the regulations would not include someone building a condo, etc. without City dollars. So, we have no way of enforcing any kind of contract in those cases. He clarified that Mr. Settles was questioning City projects. He was interested in receiving a report on this subject. Alderman Rainey asked about something which was going through the community about this issue: she had received numerous calls, and it was a topic of discussion at the CDBG meeting. She felt a report wasn't the answer. A better way would be to have a meeting of interested parties so all could hear atl the concerns out there, and perhaps some of the biggest projects could be represented, and then we could go from there. She thought it important to air this not on paper, but to work through this in a public setting. r�r. Stafford would-be glad to do so, and was aware ol an incident having to do with labor certification issues. Alderman Rainey thought this issue was brewing regarding developers in T1F districts, working sewer projects, roads, buildings, etc. Perhaps we could zero in on all those projects. She said that the CDBG Committee -- Aldermen Bernstein, Jean -Baptiste, Kent and herself -- all agreed we would like to have this type of meeting to get solid information as to the requirements and rules, and to learn what are the conditions and standards, how well we're meeting them, what we can do to better meet the goals if we're not doing so. Mr. Stafford related how, on the Sherman Ave. Plaza, twice the meetings were being held for that purpose. Alderman Rainey suggested we have a meeting for those who knew nothing about this, and therefore many people will learn something: she looked forward to learning also. Alderman Jean -Baptiste supported the call for a face-to-face meeting with the contractors in terms of problems they might have had: this might lead to jobs, in terms of getting the word out to the community -- if we can make sure those people are present, as welt as the NAACP and any other groups that want to be part of the discussion. Ms. Aiello suggested it was appropriate to do this under the auspices of the M/W/EBE Committee. Alderman Rainey noted there is a member on the CDBG Committee, and we fund them: we feel a strong obligation to make sure the money we are providing grantees is producing something positive in the community. After discussion, it was decided the CDBG Committee, in conjunction with the MIW/EBE Committee, would hold this meeting. Alderman Rainey added that we viant a meeting where information is provided and a conversation can take place, where questions are answered and people with problems can explain them. Walter Leaphart, NAACP, was called next to speak; he said he did not need to speak, and agreed that the meeting would be tone. It was agreed the meeting will be Tuesday, October 8 at 7:00 p.m. Alderman Jean -Baptiste called on Mimi Peterson, who spoke to Item APW6. She said over the summer a number of'residents came together to•form•TREE, a group to rescue Evanston elms. They presented a proposal for volunteer services, offering 10 volunteer scouts over the summer to be trained by staff. She explained the group, to maximize Forestry resources, proposed an increase in needed trimming. If additional vehicles are necessary, they proposed two jeeps be identified from those stated for retirement. An idea for avoiding an increase in calls to staff is for TREE to provide a list to the Forester once or twice a week; staff can send misceltaneous calls to the TREE coordinator, to be followed up by a TREE volunteer, allowing staff to continue important cut-out work. Alderman Jean -Baptiste referred this matter to Parks/Forestry to give the Committee further feedback. The Alderman called on David Rattner, who introduced himself and offered to answer any questions on item A10. Thus ended Citizen Comment. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA, CONTINUED (A3.1) Approval of Lowest Responsive and Responsible Bid for 10 Right -Hand Drive Vehicles - This item had been held in Lommittee on 91vru[. Alderman Rainey made tree motion to recommend approval; Alderman Feldman seconded. Alderman Moran clarified that the proposal for 10 vehicles would get Parking Enforcement four new ones. Mr. Jennings confirmed. The Alderman noted at the last meeting it was confirmed the reason for the extra four was for enforcement purposes due to extended parking Flours In the downtown area. Mr. Jennings added it was also to match the staffing levels: we have 15 employees. That was increased already by four in the budget and we are on board. Alderman Moran asked what we were hoping to increase the budget by and Mr. Casey said $400,000. Alderman Moran asked what percentage of that would be additional revenue by way of coons in the slots, as opposed to fines against people parking illegally. Mr. Jennings said we prepared that information in the budget process, but did not have the information this evening. Alderman Moran noted one of these four vehicles was for a supervisor of the other enforcement people who would be patrolling that area. Mr. Jennings said yes. Alderman Moran's problem, though he voted to extend the hours to increase the revenue and understood the need to for enforcement so that the revenues will be cotlected, was that he thought it had a negative effect on commerce when we are overly aggressive with ticketing vehicles. His basic concern was with expanding the fleet by two-thirds if the principle purpose was ticketing. Mr. Stafford explained we're going from about 9 hours of enforcement, adding another 4 hours at night we currently bring in $2 million, and this would add another 5400,000. The numbers tell us we're in the ballpark in terms of enforcement. He was not sure we're In the position to say we're over -enforcing; did not feel these numbers showed we were overly -aggressive; did not want to be in the position of driving people off the street. Alderman Moran said that we're talking about going from $2 million to 52.4 million revenue, and we're Increasing the fleet from 6 to 10. The numbers did not match up. Mr. Jennings said this is nothing more than trying to do the program that was approved. The staffing level was approved: there are equipment needs and revenues that come from that effort. Alderman Moran said because he voted for upping these fees he's trapped in a whole set of activities calling for expenditures of monies that he did not think he would have agreed with had he had the full panoply of considerations. We are hiring four more, and buyin four more Jeeps so they can write tickets in an activity he termed tenuous philosophically in terms ofg promoting commercial activity in the downtown area. He would take this as a learning experience and make sure this budget cycle that he completely understood what he'd have to vote for consequent to the budget decision. He was not comfortable with this, but felt he had no choice. Alderman Feldman asked if the purpose of the vehicles is to affect the program the Council approved and was told yes. Asked what that was, Mr. Jennings said the expansion of the enforcement of parking meters in the downtown for an additional four hours. There were memos prepared during the budget process on what it would take to get us there, as well as the revenues projected. We're trying to follow the direction of the Council. Alderman Feldman suggested that if you disagree with the concept of the hour increase, that should be changed; not the ability to enforce the program you voted for. Alderman Moran felt, when you get down to buying Jeepes and hiring more people, and bumping up revenues with significant incremental costs, almost $Z7,000 Jeep times four and more people, it would possibly cost us $250,000 more in order to get $400,000 extra revenues and ticket more people. He said he admitted he was being confronted with this now; had voted for it in February. Alderman Feldman clarified the initial amount was $400,000; you'll be able to collect $2.4 million now. Mr. Jennings said it's a combination of the meter money and parking fines. Mr. Stafford felt the numbers we had this year were lower than in future years because we knew we had higher expenses ggoing in. Alderman Feldman commented that the emptoyee cost was interesting: we're spending 5250, on employees? It was clarified it was a net increase of 5400,000. Mr. Jennings noted there's another tie-in to the downtown: to increase the turnover in the evening and get the employees off the street to give more parking opportunities to the people coming downtown. Now you can park from 4:00 to 2:00 a.m. legally and they o it. This allows turnover. That was what bothered Alderman Feldman: we talk about raising money by ticketing as if that's only reason we do it; it is to achieve a goal -- to open up parkingg spates because this town is starting to be a night-time place as well. It's not just for the revenue; he vrished the discussion did not center just on that motivation. Alderman Rainey thought the Fleet chargeback this year was about $270,000. This expense was right in there. On voting to recommend approval of the purchase of 10 right-hand drive vehicles plus warranty and manuals from Leisure Equipment Inc., motion passed unanimously. (A3.2) Approval of lowest Responsive and -Responsible Bid for Demolition/Reconstruction of Fire Station A3 -- finis dip, from sxenoer construction t.o., was tar �L,Jas,iSL. Aldermen Feldman and Jean -Baptiste moved and seconded that the bid be recommended for approval; Alderman Rainey pointed out that this is a City project and that Evanston. women owned and minority. businesses shculd•pay attention. On voting to recommend approving (he purchase, motion passed unanimously. (A3.3) Appproval of Lowest Responsive and Responsible Sid for Asbestos Abatement at Fire Station #3 - This bid, from Asbestos Lontainea Matenais Lo., was at a cost of SL/,41U. Alderman Feldman moved to recommend approval of the item; on voting, motion was unanimously in favor. (A4.1) Aagroval of Contract Amendment #3 to Harza Agreement for Geotechnical Baseline Reports - This Item, costing j/td, Ibu, would provide reports for portions of Nnases viii, IX and X of the Long-flangge Sewer Plan. Aldermen Feldman and Moran moved and seconded the motion to recommend approval. Alderman Rainey noted those who were interested in minority hiring had gone; this was too bad, because everything we do in here she said, has to do with spending money. When we have our meeting, she would challenge the M/W/EBE committee to examine this contract; this is one of the biggest, more expensive City contracts and they are required to do minority hiring. She had asked about compliance: they say they are always in compliance. It would be interesting to examine how they are in compliance, she continued; we finance every shred of their operation and their local office as well. On voting on the motion to recommend this item, motion passed unanimously. (A5) Resolution 68-R-02 - IL Public Museum Capital Grant - This item would authorize the City Manager to sign a statement dy the Fudlic ►museum utU for a urant Application for Noyes Center renovations. Alderman Rainey moved to recommend approval; Alderman Feldman seconded. He congratulated Mr. Gaynor's department, and assumed our grant writer was involved in this. He asked for a list of what we have gotten as a result of having a grant writer, not only in terms of dollars, but what they have purchased; also what it has cost us. Alderman Jean -Baptiste agreed, noting the grant writer has impacted "all over the map" in terms of getting project funding. On voting, motion passed unanimously. (A6) Resolution 70-R-02 - Adoptfnu a New Ener" Pollcv - Alderman Feldman moved to recommend approval; Alderman Rainey seconded the motion. Mr. Leppke explained that over the last few years, working with the franchise and observing changes in the laws, the Energy Commission looked at the existing policy and felt a restatement to be suitable, recognizing the changing circumstances. Ms. Haas and Mr. Gantos of the Commission were introduced, as were Environment Board members Levinson and Sciarra. Ms. Haas reported that members felt the need to expand to bring the policy more in keeping with the current work of the Energy Commission. We felt it important, for example, to emphasize more viable energy. She noted the work done with ComEd in upgrading the distribution system and our need to insure that continues. We also recognized the changes in laws, more specifically the deregulation in iL. We need to evaluate these changes, she continued, and insure citizens have a choice of suppliers and competition pricing for example. She noted as of May residents were to have a choice, but in fact we do not have one. It might be possible to achieve this through aggregation, but the current laws make it difficult. The City through the Energy Commission, supported a bill in the spring to make it easier to do. We hope the eni3 product will be changes to the law. We felt this should be stated in our Energy Policy as well. Alderman Rainey clarified that the reason we have no options in suppliers is because they have no reason to come in on an individual basis. Unless we aggregate as a unit it's not cost effective. Ms. Haas agreed. Alderman Rainey interpreted that the suppliers were out there; they just weren't here in Evanston. Ms. Haas noted that a number of other states are ahead of us in this area. Alderman Rainey asked if we do purchase as an aggregate, would there be options? It was explained that the way the law is written now, you have to be so credit worthy, and requirements are very strict. Alderman Rainey asked if we really want other suppliers and was told aggregation is a better way of achieving it: it's like collective bargaining for the residents. Ms. Haas said we would hope to achieve better pricing and renewable sources. Alderman John -Baptiste asked how far away we are and Ms. Haas said under present tawit isn't very possible; after January the iCC report would be out and sometime next year the deregulation bill may be amended. Alderman Feldman asked if we aggregate and there is reform in Springfield, and we take advantage of a lower price, what should be looked for. Who then takes care of outages? Ms. Haas and Mr. Gantos said ComEd still deals with outages: aggregation doesn't change that. It was stated that this fs an energy policy. Behind that is an energy plan hopefully addressing all sources of energy. Until that plan is in place this is nothing more than a set of guidelines and principles. We needed to set up guidelines to framework these action issues. Alderman Jean -Sp 1-. -ce asked if the Committee will be submitting a long-range plan and Ms. Haas explained the next step is 'to work with the Environment Board on procedures. She noted we were careful in drafting this not to limit this to electrical energy only. Alderman Rainey asked Mr. Leppke about the City's periodic auditing of ComEd: we have a good thing with the reporting mechanism in place with the interim franchise. What did he see beyond that as a way to implement this part of the policy. She mentioned the dollars necessary for the City to go out and audit ComEd's distribution system. Currently we get ComEd to report on the electrical system. w. Leppke said the new po[icy suggests that the City will do more auditing of its distribution supplier than in the past: the level of that involvement and how we get it done is left to a more specific plan. the felt it would be similar to what we are doing now: as we draft a franchise we ins`st on that. Alderman Rainey felt this issue should be of concern with regard to the gas company. She related that a contractor was told by the gas, company that there were no mains in a certain area, id everything right, and broke a six inch gas main, impacting a neighborhood. There was no record of this gas main. Also, she said, the gas company only has two welders- a welder is needed to put in the new piece; it took eight hours to fix the main. She suggested the Energy Commission have a talk with the gas company. Mr. Leppke noted a few years ago the City was doing little auditing at all. He felt the City needs a policy that we re going to do some auditing, and it will be dependent on the vendors' responses and how diligently they're doing their job. it can cost a tot or money or less, depending on their cooperation. Alderman Rainey noted we have learned a tremendous lot about the condition of the distribution system. Alderman Moran appreciated the work on this; he'd been wrestling with the energy issue for a long time. He observed not to be critical, but from his perspective of considerinv approval of an Ordinance or Resolution, that in light of "doing what we say and saying what we mean,' all the points in the policy are cast in mandatory language. To illustrate his concern, he compared the old No. 5 with new No.6. The old read: 'The City shall seek to influence legislation and regulation at county, state and national levels, as appro¢rI to in reaching its energy goats. This, he said, is in the spirit of what Ms. Haas was discussing. The ICC could comeback with recommendations which may lead to a proposed amendment to deregulation law, and we might contact our legislator and say we think we have an even better idea than that. But the new language is: 'The City of Evanston shalt influence legislation at the federal and state levels affecting the distribution and supply of energy." He was not sure the City could do that. We can seek to influence, but not say we will influence it mandatoril , he said. Vie can lobby, but not make them change the law. Another point he said, concerned "The City shall periodicatty audit the operation, maintenance, and upgrading of t ire City's supply and distribution systems" - he was not sure we can audit. We can and have audit ComEd's system. one through a aHew shl review ed to promote rocess - he a reliable suall for pply; but he did not tthink we could assurow if we had the e it power to P pP Y� Alderman Moran was supportive of the spirit of the items, but concerned with how we say it. No. 8 read "The City shall be a leader in energy related matters..." He noted when vie entered into the latest extension we were being coaxed into the NWMC's model franchise. We decided it was not in the best interest of Evanston, and" he felt we were a leader in that situation. But concerning 'The City shall provide sufficient resources to implement the Energy Policy" (new Section 2) he did not know what that means. It's not a lack of resolution on his part to pursue these goals: but this is a carte blanche, he said, depending on interpretation. He thought it needed some tightening up, did not know what we are committing to with the breadth of these statements, and had no idea what this would cost the City, if we commit ourselves to auditing, he said it might cost us a million dollars; he did not know. He was supportive of the initiative for a new policy; he could prescribe to its spirit; but felt we need to work on wording. Alderman Jean -Baptiste suggested, in light of the lateness of the hour, and everyone on the Committee being supportive, that the Energy Commission could come back with some changes in language. Mr. Leppke and Commission members noted they had discussed this: it was not an Ordinance, but a Resotution; a policy is a general goal, realizing we may not be 1DO% successful in meeting it. Alderman Moran said when we resolve to do something it's tantamount to a law. ft. Haas pointed out: the Energy Commission was concerned that this not be a passive thing, but the City act on these matters; it's very similar to the old language. Alderman Feldman asked if they had consider �?d what the cost might be. Mr. Leppke said it's not decipherable by looking at this language: that needs a specific plan. Alderman Feldman noted Alderman Moran's point that this obligates us to spend whatever it takes for this specific purpose. It sounds like language of responsible people who are interested in one aspect of the City; not like people who question what about our Police Department or Human Services, etc. He did not think this had anything to do with the spirit of it; and did not think It made a difference in terms of the future of Council actions, because if there's no Council action to support this, it's not going to be acted on, no matter what the language. If it's not there and we want to do it we wilt put it in. There's not a lot of difference, he felt, between "we will attempt to affect public policy" and "we wilt affect public policy." Discussion continued on the term "influence' . An Environment Board member said that the problem of dealing with a company was that you were at its mercy, as to the information they chose to give us. You really want us to do something about your environment and your power, and the only guy we can talk to will tell us what he wants to tell us. You may not like that it will cost a couple of bucks' but if we really want to control our destiny and power we much have some money. We have to add staff: without it they will tell us whatever they please. He advocated taking a step forward, with the Council standing up and saying we really want to see whatyou're telling us, we have nothing. We need to know what Edison, or whoever takes its place, will be delivering to us. He advocated, if the Council realty wants to know, putting its money where its mouth is. In response, Alderman Feldman said the A&PW Committee "puts our money where our mouth is" every single time we step up here: every time we say yes or no on an item it's a value system. He was not suggesting this was not important; but had not heard until now the proposal to monitor, and had received no information on the reasons for it, the method for it, the cost of it, and the benefit to the City . He said you haven't made that case: to say I have to support a Resolution that doesn't tell him anything, that he must just salute the flag- Alderman Feldman said it was the Commission's flag, did not know if it was his flag. He had supportedthisCommission from the start; one of Evanston's tasks is to solve and influence our energy problems. We have been a victim for a long time, he said. We understand that: but it's just one of the thing we understand; the Library and Howard St. are others. People will say you're not raising your hand for Howard St., as well as for every other issue. When we ask you, instead of being imperative, to say we'll do our best, he did not feel that was unrealistic for a Resolution. Ms. Haas asked for specific guidance from the Committee. Alderman Moran said, it being eight minutes before ten o'clock, he felt they had heard the Committee's concerns. Alderman Jean -Baptiste said we wilt hold this matter for further discussion on the issues of Language and the implications of what we are putting on the table. It will be at the top of the agenda. An Energy Commission member relieved it was a minor revision of an earlier policy. What the AEtPW Committee had discussed were the same concerns we had. Alderman Jean -Baptiste thanked the groups for their work. Alderman Rainey asked that they come back with new information, including the Stanley audit of our distribution system and the important role that played in our good experiences of the last two years with our enhanced distribution system. She said this audit issue is a huge one. Mr. Leppke noted they had suggested we hire Stanley for the audit and is the basis for many of our achievements; the Energy Commission didn't do it. Alderman Ramey said [hat, although you might think everyone understands what an audit is and the positive consequences of it, you d be wrong: people in our community have no idea of the progress made on our distribution system over the last two years. (A7) Ordinance 93-0-02 - Two -Way Traffic/Washington Street - This Ordinance, for introduction, would amend Sec, fU-11-4, Sched. IVIA) of the city Lode to establisn two-way traffic on Washington between Dodge and the fire station. Aldermen Rainey and Feldman moved and seconded the motion to recommend. Alderman Moran asked Mr. Jennings if he were in favor of this; Mr. Jennings said yes. Motion passed unanimously. (AB) Ordinance 94-0-02 - Four-Wayy Stop: Li Ewing Ave. and Colfax St. - This Ordinance for Introduction, would amend Sec. 1U-1 f-5 Sched. Y(U) of the [ Lode to estabusn a four-way stop 5fgn at this corner. Alderman Moran moved to recommend approval; Alderman Feldman seconded; motion passed unanimously. �iA9) Ordinance 95-0-02 - Repeal of No Parking Loading Zone Restriction at 1316 Fowler - This rdinance, for introduction, would amend Sec, lu-n-/, 5cned. vll (b) of the Lity Lode. Alderman Rainey moved to recommend approval; Alderman Moran seconded; motion was unanimously in favor. (A10) Ordinance 96-0-02 - Vacation of Portion of Forest Ave. - This Ordinance, for introduction, would vacate the portion of I-orest south of 5outti Blvd. Alderman Wynne was present for the discussion. Alderman Moran moved to recommend approval; Alderman Feldman seconded. Alderman Wynne offered to answer any questions. Alderman Rainey verified the appraisal was for $22,500. She asked what this vacation would allow. Alderman Wynne answered that Mr. Rattner had purchased the house on the east side of Forest. In order to do a project, he wished to purchase a portion of the property. Mr. Rattner explained his townhouse project of four units or three without the purchase of the land. Alderman Rainey thought this was the bargain of the century; she asked the square feet. Mr. Rattner explained it's a portion of land that would not be developable on its own and was 2,400 square feet. Alderman Rainey was interested in what would be done with it. It maintains the right-of-way as it is to access the area; contributes tax dollars for the additional unit. Alderman Rainey was curious since a similar issue in her Ward was not resolvable. Alderman Moran asked if Mr. Jennings had reviewed. Mr. Jennings said yes; we still have 64 feet of right-of-way. Alderman Rainey asked if there had been petitions; Mr. Jennings said it went through the vacation process. Mr. Fujihara said only one other property owner adjoined. Alderman Feldman and Mr. Rattner confirmed that the former had dropped off the latter at nursery school many years ago. Alderman Jean -Baptiste asked if the appraisal was recent and Mr. Ratter said it was, within the last 60 days. On voting, motion to recommend this item was unanimously approved. ITEMS FOR DISCUSSION (APW1) Interest Rate Hedize/Swap Analvsis - Variable Rate Bonds - This item will be addressed at the Council meeting. COMMUNICATIONS 'APW3- Police Officer Hiring ReQort APW4 Press Release on Moody s Bond Ratine for the City of Evanston APW5 final LUUL Update on Uutch Lim Disease APW6 Response He: Adaltional Uutch tiro uisease Scouting Teams and Control APW7 f-fre Uept. Monthly Keport APW8 Financial software work Plan and Contract All of tie above items will be brought back for review. There being no further business, the Committee adjourned at 10:05 p.m. Respectful lysubmitted, Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION R PUBLIC WORKS COMMITTEE Meeting of October 1.1, 2CO2 Members Present: Aldermen Jean -Baptiste, Feldman. Moran and Rainey Members Absent: None Staff Present: Alan Berkowsky, Cathy Brenniman, Pat 'Casey, David Cook, Rich Figurelli, Keith Fujihara, Mark Franz, Ateck Gran hale»_ Chief Hunter, David Jennings, Kevin Lookis, Dennis Marino, Darlene Nilges, Max Rubin, Bill Stafford, Mark Younger Others Present: Arlene Haas, 'Theodore Gantos, II, Leonard Sciarra, Rudy Wolfson, Irwin Levinson, Jean Esch, Alan Miller, Medill School of Journalism students and others Presiding: Alderman Lionel Jean -Baptiste SUMMARY OF ACTION Alderman Jean -Baptiste called the meeting to order at 7:07 p.rr APPROVAL OF MINUTES Alderman Rainey moved approval of the AF:PW Minutes of September 23; Alderman Jean -Baptiste seconded the motion; the Minutes were unanimously approved. SPECIAL ORDER OF BUSINESS: NEW ENERGY POLICY DISCUSSION Alderman Jean -Baptiste invited the Energy Commission to make a presentation, limiting the time to 10 minutes if possible. Ms. Haas explained that Mr. Leppke could not be here this evening and introduced Rudy Wolfson and Theo Gantos, as well as Environment Board mei-nbers Len Sciarra and Irwin Levinson. She emphasized the need to revise the current policy, which was no tcunger in keeping with what we are working on today. They wished to keep the policy relatively broad, a& -id would be working on a document on implementation of the policy. they asked to move through the proposed policy with the AEOW Committee for specific comments. She asked if there were issues with the -Whereas" clauses, beginning with Sec. 1.1. Alderman Rainey quoted from the roposed policy and asked that, given the fact that supply alternatives are out there someplace, was the Eer Commission suge�esting we "audit the operation, maintenance, and upgrading of the City's supply and distribution systems Sl'e noted the City receives quarterly reports on the distribution system as part of the extension of our aapreement. What did the Commission expect on the auditing operation, etc.? Ms. Haas explained the City s buildings are still supplied by ComEd at the qsent time. Alderman Jean -Baptiste asked for information on the current state of affairs with suppliers. Haas explained the only alternative is for large businesses at this time. Alderman Jean -Baptiste asked about residents: do we need to aggregate? Ms. Haas confirmed that need; there is no alternative to ComEd at the present time. Alderman Moran had several observations: "periodically audit" was without clarification, and he did not know if we had to audit on a P we feel we need an "audit, 'weriodic basis. He noted we had pone audits. When we reach a point where hich is undefined here and therefore a pproblem, he thought it could potentially be very expensive and without a compelling reascei to do so he would not commit to this. Further, he did not know, practically how we would audit the system. Currently he said we have a procedure with the Technical Review group that goes over infcrmatico from ComEd. Also, we sometimes look at particular installations and monitor progress of construction. That's a far cry from auditing the operation which seemed to suggest we would pick our spots and see how ComEd runs its distribution system in Evanston. We do so in particular places, but not corrorehensively. We do so when there are commitments to upgrade the system, on a particularized basis. We certainly would strive to obtain a "reliable suppply and distribution" to the City's users, but he did not think the City had the capacity to assure this. We do not own or operate the system. What we need to do there, as a City, is take all the actions we think will lead us to gain confidence in ComEd or at:ernati a reliable energy supplier. We can pursue it; but not assure it. Discussion continued on the def ,ninon of the term "Audit" and if it meant doing what is currently being done, eg the Stanley Report and the Technical Review Group. Mr. Gantos said the terms would be defined in an energy plan. These are broad, sweeping oats. An Environment Board member added the activity of the Commission was to carry out the 1995 po�icy when we had delivery problems in the City. it was the Commission that went after ComEd, making them start replacing equipment, located failures, etc. That audit detern-,ined for the City to go ahead and become the Technicat Review. Alderman Moran wanted to be clear that he had significant concerns about someone saying, here's a policy: approve it and some of us will figure out what it means later. He must exercise his prerogative to vote on the basis of what's prudent and in the best interest of Evanston citizens. If in the budget cycle he was asked to sign a check and later we'll talk about how to spend it, he would not be exercising fiscal prudence to sign it. He used this example to highlight his concerns with this language. Alderman Rainey asked if the Energy Commission could see Section One saying 'The City shall maintain its vigilance In overseeing ... supply and distribution systems" - scrnething along those tines. Ms. Haas clarified the language would be less specific than the term "audit" and Alderman Rainey agreed: a periodic audit should be good but if we maintain our effort currently in lace. working with C.omEd, getting reports, we're going to Piave a good handle on the condition of the distribution system, how it's loaded, etc. She noted we know sa much more today about the system thanks to the Energy Commission. She speculated, If we had not gotten involvement vie would be sitting here in the dark tonight' She would like to see audits but did not think they woutdbe necessary if we continue to do what we're doing: being vigilant. She said the ComEd group working with us now is extremely responsi•.e. Mr. Gantos said they would work on the suggestion of vigilance; one thing that may be confusing is that two points are being addressed in the policy: talking about monitoring performance and throwing out a goal at the same time. Alderman Feldman agreed with Alderman Moran about definitions being necessary before he signs on. He did not know what high quality energy" is - did not know how we can "assure" reliable supply and distribution. Mr. Gantas asked if you could say that it's a goal and was told of course. The Alderman said that's the point: he was trying to figure out the source of this conflict. Why is there the feeling that each side is pushing at each other; -he said it's disturbing because he felt the Energy Commission is a vital part of the work in this area. He sensed that the Commission went off on its own to think about what the best thing would be for energy in the City. Conceivably it could cost millions of dollars. But there was no discussion with AF1PW about what would be palatable no feedback. Now we must go over it word by word. What he would have liked is some Commission and C'orrimittee members sitting down together and trying to work it through; a committee of a couple of AFtPW members and the Commission working out a united front. He was getting the message that these suggestions, such as replacing "assure" are bung viewed as concessions to the A&PW Committee, something second best. He wasn't certain that "assure" was the best thing for the City of Evanston. Alderman Jean -Baptiste felt the Commission was trying to guide us and engage in dialoguethat the alderman is suggesting. He felt the suggestion to invest more time and get into greater dialogue is legitimate and he suggested finding away to do so. He asked that a time beset for a focussed discussion on the policy and its terms. Alderman Feldman suggested that all participants would be seated around a table (as opposed to some sitting in the audience). Alderman Moran did not know if a meeting of the A&PW Committee was necessary; suggested establishing a work group and setting a date. Alderman Jean -Baptiste said it was the Committee the policy goes through first; the working group would be made of any aldermen who wished to meet. Alderman Rainey commented that one disappointment is the lack of feedback from the boards and commissions to the Council. She had learned from their minutes that the Housing Commission members did not understand Section 8. She said we have an Energy Commission which has gone through an enormous amount of work to present a policy that really just follows the'95 statement. She was surprised by our reaction to their efforts. This is their proposal to us: she did not want to go back and change their minds. She said we need to go over each one of these items that the Energy Commission has proposed debate them as to being appropriate, hear their explanation of why they think it's appropriate. If we wisA to change the wording we do not have to ask permission. We are Here to develop policy. They are here to recommend. She had no problem with appointing a subcommittee: when there were 18 aldermen on the Council she said, aldermen were represented; we had a connection to the commissions. Alderman Jean -Baptiste clarified he was suggesting a special meeting of A&PW and the Energy Commission. Alderman Feldman pointed out that it would be a working meeting. Alderman Rainey sug ested ggoing to the Commission's 7:00 a.m. meeting. After discussion, the meeting was set for November 11 at 6:30 p.m. as an Energy Policy Working Meeting with A&PW. Alderman Jean -Baptiste shared Alderman Rainey's sentiments that this is a collaborative effort and that the Commission is working hard on this for us. If we allow ourselves more time we can get through a lot of issues. Alderman Rainey asked about energy policies of other communities. Ms. Haas said very few municinalities in the area have enervv rommi%vions_ ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (All) City of Evanston Payroll through 9/26/02 - The payroll total was $1,903,664.51. Alderman Rainey moved to recommend approval* Alderman I-eldman seconded- motion was unanimously in favor. For the City of Evanston Payroll throuizA 10/10/02, totaling $1 863,24�.14, Alderman Rainey moved to recommend approval; Alderman heldman seconded; motion passed unanimously. (A2) City of Evanston Bills through 10/15/02 -- The Bills List total was $2,631,111.61. Alderman Feldman moved and Alderman Rainey seconded the motion to recommend approval. On voting, motion was unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA, CONTINUED (A3.1) Approval of Propposal for Enstineerina Services for a 480-Volt Substation Replacement - This Proposal of (ireeley Et Hanson LLL would be for the Evanston Water I reatment Facility at a not -to -exceed cost of $47,300. Aldermen Feldman and Jean -Baptiste moved and seconded the motion to recommend approval. Alderman Rainey asked, when these proposals are being evaluated, is it only those people Involved In the Department who serve on the review committees? She thought the purchasing manager was involved sometimes. Mr. Stafford said the purchasing manager does get involved - we do review the analysis of some of these items, like the Meyne Company review. We don't have a set rote: part of the reason is time due to the number of purchases we do. We have Purchasing in on the major items. Alderman Rainey thought this a major purchase, and asked what a 4a0-volt substation would cost. She was told the figure was in the neighborhood of S67,000. She asked if the engineering services cost $47,000 and was told yes, because we must keep the plant operating while we Switch to the new equipment. Alderman Rainey explained that in the past 4 - 5 years she has been trying to get a handle on the Water Department. It seemed, if a few Water Dept. staff were kidnapped, the entire service would collapse. It would be a good Idea, she said, especially in that Department, to have someone outside the Department involved in some of the purchases. Alderman Jean -Baptiste asked Mr. Stafford to take this under advisement. Alderman Rainey thought what goes on there is very internal, and people pay a lot for water and sewer charges. She would feel more comfortable to have the purchasing director involved. MT. Figgurelli explained that staff looks at the technical specifications of the pprroject, part of the problem is we do not have the people available to design it in-house; but once the RFQ's are received immediately they go to the Purchasing Department, the M/W/EBE Coordinator, and to Legal. They all review the papers. He did not know if thiey wanted to get further involved in the technicalities, if they had time to take a crash course. Alderman Rainey clarified that she was talking about being present while the discussions on these purchases were going forward. On voting, motion to recommend approval was passed unanimously. (A3.2) Lowest Responsive and Responsible Bid for a Fire Safety Trailer - This purchase would be from Mobil concepts ioy otty; cost is >aL,bLb and the tunoing source is LUUU funds and the Foreign Fire Tax Board. Aldermen Rainey and Feldman moved and seconded to recommend approval. Alderman Rainey said this was a project strongly enbraced by the CD Committee and for which we allocated $22,000. The Council approved it with the budget we passed in March. This happens on so many of our purchases: here we are in October making this purchase that we appropriated monies for almost last year. She wished these purchases could be moved on more quickly. When purchases are requested, one would think some of the parameters would have been thought out before we were asked to appropriate money. Alderman Feldman asked if representatives of the Fire Department were present. There were. Asked what the Foreign Fire Tax Board was, since it was participating with its own money, Fire Marshall Berkowsky said it's a source of revenue the City receives from insurance policies: the money is given to a group in the Fire Department who allocate that funding In this case they allocated $14,000 toward the trailer. Alderman Jean Baptiste asked for a description of what the trailer would do. He was told it's 35 feet fors , with living room, kitchen and bedroom that would enable us to bring the classroom to groups of peol We could create situations which we could not do in another building: fill it with smoke, kitchen safety issues, electrical safety, weather safety. It simulates situations and is an excellent learning tool. Alderman Moran noted nothing was provided in the material about personnel. Fire Marshall Berkowsky said the trailer operates with two or three people. We looked at a four -tier approach: possibly volunteers in the community; corporate sponsorship; the use of on -duty personnel who can assist us; and finally overtime costs and hireback. He envisioned a mix of all four. He hoped to see the trailer on the road 20 times a year initially, but parked at the firehouse it can also be used as a classroom. Alderman Jean -Baptiste asked that the Committee be kept posted on the schedule. Alderman Rainey asked about the use of the trailer as a command post in times of emergency. Berkowsky said it does have temperature control and theoretically could be brought out to provide housing during inclement weather. Alderman Rainey recalled a horrible storm with trees that came down, during which a kitchen had been used as a command center. Berkowsky thought the trailer could be used in those cases. To a question, he said there were no radios In the unit except the portable ones. Firefighter Nelson spoke from the audience explaining the number of times the trailer could go out keeps going up, according to the experience of otfier communities. When the public sees it, he thought it will be out al( the time. We can also utilize it to rent out to other departments in other communities. Berkowsky explained Evanston had rented one from another community when looking into this purchase, for about 5600. Alderman Moran appreciated the presentation and was sure the functions and programs were excellent; however he could not support buying a 35-foot mobile home to do these things. He felt, if you develop a program that on a periodic basis called for use of a rental trailer two or three times a year, it would be fine, but said we're lookingto save money in the budget this year, not expand, and this is a significant piece of equipment. He apreciated the Foreign Fire Tax Fund's contribution, but pointed out we would be spending $22,000. He was not convinced we need to own a trailer, and was uncertain of the programmatics and personnel costs over time. He wished to explain why he would be voting against this. On voting, motion to recommend approval of the purchase of the trailer passed with Alderman Moran voting nay. LA3.3) Approval of Purchase of 114 Trees for Fall Planting, - This purchase from the Suburban Tree onsortium was in the amount of bL4,616. Alderman reldman moved to recommend approval; Alderman Rainey seconded and said she looked up on the City web page to remind herself of the miles of streets in Evanston. We are purchasing 114 trees and we have 140 mites of streets: less than one tree per mite of street. What happened, she asked, to our discussion that we need to take more money for trees this fall. There has been no response from staff. Mark Younger,Forester, said staff is looking into increasing the budget next year. Mr. Franz understood we were talking about next year, since this year's money was already allocated. Alderman Rainey noted that several people said we could not have a certain kind of traffic signal on Ridge; and a state representative has appropriated $500,000 for a study to maintain our canopy. Yet we can only come up with $24,000 for trees. She found that sinful. it was clarified that this amount was half of the year's budget for trees. Alderman Feldman asked the waiting time for replacement of lost trees. Mr. Younger said that right now it's 3 - 5 years, partly because it takes that long far a stump to decay. If we can offset the tree to the side of the lost tree we can do it sooner. But the time was also because the budget is small and we can only do so much per year. There's an almost three year waiting list now because of the budget. Alderman Feldman surmised if we doubled the budget the wait would be a year and a half. He agreed with Alderman Rainey: to ask someone to wait three years, when their vista has changed so dramatically, was wrong. He said we're not talking about tremendous amounts of money here: we re talking about 545,000/year. He urged staff to come back to the Committee with at tent a 50% increase, if not a doubling of the budget. Alderman Jean -Baptiste said that, according to some constituents, it takes eight years for replacement. He asked for a proposal as to what the needs are and to replace trees within six months of their loss. He noted Parks/Forestry ii Recreation is doing well getting grants; suggested that the Director seek a matching grant for the 548,000 or more we could allocate, and give a report to the Committee. Alderman Rainey asked the budget for next year. Mr. Casey thought it was $80,000. It was clarified the spring tree purchase was for $22,000. Alderman Rainey observed that if the $80,000 &-e-sn't get approved, it's our fault. Alderman Feldman said that debate about how we should spend that rnoney can only come about with the information you give us. Alderman Moran fully supported the idea of significantly increasing our expenditure on planting new trees. Voting to approve the purchase cf 114 trees for fall planting, motion passed 4.0. {9 Approval of Change Order i/11 for New terry Senior Center Construction - This item, costing 59,48 would be for the Meyne company, increasing the contract trorn w,5/a,5tss to V,588,071. Funding was TIP funding and in part from private donations. Alderman Rainey moved to recommend approval; Alderman Feldman seconded. On voting, motion was unanimously approved, 4.0, with no nays. (A5) Acceptance of Comprehensive Annual Financial Report (Audit) -- This would approve the 2002 Comprehensive Annual financial Report tK} for the Uty of tvanston. Alderman Feldman asked if there was anything in the audit that was troub�ing to Mr. Stafford, who replied that operating funds are in very good shape; but the insurance fund is of concern: our liability increased from a potential 9.8 million to 21.6 million due to pending legal cases. That's a liability the City will have to deal with in the future. Alderman Feldman asked if there were any questions about the City's operations in terms of it's bookkeeping or accounting. Mr. Stafford said we are vastly changing to the new GSPE 34. new government standards tfliat are coming in: we have ,just completed the draft of our new infrastructure report. This has never been booked on the City's books before; work on this was done by a graduate student over the summer. There are policy issues about assets that we will bring to the Committee. The report next year will be different, and much larger, because we are required to book those assets and u� a private sector, full -accrual form of accounting. Alderman Rainey recalted that in the past A6PW had a subcommittee on the financial statement, and we would receive the audit and have a presentation to the Committee. She noted the importance of this document and wondered if the Committee would be willing to have a workshop on the financial statement, perhaps on the same date as the meeting with the Energy Commission. There is Information In the statement that is important to know. She explained how she (earned we give City stickers to currency exchanges, who only pay the City months later. She felt we should get the money or a percentage up front. That was one minor thing but other important information, like that about the water and sewer funds, you don't really see in the budget. Mr. Stafford would like to have such a meeting and go through the information. He felt it was important and would like to brief the Committee. It was aSreed to do this on November 21, startingg at 6:00 p.m. On voting on the motion to accept the annual financial repoit, motion passed unanimously. (A6) Acceptance of Law Enforcement Block Grant - This item would accept the 2003 Block Grant from the t-eoeral uovernment in the amount of w9,1 ya. Aldermen Rainey and Feldman moved and seconded the motion to recommend approval. Alderman Feldman asked why we received $133,000 last year. Chief Kaminsky explained it had to do with the way the federal government allots the money, depending on the money that was available. He was surprised they funded the program this year, noting federal block grants had been cut back a lot. Alderman Moran asked if some of the funds are used to fund the Summer Plan. He was told yes, that each year we've been able to use what's available: for the community policing van, some minor equipment, but the major portion is overtime costs for the Summer Plan. On voting, motion passed unanimously. (A7) Resolution 70-R-02 - Adopting New Enerizv Poticv - This Item will be held until the special meeting on November L 1. (AB) Resolution 73-R-02 - Lease Agreement with Lekotek - This would authorize the City Manager to enter into a one-year lease with t-ekotek for space on the second floor of the Civic Center. Alderman Feldman moved to recommend approval; Alderman Moran seconded; motion passed 4.0. (A9) Resolution 76-R-02 - TARP Assignment Agreement with MWRD - This Resolution authorized a TARP Assignment Agreement with the Metropolitan l9ater Reclamation district. Aldermen Rainey and Feldman moved and seconded the motion to recommend approval; on voting, motion passed unanimously. (A10) Resolution 69-R-02 - Transfer of Funds to Insurance Fund -- This item would approve the transfer of 53 million from the water fund to the Insurance Fund. Funds are available due to issuance of $3 million in CEP funds for Water Fund capital improvements. Alderman Moran moved to recommend approval, Alderman Feldman seconded. To a question, Mr. Stafford explained we were in discussion about bona issuance over the last several months. One was for 511 million for the prior two years capital improvement funds. We raised the issue at the retreat that the amount of tax levy money for bonds was sufficient that we could add another S3 million to the $11 million and stay under the level the Council authorized last year. it was our recommendation to use the money for the insurance fund. When you issue capital Improvement funds it has to be for capital improvements. We had another $3 million in capital improvements needed to be done in the Water Fund. There are sufficient funds in the Water Reserve Fund to pay for those. We take the S3 million in bond proceeds, put them in the Water Fund, which we must use for capital improvements; they obviously wilt supplant the 53 million in the water account. Alderman Rainey said that when her neighbors say the water bill is so high, and you're moving $3 million from water Into the insurance fund, what the answer to the charge is but we're really not because we are replacing it with another $3 million. So the funds have the same amounts of money. Mr. Stafford said yes, that's what happens: it's not surplus money, it's scheduled for the CIP. The effect of this is to allow us to have 53 million in our insurance fund, which is direly under funded, and be able to pay for it at very good interest rates, out of the property tax dollars. Alderman Feldman asked if that money could have gone to any fund. Mr. Stafford said it has to go to capital improvements within the scope of our CIP. Alderman Feldman asked if the 53 million from the Water Fund could go to any fund: a constituent could say, you still wound up with S3 million, no matter how you got it even though you got a good deal by refinancing the bonds - it still could be used another way. Mr. Stafford said yes; that's why this is a Resolution: this is really a policy decision we're asking of the Council. Alderman Jean -Baptiste asked if the $3 million in the Water Fund will be replenished next year. Mr. Stafford said not replenished, explained we generate dollars off the water revenue fund, and it generates a surplus for assets that have to be replaced. Our philosophy is we replace that with the cash and pay for our capital improvements with cash and basically are funding depreciation. We'fe not building up surpluses there. That $3 millions is almost two years' worth of capital improvement money thAt Has • • • • • . been accumulating there. Alderman Jean -Baptiste asked how much surplus do we earn? Mr. Stafford said this year will be a better year because it's been a dry year, The last two years before that have been relatively tight, due to being relatively wet years; the net operating that we came out with is about 52 million; our depreciation is about $1.1 million. That generates about 5900,000 extra for capital improvements. We do generate a surplus, but not a massive one. Alderman Rainey asked, if you read Moody's opinion that got us a AAA bond rating, they say we have great surplus in our waterfund; money in our sewer fund* she still feels we need to look at ways to save the rate payers money. if it's S3 mil ion replacing $3 million and not being transferred she could vote for this. On voting to approve the transfer of funds to the insurance fund, motion passed unanimously. (All) Ordinance 97-0-02 - DecreasinR, the Number of Class C Liquor Licenses - This Ordinance, for introduction, woutd decrease the number not to exceed iv at any one time, witn the closing of Jalapeno Mexican Restaurant 726 Clark. Aldermen Feldman and Moran moved and seconded to recommend this item for introduction. Alderman Rainey commented that if anyone was surprised by this they should read the minutes of the ABPW meeting when this license came here. There was some rea( hesitation about the experience of the people who had requested it. On voting, motion was unanimously approved. ITEMS FOR DISCUSSION (APWt) Discussion of Advances in Taxicab Dispatch Systems/Possible Ordinance Modification - Mr. Stafford and Mr. Lookis explained now they had Deen approached uy three taxi associations asking for the possibility of dispatch outside of the City boundaries. The technology inthe industry has changed in the past 3 - 5 years; our Ordinance requires there be 24-hour telephone service and two-way radio. Vie have been approached to still have a phone, but also have a global positioning satellite. He said it becomes more economical for dispatch to be done for several organizations. Even those who haven't requested this are in favor of it as well. They urge that they have this technology. Staff's concern is that if these companies are not allowed to do this Evanston's small businesses may be at a disadvantage. Staff thinks this makes sense; that they will be required to still have in -town telephone service, but they will be able to cut a contract with GPS systems outside of town for dispatching. Alderman Rainey thought it made perfect sense and had no problem with it. She asked what is going on with the taxicab industry in Evanston and if there was conflict between the companies. She noted the Taxicab Advisory Board is supposed to report to AEtPW but she had received no information. She noted a new member was being introduced tonight. Mr. Stafford said by the end of the next meeting the Board should have a quorum and meet. Alderman Rainey asked if we could learn what the cab industry is in Evanston today. Mr. Stafford said yes; we think we need to take a look at this issue and will discuss it in our next meeting. Alderman Feldman asked, if someone calls a local number, is it automatically forwarded to the GPS computer -based dispatching? This was confirmed. He asked if the phone number will belong to the Evanston company and the GPS company will know that and that will be the cab that will be dispatched. Mr. Lookis said that is what these companies are supposed to do and staff believes they are doing. They will obviously want to send an Evanston cab for an Evanston address because it's closest and a matter of customer servicing. Alderman Feldman asked if the drivers supported this. He was told yes, from what staff had heard. Several communities around here have had this for a number of years. 1hr. Stafford added the difference in dispatching by GPS, another company can't steal the fares, as they could when it was over the airways. It goes oft of the satellite. Mr. Miller, a cab driver, noted each cab has a receiver and transmitter - a driver would be in one of three zones and be given preference for orders in that zone. In the name of service, during busy days the cabs from other villages would support the Evanston cabs, but the Evanston cabs would get first crack at everything. Alderman Feldman asked what kind of area the GPS companies take on. Mr. Stafford said they have broad areas; it comes down to economies of scale. We have 140 cabs total; one company can dispatch for hundreds of cabs with lower costs in terms of overhead. Mr. Miller added the system speeds up response time. Alderman Jean -Baptiste asked what prevents these companies from coming into Evanston. Mr. Stafford said we only issue 140 medallions and you must belong to an Evanston association. He explained the need for the City to come back with a change in our taxicab ordinance to make it fit for the 21" century. Mr. Lookis added that we would want to have the boards' recommendations after meeting this fall. Alderman Jean -Baptiste said accessing the global positioning system is something local companies wish to do and we need to recognize this in the ordinance. Mr. Stafford agreed, saying I think they really need It, the cost is prohibitive in running their own shop, and we can do this quickly without changing the fundamental economics of the Evanston market. Alderman Rainey asked about the cost to drivers, having heard drivers rent the radio service to get the jobs. Would this reduce the cost to the drivers? Mr. Miller explained the owners of one company have money set aside to use for a GPS system. Per an agreement last year, they cannot raise lease fees for IS months. There is no scheduled increase for the drivers or passengers. Alderman Rainey noted the drivers are not just given the cars: they pay for them. Would she be able to call up and order a Norshore or Best cab? She was told yes that there was no change in that. Alderman Jean -Baptiste clarified the issue of this new technology lealri to an increase in tease fees for the drivers is controlled by the aggreement in place; he wondered about after that noting the market will be open and that could happen. It was clarified that lease fees were included in tf a last agreement. Mr. Miller explained it's the customer's choice as to the company they wish to call. It was agreed that staff will come back with an ordinance and recommendation. COMMUNICATIONS (APWZ).Poiice Officer Hirinq Report - Alderman Rainey requested information for the last two years concerning now many pincers or appticants approved b the Civil Service Commission have not completed the training or left within a year of the training. Staffywill get back to the Committee on this. (ANWsj-Ptess-Release on Mnody's Bond Rating for the City of Evanston - Alderman Feldman spoke about the AAA bona rating: the crucial benefit to the City is it saves the Lity • a -ton. of money"_ because we are able to borrow money at lower interest. This rating, he said, isn't a beauty pageant it maket a ' - tremendous difference to the citizens. Mr. Stafford confirmed, noting it also saves, for example, when bidding out caps because with the AAA we don't have to purchase insurance on that. It saves a lot there, and since the *'s has saved millions of dollars in interest. Alderman Rainey found reading Moody's opinion to be fascinating because it says so many wonderful things about the staff, our community and even us! She noted it went on to say that one couldn't show the document to anyone. She asked if it weren't a public document. Mr. Stafford said it was, and there was also a press release, issued by Moody's with the same information but without the confidentiality statement. Alderman Rainey requested that this information be on our website. Concerning information to be gathered on police officer hiring (see above) Alderman Jean -Baptiste added that he wished to have information on diversity in hiring for police and fire as well, for the last year and a half or so, including information on gender. JAPW4) Fire Dept. Monthly Report - Alderman Rainey noted that this is a new report. She asked what 'incidents receiving aid, • meant and Fire Marshall Berkowsky explained it referred to people coming to Evanston to assist us: Wilmette Skokie, etc. as in multi -ambulance responses. Alderman Rainey asked if there was a way to find out tfie number of institutional calls responded to, especially Northwestern. Berkowsky said we can show that information. Mr. Franz asked if the Committee wished the Fire Dept. Monthly Report to be included in the City Manager's monthly report, or if it should still come separately to AEitPW. Alderman Rainey wished the Fire Dept. Report to come to AFtPW as usual. (APW5) Limiting Compost Production - Alderman Feldman asked why limiting production was necessary. Mr. Jennings said we generate compost at twice the rate we use it. We have no place to store it. He noted It's cheaper to make it and give it away than dispose of it, and we are trying to find a market for it. It's a space issue. Alderman Feldman recalled we put it in places for people to pick up. Mr. Jennings said we also will deliver it as well. Alderman Rainey noted some public spaces that need to be composted. Mr. Jennings added we will deliver truckloads to citizens, not very small amounts, and are willing to go out of the City as well. There being no further business, the Committee adjourned at 9:52 p.m. Respectfully submitted, - Darlene E. NilSes Executive Assistant DRAFT — NOT APPROVED DRAFT • NOT APPROVED MINUTES ADMINISTRATION li PUBLIC WORKS COMMITTEE Meeting of October 28, 2002 Members Present: Aldermen Jean -Baptiste, Moran and Rainey Members Absent: Alderman Feldman Staff Present: Judith Aiello, Cathy Brenniman, Pat Casey, Roger Crum, Paul D'Agostino, Rajeev Dahal, Rich Figurelli, Keith Fujihara Mark Franz, David Jennings, Kevin Lookis, Sat Nagar, Darlene Nilges, Max Rubin, bill Stafford, Judith Witt, Barb Zdanowicz Others Present: Alderman Bernstein, Jean Esch, Alan Miller, Walter Wolff, Bob Seidenberg, Ra Joy, Vera Chatz, Steve Patton, Mary Singh, Mimi Peterson and others Presiding: Alderman Lionel Jean -Baptiste SUMMARY OF ACTION Alderman Jean-Baptfste called the meeting to order at 7:19 p.m. APPROVAL OF MINUTES Alderman Moran moved approval of the A&PW Minutes of October 14; Alderman Rainey seconded the motion; the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (A1) Citv of Evanston Pavroll through 10/24/02 - The payroll total was $1,907,148.14. Alderman Moran moved to recommend approval; Ataerman Kainey seconded; motion was unanimously in favor. (A2) Citv of Evanston Bills through 10/29/02 -- The Bills List total was 54,927,577.30. Alderman Rainey moved and Alderman Moran seconded the motion to recommend approval. On voting, motion was unanimously approved. A3.1) Lowest Responsive and Responsible Bid For MasonryRepairs Ruck intine) at Water Plant - This Did from M. Moeschel Construction Lo. would cost 51:)4,4!)0.0(). Aldermen Moran and Jean-tiaptiste moved and seconded a motion to recommend approval. Alderman Rainey felt the information to be inadequate: all we know are the bid amounts. She noted we have had this conversation about the Water Dept. bids Wore. Alderman Jean -Baptiste was also concerned about this. Mr. Figurelli explained this is a tuckpofnting job all over the plant; it included some lintels and repair of some watts; for all buildings except the pumping station. We set up specifications, he said, and offered to provide those to see what was bid on, which would be the most informative piece of information. Alderman Rainey asked to see this. She was concerned with the review process of the bids. If bids came in within $10,000 of each other, she did not know how they would be ranked. Mr. Figurelli clarified it was the low bid. Alderman Rainey knew about the project: it was in the CIP; however, she recommended looking at some other Department's bids and provide that type of information. Everyone else gives us more information, she said: this isn't enough. Alderman Jean -Baptiste asked that follow-up information be provided. Alderman Moran said we had some significant differentials in the bids. He'd looked for information about that differential. He noted a little concern when you see such a big difference in the bids. Mr. Figurelli had checked all the references which were satisfed with the company's work. Alderman Moran noted some repair work was completed in-house; W. Figurelli confirmed, noting about $100,000 was saved that way. We removed a dock, and excavated and removed underground bricks, and did our own foundation. Alderman Moran asked if that in-house work would have affected the difference in the bids. Mr. Figurelli said no, that everyone had bid the same job. Vie showed them the repair work and tuckpointing needed around the plant and the specifications. He noted there are several ways to remove the lintels, for instance; how they intended to do the work probably accounted for the difference in the bid amounts. Alderman Rainey asked about Sandsmith Construction being a minority business enterprise firm: she asked what minority and where they are located. Mr. Figurelti said Mr. Lloyd could provide that information: the bid was given to Purchasing for the M/W/EBE Coordinator to check. Alderman Rainey asked if Mr. Shepard doesn't usually sign off on bids with minority participation, noting usually his signature is on the cover sheet. Mr. Rubin explained that some of the cover sheets have it and some do not. Alderman Rainey said that has gotten us into trouble in the past, and wished to know who the company is what they do, why they are a minority firm. Mr. Figurelli will provide this information. Alderman Jean-6aptiste asked when this project is to start. Mr. Figuretti answered that there's no starting date until Council approval; if approved, some of the work will be started now and the rest in the spring, due to the winter weather. On voting to approve this bid, motion passed unanimously. (A3.2) Sole Source Purchase for.Optio Print Software and Consulting Services - This item would cost 557,185 and requires a vote of 6 atdermen for passage. Alderman Rainey moved to recommend approval; Alderman Moran seconded. Alderman Rainey commented on the fabulous report that accompanied this Item. On voting, motion to recommend approval carried unanimously. SA4.1) Change Order No. 3 for Phase VI. Contract C Relief Sewer Project - This Change Order would increase the contract amount by 51/,u7y.yt, trom �J,JJI,44d to 55,J�4,54i.92. Aldermen Rainey and Moran moved and seconded the motion to recommend approval. Mztion passed unanimously. fA5) Review and Approval of Ridge Avenue Traffic Signal Report -- This would approve the 106 report flor the trattic signal project. Atderman Moran meveo to recommend approval; Alderman Jean -Baptiste seconded. Alderman RRainey asked Mr. Jennings exactly what it means to approve this recommendation in terms of gaining control over the street with a 100'A guaranteed commitment from IDOT for reconstruction of Ridge Ave. She was told this approval had no bearing on it. Alderman Moran asked to whom this goes and was told the Federal Highway Administration, the IL Historic Preservation Office and IDOT. He asked what happened next and was told after their review, we are cleared for a public hearing. They will allow us to have the 106 public hearing where this document is presented in Evanston. We can't get there until the other parties approve, Mr. Jennings continued. After the hearing the City, Federal Highway Administration IDOT and State Historic Preservation office, with the advice of the hearing and local consulting parties, witt make a finding. The hearing is when the various viewpoints are heard and we hear from the public. Alderman Moran asked how that got decided. Mr. Jennings said it's a consensus process: you get in a room and figure out what the recommendation is to be. Asked who decides this, Mr. Fu)-ihara said the three parties dccide on the recommendation and give it to IDOT to administer, IDOT being the administering body for highway programs. Alderman Moran asked for clarification: the three parties recommend it to IDOT, or give it to IDOT? Mr. Patton explained the 106 process is a consultative process: there are a number of consulting parties who came together 7/1 includin the above, Congresswoman Schakowsk and 4 citizen consultants. This report has been distributed to all these parties. A determination was made that it's important to have the strong backing of the City Council on this. There are two processes here: the 106 process described by Mr. Jennings; and equally important a negotiation going on. He felt iDOT is ultimately the decision maker here. What we hope to do talking with a united voice is get a win -win -win for the City with a jurisdictional transfer of Ridge, funding for resurfacing Ridge, and avoidance of a costly, potential legal battle over whether there must be mast arms. Alderman Rainey asked who would be suing us and was told there is a contractor with a contract out there with IDOT. Alderman Rainey thought perhags Mr. Patton would be suing us. Mr. Patton said it might; the way things are going we hope to avoid... Alderman Jean -Baptiste thought this wasn't an issue now; Alderman Rainey said he made it one by his reference. Mr. Patton said he was talking about avoiding exposure to a contractor, through the process and contract going forward. Alderman Moran thought his answer was helpful: in his view the Cityy, the State Historical Preservation Agency and the Federal Highway Administration make the recommendation, but iDOT makes the decision. He said'if we vote this report then ft goes to all three agencies and IDOT. If they all approve then we hold a hearing on this report. So we are looking for approvat from [DOT both now and later. Mr. Jennings said what you have is a report of the consulting parties at the local level. It has not gone to [DOT. Mr. Patton said iDOT s two roles: it's part of the 106 process, and after this hearing the consulting parties, including SOW. will hammer out an avreement. But it's only consultative. Ultimately, if consensus isn't reached, IDOT woutd make the decision. Alderman Moran asked, if we approve this report, and it's sent to those parties, then ]DOT and all the parties make a pre -hearing determination? Mr. Jennings said they review the report, which must have a preferred alternative. Mr. Patton noted in response to an earlier inquiry, that Kirk Brown �of IDOT) wrote Congresswoman Schakowsky and offered $850,000 toward jurisdictional transfer. What we re tryingto do Is leverage the mast -arm controversy to try to get a benefit to the City. He felt it should be transferred, because it's too narrow to be satisfactory for IDOT's standards. It hasn't been resurfaced for over 35 years. If we can keep pullin together maybe we can empower Congresswoman Schakowsky to narrow the gap between the 53.8 million and $850 000. He felt this figure was a misreading by Mr. Brown of the City s documents, and did not include ail the additional work involved. Alderman Rainey asked what if an alderman preferred another alternative, such as "B" on page 17. She added that shed seen a list of the trees involved needing major and minor trimming, and removal. A statement accompanying this said the removal and trimming was of minor concern at this time. She wanted to know if there had been any change in this. When the trees come back in the spring we will come back and we will be trimming. Mr. Fu}ihara said we hired a consultant to do a tree study. We also looked at the issue. We found if we raise or lower or move the posts over a foot, we're able to save a lot of the trees: that's why you don't see the table in the final report. He said, instead of taking down eight trees, we have the possibility of taking down one tree at Oakton and Ridge, on the south side of Oakton. Alderman Rainey had several comments: she stated that that tree isn't going anywhere: she did not care what you put at that corner. People who say they wanted the post tops to save the canopy and then sa tree removal is of little concern are hypocritical. No tree is going to be removed there, Ae reiteratsY and said to those present that they didn't care about the tree because they didn't live there. Every tree that we lose because of this is a crime and flies in the face of support of post tops. To spend one penny more on this is a crime: we have an 80120 split and we have the opportunity for a great new system, and have spent untold dollars and hours of staff time. If you all want your post tops, fine, she said: but you're not taking a tree in the south end of town. She supported alternative B. She asked how she would express that to the three bodies. Mr. Fujihara said what happens is we need a preferred alternate by the City. Alderman Rainey offered to send a private message to these parties if necessary indicating her displeasure with the preferred alternative, and support of alternate 8, quarter mast arms. She saw no attempt to compromise in this report at all. Alderman Moran said there are a number of alternatives in here, several of which probably would be acceptable to him, given that collateral circumstances would be elucidated somewhat. There are a number of contingencies and requests for relief, he noted, some of which may or may not be granted. He didn't know what the right answer is because there are so many unknowns. He felt alternative 8 is pretty good one as well, and asked what if we pick the suggested alternative and vote it and it's our exclusive alternative and if it's turned down - where are we. Have we lost the other alternatives? By asking for one and not getting it, are we dpad in the water? Mr. Fujihara said that two or three weeks ago he would have assumed the sarne thing. He did not think there was any way the City would not have input In this decision. He believed the City will be involved, even if it's rejected, for an alternate or whatever. Alderman Moran said we're told there's a tot going on behind the scenes. If things fail into place, we'll get everything we want. His.iconcern is what if one or more things come loose and we don't get eve it g we want. Mr. Fujihara said since negotiations have started about the jurisdictional transfer he fees this is the process to go through at this point. It would be different if there was no process started at all. It appears we are getting good signals because they have begun to talk about it and have made an offer. Alderman Moran pointed out that the offer's onlyy ZD percent of what we need. Mr. Fujihara felt this was an error in what they read. They thought the S1350, was the total cost to repair the street. He felt it was an error, and Ra Joy has responded back to them about where the figure came from. Alderman Jean -Baptiste referred to the consultant who looked at the consequences for the trees, and found there was a way around the toss of trees, is the statement about minimal concern because there will be minimal loss? Mr. Fujihara said there will be a need for trimming; some heavy and some light. Alderman Jean -Baptiste asked if the initial view was we'd have to do a tot to the trees. Mr. Fujihara said yes, and we then found a way to do a tot less than that. If IDOT lets us put a certain type of signal up we would not have to touch that tree. Alderman Bernstein was present and explained we had a meeting with iDOT duringg which time their representative, who was against the post op concept, was receptive to the jurisdictional transfer. That began a r,ew set of negotiations. Prior to that we were looking for an exemption. if we put in the mast arms mandated by iDOT with a four -foot setback that would necessitate taking down many more trees. We're not going to lose it all. If we give them an alternative they may take it. To the extent we can, we want post tops to maintain the solemnity of that area. We have a preservation ordinance; to him this is preservation, and establishing post tops is preservation. Even quarter -arms will require a lot of tree work to get them visible, he said. He noted that the visibility of thelights would be enhanced by trimming now. He complimented Mr. Fujihara for doing a good job, and pointed out this is a negotiation: you don't give 10 alternatives. You give them your first choice. He noted Congresswoman Schakowsky's work for us and dollars found. He said no one wants to spend more than we have to spend. The reality is that State has given us about $18,000 for maintenance of all the streets that they own and we control - which is no favor to us. The first salvo was receptive to the idea of jurisdictional transfer. Many years ago we had this conversation. This gives the State a good alternative to getting away from that problem. If we don't maintain the aura of Ridge Avenue, this is it. We are talking about the entree into Evanston, a pleasure drive people go through. The advent of even quarter arms would change that markedly. He hoped we Could negotiate toughly to say this is what we want. There are alternatives: if they say they cannot fund the jurisdictional transfer, we're back to the drawing board, but we have lost nothing. Ms. Chatz wanted to point out she'd lost six parkway elms and is conscious of the loss of trees. If you use quarter mast arms they will be accompanied byy poles with Walk signs, up to 8 per intersection. You would also have to remove trees for this. She said Mr. Fujihara was good enough to look at this issue and try to figure out another way - you're not going to have a guarantee that putting up quarter masts will save that tree or additional ones. Mr. Ra Joy said everyone involved in this process takes this tree situation seriously. We didn't want to lose any trees. We have everything to gain and nothing to lose: we would be able to maintain post tops on Ridge, enhance safety, and secure funding to pave Ridge. If it doesn't work, we can go back and talk about other alternatives. It would help to have a unified voice, with one preferred alterna Alderman Moran said if Mr. Ra Joy was right, that we have nothing to lose, he wanted to know what he was putting on the table and what he may be taking a pass on. If Mr. Ra Joy is right, that there's another hand we can play before the end of the game, he is not as bothered by it. His concern is that this report has nothing to do with jurisdictional transfer: it has everything to do with the CMAQ grant. He didn't want to lose this grant. We did not have the money to do a signal coordination project. He didn't want to send In a report with one alternative and someone says no, and next we get a summons from the contractor and then a letter from the Federal Highway Administration saying the money for the CMAQ is gone because you can't come up with a project consistent with the guidelines. In that situation, he looks at this in a different light. Mr. Ra Joy believed wholeheartedly that the Alderman had nothing to lose. He explained the 106 process is to mitigate the adverse effects to the historic district. If our preferred alternative can't be worked out, there will be opportunity to discuss others. Regarding jurisdictional transfer: to date there's been a separation between this request and the whole signal project. The City recently requested a jurisdictional transfer of Ridge which was twice denied. We recently submitted letters from state and federal offices requesting that the transfer be granted, and we received positive responses. What Congresswoman Schakowsky would like to do is connect the two issue, that it wilt mitigate the effect to the Historic district, and is the clear alternative to the City of Evanston for the post tops and would help us resolve the Ridge Ave. traffic signal project. To a comment of Alderman Moran, Mr. Ra Joy felt it may be difficult for the state to say we'll give you $4 million next year. But perhaps the City could accept payment over a series of years. Alderman Moran pointed out we need to et a commitment for the entire amount. Mr. Ra Joy said that's part of the negotiating process. Alderman Jean -Baptiste asked the role Congressman Schakowsky would play in impacting the decision of the Federal Highway Administration. Mr. Ra Joy said they are the lead agency on this, and that we have a good working relationship with all the agencies involved. Congresswoman Schakowsky is eager to work with all the agencies to come up with a solution we can all live with Alderman Rainey recapped that currently the grant is 51.86 million to redo the lights, of that we pay $372,000. if we do the proposed alternate from the special consults our share will jump to over S600,000 Where will that money come from? She noted Rep. Hamos had stated she had 5500,000. Mr. Jennings thought that was a real possibility. Alderman Rainey said given all the extraordinary needs of this community and Julie's unrelenting generosity and support, she felt that money could go to a better use. She asked Mr. Jennings to take us over the next steps after the hearing. He said that after the hearing the consulting parties try to arrive by consensus at the preferred alternative to be selected. We have to have a preferred alternate to move forward. The parties would develop the alternative that would be built, and the mitigatin factors are reviewed. We are trying to mitigate adverse factors of the project. Alderman Rainey surmisedthatwe have nothing more to look forward to than time gassing, because the consultants are in part the people who put this together in the first place. Nx. Jennings said this was put together by the locat consultants; there are three other consultative parties out there besides the local consultants. Ms. Chatz stated that this proposal. vial written by City staff in consultation with community people. These people will again sit down with the State of Illinois, IDOT, the Preservation Commission and Highway Authority and try to arrive at one solution. Alderman Bernstein expanded on Ms. Chatz' comments: these people, are not just citizens, but have become sworn consultants as representatives at large from the City. f it costs us another 5300,000, but it results in getting Ridge paved, when could we next come up with funds from our own pockets to do that? Alderman Rainey said that was the first question she'd asked tonight; she had heard 4-5 different takes on that. Alderman Bernstein's sense is that we wilt come together on that. This, however, is the public meeting that should have been conducted at the beginning. He s learned, from speaking with our Congresswoman that this is a fact-finding process -- it's not cast in stone: it's an attempt to arrive at the optimum for tie community. It's the very beginning. Alderman Rainey added, And we have nothing to lose. Alderman Bernstein confirmed this, adding he felt those funds witl continue to be available and perhaps others as well. He is looking to repave Ridge, which we will not have done but for the cooperation of these two occurrences. Right now the way to proceed, he said, is not to give more than one alternative. Alderman Jean -Baptiste called for the vote. On voting to recommend approving the Ridge Avenue Traffic Signal Report, motion passed unanimously. (A7) Resolution 72-R-02 - Commonwealth Edison Vegetation Management Agreement - Alderman Rainey requested that this item be neta. sne noted prior grief discussion of the item at the rranchise Negotiating meeting, but felt this needed public discussion. She was surprised by this: she had not known the details of the agreement and having read it, did not like it at all. She said this agreement, which is a euphemism for ComEd tree trimming, has an interesting thing: they comment that, in communities requiring a permit to remove a tree, they will always acquire a permit. One bone of contention when Alderman Rainey had proposed a Tree Ordinance, was the requirement of such a permit - and they work with communities that require a permit. She noted that, if ComEd cut down a private tree, they would give a S50 voucher. She felt that was terrible - she asked for more time to think about this, and talk about it with ComEd. It was agreed to hold the item until the next meeting. Alderman Moran thought, to a large degree, the provisions of this agreement are an embodiment of state statutes and ICC regulations. It's taking law that's in effect and recasting it in terms of a community agreement. Alderman Rainey understood that but noted there are places in which the community may add to the agreement. Alderman Moran said the legislature passed a year and a half ago a law regarding a community's right to know about tree trimming, and the ICC adopted regulations that mandated that ComEd revise its tree trimming practices to limits they had not been held to that were better for communities. This agreement is an embodiment of those. Alderman Jean -Baptiste asked if that taw could be accessed and added to the next packet. Alderman Rainey noted this document states that ComEd's Vegetation Management activities shall conform with and not preempt the ordinances of municipalities. Therefore, it can be changed in many ways. She said the Issue of ComEd coming on private property, cutting down a tree, but leaving the stumpfor a homeowner to pay to haul away needed to be dealt with. She suggested that the need for ComEdtotake the stump away, and the issue of the cost of replacement to the homeowner were important issues. She noted the agreement said nothing about trimming elm trees. This item wilt be held. fA7) Resolution 75-R-02 - Applying for Designation as a Section 5310 Public Body Provider of Transportation Services -- I ms woufa authorize the t..ity Manager to apply for such designation, wnicn would allow the L ty to apply to the Federal Transit Administration for financial assistance in meeting transportation needs of elderly persons and persons with disabilities. Alderman Rainey moved to recommend approval; Alderman Moran seconded; motion carried unanimously. [A8j Ordinance 105-0-02 - Amending Taxi Ordinance to Permit Global Positioning via Satellite CComputenzea visuatcning Service - i is Urainance, for introduction, would permit UPS dispatcning service for i_vanston cabs. Alderman Jean -Baptiste recused himself from voting on this issue, due to his representation of Magic Cab. Alderman Moran moved to recommend approval. Alderman Rainey seconded and asked what additional charges to the drivers the owners would make. Mr. Wolff, President of Horshore Cab, said his only concern with the GPS is how it affects the Ordinance as vie go along. Regarding the question of raising the rate to the drivers: it's hard to say, he said - they all signed contracts but with everything going, up it might happen. We're not looking for it to do that - we re looking at the GPS to enhance business. His company is oing to spend quite a bit of money on the system. His concern is the effect on other ordinances: the color of the cab, etc. Mr. Stafford explained that all we're asking is for the GPS system tonight. There will be other issues, and the Taxicab Advisory Board will talk about this at another time. Alderman -3ine; asked how we got this Ordinance. r. Stafford said three other parties and two associations cane to us about it, Norshore and Magic. Mr. Millers taxi driver, sa'd that the owners will pay for the GPS, but we have a deal that they cannot raise the lease fees for a number of months. The companies he talked to wit[ bear all the expenses, not pass them on. Regarding the colors, in terms of making it happen he said it's very simple. Magic has an !_." There are similar paint schemes to go along with their companies. It's a simple process and has to be approved by the City. 'r,'hat this would do is allow more freedom and cutting of costs for the cab companies. Alderman Rainey commented that it's clear this was communication technology for dispatching. Mr. Miller said that if Better and Best taxis wanted to go with GPS they would still retain their corporate identities. Alderman Rainey suggested that a brief statement from the cab companies about why it would be helpful to them would be helpful. Asked how many companies we have in Evanston, Mr. Stafford said we have four associations. Alderman Rainey asked if sorrethiq remained unsettled about this. Mr. Stafford answered that there are other issues, and that was why we It have a meeting. He feels there are four to five major changes we need to make in the ordinance - it's dated and doesn't reflect the economics going on. Vie finally will have a quorum for the Taxicab Advisory Board as of tonight, and we can get these on the tab:e. He feels this group of small businessmen are at risk without these changes. Alderman Jean -Baptiste said in Evanston we have small companies that are licensed to do business in Evanston. To be effective, they've had to collaborate with other companies. This is technological advancement that's now being allowed. Alderman Rainey wondered when they would get air conditioning in the summer. On voting to recommend introduction, motion passed 2-0. {A9) Ordinance 107-0-02 -.Borrowing Funds from IEPA for Phase X, tong Range Sewer Improvement Program - i nis urainance, for introduction, would autnorize oorro+nng tunas rrom the water Yoltution xevolving Loan Fund for the Sewer Program. Alderman Rainey moved to recommend approval; Alderman Moran seconded; motion passed unanimously. JA10) Ordinance 1013-0-02 - Transfer of Jurisdiction for Vehicle Post -Tow Hearings - This Ordinance, for introduction woutd transier junsdiction for venicte post -tow nearings ana amend certain other provisions regarding adrijinistrative adjudication. Aldermen Rainey and Moran moved and seconded recommending this item. Alderman Rainey addressed the matter of the division of the issues: one part of this is the post - tow hearing regarding th e tow, vs. the violation that the person received which resulted in the tow. Mr. Casey added tliat one can go to the post -tow hearing as to whether or not the tow was proper: that's outside of adjudication. Alderman Rainey asked ii that distinction could be made with an example• a person goes to a post -two hearing; why would the tow be inappropriate if the ticket realty should have been issued; how can you divide the question? Mr. Casey could not immediately give an example of what would separate the two issues. He explained however that State taw doesn't allow us to do post -tow hearing under Administrative Adjudication law. We are doing it in another room separate from the hearings. It s just that it's landing under the adjudication office, as an administrative process with a separate person to do the tow hearings, not an adjudication hearing process. All we're doing is taking it away from the Police Department and the Property Officer who has heard the cases. Alderman Rainey did not know of anyone who went to a post -tow hearing and was upheld. Alderman Moran noted that everyone who called about this in the past were told nobody ever wins. Alderman Jean -Baptiste asked how much is it going to cost. He was told it cost nothing; it was a shift In location, and with this change someone wilt be more available to do the hearing, on a more timely basis, with more parking available. On voting to recommend this Ordinance, motion passed unanimously. 17PEMS FOR DISCUSSION - None COMMUNICATIONS �PW1j Police Officer Hiring Report - It was noted that two officers are at the Academy; five are in the field TTraining Program. ((APW2}} Results of Interest Cap Bid - The results of the interest rate cap bids for the two portions of the Series 2Uu[ merman viaza vaname [fate Bonds were reviewed. The low bid of JP Morgan was termed very nice" by Alderman Rainey. (APW3) Change in A&PW Chairmanship - It was noted Alderman Feldman becomes chair in November. (APW4) Police/Fire Digpt. Hiring Report - Alderman Jean -Baptiste asked if there was data on firemen; he had hears that the Last Atncan-American hired there was 10 years ago. How are we doing with diversity hiring now? Mr. Franz said information was in the report, though we didn't go back 10 years. Alderman Jean -Baptiste asked that this issue be clarified. The Committee discussed the information that had been provided in the memo. Alderman Rainey noted a memo stated 30 police officers hired since April 2001; clarified that the correct figure should have read seven of the 30 (not 24) have not completed probation due to their own decision to resign or poor performance. l.00kirig back at the Firefighter information, she noted there's not a lot of hiring in that department. She was interested in knowing how many more firefighters we have ncr. than 10 years ago. (APWS) Information on Leadership Evanston - Alderman Rainey noted that when she'd attended fLeeadership Lvanston events, it seemed like a main goal was replacing her as an alderman! They were out there trying to generate candidates to run against the what they considered the majority. Alderman Jean- Baptiste's understanding is that they tried to encourage civic participation on boards and commissions, and staff goes to share information and teach. Alderman Rainey said the organization is trying to teach our highly paid staff about the City of E�-anston and instill leaderVhip qualities in them; she ad'ed that she had been asked to come and talk, but nct about development, or came, in the scuth end of town. She felt it was a budget issue. Alderman Jean•3aptiste suggested that someone from Leadership Evanston come and share some information. Ms. Aiello said that she had participated as a pro ram person, and did speak about what we are doing on Howard Street. The typical employee who takes the course is a new employee who isn't familiar with Evanston, and gets a good view of all the social service aspect of things, etc. Alderman Rainey commented that taxpayers pay M for City employees to go to Leadership Evanston to hear Judy Aiello, another City employee, talk about the City. Ms. Witt explained that it's a 10-month program to teach participants who come from al, walks of Evanston life about the government and the community, and the various agencies that interconnect. For Police, Fire and Human Services it makes sense to give them the opportunity to learn about Evanston and make connections with others outside the organization to get their jobs done better. Compared to some tuition and training, she advised that it's pretty cheap: this is 5900 or a year's training, not a day. She noted some of the people who have come through the program are listed in the memo. Alderman Rainey was sure that taxpayers did not mind pa 'ng for this. Ms. 'Mitt asked for direction for paying the check that was held at a previous meeting. Aldermen Moran and Jean -Baptiste moved and seconded that it be paid. Alderman Rainey requested we ask for a discount. Ms. Witt noted there are some partial scholarships and one or two full scholarships. Most employers pay full price. On voting motion gassed 2-1 with Alderman Rainey voting nay. Ms. Witt noted two other peo to are registered and there will e two more bills forthcoming. Alderman Rainey reiterated that she didn't think we have any business sending our employees to Leadership Evanston. informal Citizen Comments Mimi Peterson hoped we would get to discuss Dutch Elm Disease. She said residents are interested and excited to work with Forestry on this. Mary Singh spoke about how we get rid of sick trees on private property. In Elmwood (another community), she said they want to get the sick trees dov►n but give people a month to remove; if not removed the city takes them drnm and puts the cost on the citizens' water bills. This way the trees cannot infect other nearby trees. She noted ZZ5 private elms were removed in Evanston. What that really means is 225 private trees were marked for removal. How many she asked, are still standing because the people have not removed them? She noted the process can tad a much longer than a month, and all the surrounding trees can be endangered, both private and public. She asked that the issue of removal of trees in a timely fashion be addressed. Ms. Peterson said there are 20 trees on Ridge that have fallen to Dutch Elm this year. She knew there would be more on Ridge that will be sick, based on Ms. Singh's comments. She hoped to get going on a training program for residents. Alderman Rainey asked about the private tree removals. Mr. D'Agostino replied that there are probably about a dozen left that have not been removed. Regarding the training program, he is talking with people from the Arboretum and people wbo make Arbotec, and will be reporting back in about a month. Alderman Jean -Baptiste asked about the process for private tree removal. Mr. D'Agostino said first we determine the owner and send a registered, 30-day letter. Then a 1 D-day letter, with a fine that can be assessed each day through Administrative Adjudication, which increases compliance from 60t to 95%. If people have to apply for a loan, we have to wait for that process to occur. Alderman Jean -Baptiste asked the average turn -around and was told two-thirds of the time it's within 30 days; another group takes between 40 and 60 days. Alderman Jean -Baptiste asked if we could affect that response time if we pass an ordinance as had been proposed. Mr. D'Agostino said right now he couldn't send City crL-.Ys onto private property. He would have to hire a private contractor who probably could to it within 35 days. Alderman Jean -Baptiste suggested looking at this proposal. Ms. Peterson knew private contractors had come in to remove private trees: how much did we spend? !.'r. D'Agostino did not have the figure. rA PW6 Final 2002 Update on Dutch Elm Disease PW7 Kesponse He: Additional Uutcn tin Disease Scouting Teams and Control PW8 Fr ress Keport on Grant tunainq. NarKSlt-orestry u Kecreation PW9 ire Uenartment Monthiv Keoort The above communications were accepted. Alderman Rainey asked about the status of Fire Station K3. Mr. Rubin reported that we're having some difficulty about coming to agreement on the contract. We should be okay later this week. There being no further business, the Committee adjourned at 9:02 p.m. Res fully submitte , Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION Et PUBLIC WORKS COMMITTEE tlPeting of November 11, 2002 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: acne Staff Present: Judith Aiello, Cathy Brenniman, David Cook, Roger Crum, Paul D'ASostfno, Rajeev Dahai, Zeltee Edwards, Rich Figurelli Keith Fujihara, Mark Franz, Douglas Gaynor, Blair Haltom, Chief Hunter, David Jennings. Chief Kaminski, Stephanie Levine, Wayne -Moran, Darlene Nilges, Cathy Radek, Max Rubin, Bruce Stown, Bill Stafford, Barbara Zdancwicz Others Present: Bob Seidenberg. Mark Davis, Suzan Pinsof, John LaPlante and others Presiding: Alderman Feldman SUMMARY OF ACTION Alderman Feldman called the meeting to order at 7:24 p.m. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the AEPW Minutes of October 28; Alderman Moran seconded the motion; and the Minutes were unanimously approved. SPECIAL PRESENTATION: EVANSTON BIKE PLAN It was explained that tonight's presentation would be a brief overview, because of the timeframe; a longer presentation would be given the entire Council at the beginning of the Council meeting. Mr. Jennings introduced Suzan Pinsof, Lead Consultant, and John LaPlante, Consultant. It was explained that a third member, Randy Neufeld, was unable to attend. Ms. Pinsof spoke about why Evanston has done/should do a bicycle plan: one reason is we're already a big biking city. From census data we know Evanston has six times the people who bike to work than the regional average. Also, there's been a general increase in bi cling nation-wide and there are new sources of funding for which we need a plan to make application. Additionally, she continued, bicycling is really good for the community; it addresses some of the big issues, like increased traffic and parking needs, and provides good access to businesses. Ms. Pinsof explained the uwo•phase planning process: the needs assessment that looked at existing conditions anddefinedopportunities; and then the development of the facility network, recommendations for it and policy recommendations. She noted public involvement was very important; the project was launcked with an institutional bike ride and discussion. Many CityDepartments had representatives there. We did a 10-mile ride through the City and discussed what the City might do. Also, representatives from the High School Northwestern, Evmark and the Evanston Bicycle Club participated. Next, she said, were community workshops to further define community needs. �e had a couple of volunteer efforts: we did 84 hours of counts using volunteers and a volunteer bike parking survey. We also had two public meetings to review the plan and a web page which in two months had over 200 hits and 63 responses to our request to review the plan. Ms. Pinsof called attention to the map on which the plan was summarized. Types of improvements included 12 miles of bicycle lanes; 31 miles of bicycle routes; and three miles of bike path improvements, costing $250,600; $321, 00; and S582,000 respectively. She said the plan starts in 2003, doing the easiest things first and making use of roadway pro ects happening at the same time for efficiency. The harder things, for which the City would apply for a�ditionat funding, would be last. This would be funded through the CIP and through grants - The Committee looked at the plan byy yyear length and cost. It showed: for 2003, 8.8 miles for $132,100; for 2004, 17.5 miles at S121,700; for 2005, 10 miles at 5235,200; for 2006, 7.2 miles for 5672 800. Alderman Rainey asked in each of the years, what is going to happen? Ms. Pinsof said all of= the types of impro vements would be done: it's delineated in the multi -page spreadsheet included in the packet. The Committee perused the plan; it was organized both by year and alphabetically by road. She noted the map would evolve over time, as the Committee and Council reviewed the proposal in each year as it came up. Alderman Rainey knew some of the people who participated; they were overwhelmed with how much they were able to participate, Alderman Moran thanked the consultants: he thought it very exciting. He had also participated a bit in the process, and felt it vias well suited for Evanston. It will be really fun, he predicted both for those who ride now and as a catalyst for others. Ms. Pinsof found it a pleasure to work with the pity and the other team members. She noted Mr. LaPlante's contribution as a leading traffic engineer in the country working on bicycle facilities. Alderman Moran recalled a community outreach meeting in the Parasol Room: it was amazing to see 70 - 80 people who were passionate about the activity of all different ages. He found it was a lot of fun and encouraging. Alderman Feldman thanked Ms. Pinson and Mr. LaPlante, noting the Committee would see them in the Council Chambers. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimous.; .o ;, aze the foilohing 11 items on a consent agenda for recommendation for City Council approval: (Al) City of Evanston Pavroli through 11/07/02 - The payroll total through 11/07 was $1,841,182.67. ((A2) City of Evanston Bills through 11/12J02 -- The Bills List total through 11/12/02 was $2,4oi,bVU.sa. Ataerman xamey noted all questions had been answered. (A3.3) Lowest Responsive and Responsible Bid For Laboratory_ Casework Polypropylene Cabinets for the water I reatment scatty - i nis oia, from mar J. Kioeppet tt Assoc, was at a cost of y14,45U.W. funding would ce the Water Division Capital�utlay account. Alderman Feldman Hated this was the most expensive cabinetry he had ever heard of, but for a good reason. Mr. Figureili explained it was a replacement of all the laboratory cabinets. Asked the range of cabinets. Mr. Figurelli explained the room was ca. 47 feet long and 20 feet across, and there were three free- standing units as well. (A3.4) Lowest Responsive and Responsible Bids for. Water Distribution Materials - The bids are (1) U.S. Fitter uistrbution Group (for rive nyarants -- obi, ibu}; (i) rmd America water (for valves Ix valve boxes -- 554,656.50; for curb boxes, extensions ft repair lids -- $6 510.10; for sleeves -- $31,139.10; for tubing, curb stops, couplings, askets, paint -- $31.744.10); (3) Resource Utility Supply Co. for bends, fittings, tees, pipe, g(and li bolts -- $52,073.20); (4) xiebell water Service Products lnc. for repair sleeves, clamps, saddles -- S66,875.32). Total purchase is 5310,875.32. (A5) Acceptance of Evanston Bicycle System Improvement_ Plan - This plan, a result of a ear -long coorainatea effort, fncivaea a feeds Assessment ana the racn(ty Network and Recommended Policles. Acceptance was requested so it can be used to develop the annual programs that will allow implementation over the next few years. (A8) Resolutions 81-R-02 through 91-R-02 and 93-R-02 - Debt Service Tax Abatement Resolutions - These Kesolutions aoate dent service property tax Donas issued from 19w through [UU2. (A9) Resolution 94-R-02 - Amendment to Lease with Metropolitan Water Reclamation District - This Fesolution would authorize tine Lityy manager to execute an amenament to Lease L-64 witn mvtinu in connection with IDOT's Dempster 5t. Bridge Project. (All) Oronia..re 106-0-02 - Vacation of Alley - This Ordinance, for introduction, would vacate a portion of an alley north of marrison St., west o3 Crawford Ave. {A13) Ordinance 112-0.02 - Easement Aqreement with 624 Davis St. LLC for 622 Davis St. - This Ordinance, for introduction, wouta grant an easement at 6[L Uayis St. for gas meters and connections on the public right-of-way. (A14) Ordinance 115.0-02 - Pertaining to Failure to Display a Vehicle Sticker - This Ordinance, for ntroduction, amends Sec. iv-n-lu and Sec. 1u-11-1/ of the L.ity Lode pertaining to penalties for failure to display vehicle stickers. {A15) Ordinance 112-0-02 - Two -Way Stop -_ Lake St. and McDaniel Ave. - This Ordinance, for introduction, wouta amena Sec. 1u-11-5 xneo. v(ts) of the Uty Lode to estaoush a two-way stop sign at Lake and McDaniel. (Al6) Ordinance 119-0-02 - Declaring City Property as Surplus - This Ordinance for introduction, would declare vehictes and other misceitaneous items as surplus property so that they can be sold in an upcoming auction in Libertyville on December 15, 2002. (Al7) Ordinance 118-0-02 - Easement Aqreement with North Shore Water Reclamation District - his Ordinance, for introduction, would autnorize the Lity Manager to sign an easement agreement with the MWRD for a storm sewer at Isabella and the North Shore Channel, needed for the Phase IX, Contract A, Relief Sewer Project. Regarding the vote to recommend the above 11 items for approval, Alderman Moran and Jean -Baptiste moved and seconded the motion and motion passed unanimously. ITEMS FOR CONSIDERATION (A3.1) Lowest Responsive and Responsible Bid for Installation of Sheet Piling for Fire Station #3 - This item would go to the Ldward Uillen Lo. at a cost of S64,VUU. Alderman Moran questioned the two alternates in the bid package for the wall on the south end of the project. That Portion seemed to have fallen out in terms of recommended action. Mr. Rubin said that staff had been 'fishing" - if cheap, we might have done the work; it wasn't necessary there. Alderman Moran looked through the material; one section said not to do the work; the other said if you had the money, go ahead. Mr. Rubin said if the building needed the work, and we were concerned about it drifting we would do it. Alderman Moran's concern was that someone was concerned about shoring up on that side; why did we go out for the bid with those two alternates? Mr. Rubin was not directly involved in the project; he offered to get back to the Committee. He recommended going ahead now, and anssrver the question later. Alderman Rainey conjectured that the ambivalence seemed to be about the pilings on the south side cf the station. fronting Central St. Mr. Rubin noted the west side was the major concern of the facility. 'we have seen that drift. He did not know why we were considering the Central St. side. Alderman Doran said it was disconcerting that the consultant, or someone, thought that having something done down there had some significance for the project. Alderman Jean -Baptiste asked if there would be a problem holding the item pending receiving an answer to the question. Mr. Rubin said the problem is we re trying to get the work done, do the demolition. The same person doing this piling is also doing the pilings for the building and we are saving money because he will be there for both parts of the project. Alderman Ramey asked for an answer before the Council meeting; she agreed the project should not be held up. Voting in favor of recommending this purchase, with the reservation of receiving information this evening, the motion passed unanimously. (A3.2) Purchase of Fire Pumper Vehicle from Sole Source Provider for the Fire Dept. - This item would be purchased from the sole source provider, Global tmergency vehicles inc.INierce Manufacturing Inc., based on the Northwest Municipal Conference Joint Purchase Advisory Committee bid process. Price is $376,439 for the vehicle (pre_ payment opticn►. Alderman Moran noted this item recommended the Pierce Pumper: was it replacing a pierce Pumper? Ms. Radek said yes. Alderman Moran asked the normal useful life of this model and was told 12 - 15 years. He noted this is replacing a 1989 model. His question concerned the justification, which stated the body was severely rusted. He wasn't sure what that meant; In the past it struck him that some of the more difficult aspects of assessing the ability of older fire equipment to function had more to do with mechanical apparatus. How significant is the rusting and does it drive us toward replacement? Ms. Radek explained staff Looked at this two years ago because the rusting Is severe. The bottoms of the boxes on the lower level are pretty much all gone. Vie had a company look at it and give an estimate on repairing the rusted portions. The cost was about 540,000, since everything would be cut and refabricated, etc. We evaluated and looked at the engine, transmission, etc. and found it's simply not in as good condition as an '87 reserve model we have. Calcium chloride eats away the steel box. The new engines are aluminum, she continued, and wit( have a much longer life. Given the mileage on the engine and body condition, it was felt repairing would be putting good money after bad. Alderman Moran said Ms. Radek raised the issue of someone giving usa repair estimate for $40 000 compared to $376,000 - a big difference. He surmised that if the entire piece of machinerywere reaNng the end of its life, we probably should buy a new one, but it struck him as odd that we'd replace it because of the rusted body. Ms. Radek said it was a serious concern, and would have to be done in the next seven months; she added that the other factor in looking at replacement of fire trucks is the condition of the fleet in general, and how/where they are used. When you put a new rig in operation it would go to the station with the most runs. So we are looking at all of them: how used, the hours on the pump, etc. in looking at all these things, we have had some bodywork done on a couple of them, but a semi -minor accident on a fire truck could cost $20,000. We are moving away from steel bodies in this area, she said. The Fire Department also is doing a much better job of maintaining them after their runs and that's making a big difference too. Alderman Moran's suggestion would be, when we're in a crunch like we are now if someone were to ask what would you prefer to do: spend $400 000 or $40,000, he felt he would opt for S40,000. However he understood what was being said: it wasn't just rust on the bottom, but everything else too. Ms. Radek added it was also the condition of the rest of the fleet. Alderman Jean -Baptiste asked why the condition of the '87 reserve unit was better. He was told the entire vehicle, and the undercarriage, was in much better condition. it has a different compartment, but because it's in such good shape we want to keep it in reserve. Part of our proposal is to take the pump from this unit and put it in the reserve so all have the same type pump. Alderman Jean -Baptiste asked if the '87 model was made by Pierce; he was told yes, just with a different pump. Alderman Feldman asked if the estimates for repairs Included everything that was wrong He was told just the rust repair on the doors and lower cab; Ms. Radek added that you can get it repaired for a year or two but every time you open it up you have cuts and in a couple of years you'll have a rusting problem again. Alderman Feldman quoted the memo "in poor condition" and asked if engine work needed to be done. He was told it probably needs to be rebuilt. We will be taking the pump out for about 530,000, to put in the reserve. We want to save as much as we can off of this piece. To put new tires and transmission in you have a $100,000 cost and you still have a 14-year- old fire truck. Alderman Rainey noted the crunch we're experiencing is one thing; but never have we seen so much development which could have a huge impact on the provision of all emergency services. She would hate to see the 14-year-old truck break down. It would seem we need a fleet in the nest state of repair we can have. She agreed that you need to look at the condition of the whole fleet. She thought, of all our City fleet, the things we want in the best condition are police cars, fire trucks and ambulances. This is a $376 439 expense she said; it's a lot of money. She recalled mentioning at the last Council meeting that the fire calls totaled 441 to University property. That has nothing to do with the number of vehicles that responded. To President Blenen and Gene Sunshine, she wished to say that $376,439 would be much appreciated, and we would like it as soon as possible because we need to place the order immediately. She would be disturbed if the City Council and every taxpayer did not support that request. Alderman Jean -Baptiste pointed out that the concern with this item was because the presentation was not comprehensive enough: it reported the most pressing problem as being the body, which could be fixed for $40,000. Added to that was the engine, etc. He said we need a more comprehensive presentation of the Information. He felt there's a presumption that the Committee will vote it anyway; we have to justify expenditures ourselves; as was stated, why get rid of something functional? But here in this meeting you justified It with more information. Alderman Feldman agreed, especially considering that was the kind of process staff went through in its decision -ma-ins. Alderman Rainey made a motion to recommend approval of this purchase; Alderman Jean -Baptiste seconded: motion passed unanimously. (A4.1) Change Order #1 for Civic Center Fire Alarm Installation - This Change Order would increase the contract with Simplex lime Kecorcer by 511,ld/, rrom 71bt,sib.00 to $172503.00, funded through CiP and 15 CIP funds. Alderman Moran had scoured the memo to find some way to vote against this item because, he said, he felt it was one more example of our failure to confront our presence in this building and our tong -term needs for a headquarters. We are continuing to see an ever -escalating series of proposals for work on this building, he continued, and we're now spending big money on this place and are apparently unable to engage the issue of if we should be in it and so continue to incur ever escalating expenses. He could not vote against this item because we need fire alarms; but the reason we're paying for it is we have no choice in the absence of a planning process about this building. He predicted we'll continue to spend money that's not wet( spent, but we cannot have an unsafe building as tong as we're going to be here. Alderman Feldman informed that the Council had established a Civic Center Subcommittee, whose chair was Alderman Bernstein, and suggested he could be called into the meeting. Mr. Rubin added that his staff had been putting together the information: the two Doyle reports, future recommendations, etc., for which Alderman Bernstein had been waiting; he said staffwillbe going over it tomorrow. He said we tried to boil the information down to discuss and talk about the Civic Center. The document should be finished by the end of the day and then we need to pick a date to meet, which he suggested we could do tonight. Alderman Rainey moved to recommend approval of the change order; Alderman Jean -Baptiste seconded. Alderman Rainey read that the Doyle Report stated that 75% of the cost of the replacement of the alarm would be retained in the future use of the building. Mr. Rubin said it depends on the use of the building. On voting to recommend approving Change Order #1, motion was unanimously in favor. (AG) Modifications to the 2002-2003 Capital Improvement Program -- This item would approve a recommendation to amend the uxu LUJ, adjusting current iunaing revels for certain Police -Fire - Headquarters renovation project items. Alderman Feldman asked how it had been decided to take money that was transferred from the Water fund to the Insurance Fund. ir1s. Aiello explained it was the only place we had excess funds. In the past we usually had excess money in the CiP. With interest rates so law and expenses of the projects, we did not have that this year. She said that in the future we could have a Little excess money, which she'd be happy to transfer back to the insurance Fund. She noted we've been able to get a lot more for our money given the work Mr. Rubin's crew has done. This extra amount, approximately 5158,000, really finished the project: equipment for the training room, lockers it was felt to be the last time we would come for money for the headquarters. Alderman Feldman said it has been the hope of the Council to increase the money in the Insurance Fund, so taking anything away was something we should look at. Alderman Rainey explained once everyone got on board to do the renovation, it appeared there were sufficient funds to do the complete project. She asked where it said we were out of construction money. Ms. Aiello said we are in the process of spending it. Mr. Rubin added that we did not plan to have the locker room done: it was only with our employees working with the contractor that we got it done. Now the room needs lockers. What we have added to the project, he said, is unfathomable. We have had people there every day for the last eight months working. Alderman Rainey asked if, when we did the 911 Center, we put in lockers? The answer was that only 12 were installed, for the 911 people. Alderman Feldman clarified that the creation of the locker room was planned for, but we could not afford it when Council reduced the budget - so we did it with Max's people because it needed to be done and stretchingg the dollars we had. Once there, it needed the lockers. Alderman Rainey asked if this includes moving? Ms Aietlo confirmed it did, and some of that some of the moving money probably will be reduced she thought, because we probably won't take everything. Mr. Rubin concEuded by saying everything would be done according to the timeframe of the project December); all will be done except the front doors. Alderman Rainey moved to recommend approval o the item; Alderman Jean -Baptiste seconded. On voting to recommend approval of the CIP modifications, motion passed unanimously. (A7) Resolution 72-R-02 - Commonwealth Edison Vegetation Management Agreement - Alderman Rainey said sne was going to support this, but wisned to comment: sne test we are accepting it because it's easy to do, and other communities do it. She said that other communities do things with ComEd that Evanston did not do. The propaganda in the report, she said, speaks to ComEd using professional arborist standards. She noted how Evanston's elm trees had been trimmed at the wrong time of year, and many are now dying. One of the things the report proposes to the City is the need for a Tree Preservation Ordinance. Nothing in Evanston requires replacement of a tree that has been removed. She noted this proposal accommodates a local ordinance -- but we do not have one, she painted out, and so nothing buffers these requirements. She described a scenario where ComEd will cut down a large tree, leave the mess on the property to be disposed of by the owner, and give the owner $50 to replace his tree. She felt it dismat in terms of what it does for our community, and doesn't doubt they will be in town trimming. She felt there was no way to do anything differently, and believed staff supports it because it's easy. There is no provision for oversight of ComEd's tree trimming. They do, she said, whatever they want. Mr. D'Agostino confirmed there was very little oversight: we know when they are coming, and if we have a problem we meet with them. Alderman Feldman asked if the City inspects the work they do; Mr. D'Agostino said rarely, unless there's a complaint. Alderman Feldman asked if we know they are cutting roperly and was told yes: Parks/Forestry inspected it in the past and it was done properly. People don't ike it because the clearance is severe, but it's done properly. Alderman Jean -Baptiste asked if the amount of clearance was acceptable to Mr. D'Agostino, who answered it's the national standards that most electric utilities work with. More oversight might help, but it won't totally solve the problem. Asked if he interfaced with ComEd, he said yes, and sometimes they make compromises, but it was fairly rare. Alderman Jean •Baot-ste c..er-ed 1 a T rc _ Ordinance would help limit extent of clearance. rrr. D'Agostino said ri . Alderman Ra ine4 c-sag-eed: if such an ordinance required a replacement of three to seven trees for one uli3 tree it would to tr-- ,aw. You can't replace a 40-year-old tree with a 13JAnch tree. She said no preservation ordinance in the vvorid would allow for that. The ComEd Agreement says that ii a community requires a permit to rerno e a tree, ComEd would go into that city and get a permit. "I. D'Agostino clarified that such an ordinance •h,ould not change the clearance policy. It would change the replacement policy. Alderman Moran offered a perspective: this agreement calls for tree trimming on a four-year cycle, much better than what ComEd did for many years. e blueprint for the agreement was a new State of Illinois statute, adopted by the ICC, which is more advantageous than what we had before, which was perhaps a ten-year cycle. Part of the problem we had years ago with very drastic trimming cycles was because ComEd did not trim in 10 years and so much would be cut at that time. He noted there's a tension between tree trimming and safe distribution of electricity that makes this prototype agreement less than ideal for community purposes, but it's a bit of a compromise. Overall he felt it a pretty good agreement: it's great progress over what we've had for decades from ComEd. They recognize husbandry of trees requires a different approach, with the correct species .n t~e correct locations- now we plant species appropriate to areas under overhead wires, etc. People need not feel dour about & agreement: though less than ideal, it's progress over 10 years ago, and is a function of the pressure by many communities all over the state. Alderman Rainey thought probably the most significant event in Illinois was the clear -cutting in her Ward, where every piece of living and dead vegetation was bulldozed out along the tracks. She said Alderman Moran was right on the four-year cycle, and maybe staff could hold Com£d's feet to the fire as to that cycle. On voting to recommend approval of the proposed ComEd Vegetation Management Agreement, motion passed unanimously. fA10) Ordinance 102-0-02 - Amending Overnight Parkinq Restrictions in Downtown Evanston - This Ordinance, for introduction, woulo pronioit panting in some areas of the downtown from s:uu - ti:w a.m. (currently 2:00 - 6:00 a.m.) Aldermen Moran moved the motion to recommend approval. Discussion: Alderman Rainey said that here we have licenses until 3:00 a.m, and the reason we are changing our parking regulations is only so people who are staying in the bars until 3:00 can get in their parked cars and drive away. She felt something was amiss here. She agreed that the athletic club, which opened at 5:00 a.m, needed this ordinance (changing that area's restriction to 2:00 a.m. - 5:00 a.m.) but to change it regarding the bars and driving away at 3:00 a.m. was wrong. She opposed it. Mr. Jennings agreed that was the reason we proposed changing the Ordinance, noting there are four businesses operating until 3:00 Thursday - Saturday: Tommy Nevins, 1800 Club, Pete Millers and the Keg. Alderman Rainey asked if any of the Cityy garages were open; Mr. Jennings answered the Maple Ave. garage was open 24 hours. Alderman Rainey feCt it would do people good to walk to the garage. She could not be convinced that people leaving bars at 3:00 a.m. have not been drinking. Mr. Rubin he had been the designated driver. Alderman Rainey thought that if it were non-drinkers leaving at 3:00, we're not gaining a penny in liquor taxes. On voting to recommend this Ordinance, for introduction, motion passed 3-, with Alderman Rainey voting nay. (All2) Ordinance 111-0-02 - Nuisance Premises - This Ordinance, for introduction, would replace an earlier version (yy-u-uz} wnicn was reterrea Dack to Committee. It was designed to curb the effect of offenses committed on private propperty, in particular felonies, misdemeanors and violation of the Code that are extremely disturbing and d►sruptive. Alderman Moran stated that he would vote against this, but did not wish to hold this up in Committee. Alderman Jean -Baptiste moved to recommend approval; Alderman Rainey seconded. On voting to recommend the Ordinance, motion passed 3-1 with Alderman Moran voting nay. At this time, Mr. Rubin provided more information about item A3.1, installation of sheet piling for Fire Station #3. Communications (APW1) Police Officer Hiring Report - Accepted. (APW2) Report on Compliance In Removal of Infected Private Elm Trees - The Committee asked about an elm at 144 Luster. Mr. U'Agostino reportea tnat it naa been taKen Gown, but no one had information on it. He surmised that the homeowner took it down; but noted it's been removed and cleaned up. (APW3) U.S. Soccer Foundation Grant Request - Alderman Rainey commented "very nice." It was agreed that the proposed Special A$PW meeting on the 21" would be cancelled at the Energy Commissions request. r V. Stafford's discussion of the audit, also scheduled that evening, would be postponed. Alderman Rainey suggested the meeting on the Civic Center be scheduled that evening instead. There being no further business, the Committee adjourned at 8:32 p.m. Respectfully submitted, Darlene E. N113es Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION fr PUBLIC WORKS COMMITTEE Meeting of November 25, 2002 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Arthur Alterson, Maureen Barry, Cathy Brenniman, Roger Crum, Paul D'Agostino, Zeltee Edwards, Mark Franz, Douglas Gaynor Susan Guderley Blair Haltom David Jennings, Wayne Moran, Darlene Nilges, Cathy Radek, Bruce S`town, Bill Stafford, Jim Wolinski Others Present: Mayor Morton; Aldermen Wynne Engelman, Bernstein, Newman* Richard Cook; Bob Seidenberg; Dr. Golden; Greg ealpino; project manager from 6ubin development Presiding: Alderman Feldman SUMMARY OF ACTION Alderman Feldman called the meeting to order at 6:44 p.m. SPECIAL PRESENTATION: Chicago Avenue Streetscape Concept Design Mr. Jennings introduced Richard Cook, Chair of the Plan Commission, Who introduced the presenter, Greg Calpino, of SmithGroup JJR and Regina Webster li Assoc. Mr. Cook explained the plan, generated over the Last five years, for a streetscape: it addressed what to the with the CTA embankments, different shopping areas, parking, how things work between the areas, multi -family vs. mixed -use, etc. We got authorization to hire JJ and R to do a proposal for the streetscape you will see tonight. Greg Calpino described the public process that had been done and reminded that the scope of the project is a little over a mile. We learned that there are three sections: from South Blvd. to Main, Main to Dempster, and Dempster to Lake with different characters and needs. It's a patchwork of land use and character: generally it's a ggood mix of commercial, high rise, residential, parks, etc. It had a lot of unique things aesthetically: the CTA wall, the business districts, major gateway streets. Because of the CTA and . Metra, the north -south spine's viaducts are not in great shape and we wanted to have an attitude about that in this project and hope to leverage some of the CTA's and Metra's replacement efforts. He said a couple of rounds of workshops were held with walking tours, visioning, etc. One of the most important comments was for a "green" streetscape, also pedestrian friendly, an Evanston parkway with a tree canopy and green feel, reflecting its urban character but also an established community, with adequate parking. People spoke of the feeling of crossing the border at the cemetery and sighing, Ah, we're in Evanston," and the idea that Chicago Avenue should also express that. The second round of workshops went through other alternatives: shape of street, greening of street and type of amenities, the cross sections, sidewalks being too narrow, especially after snow storms: minimum medium and maximum treatments were suggested for all these things. Across the board people leane8 toward the minimum or medium alternatives: they did not want a downtown area here. People like the idea of bumpouts, but want the right balance. Mr. Calpino said the group came up with a preferred alternate plan, with a tree -lined, "Evanston parkway," perhaps extending the park, which people liked, to South Blvd., linking the neighborhood, as well as improving the CTA wall. Recommended s keeping the cars moving, with the many left turns as well. They looked extensively at traffic counts: left turns were one of the big issues. In some cases there are missing lanes; others don't meet current standards. Many left -turn sites have welt in excess of 50 cars/hr. The Committee viewed some ideas to address that Issue at various intersections. Mr. Calpino reviewed sections of the plan, starting at South Blvd. to Keeney. One focus is public space around the CTA station, and improvements to the viaduct to make a good urban marker. Also gained in the plan was a section for trees and parkway.He noted 11 foot traffic lanes would allow for IDOT funding. He swed an illustration of South Blvd. as icould be developed, including the Evanston marker, consolidating newspaper stands, using scored concrete with texture and color, perhaps public art. Keeney to Kedzie, he said, was chaltenging The jog there was treated as one intersection in the plan; we carried through the concrete pattern; also could gain some sidewalk space. He shared some possible views incorporating Tallmadge lights some brickwork, etc. Alderman Newman asked if existing pates would be taken out, and cost per allmadge light. Mr. Jennings estimated $8,000/light. Asked how many there were, Mr. Jennings said he'd check. Along the CTA, detonative meshh was suggested for vines to grow on, or an art wait integrating public art into the project with sculpture. At Kedzie to Main, they loved the park, but noted it needs a face-lift, and could be an organizing feature of the streetscape, with better integration of sidewalks and the park and the embankment. We are gaining 5 - 7 feet b adjusting the width of the traffic lanes, he said. At Main you get so much going on with tfie traffic andItbuildings, he continued, there were no gains in footage: he showed some images of that area as well. From Main to Hamilton, he noted the car dealerships are a challenge with the need to store trailers, etc., but planners were able to incorporate some bumpouts. At Greenleaf we were able to get up to 15 feet, decreasing the crossing by 8 feet. At Hamilton there is a major crossing with no signal: the plan worked in a small pedestrian refuge. For the car dealers we'd ask that they go beyond what they have done with planters now: working in decorative fences, anc climbing plants. At Dempster, he continued, we weren't able to gain any space, but there is a tot at Dempster with the jog in the street already. Mr. Calpino showed some preferred site furnishings like benches, tiles, nice bus shelters, bike racks, a common place for news boxes, tree grates, and kiosks. Mr. Feldman thanked him for the presentation. Mr. Jennings said we talked about funding issues and possible implementation strategies. He noted it is a 3• phase process: first, a concept design, which is where we are; phase two is preparation of construction documents, plans and specs for bidding. Costs were estimated in the $7.5 to SB million range, which he said was not too far from what we've seen in recent streetscapes. He noted Howard St. was around S3 million and was half the space as Chicago Ave. Some infrastructure improvements were included in the Chicago Ave. plan that were not in the Howard 5t. streetscape: there is an undersized water main to be replaced before the surface work to be done. Also, he anted out, this project has traffic signals to be upgraded as ppart of that number. Ttie amount of funding appproved to date is $280,000, outside of the concept which is paid for. That is about half the design cost fir this pro ect. Other issues to discuss, he said, included other streetscape pro ects on the horizon that we need to wild a funding strafe y for. One way to build this job, he recommended is in three phases: one possible structure is South Blvd to Kedzie (2.i million); Kedzie to Greenleaf (52. million}; and Greenleaf to Dempster (53 million). Mr. Jennings said we recommend starting from the south, as development is already underway at the south terminus. We have some ideas about seeking funding, the basic one being Capital Improvement Bond Funds. There are opportunities for MFf funds for resurfacing and water funds for water main replacement. There is the idea of doing a Special Service District (55D) as done downtown, and other grant -type funds, some of which we have been unsuccessful in applying for (CMAQ funds for signals). There's a chance, he noted to get some grant funding for park area landscaping tied into the streetscape. That was what we were looking at. He noted it is a lot oi money and involves many elements including demolition of what's there, and - a big part - replacing the lighting system. He noted street furniture can be expensive, trashcans are SBOO apiece for this quality, and planters, signage, identifiers, etc are all necessary. Costs are involved in adjusting gas and water utilities already in the street. Then there are design and construction management costs. He invited questions. Alderman Wynne clarified that this is not a request for the funding at this paint: it's a request to accept the plan and, in the future, we will look at funding strategies, much like we accepted the bike plan. It was pointed out that another agenda item tonight is, if the plan is accepted, to start the Phase Two design work; we would like to provide direction to things happening on the street now. Alderman Wynne noted the Dubin project, and said this is an opportunity for us to give him something accepted and engineered as a streetscape plan for him to build as part of his project- it's an opportunity for us to leverage our dollars that way. Other developers havecome in asking t6i same question; it's important to have something to give them. It's a way to kickstart the process with a plan accepted and engineered so developers could get some of the design done. The project manager for the Dubin development wished to work with the City to develop the goal of the streetscape. He said his company has postponed letting certain contracts regarding the streetscape plan. We hope to have the first units ready by June he said, and need finalization as to the streetscape work. They saw partnering with the City as beneficial to all. He asked, in terms of time, for a level field to play on as any other developer would have. Other choices would be using the existing street and sidewalk design. He noted the gas company was ready to install in the right-of-way and the need to confirm where those lines would be. He said it was of the essence to have a design in the near terra. Alderman Feldman asked if there had been discussion with the City as to financial contributions, arranggements or responsibilities and was told es; their permit stated they would cooperate with the City regarding the streetscape plan. Dubin had budgeted for tree installation and grates - standard ones at this point. They did not have pavers priced into the budget at this point because there had been no ordinance that it was required; but, the project manager said, we would work with the City on this. Alderman Engelman asked if the street was to be narrowed. W. Jennings said yes, that was where we get the extra sidewalk: 3' 9" on one block. Curbing on the west side gains close to 4'. Alderman Engelman asked if, from South to Kedzie, permission was needed from the CTA for the west side of the street. Mr. Jennings said not to move the curb, only if we wish to add anything to the CTA wall. Alderman Engelman interpreted that you're letting the other jurisdiction deal with what they've got and we're just hiding it. Alderman Feldman asked if discussions had been held with adjacent property owners about an SSD. Mr. Jennings said not to his knowledge. Alderman Feldman noted they would have to take a vote on the issue. Alderman Wynne recalled Mr. Sprout used to raise this issue as a potential funding device. Alderman Feldman commented that you're asking the City to start on a section, and he assumed there are other property owners. Alderman Wynne said what is proposed tonight is just the engineering from South Blvd. to Attain . not to embark on the streetscape other than the Dubin property. Alderman Rainey asked what the $200,000t included. Mr. Jennings said $2i3t3�000 was set aside for the capital improvement plan for the phase two design, plans and specs, construction drawings, for a portion of the project, about half the design work. Geographically, half is South Blvd. to Main: that's short of bidding: plans and specs and development of a phasing plan. Alderman Rainey said this is being driven by the need for Dubin to know what to do, Mr. Jennings confirmed, adding it's hard for us to tell him where to put a curb absent an approved plan. Asked how the work would be paid for, the Dubin rep said we are under contract to repair and replace anything we destroy, i.e. the sidewalk, during construction. Part of that includes tree grates, etc, We need to know if we're replacing it to the existing curb line or is the City going to relocate the curb, who's going to relocate the curb, and when will it be done. Alderman Rainey could not believe that the construction of the intersection would be done by June: in her experience the timing was unreasonable. She supported this, but thought these were unrealistic expectations. Alderman Wynne explained this is the prc.4iuct of several years' study and community support, and would at least like the plan accepted. She said this is a large stretch; we would like to have as much ability to shape it as we can. We also have other developers approaching us and we don't wish a hodgepodge as we have now. We would like a more integrated welcoming corridor. Alderman Feldman did not know if when the Dubin project starts Mr. Jennings is ling for the funding to start from South Blvd. all the way to Kedzie. How much are we asking for and what are we doing with it? Do we leave the project after Dubin does what he's doing and we do nothing further until we find acceptable sources of funding? Alderman Wynne said until we find funding, no: but we get 700 feet of it done. It's a start and a plan we have. if we don't start at some point the Dubin property does something not in the plan. Alderman Feldman was Interested in knowing the process by which we develop an acceptable form of funding for this. Alderman Wynne noted we accepted the bike plan without funding sources. The point is we have a bike plan and can then look for funding for it. flow do we know what to look for money for, unless we have the plan? Ms. Aiello pointed out there are other developments that are corning forward and that we would like to take advantage of with a plan in place. The City could benefit by the developer putting in the streetscape. We have to have an approved plan and start the engineering work that we have CIP money for. Alderman Feldman was interested in an SSD. He would like to see this done, thought it important and one of the directions we should be looking. It was hard to justify the City spending $7 million on this in front of existing condominiums when a person with a bungalow and a broken sidewalk has to pay 50 percent, and these people do not. Alderman Wynne did not disagree, but noted there were many ways to develop funding, and if we got CMAQ funding it would be a large portion of the cost; SSD's were just one of the ways Alderman Rainey clarified the full cost of the design is just under $600,000. While the SSD would be Helpful, in the meantime the work we do from South to Kedzie would not be contributed to by the Dubin development. She asked if we saw Dubin making a contribution? Alderman Wynne and Ms. Guderley noted discussions had been held on that very issue. They clarified the construction cost from South to Keeney was $844,000, for both sides of the street. Alderman Moran said we are talking about a substantial strip of land; Ms. Aiello made reference to other developers. One of the difficulties he saw is it seems we're getting the message we need the plan so we can form the redevelopment of this stretch of land. He was not convinced this was the correct flow path: a substantial part of the run is commercial space and ripe for redevelopment but was concerned we develop a plan without understanding what the redevelopment would be like. Aere's a related concern that he felt: as redevelopment proceeds up Chicago Ave. We have reached a point that we need to look for the money to go, not from the City to developers as incentives, but from developers to us in terms of improvements and impact fees. Also, we need an organizing concept or concepts for a financing mechanism: it did not make sense to say if we get CMAQ funds it will take $1.2 million off, when we have been told it's been denied twice. Another thing: it looks like a nice plan, but to grant a concept approval when the entire conceptualization and implementation of the project is not clarified: it's one thing to say these are pretty pictures; another to say 111 vote for concept approval. This may give rise to expectations that may or may not be realized. Without the whole package it s a serious other thing, he said, adding that the plans and concepts are wonderful and he'd like to see them spread throughout the City. What bothered him is our basic infrastructure deterioration in the City: to embark on an ambitious plan like this is hard to reconcile, and we're talking about a five-year street repair plan, but we haven't really made provress on it: can we do any better than that? The neighborhoods are pretty torn up: what did he say to residents, that he will vote an S8 million plan? It's a question of priorities and he did not know if it was the right thing to do now, with the position of the City financially and infrastructure -wise. Alderman Jean -Baptiste said, as he envisioned the plan, it's beautiful- trying to determine the timeline, how do we envision it in terms of what we know now? Secondly, how do we come to the determination as to how we move things upon the priority list? Does the Planning Dept. study and analyze areas and come up with a plan, or does the area of work or geographical area come from an overall plan? Lastly, what is the likelihood of getting funding from the various sources and how much can we expect to get by when? Mr. Jennings said some of the funds are more City -controlled than others and a commitment would have to be made to spend a portion of 1MFT and Water funds, etc. The other funding sources less under our control are harder to say in terms of timingand amounts. If an SSD were approved we'd have a financial pIan at that paint for that one. He noted 1AQ is a repetitive application program. As far as the grants ga, he had no number yet. It's very early in the process and part of the process would he to develop the funding plan. Re: the timeline and how this became the priority: it came out of the planning process that has gone on since 1997. Ms. Aiello added it's been a sequence of us looking at the neighborhood districts: frond downtown to Howard, to the west side; there's money in the capital budget to look at Central St. and smaller commercial districts: the idea is to get a plan for all the neighborhood business districts. After that's in place you can develop the funding plan through various sources. We are trying to take advantage of the opportunity with Dubin and other developments on Chicago Ave. Alderman Feldman said that when talking about all these things coming around, and a plan for funding all of them down the line, any money the City spends by itself would be taking it from other projects. Ms. Aiello said the premise Is all our street and all our neighborhoods need infrastructure improvements. It's just a matter of degree. Not one of the areas doesn't need a shot in the arm. In the past we focussed on the downtown, then moved out to the neighborhoods. Howard Street concept plan probably took two years to put together. All neighborhoods need a plan to begin figuring grants that may be available, op ppoortunity for private investment, etc. Alderman Rainey noted that if half the engineering drawings cost 5280,000, maybe -the next half won't be as much. Second, she really liked the willingness to do just the first piece of a phase. The whole is a bit much to start. MFT and water funds are for paving and water mains, That`s what we use them for, she explained: that's a given. Whatever we get done, some other street doesn't • get done. Alderman Feldman added it's our job to determine which streets are most important. Alderman Rainey said the thing that scared her about an SSD is you have people moving into these buildings: they will be shocked to be asked for this. It's different asking a bank or store; but when you start asking condos she did not even know how it could be assessed. She noted some of the streetscape plan was a bit much, and that there would be value engineering: on Howard St. we went from 59O,000 to $2,000 on planters. Mr. Cook commented that that was one of the reasons he'd like to see the plan -you're not going toget a handle on this until you get something down, to put some hard numbers against. Alderman Rainey suggested that Mr. Dubin be sent a message to kick in a bit. Alderman Wynne pointed out this is the outgrowth of a long planning process; that it was known this would be a commercial corridor that will change over and It did - we have statistics showing 400 new condos on Chicago Avenue. Development in Evanston is downtown and on Chicago Ave.: it carries 20,000 cars a day. lts tax value is very large. To address Alderman Moran's point, she said this is the product of a thoughtful process and we have seen the trends occurring, recognizing it s a complicated process, but it doesn't have any integration in terms of looking like the rest of Evanston or being easy to negotiate by driving or walking. Her point is this isn't all going to happen in two - three years. There's recognition by these people in these meetings that it's something we're hoping to do over time, ;jut we have to have a plan to start with and this is part of the culmination of the tong planning process started in 1997. We're not asking it to take priority over any other streets. Alt we're asking for is to approve the plan and get the numbers attached to it and get 700 feet done now. Its critical to act now: there's another 300 feet of development for which we need to say this is the streetscape. She said once we miss the opportunity, we really miss it. It's not saying we're funding $8 million over all other needs in Evanston: it's about getting the plan going. Alderman Newman agreed with much that was said, but did not like a situation where we had to act now. Can we go two weeks? Mr. Jennings had numbers we do not have now, He was unsure of getting impact fees. One thing, he pointed out: we have a situation that the condo owners may not want to pay: the alternative is the capital improvement budget funded from real estate tax: you pick up the bill for those condo owners who don't want to pay. There are no CD funds as Howard St. had. He suggested a couple of things we need to do: the green part and pavers are basics that are essential, but we need to have some options. He loved Tatlmadge lights but was unsure CMAQ would pay for them. It was clarified CMAQ paid for traffic lights. He recommendeJ vetting the numbers on the components of the plan; and convene a meeting of the people who would be in the SSD and see what contribution they would be willing to do. We have to understand that as part of what we wilt decide. Vie have to have some type of policy on this, he advised, and if people in the neighborhoods have to pay half the cost of sidewalk costs, then we need it in place as we start the plan. He reminded people of sidewalks that needed replacing 18 years later in the downtown area. He wished to supppoort a plan, but one with some options so as we go forward we can think about the support we'll have, the 'Tallmadge lights being an example. He'd like to go forward on the SSD meeting, and have the understanding that we may not do all the plan,, depending on the financial situation. We said we need to know when the information has to go to Dubin. Mayor Morton noted that, as stated the design monies are already approved to fund a portion of the construction on this block. How much of the $280,000 has been used for the design? She was told none. Asked how much it cost for the design, Mr. Jennings estimated $600,000. The Mayor asked if the rest of the money would be used for the construction, and if we would have to get $280,000 more. Where would that come from? Mr. Jennings noted this reference was to point four in the memo: we tried to point out some things still needing to be answered. This was a talking point about how much of the cost goes to the developer and how much is borne by the City. It was a question: there will likely be City costs Involved if the curb moves; the question was are we willing to spend some of that design money in that case? It's an issue that needs to be addressed. Alderman Moran understood the need to move forward with the Dubin project; but thought it a mistake for the entire process to be driven by the exigencies of the Dubin's 700 feet of the project. To decide all that must be decided funded, etc. because of the Dubin project didn't make good planning policy. If we need to move forward we shoutd do so for this stretch, but to say we'll figure out the rest later isn't a good decision process. Alderman Rainey said that was not what they're saying; they're saying pass the plan so it will be cohesive. If we can come up with the money then we can do the segment from South to Keeney. Her point about the SSD isn't that it s not a fabulous idea, but that you can t make owners have it: they must vote for it. She had no idea what we would ask them to kick in. She really thought if you don't take the step now, when do you take it? She was only willing to support the design going forward tonight; then they need to come back when that's done and staff can be looking for money. Alderman Feldman pointed out that staff was also asking for construction money. Alderman Rainey disagreed. Discussion continued on why this would cost something if the plan were authorized and there would be need to come up with money for part of the plan. Alderman Wynne noted that may be a part, but it was also an opportunity for the developer. She suggested approval of the plan and separating out the engineering item. Alderman Rainey thought what was being asked was authorization of the design work and spending $280,000 on design. Alderman Feldman said what was not in there was our contribution to the construction on the Dubin area. We have no say if we authorize this tonight: we are committed to a certain amount of money that we don't know about to implement. Mr. Jennings said if we approve the concept plan and hold the other item we would have the ability to work with the deveioper, and perhaps develop a couple of scenarios. Alderman Bernstein felt this is not an immediate decision: it's been in process since 1997. It's ___ the culmination. We are asking two things tonight: a conceptual idea for which we need funds to put it on paper; and the exigencies: to fund our portion of the Dubin 700 feet, but if we don't act quickly we lose the opportunityty. it's not as if we're coming here for the first time and saying let's do this. Alderman Feldman said tfiis is the first time it's come before this Committee. Alderman Bemstein pointed out this f, is a continuation of a process. Alderman Feldman acted the need to proceed professionally and thoroughly. The Dubin rep said we are concerned with your timeline: to table another two weeks, when we're ready to let the contracts now and are 26 weeks away from occupancy. There is no streetscape plan for us to use. Alderman Feldman noted the thrust was to approve the plan tonight and not the other side of it, so you would know what the plan would be. He supposed you could find out the various costs once the plan was approved. Alderman Rainey said not until you have the construction drawings. Alderman Feldman explained we will address this issue in a few minutes and vote on it. This ended the presentation. APPROVAL OF MINUTES Alderman Jean-Ba tiste moved approval of the A&PW Minutes of November 11- Alderman Moran seconded the motion. Mr. Franz noted staff had caught a correction: the figure for the purchase of laboratory cabinets (Item A3.3) should have been $34,930. The Minutes were unanimously approved as corrected. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following 11 items on a consent agenda for recommendation for City Council approval: (Al) City of Evanston Payroll throu:Zh 11/21/02 - The payroll total through 11121 was $1,873,634.36. (A2) City_ of Evanston Bills through 11/26/02 -- The Bills List total through 11/26/02 was 52 1V,L*b.11. alderman Kainey asKea wriat the i. i r Engineers Vulnerability Study was. Mr. Jennings said it's the security study for the water plant: we received 100% federal funding for that. (A4.1) Change Order #1 for Butler Park Redevelopment Project - This Change Order, for Clauss Brothers, red6ceo the contract price oy �t4,dvy.vu, from ytscs, tio.rj to $808,715.83. (A7) 2003 Motor Fuel Tax Street Resurfacing Program - Preliminary DesIRn - This item gave preliminary approvat for the zuw mt- i resurfacing program, tundeo througn ml- I and CIP funds. {AS)) Ordinance 121-0-02 - City of Evanston 2002 Property Tax Levy Ordinance - This Ordinance, = for introduction, tegalty imposed the t.ity property tax Levy of yLu,.Wb,c64. (A9) Ordinance 122-0.02 - 2002 Property Tax Levy Ordinance/Special Service Area #4 - This Ordinance, for introduction, tegatty imposed the property tax levy, yZbU,UUU, for speciat service Area #4. SA10) Ordinance 123.0.02 - 2002 Township Tax Levy - This Ordinance, for introduction, legally imposed the property tax Levy for tvanston iownsngqip, , ,226,805, would increase uasS O 0ticensese notase to lexceedi lu, wuor itn the addition no i Los Alcoresirlondc introduction, Restaurant Gio, 1629 Chicago Ave. (Al2) Ordinance 125-0-02 - Increase in Class D Liquor Licenses - This Ordinance, for introduction, would increase Liass u ucenses trom Ls to L4 wttn we addition of 3-D Enterprises, Inc., dba Vive LaCrepe, 1565 Sherman Ave. (A13) Ordinance_ 126_-0-02 - Increase in Class b Liquor Licenses - This Ordinance, for Introduction, would increase Liass u licenses from i4 to «with the addition or vozika, Inc., dba Dozika Pan -Asian Cooking li Sushi Bar, 601 Dempster. (A14) Ordinance 127-0-02 - Increase in Class 8 Liquor Licenses - This Ordinance, for introduction, would increase Liass b ucenses, not to exceed nine, witn the addition of Brinker Restaurant Corp., dba Chill's Grill fi Bar, 1765 Maple Ave. Regarding the vote to recommend the above 1 f items for approval, Aldermen Moran and Jean -Baptiste moved and seconded the motion and motion passed unanimously. ITEMS FOR CONSIDERATION (A3.1) Lowest Responsive and ResQonsible Bid, throuti State of IL Bid Process, for 2003 Dodge Caravan E Cargo Mtntvan - l tie taw bidder, through the State s bid process, was slob Ridings, Inc. in fhe amount at yL1,LsL including delivery and 7 yr./70,000 mile extended warranty. Alderman Jean -Baptiste referred to the statement that the vehicle was in service 8 years and repair costs are escalating. He asked what was meant by that and Ms. Radek answered transmission work, body and doors - she offered to get the details, as well as the mileage. Asked how much we use the current vehicle, Mr. Jennings said every day, six hours per day. Alderman Jean -Baptiste asked how many are on the street to do parking. Ms. Radek explained this is the only one that does meters. She explained how the vehicle may stay in one area, or mace to several. Aiderman Jean -Baptiste wished more information about escalating costs and how the machine has been in service, etc.; otherwise, he said, we are asked to approve something almost on blind faith. Mx. Jennings explained it's a scheduled replacement; it's our opinion it needs replacement- we can certainly bring you all the information; there was no attempt to hide anything. Alderman .lean -Baptiste asked Pit was Mr. Jennings' perception that the Alderman was saying he was hiding something and was answered no. Alderman Rainey noted the monies come out of the dedicated parking fund: it's budgeted and nothing extra is charged. She supportf.d the purchase. Alderman Feldman had had a conversation with Ms. Radek about the possibility of an Evanston dealer for this purchase. Ms. Radek said she had talked to the salesman twice and sent the detailed specs. His vehicle was not built for the commercial market. If we wanted a plain passenger van that was a different application. The dealer had not faxed back a price to her. Alderman Feldman understood it would be difficult to award this because we would have to put it out to bid if we did not accept this bid. Alderman Horan moved to recommend approval of this purchase from Bob Ridings, Inc. Alderman Ramey seconded the motion which passed unanimously. Alderman Jean - Baptiste asked that information on this matter be provided. fA3.2) Lowest Responsive and Responsible Bid for the Fleetwood -Jourdain Locker .Room and Lift CConstruction Project - ims oia was from belmontee Kaplan at a cost of �>Ldi,iuu, tunaea tnrougn the CUtsc., Program. Altlermen Rainey and Moran moved and seconded the motion to recommend approval. Alderman Rainey said the only word she could think of concerning this bid was "fishyy." We granted $281,000 through the CD program and these bids came in, ranging from $417.000 to 328,000, with the exception of one bid that came in at $281,200. She had grave concerns about this bid; there's something unusual, and she would like staff's discussion on this. Mr. Gaynor said staff checked the references and there had been much staff discussion. They are the low bidder, he said, and we have no reason to question the bid. Alderman Raineyasked, when he came to the CO Committee, what the grant was for. Mr. Gaynor said a year ago we askedfora grant for the lift and locker room. We were given enough money for design and specs for the lift, locker rooms and construction of the locker rooms but not enough for the lift. This year we requested the balance for the lift, about $83,000 additional. Alderman Feldman agreed this was an interesting item. On voting, motion to recommend approval passed unanimously. iA4.2) Change Order #12 for Meyne Company for New Levy Center Project - This Change Order would ncrease the contract by Sti,1/6, rrom y�,StSti,U�I to W,SNb,t4/. tunaing is through the CIP and in part private donations. On voting to recommend approval, motion passed with Alderman Moran voting nay. (A5) Special Event: Annual First _Hight Evanston Celebration - Alderman Moran moved to recommend approvat; Alderman Kainey seconaed and asKea where the tireworks were to be. Mr. Gaynor said they'd be in the alley, and should not go beyond 120 feet up above the garage. The stage will be placed south of Davis on Orrington. The fireworks will be shot straight up above the construction site, the backdrop being the garage. On voting, motion to recommend approval passed unanimously. . (A6.1) Approval of Chicago Avenue Streetscape Concept Design - Alderman Moran requested holding this item; he said we need a plan. A lot of trie things there are no answers for we need answers for. When we have answers, we should vote on the plan. Alderman Rainey said that evidently she had read this differently. She saw approving the concept as providing support encouragement and approval for the neighborhood planningprocess for the streetscal design. She dia not see it as the ultimate, final design nor approval for the funding phases - just the concept. Alderman Moran said voting tonight would be for money to design this plan. -Discussion continued about staff's request to approve the concept, as well as spending money for the design. Alderman Rainey did not see approving spending the money for the design (next agenda item) as making a commitment to anyone that on June 1 there would be a whole new sireetscape in front of the Dubin building. Alderman Jean -Baptiste said he was trying to separate the two issues: approval of the Chicago Ave. Streetscape concept design; and authorization to negotiate a price for design work for a section of the streetscape. It seemed in the discussion of negotiation of fees we would get into modifications, etc. But the initial design doesn't obligate us to commit any money right now. He thought we could approve the design and hold the second item. Approving the design doesn't mean implementation. Alderman Moran said he thought we needed a better sense of an envelope on this, to understand where we're going with it. In these items we have two different things, but the second advances considerably past the first one. How far, he asked, do you want to walk down this path when you don't know the next step. It doesn't behoove the planning process to jump on the initial steps when we don't understand how It will proceed. Tonight should not be the be-all and end-all. He said if he had a whole plan he could look at it and know where we're going. In this case we don't know: we have no costs, etc. He said you can say approve the concept and design, but then you're in "never-never land" after that. Do we want to go that far? Maybe we can get there, but tonight we're not there yet. Alderman Jean -Baptiste interpreted that the issue being raised is why it was brought in two phases. He quoted from the first agenda item's memorandum: "Upon approval, staff will begin to address the funding and phasing issues and will bring a recommended plan back to City Council." He said if both items, A6.i and A6.2 were combined, we would have to look at everything before deciding. He believed we were asked to approve a vision and have an opportunity to discuss in greater detaii the cost phases, etc. of the project. But as development is going on, how do developers know what to do, if not based on the plan and vision for the area: streetscape, curb cuts, ifghting, etc. He understood what Alderman Moran was saying, but was orenared to anorove item A6.1 and hold A6.2. 0 Alderman Feldman asked how much of item A6.2 was needed for involvement with the Dubin people? Do you need it for that "section of the Chicago Avenue Streetscape' ? Mr. Jennings said no, it's for about half the project. It would include the section development is happening in now. Alderman Feldman asked if It was needed now. Mr. Jennings said we would need approval of the concept to do anything. If we don't we tell them to build the curb as it is right now. If we do approve it, we need to look at some scenarios vis-a-vis his sidewalks. Alderman Rainey asked if that was the design; Mr. Jennings said the design will actually evolve in this phase two. We will took at all these items: the design right now is a concept. The true design wit( happen in phase two. By the next meetingg we can tell you some of the options about the sidewalks Dubin needs to operate on, costs and timing. Aldarman Feldman will support the approval of the streetscape concept design, but said he wilt took very carefully at any type of expense regarding this issue, and is interested in a grand plan for financing. He wanted to see something like an SSD where we know our responsibility, the citizens know theirs, etc. He was willing to support this first step and hold the second item for three weeks. Mr. Jennings felt this was reasonable. It was clarified the motions should be approval of A6.1, the approval of the Chicago Avenue Streetscape Concept Design, and holding of A6.2 for refinement and clarification at the next meeting. Alderman Jean -Baptiste moved approval concerning A6.1; Alderman Rainey seconded. Motion passed 3-1 with Alderman Moran voting nay. (A6.2) Authorization for Design Work - This item would authorize negotiation of a price for design work for a section of the t.hicago Avenue �,treetscape. Alderman Rainey asked, in these three weeks, what would be done? Mr. Jennings said he was trying to bring some options back of different things that could happen to meet certain goals, like getting sidewalks in front of the development before it opens. He will plan some different scenarios. He felt we need time to talk to them and figure the best things to do. Alderman Moran commented that this gentleman needs to build his building and we are going through all this stuff we don't know the answers to - we shouldn't let the tail wag the dog, he said; and suggested Dubin work on a plan to do what needs doing to get the units sold and move people into them. Then, when we have a plan we will come back to this gentleman. Alderman Feldman noted it would be the Council to make that policy. He noted the motion is to hold this item for three weeks. On voting, motion passed unanimously. Mr. Jennings noted that Council Agenda Item (Al9), Ordinance 115-0-02 Pertaining to Failure to Display a Vehicle Sticker, had been redone: the effect is the same, but staff tried to clean it up and are recommending a substitute Ordinance. it must be acknowledged that this is a substitute Ordinance; it's different because it breaks out purchasing and display of the sticker. It's a better means to enforce the Ordinance. Discussion ensued about how it is known someone bought a sticker and did not put it on the car vs. having no sticker, and how the ticket will be written. The Committee discussed if someone bought and did not display, and the information accessible in the hand-held computers (of Parking Enforcement staff). It was noted the Police Dept. did not have access to this information on hand-held units, and therefore a ticket would be written. Alderman Feldman noted if one drove without a sticker, people would be thinking you can drive without a sticker in Evanston, and when the sticker is not on the window it takes the time and energy of Police and Parking Enforcement. You save the encounter by putting the sticker on. He will Introduce this item as a substitute motion. ITEMS FOR DISCUSSION (APW1) Discussion on Proposed Bicycle Helmet Law - Alderman Feldman said that this item was brought at the initiation at a citizen, ur. uotaen, wno naa a mend fighting for his life due to a bicycle accident. He noted Skokie just passed an Ordinance, a copy of which was in tonight's packet. He felt the vulnerability of people without helmets was so great that it was like a death waiting to happen. Dr. Golden noted when he drives his children to the high school, he sees 20 kids without helmets. His friend is in serious condition and he'd like to have an ordinance where everyone is required to wear a helmet, but at least we should be able to protect our children. Xderman Rainey noted the Evanston Fire Department each summer has a bicycle safety fair where they give away helmets. She added that some kids who receive helmets are riding the next day without them. Alderman Feldman said the issue of what to do if kids cannot afford helmets is one Skokie is dealing with, but with our program there's no reason they should not have helmets. Alderman Jean -Baptiste asked how much participation we get in the program and was told that as many helmets as are bought are given away, but staff sees those kids drive by without the helmets. Mr. Terry informed that there are only about 20 states with helmet laws and 90 municipalities. Most apply to children, but some are age -comprehensive. It's universally accepted that wearing a helmet is a good thing. He thought 20% wear them; there's a decrease in head Injuries in municipalities that have a helmet law. Alderman Feldman recommended that the Law Dept. drat an Ordinance. Ms. Brenniman asked if it should be drafted similar to Skokie's, for individuals under 16. Discussion ensued about raising the age to 18 or to adult. Ms. Brenniman will look into this and Skokie's decision. Alderman Feldman added that the issue be heard in administrative adjudication. Ms. Brenniman explained these tickets are treated as compliance tickets: when the helmet is shown in court the ticket is dismissed. She noted the State statute that pre-empts regulating helmets for motorcycle riders. It was agreed to use Skokie's research and draft an ordinance. Communications (APW2) Police Officer Vacancv Report - Alderman Rainey noted we were down 10. (APW3) Parkway Tree Plantinq Timeline Alternatives - Alderman Rainey asked if this were a budget issue; Mr. D'Agostino Baia yes - there are a lot of options provided. Alderman Rainey asked, if we were to have all our tree planting done privately, would it be cheaper than having us do it? Mr. D'Agostino said we did so once in the past and it was about equal in cost. (APW4) Fire Dept. Monthly Report - Accepted. (A.''W5) Fountain Square Design Charette -Alderman Rainey thought it was great. She asked if Aldermen . are invited. Nu. Aielio said no, nor are Lity staff: just landscape architects (from the American Society of landscape Architects). Discussion contfnued: on December 12 people can come to give input to the group, and the City can do what it will with the designs they will generate at no cost: accept, reject, etc. A memo from ComCast, announcing its transaction with AMT Broadband to create the new ComCast Corporation, was distributed. There being no further business, the Committee adjourned at 9:10 p.m. Res fully submitted ` c. Darlene E. Nilgges Executiye Assistant DRAFT — NOT APPROVED r • 1 3 DRAFT - NOT APPROVED MINUTES ADMINISTRATION Fx PUBLIC WORKS COMMITTEE Meeting of December 16, 2002 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, At Berkowksy, Cathy Brenniman, Carta Bush, David Cook, Paul D'Agostino, Zeltee Edwards, Mark Franz, Douglas Gaynor, Susan Guderle David Jennings, Dennis Marino, Darlene Nilges, Bill Stafford, Jay Terry, arbara Zdanowicz Others Present: Bob Seidenberg, J. T. Murray, Alderman Wynne, Jonathan Perman, Chris Casacchia Presiding: Alderman Feldman SUMMARY OF ACTION Alderman Feldman called the meeting to order at 7:16 p.m. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the AftPW Minutes of November 25; Alderman Rainey seconded the motion; and the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following eight items on a consent agenda for recommendation for City Council approval: (`A3.1) Chance Order 111 for Construction Manaqement Services Fire Station #3 -This Change Order is with Lath Associates Inc. at a cost of 515,tHX1, increasing tie total contract from $150,500 to $165,500. (A5) Traffic Calming Plan: Allev Speed Bumps -- This item would place speed bumps in the 1800 block of Asbury (west attei). AG) Resolution 97-11-02 - Agreement between City of Evanston 8 Evanston Environmental Assn. EEA - Ihis Kesotution would authorize a 51LU,(= loan from the City to the LLA. (A7) Resolution 100-R-02 - Lease for Congresswoman Schakowsk - This Resolution would authorize the Lity manager to enter into a montn-to-montn tease agreement for Civic Center Room 2203 with Congresswoman Schakowsky. (AP) Resolution 103-11-02 - Lease Agreement with Brinker Intl. (Chili's) - This Resolution would authorize the LILY manager to enter into a tease agreement for temporary office space for Brinker Intl. (Chili's) at the Maple Ave. Garage. rAl1) Ordinance 130-0-02 - Increasing Tobacco License and Vending Machine License Fees - This ordinance, being recommended for introduction and action tnis evening, would amena sections 3.16-4 and 8-8-7 of the City Code to increase fees for tobacco and vending machine licenses. (All) City of Evanston Payroll through 12105/02- The payroll total through 12/05 was S1,813,526.90 and IAcj Lity or cvanston unis tnrougn 1 uti 11UL - The Bilts totaled $4,322,309.91. Alderman Rainey asked, when an Item is on the trills List such as "Sanitation -- $800" if it would be too hard to say this is for three or four months' worth of bills? That way it would not be alarming. Mr. Stafford explained the limited amount of space available, and said we could have a bill in dispute and wait three months before paying. He did not want to promise something he could not deliver. Alderman Rainey asked if this situation will change once JD Edwards' system is installed. Mr. Stafford said it will be better, and in a different format but even then there will be a limited amount of Information. Alderman Rainey commented that s6 would just keep asking. She noted another item on the bills List, the Fleetwood-Jourdain Theatre rent for over $30,000 which illustrated the problem. On voting for recommending the above eight items for approval Alderman Rainey so moved; Alderman Jean-Baptlste seconded the motion; motion was unanimously in favor. ITEMS FOR CONSIDERATION (A4�Authorization for Desfen Work for a Section of Chicago Avenue Streetscape - This matter was held at t e Last LommAtee meeting. Mr. Jennings referred to the matenaLs nanaea out and in the packet. The latter referred to where we were In the process as of last Friday. We put some options out as to how to proceed: they involve using the existing curb line, moving it later, and constructing a portion of the new Streetscape in the next construction season. The December 16 memo is a report from a meeting today, with Dubin representatives, staff and Alderman Wynne. We tried to address how to proceed from this point. At the last meeting the Council approved the concept design of the streetscape, but not the authorization of any funds for the design or construction of the project. We have a construction project on the east side of Chicago Ave., he continued in the southern-mcst block of the streetscape. Given the concept design was approved, we e;anted to take advantage of the vrork being done now and how to mesh the streetscape with the residential project. Earlier we recommended taking a portion of the $280,000 approved for the design and splitting it between the design and construction. We spoke to Mr. Dubin and were given a proposal of their coritnoution to the streetscape. The recommended method is authorization to split the design work into design and construction, and accept an offer of $125,000 from Dubin Residential to construct the streetscape in 2003, including moving the curb line on the east side four feet to the west. It does involve City casts so we are recommending using some of the design money, estimated at $90,000 worth of City work needed to compliment the work paid for by Dubin. The construction method would be that Dubin would pay us the money and we would do the job. We'd have to compliment their offer with some City money to build it. Mr. Jennings noted it's only the east side: the final streetscape includes both sides. It's a little over 700 feet and wiR give a good idea of what the sti eetscape would look like for the rest of the project. He said we're not recommending a funding strategy at this time. This is an opportunity to get started. Alderman Rainey did not know about the $125,000 until today, but felt the explanation given was the best outcome that could be hoped for given what we heard at the last meeting: that this developer, who doesn't have to participate in a streetscape project, to make this mini -demonstration project possible is an excellent thing and wonderful examp!e for the rest of the community. She appreciated his coming forward. The thought of doing things twice (one of the options) made her crazy. Just to do the east side, focus on this project and sidewalk will give us a great idea of what it will took like overall, she said, and perhaps raise some questions for things we might extend to the rest of the street. She congratulated Alderman Wynne and staff for the great work. Alderman Moran did not understand parts of the memo: he quoted "We do not know the exact split, but the streetscape work is probably in the range of S60,000 - $70,000." He asked, when you say the streetscape work, what are you talking about. Mr. Jennings said it was that work that would be made necessary by moving the curb and doing the streetscape elements- the developer has an obligation to do the work on the r-o-w; that would entail demolishing and moving the curb, doing street trees with grates and in the proposed plan having a combination brick and concrete sidewalk. The other work required would be removal of catch basins (approximately S10,000). Alderman Feldman clarified what the developer atone would be required to do without this plan. Mr. Jennings said it would entail replacing the walk, doing the street trees, generatly not the replacement of the lighting system. The trees, he noted, are gone presently. Alderman Wynne noted the curb cuts would be eliminated, the street trees planted as part of their landscape plan -- any developer who ruins the sidewalk must replace it, and curb cuts no longer needed would be taken out. Alderman Moran asked what Dubin's original budget was for this and was told approximately $50,000 - S60,000. He asked if the $60 000 - �70,000 in the memo referred to the work Dubin would normally be expected to do? Mr. Jennings said it's what they would not be expected to do: the incremental cost of doing the streetscape. Alderman Moran asked if Traffic Engineering studied the impact on traffic flow? Mr. Jennings said it had, though a formal report wasn't generated - it was in the Power Point presentation at the last meeting. We talked about the left turn lanes and volumes. Part of the phase 1 Concept Plan included having a sub -consultant doing an analysis of the left -turn lanes: they counted every intersection and high -volume left turns and developed a plan to accommodate them with run-around lanes (in which cars can pass on the right of left -turning vehicles) or formal turn lanes. Alderman Moran was concerned with the expansion of the sidewalk and planter areas into the street and impact on traffic, especially noting the impact in Wilmette on Green Say Road. Mr. Jennings explained the different type of design for GBR: from a 4-lane to a 3-lane with a turn lane in the middle. He said Chicago Ave. has two wide Lanes with parking on each side. It's a different situation. What we would do is formalize some of the left turn lanes that don't exist now. Alderman Moran said that assumes there are cars on the street, and you want to enhance their ability to turn left. He said he was asking if we have a study of the impact on changing the width of the street. Alderman Wynne termed that critical, and said we did a study in 1998 and the traffic expert looked at the number counts. Alderman Moran noted that we did not have a streetscape at the time. Alderman Wynne countered that we looked at the traffic analysis in designing the streetscape. One of the reasons traffic doesn't flow smoothly is people use Chicago Ave. to get places, turning east or west, and making bottlenecks. One of the streetscape issues was how to create better traffic flow to allow turning functions at critical corners. One critical issue, unlike Green Bay Road, is that Chicago Ave. is only one lane northbound and one lane southbound. The lane widths change: this system organizes it better, allowing for a left turn and better traffic flow. Alderman Moran said his concern was if there'd be any traffic to organize, if people would go up and down Chicago Avenue. He's seen no analysis that has taken cognizance of the issue: you're talking about a difficult traffic situation now. Alderman Wynne asked why there would be less traffic- there have been 19,000 - 20,000 cars per day for quite some time. Alderman Moran said he was asking how many cars there would be after the street is changed. Mr. Jennings said there'd be the same number- there's no intent to divert traffic. Alderman Feldman interpreted Alderman Moran's question as being whether there would be a negative effect on people using Chicago Ave. Alderman Wynne said our traffic experts assumed the number that was in the 1998 study. The streetscape plan was planned to accommodate that number. Alderman Feldman asked if there was a quality of the design that will turn people off into other streets. Alderman Wynne noted Chicago Ave. is an arterial street and that will not change. It's a throughway and that's a given, and we are not tring to create a traffic impediment to get traffic off the street. Alderman Moran found several things problematic; he said that there is no plan to pay for the project, and obviously tonight we are working on a concept for paying for a relatively small portion of it. It was clarified that the total length of the Chicago Ave. streetscape was ca. 5,D00 . 7,000 feet. Alderman t4oran pointed out we have not yet developed a funding plan for the job: there are different options for funding from different sources, including a Special Serrice District. He did not know how we would fund it through a SSD. There has not been a vote of those payin for it: there's been no proposal, let alone a vote on this, so there's basically no plan to ppay for it that Fie saw. He said one is borrowing from Peter to pay Paul: taking a designated portion of tf a engineering budget to use en construction. He termed that an example of an absence of a plan. You're saying vre'��e figured out cost to design it, but haven't figured out how to pay for the construction, so we'll borrow from the design funds to pay for construction. He said putting n a 700 foot stretch and using it as a trial, a test block, is rife with problems: we either know that we're going to do this or we don't. If y,u build it and use it as a test, he did not know how people would respond: who would be tester and testee. It you build it there will be an outcry, he predicted: it will end up either with someone saying this is not working, we must reverse the flow or something- or everyone will say it's delightful and it will be asked that the other 6,000 feet be developed. We'll be doing thinning about how we will pay for the other 6,000 feet, and we'll have egg on our faces at that point. in terms of doing the work twice, he did not expect Dubin would want to waste his money nor we waste ours. You don't do work twice- you do what you have to do to make the Dubin project work. The streetscape should not cause Dubin impediments to proceeding with their project. The minimal amount of work that needs to be done should be done. When the City gets its ducks in a row the streetscape adjacent to the Dubin project can be built out. He thought it would be great if that they make a financial contribution, but another financing alternative is the people who are redeveloping these parcels pay for it. We have a hot real estate market, he noted. He thought we should try to figure out how people redeveloping property on Chicago Ave. can pay for it, or most of it. He didn't expect Dubin to ay twice, or see the necessity of doing it twice: we should find out if the whole project can be financed and when we do move forward to a broad financing scheme. Alderman Rainey could not imagine how two people on the Council could have such diverse takes on this. For every streetscape project ever done, she advised, there was a design process, always a funding Issue first and then implementation of the design and funding for the construction. if you don't have a vision, as the Chfcago Ave. people had, did the study -- this is just a work In progress moving forward slowly but surely. She felt throwing a wrench into this effort is a terrible mistake and did not see that we were holding up Dubin at all. However, if we can cooperate and seize this opportunity to make the street better we should do it. Alderman Feldman agreed. In his discussions with staff and Alderman Wynne on this Issue, his support on this action was not a commitment to support the entire program. He would like to take advantage the developers' participation, and look seriously at an SSD, with a broad participation over a period o time. It's a responsible thing to do, he said. It wouldn't mean It would not cost the City money, but it would be shared by those who would benefit from it. He was willing to start this and the worst that could happen is there vn-ll be two blocks that would be tree -tined and delightful. It's a way of exiting the long open stretch from Howard St. to South Blvd. as a welcoming gateway into Evanston. Most of us, he said, are committed to exploring ways that over time Chicago Ave. could achieve this kind of streetscape. Alderman Jean -Baptiste agreed; he thought we should heed the suggestion, incorporate as much money from the developers aspossible. His support was for this initial stage to develop the vision. When we get to the next phase, we have to took senously at what's available if we can afford it, and where outside funds may be coming from. Alderman Rainey noted that you do not enter Evanston when you get on Chicago Avenue and South Blvd.: Evanston begins at Howard Street, and every inch of the City of Evanston should took good. Alderman Wynne called that a good point, and said every inch should look good. She said there had been discussion of the issue of having this plan and developing a resolution that any new development adhere to the plan and pay for a portion of it. Alderman Rainey moved to approve authorization of design work for a section of the Chicago Ave. Streetscape, Alderman Jean -Baptiste seconded. Motion passed 3-1 with Alderman Moran voting nay. (A9) Ordinance 103-0-02 - Fiber Optic Cable Aerial Easement Agreement - This Ordinance, for introcuction, would authorize the Lity manager to execute a rioer uptics t.aowe Easement Agreement with COS III limited Partnership for installation of an aerial easement on the public right-of-way. Aldermen Rainey and Jean -Baptiste moved and seconded approval. Discussion: Alderman Rainey asked this be off Consent Agenda because she felt she did not have the technical understanding about this item. She wondered why we could not get more money for this (5500). Mr. Murray explained the proposal for a fiber optic line to run from the 2500 Ridge building to the medical records system of Evanston Hospital at 1000 Central St. to carry information to physicians in the COS building. It would run 25 feet above the alley to the roof top of the COS building, just crossing the alley. Alderman Rainey asked how this is paid for. Mr. Murray said payment was $50D and it was their obligation to maintain ft. He noted the cable doesn't touch any part of the right-of-way, and this is just for air rights, and felt the amount generous compensation. Alderman Rainey confirmed that the agreement was Tor 99 years, and asked, if the technology changes, what happened. Mr. Jennings said the easement is for a fiber optic cable; if you abandon the cable, you abandon the easement. Alderman Rainey asked if the ICC or anyone else limited us in terms of fees we could charge. Mr. Jennings said not to his knowledge. He noted one of staff's goals is to develop consistency in easements and fees. Staff had not yet done this. The $500 covers our cost in the matter. There's no "rental fee" of the r-o-w included in this. Alderman Rainey suggested there should be a way to base the fee on the value of the easement to the party. Mr. Jennings agreed, but said we don't have that formula yet. The ggoal is to develop something fair to everyone. Some are not charged for at atl. Alderman Feldman said fie understood this waald be of value over a period of time: the City should receive more than just what it costs. Over tirre our reeds continue and it's not as if this is not important. He felt the people of the City should benefit as the people who have the easement are benefiting. Mr. Jennings agreed. Alderman Feldman recommended amending this Ordinance to include a nominal yearly fee. Mr. Jenninggss said some agreements have i is; we have done it a tat of different ways. Alderman Rainey asked if the t�1/1.'C had data and 1.'f. Jennings expla, red ..e ha+en't done the research yet. It was noted this item could be introduced; vre could gather r ,ire ir.rormation before the next meeting. Alderman Feldman noted that there may be a modification as to a small yearly rental fee. 1Ar. Murray reminded the Committee of the position toward not far -profit eterrients in that they have a generalized benefit to those who take advantage of those entities; in this case there's a private use, but the beneficiary of the service is probably an Evanston resident as well. Alderman Feldman noted as is the presence of doctors in our community. Alderman Jean -Baptiste noted a nominal fee isn't exclusive to that either. It was agreed that this item would be recommended to be introduced this evening. (A10) Ordinance 129-0-02 - Bicycle Helmet Ordinance - This Ordinance, for introduction, would require mandatory use of helmets for those under its years of age while riding or being carried by bicycles on the public right•of-way. Alderman Rainey moved to recommend approval; Alderman Jean -Baptiste seconded. Alderman Moran said we were told by Legal that there were legal problems with enforcing a bike helmet requirement on people who have reached their majority and that precipitated making the Ordinance go to those under 18. Having been a biker he could say there are significant studies that show wearing a bike helmet is a good thing. On the other hand he thought some things are up to individual choice, and this is one of them. Thegovernment should not be telling everyone what they can and can't do. When he looked at "17 and under' he thought gain from the age kids first ride a bike, four or five, up to 17 is a wide swath, where a good number of peope who ride in that age grouping should be able to make up their minds as to wearing a helmet. Lastly, there was the guaranteed parental response, holding that person responsible for violation of the Ordinance. He thought it hard to impose liability on a parent when a kid goes out and doesn't wear his or her helmet. it calls to mind an effort he made some years ago to hold parents responsible in instances of their wards obtainingg a gun and shooting someone, which Alderman Moran said he preferred to the bike helmet Ordinance. He would not support this item. Alderman Rainey pointed out one of the best provisions in the Ordinance: that upon going to Administrative Adjudication and showing you now have a helmet, one is relieved of the fine. She termed It an educational process and did not feet it different than requiring restraint in car seats or seat belts. On voting to recommend this item, for introduction, motion passed 3.1 with Alderman Moran voting nay. Communications (AP'W1) Police Officer Hirinp Report - Accepted. (APW2 and APW 3) Emergency Purchase: Parking, Meter Equipment for Public Works and Emergency Purchase: Payment for Maleriat uisposal Lost tar the I8tiI Uak Parking Lot - Alderman Feldman noted Me importance of these two items. ft was ciantied that these stems could oe accepted by the Committee. Alderman Rainey understood the memo on the first item, but thought it did not seem really to be an emergency; she suggested that it should have been planned for, but recommended accepting the communications. (APW4) Dutch Elm Disease Scoutinq Team Training Program - Alderman Rainey said her reaction Is the same as wnen we discussea the issue: sne supported this program but staff made it expensive and complicated, and she felt it wasn't necessary to spend thousands of dollars to do a simple citizen participation program. Mr. D'Agostino said that, based on the minimal assistance we received last summer it will create a fair amount of extra work for the Department. Mr. Gaynor added that we spent a lot of time on this in order to do a logical, step-by-step program: he noted we have people reporting Dutch Elm Disease and then it's found the trees aren't even elm trees. He said we need a color brochure, and to put people in some sit-down program, and some sort of vehicle and expert to respond to people who call us and take a sample. In order to continue the current level of service we'll have to take a full-time person out of service and backfill with a part-timer. He thought the recommendations were minimal and not overkill. He explained if we were to chase around, responding to a phone call here jand one there, we would lose the specific block -by -block, day-by-day program. Alderman Feldman noted an earlier question asked was whether or not our inspection program caused us to lose trees; and if trees infected were not caught, and whether the addition of another inspection team would make a difference. The answer to that question was yes. Mr. Gaynor added that's the program being proposed, that we feel would be most effective -- usingalso volunteers. To another question, he said it was a combination of volunteers and professional staff, noting you can't send a volunteer into a tree to take a sample. Alderman Feldman suggested just putting on another two -person crew. Mr. Gaynor said that's what this program does. You stilt have two north and south area scout teams, and you have a third team to do a specific area and also respond to the volunteers. That would enable the two north and south teams to get around a little bit better in their areas. Alderman Feldman asked if a great many more discoveries were anticipated, if you have a third team, and a citizen watchdog group, or if you just have them do a straight inspection without responding to citizens. Mr. Gaynor explained that staff thinks doing both would be the best way. It's speculation,, but we feel we would identify a great many more trees. that's one thing; but to say -you have to hire a person and get a vehicle because of this volunteer program it's another. Tkat did not sit well with her. She said tt can't hurt to have some kind of community education program as to what an elm tree and what Dutch Elm Disease took like. It shouldn't require hiring scientists and outside people. We're lust asking people to make a distinction, between a sick tree and a tree entering autumn. She recommended educating through pictures and slide; and did not see it being so expensive and complicated. if the Fire Dept. can teach people CPR and save a life, you should be able to teach someone to save a tree withcut spending thousands. Mr. Gaynor said if we rent a vehicle it's 516,000 per year. When you say hire a person, we're looking at a part-time person to backfill so the professional arborist on staff can becorre the third scout out there. AU we are suggesting, he said, is the need for a driver and someone to fill in for the full-time forestry worker the short time that he's scouting. The memo Hates the suggestion of bringing in some good educators that may or may not have to be paid. Alderman Rainey noted it was hoped the argument would be made that we need this person to stay on top of the spread of this disease. W. Gayncr said we feel a third, fourth or fifth scout will obviously, do better. But we believe with public education and a call -in line, the third team to be able to do a certain area and also respond to citizens. There being no further business, the Committee adjourned at 8:26 p.m. Respectfully submitted, Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of January 13, 20C Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Alelto, Cathy Brenniman Pat Case, David Cook, Paul D'Agostino Bob Domarie eker, Zeltee Edwards, MFranz, Douglas Gaynor Chief Hunter bavid Jennings, Darlene Nilges, Max Rubin, Bill Stafford, Bobbie Yolston•Brown, barbara Zdanowicz Others Present: Bob Seidenberg, John Peterson David Bryant, Greg DeStefano, Tracey & Ray Samlow, Philicia Deckard and o6ers Presiding: Alderman Feldman SUMMARY OF ACTION Alderman Feldman called the meeting to order at 7:38 p.m. and apologized for the lateness of the hour. APPROVAL OF MINUTES Alderman Moran moved approval of the A&PW Minutes of December 16, 2002; Alderman Jean -Baptiste seconded the motion; and the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following ten items on a consent agenda for recommendation for City Council approval: (Al) City of Evanston Pavroll through 12/19/02 and. City of Evanston Payroll through 1/02/03 - The y payroll amounts were L,co1),L4b.j6 ano )i 6ua,39c.W respectively. Atderman Kainey commented that, although she had not liked the answers sEe received, answers to her questions had been provided. (AZ) City of Evanston Bills through 1/14/03 - The Bills List totaled $2,491,065.37. (A3.1) Lowest Responsive and Responsible Bid for New Mower -- This bid, from Turf Professional Equipment t-o., tnrougn the It. Mate Contract via t_ist, was for a t oro riding mower for Parks/Forestry & Recreation at a cost of $42,705.00. (A3.2) Proposal for Maintenance of Heating and Cooling Systems at Robert Crown Center - This proposal, trom mctautey mecnanicat Services for tT xuu3, was at a cost or �m,YO.UU. Atoerman Rainey noted the really good report that had 6en furnished with this item. JA4.2) Revision to Professional Services Contract for James Park Athletic Field & Irrigation System improvement Project - I his revision, or a contract with Pour cements u Associates, Witt De for a new soccer tieto design, in anticipation of a grant award, for an increase of $7,650.00. (A5) Resolution 1-R-03 - Authorization for institute of Museum & Library Services 2003 Learning oopportunities t,rant - i nis Resolution wouta autnonze the 4itY manager to sign an application for this grant:. (A6) Ordinance 1-0-03 - Decrease in Class B Liquor Licenses - This Ordinance, for introduction, would decrease Ltass ti licenses from y to is with the sate of the umni-Orrington Hotel, 1710 Orrington. (A8) Ordinance_3-0-03 - Decrease in Class. J Liquor Licenses - This Ordinance, for introduction, would decrease Mass J licenses from 1 to u witn the sate of matone Jaicomo Caterers, Inc., 1611 Chicago Ave. (A9) Ordinance 4-0-03 - Increase in Class J Liquor Licenses - This Ordinance, for Introduction would increase uass J licenses from u to 1 vntn the purchase of Malone Jalcomo Caterers by Kamlow Enterprises. PA10) Ordinance 103-0.02 - Fiber Optic Cable Agreement - This Agreement, with COS III Limited artnership, will De neta In committee penaing tur ner information. On voting to recommend the above ten items for approval, Alderman Rainey so moved; Alderman Jean. Baptiste seconded the motion, and motion passed unanimously. ITEMS FOR CONSIDERATION fA4.1) Aaproval of Revision to Professional Services Contract for Dempster St. Beach Office Protect - This contract, with EUlott uudniK ti Associates would be increased by yz,UUU. Staft's recommendation was to add additional funding from the '03-'04 CIO and repackage and rebid the project. Alderman Rainey did not understand why we are being asked to approve so much additional money ifor the project for which $50 000 was appropriated previously, and an additional $51,000 being sought in the new CIP). W Gaynor explained the additional amount to be necessary to pay the consultant to prepare bid documents, in two weeJcs the Council will receive the CIP which includes the additional money requested. Now is the best time to do the bidding for projects, he continued: we get the lowest prices because the contractors have the opportunity to schedule their work. Alderman Rainey asked if the design wasn't the same and was told It was, and that it was felt the bids came in high as a result of the time we bid it. He noted this project had preservation components. Alderman Rainey clanfied that we are adding onto the beach office, so we are not doing anything different than when we went to bid the last time. On voting to approve the revision to the professional services contract for an additional $2,000, Aldermen Rainey and Moran moved and seconded the motion and it passed unanimously. It was agreed to place this item on the Consent Agenda. (A4.3) Revision to Professional Services Contract for Merrick Rose Garden Renovation Protect - This contract, with Wolff Clements tx Associates, would be increased by 5J,45{1 to repackage and rebid the project, to incorporate additionat funds recommended from the '03.'04 CIP. Alderman Rainey moved to recommend approval; Alderman Moran seconded. Discussion: Alderman Rainey asked if we weren't asking for more money on this project? The numbers added up to much more than the amount the first time. Mr. Gaynor said this was similar to the Dempster Street request above; we're asking for additional money to angl a the b ds that comme inreMr. D Apos[inotadded thaithe They wiwilllberedue ucedssli slightly so the and rice will meet the budget. Alderman Feldman asked if staff always had an amount of $332,000 as part of the cost of this? It's broken down into an additional $152,000 bringing the cost to $332,000. He asked if that was the original estimate. Mr. p'Agostino said not origlnatly, but we discovered a lot of things when we evaluated and got into the details that added to the sco e, such as the sewer lines. Alderman Feldman not what wilt be added to the project is almost 50� additional. Alderman Rainey said we did $200,000 to begin with and now it's S153 900 more --almost double -- and we're going to reduce the scope. Alderman Feldman asked how we missed'by that much. Mr. D'Agostino explained that original estimates were nowhere near the actual costs of construction. Alderman Feldman asked if the consultant didn't draw the plans and estimate costs. He was told not originally: It was a staff process in the very beginning. Mr. Gaynor added that one of the things we have been doing is developing a databank containing actual costs. But when we did the plans for the Rose � Garden we didn't have that: It was a "guesstimate". We found there was foundation and irrigation work and sewer work that had not been identifled, and had to be added in. Alderman Feldman asked what the surface of the paths In the Rose Garden was made of and was told that it Is mostly crushed limestone. Asked if it was 'handicapped -accessible, Mr. D'Agostino said yes, adding it was compacted tightly. Alderman Rainey recapped: we used Wolff Clements to do this design work and bid this project, paying them $30,000; she asked if we are now going to pay them more. Mr. Gaynor explained we try to typically target an amount for consultants' work of about 10 percent. This is in line with that percentage. They are going to be doing additional work reducing the scope of the project In addition to helping with the bid package and analysis. Alderman Jean -Baptiste said he did not understand the issue of reducing the scope and yet increasing the expense. Mr. D'Agostino said the reduction in scope is basically in the sewer work. It drove the cost up initially, and was significantly higher than our original estimates. We would have known this had we had a good database to work with. We pulled a few things out of that bid package that we know we can come in under or at -budget. They have to rework drawings and specifications. A large portion of their contract Is contract administration, to be paid after the job is bid and work is underway. Alderman Jean -Baptiste commented that staff had provided Wolff Clements with the information to put out the bid in the first place. He asked what changed; if staff discovered additional work? Mr. D'Agostino explalned that it was the whole design team: staff and Wolff Clements working together. Alderman Jean -Baptiste asked, as a usual method, what can we extract from that going forward? If you provided them information, and you got that from work done in other places, he thought we provided them with categories of work. Alderman Rainey suggested that the consultant should have told us of the error of our ways. Mr. Rubin noted we used professionals concerning the Civic Center roof, and they came up with a figure of $800,000; the cost is really $1.2 million. Sometimes they are right and most of the time they're wrong. Alderman Feldman was concerned with the reduction in the sewer work: are we reducing because we can't afford more than that? Mr. D'Agostino explained that we also did a video of the sewer and discovered It did not have to be entirely replaced. Alderman Feldman recalled in an earlier discussion one of the NO problems with- the Rose Garden was the plumbing the job done wasn't done well. Mr. D'Agostino said that was the irrigation system; it wilt not happen with the plumbing. Alderman Feldman asked if he was saying we're not spending money and not sacnfcing anythingg. He was told yes. Alderman Rainey questioned the $50,000 for pathway lighting. She felt the garden shouid be used in the summer sun, and wondered If lighting at night might not be harmful to the roses. Mr. D'Agostino said it was partly for security purposes as it's open until 11:00 p.m. Alderman Rainey would rather put the money In irrigation, drainage, live plants etc. To Alderman Fetdman's question, Mr. D'Agostino said that the Rose Garden has not yet been rented after dark. Mr. Gaynor noted it's rented once a day and, with Da light Saving Time, It is not light until 8:30 - 9:00 o'clockAlderman Jean -Baptiste asked if the Committee could get some better ustification so we can better understand the lighting and other issues raised this evening. Alderman eldman asked for a landscaper's justification for the lighting and what goes into the lighting of gardens. It wasagreed to hold this item until the next meeting. 07) Ordinance 2-0-03 - Increase in Class B Liquor Licenses - This Ordinance for introduction, increases Class it Liquor licenses from is to v witn the purcnase or the urrington Hotel, 171'0 Orrington Ave. Alderman Rainey asked what the name of the new hotel was to be. Mr. Casey said staff believed it will remain the Orrington. David Bryant attorney for the hotel purchaser, and Greg DeStefano senior vice president of design development and Evanston resident, Introduced themselves. Alderman Rainey asked what the hotel was going to be. Mr. DeStefano explained they were currently doing a new market stud for the hotel. He said they intended to maintain it as a hotel and improve it. The level has not been decided yet. Alderman Raineyclarified they were looking at renovation and not new construction. To another question, it was explained existing management would be kept in place for the present time. Alderman Rainey asked if the average person would not notice a change short-term and the representatives confirmed, adding the schedule of improvements was to be the third quarter this year and first quarter next year. Alderman Feldman asked If any portion of the hotel was to be turned Into condos. He was told it was not their intent. Asked about catering, they told the Committee that there will be a full evaluation of the food service; they would like to upgrade event planning and improve it; the hotel hasn't had an update in awhile. Alderman Rainey asked if Greenfield Partners was to be the operator. She was told no, that they are an investor group. There will be another operator a class operator and we may continue to use them throughout. Alderman Feldman commented that the brrington is a landmark and a tradition in Evanston: people know they are In Evanston when they see it. He was delighted it would be kept a part of our culture and community. Alderman Rainey moved to recommend approval- Alderman Jean -Baptiste seconded. Motion was unanimously in favor, and this item will appear on the Consent Agenda. (All) Ordinance 131-0-02 - Series 2003 General Obligation Corporate Purpose Bonds - This item providing for issuance of not -to -exceed y1b,t)UU,t11111 UO Lorporate Purpose bonds, 5enes 2003; and providing for the levy and collection of a direct annual tax for payment of principal and Interest of said bonds, had been Introduced at the Special Council meeting off 130 and referred to Committee. Mr. Stafford offered a brief presentation. He said the purpose is to refinance all of our 1993 CIP bonds $8.8 million, saving us over 3% of the par value over the next 90 days. We had Moody's In today, he said, and will get our rating Friday. They planned to go to market Tuesday or Wednesday of next week. He called It a wonderful refinancing opportunity for us. He described two ways to realize the savings: take the money up front (dose to a million dollars); or take it as debt service (about S150 000/yr. over seven years). Staff was recommending the second choice. We have an opportunity to use this in combination with the CIP and deal with some future insurance fund issues. He suggested coming back with scenarios at the CIP meeting. One possibility was looking at the CIP, possibly plating some CIP money into the Water Fund, using it for the Insurance Fund, etc. It allows us to issue more debt without increasing the property tax levy. If passed, we would go out for refinancing In the next 30 days or so, he said. Mr. Stafford introduced Mr. John Peterson, investment banker from Legg Mason, who was also present to answer questions. Alderman Jean -Baptiste asked what we had recently refinanced. Mr. Stafford said our'97 water bonds, and '94 and '95 special assessment #4 bonds. At the time Council asked us to keep our eyes open for other opportunities: at this time this opportunity came up. Alderman Feldman asked about staff interest In this havin budget implications for this year. Mr. Stafford said we don't feel it has implications for the operating budget, but in terms of our strategy for financing the CIP and Insurance Fund problems it did. Alderman Jean -Baptiste moved to recommend approval of this Ordinance; Alderman Moran seconded. Mr. Stafford noted the need to amend some language due to some of the numbers changing. Alderman Feldman told him that this would therefore be left off the Consent Agenda. The motion was unanimously approved. COMMUNICATIONS (APW4) Vehicle Stickers: Extension of Due Date to 1/31103 - Alderman Feldman asked Mr. Stafford to explain this item. Mr. btatford said that last spring we passed an Ordinance to increase the vehicle sticker fee to $60 and change the due date to November 1. He apologized for not making this clear to the Committee. The reason we changed it from January 31, with a race period through mid -February, was the complaints from the public as to the bad weather and time o year. Many cities Have changed the due date. Confusion this year was because the new due date was on the sticker, Novemberl, and people said we're paying more and getting less value; and the grace period was changed from 2/15 to 1/10. We did a poor job of publicity, he admitted and we should not have put a date on the sticker. It's actually an annual wheel tax, he added not a license. What we are doing now is extending the grace period until January 31 and no tickets will be issued for lack of a sticker until March 1. He reported that we are dofn a better job on the stickers: we used to have about 11,000 cars in town without stickers. With new hand- held ticket machines we issued 8,000 non-compliance tickets and have reduced the cars without stickers to around 6,000. Next year we want to remedy this problem by putting out the sticker information early in September with better publicity, have a due date of 11 / 1 with a grace period to 12/ 1. We want to have that grace period in December, and we won't write compliance tickets until January. It will be a calendar year with a grace period through the end of December. He said staff has received complaints about the change in date; not too many have complained about the increase. Alderman Jean-Baptfste asked if we are communicating that the December 1 date doesn't deprive people of the two months. How are we doing this? Mr. Stafford described a couple of ways: on our newsletters and the web, and on people's water bills. Next year, when we issue the vehicle stickers, we will not have a date on them, and it will be understood that it's good for a calendar year. Alderman Jean -Baptiste suggested local newspapers. Mr. Stafford agreed. Alderman Moran asked if this sticker was good for a year, or not. Mr. Stafford said it was. To another question, Mr. Stafford said the parameter was the calendar year: confusion is because the sticker says 11/2 and people think it expires then but we will always have a grace period to December 1. If you have the sticker on your car, you would not be in violation until January 1, 2004. Alderman Jean -Baptiste clarified that this is what we're going to say in our press release. Aldermen Feldman and Moran discussed constituents' confusion with the new date. Mr. Stafford said what we tried to do Is change the due date on the tax. Alderman Moran noted his wife always buys the stickers, so he had been unaware of the process to begin with. Alderman Jean Baptiste invited Mr. Seidenberg to help clarify the Issue in the Review. The Alderman also suggested that we really need an explanation when dates are changed in an Ora nai—nce: the Council reads the Ordinance material for content, and have no starting point. When people call, we need that information. The grace period of February 15 last year was discussed. (APW3) AT&T Broadband Cable Rate increase - Mr. Rubin summed the memo up by saying, "it costs more to watch tetevision." He noted the two rates that were not changed and said our Basic Service rate is among the cheapest in the Chicago area. Alderman Feldman quipped that he thought Basic Service was only the little red light on the bottom of your television - pictures were extra. Mr. Rubin said the regulated rate by the government Is $7.B0: you get all the network channels and City Council meetings on peg access. He noted the top rate will be $87.65 (Digital Platinum), and said hopefully the product will get better as Comcast runs the system for a longer time. (APW1) Police Officer Vacancy Report and (APW2) November and December Fire Deot. Monthly Reports were accepted wttnout comment. It was agreed that the Energy Group will be scheduled for February. In addition, Alderman Feldman noted the issue of representation by the Environment Board on the Negotiating Team would be taken up in A&PW as well. There being no further business, the meeting adjourned at 8:21 p.m. Respectfully submitte 00, Darlene E. NilSes Executive Assistant DRAFT — NOT APPROVED Members Present: Members Absent: Staff Present: Others Present: Presiding: MINUTES DRAFT - NOT APPROVED ADMINISTRATION t-s PUBLIC WORKS COMMITTEE Meeting of January 27, 20(2 Aldermen Feldman, Jean -Baptiste, Moran and Rainey None Judith Aiello Carla Bush, Cathy Brenniman, David Cook, Roger Crum, Paul D'Agostino, Yettee Edwards Mark Franz, Douglas Gaynor Chief Hunter David Jennings, Chief Kaminski, ftephanie Levine, Darlene Nilges, Max Rubin, Bill Stafford Bob Seidenberg, Jim Murray, John Szostek, Jonathon Perman, Andy Nelson li others Alderman Feldman SUMMARY OF ACTION Alderman Feldman called the meeting to order at 7:47 p.m. He explained that an important issue which ArtPW members needed to witness, had been discussed in Planning & Development and had thus jelayed the beginning of this meeting. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the A&PW Minutes of January 13, 2002; Alderman Moran seconded the motion; on voting, the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following five items on a consent agenda for recommendation for City Council approval: (All) City of Evanston Pavroll through 1/16/03- The payroll amount was $1,889,820.39. (A2) City of Evanston Bills through 1/28/03 - The Bills List totaled $1,792,204.38. (A5) Trafffico Calmini4vugo Plan., n Speed Bumps - This item considered a petition to place speed bumps In the west auey (A6)) Ordinance 11.0-03 - Easement Agreement with CTA - This Ordinance, for introduction, would authonze the city Manager to execute an easement aggrreement with the CTA for a relief sewer under the Skokie Swift at Caftan in conjunction with Phase Vlli, Contract B, Relief Sewer Project. (A7) Ordinance 12-0-03 - Vacation of Portion of Alley - This Ordinance for introduction, would vacate a portion or the alley oemna 1.t.0 and 14UJ 5outn Blvd. (replacing drd. 91.0-02). On voting to recommend the above five items for approval, Alderman Moran so moved; Alderman Jean - Baptiste seconded the motion, and motion passed unanimously. ITEMS FOR CONSIDERATION (A3.1) Approval of Contract for First Phase Engineering of Chicago Ave. Streetscaoe Protect - This contract witn 5mitn broup JJK, would cost �9/,tip 5.uu. Qiderman Moran said we're being asked to vote on the $47 000 which included, when we get to the scope of service, everything through Task 5. Relating It to the s6edute on the last page, he assumed construction administration, Task 5, means the construction completion was to be by the end of June; Task 6, in Stage 2, would commence in mid -April. Mr. Jennings explained he was not asking for that with this request. Alderman Moran surmised that we should expect, sometime before mid -April that Mr. Jennings would be asking for that and Mr. Jennings said that was correct: he was not asking ?or it now because there's no money for it, ft's in the new CIP request which the Council saw Saturday. That will be Stage 2, for the whole street. It's a 30% engineering plan, Alderman Moran asked, in terms of the CIP, what do we haves' Mr. Jennings said the already -approved $280,000 with a $125,000 contribution from Dubin, for a total of $405,000. If you take the design of this section and the survey for the whole section, its $97 000 so the balance would be $307,000 left to construct that phase. That $307,000 would take care of tie construction of the prototype block. He would recommend what is left be added to the next allocation. Alderman Moran asked how much the next request would be for and was told 5390,000. He asked if that was part of Stage 2 and Mr. Jennings said yes. Alderman Moran noted the previous debate and vote taken, but wished to say that if you look at the numbers relating to the various components and at the scheduling, we are looking at completion of this prototypical block by the end of June, and he had yet to see a bar graph that would tell us how this entire project would be completed. It's not conceptualized because we don't know how it's being paid for. He has argued before that, assuming there's a successful completion of this project and people like it, as of July 1 people will be saying, ','then do we start the next block? His Issue is not knowing how we can expect this to go forward logically, sequentially and financially until we understand how it will be funded financially, and the imp ications, in relation to all the capital and infrastructure needs across the city. For instance, we have been told the project may cost $7. 8 million. If someone decides it's to be finished in four years that's 52 million per year at least, for this project alone. Originallyy in � the CIP that was going to be put forward for this next year, there was a planning grant pegged at 5100,000 to review the Central St. commercial district. In the City Manager's message to us, he said, that's gone. The reason is that there's too much money and too much demand on people's time on other projects to do anything on that. It's a fairly modest scope of work and sorely needed. He looks at an 58 million project and believes vie will get to the Central 5t. project "in the next millennium." If we had the ability to look at this project and say we understand the source and uses of funds and how to reconcile those to all our other needs and saw we can afford this project, insure it's success and address all the other infrastructure needs in town. He did not know how we could do that with all the unanswered questions. He said it was a nice project, and probably needed, but he did not know how we'd do it. Tonight we're asked for $97,000; before mid-Apri for $201,000, and after that, requests for millions. How will we deal with all the other things we need to do? He needed to know that in order to responsibly vote for this item. Alderman Feldman had questions: the total amount of money asked of the City for that area of the Dubin project is what? Mr. Jennings, clarifying the question dealt with design and construction, said 5125 000 is the developer's contribution, and we have agreed to accept that. The design work for this block and the survey work for the whole project is the $97,000, That's design work and construction administration work for this block (545,000) and survey work for the whole project {552,000) totals $97,000. Alderman Feldman asked if there were a way of cutting off this issue beyond the boundaries of this project. Mr. Jennings said yes; we could say only do the survey for this block. We are not saying that because we need to do the whole design for the whole project. Alderman Feldman clarified that 5297,000 is the whole thing? Mr. Jennings said the complete design work and construction administration for this block and survey work, Is $97,500, The consultant estimates the construction cost for the block would be 52�0,000. Alderman Feldman said so it's about $350,000 to do this area, noting this included money for the survey for the whole thing. He asked where the $350,000 was to come from. He was told 5125,000 from Dubin, $225,000 from G.O. Bonds. He asked what position we'll be in at that moment to address the future funding plan. Mr. Jennings said his goat is to bang the Committee some funding scenarios when he brings them Stage 2. Part of his obligation was to help develop a plan to get the money to build this project. We already identified several sources: Special Service District, Motor Fuel Tax CNAQ funds, GO Bonds and Water Funds. It's his goal to bring a package for this whole project. We need to develop a strategy to move ahead, Alderman Feldman said he'd voted for this and his support was still there but wanted to reiterate what he voted for: $350,000 to complete this project. He said he will not vote for any program after that that doesn't have a way of funding the project without destroying the ability of the City to go into other neighborhoods and do needed projects. It's not the A#1 project for him. it's a good one, but there are others In the community. Unless we can figure a way to raise the maney - and plans to tax the City or borrow the money were not ways he was interested in - a way to reduce the 50 million and share the cost with others, in a way respectful to the needs of the rest of the City. He did not feel that was unreasonable. He agreed we could not go forward without a plan. His difference with Eb (Moran) is he thinks it important enough to spend the 5350,DD0 but did not think that placed an additional obligation to do more than that. Alderman Rainey recalled when we voted for this, we voted in the tone of "let's do this block. We have this and other developers down the street. Let's do this as a prototype." If we have the bank in the next block, which will contribute the same type of money (as Dubin), she encouraged going on. She noted her Ward is very needy but did not feel threatened by this project at ail. She felt the City has focussed on the downtown; we have ignored our neighborhoods. She would encourage not seeing this as threatening other nel hbors, but as support for the neighborhoods, and to do everything possible to get Alderman Moran's protect back In the plan. She stated a caveat: lust because we're setting aside this money doesn't mean, when the bids come in, we will be able to afford it. She recalled Howard Street had to be re -bid over three years. We cannot count on the market to make our dreams come true. It might be delayed. But with Dubin's support we have to move forward. Alderman Jean -Baptiste pointed out the reason this became an immediate priority is the $125,000 contribution from Dubin that would be invested in the area of Chicago Ave. that we wanted to develop anyway. We said, let's develop a plan for all Chicago Ave. so what's done on that block isn't incongruous with the overall plan. That was the basis of his support for the expenditure of dollars to develop the design. Mr. Jennings clarified that this does the complete design for this block; it does the survey that we are going to need if we're to do the project from end to end. Asked the cost of the design for the whole project, Mr. Jennings estimated $600,000. He noted a month ago we were talking about the block for the des gn work: for the design work we're doing nothing more than the block. Alderman Jean -Baptiste asked, so when we debated the matter we got Council to vote on designing the block: if we're investing this money on the block, but don't have a sense of the whole project, would there not be inconsistencies down the line? Mr. Jennings noted that one of the purposes is to make it a demonstration block, to see a 700' stretch of this. The project we're talking about is about two miles long. It's something people can see: it's greener, with trees and {nder sidewalks, etc. Alderman Jean -Baptiste asked what's in the survey for the area? He was told it's a topographic survey that will allow us to design the remainder of the project. It's the baseline with all the existing conditions that are out there: grades, Street lighting, curbs catch basins, drains, etc. It's basic engineering information you need to move on with the design. Alderman Jean -Baptiste asked how does that surrey contribute overall to the design to be develo ed7 Mr. Jennings replied that in designfng a prototype block you need to know the conditions of the other blocks so you know something you're designing will fit the rest of the project. Alderman Jean -Baptiste asked how do we know the block we're developing will be consistent with the overall area. Mr. Jennings said we'll know the conditions on the entire street. We'll know if the design will fit everywhere else. It's our goal that the design will be consistent with the way the other blocks can be designed and it will look consistent end to end. Alderman Jean -Baptiste clarified that it will cost the City $225,000 to do the block and the survey. Alderman Moran added that he could only hope, if this work goes forward and the prototypical block is built, that it's very successful in promoting the overall entrance to Chicago Ave.; but he sees a pitfall with the success: if it's a winner, you will create a demand to build the rest of the two miles. He was not saying that's not a happyy concept, but until he knew if you do this block and everyone wants the rest done and the total cost is 57.5 million that we don't have, what do you do then. Alderman Feldman referred to a streetscape program along Main St. that transformed the street into something very nice. The City nor the neighborhood was stampeded to put the same thing along Chicago Ave. He noted people want a lot of things. So do you and I, he added. You either have a system to provide the funds for it, or you don't. If you can find something acceptable to the Council that doesn't threaten the other possible projects fine -- there will be support for it. Otherwise, there just won't be. On voting to recommend approval of Smith Group JJR for Stage One of the First Phase Engineering of Chicago Ave. Streetscape, motion passed with Alderman Moran voting nay. (A4.1) Change Order #13: new Levy Center Courtyard Project - This Change Order would increase the contract for the Meyne company by Aioerman t<ainey moved to recommend approval; Alderman Jean -Baptiste seconded the motion. Motion was approved with Alderman Moran voting nay. (A4.2) Revision to Professional Services Contract for Merrick Rose Garden Renovation - Alderman Rainey asked if there was anything amerent nere than when it came betore the committee last time. It's still asking for additional money: we're still spending more than S153,400. Mr. Gaynor said it was the same proposal, but we provided very specific detail, in particular about the low-level lighting. The price is the same. Alderman Rainey noted the Rose Garden is a treasure and irrigation is important. She would support this but noted it's verryy expensive, She asked if anyone had concern about the costs for various project designs. She had thought pre -qualifying a good idea, but felt It was beginning to take a huge amount of project money. Alderman Feldman thought a reasonable question was, if the firms weren't prequaliffed, would it cost us any less? Mr. Gaynor explained the prequalifying process: we indicate the kind of projects we will be doing for the two-year pro ram and we pre -approve four to five of the consultants. When we move forward on a protiect, we still do an RFP to those four or five. If one has a particular expertise we might go to them first, tut we mostly do RFPs to the four or five. Alderman Feldman Interpreted that it's a particular process within a closed community. Alderman Jean -Baptiste asked if there's an end point and was told yes, we do this for two years and then start again with prequalifying. Alderman Jean -Baptiste reiterated his previous concern with a list of about 10 prectualified construction companies: to take almost all construction at a certain amount. Though on paper it was written there were certain parameters, it was also understood that lower contracts would be taken to them as well, and we were promised there would be another call to get qualified contractors on that list and he hadn't seen it. His concern is that we end up feeding a bunch of folks who develop a monopo(y on City dollars and we do not open the competition so others can develop their expertise. If we don't open the door for them, we end up excluding them he said. He had a real problem with that concept. He had read the proposal for the Merrick Rose Garden, and wished to get it done, but he thought there s a problem with our process. We end up approving almost everything staff brings forward. If tie process is constricted we end up feeding a narrow bunch of people. He said prequalification serves efficiency but it does not necessarily serve equity. He wished his colleagues to took closely at this. Mr. Gaynor answered that we don't place a dollar amount on the consultant agreements. The RFP takes In anybody who wants to provide a response. It's not $2 million and up, or 52 million and below. Anybody who wishes to submit a proposal has the opportunity. We evaluate on their past performance and so on. He noted this agenda item wasn't for construction - it's only for consulting work, and noted there is a significant difference. Alderman Feldman noted in order to get in the prequalified pool they have to apply. Mr. Gaynor said they submit their proposal based on the request we put out. We're preparing to go out again In March. Alderman Rainey thought there were two issues being discussed: her issue is that we are spending too much on design consultants. What Mr. Gaynor was saying concerning putting out a bid package was that anyone could come back and bid. She asked if there was any analysis of why the consultant was so far off the first time it was bid. Mr. Gaynor introduced Stephanie Levine, landscape architect, who said a lot of it had to do with timing. we were trying to do the work in the fall on a compressed time schedule. We only had two bids, which may not be a fair representation of the market. We try to attract as many bidders as possible, usually sending 45 - 50 invitations to bid. Alderman Feldman asked how many designers are prequalified and was told three or four, and that 10 to 11 applied for prequalification. Asked why there weren't, for instance[ seven, Mr. Gaynor said based on the work that year, we may not have seven projects. He illustrated: let s say we prequalify five - we may have four projects during the year. We wish to take the firms that have the best expertise and, through the evaluation process, we bring it down to a number reasonable for us to be efficient. Alderman Feldman understood those five people bid on designing the project. Those are the only ones we're talking about. He asked if Mr. Gaynor guaranteed them work. Mr. Gaynor said no. Alderman Feldman asked, if he had 7 people prequalified and only had 3 projects, what would be wrong with that? Mr. Gaynor said at a certain point there'd be no point in doing the prequalification; described the efficiency issue that had been just raised. Alderman Feldman thought the primary reason for prequalification was that you had a group of people you were confident in the quality of their work. Mr. Gaynor agreed. Alderman Feldman asked once that occurs, what difference does it matter if you have 3 or 7 people prequalified? What if one prequalified designer came in with the low bid every time. He'd get the bid. Mr. Gaynor said not necessarily; it would depend on how much work that consultant could do over that two-year period. Alderman Feldman asked what other standards are involved? Why do we try to tailor the number of prequalified people to the number of jobs? Mr. Gaynor noted that's part of it; also, we if don't necessarily get out of the 11 or so those qualified- it depends what we feel are qualified: where the split is: if the first three or four are qualified and here's a gap we will cut it off. Alderman Feldman was trying, he said, to figure out if someone in the prequalified pool bids less, why shouldn't he get the work each time. Mr. Gaynor said he Frobably would, if they could meet the conditions of that particular project, eg timelines, etc. Alderman eldman asked, referring to an earlier figure if 10% of the project cost is usual for design work. Mr. Gaynor said that's what we try to achieve. There have been some that we haven't brought back, that wanted up to 18 or 19%. Because this Committee raised the issue, he said, staff wilt start doing a number Of projects in-house so there are no design costs. it depends on the project and ability of our staff; we don't have an electrical engineer, for example. Alderman Rain related a neighborhood meeting about Cl de-Brummel Park, with upset neighbors. A follow-up meeting was held with Ms. Levine, who brought three drawings of three concepts she gleaned from the meeting. The people could not believe one person could produce such high -quality interpretations, and were so impressed. The point, shesaid, Is that we can do it. On voting to recommend the revision to the Professional Services Contract with Wolff Clements & Assoc. for the Rose Garden Renovation, for an additional $3,450, motion passed unanimously. Alderman Rainey warned that staff needed to keep an eye on this project. (AS) Ordinance 103.0-03 - Fiber optic Cable Aerial Easement - This item was introduced at the 12/16/02 Councit meeting ana rererrea pack to lAmmi[tee; neta at the 1/13/03 Committee meeting. It would authorize a IFiber Optics Cable Easement Agreement with COS III Limited Partnership for an aerial easement on the public r-o-w, for a fee of $500. Alderman Moran moved to recommend approval; Alderman Jean - Baptiste seconded. Alderman Rainey thought we are a tittle behind the times on this issue. We need to get on top of the policy to deal with these easements. She asked the length and Mr. Murray said it was 10 feet wide across the alley, 20 feet from beginning to end. Alderman Feldman clarified that it just goes over an alley. On voting, the Ordinance was unanimously approved and will be part of the Consent Agenda. ITEMS FOR DISCUSSION (APW1) Discussion on Feasibility of Holding Fountain Square Arts Festival and Custer St. Fair on Same Weekeno fJune 11 tt zz, zuuj : Due to the time, Ataerman retaman announcea trial this would be a short aiscussion, ana introauced'Jonathon Perman of the Chamber who handed out a flyer on scheduled area art festivals. Alderman Rainey asked him if he could change the date of the Fountain Square Art Festival; Mr. Perman said no; that they had published the dates last year for the 2003 festival. He gxplained that normally Custer s Last Stand is on Fathers Day and the Fountain Square Festival is �n the 4 weekend. He said the Chamber erroneously counted and thought Custer would run the 14 and 15 , and Fountain Square would run the next week. It was an honest mistake he said, and we failed to communicate. We are now in the position of having spent significant dollars andgone out to the artist community, most of whom have sent back applications. Custer Street is facing similar issues. He explained that putting on a festival of this caliber meant working in your community, regionally and nationally. We are all trying to grab the best artists we can. He said we think we've built up the festival to one of the top 32 in the country. To change the date at this stage would be Injurious. tie had sympathy for the department heads who deserve all the credit and without whom we could not do It. He felt we could work together and find a wayfor both festivals to coexist and create a synergy, along with Northwestern's graduation that weekendHe thought over the next couple of weeks we could work with staff to make it happen. Mr. Crum noted we would prefer to not have the events on the same weekend. We don't feel we're quite big enough to handle both since each event alone ties up a large amount of our people power. We'd prefer multiple events on alternate weekends, where you fill hotels and bring people into town more often. He understood locking in a schedule, and what he told Mr. Perman is we recommend this not be done in the future. It will be a one-year hardship and it wit( cost more. We may have to borrow people from other villages or put some responsibility on the festivals themselves: we're not sure exactly what the plan will be, but if the Council wishes, staff will give it a shot. Alderman Jean -Baptiste asked, if Mr. Crum thought it doable why bring it to us for our debate and make that decision? Why not give us direction, advise us that it will be a hard weekend. On this one-time basis yyou've got it covered. Mr. Crum noted we don't have it covered yet. Alderman Jean -Baptiste noted that Mr. Crum said they could make it happen: he said other aldermen may want to go through a debate but he did not want to. Mr. Crum explained that it was a significant polity issue and you shouid'be­awdre uf. - - Alderman Jean -Baptiste said that this was an exception. Apparently you are advising that this one time we go forward with it. Mr. Crum said he was advising that up until the last 48 hours he had been hoping Mr. Perman could find a different weekend. We can do it if the Council is willing to put up with the results. Alderman Feldman thought the focus changed from describing a catastrophe to "how do we solve the problem?" Alderman Rainey was shocked to hear Mr. Crum's reaction. She read the material as the worst mess, and how thought how are we going to be able to do this, during the summer when some of our problematic neighborhoods demand extraordinary police protection, with beaches open, traffic jams with the graduation, the downtown shut down, and Main St. and Chicago Ave. shut down. She would definitely like to know the cost of this conflict and who is going to pay for it. She did not think taxpayers should pay. Also, we should change our policy on festivals she recommended: applications must be submitted at least 50 weeks in advance. She said there may be fancy marketing words like synergy taking place, byt there's also going to be chaos. People are going to be angryry and upset, as they are exiting after the 4 'of July. This is supposed to be a fun weekend. Everyone tooks forward to all three events, but she thought we're making a terrible mistake, understands the problem but feels it's their problem, and that they (the festival coordinators) should pay for it, if the probtem can even be solved with money. Mr. Szostek, of the Custer St. Fair organization, noted his fair historical )yy happens on the 3"' weekend, most often but not always on Father's pay weekend. He empathized with Mr. Perman: it's a big thing to turn around at this point. His concern is the cost for additional services, and the people who live here having their two favorite events on the same weekend. He came to the same conclusion: that you have to make the best of ft. in terms of cost, he said Custer Fair has a very limited budget: to have additional costs for us who followed the historical methodology for assigning their dates, seemed a bit unfair. Alderman Feldman's feeling was that any additional cost must be assumed by the Chamber of Commerce. He didn't think it was the taxpayers' or Custer St. Fair's responsibility. He was not as pessimistic about the chaos, noting there are art fairs that make Evanston's look pastoral. A lot of people have a good time In a large crowd He didn't support having the festivals together, but was interested in getting through it. He understood changing the date would cause many top artists to drop out and diminish this -fa r's reputation and efficacy. He asked, if it is found this accommodation cannot be made as to Police, Health inspectors, etc. that the Committee be informed. He thought clever people might get together with a joint approach on t}iis. Mr. Szostek said it was a possibility, requiring another level of marketing. Mr. Crum advised that staff needs to get to work to determine what it takes to do it and can we do it or not. He did not have the answer yet, or the costs. He noted staff wanted to come to the Committee as soon as they found they had a problem. He noted normally Mr. Perman would be preparing his application in the next couple of weeks, but we wanted to jump start the process and tet everyone be aware of it. Alderman Rainey didn't have such trouble envisioning two festivals, but noted the added complexity of the NU graduation. Mr. Crum advised that if there is a high -profile speaker security problems escalate. Alderman Feldman noted that during past years, one of these fairs would have been scheduled on the same weekend as the graduation. COMMUNICATIONS (APW2) Police Officer Vacancy Report - Alderman Rainey said that all the reports make reference to the Civil Service Commission continuing to interview. It did not say so this time. She asked if they are still doing so. Chief Kaminski said yes, that testing was done in January, and Interviews are scheduled next week. There being no further business, the meeting adjourned at 9:02 p.m. Respectfulty submitte , f � r Darlene E. Nil es Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of February 10, Zw/ 2 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: hone Staff Present: Judith Aiello, Cathy Brenniman, David Cook, Paul D'Agostino Bob Dorneker Rich Figurelli, Mark Franz, Keith Fujihara, Douglas Gaynor, Nei Hunter, bavid - -- - -Jermings �_-rtc. !t.:�M, ��aK Pubin, O ll Stzffcrd, Dam4 Stcieback, Chicf Whalenr Barbara Zdanowicz Others Present: Dany Fleming, Barbara Gaiter, Jim Worcester, Andy Nelson bt others Presiding: Alderman Feldman SUMMARY OF ACTION Alderman Feldman called the meeting to order at 7:06 p.m. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the AE&PW Minutes of January 27, 20t'; Alderman Rainey seconded the motion; on voting, the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following thirteen items on a consent agenda for recommendation for City Council approval: (Al) City of Evanston Payroll through 1/30/03- The payroll amount was $1,829,903.52. At this time Alderman Moran was present. (A2) Citv of Evanston Bills through 2/11/03 - The Bills List totaled $1,358,578.66. (A3.1) Lowest Responsive and Responsible Bid for induction LightingSvstem Units - This item, part of the Street Lignting upgraae Project, is from westco Uistrioution inc., at a cost or 5757,350. (A3.2) Lowest Responsive and Responsible Bid for Induction Llehtine Housines - This item, part of the above-nameo project, is from t cast lighting Inc. at a cost of SJ8/,40. (A3.3) Lowest Responsive and Responsible Bid for Hinman Tot Lot Renovation - The low bidder for the project, Pines Andrews construction, is at a cost of 51u/,66U; funding source is 2002/03 GO Bonds. �A3.5) Lowest Responsive and Responsible Bids for estimated Two -Year Amounts of Water reatment Lhem►cals - Bids approved are: (1 u.5. Aturninate co. for liquid alum (Stil,L16); (L) Undeo/Natco for liquid potyymer (S31 792; (3) JC)1 Jones for liquid chlorine ($67 720); (4}} Pencco, Inc. for hydrofiuositicic acid (582,200); (�) Stiles Kern Div. for blended Phosphate 5 766441 S305,D00, with a portion reimbursed by NYC Water Commission; final cost $138,500). (A4.1) Change Order #2 for Ecoloqy Center Renovation Project - This item would increase the contract for the ecology tenter oy 5a,ai3.5U, increasing the total contract from 5667,198 to $670,446.49. Contractor is Rehab Construction. (A5) Acceptance of Grant Award - This item would authorize acceptance of the fifth annual grant to the Police slept. in the amount of 551,956, from the Cook County Judicial Advisory Council. (A7) Resolution 9-R-03 - Illinois Law Enforcement Alarm System Attreement - The Resolution authorizes the city Manager to sign the above -referenced agreement, formalizing the response system among Illinois police departments. �10) Ordinance 14-0.03 - "No Turn on Red When Pedestrians Present" Destination - This rdinance, for Introouction, wouto amend Sec. 1U-11- i, 50ed, lttll}) of the City Lode to change designation at the northbound approach of Fowler at Dempster. I (Al2) Ordinance 6-0.03 - Special Assessment #1449 - This Ordinance, for Introduction, would approve paving the alley north of t-inden Pt, and east of Custer Ave. feast -west wing). (A13) Ordinance 7.0-03 - Special Assessment #1450 - This Ordinance, for Introduction, would approve paving the alley ncrtn or Muttord St., east of Asbury Avenue. (A14) Ordinance 8•0-03 - Special Assessment #1451 - This Ordinance, for introduction, would approve paving the alley north of Payne 5t., east of vrey Avenue. On voting to recommend the above five items for approval, Alderman Rainey so moved; Alderman Jean - Baptiste seconded the motion, and motion passed unanimously. ITEMS FOR CONSIDERATION (A3.4) Lowest Resoonsive and Responsible Bid for Clyde-Brummel Park Renovation. The tow bidder for this protect was PinevAndrews i;Grwrucoon, at a cost of y133 4Z5. funding source is (1) State of IL Grant and (2) GO Bonds. Alderman Moran asked about the State of Illinois line item grant (S142,000), as outlined in the section of the memo concerning project funding. Mr. Gaynor explained that over a year and a half ago Rep. Hamos secured a $250,000 grant, used to investigate a SE recreation center. The unused balance is 5142,000. Through an amendment that we requestedtothe grant, and Rep, Hamos agreed to, the balance was secured for Clyde-Brummel Park. The additional CIP money is for landscaping for next year. Alderman Rainey, added that we have had two - three community meetings on this, and asked what Alderman Moran s concern was. He answered that he did not know the source of the funds, is glad we're getting money for the park, but was a bit troubled by the process. He would probably vote for it, but for it to have been for a facility that doesn't exist, and for the State money to be plugged into a park project - there was a sense of fair allocation in the distribution of funds. Thinking about the source of funds, it struck a sour chord for him: he noted a park in his Ward in need of a project for 10 years, which did not get finished. Consequently, the park gets flooded each spring and no one in the neighborhood gets to use it. He has been looking for some money to finish it, and there never seems to be any, he continued. He thought it generous of Julie Hamos to bring this, and is happy Clyde-Brummel Park will benefit. It's a question of allocation of funds. Alderman Raineypo inted out this is the only City park south of Oakton and east of Asbury. This money was targeted for far SE Evanston. If this park were not renovated, the equipment would have to be removed because it's so dangerous. This money has been redirected by Julie so this park could be renovated. She suggested the money we're not using in the CIP might be used for Alderman Moran's park. She noted Clyde ;Brummel's desperate need for renovation; said imagine how she felt when the majority, of the Council went on the attack about a SE Evanston center. This money is well spent, she said; it s a few thousand from the CIP. She would prefer to see the grant money used in the community and is extremely grateful, as is the community. Mr. Gaynor said that Cartwright Park (in Alderman Moran's Ward) was mentioned in the CIP presentation, and funding has been proposed by staff. So, he continued, the money was dedicated by Rep. Hamos for SE Evanston, and some money was freed up in the CIP. Alderman Feldman asked if Rep Hamos was in support, and that the funds should be used in SE Evanston in some other way. He was told yes. Alderman Rainey said there was never any thought that all that money would not be spent on the recreation center. There was no pre -thinking on how it should be spent otherwise. Alderman Feldman agreed the money is well spent, and the park needed renovation. His concern touches Alderman Moran's: it isn't a decision to be made on an interior level. The stewards of that money are the City Council, not the community. He is not arguing that it should not be spent there, but did not see there are proprietary claims on funds that the Council are stewards of. I.V. Gaynor noted when there was a balance in this grant, there were two choices; It goes back to the State or we enter into discussions with Rep. Hamos. It was clear to her that, if not spent on the center, that it remain in SE Evanston. Alderman Feldman asked.if any other needy projects were mentioned. He noted Mr. Gaynor said we asked Rep. Hamos if we could spend the money on that park and she said yes. If she did say it should be spent in 5E Evanston that's the information that should come back to the Council. He never received a memo or was part of that discussion. He said it looked like a case of "we got to her first." He was not begrudging where it is to be spent but the manner: that Rep. Hamos was asked for the money to be spent there, without talking about all the other needs of the community. If she had said the money was to go to SE Evanston, that would be the proper process. The City Council hears that, she has a right to place conditions on it. As well as the money is being spent, the process was not as he would like it. Alderman Rainey said when staff is looking for grants for projects, you are not advised in advance that staff Is doing so for this project and that. She asked if the system should change should we know in advance? She saw no difference in this: it's a grant given to the City. We weren't advised in advance of that. She would like to know how it differed from when staff comes with a proposal to spend money for James Park from a grant received. Where was Council's decision -making in that case? Discussion continued about projects being planned and sources of funds. Alderman Feldman thought the money was awarded and sitting there, for a given specific project. When not used for that project it was not money given to search for a neighborhood playground. He thought there's a difference. Alderman Jean -Baptiste proposed that we tryto sum this up: everyone has said they support the money for the project, but the process should be revisited. He agreed. if there's a balance left, it should come back and the Council should consider the options. He did not know who would implement that policy. Fie would support that kind of policy and communicate it to all with authority to spend money. He wished to go forward in support of this project. On voting to recommend that this bid be approved, motion passed unanimously. The following four items were taken together: fA3.6) Lowest Responsive and Responsible Bid for Construction of Phase Vill. Contract 8, Relief Sewer Project - this bid, from Utenproo txcavating tY Loncrete Inc., was Tor 5J,14ti,JLJ.40, Contingent on receipt a low interest loan from the IL Environmental Protection Agency (iEPA). (A3.7) Lowest Responsive and Responsible Bid for Construction of Phase IX Contract A, Relief Sewer Project - Ihis bid from Livil Lontractors and tngineers, Inc., was Tor 55,,18U,4Yi.bu, contingent on receipt oTaTow interest loan from the [EPA. (A3.8) Lowest Responsive and Responsible Bid for Construction of Phase X. Contract A. Relief Sewer Project - I his bid, from UlVaolo Lompany, was Tor S9,96U,Ui.IU, contingent on receipt of a tow interest loan rom t e IEPA. (A3.9) Agreement with MWH Americas, Inc. for EngfneerfnP Servfces—This item covered services during construction or Phase Vill, Lontract t�; ehase iA, Lontract A; and Phase X, Contract A, in the not -to -exceed amount of $2,159,000. Alderman Jean -Baptiste said that we are getting ready to spend $20 million for major sewer work in the C(ty. His question concerns the discussion about the training requirement in the contracts we bid out. He did not see any of that in the language he read here. He asked i we made a decision not to consider that? Mr. Jennings directed attention to the next to last paragraphs in the cover memos that discussed the training in each of these items. Alderman Jean -Baptiste asked, in terms of the training process we have used in the past, have we evaluated that? Mr. Figurelli answered that the Flood Ei Pollution Control Commission reviews that, and we have had positive results both for the citizens in Evanston and those training in the industry. Alderman Jean -Baptiste surmised that we have evaluated the ongoing work; he asked what was the result. Mr. Figurelti offered to give the Alderman another copy of the report distributed last year. He explained we evaluate every year, update the report and send it to Council. We will resend it. Alderman Jean -Baptiste asked how longg we have been doing this and was told about 10 years: the first phase (of the long-range sewer program) was hat included, but every other phase requires fulfilling this obligation. Alderman Jean -Baptiste would 1like an update. He said the majority on the Council has concerns about if we're doing a good job with the contractors' training and hiring. He would like this on the agenda for discussion at the next meeting, On voting to recommend items A3.6, A3.7, A3.8 and A3.9, Alderman Moran so moved, Alderman Jean -Baptiste seconded, and motion was unanimously in favor. (A4.2) Change Order #1 for Construction of Fire Station #3 - This Change Order would increase the contract Tor Skender Lonstruction oy yJ,ts�s.7t1, to a totat or St,357,625.50. Alderman Moran asked about the item titled Builder's Risk insurance: he did not remember a reference in other City protects. Mr. Rubin ex lalned we usually take care of that beforehand. This time it wasn't in the package. a are tooking at other insurance options when we do buildings; owners' casualty and risk insurance. This is a standard builder's risk policy. Alderman Moran liked this better. On voting, Alderman Rainey moved to recommend approval; Alderman Moran seconded; motion passed unanimously. (A6) Special Event Policy - This item would consider a recommendation to approve the Special Event Policy for events held in tvanston. Alderman Feldman asked Alderman Jean -Baptiste if, in the Human Services Committee, there was a request to hold this here. Alderman Jean -Baptiste thought there were modifications being sought. Mr. Gaynor said Human Services recommended that it be held in A[iPW until it came back to Human Services in March. Alderman Moran asked if the various organizations being potentially affected by this had been informed that it was on the agenda. Mr. Gaynor estimated there are about 50 such organizations, and said no. Alderman Feldman informed the Committee that Human Services went into the policy of event scheduling, the whote idea of shifting as many events as ossible, and the possibility of a set limit to event days. Alderman Moran asked why it was on the agenda; Ms. Aiello said the issue was that special events come to AEtPW. The Human Services Committee are reviewing events that come to the lakefront. They are dealing with a policy discussion, but did not complete it. Mr. Franz noted staff brought a draft of the policy to this Committee last June, and you asked for more information that is included in the packet. This item was held in Committee until the Human Services Committee met in March. (A8) Ordinance 13-0.03 -Revision to Sewer User Rates - This item would amend Section 7.13-3(A) of the City Lode adjusting the sewer user charge and detaying the currently planned rate increase. Alderman Moran explained that this is a continuation of the discussion of how we pay for our sewer project having to do with generating revenue to pay off the bonds we sell to finance the project. A year and a half ago he said, we debated how much we would increase the cost each year. It was decided, and he has disagreed, that we would extend the period of raising the sewer surcharge for a longer and longer time. We are down to the last 10 percent raise and the thrust of this is to Extend that to two more years, of 5% each. He said as much as we all hate to pay the high fees, he thought it very aggravating to citizens being confronted with the high rate increases each year, and now it's going to be another year. There's a residual frustration that there's never a stop to the increases. With this, we're just doing it in dribs and drabs. He felt it the intent behind it is a good one: we want to keep saying it's difficult to pay it, and we will keep increasing it, but flatten it out and carry it on forever. He thought it made more sense to do what we need to do and stop paying these surcharges sooner rather than later. He wished to voice his concern and personal feeling that we would better serve ourselves and community, face up to what we have to do, and make this the last year we have a raise and the last year we would have to field the phone calls of people about the high rates being raised again. With affirming this Resolution, he would have to answer another year's calls. Etc -wen years ago we committed ourselves to this, and had a financial plan. If followed, last year would have been the last year. It's frustrating for everyone. Alderman Feldman said the number of calls he got equaled Eb's, but the support for this is a deferment of the increase. The increase will not occur this year. The reason is there are thousands of people in the community crying for relief. All would want to get it over soon: do you take a huge bite that hurts a lot, or smooth it out a bit? Everyone would have their own comfort. People he heard from scream for relief. Do they want it over soon? Sure. You can't have it both ways. Considering the astonishing water bills we have, many feet if vie could defer an increase this year it would help people to a degree. And five percent Is no laughing matter, and the horrible thing is we recommitted to paying for this money. It's not fair or lust, but this expense fell on this generation. It's not a good thing, but it happened. But Alderman Feldman felt a lot were suffering, and this was an attempt to relieve that. Voting on the motion to approve this Ordinance, for introduction, Alderman .lean -Baptiste moved approval, Alderman Rainey seconded. Motion was approved with Alderman Moran voting nay. fA9) Ordinance 17-0.03 - Revision to Parkins? Tax - This Ordinance, for introduction, would amend Title i Section 3(a) of the Uty Lode to increase the monthly parking tax rate. Alderman Rainey's 4uestion was ie the parking tax goes into the General Fund, as opposed to the Parking Fund. Mr. Stafford confirmed. Asked if the revenues for parking goes into the Parking Fund, he said yes. Alderman Moran moved to recommend approval of this item; Alderman Rainey seconded; motion was passed unanimously. fAl11 Ordinance _15-0-03_- Neighborhood Traffic Management Plan - This item would amend Sections 10- 11.1 ana iu-i 1.5 of the Lity t.00e to maKe permanent the that neighborhood traffic management plan: to establish Ashland Ave. as one-way south between Lyons li Church; establish Ashland Ave. one-way north between Lyons li Emerson; and establish a tyro -way stop east and west at Lyons/Ashland. Also discussed in this section was item (Al5) Ordinance 9-0-03 - Special Assessment tl1452 - allev rsaving north, of Lyons, east of Ashland Barbara Galler, 1844 Wesley spoke: we have a cul-de-sac at Wesley. The hypocrisy, she said is the temporary barriers have been moved and people with small cars can drive on this street and this Impacts the next item, A15, to approve Special Assessment #1452, alley paving north of Lyons St. east of Ashland Ave. What we have done is redirect all street traffic into alleys, she continued. The alley east of Wesley has significantly increased traffic. That's in addition to the expense in that the alley improvement is a property, improvement. Our taxes go up and we pay more for sewer tax. The alley would not be happening until a final decision on the street. To approve this puts the traffic into the alley and paving it without speed bumps makes it a thoroughfare. She did not want to pay for this and have her taxes go up. Alderman Jean -Baptiste asked if she was opposed to making the cul-de-sac permanent and was told yes. Asked if she was at the community meeting, she also said yes, and that she had voted in the process. Tile Alderman explained the process that brings us to this point. The community has wrestled with this over the last 15 years. Through debate in the community a proposal was made to put up a temporary cul-de-sac and rearrange traffic on Ashland. That was done and tested over time. Then there was another community meeting in which neighbors participated to make the cul-de-sac permanent and make Ashland one-way south (Lyons to Church) and one-way north (Lyons to Emerson). There was a process you engaged tn. Secondly, he said, was the issue of alley paving: the requirement is if the neighbors petition and vote for it by 51%, the City normally acquiesces. He said alley paving would not be implemented until later in the year. Mr. Jennings clarified it would be in the summer or fall. Alderman Jean -Baptiste noted the projects would not be done simultaneously, and that there was a process. He asked if Ms. Gaiter was suggesting we do one and not the other. Ms. Galler said personally, she would like speed bumps. She did not think the neighbors were informed of the result of the vote to approve the permanent cut -de -sac. The alley petition was started pre -cut -de -sac. We were not notified, she continued, of the added pproperty value increase. It was also pre-911, pre - economic times. She said $2500 of her money would be better spent on something other than concrete, when speed bumps are not included in the paved alley. She noted bumps require a separate petition with a 2/3 majority vote, which wilt take another year, and how many accidents might result in that time? Mr. Jennings explained, regarding the atley paving petition, that we do cover that in the public hearing. The policy for alley speed bumps was adopted by Council: 2/3 of the adjacent residents need to vote for that. It would not be a full year, he felt: -f.e don't like to do them in the winter; would probably drill the holes for the bumps the fallowing spring. That's assuming, he said, the citizens want it at all. lt's an interactive process for all three of these things. Alderman Rainey asked if for the Permanent traffic controls, there was another postcard survey. Alderman Jean -Baptiste said yes: i? it wasn t done it would not come to this point. Alderman Feldman said there's a City policy that we would not put in speed bumps, pave alleys, etc. unless it's clearly asked for and sustained by the community. We have an interest in paving alleys, he said, that's why the City pays 50% of it, but vie never generate or instigate an alley paving petition. The issue to him is we found people in his Ward who disagreed. Some wanted them, some did not. The fact is there's probably no way the City could operate without saying the majority want it, and that's what we will do. He understood there was a public hearing and it's there that a pubic discourse with neighbors should occur to come to consensus not with the City. The City is acting as an agent of the people on the block. If it had been rejected an8 some people were sitting here, that would be the same thing. Ms. Galler agreed and said she was told Alderman Jean -Baptiste could stop the alley paving and she requested, if the cul-de-sac would go through, that the alley paving be reconsidered. A tot has changed since the original petition was started. Alderman Rainey asked if she could show that there is not 51% in favor of alley paving. An unidentified resident said many people are not living there now. She was told it was started 20 years ago. She said people were not informed about the cul-de-sac meeting. She described the various ways traffic flowed and came through the alley. She noted alley traffic was constant. Alderman Jean -Baptiste asked how old the petitions for alley aving are. Mr. Jennings said we don't check residency until we get the petition; therefore May of 02. Alderman Rainey knew of one that was circulating for three years. Alderman Jean -Baptiste reiterated there's a process and policy we followed. It may be correct that at this point it may be unwise to go through with the cul-de-sac, street changes and alley paving simultaneous)y; however, the people who signed the petition have the right to have done what they signed for. He suggested delaying the alley paving. A citizen asked if people had the right to take their names off the petition if they wanted to. Alderman Feldman explained there is no decision that will be made by this Committee regarding the issue. You talk to your Alderman, he advised, perhaps a delay of construction can be made: legally, we cannot do other than what the process indicated. Alderman Jean -Baptiste felt the process was tested over time. People have concerns and we will take them into consideration, but those speaking the loudest may not be the majority. We must honor the process and maximize all safety precautions. There have been several meetings and notice was given, and there was a democratic process. e did not want to drag this for another 20 years but that wasn t wise. These Ordinances were for introduction tonight; if the citizens wanted to stop in sometime in the two weeks before the final vote we'll sit down and balance this out. He did not think they should reinvent the wheel. A citizen, Mr. Worcester, thought the traffic management plan was a terrific process. Talking to Mr. Dahal, he was told if the vote was very close it may not move forward. As to the alley paving, he said, at the community forum the alley came up and the conclusion was the decision on the alley would not be made until the decision on the traffic management plan. That made him feel the alley should be held up. As to the petition, no figures on cost were provided. Mr. Jennings said the petitions have the estimated assessment for alley paving per property. Mr. Worcester did not see anything about a property tax Increase. He suggested the process about the cul-de-sac had a tot of community input and there would be an anonymous sent out. Alderman Jean -Baptiste said we did that. Mr. Worcester said the reason we did this was so there would not be undue influence by the petitioners. As to alley paving, with significant costs Involved it is done walking around neighbor to neighbor: he suggested we have the same standard as used for cut -de -sacs. Alderman Feldman outlined the trouble his Ward has with alley paving: petitions go out, and many do not have the money to Pay and say no. He noted his Ward was not represented here tonight, and people say "no" more than 'yes' in this town. He said we're lucky to have this small amount: the most we get is 5 - 10 a year. He suggested meetingwith Alderman Jean -Baptiste in the two -week period and any change could be done at that time. Mr. Jennings clarified that we do the special assessment tax roil information; he thought why Mr. Worcester did not see it if the petitions we sent out now have it; the older petitions may not have had it. Asked how long we've utilized the new petitions, he said two years. Discussion continued about the postcards and the issues. Alderman Jean -Baptiste noted information could be provided to the community and explained that Item A11, Ordinance, 1.5-0-03 - Traffic Management Plan could be introduced, while we could hold Item Ala, the Ailev Pavine zDeciai Assessment. Un voting l:o introduce Al (,Ordinance 15.0.03, Alderman Jean -Baptiste and Feldman voted yes; Alderman Moran passed, saying he thought people are entitled to find out what the vote was. There should be some answers: he could not vote for or against it. It was agreed that both these items (A11 and A15) will be held In Committee. COMMUNICATIONS (APW1) Police Officer Vacancy Report - Accepted. (APW2) Cable Franchise Brand Transfer (AT&T Broadband to Comcast Corp.) - This dealt with a name change only, ellective reoruary ID. accepte(l. SAPW3) Street Light Upgrade Plan -- Alderman Feldman asked how tong this technology has existed. Mr. ennings salty iu years: it works, wt is new to the U.S. What we're buying is made In Belgium and is used in Europe a tot; is beginning to be used in the U.S. Only two or three communities are using it now. Alderman Feldman felt it would be a welcome change, and asked what the percentage increase in lighting would be. Mr. Jennings said it depends on the wattage; we will provide that information to the Committee. (APW4) Request from Rotary for ETHS Signs - Alderman Feldman asked where these signs would go; Mr. J nnings replied probably on Lnurcn uooge, maybe Green Bay Road at the entry to the City - that's not fixed yet. Alderman Rainey asked if they were brown and was told yes. Asked if our signs aren't green and blue, Mr. Jennings said he believed the brown corresponded to the category of those signs used to direct people to the high school. Alderman Rainey noted the new City signs are gettinghigh acclaim. Mr. Jennings noted the entry signs are green. Directory signs to the high school are brown. Alderman Rainey asked what the Sign Committee thought; Mr. Jennings did not take it to the Committee lust straight to AEPW. Alderman Rainey felt the suggested signs were ugly, but thought the concept a t'a ulous one, and said we need to we check them out. Mr. Jennings agreed to discuss with the Rotary further. There being no further business, the meeting adjourned at 9:02 p.m. Respectfully submitted Darlene E. Niles Executive Assistant DRAFT -- NOT APPROVED 4-i DRAFT - NOT APPROVED ADMINISTRATION fr PUBLIC WORKS COMMITTEE Meeting of February 24, 2CS Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aielto Cathy Brennfman, Pat Casey, David Cook Bob Dorneker, Zeltee Edwards, Mari Franz Keith Fujihara, Douglas Gaynor Her&ert Hill, David Jennings, Darlene Nitges, Cagy Radek, Max Rubin, Bill Stafford, Chief Whaten, Barbara Zdanowicz Others Present: Andy Nelson, James Murray, representatives from Marsh Et McLennan Co. Ei others Presiding: Alderman Feldman SUMMARY OF ACTION Alderman Feldman called the meeting to order at 7:24 p.m. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the AFsPW Minutes of February 10, 2003; Alderman Moran seconded the motion; on voting, the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following nine items on a consent agenda for recommendation for City Council approval, and to remove one item (A3.5); (Al) City of Evanston Pavroll through 2/13/03- The payroll amount was $1,813,044.12. (A2) City of Evanston Bills through 2/25/03 - The Bills List totaled 52,849,001.31. Alderman Rainey asked about the venicte sucker refunds, wnich she was told had to do with a problem with currency exchanges. Mr. Franz explained that when we extended the deadline this year, some currency exchanges did not recognize that, and charged a higher price; we had to refund some of the money paid In those cases. (A3.1) Second Lowest Responsive and Responsible Bid for Hewlett Packard HP UX Server - This bid, (from LnampsysLerns inc., would cost SL9,073, iunaea mrougn tree water tt 5ewer tuna. (A3.2) Non -Bid Purchase of a Hot Patcher - This item, for parching asphalt, is from Central Parts Warehouse at a cost of 549,89v . for ruDuc Works, Streets Ez Sanitation Division. (A3.5) Purchase of Ambulance Insurance - Information on this item was not ready; Alderman Moran therefore moves to remove it from the agenda. {A4.1) Change Order #i1 for Municipal Service Center Parkins Deck Repairs - This item would (increase the contract Dy yU,UV, increasing the totat contract witn Lhicagotana Lonstruction Inc. to $25,987. (A5) Resolution 12-R-03 - Contract Renewal with Evanston Athletic Club - The Resolution authorizes the Lity manager to sign the apove-reverenced contract, for a neattn, rttness and wellness program for the Levy Senior Center. fAB) Ordinance 18-0-03 - Repeal of One-Wav East -Only Restriction on Alley. - This ordinance, for ntaoauction, woula amens Sec. 1u-11-4, 5cnea. Iv(ti) of the Lity cope to remove this restriction on the alley north of Howard St, from Barton to Asbury. (A9) Ordinance 19.0.03 - ReDeai of Loading Zone - This Ordinance, for Introduction, would amend Sec. 10-11-/, Sched. vii (d) of the Lity code to remove the loading zone on the east side of Elmwood south of Dempster St. (A10) Ordinance 20-0-03 - Passenger Loadinq Zone - This Ordinance, for introduction, would amend Sec. 1u-i l-/, Scnea. vu (is) or the City Lode to estaolish a passenger loading zone on Noyes St., south side, Maple to first alley west, 7:30 - 9:00 a.m. and 4:30 - 6:00 p.m. on school days. On voting to recommend the above nine items fcr approval, and one for removal, Alderman Rainey so moved; Alderman Moran seconded the motion, a:.d the motion passed unanimously. ITEMS FOR CONSIDERATION [A3.3) Approva! of Purchase of Excess_ LiabilityInsurance ($10 000,000 coverage in excess of 52.00u, upw from IL Nat'l Insurance t.o. (a part of Alul at a cost of �L15..iuu ana (A3.4) Approval of Purchase of Property Insurance at a Total Value of �300.000}000 including 5100.tru uu t overage for errarism trom rM uiooai Iractory Mutual to.) at a cost o S31li.333 Alderman Feldman invited Herbert Hill, First Asst. Corporation Counsel, to give a brief explanation of the genesis of these items. Mr. Hill said these were teem separate proposals, one for excess liability insurance and one for propertyy insurance. The excess liability was placed through our outside broker, Marsh. It's a $2 million dollar self•insured retention with an excess of 510 million, at a cost of approximately 5215,000. We recommend obtaining this. It would be our third year with excess liability insurance. it's a claim made folfty. The incident must have occurred during the current fiscal year for which we're purchasing it. ncrease in cost is approximately 26%, and is within our budgetary limits, Recommendation is to purchase due to the City's outstanding litigation. We have several matters where plaintiffs' attorneys are seeking substantial sums and it's a reflection of what couldi be in the future. Theproperty insurance item was placed directly by the City. We have used FM Global for the past 20 years. It's in the amount of $300,000,000 property coverage. That proposal was reviewed by our outside broker who provided their expertise. It concluded the quote was competitive and consistent with current standards, lie pointed out the terrorism coverage as proposed: with respect to the property insurance, the City has with the property insurance a 51 Million terrorism coverage included but there's extra insurance recommended, at a total combined terrorism insurance test of 549,000. That breaks down to 5300 million of certified terrorism coverage and $100 million of non -certified terrorism coverage. The federal government determines which type of act it is: certified if committed by an outside foreign terrorist such as At Queda; non -certified is a local domestic terrorist like McVeigh. The federal government provides 95% coverage for certified terrorist acts. All municipalities are rated as the same targeted risk by FM Global. We recommend property insurance plus terrorism insurance coverage for this year, based on the perceived threat. Alderman !Moran asked if our excess liability coverage term concludes at the end of this month and was told yes. Alderman Feldman asked the current policy limits. Mr. Hill said it's a S10 million limit, self -insured retention Is $1.5 million. There's an increase of $500,000 in this year's retention. The insurance company that insured the City is no longer writing insurance. Kemper is no longer qualified. We had an extensive underwriting process updating over and over. Our application has been out there since December. There was constant re-evaluation by the marketplace. Based on the City's history this is a protection that is needed. He related The Law of Big Numbers: insurance companies can spread their risk over many municipalities. if we take the risk ourselves it stays Athin our pocket. He recommended purchasing both types of insurance. Alderman Feldman interpreted that for the same coverage our premium goes up 545,000 and we acceppt another $500,000 worth of exposure (item A3.3). This was confirmed. Alderman Rainey moved to recommend the purchase of excess liability insurance for $215,300. Alderman Moran seconded. Alderman Rainey referred to the information provided, including a policy disclosure statement involving the Terrorism Risk insurance Act of 2002. She asked if it was a waiver. Mr. Hill explained it was federal government - based legislation: the insurance company is required to offer and the City can reject the proposal. Alderman Rainey quoted "Unless you sign this form and return it to us rejecting Terrorism Coverage under the Federal Act, you will be covered for Terrorism as defined in the Act for losses to which this policy applies and your premium for that coverage is $10,250." She asked for an explanation. Mr. Hill explained that was the terrorism insurance for the excess policy. Asked if You have to take the other to take this, Mr. Hill said no; that coverage applies to the bodily injury sustained in the terrorist act. The property insurance covers the damage to the building. With respect to terrorism, acts that are the result of chemical or biological warfare are not covered by any of the insurance - it's excluded. Discussion continued on what constituted certified acts of terrorism. Voting on the motion to approve the purchase of excess liability insurance from Illinois National Insurance Co. at a cost of 5215,300, motion passed unanimously. Regarding Item A3.4 (the purchase of propperty insurance Includingg coverage for terrorism) Alderman Rainey moved approval of the purchase from FM Global at a cost of S318,333. She commented that terrorism coverage is interesting, noting we know what happened to Kemper and other companies. She was inclined not to support the terrorism coverage. She said if we were to be hit, we would not be singled out: she suspected collection would be next to impossible. She believed, if there are billions of dollars of lawsuits across the U.S. under this coverage, it will be a cold day before anyone collects. Alderman 1.'aran said these are the types of losses no one likes to contemplate. The next least desirable thing is to pay significant funds to get insurance for the losses. From his perspective, when one is looking for insurance coverage, one spends money on the premiums and hopes you've wasted your money. You hope the calamity covered is not visited on your community. He woutJ strongly exhort the Committee to consider buying this caverage, and hope our feeling that we're safe in Evanston will bear itself out at not too great a cost other than the cost of the premium. When we read national publications about the challenges to states and municipalities, he thought we had to think about that and consider this coverage as part of the larger number of things vie contemplate and address. He thought it very significant and in the forefront of people's minds that government units will take steps to cc -,front the threat of terrorism, which is real. He exhorted the Committee to give consideration to give a respite from concern to the community and our citizens, knowing we have provided coverage for them. Alderman Rainey noted that her family made its living from insurance. She said that, if this coverage included protection for our water supply being poisoned she v+ould bt! wi board, but it did not. She felt that Is in jeopardy: the insurance excludes too much the cost is high and it's a real opportunity for a cottage rider on all insurance policies. Alderman Aoran spoke about the water system, noting he understood there may be an exclusion for the coverage of introduction of biological agents but we still should contemplate that potential damage to the water system is significantly covered by tAis policy. If our pumping station is attacked, they could render our community vulnerable. Alderman Rainey referred to the packet material, page five: a reference to a limit "not to exceed S50,000 combined for voice, data or video service." She asked for an explanation, noting it seemed minimal coverage. Mr. Hill promised to revisit the subject with the company representative. Alderman Rainey said that, not understanding any more than what's presented here, that's a serious problem. Discussion continued. Alderman Rainey quoted from page ten: under Special Conditions, it stated "ingress Egress Limit of Liability reduced to $100,000." What did that mean? Mr. Hill said it deals v4th access to the building: if the street is out, the building is blocked. Asked what the liability meant. Mr. Franz believed it had to do with a street blockage, and a company makes money from a property, and the City loses sales tax from the effect of the blockage. Ms. Aiello added it's like a business intervention. Alderman Rainey asked about the statement "Extended period of liability has been reduced from 60 days to 30 days." She felt the broker should be here tonight. Mr. Hill apologized, noting it was a miscommunication with her. We still believe, he said, with these uncertainties, it's something the City should be purchasing. We will be back in two weeks he continued with answers. We are recommending purchase today. The policy's due date Is Saturday. Alderman hainey noted there was an indication this policy runs from March 1 to February 28, 2004. There are 29 days in February; she recommended we change that. Alderman Moran moved approval of this item. Alderman Rainey noted age 15, where it stated under Options "Annual Certified Terrorism $8,100... Non - Certified Terrorism 55,0 ." Mr. Hill said that was the matter discussed in Executive Session tonight. This Insurance did not exist last year in this form. The original proposal was revised as the marketplace changed. The numbers he put in the memo were the numbers which are current. Before action was taken they called to revise the numbers upward. Alderman Feldman noted that page also stated "Non-Certlfied Terrorism $100,000 Limit except" He questioned the meaning. Mr. Hill said it's a $100 million limit period. Alderman Feldman asked if it costs more for the non -certified terrorism coverage. Mr. Hill said that was correct, because it's not supported b funds from federal government of 90� Asked for an example of a non -certified event, he said the aklahoma City McVeigh situation. He said this had been debated internally, staff talked about just that: the risks and what made this something we should purchase for Evanston. 12 years ago we did have the arrest of the FALN. it's a history, he said: the University is a focal point for political activities; those issues alone make it a recommendation to purchase terrorism insurance. The third thing is the closeness to Chicago. The items Alderman Rainey has concern about we will have answers to at the next meeting, he continued. The proposal was reviewed by Marsh for value and competitiveness. It was found to be appproppriate within appropriate limits and bounds. Alderman Rainey hoped we tightened this proposal up. Mr Hit[ promised to address that. Alderman Jean -Baptiste seconded the motion previously made to approve this item. Alderman Rainey asked if the person who set the subway on fire would be considered non -certified terrorism; how would one distinguish a "total crazy" from a terrorist? Mr. Hilt explained vie have $300 million in property coverage. For non -certified, we have S100 million coverage. If it's just an act of a crazy person and these are newly created terms of the federal government without case law, we would be better off to declare it for property coverage. He asked these questions of FM Global: it's too new to the business. Alderman Rainey asked if he was saying the insurance adjusters will not be making the determination of whether it's a crazy person or an act of terrorism? Mr. Hill believed the federal government would make the first determination as to vandalism or property damage. Alderman Rainey noted for those who do not have non -certified terrorism insurance, that will be a huge issue. Mr. Hill agreed, but said the fact remains the blanket of security of the insurance{ while not 100% precise, wilt be appropriate. He noted if the situation changes with Iraq and known terrorists are captured, the cost would go down. Until then he believed it was money we should be spending. On voting on the motion to recommend approva( of Item A3.4, insurance from FM Global at a cost of $318,333, motion passed unanimously. (A6) Ordinance 15-0-03 - Neighborhood Traffic Management Plan - This matter was held in Committee on v iuwui, it woula nave made permanent a trial plan, establishing Ashland Ave. as one-way south between Lyons and Church; establishing Ashland Ave. one-way north Between Lyons Et Emerson; and establishing a two-way stop east and west at Lyons/Ashland. ;.:ong with this item, the next item was also considered: (A7) Ordinance 9-0-03 - Special Assessment #1452 - This matter was also held in Committee on 2/10/03. It would approve alley paying north of Lyons ]t., east of :stiland. Alderman Jean -Baptiste moved to remove both (A6) and (A7) from the agenda. Regarding (A6), he said he met with some neighbors who raised a lot of concerns: a number of people may not have participated in voting, though we did send out postcards and did not receive anything back. He noted the temporary measures would-sti(t be inplace. vie wilt have to revisit the process so it will be more credible. Mr. Jennings noted we received a 50-A return on the cards, which is a good return. Alderman Jean -Baptiste added that this has been a 70-year battle. he rnmved it be taken off the agenda. Alderman Rainey seconded the motion, which passed unanimously. Regarding (A7), Alderman Jean -Baptiste explained at the time we were to vote we had 54% support on this. A number of people who came to the meeting were signers who removed their endorsement, dripping support to 34%. He moved that this item be removed from the agenda. Alderman Rainey seconded; motion passed unanimously. COMMUNICATIONS (APWI) Police Officer Vacancy Report - Accepted. Alderman Rainey commented that it was interesting regarding criticism tram people arouna the U.S. about passin the resolutions against the war with Iraq: for the first time we see lice on active military duty. Tgnat's one of the small ways it's affecting municipalities, she pointed out. She had heard that over 200 police and fire personnel in Chicago were called up. (APW2) Fire Department Monthiv Report - Accepted. fAPW3) Response from Water 8 Sewer Dept. Re: Long Ranee Sewer Program Job Tralning/Employment Programs - ltatus update - Alderman Jean tsaptiste thougnt it was reap ggood to nave receives tn3s tnorougn report. Line thing he would like to do is begin closer monitoring ofywhat these people are doing. Hopefutly, he said, the graduates of the program are working in the field: it would be good to follow up to find out what good we did through the program. He recognized some names in the report. Asked who put together the report, Mr. Jennings said Dave Stoneback and Rich Figurelli. Alderman Jean -Baptiste noted that we in Human Services wilt be following up with the M/W/EBE Committee to determine how they are doing and how we can strengthen that program. He invited people to come to the meeting Mar. 3 at 7 p.m. to discuss this matter further. Alderman Rainey said, in terms of where these people are today, one she knew of is on home confinement. She noted the extraordinary shortage of women on this list; she said we are worried about reaching out to certain segments, but women transcend all these classifications and are makingg less money than men. She would like to see outreach to women: if we are to be true to tie concept of M/W/EBE, women should be playing a bigger role in the training program. She thought it was a great report. There being no further business, the meeting adjourned at 8:08 p.m. Respectfully submitted Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED r�^\ ra Members Present: Members Absent: Staff Present: Others Present: Presiding: N if TES DRAFT - NOT APPROVED ADMINISTRATION Ix PUBLIC WORKS COMMITTEE meeting of rrz,ch 10, 2003 Aldermen Feldman, Jean -Baptiste, Moran a -id Rainey Clone Judith Aiello, Cathy Brennirran, Pat Casey, David Cook, Paul D'A ostino, Bob Dorneker, Keith Fu Jjiha ,a, Douglas pGaynor, Blair Haltom, David Jennigngs, Darlene lilges, Cathy Rzidci , . ,..x . , ..obbic ,,,a•: ri, Barbara Zdanowicz James Murray, William Gilmore, Bob Seidenberg and others Alderman Feldman SUMMARY OF ACTION Alderman Feldman called the meeting to order at 7:28 p.m. APPROVAL OF MINUTES Alderman Rainey moved approval of the AEtPW Minutes of February 24, 2003; Alderman Moran seconded the motion; on voting, the Minutes were unanimously approved. REPORT ON IMPLEMENTATION OF NEW FINANCIAL SYSTEM Mr. Casey Introduced Ms. Zdanowicz who spoke about the implementation of the new financial software. He pointed out the new formatted Bills List this month, generated in part with the new system: these are not the final changes: it will contain better information. She noted a milestone in the implementation: JD Edwards' first phase went live on March 1, which included general ledger, accounts payable and purchasing. She noted the amount of work done by the purchasing team, including Bobbie Tolston-Brown and Mary Rodino Kutz. She said it was a great partnership with JD Edwards, but noted staff has a lot of work ahead in the next seven to eight months. HR, payroll and budgeting were launched last week with the concerted effort of the iS Division as well. Ri3ht now the system is an intranet system, inside the building only. The project will end next February, thanks to the Council's support. Mr. Casey related the compliment JD Edwards gave to the City: they said they never had an implementation that wer1L so well or hit its target dates - no other client, either governmental or private had done so. Alderman Feldman thanked staff, extending the appreciation of the Committee. He noted this system is great for the City of Evanston. Alderman Rainey noted previous discussions about having the Bills List's pages numbered consecutively. Mr. Casey said staff will try to get the kinks worked out, and would put page numbering on top of the list. Alderman Rainey noted the ability to know what the actual insurance amounts are for all the different categories. She found the new format really helpfut. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following eight iterns on a consent agenda for recommendation for City Council approval: (Al) City of Evanston Payroll through 2/27/03- The payroll amount was $1,834,131.37. (A21 City of Evanston Bills through 2/28/03 and 3110/03 - The Baits List through 2/28 totaled S1, UY, U4.UY, i ne bills List throughSllu totaled 51,Lt)U,18U.92. 1A3.1) Lowest Responsive and Responsible Bid for Dempster St. Beach Office Exp ansion Protect - his bid, from Rd t_onstruction, would cost S8Z,94U, tunded through iyyY-UU and IOUJ-04 UU bonds. fA3.2) Lowest Responsive and Responsible Bid for Reconstruction of Harbert Park Bike Path - This item approves the bid from Sanchez having Lo. at a cost of 51w,UW. Funding is 96.99 VU bonds, 00.01 CDBG and a State of IL grant. A3.3) Annual Rental of Loader and Excavator for Sand Removal - This rental would remove sand rom the t.nurcn bt. noat ramp area. Kentat is from tsencnmam construction Co. at a cost of $18,100. Alderman Feldman asked how long the rental is for; Mr. Gaynor said 30 days, and that it's used to dredge the mouth and harbor area and both sides of the breakers. He noted that we rent for 30 days since there are only so many days we can actually get the machine into the water, due to weather conditions. Alderman Rainey asked if this is the first time vie have used this ccmpany.- lei. Gaynor said yes, adding this is the first time v.e've had fcur companies bid; this amount is around S1500 less than East year costs. Asked if we re --se the sand, he said yes, noting scmetimes it goes to Clark, or sometimes to Greenwc,,d teats:, depending on what needs to be done. Responding to another question, he explained •.,:e only rent the machine: we borrow public v.crks e , ployees to operate the equipment. fA3.5) Approval of State of IL Low Bid for Nine Police Package Vehicles • T t is bid is from Landmark fiord for nine potice package rora (.rovrn victoria Seaan venicies, manual and •,varranty for the Police Department. Total cost is 5208.401. {A4) Resolution 10-R-03 - Save America's Treasures Grant Application - The Resolution authorizes the Lity manager to sign the aoo"re-rererenceo appncation for renovation of the two fog signal buildings at the lighthouse. (A5) Ordinance 27-0-03 - Increasing Class B1 Li uor Licenses for Westwind Unlimited. dba Bill's Blues Club - MIS Urdinarce, for tntroduction would increase Llass b l Liquor Licenses trom 4 to:) with the addition of Westwind Unlimited, dba Bilt's Blues Club, 1029 Davis 5t. On voting to recommend the above eight items for approval, Alderman Moran so moved; Alderman Jean - Baptiste seconded the motion, and the motion passed unanimously. ITEMS FOR CONSIDERATION (A3.b Appproval of Contract with Marsh USA Inc.. for Insurance Consulting Services -- These services woutd�be for the snerman eiaza oeveiopment. Amerman rnoran noted the tee of )bD,uuU would be shared equally to begin the process. He asked who would be doing the sharing? Ms. Aiello said there were four: the City, Sherman Plaza Venturer Lakeshore Development and Sherman Plaza Condominium. Alderman Moran asked if it was an even split and was told yes. Alderman Rainey noted the cost was not to exceed $20,000, Upon voting, Alderman Horan and Rainey moved and seconded recommending this item for approval, and motion passed unanimously. Alderman Rainey asked about owner controlled insurance programs. Ms. Aiello said that typically, the general contractor and all subs in the project would have their own insurance. In owner -controlled, the four of us collectively would provide insurance. All the insurance for the general and subs would come out of it. We would control the safety program because the general contractor and the subs would have their own safety program. We are exploring both because we don't know if it's a significant savings. That's what the consultant will determine. Until we get the final bids and see how ttie subs are pricing their insurance vie really won't know. Alderman Rainey asked if this would have an effect on the small contractors. She was told yes, it should help; they won't have that burden of insurance. The oth,-r thing it does is that you always have only one person controlling: you don't have insurance companies pointing their fingers at each other. Alderman Rainey asked if this item would be brought back; Ms. Aiello promised a full presentation; the Alderman allowed that this would be helpful. Alderman Newman was present at this time for the next agenda item: (A3.4) Approval of Agreement with Evmark for Maintenance of Special Service Area #4 - This item would approve maintenance of the central business district at a cost of 54J,.tbd, the oty's share of 40% of the total cost. Alderman Feldman invited Alderman Newman's comments. Alderman Newman noted it was stated, when we did the Hill development, that we would have 5250,000 per year for City services. He had found out that this amount goes to the General Fund to compensate us for all types of things, but, he noted, there's a lot more people in the downtown now to our credit. We've done excellent things to attract them. He explained that Alderman Bernstein and Ae had observed serious problems with trash. We are debating the number of type two restaurants in the Planning Et Development meeting, he continued. He felt our goat should be a downtown to be excellent and spotless - the image for the entire City. He wished to spend within reason what is necessary, so that the dumpstern will not be two feet overflowing, etc. When they say they want a third trash pickup June - September, he wanted an extra one on Sundays for as much of year as necessary to obtain the goal of spotless. He was not sure we are spending enough here, and if we need to spend 510,000.515,001Ymore, since the $254,000 was intended to deal with the growth, services, and extra people -- he would like staff to have the authority to spend additional money to deal with the Sunday pickup. If they don't spend it, he said, fine: but it will give us flexibility. Ms. Aiello said we have been trying to deal with the issue: several factors are involved. It's difficult to find a provider to pick up on Sunday - [hey have na place to take the trash. One thing we're starting to do, she related, is enforce that dumpsters in alleys remain covered. Alderman Newman asked, what about the trash receptacles on the street? Ms. Aiello said we're doing the extra pickup; then we're really tryin to figure ou[ what to do on Sunday. From Saturday night through Sunday morning it's very difficult. I?we attack the businesses with the dumpsters and ticket them, that will solve one problem. If more dumpsters are needed it's a roblem because we don't have much room. She said there's this "Garbage Group" made up of staff from Health, Pubic Works and Community Development who are trying to figure out ways, and to tie it into the fast food restaurants and sidewalk cafes. We are thinking of raising our fees for the cafes to get an additional hand crew. We hose to come back before the sidewalk cafe season. She noted this week the trash was bad' or, -;,esday; if they had had a pickup cn .+,on`cay it should not have beer, that bad. Alderman Newman fet, tna_ -f t."ey need extra money, they s`.:uld have it. Alderman Rainey asked if we were talking about ex _-a oney from the Special Seriice :District fund? Vs. Aiello said, not necessarily. They don't Have more -nDrey in t. ,eir Budget. That's why vre're looking at other revenue items. Alderman Rainey commented th._t if tree were a Friday pickup those dumpsters probably would not be topping off. She felt a Friday picks:,] shco_!d to re wired. Ms. Aiello said most restaurants do have this: we're going to start citing and doing enfcrcerrent. The other problem, she continued, is small merchants who use our receptacles. Alderma.- Feld —,,an said we'll go ahead with this item: asked that material on this issue be put together and presented to the Committee. Ms. Aiello agreed. She said we know we have some problems outside the rnavie ;,heatre and other areas: vie are also going to start extra patrols earlier In the downtown so as the weather warms vie will have everything in place. Alderman Rainey noted we have this issue all over town wl-ere tt-ere are commercial users. One thing never done is the enforcement of special use permits. Ms. Aiello note-d that's one thing we're looking at, perhaps hiring a college student for the summer to enforce t`._t. `,ve mink the problem is greater in sumiiimer, t .ouih it's tear•rownd. Alderman Rainey said that we spend hours of staff time developing regulations for special use, neighbors spend hours on it, ZBA spends hours on it. We take it seriously. However, special use recipients know that they can agree to anything, because ;.'sere is never enforcement. Alderman Jean -Baptiste agreed, saying vie need to think broadly of the needs around the City regarding garbage pickup, and think about scheduling Friday and Monday in the dc,%mto%--n, since Sunday is so difficult to do. He noted he had raised this at the last Council meeting: the commercial strip on Emerson is filthy; Asbury also; we need to look at every area with this need, including Dempster/Dodge where we've met with neighbors to enforce the special use obligations of fast food places. He said we need better oversight, and advised that the proposal people come back with should be broad so it can achieve our objectives of a clean city. Alderman Rainey moved that this item be added to z ,e Consent Agenda for Council approval; Alderman Jean -Baptiste seconded; motion passed unanirrously. ITEMS FOR DISCUSSION (APWI) Creatfnq a Mc:sic Venue Class Liauor License - Mr. Casey noted the Committee had passed the motion to recommena mtrocoction of the (.lass b1 license that would allow Yestwind to serve Liquor with food service. The memo on this item outlines some of the issues concerning this proposed license for service of alcohol without food service: it comes down to a policy item of the Council. if you decide to create a new class it will have to go back to the Mayor as Liquor Commissioner after the license is approved. The Liquor Comm-ssioner would have to make the recommendation that Westwind would qualify for the new license classification. Mr. Murray said his letter outlined the position of Westwind, and perhaps as the first applicant for a live performance venue special L.-se permit, and then as a suggested amendment to the liquor ordinance. The locus placed on this type of use by the City's Zoning Ordinance, etc., is that this is a venue in which live performance is the specific ,`onus of such a use. Because there was no performance venue liquor license available they applied for &e B1, but asked the Council to consider a new class that would align more s� ifically with the nature of a live performance venue. We think there is an adult use that the Zoning Ordinance recognizes s.pecif:c to people coming after dinner to hear live performance, different than an operation that may have music incidental with food or beverage operation, like Nevin's and Pete Mitler's. We'd ask the Council and Cernmittee to give appropriate consideration to that new type of license. it is not specific to Mr. Gflrnore's operation, but thought it likely, as it gets up and running, other clubs may come and it would expand cL,7 downtown and be included in our vision. From the operator's point of view it's much preferable to purvey to the musical interests of the patron. The draft provided, he said, is flawed because if the application is approved for a B1, the timing for opening and closure should be coincidental with the B? License. Hopefully, he continued, a similar fee would be approved. He introduced Mr. Gilmore, who had testified to this type of use before the various committees. Alderman Feldman asked, cemerning the issue raised by staff of other clubs wanting a similar dispensation regarding food, how would a new ordinance be crafted to make it clear this would be a distinct and separate usage and operation, and need a special license and exclude the others? Mr. Murray noted the special use process had beers used to gain access to this particular use. if it's appropriate to yoke the two elements together, then those two elements would coincide and go forward together. That would suggest, in every instance, if the oti er clubs were to seek a live performance permit there would be a necessary process to carry throuSh far a special use permit as welt as the liquor license. Mr. Casey said he would necessitate to tie those two together: we can regulate and create a license to allow this particular venue to take place. it would have to be strict: we have done it in the past for different things. We have about 25 different license classes nc-+, he added. We would have to think about what is the difference between a live music venue when they had no one booked that night, and a bar. We would need some appropriate tanguage for that. We v.Youlc have to come up with ways to make the classification meet what you desire. He fett it could be done. Alderman Rainey had given this a tot of thought. A concern is the connection of the Zoning Ordinance and the liquor license. In une Zoning Ordinance is live music venue and next a dance club with recorded or DJ music. She would ague against a license that would include establishments with live and recorded music. Every corner bear has recorded music playing. She did not think the same license should apply to both. She would support a new license for live venues only. If there is no live show she felt no alcohol should be served that night. It was agreed the hours should be the same as the 3:00 a.m. license to compete. She did not like leaving in recorded music, as stated in the draft ordinance, did not think leaving it in did anything to generate the excitement of live venues. Mr. 1r.urray did not care particularly if the concept ci recorded music was an element in this license. It had been incorporated In the Zoning ordinance as a general class of operations: it is not a serious part of this operation. Mr. Gilmore could support the idea of alcohol to be served 30 minutes before and after live music. He said if you have a live music venue, you have to have live music. It's a destination venue. People make up their mind to go and hear it. If you don't have live music that night it's a disaster. He noted when contracts are signed there is an Act of God clause; you try to cover for blizzards, etc. People say vre wanted a band, we drove 50 miles to get here. To not have live music to try to save some money is very bad policy, he affirmed. Alderman Miran could support having a different category of liquor license along those lines, and did not say that. with the notion that he was excited everything in MrFMur�ray's letter. But from a conceptual $tandpaint he could be in favor: i'sis-.1sion Gl cur downtovin should evolve would encourage live music venues. He thanked Mssr. Murray and Gilmore for bringing the proposal forward. He hoped it would lure even more people who would grant to open these types of venues and enhance the effort to make performance art a significant part of downtown Evanston. He suspected his colleagues knew, from patronizing places playing live music at night, that what is being asked for is nothing exceptional. If we did not subscribe to this we might be stunting the potential growth of an industry that would be positive for Evanston. He advocated aereeinu to this. At this time Alderman Feldman ioined PhD meetine briefiv. Alderman Rainey added an Inclusion to this draft: she would like to see this only in the Core District. Mr. Casey agreed. Alderman Moran entertained a motion. Alderman Rainey moved to direct staff to develop an Ordinance for live performance venues only in the Core District, with 3:00 a.m. hours on the weekends. Mr. Gilmore requested that option but said he was considering marketing earlier hours, and starting the music earlier, at 7:30 p.m. On voting to approve this motion, motion passed unanimously, 3-0. Mr. Casey will come back to the Committee. He recommended introducing the B1 license and referring it back to Committee. Discussion began about timing for this ordinance. It was noted if a kitchen space was necessary, that would need planning. If the 81 was introduced, it could begin operation. it would be their preference to convert that to the Live Performance Venue license. Mr. Casey clarified that we can introduce the 81 tonight and have an ordinance for introduction at the next meeting to make the timetable as fast as possible. Alderman Rainey asked why have the B1 return to us, if we will have the other Ordinance ready for the next meeting. Alderman Moran noted at our next meeting, if there is a new Ordinance, we're going to have to vote on the proposed adoption, and the granting of the first license under that category would be to Mr. Gilmore, and would come here. Mr. Casey did not want to leave a 81 license out there on the Council agenda. it would be easier to have it here, and with the new Ordinance remove it from the agenda. It was agreed that either way would work. Discussion continued: it was notes that the preference was to open the door of the club on April 15. Alderman Moran noted it was moved and voted on that a new category would be prepared by staff. COMMUNICATIONS (APW2) Police Officer Vacancy Report - Alderman Rainey commented that we are 11 cops down. That's a situation we must co better to attempt to avoid, especially going into the summer. (APW2) Update on Pronerty and Excess Liability insurance - Alderman Moran asked how much the liability insurance package we adopted last month cosi. Mr. Rubin referred to last month's minutes: it was $10 million coverage at a cost of 5215,300. Alderman Moran was interested in the potential for an extra $5 million in liability coverage for S55,000. He asked if staff had a viewpoint on the advisability of purchasing this. Ms. Aiello said we are fairly comfortable with the amount we have, given our traditional losses: if the Council wants, we could come back at the next meeting with the opinion of Marsh, given our Ion g history. We felt our traditional losses have not been that great. Alderman Moran suggested exploring this. Ie noted funding for the premium is a not -insignificant consideration but he's hearing we can get a more specific analysis and input from our insurance advisor, and we can make up our minds then. Alderman Rainey asked if this would be a rider or would the total coverage be increased. Ms. Aiello said they would issue a separate polity. Alderman Rainey thought the ingress/egress answers in the memo were interesting. Regarding the rental insurance she did not think the South Branch Library was likely to be bombed. She would like to see more about tie $5 million liability policy. There being no further business, the meeting adjourned at 8:24 p.m. Respec fully submitted Darlene E. N� ges� Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of March 24, 2003 Members Present: Aldermen Feldman, Jean -Baptiste, Doran and Rainey Members Absent: None Staff Present: Judith Aiello, Alan Berkowsky, Cathy Brenniman Pat Casey, David Cook, Paul D'Agostino, Bob Dorneker, Zeltee Edwards Keith Pujihara Douglas Gaynor, Blair Haltom, Sat Nagar, Darlene Nilges, Cathy Gdek, Max Rubin, Bill Stafford Others Present: Alderman Tisdahl, Dave Ellis, James Murray, William Gilmore, Lucille Krasnow, Jonathan Perman, Bob Seidenberg and others Presiding: Alderman Feldman SUMMARY OF ACTION Alderman Feldman called the meeting to order at 7:42 p.m. APPROVAL OF MINUTES Aldennan Moran moved approval of the A&PW Minutes of March 10, 2003; Alderman Jean -Baptiste seconded the motion; on voting, the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following thirteen items on a consent agenda for recommendation for City Council approval: (Al) City of Evanston Pavroll through 3/13/03- The payroll amount was $1,867,240.63. (A2) City of Evanston Bills through 3/24/03 - The Bills List totaled $2,782,198.54. Alderman Rainey referred to answers to her thus List questions. She noted a series of payments in the Human Relations Commission and summer job pro ram for thousands of dollars for a phone and the answer received is this is a phone bill from June 2, 2002. It upset her that she must y a bill every month, or the phone would be turned off: how is it that we have bills being submitted from June 2, 2002 that run through February 1, 2003? She asked Purchasing for an explanation. W. Stafford said he had not seen tFie question in advance; he would check. Alderman Rainey asked if he could let his phone bill go that long; she was interested in the interest charges we're paying. Alderman Feldman asked if we have a contract with Singular- Mr. Casey thought it was a two-year contract, and will let the Alderman know when it's IMr. Stafford added that we had consolidated several companies. Asked if the bills were itemized reviewed, he said they were. Mr. Rubin added that we use an Evanston vendor. Alderman Rainey quoted from the Bills List answer: "In summary, the total cellular charges from 6/02/02 - 2/01103 were $4,262.32." She was not sure our Net team charges that for cellular service. Alderman Rainey quoted other comments "Did not submit bill because I missed bill due date", "Did not submit voucher because of overcharges" etc. Purchasing needs to examine this bill, she advised. iA3.1) Lowest Responsive and Responsible Bid for Merrick Rose Garden Renovation Proiect - This bid oV scnoenoecx Lorporation, woura Cosh �ci:),u14.ui, tunaeo tnrougn cuwrui, Lwcruj ano 2003- 04 bO Bonds. (A3.2) Lowest Responsive and Responsible Bid for HeavX_CieaninS of 60' Sewer Pipe -This item approves the bra rrom Na[tonat rower rtoaotng inc. at a cost or yz4,9�u. runcing is the Sewer Fund. Alderman Feldman wished to know the address on Cleveland where this was to be done. Ms. Aiello would try to obtain information before the Council meeting. Alderman Rainey said there was no mention of the other firms that bid or what the bids were. She asked about that and had just received the information. She noted there had been three bids and it would have been nice to have had the Information. fA3.3) Approval of State of IL Low Bid for Ford F250 4x4 Pickup _Truck - This bid is from Bob Ridings nc. for the rubtic worxs uepartment, i rat -tic urvrsion, inctuaing deirvery and extended warranty. Total cost is $21,788. (A3.4) Approval of State of IL Low Bid for Dodge Cargo Van - This bid is from Bob Ridings Inc. for the Public orxs uepartment, raming utvision, rnctuaing detrvery and extended warranty. Total cost is $20,279. (A4.1) Changge Order #1 for Phase II Beck Park Redevelopment - This change order, with Pedersen Canstruct1on for :0U,b11 increases the total contract amount to �4 ,061.00. Alderman Jean -Baptiste asked for clarification: v 6t weres an RP3 Pad and enclosure modifications? What are precast concrete completion date modifications? How did that item cost 55200? Mr. D'Agostino explained the RP3 d is for backflow prevention for the drinking fountain; we did not know when we bid that a water meter was needed on that secion of pipe, and it was therefore too short to enclose everythin? needed against vandals. R arding the precast concrete cost, that is remobilizing of the contractors equipment and workforce.it got too cold to continue work, and we had to wait until it got warmer again. Alderman Jean -Baptiste interpreted that this was not anticipated; that it was started and did not get completed. Mr. D'A ostino confirmed. Alderman Rainey clarified that it wasn't the contractor's fault and Mr. w..--_.F _ (A7) Resolution 16-R-03 - Special Event: Ricker Byrdsong 5K Race It Sheridan Rd. Closure (Portion] This event was scneautea for 6ILY/us ana wou d close S enaan tta. from Lincoln St. to rarest Ave. A9) Ordinance 22-0-03 - Special Assessment #1453, AlleyPavinq N. of Greenleaf, E. of Dewey - t was notea the original oescription wnicn states L. of Luster, was incorrect. i ne uata Sneets received Friday described the paving as E. of Dewey and were correct. This Ordinance, and the four following, were being recommended for Introduction this evening. (A10) Ordinance 23-0-03 - Special Assessment #1454, Ailey Paving N. of Jenks. E. of Poolar (A11) Ordinance 24-0-03 - Special Assessment #1455, Alley Paving N. of Hartzell. E. of Lawndale (Al2) Ordinance 25-0-03 - Special Assessment #1456. Alley Paving N. of Simpson. E. of Darrow (A13) Ordinance 26-0-03 - Special Assessment #1457, Alley Paving N. of Park Pi., E. of Lincolnwood On voting to recommend the above thirteen items for approval, Alderman Moran so moved; Alderman Rainey seconded the motion, and the motion passed unanimously. ITEMS FOR CONSIDERATION Alderman Feldman announced the Committee would discuss item A8 next, as Alderman Tisdahl was present at this time and would need to return to the P&D Committee. (A8) Resolution 17-R-03 - Lease with Northwestern University for Temporary► Facilities (Parking Lot East of Kyan rieta for rsre tngine cs -- finis item would authorizeu the ty n+lanager to enter into a tease Pagreement with Nu to auow fine Fire Dept. to set up a temporary station for Engine 23 near Ryan Field and ace the fire company back in its District. Funded through the Foreign Fire Tax Board (FFfB). Alderman Tisdahl noted that currently fire response time is six minutes for the Seventh Ward; it is three minutes for the rest of the city. The firemen have done a wonderful job to resolve this problem, she continued: voting for this will be voting for a three -minutes response time and for saving lives. Asked the cost, Mr. Ellis said the FFTB would pay S25,000 - $271000 for a one-year period which will include trailer set-up and breakdown, sewerage removal and electrical hookup. He noted Item 6 is not an accurate reflection of the Agreement: the City is not spending any money on this problem. The FFTB identified this problem and tried to resolve this. The $5,000 referred to in item 6 is to be paid by the FFTB for NU to relocate the eqquippment they have there and to make modifications to the parking lot. It does state the City is yang $5,000; however that's not what he was informed. Fire Marshall Berkowsi y noted the $5,000 is for site preparation work. There is no monthly rental fee goingto the University. The only other cost is getting the trailer up and running. Mr. Ellis noted the totaltost is between $25,000 and $27 000. Berkawsky added the lease goes beyond what we anticipate. He's anticipated the station being tumed'over sometime in December, occupying in January. This gives us some breathingroom. Alderman Feldman thou ht this implies the City is payin for it. Ms. Brenniman addressed this: the Resolution that covered the tease agreement notes the FFT�agrees to fund the lease agreement with NU. The lease itself is between the City and University; the cost of it Is contemplated to be covered by the FFTB. Alderman Rainey��aid that in addition to NU benefiting greatly with the ongoing short response time, we're all ggrateful the 7` Ward will also receive the response time they re used to. She asked if so important, why isn t the City of Evanston's Fire De t, budget, general fund budget, capital improvement budget, the same budget that is paying for the new sire station, paying for these costs. Did you ask the City of Evanston to foot this bill? Acting Chief Haltom said no; we looked for a site and there were none available. The last choice was to consolidate Stations #5 with #1. Alderman Rainey asked about these expenses - you don't know what the sewer bill is to be. Acting Chief Haltom saW we got estimates. Alderman Rainey asked why the FFTB is paying for it. Chief Haltom said it was an 11 hour decision: we didn't have the site; we'd moved out of the station; we stumbled on the landscaping shack at NU, and there was a snowball affect and the FFTB assisted. Alderman Rainey asked if the ME[was a "soft touch" we should took to and was told no there were no funds available that we knew. Alderman Rainey clarified: you didn't ask anybody so that's why you didn't get another it from another source. She asked the story with the sewer and was told there are no sewer hookups - it's a 1000 gallon tank that wilt be sucked out weekly. Alderman Rainey clarified it would not be hooked up with the sewer line. Mr. Rubin explained what's in the storage building wouldn't be big enough; didn't know if the trailer company would let us put in a permanent hookup. Fire Marshall Berkowsky said this was the least invasive way to deal with the sewer issue. Alderman Rainey asked, now that you have this under control, are you thinking about getting reimbursed by the City? NU and the taxpayers will benefit. She asked what the cost is expected to be that you tell us you'll reimburse NU for relocating their materials. It looks like two different expenses she continued: we have a promise to reimburse NU for the relocation of items we're displacing, and the f500. if not,the lease needs to be clarified that that includes any costs up to S5,000. Mr. Crum clarified that the S5,000 is the maximum cap. Alderman Rainey noted that nowhere does It say that. It needs to be fixed. Finally, she said, this points out that Northwestern University must be the cheapest on the face of the earth. All the effort the FFTB is putting into this project, to be charged $5,000 to enhance what they have now, to restore the same good service they are used to...and certainly they have the possibility of serious fires there. To charge us $5,000, to charge anything more than $10 as consideration for a lease -- she felt they should be humitiated by that. She wished to ask, How low can you stoop and felt that asking the FFT8 for this 55,000 is as low as anyone can stoop. Alderman Jean -Baptiste asked Mr. Crum if he negotiated this agreement and was told no, that the Fire Dept. did the direct negotiations; Mr. Crum had kept track of it and had spoken to Mr. Sunshine on a couple of occasions to make sure there were no major hangups. Alderman Jean -Baptiste asked if we were looking for a relocation spot for some time and was told yes. He asked if we got NU to give us this space and was told yes. He asked if we are pa ng NU rental for the space and was told no. He asked how long the City would use the site; Fire Marshall Berkowsky estimated 8 - 9 months, but depending on construction there's no guarantee: that's why it goes to May. Alderman Jean -Baptiste asked if the $5,000 is strictly for work they are going to do? Mr. Crum said it was extra work they are required to do to make room for us. Alderman Jean -Baptiste asked if the City Manager had seen this a reement and recommended it and was told yes. Alderman Feldman asked if that $5,000 was a negotiated price. Mr. Crum said NU could identify more costs, but we said that S5,000 was our maximum. Fire Marshall Berkowskkyy was the primary negotiator. The Fire Marshall explained we had a number of discussions with the FFTB and were well informed of the costs. Alderman Feldman asked, were it not for the FFTB, what would we have done? Mr. Crum answered that it was based on the fact that Alan Berkowsky believed the FFTB would look favorably on this contract and provide funding for itt and we did not look for another funding source for it. Alderman Feldman was glad the issue of response time was settled, but thought it could have been decided on the basis of a budget item. Mr. Crum explained we could have tried to squeeze it out of the budget, but felt at the present time this was a good way to go about it. It was not in our budget proposal because we did not have an alternate location identified in our budget. Alderman Feldman said if there are circumstances where there are additional funds required that aren't in the budget, what is the normal way to approach that? Do you come to the Council? Mr. Crum said yes, If not budgeted and a significant amount of money, he will come back to the Council with a recommendation. Alderman Feldman asked why didn't you follow that procedure in this case and was told we actuallyhad the offer from the FFTB; we were skeptical at first that we could find a location that would work. Aldrman Feldman noted this isn't the first time the FFTB has done work that was the job of the City and the Council to do, and he appreciated it very much. He told the representatives you are there when it's important to be there. Alderman Tisdahl addressed Alderman Rainey's question, explaining the negotiation process, the reduction of the cost to 55,000,and she thought that Northwestern had negotiated in good faith. It was all right with the firefighters, and if it was all right with them, It was all right with her. She explained it was a good faith neSotiation on at[ sides. Alderman Rainey did not question the good faith - a ridiculous comment to make. She questioned the "gutless wonders" at Northwestern, willing to extort 55,000 out of the City of Evanston to provide them with enhanced fire service. But, she said it shouldn't surprise her after all these years. She wished an itemized list of what we are paying for for NO: we might think S5,000 is all-inclusive, but usually those thinggs are spelled out and she did not see that. For example, the overhead door is in addition to the 55,000. What does NU think is included in the S5 0007 Fire Marshall Berkowsky said the door was only if we wanted to modify it. Alderman Rainey asked' about off -site preparation for NU. He replied it's a landscaping shed now: they will relocate their equipment, as welt as a small office in there. Alderman Rainey wanted to make sure the 55 000 includes all the relocation into another of their facilities and everything. Ms. Brenniman recommendg adding to Section b after the $5,000 "for total consideration of this agreement." Alderman Rainey did not think this sufficient. In addition to this agreement, you have the bill for towing a tractor, etc. Mr. Crum reiterated that S5,000 is the full and complete amount. Alderman Rainey noted it must state this. Alderman Feldman noted that, as amended, he would put this on the Consent Agenda. Alderman Rainneeyy asked if it was known how many times the Fire Dept. would have to vacate the site. Fire Marshall Berkowsky said between five and six time during football season. Typically the basketball arena holds less than the field, and there's not the need for parking for those types of games. Voting to recommend the agreement, as amended Alderman Moran made the motion Alderman ,lean -Baptiste seconded and motion passed unanimously. Alderman Tisdaht returned to the Plib meeting. IA5 Special Event: Annual Custer St. Fair 6/21 and.6/22 and A6 speciai t:vent: Annuai vountain bquare Art restivat h/21 and 6/22 - Alderman Feldman noted that the ast lime we met there were same issues in regara to ootn fairs occupying the same dates. Mr. Perman and the City agreed to work with the promoters of the Custer St. Fair to solve any issues that might arise. He asked if the City had done so. Mr. Gaynor answered that the Special Event Committee met and all departments looked at both requests and their requirements. We won't know the additional costs or effort, he said, until that weekend: if the booths are up soon, vacation schedules of inspectors, etc. would determine costs. As far as all are concerned it's set and we need to iron out a few details. Alderman Feldman noted we established it will never Aappen again (the scheduling on the same weekend). Mr. Gaynor reported we have the 7-year schedule for Fountain Square the NU graduation and Custer 5t. Fair. We will follow up on that so it doesn't occur again. Asked if the W graduation might coincide with one of the events, he said yes it has in the past and he will confirm that with NU. On voting to approve items (A5) and (A6), Aldermen A4 ran and Jean -Baptiste so moved and seconded; motion passed unanimously. CA14) Ordinance 31-0-03 - Creation of a Class W Liquor License_(Live Performance Venues in Downtown CCore utstnct - i nis uramance is for introauction. Aaoerman i ei man cauea on Air. murray, wno sa,a he ana mr. U,imore reviewed the proposed Ordinance and would ask for a modest modification: the last sentence in the main body of the Ordinance states a buffer time during which alcoholic beverages would be served: it specifies two hours before and after live performance. He would ask an amendment to a 3- hour period preceding the live performance, and one hour following it. Operationally, it makes good sense to conclude matters within one hour after a performance and professionally it's appropriate to Have three hours pre -performance when other music would be made available. The suggestion is we will provide a schedule of appearances weekly so this matter can be policed: we think we can operate carefully and responsibly with that change. Alderman Feldman commented that Mr. Murray and Mr. Gilmore previously indicated that generally performances would sta,-t around 7:30 or 8:00 p.m. That would mean you would start serving at 4:30 or 5:00. It was explained that this would be when they were open for business: it's only an option at this point that we would like to have. Alderman Feldman asked if the performances would be over by 1:00 weekdays, 2:00 weekends. Mr. Gilmore Hated Evanston may be an earlier city than Chicago: we wilt learn as we go. Alderman Feldman asked if they might close earlier than the law would altow and was told yes, and that at one of Mr. Gilmore's clubs in New York they were usually out by 1:00 a.m. Monday - Thursday. Alderman Rainey asked, in terms of being open three hours before the rogram, when the cover charge was charged. Mr. Gilmore said about an hour before the band started. Alderman Rainey said that what you have is a non music venue with no cover charge for three hours: it's a bar where people can go and drink. We aren't doing what we said we were going to do: it's a live music venue, a special license: let's not modify ft. If you're going to serve alcohol for three hours with no food and no cover until right before the performance, we need to rethink this. Mr. Gilmore was not sure at this point that this is what he would be doing. Alderman Rainey stressed that we need to know that; if you're to be treated special, you have to retain that uniqueness- she felt there would be resentment in the community otherwise. There will be a flood of calls from those who wish to serve drinks for three hours before dinner. Mr. Gilmore said he was bringing several things to the table. Alderman Rainey said so do Prairie Moon, etc, and they have to have an open kitchen. Mr. Gilmore explained that his problem is unique: he has band costs- he did not know what the response in Evanston would be. No one has ever done this in Evanston. Hets done it in Chicago and New York and knows how much money he lost. He would love to have music at 4:30, but did not know if it was viable: it's extremely expensive: bands cost money. 1f you do no business, they still expect to be paid. He might not be able to be open seven nights a week. If we have only 12 people on Tuesdays, the investors would call for closure on Tuesday nights. Alderman Rainey thought we are treating Mr. Gilmore especially well; suggested we leave the Ordinance as it is; felt to open business three hours ahead of time isn't what we thought we were doing. We were dpening a music venue and giving you a special license; we know you're different and acknowledge that. Mr. Gilmore appreciated the consideration. Mr. Casey outlined staff's biggest concerns: that the club had no food and we did not know when the performances would start. If it began at 10:00 in the evening, then we would have an open bar from 5:00 - 10:00 at night. We don't have that in the City with no kitchen. We tried to fairly judga what would be a good time period. We believed it would be punitive not to serve liquor until the rformance started. We tried to gnre a little flexibility, and two hours seemed right at the time. It seemed very fair to Alderman Raineyy. Alderman Moran asked if you know when the bands would start. Mr. Gilmore said he knew the time he contracts for •- he has a reputation of being extremely "start conscious." He would replace a band 1f it did not start on time. To the question of whether he would be starting at 7:30, he said he wasn't ggoin to start music at midnight; he's never done that; maybe at 7:00, 7:30 or 8:00. His common sense is thatvanston is an early -eating town and he assumes s an early music town. There's a core audience that will want to get home and get the kids to bed and watch the 10:00 news. He explained Chicago and New York are set up for a convention and tourist crowd who are not ready to do anything until 9:30 or 10:00. He would like as much flexibility as possible. He understands Evanston's concerns. Alderman Moran is looking forward to Mr. Gilmore doing good business. He thought he understood why Mr. Gilmore would want to reduce the back portion to an -hour. But he's sympathetic to some of the things Alderman Rainey said: it's not that he wouldn't be anxious to allow Mr. Gilmore to experiment to get the right formula; but Alderman Rainey is correct that others operate in the City: if we make the concession to you we'll have to make it to others. We are extending hours to try to help you succeed. It struck him that two hours before the music begins would be a good compromise. He understood the question of flexibility but was uncomfortable going further away from some amount of time, saying you can open whenever you want and serve drinks anytime you want, and work out when your band comes in. It sounds wobbl he said, as if we're moving in the direction people are already questioning. How did two hours soundiYtf you played music at 4:30 or 5:00 he did not know what the lead-in time would be prior to the live entertainment. How about tethering it to a discrete amount of time before the music begins? Mr. Gilmore said he could live with two and two; he understood the pressure the Committee is under; it's new to all of us. It could be an extremely good or bad commercial idea. Mr. Murray noted two hotels in town that have cocktail lounges that open mid -day. He was not trying to argue for the breath of licensure, but saw no harm having a responsible business operator operating three hours before the live performance. There seems, he said, to be a difficult in assessing responsible performance within the context of the Ordinance. Alderman Jean -Baptiste asked the crowd that would be catered to three hours before the live performance. Mr. Gilmore had no idea; was assuming it would be the after -work business crowd. He noted in the Village there was a fairly sparse crowd at 4:00hpeople would come who worked in the Village, stop in for a drink, ask about the band, have dinner elsew ere and come back to hear the band. In Evanston he did not know - his perceived audience was people who lived and worked in Evanston and/or the University during the week. On Friday and Saturday he'd market up and down the whole North Shore. Alderman Jean - Baptiste suggested a compromise: two -hours before live music during the week, and three hours before on the weekend. He felt during the week it would be contributing to a trend in the City of having a bar o rating during the week, and that didn't sit right; on weekends he would be open to that compromise. Heeknew there was no scientific explanation, but it seemed to make more sense and gave added support to Mr. Gilmore. The City was quick to make accommodations for the special license, and wishes to see it succeed. But he felt this modification better as opposed to three hours each day, six/seven days a week. Alderman Feldman noted that spoke to the issue raised: the idea of people coming in after work with a three-hour window. People could use it as a bar and walk out, never going to the performance, with no intention of staying. He felt it to be disturbing to other businesses in Evanston. One of the criteria we had was to craft this Ordinance in a way so tight that it would not tempt people to sneak in under the provisions we have here. He would be willing to try the weekend concept, as Alderman Jean -Baptiste indicated. He asked if Council has the ability to come back and modify this without problems. Mr. Casey replied the Council can modify most Ordinances. Regarding the three hours during the weekend, he asked is that Thursday/Friday/Saturday nights? Alderman Rainey encouraged not supportin liberalizing pre - entertainment hours on the weekend, saying that's exactly when it shouldn't be doone. She noted Mr. Gilmore was very nice gentleman, who has been extremely successful in important communities. Evanston Is an experiment for him, but it's one for us too. We should go about this in the responsible way we have done it so far. Abide by this license come back to us and we can modify it liberalize it. We have no experience with you, she said to Mr. C;ilmore, with this kind of operation. She {elt two hours on either side was extremely liberal and did not think it fair to the other operating businesses who serve alcohol and have to provide food. She did not think food was necessary at his venue, but did feel he should abide by the Ordinance here. We are creating a license, she said, and at the same time we're being asked before it's even a law to do a concurrent approval of allowing a license for this man. Mr. Casey corrected that interpretation, noting this Ordinance is the introduction of the new classification only. It's not the approval of this license. Mr. Gilmore must go back to the Liquor Commissioner for approvalforthe license. Mr. Murray noted we could withdraw the request for the B1 license or hold it at Council as we move forward. ' Discussion continued on voting on Ordinance 31-0-03, Creation of a Class W Liquor License, with two hours before and after as stated; it's important that it succeed, but in a way that fits into the values and restraints of this community. It was noted the Council is very interested in making sure Mr. Gilmore can do good business here. If there's some problem, Mr. Gilmore was invited to come back. Mr. Gilmore would not want to negatively affect the community. On voting on the Ordinance, as written, for introduction, motion was approved unanimously. COMMUNICATIONS APW1) Memorandum on Downtown Garbage Collection - Alderman Rainey said she was for it. Alderman ean-Baptiste had torwarded an a -mail to broaden the area of consideration to the entire City. (APW2) Fire Deoartment Monthly Report -Alderman Rainey noted it had been a stow month. Acting Chief Haltom reported on retirements and promotions. Alderman Jean -Baptiste was interested in statements made to him that the Fire Departmenthasn't hired a Black fireman in 10 years. How many have you hired, he asked, and what is the issue? He did not want an answer now, but would like an answer perhaps at the next meeting. Alderman Rainey added that the number of Black applicants should be included. Alderman Jean -Baptiste added that Information on where you market to should be included. There being no further business, the meeting adjourned at 8:53 p.m. Respectfutly submitted, Darlene E. Niiges • Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of April 8, 2003 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Alan Berkowsky, Cathy Brenniman, Carla Bush Pat Casey, Roger Crum, Keith Fujihara Douglas Gaynor, David Jennings, Darlene thiges, Cathy Radek, Max Rubin, Bill Stafford, Bobbie Totston-Brown, Barbara Zdanowicz Others Present: .fames Murray, William Gilmore, Andy Nelson, Diane Williams and others Presiding: Alderman Feldman SUMMARY OF ACTION Alderman Feldman called the meeting to order at 7:12 p.m. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the AIiPW Minutes of March 24, 2003; Alderman Rainey seconded the motion; on voting, the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following ten items on a consent agenda for recommendation for City Council approval: (All) Cltv of Evanston Pavroll through 3/27/03- The payroll amount was $1,572,661.01. (A2) City of Evanston Bills through 4108/03 - The Bills List totaled $2,410,748.88. (A3.1)) ADDroval of State of iL Low Bid for Ford F450 4x4 Su ercab - This bid is from Morrow Brothers Ford, lnc. for the fire Dept., and includes delivery and 6 yr1W,OUO mi. warranty. Total cost is $48,928. (A3.2) ADproval of Purchase of Trees for Spring Planting - This item approves trees for Parks/Forestry: 187 trees through the Suburban Iree Lonsortium for W',,369; 17 trees from Eugene A. De St. Aubin for $5,292.50. Funding Is through a CM grant and Parks/Recreation General Fund. (A5 Resolution 20-R-03 - Revised Joint Aqreement with IDOT and Villaqe of Wilmette -- This would aut�ze the Lity Manager to sign a revised agreement with twi and Wilmette to include the Isabella 5t. Bridge as part of the Sheridan Rd./Isabella St. reconstruction project. (A6) Ordinance 33-0-03 - Increase In Class B Liquor Licenses -- This Ordinance, for introduction, would increase Liass d licenses from v to iu with the addition at m.N. Corp, dba Bombay Garden, 626 Church St. (A7) Ordinance 35-0-03 - Decrease in Class B Liquor Licenses - This Ordinance, for introduction, would ddecrease Lfass is licenses from 10 to v with the reclassification of Four Comers, dba Prairie Moon, 1502 Sherman (see below). (AS) Ordinance 36-0-03 - Increase In Class B1 Liquor Licenses - This Ordinance, for introduction, would increase [.lass tSi licenses from 5 to 6 with the reclassitmation of Four Comers, dba Prairie Moon, 1502 Sherman (see above). (A9) Ordinance 37-0-03 - Decrease in Class BI Liquor Licenses - This Ordinance, for Introduction would decrease uass t31 licenses from 6 to 5 with the We of Nevins, LLC, dba Tommy Nevin's Pub, 1450 Sherman Ave. (see below) (A10) Ordinance 38-0.03 - increase in Class B1 Liquor Licenses - This Ordinance, for introduction would increase Llass tit licenses from 5 to 6 with the purchase by Nevin s Business, LLC, also dba Tommy kevin's Pub, 1450 Sherman Ave. On voting to recommend the above ten Items for approval, Alderman Moran so moved; Alderman Jean -Baptiste seeded the motion. Alderman Rainey referred to the Minutes of the Liquor Commission which recommended suspension of the rules to "rush" a liquor license through, and wanted to state she would not vote to suspend the rules: she never will vote to apprc-.e suspension of rules in the case of liquor licenses. On voting on the motion to approve the consent agenda, motion passed unanimously. iTEMS FOR CONSIDERATION (A4) Resolution 19-11-03 - General Maintenance Motor Fuel Tax Resolution -- This Resolution would as ropnate Sbtril,wu of motor tuet lax tunas for i"T LUUJ to tulance general street maintenance by City forces. AAlldderman Moran asked if this was the way we have done this in the past, and Air. Jennings replied that it was. He noted it's for pot holes, street cleaning and general maintenance. Alderman Moran moved to recommend approval; Alderman Rainey seconded the motion and it passed unanimously. ITEMS FOR DISCUSSION (APW1) Discussion on Downtown Maintenance - Alderman Feldman announced that Alderman Newman wished to be part of this aiscussion, ana that ne (retaman) would be needed at some point in P8D for the discussion on the popcorn store issue. Awaiting Alderman Newman, the Committee discussed Communication items. COMMUNICATIONS (APW2) Proposed Easement Fees - This item proposed a fee structure for easements which allow for private use of tthe puaiic way as oirectea by the ASPW Committee. Alderman Rainey moved acceptance of this item. Until we come up witk something better, she thought this was excellent. Alderman Jean -Baptiste agreed. (APW3) Comcast Changes - This memo passed along a communication from Comcast that its channel tine -up will change. Movie Channel premium service will not be available on channel 65, but will continue on Digital channel 590; Shop 148C is removed from Satellite 2 Service channel 63, but will be on Digital Basic channel 164; DMX Digital Music channels 900.936 will be replaced with Music Choice numbers 701-745. Alderman Jean -Baptiste thought these might be changes for the better. Mr. Rubin noted we've asked for an accounting of why their rates are increasing; some people are saying it's cheaper in other communities, and we are trying to get an explanation from Comcast. Returning to item (APW1) Discussion on Downtown Maintenance, Alderman Feldman inquired if we had a month -to -month contract with a company mentionea in tnrs material; Mr. Jennings explained not for this. We have a month -to -month contract for condo garbage. Alderman Feldman asked the City's position on garbage pickup for condos and why there's a distinct difference on how we handle condos. Mr. Jennings said we pick up everything from i - 4 residential units, and by contract pick up condo garbage., Generally condo garbage is picked up twice a week. There areagreements about containers, it's just handled differently Un our residential pickup. Alderman Feldman asked if -the reason for twice a weA pickup is the volume generated. Mr. Jennings said yes, noting the buildings were tighter together, with more density; there was no place to store condo garbage outside. Alderman Rainey added that another reason is that you use dumpsters for multiunit condos and we don't dump those with our trucks. Alderman Feldman surmised we don't provide the dumpsters; Mr. Jennings said they rent then from Onyx, or condos purchase their own. Mr. Janusz entered the meeting at this point. Ms. Aielto introduced Diane Williams, the Executive Director of Evmark. She noted that omitted from the list in the memo of City Departments Involved in this issue was the Human Relations Director, because we would use the Summer Youth group in our plan. She said we wanted to go through our thoughts and recommendations and get feedback from the Committee. She also noted that depending on what is wished, there will need to be some changes to various Ordinances. We looked at this from four areas, she continued the trash receptacles that are on the street, the actual litter we see beyond the trash barrels, some from sidewalk cafes, fast food restaurants, people walking, etc.; the alley and dumpster issues- and the issues of the restaurants and sidewalk cafes. We tried to come up with a recommendation for each of those areas, and wished to get feedback from the Committee and Council. Alderman Newman appreciated all the efforts in people coming together on this, but he's observed the downtown and felt the alleys for a long time had been atrxious and that it's led to problems like pigeons around MNnald's. He felt strongly that the business community was taking advantage of the City. We keep getting the Type Two restaurant applications and there's a downtown service fee for the Special District. The property owners recruit Type Twos as tenants and are not taking responsibility for the additional trash. He asked that before we get down on them with fines, we must have people take ownership of trash receptacles on the street. Barnes ft Noble, he said, never empties their trash on weekends, and they need to do so Whether our responsibility or not, on Sundays the businesses need to volunteer and help out, not put their garbage In our trash receptacles. If Evanston and the Chamber must go around and get volunteers to empty receptacles, they need to do that. Alderman Newman also noted we have 16-18 Type Two restaurants, which create a much greater demand. If the landlords are benefiting, he did not see the City needing to get involved in paying the additional costs and figuring out what to do with Sundays. He noted we'd recently increased our budget on that. He asked who Is paying for the extra pickup? Ms. Aletto answered the City and Evmark were. Air. Jennings added the latest budget only went up six percent. Ms. Aielto thought that was only a couple of thousand. Alderman Newman suggested they should look at raising the Special Service Fees. He gave the example of Java Juice who promised to pick up, and he Invited people to go to Fountain Square on weekends: there are two feet of cups over the trash receptacles. We need to enforce and go and generate letters, he said. Ms. Aiello noted Carta Bush has sent out a letter to all the food service managers about their responsibilities. Also, when people come in for sidewalk cafe permits, they will get a piece of literature on their responsibilities that thief must post where there are employees. When people come to P&D they promise, but we don't have the extra staff to do enforcement. As to that. Stan Janusz and staff will go out Monday and cite. During the week Ms. Bush's staff will do so. This summer is a test case, she continued: we will keep track of everything we do and what it will cost us. Then, if we need to impose special fees we'll look at that. Alderman Newman noted someone who wanted four Type Two restaurants who went to Taco Bell which pays a premium and have ling-tes>:�eases. The landlords benefit from the if thecreate a problem the special Services district must pick up the tom. Ms. Aiello noted that this amount was set 15 levy for 10 year periods. In five years we will be able to do this. U=1 that time we are trying to cane up with ways to place the burden on those who create the problem. Alderman Newman wished to revisit this in the summer. He noted the difficulty in getting additional garbage cans. Alderman Feldman asked why that was. Ox. Jernirgs said he wished he knew: we have had 32-galton cans on order :or focr months. Alderman Feldman asked if we could go somewhere else, and Ms. Aiello said we are: we're try7n-g out some that are bigger and hopehtll+re'll get thernT quicker. Mr. Jennings added l tic that looks 1� n ca , but are shorter and better tookin than dams. have a ringof recycled r� them, and have smaller holes on top. Ms. Aiello said Evanston and the Chamber will do a comrntrrir.zbon- Ms. Williams noted they plan to do this to restaurants and other businesses. Alderman Rainey spoke to the Special Use regtarement: she felt people who pick it up should not place the litter in the pLblic cans. They need to take a trash Gag with them and place in their own garba e. For years, she's said, lire businesses who rent the space are given tickets: the a hers have to take responsibility for the people they rent to. We have to start fining the owners - that will carry more weight: what the landlord will do is bill the tenant. Sl-,e asked the fine for a ticket and Mr. Janusz said S50 minimum. Alderman Rainey advocated raising t!-zt to $200. Ms. Aiello said we agree, and want that feedback. The other thing is warnings: we will go ahead and do that, but once warned, they w-11 get repeated tickets. We also recommend that the durneters be required to have names and addresses on G'eem, and be lacked, so everybody doesn't use it who doesn t pay for it, tl-cse were some of the recommendaticrrs we asked for feedback on. Alderman Rainey spoke of a gangway on the rcrth side of Barnes 13 Noble. She invited people to loaK In there: the hugest pile of food•type garbage is there. It isn't new garbage. Alderman Newman Hated the owner of the building ras in New York. Ne read a couple of weeks ago about inspections on the weekends. Ms. Aiello said inspectscaris wotr:d be Monday moming. The AiJerma i said someone needs to be out there on Sunday: that's when it's 80 degrrees and Jamba Juice has two feet of cups overflowing. This is about dealing with public trash receptacles, he said. Ms. Aiello said we'll to doing this on Sunday three times: that's new. At this point Alderman Newman returned to MD. Alderman Jean -Baptiste asked if the amendments to these Ordinances would be brou^tit back at the next meeting. .ems. Aizlio explained that we're working on this now. Alderman Rainey tetieve d until we started sanctioning peopple for littering, it's not going to do it. Mr. Janusz noted we have cited 37 ttrsinesses in the past four week.;. Three tickets were issued this week with reinspection later this month. A iderrran Jean -Baptiste asked what is ! eing done in the outlying area, eg Dempster/Dodge. Residents get cited for garbage as opposed to business owners. Vs. Aiello said that right now we're trying to get our downtown program set up. We have our regu: ar, normal pickup for the neighborhood districts. f there are complaints a by a citizen for a dumpster, have the citizen call Stan or Carla. Alderman Jean -Baptiste asked about trash generated by Type Twos in that area. Ms. Aiello explained there wasn't ttw staff to do that: we're only citing d7wnto•6-n for dumpster violations. Hopefully, she said, we'll be able to expand into the neighborhoods next year. We are thinkin the Summer Youth Crew won't have to be in the dcwntov n area all the time. and can be taken into the neighborhoods. in the middle of the summer, with citing and better enforcement, the problem sf',auld twin to correct itself and allow the Summer Youth Crew to work LhP neighborhoods. Property Standards is doin the citatios►s. Alderman Jean -Baptiste asked if you can't issue there to other business districts. Ms. Aiello exp�:ned we have focused on the downtown area. Most of the d�arspsters in the ne[ghbort►oods are on private property. Mr. Janusz Said the zoning letter had been sent [o the fast food restaurants at Dempster/Dodge. A.dermari -Baptiste predicted that when we start citing the businesses, they wilt start policing themselves. Ms. Aiello said that was true, and Carta's letter would assist. Also, the sidewalk cafe changes will help, and if we et people to call with complaints we can deny them a sidewalk cafe next year, or, with a business, revokeeir Type Two restaurant license. It's an option, though we haven't done it before. She asked if it was safe to assume that the Committee wished the staff to move forward pith their recommendations and was told yes. Alderman Rainey specifically asked that Ms. Aiello come back with a $200 fine, and she agreed. Ms. Williams stated that Ms. Aiello had said e•rerythirr, that needed to be said, and promised that they would do their best to communicate with the business centers and property owners. Alderman Rainey said it's cast aspersicrs on ttsinesses that are not here yet. She noted the popcorn owner's family came from Evanston. The new people are being victimized by the established Type Twos and the arrogance of them continuing this behavior is unfortunate. Ms. Aiello reiterated that we hope to get a handle on this by this summer. Alderman Moran, filling in for Alderman Feldman who had left to attend a portion of KID, noted that all agenda items had been addressed. He noted Mr. Jim Murray had signed up to speak. Mr. Murray reported on behalf of Westwind (6:11's Blues Club): we have been through the review process with the Liquor Commission for a Class W license. There was a substantial amount of resistance to the concept of providing a music venue without food service, as there was a positive response to a blues club with food service. They did not wish to create a controversy, but would ask that Ordinance 27.0.03, granting a Class B1 liquor license, be approved at the Council meeting tonight, so they could withdraw their request for the new Class W license. He said that we think there should be support for a Class W as a general classification, and after we have proven ourselves with the Class 81, perhaps we could apply for it. But we wish to abide by the recommendation of the Liquor Commission, and would apply for a Class B1. Alderman lean -Baptiste asked for clarification: the special Class W was not worth pursuing? Alderman Rainey said no, once we establish a Class W category they would not be applying for it. She noted there was resistance, perhaps because there was no Ordinance. Alderman Rainey said we did not talk to them. Alderman Feldman who had returned, said the first he'd heard of this disapproval was tonight: it's his understanding that the full power of establishingthese licenses is in the hands of the Counal. Mr. Casey explained that to establish a Class is tine prerogative oftheCouncil. The recommendation to grant a license is with the Liquor Commissioner, with approval by Council. The Council can approve the Ordinance based on the recommendation. it's in the power of the Liquor Commission to recommend for a license. Alderman Feldman asked, for any reason is It in the Uqux Commission's power not to recommend someone for those licenses? Mr. Casey said yes. Asked If It was not within the law of the Council to override, Mr. Casey said the Council could override a decision of the Liquor Commissioner by a two-thirds majority vote. Alderman Rainey asked if the Liquor Commission can refuse to do the background check? Mr. Casey was not sure but noted staff basically does the background check for the Corrrnissson. He believed the Commission would Pave to say yes or no to an application. Alderman Jean- Baptiste Apni 10. They have not ruled either way. We brought this forward so as not to delay this license any further. The Commission had a problem with an establishment that doesn't serve food. Alderman Rainey was impressed that the Commissioner exerted herself; it was not like the usual "revolving door." This was the first time she had read a substantive discussion in the Commission's minutes. She disagreed with them, but encouraged similar discussion with all our applicants. Alderman Feldman surmised that the Commission's job is to took at applicants and determine if fey meet the requirements to have a license that's already been created by Council. Mr. Casey said that they lock at qualifications for a license within that class. Alderman Feldman interpreted that they are not there to decide if the Council should create a new classification. Mr. Casey added that the Commission is not doing that. They are allowing you to go forward and create a classification. During their hearing they commented that it is not a good idea to have a licensee who doesn't serve food. Discussion continued. Mr. Casey recommended that the Committee needs to talk to the Liquor Commissioner for more information. Alderman Feldman commented that this is a ohilosophicat issue now. The Commission's only Job is to determine if someone is qualified or not. If the qualifiicatlon Is there, it's not a question of liking the Ordinance or not. Alderman Rainey said, to be fair they, did not have an Ordinance to Like at that point. Alderman Feldman noted their objection is not to the cllent; It's to the concept. Mr. Casey said they had the proposed Ordinance at their meeting. Alderman Moran asked if it was anticipated that Item A16 (Creation of a Class W Liquor License) was to be kept on the agenda. It was Mr. Casey's opinion that the Council pass the Class W category, and that they pass the B1 Liquor License for Bill's Blues Club Alderman Moran knew the basic parameters of the Class W: was any of their last discussion memorialized in the Ordinance? Mr. Casey said yes: at the last meeting the Committee stuck with serving liquor two hours prior and after performances, and that's now part of the Ordinance. Alderman Rainey asked the representatives if their decision was not to go back to the Liquor Commission. Mr. Murray said we'll return, because the matter was continued until later this month. From his clients point of view, we want to be in business, and if the Bi license carries a burden, we rather carry the burden than face a potential rejection for reasons not in their control. We're trying to balance the risk of the contest between the Commission and the Council and the Mayor. Alderman Jean- Baptiste asked if that decision was due to marketing, and the potential for bad press. Mr. Murray said no, we might tole weeks of being open. It's our greater service to the company that's requesting this to be open as soon as possible in order to recoup our investments. Alderman Feldman understood this, and said he was sorry that this happened and hoped the climate would be better in the future. There being no further business, the meeting adjourned at 7:57 p.m. Respectfully submitted, r G Darlene E. Nil es Executive Assistant DRAFT— NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION Fs PUBLIC WORKS COMMITTEE Meeting of April 21, 2003 Members Present: Atdermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Alan Berkowsky,-Cathy, orenniman Mark Franz, Keith Fu'ihara Douglas Gaynor, David Jennings, Dennis Marina, Darlene flitges, Cathy Radek, Bill Stafford, Elke Tober, Bobble Totston•Brown, Barbara Zdanowicz Others Present: James Murray, Andy Nelson, and others Presiding: Alderman Feldman SUMMARY OF ACTION Alderman Feldman thanked those present for attending and called the meeting to order at 7:06 p.m. APPROVAL OF MINUTES Alderman Moran moved approval of the A&PW Minutes of April 8, 2003; Alderman Jean -Baptiste seconded the motion; on voting, the Minutes were unanimously approved ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following seventeen Items on a consent agenda for recommendation for City Council approval: (Al) Citv of Evanston Pavroll through 4/10/03- The payroll amount was $1,877,872.48. (A2) City of Evanston BfIts through 4/21/03 - The Bills List totaled $3,134 499.37. Alderman Feldman asked about Yuu payments, noting I - to payments in a row, and some checks were for the same figure. He wanted to know how they get paid, why there were several payments instead of one check, and what these checks were for. it's one thing to subsidize and give them money, but this looked like an itemization. What period of time did this cover? Mr. Stafford would check into this and report back. Generally, he said, on purchased services, we give quarterly payments. Alderman Feldman noted the new format for the Bill List was a lot easier to follow. He asked Mr. Gaynor if we pay people to be on the Cultural Fund Committee. Mr. Gaynor said yes, that we pay a $100 stipend for meeting a total of 10 hours. Alderman Rainey was present at this time. Asked how they are chosen, Mr. Gaynor said it was through speaking to the art community, the State art group, Arts Council. Alderman Feldman asked if all were evanston residents and was told not necessarily: we try to get an very objective professional group, well-informed in the arts. Alderman Rainey asked about the large number of I check replacements, estimating there were 10 to 15. Mr. Stafford said we have had periodic check replacements - but they were never in the Bills List under the old system. They are for lost checks, or checks written in error. The City never could report them before: this system allows us to do so. Alderman Rainey noted the new system is okay, although the print is small. She requested that the description of the accounts be placed at the beginning of the list of the expenditures as opposed to at the end. If you have two pages of expenditures, she explained you have to page through to the end to see what it is. Mr. Stafford promised to try to get it changed. discussion on the Bills List ended, and the item was placed on the Consent Agenda. (A3.1) Approval of State of IL Low Bid for Ford F350 04 Pickup with Plow and Spreader - This bid is from Bob Ridings, Inc. for the Parking Uivision, and includes delivery and S yr! /S,Uuu mi. warranty. Total cost is 540,577. Alderman Jean -Baptiste asked, concerning this item and the next one, the rationale of why we needed to replace these vehicles. He noted they are '95 vehicles, but would not presume they were inoperable unless some explanation is given. He noted we are not in a period of plenty, and did not know If there was a schedule of replacement that was automatically followed, or if we took a look at our needs. How do you ap roach all of that? He also asked where the dollar amount received when we sell vehicles at auction goes. fm. Radek explained the line item in the Fleet Service budget that designates sale of surplus property, and is a direct revenue to the Fleet fund. It's approximately $100,000 per year, and we have exceeded that each year. Mr. Stafford added that overall, in terms of how much we're spending, Fleet Services is on a very tight budget. We have rolling stock of about $17 million. We have an average life expectancy for vehicles of 7 - 8 years. We should be spending Slightly over $2 million a year on vehicles. This fund was in bad shape 5 years ago; we're trying to get it into better shape. Within the next two years we'll be able to spend the 52 million/year. Until then we have a Fleet budget of $1 million per year, probably about half of what the depreciation schedule calls for. Alderman Jean -Baptiste asked, are you saying we needed to change these vehicles, or did the time come up. Ms. Radek replied they needed replacement; each vehicles is evaluated each year. We use a number of factors. she continued: the repair history, what it's costing to operate it and what have repair costs been, also in particular how they relate to similar vehicles. She noted we bought approximately two dozen '9� Chevrolets. Those with plows on the front have not held up. The plows were too heavy, so we have had front-end axle problems with these vehicles. We lost two last year when the rear differential gave way and, with no money to replace them, we had to fabricate and install them which was very expensive. We did not have the 520.000 - 530,000 to replace the vehicles. In many applications of Fleet, people replace vehicles on the number of miles they have. Here in Evanston we don t go very many mites, not being geographically very large, but the engines do run, and do push things, and that's hard on the engines. 01 the 95 Chevvyyss we have replaced about half of them. In addition to the repair history an industry standard of liie expectancy, and we look at the body condition. When the body is in bad condition, and there are transmission problems that will be the first to go. We don't have a wash facility, she continued, but use a mobile service. We suffer from salt and calcium chloride damage. We will be starting our cycle in June of looking at all vehicles in the fleet. We do have a five-year replacement list that's updated each year; some wilf be moved forward and some back, depending on circumstances and the needs of the division. Needs may require us to get another type of vehicle, like the Parking Fund has required. it's typically three or four factors we look at and, given the number of dollars we have it's a jigsaw puzzle to replace the really bad ones first, she said. The others we have to put money into for overhauls. Alderman Jean -Baptiste asked that more explanation be given with these items. To Alderman Feldman, Ms. Radek explained the Fleet funds replacements, so all the costs to maintain a vehicle —the parts, fuel, etc., is one portion of the equation. The next portion is to pay back the debt on the bonds. Third is the cost to replace the vehicle: if it costs 5100,000 she would expect the vehicle to last 10 years, so we have to put aside $10,000 for 10 years to pat for it: These comppoanents are charged back to the user department every year. In a couple of years the debt service will be falling off, she said, and those dollars will go into actually buying the vehicles and we will scale back on our operating costs, like differential and axle replacements. That's not good Fleet management. You want to extend and maintain them to the point they become too expensive and then you sell them. Alderman Rainey had some problems In the past with replacement rationale. It became clear that a vehicle out of service is a vehicle not providing service, and it directly affects the service to our constituents no matter what vehicle we're talking about. The current rationale for replacement seemed reasonable to her, and the Fleet chargebacks in the budget pages pave the way for that. She noted dump trucks are iffy vehicles. After this discussion, Item A3.1 was placed on the Consent Agenda. (A3.2) State of Illinois Low Bid for Three 2003 Ford F350 4x4 Dump Truck Vehicles - This bid from Nbrrow brothers Lord was for three trucks, two with plows, for �I 15,415, including delivery and 6yr/60,000 mile warranty for Parks/Forestry Fi Recreation. (A3.3) Sole Source Purchase of Consultingz Services from MKM Consulting - This item would approve re rchase o1 consulting services to complete implemenation of the financial software system at a cost of 30,fl00. Funding isincluded in the software impmenation budget, funded througgh the CiP. Alderman an Baptiste asked, at the time JD Edwards' software package was proposed to the Council it was his understanding the price we're paying tar it, 53.5 million, came with the consulting work needed. Is this additional work we now have to do or is the value of the consulting from JD Edwards being deducted from the 53.5 million to pay MKM? Mr. Stafford explained when we approved the $3.5 mitlion, it was for the project 52 million far implementation with JD Edwards as the lead, and we'd have MKM in addition to that. We had a contract with MKM for about $200,000 which will run out this month. This is still within that budget. We are shifting a little money to MKM because they are cheaper and provide more services. They saved us over $200,000 on the current Implementation with cost savings and cheaper dollar. It was to be a team of both companies, now we are giving more for implementation to MKM. He described the two key peopte at MKM: one did the consulting contract for Cook County, worked for GFOA, has been through that, and gave us the ability to cut costs on JD Edwards, and the other MKM's president had done implementation on the Chicago project and was able to help us in terms of re -engineering. Right now, at one third of the way through the project, we are under -budget. This is money that was already put In there: we are reducing some JD Edwards consulting, because we re getting more value for the dollar here. We think this will continue to keep us under budget. This item was placed on the Consent Agenda. (A3.4) Lowest Responsive and Responsible Bid for FY 2003 Replacement of Sewer Structures and Water MMaa n improvement Program - ihis would approve the firm U Nb for the program at a cost of yU`I,ttsl. Alderman Kamey asked where this work will be done. Mr. Jennings answered that this was formerly called the Spot Sewer Repair Program, and that we do the same locations as the street resurfacing. This year there is one length of water main in the program. Alderman Jean -Baptiste speculated that the training program was not incorporated into this. Mr. Jennings affirmed this, explaining the program isn't big enough, but noted the recommended firm was a minority -owned business. (A3.5) lowest Responsive and Responsible Bid for the 50150 Sidewalk and Curb Replacement Program - This item recommended the bid of Schroeder h 5chroeder tar the program at a cost of 55Y,/5U, runding source is GO Bonds. (A4) Special Event - Music Institute Opening Night Celebration - This item would approve the request of the Institute to hold an opening night gala celebration may 16 from 6:00 - 8:30 p.m. in Raymond Park, Including closure of Grove St. between Chicago Ave. and Hinman Ave. The Director of the Institute was present. Alderman Feldman noted he had a request from Alderman Newman that people in the neighborhood be informed in advance of this event and street closure. Mr. Gaynor said this was to occur: the Music Institute volunteered this, and the City will provide addresses for flyers. Not only will they be advised of the celebration, he continued, but following it there are free concerts on following evenings in the Institute and neighbors will be invited to those concerts. (A5) Special Event - Annual Central St. Arts & Crafts Fair and Sidewalk Sate - Alderman Feldman asked if the artists were from all over the country, or more Local. Aicerman moran thought it was more local artists. This event is scheduled for July 12 and 13. (A6) Resolution 23-R-03 - Lease with Lea ue_of Women Voters - This would authorize the City Manager to sign a lease with the League for room it� or the Livic tenter. Alderman Rainey asked if there had been an increase in the rent. Mr. Franz said yes, and he believed it was a 3% increase. (A7) Resolution 21-R-03 - Agreement with_Chlcago Public Radio. WBkZ -- This would authorize the City Manager to enter into an agreement witn Lnfcago eutitic Kaoio gi.tl for promotional sponsorship for the Lakeshore and Ethnic Arts Festivals and Arts Week Evanston, valued at approximately $14,400. (AS) Resolution 24-R-03 - Agreement with Chfcago Tribune - This would authorize the City Manager to enter into an agreement win the Lnicago i noune for promotional sponsorship for the Lakeshore and Ethnic Arts Festivals, Starlight Concerts and Arts Week Evanston, valued at approximately S31,948. (A9} Resolution 25-R-03 - 2D03 Motor Fuel Tax Resurfacinq, Program - This Resolution appropriates 5S1,2Z0u,uw in w i tunas for resuriacing portions of U tvanston streets. ((A10) Ordinance 44-0-03 - Amending, Ordinance 102-0-01 - tncreasfnq Trial Period for Private fmmobihzation of venicfes in Lentrat tusiness uistnct - f his proposea urainance, being recommenaeo for Introduction ana Action this evening wouto extend the trial period for booting vehicles in the Central Business District to April 1, 2004. Alderman Rainey had no objection as long as it stayed In the Central Business District. She asked if any other businesses had sought their services. As. Tobin replied that Burger King is their only account in Evanston. (All) Ordinance 42-0-03 - Declaring City Property as Surplus -This Ordinance, for introduction, would declare vanous items of Lity property as surplus so that six venictes, a motorcycle and other items could th be publicly offered for sale at e 5/17/03 Grant Township auction. From the Agenda Addendum Sheet, the following two items were added to the Consent Agenda: (A3.6) State of IL Low Bid for One 2003 Ford F350 1-Ton 4x4 Pickup Truck with Plow •- this item would approve the low bid or uob waings inc. for tors trucK witn plow for y04,]5L, inctuoing delivery and 5 yr175,000 mile warranty, for the Public Works Department. (A17) Street Closure for Big 10 Conference Tennis Tournament - This item would approve a request to close uartmouth Fi. between 5henoan rta. ana the first alley to the we_►_ for the Big 10 Conference Tennis Tournament held at Northwestern University from Wednesday April 23 through Sunday, April 27. Alderman Moran explained the courts are just south of Patten Gym. Alderman Rainey moved that Northwestern be charged $5,000 for that closure, to cover the cost of the space for the Fire Dept. trailer at Dyche Stadium. No second to the motion was forthcoming. Asked what we are charging them, what the complexities are for doing this at the last minute, and why Northwestern waited so tong to apply, Mr. Jennings ex lained the expense to the city is minimal; it's the same plan we had about 10 years ago; the courts are both north and south of Dartmouth. There were no problems caused by it in the past. A Northwestern representative said It was unfortunate that the request came so late, which was due to some internal discussions that didn't get resolved. He apologized for the lateness on behalf of the Department. Alderman Rainey commented that ft was a perfect opportunity to have the discussion about our always reaching out to help out, and that it would be good to have that returned sometime. She added that she was not the only person who felt that way. Alderman Jean •Baptiste said there should be reciprocity at all times, and the reason these issues get any attention at all i5 because the framework of reciprocity is not always there. The IlU representative said he would work within the City's framework. Alderman Moran moved to recommend approval of the above 17 items on the Consent Agenda, which comprised the entire A&PW agenda. Alderman Rainey seconded the motion, and the motion passed unanimously. COMMUNICATIONS (APWI) Police Department Vacancv Report - Alderman Rainey noted there were more vacancies. She asked about a statement in the Report concerning two officers that we are hiringg that are going directly into field training She asked if they had been police officers someplace else. Mr. > ranz said that they had been, and although he didn`t know where, that it had been another Department in the State of Illinois. (APW2)Fire Department Monthly Report - Alderman Jean -Baptiste had no comment on this report, but noted he had asked tar a report on hiring during the last 10 years, given that the City had not hired any African American firefighters, and he wished rectification. He would not be satisfied with a rationale. If 10 years ago we found competent, qualified African Americans to serve on the Fire Department, and we have African American senior personnel functioning in the City, we need a real explanation of why we have had no qualifying African American candidates in the last 10 years. Mr. Franz said the requested report would be furnished at the next meeting. Alderman Rainey asked if there would be information about the applicants as well as those hired and was told yes; the City had data for the last few tests which would free provided. Alderman Rainey thought five years' data would be good. AUDIENCE COMMENT Mr. Jim Murray, representing Bill's Blues Club, reported on circumstances since last time concerning the performance venue and the new Class W liquor license. There was, he said a subsequent meeting of the Liquor Commission where we were advised our application under that section of tfie ordinance would not be processed favorably; therefore we were going forward with the Class B liquor license. Alderman Rainey noted AEPW did not know about these occurrences. Mr. Murray said, as he had indicated at the last meeting, he did not believe the corporation was interested in a parliamentarian debate to further its business, so we are going ahead and will be servingg sandwiches. The Club was slated to open just before the Music Institute's celebration in May. Alderman Feldman asked how the change in license affected the hours of serrirrg liquor, with the service of sandwiches. He was told they can serve anytime; there's more time and there's more investment. Alderman Rainey thought that the group had never made application for the Class W license, and was told that they had made application. Alderman Rainey asked if the Ccmmittee should not have been notified of that rejection. She asked when the Liquor Commission had met and was told it was the following Thursday after the last Council meeting. Alderman Feldman asked Legal if the Liquor Commission is required to tell the Council the reason for a refusal of a liquor application even if it might be in Executive Session. Ms. Brenniman thought it was not required. Alderman Feldman said that somehow or other, he wished to make sure the Commission is followin the letter of the law. They may not have to give the applicant a reason, but might they have to give the Council a reason? Ms. Brenniman was not aware of any requirement for that, but would check on it. Alderman Rainey asked her to also check if there's been any other application rejected by the Liquor Commissioner. Mr. Murra recalled in 1995 or so an application for a license for a restaurant at Davis and Qak, Franksviile, was rejectedY Alderman Rainey added that Burger King was rejected by both the Council and Liquor Commission. A negative recommendation by the Liquor Commission was given, which was accepted b• the Council. It was noted that was not done in this case. Alderman Feldman asked if the Commission took a by action, or said they would take a format action? Mr. Murray said it's our understanding that Westwind's application would be negatively brought forward. There being no further business, the meeting adjourned at 7:45 p.m. Respectfully submitte , Darlene E. Nilges r Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of May 7, 2003 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present'. Alan Berkowsky, Cathy Brenniman, Roger Crum, Paul D'Agostino, Zeltee Edwards, Keith Fujihara, Douglas Gaynor, Bob Gustafson Herb Hitt, Sam Hunter David Jennings Stephanie Levine. Regina Lookis, Cathy gadek, Max Rubin, Tim schoolmaster, Bill Stafford, Judy Witt, Barbara Zdanowicz Others Present: Dick Peach, Ms. Hooks of the Evanston Northwestern Hospital, and others Presiding: Alderman Feldman SUMMARY OF ACTION Alderman Feldman thanked those present for attending and called the meeting to order at 7:10 p.m. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the AEPW Minutes of April 21, 2003; Alderman Rainey seconded the motion; on voting, the Minutes were unanimously approved. (ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following eight items on a consent agenda for recommendation for City Council approval, holding one for future approval of the committee: (Al) City of Evanston Payroll through 4/24/03- The payroll amount was S1,884,796.27. (A21 City of Evanston Bills through 5/07/03 - Accepted without further comment. The bills total was 2, LY,4u.1 a 43.1) Aporoval of the lowest responsive and responsible bid for the 2003 Cast in Place Pipe (CIPP) oiect or water tt }ewer - to summary, oias ror the Lugs uirr Lining contract were receives on April ta, cuu3 from the three arms that are pre -qualified to perform this type of work. These contractors were pre - qualified in 1999 and again in 20OZ for thisprocess. in order for contractors to qualify for this project they must demonstrate that the product that is intended for use meets specific minimum requirements. In addition, the firm must be trained and approved to install the product, and that they have a minimum of experience installing the product. This project includes the rehabilitation of eleven segments of sewer mains totaling 2,750 feet of pipe ranging to size from 10-inch to 21-inch in diameter. Please note that the majority of the work in located under streets scheduled for resurfacing as part of the 2003 MFT street resurfacing project. The Cured -in -place pipe (CIPP) method of rehabilitation sewer mains is less disruptive and less expensive that replacing the sewer main with new pipe. However, this method is expected to last as tongs as a new sewer pipeline. The method has been utilized in Evanston since 1985. The recommended firm has successfully completed the majority of the other CIPP projects and is considered by staff to be hi hl qualified and responsible. There are no M/W/EBE subcontractingg opportunities for this project. Staff recommends awarding this contract to Insituform Technot ies USA inc. In the amount of M0,323.20 funded by the Sewer fund. This item was approved without further discussion. (A3.2) Approval of the lowest responsive and responsible bid for landscape maintenance of the Green BaXRoadd mbankment - movetl ror approval t)y Atoerman Harney with a second from Ataerman Moran, i is mein attows ror Yes, we Care Landscapingg, Inc to maintain the Green Bay Road Embankment for the second lowest bid amount of S61,170.00 for 2003. Alderman Baptiste discussing this issue further requested further clarification with regard to low bidder Turf Care Landscaping, and the non -awarding of the contract to this particular contractor. Mr. Doug Gaynor informed the committee that at this time, Turf Care Landscaping was not a responsive, responsible bidder at this time, due to the current default of their Twigg Park Renovation Contract with the City. Mr. Hill informed the committee, in terms of tegal analysis- we are not saying that this contractor by not completing an item would be not responsible. ere could be a time in the future where there could be a project that this contractor is responsible for, able to perform the work and has the background and the ability. With all standards that we have in this specification, and base upon current history and what we have before us now and the requirements of this particular contract, this contractor is a non -responsible contractor. This contractor is not acceptable and not reliable based on the terms in our bidding ordinance. Based upon that. the recommendation is that the bid go to the new lowest bidder. In the future, we will have to see what happens. For this one project, the lowest bidder is not responsible. Alderman Rainey raised concerns that the landscape maintenance projects in the south end of Evanston be addressed appropriately and that sufficient funds in the budget were available. 1A3.3� Appproval of the sole source purchase for the replacement of a 24" valve on Low Lift Pumping Unit / - Ataerman Kainey ma+ea approval warn turtner aiscussion witn a second from Alderman aaptiste. Me —abbraval allows for the purchase and replacement of the present 24" diameter discharge valve installed in 1967 on Law Lift Pumping Unit =7, due to not maintaining a shut off tightly when the pump is not in operation. Staff is recommending the immediate repplacement of this valve with a rubber seated ball valve made by the same manufacturer at a cost of 519,552. The existing valve is a Pratt valve and replacing it with a Pratt valve means that nv piping modifi[ataans will be needed. In addition, replacing the valve with any other option will result in the need to design and manufacture the valve and add substantial time to the process- The immediate replacement is crucial because the malfunctioning of the existing discharge valve on Low Lift Pump Unit -7 creates a number of operational probtems. Upon request, Mrs. Regina Lookis further elaborated the need for the replacement and how age of equipment was not realty an issue. (A3.4) Approval of NWMC - Suburban Purchasing Consortium low bid for one (1) 2003 Ford Excursion 04 - door spectaf service vehicle from t.urrie motors in the amount or )Ju,uv , including aeLiver�r and 5 tierr(v (iuu mile warranty for tine rife ueparlinent -,alderman Haines moved approval for tnis item to be moved �o the consent agenda. alderman tiapptiite, seconded, this mo0w, and requested a brief explanation of summary in support of this purchase. Ms. Cathy Radek informed the committee that the vehicle is scheduled for replacement this fiscal year. The vehicle operates as the Fire Departments incident command vehicle. The vehicle has 4-w' eel drive due to the Illinois heavy winters. The rear interior of the vehic(ewill be outfitted with a type of desk and chair large enough to fit two Fire off iciats. The vehicle is also equipped to tow the new fire prevention school room. (A4.1) Approval of Change Order #1 for Harbert Park Hike Path Reconstruction Protect - Alderman Baptiste mavea approvat with a couple of questions, Alderman Kainey second the motion. Mr. Gaynor presided further explained due to unforeseen discovery of a lack of suitable gravel base for a new 3000 linear foot asphalt pathway, which was buried beneath the existing deteriorating asphalt paving. in the future, further testing will be conducted to avoid such a circumstance. (A5.1) Special Event - Young Evanston Artists' (YEA) on May 17. 2003 - Approved without further discussion. (A5.2) Special Event - St. James Armenian Street Fair on August 24. 2003 - Approved without further discussion (A6) Ordinance 46-0.03 - Easement Agreement for a Permanent Subsurface Easement with Optima at 800 eigm for introduction and Action - Aiderman xamey moves approval or tors tasement witn a secona an tfie mollion Zrom Alderman Baptiste. Alderman Rainey requested a brief summary with regard to the easement and the effect the process will take on current underground utilities. Mr. Jennings and Mr. FuJihara, informed Alderman Rainey and the Committee, that many of the Cities utility lines are within the main streets, and should not be affected by the easement. (A7)j Ordinance 34-0-03 - Amending Various Sections of the City Code Revulating False Alarms- This ordinance proposes an increase in several false alarm tees and reduces we number of free false alarms from four to two. It is estimated that this change in fees wilt generate an additional S200 000 in revenues for the City that are not currently budgeted. Attached are an analysis and the re-engineer{ng analysis provided by MKM Consultants. Upon further discussion this item wilt be held till the next meeting for further discussion prior to approval. Alderman (.loran requested that those Institutions most greatly affected by the charge be }nvited to attend a meeting for open discussion of the proposal prior to action. The proposal wilt be held pending further reporting and analysis. COMMUNICATIONS (APW1) Police Department Vacancy Report - Accepted with no comment. (APW2) Fire Department Hiring and Recruitment Report - Alderman Jean -Baptiste requested that this Item be moved to the next meeting to oe further discussed as a discussion Item on the agenda. (APW3) Repairs to Street Sweeping Eciulprnent - Accepted with no comment. (APW4) Update on the Army Carps of Engineers' Reconnaissance Study for a Potential Marina - Alderman Moran expressea the desire to move forward warn Ynase one of this project in oraer to expedue the amount of work necessary to move forward with Phase It and further communicating with environmental supporters. AUDIENCE COMMENT There being no further business, the meeting adjourned at 8:40 p.m. Respectfully submitted, Angela D. Price Administrative Assistant DRAFT —NOT APPROVED 1p DRAFT - NOT APPROVED MINUTES ADMINISTRATION Et PUBLIC WORKS COMMITTEE Meeting of May 19. 2003 Members Present: Aldermen Jean -Baptiste, Moran and Rainey Members Absent: Alderman Feldman Staff Present: Judith Aiello Maureen Barry, Cathy Brenniman, Paul D'Agostlno, Bob Dorrieker, Zeltee Edwards, Ricci Ft reili, Mark Franz, Keith Fujihara, Bob Gustafson, Chief Hunter, David Jennings, Jeff McDermott, Darlene HUM, Max Rubin, Bobble Tolston-Brown, Judith Witt Others Present: Andy Nelson and others Presiding: Alderman Moran SUMMARY OF ACTION Alderman Moran called the meeting to order at 7.08 p.m. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the AEPW Minutes of May 7, 2003; Alderman Rainey seconded the motion; on voting, the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following twelve items on a consent agenda for recommendation for City Council approval: (All) Clty of Evanston Pavroll through 5/08/03- The payroll amount was $1,854,021.81. (A2) City of Evanston Bills through 5/21103 - The Bills List totaled $2,090,282.16. JA3.1) Approval of State of IL Low Bid for two Toro 328-D Riding Mowers- This bid fs from Turf PProfessionat tquipment Lo. for Parks/torestry U Recreation. Lost is S2i,ybu alter trade-in. (A3.2) Approval of One -Year Contract Renewal for Schlumbereer (Neptune) Water Meters and the HHexagram Automatic Meter Keadinq System - Alderman Rainey 4SKed if condominium buftduigs were metered as a buiiaing and was told oy Mr. t i urelli that the were, and paid one bill. This contract, with Water Resources Inc. would expend the balance (5120,341y) of the original contract ($2,178,272) until 6/2/04. (A3.3) Lowest Responsive and Responsible Bid for the 2003 Root Treatment for Sewer Mains - This would approve National Power Kod(lmg Lorp. for the ZW3 root treatment for sewer mains at a cost of SZ 4,104.53. 04.1) Change Order #2 for Fire Station #3 Construction Proiect - This change order, for Skender Construction Lo., in the amount of yU,Loa.ye, increases the contract from $2,357,625.50 to 52,389,880.46. contracModification with Y s/kiscm Partnership, Service ado Banat architectural t4servtces.nnvthe amountnof 2 336 Increasing the contract from 5155,620 to 5157,956. (44.3) Change Order #2 for Butter Park Redevelopment - This Change Order, in the amount of $5,735, for Clauss tsrotners, increases the contract price from to 5814,450.83. (A5) Resolution 29-R-03 - Agreement with Omni Orrington-- This would authorize the City Manager to enter into an agreement with the Umni Urrington for sponsorship of the 2003 Ethnic Art Festival, Lakeshore Festival, Starlight Concert Series and Arts Week Evanston. (A6) Resolution 30-R-03 - Appointing a Director and Alternate Director to SWANCC - This would appoint Alderman Moran as wrector and Lity Manager Lrum as Alternate Uirector to the Solid Waste Agency of Northern Cook County for a two-year term. (A7) Ordinance 50.0-03 - Loading zone at 1300 Oak Ave. - This proposed Ordinance, for Introduction, would amend Sec. 1U-11-/, Sched. vii (b) of the Lity Lode to establsh a loading zone at this address. Alderman Rainey moved to recommend approval of the above Items on the Consent Agenda; Alderman Jean - Baptiste seconded the motion; motion was approved unanimously. Additionally, it was moved by Aldemian Rainey, seconded by Alderman Jean -Baptiste, that the item on the Agenda Addendum be placed on the Consent Agenda. That item was: (A3.4) Lowest Responsive and Responsible Bid for Outdoor Furniture for Rothschild Garden at Levy Center -This Item would approve Lhicago united Industnes Ltd. for the outdoor furniture at a cost of 519,5W.10. Aldermen Rainey and Jean -Baptiste moved and seconded the motion to recommend approval. Alderman Moran asked how much furniture we are buying. Mr. Dorneker answered that 10 tables and 40 chairs were being purchased. On voting to recommend approval of this item, motion was unanimously passed. ITEMS FOR CONSIDERATION , t"O 4Change Order #1 for Hinman Ave. Tot Lot Redevelopment -This item would approve an Increase of ,0 1,increasing the total contract from yiu/ b6U to y11/,b 1. hunding source Is GO Bonds. Alderman Rainey ved approval for the purpose of discussion. Alderman Jean -Baptise seconded. Alderman Rainey referred to the rubberized play area: she'd always wanted one for parks In the 8 ward and was told It was too expensive. It appeared to her the material runs $126/sq. yd. Mr. D'Agostino said that ft was $13/sq, ft. Alderman Rainey sald it "blew her away" to think of that price and we're talking about 128 additional square feet. She noted there are deductibles in this Change Order, and that she'd figured the net cost. She asked if anyone thought that a lot for play surface. Mr. D'Agostino explained that it is labor-fntensive to install the material, but there's no maintenance after installation. Alderman Rat asked how this park got the material. She was told the bid came in considerably under -budget and we couldafford to add it in. Alderman Jean -Baptiste asked where else we have it and Mr. D'Agostino said a lot of the newer parks have it in a portion of the play area; this is about 2/3 of the surface. Alderman Moran asked if this Is related to CPSC and ADA requirements and was told both. Asked if It was mandated, Mr. D'Agostino said no, that the wood fibers we use is ADA accessible as well. Alderman Rainey asked for clarification: this is the little park on the east side of the street. She had whole parks that didn't get 5117,000 spent on them. It seemed a very elegant thing to do for a very tiny park. She thought It wrong to treat some parks differently. She thought parks that get lots of wear and tear should get this surface. Mr. D'Agostino said we are attempting to budget for this In other parks, so we can add It Instead of wood mulch. Alderman Rainey thought it an outrageous expenditure for a City having tough times- thought the people In the neighborhood should be eternally grateful and never complain about their taxes. She called the park gold-plated Instead of rubberized. To a question from Alderman Jean -Baptiste, Mr. D'Agostino explained that If the money were not spent It would be reallocated In the CIP. Alderman Rainey said this is a situation we find ourselves frequently in, In the course of service to the City. She could only point out it was wrong she could not vote against parks. She felt it an extreme expense. On voting, motion passed 2-1 with Alderman Rainey voting nay in order to speak to the Issue at the Council meeting. (AB) Ordinance 51-0-03 - Sherman Plaza Alley Vacation - This Ordinance, for Introduction would vacate portions of the alleys north of uavis, east of Benson for the Sherman Plaza project. A vote of 7 aldermen is required when up for action. Alderman Rainey said at first she was not sure who the alley was being vacated to: it's the Sherman Plaza Venture, LLC. She also did not see the cost for the alley. She asked how this vacation Is different? Mr. Jennings explained it's part of the land swap to make the parcels to do the project. The alley Is 77 square feet. 47 000 square feet make up the garage we'll build on. There was no actual appraisal as such. The value of the land was considered when the redevelopment agreement was formulated. The agreement was a negotiated deal to make the project work, and the value of the land was taken into consideration. Alderman Moran Interpreted that Mr. Jenning's point was that we're getting a lot more than we're giving up. Ms. Alello added when you look at the footprints of the existing garage and the new garage, you see we re ggetting more than we're givin It was really easier to agree - we re getting more land and not paying for it. -On voting to recommend thistrdinance for introduction, motion passed unanimously. ITEMS FOR DISCUSSION (APW1 I Ffre Department/Paramedic Recruitment and Hiring Report - Judith Witt referred to the fairly lengthy memo in the packet. She explained that it addressed background the Fire Department's tow turnover rate compared to the Police Department, and gives the demographics for Airing over the last 12 years and talks about strategic changes we made In 2000 In an attempt to get more diversity by testing more often, doing targeted recruitment working with the Fire Dept. to do outreach specifically but not solely to African -American and Evanston residents. It save a fair amount of detail on the 2001 testing cycle showing better hiring results in terms of diversity Including fve hired this month: 3 white, 1 African -American; 1 Hispanic. It explained the next testing cycle In the summer. Jeff McDermott and Chief Hunter were introduced and present to answer questions. Alderman Jean -Baptiste asked why, between 1992 and 2002, no African Americans were hired. Ms. Witt explained the old testing process was every 2, 3 or 4 years based on need due to the expense. You can only draw from the pool available to the Civil Service Commission, and was little testing or hiring done in that period, and only a small pool to draw from. That's why we changed In 2000 to do testing more often and create lists that allowed a chance to et mare diversity. Alderman Jean -Baptiste said we hired about 36 in that time. He asked are you saying from to 2002 you had no African Americans on the list? To which Ms. Witt replied she would need to review the data. Alderman Jean -Baptiste asked if Ms. Witt felt that by Increasing the frequency of testing we will increase the candidates in the pool. Ms. Witt said if you test and recruit more often alone will allow tar more opportunities for people to apply and take a test and perhaps get hired without waiting 3 - 4 years. We were probably losing candidates because we weren't testing very often. When we combine that with the efforts of the recruitment committee and targeted recruitment, we have made some progress and hope to have a larger applicant pool for July. Alderman Jean-Ba tfste asked if it was an internal critical analysis that led to the change, or was it an outside requirement? Ms. Witt said we were looking at the increased turnover in Police and some in Fire, and made some strategic changes in '99 and '00. Asked why it wasn't rectified sooner, Ms. Witt said turnover was relatively low until 1S,99: there just wasn't much chance to hire people. The most we hired before that was four- now we're hiring more because of the aging employee population. We knew that was coming and wanted to ire prepared when that bubble came. We have been working with Mr. Gustafson and Mr. McDermott and the Committee of firefighters and HR people to d:) recruitment. Bob Gustafson said a couple of years ago this Committee met and asked for some suggqestions as to these issues. Suggestions were taken and put in place. This last time we disappointed with the number who took the test; a fairly small number. We will target farther out: we need the applications. We agreed the application numbers were low and are trying to get them up to have a bigger pool. He didn't know what happened on the Commission, but we know the pool needs to be increased. Ms. Witt added that the analysis numencally doesn't show any one point where it's a signification impact. There's no big gap where the percentages of the demographics changed significantly. if you go to the 2001 testing cycle, where we start with a written exam etc., the demographic percentages remain fairly constant. Looking at the analysis you cant' say any part of it failed any percentage of any group. We talked about doing more significant outreach and recruitment to enlarge the pool. Alderman Jean -Baptiste wanted to know what happened at an earlier period where African Americans were hired at a significant rate. Chief Hunter said that right now, we have between a dozen and 18. When he came on, there were two of us, he said, plus a native American, an Hispanic and a female. That was out of 10. Alderman Jean -Baptiste asked what the rate of retirement was. In how many years would we have lost the African Americans? We may lose a number through attrition. Chief Hunter said in the next 5 - 8 years we may lose half or better. Alderman Jean -Baptiste suggested that we monitor what we do to see whether or not the new initiative brings in the kind of diversity we're looking for, and if not, we do an analysis and come back and do something different. We're looking to change the old pattern; he didn't want us to find an explanation of why it's not working and then sit on it. Ms. Witt said we had to go through the process to see where the glitches were. With the new method of testing we can recruit as often as we can afford to, with time, effort and money, and continue to replenish the list if the need presents itself. Alderman Jean -Baptiste asked for a quarterly update. Ms. Witt noted at this point, for any planned turnover, those vacancies have been filled. All the people who retired were white. No African Americans took advantage of the incentive retirement program. Alderman Rainey thought the numbers presented an Interesting picture: the percentage of African Americans who passed the tests was consistent with the proportions in other racial groups. She noted females were not being hired, and they are half of everybody. The Issue has to do with applications. If people don't applythey cannot go through the process. It ddoesn matter how many retire, or what conditions we place on testing. What are the issues you see with women and African Americans applying for jobs in fire service in Evanston, she asked, and are they applying in proportions similar to other communities? Ms. Witt said, in terms of diversity, we are better off than some communities, but we have a more diverse population to draw from. Alderman Rainey asked the issues with applications; said we have an acting African American fire chief. Why aren't people interested In applying for this profession? Chief Hunter replied that in order to recruit African Americans we have to have people go out and talk to them about the jab, potential for upward movement in the department. The recruitment effort has been there; we need to beef it up a bit, go to African American colleges and job fairs and recruit. Alderman Rainey thought he would be a good example of a position that would be open soon! She added that she was not interested in recruitment out of our city, to African American colleges: she wished to see it done locally. Chief Hunter said that even If you go to Oakton their scope is on something else. But in order to do that, you have to first go where they are; first you must convince them to be firefighters. Alderman Rainey asked if we've ever had an Evanston fire service job fair? She thought it unfair to do in a year where there's only use c ening, but to get people interested perhaps we could do things like that. Vs. Witt said we talked about going into the community more often, holding open houses at stations, have applications in the fire stations, etc. Aldennan Rainey noted that she wanted people who are aggressive to be firefighters. Ms. Witt said you have to reach people not traditionally applying with untraditional methods. Alderman Jean -Baptiste said that It's about recruitment: if where we're sending the net doesn't yield the diversity. He's glad to see in 2001 we took different initiatives to bring in other diverse groups. It's not just about why people aren't applying; It's to be creative and recruit. Alderman Rainey thought if people are not applying we have to know why. What is the recruitment that's different than what was done in the past? 14s. Witt said we identified that personal outreach and interaction from firefighters is important. We didn't do enough last time. The last time we recruited we did a lot of targeted recruitment to Black, Hispanic and female media. It yielded 400 applications. 200 showed up. That was the market at that time; it wasn't that unusual. A bad economy means we'll get more applications, she continued. Because the numbers stay relatively the same through the process If you enlarge the pool you have a chance of doing better. Alderman Rainey thought a big effort was being made. Mr. McDermott explained the effort is changing. it will overlap somewhat. We'll have to go to places that offer fire courses: our plan is to start here and work our way out and reach the colleges. He will contact people personally . The effort is going to be here and we'll target 100 more areas than last time. Alderman Rainey discussed the business of reducing requirements for firefighters: not so much the two years of college credit but not replacing it with some other requirement like two years of work experience, for instance. It seemed to bier some stable experience is very important. Mir. McDermott said the Initial feeling a couple of years ago was to try to expand the pool and long-term it was to re -implement that requirement. We saw the problem we wanted to address: to expand the lists. Alderman Jean -Baptiste said if the basis of improving what we do is through the interaction and to be set( -critical he thought that good. He'd been on the Civil Service Commission and had talked about these issues. Hopefully in the next 10 years we won't be back here saying we I have five firefighters on the force. After all, he noted the population was 20% African American. We should intend to be diverse. COMMUNICATIONS (APW2) Fire Department MonthlyReport - Alderman Rainey noted it's worth pointing out the number of fires that tooK ptace - senous tires. itKeo uxe a very busy month. Alderman Jean •Baptaste asked if there was a pattern to this. Chief Hunter said no, at times we'll get a rash of fires and then it will die off. Alderman Rainey inqufred of the firefighter who was hurt this month and was told there had been a back Injury in a fire, but the firefighter is back on duty. • There being no further business, the Committee adjourned at 7c50 p.m. Respectfully submitted, Odaa.A�� Darlene E. Nilges Executive Assistant DRAFT = NOT APPROVED 4 DRAFT - NOT APPROVED MINUTES ADMINISTRATION ft PUBLIC WORKS COMMITTEE Meeting of June 9, 2003 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello Al Berkowsky Cathy Brenniman, David Cook, Bob Dorneker, Zeltee "' "- - • • — -• Edwards .jticlrl Figrelli, Mart Franz, Keith Fu/Ihara, David Jennings, Darlene Nilges, Max Rubin, Bobbie 7dtston-Brown- • . • . .. . . . . . . . . . . Others Present: Holly Reynolds, Randall Mayne and others Prestdfng: Alderman Moran SUMMARY OF ACTION in the absence of Alderman Moran, who was attending another meeting at this time, Alderman Feldman called the meeting to order at 6:52 p.m. APPROVAL OF MINUTES Alderman Rainey moved approval of the A&PW Minutes of May 19, 2003; Alderman Jean -Baptiste seconded the motion; on voting, the Minutes were unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following seventeen items on a consent agenda for recommendation for City Council approval: (Al) City of Evanston Payroll throuuh 5/22/03- The payroll amount was $1 855 211.99 and LIN of tvanston Payroll through bldrus - I ne payroll amount was (A2) City of Evanston Bills throutzh 6/10/03 - The Bills List totaled $2,631,494.35. (A3.1) Approval Sole Source Purchase of 45 Vortex Restrictors --This bid is from Hydra International for fhe Long Range sewer Program, at a cost of >4u,L1�P.uu and requires vote of 6 aldermen for passage. (A3.2) Approval of Lowest Responsive and Responsible Bid for Masonry Repairs of the 1949 Filter Gallery at Water -1 reatment Plant- Asked about the site. W. rigurem explained the rater (japery is where au the fitters sit in tour sections. rhis bid, from S&K Masonry Restoration Inc. would cost $339,520, funded through Water Bonds. A3.3) Lowest Responsive and Responsible Bid for the Recreation Division's Summer Food Service P m_ - I his would approve Upen Kitchens, at a not -to -exceed cost of "I, IJL, runded throw n a teoeral Alderman Rainey did not want to remove this item from the Consent Agenda, but did wish to discuss mmer program later this evening. (A3.4 lowest Responsive and Responsible Bid for 2003 Ailey Paving Program - This would approve the bid of)Kool txcavating, Inc. for this annual program for the t.rigineenng division at a cost of $214,258.85. Funding is GO Bond funds, CDBG Funds and the special assessment process. (A3.5) Lowest Responsive and Responsible Bid for 2003 MFT Resurfacing Program of Various Streets - i'hls would approve the bid from JA Johnson #paving Lo. Of wv,/dv.LS. hunamg is W I funds. (A3.5) Approval of Professional Services Contract for Onsite Professional Supervision of Sherman Plaza Garage Lonstruction - Iris contract, witn Iticnard uevine, would be for �.tuu,uuu annualty pius expenses. (A3.7) Lowest Responsive and Responsible Bid for Fire Dept. Breathinq Apparatus - This bid, from Municipal. tmergency Services (mn) utobat, would cost yIij,vur.ub. runding is througn Federal funds and the FY 03 budget. [A4.1) Chance Order "for Phase VI, Contract C, Relief Sewer Proiect - This change order with DIPaoto `Co., increases the substantiat comppletion lime try tL calendar days to 6/25/03; the Overall Completion Time by 17 calendar days to 10/29/(03. (A4.2) Amendment Ail to Avreement for EnOneerinit Services for 480-Volt Substation Replacement Protect, Water I reatment Faciifty - i his amendment for hreeley ti hansen would provide construction engineering at a not -to -exceed cost of $32,900, raising the compensation ceiling to $80,200.00. (A4.3) Change Order #3 for Fire Station 03 Project - This Change Order with Skender Construction increases tie contract Dy tram �z,sav,tsdudu.pa to $2,394,591.73. (A4.4) Chance Order #4 for Fire Station #3 Project - This Change Order with Skender Construction decreases the contract by ys,tiu.si, from �t,394,t)Y)ds to $2,392,481.42. (A7) Resolution 33-R-03 - Authorizinq_an OSLAD Grant Application This Resolution would authorize the CLiity Manage; to sign a resowtfon of authonxat)on for an wi-Au urant Application for renovation of Leahy Pa (AS) Resolution 32-R-03 - RelatinR to PrevaflinR Wages for Public Works Projects for 2003- This Resolution retates to the prevaitmg wages for eumic works ero)ects required by Iitate statute. (A9) Resolution 36-R-03 - Executing Rider No. f to Lease for 2022 Central St. - This Resolution authorizes the city manager to execute ricer No. t to Errs Leave, permitting iteoeccan Seely, d/b/a Perennials Inc. • (cuurrept.lessor) xo Assign lease to Patio. Inc. - (All) Ordinance 55-0-03 - Easement Agreement for�Oxford'gank & Trust, 1572 Maple Ave. - This lroposed urdinance, tar Introduction, would grant an easement agreement for subsurface sheeting at Phis ocation. Alderman Rainey moved to recommend approval of the above items on the Consent Agenda; Alderman Jean. Baptiste seconded the motion; motion was appror+ed unanimously. The Committee discussed the order of discussion of the remaining items. It was agreed to discuss Communications next. COMMUNICATIONS (APW1) Police Officer Vacancy Report - Accepted. (APW3) SWANCC Report - Alderman Rainey had asked for this report. It was not what she was looking for, and she was concerned about the debt service. The property was sold back to Bartlett, she noted, and -the debt service is now different; she was trying to get a fix on how it compares then and now. Mr. Edwards explained from 2002 to 2003 the debt service went from around $40,000 to around $20,000. it's fluctuated over the years as land is bought and sold. Alderman Rainey thcuot It was higher than this: she was talking about in I M, 2000: prior to the settlement. W. Edwards thought it was always around $40,0W. Mr. Franz believed the lawsuit was settled before 2001. Mr. Jennings offered to get the figures that were asked for. Alderman Rainey clarified what she was looking for and asked that the disposal fees be looked at: are they going up and down because of what's being charged, or is the quantity ggoing up and down? Mr. Edwards said our tonnage hasn't changed much over the years. What did happen in 147 was that we had some problems with vehictes and had to take material to our transfer station In Evanston, so less than 85% was sent to SWAIICC, for which we were penalized and had to pay a "true up" charge. We are just getting to the point where we have paid up the true up and the fees are now for the amount of tonnage we have taken to SWANCC. Regarding disposal fees, Alderman Rainey wished to team the effect of our recycling, Mr. Edwards replied that it's about a miltlon pounds per month, the same year in and year out. The refuse we take to the landfill also hasn't changed either, he noted. Alderman Rainey wanted to know when the debt service changed and what it changed from and to. At this point Aldermen Moran and Newman were asked to join the meeting. (APW2) Bond Order - Results of Series 2003 Bond Issue - Alderman Rainey reported that the interest rates we paid on our bonds were the towest in nistory, and it was done an the day it was lowest in the U.S. Our timing, she noted, was outstanding. Discussion on the Recreation Division's Summer Food Service Program (agenda item A3.3 was approved earlier, discussion concerned details of the lunch program only) - Alderman Rainey wanted to briefly discuss the lunch program and the administration of it at the site. She described last year's program, where people claimed certain things because they didn't understand the rules. She wanted to make sure people administering the lunch program have some customer service skills and that the rules are out there so that everyone understands them. She outlined the issue that certain people vrould come, not finish their Lunch and thought they could take it horde: they cannot do so; lunches are put in a cite home box, and accessed at tie end of the day or at snack time. She wished to avoid such misunderstandings this year, which she called very unpleasant. ITEhAS FOR DISCUSSION ,tA ApQroval of Special E eat Polio, Instructions and Procedures - The Committee began discussion of this item, and wcutd oe heating from Aldermen tterrman and rvtoran as well. Ms. Reynolds said her group felt everything had been said in earlier meetings and did tips wish to belabor the issue. She was not sure of the procedure; had thought the policy was basically accepted (during Human Services discussions). Alderman Feldman no this item is not an the Consent Agenda and Ar1PW had to sign off on It too. Alderman Jean - Baptiste asked Ms. Reynolds if she had been at the Human Services Committee during the last lour months and she confirmed that she had; he noted that modifications had been made based on the group's concerns* asked if the group didn't think their modifications had been taken into account. Ms. Reynolds said they thought they had been. She said they agreed with Alderman Newman, who thought a couple of things might need tightening up, and were waiting to see. What was passed out at Human Services was acceptable. Alderman Feld -man interpreted that the group, aware that some members of A&PW did not attend the Hurnan Services meetings, wished to advocate for the package here tonight. He invited the group to give a brief reason as to why this came about. A group spokesperson noted this came up due to comments in this Committee in the fall regarding people at the lakefront not wanting anything to take place there. The group did not agree: they now have 20 event days. During July and August there will be 12 events, 11 amplified - more than one per week. In addition to the fact that the lakefront should be used by countless people especially on Memorial Day, labor Day and July 4`" where the rh nelghb000d Is full of people and spill over into people's yards. in July and August five dates tAe over the enure neighborhood and stop traffic. The dog beach has added activity that increases every year. Events have grown over time like the North Shore Centurryy BikeRide. We wanted, she continued, to make the case that there is no otherlocation in Evanston that matched the lakefront area for activities and wanted to make the case for balance with various areas In Evanston. Finally, she concluded, this is a neighborhood issue because there happens to be a neighborhood next to this ark, and people have no way to escape what takes place there. She noted a letter had been submitted signed by 56 people, a number who didn't live along the lakefront, but felt the parks should not always be filled with organized activities, some of which could be held elsewhere. Many people would like to use the area in the way they choose: passively. Alderman Rainey wished to talk about amplification and how our staff looks at this. One organizer might look at it as a couple of speakers and a microphone- others might consider amplification to be from one end of the area to the other. Haw is that controlled Mr. Gaynor explained the City Manager's Office issues the permit and it is determined by the size of the crowd and the activity, and size of the area to be used. Mr. Franz added'that even if someone has a permit, it doesn't give the right to play music at high decibels. If there's a complaint, the police enforce it, first warning and then telling people to turn It off. The permit is just a way to track what's going on. Ms. Aiello noted in the past they had limited the number of speakers, given the number in the crowd, etc. Alderman Feldman asked if a test had been done concerning the 150 feet distance from residential property, whin someone uses a loudspeaker. Mr. Gaynor did not know of any testing done. He added that a lot depends if the wind is blowing north or south, which changes the sound. !f north, you won't hear it at Dempster. Other than actual volume control, the wind has an effect. Alderman Feldman asked which City -sponsored events needed to have loudspeaker amplification at 7:00 in the morning and 10:30 at night. Mr. Gaynor said on the list of lakefront events, none start at 7:00 or end 0t 10:00. in the past there have been some, more likely with a megaphone than loudspeaker. He noted the 4 of July shuts down around 10:00, and First Night goes until midnight, but in the downtown area. Alderman Feldman was trying to figure out if your experience would give Yww reason to oppose a different set of hours for amplification. h�1r Gaynor had not received the comments back from the Manager's office with respect to the concerns of the residents. He's heard the concerns from lakefront residents. Ms. Aiello added that people cannot Set a loudspeaker permit for block parties or backyard weddings, and that the University could only have permits on the landfill area. She acknowledged there have been situations on the landfill with the wind blowing so that the sound can be heard in west Evanston. Mr. Gaynor directed the Committee to the two-year report in the packet. Alderman Feldman wondered if staff had thought to change the 11*00 p.m. limit, asking why we tolerate loudspeakers at that time. It's one thing to see a see a City -sponsored event that needs it, but couldn't see it for some of the runs, etc. Mr. Gaynor said none of those events goo until 11:00. The parks close at 11:00, so there may be some continuity in that time being used, but we don t have activities that go that fate. Mr. Franz noted the lack of complaints received in the Manager's office regarding loud speaker permits. Alderman Jean - Baptiste thought the Human Services Committee looked at where the policy may impact, and made some adjustments: one In the lakefront where we limited the number of events allowing amplification, and set a policy as to whether or not to increase the events. Where it was broken, he said, we addressed it; if its broken elsewhere we can look at It but not arbitrarily change where no problem exists. To a question about megaphones, Ms. Aiello replied that permits are given only If they are plugged into an amplifier. Alderman Jean - Baptiste noted some races in Skokie that began early but only dyed megaphones. Alderman Newman was concerned about accuracy in the policy - that we made a strong statement in Human Services that we weren't going to increase the number of events' in the memorandum is the statement that the number of lakefront events would be kept at the current level. Air. Gaynor pointed out the list of specific events that had been approved. Alderman Newman asked If we can make this statement more prominent? Alderman Jean -Baptiste asked how he wanted it made prominent. Alderman Newman pointed out currently it is one line: would that one line be made part of the policy, shown to people so that everyone would know it? Alderman Ramey asked, if staff doesn't approve another event, what difference did it make? Alderman Ncr"man said the process has changed over time; in 1989 there was to be no expansion, and over time there was expansion. He was not sure there was much support for this policy in the City Manager s office. He wished to make it clear that it's not subject to interpretation. It's a very important point to the neighborhood. Alderman Feldman thought it simple to make that a policy statement: you list the current level and say it's the policy of the City that the number of lakefront events should stay at a certain number, and place this in a separate paragraph. Alderman Jean -Baptiste felt this was a form Issue. Mr. Gaynor noted the Committee could amend the language right now. Alderman Newman was not sure that was necessary felt the statement just needs to be made strong`y. Alderman Jean -Baptiste reiterated that what's being asked for is a form change; in their discussions they asked that this policy be stated in advance. Alderman Newman wanted to have this as a starting point. Alderman Feldman pointed out the policy stays as stated until the Council Changes It. In the past the policy was made by the Council and then changed over time without Council action. That's why the neighbors and Alderman Newman are so sensitive to the articulation of this as a policy of the Council. Alderman Jean -Baptiste noted that we need to make that statement: that the policy cannot be changed without the action of the City Council. Alderman Rainey said policy Is made by the Council: that statement was redundant. She added that while this Is very good for the people at the lakefront, there doesn't seem to be an analysis of the activities in the neighborhoods. Some of us have things like James park in our yards, she continued, which is constantly being used for things that are never counted. She noted if a game goes to 10:30 on a summer night she can hear conversations dearly from the James Park. She asked that there be some representation by staff as to number of teams, ames, etc. that are there, and wanted the whole amplification Issue looked at. She said It was nonchalantly mentioned that six speake for the Haitian group should be allowed until 10:00 because the event Is on the 44`` of Juiyy, and everyone would expect noise that night. She disagreed, and was concerned about that event, though looking forward to Its success. She felt we need a policy about the number of high Impact events on a single day in this town. This is being presented as 300 people, and police wonder how they can be everywhere. She did not feel there was il reason to have a multitude of high impact events on the same day, and nothing was more Intense than the 4 of July. She wanted some response from staff about this. Alderman Jean -Baptiste thought, as we look at the amplifier issue, we should also look at It in the context of all the elements of the policy: the policy also talked about 150 feet. When the lakefront neighbors came and spoke of the events with amplification, the impact and Intrusion into their homes, they are not talking about the number of speakers but the impact of being adjacent to the park. It must be looked at in its totality. Many speakers in the middle of the ocean means nothing; if it's just one speaker in front of a kitchen window it means a lot.. We want to make sure there's no Intrusion on anyone but don't want to unreasonably curtail something because it sounds like it's impactfut. Alderman Rainey noted It seemed we had no criteria to determine if one speaker Is 10 times the decibels of 10 speakers. Six little speakers are much different than two monsters. Alderman Jean -Baptiste noted we tried to influence staff to move to make policy. He hoped we look at time, place and condition to guide the policy. Alderman Rainey thought 10 hours of speakers is too much. Alderman Newman stated that this is about special events, not the regular events in the park. We're not looking to limit the other activities at the lakefront. As far as amplification our experience is that amplification approved for these events sometimes ends up a disaster. It's been harts to ascertain what certain events want the amplification for. It goes to how disruptive the event may be, some of which are new events. What it said on the back of the loudspeaker permit is that if neighbors request, the event person agrees to turn it off. That almost never happens, he said. The neighbors don't have the permit, the police don't have it. He felt the need to revisit the amplification issue in general and that we make the point that that it's the policy that there not be any more events added. Alderman Feldman proposed a change in the text of the last paragraph that it's the policy of the City of Evanston that the number of Lakefront events will be kept at the current level. Alderman Newman added As attached to the current policy." Ms. Aiello explained that once a loudspeaker permit is approved we do give a copy to the police department. Alderman Newman reiterated his experience: that the event is not shut down. He didn't know of one event with a permit that was shut down. Ms. Aiello outlined what happened: the police come, they turn it down, the police go, they turn it up again, It was agreed that this will be addressed. An audience member was concerned about the words "events" vs. "event dayyss." Alderman Feldman noted there are 12 special events totaling 20 days. it was spelled out. Alderman Jean%asptiste discussed this, and that the events and event days would be added to the description. Alderman Moran was present at this time. He was advised of the previous discussion on amplification; and about the neighbors' work with Human Services and the policy they carve up with, keeping the number of events and event days as It is now unless the Council Indicates a reason to change. Alderman Moran's feeling was he agreed with most of the policy, and some he was not so sure of. It was clarified this issue Is for action tonight. Alderman Moran asked If this incorporates the portion that says all costs incurred must be paid by the applicgQt and Mr. Gaynor said it did; that some events. Cityy- sppoonsored and City events there is no charge for: July 4" , First Night, the concert sees and two City festivals. Due to a hectic schedule, dlderman Moran said he had not studied this enough. He apologized, but said he would need to study it more to suggest changes. It was agreed that everyone was ready to go forward on this. Alderman Newman did not think it fait to bring the neighbors back; they had been to around 20 meetings already. Alderman Feldman called for a vote. On voting to approve the Special Event Polity, motion carried with one nay (Moran). (Ar:) Appproval of Concept Plan for Ailey Paving in 2000 Block of Sherman Ave. - Alderman Rainey called this an extremety sigmticant policy issue: Me LILY nas a policy of vacating an alley anyone will vacate. We put It on the tax rolls, sometimes sell it or give it away. What we're looking at here is an alley that has been private that we're taking back for one purpose: so the neighbors can get a 50/50 paving deal. She knew of other vacated alleys where people wanted to dump them back on the City. She was concerned about this and not ready for it to be introduced. It wasn't the right thing to do, she concluded, a piece of this is a private alley. She asked what the argument was for this. Alderman Newman said one-third of the alley was owned by the City. If we don't get involved, the alley will never be paved. This is an anomaly, he continued: there was a condo built there and they own part of the alley; part of the alley is owned by the homeowners, part by us. He thought the alley program was to get alleys paved. 5o the homeowners are unlucky that a condo developer bought a part of the alley and it's about 60 - 120 people who must get together to pave the alley. What's happened is we're trying to solve a problem with an alley needing to be paved. We're also trying to solve the problem of the policy about condo owners. They only pay for the frontage, much less than people In the homes pay. He suggested getting the neighbors in here and telling them how the alley can be paved only by pulling this together. Otherwise, It's not going to happen and the people are going to be stuck. They want to contribute to it. Alderman Rainey said every unpaved alley in the City has a similar story. We have hundreds of miles that we can't get paved. She noted a lady who spent a year getting a f 00% signed petition, and the alley isn't even up for paring until next year. Here, we're going to take back the property and it will be paved next year. Why are they so special, she asked. Are we going to bury this property? Will we make public notice about the sales Yr. Jennings explained it's a dedication by the individuals who will give it to is for free. Alderman Rainey added so we can pay Wf to pave it. She proposed If it's one-third owned by the City and two-thirds by the citizens, Let them keep it and pay for their sections. Discussion continued. Alderman Feldman noted that once we pave Uley we keep it up. He didn't think these people should be punished by treating them differently. The le on public access cannot get their alley paved unless someone pins this effort together. These people are go- to their 50 percent. Alderman Newman confirmed this. Alderman Rainey asked if we grade their part of time alley. Alderman Newman replied no, we don't do anything in their part of the alley: we have an alley full of holes and flooding. The intent of this proposal wasn't to have this atiey jump ahead of any others. Unless someone pulls together all the different owners to get it under common ownership, the alley will never be paved. We have had meetings about It; we're just trying to get it paved in an existing City program. Alderman Jean -Baptiste outlined two points of Alderman Rainey: 1) U-at this has been moved up in priority (Alderman Rainey said she had not said this; only read what was written here). 2) The cost: whether the City should bear the cost of paving the portion of the alley that's privately owned. Given the participation of the hoax -owners It will become substantially the same expenditure from the City and homeowners when you add itall en t�. It seemed IoSicat when you assumed the private section is two-thirds and people would pay the cost, then there will be a shared cost anyway, just a little more than it would ordinarily be. We would want to encouraSe people going forward, he continued; overall, this initiative doesn't seem Inconsistent with the general thrust of what we want to do. We should took at it In the context of all the alleys that are scheduled and this is in sequence. Mr. Jennings confirmed this. Alderman Moran wanted to know if the privately owned section of this alley Is used as an alley. Alderman Newman said it was, and cne couldn't tell it was a private alley. Alderman Feldman moved approval of this plan. Alderman Jean -Baptiste seconded. Alderman Rainey asked when we last took back a private alley. Mr. Jennings answered that he couldn't think of one. Alderman Rainey, commenting that this is something that hasn't been done before asked for an idea of the potential: are there other private alleys in the City and if so if theRE are vacated couldn't this come back to haunt us? Mr. Jennings said there are other private alleys but �Id not know of any in this category. Alderman Moran knew of alteys in his Ward: they were like someone's back yard. There are anomalies throughout the City, he said. Fie would vote for this for several reasons: the overriding one is that he thinks the City has an obligation to find the answers and get alleys paved. One ccLld make the argument that these people a;�d etting a goad deal because they have two-thirds o an alley, but over 50 years we should do it to Improve llFie wasn't re toruethe little points and felt it was a ood plan. It pulls together a nettlesome pem to solve. To Alderman Rainey's question, 1N. Fu ihara thouirit there was one person left who had not on, and was in the process of moving ahead quickly at this point. He noted the survey and legal things shot have to be done, He thought the I al fees would be attempted to be rolled into the assessment if passible. Details of the assessment, petitions, multiple meetings continued. Alderman Jean -Baptiste noted toga) surveys should be the responsibiliEy of the homeowners anyway. Discussion of putting pre-existing legal fees in the special assessment process continued. if the legal fees could not be railed into the assessment Mr. Jennings noted there would be a 57,0D0 or 58,000 expense that has to be made so the dedication can happen. Alderman Moran thought if it goes into the special assessment, that's okay; but if we have an $8,000 legal bill he was not sure the City should ay it: it must be the obligation of the owners. Alderman Newman said he'd be glad to discuss the additionalfeeswith the owners, but had met with staff about this and after we had meetings a year ago we've been trying to get everyone this year to sign on. He was concerned with having to go back to the owners and say there s another $7,000 - 58,000 to divide. On voting to approve the concept, motion passed unanimously. (A10) Ordinance 34-O-03 - False Alarm PrWam -_ Fee Increases -- This Ordinance, for introduction would mncrease severat tees ana reauce number of free raise alarms. Alderman Rainey liked the idea of limiting categories. She moved to recommend approval; Alderman Jean -Baptiste seconded. (Alderman Feldman was absent for this vote.) Motion carried unanimously. Alderman Rainey told staff it was a nice job. INi Z) Ordinance 57-0-03 - limltinq the Number of Parking Permits to that of legal Residents in a Dwelling t - Amerman Kainey asKeo now stator pianneo to co Wis. she wantea to see the scenario when a person comes tot Parking Office with their driver's license with their address: how are we going to find out the information needed? Would there be occupancy police? Mr. Jennings said for groups of buildings we'll know what the legal occupancy is per unit; frankly, he said, we'll have to do a manual systern, but think It worthwhile because we find in our areas more cars than legal occupants in the units. Alderm in Rainey again asked how staff would be able to do this? What would staff look at? Mr. Jennings said a lot of time we require the lease. Asked about condo- or homeowners, he explained the rules are different for homeowners. It changes as to legal residents per unit in the occupancy codes. Alderman Rainey reiterated her question. Mr. Jennings envisioned keeping track of the number of permits issued per unit. Alderman Moran asked if the emphasis is to combat too high number of people in apartments? Mr. Jennings gave the background- there were a number of meetings in NE Evanston where there have been numerous complaints about the ability to park on streets. We have solved some problems administratively, for instance excessive use of visitor permits by cutting down on the number issued. But what came up was that people think there are more cars than s{iould be on the street, and they asked us to limit permits to the number of legal residents per unit. in truth, we do issue more permits than there are legal residents. Alderman Jean -Baptiste asked it we could do without this Ordinance; he did not think it seemed to be that broken, that we have to micromanage this issue. It seemed a needless Ordinance at this point in time. He understood the impetus but it seerned a stretch right now; people reported this and reported that, but it didn't seem to be such a nuisance that we have to move on it to this extent Mr. Jennings related that there was a building with 60 feet of frontage; it had 40 cars and 36 legal residents. Alderman Rainey asked what the distinction would be between a sirrle family home having 4 - 5 registered cars with permits, and a condo or aWe t with 4. Mr. Jennings saiJwe will say you can't get the fourth permit. Asked about a house, he said iIt to limiting the sale ostudies we know who whem to and they ail looked unrelated. We'll turn iit over the Community Development hesaid for opancy. On voting to recorr:methd this Ordinance for [ntrod>xtion to the Council, motion Failed witch no ayes. There being no further business, the Committee adjourned at 7:50 p.m. Respectfully submitted, Darlene E. Nilges Executive AsMstant DRAFT —NOT APPROM .. 6 DRAFT - NOT APPROVED MINUTES ADMINISTRATION h PUBLIC WORKS COMMITTEE Meeting of June 23, 2003 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: gone Staff Present: Judith Aiello, Carta Bush, David Cook, Paul D'Agostino, Bob Domeker, Mark Franz, Keith Fujihara David Jennings, Darlene Hiiges, Cathy Radek, Max Rubin, David Stoneback, Bobbie Tolston-Brown Others Present: Diane Williams, Evmark; Betty Sue Ester; Onyx Representative; and others Presiding: Alderman Moran SUMMARY OF ACTION Alderman Moran called the meeting to order at 7:10 p.m. 1TEM5 FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following fourteen items on a consent agenda for recommendation for City Council approval: (11) Ai}PW Minutes of Regular Meeting of June 9, 2003 (Al) City of Evanston Pavroll through 6/19/03- The payroll amount was S1,863,691.57 (A2) City of Evanston Bills through 6/24/03 - The Bills List totaled $2,901.198.65. (A3.1) Approval of Sole Source Purchase of 14 Tailmadee Street Lights -The vendor is Konnerth Sales Associates/bell and (Gustus, and the cost is 555,bW. Hequires vote of 6 atdermen for passage. (A3.Iwe Approval of Lowest Responsive and Responsible Bid for the 2003 Alley Paving Program Group iI Proect- Inis Did, from King$ Point G.0 eneral Lement, is for 5W3,/5+uu. running is UU nds/Wtib runds and special assessment process. (A3.3) Lowest Responsive and Responsible Bid for an F350 Cargo Van Usinq Compressed Natural Gas Fuel - The van, tar tacilities Management, would be rcnawo from florthwest cord at a cost of 5[S,svb inctudtrlg 5 yr/60,000 mile warranty. Staff was thanked by the Committee for its environmental awareness. (A3.4) Lowest Responsive and Responsible Bid for Janitorial Services for the Municipal Service Center - This would approve the bid of Lrystat Maintenance Service Lorp., at a cost of 5iy,dw for the first twetve month period. (A3.5) Approval of Contract for Engineering Services for Capital Improvements for the Water Plant - Alderman Rainey asked what the total was for the improvements approvea in the Lit' for the water elant. Mr. Jennings estimated it was about $1.9 million. The contract was with Alvord, Burdick ft Howson, LLC at a cost of $267,517.00. (A4.1) Change Order #1 for Fleetwood-Jourdain Locker Room and Lift Pro'ect - This change order, with Belmontee Kaptan Uevetopment Lorp., increases the cost of the project ray 55,/14.15. (A4.2) Change Order #2 for Hinman Tot Lot Redevelopment Proiect - This Change Order with Pinel Andrews increases the contract by 51,05.uu. (A4.3) Change Order #1 for Dempster St. Beach Office Expansion • This Change Order with RB Construction is for a not -to -exceed increase at 5i6,14u.uu. (A5) Traffic Calming Plan: Alley Soeed Bumps - This item would approve placing speed bumps In the alley at Iiuu Harrison (north alley). It was noted that item (A7) Resolution 38-R-03 - Aiiireement with the Chicago Botanic Garden would be held in Committee at the request of stair, penoing more work on the item needing to be done. (AS) Ordinance 58-0-03 - Easement Agreement with Onyx Waste Services - This Ordinance, being recommended for Dotti introduction and Action tn►s evening, grants an easement agreement with Onyx Waste Services Inc. to construct a visual/sound wall in an unopened alley adjacent to 1711 Church. (A9) Ordinance 63.0-03 - Declaring City Property as Surplus - This Ordinance, for Introduction, would decllare various potice cars and a Tire wept. van as surplus so the items can be publicly offered for sale at the 8/2/03 Lake County auction. Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Rainey nd secoed the motion; motion was approved unanimously. ITEMS FOR DISCUSSION (A6) Approval of Concept Plan for Lee St. including Dedication and Improvements - Alderman Rainey moved to recommend approvat and wished to asK some questions. She uaougnt this was a nice thing the City was doing at the cost of $80,000. She had asked from some numbers as to how it was broken down. Was there discussion of the business contributing? We're taking a property off the tax rolls, she continued, paving it and putting in a cul-de-sac and curbs. Where is this company? The trucks are imposing on the neighborhood. Mr. Fujihara explained the company was paying for the dedication process and contributing some of the land. Alderman Jean - Baptiste asked the value of their contribution. Mr. Fujihara estimated it was 515 000. Alderman Rainey pointed out their property would be reassessed since they were reducing the size of their property. Mr. Fujihara explained the whole plan is for the neigh&orhood - C. E. Hiehoff Fr Co. will get their trucks to the plant whether it's through the neighborhood or through the industrial park. Alderman Jean -Baptiste and the neigghborhood said it would be better for them to go through the industrial park. It's not of great benefit to Nfehoff - it's for the neighborhood. Alderman Rainey noted it would be more pleasing if they said they knew they were bothering the neighborhood and said let us help a little. The curb and sidewalk work will come out of the CD curb and sidewalk budget. She estimated it must be over $10,000. She asked how much it would be. Mr. Fujihara handed out information on the cost breakdown. He explained most of the work was for the roadway. we're looking at approximately $15 000. Asked what the Councit gave this year In CD curb and side -walk monies, Mr. Jennings answered $90,656. Alderman Rainey asked if there was money left over after the projects? She noted this project was not planned. Mr. Fujihara noted most of our CD money is used for the andicapped curbs in the CDBG area. Alderman Rainey asked if curb and sidewalk money was only used for accessibility? Mr. Jennings clarified that the curb and sidewalk planning for CDBG is spent in the target area* the ADA curb ramp program is spent City-wide. This impacts the CD curb and sidewalk program. We combined this program with the GO funded curb and sidewalk program so we spend the CD money only in the target area. Alderman Rainey noted broken curbs and sidewalks all over the CD target area and we're using this to construct new curbs and sidewalks. She felt this should have had more thought and the money should come out of the GO Bond funds. The purpose of the cui b and sidewalk program in the C6 budget is so broken sideialks and curbs can be repaired in the target area and this takes away from that. Alderman Jean -Baptiste pointed out the principle beneficiaries of this project are the community residents who suffered major truck traffic over a tong time and pressed for some resolution. We sat down with Nfehoff and tried to get as much as possible from them. They were very inactive for years, he said, and blamed the business climate for not changing the truck traffic. Finally, we came up with a proposal we thought would work and talked to the business. This community meets the criteria for the CD target area. The allocation may not have been budgeted but it seemed we would stilt be able to meet our objectives and still do this project. Nothing is being taken away from the existing objectives. This isn't something that benefits the businesses, but the community. We did not talk about a contribution or make specific proposals. That was the best deal we were able to negotiate and best serve the interest of the community at the time. On voting to approve this concept plan, motion was unanimously in favor. 9AIO Ordinance 62-0-03 - Amending Title 8, Chapters 5 Et Reaardinq Garbage and Refuse in the Downtown Isixts -- Atdermen Kainey and refaman moved and seconaea recommending approval of this urdinance, for int�uction. Alderman Rainey asked the definition of a food establishment. Ms. Aiello said it included restaurants and fast foods, believed it included convenience and grocery stores as well. Alderman Rainey asked where it stated in our licensin that a convenience store or food establishment must have private sanitation pickups. W. Jennings and Ms. Aiello believed It was in the general regulations. Alderman Rainey disagreed: no place in the licensing or anywhere else does it require to have this. She was getting at the fact that we should have a provision to make it a violation for food establishments to use public containers to dispose of their trash. She did not think there was anything in our licensing that requires anyone to prove they have garbage service In order to conduct a business or get a license. Alderman Feldman believed it was in the Ordinance tonight. Alderman Rainey asked what if an establishment doesn't have a contract? Alderman Feldman answered that they must have one. Ms. Bush explained the food codes we adopted require adequate garbage and refuse pickup in food operations, includingg food stores. Alderman Rainey would like to see where that is required. She did not believe when they apptied for a license they had to state who their sanitation service is. That can tell you they bare it, but they don t have to have it. Ms. Aiello said part of what we're going to do is tie this into the annual licensing. Licenses come up in January and we'll change the application corms to add these requirements, including evidence of the contract. It is assumed now that they have It; when the Health Department inspects a new business they look to see that they have it. We are trying to consolidate these things so no more interfacing between Public Works, Health and Property Standards. Alderman Rainey pointed out that on Howard St. it's commonplace to use City trash cans for your garbage. If you think the downtown is any different in terms of garbage, she warned, you're wrong. There are less people in the outlying districts, but it's a smaller space. Ms. Aiello answered that this was why most of the provisions in the Ordinance apply to everyone, except the clause about providing locks in the downtown area. At first, she said, we were looking just to do the downtown, but after hearing from AEPW we talked and felt we had the capacity to do this City-wide. Alderman Rainey gave the example of Silt's Drive -In, one of the neatest cleanest operations for 30 years. However, at night, she said, homeless people empty out their dumpster. She recommended putting a lock on the dumpster but was told they cannot do so: the people come at 5:00 a.m. and the service doesn t want to unlock the dumpsters. A representative from Onyx said that was not true: they they will gladly unlock the dumpsters. Ask us to do it and we'll. do it: the drivers do it all day long. Any company that wants it on the container they will do it for. They provide the lock and chains, or people can provide their own locks but will provide them a key Mrs. Aiello introduced Diane Williams, £vinar Executive Director: Evmark and 6nyx had worked with the City on putting together these guidelines. AOPW thanked Ms. Williams for Evmark's efforts. Alderman Jean -Baptiste was glad staff was thinking City-wide. Ms. Aiello asked if it was wished that we should, In the next iteration, make it a violation to use the public containers. If so, staff will add this after it's Introduced tonight. Alderman Feldman asked how we plan to enforce this. Ms. Aiello said it's to be a combination of a number of people- Property Standards and Health have been out to enforce; on Sunday if it can't be done it will be done with Mr. Jennings' Sunday crew. Evmark's contract with Brickman will provide some extra pickups. It's a team effort to make it work. We are hoping we can do this with existing staff; we will monitor it this summer. We will have some of the summer youth crews downtown and in the neighborhoods. We will evaluate It during the winter and if we need to seek additional help, she concluded, we will come to you. Alderman Feldman asked if all the trash generated by the art fairs is gone. Mr. Jennings and Ms. Williams said It was; the area was amazingly clean. Brickman also was working; and we were cleaning all weekend long, and this morning as well. On voting on Ordinance 62.0.03, motion to recommend Introduction passed unanimously. COMMUNICATIONS (APWI) Police Officer Vacancy Report - Accepted. (APW2) Fire Department Monthly Report - Accepted. (APW3) Date for Preliminary Public Hearing 2004/05 Budget - Alderman Rainey moved to have the hearing on the proposed date of July 2B. Alderman Feldman seconded the motion which passed unanimously. CITIZEN COMMENT Alderman Moran called on Betty Sue Ester who had signed up to speak earlier and was now present, regarding Item A8 , the Easement Agreement with 6nyx which had been recommended for approval. Ms. Ester spoke on beha4 of the community, she said: they had been working with Onyx for a number or months, and Onyx had been working with them. She wished to endorse this, and hoped it could start soon. The community thanked the A&PW Committee. There being no further business, the Committee adjourned at 7:39 p.m. Respe tfully submitted, Darlene E. Nil es Executive Assistant DRAFT — NOT APPROVED MINUTES DRAFT - NOT APPROVED ADMINISTRATION Et PUBLIC WORKS COMMITTEE Meeting of July 14, 2003 Members Present: Aldermen Feldman, Jean -Baptiste and Rainey Members Absent: Alderman Moran Staff Present: Judith Aiello, Alan Berkowsky, David Cook, Paul D'Agostino Zeltee Edwards Rich Figurelll, Keith Fujihara Douglas Gaynor, Traccyy Hubbard, david Jennings, Aartha Logan, Darlene Nflges, Bill Stafford, Bobbie Totston-Brown Others Present: Dick Peach, Del Leppke and others Presiding: Alderman Feldman SUMMARY OF ACTION In the absence of Alderman Moran, Alderman Feldman called the meeting to order at 8:00 p.m. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the AfiPW Minutes of June 23, 2003; Alderman Rainey seconded the motion; the Minutes were approved unanimously. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following sixteen items on a consent agenda for recommendaUm for City Council approval: (Al) City of Evanston Payroll through 7/3/03- The payroll amount was $2,060,402.85. (A2) City of Evanston Bills through 7/15/03 - The Bills List totaled 52,803,974.50. A3.1j Approval of Lowest Responsive and Responsible Bid for the 2003 ADA Ram Program and, CambbIned Lure anal moewaix Nrogram - I nis oia, from buburban Loncrete inc., is for bib/, b3.f.3. tunding is through GU bonds and LU15b Funds. (A3.4) Approval of the Precivaliffcatfon of Architectural and Landscaae Architectural Consultants. - These firms would perform design services for NarKs/rorestry tt Recreation and I-acrlities Management for a two- year period. The purpose Is to streamline the hiring of consultants; six firms from each category of consultants are being recommended. (A3.5) Lowest Responsive and Responsible Bid for Production of Four Issues of Arts + Recreation, Magazine - i his would approve the Did or Kipon Lommunity vnnters, at a cost of w,bbb for tour issues. (A4.1) Change Order #1 for the Merrick Rose Garden Renovation Protect - This change order with 5choenDeCK Corp., increases the cost of the project by from y213,04.07 to SA8,945.46. (A4.2) Change Order #2 for Phase 11 Beck Park Redevelopment Proiect - This Change Order with Pedersen [Construction increases the contract by Si,//b.uu, from �4^ubi to 54t0,836. (A4.4) Contract Amendment #1 for Engineering Services Durinq Phase VI, Contract B. Lon Rance Sewer Project - -This amendment with MWH Americas, Inc. increases the compensation ceiling for the agreement y , 37.60, from $808,163 to $869,163, and extends the term of agreement to 6/30/04. (A4.5) Change Order #1 for Phase 1X. Contract A. Relief Sewer Program - This Change Order for Civil Contractor fs engineers Inc., allows the contractor 10 utilize the existing construction yard at Ashland It Noyes. A6) Traffic Calming Plan: Sneed HumDs on Darrow Avenue - This item would approve placing speed humps on Uarrow between church and emerson Streets. (A7) Traffic Calming Plan: Speed Humps on Davis St., and Wesley Ashland and Florence Avenues - This item would approve speed humps on Uavis between Asbury and Aorence; and on Wesley, Ashland and Florence between Davis and Emerson. (A8) Resolution 40-R-03 - Grant Appiication. through Keep IL Beautiful Program - This Resolution authonzes submission of a grant application to the ru Uept. of lommerce ana Lommunity Affairs for grant funding through Keep Illinois Beautiful. (All) Resolution 34-R-03 - Establishing a Deferred Compensation Plan for IAFF (Firefighters) Local 742 - This Itesotution wouto estaousn another Section 4or Uererrea Lompensatior Nrovi er for the rAr Local /4L per their recently completed labor negotiations. LA131 Ordinance 65.0.03 - Easement Agreement with 525 Chicago Avenue Corporation (Dubin Development i - I nis urainance, tar introauction, would grant a suosurface electrical service easement on the r-o-w adjacent to 525 Chicago Avenue. (A14) Ordinance 66-0-03 - Addition of Metered Parking Taxi Stand, Loading Zone near the 1800 Maple Self4aru Garage - i nis urdinance, for introauction, woula amens Sections i0-11-i ana iu-11-IL to add a taxi stana ana loading zone, and expand metered parking in the area of 1800 Maple. JAI S) Ordinance 67-0-03_ - Removal of Loading Zone - This Ordinance, for introduction, would amend Section 1u-11-/, 5cnea. vultsj or the Uty Lode to remove a loading zone at 1416Dewey. Alderman Jean -Baptiste moved to recommend approval of the above items on the Consent Agenda; Alderman Rainey seconded the motion; motion was approved unanimously. ITEMS FOR DISCUSSION r3.2) Approval of lowest Reseonsive and Responsible Bid for 480 Volt Substation Replacement at Water atment I•aciuty- Ihis bid, at M.u. hlectric Service Lo. is in the amount of 51/1,6Utr. runding is through water bow tunas as indicated in approved CIP. Alderman Giney asked why the Committee didn't get more of a breakdown on this purchase and was told it because it was a lump sum bid. She was curious about this because the proposal for putting the substation in was so involved. She asked if this was just a big piece of e,qufpmenL Mr. l gSurelll expplained the substation Is in the service building of the plant. It comes In with 4160 volts and drops it do►vrn to 480 volts. We have hired engineers to see how we could keep the plant running during installation. That's why the engineering firm was hired first. When it was done, we gave the plan to the bidd -6 who will purchase and install the equipment according to the plan, which we wilt monitor. That's all that Is left to do. Al Rainey noted that information could have been provided and was understandable; she moved approval. Alderman .lean -Baptiste seconded the motion which was unanimously approved. (A3.3) Approval of Proposal for Engineering. Services for Design/Construction Administration of Traffic Sfgnals and Street Ligntmq at Lrawtorwuross roint/Lentrai m. - Alderman Rainey referred to a statement that there will De a new street ugnt system aesigned for this. mar. rujihara said it's for the intersection, going down about 200 feet dawn in those three directions. Mr. Jennings added that one of the issues is that the street light system there Is on the same pole as the traffic system, the last place in town where that Is done. We are trying to to them into pieces we can handle. What's driving this is that it is old and obsolete, at the end of its life. While we're doing this, we want to separate and do a street tight system at the same time. Alderman Feldman asked why that intersection? Mr. Jennings said it's in our plan to replace; it needs work and is at the end of its useful life. Alderman Jean -Baptiste asked how long it had been in the pipeline, he referred to work requested for Dodge and Main a tong time ago. Mr. Jennings explained it's been in the plan for three to four years, the equipment is 40 years old. Alderman Jean -Baptiste asked how long it takes to replace signats. Mr. Jennings noted the five year plan for replacement, and this was in the plan. As funding becomes available we can move thin sup, he e�cplained. Sometimes things come up within that five years that we need to fix. Alderman Jean- Bapt�ste asked if it's a first come first served basis unless it's an emergency? Mr. Jennings said we look at the condition of the equipment and tine underground cable, and the traffic needs. Alderman Rainey noted it took her 15 - 20 years to get the signal at Mulford and Dodge. Mr. Jennings said that's a good example: it would not have been in the five-year replacement program because there was no signal there to start with. We had to change the priorities. on voting to approve this Item, for T-Y Lin International at a cost of $106,660 (design) and 554,000 (construction administration) Alderman Jean -Baptiste moved to recommend approval; Alderman Rainey seconded; motion passed unanimously. (A4.3) ADDroval of Contract Amendment tit for Phase 1 Engineering Studv of McCormick Blvd. - This Contract Amendment for VllS would increase the project cost Dy Alderman reldman asked If the Vlan had been _ decided on. Mr. Jennings said yes, and that it had been approved by the Council. Asked if that s going to be two single lanes, he said es, with a left turn lane. Alderman Feldman asked why that design was chosen. What does it hope to accomplish? Mr. Fujihara said we would have preferred four lanes, but if we go to four, we'll have to take down almost all the trees on McCormick. iDOT had said the existing lanes were too narrow. After many netghborhood meetings, it was clear that taking down the trees wasn't an option. Our traffic engineers said this design would take the existing traffic flow. Alderman Feldman related his experiences in Wilmette, walting a mile and a half in line for a Eight. He was delighted with the traffic on McCormick now; it flawed freely and did not seem to be a safety hazard. He asked if the only reason that this is happening is because the State said we cannot put legal four lanes in. Mr. Fujihara confirmed this. He noted that at tale end of this project McCormick will become the property of Evanston. Discussion continuer! about McCormick lanes, Federal Highway Administration Standards, and IDOT's administration of the project. Alderman Feldman moved to recommend approval; Alderman Rainey seconded; motion was unanimously in favor. 45) Approval of Concept Plan for Special Assessment Pavinq of 12 Alleys in Home Depot Area - Alderman RRaaineyy tfiought this a fabulous project;, and a great taea. the onty tning she naa a problem with is the extra S50,D00 cost. One of the things ha pening latelyy, she said, is our engineering estimates have been over what the bids are, and she hoped instead of using $10D,0D0 from capital bond money, if our estimates are over, we use some of that S300,0DO for that money. She advised that we don't leave that alone if we can get a reduction on the estimates. Alderman Feldman advised not raising the cost of the alleys to the citizens. Alderman Rainey pointed out that the neighbors had already been told what their costs would be. She did not think when this money was thought up we did na'W, think of it costing the City more to use that money. we're hiring extra people to et this job done: she did not tx►derstand why it all had to be done In one year. If they have to be done every effort should be made not to Incur the extra costs. To be told you'll have your alley paved for $1660, she thought some people would be witting to wait a year. If not, we have to try to get those costs down. Alderman Feldman said the need for the money is generated not only for the cost of the 12 alleys, but combining it with the other alleys. Mr. Fu ihara explained we used to do T - 8 alleys in a good year, and that's the basis of the cost estimate. if we're doing 20 next year, we will have the lowest cost we have ever had. Alderman Feldman added that there was also a savings in not having to dump ravel in those 20 alleys. He supported Alderman Rainey's suggestion, saying you might et the world's best estimate on that. Aldermen Rainey and Jean -Baptiste moved and seconded recommending this concept plan for approval; motion was unanimously In favor. (A9) Resolution 41-11-03 - One Month Lease Extension for Housing Ogtions for the Mentally III - The apartment n question is at 11t3 Simpson. Ataennan reainey aseea why the extension was sought. nos. Mentally-Ill said they are thinking of moving out, and veil tell us in another month. Alderman Rainey wished to know in whose Ward they may be b ng the next house and stressed i[ should not be in the 8 Ward. She noted this house will be available:ies staff have any pans far it? Ms. Aiello said some work will have to be done on it, and that we do have someone interested in it. On votin to recommend approving Resolution 41•R-03, Alderman Rainey so moved, Alderman Jean Baptiste second and motion passed unanimously. (A10) Resolution 42-R-03 - Intergovernmental Agreement for Howard St. Resurfacing Project - This agreement would be with the Lity of Lnicago for resunacing from eidge Ave. to the t.IA traces. Alderman Rainey stated that, as you know, she wanted this paved more than anything; but she wants to retain the streetscape work, and to be stare we protect all that work and we need to lookinto some of the work that was done. Mr. Fujihara informed that we 11 have our final inspection soon. Alderman Rainey asked to be told when It will be. We have had three meetinggs with the City of Chicago. They gave us a letter of intent for one-third of the money. Our estimate was $950,000. It came in under 5800,000. We are in good shape, he concluded, and at the next meeting we hope to bring the bids and go for approval of that and get started. Alderman Rainey moved to recommend approval; Alderman Jean -Baptiste seconded; motion was passed unanimously. (Al2) Ordinance 57-0-03 - limiting Number of Parkinq Permits to that of Legal Residents in a Dwelling Unit - Alderman Newman was invite4 to join the meeting. tie explained the situation: he'd naa a meeting in nis wars about changing parking regulations In the A District and finding ways to improve it. A lot of NU students park there every day, and people come from one side of the District to the other to park close to the campus. AM. Jennings had found one 12-unit building with no parking, and found 40 cars on Orrington for that building's address. Legally you can only have 36. Subsequently, the building was Inspected and many things were found to be haME there: people being told to hide their mattresses, etc. The point is that, even though there's residenting, we found there are too many people who have stickers. If you have a rooming house, you're allowed more than three unrelated people. When you have seven or eight unrelated people, you 11 find the Supreme Court allowed municipalities to regulate it, because of parking and traffic concerns. Usually a nuclear family will have two cars. Seven or eight people can have seven or eight cars, and the streets were not designed for that overage. One of the things at the meeting Alderman Newman attended was that he'd heard the question of people living in our houses are permitted to violate our ordinances. Many of these streets are mixed with residential houses and the thinking was that people violating our ordinances should not be able to take advantage like this. One thing that may happen is that people will find out, if they are violating the ordfnarKe, once it gets out there, that might not be able to get parking for the fourth, fifth, seventh, eighth person, people may then comply. That s the purpose of the Ordinance. We have talked about enforcement: they have lists by address and if there's a concern about the legitimate family, they will be able to show our City department that they are a related family and can get permits for four to five cars. Alderman Newman noted that once people get an A sticker they have access to our visitor passes that's being abused as well; we are taring to tighten It up too. He said it's mainly a First and Fifth Ward problem. He felt it would have an impact. It s not fair: why should the rest of the people on the block suffer? They are Impacted. We are trying to get people to comply with the law. Alderman Feldman asked how long after the initial passage would you say yrou would have an idea of its effectiveness? Alderman Newman asked are you saying we will know in a year. And answered not necessarily - the word has to get around. He felt if there's a concern with enforcement they must report back. Mr. Jennings said you won't see any impact until the next sticker renewal period. Alderman Jean -Baptiste asked the impact on revenue if sticker numbers are reduced. Mr. Jennings thought it would be minimal. Alderman Jean -Baptiste asked why not go to these landlords on the streets impacted and advise them of the Ordinance, seek their compliance and have some kind of inspection to achieve this end? He felt the parking tactic seems not to connect directly to the problem you want to resolve. You may see a result in two or three years down the road. Why not try to create a measure to address the problem directly? Alderman Newman said there's a huge burden on inspectors in the City. There are a lot of areas that deserve attention of the Inspectors: and you can't talk to all the landlords nor find them - they don't live here. He had met with several of them. One who owns the worst property wilt not return his phone calls. You can see the violation of the ordinances looking at the mailboxes. It s a big area, and you have changes three times a year (in tenants moving in and out) in his area. The numbers, he said, are always changing: you could go a year with someone complying and next year they will not. Alderman Jean -Baptiste asked how much the reduction in revenue, with the reduction in City stickers, was estimated to be. What percentage did we think we're losing? He did not know how big the problem was that we're trying to fix. Alderman Newman said he could go to street after street in Alderman Jean-Baptiste's Ward where there are streets you can, and streets you cannot park on. He noted a building on Simpson, where someone paying taxes cannot park on her block due to the Illegal peo le across the street grabbing parking spaces. it's not a question of revenue, he said: what's the point of gett ng revenue from people who are breaking the law? For his house and others, people have to provide parking for themselves, by Ordinance. The streets are not designed to have seven, eight or nine cars per house. Alderman Feldman pointed out they are not breaking the taw rw.v by getting the parking permit; but by illegally residing there. Alderman Newman explained the purpose of the Orddinance was to not have overcrowding of traffic and cars on these blocks. He did not think all the City in spe to should be in these two Wards cleaning this up. Alderman Rainey felt it to be a nightmare to enforce: a legitimate person who lives in the building will not get a permit if they live In a 12-unit building and 40 permits are Issued. Alderman Newman said that person absolutely will get a permit. Mr. Jennings explained we track it by unit. Alderman Rainey thout If you have a 12-unittiuilding you would only get 36 permits. Mr. Jennings said that was the way we startedbut we came back to the individual unit. we can track it electronically. Alderman Rainey asked if this Is a City-wide implementation. Alderman Newman said it was, but in terms of Implementation it's in the Districts. He did not know that the other areas had the amount of turnover that we have In this area near the University. Alderman Jean -Baptiste understood better what was being said now. On voting to recommend this Ordinance, for Introduction, Alderman Jean -Baptiste so moved, Alderman Rainey seconded and motion passed unanimously. (Al6) Ordinance 34-0-03 - False Alarm Program Fee Increases - This Item had been held at the 6/Z3 Council meeting ana reierrea bacK to committee. Eferore Amerman r+ewman left, Alderman Feldman asked if he now supported it. Alderman Newman said that with the change made he supported it: going from two to three. Alderman Rainey noted we altered it to three and It was asked by Alderman Moran to bring it back to AiiPW. in the absence of Alderman Moran, Alderman Rainey moved to recommend this Ordinance, for introduction; Alderman Jean -Baptiste seconded; motion passed unanimously. COMMUNICATIONS (APW1) Police Officer Vacancy Report - Accepted. (AP'WZ) Update on Dutch Elm Disease - Alderman Rainey commented that it was a dreadful situation asked when we take down an elm is there anythin wrongg with the soil a few feet away. is there any reason & sldes mot that we can't plant another tree soon Mr. D'Agostino said no the soil Ism t Infected. Alderman Rainey now, people lose an elm tree It's usually a stately tree, and it's shocking to not have anything there. Some people are being told 2005 and 20D6 (for replacement trees). We should make an effort, she advised: It's like losing a pet. Alderman Feldman said there have been occasions, on a disastrous block, that we have come in and replaced trees that year. Alderman Rainey explained that people are so attached to their trees: she had a tail from a woman who began sobbing. Mr. D'Agostino said right now it's about three years to replace. Alderman Feldman asked to team what it would cost to reduce that time, to one year? Aldermen Rainey and Jean -Baptiste wished to know the cost to replace trees immediately, Mr. D'Agostino estimated about 300 elm trees in one year are taken down. Alderman Feldman reiterated that the Committee be given options. Mr. O'Agostino agreed to provide this. There being no further business, the Committee adjourned at 8:46 p.m. R tfully submitted Darlene E. Nilges Executive Assistant DRAFT NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of July 28, 2003 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Staff Present: Alan Berkowsky Cathy Brenniman, Pat Casey, Paul D'Agostino, Bob Dorneker, Zettee Edwards, Mark erariz, fth F ihara, Douglas Gaynor, David Jennings, Anil Khatkhate, Darlene Nilges, Bruce Slown,lill Stafford, Bobbie Tolston-Brown Others Present: Sharon Fagin, Ms. Fagin Debbie Hillman, Carl Gramowski, Dick Peach, Irene Gregory, Miml Peterson, Judith Yreadway and others Presiding: Alderman Moran SUMMARY OF ACTION Alderman Horan, Chair, called the meeting to order at 7:38 p.m. He apologized for the late start, which was due to a lengthy Executive Session of the Council. SPECIALORDER OF BUSINESS - PUBLIC HEARING - 2004/2005 BUDGET Alderman Moran declared the Public Hearing open. He noted only one person on the sign-up sheet, on the issue of Public Transportion: he invited anyone to speak on Items in the context of the budget. Ms. Fagin, 1125 Colfax, raised two points. She spoke of the importance of taking advantage of the opportunities out there to receive funding for public transportation. She noted that in conversations with PACE, it was teamed PACE had $100,000 to spend for a planning study in the region and PACE su�gested spending it in Evanston. They now have upped that amount and will spend between $f 50 6C0 and S200,000 for the long-term needs of Evanston. Secondly, she mentioned RTAP which was could possibly on the agenda tonight: money the RTA had for planning studies to add stops on the Mellow Line; money we identified as possible to get for the City. She noted that she and others had notified the City and worked with staff on the application so we have this opportunity. It's a matter of staff having the time to devote to these things. it can more than pay for itself if staff time was allocated. She also advised looking creatively at uses of funds the City is already getting, espetially CMAQ and CDBG monies. She thought both sources could be used, as in other communities, to extend bbus hours, adding a bus on weekends, etc, she suggested, instead of perhaps paving an alley in a CDBG area, a bus route could run on Sundays in the Fifth Ward, for instance, noting it's a trade-off. She offered the group to work with any of the City staff to explore that. Alderman Moran said their efforts were appreciated, and there were good suggestions made. Debbie Hillman, citizen also with Evanston's Transportation Future, clarified that the PACE study is not only Evanston, but several other area communities: it's a motor study. Alderman Moran asked if anyone else wished to speak regarding the budget. Alderman Rainey said as a taxpayer, she wished to know when and if the Budget Committee would meet again. The last meetings, she noted, were canceled. Mr. Casey noted the lack of a quorum In the last meetings; the next meeting is scheduled for August 20. Carl Gramowski, 2727 Broadway, said he'd gotten a notice on a meeting to talk about the budget; Alderman Moran clarified that this was a public hearing, not necessarily to talk about the budget, because we don't have one get* the hearing was required to be held, to take input from citizens. He noted it was not a discussion of the budget, since we have no budget yet. Mr. Grarrawski brought up the difficulty of giving input about something that has not even been created. Alderman Moran noted the motivation was the other way around: the purpose behind the hearing is that [his is the first thing we do: it's not so much far you to tell us if you think our Ideas are bad or good: but to ask you what your ideas are what do you envision - is there an aspect that you feel should be considered. Alderman Feldman gave the example of a constituent calling him with the sugtian that the sewer surcharge be taken off the water bill and be ro-rated on the general tax bill: the logic is tit could then be a deduction, where the charge on the water bill is not. There are ideas that people have, he said that have nothing to do with the proposed budget, but their experiences may give them suggestions about. With no further speakers, the hearing was declared closed. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following fourteen items, constituting the entire number of items for consideration on this agenda, on a consent agenda for recommendation for City Council approval: (Al) Citv of Evanston Pavroll through 7/17/03- The payroll amount was $2,135,634.99. (A2) City of Evanston Bills through 7/29/03 - The Bills List totaled $2,370,413.92. A3.1) Aoproval of Lowest Resonnsive and Responsible Bid for Heavy Sewer Cleaning for a 60" Dia. Sewer -- This bid from National Power Hodding, is for yst,ltil.SV. i-unding is the }ewer Fund. Alderman Jean - Baptiste clarified that the cleaning is for a limited portion, appproximately 780 feet on Cleveland; when performed, he asked, are they actually taking the debris outs Mr. Jennings said yes. Alderman Feldman quipped about whether it was the sewer or the cleaning which was "heavy." Mr. Jennings said it was the cleaning, though opined that the sewer was pretty heavy, too. (A3.2) Lowest Responsive and Responsible Bid for the Howard Street Resurfacing Project - This would approve the bid of bigane Paving Lo. for the nowara :�t. ►tesunacing Project at a total cost of $794,067. Evanston's share is 507,592; by agreement Chicago's cost will not exceed $286,475. It is noted that Howard St. is 2/3 Evanston -owned and 1/3 Chicago -owned. Funding source is GO Bonds. Alderman Feldman noted it was nice to know the fact that Evanston ownt.. 2/3 of Howard Street. To a question by Alderman Feldman, Alderman Rainey stated that we patrol it 100 percent. {A3.3) Lowest Responsive and Responsible Bid for a Portion of the Chico o Ave. Streetscaoe Protect - Inis item woutd approve the bid of AOVIIIC Lonstruction LO. of jLu7,VWS`1. t-unaing is tau tsonds and development funds from Dubin Residential Development. Alderman Feldman asked how far the Streetscape extended from South Blvd. Mr. Jennings answered one block, on the east side of the street only. (A3.4) Lowest Responsive and Responsible Bid for the James Park Soccer Field Renovation - This bid, firom tauss brothers Inc., would cost runding Is irom 'UL-'U3 hu mnos. (A4.1) Contract Amendment N2 for Services Related to Modifying Contract Plans and Specifications and providinR assistance to Ke-Ubtain Kequired nMWKU_ta ILPA Lonstruction Permits on Phase vi. LOntract t`Y5 Keifet hewer Protect - i ms amendment witn mwri Amencas, Inc. Increases the compensation ceiling by �r3,!)4y./y from jtsto,lu3 to 5912,786.39. (A4.2) Chance Order #5 for the Fire Station #3 Proiect - This Change Order for Skender Construction Co., decreases the cost of the project by 5r,atsts.5u, from SL,391,481.42, to $2,'J83,992.92. (A4.3) Change Order #6 for the Fire Station #3 Project - This Change Order, for Skender Construction Co., increases the cost of the project by 51,45L.L9, from SL,383,992.92, to $2,385,445.21. (A5) Resolution 38-R-03 - Agreement with the Chicago Botanic Garden - This Resolution authorizes the City manager to sign an agreement with the Lhicago tsotanic warden to conduct horticultural therapy services at the Levy Senior Center Courtyard Rothschild Garden. Funding is through a grant from the Rothschild Foundation. (A6) Ordinance 71-0-03 - Increase in Class B Liquor Licenses - This Ordinance, for introduction would increase Llass is licenses not to exceed 11 with the addition of Kcb Restaurant Group Ltd., dba Koi Chinese ft Sushi, 624 Davis St. (A7) Ordinance 72-0-03 - Increase in Class B Liquor Licenses - This Ordinance for introduction, would increase Vass is licenses not to exceed 1L with the addition or i nat Little Mexican safe, 1010 Church Street. (AB) Ordinance 73-0-03 - Increase in Class C Liquor Licenses - This Ordinance, for introduction would increase LUZ L licenses not to exceed Lu with the addition of Asado Brazilian Grill, 1012 Church street. (A9) Ordinance78-0-03 - Easement Agreement with Northwestern University for Subsurface Installation of Teiecommunications System - I his UrainanCe, for introduction, authorizes the Lity Manager to execute an easement agreement with northwestern University for subsurface installation of a telecommunications system. Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Jean - Baptiste seconded the motion; motion was approved unanimously. Discussion ensued on the staff request to introduce (0), Ordinance 78-0-03 tonight, and refer it back to Committee for the August 18 meeting, at which time staff would have a full agreement for perusal. COMMUNICATIONS (APW1) Police Officer Vacancy Report - Accepted. (APW2) Fire Department Monthly Report - Accepted. (APW3) Parkway Tree Planting: Timeline Alternatives - Alderman Rainey expressed astonishment at how far behind we are, and what it will take to catch up. She thought the community would be willing to pay more to have us replace trees at a more rapid rate; however, one thing the community has spoken up on is the impact the development is having on our community. People have mentioned over time various impact fees; while she did not think anyone had gotten dawn to anything specific, she wished to make a reference In order to help us on the issue of trees and new buildsngs which take away green space. The reference to Planning FtDevelopment was that an impact charge be placed against every new unit of housing, whether condo rental or single family home: the contribution of the cost of one planted tree per unit; on conversions, one-half a tree per unit; to contribute to an impact tree fund, administered by the Forestry Div., to place trees around the City. Given the scoppee of projects in the community, she said the cost will be minimal, and the impact will be great to those tosfng trees through no fault of their own. She referred this to PfiD, noting this will definitely have an impact on the cost of replacing our trees. Alderman Feldman thought we should urge the Council to increase the cost of the budget for tree planting and would like it to go up to a level of a minimum of $39,000, etting it to a six -year cycle. He noted if Alderman Rainey s program becomes viable, it may make up the difference between six and four years, and be a great benefit to the community. He suggested at least starting out with an additional S40 000. He asked if the current schedule is 10 years. Mr. D'Agostino said that at the current level, it's not attainable. Alderman Feldman noted it's a small amount of money and is just the beginning. He looked forward to the discussion of Ann's reference to see if we can get it down to four years. Mr. Franz asked, if he was reading this correctly, this would be a $170,000 cost. Mr. D'Agostino explained that right now, we are only assuming a 545,000 increase in cost for staff to plant additional trees. Alderman Rainey noted our staff now is only capable of planting 250 additional trees and Mr. D'Agostino confirmed this. Alderman Feldman asked what the cost would be for a six -year cycle. Air. Casey answered it would be an additional $129,000. Right now we're only doing S45,000• subtracting that he gets $84,000. Alderman Moran was very interested in seeing an increase in the number of trees planted and felt it would be money well spent. He appreciated the memo provided but was not sure he had reached the sense of what the increase should be. He endorsed wholeheartedly ggreater planting, and a greater budget allotment for it. Alderman Feldman did not wish to leave it like this: Mere was more discussion necessary he wished It to be placed on the agenda next month. He thought there should be some movement on this: it that's too much money we'll reduce i[ but it has to change. Alderman Rainey asked that the matter also be placed on the Budget Committee agenda. the did not understand why trees are not in the capital plan. Mr. Stafford explained that you cannot book trees as an asset. The land they are on you can book that way it's like a garden - you cannot book that as an asset. Mr. Casey added that the initial cast of a tree is ca. 5200.00 and below the standard; trees may go in as part of a park redevelopment as a whole. Mr. Stafford reported that if it's below $20,000, it's not a capital asset. It was agreed to have this item on the agenda next month and on the Budget Committee agenda. (APW4) Explanation of new IEPA Permit Fees - Accepted. (APWS) Regional Technical Assistance Program Planning Grant Application for Adding Evanston Stations on CTA Yellow Line (Skokie Swift) - Alderman Rainey was very supportive of this grant application. Alderman Moran thought it a good idea. Mr. Franz asked H anything additional was wanted about the parkway tree issue, or should the item just be brought back. Alderman Feldman said we just need to decide what to do. There being no further business, the Committee adjourned at 8:D4 p.m. Respectfully submitted, Darlene E. Nilgges Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION Iz PUBLIC WORKS COV AITTEE Meeting of August 18, 2003 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Kathleen Brenniman, Pat Casey, David Cook, Bob Dorneker, Zeltee Edwards, Rich Figurelli, Keith Fujihara, Douglas Gaynor David Jennings, Pat Keegan, Jon Madziarczyk, Darlene Nilges, Bruce Slown, Slit Stafford Others Present: City Clerk Morris, Mayor Morton, Lucille Krasnow and others Presiding: Alderman Moran SUMMARY OF ACTION Alderman Moran called the meeting to order at 7:39 p.m. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the AEPW Minutes of July 28, 20D3; Alderman Feldman seconded the motion; the Minutes were approved unanimously. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following fourteen items on a consent agenda for recommendation for City Council approval: (Al) City of Evanston Payroll through 7/31/03- The payroll amount was $2,008,479.69 City of Evanston Payroll through 8/14/03- The payroll amount was 52,058,987.17 (A2) City of Evanston Bills through 8/19/03 - The Bills List totaled S4,657,848.14 A3.11) Approval of Lowest Responsive and Responsible Bid for the 2003 GrouQ 1 All Pavine Program - This oidd, from Lapitoi Cement Lo. fnc., is for 5Ltt,146.UU. funding is through U bonds and CDBU Funds and special assessment process. (A4.1) Change Order #2 for Fleetwood-Jourdain Locker Room and Lift Construction Protect - This change order, with belmontee Kaplan uevelopment Lor ., increases the cost of the project by 5t,961.42, from 5286,974.15 to $289,935.58. Funded through CDBG. (44.2) Change Order /l14 for Sprinkler System Booster Pump System for new Levy Center Protect - This Change urger with the Meyne Lo. increases the contract by jl,ybf .Uu, from a/,1,tiib to �/,bU4,801. Funding is CIP and private donations. (A4.3) Change Order #7 for Fire Station #3 Proiect - This Change Order, for 5kender Construction Co., increases the cost of the project by 519,4/0.14, from 52,385,445.21 to $2,404,915.35. (A4,4) Contract Revision #1 for Security MonitoringServices _for Police Department -- This Contract Revision with Aui Increases the cost of the project by ss,e/n.uu. runoing is Lapitat improvement budget. A5) Traffic Calming Plan: Sneed Humps on Elmwood Avenue - This item would approve placing speed amps on Elmwood between Lake and Uempster Streets. (A6.1) Resolution 48-R-03 - McCormick Blvd. Phase II Engineering - This Resolution approves a supplemental Motor i uel Tax resolution for the Phase it engineering to allocate $222,000 in MFT funds for the design work. (AB) Resolution 50-R-03 - Lease for East Apartment Munici al Service Center - This Resolution would auttffttonze the Lity Manager to sign a tease agreement with Jonn Sturtevant for the apartment at 2020 Asbury. [Ali) Ordinance 79-0-03 - Easement Agreement with 601 Linden PI. Condominium Assoc. - This OOrdinance, for introduction, would grant an easement agreement to 6U1 Linden Place Londominium Association to construct a lift station on the public right-of-way. (Al2) Ordinance 80-0-03 - Approval of Plat of Dedication for Lee St.- This Ordinance, for introduction, would approve the City of Evanston accepting the dedication from C.E. Niehoff and Gannon Landscaping, extending Lee St. over the railroad tracks between Pitner and Grey, as part of the Lee St. Improvement Plan. {A13) Ordinance 81-0-03 - Four -Way Stop: Bennett Ave. and Park Place - This Ordinance, for intraodduction, woula ameno Section IU•11-�, :i r,ec. ',w) of the pity Loae to estaolish a four-way stop at Bennett Ave. and Park Place. fA14) Ordinance 83-0-03 - Expansion of Residents Parking District 4 - This Ordinance proposed for introduction ano action ints evening, would amens Section tU-11-a, Scneo. XVIII of the City Code to expand Resident Parking Dist. 4 around the High School to inr_tude blocks of lake, Greenwood, Davis, Dewey, Darrow li Hartrey. Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Jean - Baptiste seconded the motion; motion was approved unanimously. ITEMS FOR DISCUSSION (A3.2) Approval of Contract for Enitineerina, Services for Water Distribution System Analysis/Model - This contract, wain Mwti Americas inc., is at a not-to-exceec cost of abu,uuu, iunced tnrougn the water bona f Und. Alderman Rainey found the scoring interesting. She knew the relationship between the City and Harza but pointed out the only difference between the MWH and Alvord, Burdick Et Howson scores was .25 92.75 vs, 91.50. She asked for a discussion about that .25. Mr. Figuretti rated that these were the averages of all the scores. The difference is in the cost only, with Alvord being slightly higher. Either could do the job, but we went with the highest points. Alderman Rainey recommended that the City institute a minor change in the review of the bids: she suggested having one person from another department who is familiar with the bidding process sit in on the review of the bids from other departments. She felt this was a good idea because certain departments get very comfortable with certain vendors and it might make for a more competitive process if others sat in. She guaranteed when this project is over the price for M71H will not be what's on this sheet. Mr. Figurelli noted that the 560,ODO was a not -to -exceed price. Alderman Rainey believed Alderman Moran would recall the not -to - exceed price for the Levy Center; she did not think arrything we did came out at the price that was bid. She was curious about how close these two firms were. Alderman Jean -Baptiste recapped that he was hearin3 there was the need to look at the bidding process and how we evaluate contractors. He felt the suggestion might work, but whoever is going Into these committees would eventually become comfortable as well. He suggested perhaps the City Manager should look at the patterns Alderman Rainey referred to. Alderman Rainey said al she saw was an opportunity to bring a fresh look at something. P.V. Franz noted that was part of the role of the Purchasing Department: we are doing that already. Purchasing is involved with the larger bids. Mr. Stafford explained that on large bids such as the Levy Center construction bid we have had the purchasing agent on the evaluation team. Administrative( yy we need to say who we need at the table. He felt with this bid, it was clear both bidders could do the work. If the concern is that you want a different contractor, this Committee can do that, he added. Alderman Rainey answered that she did not want a different contractor; she wanted another way of looking at some of these bids. Mr. Stafford said part of that is done administratively; if we didn't think we had an objective analysis we wouldn't bring it to you. She said there was nothing more mysterious than the Water B Sewer Department, as to the technology, and nothing costs the people of Evanston more than their water and sewer bills. She felt she could not evaluate the type of valves, etc. (in bid documents). She would stop here, she said because she was getting concerned that there is any opposition whatever to having different eyes looking at different processes. Aidemman Moran said he was not being critical of what Alderman Rainey was saying, but in this area he didn't know what department in the City the extra set of eves would come from. In this area there's a h{gh degree of specialty and experience, and those are the eyes he would be interested to have looking at this. if there was some specific thing, to say this is for a particular reason we should bring others to the table, he might be persuaded. The contra argument is that the other set of eyes may not have the grounding In experience in day- to-day work to add to the discussion; and the lost opportunity by bringing that person into the discussion when that person could be working on their jobs as the best use of their time. Alderman Jean -Baptiste was not interested in the specifics but felt to say l could have guessed who would have gotten this bid out of 9 seems that something is being said about the process: evidently there's a pattern of these companies getting the bids over and over, We need to look at this and see if it's the truth, and if so, ask why. When .25% separates the bidders It is not an Identification of a problem, but if it's the perception a pattern is developing, the City Manager can look into it. The resolution could be that it's found everything is going as well as expected, and there is nothing intentional about specific companies getting all the bids. Alderman Moran could assure that the area of letting contracts go in this field has been examined as extensively as anything before this Council, We have gone through several reviews on this. Alderman Feldman said if he looked at this and saw a .25 difference, he could took at any of the evaluations and say, Question that. it's not the .25 difference; there is no way in the world a group of five people could know how people are going to vote and rig it to come out .25 higher without complicity and collusion. The fact that its there doesn t mean anything, he continued: that's the way it worked out. The basic question is, Are the evaluations fair. Someone's evaluation of somebody's technical staff is a subjective thing based on your experience and how you estimate someone's capabilities. We try to use our experience and professionalism, but essentially you're saying I believe this person is better than another. Two people may not come out with the same view, and they're both highly professional, etc. Alderman Jean -Baptiste commented, except if that happens every time: then it becomes a pattern. Alderman Rainey said one of the things you notice on Water Et Sewer bids is that we don't get lots of bids. She thought it interesting that there were so many responses to this, but felt it was somewhat of a different thing: analyzing a distribution system. She thought that, given that MWH has such a foothold it would be nice to open things up and see what else is out there. We have paid this company tens of millions of dollars. She thought if it's good enough for the Levy Center to have a mixed group review the contracts, it's good enough for the Water Dept. She said she would move approval of this item. Alderman Feldman seconded the motion, which passed unanimously. (A6.2) Resolution 49-R-03 - IDOT Agreement for McCormick Blvd. Phase li, Reconstruction - This Resolution authorizes the uty manager to execute a joint agreement w'itri i:,u i for the chase ii tngineering Design. Alderman Feldman asked Mr. Jennings what is wrong with McCormicK and how this will fix it. Mr. Jennings said structurally the road and the drainage system are failing. This project will be a reconstruction from the ground up, with curbs, undertayment and drains, etc. To an additional question, Mr. Jennings explained that the street is wide enough for four lanes, but the trees along it would ha�-e to come down. We cannot even rebuild at the current width with four lanes. Four lanes are not an option using Federal money. Three lanes are an option. Years ago, when we applied for the money we applied as a three -Cane street. Alderman Feldman asked whether we were doing three lanes for a traffic issue, and Mr. Jennings that what's driving it is a need to repair the roads. We are comfortable that three lanes will work. Alderman Feldman asked If you could build four lanes without taking trees down, would we do it and Mr. Jennings said we probably would. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded; motion was unanimously in favor. aA7) Resolution 46-R-03 - A reement to Provide Real Estate Transfer Tax Collection Services - This Resolution uthorizes the uty Manager to execute an agreement wim tiaine uacooson to provide real estate transfer tax collection services for the City. Alderman Rainey moved to recommend approval; Alderman Feldman seconded. Alderman Rainey thought this a great service, and asked if she would have the ability to call this person up and ask if a property sold that day. She thought it looked a little rigid: Ms. Jacobson was to let us know once a week what the taxes were. Mr. Stafford and City Clerk Morris assured her that Alderman Rainey's request could be done. Alderman Rainey noted one of the great things about having this service locally is the ability to call up and ask these questions. Alderman Jean -Baptiste asked how we decided on this person. City Clerk Morris said Ms. Jacobson has been doing this for some time for the Village of Skokie. Ms. Morris approached her several years ago at which time Ms. Jacobson could not do this; recently she contacted us and said she would be interested in performing this service for us. Mr. Stafford added that this rate is very competitive with the market. Alderman Jean -Baptiste asked if this had been put out in the papers; that, when Ms. Jacobson became available we decided to offer her this contract. City Clerk Morns confirmed. Alderman Jean -Baptiste said there are a number of opportunities that come open in the City for people to make some income. He did not feel the City is open enough with its processes so we can get a diverse interest in those opportunities. Almost every time someone new is providing services for the City, or attorneys are being delegatedpwork. he did not see an open process. He suggested we not abuse the authority we have. This person has 15 years of experience: but we need others to have some experience as well. He suggested we need to find a way to open the door for others who have not been in the pipeline to have a chance to make some income by providing services for the City. He made a reference to look at this pattern. He was not saying this decision was not in the best interest of the City, but he sees this with almost everything that is coming through and termed It predictable. Alderman Rainey asked if Ns. Jacobson would be present at the firm five days a week and was told yes. She felt it was interesting that we would be sending all legal notices to her home in Skokie. She wanted to make sure this person did this every day. On voting to approve the motion, motion passed unanimously. {A9) Ordinance 76•0-03 - Creation of a Class X Liquor License and {A10) Urdinance //-u-Us - creation of a class x1 Liquor License - These are one -day liquor license specified or City Duitaings. Alderman eeloman asked now the price was arrived at for these licenses: $100 for residents, $175 for non-residents. Mr. Casey said 510) is what we charge for a one -day liquor license for general functions. He believed non-residents should pay a little more than residents. Right now we have a $100 license for anybody. Being this is for park buildings, we kept the resident rate 5100 and raised the rate to $175 for non-residents, Alderman Feldman felt the amount for residents to be too much: people pay in taxes for the maintenance and use of those park buildinggs. He sumg ested that the resident portion should be reduced from 5100 to S50 on (A9), and reduced to $75 or $100 on (A10 . He did not think we have to punish people that way: there's no reason why they have to spend that money when their taxes are paying for those buildings. He did not feel that way about people who did not live in the community. Mr. Casey explained the second license is all-inclusive, including both wine and alcohol. The Mayor asked Mr. Casey to clarify if the license is to sell or to serve. Mr. Casey said it gives the license to sell if it's an event with a cash bar. Alderman Feldman felt that was different, and should have a different category. If someone is having a wedding, or family reunion, they should not pay much, but if they are selling liquor, that is something else. He did not mind those fees for sales, but asked for a third category for liquor that is served and not sold. Mr. Casey noted that cash bars can be considered ways to pay for the wedding or other event, and that the price for any license is at the Committee's discretion. Alderman Feldman again reiterated that if someone is only entertaining family and friends, we should make the fee as light as possible, S50 is about as much as they should be required to pay. He asked the justification for the present charge. Mr. Casey answered that we just tied it Into the one -day liquor license for $100, covering ad.ninistrative costs and any monitoring of thepremises. Mr. Gaynor added that there's a permit for the facility also, and that includes monitoring, which increases with alcohol service. Alderman Rainey asked if we will allow the issuance of a liquor license in a public building when children are involved in other activities at the same time. Mr. Casey did not believe there was a restriction In the ordinances if children are present or not. Alderman Rainey explained she was referring to a situation in which there is perhaps a basketball game or ice skating at Crown: will we allow at the same time someone to have a liquor license. Mr. Gaynor said currently the answer is yes, but what would occur is the alcohol would have to be consumed in the room. People could not take it outside the room and non invitees would not be let in. In cases like bar mitzvahs and weddings, he pointed out, kids are present. Alderman Rainey pointed out that In that case, people going there know that. Parents sending kids to skate don't necessarily know that. She asked where it stated you can't consume the beverages outside the space? Mr. Casey referred to paragraph three of the Ordinance specific to this. Alderman Rainey felt the price was very reasonable for alcohol to be sold. She felt people make a lot of money out of the sale of alcohol and S100 is minimal, and a fora of Insurance that people will take it seriously. Alderman Feldman noted he wasn't talking about people who Charge. Alderman Rainey was willing to divide this issue. Alderman Rainey wanted to retain this price for non• residents who seek a one -day license in public facilities. Mr. Casey had no objection to two fees for residents and non-residents, calling it a reasonable difference. Alderman Moran felt we had a budding proposal to split these categories into resale and non -sate of wine and liquor, at $100 and S50. Aldermen Feldman and Rainey moved and seconded to accept this change. Mr. Casey suggested one category for residents, no matter what they do or don't do, and one for non-residents, since it makes It very difficult to know what s going on otherwise. He didn't think there would be many events with liquor for sate. Mr. Gaynor noted that in our discussions we were not anticipating any sate. Mr. Casey noted what will not be allowed is a dance party with a S20 cover for drinks and dancing, like a for -profit event. You are timiting this to a more family -type event. Alderman Jean -Baptiste noted that you might have not -for -profits apppIyI i for fundraisers. Mr. Gaynor said fundraisers can be handled by selling tickets in advance. Mr. Casey potntedgout that with a fundraiser, if you're charging S50 to get into the event, you're setting liquor - it's part of the cost of the ticket. Alderman Feldman asked where staff was headed. Mr. Case suggested making it straightforward: for (A9), S50 for residents; $175 for non-residents and no sells For (A10 , S75 and S225. Everyone agreed on these figures. On voting to recommend (A9), for introduction, with these changes, Alderman Feldman so moved; Alderman Jean -Baptiste seconded and the motion passed unanimously. On voting to recommend (A10), for introduction, with these changes, Alderman Feldman so moved; Alderman Jean -Baptiste seconded and the motion passed unanimously. (A18) Ordinance 78-0-03 • Easement Agreement with Northwestern University for Subsurface Installation of 'telecommunications System • i nis urdinance wnich woulo authonze the pity Aanager to execute the above - described agreement, was introduced at the 7/28/03 meeting and referred back to Committee. Alderman Feldman asked staff to explain the benefits. How did we arrive at this arrangement? Mr. Casey explained we took the original agreement and added inflationary, factors over the next 20 years. It came out in the area of 53 million. It's estimated the project will cost about $1,600,000: Subtracting and dividing by 20 years we came to the $47,000 annual payment. What is happening is that by doing the upfront project they are in effect pre- paying a portion of the 20-year fee. Alderman Feldman noted the technological differences seemed astonishing. r. Casey agreed: the differences we will see in speed and dependability will be incredible. We have firemen that inquire and it takes six minutes to get a response. Once this fiber is in, it will be instant response. Alderman Jean -Baptiste asked about the speed and technology. Mr. Casey noted the cover memo and chart showlawhat happens if you download something like the Matrix movie. The cable modem will take 11 hours. With Fi er it's 6. 5 seconds. You're going to have this for 20.30 years and it is ours to use and not to depend on cable or SPC. We will save long-term when we replace telephone systems and servers in the next 10 - 20 years. Alderman Moran said that one of the things that led us do this is that the 911 Committee has carried it on its Projected capital needs for a long time. We have carried for years an item to be achieved: a backup 911 Center. is been carried at the rate of 1 - $1.5 million. We have wanted to achieve this, he said, but would probably have to bond for it. In this case, it would be an extra $900 000. we're getting this system that has been estimated to cost us independent to the University's commitment, between $1.6 and $2 million, plus the finance cost of $900,W if we were to bond, all of which will be avoided with this. Another thing is we will own this system once installed. If we go to an outside contractor to lease it, over a 20-year period it would cost us almost $4 million. The speed has been mentioned. Our current communications setup has degraded so that in the next 2 - 3 years we would have to work on creating a new system. what the grid will set up are connections oetween the Civic Center, Water Police, Fire, Library, recreation facilities, and enhance communications and potential emergency responses. from his perspective it's quite a deal for us. The current easement agreement on the old contract was for $94,000: part of the negotiation was to retain payment for the easement, at a reduced rate, but also to secure our own fiber optic network system, get it now, and not borrow any money for it orpay for it. Alderman Rainey asked when we saw a start time and what is the length of time for installation. Mr. Casey answered: two years to tompfete the grid installation and any extensions that may be necessary. it's our understanding the University will bid this project out when this is passed. It will be done in two sections, north and south; at the end of the construction season this year for the north, and the spring of next year for the south. Alderman Moran asked about the easement payments; Mr. Casey said tjey will begin at the signing of the agreement. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded the motion. Alderman Moran recognized the people who worked hard on development of the agreement: Pat Casey; Bruce Slown' Holly King Lucille Krasnow, Helen Greenberger, Gene Sunshine and Ann Adams of the University', and Ellen Szymanski, bat Keegan. and Jonathan Madziarczyk. He thanked all for their Input and hard work. On voting to approve the above motion, the motion was unanimously approved. COMMUNical ioNs (APW1) Police Officer Vacancy Report - Accepted. (APW2) Summary of Design Charette for Fountain Square - Alderman Moran was thankful for the design charette and agreed we need to start working on a plan for the redevelopment of Fountain Square. (APW3) Fire Department Monthly Report - Accepted. There being no further business, the Committee adjourned at 8.39 p.m. Respectfully submitted Dariene E. Nit" a Executive Assistant DRAFT -- NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION Et PUBLIC WORKS COMJ rFTEE Meeting of September 8. 2003 Members Present: Aldermen Feldman, Jean -Baptiste and Rainey Members Absent: Alderman Moran Staff Present: Maureen Barry, Pat Casey, David Cook, Paul D'Agmbno, Zeltee Edwards, Keith Fujihara, Douglas Gaynor, Melissa Hall, David Jennings, Darlene Nilg3es Cathy Radek, Max Rubin,Bill Stafford, Eike Tober, Bobbie Totston-Brown, Chief Wilkinson Others Present: Presiding: Alderman Feldman SUMMARY OF ACTION Alderman Feldman announced that Aldemran Moran, Committee Chair, was engaged in a Planning Et Development Committee discussion. In his absence, Alderman Feldman called the meeting to order at 7:45 p.m. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the A$PW Minutes of August 18, 2003; Alderman Rainey seconded the motion; the Minutes were approved unanimously. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following seven items, comprising the entire AFiPW Committee agenda for the evening, on a consent agenda for recommendation for City Council approval: (Al) City of Evanston Payroll through 8/28/03 - The payroll amount was $1,991,860.09 (A2) City of Evanston Bills through 9/9/03 - The Bills List totaled 52,552,368.60 A3.1) Approval of Lowest Responsive and Responsible Old for Aerial Platform Lift Truck - This bid, from Dueco, fncis for jbb,uu].W. i rucK Is for vualic works, i ranrvi oc Lnvision. runotng is Lw5 Fleet Seces Capital Ouitay budget. (A4.1) Change Order 015 for New Lervn1�( Center Protect -This change order, with the Meyne Companyy, increases the cost of the project by 51,b3[.UV, from 5i,bu4,801 to 57,606,624. Funded through CIP and, fn part, private donations. (A4.2) Change Order a2 for Merrick Rose Garden Renovation Project - This change order, with Schoenbeck Corp., increases the project cost try 56,bU[.l15, tram 5[tta,v45.90 to , (A5) Traffic Calming Plan: Three -Way Trial Stop (Greenleaf Fi Ridge Ct.) - This item would approve placing a three-way stop at the intersection of ureenteat ana triage Lourt on a trial basis. (A6) Ordinance 85-0.03 - Declaring City Property as Surplus- This Ordinance for introduction would declare various venicies and equipment as surplus so tnat they can be publicly offered for sale at the Lake County auction 1014/03. Alderman Jean -Baptiste moved to recommend approval of the above items on the Consent Agenda; Alderman Rainey seconded the motion; motion was approved unanimously. ITEMS FOR DISCUSSION (APW1) 20OZ Properrttyy Tax Update - lair. Stafford noted that it was important to report that there's some good news in the recent LLW Lounty tax information. The bills are out, and the tax rate has decreased; it went from 9.126 to 8.680 a 4.89% decrease in the tax rate. The multiplier did go up, but the tax rate decreased, due to the Equalized /assessed Valuation (EAV). That's the key point. This is a non -triennial assessment year. Last year It went up about 26.5%. In non -triennial years we have historically come up or down a percentage or two. This year is the highest increase, 7.53% In 20 years. That's a tremendous increase in our EAV. There are no TIF districts In these numbers he continued, which are growing at an even greater rate. So in the long runt this Is the kind of growth that wih distribute the tax burden and ease the tax burden on the residents. This Is the first material sign that shows the growth and development is helping the taxpayers. We thought it important to bring this to the Committee's attention, he stated. Alderman Feldman asked if there is any way to get this kind of appraisal out to the public? Mr. Stafford said he would talk about this in the Council meeting announcements. Alderman Feldman suggested publication in Highlights, and felt it was encouraging and validating: this kind of news validates people s appreciation of the community, that other people appreciate it, with home sales what they are, and the constant interest of people to live in this community. It validates people's struggle and sometimes difficulty with the taxes and other things. Alderman Rainey asked if this has an impact on the current bills just received; Mr. Stafford said it did. She asked how it was that, with every single taxing body where the rate change is in the minus column, there's an increase in the tax, given the EAY? Mr. Stafford said the reason the rate decreased is that there is a bigger pie' you need a smatter rate to get the same amount of money. You can still have a decrease in your rate and stir vet more Money Take Cook County: their rate went down, but is collecting more money from all of us. If the pie gets bigger they still collect more money. Cook County comes in with an amount, divides it into the EAV, and comes up with a rate. They are getting more money from us. Last year, we were hit proportionately more In the Cook County amount ours going up more than others relative to the County. This year it's less so. We have never had an increase like 7.5%, which mitigates it further. There are some people in town, he said, whose tax bills will go down. Most will go up, but a very small amount, which would have been more had we not had this 7.5% increase. Alderman Rainey said that In a case like this the township benefits, the school districts benefit, but the City's policy is to tax for a given amount. Mr. Stafford agreed: we get just what we ask for; the City doesn't benefit ke the township or schools, the non -home rule bodies. Alderman Rainey asked if a change could be made so that the City could benefit. Mr. Stafford explained that under the law, we cannot change. If we asked for more, for example a 5% increase in the City's portion of the property tax, in theory with this kind of growth, the Increase to the residents wilt be less than that, because it's spread around more. That's what you're seeing on these tax bills. Alderman Rainey asked what the projection was for next year. Mr. Stafford did not have a sense of that at this time, noting he was surprised we got the 7.5%. He reported that when he looked back on the prior years it went up 3% in '99, down t9i in 2000, and now it's up. One would have to do a full-scale analysis, and note7J with Cook County, you put something out there and it down two years before it shows up. Alderman Rainey asked about the possibility of taking a different approach this year regarding projecting the real estate transfer tax revenue. Mr. Stafford agreed we would have a healthy discussion about this. Alderman Feldman observed that if we don't get the money, that means it stays in the pockets of the citizens. Mr. Stafford noted the efforts we have made in terms of economic development benefits the overall tax bill. That's what people are worried about: their overatl tax bill. If the increase is mitigated on that, that's great, and that's the message: we're working to do that. So we help all the taxes to slow down. Alderman Feldman felt it very important to explain that to the community. Alderman Rainey requested that the Committee talk about two old items, for action on the Council agenda, after the Communications are reviewed. These concern the One -Day Liquor Licenses for Cfty-owned buildings. COMMUNICATIONS (APW2) Police Officer Vacancy Report - Accepted. (APW3) Temporary Four -Way Stops - Judson/Dempster and JudsonJGreenwood (due to sewer construction) - Accepted. (APW4) Cable Communication: Pay -Per -View Changes -- Alderman Feldman asked about the notice that had bbeeen sent out: was the company removing things from the basic package and putting it in digital? Mr. Rubin said most items were in the upper tiers of service. This is just an indication of the realignment going under the Comcast packaging. If you look at Evanston's basic rate, we're still down at the low end. As we move up the tiers, we are above the middle line in that. But there are still people paying more than we are, he noted. There's no competition. They have changed other things as well; they want to have the same package out to everybody. It's easier to bundle the same things. OLD BUSINESS Alderman Rainey had given more thought to the one -day City building liquor license. Given substance abuse Issues, DUI's, etc., she wondered why we have to allow liquor in facilities mainly used by families: Robert Crown, Chandler -Newberger and Flee twood-Jourdain. She thought the idea was great for the Levy. Center, Ecology Center, Noyes: people can have fundralsers and events there. She thought the Civic Center should be included in this list, but asked why we have to allow liquor in those recreation centers. She did not think it sent a good message: it's almost like allowing smoking, she thought. Alderman Feldman asked if it was commonplace Tar parties to be held in the centers Alderman Rainey referred to, with liquor service. Mr. Casey said to this point we have not allowed that to happen. What spurred this is obviously the Le Center, that lends itself very well to rentals. As to other building that have large rooms, people often look for large spaces to be had at a very small rate rather than renting banquet hails for weddings or bar mitzvahs. People want to have beer or wine at these events; that's what we're trying to address. We didn't think people would want parties at the Civic Center, he continued; perhaps we should have included the Library and may want to amend that. Alderman Feldman was gtad this was brought up. He thought that appropriate public buildings should be available for this use. He questioned why Robert Crown and Fleetwood-Jourdain were included; he understood the other buildings might have affairs like opening nights, etc. but questioned these two centers. Mr. Casey said they were Included as places where people could rent a large space. Asked if there were large private parties there he said yes, and that other park districts have iieldhouses, buildings that allow small family gatherings and that's what we're trying to accomplish. Alderman Rainey pointed out that there are some of these places are seven days a week with kids there durinf; that time. If there's a family reunion at Levy, Noyes, etc., that's fine: families are responsible for watching their children. She took issue with it at Robert Crown, etc., with skating practice or a Boy Scout troop there. She did not see the necessity of it: people should be directed to the Levy Center she advised, or one of the other locations. It seemed unnecessary for us to allow liquor while recreation for cf lldren may be golne on. Mr. Gaynor re-entered the meeting, and Alderman Feldman asked him what kinds of parties were held at Robert Crown, Fleetwood-Jourdain and Chandler -Newberger. Mr. Gaynor noted there were numerous parties and requests, for instance for birthday parties for adults. We have them, but there's a lot of disappointment because of non -service of beer and Ynne; we have some of the events, but a lot get away from us. Traditionally, these activities are held on Saturday or Sunday nights when we're not open to the general public and there are no children. In addition, the event is confined to the room. For example, if we book the large multi -purpose room at Levy it's confined there; if we book the whole facility they can go into the coLrtyard, etc., most of the other rooms are locked up. He said it was pretty well define, a.; to the area where there would be alcohol as well as who would be impacted. This is just for beer or wine, he reminded; it's not about the Department approvingg the permit to use the facility. We can put restrictions, based on if there are other activities, he added. Yle had a situation at the Levy Center where people bootlegged the booze In and we shut them down with no problem, with 250 people in attendance. They left. That's the kind of control we have, he said, ane we'll require they have their own security for their group. Alderman Rainey stated that there are young people at Robert Crown, Fleetwood-Jourdain and perhaps Chandler on weekend nights. Mr. Gaynor said we don't normally go into the evenings at the [enters on the weekends, especially for young kids. Alderman Rainey would like to amend the two ordinances to allow for alcoholic beverages at the recreation centers when they are not open to the general public. She did not think people sending their kids to programs at these centers did so with full knowledge that alcohol might be served there. That restriction would be for Fleetwood-Jourdain, Robert Crown and Chandler -Newberger only. Alderman Jean -Baptiste wished to know if we will ever be able to use it. Discussion ensued about weekend evenings, and the centers not being open at that time to the general public. Alderman Jean -Baptiste suggested to add the Civic Center and Library to the ordinance; Mr. Casey explained that not listingthe Library had been an oversight. Alderman Jean -Baptiste noted the Parasol Room; Mr. Rubin explainedwe have not rented this building for any event, and Mr. Casey added that for all extents and purposes this building is closed Friday, Saturday and Sunday nights. Mr. Cook added that the Parasol Room has some problems with exiting, and over 50 people requires a fire watch. There being no further business, the Committee adjourned at 8:14 p.m. Respectfully submitted, Darlene E. Nilges Executive Assistant DRAFT -- HOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION [i PUBLIC WORKS COMMITTEE Meeting of September 22, 2003 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Cathy Brens:irren, Pat Casey David Cook, Paul D'Agostino, Keith Fu ihara Douglas Gaynor, Melissa Hail, DavigJennings, Darlene Nilges, Max Rubin, Debbie Sleet Bill Stafford, Elke Tober, Bobbie Tollsston-Brown, Chief Wilkinson, Judith Witt, htarbara Zdanowicz Others Present: Paul Martina, Lisa Pascal[, Christina Leaf, Irene Bahr, Greg Hakanen, Dick Peach and ott*rs Presiding: Alderman Feldman SUMMARY OF ACTION Alderman Moran called the meeting to order at 7:29 p.m. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following thirteen items on a consent agenda for recommendation for City Council approval: (M) Minutes of the Regular A&PW Meeting of 9/8/03 (Al) Citv of Evanston Pavroll through 9111/03 - The payroll amount was $1,916,578.98 JA3.2) Approval of the Pre -Qualified Consultant Contract for Consultation on Leahy Park Redeveiopment Pro`ect - i nis contract, witn �mitnuroup cart, is for ut,vw.W. eunding is Luw-ul and LUUJ-U4 QU tso% and a pending grant. (A3.3) Approval of the Pre -Qualified Consultant Contract for Consultation on EV[eston Park Redevelopment Project - I nis contract, vntn Site uesign Uroup, is for j3j,44U.W, runding IS LW3-U4 Uu bonds and proposed L004.05 GO Bonds. tA3.4) Approval of the Pre -Qualified Consultant Contract for Consultation on Gilbert Park RRedeveiopment Project - i nis contract, witn wouf utementes ti Assoc. is for yZ%LLU.UU. funding is LWJ-U4 UU Wnds. - iA3.5) Approval of the Pre -Qualified Consultant Contract for Consultation on Kelly Park Renovation Protect - inis contract, with uougias mitts, is for y)u,Lvuxu. running is zuuu- j and Luw-u4 tau tionds. (A4.1) Change Order #8 for the Fire Station #3 Project - This change order, with the Skender Construction Lompany, decreases the cost of the project by $1,976. 4, from $2,404,915.35 to $2,402,939.11. (A5) Reauest from Belize City for Two Used Police Cars - This item would approve of Evanston donating two used police cars that would otherwise oe sold at auction. (A6) This Item had been Removed from the Agenda Prior to this Meeting. (A7) Resolution 52-R-03 - Temppoorary Closure of Sheridan Road/Northwestern Homecoming Parade - This Resolution would allow the t-ity Lounat to accept liability for the temporary closure of 5nendan Rd. for Northwestern's annual Homecoming Parade on October 24, 2003. (AB) This Item had been Removed from the Agenda Prior to this Meeting. fA9) Ordinance 86-0-03 - Decrease in Class B Liquor Licenses from 12 to 11 - This Ordinance, for ntroduction would decrease class is licenses from l L to 1 1 due to the organizational Imanagerial change within operation of the Hilton Garden inn, 1818 Maple Ave. (See below) JA10) Odinance 87-0-03 - Decrease In Class S. Liquor Licenses from 11 to 10 - This Ordinance, for introduction, wouio decrease uass b license rrom 11 to iu cue to the organizational/managerial change within operations of the Wolfgang Puck Grand Cafe, 1701 Maple Ave. SAi 1) Ordinance 88-0-03 - increase in Class B Liquor Licenses from 10 to 11 - This Ordinance, for introduction, would increase Mass ti licenses from lu to 11 oue to tree organizational/manageriat change within operations of the Hilton Garden Inn, 1818 Maple Ave. (See below) (Al2) Ordinance 89-0-03—Increase in Class B Liquor Licenses from 11 to 12 - This Ordinance, for (introduction, would increase Mass ti licenses rrom 11 to iL due to the organizational/managerial change within operations of the Wolfgang Puck Grand Cafe, 1701 Maple Ave. Alderman Feldman moved to recommend approval of the above items on the Consent Agenda; Alderman Jean -Baptiste seconded the motion. Mr. Casey clarified that the two Ordinances pertaining to the Hilton Garden Inn Ordinance 86.0-03 and Ordinance 88.0-03, were being recommended for a suspension of the rules, for both Introduction and Action this evening. The Committee had no problem with this request. On voting on the Consent Agenda, motion passed unanimously. ITEMS FOR DISCiJSSiON (A2) City of Evanston Bills through 9J23/03 - The Bills List totaled 56,043,335.05. Alderman Rainey said she was having a tot of trouate witn the new trills List: pages of redundancy of descriptions being the same as suppppliers; or big blanks. She stated that we need to have descriptions of items that in some cases are $10,000 $20,000 or $30,000 items. She pointed out several examples such as that under Crown Center System {repair where there were no descriptions. She had difficulty finding explanations: in the case of rental companies, there was no information as to what we rented; something tatted Total Promotions had page after page with blank explanations. She noted the first item under the Crown Center for Johnson Locksmith: if there was no description and it was $35 she'd assume they had a lock fixed. But SAS Worldwide had page after page of entries with no description and no way to know what these were for. She peointed out several other examples. She said that in a response to her inquiry, it was noted there would some effort to get descriptions: she reiterated that we need to have them. Mr. Stafford explained that staff is putting the descriptions in: we are having glitches where the system is not picking them up. He offered to comeback at the next meeting with answers. Alderman Rainey noted for some of the centers there were 511,000, $12 000 a month utility payments. She asked if this is normal, and thought when we had JD Edwards we would be able to look at utility costs in an account and see details. Mr. Stafford confirmed that we can analyze it now. Part of the reason for the ComEd bills being that high, he said, is that it was the high pofnt in the summer and air conditioning costs increased. Alderman Rainey noted Mason and Lovelace Park utility charges: maybe 30 charges mating $11,608. Mr. Stafford believed this was for multi -month periods. If we have a dispute on a bill it can be for several months. Alderman Rainey was referring to 35 ComEd charges for two parks. She questioned that, and asked for an explanation, noting there's no air conditioning involved in the parks. Alderman .lean -Baptiste asked if there were multiple meters. W. Casey believed this was for general lighting in all the parks, which are metered separately: we have no business unit for each park, so the bills are listed this way. He believed this was for a series of different parks agreed it was confusing and needed clarification. Alderman Rainey thought this was unsatisfactory. She felt i you understood the Bills List you understood how money is being sent by the City. If we need a category for park lighting, she asked, why don't we call it "Park Lighting? In the description we can then have an explanation. Mr. Casey agreed, and said we'll work on this; it needs some correction. Alderman Jean -Baptiste asked if the list was prepared the Wednesday before the packets went out. Mr. Stafford answered that we see it ahead of time. The Alderman suggested a note was needed to flag the Committee about the issues we are having. Alderman Rainey stilt felt this was unsatisfactory, noting one person says it's due to disputed charges, another says it's all the parks on one page. Before the next meeting, she said, we need to know what the Bitts List is at( about. She had no challenge of any of the expenditures, but it was upsetting, after hearing how great the JD Edwards system is, to not understand the list. She moved approval of the Bills List; Alderman Jean -Baptiste seconded the motion; motion passed unanimously. (A3.1) Lowest Responsive and Responsible Bid for the Lee St. Beach and Snyder Park Drinking Fountain Pro ect - Alderman Kainey was concerned about an auto accident that occurred at one of these sites. She asked it we collected on the damages. Mr. Gaynor said that the driver was ticketed, we will go after restitution to collect. It was clarified this happened about two months ago. Mr. Martino confirmed that the City has filed a claim. Aldermen Feldman and Rainey moved and seconded recommending this bid for approval. On voting, the bid from F. J. Kerrigan Plumbing Co. inc. in the amount of $36,795 was unanimously approved. (%6) Contract for Third Party. Administrator for Safety & Risk Management Administration - Ms. Aiello explained that mtormation on tnis item went out in the rncay packet. one ottereo a nnet presentation recalling that at the last Ward briefings staff indicated we would go through the process of selecting a Third Party Administrator. Marsh, our broker, had indicated that we needed to do this, both for general liability and workers' compensation. Currently, we have been using aquasi-third-party administrator for general liability: two and a half years ago we arrang—ed with Crawford to have a person on site one day a week. We found we need more options, and sent out an RFP, looking at several options - off -site vs. on -site, etc. Staff was recommending approval of Crawford E Co., and representatives were present tonight, to handle Third Party administration of both general liability and workers' compensation. The general liability will stay the same, she continued, with a representative here one day per week to handle all the claims. When not on site, we will have the ability to enter the cla"nu on a software s3stern to Crawford. On workers' corpensation the process will remain the same: if an accident happens the employee will get the treatment needed etc; ar we would enter the claim that Crawford will handle. Ms. Aiello explained [hat with the software we'll be able to pull up the status of the claim, and get monthly and quarterly reports. Staff's recommendation is to go with Crawford & the fee being based on the number of c ims. We think the amount will be between S122,000 and $133,000. Co.hhe interesting fact, she said, is that when all L! a bids came in, they all were about 5150.000 to $180,000. We used a consultant who negotiated the two finalists down: Crawford being around S133,000 and the second being Gallagher at $137,000. Both are very good companies, she said: Crawford, because we have had them, is a seamless transition for the employ ees and the citizens. She introduced Lisa Pascall, Branch Manager; she introduced Paul Martino who handles claims, and Christina Leaf, who will work with workers' camp. She noted Crawford Et Co. has been iLn business since 1941, and greatly enjoyed the relationship with Evanston. Alderman Feldman saw the list of improvements: consistency with administration, improved customer service, cost savings, etc. He asked how the cost savings are achieved? Ms. Aiello answered that one way was through closing the cases faster; and oftentimes, sometimes because of the volume, some of the costs for services may be less expensive; she noted discounts that Crawford has been able to negotiate, though she noted Human Resources had also negotiated very competitive prices. From the employees' point of view, the provision of services will not go away. After the supervisor and employee handle the injury, Ms. Sleet will be our contact who will then contact Crawford. Alderman Feldman brought up the possibility of disagreeing over a claim: is our agent the court of last resort, or does the person with the claim come back to the City? Mr. Hill explained that the ultimate decision -maker will be the City. The processing will be done by the thirdpartyadministrator. There are guidelines for resolution. They make recommendati<xis: the City makes the determination to pay. It's very much the City's decision and action. The Third Party A ;ministrator merely assists us in getting it done smoothly. He noted the better reports the City will get: we have access to the Third Party Administrator's information services. Ms. Aiello added that we'll be able to track much better by departments, kinds of accidents, locations, etc., so we will be able to be more proactive. Alderman Feldman noted that this is a tool that allows for greater risk prevention. Alderman Rainey reviewed: we determine whether or not we have a payable claim; the administrator has a lot of input in the duration? Mr. Hilt said the goal is to resolve the claim as quickly as possible. Ms. Witt explained that in workers' camp their aim is the same as ours: to get the employees back to work. They have the reswrces to monitor those few cases that are complicated and deal with them faster and more aggressively in an ap opriate manner to get the employee back to work. Alderman Jean - Baptiste asked if Crawford would be involved in every case. his. Witt said they will get each claim: it's the complicated issues that we can use their case management services for. Alderman Rainey asked how many disability claims we have right now from jolt -related injuries and was told none, but we have medical claims that have to be paid. It was noted people can be on light duty, and the sooner we can get them back to full duty the better, but we are notjointo push it before the employee is ready. Alderman Feldman moved to approve the contract with Crawford 13 Co. for a Third Party Administrator for Safety Fs Risk Management Administration at a not -to -exceed cost of $130,000; Alderman Rainey seconded the motion; motion passed unanimously. Alderman Moran noted audience members Greg Hakanen and Irene Bahr, who had come to answer any questions concerning the Class B Liquor License Items this evening. COMMUNICATIONS (APW1) Police Officer Vacancy Report - Accepted. (APW2) Fire Department Monthly Report - Accepted. (APW3) Progress Report: Financial System Implementation (IRIS) - Alderman Rainey was interested to know what the next step was - the Human Resources step. In the last few days she had heard three horror stories about payroll issues with employees: people gettin ppaaid too much, too little, people being held responsible for mistakes being made by the system, etc. She saidgthis was over a period of years not months and asked how we are going to proceed - are we going to be doing inspection checks? Mr. Staf6d reported we'll officially switch over on the payroll in January. We're going to start running parallel in October/November/December, running two systems to make sure when we get dorm to the end of December the systems will match. Then we will switch in January and the new system wilt kick out the checks. We do this so we don't make any mistakes. He rioted we're having two different payrolls: the current one which is a retro one, and the next which is retro and longevity; we're working through those acid there is always some misunderstanding as you go through that transition. Ms. Witt explained that the HR part is making sure the job, job requirements and the people are linked appropriately, and further linked to budget and payroll, which is something we have not been able to do through IDC. Some of the mistakes that happened from time to time will be handled by this system's own checks and balances. (APW4) University of Wisconsin Club of Chicago Fundraising Event/Pre-Game Tailgate Party/Peter .tans Golf CCoouurrssee/10/25/03 - Alderman Feldman asked now many cars were to be allowed on the fairways. W. Casey rusted the event wasn't really a tailgate party, that really there would be a tent set up next to the Legion building. We've been doing it that way for several years now: it's really a catered tent party. Aldennan Feldman observed that, other than that caused by high heels, there would be no damage to the grounds. There being no further business, the Committee adjourned at 8:04 p.m. Respectfully submitted, Darlene E. Nilges Executive Assistant DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of October 13, 2003 Members Present: Aldermen Feldman, Jean -Baptiste and Rainey Members Absent: Alderman Moran Staff Present: Maureen Barry Chief Berkowsky, Cathy Brennlman, Pat Casey, David Cook, Paul D'Agostino, Zettee Edwards Rich Figurelli, Keith Fuifhara Douglas Gaynor, Chief Hunter, David Jennings, Dame Hilges Max Rubin, nice Slown, Bill Stafford, Elke Tober, Bobbie Tolston-Brown, Allison Ielms Others Present: Dick Peach and others Presiding: Alderman Feldman SUMMARY OF ACTION Alderman Feldman noted the Chair of the Committee, Alderman Moran, was absent tonight. As acting chairman, he called the meeting to order at 7:05 p.m. APPROVAL OF MINUTES OF SEPTEMBER 22 2003 Alderman Rainey moved approval of the AKPW minutes of 9/22/03; Alderman Jean -Baptiste seconded; motion passed unanimously. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously to place the following twenty-two items, comprising the entire A&PW agenda, on a consent agenda for recommendation for City Council approval: (Al) City of Evanston Pavroll through 9/25/03 - The payroll amount was $2,273,869.57; and the City of Evanston Payroll through 10/9/03, which was in the amount of $1,961,781.08 (A2) City of Evanston Bills through 10/14/03 - The Bills List totaled $2,418,337.23. A3.1) Lowest Responsive and Responsible Bid for Professional Consulting_ Services - This bid, from CCJM tngineers, wouto prornoe consuLtmg serrates Tor the oesign ana instatiavon or a back-up data center and emergency generator system for $63,000. Funded through Planned Technology Replacement Schedule and Emergency Telephone system Board budget. (A3.2) Lowest Responsive and Responsible Bid for One Split Case Centrifuaai Puma - This bid, from Patterson Pump Lo., would provine a pump as replacement Tor the existing rfign Litt Pump #7 at a cost of $68,000. (AM) Lowest Responsive and Responsible Bid for an Uninterru table Power SUPDIy JUPS1 System - This bra, rrom �ooliostate Lonitrois, Inc. wouia prmae a urb system for the water usion at a cost of $60,914. in response to an inquiry, Mr. Figurelli explained the nndefinition of an uninterruptable power source: the power changes from battery back to ac. (A3.4) Proposal for Fire Dept. Radio & Propaeation Study - Thfs proposal, from Trott Communications, would provide a radio tx propagation study for y4T,uuu. runded through Dept. budget and Emergency System Telephone Boar (A4.1) Change Order #3 for time Fire/Police Headquarters Renovation Protect - This change order, With Centraf waxes t-onstruction, increases the cost or the protect Dy ytm,jub, from $3,489,574 to $3, 571, 880. (A4.2) Chance Order #1 Addinq Lee Street Protect - This change order, with Johnson Paving would add the tee St. Project between grey ana Nitner Avenues, increasing the cost of the project by $33,000. Funded through CIP funds. (A4.3) Change Order #1 for James Park Soccer Field Renovation Project - this change order, with lauss tsrotners inc., increases the total contract amount Trom !)1L.%i4 .vi to $165,802.83. Funding source is GO Bonds. Alderman Rainey asked the sequence of events: had the work already been completed on this field, and now we are going back and making changes to it? Mr. Gaynor said no, explaining that we are in the middle of construction. He defined the term "skinning," in regard to an Infield, which is either dirt or grass. It's the original grass we are skinning to replace with dirt. A dirt Infield will shorten the length of time the field will be out of service, he added. Alderman Rainey if there were other dirt infields; Mr. Gaynor replied that they all are; we don't have the ability to maintain grass on infields, and grass wears out. We are able to maintain the dirt infields much better and it drains better. It was explained that the infield referred to the area inside the base lines, and clarified that major league teams have grass infields. Mr. Stafford added that one of the reasons for skinned infields is that it allows kids from six years and up to play on it (because the bases can be moved); on grass infields only older players can play. (A5) Traffic Calming Plan: Speed Humps - This item concerns a recommendation to place speed humps on Wesley and Asnland between tnurcn and Emerson; and on Lyons between Asbury and Ashland. (A6) Traffic Calming Plan: Speed Humps - This item concerts a recommendation to place speed humps on Wesley Ave, between take and uavis Streets. (A7) Traffic Calming Plan: Speed Bumps - This items concerns a recommendation to place speed bumps in the LUW block of Isabella 5t. (ssouth alley). (A8) 2004 Street Improvement Program - Preliminary Approval - This would give preliminary approval to the LUU4 street resurfacing program, funded through MFI and CIP funds. Mr. Jennings explained that we put the list of streets together now, so we can do the design, specs, etc. and plan for the work to be done in the summer. (A9) Resolution 51-R-03 - Acceptance of Restricted Gift for Merrick Rose Garden - This Resolution authorizes the city Manager to execute an acceptance from the Kichard L. Merrick I rust of a 550,D00 restricted gift for maintenance of the Rose Garden. Alderman Rainey thought It was wonderful. (A10) Resolution 53-R-03 through 64-R-03 - Debt Service Tax Abatement Resolutions - These KeSO Utions would abate debt service property tax bonds issued trom f VYL through LUUJ. Alderman Rainey noted that she had received an excellent explanation years ago from former finance director Bob Shonk of how tax abatement happen, what it really meant and how it affected the bottom line for taxpayers. She felt, however that the explanation provided in the packets tonight was really excellent, and suggested it be read at tfie Council meeting. She did not think the average person understood this, and felt this explanation to be very clear. Alderman Feldman invited Mr. Stafford to speak at the beginning of the Council meeting or during deliberation of this item. (A11) Resolution 65-R-03 - Closeout of Howard St. Reconstruction Proiect -- This Resolution was the Motor Fuel I ax Kesolution for Howard 5t. from the west tvanston city limits to Ridge Ave. {Al2) Ordinance 91.0-03 - Renewal of Easement Agreement with Orrinitton Hotel - This Ordinance ftor introduction, approved the renewal of an easement agreement to operate and maintain a tunnel under the alley right-of-way. Mr. Jennings noted that representatives of the developer were present at the Nil) meeting tonight and were asking to both introduce and approve the PEM item tonight; they might request the same for this item. Alderman Rainey thought we could probably do that, regardless of what happened with the PEW item. She noted the agreement is expired, and believed we would never deny this renewal. (A13) Ordinance 92-0-03 Equalization of Gas Use Tax to Gas Utility Tax - This Ordinance, for introduction, would approve an equalization of the Gas Use 7 ax to the Gas Utility Tax, creating equity In taxation among residential, commercial and industrial sectors. Alderman Jean -Baptiste asked that this item be further explained. Ms. Zelms said that for over 10 years the City had the Use and Utility Taxes. The Utility Tax is the same 5% that's on water and electricity - it goes with our franchise agreements with the companies that come to the City. With the deregulation of natural gas anyone who buys from a broker, usually commercial and industrial users, escapes that Gas Utili y tax, and therefore residents are paying more than commercial and industrial users, who onlyy pay the Use Tax, based on the number of therms used each month a much smaller rate, .095%. We are trying, like many other cities, to equalize how much they wilt be paying regardless of how the are buying, she said. The average citizen buying through Hicor, is paying that 5%: this wouldonlyaffect the consumers who purchase 11irough a broker: it raises the rate of tax in that Use Tax to make it equalized. Mr. Rubin joined the meeting at this point. Alderman Jean -Baptiste asked who was impacted in Evanston - was it the residents? Ms. Zelms explained it was only those residents who have chosen to buy gas through a broker. The vast majority of residents buy through Nicor. It almost totally impacts commercial and industrial and the large bulk users like the hospitals and universities Mr. Casey added. It would equalize how the tax affects the different sectors..095% is the amount oY tax for those purchasing from a broker. The recommendation Is three cents per therm which about equals the same rate. To another question from Alderman Jean - Baptiste, Mr. Casey said that $750,000 will be generated annually, and we can implement this now, which will pick up the winter months to help this year's budget as well as next year's. Mr. Peach noted the governor is adding 2.5 cents on the business community; with the City's 3 cents we're now at 5.5 cents more. He said this is coming at a time when businesses are struggling to hang in there. This will be added on top of the State's tax. Alderman Rainey noted the State was taking money away from the City in other ways. kt4) Ordinance 94.0-03 - Extension of TIF District Tax Levy Collection (Downtown Redevelopment Pero ect (A15) Ordinance 95-0-03 - Extension of TIF District Tax Levy Collection (Howard-Hartrev Redevelopment Profecti Kll 6) Ordinance 96-0-03 - Extension of TIF District Tax Levy Collection {Southwest Redevelopment o ect iA17} Ordinance 97-0-03 -Extension of TIF District Tax Levy Collection (Washington National Pro ect - Mr. Statford explained tnat tnese tour urdinarzes, for introduction, attfow the icy to cattect property taxes for the 23rd year of a TIF's life in the 24 year. Alderman Rainey moved to recommend approval of the above 22 items on the Consent Agenda. Alderman Jean -Baptiste seconded the motion. Motion passed unanimously. Mr. Casey clarified that the two Ordinances pertaining to the Hilton Garden Inn Ordinance 86.0-03 and Ordinance 88-O-03,had been recommended for a suspension of the rules, for both► Introduction and Action. On voting on the Consent Agenda, motion passed unanimously. fTEMS FOR DISCUSSION -- None COMMUNICATIONS (APW1) Police Officer Vacancy Report - Accepted. (APW2) Comcast Notice of Upcoming Price Adjustments (Digital Value Packages) - Alderman Rainey asked Mr. Rubin to talk about Comcast raising Its Bronze Package from 541.15 to $52.99, and their other packages in a similar manner. Mr. Rubin explained the Bronze was the lowest bulk package; the cost for the Basic package, $8.95, is one of the lowest In the country. He agreed that the increases were outrageous, but noted even when we were in the capacity of controlling what they charge for service, it never included these tiers. Comcast took over from AT&T, which had been losing money, he added. Comcast is determined not to lose money. He noted a citizen has the choice of going to dishes. Mr. Rubin explained that the City makes five percent from cable revenue, but nothing from dishes, which get interference from trees heavy rain, etc. He said cable fees are expensive, but it's the marketplace. Digital is a higher quality and for a high -definition TV it's a high quality picture. He explained if you don't get the digital service, cable allows you to have a modem that offers hid speed Internet which the dish does not. The bottom line, he said, is that people consider it a utility,but it s really entertainment. They treat it that way in their marketing, To a question from Alderman Feldman, he explained that it's to legal, and reported that aEl the communities in NQTOA will be discussing this as they previously had discussed Comcast's customer service Issues, which has improved. He reported that RAN is the :ra nly competitor to Comcast. They are in Skokie, which has two cable companies. Alderman Rainey asked if the tes were similar and was told yes. Mr. Rubin added that in Skokie the two companies lose: they are splitting e subscribers in half, and the costofcabling the community Is 58 - $10 million. Alderman Rainey asked if he ought we could explore taxing the dish. Mr. Rubin said FCC regulations prevent it; we can't even tax the cable modems an more. It's not considered a cable service - it's a data communication service, as declared by the courts. Alderman Feldman asked how many dishes are In Evanston, noting their size at one time was limited. Mr. Rubin did not have any information; said that since they are now 18 inches, people hang them on balconies on condos: the associations try to limit them through their bylaws. He predicted that In a couple of years the antenna will be built into a window shade. 'there being no further business, the Committee adjourned at 7:32 p.m. Respectfully submitted, Darlene E. NII es Executive Assistant DRAFT -- NOT APPROM DRAFT - NOT APPROVED NUNUTES ADMINISTRATION Es PUBLIC WORKS COMMITTEE Meeting of October 27, 2003 Members Present: Aldermen Feldman, Jean-Baptiste,ltaran and Rainey Members Absent: None Staff Present: Maureen Barry, Cathy Brenniman, Pat Casey, David Cook, Paul D'Agostlno, Rich Figuretli, Keith Fujihara, Douglas Gaynor Melissa Hall Chief Hunter David Jennings Darlene Nilges, Max Rubin, Bill Stafford, Elke fober, Bobbie folston- Brown, Chief Wilkinson, Judith Witt, Allison Zelms Others Present: Mary Gavin, Dick Peach, Ian Brown and others Presiding: Alderman Moran SUMMARY OF ACTION Alderman Moran called the meeting to order at 7:05 p.m. Alderman Rainey was In attendance at the Planning Et Development Committee meeting at this time. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA The Committee voted unanimously the approve the Minutes of the Regular A@PW Meeting of October 13, 2003, and to place the following ten items on a consent agenda for recommendation for City Council approval: (A1) City of Evanston Pavroll through 10/23/03 - The payroll amount was $1,971,445.86. (A2). City of Evanston Bills through 10/28/03 - The Bills List totaled S6,751 313.46. Alderman Jean. Baptiste asked about a 13TILs Last Item, tvanston Funeral E Cremation, for $661. Mssrs. Casey and Rubin believed this charge had to do with when police or fire found a dead body, which was not in connection with a crime or suspicious circumstances: this fee covered the transport by the funeral home. (A3.2) Approval of Purchase of 155 Trees for Fall Planting - This item detailed the purchase of these trees trom the Suburoan I ree consortium tar Ssu,4iy.vu, with 5 trees purchased from E. A. de St. Aubin (for $2,329) and 9 trees from Arthur Weiler (for $2,970) for Parks/Forestry It Recreation. (A4.1) Change Order #16 for the new Levy Center Courtvard Proiect `Rothschild Garden Donor Recoggnitionj - Ihis change order, with the Peyne Lompany, increases the cost of the project by zic,04, from $7,606,624 to $7,618,683. Funding is in the CiP and in part through private donations. (A4.2) Professional Services Contract Revision #1_ for Eggleston Park Redevelopment- This revision to the contract with the pre-quaimeo Site uesign (iroup, increases the project cost by $5,200, from $31,440 to $36,640. ((A4.3) Change Order #3 for_ Merrick Rose Garden Renovation. Project - This Change order, with Schoenoecx t,orp., increases the project cost oy u,bi s.ab, tram yey:),54a.,.A to $298,162.27. Funding is through GO Bonds. (A4.4) Amendment #3 with Harza Engineering (dba MWH Americas) for Engineerine Services - This amendment is tar services during construction of Fliase vl, Lontract b of the relief sewer work, for an Increase of $22,720.14, from $912,786.39 to $935,506.53. Funding is the Sewer Fund. (AS) Traffic Calming Plan: Speed Humps - This item concerns a recommendation to place speed humps on Grey Avenue Detween Lnurcn and Emerson Streets. (A6) Traffic Calming Plan: Speed Humps - This item concerns a recommendation to place speed humps on Wesley and Jackson Avenues between Emerson and Foster Streets. (,A7) Resolution 67-R-03 - Revised Joint Agreement with [DOT and Village of Wilmette - This Resolution approves a revises joint agreement for rnase i of the isaDeita St. bridge project. Alderman Feldman moved to recommend approval of the Consent Agenda; Alderman Jean -Baptiste seconded the motion, On voting, motion passed unanimously. Alderman Feldman asked about the fall planting season: when did it end? Mr. D'Agostino said that we can plant through November. Asked if 3 'ri inches is the largest tree ordered, Mr. D'Agostino said it was, noting it was about the biggest size our equipment and employees can handle. Alderman Feldman then asked if there was a dramatic difference between those trees and 2 'fi inch trees. Mr. D'Agostino explained that it depended on the species of tree. Answering another question, he said the trees should all be in the ground by Thanksgiving. Alderman Feldman asked about the progress made in -terms of deciding or presenting options regarding the number of trees planted each year. Mr. D'Agostino referred to a previous memo which had been sent on this matter, and Mr. Gaynor explained that the Committee had requested an additional number of trees, and had Forestry submitted that number to the Budget Office. ITEMS FOR DISCUSSION (A3.1) Lowest Responsive and Responsible Proposal for Office Supplies This item--wry--rld ,apgroyg Logsdon uttice Supplies, a wtst, for a trree-year contract with two one-year renewals for office suppties for the City of Evanston. Funded through various departmental budgets. Alderman Moran asked for a motion in order to discuss. Aldermen Feldman and Jean -Baptiste moved and seconded approving the item. Alderman Moran said he was a bit concerned that we received one RFP and out of that we will be entering into a three-year contract and locking in prices. It struck him as unusual in that there seemed so little competition re[atrve to pricing. He asked if there were any particular circumstance that led us to the point of having a Contract like that? Why were there not more bidders? Ms. Tolston-Brown was not sure; she explained the goal was to get a compan that we can rely on and have good customer service. This particular situation was unusual, she saidy but unless you're talking about some of the major companies she was not sure why we did not get a great response; in her experience the larger companies push the smaller out of the way, and you don't get the same level of service. The reason for three years is for prising, she added the level of service and the discount. Three years is a good time she thought, forus to know them, and them to now us. !?ven though it's three years, it's based on performance: if we find after a year or two our expectation isn't being met we can look at doing an RFP again. This companyIs one that has worked in Oak Park, she continued. before goipeg with this company Oak Park used Offce Depot; Oak Park was happy with Logsdon; she was happy with them the year she was there. She was comfortable with them, and noted we can always cancel the contract with 90 days' notice. Mr. Stafford noted a representative from Logsdon was present. Ian Brown was introduced. It was noted he had been instrumental in getting their number certified with Chicago. Mr. Brown explained Logsdon has been with Oak Park- they are a mid -sized company; when you break it down, it's about pens and pencils and things you need to be competitive with price -wise. When you watch commercials and see someone selling something for 10 cents less, it's not worth much unless you're buying a million of them. It's the bigger Items that you really want to save on. Oak Park has been satisfied with us, he said, and we think we can do the same for Evanston. With regard to other companies, there are a lot of stipulations like desktop deliveries which many companies do not wish to do. Along with other things in the RFP, that is why other firms tend to back away. Alderman Moran thanked Mr. Brown for coming tonight and said it sounds like an opportunity to have a good relationship. Alderman Feldman was fortified by the concept that people are willing to do what works to earn the business. That makes all the difference, he said and thanked the Purchasing Division for its initiative. He noted that citizens benefit from it and that's Important* but what's really exciting is that some people say Vrn gDingg to do more for the people who order this. Ms. Wiston-Brown addedd one of the other reasons she wis to negotiate a contract with another company is that Office Depot was to provide a one percent rebate after one fiscal year (which did not happen). After review she talked to Office Depot and received a rebate for only one of the three years we had used them, and there was no stipulation as to what our annual expenditure had to be. She said if yyou go with a big company and no one administers that program, it amounts to empty promises. On voting to recommend approval of this proposal from Logsdon for office supplies, motion passed unanimously. OTHER DISCUSSION ITEMS Alderman Moran noted an item he wished to raise in Committee. On the last meeting's agenda, and on the Council agenda tonight, was the Ordinance on equalization of gas use tax to gas utility tax. He understood there was some discussion between staff and Northern IL Gas regarding the amount of the increase, from the 3% in the Ordinance down to 2.5%. It appeared it may be best to move to amend this on the Council floor tonight. Alderman Jean -Baptiste said his Ward had a number of industries and business people have asked to hold the item over so they may perform an analysis of the impact. Alderman Moran asked if there were time issues Involved. Mr. Casey said that holding the item may delay implementation: we put it on the agenda for Implementation by Dec. i so we could take advantage of the venter heating months. We don't know at this time If it would impact. COMMUNICATIONS (APW1) Fire Dept. Monthly Report - Accepted. (APW2) Comcast Cable System Tap - Mr. Rubin explained Comcast will have staff walking around until 7:00 p.m. in people's backyards to see if people are stealing service. There's concern about it Setting dark at that time, he added. We'll get the notice out to citizens on cable, etc. that they will be looking at the poles and the taps. He explained how people steal cable service. Alderman Feldman asked what happened if someone said they do not wish to be a subscriber arty more. What's the obligation of the cable company to disconnect? Mr. Rubin said it was their obligation. Alderman Feldman noted the disconnect can be total, from the pole, or just from the house, leaving the wire. 9x. Rubin had not seen that, but thought it possible; he brought up another concern: that some subscribers only get high-speed cable Internet service, but notcable TV. Alderman Feldman referred to the email w7th respect to taxation on telecommunications and the Internet communications, and the difference in being labeled a telecommunication or information provider. Mr. Rubin said it's a serious Issue, in that we make around $515,000 a year from franchise fees. Alderman Feldman mentioned that the IL Municipal League was activelyy opposed to the elirpination of this income source for municipalities. Mr. Cook reported on the Senate bill which is pending, and the House bill which passed, and said we have drafted letters to our senators and representatives, as did the Mayor. He said the watchdog group has also sent information and are fighting this as hard as they can. The way the bill is worded Is all-inclusive of many things. It also ma invoke taw Ats. He asked, if an electric company provides power to an Internet company, is it not to be taxed • it's potentially a big oroblem. - - _ _ . ... ...... , .... . . Alderman Rainey was present for this discussion: Alderman Feldman noted the issue has become very broad: people are less concerned with the telecommunication companies, and more concerned for the total freedom of having no taxation whatsoever on the Internet. They look on government interest on taxing telecommunication companies as the precursor of Internet transaction sales taxes. He said there are people who pay sales tax in this town, and others who do not. He asked is our retail base worth anything at all if you can undercut the sales tax on the Internet? mr. Stafford said there are two issues. One issue that the Finance Officers organization and the State are behind is to set up a clearinghouse to be able to have all the tax rates for all states and municipalities, and which would assess the proper rate on Internet transactions. That's what we're pushing to support. The other bigg issue is a legislative one that allows all taxes for a store in one town to go to another. He mentioned a Menards in Carol Stream that made a corporate decision that taxes would go to Huntley, where all the central processing is. in that case, Carol Stream lost close to $600,000 in sales tax for that decision, when they shifted the taxes to Huntley. Menards then asked Huntley for 50 cents on the dollar because of the $600,000 they would give that town in sates tax. That's the type of thing that's going on he said, and that we're fighting. Alderman Feldman stated that this flies in the face of the necessary infrastructure a community must provide for its businesses to survive and succeed. Mr. Rubin clarified it's not a tax, it's a franchise fee on cable companies, because they are using our right-of•way to run their system. Alderman Feldman asked how close to any kind of closure are these issues? Mr. Cook reported Senate Bill 150 is very close to a vote. But, he said, as technology gets more advanced you can move money around more quickly and we're trying to have legislation to catch up. Discussion of Microsoft and other companies and their lobbying efforts for no taxation on transaction ensued. Mr. Stafford confirmed that sates are dropping slightly now, and there is not much closure on it now. He thought it was going to be a long battle. alderman Rainey asked what happened to taxes that are paid when one purchases on the Internet. Mr. Stafford said we get some tax money in - that's the use tax. The State collects it and it's allocated back to the city based on per capita. They think that of all the transactions being done, only 30% are paying the use tax, which is basically a catalog tax. Alderman Feldman asked if you buy something from a company registered in New York, do they collect Illinois tax? Mr. Stafford said they do in theory. If you buy from that company, pay by check and don't send the Illinois tax, nine times out of ten you'll get the goods. Alderman Rainey noted Planning it Development had started its meeting early, but her issue came up late. She had some issues about Bills List items: She questioned the Human Resources list of payments for .fay/Barr Advertising for advertising personnet vacancies. There was a charge for a Health Ft Human Services disease surveillance specialist for 57,574.50. She did not understand that, and hoped this was for a year or six months. Given some of these costs she thought we should rethink the whole Jay/Barr venture, given the Internet and how people are appl 'ng for lobs. This makes no sense, she said. to spend $7, 574.50 to advertise a job is a mistake and not smart fIranciady. Alderman Feldman noted adding the other Jay/Barr items was significantly more. Alderman Rainey said she was focusing on this item specifically, and did not think a charge for $400 was too much. Ms. Witt asked if Alderman Rainey had received a copy of the invoice with the memo she submitted. Alderman Rainey had not. Ms. Witt explained the cost was for two weeks in the Tribune, two weeks in the Pioneer Press and four other sites, some free and some not. Its a very specialized position, she continued: basically a bio-terrorist specialist, and nursing advertising Is expensive. This was for eight ads that engendered five people qualified to be interviewed. We pay Jay/Barr nothing, she continued: it's the cost of the ads only. To a question, she replied that the media pays Jay/Barr. Alderman Rainey asked if the City could be paid and was told no, we're not a licensed ad agency. Alderman Rainey advised that with the cost to advertise jobs, we should think about some other options. Ps. Witt added that we do as muA with the Internet and professional associations as we can. Alderman Rainey explained the next item she was concerned about was the tuition reimbursement policy. She assumed it's a union issue, but said it's not often she sees a 56,000 reimbursement for two courses. She questioned that, and asked if we could visit that during budget discussions. She expCained that charge was for two courses for one person, and our policy is to have to spend a year employed here after you take a course. So, she interpreted, you could conceivably spend $30,000 for tuition, stay one year and you're out of there. She added that the other item no one had explained had to do with the fact that it seemed every month there's a charge in the Health Department in Vital Records of $2,000. She was told It was for death certificates, at $2 apiece. She asked if we issued 1 000 certificates a month. Mr. Stafford believed it was either a quarterly or annual pa t, and would provide that information to the Committee. He noted on birth and death certificates we bring in about $200,000 per year. Alderman Rainey had read that Cook County had taken back some part of this process. She said she just wanted to understand this item, noting that an Informed alderman is one who doesn't ask a (at of questions. Alderman Feldman asked about the item to Mar San with the explanation "10 karat gold filled." Ms. Witt explained that employees who reach 10, 15, 20 and 25 years get a Cross pen. Mar San supplies them and places our City emblem on them. We do this once a year, and there are possible 50 employees involved. She said it's actually a very small recognition for our employees. There being no further business, the Committee adjourned at 7:46 p.m. Respectfully submitted, Darlene E. NitSes Executive Assistant DRAFT — NOT APPROVED s DRAFT - NOT APPROVED MINUTES ADMINISTRATION $ PUBLIC WORKS COMMITTEE Meeting of November 10, 2003 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Maureen Barry, Cathy Brenniman, Pat Casey, Rom Chmara, David Cook, Keith i=ujihara, Douglas Gaynor, Chief Hunter, Darlene Nilges Cathy Radek, Max Rubin, Mary Rodino-Kutz, Bill Stafford, Barbara Zdanowicz, Allison zelms Others Present: Mary Gavin, Dick Peach, Jonathan Perman, JD Hillard, Candace Myers, Erwin Lyons and others Presiding: Alderman Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:16 p.m. APPROVAL OF MINUTES Alderman Feldman moved approval of the A&PW Minutes of October 27, 2003. Alderman Moran seconded; motion passed unanimously. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) City of Evanston Payroll through 11/06/03 - The payroll amount was $1,995,116.52, Aldermen Feldman and Moran moved and seconded the motion to recommend approving the Payroll. Motion passed unanimously. (A2) City of Evanston Bills through 11/11/03 - Alderman Jean -Baptiste was present. The Bills List totaled ,6b/,15Y.lti. Aldermen vetdman and Moran moved and seconded the motion to recommend approva of the Bills List. Alderman Rainey asked about the annual maintenance contract with Otis Elevator - was the amount listed under "Maple Avenue Garage" of S41 113.99 for all the elevators in City buildings? If so why was It in the garage account? Mr. Stafford 6etieved that was just for the elevators at the Maple Ave. site. If so, Alderman Rainey thought 541,000 was too large an amount. She asked how many elevators were there and was told six or seven. Mr. Rubin noted the amount was about right, and discussed the elevators at the Civic Center. Asked if the maintenance being paid for eliminates service calls, Mr. Rubin said for the most part it did: it was preventive maintenance. Alderman Rainey asked about items on page 15: Under New Financial Software were four payments to Printable Promotions. Mr. Stafford confirmed rchases of shirts with the IRIS logo for users of the IRIS system as a reinforcement to use it. He notedwe have about 110 users, but obviously shirts were not bought for all of them. Alderman Feldman surmised that if one doesn't have a shirt, one can still use the system. Alderman Rainey thought this an inappropriate ex nditure. She thought the pens given as acknowledgment to employees was an excellent Idea, but fo a $3 million system, to buy shirts to encourage people to use it, she did not think appropriate. In addition it came to almost 57 000. She felt it was a waste of taxpayers' money. Upon voting to ayrove the Bills List totaling 5Z,66r1,159.18, motion passed unanimously; Alderman Rainey said she had reluctantly voted aye. (A3) Approval.of Chan" Order #3 for Fleetwood-Jourdain Locker Room & Lift Construction Protect -This �itangge ur❑er, ror tseunontee Kaptan uevetopment Lorp., is tor Sibq./ti, increasing the contract from $289 935.58 to $290,125.33. Funding is through CDBG funds. Alderman Rainey noted the small amount of'this item. Alderman Moran moved to recommend approval; Alderman Feldman seconded; motion passed unanimously. KlAcceptance of Comprehensive Annual Financial Report (Audit) - This item would approve the ZZW3 'XK ror uie Uty or Lvanston. Mr. 5tattora noted our auditors Mr. Lyons and Ms. Myers, were here tonight. He explained that this is the first report done under 6;e new government accounting standards for GASSY 34 requirements. He highlighted format changes: we were required to have a management discussion and analysis with more detail as to the financial status of the City. There was also a new format to the reporting model, creating more of a business model recording mechanism in terms of accounting. He noted the new format on pp. 10 - 14 and called attention to pages 12 and 13, where we have all the activities, expenses and revenues of tie government all together in one place. He noted it showed $118,000,000 in expenditures, and said we have a bit more than that, as this includes . amount only the major funds. This report allows knowledge of how money relates to charges for services and grants, and now much is general taxes. Going across, you see we have 553 million in charges for services, he continued, 53 million in operating grants, and about 1.9 mi€lion for capital grants. What's left over is paid for by general taxes. In time, this section will compare how much of the government is financed by charges, and how much by general taxes, and, over time help make decisions if you wish to change those percentages. The whole idea, he said, is to make this look like a business model. Evanston is one of the first in the state to do this, but as time goes on we will be able to compare with other cities and percentages. He noted secondly that on pago! 121 the City has booked all its We now book everything. These funds assets. are governmental which come to about $186 million. We are booking land, rights -of -way, buildings, equipment, the library, construction, etc. Brand new is the right-of-way item, which usedtobe in the footnotes: in 2002 we had 0• now we have $18 million worth of right -of -way. Also, infrastructure has gone from 0 in 2002, to $64 million now: that Is the estimated value of the original purchase price of our streets, alleys, traffic lights, bridges, etc. Asked if these figures were current -day dollars, Mr. Stafford said no, noting that this was a good point. On page 49 we have the depreciation expense for government activities for the first time, as well as for business type: 56 the million a year and about 54.8 million respectively. The 56 million represents the depreciation of all our governmental assets. In theory, if you are replacing those you should be able to do so by bonding $6 million at a minimum. But these are the original costs, not replacement costs, so this number actually mi ht double. it gives us a minimum, he explained: we should put aside or bond $6 million, but most likely twice that This help amount. should us out with our planning. Alderman Feldman asked why we don't do it based on actual cash value. Mr. Stafford answered because we are not allowed to do so: we cannot book assets at their replacement value, but must use figures bought the of what we them for, based on historical costs. He noted we're walking before we're running here: at least we now have it on the books, and we're working to find the actual number for replacement value. Alderman Feldman asked if we can sell any of our properties at market value. Mr. Stafford said yes, but most we cannot sell: the water system, for example. Alderman Feldman surmised that we then depreciate based on an obsolescent pace. Mr. Stafford said that we do, but we also do it based on how many years' useful life something has. It's more realistic than the private sector's figures, which factor in esoteric things to avoid taxes, but agreed it's a lower number, not a market number. Alderman Feldman noted, if you value something at 56 million, and depreciate It over depreciating it time, you're at that level, which has nothing to do with the actual cash value. Alderman Jean -Baptiste questioned the category under governmental activities: he understood the Issue of depreciation, but how does recreation and cultural opportunities depreciate, and public safety, and general management and support? For what urpose? Mr. Stafford said a lot of these are in categorizations: recreation and cultural activities is where all our recreation centers are placed. In public works, you'll find our street lights and our streets. We're supposed to categorize these in areas so a reader vn"il get an idea of the functional areas our monies are in. Alderman Jean -Baptiste thought when something was termed opportunities, there's a separation between concrete assets and abstract values. Mr. Lyons explained the terminology on page 49 is used because it flows to page 12-- It's not identifying the assets being depreciated; its identifying the categories the depreciation expense Is being included in. Mr. Stafford said they require us to do that because they want public officials to be able to see what we're spending on recreation and those areas. Alderman Rainey Interpreted that these categories were given to us by the requirements. Alderman Jean -Baptiste asked how public safety depreciated and was told it was the assets far police and fire. He suggested we could place what we mean in parentheses next to the items. Mr. Stafford noted we have all this by departments and areas in a more normal category but at the governmental level we have to follow these rules. Alderman Jean -Baptiste thought Mr. Stafford was highlighting to be able to show what new things we're able to do, but it seemed these things caused confusion. Mr. Stafford was happy to report that at least we have a number -- $6 million - now that we need to put aside. We didn't have that in the past. We only had it in the enterprise funds - now we have it in the general funds. Alderman Moran asked if there is some evolution that wilt take place as to the numbers that are associated with this infrastructure: he said you have told us the historical costs are now mandated, but for it to be truly valuable we should know replacement costs. He thought one of the breakthroughs GATSBY is through using to tell the City how closely it's meeting Its needs on a dollar basis from year to but to do that we would need to know If year replacement costs. $12 million of streets have gone to pot 1`n the last year, we should be putting 512 million in the budget to refurbish them, he advised. Then let know how we can ourselves well or poorly we're doing. Mr. Stafford said we'll start to look at that replacement number. These numbers will give us a better grasp. it does give you an Idea of what we need to allocate to recreation, streets, etc. proportionately speaking. Alderman Moran asked if is this going to change or will it stay pegged to historical Levels. Mr. Stafford thought we could approximate replacement costs. Mr. Lyons said it would not be what is audited: accounting standards are always based on historical costs. There are some discussions of possibly looking at more current 0 values, but the normal approach for government Is historical. The budgeting part of it would be based on engineering estimates. Alderman Moran recommended there should be some system of footnoting . these line items to cor,* up with a current or replacement cost so we can use these documents to measure our effectiveness and performance. Mr. Stafford agreed. Alderman Feldman asked where to find the value of our lakefront. Mr. Stafford noted the S18 million figure is the historical cost. Under this r-..ethod we went to the Historical Society researching when the • beaches were annexed into the City, which is the way you have to put it on under this method. Alderman Feldman agreed with Alderman Moran: looking at this, without the reminder that these things depend on the original costs which may be a century old, we won't understand what's going on. He commented that he wcutd like to know, if public safety`fnciuded Police and Fire and depreciated at $364,826/yr., how much the Council depreciated. Mr. Stafford said the good news is we do have a clean opinion, there are no qualificatkns, and we continue to get a certificate of excellence from GFOA. The General Fund came in with an increase of close to 5400,00 again this year, he reported* the Budget Committee established a policy of having cash of at least one month's worth. We exceeded that so we're in a good cash position. Water Ez Sewer funds are stable. He noted we still have liabilities in the Insurance Funds and Parking Fund is running a slight operating deficit and we are working with the Parking Committee to address. As to our assets: our capital assets are now $372 million; we added to it this year and have full assets there. it's a tong document, he said, and thanked Mary Rodino Kutz, Chief Accountant and the two to three accountants who spentclose to six months on this. It's a question of accountability, he said. In addition, we use it as a working document, using It each day. It's a good piece of work, due to the efforts of staff, whom he thanked. Alderman Feldman asked for an example of under what circumstances you would refer to this document; how does it help you? Mr. Stafford said they use it in response to calls from people who own Evanston bonds; in addition, on the sties we have, we're going to be called by bond agencies and will be able to give the debt ratios, etc. Alderman Rainey didn't think anyone could work on the budget without having this document: it gives the history of various funds revenues, and expenditures. She felt it interesting that there was no liquor license revenue shown. There was a pour drink tax: was that liquor license revenue? Mr. Stafford said that it wasn't, noting we do use this document all the time. Alderman Rainey noted that a look at the Health Dept. showed all the revenue sources that flow into that department - unlike the budget, this is retty specific. Mr. Stafford referred to page 97, where the liquor License number was given: about 566,000. Alderman Rainey asked Mr. Stafford to go over the financial highlights. For example, ggovernment activity revenue increased by 53+ million; expenditures decreased by 519+ million. iF,r. Stafford noted when they say government activities, it Included everything - all governmental funds, like capital improvement funds. The decrease is due in part to the fact that the prior year we built the Maple Ave. Garage, and this year we did not. Some of the numbers don't provide substantive information; the key information is in the fund categories. Alderman Feldman moved to accept the CAFR; Alderman Jean -Baptiste seconded; motion was unanimously in favor. Alderman Rainey wished to thank everyone very much for working on this. (A5) Ordinance 102-0-03 - Declarinq City Property as Surplus - This item, for introduction, would ddecilare approximately-3V06t1 brown/red brick street pavers as surplus to be sold at an on-line auction. Asked if the general public could view the auction on-line, Ms. Radek noted that Demand Star is used by the Purchasing Division, and she wasn't familiar with how it worked. She explained there was one Interested party, and they will be submitting a bid also. Mr. Stafford explained that companies subscribe to Demand Star a similar company, MunicipalNet, had gone out of business because they didn't charge enough to vendors. With Demand Star, we get all the major players. Ms. Radek added that the buyer is required to buy all tt.e bricks. Aldermen Feldman and Moran moved and seconded that this Ordinance, for introduction be recommended for Council approval. Motion passed unanimously. Asked when the auction closed, Ms. Radek said it will be put out on November 17, she believed it was for two weeks; we are looking for 50 to 60 cents per brick. Bricks are being sold to contractors who are using them as face bricks on upscale homes. Alderman Rainey clarified -that we don't deliver. Ms. Radek explained the bricks are on skids, making it more desirable. ITEMS FOR DISCUSSION (APW1) Additional Information on Item A6) Equalization of Gas Use Tax to Gas Utility Tax- This item was Introaucea on 1u/ t s; nerd at Lounoi i J L/ ana reierrea back to Committee. Alderman reiaman stated that what seemed to be absent from this discussion is how to translate these percentages into costs for the people affected. For example, he said, the Orrington Hotel called and mentioned a figure, but he had no idea if it was right. He also had calls from two condo associations indicating the price increases would be dramatic. Was there a way to know this information? Mr. Casey explained that we asked Nicor, who will not provide any sample bills at all. We don't know what the consumption of the Orrington Hotel is, or the hospital, or Northwestern, etc., so we cannot give figures. Alderman Rainey took a bill from her house she said. At 525 therms at the residential rate, 5.0515, the use tax is $27.07. If this were a commercial user, the .025% that we're proposing would be $15.14 on the same amount of ggas. So the residential customer is pa ng double what we're proposingg as an increase on the commercial. Mr. Casey noted they had calculated a wholesale customer using 450 therms, and found the gas bill to be $390 in both cases, under the old tax tax structure they'd pay 5938- under the new tax structure, $16.42 in tax. We looked at it as residential is paying 5.15% in taxes. Ond'er this example, they would be paying a total of 4.2% of tax, stilt less under the new structure. Mr. Casey said that we know, however long brokered gas has been in effect, they have been payin this icw� rate. we're not out to get businesses, he said, but we're trying to tax people the same way. 2ernan Rainey said that, given Vie proposal, they are still behind. Alderman Feldman heard from three ccandom:niums that would like to present the actual bills in therms used and know what it would cast add tional per year. He was not suggesting the tax should not be remedied, but wanted to find out Lhe it -,pact on these residents. Alderman Rainey's concern was the 80% of the resident who are paying thro:gf' :he nose at 5 cents piss. its a great inequity, she said, between those with single family homes, or t.`o_se rot buying bulk gas, and the others who are getting this advantage. And, she added, it cos; tf,4 C9ty a�od deal of money. Alderman Feldman noted the Increase • that some are to pa does not decrease •w`sat c� ers are paying. If we were presenting this, saying we need a certain amount of money, and the residences are payingg disproportionately, let's raise the amount to equalize it, and say these people don't have to pa what then wed to. They are going to pay as much as they always did, which is excessive. W'-.at we've done is making others pay excessive bills as well. What we re doing is increasing the amocrt of reveizue the City of Evanston has. We're not distributing it in any way to causes parity. We're sa)nir� mere perpte will be putting more in the pot; not that anyone will be paying less. Alderman Rainey wec:id propose the single family homes be reduced to the same rate as commercial customers which will be a rnassN-e hit on our budget. Alderman Feldman wanted to hold this over until we get the figures he'd asked for. Alderman Rainey had no problem with that but knew the Chamber is very much against this, ane- said people are payin more to buy, Evanston and at some point people have to give back a little. if we do increase this tax, s.he noted, we 11 be able to capture some of the dollars for this winter season. tf we don't act soon we lose that. We've been talking of the importance of bonding for 56 million because c-f de-preciation; how do you expect to do that? Alderman Feldman noted that nothing he had said made a case a.3ainst this or delayed it: he only wished to find out the impact on some people. We already know what L`,e impact has been on a lot of others. Mr. Casey suggested, if there were associations that would like a calculation have them talk to us. Alderman Jean -Baptiste thought this was a budget issue, and should be discussed during budget deliberations. As to calling it equali:.a_ion, he asked, for what? Those to whom the businesses would-be equalized will not gain. If this initiat-ve is to generate revenue, it should be deliberated in budget discussions, he continued. If it's to lilt a loophole for businesses, he felt Nicor is the culprit, raising gas prices left and right. If we have an opportunity to raise revenue to help us make our budget for the next fiscal year, he could support it, but net in the context of equalization: as a homeowner he did not see the advantage. Mr. Casey said one of the reasons we wished to Implement this in December was to capture the winter months to gain us some of the revenue to possibly balance the next budget: the formation of next year's budget is not all that rosy, lie said, and we will be looking at some reallocation of surplus to balance. Alderman Rainey requested informatics at the next meeting presented as a budget issue, with a couple of different scenarios: the amount of rsicney lost, etc. Mr. Casey said he will place It in the format of a budget memo. Alderman Moran understood what staff are trying to do, and did not wish it to be taken as critical of their initiative. The presentation of this did not satisfy him that this was the right thing to do. There was immense work to deregulate these utilities, part lyy to make the providers more sensitive to cost issues. In the past, consumers had to play by the rules of the providers. Deregulation gave consumers a chance to save money, which made a Ect of sense. Alderman ran's understanding of the issue was that commercial users have found a way to ga through the brokered market and have procured a better deal for themselves. He took his hat off to Zbem, and said it may be that we should look at strategies we can devise to acquire a better deal fof our residential consumers. He wasn't convinced that the correct policy is to go to those people who have fi-ured a way to get a better deal, and to tax them against their better deal. The better way was to find alternative strategies for those who have not yet found a better deal. He admitted it's a complex case, but -was not sure we're going in the right direction with this Initiative. Alderman Rainey found it little hypocr-ticat that on the one hand we want to go after those finding ways of not paying taxes in Evanston by pLTchasing on the Internet, but are protecting some people the big guys, who are making out by purchasing bulk gas. Mr. Casey noted the residential customer does Piave the option of choosing another way to burr gas. Alderman Rainey said there's a far greater advantage for the commercial consumer to buy bulk gas, far more than residential customers. When all the residential consumers buy bulk gas, we will be left holding the bag, wondering how to recoup what we've lost. Mr. Stafford understood what Alderman Xl.;:rran said, but the capitalized market is not going to ever give the deal to the residential buyers that it S eves to commercial users. The market is not going to give it to the small residential buyer, re5ulation or deregulation. You'll still be able to get a much better deal buying more. Mr. Perman appreciated the Ccinmittee's consideration of this item, but wanted to point out �thhaa it's not an issue between the big and small guys. If you took at every one of the condo and apartment buildings, all are also buying from broi zm. This tax will affect half our residents in Evanston. It's not about residential vs. business. Mr. Casey ca:led it a retail issue vs. a wholesale issue. This item will be held in Committee for further discussion. COMMUNICATIONS (APW2) Police Officer Vacancy Report - Alderman Rainey reported that 94 police are off the street now some in very important departments. She asked the Department's plan to fill the vacancies. She note nine officers are in school, but we are down four detectives, four In problem solving. I* 1%P 3) Emergency Purchase: Shoring for Sherman Ave. Garage - Alderman Rainey called this a good Idea. There being no further business, the Committee adjourned at 8:16 p.m. Respectfully submittel, O Darlene E. Nitges Executive Assistant DRAFT -- NOT APPROVED �J LJ DRAFT - NOT APPROVED MINUTES ADMINISTRATION Ii PUBLIC WORKS COMMITTEE Meeting of November 24, 2003 Members Present: Aldermen Feldman. Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Maureen Barry, Cathy Srenniman Pat Casey, Bob Domeker, Zeltee Edwards, Keith Fujihara Dou$$(as Gaynor, Chief' hunter, David Jennings Darlene Nilges, Cathy Radek, l+�ax Ruriin, Bill Stafford, Chief Wilkinson, Allison ielms Others Present: Bob Seidenberg, Dick Peach, Jonathan Perman and others Presiding: Alderman Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:17 p.m. She announced that Alderman Moran would be attending the Planning ix Development meeting for a portion of tonight's meeting. APPROVAL OF MINUTES Alderman Feldman moved approval of the AEPW Minutes of November 10, 2003. Alderman Jean -Baptiste seconded; motion passed unanimously. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA 01) City of Evanston Payroll through 1IfZ0103 - The payroll amount was $1,889,411.88. Aldermen Feldman and Jean -Baptiste moved and seconded the motion to recommend approving the Payroll. Motion passed unanimously. (A2) City of Evanston Bills through 11/25/03 - The Bills list totaled $4,412 099.95. Aldermen Feldman and .fear-tsapuste moveo ana seconoeo the motion to recommend approval of the Bills List. Alderman Rainey had a concern about the lead abatement program. She noted that thousands of dollars are being spent on a couple of properties. She requested information about how the decisions are made to make those grants; who Is eligible to receive them; and what conditions must exist to get them. W._1 j Lowest Resvonsive and Responsible Sid for Combination Sewer Cleaninjj Truck - This truck, for the Waterisewer urvtston, costs y i,ytio, inctuaing two-year warranty. 010aer is t.u, rquipment, and funding available in Fleet Services Capital Outlay account. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded. Alderman Rainey pointed out that four bids had been received, which was healthy. Alderman Jean-aaptiste added that there was a good range among the bids. Alderman Rainey believed we had budgeted 5240,000 for this; Ms. Radek confirmed, explaining the reason was that, in case we choose not to trade it in, the sale of the equipment would not occur until the next fiscal year. Alderman Rainey asked if the 1998 piece of equipment was unusable and Ms. Radek responded that we have it on a five-year replacement schedule and receive about a fourtPi of the value returned to us. We only have one unit, she added, and it's an important piece to us. We like to keep it in good condition, and we receive excellent resale value. Alderman Rainey asked if there was a need to have two of these trucks. Ms. Radek could not speak for the Sewer Division, but noted they were expensive pieces of equipment and she wished to keep the one piece in excellent condition. The last two five-year cycles have shown a good return on our investment, and optimum operating time, she added. On voting to approve this purchase, motion passed unanimocssiy. (A3.2) Pre -Qualified Consultant for Mason Park Field House Renovation Protect - This contract Is recommenced for ttuatt uuanw tt Assoc. in the amount or 1,Lsu, tunuea tnrougn us-04 and proposed 04-05 CDBG grants. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded. Alderman Rainey asked, since Mr. Gaynor had not received the total grant amount from CD block grants, if there would be a problem. He replied no, that they would hire Elliott Dudnik and put together the project as if It were Tully funded. Then we will build as much as passible, and in the next funding cycle Will have the entire plans and specs completed. On voting to recommend approval, motion was unanimously In favor. (A4) Resolution 70-R-03 - Agreement for City of Evanston Tennis Program - This Resolution would apppprove the agreement with Frank Sacks Tennis Camps, Inc. to conduct the Ci 's Tennis Program for 2003- 20D6. Fund qqin Recreation Div, budget amount for FY03.04 is $96,900 . Aldermen Feldman and Jean - Baptiste moved and seconded recommending approval. Alderman Jean -Baptiste asked how tong we have contracted to run our tennis program. Mr. Gaynor said it was as long as he'd been there, and before that. It's been pretty much the same contractor, he added. Alderman Jean -Baptiste asked if the revenue has been consistent and was told yes, and it was split at 20/80 percent: Mr. Sacks does almost everything and the City of Evanston receives 20 percent. The total projection on revenue is $130,000; Sacks got 80% of that. Alderman Jean -Baptiste asked if this was for summer only-, Mr. Gaynor explained it was for the entire year. Alderman Rainey pointed out the revenues shown for 2002 were $32,000 which was the net to the City. Alderman Jean -Baptiste asked about an indoor program. Mr. Gaynor said it was at the high school. Alderman Rainey noted that the program pays for itself, plus more. Mr. Gaynor said exactly. On voting to recommend approval of the Resolution, motion passed unanimously. (A5) Resolution 72-R-03 - Grant Agreement for Energy Efficient Lighting Upgrade Grant - This item authorizes the Lity manager to sign a grant agreement tar a Luus tnergy tflicienE ugnting Upgrade Grant for a project at Fleetwood-Jourdain. Alderman Feldman moved to recommend appproval; Alderman Jean - Baptiste seconded. Alderman Rainey asked if money had been requested from CD funds for a Fleetwood- Jourdain lighting upgrade this year. Mr. Gaynor said no: electrical and roofing monies had been requested. Alderman Rainey noted the grant, for $26,775 from the Illinois Clean Energy Community Foundation, was significant. On voting, the motion was passed unanimously. In toductn n le a04-0-03 Il y of Evanston 20033 P onerty Tax Lew Ordinance -- This Ordinance, for g y imposesy property Levy. , St.atfora explained that when the State changged the �law so that the levy could only be passed in December we had to introduce this Ordinance, the SSA Ordinance and the Township Ordinance in November for december approval; we will have the annual hearing in December. This is for the current year, he continued; we have to submit this to Cook County before the end of December and it will be the basis for the 2003 tax levy for the county. Alderman Rainey asked if this generates the taxpayers being assessed for the amount of money to be bitted and Mr. Stafford said yes, He said we take great care in how we bill - for instance, we do not put taxes against the Building Department. He explained that we are very careful of what we tax for, and stay away from areas that generate large fees and revenues. That was the purpose of charging certain departments and not others. Alderman Rainey thought it would be of interest to taxpayers to took at the line items to see how little their pproperty taxes cover: it's such a small portion of the cost of running the City. Mr. Stafford noted it's $25 - 52 million, and we have a 5155 million dollar budget. Alderman Jean -Baptiste recalled the explanation last year of the per capita obligation, and how that is reduced as more condos go on the tax rolls. He asked if there were any specifics on this reduction. Mr. Stafford explained we can only tell afterwards, but noted the EAV went up over seven percent this year, in an off-year, and that's good news. We'll have a better idea, he said, in the late winter. Alderman Jean - Baptiste thought it would be good to have this explanation given again. Mr. Stafford noted some of the units are in the TIF district, and will help in '08 and '09. He talked about the fascinating legislation moving through Springfield that would limit the increased valuation to seven percent. If it goes through, it will be very interesting to watch: it will soften the blow on a tot of taxpayers. He felt more and more of the tax burden, due to the easiness of the tax appeal process and sophitication of businesses is going on the residents. That bill will curb that. Alderman Rainey mentioned the small tax reform task force we have with Larry Suffredin, and that a member: the president of the Lincolnwood School Board, noted the tax appeals are killing the school district, taking hundreds of thousands of dollars out of their revenue stream. Alderman Feldman noted the granting of an appeal was an administrative act. He termed it a dramatic amount of power almost immune to direct public input. It's a serious issue. Mr. Stafford noted that District ff202's loss is estimated at $750 million minimum. it's been a tremendous loss. Alderman Tisdaht he said had fought that while on the school board. Alderman Feldman requested information as to who ibis boar) is, how it is appointed, how long the terms are, how pressure may be placed to change this, and who is reviewing them. Alderman Rainey noted what the opposition would be when one talks about interfering with the Tax Appeals Board. Alderman Jean -Baptiste termed them a heary lobby but worth the fight. On ,noting to recommend Ordinance 104-0-03 for introduction, motion passed unanGousty. A7 ordinance 105-0•03 - 2003 Property Tax Lev i► Ordinance/Special Service Area #4 - Aldermen el man and Jean-taptiste moved and secondeu recommending this *Urainance, for introduction, to the Council. Upon voting, the motion was unanimous( in favor. Alderman Feldman asked if any percentage of the $255,000 is a matching City contribution. Mr. Stafford said there's some money provided through EDC, and some when we did the bond refund last spring, about $110,000, that we worked with Evmark as to improvements in the downtown. Alderman Feldman asked how the rate of this levy is determined. Mr. Stafford explained the dollar amount had been set in the original agreement, and has not changed since that time. We are starting preliminary analysis now since the downtown has changed In the last 15-20 years and this needs to be revisited. Alderman Feldman said the change has been astonishing: he Rooks at that figure now and thinks it doesn't seem to match the kind of issues we have in the downtown as well as the districts boundaries. Mr. Stafford agreed it had no relation to the downtown of 2003. Alderman Feldman noted it makes this levy less effective and doesn't include the adjacent properties to it. Alderman Rainey asked if you could amend a Special Service District in the middle of its life and was told yes, and that we are analyzing it through our GIS system. All agreed that we should revisit this issue. (AS) Ordinance 106-0-03 - Evanston Township 2003 Propertv Tax rev}( Ordinance - Alderman Feldman moved to recommend this item, in the amount or �i,Ljc,tsu5, for introduction; Aioerman Jean -Baptiste seconded. Alderman Rainey asked why the toss factor in this Item was three percent, versus two percent In the City levy. Mr. Stafford explained that we made it higher because we have been within two percent for the City. In the Township situation they're a non home -rote unit and to give them a higher loss factor ves gius a chance to capture a little more of the extra property. He got the County to move it up to three percent. Alderman Rainey asked why not move ours up to three percent, too? Mr. Stafford said we could do so; we have been collecting our 98 percent. The township gets more credit for new property. We put a targer factor In there as a way to $et them more money. We are within those ranges, however, and the Cotmty will have less problems moving a township to three percent than the City. He said you're at the mercy of the County: the determine the loss and cost. We could request it, but he didn't feel we would have a good chance. Aldyerman Rainey commented that the Township doesn't spend all the money they levy for: they don't need the money. They have a balance left over. They've come In under budget year after year, which she said is a wonderful thing. Given that, wh go after more money? Mr. Stafford agreed we can reduce it. Alderman Rainey would like to talk mare before passage of this item at the next Council mieeting. On voting to approve this item, for introduction, motion passed unanimously. Alderman Moran was present at this time. ITEMS FOR DISCUSSION (AP'W1) Additional Discussion on Council Item (A9) Equalization of Gas Use Tax to Gas Utility Tax - It was noted this item has come sack to the Lommittee after tieing introducea at the Louncrt. Alderman Rainey explained it was back so that more Information could be given which the Committee had requested. Alderman Feldman said that some of the things that alluded us was that he had no understanding of what the percentages of increases meant to any large user. If a business had a S10 million budget, if they got a $75/year increase it's one thing; If they got a S20 000-S30,000 increase it's another. Alderman Rainey noted she had talked to the condo people to get back to her with their bills, to determine the impact, and not one person, not one commercial user had contacted her or given her information. The one bill she had from: an opponent only raised the bill 56 - $7/month. She noted implementation of the Ordinance could have generated $200,000 for the month of December and said it was unfair that she, a residential conairner paid more than her neighbor In a condo who are getting cheaper as, and paying less tax. She stressed tFiat we have lost hundreds of thousands of dollars since this was implemented, and the outcry has been from one or two people. She advised that if you feel residential consumers should keep doing this without any assistance from the rest of the City, then vote against this. She was voting for it. Alderman Jean -Baptiste thought the intent of this Is not eqqualization, but revenue. Equalization doesn't rectify anything for him since he is not paying any less if someone else is going to be brought up to an amount equal to what hers pa ng. Discussion continued. Alderman Jean -Baptiste proposed considering this issue as a budget deliberation Issue, and re -proposing it as a source of revenue item. Midstream it can only surprise the businesses being asked to pay more money, and we have not heard from the business community, he concluded. Mr. Peach said It's a five percent Increase in everybody's fuel cost. He was worried about the smatl business owners. Mr. Perman said the small amount of money in the bill referred to earlier is a flawed example. The actual savings referred to in that case was only about a penny and a half a therm. Most businesses would not make this deal because the savings are meaningless. Most other businesses and residential buildings make a much better deal with wtiolesalers for substaritial savings of 10, 15 or 20%. This is about a 2% savings and when you add the tax in it's almost negligible, Mr. Perman continued. You're saying it's not worth going over to a better deal with a broker because the tax negates the savings. Alderman Rainey noted there really isn't any reason for a small user to switch. Mr. Peach asked how much do you need to save? His business this year is off 20 percent, now he's being asked to pay another 5% on his overhead. Alderman Rainey did not think she should pay more when you re paying less. Alderman Jean -Baptiste thought it possible that during budget deliberations this argument may not have the same weight when facing other urgencies. He thought the timing should be moved to the budget process Instead of surprising the businesses. He could see it from a different perspective: we need revenue and we will try to get it where we can get it. That's a different argument than saying let's equalize you to pay as much as I'm paying. Alderman Rainey recalled that when we do revenue -generating taxes we frequently do them right now - because implementation takes so long. She noted if the Council would (told a budget meeting we could have this discussion, but every budget meeting is cancelled. Alderman Feldman noted that without knowing the number of therms used, the Omni -Orrin ton said this tax would mean an additional $2,000 per year. Mr. Peach thought the figure was $5 000. Alderman Feldman clarified that he had spoken to the manager, and noted this $2,000 was for that �uge building. If he wanted to pass it on to the consumer, it would probablyy be a peony a night per room. Mr. Perman said you cannot keep passing it on to the consumer, especially in hotels, which have seen a downturn since 9/11. Also, those buildings are assessed at twice the rate of residents, he added. The State of Illinois just added 2.5 cents to those very same bills you want to tax another 2.5 cents. Mr. Peach is asking our own City to give us a break here. Alderman Feldman said it is one thing to say that business is down. He understood that. He asked, are you telling me that in a dawn cycle the City of Evanston becomes restonsible for that? He had neighbors who are out of work, and asked how you can use that argument' "My sales are down 20 percent therefore as a blanket kind of action we're going to not pass that tax." What about those whose sales are up, he asked. Then we have a means test for that kind of thing. He objected to concepts such as "we're goin to hit people with this." He said this isn't not punitive: if this is, ti,en so is every tax. When, he asked Mr. Perman, does it not become punitive? When you agree with it3 Tars is a legitimate function of government We're trying to work our way through what could be a 54 rye -lion dollar deffidt. let's talk hardship, he said. He wanted to support M.r. Perman's case: to know what it yrould Est in dollars to the average condo owner and business. He said that Mr. Perman gave him nothing. All of the eeiere the Chamber has with Evanston businesses and we got nothing except it's a five percent increase." That told him nothing and did not make the case to forget about equalization. Mr. Casey explained that we already have this tax in place: we are not raising It 2.5 percent - it's only about 1.5 percent. It's a raise of an existing tax from .009 to .025. Alderman Rainey interpreted those figures: it's from airnost one cent to two and a ha(f cents. She said we frequently deal with tax issues prior to the budget season; however, in the past we have usually had budget meetings. She did not think our staff could sit still while we did nothing. This is an effort like every other tax to generate revenue. look at the property tax levy in here and how little we get support from that. We have to do it some way. No one likes taxes: this is a very fair tax in her mind; and it vhorwed foresight to come up with it. Alderman Moran believed this was a function of what the State has done with respect to deregulation, allowing the commercial community to go forward before the residential community. What we should be doing is complain to our State representatives about those who get hit disproportionately by the County's taxing system. This is a money grab: the State has granted to a cen-tain sector of the community to arrange to get brokered gas. It's the City of Evanston saying we're gofng to took at that and grab some of that money. He said he had to respond to the disinformation about t2he Budget Committee. You have missed meetings when the Budget Committee could not muster a quorum. There's no interest in the Council to work in the Budget Committee. It's a dead letter, he said: it worked hard for a couple of years, and the Council ignored everything it did. This deflated the Committee cf, its impetus, resulting that the members do not come to the meetings. He appreciated Alderman Rainey coming, showing concern for the City's budget situation - and she wasn't even a member of the Corrrnittee. He thought Budget Committee members were afraid to come because they may try to do something that the people not on the Budget Committee may not like; so it's easier to stay away. Alderman Rainey said that did not occur to her: she had gone because she wished to discuss the budget. But she noted there haven't been meetings to go to, where there wasn't even a quorum. The subject is the gas use tax, she explained. Atderman Jean -Baptiste moved to table until budget deliberations. Alderman Moran seconded. It was clarified that the motion is out of order. the matter is on the City Council agenda for action. We have already introduced it. Alderman Jean -Baptiste would have the opportunity to make his motion at the Council meeting. COMMUNICATIONS (APW2) Police Offlcer Vacancy Report - Alderman Rainey reported that we are down a police officer, and several are off the street. (APW3) Fire Department Monthly Report - Accepted. Alderman Rainey invited Alderman Moran to speak on the occasion cf the retirement of John Wilkinson, Fire Chief, Alderman Moran commented that Chief Wilkinson will soon retire from the fire service. He noted Chief Wilkinson had been with us for 36 years, and that you cou'.dn't find anybody who has held their job for the same organization for 36 years. Chief Wilkinson, he continued, has worked in virtually every capacity in fire service - he's a man who has done it all, probabt/ including some jobs that do not exist any more. Ne said the Chief has rendered loyal and ardent service- Alderman Moran had worked with Chief Wilkinson quite some time on the 911 Committee, and considered him a thoughtful, committed, dedicated person who had helped Alderman Moran as chair of the Committee, and who was a calm hand on the titter. Alderman Moran averred that the fact that they had both teen Marines, had nothing to do with his comments. Addressing him directly, Alderman Moran said that he wanted to thank the Chief for his service for doing such a great job for us for so long. He appreciated, as did everyone else here, the rotls he has done and hoped -he had a wonderful retirement and that h- wcc,�,d come back and visit with us sometime. Chief{ Wilkinson said that he had enjoyed the opportunity to stay and had enjoyed it. There being no further business, the Committee adjourned at 8:07 p.m. Respectfully submitted, Darlene E. Nilges Executive Assistant DRAFT— NOT APPROVED MINUTES DRAFT - NOT APPROVED ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of December 15, 2003 Members Present: Aldermen Feldman, Jean -Baptiste and Rainey Members Absent: Alderman Moran (attending Planning R Development Committee meeting) Staff Present: Pat Casey, Zeltee Edwards, Keith Fujghara, Douglas Gaynor, David Jennings, Darlene Nilges, hoax Rubin, Bill Stafford Others Present: Lois Roewade and others Presiding: Alderman Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:01 p.m. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the A&PW Minutes of November 24, 2003. Alderman Feldman seconded; motion passed unanimously. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (A1) City of Evanston Payroll through 12/4/03 - The payroll amount was $2 004 901.59; and Az L.ify or tvanston mils List cnrougri IVIN03 - The Bills List totaled $3,412,439.32. Aldermen Jean- ap isle and Feldman moved 'arid secondedthe motion to recommend approving the Payroll and Bills List. Mr. Stafford informed the Committee that this is one of the years, which happen every seven years, that we have 27 payrolls. This has no effect on City ern loyees, but does on elected officials. Because the payouts are on a 26 payroll the Council will et paidpon the next payroll but will not get another payroll until January, he explained. We have to skip one because it's divided 6y 26. This happens every seven years and this is the seventh year. He will put out a memo to all Aldermen explaining that there will not be a third check in December. Alderman Rainey asked if this had any effect on payroll deductions. Mr. Stafford said no, explaining that deductions were a monthly thing. On voting on the motion to approve the Payralt and Bills List, motion passed unanimously. (A3) Acceptance of 2004 Local Law Enforcement Grants - This item would consider the recommendation to accept two grants awarded for next year: (1) the Local Law Enforcement Block Grant from the Federal Government (590,3Z5}; and (2) Cook County Judicial Advisory Council Grant (551 956). Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded. Alderman halney asked the Chief to %ggive us some information on the effect of the money on the Youth Outreach Intervention Program with U: how the program works and its accomplishments. On voting to recommend approval, motion was unanimously In favor. (A4) Special Event: Annual First Night Evanston Celebration. - Alderman Rainey invited Mr. Gaynor or Ms. Roewade to speaK. Mr. Gaynor said' the event this year is pretty much identical to last year's event: the fireworks and stage are to be in the same locations; all the departments are geared up for it and costs are the same. Asked if there had been any Issues last year, he said there had been none. It was done very welt, he added, with good cooperation between First Night and the City. Alderman Feldman moved to recommend approval. Ms. Roewade said that after 11 years it's down to a science. She noted there are about 175 cities In the U.S. who have First Nights, which have to be arts -based events. Alderman Rainey wondered if, now that Evanston has so many restaurants, there is much interaction between the restaurant patrons and the street activities. Ms. Roewade said that many people come to Evanston to eat before, during or after First Ni ht, and that the event boosts the economy on New Year's Eve. On voting to recommend approval oftheevent, motion passed unanimously. ITEMS FOR DISCUSSION None COMMUNICATIONS (APWI this mo�cer Vacancy Report - Alderman Rainey commented that she thought there may be some (APWZ) Fire Department Monthly Report - Accepted. (APW3) Asbu, Bridge Update - Mr. Fujihara said we're moving along and are 75% complete with the design phase. me sal staff hopes to bid the project in April. mall goes well, the construction should be completed near the end of next year, or in the spring of the following year. Alderman Rainey mentioned the small but vocal campaign by people south of the tracks for a walkway just east of Asbury, over the tracks. One of the concerns is the walkway over those bridges: it's so confinin that it's scary to cross with carts, baby strollers, etc. She asked if the project cost was to be $300,000 an Mr. Jennings answered yes, with the other monies coming from the bridge funds from the federal government. (APW4) Cormit Update - Alderman Rainey asked if there had been any recent complaints about odor. Mr war s said we have had some in the Last couple of weeks. Alderman Rainey asked how we distinguish whether an odor is from the compost or from the Canal. W. Jennings averred that the compost smell was better than the Canal's smell. Mr. Edwards noted that the compost smell isn't bad at this time of year, and that it was when we turn it that we get complaints, depending on how the wind is blowing, etc. There's not much that we can do about it, he added, noting there's nothing toxic in it. Regarding the application process, he said that we have been goingthrough this process a long time, and we're workin on being back in compliance. We got a letter about being in compliance s ix months ago, he continued, and just after that received one about being out of compliance. He noted its an ongoing process. (APWS) Review of Items for Future Consideration - The items listed on the ABPW agenda were reviewed. Alderman .lean-tsaptiste suggested that Alderman Lngelman's items could be removed. Alderman Rainey thought we should keep them all on, but noted regarding Item (c), "Review of City's Policy Not to Plow Alleys, in Particular Mouths of Alleys" that we cannot plow alleys. She suggested we keep the section of (c) dealing with the mouths of alleys. She wished to keep item (d) "Recycling for Apartment Buildings," on the list. Alderman Feldman thought the only items we should take off without consulting the maker of the reference are the Engetmen items or anyone here who wants to remove their own reference. Alderman Rainey noted concerning item (f1, that she never knew the City did not license door-to-door solicitations; she suggeste'd that maybe we could find out more about that item. Alderman Rainey moved to remove Item (i) "Review of Ultrasonic Sound Devices on Private Property" (an Engelman reference). Mr. Rubin clarified that the item referred to devices to get rid of various wild animals In yards, but thought they could disturb cats if set at the wrong frequency. The reference was due to a neighbor -to -neighbor dispute. It was agreed to remove this item. Alderman Rainer said she would like to keep item (1) "Review of Ordinances having to do with Alcohol and Liquor Licenses on the list. She felt that every now and then we should take a took at these items. Also regarding (m), "Taking Responsibility to Approve all Liquor License Renewals for Eating Establishments K Packaged Liquor Stores, "she would like the Committee to look at these renewals, even though many were routine. She also supported item (n) "Laundromat licensing and Attendant on Duty." Alderman Feldman would like to know how many and where Evanston's laundromats are. Mr. Stafford said he could provide that list, since we license them all. Alderman Rainey asked to also be informed of the hours they are open. Alderman Rainey suggested that the items having to do with liquor be grouped together. She said we will ask Alderman Newman about his item (e), "Cell Phone Usage in Cars". Miscellaneous Items Alderman Feldman asked how the alley program with Home Depot funds was coming. Mr. Fujihara said that eight of the 12 alleys are going to be designed this winter, bid in the summer and construction started in early fall next year. There had been no action concerning the other four alleys. Alderman Feldman recommended that for those four we should send another letter, indicating that they are the only four left, and that they still have an opportunity to get involved. Mr. Fujihara noted that those alleys would have to be done in 2005. Alderman Feldman thought we have to give these people more than one chance toet involved in the program. If they finally reject It, that's one thing- however, he felt we don't know why trey haven't acquiesced. Mr. Fujihara noted that at the neighborhood meetings they seemed to be all for having the alleys paved. Alderman Feldman thought that perhaps people thought they were going to get the paving: that's why we have to contact the people surrounding those alleys and tell them they stand a chance of losing the opportunity to participate in the program. They should be instructed to contact Mr. Fujihara. There being no further business, a motion was made to adjoum; the Committee adjourned at 8:21 p.m. Respectfully submitted, Darlene E. Nil es , Executive Assistant . DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of January 12, 2004 Members Present: Aldermen Jean -Baptiste, Moran and Rainey Members Absent: Alderman Feldman Staff Present: Maureen Barry, Alan Berkowsky, Pat Casey, David Cook, Bob Dorneker, Zeltee Edwards Keith Fuhhara, Douglas Gaynor, David Jennings, Darlene Nilges Cathy Radek, f 6 Rubin, Bruce Slown, Mamie Smith, Bobbie Totston-Brown, Bill Stafford Others Present: Frank Hiltebrand and others Presiding: Alderman Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:10 p.m. Noted was Alderman Feldman's absence due to illness. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the A&PW Minutes of December 15, 2003. Alderman Moran seconded; motion passed unanimously. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) City of Evanston Payroll throuah 12/18/03 - The payroll amount was $2,261,857.00; city at tvanston Favrou tnrouQn ltrstiuzi - The payroll amount was $1 482 785.42; and (A2) City of Evanston (isus List through iIIJIU4 - The Bills List totaled $1,84a,0.43. Aldermen Moran movea to recommend approval at (A)) and (Az); Alderman Jean -Baptiste seconded; motion passed unanimously. (A3.1) Approval of Extension of Groot Recycling & Waste Services Inc. Contract_- This item would extend the contract for recycong services at an estimates cost or �,SZxvtumontn tao}usted annually by the CPI and monthly by number of units served). The current contract expires at the end of February and has provisions for three two-year extensions, based on satisfactory performance. Alderman Rainey referred to the extensions and the options therein. Mr. Jennings explained the contract allows for three consecutive two-year extensions, and staff is agreeable to the first two-year extension. He said staff met with Frank Hiltebrand, and in our negotiations for the contract extensions Groot offered, if we did all three extensions at once to meet our holiday schedule. That's the one thing fn our contract where we don't exactly meet up. We have done our holiday schedules both ways, he continued: we've paid Groot to be on our schedule or have had a staggered schedule. He noted Groot has performed very well in these past five years, ana said staff could go either way. Alderman Rainey mentioned the terrible confusion caused when we don't mesh the two schedules, and the negative comments made. If all three extensions are not approved we would pa $18,000 per year additional to have the three holiday schedules coincide with ours. Ever since Groot took over, she thought people seem to be very satisfied; she was as well. Alderman Moran referred to the agenda summary, which said that Mr. Jennings spoke to Brooke Beal, Executive Director of SWANCC. He asked if the duration of contracts was discussed in terms of competitive comparisons. Mr. Jennings said he had told Mr. Beal what we were considering, but did not ask how long other people's contracts were. He noted from the records that we are in the range of what people are paying, but people have different e ttyy of service: Skokie is on a two -week schedule with Groot (furnishing the cart, and are paying about the -same as our agreement. He said that Mr. Beal Nought this sounded very reasonable. Alderman Moran said he wasn't suggesting it was not but for the three two -years we are committing to six years with the company. He had no criticism with tyre service provided but his only reservation had to do with economics. This market does have a tendency, he noted, toward volatility at times. Six years is a good chunk of time, he said, and he wishes to have the opportunity to do better within a six -year period. Mr. Jennings said it seemed like we're in the ballpark for the current recycling contract, but could not project the volatility of the market. He noted Groot has been a solid performer for us, and has fixed any problems as they occurred. Mr. Edwards noted there's a ceiling In the price proposal: there's a slight Increase In the contract It can increase a minimum of two percent, but it never goes over five percent. That's also common in the Industry according to Mr. Beat. Alderman Rainey noted that by not going with the three extensions, the volatility could catch us the other way; she said we always talk about -budgeting In advance: this way we would have some idea of what we're looking at for the following year. She bsked about the price per unit issue, as it pertained to the public b0dings' pickup. Mr. Jennings said It's rotted Into the general fee: there's no specific price for those buildings. Alderman Rainey asked for clarification of the contract section 3.8, Performance Bond. Mr. Jennings said the amount of the performance bond originally in the contract was over half a million dollars per year. The current amount is down to $113,000. Mr. Hillebrand explained we had negotiated on a performance basis. The first year we were new recycier in town and what we negotiated was to go down one -fifth per year. Mr. Jennings said the amount went down to $113 000, and that's what we're proposing to leave it at: it's what we have right now. Alderman Rainey moved to recommend all three two-year extensions. On voting, motion was unanimously in favor. CA3.2j Lowest Responsive and Responsible Bid for Cisco Hardware. Software and Smartnet for City Fiber ptic Protect --i ins bid from !sbc Data Comm, would cost 53bu,61J.3/ with y1/�l,IOU coming from the t-VI1 Tuna, �iBl,513.3Yfrom City Network Infrastructure of the CIP budget. Alderman Rainey noted this purchase is for the equipment that connects to the fiber network - it has nothing to do with the fiber optic material or labor. Site invited Mr. Stown to speak. Mr. Slown explained that, through the franchise agreement, we are getting fiber to all of our buildings. This is the equipment that connects the network: we get a system 100 times faster and with less downtime. The current system cables are on poles which lead to breaks, etc. In this design we will have a redundancy with built-in backup services for 911 and fire service. We will also be consolidating voice and data systerris; we can use the system to handle all the phone systems at a great savings. Right now, for instance, we spend $70,000 for telephone billings for voice mail alone. Those kinds of -bills will go away with this purchase. The construction company is starting to figure out when they can start with the level of frost from this last freeze. Northwestern is committed to putting the fiber in by the end of this year, with the north end of town to be done by midsummer. We need some connections to hook it up, he continued but we need the equipment in place for this complicated network, and to be ahead of them. The first finer will be between Fleetwood -Jourdain and the Civic tenter; then Fire Stations #3 and #5; Noyes Chandler, etc. The police headquarters will be the other main center, and with that hooked up we will knave a fiber loop. Alderman Rainey noted for the record that the cost is split between E-91 i and the City. Mr. Rubin pointed out that Facilities Management is doing the pipe work in the buildings for the fiber, which is a cost savings. Alderman Jean -Baptiste said we know the technology is moving ahead at a fast pace: do we have In the contract a service agreement to maintain this over a certain period of time, or Is this negotiated each yearl Mr. Slown answered that this agreement has three years of support built in. We also have a four-hour response time, and delivery in 12 hours for critical pieces of equipment. He noted the amount of detait, with routers and switchers, and said we have full support with Cisco, which is the premier company for this. Alderman Jean -Baptiste asked If the service agreement was effective from the date of Implementation, or the date we signed the contract to purchase. Mr. Stown answered as soon as the equipment is ordered. Alderman Jean -Baptiste clarified that we're wafting for the fiber optic to be laid- Mr. Slown said we put the equfpment in first and there's a lot of bench -testing and programming to do; he reiterated the north end off Evanston will be done by the end of summer; the south end by the end of the year. Fiber will be laid depending on the weather and the frost, because of the boring necessary. This is an NU project, and he did not know exactly where they are at right now, but they've Hired a contractor, and NU was anxious to get this done. Alderman Rainey saw that SBC is getting the contract; she asked how many vendors will be interacting on this? Mr. Stown explained that everything is provided by Cisco, the reseller. Alderman Jean -Baptiste asked if we evaluate these contractors on the same basis we evaluate all contracts in terms of M/WIEBE? Ms. Tolston-Brown said we put this bid on Demand Star and in the paper. The responders were not minority, women or Evanston businesses. We were looking for a brand which is Cisco, and unless the minority or women -owned firms are Cisco resetiers - they may have had equipment that was similar, but we specified Cisco. Mr. Stown noted we got over 40% discounts and you have to be a very big company like SBC to give that kind of discount. Alderman Jean -Baptiste wished to know if we did request the same MJWIEBE information. Ms. Tolston-Brown said we did. On voting to approve the bid from SBC Data Comm, motion was approved unanimously. (A4) Resolution 3-R-04 - Agreement with Uganda Children's Charitv Foundation - This Resolution authhorizes the city Manager to sign an agreement for 53u uuu with the Uganda t.hitdren's Charity Foundation for concerts and programs for the City's 2004 $lack Hry Celebration; and to accept donations from the Fleetwood-Jourdain Art Guild and Advisory Board toistohelp offset the cost. Alderman Moran moved to recommend approval; Alderman Jean -Baptiste seconded. Alderman Rainey said that she had gone on-line to took up this group and found places all over the country where these presentations had been made. Ms. Smith explained chat last year the Director decided to put the Black History Program at Fleetwood-Jourdain. She noted it is a City-wide program, and said she consulted with some colleagues in the performing arts community, with the objective of identifying performing arts groups addressing the global issue of HIV and Aids, and the crisis in the African-Amencan community. There was no total organization. We chose health and wellness to focus on this crisis in this community and the world, she continued. All the performers in the Children of Uganda had a parent with HiV or Aids. They had already put together a comprehensive educational curriculum for K-12: workshops and seminars at each performance. We felt bringing the Children of Uganda would not only heighten awareness of HIV and Aids across the country but also begin constructive dialogue In our community. There is a three-day program startingg at the Levy Center with a free program, inviting school -age children as well as the senior population. Alderman Rainey had a little concern that It was a free program, but said she understood. She hoped a huge effort would be made to bring seniors from all the senior buildings so that a large number of people could attend. Ms. Smith noted there would be outreach and support, and discussed the church promotions which would be done to get this information out. At the high school she said we'll be able to bring in the middle school groups as well for a concert and seminars on healt; and wellness, with a speaker from Evanston /Northwes tem Healthcare and Evanston Health Dept. She said staff was also working with the African -American History Dept. to coordinate our program around Beck History with a focus on Uganda. Their curriculum is available to all the schools, she noted. On thq. 13 there is a two and a half hour commercial performance at the high school at 8:00 p.m.• and on the 14" we wilt be going to Noyes for workshops in percussion, arts Er crafts, dance, and health ti wellness. in the evening we wilt be at Fleetwood-Jourdain for a concert and interactive program. Alderman Rainey noted we are authorizing an agreement fcr $30,000, with additional dollars, since the project costs $42 600, coming from donations from the Art Guild and Advisory Board. Alderman Moran thought it a very exclung Project and looked forward to it. He hoped it will be supported very broadly In the community, because it was an incredibly important issue for Evanston and the world. He thanked staff for putting a great program together. On voting to recommend approval of the Agreement with Children of Uganda, motion passed unanimously. (A5) Ordinance 6-0-04 - Sublease for Peter Jans Golf Course - This Ordinance, for introduction, authorizes tree City manager to execute a sublease with the tvanston-Wilmette Got( Course Association, Inc. for the Peter Jans Golf Course. Alderman Moran moved to recommend approval; Alderman Jean-Ba tiste seconded. Alderman Rainey noted this was a routine item. Mr. Gaynor explained this is a pass-thr • we have a lease with the Water Reclamation District. This Is a subcontract passing on those items to the Of course. On voting to recommend approval of the Ordinance, motion was unanimously in favor. ITEMS FOR DISCUSSION - done COMMUNICATIONS (APW1) Police Officer Vacancv Report -- No discussion. (APW2) Fire Department Monthly Report - Alderman Jean -Baptiste reminded Acting Chief Berkowsky, although it was not his responsioiuty, tnat approximately six months ago he had asked Judy Witt to help us understand why, over the last 10 years, on`y one African -American was hired by the Fire Department. She did give the Committee a report, he said, noting different initiatives to try to encourage a broader group of people to apply. He thought she was going to come back with a quarterly update. He suggested that perhaps this cou d be placed back on the agenda. Alderman Rainey asked how many firefighters the City hired last year. Acting Chief Berkowsky answered that there were eight - one was an African -American. She asked if there were openings now, and he replied that we're even; there would be some retirements this year. Alderman Rainey then asked about the press release concerning the $200,000 grant, and Acting Chief Berkowsky replied that it was part of the Firefigghters Grant program: we submitted a request to purchase a rescue squad We now use a truck from the 1970's for our dive team, along with another 1970's vehicle for the rescue team that we hope to combine those two to provide a vehicle for our special teams. The grant was for $300,000; it's a 70/30 grant, with our share to be $90,000. Alderman Rainey asked if we would have the new vehicle by summer, he replied perhaps not that quickly, explaining we will have the vehicle constructed by Pierce, and woulA be built from scratch. There being no further business, the Committee adjourned at 7:45 p.m. Respectfully submitted, Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of January 26, 2004 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Maureen Barry, Alan Berkowsky, Cathy Brenniman, Paul D'Agostino, Keith Fu ihara, Douglas Gaynor, David Jennings, Darlene Nilges, Bobble TTolston- Brown, mill Stafford, Judith Witt Others Present: Mayor Morton, Bob Cole, Chuck Lewis, , Fisher, J. T. Murray, and others Presiding: Alderman Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:08 p.m. DISCUSSION Mayor Morton expressed concern about an issue illustrated byy Item A4, approval of a professional services contract revision to be funded from GO Bonds. (See item be cow.) Alderman Rainey noted that we should use this as an example of comparison between this contract and the original one. Her recollection was that this amount was in the contingency for this park project. The Mayor asked why it was written that the revision was funded through GO Bonds, as opposed to tieing that the mom was already there. Mr. Gaynor explained that it was requested that the funding source be identified; in this case it's not CD funds or Block Grant funds, it's from the General Obligation Bond the City issues for capital improvement project; it's a funded project and these dollars are coming from the contingency appropriated within the total project amount. The A� yor noted that the cover sheet read "adequate funding exists in the current budget allocation to absorb the additional cost." That did not tell her anything: it was not specific. The Mayor said she wished to make sure the community knows each time, when we spend money, that we do have It. Alderman Rainey suggested that a way to solve this is for an accounting note to be added to the cover sheet with the project budget: the amount spent, additional for this change remaining budget. Mr. Gaynor noted that information appeared in the memo attached to the cover sleet. Alderman Rainey pointed out that the budget for this project was more than $27,000; we have spent $27,000 and have additional money in contingencies to cover this $5,000 revision. Mayor Morton had a larger issue: she did not understand why people knowledgeable about submitting a contract cannot anticipate what they have to do so they can put it in the on final bid without so many contract changes. She referred to the letter from SmithGroup JJR which said that additional time spent attempting to penetrate the subsurface... will be billed at $100 per hour. She said she was not picking on this item, but thought we would have to ask for more information about what we are paying for when people give us contracts. She would rather spend money on someone on the outside who knows how to read contracts to assure that what we're contracting for, for the most part, is in there and we're paying for it in advance rather than adding money to it. Alderman Rainey noted we get bids based on our specifications. We have hired consultants to write up the bids. We have done what the Mayor has suggested: hired professionals to do the bid specs. But in this case, she said, there was something they missed. Mr. Gaynor explained the problem was not identified until they were in the field having to do with material below the tennis courts. The Mayor thought they should have known that before. Air, Gaynor said that the material was not a solid base: it's not sand or clay- therefore, we have had problems with drainage in the alley, the park and the tennis court. We did not i'c that until the consultant went out and did his work. Alderman Rainey asked why we thought the tennis court was settlin strangely. Mr. Gaynor outlined the variety of reasons why tennis courts track and fail: age, poorly pourelonginally, etc. Mayor Morton said that this afforded a good opportunity to raise this issue again. She made the appeal that we pay more attention to these contracts and make sure we get the best in the beginning. The Mayor thanked Alderman Rainey. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the A&PW Minutes of January 12, 2004. Alderman Feldman seconded; motion passed unanimously. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (A1) City of Evanston Payroll through 1/15/04 - The payroll amount was S2 041,048.69• and A2 LIEv of Evanston trills List through 11L11U4 - The tSHis List totaled S2 84'�,840.67. Aldermen Feldman moved Eo recommend approval of (Ai j and (All; Alderman Rainey, in as is why all the Singular Wireless checks were reissued checks? Mr. Staf ord said he would get back to the Committee with the answer. Alderman Rainey noted almost every one was a replacement, referring staff to the example on page 13 of the Bills List. On voting to approve the Payroll and Bills List, motion passed unanimously. (A3) Ar) roval of Contract Revision for Towing Services with North Shore Towina - This item would approve a one-year contract extension at a nigher rate and increased revenue share for the City, plus approve revisions including additional space for seized vehicles, a security monitoring system and improved communications. Alderman Rainey asked If this wasn't late ggetting extended, since the contract was from October 2000 for three years: didn't that end in October 2003? Mr. Stafford said that staff was still in negotiations, and have been negotiating for about eight months. Alderman Jean -Baptiste asked what the process was of determining who gets the contract. Mr. Stafford said we do an RFP for a three-year contract with an option to extend. Alderman Jean -Baptiste asked how long staff had been in negotiations with North Shore. Mr. Stafford answered from eight to 12 months; we had concerns relative to our storage and Impounding at the facility. Ms. Totston-Brown and Chief Kaminski have gone there several times; North Shore has remedied the situation as to securing the area, access, cameras, etc. Part of that he continued, is that we had the contract leverage to do that. The Chief signed off on this last month, he said: we wanted that to be in place. Alderman Moran had to attend another meeting, but wished to state he was voting against this item: he did not want to increase the charges, and called it horrible that the City shares revenue on these tows. Mr. Stafford said our biggest concern at the start of negotiations was that we wanted to upgrade the Impound, since these cars are used in evidence cases. We wanted it fixed before we signed any extension. It's there now. Alderman Jean -Baptiste clarified that this contract would end in a year. Mr. Stafford confirmed this noting we're comfortable with one year, but think we should go out In another year with an RFP and bid'it. He said we're comfortable recommending one more year. Alderman Feldman referred to the questions he submitted to staff with respect to this contract and practices of North Shore Towing. He asked if there were answers. Mr. Stafford said, on the question of a secured tot for City cars, the City is comfortable with that. The use of Sam's Club's lot Is not relative to our vehicles. We're comfortable with what we have. We cannot impose on the North Shore owners where to store their cars, other than City cars. Alderman Rainey reported that she had called the Police Department this afternoon and talked to Sgt. Voss who is involved in towing and storing City vehicles. He had a copy of the tease North Shore has with BonJ Capital for the use of (Sam's Club) lot. The owner has leased space for those cars, it's not a violation of our contract. Regarding safety, she said, North Shore is licensed by the US Department of Transportation and has the Federal licensing Information on their trucks. To allay concerns, she understood they would go the extra mile and get additional safety stickers on the cars. They are governed by Federal standards and didn't need local ones. Mr. Stafford continued addressing Alderman Feldman's questions: regarding the anecdotal reports of them driving through red lights during NU games - he did not know about that and could not comment. Regarding the company running another business out of their company, he said we're working on that to track it down. Alderman Rainey noted the Police Department has no idea what this is about. Regarding providing adequate parking for customers, Mr. Stafford noted it's an issue - it's a tight tot. Mr. Jennings added that Parking Systems enforces- the number of tickets for parking in the access road In 2003 is 28, issued during 14 visits to the site; about h1 if of those in the vicinity of North Shore. Basically, there were about seven calls over the 12-month period that were near North Shore. He did not think that excessive. Alderman Feldman asked how you determine the number of calls. Mr. Jennings said we look at the number of tickets. Alderman Feldman asked if there could be calls and no response. Mr. Jennings supposed so: our practice is to respond to them. He talked to Sgt. Voss and both he and Mr. Jennings thought it was nowhere near two to three times per week. Regarding half of the tickets that were in the North Shore Towing area, information was provided b the Parking Supervisor. The other half of the tickets were in the Oakton area. Alderman Feldman ask9if the source of the calls is identified; Mr. Jenninggss replied that someone calls and says the road is blocked; we send someone out, they write the ticket. To another question, he said he only had the time and dates the tickets were issued. Alderman Feldman asked if we know who the cars belonged to - he was concerned about cars being towed, not having space within the boundary of North Shore Towing, being left in the fire lane and the owners getting ticketed. He asked if we don't ticket North Shore. Mr. Jennings said we didn't unless it's their vehicles. The ticket would go to the plate which goes to the owner. Alderman Feldman said if North Shore Is responsible for a car from the moment it is picked up, are they not responsible for it if It's parked and breaks the law? Mr. Jennings reiterated that the ticket goes to the owner; if he'd gotten a ticket because of where North Shore parked his car he would go right to North Shore with It. The Committee queried North Shore representatives. Mr. Fi;Aer of North Shore Towing said he would pay the ticket in a second. He said the answer to the question of whether North Shore Towing is parking cars illegally in the fire lane for which the City is Issuing tickets, is no. There are customer cars from time to time that park there, or cars we are moving or taking from one lot to another. If It's a car that belongs to us, he said, we get the ticket and pay the ticket. Alderman Feldman was interested in finding out, at any time for whatever reason, if there are cars in the charge of North Shore being parked in the fire lane, for five minutes one minute or anytime. He noted it's absolutely against the law: no car should ever be parked in a fire fane. He thought staff did not know if this Is happening, or what is going on when there is no parking enforcement person there. He didn't know either, but said he was suggesting there's enough of a doubt In his mind that he would want something in the contract to preclude that from happening. Alderman Rainey asked if Alderman Feldman was goin� to suggest a sanction if the fire lane was used and was told yes. Alderman Jean -Baptiste suggeste including In the language: for any constituent whose car is ticketed, for which North Shore is responsible, North Shore will pay the ticket. Alderman Feldman agreed. Alderman Rainey wished to ask Chief Berkowsky of his experience with the fire lane. She noted a letter in June '03 from the Fire Department. He said the problem was actually going on for awhile, and he thought it a concern between North Shore and the other tenant there. Capt. Edwards visited that area on several occasions, he said, and he thought the problem was resolved. He was not sure of the status of the problem right now. Alderman Feldman also asked: if someone has their car towed and it's parked on the lot of Sam's Club, or Bond Capital if someone comes to redeem It, do you send a runner to get it? Mr. Fisher said they do if it's requested. it's in the contract and there's a sign on the door regarding asking for assistance. Regarding the price, Alderman Feldman said he will oppose a $30 increase In the cost, and requested informat on indicating how much money the City receives. Also he asked about the history of those rates and when those rates have gone up. When was the last increaseY Mr. Stafford confirmed that the $110 rate was three years old. Alderman Feldman interpreted that the cost to the citizen is $30 additional, from $110 to $140, and the City would get $5.00 out of that. He also noted some information indicating what the five most expensive towing cities were. Why did we need to look for the most expensive he asked: why not the least expensive? Mr. Stafford answered that we are more of an urban area, more like Chicago than an outer suburb in terms of the cost. Alderman Feldman asked if any city listed had municipal towing; Mr. Stafford doubted it but would check. Alderman Feldman noted the City of Chicago does tow at O'Hare. Mr. Fisher said It was the only place in Chicago: then amended that the downtown area and O'Hare are City -towed. The rest is private. Alderman Feldman asked how many people who are towed leave their cars In the lot more than a day and said he applauded that there is no charge for storage. Mr. Fisher said the first two hours are free. Alderman Feldman noted the chart which shows the current rates are two hours for $5.00, but in the sugggested rate it is $0.00. Mr. Fisher said that was not correct. The chart also indicated that from two to 12 hours, currently $20, the suggested new rate is $0.00. Mr. Stafford said that this was wrong, that the rates will remain the same: we re not increasing the storage rates. The Committee thought he was eliminating them. Mr. Fisher noted his request for a rate increase was because insurance and fuel costs have almost doubled, etc. Alderman Feldman noted the City was going through the same thing. The fact that North Shore Towing had not had an increase in three years was discussed. Alderman Feldman wanted to know what the City's revenue was for this contract, and thought we might be able to do away with the Increase. He said it's a valid issue: should we be making money off something we don't want to happen in the first place. Mr. Stafford said we probably make about $50 000 per year (from North Shore fees). It's not a big item with us, he added, relative to the extra $5.00. WV will be glad to revisit that. The theory three years ago, he explained was we spent a lot of Police staff time out there: it's to help reimburse for that function; it's not a dol(ar to dollar analysis. Under the current contract we think we get good revenues. The extra $5.00 isn't a big issue. Alderman Feldman was wilting to look at whether we should be charging anything at all. Mr. Stafford noted he thought the Increase would be about $15,000. Alderman Rainey noted one of the things we don't think about is the cost of towing to the City. We don't have North Shore dragging cars away without intense Police Department activity at that vehicle, or Parking Enforcement. it's not an fndependent operation: North Shore can't do anything that the City hasn't authorized. Alderman Feldman pointed out that we also give these people tickets, and if you want to raise the cost of the ticket that's one thing. He understood there's a cost: there's a cost for parking meter people out there, but we don't give people a ticket and say now you have to pay for us being there in the first place: payfng, in addition to the fine, for the labor. Alderman Rainey said we don't tow unless it's significant: disalllowing street cleaning or snow plowing, parking in front of a hydrant, etc. Alderman Feldman asked what the ticket was for snow plowing; Mr. Jennings answered 550. Asked if that was the most expensive ticket, Mr. Jennings said that to relocate a vehicle the ticket is $75. We pay the towing company a retainer by the hour. Alderman Moran said that when we went to the extended hours for meters in the downtown, he recalled the increased revenue projections at that time were about $400 000. Later on there was an estimate of that amount: $200,000 came from the money put in the slots, and around 5200,�00 was the amount we got on the fines for people who violated the parking limit. Once again, this is part of an atavistic tendency to punish people for parkin3 here he stated. We want to get people to get more revenue in, contrary to the best interest of the City. He was for a good, sound parking policy, but felt the orientation was shortsighted. He didn't know if people knew we got a cut on the taw charge but felt people would be upset to know it. He didn't want a joint venture with North Shore. Alderman Kainey wished people would park legally so we didn't have to tow them. She advised that this needs to get fixed. The questions raised needed to be responded to by staff in writing. To her, questionabout North Shore having no vehicle safety stickers, and no one had any idea if they had stickers - she said we should know these things. This sheet should have been correct and included in our packets, she continued. We had no idea about the rate increases until late this afternoon: we need to fix this and come back at the next meeting. Mr. Fisher said he would supply the Committee with any information. He noted his costs have escalated "through the roof" and said we're trying to keep pace. He noted forth Shore has been talking about this for over a year, When he'd asked for relief at that time, the response was the City needs this and this and this, and Mr. fisher said he would do that before he got the contract. We did it and gave the City excellent service. We have been given the privilege of doing the booting for the City, he said, and did that as well. We increase the revenue for those who don't pay the tickets by booting their cars, he said, and the City profits from that also. You set the laws he totd tine Committee. we l!ust help you do what you asked us to do. Alderman Feldman was concerned about additional costs to North Shore as a result of improvements to their lot as a result of the City's imperatives as to its own needs. He said whoever pays these tickets winds up paying for the needs of the City. It's our costs added to his costs. None of that, he added has ever come before this body' that one of the elements of the contract, and additional costs for Mr. Cole, are the demands of the City. He was not suggesting that our needs weren't there in any way, but pondered adding costs to the contract to cover that and passing that along to the citizen is the proper way to do it. It's a question he said, not an accusation. Alderman .Jean -Baptiste thought that process -wise we should be informed of tacit. (A4) Professional Services Contract Revision #1 for Leahy Park Redevelopment Project - This item would approve the contract revision for 5mitnurouim pr uauriea tanascappee architects for the Le Park project, increasing the contract cost by $5,811, from�27,900 to $32,911. Funded through GO Bonds. Alderman Feldman moved to recommend approval; Alderman Moran seconded. Alderman Rainey thought the Mayor's questions were very good. On voting, motion passed unanimously. �A5) Ordinance 9-0-04 - Two-Wav Stop: Ashland/Crain -This Ordinance, for introduction, would amend notion tU-11.5, Scnea. v b) of the City code to estaotish a two-way stop at Ashland Ave. and Crain St. Alderman Feldman move to recommend approval; Alderman Moran seconded. Motion was unanimously In favor. (A6) Ordinance 10.0-04 - Loading Zone at 2122 Dobson St. - This Ordinance, For Introduction would amend Section tU-11-1, Scned. vli (b) of the city tooe to establish a loading zone at this address. Alderman Moran moved to recommend approval; Alderman Jean -Baptiste seconded; motion was unanimously approved. (A7) Ordinance 13-0-04 - Easement Agreement with 900 Chicago I.I.C. - This Ordinance, for Introduction would authorize signing an easement agreement witn YW t_mcago LLL for below -grade encroachment of foundation footings and permanent sheeting in the R-O-W adjacent to 900 Chicago/603 Main. Mr. Rubin explained staff was asking for a suspension of the rutes for passage this evening. Mr. Jennings said he had a clean copy of the Ordinance that removes the typos in the version in the packet, nothing substantive. Alderman Feldman asked that the changes be read at the Council meeting. Alderman Rainey asked what the changes were, Mr. Jennings referred to Section 4, which was omitted, and various other corrections. Discussion ensued about the variations in the two versions of the Ordinance. Alderman Feldman asked when the demolition would begin, and Mr. Murray representing the developer, said it had begun as of last Thursday. He noted the Tae Kwan Do building is down. He explained one of the difficulties involved with removal of the old foundation before construction of the new foundation and the condition of the subsoil. Alderman Feldman was glad it was happening, since there was a lot of concern about what seemed to be a paralysis with respect to that building. Alderman Rainey clarified more of the changes needed, and that the rules were requested to be suspended so the developer could proceed. Mr. Murray said it was at Alderman Wynne's request. On voting to recommend to Council that this Ordinance be introduced and acted on tonight, motion was unanimously in favor. (A8) Ordinance 8-0-04 - Vacation of Portion of Isabella St. - This Ordinance, for introduction, would vacate a portion of isabeua St. east of Shenaan rtaaa, and requires a vote of seven aldermen for approval. Alderman Rainey noted the Committee had received a letter on this issue and other information. Alderman Moran moved to recommend approval; Alderman Feldman seconded. Alderman Tisdahl was now in attendance; she said she supported the vacation. On voting, motion was unanimously approved. ITEMS FOR DISCUSSION - None COMMUNICATIONS (APW1) Police Officer Vacancy Report -- Alderman Rainey noted there are five vacancies in the Police Department and no one is being ,port at the moment. What would be interesting to see, she said, were the financial implications of that in the current budget. There have been a few vacancies all along with no reparts on overtime. Mr. Stafford said that we ran the financials in anticipation of next Monday's budget hearing. We'll add it as a budget memo. (APW2) Fire Department Hiring_Update - Ms. Witt reported that we're going through the later phases of the selection process in anticipation of turnovers this calendar year. This year, she estimated, perhaps there will be 10- the norm is five or less. We are processing the current eligibility list of 41 candidates, and will bring it to tie Commission. The report shows the people hired in 2003 and the two years prior to that. Alderman Jean -Baptiste asked if Ms. Witt thought the efforts taken by the Human Resources Department would improve the number of African Americans hired? Ms. Witt noted working quite closely with a recruiting committee made up of members of the Fire Department; she noted some improvement; explained there was a gap between the number who filed applications and the number who showed up to take the test. She said this will be addressed with the recruitment team. Alderman Jean -Baptiste asked that the Committee be kept informed on a regular basis. Ms. Witt replied she would be happy to inform whenever we have a turnover. Alderman Jean -Baptiste wished to have information quarterly: he was concerned that there not be a 10-year gapp between hiring African Americans in the Fire Department. He noted one out of 18 hirees in 2003. Ms. Witt said some of that was based on an old eligibility list, which Is why we will do more recruitment and testing for a larger applicant pool. Alderman Jean -Baptiste warned that unless we stay vigilant, then we'll be reflecting on this and set a course to rectify. We need rectification: it's inexcusable. The current group of black firefighters are near retirement age. He noted African Americans comprise twenty percent of this City, and it serves our Interests generally. Alderman Rainey added that women represent about fifty percent of the population and we do a terrible job in hiring women: they are embarrassingly under -represented in the Fire Department. Ms. Witt noted there aren't a lot of women interested in being firefighters. Alderman Rainey felt we should be affirmative in our outreach to let them know it's a wonderful job in a wonderful city. Ms. Witt noted that we have a woman on each shift now: we have a nucleus of recruiters. MISCELLANEOUS DISCUSSION Alderman Feldman wanted to know the resolution of the Levy sign issue. Alderman Rainey felt there had been no resolution and would like to refer the issue to the Human Services Committee. She related that she was coming home one night and thought the sign "was having a seizure." Ms. Barry noted we have the PC that operates the sign in a box outside, and not in ideal conditions. A way to run some wires from the building to the sign is being sought. Alderman Rainey said it was 50 degrees the night she saw the sign; It was stroking out when it was very warm: this is a bad sign; a bad deal; the ugliest sign she had ever seen. This item will be on the Human Services agenda. Mr. Stafford noted the Cook County Board of Revenue has sent a letter that it will not complete their review until late in 2004. They anticipate 220,000+ in appeals - what that means is tax bills will not be due September 1, rather November 1, causing the money to come in late. It will cause some cash flow issues for us he said, and much worse ones for the school districts. Alderman Rainey asked, if a tax bill is appealed, If the current bill has to be paid. She was told it did. Asked if we ever have to send back money, Mr. Stafford explained they take it out of our cut. If they get their ruling and reduce the bM, It's Immediately taken out of what's going to that taxing body. Alderman Rainey asked if we are notified of appellants. She was told we are with amounts over 5100,000 in value. But if below that amount we are not: most of those tend to be commercial and not residential appeals. There being no further business, the Committee adjourned at 8:18 p.m. Resp tfulty submitted, Darlene E. Nil es Executive Assistant DRAFT —NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of February 9, 2004 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Maureen Barry Alan Berkowsky, Cathy Brenniman, Pat Casey, David Cook, Zeltee Edwards, Ricci Figurelli, Keith Fujihara, Douglas Gaynor David Jennings, Darlene hilges, Cathy Radek, Tracy Roberts, Max Rubin, Bobbie foiston- Brown, Bill Stafford, Alison Zelms Others Present: Mr. Fisher of North Shore Towing; owner of North Shore Towing (unidentified); and others Presiding: Alderman Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:14 p.m. Alderman Moran left the meeting to attend the Plannuig ft Development Committee meeting. Alderman Rainey announced that, due to the need for Committee members to attend to business in the PE D meeting, a Consent Agenda would be compiled. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the AEtPW Minutes of January 26, 2004. Alderman Feldman seconded; motion passed unanimously. CONSENT AGENDA The Committee agreed unanimously to place the following eight items on a Consent Agenda for recommendation for City Council approval: (Al) Citv of Evanston Payroll throueh 1/29/04 - The payroll amount was $1,968,570.09. (A2) City of Evanston Bills List through 2/10/04 - The Bills List totaled $2,519,962.50. (A3.1) A proval of Low Bid for Ford Taurus Sedan Pool Vehicle - This item would approve the purchase, through he State of annois tow bad process, of a torn i aurus Sedan Pool Vehicle from Landmark Ford at a cost of 5151915 including delivery, service manual and warranty. Funding would be through the Fleet Services Capital dutlay account. (A3.3) Approval of Proposed Agreement with MWH Americas for Engineering Services - This item would approve the agreement with 1AWH for engineering services auring construction of Phase IX, Contract B Relief Sewer Project, for a not -to -exceed amount of S373,000. Funding would be through a future bona issue. (AM) Approval of Contract with Posts -Yore & Assoc. for Engineering Services - This item would approve the contract with Nostl-Yore ti Assoc. tar engineering services for the Home Depot Alley Project at an estimated cost of 585 000. Funded through Home Depot Neighborhood Improvement Funds. Alderman Feldman noted eight alleys were listed; four additional alleys had been discussed. Mr. Fujihara explained that staff sent those residents petitions; money is being put aside for those for next year; we are assuming that all' four will go. IA3.5) Sale Source Purchase of Marsh-McBirney Multi-Mag Flow Meter - This item, from Lee Engineering ales Lo., is for the water uivision, at a cost of yIb,Uv6./5. runaed tnrough the CIP. Alderman Rainey noted that this is a good example of the City doing some thinking and saving $8,000. (A4.1) Change Order #2 for Phase IX, Contract A, Relief Sewer Project - This would approve the change order for Civil Contractor tt tngineers, Inc. it goes not modiry the contract amount or contract time. {A6) Resolution 4-R-04 - Designating the Facility at 300 Dodge the "City of Evanston Levy Senior CCenter— - Atderman Rainey advised that this item would toe aealt with in a special way at the Louncit meeurtg later tonight. AS) Ordinance 27.0-04 - Ambulance Transport Tees -This Ordinance, for introduction, would amend Section y E•s{ts of the city Lode increasing amDuiance transport fees. It was noted that a correct copy rt of ti-e chaon budgeted and actual revenues was before the Committee. Alderman Rainey referred to the superb cremo that accompanied this item. On .otins to approve the above items for placement on a Consent Agenda, motion passed unanimously. ITEMS FOR CONSIDERATION (A3.2) Lowest Responsive and Responsible Bid for.the Phase 1X, Contract B, Relief Sewer Project —This item would approve van-uceanic tngineering l.o. inc. for this project, at a cost of y/,at 1,islo.su, with fundingto be from a future bond issue. Alderman kainey had no concern about this contract or award, but wished to tell the Committee of the concern of a constituent who was part of one of our training programs, and who had raised very thoughtful issues. She wanted to place a full discussion of this item on next mont.h's Committee agenda: how it's overseen, how it works, etc. She asked for documentation in advance. On o-oting to approve this item, motion was unanimously in favor. (A4.2) Approval of Contract Revision for Towinq Services with North Shore Towing - this item would approve a one-year contract extension at a nigner rate ana increased revenue snare for the City, plus revisions including additional space for seized vehicles, a security monitoring system and improved communications. Item was held in Committee i 1Z6/04. Alderman Feldman thanked staff for the good memo they'd received. He was still uncomfortable with the amount charged to people for towing. He was also uncomfortable, he said with what we innocently call revenue sharing, with respect to these tickets. He suggested eliminating t{ie 520 and S25 fee for towing, and reducing the charge to people by that amount. He noted the current rate is $110- sugggested was $140; if S20 is deducted the amount would be $120. Alderman Rainey asked if Alderman Feldman knew the budget implications of the suggestion. Mr. Stafford said we have about $45,000 in the budget. The extra $5 would be another $15,000. fie suggested to the Committee, in terms of the dollar amount we're recommending, S140. he thought we could find the dollars at the lower number; suggested reducing the amount to $130 and we'll take $10 off. He appreciated the Committee's suggestion, but noted this way we could still get some money in and could make it work. Alderman Feldman was not going tosuggest a reduction in fees for the City s participation for trucks or trailers. He didn't feel discomfort with the City participating with commercial vehicles. Mr. Stafford noted 90% of our revenues come from cars. If it's the Committee's desire, he said, we'll do it, but it was a suggestion. Alderman Feldman noted we're splitting it in half. Mr. Stafford agreed. Alderman Feldman asked wtry the $10 extra (being suggested) was needed. Mr. Stafford answered that it was not so much that we need the $10, but we budgeted in the $15. If we lose another 55 we can deal with it. It gets significant if it gets more than that. Alderman Rainey pointed out that this money is only revenue shared in cases where the police ordered tows. Mr. Stafford agreed, noting it is about $3,000-S4,000/year; we're getting $15 per car. Alderman Feldman said he would support that if we think next year about eliminating the 510 totally. If we go down to $120. Mr. Stafford agreed. Alderman Rainey clarified Alderman Feldman's proposal now: the figure will be $130, and the reduction will be In the City's take. Alderman Feldman was not entirely comfortable with the raise from $110 to $140. To go up almost 30% was a huge raise, he felt. He clarified the last time North Shore got a raise was four years ago. Alderman Rainey noted that now it's only a S20 increase. Alderman .lean -Baptiste said in most cases where cars are towed tickets are issued as well. The individual faces a ticket from $10 to $50 and an additional $130 on top of that. He felt it oppressive to charge that much money, and noted in a lot of cases the tows are disputed. Asked how many tow cases we have reversed Mr. Casey said since it's moved to the Adjudication office possibly more have been reversed than in the last five years. He said when you issue a person a ticket itrs for a violation; when you tow a car it's to compensate the City for all the paperwork associated with it: the forms, mailings, notifications, certified mail outlined by state law. That's where the concept of us getting a piece of the towing charge came from. Mr. Stafford noted that when we have officers going out after a snow, and cars are parked illegally, for every one we tow the police have had three or more cars moved by making announcements on their loudspeakers. We pay for our officers to do that; and we have helped citizens out with that service. Those who don't move their car pay for part of that service; that's part of our logic as to why we get a refund on that. alderman .lean -Baptiste thought that when we talk about the extra effort of the Police Department or others, that's part of the services we offer. So the extra charge plus the ticket isn't something people ought to be facing. He questioned why the �i5 was budgeted without coming through a process of approval. That's not the pressure we ought to be facing, he said. Mr. Stafford said we hadn't budgeted the new increase. If the desire of the Committee is to phase this out over two years that would be great. What we want to do, if the Committee agrees, is to put it at $130 and next year S1'20. We aren't trying to put the Committee in a position where you didn't have it; it's been there for three years - or not give you the policy flexibility with it. Alderman Feldman went over the figures for the towing company: the current rate is S110 and we have a $15 per vehicle revenue sharing, so they get $95. It would go up to S120 under Mr. Stafford's suggestion, which is an over 25% increase. He didn't want to second guess staff but it seemed a very large increase: over eight percent per year over three years. Mr. Fisher said the $1� of your revenue increase wasn't being counted. The percentage of the total is the total is the $15 you're getting. Alderman Feldman replied that he was only talking about your charges: you get $95 now; you would get $120 if this raise went through. The difference is 525 - that's over 25%. He was uncomfortable with this, and with City articipatfon. He thought people deserved a ticket and a tow: we have to keep our streets clean. Their the violators') neighbors are calling demanding that they be towed. But the City doesn't have to make money on the towing. The only reason he's consented to do it over two years is because of its impact on the budget. Alderman Rainey noted she would mo•.e that the City receives SIC this year: we will reduce the $15 per vehicle to $10. Alderman Feldman added ti,nth the caveat that next year it's gone. Mr. Stafford noted well rebid the contract next year, and start over again. Alderman jean -Baptiste wished to revisit the increase of $25 to the tow company: he knew the logic of increased costs but thought the number of tows have increased. Mr. Fisher and another representative demurred: they €lave decreased - there are more spaces available and more people are obeying the law the stricter the fines get. Alderman Rainey asked how many employees North Shore Towing had and was told 60. Asked if they operate at another location, they said no. Asked if they employee many Evanston residents, they said yes, about half (of the workforce). Alderman Rainey disagreed with Alderman Feldman, saying that e.er a three-year periofi, thil increase wasn't bad. It's important that future contracts should have incremental increases, she suggested. W. Fisher noted this comes up every time. He's three or four years behind in getting an increase and struggles to get it. Alderman Rainey encouraged staff to handle other, similar contracts in an incremental way. The North Shore Towing owner said it we stick to the cost of tiving, that's okay. But we cannot absorb everything that comes along by waiting. It's been six months during this period with the same argument: it's redundant. Alderman Jean -Baptiste confirmed we'll be out to bid next year. Alderman Rainey asked the parameters of this contract extension; Mr. Stafford said it's to run until October. Alderman Rainey thought it should be a 12-month contract, March 1 to March 1. She moved to amend this agreement that it go for 12 months or through March. Alderman Jean -Baptiste could support that, with the expectation that the City will be phasing out its share in the next year. He did not think for the sake of the health of the business that we should forego the interest of the citizens who have to pa almost $200 if they run into a violation of a traffic ordinance. He would support this for this year. Alderman Rainey said that we have other ways to recoup that money. Alderman Feldman's final issue had to do with the fire lane: to make sure the lane is kept absolutely clear. Whoever parks there should be ticketed each time, and towed. Mr. Stafford answered that we've put in the agreement that this will be the responsibility of north Shore Towing. Alderman Feldman noted it has been their responsibility - they've never been given a pass for parking in a fire lane - but that responsibility only means something if we're going to enforce it. 1t doesn't make any difference if it's once a week, once every three months: they should not be there: no cars. no matter who they belong to. Alderman Rainey went over the changes being proposed for this contract: charging $130 for vehicles towed with a $10 revenue sharing; everything else remaining the same; Changing the extension to one year; going out to bid In March. On voting to recommend this contract to the Council with these changes, motion passed unanimously. Alderman Rainey added that she would like to see a list of employees who were Evanston residents. Alderman Feldman asked that the sign that was talked about at the last meeting noting if people need assistance you will provide it, be made more specific to outline what people nee8 assistance with. (A7) Resolution 5-R-04 - A Tiered A oroach Corrective -Action Agreement with Exxon Mobil Corp. - this Resotution would approve a i iered Approach Lorrective-Action Agreement tar IV66 central St. Alderman Rainey noted we've done these agreements before; asked the condition of the subject property. Mr. Fujihara answered that it has to be remedied. Alderman Rainey asked if the tank was still leaking; Mr, Fujihara said the tank has been removed but the soil is contaminated and they have to eliminate it on the property. Some teaching is under the roadway. This agreement says Exxon doesn't have to take the roadway dirt out, but if we do road construction and if it s found there, they have to take care of it. We have done these things before, he said, and haven't run into the contamination. This agreement safeguards us, he explained. Alderman Rainey asked about doing sewer work there. Mr. Fujihara said we'd probably require them to test the soil in that area. He wasn't certain about sewers: the contract says necessary roadway work. Alderman Rainey said she'd hate being left "holding the bag" for sewer work to rmmediate the soil. She said what we do by signing this is that they get a No Further Action statement from the EPA. If you think that means any public right-of-way contamination, that's a different story. Mr. Fujihara felt that was the interpretation. Alderman Jean -Baptiste asked if it were possible that we could get further clarification. We need to put our exceptions in there. With No Further Action there's a finality to this, he said, adding you just stated that if we have problems with the roadway Exxon would have certain obligations. Mr. Fujihara offered to hold this item o-rer. Alderman Rainey quoted the agreement: "There is a rebuttable presumption that the Contaminants, if any, found in the highway Right -of -Way, are presumed to have arisen from the release of contaminants from the Site unless there is a reported sppill In the immediate Zinit of the Right -of -Way..." She said it looked like it included anything within the highway right-of-way. F Ihara agreed, noting Section 2A on Page One of the agreement clarifies the site, basically saying the whole site is the right-of-way. Alderman Rainey quoted "everything public adjacent to the site". Alderman Feldman noted there clearly is contamination under the City road. Do we know how bad it is? What level of tests were conducted? Mr. Jennings noted the soil analysis attached to the agreement: it's called a "Tier 1." Alderman Feldman asked if we have any idea of the extent or the circumference of the contamination. Mr. Jennings said that typically they plot the plume, the spread of the contaminants, and it was done in this case. Alderman Feldman asked the alternative to this agreement. Mr. Jennings replied that they can dig up the street and remove all the bad soil. He thought the intent did cover things like sewers. in those cases you will be touching the soil. The assumpticn in past cases is it's everything in the right-of-way. Alderman Rainey brought up the case of a water main break. Mr. Jennings said if the Committee would like some clarification to this Resolution, he was okay with holding it and getting some answers, Alderman Jean -Baptiste wished for some (an guage to extend the protection as much as possible. The Committee agreed. This item wilt be held in Committee. (A5) Review and Acceptance of Audit Management Letter -Alderman Feldman moved acceptance of the anpuat aljoit letter. A'4err an iiaincy iiad sereri3t con iersations witi'i Mr. Stafford and Ms. Barry about the credit card program we have. She noted that every once in a white a 5100,000 payment to a credit card company shows up on the Bills List. She'd had concerns, but had been told that it cuts down on paperwork, etc. And that there is always a supervisor approving the purchases. Then you read that three of 25 cash disbursements tested didn't have anybody's approval. She was concerned that was a problem elsewhere. 14r. Stafford said neither of those were related to credit cards: in two cases we had Division Head approvals and the auditors thought we needed Department Head approvals. in one case, he continued, there was no approval. We have a tremendous amount of controls over our credit cards, he stated. It's running about $100,000 a month. Our Purchasing Director is in contact with our credit card company. What it has done Is reduce tremendously, for items under $1 000 - it has been effective: there have been situations where If we are not satisfied we will pull the card. We need to get a little tighter with the payment approval we think we have a pretty good record, but the auditors are doing their job on that. Mr. Rubin confirmed the program had been very helpful in getting needed parts for his Department. He noted the supervisor gets a receipt for everything. It's verified, coded and gone over again. We're very sure they are using it for what's intended. hV. Stafford noted we're doing it etectronica y and following operating procedures. On voting to recommend to accept the annual audit management letter, motion passed unanimously. Receipt this evening of an amended version of (All) Ordinance 8-0-04 Vacating a Portion of Isabella Street was noted. This item is on the Council agenda for action. Alderman Raineywent over the changes: the way the names were presented was changed; page two had a corrected mispelling; instead of one condition. an additional two, three and four have been added as to the purchaser getting title before vacation and paying 5550,000 to the City; there are protective covenants; and the purchaser will hold the City harmless to lawsuits as to the vacation. In answer to a question, Mr. Jennings referred to information on the Agenda Data Sheet concerning the need to spend up to $25 000 of the $550 000 to resurface Lakeside Court. Alderman Rainey pointed out that $550,000 minus 525,600 netted 5525,0b0. She asked that the Committee be reminded as to how the appraised value was arrived at. Mr. Jennings said the principals had It appraised; we reviewed it; our appraiser said it was worth a tittle more; we went back and the amount was raised. The Committee understood and accepted the amendments for the Council meeting tonight. ITEMS FOR DISCUSSION - None COMMUNICATIONS (APW11 Evanston Laundromats: Location and Hours - It was noted that both Alderman Bernstein and the A&PW Committee recommended that this item be reviewed. Asked how staff determined the hours listed, Mr. Stafford answered some were gotten from the business licenses, and a couple were obtained by calling. Alderman Rainey could guarantee that she would find the 807 Howard Laundromat open at 3:00 a.m. She said it's open 24 hours a day with no supervision. W. Stafford offered to send our inspector out to find out the times and come back to the Committee. Alderman Jean -Baptiste asked if the Laundromats didn't have an obligation to stay within these guidelines? Mr. Stafford said no, that we don't license hours, as we do with bars for instance. (APW2) Cook Countv Board of Review Letter re: Property Taxes - Alderman Rainey called attention to the unffortunate letter regarding tax appeals and delays in sending out tax bills, which affect our cash flow. Mr. Stafford offered to keep the Committee apprised. (APW3) Cinaufar Wireless Bills List innuiry - Response - Accepted. (APW4) Police Officer Vacancv Report --Alderman Rainey noted the report contained no new news. (APWS) Digital Migration on Cable -This letter outlined the migration from analog to digital. W. Rubin explained the upper tier channels will move, or migrate, to the digital world, and one wilt need a digital box to see them. it opens up more space for analog channels, he noted. We in Evanston have already done this, he said: we belong to NTOA and Evanston was rebuilt a long time ago. It's a trend and more of Evanston's channels will go digital. He noted if you're going to have internet access, you'll have many more channels for relatively the same amount of money with digital. (APW6) Receipt of CY 2003 Transportation Capital_ Assistance Grant from IDOT - Alderman Rainey thought tors was great, ana that " jess:ca aia it againi- i ne >ytsxuu grant is a wonaerful thing, she said. Alderman Jean -Baptiste pondered whether Ms. Bullock couldn't work from home. There being no further business, the Committee adjourned at 8:08 p.m. Respectfully submitted, Darlene E. Nilges Executive Assistant DRAFT-- NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION li PUBLIC WORKS COMMITTEE Meeting of February 23, 2004 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Maureen Barry, Alan Berkowsky, Cathy Brennfman Pat Cr,id Cook. Roger Crum Paul WAgostino, Zeltee Edwards, Rich Figure�if, Keith Fujlhara, i>ouglas Gaynor, david Jennings, Pat Keegan, Darlene Nilges, Max Rubin, Bobbie Tolston-Brown, Bill Stafford, Michaei Whalen Others Present: Del Leppke, Arlene Haas, Joel Freeman, S. Reynolds, S. Tempero, D. Stillerman and otthhers Presiding: Alderman Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:OB p.m. APPROVAL OF MINUTES Alderman Feldman maned approval of the AEPW Minutes of February 9, 20D4. Alderman Jean -Baptiste seconded; motion passed unanimously. CONSENT AGENDA The Committee agreed unanimously to place the following thirteen items on a Consent Agenda for recommendation for City Council approval: (All) City of Evanston Payroll through 2/12104 - The payroll amount was $1,913,114.06. (A2) City of Evanston Bills List through 2124/04 - The Bills List totaled $2,009,921.53. (A3.1) Approval of the Purchase of Underwater Rescue Eaulpment - This item would approve the urchase, from Scuoa Emponum, of this equipment for the Fire uept. at a cost of $29,151.14. Funding is rough the 2003 Capital Outlay budget. (A3.3) Approval of Lowest Responsive and Responsible Bid for Engineering Services - This item would approve the bid trom I ranxs5ystems Lorp. for engineering servxes for Phases t and J of the McCormick Blvd. reconstruction project at a cost of (estimated) $221,000 (Phase 2) and (estimated) $347,000 (Phase 3). Funded through Federal, State Et City Funds. JA3.5) Ap roval of Lowest Responsive and Responsible Bid for Orrington/Noyes Junction Box Relief ewer ixro ect - 1 no; item woula approve the bid of GtenbrooK t xcavating a concrete, inc. for tors project, at a cost o y398,862. Funded through the reserve fund. (A3.6) Approval of Purchase of Property Insurance for the City of Evanston - This insurance, from F.M. Global at a cost at bJ4/,Vb,), provtaes insurance in the amount or �067,uw,000, plus $100,000,000 Terrorism Insurance. (A3.7) Approval of Purchase of Excess Liabliity Insurance for the City of Evanston - This insurance from Illinois National Insurance Company, provides coverage witn a 51U U,OU,LJW limit with a $2 000 &Z Self - Insurance Retention, at no increase over last year's premium, $215,J00. Also includes $2,133 for `rerrorism Insurance. (See note at end of Consent Agenda) (A6) Resolution 6-11-04 - License Agreement for Fence/Unopened Alley R-O-W behind 1211 Dobson St. - This xesotunon aumonzes the Lity Manager to sign a license agreement permitting a tense at tnis location. (A7) Ordinance 12-0-04 - Aerial Easement for Clock at Church ft Made Ave. -This Ordinance, for introduction wouta grant an aenal easement for a clocK in the pubic ngh -of-way for the Harris Bank at Church and Aaple. (AS) Ordinance 18-0-04 - Special Assessment #1459: Alley Paving South of Mulford St., East of Callan Ave. - inns urainance, for introduction, authorizes the paving of the alley at tnis aoaress through the SWia; Assessment process. fA9) Ordinance 19-0.04 - Special Assessment #1460: Allev Pavinst North of Hartzell St., East of [ncolnwood Ave. - I his Urdinance, for introduction, authorizes the paving or the alley at this aaaress tnrougn the Special Assessment process. (A10) Ordinance 20-0-04 - Special Assessment #1461: Alley Pavinst North of Main St.. East of Wesley Ave. - I his Urdinance, for introduction, authorizes the paving of the alley at this address through the Special Assessment process. (A11) Ordinance 21.0-04 - Special Assessment #1463, Alley Paving North of Davis St., East of Asbury Ave. - i his Urdinance, for introduction, authorizes the paving of the alley at this address through the Special Assessment process. Nis. Aiello announced that the item dealing with excess liability insurance, #A3.7, would be discussed further with respect to getting greater than $10,000,000 coverage. This item was removed from the Consent Agenda. On voting to approve the above 12 items (minus #A3.7) for placement on a Consent Agenda, motion passed unanimously. Alderman Jean -Baptiste left to attend a discussion in Planning 6t Development for a short time, Alderman Rainey moved up the Discussion Item on tonight's agenda, ITEM FOR DISCUSSION {APW1) Discussion of Enersty Commission Recommendation that AEtPW Recommend Endorsement of Proposed IL Energqvy LHICient tiuildinQ Act JH64UH9) mr. ue( Leppke, l:hi ii of the tnergy Lommisstori, tntroduced Arlene Haas from the Subcommittee on Governmental Policy and Regulatory Activities, and Joel Freeman, from Energy Supply and Alternative Energy Options. Mr. Leppke explained that the last couple of years attention has been drawn to the increased load on a number of our electrical circuits, above the 90% loading level. It was also noted that gas prices and availability have become rather unstable, and we expect prices wilt continue to escalate. The Commission has considered the need for better efficiency usage of energy. They had talked with both the Evanston Ener Futures peepte, as well as the Environment Board. They looked at the new code established by the lnternational Energy Conservation Code. Alderman Rainey was concerned that we are being asked to endorse a bill requiring compliance with that code. She did not know what the impact of the code would be. W. Leppke noted studies made of the impact, and promised to get back to that topic. Alderman Rainey opined that if there was something the Committee could look at to know what that code was. W. Leppke encapsulated the code: it addresses Improvement in the efficiency of the mechanical and electrical apparatus in the building* and the design features to minimize insulation, leakage of heat from the building around doors and winnows, improved glazing, etc. He said we have had some conversations with Jim Wolinski as to his understanding of the code. He indicated he would be reviewing the codes for the City, and wilt include a review of these codes later thisear. Alderman Rainey clarified that this code is different than the building code. Mr. Leppke said the 86CA code and other code -writing groups have combined to produce this international energy conservation code. t&. Haas explained that what Mr. Wolinski would be looking at is broader, including residential. She noted this legislation applies to commercial units, or mutti-residentiat units of over three stories. This legislation, she said, was proposed this January and one of the co-sponsors is Julie Hamm It applies primarily to commercial or hi -rises such as are going up in Evanston, new as well as renovations. It s expected development of the energy efficiency standards would be by the capital development board, but would comply with the international conservation code. The Bill also requires the capital development board to provide technical assistance to builders, designers, engineers and architects, as well as local jurisdictions en re enforcement. It would be important to have a statewide code because otherwise you will have variances between local codes, she explained. Statewide, this would be a common construction practice, and would be Less of a problem than if municipalities had their own codes and some would have a competitive advantage. If we can increase our energy efficiency, it will be likely there wilt be less liability In our distribution system. She noted it is atso more cost-efficient and finally, would lead to a reduction In our pollution in Illinois, if we reduce our need for electricity. A significant majority of states have adopted some form of energgyy efficiency code, she said. It's hoped the Committee will recommend to the Council support for this legislation. Alderman Rainey explained that this is for discussion only, but it's suggested we recommend that the Council endorse this. How do we do that? his. Aiello thought we would come back next time with a Resolution recommending endorsement. Alderman Rainey noted we operate under the BOCA code. Ms. Aiello noted we wilt be reviewing it this year, making modifications and bringing It to Planning Ft Development and to the Council. At least a further assessment of it can be done when Jim Is doing It as to cost and impact if adopted into the BOCA code. Alderman Jean -Baptiste would recommend this pending review by Mr.Wolinski. He felt it would be good to understand the implications. Alderman Rainey commented that if the legislature passes this, it would preempt the BOCA code. Alderman Moran did not see the sense of jumping ahead of the staff review, especially when we haven't examined the issue. Ms. Aiello recapped what she is hearing: when we are reviewing the BOCA code, we will take this proposed code into consideration and when taken to P&D both this and the BOCA code will be commented upon. Ms. Haas noted the timeframe: the state is working on this over the next couple of months. There was a previous version of this code, with a residential component, that did not pass. Alderman Rainey thought that at this point we cannot proceed -- we need to let our staff took at this and if it's the same as the Environment Hoard is looking at we have it. It's the consensus of the Committee that our staff take this, and look at it, as they look at the building code. Mr. Leppke added that the Environment Board's concern is this bill is moving forward, and he thought it a good move on the part of the legislature to establish a uniform code throughout Illinois. Without that, you will get into all sorts of construction practices with a lot of confusion. A lot of code requirements, he said, are already being complied with by the contractors and owners, recognizing the high cost of energy. They felt it important the state adopt a code. We were pleased, he added, that the capital development board would be the focal point to review it. The bill tells the capital development board to develop something. At that time, we would have the ability to make our wishes known. Alderman Rainey wished to know more about the capital development board and asked for any addition information that could be given about this, and how the international code will be developed Into a state code. Mr. Freeman added that when you read the bill, the capital development board is primarily responsible for compliance, the mechanism for how compliance is to be achieved. The City of Chicago has its own energy conservation code, and its mechanism for compliance is the design team going through training to certify the design is in compliance, so that's where the responsibility rests for implementation. The contractors will follow what the construction documents tell them to do. When you're talking about implementation It's almost a matter of enforcement. Chicago has set a pretty good example that minimizes the burden on the code officials: when the design team certifies that it complies, the City takes it that it does. If there is no such certification the permit is either rejected or checked by another consultant at the expense of the owner. Alderman Aainey thought our staff will have to come back to us with a recommendation. She noted the issue had been clarified -and thanked the Energy Commission for this discussion. ITEMS FOR CONSIDERATION (A3.2) Lowest Responsive and Responsible Bid for Fire/Police Headquarters Audio -Visual Equioment— This item would approve the Did of�widerski Uectronics at a cost Of $44,/1V. runding is the Lw budget. Alderman Feldman moved to recommend approval; Alderman Moran seconded. Alderman Jean -Baptiste had no problem with the end product, and the vendor approved, but with the process. He noted three different vendors were invited to make a recommendation: only one bid, and the one who did is the one we wanted in the first place. Why did we invite only three entities, he asked. Is it a narrow specialty? It seemed inconsistent with our open process. Chief Whalen explained three vendors were invited to bid, but the bid was also placed on DemandStar, giving an opportunity to anybody. It wasn't a closed process: it was available to anyone who views DemandStar, a well-known way for companies to find work. Alderman Jean -Baptiste asked if this service is provided only by a few vendors. Chief Whalen estimated that there probably are more that can provide it: why they chose not to bid he could not say. Alderman Jean -Baptiste recapped that Chief Whalen said three vendors were invited to come in: the other two had provided similar services to other entities? Whalen said yyes they stated that they had. Alderman Feldman asked if we often get responses from DemandStar. Ms. totston•Brown said we did. Alderman Feldman asked if it's a reliable source and was told yes, we usually get a greater response on projects. She noted a lot of people looked at the site but not many responded to it. It was sent out to about 15, and only two asked for copies and they did not bid. Alderman Feldman asked if it was known what there is about this that would turn people off. Both Chief Whalen and Ms. Tolston-Brown said no. Alderman Rainey recalled one purchase that got 16 bids. She clarified that you can track the number of hits on DemandStar. Ms. Tolston-Brown said yes: they can tell how many people they sent the response to as well as how many asked to get copies of it. On voting to recommend the lowest responsive ana responsible bid for Fire/Police Headquarters Audio -Visual Equipment, motion passed unanimously. 'A3.4 Contract Renewal far Landsca a Maintenance Along Green Bay Road Embankment - This item would approve the one-year contri ct renewal with Yes, we tare Landscaping, Inc. tar landscape maintenance specified above at a cost of $62,210. Aldermen Moran and Feldman moved and seconded recommending approval Alderman Jean -Baptiste recalled that the second bidder got the bid; noted we have confronted a similar situation in the past. He understood that Turfcare Landscapingis a bidder in violation of our standards and requirements. The last time it came up he asked if this bidder is cast into oblivion ad infiniturrl or are we working out our issues with them so they can participate In the process. He noted this is an Evanston business and they wilt continue to bid for projects; he knew we have fallen out with other entities, some who have sued us and we continue to do business with them. He was concerned that we not stay in a static position with this entity, but that there Is a process of resolution. What has been done? Mr. Gaynor pointed out that the City Council adopted the resolution by staff to go with the second low bidder. A temporary restraining order was then filed by Turfcare. We responded and were advised to go out and come back and resolve what the issues were. We put together the issues and gave it to Turfcare. They said they would respond, and never did. The temporary restraining order was lifted. This is just a continuation of the agreement with the second low bidder. This was for a year, with two additional years if we felt the awardee did a good job. This has not been rebid. In the meantime, he continued, we have contacted Turfcare and their attorney a number of times, and we are not getting a response to the information we provided them. We feel it's clearly in their court, he conclude Alderman Rainey noted this was not a new bid, and we could conceivably see this same item in 2005. Mr. Gaynor informed the Committee that we have three or four projects that Turfcare could bid on: we could his expect at any time for tissue to come up again. We wouldbein the same situation, of having to go back to court again, or whatever. Alderman Rainey wished to have a memo about this situation. Alderman Jean -Baptiste asked if this had been handled by our Legal Department and Ms. Brenniman said it had. The Alderman said we need to understand what's going on with that relationship, so when this comes up again we are clear as to the current obstacles. Alderman Feldman agreed that we need to revisit this issue. He recalled the first time, and the difficulty, we had with this company that did not resolve over a very ions time with egregious differencez. While he was interested in people of responsibility, professional capalaility and a decent work ethic getting work in this community he was not in support of people who default on contracts, are not responsible, aver and over again. While Alderman Jean -Baptiste is urging us to reconcile, and it's a wonderful piece of advice, he said, he is waiting to see if it's passible in this case. He felt there comes a time when someone says "that's enough." He didn't know if we've arrived at that yet, was interested in the outstanding issues. This, to him, was much different than anything he'd seen happen on the Council. He was not anxious to hire one who just got through suing us. There are times, he said, when legal advice is indicated - we have no choice, and suing us is not grounds for not accepting their bid. But there are grounds when we don't have to do it. He anxiously awaited information: not just where we are now, but the whole history of the relationship. He remembered how serious it was and the money it cost the City. Alderman Jean -Baptiste was in agreement with him, but did not know if that means we banish people forever. In this project, we can't meet eye to eye; but they will be around to bid on other projects. Do we repeat our response, and if so on what basis? Do we have a process to resolve the problems? Alderrrwri Rainey suggested we get the inOmation in writing. On voting on the motion to estend the one-year contract with Yes,We Care Landscaping, Inc., motion was unanimously in favor. (A3.8) AvDroval of Sole -Source Contract for GIS Data Compilation Protect - This contract, with Merrick tt Co., would provide a G15 Data Compilation Project from 1u0.1 Look County uata in the amount of $31,663. Funded in the CIP. Aldermen Feldman and Moran moved and seconded recommending approval. Alderman .lean -Baptiste said, when he first read this it sounded like the thing cities do, but he was not sure he of an answer to the question of "Why do it." He quoted "the GIS base map is Increasingly being usedgto provide extremely visible and critical services" and asked what those services were. Mr. Keegan said this allows us to provide the services we are now providing; or base map hasn't been updated since 1995. The new buitdinss, parking lots, changes in streets, etc. are not reflected. Alderman Rainey noted if you looked at the database now, you might see a cottage where today there's a McMansion. All kinds of information: alleys now paved since 1995, etc. is missing from the map. Alderman Jean -Baptiste asked what does the material being on the map do for us? Mr. Keegan answered it allows us to do analysis. Asked if it instructed the Fire Department as to the best route to a Location, Mr. Keegan said absolutely. Alderman Rainey noted this is a cheap purchase. Alderman Jean -Baptiste inferred that we update the map every 10 years. Mr. Keegan said our original plan was every five years. We try to do some of the work in-house but every so often we need professional services to do this. Alderman Rainey noted that 1995 was the First time we had a GIS system. Alderman Feldman asked the reasons for a GIS. Mr. Casey answered there were more reasons now than ever: Ward remapping, better traffic direction, better analysis of data zoning changes, mapping of every street light, water mains, sewers, information on 911, etc. We can do analyses on the tax base and what natural gas bills are based on square footage. The better the information we have, the better decisions we're going to make, he said. He noted this is the first part: in the summer we'll come back for approval to have a fly -over. This City has just begun to use the power of this database, he said: we're in the infancy of it. Alderman Rainey said we have begun to require drawings to be transmitted electrically to us. At some point they would be fed into the database, and the Fire Department wiR be able to look at the plans of a building. Mr. Casey agreed, noting we'll be able to know floor layouts, standpipes for sprinklers, emergency exits, etc. Eventually we'll be able to have that information electronically in the fire trucks. That's the tong term goats of the GIS. This is just to update the information we currently have: the City has changed a lot in 10 years. Alderman Jean -Baptiste commented that, to the question of "Why do it," it should not be assumed we're all on the same page. Your explanation is very important. Mr. Casey noted this contract is very inexpensive. The onginal data was very expensive. Getting on this with Cook County, saving resources, is saving a lot of money. We're also trying to get on board with a consortium for a joint fty-over to lower the price. Alderman Jean -Baptiste asked, for the record, to amend the answer to get a better sense. Mr. Casey agreed. On voting to recommend this purchase for approval, motion was unanimously in favor. (A4) Termination of Joint Acireement with Wilmette - This item would recommend voiding the intergovernmental agreement with Wilmette for reconstructing ajxrtion of Isabella St./Sheridan Rd. Mr. Jennings updated as to where we are right now. He said the Thursday packet material described the history of our interaction with Wilmette, a oint project they invited us to be part of. It allowed us to include the Ridge/Sheridan signal and turn t e corner onto Isabella. He outlined the three actions taken so far by the Council. Right now, he said, we're at the point where Wilmette sent a letter that, due to issues with the Ridgel Sheridan/ Isabella intersection, they wished to change the terminus. We agreed to take all of the Evanston project in the historic district through the Preservation Commission. We were denied: the State requires mast arms, the Preservation Commission denied this and we told that to Wilmette. They don't want that issue to jeopardize the project. It's a $1.8 mil,ian project now. We estimated a quarter of a million dollars If we did the work ourselves, which we would save if we tagged onto this project. That excludes the bridge. Mr: Crum noted Alderman Tisdahl is supportive of finding a way to get this done, and mast arms are okay if it's safer for children. Mr. Jennings noted Aldermen Feldman and Moran asked questions about this item. We went to Wilmette today, he reported, and they said a 60 - 90 day delay would not delay the project. Given that timeframe, we need to try to develop another approach to get this job done without losing that money. Alderman Rainey had had this conversation with Alderman Tisdahl; she said we have to find a way to overcome this problem. Alderman Feldman thought there were a couple of issues that needed to be fixed: understanding that the Preservation Board does not have veto wer •- it's a recomrnendfng body and, while their advice is appreciated it places no obligation on the Council. Also, there are other constraints: this corner is half in i Federal Historic District that the Council took no action to be in. It was done by citizens. The only participation the City had was a personal letter of endorsement by the Mayor. Here we are, he said, in a district that places burdens on us that we had no Dart in getting into. Mr. Jennings noted Section 106 is a Federal requirement for projects impacting State or Federal historic districts with requirements in terms of this project. We had asked what the requirements were last November: we have been following up, he said, but with no result. Alderman Feldman asked if the Council took action saying that we want to proceed with this project in a manner that complies with the State option for mast arms, would they take that as something that would cause speedier action? Mr. Crum thought we're going to try to look at all options: one may be that staff appeals the ruling of our Historic Preservation Commission to the Council. Mr. Jenninggss thought we could not get out of the process: we need some help getting through the process. Alderman Rainey noted we went through the process. Mr. Crum replied not the Federal 105 process. W. Jennings said we're to seek guidance from the State, and are not getting a response. Alderman Moran thought one way would be to have our State representatives subscribe to the Resolution we're talking about here. He was reasonably confident that our reps would do that. Alderman Rainey noted that our Federal representative of us into this. Alderman Moran and Rainey agreed we should contact Representatives Schoenfeld's, Hamos' and Colson's offices. It was directed that they be contacted tomorrow. Alderman Feldman said stall should consider presenting that Resolution to the Council: it can't hurt he said, and has to help to know the Council is in disagreement with the Preservation Commission. W. Crum confirmed that we will proceed with all options, Alderman Moran felt there might be others who agree with this. This matter was held in Committee until after communication with the City's representatives. Alderman Feldman added that this matter must be back on the agenda for next time. Alderman Rainey added that we should let Wilmette know we are anxious to pursue this. All agreed. (A5) Resolution 5-R-04 - A Tiered Approach Corrective -Action Agreement with E=on Mobil Corp - This Resolution would approve a f iered Approach corrective -Action Agreement tar LYbb t.entral �,t. i he Item had been held in Committee at the last meeting. Alderman Moran moved to recommend approval; Alderman Jean -Baptiste seconded. Alderman Rainey noted we had received information, and that Alderman Moran was present for this meeting. Alderman Moran explained that the whole idea behind a TACO is that you observe the situation and do a risk analysis, and if a problem arises, Exxon is required to deal with it -- they must indemnify us. The Committee referred to the language on Page Four of the agreement, paragraphs five and six. Alderman Moran noted this transfers to all transferees and is recorded. On voting to recommend approval, motion passed unanimously. COMMUNICATIONS (APW2) Police Officer Vacancy Report -- Alderman Rainey noted that in one place in the report it said there were live openings; and in another it said six. She wondered which was correct. (APW3) Fire Department Monthly Report - Accepted. (APW4) Fire Department Summary Report -- Alderman Rainey reported that we had no deaths this year, and that any community would be proud of that, given the number of calls. Regarding fire alarms under NU fire alarms the column under Fire Chargeable is blank. Chief Berkowsky said if they make an effort to correct the alarm, we have the ability to waive it. Sometimes they apply for a waiver and we don't think they made enough effort, so it remains chargeable. Alderman Rainey noted hundreds of items and not one was charged. Chief Berkowsky explained they have never applied for a waiver, the misunderstanding was due to all their billings being treated individually. They will be charged: the amount isn't on here: it's about $6,000. Alderman Rainey asked for consistency in the reporting. Berkowsky explained that all their alarms are chargeable. Alderman Rainey asked for a note to be placed on the report. Alderman Feldman thought dividing NU up by building and treating each as if it were independent, is very much like dividing a house into rooms and saying the person sleeping in the room is responsible, but not the owner of the house. How did we get to the idea, he asked, that a group of buildings, owned by an administration, is broken up into independent units. Berkowsky said we have discussed -this for at least 12 years. It just never materialized as something we can do with the system ., like the Presbyterian Homes and St. Francis, with other complexes. We have stuck to dealing with each building as an indirdual address and individual permit. Alderman Feldman asked if you find no difference between the operation of the Presbyterian Homes and Northwestern. Berkowsky noted School District #65 would be another example. He noted fraternities and sororities are theoretically responsible for their buildings. Alderman Feldman understood that, but said there are buildings in NU that are literally owned and maintained by the University. They probably have one staff of repair people going from building to building. Mr. Crum said the problem is writing an Ordinance that applies to an owner with multiple buildings. Its much easier to do it building by building. If there's direction, we will look at it again, but it's not easy to write the Ordinance. Alderman Feldman thought It just seemed unfair. Chief Berkowsky pointed out that activity increased over the years, to a record 8141 last year and turned attention to the last page of the report, showing the relatively new program, Car Seat Safety checks. Last year there were almost 500 done, with a 50% correction rate. We received numerous compliments on the program. Alderman Rainey asked if this figure was the highest number of calls and was told It was. Alderman Feldman posed this scenario: you have a 150 unit rental apartment building, you go to #105, It's a false alarm. Who do you charge? Berkowsky said it goes to the building owner, and sometimes they do charge back to the tenant, or they pay the bill. For condos it goes to the condo association, except for the units with their own system within the system. He noted the difference with newer condos is the sprinkler systems that reduce some of the false alarms. The Committee thanked Chief Berkowsky for the report. ITEM FOR DISCUSSION, CONTINUED Ms. Aiello explained that at the last meeting Alderman Moran asked to look at excess liability insurance above $10 million. Mr. Reynolds for Marsh was present. It was explained that they were able to keep our premium constant due to the good work we have done this year; but for $5 million excess it would cost about $75,000. Above that, the underwriters would like to look at some past reports before giving a hard quote. We could amend the purchase to add the 55 million tonight, or we could wait to go higher: Alderman Moran moved to go to the extra $5 million tonight. Alderman Feldman seconded. Alderman Rainey asked what they wanted to look at and was told previous year's loss runs. Asking if after review, the $75,000 might be reduced, she was told no. Mr. Crum said we are recommending the �5 million now for an extra $75,000. We must have this in place by March 1. Ms. Aiello clarified the $10 million is at the same price as last year; for an extra $75,000 we would get an extra 55 million coverage. Alderman Moran noted it was 54,925,000 less risk. Alderman Rainey asked why it was recommended we do a $10 million liability? Ms. Aiello said with looking at our loss record, it was well below the $10 million, This last year's $13 million was thought to be a blip in the chart. The $10 million was what was in place last year. Alderman Moran asked how im actful are our potential liabilities on the premium? Mr. Reynolds saiditwas very useful that the primary $10 million was confirmed prior to the news report last week. The five acts of 10 being discussed here tonight is nominal impact. It was noted the motion is to increase our liability coverage by $5 million for 575,000, bringing the premium to $290,000. Alderman Rainey asked if there was any discussion about reducing our deductible. Mr. Reynolds said yes, as well as discussing last W. The threshold has been established: there Is very little market interest In dropping It at this time. Ms. Aiello added that nobody wants us if we go lower. Mr. Reynolds noted the premiurn on this five acts of 10 was not materially impacted but what did impact the marketplace was the interest level of the other carriers. The premium wasn't impacted. Discussion continued. On voting in favor of recommending an additional $5 million in coverage for an additional cost of $75,000. motion passed unanimously. There being no further business, the Committee adjourned at 8:30 p.m. Resp ctfully submitte ` Darlene E. Nit es Executive Assistant DRAFT —NOT APPROVED DRAFT - NOT APPROVED MINL TES ADMINISTRATION Et PUBLIC WORKS COMMITTEE Peeting of March 8, 2004 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: done Staff Present: Maureen Barry, Cathy Brenniman, Pat Casey, David Cook, Paul D'Agostino Bob Dorneker, Zeltee Edwards, Douglas Gaynor, David Jennings, Darlene Nilges lathy Radek, Max Rubin, Lloyd Shepard, Bobbie Tolston-Brown, Bill Stafford, garbara Zdanowicz Others Present: Mr. Shapiro, John Szostek, Irene Gregory, Jonathon Perman, Marianne Miskiewicz, Mike Madden Presiding: Alderman Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 6:49 p.m. APPROVAL OF MINUTES Alderman Moran moved approval of the AELPW Minutes of February 23, 2004. Alderman Jean -Baptiste seconded; motion passed unanimously. CONSENT AGENDA Alderman Rainey referred to the Special Presentation this evening, and asked if a Consent Agenda could be created before the Presentation. The Committee agreed unanimously to place the following twenty Items on a Consent Agenda for recommendation for City Council approval: (Al) City of Evanston Pavroll through 2/26/04 - The payroll amount was $1,853,247.32. (A2) City of Evanston Bills List through 3/09/04 - The Bills List totaled $1,669,662.66. (A3.1) Approval of the lowest responsive and responsible bid from Pinel Andrews Construction for the Kell yY Park renovation protect -- this project would cost $114,110. Funded from 1003-04 GU Uonds. (A3.2) Approval of sole source purchase of consulting services from MKM Consulting - These services are for implementation of JD tdwaros system at a cost not to exceed $Z13,600. Funded in financial software implementation budget and through the CIP. (Requires 6 votes for passage.) (A4.1) Approval of Change Order #9a for the Fire Station #3 protect - This Change Order with Skender Construction Co., increases the project cost by 51U,161.08, from $2,402,939.11 to �2,413,200.19. (A4.2) Approval of Change Order #9b for the Fire Station #3 project This Change Order with Skender Construction Co., increases the project cost by $3,569.67, from $2,413,200.19 to $2,416,769.86. (A4.3) Approval of Change Order ti9c for the Fire Station #3 protect - This Change Order, with Skender Construction Co., increases the project cost by 55,505.95, from $2,416,769.86 to $2,422,276.81. (A4.4) Approval of Change Order #9d for the Fire Station #3 Droiect - This Change Order, with Skender Construction Co., increases the project cost by 56,426.IZ, from $2,422,276.81 to $2,428,702.93. Alderman Moran asked a question about all four fire Station change orders: why is the Committee getting all these change orders now? Mr. Rubin explained we are cleaning up the project• this is a list of things that have to be done. The contractor was busy, he added, noting it should have been all on one change order but they were put on separate sheets. It's catch-up at the end of the project: sometimes they get behind. (A4.5) Approval of the contract revision #1 for the Mason Park Field House Redevelopment Proiect -- This Revision, for Elliott Dudnik EL Associates, increases the cost by $13,040, from 547,250 to $60,290. Funded through GO Bonds and CD5G. (A4.6) Aooroval of Chance Order #1 to professional services contract with CCJM Engineers, Ltd, for Back-up Data Center & Emergency Generator Proiect - Staff requested this item be pulled from the agenda. The item was pulled, and is not on the Consent Agenda. (A5) ADoroval of Proposed Calendar of 2004 Special Events This item approves the special event applications received for events proposed in 2004, contingent on compliance of all requirements as set forth by the Special Event Policy Ez Guidelines. It was noted these are just to set the date and schedule - there will be other information staff will need. Asked if everyone paid their application fcc, !r_. Gaynor said they had. Alderman Feldman asked the date of the University's graduation. No one had an answer at this time. (A6) Special Event -- Fountain Square Arts Festival - This item approves a recommendation that the annual Fountain Square Arts Festival on Church St. and Sherman Ave. be held June 26 and 27, 20D4. (A7) Special Event - Custer's Last Stand - This item approves a recommendation to hold the Zd annual Custer's Last Stand on June 19 and 20, 2004. (A10) Resolution 10-R-04 - Street Closure (Ricky Byrdsong Memorial 5K Race) - This Resolution authorizes the closure of a portion of Sheridan Road from Lincoln to Church for the 5`r' annual Ricky Birdsong race to be held June 27, 2004. (A11) Resolution 11-R-04 - Street Closure {Northwestern Homcomina Parade) - This Resolution authorizes the closure of portions of Sheridan Road from Central to Clark St. for the annual Northwestern University Homecoming Parade October 29, 2004. (Al2) Resolution 12-R-04 - Reimbursement Resolution - This Resolution allows the City to reimburse itself for expenses on FY 2005 C1P projects incurred prior to the issuance of Series 2004 bonds in April. Mr. Stafford explained that we're fast -tracking this year's bond Issue and wits bring it back on March 22 for Introduction and Approval In April. We wilt be coming with one bond issue for CIP and one for refinancing of 1997 bonds, he added. He noted Mr. Peterson will be present for this Item and said this item is a precaution against special costs that may come before. (A13) Ordinance 26-0-04 - Special Assessment N1464: Allev Paving North of Pavne St.. East of Lawndale Ave. -This Ordinance, for introduction, authorizes the paving of the alley north of Payne St., east of Lawndale Ave. (A14) Ordinance 30-0-04 - Special Assessment #1465: Alley Paving North of Keenev St.. East of Michigan Ave. - This Ordinance, for introduction, authorizes the paving of the alley north of Keeney St., east of Michigan Ave. (A15) Ordinance 31-0-04 - Special Assessment #1466, Alley Paving North of Demoster St.. East of Dodge Ave. -This Ordinance, for introduction, authorizes the paving of the alley north of Dempster. St., east of Dodge Ave. (A16) Ordinance 35-0-04 - four-Wav Stop Signs - This Ordinance, for Introduction, amends Section 10- 11.5 Sched. Y(D) of the City Code to add a four-way stop at Judson/Greenwood, and a four-way stop at Judson/Greenleaf. (A17) Ordinance 38-0-04 - Declaring City Property as Surplus - This Ordinance, for introduction, would declare miscellaneous items, including a circulating large parts washer, modular computer system, and miscellaneous vehicle parts as surplus property to be sold at the Fox Lake auction on April 3, 2004. Alderman Rainey noted the list of items, which had not been copied in some of the packets, had been furnished. Alderman Moran asked for input as to why it was decided to hold the Fourth of July on Sunday The item was removed from the Consent Agenda. Alderman Rainey noted the additional items for discussion, and a communication regarding a request from staff to suspend the rules for the next meeting so we can get in all these altey assessments. On voting to approve the Consent Agenda, Alderman Moran moved approval; Alderman Feldman seconded; motion passed, unanimously. , SPECIAL ORDER OF BUSINESS: Presentation of JD Edwards System - Status Update Mr. Stafford was gtad to be back to talk about the IRIS system. He noted we began September 2002 and have been at this for 18 months. He noted JD Edwards had been bought out by People Soft. He said staff wilt be coming back with a contract from People Soft to complete the project. He introduced Mike Madden from M1(M Associates, who had previously been project manager for Cook County; and Marianne Miskiewicz, of M KM, who has been invaluable in helping us. He noted Mr. Casey and Ms. Witt, on the steering committee; and said Barb Zdanowicz has been the Project Manager, probably working b days a week to get this done. He called this the most massive project we have done, and a tot was due to Ms. Zdanowicz's professionalism and tenacity for keeping this on board. He discussed the history of the old, 20-year-otd system that was beyond salvation. This new system is based on a single database, he said. This system is on top of the Oracle database, and we can use these systems going into the same database. He noted the success to date, quoting Bruce Slown: "In my 38 IF years, I have never seen a system go live this smoothly - by orders of magnitude]" In 18 months we have put in four phases he explained, and said the other key thing is that this is a web -enabled system. Eventually we will 6 able to access this system remotely. The key thing about that is that it's Internet - friendly and we'll be able to change with the system. Other governments who did not make the web decision are in serious trouble now --fie noted it was a tough decision we had to make but an important one. Alderman Feldman quoted one of the slides: "Most functions rotted out in a centralized fashion initially and then decentralized when stabilized." He asked what that meant. Mr. Stafford said there was an example of this in an upcoming slide. He went on to say a key thing in the success of this new system was planning pre -implementation, and changing the way we do business. We re -engineered how we do things. We also trained: with Mr. Casey's help and the IS training room, as well as the "War Room" on the second floor with 10 computers all of which was critical to training and working out the bugs. We also had very good management, die related. With Ms. Zdanowicz we have kept on target and on task. Alderman Rainey asked Ile employees have accepted lt. Mr. Stafford thought so, not without some learning curve. But it's allowed peop a to get access to information they never had - an exampple being that you can look up a vendor and see how many times we've paid him. You can't expect people to be good financial managers without giving them the information, he said. He noted that tomiorrovr the Bills List will be in the system: it's on time and real time, and it will not take weeks to get on the system. Mr. Stafford outlined the four phases: General Ledger/Accounts Payable/Purchasing- Payroll/Human Resources/Benefits; Budgeting; and Fixed Assets/Projects and Grants. He said General Ledger gets back to Alderman Feldman's question. He noted we put in new account numbers and centralized inquiries, and the long-term impact wilt be decentralized inquiries: we can look up in the ledger and "see what's in there" in real time. We're teaching people now to do more of that. Another example: in Purchasing, we're issuing PO's electronically and starting on requisitions. tong -term, we will be able to look at the budget as to if we are going over or if we paid a vendor. We're teaching people to do that. Also, we're going to have automatic approvals that have to go through electronically, after training. We've got the information up and can do that. He said that Accounts Payable is the same kind of process. Alderman Rainey was pleased that the policy was Implemented that, if someone owes the City{ and they want something from the City, they can't get it until they pay. She hoped that this gives integrity to that policy. Mr. Stafford agreed: we are going to implement City-wide Accounts Receivable - it will be on the database and will give us a much better handle on that. We will interface that with the "We -Owe -You" program. Alderman Feldman asked, when someone applies for a permit, does that trigger an inquiry with Accounts Receivable? Mr, Stafford said yes, and explained the process which is based on that customer's database. We also have an end -of -year processing that we can do. He explained that, on inventory and contracts, we have not had a central depository. We are now requiring contracts to be electronic and attaching them to purchase orders and to a database. We can also put in trigger dates for contract renewals. Regarding Fixed Assets, he said we can do it as a front end process now and develop depreciation schedules. The CIP will have a project management module. We will have good reporting on this, and will be able to mirror the draws for Recreation and others and manage them week -to -week and month -to -month. Alderman Rainey asked if that goes for Public Works and was told yes: it's the standardized draw for all projects. We have used the standard industrial codes. Human Resources and Payroll have been running since January. We hadn't changed this in 20 years, Mr. Stafford explained. We have the paychecks coming out, though he noted not all the information is stabilized, but we're in good shape. Regarding IT failure rates, we have a very sophisticated enterprise resource system. He noted 51% of the ERPs out there have been viewed as unsuccessful- 31.1% of projects were cancelled before complete; 52.7% of projects cost over 189% of original budget. We jot this in and on time and under budget, he exclaimed. A lot had to do with the team making good, quick, hard decisions for the good of the organization. We did not have the internal squabbles over policy he said. He knew it sounded a lot like we had no problems, but we did. it's been a lot of time and a fort, and he said he could not emphasize the level of professionalism and called it a tribute to the organization. He appreciated the support of the Council and Committee. It's critical, he said, for the ton$ -run health of the organization. He said we wanted to come back with an update, and to thank all for their support. Alderman Feldman asked what ERP, Enterprise Research Planning, was and was told it's the type of system we have: the database system that lets all the business functions use the same database. Because there are so many moving parts its tough to put in. What happens with most systems, Mr. Stafford said is they are over budget and not on time. We're unique- almost all wilt continue with the project but they liad cost overruns and it took longer. It's critical to have this kind of system. It's how you put Win: in an organization like this, he said, we felt it a duty to put it in on budget and on time. Alderman Jean -Baptiste asked about accessibility through the Internet and constituents' being able to communicate to the Departments. Mr. Stafford said it could be done on some of the issues, just an email that can contact us now. As time goes on, like paying water bills now through the Internet, you'll also be able to look at the history of the account. Also, more transactions will be done over the Internet: vendors wilt be able to look at their bid documents, etc. He noted this will take some time. He noted there's business -to -citizen, and business -to -business, which uses DemandStar, with which we're getting better information out to the businesses. Mr. Casey explained this is more an transaction -based system. He felt Alderman Jean -Baptiste was talking about an customer- relationship- management system: where someone can communicate their issues about the City. We have to took at a different system for that. We will be interfacing a customer relations systems management Into this a few years down the road. Alderman Rainey felt we would want to do all of the business of the Recreation Division this way: classes, camps etc. Mr. Gaynor told her staff was working with RecTrack, which will interface with this system, to register both over the phone and over the Web at a later time. It's a matter of training and putting policies and procedures together, he said. Mr. Stafford noted RecTrack is a great system and will give customers more power to do that. Alderman Rainey thanked everyone and said it sounded very exciting. ITEMS OFF CONSENT AGENDA FOR DISCUSSION (AB) Special Event - Annual Fourth of July Celebration -Aldermen Jean -Baptiste and Feldman moved and seconded recommending approvat of this item. Aiderman Moran had been thinking about the Fourth being on a Sunday this year: have we had it on Sundays before? hV. Rubin recalled a year when it was supposed to be on a Sunday and it was decided not to interfere with church services. He said it caused such problems and many complaints. He said we vowed never to take it off the fourth again because it was confusing for people. The reason we're getting calls now is that people are afraid of that same situation, not knowing what day the Fourth of July is. it's on the fourth, people can remember it for the rest of their lives. He said this decision was because it caused such confusion and so much trouble last time - the decision was made not necessarily because of the cost issue. Alderman Moran asked what the confusion was and was told thousands of people came on the fourth instead of the third. Mr. Gaynor said we had 20,000 people at the lakefront, and it was the next day iafter the celebration) with no safety people out there. People come from all over to Evanston's celebration - not just from Evanston. Mr. Rubin estimated this happened about 10 years ago, noting it was really bad. He had been a Fourth of July Trustee a long time, he said, and vowed never to let that happen again. We work with the churches, he said, and noted the ontyy thing realty going on during church times are the sports activities in the morning. Alderman Rainey asked 4 the Fourth of July Association made this decision and was told yes. On voting to approve the Fourth of July celebration on 7/4, and waive associated City costs, motion passed unanimously. (A9) Resolution 13•11-04 - Noyes Cultural Arts Center Leases FY 04-05 - This would authorize the City manager to enter into one-year new and renewal resident artist teases at Noyes. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded. Alderman Feldman asked if the Councit acted on 3/24/03 to approve the leases, and the City Manager approved them under Resolution 4-R-03, why is this item here now? It says the present leases are for two years, from 3/1/03 - 2/29/04 and 311/04 - 2128/05. Mr. Gaynor replied that this is the 2' year of the two-year program. We brought it back as to the increases in rent, incidentals, as well as the new community service requirement for each of the artists. Alderman Feldman surmised the new thing was the new calculation, and was told that was correct. He asked about the three former tenants not returning. Mr. Gaynor said Bonnie Custner, a writer; Graham Arliss, a writer and Gail Struve, a sculptor weren't returning. Asked about the new tenants, he said there is a portrait photographer, a writer and a painter. Alderman Feldman asked if there was any kind of negotiation between the tenants and the City this time. Mr. Gaynor explained that they had the leases; there were a couple of phone calls for clarification; everyone is on board. On voting to recommend approval of the leases, motion was unanimously in favor. Alderman Rainey asked the total amount of =ney allocated for Mason Park so far. She was told $617,000 was currently appropriated, and the project will be welt over a million dollars if we can get the State grant. Alderman Rainey asked if we'll either get S40- 0,000 or nothing. Mr. Gaynor said that's the maximum you can apply for. We're going to plan it completely out whether we get the grant or not, if we have to phase it. Alderman Rainey noted that the CD program had been very good to this park. Mr. Gaynor said it was over $300,000. ITEM FOR DISCUSSION (APWI ) Presentation: Training and Employment Program for Relief Sewer Protect Jobs - Mr. Jennings explained this was a collaborative eitort between the rinance ano Nuouc worKs Departments. He ran through what we're trying to accomplish and what we have accomplished, noting the purpose is to encourage the training and employment of minority and/or female Evanston residents who are economically disadvantaged and/or meet definition of unemployed or underemployed. It began in 1994. Every contract document since then has included it. There are two basic parts to the program: a Training Program and an Employment Program. The Training Program allows two types: trade union training or an Independent job skills training program. it requires at least 160 hours of training, a mix of classroom and on-the-job. It covers general construction terms, and communication, safety, andconstructionprocedures. The Employment Program is where the contractor hires the graduates of the Job Training Program in the contract or a previous Evanston -sponsored jcb training program. Alderman Rainey asked if we subsidize the pay for the training hours and was told yes. She believed we did not subsidize for the trainees being hired, and was told that we didn't pay extra - we just pay there the wages. The contracts vary in size, Mr. Jennings said, based on the size of the contract: it's from 1 �000 to 8,000 hours. The compliance is assured by the Finance Dept. through the MiW/EBE office. Also, this office approves and monitors the job training employment program specifications In the contracts as well. The contractor must seek applicants by adve isingg in the Review notifyying the li_ Dept_ of Employment Security, churches and organizations like the NAACP. Also, the fd�/W/ 7 E office maintains a list of Evanston graduates from the prior training programs so there is a pool available. Mr. Jennings noted the contractor must certify that trainees have completed a safety portion of the training, and notify trainees in writing that they have graduated from the program and are eligible for employment. The goat is at least half the participants must graduate, and the contractor must report monthly on hours of work and wages paid to program participants. It was explained the participants are employed by the contractor, but the M/W/EBE office addresses any issues arising, and resolves them by meeting with the involved parties. Mr. Jennings said we think the program has been successful. Since it started, the Training Program has been included in 18 relief sewer project contracts and the Employment Program in all 24. The City has paid the contractor $528,332 to run the Training Programs- 81 residents have completed it and earned almost two million dollars. The program goal was for 64,W hours worked; the actual number Is much more: 82 361 hours worked. He noted during training participants earned $161,000; those who graduated earned $B9,000 during the same contract they trained under; and those in the pool earned $1.1 million; it's $2 million in wages paid. Alderman Rainey clarified they were all Evanston residents and was told they were; they have to certify that. Alderman Jean -Baptiste reviewed this since starting in 1994: we trained 81 since that time and it cost about $500,000. He asked what these individuals are doing overall? Have we tracked theme They have earned close to two million dollars. Have they continued in the field, gone on to other independent work? Mr. Stafford said we have not tracked them longitudinally. We have anecdotally: there are some still working, some went out of town and are working for contractors in other states. We don't know the percentages. He believed there were some who only worked on this program. He thought we have better numbers now with Mr. Shepard's help. when originally set up, it was not designed to track people. Alderman Jean -Baptiste wanted to know how the City budgets that money. Mr. Jennings answered it s in the sewer plan: it comes from the sewer fees. Alderman Rainey clarified that it's only when we let the contract for the sewer work. She said, if we looked at the spreadsheets for the bidders you would see a line for the training program. Mr. Jennings confirmed, sayynnIng that's how we found the total: adding up those lines. Alderman Jean -Baptiste said the money that fs in there - if we wanted to use that money to still invest In training but for other projects, can we separate the subsidy for training: could we take that and utilize it in other places for training other than long-range sewer? Alderman Rainey pointed out we are using sewer money to pay for it. She noted the money is good: over $20/hour - it's a good place to get people into the economy. Alderman Jean -Baptiste was trying to see if people could take the skills beyond the sewer project. Mr. Jennings said we think that happens, though not cne of the things we track. Over the course of this series of contracts, the City alone has done more than 52 million of contracts. We're in Phase 9 a..d 10 now. He explained where the projects were working now. Alderman Jean -Baptiste explained he had to joint the Planning IY Development Committee. Alderman Feldman thought the results very encouraging: the City spent aln?ost 56,000 per person and there is evidence of success: these people are able to work in the cU,istruction industry. Mr. Jennings clarified that most of this is labor -type work. It's construction work, eneral tabor: flagging, construction assistarice. Alderman Rainey noted the real issue is that a person who is capable of shoveling cannot walk up to one of these jobs because they don't have certification. This training program does that. They can go a"ere once they have the cards. Alderman Feldman asked, once working on a job like this, do they have bettter access to union training? Mx. Jennings said where this is where this is leading -- this enables them to be qualified for their union card and that opens up opportunities. Alderman Moran asked how this 52 million is subsidized. He said we're hiring companies to do these contracts. These companies are hiring the trainees. We're subsidizing the salaries of the trainees: is that to say we're paying money to the contractors who pay the trainees. Mr. Jennings explained the employment portion of the program: we're paying their wages: they work for the contractors who write the checks. Alderman Moran asked if the wages are broken out on a line item basis? How do you track it? Mr. Jennings said those who are in the program are laborers who work for the contractor. The reason we kna,v the dollar amount they earn is the contractor gives us a monthly report by person of hours worked and wages. We know that portion of the tabor cost of the project was paid to an Evanston resident. Alderman Moran said we have had 81? Yes. His conceptual wonderment was he saw the dollar amounts but it was hard to understand hcw effectively we've progressed the careers of those 81 trainees. The bars go up on the graph for dollars earned during training, earned during the same contract, and earned during sut~sequent contracts. He didn't see number of employees at each stage, and would be interested to know if they get a union card, work on other jobs for these companies outside Evanston. Mr. Jennings said the Alderman was asking questions of things we don't track. Alderman Moran asked why not: don't we want to understand? This bar says we spend $1,200,000 for a some number of people on some contract. Mr. Jennings said that bar is money we paid to Evanston residents that would normally be paid to someone else. It represents our under- or unemployed people. It would not have gone to Evanston residents before; now it does. Alderman Moran thought he was undoubtedly correct, but quoted: YOU give someone a full and they eat for a day; teach them to fish and they eat for a lifetime. The $1 200,000 is a value, he said. His other value is a higher one: that we have fill -in -tile -number of peopie who are now competitively able to go for good paying jobs in the sewer business etc. Would it be hard to track those 81? Mr. Stafford said his point was well taken. When designed, the program was not set up to track that. There are mechanisms we could put in to try to track that. The first goal of the program was modest: to get Evanston residents in the mix. When created there was no structure in place to track that. Again, he said, if they are in town it's much easier to do, If they leave it's another issue. He thought there are a substantial amount who were in the program who are unemployed today. Alderman Moran had heard that when this program started there were 16 Evanston residents who were employed in the training program. They went to work for the contractor and not one was employed by that company as of the termination of the contract. He did not know if it was true, but he wcutd want to know that. It would be something he would want to understand beyond the numbers. He looked at it as it's nice to say you have 52 million in the hands of 'Evanston residents, but if you haven't also given them the capability of extrapolating on that experience it's going to lead to frustration if they can't continue in that way. Alderman Feldman said this is not, in any way, a subsidy. We would be paying the contractor the same amount of money to do the lob. Mr. Jennings said except for the training program. Alderman Feldman agreed: these people had to be hired one way or the other. The only thing we're saying is if you want the contract, a certain percentage have to be from this program. He agreed it would be wonderfut if we could take 81 people and make them master electricians. If you wanted to do a program like that he said, let's talk about it. The $2 million is not that. The only move we spent for education is $200,OO6. It was tiny: UrTy skills that allowed them to get on the site and be safe and to earn $20/hour. It was a modest program, he continued, totally different than saying I want to take people and make them into people who can run heavy equipment, weld, etc. We never aspired to that. To hold this program accountable because it doesn't to that is unfair. With the aspirations that this program hadi it has to be very successful. it exceeded our goal. That's all we aspired to, he said: tell me it was too tittle. If we want to change it let's talk about changing It: adding more money to the sewer tax, and instead of $6,000 per person we'll be spending $106,000 or $200,000. Alderman Rainey thought the training program was a good program because it offered opportunity to people who did not have it before. They are having deductions for union membership. Alderman Moran felt we should try to gather that information. But going beyond that, he said, he didnotunderstand making people master electricians. He saw a graph that we're making progress in employability of Evanston residents. You put them in a training program and they work on a contract. He assumed while working they were learning things they dfdn t learn in the training program: a step progression as to skills, etc. He assumed the ability was transportable if the trainees, now emptooyyees, were developing in the work culture, etc. If someone told him, of the 81, 78 were still working for DiPaolo, etc., that would be even better. Alderman Rainey noted the jobs don't last 40 hours a week, 52 weeks of the year. But there's nothing that says a trainee from Phase 2 can't get work in Phase 6. That is happening: we have lists. It has to be said that a lot of times the trainees are not the cream of the crop, and there's a lot of heavy work involved and requirements like being on timer no talking on a phone, etc. That's a big issue. She was shocked to see the success rate: it's overwhelming and she thought it fabulous. She thought we do have the names. They must be submitted and we can compare them to the people who went through the training program. Mr. Jennings said what we don't know is what happened later. Alderman Moran said but also, maybe there's an aspect, if the aspiration was to create job skills enhancing skills, and we knew they were enduring over time, they were accessed from year to year, or, i(we knew they weren't, maybe the training needs to be adjusted in some way if not successful. But he would like to know that. Alderman Rainey suggested asking Mr. Jennings, Uoyd Shepherd, Bobbie Tolston•Brown to give us a recommendation if they think the program is adequate. Alderman Moran asked if we can develop a follow-up mechanism to know. Alderman Feldman noted human services programs to keep young girls in school and after graduation you don't know anything. Alderman Moran thought in this case, as opposed to the programs for young people, we would be able to track easier. Alderman Rainey thanked staff for the report. There being no further business, the Committee adjourned at 8:15 p.m. Respectfully submitted, Darlene E. Nilges Executive Assistant DRAFT — NOT APPROVED DRAFT - NOT APPROVED hVNUTES ADMINISTRATION B PUBLIC WORKS COMMITTEE Meeting of March 22, 2004 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Maureen Barry Chief Berkowsky, Cathy Brennfman Pat Casey, David Cook, RoRer Crum, Zeltee Edwards, Keith u 1hara Douglas daynor, Darlene Nilges, Lathy Radek, Max Rubin, Dave Stoneback, Bobble Tolston•Brown, Bill Stafford Others Present: John Peterson, Dick Peach, Greg Sinzheimer, Steve McSweeney, Mimi Peterson, Bob Seidenberg and others Presiding: Alderman Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:10 p.m. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the A&PW Minutes of March 8, 20D4. Alderman Feldman seconded; motion passed unanimously. SPECIAL ORDER OF BUSINESS - Presentation on Bond Issue Mr. Stafford introduced John Peterson, financial analyst with Legg Mason, and outlined the bonds we are proposing in tonight's Ordinance, and the Resolution related to it. 39.0.04 will be amended for the next meeting, he explained, with newer debt schedules. This issue is about $24 million, consisting of two pieces: $13.5 million for capital improvements, and $12 million for the refinancing of part of our 1997 bonds. The plan is to issue fixed rate bonds, he said, noting we're still at historically low rates. Regarding the capital improvement portion, around $13.5 million: $4 million Is for our current CIP program, which was approved at $6.5 million. We issued $2.5 million for it last year. $1.5 million Is for alleys which number close to 20 this year, more than ever before, most to be paid back with assessments; $3 million Is for Sewer Fund Contract 9B. We will use our own dollars Instead of IEPA loans for the contract; although we could have gotten an IEPA loan, the reason we're not has to do with the Insurance Fund: we will be able to take money from the Sewer Fund reserves and use it in the insurance fund, replacing in with these dollars and have a slightly lower fund balance 1n the Sewer Fund. Normally, he said, our costs on the loans run less percentage -wise than these bonds, but with the insurance Issues we have we would not recommend It. It allows us to get more of that money into the Insurance Fund. It will be between a 2 % and 4 percent: about 1 3fi`5 more this way, and that's the purpose for it. Mr. Stafford continued: $1 million wilt be in the server projects, and $4 million in the Water CIP projects. That gives us the $13.5 million. These changes will allow us to bring $8 million Into the Insurance Fund should we need to do so. We are comfortable with the amounts In those funds, he said, and don't think It will affect the water and sewer rates. Finally, he said, we are taking a portion of the 1997 series; as of the original analysis we think the savings will be about $400,000. There's not much we can do about this, he added: if rates go in our favor In April that figure will change. Either way, our benchmark is 3% of the par value of the bonds. If you're not saving at least 3% of the value of the bonds, we don't do it. We don't think that wilt happen: we will stay above that 3% figure. Those are the components of the bond issue. He noted Resolution 15-R-04 which will put the self-imposed debt limit over the current $85 million. We - are asking that it go to $90 million. He explained that staff did not think this would affect our rating: we're bringing on more bonds than we're retiring. it's a self-imposed limit, he said, not a legal one, since ' we're a home rule community. The Council has chosen to place a limit over the years to know what that number is, which is a gocd policy. He exned that we may have to revisit this next year, depending on how much we issue. But again, it's a year-to-year issue. Alderman Feldman understood it will not affect our rating with Moody's. He noted staff thought the same with $100 million which was requested last year. Mr. Stafford agreed. The Alderman knew communities that had larger debt, but noted they were larger communities. Asked at what figure we have to start worrying about this, Mr. Stafford said there was no specific number. We're above Moody's median for a city our size, but there are some AAA cities that are almost double what we are, citing Lake Forest for one. If the eight AAA cities in Illinois are compared, we are about 2/3 of the way in terms of the allocation. We could possibly go to $150 million, if our numbers still looked good. But it's good to try to keep it as low as you can, he advised. This will stabilize when we decide on our CIP. For years we've gone for $3 million. We've moved it to six, and now around twelve. One thing the rating agency likes is that we have a debt policy, and that it's being discussed by the officials. He thought at $150 million he would have some concerns, but did not think there was any specific number would hurt us. They will took, for the bonds being issued, if you are willing to tax for it, and are your books in good financial shape. in both counts the City Council has been consistent. Mr. Peterson added that we can bring an analysis back to the Council before the next meeting. Alderman Rainey brought up the fact that we're very hesitant about judgment bonds for capital Improvements. What's the cost? Mr. Peterson noted the interest rate under State statute for judgment bonds was 6%, there's no reason you have to issue under the statute; and said the issue is more a rating service relationship issue: say we're issuing bonds for this and that judgment and it becomes a difficult statement. Alderman Rainey knew there were reputational issues having to do with this. Mr. Peterson said the cost of the reputational issue is very hard to measure. He felt there is a cost if you did judgment bonds more than once. It could affect investor interest. it's hard to tell you dollar cost. The first time it's maybe nothing; the second time it could be more. Mr. Crum clarified that Mr. Peterson's recommendation was to avoid judgment bonds; Mr. Peterson agreed. Mr. Stafford said it is hard to go out a second time. He related a story about another community he'd worked in that issued judgment bonds: when they went out the next year they had to do the most due diligence ever. If you can avoid it, it's a good thing. Regarding the timetable: we plan to go after April 13 Council meeting. He noted the funding for the bonds was included in the debt service portion of the tax levy approved by the Council, and we will not exceed that. CONSENT AGENDA The Committee agreed to place the foitowing thirteen items on a Consent Agenda for Council approval; (Al) City of Evanston Payroll through 3/11/04 - The payroll amount was $1,883,041.46. (A2) City of Evanston Bills List through 3123/04 - The Bills List totaled $3,765,663.36. (A4.2) ADnroval of Change Order Ali for Phase X Contract A, Relief Sewer Project -- This Change Order, or OiPaoto Lo., increases the cost by ybl,4L.i, from 9,Y6U,UUU to S1U,U46,423, and extends the contract by 14 calendar days. (A4.3) Aporoval of Change Order #5 for Phase VI, Contract C,_Relief Sewer Project - This Change Order for V!Paolo Co., decreases the pro ect cost by yJ16,95J.1y, from 55,.iA, 1.92 to $5,037,594.7i and extends the contract by 124 days. (A4.5) Annroval of Contract Extension #1 for Debris Removal for the Water $ Sewer and Streets Departments -1 his Lontract Wensron, with Super I rucking Inc., is for minimal price increases for ds removal, funded in the Water f& Sewer and Street Departments' operating budgets. (A5) Resolution 15-R-04 - Amendinst the City of Evanston Budget Polity - This Resolution amends the City's budget policy to change the debt service limit from $85 to $90 million._ (A6) Ordinance 39-0-04 - Providing for the Issuance of General Obligation Bonds - This Ordinance, for introduction, provides for the issuance of its annual CIP bond issue, Series 2004, consisting of $13.5 million in CIP funds and $12 million In bonds to refund Series 1997 bonds. (A7) Ordinance 32-0-04 - Special Assessment #1468: Alley Paving North of Livingston, East of Woodbine Ave. -This Ordinance, recommended for Introduction and action, authorizes the paving of the alley north of Livingston, east of Woodbine, through the special assessment process. Alderman Rainey asked why this and the following two items were being recommended for both Introduction and action this evening. Mr. Fujihara explained that we had three others at the last meeting that will be up for action tonight. If we can add these three, it will save three weeks. At the public hearings, this was announced to the homeowners. Alderman Rainey didn't want to remove these Items, but noted one alley had an objector; she had some concerns about suspending the rules on that one. (A8) Ordinance 33-0.04 - Special Assessment #1472: Alley Paving N. of Greenleaf. E. of Dodge Ave. This Ordinance, recommended for introduction and action, authorizes the paving of the alley north of Greenleaf, east of Dodge, through he special assessment process. (A9) Ordinance 34-0-04 - Special Assessment #i475: Alley Paving N. of Main St.. E. of McDaniel - This Ordinance, recommended for introduction and action, authorises the paving of the alley north of Main St., east of McDaniel, through the special assessment process. (A10) Ordinance 43-0-04 - Decrease in Class C Liquor Licenses - This Ordinance, for introduction, decreases Class C licenses from 20 to 19 per the sale of Jacky's Bistro by Jacky's Bistro Inc., 2545 Prairie Avenue. (A11) Ordinance 44-0.03 - Increase in Class C Liquor Licenses - This Ordinance, for introduction, Increases Class C licenses from 19 to 20 with the purchase of Jacky's Bistro by Bistro Enterprises, Inc., 2545 Prairie Avenue. (Al2) Ordinance 42-0-04 - increase in Class D Liquor Licenses - This Ordinance, for introduction, increases Class D licenses from 25 to 26 with the addition of Adladdin's Eatery, 622 Davls Street.. Alderman Moran moved to recommend approval of the above Items on the Consent Agenda; Alderman Feldman seconded; motion passed unanimously. ITEMS OFF CONSENT AGENDA FOR DISCUSSION (A3.1) Lowest Responsive and Responsible Bid for Ice Resurfacing Machine - This item would approve the bid of Becker Arena Products, Inc. for an Ice resurfacing machine for Robert Crown Center at a cost of $68,150, including 2-yr. warranty and delivery. Funded through Fleet Services Capital Outlay account. Alderman Moran noted the Data Sheet indicated two potential suppliers, one a "no -bid." Ms. Radek confirmed. He asked if that meant the other bidder didn't deal with compressed gas. Ms. Radek explained the low bidder can provide a compressed natural gas engine; the no•bidder cannot. He sent a letter saying they were not bidding: they can't supply what we require. Gasoline engines are fine for outdoors, but not for indoors. Alderman Moran asked If staff were reluctant to carry over to liquid propane and was told yes, that it has to be delivered constantly, tanks are very heavy and awkward. With compressed natural gas It's just a hose fitting, and they are always full, with better emissions, etc. Alderman Jean -Baptiste asked if the bid was sent to only two potential suppliers; Ms. Radek said there were only two that we know of in this country that manufacture this machine. The other advantage, she said, is that it's on a Chevrolet chassis which makes parts much more available in the marketplace. On voting to recommend approval, motion was unanimously in favor. (A3.2) State of IL Low Bid for Two Dodge Dakota Pickup Trucks - This item would approve the bid of Bob Ridings, Inc. for two 2004 dodge Dakota pickup trucks for Public Works in the amount of W,894, including delivery, service manual and 7 year warranty. Funded through Fleet Services Capital Outlay Account. Alderman Moran moved approval; Alderman Jean -Baptiste seconded. Alderman lean -Baptiste said he observed through reading the description that because we budget for these items, we're purchasing them. He didn't get an analysis that the items we're replacing are in need of being replaced. He presumed that was the case, but was not certain it was. For example, looking at 16 police vehicles, he was not sure if we made an assessment of each vehicle, or if we said we have the money, let's spend the money. What is wrong with the items before us? In some cases, he assumed the warranty was longer than the life. Ms. Radek said no, on police cars warranties were three years; and it was not only time, but mileage, which is always exceeded in the three year time in the patrol division. Alderman Rainey noted one pickup truck Is an addition to the fleet. The other is replacing a 10-year-old rusted truck with a poor transmission. Ms. Radek explained that every vehicle is evaluated every year in the summer months. We look not only at the mileage, but in 10 years the body is rusted by the salt in this area, and the heavy-duty work they are required to do. We look also at the cost to maintain, their condition, if they have been in accidents, etc. During the budget process they are identified for replacement. We have a five-year plan as well. We look at each vehicle and perhaps decide we can get another year out of it. Police cars-- patrol vehicles -- are on three-year cycles. Mr. Crum added that this is an area that we are very proud of. We track each vehicle in the fleet for maintenance, repair, etc. This year we actually cut funding out of the list. The ones you'll see this year are the ones that made the priority list for this year. They have done an excellent job, he said, and he was proud of what Fleet has done in meeting our stringent funding standards. Alderman Moran asked if it was thought that some would not be replaced. Alderman Jean -Baptiste was looking at the group, and was not shown in every case there was an assessment of the vehicle. Ms. Radek explained In the patrol division the police vehicles are on three-year cycles. We have a full-time mechanic, she said, who works only on them. They used to be on a two-year cycle, but we now have extended to a three-year cycle with 90,000 to 100,000 miles. The supervisors' cars are on a 4- to 5-year cycle due to less hours of service. They are Identified by use. Mr. Stafford noted that the Fleet Service fund is an internal service fund: we charge other departments to fund it. We charge for depreciation. Ms. Radek gets an amount each year to spend. She's not locked in: if she identifies cars that are doing better, we can pull them out of the list. She has that flexibility. We are spending around $1.2 million this year. Our depredation numbers say it should be $2 million/yr. We'll be there in another year, he predicted because the debt service has fatten off. The money Is in a pool, and it doesn't say you have to buy these 10 vehicles. Alderman Feldman understood that the money that Ms. Radek may not spend this year would stay in the pool so there's no pressure to spend it or lose it. The policy is that there are no vehicles that are put up for sale or traded that have not been inspected. You make that decision based on a formula: cost to maintain, etc. She added other factors: accidents, body condition, etc. She noted the number of '95 Chevys being replaced; these "little workhorses:" the smaller Chevy trucks' front ends take a heavy beating: we get 9.10 years out of them. That's good service. She also pointed out that we have very good mechanics. But eventually, the cost and condition don't warrant keeping them. She noted we get good resale: we have budgeted $100,000 revenue (for sate of these vehicles) and exceed this amount at auction. We have a good reputation in this area. That's the other side: to be sure you get good resale for them, too. Alderman Rainey left the meeting to attend the P&D meeting. On voting to recommend approval of Item 3.2, motion passed unanimously. (A3.3) State of It. Low Bid for Six Ford One -Ton Pickup and Dump Trucks and one -and -a -half Ton Dumo, Trucks Ttxse trucks, two for Public Works, four for Parks/Forestry it Recreation, wouldbe purchased from Dennfson Carp, for $244,869.10. This included delivery and 7 year/60,000 mile warranty. Funded through Capital Outlay Account. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded. Alderman Moran noted the State of It. bid process awarded the contract to Bob Ridings, but the Data Sheet stated the staff recommendation was to award to Dennison Corp. in Bloomington. Why was there a difference? Ms. Radek explained memos are sent to the Purchasing Department, and they prepare the cover sheet. She believed it may have been an oversight, and said Dennison Corp. is correct: the State of IL awarded it to Dennison. With that clarification, the motion to recommend approval passed unanimously. (A3.4) State of IL Low Bid for One Ford F250 utility Bodv Pickup Truck - Thfs purchase would be for Facilities Management, from the tow bid of Bob Ridings, Inc. for this 2004 truck In the amount of $34,929, including delivery, 5•year/7,000 mi. warranty. Funded through Fleet Services Capital Outlay account. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded; motion was unanimously in favor. (A3.5) Northwest Municipal Conference Low Bid for 16 Police Package 2004 Ford Crown Victoria Sedans —This Item, approving the low bid of Currie Motors, was in the amount of $381,915, and included warranty and delivery. Funded through Fleet Services Capital Outlay account. Alderman Moran said it looked like we were seeking replacements for six vehicles and buying 16. The cover memo stated we're replacing six cars in the patrol division. Are all of the 16 we're seeking to purchase replacement vehicles? Ms. Radek said they were: it's just that a couple of them wilt be reassigned. She explained how a current car will be taken out of Traffic, give it to Patrol, and buy a car for Traffic. Alderman Jean -Baptiste asked if all these cars have been in service since 1995. Ms. Radek said only one in the police fleet has been in service since 1995: the van for Youth Services. Alderman Jean -Baptiste saw there is a 2003 that will be replaced. Ms. Radek said yes, the chief's car: we will give that one to Internal Services. Asked if the 1997 had 97,000 mites on it, she said yes, at least that: they use it at night for undercover work and it's In heavy use. On voting to recommend approval of the bid for 16 police vehicles, motion passed unanimously. (A3.6) Rental with Option to Buy of One 40-ton-oer-hour Snow Metter • This Item would approve a srww meiter from SES Inc. at a cost of $15,000/mo. with four month minimum to use next winter. Funding is Snow & ice Removal Account in General Fund. Sote source purchase requiring 6 votes. Alderman Moran asked if we have a snow nviter now; Mr. Edwards said no. Asked why we need one, he explained because we don't have anyplace to durnp snow. We used to use areas where there are buildings now, he continued, or in the east tat of James Park which is now used by the new senior center. The IEPA was somewhat upset when we dumped snow near the takefront because of runoff, so we have pretty much run out of places. He explained IEPA didn't contact us initially, but they contacted Parks/Forestry a Recreation. Mr. Gaynor said we were told we can't have any runoff from snow from the streets that could contaminate the lakefront. Mr. Edwards noted we always used the takefront as a last resort when other areas were filled in the past. Because of the things that were happening we lost most of the other places. Mr. Crum added that the cost of loading and trucking snow was high. Mr. Edwards said the cost for that with the private contractor Is about $20,000 per night. It usually takes about three days to clean up a large area in Evanston, Including the business areas. Alderman Feldman asked how the snow melter worked. Mr. Edwards showed pictures of the machine, noting it's a portable unit. We dump snow directly Into It, and can move It from place to place. Alderman Feldman asked the temperature it reached. He was told it puts out 9 million BTU's, and drains directly into a 24 inch sewer line. Alderman Feldman asked if there is a rate It melts snow, and was told it will take about 12 of our dump trucks per hour. Mr. Crum noted that this wilt guarantee it will not snow next year. Alderman Feldman thought if it does snow a reasonably good amount, the met ter will be kept busy. Mr. Edwards noted that this year we were not able to take the snow away. On voting to approve the rental with option to buy of a snow rnetter, motion passed unanimously. (A3.7) Annual Rental of a Loader and Excavator for Sand Removal at Church St. Boat Ramts • Thfs rental was from Steve's Equipment Service, the second lowest responsive and responsible bid, for the Recreation Division, at a cost of $18,462. Alderman Feldman moved to recommend approval; Alderman Jean -Baptiste seconded. Alderman Moran noted a reference to a second responsive and responsible bid. He asked if there were two bids on this and was told yes. He said his question had been answered. On voting on the motion, motion passed unanimously. (A4.1) Change Order #1 for Various Modifications to a Sewer Cleaning Truck - This Change Order, for El Equipment Inc. was for $7,529, to modify a Vac -Con Model V2 I 11 LHAE/ 1300 and International 7400Cab- Chassis, a truck for the Sewer Division. Funding would be the Fleet Services Capital Outlay account. Aldermen Feldman and Jean -Baptiste moved and seconded recommending approval. Alderman Moran noted the reference to several changes in the specifications; he asked if these were after the bids came in. Ms. Radek said yes. Alderman Moran asked if these modifications were such that we should have rebid this? Is there a point after we get bids back and there are changes Indicated that we go out to bid? Ms. Radek explained that in this case, this type of vehicle can be supplied by a couple of suppliers in the area. We evaluated both pieces of equipment. They operate very differently and differ in how they are mounted on the chassis. Both could serve our purposes. We sent out the bid so each could be provided. Then we could look specifically at the units. If we had been very specific when we created the specs, she continued, one manufacturer could not have supplied the unit the way we wanted it to be bid. We didn't think that was fair. if the modifications' cost, after the requirements, had been greater than the bid of the next bidder, we would have had to go out and rebid. Alderman Moran speculated that when the add- ons were added to the low bid they were stilt lower than the second low bid. Ms. Radek confirmed this, noting it's a very complicated piece of equipment and It's not easy to specify. Alderman Jean -Baptiste asked why we received only two bids. Ms. Radek did not know, but said one reason is because we require a 10-inch pipe. The typical size is 8 inches. That's a huge pipe. She felt there may be one more manufacturer who made It, but wasn't aware of it. Also, we have to have service for it within a couple of hundred miles, she added. On voting to approve this Change Order, motion was unanimously in favor. (A4.4) Change Order rR1 for Phase Vill. Contract B. Relief Sewer Protect - This Change Order, for Glenbrook Excavating & Concrete Inc., would not modify contract amount or time. Alderman Moran asked, if there are no changes on anything, why do this? Dave Stoneback explained that there are five or six items on this that are not on the original bid. City Council approval is required. Alderman Moran asked if the same amount was eliminated. Mr. Stoneback said the project was about 95% complete. Asked if we're cutting checks for the project, he said yes. It was moved and seconded to approve this Change Order, motion passed unanimously. n"EM FOR DISCUSSION (APW1) Use of Monies from Isabella St. Stub Vacation - Alderman Feldman thought that this money should go for streets. Alderman Moran inquired about the joint project with Wilmette for Isabella and Sheridan: did we figure out how to "get off the dime" on this? Mr. Fujihara said Wilmette gave us a 90-day extension to get something done. He met downstate with Historic Preservation and is preparing a 106 report to submit to the state. He said we're trying to proceed with the right course with the state, and hoping to get this done in 90 days. IDOT is contemplating separating the project into two parts: Wilmette's and Evanston's. We're waiting for approval from IDOT on it. Alderman Moran's concern was that we'll get the state funding on It. Mr. Fuj>lsara agreed: there would be a judidal transfer of the property to us. Alderman Feldman's concem was that it would be a smaller project, and put on the far end of the priority list. Mr. Crum explained that it's a phase of a project, not a separate project. Alderman Feldman surmised that it will be done in a timely manner and was told yes. Mr. Fujihara noted construction would be done possibly in '05 or'06. This is still early In the project but we believe we can get this through. Mr. Crum noted the overall question on this item for discussion (use of monies from Isabella vacation) Is whether this should go to Streets as CIP funds, and spread it around the community, getting us ahead of the game by ;500,000. Alderman Moran was completely. in favor of it, as was Alderman Feldman. Mr. Cnxn said the direction would be to place it on the next agenda. Alderman Jean -Baptiste asked Mr. Jennings to come back with a plan. Mr. Fujihara said staff would probably move things up on the five-year list. At the next meeting we will be coming back with all the MFT streets we'll do this year. Alderman Jean -Baptiste asked if this will include some work with traffic lights. Mr. Fujihara said no, explaining that this will be just for paving. For traffic signals, he said, we have been fortunate to have gotten grants. We're working on over 18 signals this year. Alderman Jean -Baptiste noted Main and Dodge neighbors were told it would take eight years. Mr. Fujihara reported that both that area, and Chicago and Dodge, will be done this year. Alderman Feldman wished to make sure all this is added, not a replacement. Mr. Crum concurred. Mr. Casey thought we had about $1.3 million, and this would be in addition to that amount. Mr. Fujihara said in addition to these funds, Rep. Jan Schakowsky got us $B00,000 for Sheridan Road improvements. Mr. Crum explained it's specific for Sheridan as a state highway. You can get federal funding and pass it through to the state for Sheridan, where we can use it for any use on Sheridan. Alderman Feldman noted it's almost double the amount - that's great. Alderman Moran asked about the Sheridan grant. Mr. Fujihara said we put in for grants and told the Council of Mayors that we would like to redo Sheridan. We have to break it down into small parts, and were surprised when we got this $600,000. Alderman Moran was trying to figure out if there were two or four streets in Evanston that would be eligible of this funding, who decides the streets that will be subject to the grants. Mr. Crum said we have discussed this several times over the years. We have to apply through a process with weighting factprs for condition, traffic flow, etc. Alderman Moran asked if other roads were submitted. Mr. Fujihara answered that Ridge and Sheridan needed repairs the most. Alderman Jean- Baptiste asked if the grant was for Sheridan Road specifically and Mr. Fujihara said it was. Mr. Crum noted we've applied every year, and we're finally getting some pieces of it. Mr. Jennings would be able to dig that information out. Alderman Feldman noted Ridge is tied up with the tree issue, etc. Mr. Fujihara declared that that project Is getting closer. We're waiting for IDOT to confirm some things; we're getting closer to repair work and signal work. COMMUNICATIONS (APW2) Police Officer Vacancv Report - Accepted. (APW3) Fire Department Monthiv Report - Alderman Jean -Baptiste asked the situation with vacancies. Acting Chief Berkowsky said we're at an even point. We had an overhire, and now we're even throughout the board. We do anticipate some vacancies this summer. Alderman Jean -Baptiste asked about the Department's pipeline - are some waiting to be interviewed? He was told the Department has about 20 file reviews the commission has to do; from them people will be selected for interviews In April. Alderman Jean -Baptiste would like to see a report on the hiring of women, minorities, African -Americans: where we are advertising, and if recruitment is an open process. He would like to know If attention is being paid to Evanston residents. Berkowsky replied that right now we're working off an existing list. There's not a test for new applicants anticipated this year. The last time the test was given we had a committee and promoted the hiring of Evanston residents through Evanston churches, etc. We will do so again at the next testing process. Alderman Jean -Baptiste asked if there was ongoing interaction with the high school. Berkowsky answered that we work very closely with the high school, and have regular meetings with them, and will promote during career night. We have not done that in the past, he said: it will be a new venture. There being no further business, the Committee adjourned at 8:23 p.m. Respectfully submitted, c Dartene E. Nilges Executive Assistant DRAFT — NOT APPROVED DRAFT - HOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of April 13, 2004 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Chief Berkowsky, Cathy Brenniman, David Cook, Roger Crum, Paul D'Agostino, Keith Fujihara, Douglas Gaynor, David Jennings, Darlene Nit es, Cathy Radek, Max Rubin, Dave Stoneback, Bobbie Totston-Brown, Bill Stafford Others Present: Robert Atkins Presiding: Alderman Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:25 p.m. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the AisPW Minutes of March 22, 2004. Alderman Feldman seconded; motion passed unanimously. CONSENT AGENDA The Committee agreed to place the following sixteen items on a Consent Agenda for Council approval: (Al) City of Evanston Payroll through 3/25/04 - The payroll amount was 51,985,111.53. Lity or Evanston Payroll through 4MIC14 - The payroll amount was $1,915,732.50 (A2) City of Evanston Bills List through 4/14104 - The Bills List totaled 51,979,156.08. (A3.1) Low Bid for 2004 Ford F450 1 % Ton Stake Body Truck with Liftgate - This bid, through the State of Illinois, was from uenrnson Lorp. in the amount or yob, lv4.Jo, including delivery. Truck is for the Traffic Engineering Division, funded from Fleet Services Capital Outlay account. (A3.2) Low Bid for 2004 Ford F350 with Pickup Body Truck - This bid, through the State of Illinois, was from Dennison Corp., in the amount of 541, 5U.35, including delivery. Truck is for the Water division, funded from Fleet Services Capital Outlay account. (A3.3) Low Bid for 2004 Ford Explorer - This bid, through the State of Illinois, was from Bob Ridings Ford, in the amount of 51J,94/, including delivery and warranty. Vehicle is for Fire Prevention Division, funded from Fleet Services Capital Outlay account. (A3.4) Second Low Bid for 2004 Ford E•350 Cab & Chassis with High Cube Body and Multi.Conductor TV Inspection LOUlpment - I1115 010 from tL.A51, dba LUL.5, is in the amount of 595,8UU, including delivery and 1-year extended warranty on camera. For use in Sewer Division; funded in Fleet Services Capital Outlay Account and Sewer Div. Capital Outlay Account. In answer to a question, Ms. Radek explained a high cube body truck looks like an ambulance in shape. (A3.5) Lowest Responsive and Responsible Bid. for_ Leahy Park Renovation Project - This bid, from Pederson Lorntructlon, is in the amount at y5i s, y nu; iunaed rrom uu-ul and UJ-U4 GO Bonds, and a 04-05 IL Dept. of Natural Resources Grant. (A3.6) Lowest Responsive and Responsible Bid for Gilbert Park Renovation Project - This bid, from Pinel Andrews Construction Corp., is for $187,000. Funded through 2003.04 GO Bonds. Alderman Rainey explained to those in the audience that the reason the Committee was not talking about each of these items is that everyone agrees about passing them. if they did not agree, they would take the item off the Consent Agenda and there would be a debate. (A3.8) Lowest Responsive and Responsible Bid for Eggleston Park Renovation Project - The bid, from Ctauss Brothers, was for 5458,140, funded through 2003.04 and Z004.05 GO Bonds. (A3.10) Non -Bid Proposal for Parking fx Traffic Study for the Downtown.- This bid, from Kenig. Lindgren, O'Hara Et Aboona, is at a not -to -exceed cost or 5y6.500; it requires a vote of six for passage. (A3.11) Sole Source Purchase for Replacement Engine for Low Lift Pump #4 - This purchase, for the Water Division, is from Caterpiliar Corp. at a cost of 598,320 and requires a vote of six to pass. (A5) Resolution 14-R-04 - WBEZ Radio Arts Festival Promotional Sponsorship Agreement - This Resolution authorizes the City Manager to enter into an agreement with WBEZ Chicago Public Radio 91.5 FM for promotional sponsorship of the 2004 Ethic Arts and Lakeshore Arts Festivals, and Arts Week Evanston, at a promotional value of approximately 514,400. (A6) Resolution 16-11-04 - Chicago Tribune Promotional Sponsorship Aqreement - This Resolution authorizes the City Manager to enter into an agreement with the Chicago Tribune for promotional sponsorship of the 2004 Ethnic Arts and Lakeshore Arts Festivals, and Arts Week Evanston, at a promotional value of approximately 531,948. (A7) Resolution 17-R-04 - Intergovernmental Aqreement with Wilmette - This Resolution authorizes the City Manager to sign an intergovernmental agreement with Wilmette to resurface Isabella St., E. Railroad (Poplar Ave.) to the CTA tracks. (AB) Resolution 18-R-04 - Joint Aqreement with IDOT for Phase 1 Engineering Cost - This Resolution authorizes the City Manager to execute an intergovernmental agreement with the IL Dept. of Transportation for 50% participation of the Phase 1 Engineering cost for McCormick Blvd. (A9) Resolution 19-R-04 - General Maintenance Motor Fuel Tax Resolution - This Resolution authorizes appropriation of $1.2 million of Motor Fuel Tax Funds for FY 04 to finance resurfacing of various streets. It was noted that item (Al 3), which is off the ArtPW agenda and for action at the Council, will also be discussed this evening. On voting to recommend approval of the above items on the Consent Agenda, Alderman Moran so moved; Alderman Jean -Baptiste seconded; motion passed unanimously. ITEMS OFF CONSENT AGENDA FOR DISCUSSION (A3.7) Purchase of 168 Trees for Sorine Planting, - This item would approve the purchase of 168 trees from the Suburban Tree Consortium (STC) in the amount of $34,331. Funded through a CDBG grant and Department budget. It was moved and seconded to recommend approval. Alderman Feldman asked if 168 trees were all we can afford. Mr. D'Agostino said yes, for this spring, explaining we also plant approximately the same number of trees in the fall. Alderman Feldman asked if these are all replacements trees and was told they were. Asked if they replace elms, or other diseased trees, Mr. D'Agostino affirmed, noting in any given year 250-350 trees come out. Alderman Feldman knew we have talked about this before: he was interested in getting the number of trees we buy significantly higher than the number we lose until we catch up. Mr. Gaynor said that staff has given reports in the past, and that we're lucky to break even. In most cases we lose more trees than we have money to replace them. Each year we put more money in the budget, and depending on the budget hearings, that's where we land. Mr. D'Agostino said this year's budget is increased over last year's, 70-80 trees' worth. Alderman Feldman noted Parks ii Forestry cared for trees, and suggested it's unfair, unfortunate and a sorry situation when someone loses a tree in the parkway and has to wait two to three years to replace. Alderman Rainey noted that sometimes that has to do with not being able to replace a tree in the same space. Mr. D'Agostino explained that this year it's mostly money, but noted sometimes we have to wait three years if our only option is to plant a new tree exactly where an old tree was. Alderman Feldman said most people did not mind moving a tree over a little. He suggested we talk about the real reason, saying he did not think someone would say I'll wait three years because I want it right there. The reason we're in this fix is we only appropriate a certain amount of money to replace trees. He wanted to appropriate more. He asked how we do this. Alderman Rainey said that the way you get more money for trees is during budget deliberations. Alderman Feldman said the other way is to instruct the City Manager to increase the money in the budget. He thought it should come as a staff recommendation at the direction of the Council. He would like to see the reports again, thought it really important, andwould like to know the figure that the City Council should approve in order to increase the number of trees to bring the waiting list down from three years. Alderman Jean -Baptiste concurred, but thought it a policy issue we need to come to terms with. He suggested Parks 8 Forestry submit a proposal every year that at minimum replaces the number of trees lost: that we not fail behind (Alderman Feldman added that we try to catch up) and when there are budgetary constraints we have to be informed. Alderman Rainey said that the City Manager instructs the Departments to maintain a level in their budget. We have to inform the City Manager to ease up on Parks it Forestry. She asked how much of this purchase Is CDBG money? Mr. D'Agostino thought it was 520,000 - 525,000 total for the year. Alderman Rainey surmised that $10,000 - 515,000 was CD monies that wasn't here before. She thought the CD Committee would prefer to spend money on something else, but it's here because we felt it very important to increase the number of trees. When we're talking to people who have other needs, replacing tax dollars with CO money there's a little struggle sometimes, she continued. We're adding to the pot. She felt there were similar conversations each time we purchased trees. Alderman Moran joined in Alderman Feldman's remarks. He would be interested in seeing incremental increases in the budget that would get us "X" percent- make-up. He would like to see that material again, and would be interested in seeing some delineation: if we spend this much more over the break-even point we will catch up by "X" percent. He'd like something by which to make a considered determination if we decided to increase the budget. Alderman Feldman requested this by the next meeting, this item to be placed back on the agenda. Alderman Rainey suggested we could then make an extra tree purchase in the fall. On voting to recommend approval of this item to the Council, motion passed unanimously. (A3.9) lion -Bid Proposal for Chicago Avenue Corridor Planning Studv - This item would hire Kenig, Lindgren, O'Hara & Aboona for this study at a cost from $14,000-515,000. it requires a vote of b for passage. Aldermen Rainey and Feldman moved and seconded recommending approval. Alderman Moran intended to support this item, but had one concern: the agenda summary indicated the study is in response to the Plan Commission and an outgrowth of the Chicago Ave. Corridor Streetscape plan. He thought it a good catalyst for this study. His particular concern is that KLOA's engagement letter does not mention the Chicago Ave. Corridor Streetscape plan. He assumed they are aware of the plan, but if not thought they should be. They should study the things outlined in the engagement letter in relation to that plan. Mr. Jennings thought that might have been an oversight: they are aware of it. Alderman Jean -Baptiste mentioned that Item 4 also talked about the coordination with the Planning Department. Mr. Jennings explained there have been two studies: the first, five years ago, KLOA did. They were not the traffic sub - consultant for the Streetscape, but they are aware of it. Voting to recommend approval, motion passed unanimously. (A4) Aaaroval of Use of Funds from Isabella St. Stub Vacation - This item would approve the recommendation to use the monies ($525,000) to fund additional street resurfacings. Aldermen Rainey and Feldman moved and seconded the recommending of this item for approval. Alderman Moran explained that we have a problem: apparently without any advance comprehension by the people who paid us this money, it's now come to light that apparently the Preservation Ordinance mandates, because of the location of the stub, the Preservation Commission must approve any gardening plan for the stub. These are monies we received from the family who purchased it: he was told they are unalterably opposed to needing approval. They will pay for all the gardening, over $200,000; but as to the Preservation Commission having approval, there may be legal difficulties. Alderman Rainey asked why these difficulties would occur. Alderman Moran mentioned tack of full disclosure. Ms. Aiello respectfully disagreed: we never indicated they would not have to go through a normal review process for changes to be done for their home. All we dealt with was the vacation: everything done to the house, and because of where it is, if they were to reconfigure that driveway, etc., that would trigger the preservation review on the 27`" of this month: if they have all the permits in place, the Preservation Commission will sign off on it on the 271", the Building Dept. on the 28''. The issue was that the family is leaving the country. we never indicated that there was no review process because we didn't know the extent of the changes to the house: that by vacating it was a carte blanche that every other regulatory process would be ignored. Alderman Moran did not know every detail, but was told this relates to the planting and landscaping, Ms. Aiello agreed, and said it's subject to the Preservation Ordinance. She said we're bending over backwards. Alderman Moran advised that they may want their money back and he did not know where theyare drawing the line in the sand. Alderman Rainey thought it sounded like this is a "hold" item. Mr. Jennings clarified that he saw the application: it's for the driveway, a fence, stairs, retaining wall and a brick pillar. Those items triggered the need for a building permit, and that review requires that landmark properties go through Preservation. When we were doing the vacation, we were concentrating on getting the street sold, he said: we were not addressing preservation issues. They need a building permit to do what they are doing. Alderman Rainey pointed out that it's not just landscaping. Alderman Moran thought there was something wrong with this, if our Preservation Ordinance says the Preservation Commission can tell them how to spend $200,000 on landscaping a former patch of asphalt. if they fell into a trap of by applying for a building permit, and the Preservation Commission can now tell them to plant hydrangeas instead of lilies, we have a problem. Mr. Jennings reiterated that what triggered this were things other than the landscaping. Alderman Rainey announced that this was not something we need to act on tonight. She could not believe the family would not do everything exquisitely so there wouldn't be any problems. She said it was the principle. She suggested holding this item. The Committee concurred. Chief Kaminski was now present to address the two liquor fine Ordinances (A10 - Ord. 45-0-04 -- Fine Increase for Certain Alcohol Violations; and Al I - Ord. 47-0-04 -- Fine for Consumption/Possession of Alcohol on Public Way). He said the reason we did this was that at many community meetings dealing with the drinking issue the issue of fines came up: they are not a deterrent to kids. They get a ticket and just pay them. This came up in meetings with residents and even NU staff. One strategy is to increase the fines to make them more accountable. With the phony licenses, kids were buying them for $50; we fine them $35. We are trying to make the fines more consistent with some kind of penalty. Alderman Rainey asked if these violations go to Administrative Adjudication and was told yes. Asked how the judges handle them, Chief Kaminski said they sometimes fine them 575, sometimes less. They are taking it seriously. Ms. Brenniman said she'd been in a number of cases, and the hearing officers follow the fines religiously: whatever the minimum fines are they get; and repeat offenders get higher fines. (A10) Ordinance 45-0-04 - Fine Increase for Certain Alcohol Violations - This item, for introduction, would increase fines for consumption/possession of alcohol, false IN and other age -related violations. It changed the minimum fine from $35 to 5200. The maximum fine was $750. Alderman Rainey moved to recommend approval; Alderman Feldman seconded. Alderman Moran commented on the provisions just referred to: that repeat offenders receive fines that are increased -- what is the formula? Ms. Brenniman thought it depends on the Ordinance: for Housing Ordinances, 550 initially and $100 for repeats. Alderman Rainey asked with liquor, is it was from S35 to $70. Ms. Brenniman said it depends on what is in the Ordinance. Alderman Moran asked if there was data to look at to see the instances of imposition of fines for fake IDs. Ms. Brenniman thought it possible that Administrative Adjudication would have that. Alderman Moran felt there would be some opportunity to make an objective review: how many times people are charged, what the penalty is if guilty, how frequently the penalty is paid, recidivism, etc. The supposition of these two ordinances, he said, is that there's insufficient deterrence. He would like to examine that from an objective standpoint. With the Ordinance's increase of six times, it seems fairly drastic. We don't frequently increase fines by six times, and he was concerned about that. Ms. Brenniman will ask Ms. Barry to put statistics together. Alderman Moran said he had the same comments regarding item (Al1). Alderman Rainey noted one of the state actions, to deny drivers' licenses for using false IDs. Ms. Brenniman said she'd check on this. Alderman Rainey noted it's taken very seriously. Alderman Feldman admitted it's a significant increase but said you can look at it two ways: the increase is too high, or the original fine is ridiculously low. He never figured out the formula for setting a fine: there is none - you have to see if it works. If introduced as a deterrent and it has no deterrence, you have to see what's wrong. This isn't a tax increase,•he said: it's an attempt to stop a form of behavior that has demonstrated very destructive qualities in the community. He had no hesitancy raising the fine if it's warranted. Alderman Rainey said the only reason to buy a fake ID is to purchase alcohol illegally. After discussion, the Committee decided to send this item to the Council, and refer it back to the A&PW Committee. (Al 1 ) Ordinance 47-0-04 - Fine Increase for Consumption/Possession of Alcohol on Public Wav - This Ordinance would amend the Code to increase fine for consumption/possession of alcohol on the public right-of-way, from $75 to a minimum of $200. Alderman Moran had the same comments as those concerning the previous item. Alderman Jean -Baptiste asked why we are raising that fine. He noted on the Fourth of July everyone was drinking on Central St. What are we trying to fix? Alderman Rainey said that it's against the law. He understood that, said we already have some deterrence, and asked if we have a major outbreak of drinking on the public way? Alderman Rainey felt it was a neighborhood issue. Alderman Jean -Baptiste asked which neighborhoods. Alderman Feldman noted the Police Chief just said this is a police sponsored initiative because of the experiences in the Northwestern area. Alderman Rainey disagreed: it was not only because of this area. Other neighborhoods also were talked about in context of these problems. Alderman Feldman noted they participated in a series of discussions with a committee headed by Alderman Newman. This came out of the constant complaints about NU students running in the streets with bottles, and wreaking havoc in the neighborhood. They said we should stop it; he agreed, and one way is to increase the fine to $200. Alderman Jean -Baptiste knew there were problems in other neighborhoods, but had never seen it escalate to such an extent. He noted he had been at the high school where this had been discussed. He did not mind increasing the fine for drinking on the public way: we need some enforcement. We already have a fine and it's not being enforced. That's what needs to be worked on, he suggested. Alderman Feldman said the message he heard was that the Police Chief came back with testimony from students that the $35 fine was laughable: was the "cost of doing business." Alderman Jean -Baptiste was looking at Other places in the city where there's no enforcement. He wondered what this additional step would do to cure the problem, if there's no enforcement. He thought we tend to concentrate the Council's and our resources on the downtown and NU. He would like to learn how to mobilize the entire city to take care of issues in the outlying areas. He had not found that formula. Alderman Rainey said one thing that has happened is that the Chief has met with neighborhood groups in all Wards for years on these issues. The residue bottles and cans are clear evidence that it's going on. She did not know if it would help in our neighborhood, if people could afford the fines, but it won't hurt. If there's a flood of enforcement the fines will be bigger. Alderman Feldman said that if before this Committee came a series of Canal Park neighbors, we would do something about it exactly like those who came before the Human Services Committee. He sat on Human Services when exactly that occurred. We did something about it. He knew that would be true for any area in the city. Doing something about it effectively may not always be the same, but the responses and focusing attention on it should be the same, and expending resources should be the same. He had not heard it's a problem in the Canal Park area. Alderman Jean -Baptiste said that we should do something about these issues: it may need to be handled differently in different wards. He did not see an intensification of enforcement in the city that would abate these problems. He would automatically go to enforcement, so one didn't need to came back here each time and say, we have this problem. He can support this, he said, but the issue still will be some enforcement. Alderman Rainey wished to make sure the Committee received 12 months' worth of information on the number of fines issues for fake ID's and public drinking. That will give us a good idea about enforcement, she added. Alderman Jean -Baptiste agreed. Alderman Rainey said that this item also will be brought back at the next meeting. On voting to recommend the items for introduction at the Council, motion passed unanimously. (Af 2) Ordinance 48-0-04 - PertaininR to Bicycle Riding on Sidewalks -This Ordinance, for introduction, would expand the area where bicycle riding.an sidewalks may be prohibited. Mr. Robert Atkins spoke, expressing appreciation for Mr. Jennings' help with this Ordinance. He.noted it's another situation around NU, but said it's one that demands some attention, especially on Foster, where bike riding on sidewalks has increased in recent years, mostly by 14U students. Pedestrians walking on the sidewalk, he said, take their lives in their hands, he had several close calls. Riders just scream at you, he added, and is particularly a problem in evening hours and for older people. He approached Alderman Newman and Mr. Jennings to expand the prohibition beyond the downtown area. He trusted Traffic Division's expertise in knowing the areas to put up signs; said Mr. Jennings explained the Alderman of the Ward would determine which areas of the Ward would get them. He was concerned with the possibility of an area falling within two Wards; wished it to be clear that if Traffic Engineering judged bicycle signs for a particular area, it's fine; but if needing approval of both aldermen he thought we may have a problem. Alderman Feldman said Mr. Atkins may be right, but his experience with Traffic is that the agent most responsive to a concern has been the alderman and not the Traffic Division. He illustrated: almost all the stop signs in his Ward were not there as a result of the Traffic Division, but because of the perception of the citizens of the Ward that they would stop a problem. He suggested it was the alderman calling about it that gets the Traffic Division to do it. He asked if Mr. Jennings was to become the arbiter of where bike regulations are needed. Mr. Jennings quipped, not if he had anything to do with it, and explained he wrote the Ordinance based on a 25-year history of writing blanket ordinances. He discussed an Ordinance for parking that allowed putting up signs almost anywhere. They worked with ward aldermen to determine where to post the signs. He thought this was a parallel: to discuss with the alderman and put the signs up. He noted there are issues that cross ward boundaries. in that case, he said, staff talks with both aldermen. Alderman Jean -Baptiste asked Mr. Atkins' objective. Mr. Atkins said to place signs in areas heavily traveled by pedestrians. Alderman Rainey clarified that his concern is the area he identified. Alderman Jean- Saptiste asked if he had identified areas that need posting and was told yes, particularly in Alderman Kent's and part of Alderman Newman's Wards. Discussion continued: Mr. Jennings explained that there is nothing now that would allow us to do this, without this Ordinance. All he was saying is to loosen it up, let it be city-wide: we can put the signs up and write the ticket. Alderman Feldman thought that was really flexible, and you could depend on aldermen to be responsive, but it goes back to this issue: you can have all the signs in the world, but without ticketing it makes no difference. He advised asking the Chief how many bicycle tickets we write each week. On voting to recommend this Ordinance, for introduction, motion passed unanimously. Alderman Jean -Baptiste said perhaps it was a new thing, but he would like to regulate motorized scooters. Ms. Brenniman said the Law Department was working on that right now. (Al 3) Ordinance 39-0-04 - ProvidinR for the issuance of General Obligation Bonds • This item was not on the AFtPW Committee agenda, being for action on the Council agenda; Alderman Rainey wished to discuss because her understanding is that we are not doing the refunding due to interest rate changes. Mr. Stafford explained we had one amendment to the Ordinance tonight, and an addition. We noted the bond council wanted some language: to consult with such council and comply with their advice as may be given. We wished only to consult, and they agreed to that. He noted some of the information apparently was not copied when packets were duplicated for the Council. Other sections added were escrow agreements and the notice of feasance. Only every other page was included in the packet, and he apologised. ITEM FOR DISCUSSION (Taken out of order) (APW2) Series 2004 Bond Issuance - Update - Mr. Stafford noted the market two weeks ago was stronger; what happened was that the stock market took a hit, resulting in municipal bonds having to compete against treasuries. Therefore, the refinancing savings falls below three percent, which is our benchmark: if below this percentage we don't do the refinancing. However, he continued, what we have asked for, once this Ordinance passes tonight, is authority to do the refunding and the main issue next week. However, we think we should wait this out; we think we can wait out the market, and that this is a huge advantage for us. He noted Schaumberg had had to take bids today, and they are horrible: over five. We are still in a relatively good market: we think we can do better and can wait a month or two. This will give us authorization. There is a possibility the refunding will come back if the ratescome back. This Ordinance lets us do both or either. He wilt report back at each AFsPW meeting. Alderman Feldman asked what kind of flexibility is needed, noting when the Council passes this Ordinance it's in Mr. Stafford's hands. He asked if he could go out in two days and grab an opportunity. Mr. Stafford said yes, after next week we could go, or two months from now. Alderman Feldman surmised that having this in our pocket is important; Mr. Stafford agreed, noting it puts us in a great position. The AEtPW Committee voted in favor of these. amendments. Alderman Jean -Baptiste invited Mr. Stafford to explain this at the Council meeting. (APWt) EDOT Report - Summary of Upcominq Traffic Signal Projects - Mr. Fujihara distributed maps with the projects marked, and photos for his presentation. Alderman Rainey asked if the Council had override authority over the Preservation Commission. Ms. Brenniman noted they are a recommending body; Mr. Jennings concurred. Mr. Fujihara noted a correction, explaining that Mr. Jennings had sent an email to Wilmette regarding finite numbers for the Isabella intersection: we originally estimated it at a quarter of a million dollars; they are coming back with $1.3 million. Ali is funded by the state through jurisdictional transfer. Mr. Jennings noted his estimate of 5250,000 to start with: after reviewing it, It looked longer than that. The clarification on what they are doing is to break their project into two steps: the Evanston portion is stage two, so they have not dropped us. What we would lose if they cut it off at stage one would be 51.3 million, including the roadwork from Maple to Ridge/Sheridan/isabelta, and another piece of Isabella. We are still in the project at this point. Alderman Moran asked how many days we have. Mr. Jennings said approximately 60. We may not make that deadline, but now that they restructured it, it's not that hard and fast. Mr. Fujihara presented the plan for signal projects for this and next year: the first at isabelta/Ridge Sheridan at $1.3 million puts us in an awkward position, he said, as to mast arms. Preservation says no, IDOT says mast arms must be put in or the project stops. We have the same problems at Central (Central/Ridge and Central/Girard). One is a preservation area. Evanston Northwestern Hospital is willing to pay for two signals, but they are in an historic area, and we're in a stalemate. With Main F1 Sheridan, he continued, when we discovered this was under preservation, we stopped the project knowing we would have some problems because of the mast arms. Again, Preservation says no, IDOT says no. We have signals that are failing apart, he said, and we don't know what to do. When we use MFT funds, or for a State right- of-way, we have to abide by certain regulations. We're at an impasse. He was planning to come at the next meeting with the recommendation to use decorative mast arms, keeping the integrity of our street lights, but meet the State highway regulation for mast arms. It will cost a little more, he added. Alderman Rainey asked how much more it would cost. Mr. Fujihara said 25% - 30% more. Discussion continued about the differences between mast arm lights and signals. Alderman Feldman asked if we have seen the pole. Mr. Fujihara said we have not seen one in the area; he would hope to bring a picture at the next meeting. He noted when submitting the 106 Report, he would like to recommend decorative mast arms. Alderman Moran asked, under these Preservation regulations, with the Commission being a recommending body, do the regulations require you to do a 106 Report? Mr. Fujihara said a 106 Report is required if we adjoin a national historic district, or if there are state or Federal funds involved. He had gone downstate and learned there's a short version of the report that is required. Alderman Moran's observation was that he didn't worry about it unless someone says we have to have the short form. We stand to lose an immense amount of money because of a Commission that has only one answer to every question it is asked. It's an incredible waste of money, a delay in needed services to our citizens, an impediment to expeditious work: we need to move forward and supported doing so in the most expeditious way. If that means forgetting the 106 report, you make a recommendation to us, and we approve the recommendation to move forward, whether there's a 106 report or not, he would vote for it. If we can't do that, and Legal says we must have the 8-page report, or the 108-page report, then we do. Mr. Fujihara said he had to write the report, but needs to write a recommendation that the City wants. He was not saying Preservation was always wrong. The took at preservation; we're looking at safety. The Council must• weigh these issues on a case -by -case and come up with what we should do. At the next meeting, he said, he would like to have an item for action. Alderman Feldman suggested Mr. Fujihara needed to lay out the steps to be taken. Is it enough that it comes to us, or does Preservation have to accept or reject it first, and then we have to override it? Or can we just pass it without dealing with them? Has the previous action served as their final action that we can now override? What gets us there the fastest? The only issue for Preservation, he said, was aesthetics; and what it does for the setting. if we can come up with something like this, it may encourage the Council to indicate that, while this is a mast arm, it mitigates it by its grace and symmetry, etc. We need to get not only what you told us you'll give us, that is, a step by step way, but very good examples of this kind (of mast arm), either this or others. Mr. Jennings noted this is a Tallmadge base and matches ours. Alderman Jean -Baptiste noted that also being suggested was to follow the appropriate procedures. Mr. Jennings clarified: what we intend to do is for each intersection tell what the steps are: they won't all be the same. Some will have to go over the 106 process. If it touches a historic district, it does. He noted there are other cases, which we'll outline intersection by intersection, that the recommendations to Council to proceed will be the final answer. Alderman Feldman thought the drawback to a 106 is that it takes along time. Mr. Fujihara agreed, noting we also need a public hearing. For Federal funding you have to go through the Federal Highway for approval also, not just the state. He needed to get the process started on all these things. He estimated he will be done with the 106 for Isabella by the next meeting. Mr. Jennings said that we haven't made it through the 106 process for Ridge. We have not gotten gotten it out of ]DOT yet. We are also pursuing the jurisdictional transfer. Mr. Fujihara felt decorative mast arms is a conclusion the State and State Preservation both will approve. Alderman.lean-Baptiste's concern was that we move in the communities where it's not restricted. Mr. Fujihara and Mr. Jennings agreed, noting that in most cases we are putting up mast arms this year. One will come to the Council for approval at the next meeting. At this point Alderman Rainey left to attend another meeting. COMMUNICATIONS (APW2) Police Officer Vacancv Report - Accepted. (APW3) Fire Deoartment Monthly Reoort • Accepted. There being no further business, the Committee adjourned at 8:55 p.m. Respectfully submitted, Darlene E. Hilges C7 Executive Assistant DRAFT - NOT APPROVED MINUTES ADMINISTRATION Et PUBLIC WORKS COMMITTEE Meeting of April 26, 2004 Members Present: Aldermen Feldman, Jean -Baptiste, 1.Iaran and Rainey Members Absent: None Staff Present: Judith Aielto, Maureen Barry, Chief Berkowsky, Cathy Brenniman, David Cook, Paul D'Agostino, Bob Dorneker, Zettee Edwards, Douglas Gaynor, David Jennings, Darlene Nilges, Max Rubin, Dave Stoneback, Bobbie Tolston-Brown, Bill Stafford Others Present: Mary Gavin Et others Presiding- Alderman Rainey SUMMARY OF ACTION Alderman Rainey called the meeting to order at 7:06 p.m. APPROVAL OF MINUTES Alderman Jean -Baptiste moved approval of the AEtPW Minutes of April 26, 2004. Alderman Feldman seconded; motion passed unanimously. CONSENT AGENDA Alderman Rainey explained to audience members that the CommitteewctM go through the agenda toget a Consent Agenda, and would put( off any items that needed discussion. The Committee then agreed to place the following eleven items on a Consent Agenda for Council approval: (All) City of Evanston Payroll through 422104 -- The payroll amount was S1,954,179.40. (A2) Cltv of Evanston Bills List through 4/27/04 - The Bills List totaled S3,747,939.96. (A3.1) Lowest_ Responsive and Responsible Bid for Fitzsimons Park Tennis Court Improvement Project - i nis Dia, trom Lnicagolano Paving Contractors, is in the amount of y1L6,UM; funaea from LUUJ-U4 GO Bonds. (A3.2) Sole Source Purchase forTalimad a Luminaires {Street Lights)- This purchase, from Konnerth Sales Assoc., is at a cost of 557,096; funded through Division of 7ra:uportation Capital Account, it requires a vote of six to pass. (A3.3) Contract for (a) Construction of Chemical Building Access Way. 3-Double-Bav Garage Facility and Installation of Chlorine Scrubber: and (b) Replacement of Motor and Gear Drive on Low Lift Pump #7 - Consideration of the contract with Kovilic Construction Co. in the amount of $1,562,600 for (a) above; and the contract with Advance Mechanical Contractors in the amount of S475,000 for (b) above. Funding is through the Water Fund. Alderman Rainey noted the number of bids received. (A3.4) Lowest Responsive and Responsible Bid for a Two -Year Contract to Provide Clothing Items for Parks/Forestry ft Recreation - This bid, from SunBurst Sportswear, would provide these items for ParksJtorestry li Recreation. Last year purchases totaled approx. $20,000. Funded through recreation centers' program budgets. (A3.5) Three -Year Professional Services Contract for Office Furniture - This contract, with Johnson £t Association, would provide office furniture for City of tvanston offices, and has two optional one- year extensions. Funded from various Department budgets. Alderman Rainey asked if the City had ever had a contract for furniture. Ms. Tolston-Brown explained we had a contract with Emrnonetics which expired approximately three years ago. (A4.1) Change Order #1 for 480-Volt Substation Replacement Project - This Change Order, with M.G. tlectric Service Lo., decreases the contract price by 51,I32, from S172,600 to S170,867.46. (A6) Resolution 22-R-04 - Lease with League of Women Voters - This Resolution authorizes the City Manager to enter into an tease agreement with the League of Women Voters for Room 1 D02 at the Civic Center, 2100 Ridge. (A7) Ordinance 11.0-04 - Subsurface Easement Aereement -- This Ordinance, for Introduction, would authorize the City Manager to execute a subsurface easement agreement with Central Park LLC fora foundation and earth retention easement for 2935 Central St. (A$) Ordinance 51-0-04 - Amendment to City Code R"ardinQ Use of Public Sewers - This Ordinance, for Introduction, would amend Sec. 7-13.8 of the City Code relating to the Use of Public Sewers. On voting to recommend approval of the above items on the Consent Agenda, Alderman Moran so moved; Alderman Feldman seconded; motion passed unanimously. ITEMS OFF CONSENT AGENDA FOR DISCUSSION (A5) Approval of Use of Funds From Isabella St. Stub Vacation - It was rioted this item, held in Committee, concerned an issue at the last meeting about a Preservation Commission concern and a concern of the seller. Mr. Jennings noted the item wilt be on the Preservation Commission agenda for the next meeting, which is tomorrow. Thus, there was no further action on this item. Alderman Moran understood from Alderman Tisdahl that there had been some discussions between herself and a representative from the family and they feet proceeding apace is okay for now. What happens later may not be. Alderman Rainey interpreted that Alderman Moran was saying we could hear from them again, noting we should proceed. It was moved to recommend this item to Council by Alderman Feldman; Alderman Moran seconded; motion carried. (A9) Ordinance 45-0.04 - Fine Increase for Certain Alcohol Violations - This item was introduced at the last meeting and referred back to A&PW. It would increase fines for consumption/possession of alcohol, false IDs and other age•retated violations. it changed the minimum fine from $35 to $200. The maximum fine was $750. Also being considered: (A10) Ordinance 47-0-04 - Fine Increase for Public Drinking - This item was introduced at the last meeting and referred back. It would increase minimum fine from S50�to-$200; maximum fine was S75D. Alderman Moran referred to the spreadsheet provided, and the fine amounts listed. He asked if we have statistics on the fines collected. Ms. Barry asked if the request was for fines paid. She did not have that information tonight but offered to get the information. Alderman Moran asked if she had a sense of how close the payments were to the fine amounts. Ms. Barry imagined that people pay what they are issued as fine amounts. Alderman Moran's other question, pertaining to both (A9) and (A10) was that there had been what he considered somewhat gyrating numbers of tickets over this 3'/, year report; in particular, it starts low in '01 in both cases. 'there are three violations in '01; it goes to 24, then 127. He asked for a perspective on why there's such a significant ascending number through '03, and a much smaller number in the first quarter of '04, Ms. Harry said that Chief Kaminski would have to address that question; he had hoped to be here but was attending the funeral of a former chaplain this evening. Alderman Moran focused a little more on the last transition between '03 and '04 in item (A9), where it went from 137 last year to 12 in the first quarter, which would be 48 for the total year. Ms. Barry stated that if you examine these over a period of a year, a lot of these are student -related offences. Spring, summer, and fall are heavier for these types of citations. That's probably what is being seen. Alderman Rainey said that one thing you might be seeing is, of the 30 fake ID violations submitted to the Secretary of State office, 22 drivers' licenses of the 30 (for Illinois drivers) were suspended for one year. if the word got out about that, you might be very careful. As. Barry thought that's a much stiffer penalty than any fine. She said, if you take the number of tickets issued and the minimum fine amounts that could be issued, you would see the fine amounts total more than the minimum. There are a lot of times when more than the minimum fine was issued, she surmised. Alderman Moran had tried to average the fine amounts per ticket, and the average was around one-third of the minimum fine. Concerning item (A10), he said, it would be -- around one-third, taking out the dismissed and "not liable" tickets. He asked if all of these go through Administrative Adjudication. Ms. Barry explained the Police Dept. had the choice of taking them to Adjudication or through the Circuit Court. Ms. Brenniman had presented a number to the Circuit Court, noting some officers wl)o work the night shift will write tickets and take them into court at the 9:00 ordinance call. She had not seen fake ID tickets but had seen several for public drinking. Alderman Moran asked if the majority are Adjudication tickets and was told yes. Alderman Rainey noted the liable default number was important: of the six last quarter, three did not bother to show up and of 59 last year, 30 did not show up. She thought that denoted that the tickets are not being taken very seriously. Ms. Barry informed that the default fines are always higher than the ticket amounts. Alderman Moran asked if we have an understanding how many tickets are issued to students. Ms. Barry said no. He noted that a default ticket could have been issued to someone from Downers Grove, for instance, who spent too long in Evanston. Ms. Barry could break it out by address, she offered, but did not have the ability to know if they were students. Alderman Moran said, not to speak against the gravity of presenting false ID's or drinking on public property, he was somewhat concerned about the level of increases in both cases. In the case of (A9) the fine is multiplied six times, from $35 to 52D0. For item (A10) it quadruples from $50 to $200. It felt like too much (of an increase) to him. He felt there's a punitive aspect in raising the minimum fine four or six times. He remembered times when fines were probably doubled. He had looked through the background materials, and said we are all familiar with a couple of bad incidents in the neighborhood but wondered if this wasn't something of an overreaction. It's conceivable, he said, that increasing the fines might have a deterrent effect though he had some skepticism. He would say, on the minimum side, doubling the fine. He asked what we are doing on the top side. Ms. Barry answered it was 55D0 now on both items. Alderman Moran proposed a substitute motion: to double the minimum fees (for A9, 570; for A10, $100) and on the maximum amounts go to $600. It was clarified that the $500 maximum was not proposed to be increased. There being no second to the motion, motion failed. On voting in favor of recommending Ordinance 45-0-04 - Fine Increase for False Identifications/Related Violations for action to the Council, motion passed 3 - 1 with Alderman Moran voting nay. Alderman Moran made the substitute motion for (A10), to double the minimum to $100. Alderman Rainey pointed out the number of people arrested for violation of this was minimal. It seemed to her silly to reduce it . Move up the fine and hopefully it will have some affect on somebody. She did not think the fine Increase In either case was a revenue item: it's a deterrent. Alderman Moran noted there is little revenue, probably very little, when we find out what was collected. Alderman Rainey could not imagine reducing this increase. Alderman Feldman agreed, noting while the number of people arrested may not be dramatic, even this small number of people have had a significant effect on neighborhoods. We have heard their testimony, he said: about going out of their house and feeling intimidation by people drinking on their lawns. It has to stop. One way to do this, he counseled, is to make the fine stiff. It was noted they laughed at the police and the law. This is not an epidemic, but if you ask people in the area, it makes them reconsider living there. Alderman Rainey asked if we notify the University when students are found liable and don't pay. Chief Kaminski, who was present, said we send the University copies of tickets. Ms. Barry said that, based on the meetings we started having with NU staff, our Division has begun sending reports to Student Affairs. We have tried to pinpoint it by issuing a report of all tickets issued around NU, any tickets issued by NU officers, and any tickets for these offenses and a couple of others, including antisocial behavior. We send a report with all tickets issued, and they can run them against the student database. Chief Kaminski stated that they do a good job following up on tickets, including offering counseling. Ms. Barry said NU had a student disciplinary process administered by Other students and faculty. Alderman Jean -Baptiste asked if notices were sent to parents of young people who are not university students. Chief Kaminski said no, just for students: those aged 17 are adults for federal offences. He did not know if the University notified parents of disciplinary actions. Alderman Feldman thought this a serious issue: the same people with fake ID's buy liquor and give it to kids. He said we can't wink at college over - enthusiasm. This isn't the same as noise: it's dangerous. He noted we have a group of neighbors meeting with the University, City and Police Dept. and they came up with a recommendation. Could we think of any good reason why we should deny that? Alderman Jean -Baptiste suggested when notices are sent to non -university students' homes, they should be stamped "Underage Drinking" or "Fake IDs." If we want to deter that activity, can we, in terms of processing the communication, send it out in such a way that parents might get involved? Chief Kaminski explained that if we get h:gh school kids, we notify the parents - high school kids are a different story. We're on top of that, he stated. We do a complete investigation of underage parties, etc. Alderman Rainey said that this increase in fines is going to get parents' attention. She noted Mr. Stafford had told us that we would be able to track unpaid fees and fines, anyone who owes money to the City of Evanston, and we would deny them other services. Hopefully, she continued, unpaid fines by underage drinkers and people with fake ID's will be tracked. Mr. Stafford explained that the system witl be ready in the fall. Alderman Rainey interpreted that, if Junior has an unpaid ticket for a fake ID, Mom and Dad will not get a Residential Parking Sticker. On voting in favor of recommending Ordinance 47-0-04 - Fine Increase for Public Drinking for action to the Council, motion passed 3 - 1 with Alderman Moran voting nay. ITEM FOR DISCUSSION (APW1) Series 2004 Bond Issuance - Update - Mr. Stafford reported that two items that were not able to begotten out until after Friday: our rating and preliminary official statement. He announced we retained our AAA rating from Moody's, which cited our strong local economy, diverse revenue base, and willingness to pass balanced budgets and stick with them, which is a credit to the City Council and this Committee. it's a great rating that will help us in the market. The second item is our official preliminary statement that we send to potential buyers of our bonds: a description of the City, our financial status, and part of the prior year's audit. That went out electronically Friday. He said we are going out for the bonds sooner,_ rather than later; maybe tomorrow with this favorable market. We are ready to go, he summed up, and are thrilled with the rating. Alderman Rainey thanked Mr. Staf ford for everything he had done. Alderman Moran noted that the report said that Northwestern University provided an economic anchor. Mr. Stafford said there was no question that NU provides financial stability. In terms of sales tax, he said, we have basically "two Christmases:" September/October, when the students come back, and December with the holidays. It provides us stability and the rating services see that as significant. Alderman Rainy pointed out that it's important to note the report mentioned, in addition to Northwestem, "sections of high -end housing stock, a local economy that has continued to generate construction activity despite sluggish regional economic conditions over the last few years, sound financial operations, and a high direct debt level that reflects considerable recent economic development initiatives." She noted it's a package here. She added that the taxpayers of the City of Evanston have done a good job in maintaining this rating. She said another reason is that Mr. D'Agostino is going to plant more trees, which adds to the value of the homes, the community and the environment. This segued to the discussion on: (APW2) Parkwav Tree Planting Timeline Alternatives - Mr. D'Agostino said that the furnished report was self-explanatory: we are barely keeping even now with the budget allocation of $65,000. He noted we used to plant 450 trees using City staff. Alderman Rainey asked the cost to plant a tree: she thought outsourcing was cheap - around 580. She asked what the problem is with finding enough trees (to plant). Mr. D'Agostino said that partly it's the restricted varieties on our list. If we used maples, for instance, we could get the number of trees. Another reason is that some nurseries had not anticipated the housing boom and they don't have the trees. Asked why the City doesn't use maples, he answered that maples are about 20 percent of our trees, as are ash trees, which are being devastated by a disease in Michigan. Alderman Feldman moved to prepare an Ordinance increasing the grant on two levels: to bring it up to $100,000 to allow the planting of 450 trees, and then increase that so that we would attain a fully planted status in four years with the annual additional contract cost of $62,000. He noted we would be caught up in four years with this plan. He thought Evanston citizens would like this very much, and it would do much for the City. Alderman Moran seconded the motion. This item would be brought back to the next meeting for approval. Alderman Feldman clarified that this is +fiat it would cost to plant the 450 plus the additional 200 trees: 650 trees per year. If done in three years, it would be a total of 725 trees to plant. He clarified that the 650 figure was wanted. We would use contract planters and buy through the Consortium. Alderman Rainey asked if the Consortium had longevity; Mr. D'Agostino said they have been around for almost 25 years. Alderman Rainey asked if there was a chance that some Other species of tree could be planted that is available. Mr. D'Agostino would look at all that are available with the 650 trees needed. The Committee thanked Mr. D'Agostino for the information. COMMUNICATIONS (APW3) Police Officer Vacancy Reaort - Chief Kaminski reported that the Department is about even now. There are a lot of people in training, he said; nine hired on the last test, eight who made it through the whole process. In the Academies we have about four and three. We are doing well. Alderman Rainey thought it interesting that in the last 60 days 11 new officers were hired, and in the last 6 months, 21 had been hired. Chief Kaminski said there were a tot of new people. Alderman Jean -Baptiste surmised that three years ago a lot of people were looking for other jobs; now a lot are retiring. The Chief added that a portion came on at the same time, and people are now taking advantage of the good pensions. He noted we like to blend both old and new officers together, but said we're getting good people. (APW4) Overhead Protection: Civic Center Roof . Mr. Rubin reported that Community Development had seen the Civic Center shingles; we are finding nails and shingles in our gutters. Some reaches the ground. They decided it's necessary to put canopies over the sidewalks for a certain distance. This is only necessary in high winds: only with 30 mph gusts do we find pieces on the ground. He noted we have had a windier season than normal. Alderman Rainey asked what the canopies would look like. She was told they are construction scaffolding. They would be lighted inside, and maybe would be turned into an art project for the summer youth kids. This leads us into another problem, Mr. Rubin continued: this is only an emergency repair: we may have to do something with the roof, and are facing "big bucks." We are still searching for solutions, but are talking hundreds of thousands of dollars. Some of the solutions. he said, are rather ugly themselves. He noted that it was the plywood decking that was failing: if it warps it pulls the nails out and the slate comes off. We have also lost hip sections on the roof. He suggested talking about this at the Civic Center Committee meeting. If we decided tonight what we're going to do, he cautioned, we still are not leaving for three to five years. It's a tong time to have the canopies out there. We need, he added, to find a solution that's not grossly expensive. MISCELLANEOUS City-wide Cleaning Efforts - Mr. Jennings reported in response to a request for assistance from Alderman Jean -Baptiste in terms of cleaning throughout the City. He noted Howard St. was covered in the regular work plan: this was to focus on and catch some of the areas not being done regularly now. The suggestion is to double the hand crews by adding another three people as seasonals to perform this work. There being no further business, the Committee adjourned at 8:00 p.m. Respec fully submitted, e_:�, do Darlene E. Nilges Executive Assistant DRAFT— NOTAPPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of May 10, 2004 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Maureen Barry, Chief Berko", Cathy Brenniman, Pat Casey, David Cook, Paul D'Agostino, Zeltee Edwards, Keith Fujihara, Douglas Gaynor David Jennings, Neal Ney, Darlene Nilges, Carlos Ruiz, Dave Stoneback, Bobbie Yolston- Brown, Bill Stafford Others Present: Mary Brugliera, Vito Brugliera, Mimi Peterson, Vera Chatz, Ann Dienner, Gerald Gordon, Bob Seidenberg and others Presiding: Alderman Jean -Baptiste SUMMARY OF ACTION Alderman Jean -Baptiste called the meeting to order at 7:07 p.m. APPROVAL OF MINUTES Alderman Feldman moved approval of the A&PW Minutes of April 26, 2004. Alderman Rainey seconded; motion passed unanimously. PAYROLL AND BILLS A ) City of Evanston Payroll through 5/06104 •. The payroll amount was $1,994,441.93. Alderman eldman moves approval; maerman Kainey seconded; motion passed unanimously. (A2) City of Evanston Bills List through 5/11/04 - The Bills List totaled $873,975.44. Alderman Feldman moved approval; Alderman Rainey seconaea; motion was unanimously in favor. CONSENT AGENDA Alderman Jean -Baptiste asked the Committee to construct a Consent Agenda. He noted that the people who wished to speak about Item A6 would be able to do so at the time the item was discussed: it would be off the Consent Agenda. The Committee agreed to place the following nine items on a Consent Agenda for Council approval: (A3.1) Lowest Responsive and Responsible -Bid for Construction of Traffic Si pal Update/Dodge & Main Intersection - MIS bla, from tfawK tnterpnses, is in the amount of 5`184,,WZ.65; funded by UU ts-)nas. Alderman Moran was now present. Mr. Jennings answered a question by explaining that there would be turn arrows all around. To Alderman Jean-Baptiste's question about the timetable for implementation, Mr. Jennings said the project will start soon, but with a long lead time. He estimated six months until completion. (A3.2) Lowest Responsive and Responsible Bid for 2004 Replacement of Sewer Structures, and Sewer & Water Main Improvements - this Did, from Lenny Holtman Lxcavation, is in tfie amount of j85/,431.8U and is funded through Sewer and Water funds. (A3.3) Approval of the Lowest Responsive and Responsible Bid for the-2004 50/50 Curb & Sidewalk Replacement Program -- This bid was from Schroeder & Schroeder, in the amount of 599,300. Funding is GO Bonds. (AS) Approval of Method of Funding for Increased Tree Planting Budget - This item considered a recommended funding proposal to increase number of parkway trees panted, through a combination of contingency and CIP funds. Alderman Rainey called it a great plan. (A7) Traffic Calming Plan: Speed Humps - Ingleside Between_Sheridan & Ridge - This item would approve a recommendation to place speed humps on Ingleside Place as outlined above. (A8) Resolution 21-R-04 -Lease Renewal for South Branch Library -This Resolution authorizes the City Manager to enter into a three-year lease for 943-949 Chicago Avenue to house the South Branch Library. Funded in the Library operating budget. (Al 1) Ordinance 53-0-04 - Providing for Successor Bond Registrar_-- This Ordinance, for introduction, would provide for a successor bond re-gistrar and paying agent for various series of bonds of the City of Evanston. (All 2) Ordinance 56-0-04 - No Parkin4 Any Time on Pitner Ave. South of Greenleaf - This Ordinance, for introduction, would amend Sec. 10-11.8, Sched. Vill (A) of the City Code to prohibit parking on both sides of Pitner Ave. from Greenleaf St. to a point 20 ft. south of the commercial drive. (A13) Ordinance 57.0-04 - Three -Wad/ Stop:_ Sherman Ave. &_ South Blvd. - This Ordinance, for Introduction, would amend Sec. f U-11-i, Sched. V (C) of the City Code to place a three-way stop at Sherman Ave. and South Blvd. On voting to recommend approval of the above items on the Consent Agenda, Alderman Rainey so moved; Alderman Feldman seconded; motion passed unanimously. ITEMS OFF CONSENT AGENDA FOR DISCUSSION (A3.4) Approval of One -Year Contract Renewal to Expand Balance of Original Contract for Water Meters & EnUlpment - This item would expend the S2,091,987 balance of the original $2,178,272 contract with Water Resources Inc. and extend it until 6/2105 for water meters and equipment. it is funded in the Water Fund Operating Budget and CIP. Alderman Jean -Baptiste noted this item proposed to extend the contract to improve equipment for automatic water meter reading. He asked what the impact of this was on employment: how have we conducted readings in the last few years? Mr. Jennings explained we are contracting it out to NICOR, who did the readings. He added that we lose no staff with this renewal, and said we are virtually complete with the process. Alderman Feldman asked if NICOR does the reading because they are coming by anyway. Mr. Stoneback said that prior to three years ago we used NICOR to read our water meters as they read the gas meters. Three years ago we began this new remote reading. We found in the past that the really old meters are not working with the new technology. We are replacing the meter heads, or the entire meter. This item supplies materials to keep the program up and running accurately. We are also looking to install another collector site in case of failure, he added, noting we haven't had a contract for the past three years since using this system. Alderman Rainey clarified that we are spending down the balance left on the contract. Mr. Stoneback confirmed, and said we doubt we'll spend more than 520,000. Alderman Rainey thought it was a great system, pointing out it provides reads every night. She was curious about the comment that we are now reading 14,257 metered water accounts. She asked if we have some non -metered accounts. Mr. Stoneback said no, but we have some without the remote reading apparatus, some in parks, etc. Responding to questions, he said srns are on regular meters, as are Northwestern and the hospitals. Alderman Jean -Baptiste asked if we pay NiCOR anything; he was told they haven't been used for three years; atone time we read meters in-house with staff; then we switched to NICOR; then for the past three years used automatic reading with these transmissions. Alderman Rainey asked how the signals are transmitted and was told that it's through an NTU device that sends a radio frequency to a collector. You want each meter to be read by at least two collectors in case one goes out, Mr. Stoneback said. The collectors use a cell phone to download the reads into our computer. Alderman Rainey recalled when it was first new and exciting; now, she said, it's "old hat." Mr. Gordon inquired about getting another collector because we want more redundancy. He said the system is only two -three years old; asked if it's necessary to spend that money? Alderman Rainey answered that the contract called for more collectors than we have operating. Mr. Stoneback added that initially the vendor indicated we should have 1 T to 12 collectors; we have only six at this time and are looking for a seventh. They do go out, he said, and the cell phone call doesn't go through. if it goes out on the night we're sending the bills out, it's a problem. Then it's critical for billing purposes. We're considering with the leftover balance purchase of another collector to create thatredundancy. Alderman Feldman understood the collectors are geographically placed. Mr. Stoneback confirmed, noting their placement on public buildings. The seventh one would go somewhere in the southern downtown area. We're creating an overlap, he explained. He confirmed that the others collectors also overlap. Alderman Rainey said the real point of the contract, in addition to installing the collectors, is the contract is being extended for a year to make sure everything is wor king as planned. She saw nothing of concern here. The contract has ended: if we were to get a refund we would have no contract with the people who do this work. She saw no harm in this. On voting to recommend this contract extension for approval, motion passed unanimously. (A4.1) Contract Amendment for Distribution System Analysis/Model - This item approves the amendment to the agreement with MWH Americas Inc. for a distribution system analysis/model, increasing the compensation ceiling by $24,242. Funding for this interconnection study between Evanston and Wilmette would be equally split. Evanston portion funded from Water Depreciation, Improvement a Extension Account in 2004 CIP. Alderman Jean -Baptiste asked the purpose of entering into this agreement with Wilmette: was there was a history of concern? Mr. Stoneback said that after 9/ 11, all major municipalities had to do a vulnerability assessment- What was found was that agencies should have redundant sources for water supply. With 15.20 million gallons that they could supply to us, it would supply a normal day's demand in Evanston. It's a feasibility study and would be presented to the Council to consider if it is worthwhile. He noted the necessity in case of an ice -over, terrorism, or large water main break in front of the water plant, etc. Alderman Rainey noted that we have supplied Wilmette with water In an emergency. Asked if there was any Homeland Security money available, Mr. Stoneback noted we got a grant of $115,000 for a vulnerability assessment study; there is no other funding available for this. Alderman Jean-Baptiste's understanding was that, through the League of Cities there were funds that could be accessed by municipalities. Is that going on? Mr. Casey said it's going on in a very trickled rate: mostly going to police and fire uses. The funds go first to the state, then to the counties, then to Chicago. We have our grant writers look at this all the time. There's just not a lot we're getting now. Alderman Jean -Baptiste moved to recommend approval; Alderman Feldman seconded the motion. Motion passed unanimously. (A6) Proposal for Use of Decorative Mast Arms at Ridge -Sheridan -Isabella, Central -Ridge and Main - Sheridan - Mr. Jennings noted this item refers to the three areas listed above; it does not apply to the current CMAQ project on Ridge. We are not recommending decorative mast arms for that project. The most urgent site is Ridge-Sheridan-lsabella, with a tight timeframe. Mimi Peterson spoke: she would read prepared comments, noted the memo said decorative mast arms would "mitigate" the aesthetic effects of traditional mast arms, and said nothing could be further from the truth: the Preservation Commission concluded mast arms are not suitable anywhere. She said the AEcPW Minutes of 4/13 demonstrate the concern of the Council was with how to move ahead. The process for the 106 Report is being rendered meaningless as are the recommendations of the Preservation Commission. The work of the neighbors will be for naught, she said, when the Council approves mast arms north and south of the Ridge Historic District. She asked why the residents are put in the position to fight with the Council. Who is thinking about how disjointed this will look? This is not the best face Evanston can present, she said. She noted Ald. Wynne eased residents' concerns by halting the project at Main ii Sheridan. In many discussions the studies used are not comparable with the urban area in Evanston: safety Issues are not the same in rural areas. Ra Joy had assured that the three lights in the Ridge Historic District are safe, she continued. Aesthetics is a quality of life issue that many taxpayers feel is not a waste of time. She said she did not live in the historic district, but these mast arms will not reflect well on Evanston. She was disappointed that the Council is not listening to the concerns of the taxpayers. Vera Chatz commented: At the Preservation Commission meeting in November, It was unanimously found that mast arms of any kind violated the standards of the Commission. Everyone at the meeting spoke against installation of mast arms at these intersections. Now she found herself in possession of a report by Mr. Jennings beginning with a legal opinion that the Preservation Commission's role is advisory. She wanted to see a copy of that opinion by a law firm. If we don't have a written legal opinion, she said, it's not a legal opinion. It's somebody's view. in researching mast arm signals in the Ridge Historic District, we found no evidence that they are safer on 2- and 4-lane roads than post arms. If the City has evidence that safety is improved with mast arms, when that is the only change, then we should see that evidence. She noted at the time of their meeting, members met with MOT and Federal Historic Preservation Commission. They studied every intersection of Ridge and suggested many simple safety changes, many low cost. No one acted on those, or contacted the members. She asked, if the signals are falling apart, why can't they be fixed? Are we waiting for a gift from the federal and state government? Where are these broken signals? She noted the report concluded that it was felt that the only feasible alternative was decorative mast arms. She asked, it was "felt" by whom? Where does the Traffic Department get the right to "feel" for the community? Ms. Chatz continued, noting we live here because of what the community looks and feels like. It's ridiculous to fight the same fight: we fought this fight already. She spent a good part of the winter in a small community in Florida whose Council she described as being responsive to residents who did not want a community center: they held a referendum and abided by what the residents wanted. She said that's democracy and this isn't. Gerald Gordon commented: the report, which includes the 106 proposal, states that the City enacted the Northeast Preservation District in 2000. Subsequent to that the City spent a huge amount of money trying to defend it. Now we're being asked to undermine the Preservation Ordinance which he felt to be inconsistent. If you take the stand that you can overrule the Preservation Commission you might as well not have a Preservation Ordinance. It's a very serious proposal being discussed here tonight. The Traffic Dept. has a huge amount of information about accidents on Ridge. What they don't show is that the cause of an accident is the inability to see a traffic signal. To say we need mast arms for safety is not proven. The City of Chicago has only three intersections on Michigan Ave. with mast arms. Within the Loop there are either none or very few. Whatever IDOT is saying about the inflexibility of their position is proven false if you look around Chicago. Difficulties with IDOT are not a justification for caving in to IDOT. He continued: Chicago Ave, is not an historic district but all these intersections from Howard to Dempster are to have mast arm signals. It's already a terrible mess with high rises and no set backs. To add mast arras where traffic doesn't warrant it will make it look like Schaumburg. He advocated that they are not necessary and are an eyesore. Whether decorative or not they still hang over the traffic lanes and impose a different feeling and are not required. Ann Dienner spoke: Last year, when first discussing mast arms at Main/Sheridan, she had asked about the number of accidents. It was minor compared to the traffic going through. It's in an historic district, a fine residential district, and she did not think arms would add to safety. It would add to disfigurement. You don't have a four -lane street on Sheridan Road. You have a left -turn signal that works welt going south on Sheridan at Main, and a right turn arrow at Main Fc Sheridan going north. She noted increased traffic southbound and some of the causes for it, asked if the matter of having new signals put in was based on the fact that Sheridan Road is going to be repaved. Mr. Jennings said no. She said she could see why Ridge and Isabella was proposed because it was being redone, but felt it was overloading the signalization at that intersection. She did not think it was needed. She understood Sheridan Road is now off the state inventory and is an Evanston street. Mr. Jennings said that it is has not been taken off and Is not an Evanston street. Asking if Ridge Avenue is our responsibility, she was told it is a state road. Ms. Dienner thought if Ridge could have this consideration, and they merit it, couldn't Sheridan and Main have the same consideration? She thought Sheridan/Main was overloading it: It's too much. Mary Brualiera, Preservation Commission member, spoke: She referred the October Preservation Commission minutes and that there was no division among the Commission members as well as the citizens who spoke, saying we don't want mast arms anywhere in Evanston. She said there is nothing different among all of these intersections involving an historic district and Ridge Ave. The item about adverse effects in the Federal Preservation Act is =3: Introduction of visual... elements... out of character with an historic resource or which alter its setting. When it comes down to the 106 public hearing, that's the one that will be stressed. She thought Alderman Moran's comments at the April 13 meeting, concerning the Commission having only one response to any issue, and costing the City time and money, make us feel as a Commission that we're not part of the City ordinances and Comprehensive General Plan: that we're a semi- official annoyance to the City government; and that makes the Commission feel very bad. Alderman Moran explained that the Council received a memo from staff approximately a month ago about how many millions of dollars are available to the City to spend on roadways and/or signalization, some if not alt of which is essential to the safe conveyance of traffic through the City. Mr. Fujihara believed Isabella represented approximately S1.3 million; $150,000 at Central Fi Ridge. Main -Sheridan he said was being funded in-house. The first two projects are being paid for by others: one by Evanston Hospital and one by the Federal government. Ridge Avenue, to make the change to post -top, would cost $600,000- $700,000. Regarding the roadway, it's dose to $4 million. Alderman Moran thought it was more than that. He said you talk about the will of the people, and people who come to a Preservation Commission meetina. and speak in favor of something, and no one showed up. He ascribed to that whatever significance that deserved. He did not represent the interests of just someone who came to the Preservation Commission, but represented the interest of approximately 8,500 people whose health and safety is impacted by what we do every day. When you talk about impact on people and degraded roadways, about a report that says the biggest contributor to accidents is people cannot see signals; when you talk about the fact that whether we like It or not IDOT has set standards mandating these kinds of signals, and we have millions of dollars tied up in these projects, he felt it's a case of the tail wagging the dog. Regarding representation, he said when the Northeast Historic District was proposed, not one person signed a petition asking for its establishment. Of the plots of land originally proposed to be in it, 61% of the owners had signed petitions saying they did not want to be in the Northeast Historic District. The score was 61 - 0. It hasn't always been one response, he said: it's been one lately. He described an issue in his Ward for which he spent a huge amount of time trying to prevent people who own a little English cottage pushing it out to the sidewalk and building a condo behind it. He thought it Interesting that the Preservation Commission looked at these plans, which were horrible, and voted them through. He didn't know where the Preservation Commission was that night, but they certainly didn't serve the people he represented. He said there are mast arm lights all over the City now. They are on Ridge Avenue north and south of the area claiming they are anathema. He did not know what people felt in those areas: do they feel not special? He has never heard anyone complain about a mast arm signal: they're pretty ubiquitous. He felt the City has made a contribution to aesthetics and light through adopting the policy that we will continue to replace and maintain Tallmadge lights throughout the City. It cost a lot of money, and he was in support of it. But at some point, he continued, you have to sort these things out. The same solution is not applicable in every situation. As a community you have to recognize that. To promote safety, in terms of roadbed and signalization, to promote fiscal health, when we have the opportunity to obtain millions of dollars for big projects that will Never get done unless we avail ourselves of this money. When he read the memo he referred to earlier, and it's all there in black and white, the Preservation Commission says no. His opinion is that we need to move on in this regard. A big contributing element to his moving here 28 years ago was that he loved the look of the City. It's a motivating force for him to stay and work here. He spent many hours working about teardowns. No one bought it: it got shot down. People on the Council did not care very much about preservation in that situation. It's an affordability issue, an aesthetic one, a diversity issue, a young -and -older person issue. Where there is a lot at stake, to stop all these projects is a mistake. He said he was a preservationist at heart, but when people become ideological over it, it hurts preservation. Alderman Rainey asked, if we're going to propose to IDOT, if the Council agrees, to use decorative mast arms at Isabella - if we were not to do that, insisting on post -tops, would that preclude us receiving the $1.3 million for that project? Mr. Fujihara explained that Wilmette would take Evanston out of their project and build to their border: it's a Wilmette project. Alderman Rainey asked if they have $1.3 million from Federal funds for their project and was told yes. Asked about Main and Sheridan, Mr. Fujihara said it was bid two years ago: this happened just before the Ridge project. When we saw that opposition, we stopped the project and deleted the contractor. We went to IDOT about allowing post -tops, and ran into the same thing: we are caught right now, and don't know what to do. That's the problem at that intersection. He noted that project is City -funded. Alderman Rainey asked if downtown Michigan Ave. is a state road. Mr. Jennings said yes. Asked why they are exempt, Mr. Fujihara said that IDOT explained it's because it is a split highway, and they can put signals on the center island: that makes a difference, with signals in the middle of the street. Alderman Feldman wished to talk about the money available from the Federal govemment. He asked if we could freely access that money without state participation. Mr. Jennings did not know, adding there's 53 million in the Bill which has not passed, earmarked for Ridge. It's our belief that would be combined with State money to complete the jurisdictional transfer, and using both monies pay roughly 54 million to repair Ridge. When it becomes our street, we can move forward with post tops. Alderman Feldman surmised we could not alter Ridge currently. Mr. Jennings confirmed, noting they control it: it's an unmarked State highway like Sheridan Road. We cannot rebuild it at its current width and lane configuration with jurisdiction at the State level. Ms. Chatz said that in terms of the money for Ridge Ave., there was initially, in the proposal to put in post tops, no money to repave it. That grew out of our discussion for Evanston to get jurisdiction over the roadway and we would then repave it. It has not been paved for 40 years, she said, under State jurisdiction. With jurisdiction, we will be able to pave it. That would not have happened without the cooperation of all of us, trying to get it paved and still have post tops. Mr. Gordon added that the State, if it conditions to control Ridge, will not repave it unless they widen it. By taking possession of the road we can repave it with federal and State funds without widening It. Alderman Feldman asked what is stopping us from taking jurisdiction. Mr. Jennings replied that in jurisdictional transfers the common practice is to have the road repaired to a certain level before the transfer. The State would probably "sign on the line" right now to give us the street without improvement, he said. It hasn't been paved in 40 years. We won't be able to do that without an influx of cash. If we can get a guarantee that we can get that money from the State, we can to it. Alderman Feldman thought, with the 53 million set -aside in the Federal government, and $850,000 from the State, if that passed through the federal budget the City could make a speedy initiative to get the additional money from the State. Mr. Jennings hoped that would be correct, but the transfer has to occur. The roadway improvements do not, but the transfer does, and it's been our advice to Council that we don't take that road unless there's some guarantee of funding. Mr. Bugliera addressed Alderman Moran's comments: the safety has not been correlated with the mast arms. His wife, he said, was on the Preservation Commission, and to have her and her cohorts dismissed bothered him. Alderman Feldman told him that there were times when he had been on the Council and was "blown out of the water" - and that means nothing except that he lost the battle. The boards and commissions have the admiration and respect of the Council, but that doesn't include docility or automatic agreement. We ask for the judgement of all the boards but the ultimate responsibility lies with the Council. if you think a "yes" or "no" of the Preservation Commission is dismissed out of hand, he said, you're badly mistaken. Whatever decision the Council makes for the best interest of the City - that's the way it is. it doesn't mean that we don't respect the boards' judgements. He noted that he's heard the people want it and the Preservation Commission wants it, which means that the curtain goes down. That's never been the case. He felt the judgements of boards and commissions have been essentially for him to do his work on the Council. There had been a few times, he noted, he had to disagree. Alderman Moran addressed the point about masts arms and safety: it's not the City of Evanston who decided mast arms need to be Installed: it's the State. He did not know whether they promote safety or not: it's not his call, or any of our calls - it's what the State mandates. If we can't factor that into the equation of how we do business, he said, then we're lost. You have heard staff say we don't know what to do. The State's not going to let us do anything unless we tee it up; and we've got people here who say "That's not what we want." We're in stasis now on a bunch of projects with millions of dollars at stake. Doing nothing means we fall back. It's not the City's call. Ms. Peterson wished to return to the idea of a comprehensive plan for all areas, and how one affects the other. With post -tops and then mast arms, it doesn't speak well for overall appearance. Reading the 4/13 AE6"vy minutes, she said, direction of the Council was clear: how do we move forward and get past this? No matter what hearing or report, we just want to get through this. Ms. Peterson quoted Mr. Fujihara as saying he got the direction he looked for: that we are going to accept as acceptable decorative mast arms. She said you're hearing that people are opposed to these mast arms. If you're prepared to move forward, she thought it unfortunate. Ms. Dienner said it's an invasion of a prime residential and historic district, the Main -Sheridan Road is an entranceway to the City, and these arms create a startling effect: that you're going into a more commercial and terribly urban type of design. She said what we have now is true to the ambience of the area. Southeast Evanston is now the focus of heavy pressures and adding these arms is not going to help. The safety situation is relatively minor, she said. This is for cars, not for people and residents, and this is what is so unpleasant about it. Mr. Ruiz, Preservation Coordinator, clarified that the 106 procedure with IDOT is only one component. The other is the IL historic Preservation Agency. if the City did not have a Preservation Commission, he said, the fact that we're dealing with a federal district, they have to fulfill Section 106. One frustration of staff is that IDOT and the IHPA don't agree on the best solution. IHPA doesn't have a final answer. The purpose of Section 106 is to mitigate adverse effects on an historic district. There has to be some way the City can work with both to get the best outcome. We're not moving anywhere, he agreed, but not because of the City not doing anything: the two agencies are not doing anything, and that's a problem. He emphasized that the Preservation Commission has a very narrow focus of action: they try to stay within the guidelines. They hear legitimate concerns about traffic or density, but they cannot vote on those issues - they defer to the appropriate bodies. He thought in this case what we should try to do is mitigate the adverse effect if there is one. That has to be the work of IDOT and IHPA. IDOT is only one component of the review process. Alderman Feldman said that one of the main sources of energy pushing this Is Wilmette saying we must make a decision or they will let us out of the project. There's a time issue: they will either go ahead without us, or we have to answer within a given time and say yes. For him, the question of not having the luxury we have with Ridge Ave. was a consideration. We have to make a decision now. We could not wait for IDOT and IHPA to agree. That's the issue Council has with this particular comer. Also, he said, we were presented with a design for decorative mast arms that seemed much different than the one staff showed us here. He asked if they had copies. Mr. Jennings said no, but it's similar. Alderman Feldman's judgement was, though he'd prefer no mast arms at all, this particular mast arm doesn't do the things people say they do. He agreed with most of the people: the existing mast arms are intolerable, but did not think that about these: he had seen similar ones in historic districts in Boston and other places. All the issues: the time, money and opportunity, cost to delay that we have with this intersection: he felt it doesn't set a precedent and is not going to have people say "What's happening to 'Evanston!" He had lived with mast arms all his life, on Central St., for instance, and never realized they were there. He doubted people think about what's overhead. That doesn't mean they aren't garish things that we should avoid, but to equate that design with a cataclysmic, aesthetic, qualityof-life disaster on that corner is overkill. Alderman Rainey said she would like to amend the motion to exclude from staff's recommendation, and place on hold, the matter of the light at Main and Sheridan; and proceed on the other items: Central Et Ridge, and Isabella ft Sheridan. Alderman Moran seconded accepting this amended motion. On voting, the amended motion was accepted unanimously. It was explained the motion now being voted upon was to proceed with the staff recommendation to use decorative mast arms at Ridge/Sheridan/Isabella and at Central/Ridge. Aldermen Feldman and Moran moved and seconded this motion. Motion was unanimously approved. (A9) Resolution 27-R-04 - Grant Application for Save America's Treasures Grant - Alderman Rainey moved approval; Alderman Feldman seconded. Alderman Moran asked for an explanation of governance structure of these buildings. Mr. Gaynor said they (the Fog Houses) are owned by the City, leased to the Lighthouse Park District. They are used by the Ecology Center for camp programs. Alderman Moran asked • • • - - • • . h4vy the camp,programs interface with the Lighthouse Park District - how it works. He was told the City owns the building; leases Them to'tfieUgh`Lhcrwse -park Dist-,, actila)ly the City has maintained the fog houses and has operated them for years. Alderman Moran surmised that the Lighthouse Park district liai thb possessory interest in the lands. Mr. Gaynor noted an amendment to the lease to provide for the fog houses to remain in operation for the Ecology Center programs. Alderman Moran recalled this is a matching grant, and the funds could range from a quarter million to a million dollars. Mr. Gaynor said the Federal government would fund up to a million; our request is about $253,000. Alderman Moran said our overall budget is half a million dollars. Mr. Gaynor: The City's share would be $253,000 and the Federal share could be $253,000. Alderman Moran asked if we have the quarter of a million reserved. Mr. Gaynor said, should we receive the grant, we would propose to the Council to add that to the CIP. On voting to recommend approval of this grant application, motion was unanimously in favor. (A10) Resolution 28-R-04 -Voluntary Disclosure Agreement with Ameritech Advance Data Services of IL - Aldermen Feldman and Rainey moved and seconded recommending approval. Alderman Rainey asked staff to tell them about "these crooks" and how it's come to this. She said to include what staff thought we'd find if we had the time, Inclination and money to audit their books. Mr. Stafford said this is Ameritech Advance Data Services, a subsidiary of Ameritech, and clearly they provided the services but did not pay taxes. It was a 5% tax at the time. They discovered this and came clean with the State of IL, and have estimated this liability at $110,000. Compared with other similar taxes, and our collection prior to the State collecting this tax, it's in the ballpark. This is really a business recommendation we're making. The only thing he could say is we thought the money was ballpark; and the State looked at their books. They could have given us 5.6% a year; are giving 1% per month, 29% interest on this. Based on that fact, It gave him a feeling that we have a ballpark number. . He was not telling the Committee it was foolproof. The problem is we'd have to spend legal and auditing fees, and the one percent per month would be off the table and perhaps unrecoverable. It's a business decision, he concluded, and we recommend we take it. Alderman Rainey supposed if we had been collecting this tax we would have know we weren't getting it. When the State takes revenue collection away they are not on top of it, and it bothered her. She recommended taking the deal. On voting on the motion, it was passed unanimously. (A14) Ordinance 58-0-04 - Establishing Overnight Residential Parking District on Sheridan Square- This item was being recommended for introduction and action this evening. It would amend Section 10-11.18, Sched. XVIII of the City Code to establish an overnight residential parking district at Sheridan Square. It was moved and seconded to recommend approval. Alderman Rainey explained she took this off the consent agenda because it's apparent over the last few years that people who live west of the Lake have less and less access to it after certain hours. She noted when she lived on Hinman her family was at the Lake morning, noon and night. If you live at Dodge and Dobson, she said, you cannot walk over to the lakefront. People who do not live within walking distance cannot enjoy it like those who live there can. She felt for these neighbors, understood they need parking, and wanted them to have their district, but wished to talk to the Council about making it possible for people who live in Evanston too far away to be able to park at the lakefront; if not at Sheridan Square, perhaps at Clark St where it would not bother anyone. She said the lakefront was becoming more and more exclusive at certain times of the day. Alderman Feldman asked if this Ordinance was to restrict parking just to residents of Sheridan Square. Mr. Jennings explained people within the neighborhood can buy permits to park in Sheridan Square. Alderman Feldman quoted the Data Sheet: this would "reduce crime, vandalism, noise, and other problems" -- caused by other Evanston residents? he asked. He questioned if they were worried that his Ninth Ward constituents would be causing crime and vandalism. He thought it was nonsense. noting the residential parking districts in his Ward are for certain, small amounts of time and that included in many of them the idea that people could park there, and even some restricted to Evanston stickers only. Alderman Rainey said she was at the Parking Committee where a man from Sheridan Square objected to it for anyone who did not live on Sheridan Square. Alderman Feldman expressed astonishment. Mr. Jennings explained it's a restriction similar to others more north on the lakefront to keep people who don't live in the neighborhood from being there generally after the park closes. He said there was antisocial behavior that occurs after hours. Their philosophy is that they can control this by controlling who is parking there. On voting on the motion to recommend this Ordinance, motion was unanimously opposed and motion failed. Ms. Peterson noted we have several parking areas like this in Evanston: we're already restricted. ITEM FOR DISCUSSION - None COMMUNICATIONS (APW7) Update on Bond Issuance - Accepted. (APW2) Police Officer Vacancy Report - Accepted. (APW3) Fire Department Monthlv Report - Accepted. (APW4) Update on Traffic Signal Projects - Accepted. There being no further business, the Committee adjoumed at 8:47.m. Respectfully submitt , Darlene E. Nilges Executive Assistant DRAFT— NOT APPROVED DRAFT - NOT APPROVED MINUTES ADMINISTRATION @ PUBLIC WORKS COMMITTEE Meeting of May 24, 2004 Members Present: Aldermen Feldman, Jean -Baptiste, Moran and Rainey Members Absent: None Staff Present: Maureen Barry, Chief Berkowsky, Cathy Brenniman, Pat Casey, Roger Crum, Paul D'Agostino, Bob Dorneker, Keith Fujihara Douglas Gaynor, David Jennings, Pat Keeeeggan, Darlene Nitges, Angela Price, Cathy Radek, Max Rubin, Dave Stoneback, Bobbie Totston-Brown, Bill Stafford Others Present: Bob Seidenberg, Mary Gavin and others Presiding: Alderman Jean -Baptiste SUMMARY OF ACTION Alderman Jean -Baptiste called the meeting to order at 7:28 p.m. APPROVAL OF MINUTES Alderman Feldman moved approval of the A&PW Minutes of May 10, 2004. Alderman Rainey seconded; motion passed unanimously. PAYROLL AND BILLS (Al) City of. Evanston Payroll through 5/20/0�4 •- The payroll amount was S1,992,163.57. Alderman RRainey movea approval; Alderman reidman seconded; motion passed unanimously. (A2) City of Evanston Bills List through 5/25/04 - The Bills List totaled 53 849,446.24 Alderman Rainey moves to recommena approval; Alderman retdman seconded the motion. Alderman Rainey questioned four months of payments listed under Cable Operations totaling $105,666.77. She asked how this organization survived being owed that amount: where was the problem? Mr. Rubin offered to research the item, and suggested it might just be an entry issue. Alderman Rainey said it was the Committee's understanding that we were doing something with these sheets (the Bills List): that we play some role here. She was thinking that no one from Cable Operations called about this, and felt they couldn't survive with this pattern. On voting on the motion to recommend approving the Bills List, motion passed unanimously. ITEMS FOR CONSIDERATION The following items were considered for placement on a Consent Agenda: (A3.1) Professional Services Contract for Engineering Services/On-Street Bicycle Network - This item wouto approve the contract vntn i.Y. Lin international at a cost of 53d,Li6. Funoed with GO Bonds/2004-05 CiP budget. Aldermen Feldman and Rainey moved and seconded recommending approval. Alderman Rainey asked what is done to enforce bicycle lanes. She noted Howard St. has the first Evanston lane, and it's totally disregarded and used as a lane for cars. No one would use it far riding a bicycle even though it's beautifully marked. Could we do something to bring awareness? Mr. Jennings said that obviously, if cars are parked on it, it's going to be a double-parking violation. He had not done an enforcement plan as part of the Bicycle Network plan: there are existing laws that you break when you use the bicycle lane. He thought we should add that. Alderman Rainey suggested that on the blocks where there is a bicycle lane, the new Ordinance having to do with no bicycle riding on the sidewalk should be expanded to that district. She thought that if people would start using the bicycle lanes, it may become easier to enforce. Mr. Jennings said that we don't need a separate Ordinance to put up the signs. Asked about pavement markings, he replied it's not very effective. It's better to put it up where you can see it, he added. Alderman Jean -Baptiste asked when we approved the streets on which we are to place the bicycle lanes, was that to be the final decision, or do we get to review it? Mr. Jennings said the Committee could review it: it's a concept plan. All the streets will be reviewed - that's part of this contract. He said the Committee would have another opportunity to see the network. Alderman Jean -Baptiste commented that some streets should not have any bicycle lanes on them. He mentioned the traffic going west on Emerson past Green Bay Road. noting we need "No Parking" on some of those streets. Mr. Jennings noted that Emerson was shovers as being wide enough. Alderman Jean -Baptiste suggested we need to take a second look at it. On voting, it was agreed to place this item on the Consent Agenda. (A3.2) Approval of the Lowest Responsive and Responsible Bid for the Summer Food Service Program -- 5 bid was from Open Kitchens at a not to exceed cost of $92,316; funding is through a Federal grant. Alderman Feldman moved to recommend approval; Alderman Moran seconded. Alderman Rainey asked the process being used for selecting the parks where the program will be administered, and asked if staff ever considered changing the locations. Mr. Gaynor said we have not changed them in several years: these areas are the areas that we have had the highest density of the need of the children. We use school statistics, he added. Alderman Rainey believed that you would find that Clyde-Brummel Park doesn't have a high concentration of children using the program. Brummel Park is right on target and where the kids are. She did not know how it worked between the Ridgeville Park District and the City, but suggested we take a look at changing this location for next year. Mr. Gaynor agreed. Alderman Rainey asked if we keep track of the addresses of the kids in the program and was told that we cannot do so. She knew of kids from Chicago and from way up north who attended. She said there was a group going from location to location. She noted there weren't any boundaries set, which Is good, but she felt there was a better location. This item will be on the Consent Agenda. (A3.3) Lowest Responsive and Responsible Bid for Beck Park Fencing Replacement Project -- This bid, from Fence Builders of IL, Inc., is in the amount of $76,092.50 and is funded through a 2001/02 CDBG grant. Aldermen Rainey and Feldman moved and seconded recommending approval. Motion passed; item wilt be placed on Consent Agenda. (A3.4) Non -Bid Purchase of Five Public Works Dump Truck Bodies - This item would approve the purchase of these parts (2 for Water/Sewer and 3 for Streets/ Sanitation) from Tri-Angle Fabrication Ft Body Co., Inc. at a cost of $68,925. Budgeted in Fleet Services Capital Outlay Account. Alderman Rainey moved to recommend approval; Alderman Feldman seconded. Alderman Jean -Baptiste commented that we never really consider Evanston ventures for the purchase of vehicles because we get a much better deal when we buy with other State agencies. Ms. Radek confirmed this in most cases, noting the dealers in Evanston are all retail dealers and don't have fleet departments, so typically the price they can sell it to us is not has good as the fleet dealers'. That, she said, has been the pattern. In the vehicle marketplace there are retail dealers, like in Evanston, and fleet dealers: fleet dealers are an expensive proposition for a dealer, but they have a huge volume. Also, we have no truck dealers and that's the big marketplace for us. Alderman Rainey said this purchase was especially good news. She noted not too many companies in Evanston sell dump truck bodies - and this is a huge savings. We complain about replacement of vehicles, and this is like making new trucks by sticking on the body, painting them and removing runt. When people comment about our taxes and wasted money, this is the type of purchase we should wave at them. It made a lot of sense. This item will be placed on the Consent Agenda. (A3.5) Sole Source Contract for GIS Aerial Photography - This contract, with Owen Ayers Fs Assoc., Inc., is at a cost of 523,33U (see additional information under (APW2) below.) Sole source purchase requiring a 213 majority vote; funded through the CIP budget. it was moved and seconded to place this item on tte Consent Agenda. Motion passed unanimously. (A4.1) Contract Amendment #4 to Extend Engineering Services During Construction of Phase VI(B) of Relief Sewer Project - This item would extend these services of MWH Americas until 12/31 /05. No change in contract price. Alderman Moran moved approval and placement on Consent Agenda; Aldermen Rainey seconded. Motion unanimously passed. (A4.2) Contract Amendment #4 for Design Services for Phases Vill, iX and X. Long Ranee Sewer Plan - This item extends the services of MWH Americas until 12/31105. No change in contract price. Alderman Moran moved approval and placement on Consent Agenda; Alderman Rainey seconded. Motion passed unanimously. (A4.3) Contract Amendment for Professional Engineering Services for Service Center Parkine Deck Repairs and Building Tuckpointina and Masonry Reoairs/Sealing -- This contract amendment, with Carl Walker, Inc. is in the amount of 517,800 plus estimated expenses. Funding is $13,800 from Parking Fund and balance ($4,000 plus estimated expenses of 51,400) from the CIP. Alderman Moran moved to recommend approval and placement on Consent Agenda; Alderman Feldman seconded; vote was unanimously in favor. (AS) Resolution 32-R-04 - Budget Policy Revisions - This Resolution revises the budget policy regarding the public hearing date and technical changes. Alderman Rainey moved to recommend approval and placement on Consent Agenda; Alderman Moran seconded the motion which passed unanimously. (AG) Resolution 31-R-04 - General Maintenance Motor Fuel Tax Resolution - This Resolution would appropriate $630,000 in N.FT Funds for FY04 to finance general maintenance of streets by City forces. Aldermen Rainey and Moran moved and seconded to recommend approval and place item on Consent Agenda. Motion passed unanimously. (A7) Resolution 30-R-04 - Relating to Prevailing Wages for Public Works Projects - This Resolution adopts the prevailing wage requirement of Illinois State law for public warks projects, which is passed annually. Aldermen Moran and Rainey moved and seconded the motion to recommend approval and place on the Consent Agenda; motion passed unanimously. The Committee unanimously approved the above items for the Consent Agenda. ITEMS FOR DISCUSSION (APW1) Residential Parkinrr DlstricttSheridan Square (This item appears on the Council agenda for action as Item All 1I - Alderman Rainey noted that the Committee had previously discussed this item and it was introduced at Council. Ms. Harry said that the Committee had not referred this item back to AEtPW. Alderman Jean -Baptiste noted it was not before us now as an item for consideration. Mr. Crum suggested that this item be considered after the next item (because Alderman Wynne could then be present). (APW2) GL5 Photography Presentation - Mr. Keegan showed a GIS photo presentation about the 2004 Aerial Photography Project: how it is structured; what data will be received; how the data will be used. He explained that the project way organized by the GIS Consortium, eight smaller Chicagoland municipalities, which did not include Evanston, that pooled resources and shared risk and cost. Mr. Casey added that the Consortium was formed much later than Evanston's GIS component, which was in business since 1995. The Consortium has existed for four years. They used a quality -based vendor selection process: from seven vendors' proposals they brought back two, then decided on one vendor and negotiated a price for a flyover for every community every year for five years. The more work performed, the lower the cost for everybody: that was why they invited Evanston to participate. Regarding how Evanston will use the data, Mr. Keegan showed an aerial shot of Maple and Church in 1995: state -of -the art at the time, it was in black and white, and somewhat coarse. in the 2002 shot, the most recent one done in-house, we have color. He zoomed in to show the difficulty seeing features like manhole covers, lights and signage. He then contrasted that with what we can do today. He showed a recent Skokie scene, noting it was very crisp and shows many of the features. Alderman Rainey noted that they could see the quality of the street markings. Mr. Keegan showed hoe Water would use this: how water distribution can be overlaid on the photography: we can also turn on our sewer system on the photography. He said the City has built a good inventory of the system, but it's been difficult to place all the features precisely. With The new photography will help us better locate them. Alderman Rainey asked if we can't do it now because we can't see the structures; Mr. Keegan said exactly. Mr. Keegan continued, saying once we have this inventory we can track information about it. He gave the example of selecting one water main and running reports on it: labor cost, materials used, equipment cost can be reported. He showed views of the 911 dispatcher station, noting there can be set-ups with a map and information about the call received. It was noted that latitude/longitude coordinates could be coordinated with the map to show where a problem was occurring or where a person with a cell phone was calling from. Regarding the Fire Department Remote Access Project, which will use this new information, he said a mobile application can be placed on vehicles. It's a ruggedized laptop and put on the truck: fire personnel can pan and zoom around the City just by touching the screen. We can get information about a specific building, have thumbnail sketches of the buildings showing standpipes, electric switches, etc. Regarding the reasons for participating, he outlined reduced cost, a thorough vendor selection, reduced staff time, and the ability to participate in future years. He noted Evanston is changing. Answering a question, he said the municipalities in the consortium are doing this every year; he thought every three years would be appropriate for Evanston. The Committee thanked staff for the presentation. (APW1) (Residential Parking. District/Sheridan Road Continued). - Alderman Wynne was present. Alderman Jean -Baptiste explained that this item, requesting residential parking at Sheridan Square from 9 p.m. - 6 a.m., was voted down by this Committee, introduced at the last City Council meeting, was not referred back to Committee, but the Committee wished to hear from Alderman Wynne. Alderman Wynne thanked the Committee for inviting her. She offered a history: seven years ago this was an issue in the community due to antisocial activity in the park including a lot of noise, hanging out, swimming, etc. The idea of a residential parking district was presented to the community, which turned it down. Other parts of the lakefront, she said, had similar issues and residential parking was voted for. This left Sheridan Square the only part of the lakefront that had no restrictions after 9:00 p.m. Antisocial activities continue with evidence of drug dealing, prostitution, car vandalism, etc. Police calls show six to eight times a year when people hear someone swimming in the lake at midnight. She noted a recent instance of someone running across the hoods of parked cars. She said women are intimidated parking at night because of the partiers in the next car. The residents contacted her again: they are interested in a night-time restriction after 9:00 p.m. She noted that this is a very dense part of Evanston and it's needed so residents of the area can park on Sheridan Square after 9:00. It gives people in the area a better chance of parking and restricts the opportunity for the antisocial behavior from happening, reducing liability, police calls, and improving the quality of life. If people want to come to the lakefront, she advised, people can park on Sheridan Rd. and walk a block to Garden Park. She felt that once you push the party -goers one block off the lakefront it gets a little harder to party at the lake, since they don't want to walk a block over. Now, as soon as the police arrive, everyone disappears. They leave and the people come back. She believed this is something that would bring the entire lakefront into line in terms of night-time restrictions. This is happening right under bedroom windows, she said; it's happening in their front yards. The types of calls we're getting are the kind for which other neighbors have parking restrictions. Alderman Feldman said that her advocacy of this would indicate that there are parking spaces after 9:00 p.m. that people can use. Alderman Wynne noted people can come in at 8:00 and stay. Someone coming home from work at 10:00 has that much less chance to find parking. She thought the park was open until 10,00. She noted on Lake Shore Blvd. there is no parking for anyone after 9:00 p.m.: you don't get to park in front of your house. You can't do that at Sheridan Square because it's multi -family. She noted one could park on Sheridan Sq. instead of Lakeshore Blvd. She explained that at this area you could park on Sheridan Road and walk one block to Garden Park or South Blvd. Beach. Alderman Jean -Baptiste speculated that those allowed to park there would have permits. Alderman Wynne agreed, noting they would have a City sticker and then pay Sip for the permit. Alderman Jean -Baptiste voiced one concern: that communities by the take may become so restrictive that people may not be allowed to walk along the streets. If the objective is to protect these communities from non-residents, we may not be limited just to no parking by people who don't live in the area, but people walking along may be looked at suspiciously. Alderman Wynne noted there are loads of people who walk from Chicago and use Sheridan Rd. and Sheridan Sq. as a long path for joggers and bikers. She did not think the Council would restrict walking along the lakefront. This is just so the Police Dept. can see the vehicles stickers: now they have to be called to break up a party on the lakefront. She outlined what happens: people drive in with their party and get to take a parking space. If you limit the opportunities for people to drive in and blare music, drink, deal drugs, etc. it creates a quieter neighborhood after 9:00 and gives those people a chance to park. Alderman Jean -Baptiste reviewed the 02/03 incident reports: one burglar alarm; seven traffic/parking violations; a drug activity; six Ordinance violations; 17 disorderly disturbances, three criminal damages. He wasn't sure what those meant. In '04 there was not a lot happening. Alderman Wynne offered to get the police printouts. She described the details they contained. Alderman Jean -Baptiste asked if she saw th's kind of policy generalized for the various residential neighborhoods of the City and was told no. He asked why not, if it was applicable to this neighborhood. He was not seeing the intense criminal activity in this neighborhood that says there's a great danger to the residents there. He felt other neighborhoods had this kind of average, low intensity activities. Alderman Wynne said there were two purposes to parking districts. in areas with a lot of employees parking in the area we restrict parking to one side; and to reduce people in the park in the dark when it's very hard to patrol. She noted people sometimes park three blocks away from their homes. This isn't limiting people from coming in the day or the evening - just after 9:00 p.m. which she felt was a reasonable restriction. She did not believe in blanket restrictions thrccrghout the City. It should be up to the communities, she said, and over 70 percent said they were willing to have this limited nighttime restriction and pay the $10. Alderman Feldman said, for a two block area, these 2003 statistics were significant. There was nothing like this in his Ward. If we decide this is inappropriate in terms of restrictions, we would have to take another look at all the lakefront, examine the statistics of difficulties, and decide on each one. He asked about the same type of restriction -- residents only -- on all the lake. He was told in some places you cannot park at all after 9:00 p.m. Alderman Feldman said, if the objection is that we're curbing the rights or privileges of people across the City we would have to look at that concept. He suggested there're a lot of different laws and restrictions that we have for parking on Sundays, weekends, etc. We might have to examine that as well. It was difficult for him to single out this two -block area and say "This is where it stops." He noted there are places in the City where parking is restricted for reasons Alderman Wynn described: the difference with these two blocks is there's a natural gravitation to this area. He called it "an attractive nuisance" as well as a benefit, saying we have to take that attraction to the take into consideration. Alderman Rainey supported neighborhood parking restrictions. She had less of a problem with this one than Lake Shore Blvd.: at least it takes into consideration the parking problem of the residents. She said Lake Shore Blvd. had no parking problem there: it was blatant -- we don't want anyone in our neighborhood after a certain hour. She thought crime was relative: 45 incidents in a year was comparable to a monthly rate in certain sections of her Ward. However, she knew it was relative, and that the loud parties were disturbing. She respected that. She said she would support this, after having had a long talk with Alderman Wynne, but would continue ask that we figure out some way to make the lakefront accessible to residents who are not drinking or screaming - for people who don't have the wherewithal to ride their bikes over. She knew parking was difficult, the spaces were taken by that time of night. She said we have a sense that the lakefront at night belongs to those who live there. She wasn't singling this out at all: she thought people need restrictions on parking at night - it's very congested there and that was why she supported this, not so much because of the activities that go on. She felt many of them would still go on -- people would walk a block to a party with a sixpack because the lake was an attractive nuisance. Alderman Moran discussed two aspects which he said had less to do with this location, and more with his broader experience with this phenomena in the City. First, he didn't like neighborhood parking regimes, seeing them as stop -gap measures, typically last resort measures. To say to others who live and pay taxes in Evanston "Thou shalt not go there to park your car" is not an attractive regulatory mechanism to him. Streets belong to the people. As Alderman Drummer said, "I get grit stuck in my craw" when someone says an Evanstonian cannot drive over to another area of Evanston. Secondly, there is his long-time concern that we continue to slowly choke off access to the lakefront. We know how important It is to the City as a whole. He never felt that the people who live near the lake own the take, beaches, parks or streets in front: they don't. The lake is an asset belonging to no one and everyone. No one has equity in it, but everyone should have a right to go there. He did not think we should impose something like this on the presumption that the people going down there are bad people and will do bad things. Some may, but he thought people went there for the reason he did: he loved to be there and ran down that street all the time. He did not see any anti -social activity, calling it one of the quietest places in the City. He did not feel there was a case made for suggesting a neighborhood parking restriction here, that we need to choke off access to the lakefront. He would rather took at restrictions we had in other areas and find out why we have them. He called these philosophical dispositions that he would bring to the table in other places as well, and had less to do with this place. Alderman Jean -Baptiste closed discussion, pointing out that discussion will continue on the Council floor, since we are not voting on this, we have already voted on it and aren't reconsidering this right now. COMMUNICATIONS (APW3) Approval of Concept Plan: Purchase of Additional Sewer Cleaning Truck in Lieu of Contract Service Provider - Mr. Stoneback reported that we were informer' by the contractor that the prevailing wages for labor is going up in this industry with the new contract. Currently, we clean all the 24" mains and drain structures once every three years. Prior to 12 years ago we had a difficult time keeping up with the cleaning work, which includes every street with a 24" or smaller main, or approximately 85% of the streets. He noted backups were reduced to almost zero, and we are preventing major flooding. We have been very successful, he said, in keeping up. We feel the schedule we have is appropriate. With the price increase we will not be able to do the same amount of work with our current budget. We think a more economical way would be to purchase an additional sewer cleaning machine and take over the drain structure cleaning with in-house forces. We would still clean a third of the City every year. When we went to the contractor 12 years ago, we had two cleaning machines, which we sold and bought one new truck. We have one currently, and it would continue to do its maintenance: this one would be specifically for drainage structures. We would save over $300,000 over the life of the vehicles. Buying another machine is less expensive than contracting out sewer cleaning. We would bid out the second machine for Council approval. Aldermen Moran and Rainey moved and seconded approving the concept plan. Motion passed unanimously. There being no further business, the Committee adjourned at 8:37.m. Respectfully submitt Darlene E. Nilges Executive Assistant DRAFT— NOTAPPROVED City Council E�an"stan Memorandum To: Mayor & Aldermen G From: Roger D. Crum, City Manager !� Subject: Another Personnel Change Date: Jun 8, 2004 Maureen Barry, Senior Assistant to the City Manager and Acting Director of Administrative Adjudication, has just accepted the position of Assistant City Manager for the Village of Wilmette. This is an excellent career move for Maureen and we wish her the best in her new assignment. Unfortunately, this also leaves another challenge for the new Evanston City Manager! Cc City Clerk DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of June 14, 2004 Members Present: Aldermen Feldman, Jean-Baptfste, Moran and Rainey Members Absent: None Staff Present: Judith Aiello, Chief Berkowsky, Cathy Brennlman David Cook, Zeltee Edwards, Douglas Gaynor, David Jennings Vincent Jones, kegina Lookis, Darlene Nilges, Cathy Raddeeikc, Max Rubin, Bruce down, Bobbie Tolston-Brown, Hill Stafford Others Present: Mary Gavin, Jonathon Perman and others Presiding: Alderman Jean -Baptiste SUMMARY OF ACTION Alderman Jean -Baptiste called the meeting to order at 8:08 p.m. APPROVAL OF MINUTES Alderman Feldman moved approval of the AisPW Minutes of May 24, 20D4. Alderman Rainey seconded; motion passed unanimously. PAYROLL AND BILLS PAl) City of Evanston Payroll through 6/03/04 -- The payroll amount was $1,969,958.88. Alderman elddman moves approval; A German Kainey seconded; motion passed unanimously. (A2) Citv of Evanston Bills List through 6/15/04 - The Bills List totaled $2,320,511.18. Alderman Feldman moved to recommeno approval- Alderman itainey seconded the motion. Alderman Rainey asked about a payment under the Housing Fund described as an employee assisted housing program to Housing pportunity Development. Someone in Planning Ii Development would be asked about this. She also questioned an item for $3,005 worth of furniture which appeared under the Civic Center Roof category. It was speculated this item was in the wrong place. Under Parking Lots and Meters, a payment of S8,051 for the McGaw YMCA for Parking Meter Collection was questioned. Mr. Jennings explained that they own the lot, and we split the revenue in this monthly line item. In answer to a question about the Ridge Ave. IDOT project, Mr. Jennings ex lained a charge of $119,967.01 for two years of storage charges for the materials we have purchased under the Ridge Ave. IDOT contract. The manufacturer is storing the materials. Alderman Rainey interpreted that we had it all manufactured, ready to be installed, and the project carve to a halt when the Preservation Commission became Involved. She wished this to be off the Consent Agenda tonight. On voting on the motion to recommend approving the Bills List totaling $2,320,511.18, less the $119,967.01 item, motion passed unanimously. Alderman Ramey asked if the S119 000 was for storage already incurred and was told yes, we've had it for a year and a half. Mr. Jennings aJded that the storage Is primarily for cabinets that hold the controls, for signal heads, and mast arms: storage we cannot handle here. Alderman Rainey said she understood why it had to be done, but wished to point it out and talk about it at the Council meeting. ITEMS FOR CONSIDERATION (A3.1) Lowest Responsive and Responsible Bid for Isabella St. Resurfacing Project - This item would apppprove the bid or J.A. jonnson Faving ror trns project or the tngineenng ulvision at a cost of $9b9,988.75. Funding is GO Bonds. It was moved by Alderman Rainey and seconded by Alderman Feldman to recommend this bid for approval. Mr. Jennings pointed out that S478,000 is the Wilmette share: we pay for this and Wilmette will reimburse us. Motion passed unanimously. (A3.2) Approval of Professional Services Contract for Laboratory Testing Services for Water pent. -This contract, with Environmental Health Laboratories, would be for a three-year period, with two optional extensions, at a first year cost of approximately 56,000. Funded in Water Operating Fund. Alderman Rainey moved to recommend approval; Alderman Feldman seconded. Motion was unanimously in favor. Alderman Jean -Baptiste pointed out that this is a significant savings. (A3.3) Recommendation to Accept Contractor's Proposal for Extending Fiber Optic Cable Svstem -- This recommendation was to accept the proposal of the contractor working with NU for a change order in the amount of S85,622 for the Northwestern University fiber optic cable system to extend the service to the Evanston South Water Tower. It requires a 2/3 majority vote. Alderman Feldman moved approval; Alderman Rainey seconded for discussion. She wished to know exactly why the 585,622 is worth spending for this particular site. She understood the concept of the speed of fiber optic cable, but asked how necessary was this added speed at this site? If it was so important, she continued, why didn't we consider it in the first place? Ms. Lookis explained that, with our Vulnerability Assessment, which addressed security, we felt we needed to improve our communications with the north and south tanks. Originally, we looked at using microwave, she said. When the opportunity came to extend the fiber, we wanted to see what it would cost, and that led us to this decision. We could do a Tl line for 51,000 per month; and microwave has problems with consistency in particular types of weather. We also looked at this site, she said, so it was close to other facilities for the future. We kicked out the North Standpipe because the cost was high. Alderman Rainey noted that it looked like a tot of analysis was done and she felt we should seize the opportunity. Alderman Jean -Baptiste asked the current state of communication. Ms. Lookis said there is only a telephone line to the South Tank, no video at all, and the line gives them a lot of problems now. At this point Alderman Moran was present. Ms. Lookis added that we knew we had to do something. Alderman Jean -Baptiste asked if there is a sense that strategically we're going in that direction for improving communications in all departments. Mr. Jennings said that part of this is driven by our Vulnerability Assessment with the water facility, trying to tighten up wherewe need to tighten security and reduce that department's vulnerability. This is a good opportunity to do this. On voting to recommend this proposal, motion was unanimously in favor. (A4) Neiehborhood Traffic Plan: Trial Four -Way Stop -This recommendation would place four-way stop signs on a trial basis at Forest Ave. and Hamilton St. Alderman Feldman moved to recommend approval; Alderman Rainey seconded; motion passed unanimously. (A5) Resolution 36-R-04- Authorizing Application for OSLAD Grant - This Resolution authorizes the City Manager to sign the resolution of authority tar an OSLAD grant application through the li_ Dept. of Natural Resources for Mason Park redevelopment. Aldermen Feldman and Rainey moved and seconded recommending approval; motion was unanimously approved. ITEMS FOR DISCUSSION (APW1) Fountain Square Art Festival: Request to Seek Donations - Mr. Gaynor introduced Jonathon Perman and explained that we approved all the special event permits in April. We agreed with all the components as to what they were going to do. On some of the larger events, he explained, we usually bring the sponsors in to make sure all conditions are met. When Mr. Perman came in, he indicated he wished to do something different, to seek donations this year. This has been an issue In the past with groups doing events in the public right-of-way rvho wished to charge a fee. Therefore, this is on the AEtPW agenda for discussion. He did not see this being a problem as it was described: it would be strictly volunteer. Alderman Jean -Baptiste invited Mr. Perman to expand further. Mr. Perman did not think it really necessary, and referred to the memo received. Mr. Perman said the reasons are really financial: since the Garage Sale ended, which was an enormous revenue generator, we have struggled to find an event to replace it. Our preference, he said, rather than burdening the City with more events, is to take what we have and build upon it, such as the Fountain Square Festival, and make it a quality activity, and now our plan is to have that suggested donation at the entry gates. We would continue to comply with the fire regulations, in terms of the width of the aisles, and not change anything at those entry points. We currently have welcome tables, and that is where the soliciting of donations would take place. Alderman Rainey said that when you go to the Custer St. Fair, no matter where you enter, there is a sense, from the way they hand out their programs and have their donation booth,that you'd want to give a donation. You don't feel it's required, or that you're going to be shouted at or looked down upon if you do not donate. Her experience with the Chamber is that they are extremely aggressive, noting the Jump'N' Jive festival where you couldn't even use the porta potties without paying. She noted the Chamber cannot turn this festival into a fundraising event by people being aggressive and demanding that dollar admission. She did not like the phrase "Suggested Donations" and suggested "Donations Accepted." She advised that Mr. Perman should make it so that people want to help the Chamber of Commerce instead of feeling put upon. She had no problem with them collecting donations and would like to see the donation booths spread around the exhibits and not at the entrances where there is a chilling effect on people going in. Mr. Perman noted they are not soliciting donations for anyone under twelve. He agreed we don't want to spoil the atmosphere. Alderman Rainey noted that suggested donations were like an admission fee. She advised giving a lot of thought as to how they will do it. Mr. Perman pointed out that was the terminology the Custer St. Fair uses; it's become standard for most art fairs. Discussion continued on the intent and the need to instruct the Chamber's people. Alderman Feldman asked how the disclaimer would be handled for those under twelve - how is the Chamber going to discourage that. Mr. Perman explained that we don't want to make people think they have to pay for kids, that we're soliciting on behalf of those children. Their thought was to express that plainly: that they are not compelled in any way to put a dollar out for every member of the family. Asked how that would be phrased, he suggested the phrase "Suggested donations for those 12 and up." Alderman Feldman did not believe the streets of Evanston should be used for fundraising purposes, except in a very benign way. He liked the idea of having the booths within the Fair rather than without, and thought that makes it a lot more voluntary: they see the booth, and decide if they want to do it. Put at the entrance, it becomes a gate. It was pointed out that Custer Fair has a gate. Mr. Perman commented that their pathways are even wider: the street widths are more. Alderman Feldman agreed with Alderman Rainey about this, and had argued with Custer St. about their aggressive practices. They should have totally free movement without feeling obligated. The Chamber of Commerce is not one of the things he would weep over in terms of needing financial support, he continued: he was not suggesting they did not need money; but if talking about the March of Dimes, etc. he understood that. He felt there was something oxymoronish about having a Chamber of Commerce fundraiser: like having a fundraiser for the Rockefellers. He did not mean to be flip about it, but noted It's a business organization made up of businesses all over the City, and one would think it's possible to conduct the Chamber of Commerce without having fundraising affairs, at least where the public is concerned. He hoped whatever is done is very benign. Mr. Perman said that was their intent. He added one of the reasons we would like to do it at the entry points as Custer does, is that we can hand those who donate a program. That would make people feet they are getting something. He explained that they were also going to give programs to anyone who asked for one. He said this can be very proactive: you drop a dollar, here's your program, thank you very much. You're handing someone something for their donation - it's an exchange, a reciprocal "thank you." Alderman Feldman noted that, if he was standing next to someone who handed Mr. Perman a dollar and received a program, the first thing he would think of is that that is what it costs. He thought that was the wrong message: he did not think the program should be charged for. He noted Mr. Perman said if someone asks for a program they would be given one, but someone else has to pay for it. the idea made him uncomfortable. Alderman Jean -Baptiste recapped: we're saying the Chamber of Commerce can have this event, and can receive this donation. The message is "try not to chase people down for this money." You can't instruct specifically how to carry this out. Alderman Feldman said if their value was as we described It, you would find away to create that message. If it's not the value there are subtle ways people will feet obligated to pay. Alderman Jean -Baptiste noted the suggestion has been made as to how to go about it, and they apparently need that money. The communication has gone out in terms of what the Committee thinks. COMMUNICATIONS (APW2) Police Officer Vacancv Resort - Alderman Jean -Baptiste noted no Police Department representative present; Alderman Rainey noted that it was looking good. (APW3) Fire Department Monthly Report - Alderman Jean -Baptiste made the suggestion to combine this report and the following one; congratulated Chief Berkowsky on his appointment; said we look forward to working with Chief Berkowsky. He asked for an overview of the Monthly Report and the Fire Department Hiring Information (see APW4). Chief Berkowsky noted they were facing a number of retirements in the next two or three years; and actually some this year as well. The Fire and Police Commission has been meeting for two months in a raw interviewing and collecting applicants for the job, being very aggressive in getting the right people. At the last session we collected three people, one already a firefighter/paramedic; the other two will go through firefighter/paramedic training. A few more will be interviewed this week. To Alderman Jean-Baptiste's question as to the number anticipated to be lost in the next three years, the Chief said in 1976 we hired probably over 20 people; at 30 years' of service you max out on your pension in the Fire Service; he felt there would be a couple of division chiefs, two or three out of the three shift chiefs; a number of captains --he estimated in two or three years there would be In the neighborhood of 20 people. Alderman lean -Baptiste said the Committee would be watching how the process went forward. (APW4) Fire Department Hirine Information - See above. (APW5) Emereencv Purchase: Overhead Protection at Civic Center - Mr. Rubin noted staff had told the Committee that we needed to do this, and now you can see it has been done and we're trying to deal with the situation. Alderman Rainey noted the protection might be functional but did not look good. Mr. Rubin said our Intent Is to not have it there by the end of the summer. He was having difficulty finding a cheap way of dealing with the roof, and noted some of decisions which would be made in the Civic Center Committee. He clarified that the canopy would be lighted. (APW6) Cable Channel Lineup Changes - Alderman Jean -Baptiste did not think the changes were a big deal; Mr. Rubin said it was to the people who have those channels. Alderman Jean -Baptiste thought it was simply a change of numbers; Mr. Rubin explained It pushed people to the digital service. That means you would have to have a box in order to have cable. Asked when this change was effective, he said July7. The problem is they keep migrating some of these channels to the digital side. Alderman Rainey asked if we had up-to-date information on the number of subscribers. The last time Mr. Rubin looked, he said it was around 16,000 subscribers in Evanston, which is good: that's over 50 percent. (APW7) Five -Year Street Improvement Plan - Mr. Jennings noted the map in the packets, and noted a couple of things that are different from prior years. The plans in the packets were based on the approved funding. He hoped this isn't the final plan, because right now, in the T21 Bill, the Transportation Equity Act, which expire June 30, there is 53 million for Ridge Ave., 52 million for Sheridan Rd. It is actually $4 million for Ridge, he explained, because today he got a letter from IDOT that said, if the T21 passes, and the Federal money gets approved, the State will kick in S1 million. This is what we asked for for the jurisdictional transfer. The effect of that, and possibly 52 million for Sheridan, is this will change, and the Federal monies will free up the City monies allocated in this plan for other streets. We also got news recently from the State about two projects they are doing: resurfacing on Central between McDaniel and Ashland; and resurfacing Golf, between Crawford and McCormick. That's a State program that doesn't show up in our money, but shows up In our footage. Mr. Rubin clarified that Central would not be paved until after the Fourth of July. Mr. Jennings concluded, saying the first year of the five-year plan has already been approved; this is the second year. This information is on our website, to show what's being planned throughout the neighborhoods, but again, he hoped to change this in the next couple of months. He noted there are a couple of streets we are proposing to add half -blocks to here and there, the reason being we don't like to leave short pieces. In a couple of weeks the Committee would see Change Orders to fill out these areas: instead of going to the alley, going to the next street. Alderman Moran asked, when the T21 comes through, which is about $6 million, how much migrates as an Increment to this plan? Mr. Jennings said most of it, but not all of it. He noted there's MFT money approved for pieces of Sheridan Rd. The way we did this, in the plan, is to cover Ridge Avenue with City CIP money and MFT money, from Emerson to Howard. We just can't wait, even if we don't get the Federal money. We'll do it differently if that money comes. The last paragraph explains how we'd approach Ridge Ave. In that case. Out.of the 56 million, he estimated 55 million we might get back into the program. He noted it doesn't all happen at once; we still try to coordinate the underlying utility work before we do the surface. We got some extra money for Sheridan Rd., for example, which we could have spent this year but can't because we need to do the sewer work before we get there. It's programmed in '05. Alderman Rainey asked a question which she termed a little off the subject: when we do the water main for Howard St. will that go down Chicago Ave. and over Howard? Mr. Jennings said it would: we haven't designed it yet. It's a nice stretch of road and the pavement is in good shape. We're thinking of putting it under a sidewalk. Alderman Rainey thought that a good idea. Mr. Jennings said if it wasn't in good shape we'd put it down the middle of the street and resurface from curb to curb. The downside of placing it under the sidewalk is we need to have a pedestrian path, and there is no sidewalk on the other side of the street. We'd have to build in a pedestrian way from Howard to South Blvd. Alderman Jean -Baptiste commented that one thing we need more is greater vigilance to patching, to maintaining the streets: that's an ongofng kind of thing as opposed to waiting for a demand from an alderman. He wasn't sure If wewere keeping up with that. Mr. Jennings answered that we had a fairly extensive program in the spring, using asphalt we bought last year. We did a lot of patching and are getting a lot more proactive in that regard. We saved material, hot mix from the last of the season in one of our bins, heated it in our hot patcher and used it in the spring. (APWB) Content Plan: Relocation of Salt Storage Facility to Recyclinq Center - Alderman Feldman asked who was in charge of this. He saw the advantages that were listed, but noted McCormick and Oakton were Indicated as four tanes with driveways already designed. Also indicated was that the travel impact was not on residential traffic. Were they only going west? Mr. Jennings said these were supply trucks, semi's that bring the salt in. Right now they come down Emerson to Ridge to Leon to the Service Center. The supply trucks will not pass any residential property. Alderman Feldman clarified that the trucks would not go east; he knew they didn't have to. Mr. Edwards confirmed this and explained the route. Alderman Feldman wanted that to be in the instructions. He asked to be told about the distribution salt trucks. Mr. Jennings said distribution was all over the City. It would be basically headquartered out of that facility. Alderman Feldman asked about increased traffic around the supply place. He said we know salt trucks go all over the City; but clearly, he said, the traffic around the locus is going to be significantly greater because of all the trucks. Mr. Edwards said we have a lot more control of our own trucks than trucks coming from the outside. In other words, Mr. Jennings explained, they could go up McCormick to serve the northwest part of town. Alderman Feldman was suggesting there were major traffic issues on Dodge; the backup is almost all the way to the Recycling Center. Mr. Jennings noted that Dempster was down to one lane in each direction with the bridge construction and Howard has the Skokie sewer job. Alderman Feldman said this was unacceptable already. He wasn't blaming. We have to take it, but it's unacceptable. To add the Home Depot traffic, etc., and this to it, would be a burden that shouldn't have to be accepted by the two or three block group of homes if there's a way out of it. Mr. Edwards felt there were ways to work around it. He described ways to minimize impact. Alderman Feldman asked the number of trucks there would be during a significant snow storm. He was told about 16. Asked how many times they go back, Mr. Edwards said in an eight hour shift they go back twice. Alderman Feldman noted that's 32 times during an eight -hour shift. He said he would be watching that. Alderman Rainey had not even gotten to the traffic issues: she thought staff couldn't have picked a worse location. This is a park setting; granted it's next to the Recycling Center, but it's been closed down and we don't do recycling there. It's used to store equipment. That certainly isn't her vision of the ultimate use of the Recycling Center or that property. That needs to be recreational, she felt. She noted salt domes are the ugliest structures on the face of the earth. She looked online at the new technology and all were ugly. She did not want an ugly salt dome, noting people talk about the ugly Levy Center sign, now we're to have an ugly salt dome. She felt it just could not be located here. She did not like the trucks in there, and the junk in there now. The traffic was another issue. She advocated that we could find another place: the cement company down the road, Northshore Towing, someplace we haven't thought of. She was sure there were ways to control leeching and runoff - she knew you could store it for centuries, and that we could find a lot of places to do it. This was not one of those places. She knew it solved our efficiency problem for staff, but not at the expense of future plans for the area. Once the salt dome goes in, it will be hard to take it away from that area. Mr. Jennings said that's one of the reasons it's here tonight. it was put together as a concept plan that solves a lot of our operational problems, but we didn't know what the competing interests are. The only way to know that is put it out there, note its really good points operationally. He noted we have to replace the dome we have. We started looking around to see what might work best, and that's why it's here tonight. Alderman Feldman agreed with Alderman Rainey. Mr. Jennings asked if the Committee would consider inside the building as it exists now. Alderman Rainey clarified that this would be temporary. Mr. Jennings asked if we could retrofit that building to accommodate salt storage right now. Alderman Rainey did not think we've really looked around for other locations. Discussion continued. Alderman Rainey did not have a problem with putting some salt in the Recycling Center on an interim basis. She advised, however, that we need to focus on another place. There being no further business, the Committee adjourned at 8.50 p.m. Respectfully submitted, Darlene E. Nilges Executive Assistant DRAFT— NOTAPPROVED DRAFT NOT APPROVED NOTES ADMINISTRATION & PUBLIC WORKS COMMITTEE \letting of June 28, 2004 Members Present: Alderman Feldman. Ald. Rainey Members Absent: Alderman ]can -Baptiste, Ald. ;Moran, Staff Present: Judith Aiello, Mary Baaske, Maureen Barry, Kathleen Brenniman, Pat Casey, Dave Cook Paul D'Agostino, Douglas Gaynor, Alec Granchalek, Chief Sam Hunter, David Jennings, Dennis Marino, Cathy Radek, Max Rubin, Bill Stafford, Dave Stoneback, Others Present: Delbert Leppke, Joel Freeman. Presiding: Aid. Rainey I. SUNMIlARYOFACTION Aid. Rainey called the meeting started at 7:15 p.m, no quorum being present. FOLLOWING ARE NOTES TAKEN AT THE A&PW MEETING. NOTHING WAS APPROVED DUE TO LACK OF QUORUM II. APPROVAL OF MINUTES OF REGULAR MEETING OF JUNE 14, 2004 June 14, 2004 minutes were not approved due to lack of quorum III. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA Items (Al) and (A2) could not be approved by the A&PW Committee due to lack of quorum. (A3.1) Approval of the lowest responsive and responsible bid for custom fined and installed window eoverinas for Lc%-v Senior Center. Funded in Levv Center CIP account - Custom Fit and Install Window Coverinis for Levy Seruos Center - S26,715.00 Ald. Rainey said she was concerned about this purchase because she didn t want to see one kind of thing on the top of the window and another on the bottom that could be seen from the outside. Doug Gaynor stated that hours of research had been done, the architect had been consulted and that what has been chosen for the window coverage is the best possible solution. %lax Rubin mentioned that when the shades are open they cannot be seen from the outside. Sir. Gaynor said that two rooms of the Levy Senior Center were outfitted with the s: =zits under consideration today. The Levy Advisory Board, the architect, and many people looked at these shades to be sure that this is what they wanted. (A3.2) Approval of the rToposal and vearly contract for mail machine equipment. Funded in Mail Room budget. - 525,336 In reply to a question from Ald. Rainey, Dave Cook said that the manufacturer that the City is purchasing the equipment from is probably the largest in the European market. They have been in the United States for several yearsy brought their equipment here and we found that it worked with all different kinds of material. (A3.3) Ariproval of the lowest responsive and responsible bid for speed humors - J. A. Johnson Paving Company for the installation of speed humps - S44,800. _. No -discussion. (A3.4 Amoval of the lowest responsive and responsible bid for allev paving - Capital Cement, Inc. in the amount of S1, 95,St34.50 - no discussion. (3.5) Anuro-ml. of the lowest responsive and responsible bid for a brush chipper for the Forestry Division - $33,760 - no discussion (A4.1) Approval afChinge Order ttl for Phase IX - Contract B ofthe Relief Sewer Poram - David Jennings said that thus will allow Public Works to complete three 1 t7 block sections of streets not included in the current contract This will avoid having to work on these streets in the future. This work was included in the 5-year street improvement plan presented to the A&PW Commirice on June 14. Page 2 (A5) Endorsement of Proaosed IL Enerev Efficient Buildine Act f HB4099i mand3tine a statewide enerev efficient building code for commercial buildings, - Delbert Leppke, Chair of the Evanston Energy Commission spoke in favor of tfic Energy Conservation Code which is now before the Governor. The code is developed in an International Code Commttee termed the International Energy Conservation Code. The Department of Energy conducted a study assessment in 2002 entitled "Assessment Of Impacts Of Adopting The Year 2000 International Energy Conservation Code." This study covered a wride range of building types - commercial and residential. It showed that adherence to the code would increase the initial cost of building of about S.30 to S.50 a square foot. The annual energy cost savings would be from I 1 % to 2501'a which would result in paying back the initial investment in three to six years. Because developers would have to concede to spending S.50 a square foot to be up to code, unless the developer knows that his competitors would also have to spend the same amount, the Evanston Commission was finding it difficult to recommend that Evanston adopt the Energy Code as a municipal code for Evanston only. When HB4099 was introduced in January of this year which would make the code applicable to commercial buildings and residential buildings over three stories throughout the state, we advised the City to support passage of this bill in our communication of February 17, 2004. The ma'or concern at that time was the potential effect this bill would have on the City's Code Enforcement Staff. Since ten the Metropolitan Mayors' Caucus sponsored two Energy Code seminars in late March and early April. These seminars were attended by Mr. Leppke, Board Officials, and several of the City's Env iroruncntal Code Inspection staff. They learned that with the Department of Energy funding the code has been simplified. On June 18, 2004 the bill passed both houses and is now on the Governor s desk for signature. Mr. Leppke said that the Energy Commission believes that a State-wide energy code would give Evanston the same energy code requirements as neighboring communities. This uniformity allows Evanston the same competitive environment for development as other communities in regard to energy conservation. He said it was the Energy Commission's belief that the City should endorse the 11134099. (A6) Ordinance 68-0-04 —Special Assessment #1476 — Allev Paving / Home Depot Area -The City will pave ei t alleys in the Home Depot Area. Aid. Feldman expressed his approval and said that this was a wonderful thing. is was from an agreement with Ilome Depot. He said that it was unfortunate that there are four alleys where the residents did not sign on to getting those four alleys paved. David Jennings said that money was put aside for these four alleys. (A7) Ordinance 71-0-04 -- Declaring Cit�r Property as Sumius -Declaration of+arious equipment as surplus property to be sold at public auction at the Lake County, located in Lake County. (AS) Ordinance 72-0-04 — Decrease in Class D Liquor Licenses fDatuma Japanese Restaurant. 290iCentral St.). • Due to the closing of the Darurna Japanese Restaurant. (A9 Ordinance X-0-04 — Loading Zone at 161 Emerson) St.- Consideration of Ordinance 69-O-0.4 by which the �t Council would amend Section 10-11-7, Schedule Vfi (B) of the City Code to establish a loading zone at 1615 h�merson. IV. ITEMS FOR DISCUSSION (APWI1 FY 2005 Bud et Update -Patrick Casey said that this is the first qu. rty update of the FY 2005 bud et. To date the budget et is in line with projected estimates. HB599, which is a fire pension bill, will force the ity to increase its 2004 levy due to the mandated cost increases the bill imposes on the City's fire pension fund. He said that Council will probably be asked to change the levy in December. The real estate transfer tax is going as planned, and that it is going at a good level. (APW2) Dutch Elm Tree Update - Paul D'Agostino said that as of July 2, 2004 the total trees with Dutch him Disease is 350. Of the 350 trees, 207 are on public property and 143 are on private property. The early fall of 2003 prevented the determination of trees with the Dutch Elm Disease. It is projected that a total of 800 trees could be infected with the Dutch Elm Disease. He explained that there is an injection system that works, but if there is a tree on public property and a tree is close proximity on private property, if both trees are not inoculated it does not do any good to inject the tree on public pproperty. Ile added that the cost of the injection system is $400 a tree, but this covers a three year penod. AId. Feldman spoke about having insurance for the trees. AId. Rainey asked Mr. D'Agostino to give the Committee some information on the successful program administered by MinneapolWSt- Paul. Page 3 V. COMMUNICATIONS (APW3) Police Officer Vacancv Report - No Discussion iAPW41 Beach Closine Information - Doug Gaynor said that the water is tested every morning and by 10:00 a.m. he has a report. He said that when a sample is taken, it takes 24 hours to grow a culture. If the culture shows contamination the beach is closed. Right now there are no answers as to why the water is contaminated at times. There is a lot of speculation, the newspapers have articles that say the pollution is due to Sea Gulls or other water fowl. If a City on the Northshore opens their lock, the beach is closed the text day. There are other reasons that the beach gets closed. i.e., high waves, strong winds, etc. VI. ADJOURNMENT The meeting closed at 8:20 p.m. Respectfully submined, Mary E ke Execut a Secretary DRAFT NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of July 12, 2004 Members Present: Alderman Jean -Baptiste, Alderman Feldman, Aid. Moran, Ald. Rainey Staff Present: Judith Aiello, Mary Baaske, Kathleen Brenniman, Dave Cook, Rajeev Dahal, Douglas Gaynor, Fire Chief Berkowsky, Alan Granchalek, David Jennings. Vincent Jones, Max Rubin, William Stafford, Bobbi Tolston-Brown Presiding'. Aid. Jean -Baptiste - SUMMARY OF ACTION Aid. Jean -Baptiste called the meeting to order at 7:09 p.m., a quorum being present. APPROVAL OF MINUTES OF REGULAR MEETING OF JUNE 14, 2004 AND NOTES OFJUNE 28, 2004 AId. Feldman moved approval of the June 14, 2004 minutes and the notes of June 28, 2004; Afd. Rainey seconded the motion. Motion was unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) Clty of Evanston Pavroll through 7101/04 - $2,250.915.96. Aid. Rainey moved approval of the Evanston Payroll of $2,250,915.96. The motion was seconded by Ald. Feldman. The motion was unanimously approved. (A2) City of Evanston Bills through 7113104 . $1,083,114.48 Ald. Rainey moved approval of the bills dated July 13, 2004. Motion seconded by Ald. Feldman. Aid. Rainey asked why Purchasing had a cell phone bill in the amount of $307 and why was a consulting accountant hired? Vincent Jones said that $307 is for a two months cell phone bill and upgraded services. Md. Rainey said she did not understand why the Purchasing Department needed such an expensive cell phone as there were phones in the office that could be used. Acting City Manager Judith Aiello said that she would get a report for Ald. Rainey on this subject. Mr. Jones said the consulting accountant was for a temporary employee for about three weeks. Upon voting, motion passed unanimously. (A3.1) Consideration of approval for the lowest responsible and responsible bid from Hi -Liter Graphics. LLC for the printing of tho ParkslForestry and Recreatina Magazine - S55.000 AId. Moran moved approval of the estimated amount of $55.000. Motion seconded by Aid. Feldman. In reply to a question from Ald. Rainey, Doug Gaynor replied that this does not Include the printing of the City magazine Highlights. Highlights has not been included in the magazine published by Park/Forestry and Recreation for several years. Ms. Aiello said that a report would be given to the Aldermen on the Highlights publication by the next Council meeting. The motion was unanimously approved. (3.2) Approval of the lowest responsive and responsible bid for wheel chair lifts for Fleetwood- Jourdain Community Center and Noyes Cultural Arts Center. - $20,800 Ald. Feldman moved approval of this bid. Atd. Moran seconded the motion. Doug Gaynor said that the lift goes down to the gym floor level and the large meeting room level. The motion was unanimously approved. (A3.3) Approval of the lowest responsible and responsive bid for bulk natural oas service. - Proliance Enerqv Aid. Rainey moved approval of this bid. The motion was seconded by Ald. Moran. The motion was unanimously approved. (A3.4) Approval of the lowest responsive and responsible bid for Curb & Sidewalk Replacement Proaram $159,334.05 Aid. Rainey moved approval of this bid. The motion was seconded by Ald. Feldman. Aid. Jean - Baptiste said that this bid was funded by the GO Bond and the CDBG fund. The motion was unanimously approved. (4.1) Approval at Change Order #1 for City wide streetiiaht replacement protect - S26.655 AM. Feldman moved approval of Change Order #1. Ald. Feldman said he noticed that the areas for this project have been shaded on the map and asked how the shaded areas were chosen. Dave Jennings replied that a study had been made on nighttime criminal activities, pedestrian volume, etc. He explained that one area had been done. The next area to be done is a triangle east of the canal, west of Green Bay and north of Simpson. Md. Feldman asked Mr. Jennings if he was accumulating data on the discussions regarding these streetlights. He said that the two benefits with this lamp are longevity and brightness. Ald. Feldman thought brightness might be a problem and inquired if adjustments could be made to lower the brightness. Mr. Jennings said that there are three models available and it is possible to put a lamp in there with lower voltage. The motion was unanimously approved. (A9) Ordinance 78-0.04 - Amendinn Section 3.5-VB1I to Increase Liquor Licenses - Bar Louie Increases the number of class B1 Liquor Licenses from six to seven for Bar Louie. Aid. Feldman moved approval of Ordinance 78-0-04. The motion was seconded by Aid. Moran. Ald. Rainey said she had asked the police for a copy of the police calls in the City. She asked A&PW Members to look at the 1500 block of Sherman and the 800 block of Grove where there is a concentration of establishments serving liquor and the many police calls to that area. She thought that at some point an evaluation must be made whether or not extended hour licenses should keep getting issued. Motion was unanimously approved. (A10) Ordinance 79-0-04 - Amendina Section 3-5-6(B) to Decrease Liquor Licenses AK Rainey moved approval. Motion seconded by Ald. Moran. The motion was unanimously approved. (A11) Ordinance 60-0-04 - Amending Section 2.5.VN) to Increase Liquor Licenses - Dominicks Store #1137.2748 Green Bay Road Aid. Feldman moved approval. Motion seconded by AM. Moran. The motion was unanimously approved. (Al2) Ordinance 81-00-04 - Amendina Section 3-5-UO) to Decrease Liquor Licenses Ald. Rainey moved approval. Motion seconded by Ald. Moran. The motion was unanimously approved. (All3) Ordinance 82-0-04 - Amendinq Section 3-5-WN) - to Increase Liquor Licenses - Dominicks Store #1700. 1910 Dempster Street Aid. Rainey moved approval. Motion seconded by Aid. Feldman. The motion was unanimously approved. •2- (A14) Ordinance 83-0-04 -Amen dinci Section 3-5-RO) to Decrease Liciuor Licenses Ald. Rainey moved approval. (.lotion seconded by Aid. Feldman. The motion was unanimously approved. ITEMS FOR DISCUSSION (APW7) 4"{ OF July parade seating on City parkways Ald. Moran proposed that for the 4`" of July next year we should issue notice that people should not put chairs out until Wednesday June 29 of the preceding week. He added that notice should be given that tape, stakes, ropes and any other such material are not allowed. People should be advised that if blankets or chairs are put out before June 29, they will be subject to seizure by the City. Confiscated blankets and chairs will be taken to a convenient place by the City for the resident to claim at a later date. Ald. Rainey amended Aid. Moran's motion to read 6 a.m. on July 1 instead of June 29. Ald. Moran accepted the amendment. A stated policy would be brought back at a later date for the Aldermen to vote upon. (A&PW2) Series 1997 Bond refunding William Stafford reported that last week the City executed the refunding of 1997 GO Bonds. To refresh the Committee's memory, in the spring the City Council authorized that we would be able to issue GO bonds and the refunding. At that time the rates were not favorable, the yield curve changed this month and went in the City's favor so working with the City's underwriter last week we refunded all but a portion of the outstanding 1997 Bonds - approximately $12 million. The present value savings was S415,651. It was a 3.75% savings on the principal; historically our benchmark has been 3%. The 3% was taken in savings In debt service and loaded up into the early years which will allow us to have a little more debt capacity in the next several years. A renewal was gotten on both of our AAA ratings. Aid. Jean -Baptiste asked how much the legal fees were. Mr. Stafford replied that they were S1.54 per thousand which will come to approximately S20,000. COMMUNICATIONS (APW3)Flre Department Monthiv Report Chief Berkowsky said that a firefighter/paramedic started with the Evanston Fire Department on June 28, 2004, two more are starting August 9, 2004. In reply to a question from Aid. Jean - Baptiste, Chief Berkowsky said that in 2005I2OG6 there will be approximately 15 firefighters retiring. Ald. Jean -Baptiste asked if the City is on track to replace these people. Chief Berkowsky said that he was interviewing on the average of three people a month. Ald. Jean - Baptiste asked how the Fire Department was doing in terms of minority hiring. Chief Berkowsky replied that the two firefighters that are starting August 9, are African American and there are some more minorities in the applicant pool. He said he did not have the exact numbers with him, but he would get that information for the Committee. ADJOURNMENT There being no further business before the Committee. it adjourned at 7:42 p.m. Respectfully submitted, Mary Baa e Planning Division DRAFT NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of July 26, 2004 Members Present: Alderman Fe'dman, Atd. Moran, Ald. Rainey Members Absent: Alderman Jean -Baptiste Staff Present: Judith kello, Mary Saaske, Kathleen Brenneman, Dave Cook, Rajeev Dahal, Douglas Gaynor, Fire Chief Berkowsky, Mary Morris, Mayor Morton, Sat Nagar. Deputy Chief Dennis Nilsson. David Jennings, Vincent Jones, William Stafford Others Present: Mimi Peterson, Virginia Mann, Peter Mattox, Leigh Mac Isaac, Fred Lewis, Miriam Davidson, Auvelio Rio Chuoahic, and unidentified others Presiding: Ald. Rainey SUMMARY OF ACTION AId. Rainey called the meeting to order at 7.10 p.m., a quorum being present. CITIZEN COMMENT Mimi Peterson, 748 Wesley, stated that she had been working to preserve Evanston's trees since 1998. In 2001 the organization TREE was begun. Members of TREE have worked with City staff and the Environment Board to educate homearmers about the early detection of Dutch Elm disease, cut out infected trees and most importantly informed them about the injection of healthy trees to prevent the disease. This year TREE members have given over 100 hours to scouting (which is the early detection of infected trees) and in so doing have helped to increase the number of early cut outs by almost two times the amount done in 2003. TREE members are responsible for getting 100 - 150 trees injected with Arbontect this year paid for by residents. Members of TREE have been encouraged by the Parks, & Forestry Department recommendation in its memo of July 12. 2004 to closely consider the injection of all the City parks. The members of TREE consider this approach essential if Evanston is to save their remaining Elm tree population. Virginia Mann, 3004 Normandy, said she remembered the canopy effect the Elm Trees had on Sheridan Road when she was a child. Now there are less than 100 Elm trees left on Sheridan Road. She said that from the number of phone calls TREE members receive from residents asking for help in saving their Elm Trees, it is clear that the residents of Evanston want their Elm trees saved. According to the Information she has it costs the City S2,400 to take down a single Elm tree and this year about 800 will be lost. Ms. Mann said that these trees could be injected at a cost of S100 per tree per year, She said it is the right thing to do and economically the only tning to do. Peter Mattox, a neighbor of Bent Park, felt that the City needs to take the lead with the issue of inoculation of the trees. For the last two years. TREE members have been trying to raise the awareness of the effects of the disease and the effectiveness of the injection in preventing this disease. This effort culminated in a recent Beatle Bash where the community up to a few blocks around the park was invited to come listen to music and become aware of the disease and raise money for injections to the Elm trees in and around the park. Enough money was raised to inject six trees in the park, however there are still trees not protected. He added that if the City had adopted an injection policy a few years ago it would not be seeing the rate of Dutch Elm disease it is seeing now. Mr. Mattox encouraged the City to adopt an injection policy very soon. Leigh Maclsaac, 1123 Noyes Street said that the Elm trees are part of the character of Evanston. She said that the City was spending more money on cutting the trees down than in prevention. Ms. Maclsaac volunteered to help scout for the Dutch Elm disease and encouraged other residents to scout the disease. She encouraged the City to add a page to their web site regarding the Dutch Elm disease. Fred Lewis, 1117 Noyes Street pointed out that all that has to be done to see the consequences of not injecting the Elm trees is to walk out of the front door of tie Civ,c Center and look at the apartment buildings across the street and look at their parkways where they have lost their Elm trees. He added that the current City policy of cutting do.vn the diseased Elm trees and replacing them might be good In the long run, but the newly planted trees will not provide shade for many years. Mr. Lewis said that something has to be done to preserve the Elm trees in Evanston. Miriam Davidson, 1400 block of Noyes Street, said that on her side of the street there are four American Elm trees left. On the opposite side of the street there are no American Elm trees. At one time the street was beautiful with Elm trees on both sides and now they are gone. She was concerned that the new trees slated to be planted would not be trees that branched outward forming a canopy. Doug Gaynor said that typically what is desirable is an Elm tree that grows up and not out, because the Elms growing out can be a hazard. APPROVAL OF MINUTES OF REGULAR MEETING OF JULY 12, 2004 Ald. Feldman moved approval of the July 12, 2004 minutes. Motion seconded by Ald. Moran. Motion passed unanimously. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (A1) Clty of Evanston Pavroll through 7101104 - $2,194,240.99 Aid. Feldman moved approval of the Evanston payroll in the amount or S2,194,240.99. Motion seconded by Ald. Moran. klot'ron passed unanimously. JA2) Clty of Evanston Bills through 7127104 - $2,978,667.69 Aid. Feldman moved approval of the Bills In the amount of $2,978,667.69. Motion seconded by Ald. Moran. Motion passed unanimously. (A3) Approval of the lowest responsive and responsible bid from Arrow Road Construction for resurfacing of various streets. Aid. Feldman moved approval of the contract for 2004 KIFT Resurfacing of Various Streets in the amount of S1,277,777.00 from Arrow Road Construction Company. Motion seconded by Aid. Moran. (A4) Proposal to place speed humps in the 1", 2', 3n . 7`", & 8L' Wards. Consideration of a proposal to place speed humps on Colfax between Sheridan and Ridge, on Fowler and McDaniel between Dempster and Main, on Pitner between Dempster and Lee, on Darrow between Crain and Greenleaf, on Judson between Kedzie and Keeney, on Judson between Dempster and Hamilton, and on Dobson and Brvmmel between Custer and Ridge. Ald. Feldman moved approval of placing speed humps in the 1n, 2"0, 3'*, 7T°, 8 8u' Wards. Motion seconded by Ald. Rainey. Aid. Moran said that he didn't think a program like this should be implemented without a solid discussion of the wisdom of doing things like this. This involves 20 or 22 blocks of speed humps in segments of 3, or 4, or 5 blocks in a row, and he said it raises serious issues and needs more discussion. Aid. Moran said that this may pass, but he would vote no. Aid. Rainey said her recommendation is to divide this question, because the people in the 81" Ward . have worked for two years to get to this point. This is a neighborhood that while there are some people that are activists, gelling some response from them - either voting or postcards - has always been very low. In this case it was very high. She said she would tight tonight to get those two streets approved. 2 Ald. Feldman said the longest stretch of spee : %rasps he could get for his ward was two blocks and here there are some that are five blocks in a roti voth speed humps. He asked how this was accomplished. Rajeev Dahal replied that it was .rough petitions and neighborhood meetings. Aid. Feldman asked Ald. Moran what issues wa;:tc =e raised with the installation of speed humps at these locations. Aid. Moran replied that there are tyro issues that are related that he can refer to now - he said he understands that we adoptec 1-n.s rue that the majority .wins, but the majority isn't always where wisdom lies on all things that is a z-oblem and here is where it manifests itself. One of the implications in one area - .vhat are you c_ -,g to the street directly west to it and what are you doing to the street directly right of it. When t; e C ty installs five blocks of speed humps all on one street where will the traffic go? V. hat do the cecc'e that live on the streets right and left of the street with the speed humps think of this. Ald. Feldman said that the City has never had a C,ty-wide traffic analysis in terms of what effect any given street with a speed hump would have on any other street. The reason for the speed humps had to do with a specific neighborhood's concern about the City's inability to solve the traffic problem by either enforcement or signs. David Jennings said that very few of the speec r::;,rnps are on individual streets, the policy forces the City to look at neighborhoods instead of streets. The City works with Aldermen to decide what the boundaries will be and also send postcards to people in those boundaries. Speed humps do what they are designed to do they cut down speeding on streets. He said that enough of these streets with speed humps have been studies to know that the City hasn't moved a whole lot of traffic. They are the only thing that is effective 24 hours a day. Aid. Rainey asked Aid. Moran if he wanted to remove any of these Wards from the list of speed humps. Ald. Moran said that he felt he would be doing people a disservice by picking through the Wards when he has not received an analysis. Ad. Rainey said that all Aldermen ought to receive the backup material that the Alderman in the Ward receive when the speed humps are being proposed. so they can see what the reaction of the community is and the vote total, etc. She suggested that Aid. Moran make a reference that the policy be revisited. Aid. Moran made a reference that the policy and its implications be examined. Motion passed by a vote of 2 - 1. (Aid. Moran voting no) (AS) Resolution 37.0-04 - Authorizinq the City Manaqer to slgn a supplemental agreement with Tenn & Associates for Chicago Avenue Brldqe construction enpineerinct services. The supplemental services has increased the contract amount by $121.970. This Is funded by Federal Funds and MFT Funds. Aid. Feldman moved approval of Resolution 37-0-0 =_ Motion was seconded by Aid. Moran. Motion passed unanimously. (A6) Ordinance 36.0-04 - Amending Section 9.6.1 to address changes to the Curfew Ordinance. Ald. Rainey said that the curfew laws were recency found to be unconstitutional. Ordinance 36- 0-04 was drafted by the Legal Department and modeled after the ordinance in Chicago. Police officers are now required to ask specific questions in order to determine if the curfew status applies. There are certain exceptions which now a'!ow young people to be out past curfew, e.g. interstate travel, on a sidewalk in front of his/her res decce, attending official functions, exercising 1u Amendment rights. Aid. Feldman moved approval of Ordinance 36-0-04. Aid. Rainey asked Kathy Brenniman for an example of a juvenile expressing upon arrest that they were exercising their right to free speech or assembly. She asked how this Ordinance would be handled. Ms. Brenniman replied that the Police Officer would have to handle it with discretion. He would have to make a decision whether or not the individual is te,+ing the truth or whether they really are out there passing out pamphlets or maybe campaigning. Aid, Rainey asked what if their not, what if their just out on a corner after midnight. Ms. Brenniman said it would be a judgment call on the part of the police officer. If the youth was found to be in violation of the ordinance they would be given a ticket. Ald. Rainey asked at what point the parent would be involved. Ms. Brenniman thought that the parent would have to appear in court with the youth. Aid. Rainey asked Ms. 3 Brenniman to send her and the other Aldermen a copy of the Indiana Ordinance and also a copy of the Chicago Ordinance. (A7) Ordinance 74-0-04 - Amending Section 9.5.11 to prohibit public urination and defecation City Ordinance 9.5-11 as it is currerVy written lacks the specific language to enforce acts of public urination. The proposed ordinance changes the language of Ordinance 9-5-11 to specifically make public urination illegal. This ordinance is used when officers have to deal with inappropriate behavior at parties. A!d. Feldman moved approval of this Ordinance. Motion seconded by Ald. Rainey. Motion passed unanimously. (A8) Ordinance 76-0-04 -Amending Section 10.1.9-6 to prohibit certain motorized scooters. Ordinance amendment to more fully define and regulate motorized conveyances. Aid. Feldman moved to introduce this Ordinance. Ad. Rainey amended the motion to introduce this ordinance tonight and bring it back. Kathy Brenniman said she would get the Aldermen copies of the County Ordinance. Motion passed unanimously. ITEMS FOR DISCUSSION (APW1)Discussion of public safety service calls for the 1500 Block of Sherman and the 800 Block of Grove. EPD provided a listing of all calls for the period of 71010Z through 7/12104 for the locations of the 1500 Block of Sherman and the 800 Block of Grove. The report includes information such as the nature of the Incident, the location the complainant referenced (Incident did not necessarily take place at the address listed), the date and time of the incident. The Committee discussed the abundance of public safety calls on the 1500 Block of Sherman and the 800 Block of Grove. They discussed whether it was a good Idea to have a bar open to 3 A.M. in the morning. Also discussed was the fact that the calls made by the establishments did not necessarily mean the people breaking the peace were coming from that establishment, but that they could be calling for something going on outside their premises. Ald. Rainey said she would pursue this topic. (APW2)Ordinance 86.0-04 - Recluiating parkway use on Central Street for the 4th of July Parade. After discussion, it was decided to recommend July 1 as the soonest that anyone could put blankets or chairs on the parkway to hold their place for the parade. It was also recommended that the only things that could be used on the parkway to save a viewing space would be blankets or chairs. APW3) Recommended oolicv for Voter Registration Committee members recommended that the League of Women Voters be used to help with voter registration. COMMUNICATIONS (APW4)Taxi Cab Incident Report Staff will be coming back in the fall with a new ordinance. VI. ADJOURNMENT There being no further business before the Committee, it adjourned at 8:43 Respectfully Submitted, Mary B �nning 4 MINUTES ADMINISTRATION S PUBLIC WORKS COMMITTEE Meeting of August 16.2004 Members Present Alderman Jean -Baptiste, Alderman Feldman, Aid. Moran, Aid. Rainey Staff Present: Judith Aiello, Mary Baaske, Kathleen Brenniman, Pat Casey, Dave Cook, Zeltee Edwards, Douglas Gaynor, Blair Haltom Division Chief, Sat Nagar, David Jennings, Max Rubin, Dave Stoneback, Vincent Jones, William Stafford Others Present: Miriam Davidson, Anne Gendler, Larry Kirschner. Michael Kohl, Fred Lewis, Mimi Peterson, Gail Prince, Virginia Mann, Laura Prokofiev, Irina Prokofiev, John Quintann, Leigh Skinner Mac Isaac, Mary Shoener, Bob Lowelh, Fred Lewis, Andrea Voges, Meisa Khoshbin, Chama Epstein, Lawrence Brenninhmgier, Eric Greyson, Sam Grober, Jim Genoin. Catherine Haggler, LI Raven, Robert Serh and unidentified others Presiding: Ald. Jean -Baptiste SUMMARY OF ACTION Aid. Jean -Baptiste called the meeting to order at 7:02 p.m., a quorum being present. APPROVAL OF MINUTES OF REGULAR MEETING OF JULY 26, 2004 Ald. Feldman moved approval of the minutes of July 26, 2004. Motion seconded by Aid. Rainey. Motion passed unanimously. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) City of Evanston Pavroll through 7/29104 - 42,143,905.05 Cltv of Evanston Payroll through 8112.104 - $2,193.991.15 (A2) City of Evanston Bills through 8117104 - $3,694,183.00 Ald. Rainey asked that S171,000 be taken off the bills list a company called Pan -Oceanic which Is part of the long range sewer project. After working for weeks Ald. Rainey was able to get Pan -Oceanic to hire a black female to comply with MIW/EBE. After working there for a few weeks this woman realized that she was making $15 an hour when she believed she should have been making $29 an hour. This was reported to the City and the next day she was fired. Ald. Rainey asked that this payment be held off the bills list for payment when this is resolved. Ald. Feldman moved approval of the City of Evanston Payroll 7129104, the City of Evanston Payroll 8112104 and the bills list less S171,646.01. (A3.1) Approval of annual excess insurance coverage for workers compensation Judith Aiello stated that she had a presentation to give to the Committee and asked that A3.1 be taken off the consent agenda for now and come back to it later. This will be discussed at the next ABPW meeting. (A3.2) Approval of the sole source purchase from SIRSI Incorporated, for the purchase of data software migration services for the Ilbrary. This sole source purchase is contingent upon the approval of Resolution 39R-04. It is a S42,018 purchase (funded by the Library's operating budget spread over two years) of the data and software migration services necessary for the Library to join Cooperative computer Services. (A3.3) Approval of the lowest responsive and responsible bid from Wachs Utility Services._ for the Valve Exercise Program Approval of contract for Valve Exercise Program in the amount of S27,035 from Wachs Utility Services located in Wheeling, IL. Funding for this purchase is the 7115,62230 water fund. (A3.4) Approval of the lowest responsive and responsible bid from Kenny Construction Company, for Cast In Place Pipa_lining (CIPPi Approval of contract for 2004 CIPP Lining Contract in the amount of S228,850 from Kenny Construction Company of Wheeling, IL. Funding for this purchase is the Sewer 7420.62461 account. (A3.5) Approval of the lowest responsive and responsible bid from Gewalt Hamilton Assorlates, Inc.. for enaineerina services for water main and sewer main improvements Approval of the contract for Engineering Services with Gewalt Hamilton Associates, Inc. in the amount of 5366,715. Funding for this contract is available in the Water DIE account and Sewer Reserve account. Aid. Feldman moved approval, seconded by Ald. Rainey. Aid. Moran was concerned relative to the ranking of various contractors that bid on contracts. His concem was to the criteria involved in the rating of these contractors. David Jennings said that they used the ranking system to determine which firms to interview. Once they had what they considered the top four, they did a face to face interview including a practical exam right at the interview. The second phase was an hour long face to face interview with the staff that would be doing the job, rankings were adjusted after evaluating the interviews. That is what the final recommendation was based on. After much discussion Ald. Feldman said that he respected the Chair's request for a dialog with respect to the kind of values that is being discussed, they are legitimate questions for the Committee to find out how staff arrhms at their decisions. He said that he was not certain, that it had to capture this particular project because what is more Important is for the Committee to have the kind of information it is requesting for future projects but he would like to see this particular bid passed and have a discussion next month of future projects. Ald. Rainey said that this is probably one of the best proposals that she has seen. One of the things seen here with Gewalt Hamilton is that they do not have a mockup on subcontractors that are out pocket expenses. Ald. Jean -Baptiste suggested that the Committee approve this item and then come back and review the process. Ald. Moran said he would not vote in favor of this proposal, he felt that people were picking numbers that they think might apply and that this was a flawed process. Aid. Feldman moved approval of this bid, seconded by Aid. Rainey. Motion passed 3-1 with Add. Moran Voting No. Ald. Jean -Baptiste asked that this be an agenda item for discussion at the next A&PW meeting. Ald, Rainey asked that some of the Harca contract be included as an example to work from. (A4.1) Approval of Chance Order #4 for Police/Fire Headquarters Approval of Change Order #4 for Police/Fire Headquarters Renovation for an increase of $127,287 to Central Lakes Construction, increasing the total contract amount from S3,357,880 to $3,699,167. Funded from CIP project funds. Ald. Rainey said that $127,287 for a parking lot should be bid. Max Rubin said that the Engineering Department has reviewed the submittal and that the numbers were good. Mr. Rubin added that if the project is not done this year it will be done next year at next year's prices. Ald. Feldman moved approval, seconded by Ald. Moran. Motion passed 3-1 with Ald. Rainey voting no. (A5) Resolution 41-R-04 Loan to Evanston Township A proposed resolution to provide a loan to the Evanston Township. In response to a question from Ald. Rainey, William Stafford replied that this money given to them as needed. (A6) Resolution 43-R-04 Authorization for Townshlp to enter Into an aareement with the Cltv to receive loan Loan to Evanston Tarmship. (A7) Resolution 42-R-04 Authorizing the City Manager to scan an apartment lease aareement at the municipal service center Consideration of proposed Resolution 42-R-04, authorizing the Interim City Manager to enter into a Lease Agreement with John Sturtevant for the east apartment in the Municipal Service Center. at 2020 Asbury. This lease will be for one year at a rent of S760. (A8) Ordinance 86-0-04 - Amending Section 7.2-9 to regulate the narkwav use on Central Street for the 4O1 of Julv parade Proposed Ordinance Amending Section 7-2-9 of the Evanston City Code Regulating Parkway use on Central Street for the Four of July Parade. (AS) Ordinance 89-0-04 - Amending Section 3-5-6 (D) to decrease the number of Class D liquor licenses Decrease Class D Liquor License. (A10) Ordinance 36-0-04 - Amendina Section 9-6.1 to address chances to the curfew ordinance Ordinance change to comply with recent court ruling. - Aid. Moran asked Kathy Brenniman to find out the time someone could file a petition for a writ expires. Ms. Brenniman said she would gel that information. Aid. Moran said he would like that information before a vote is taken on this ordinance. He said that he was trying to understand how these activities are defined with some clarity. Aid. Rainey said that the people in her ward are sick and tired of 50 or 60 juveniles under 16 roaming their neighborhood until 1 - 4 a.m. She added that the people in the 1100 and 1200 block of Monroe last night at about 10:45 p.m., about 20 cars had their windows bashed out by juveniles who were violating curfew laws. She said the time has come for the Evanston Police to be able to intervene. She said that while others were studying the ordinance there are some people in the working class neighborhoods that need relief from these juveniles. Aid. Jean - Baptiste said the Committee could still get clarification in the future and still vote on this tonight. Aid. Rainey moved approval, seconded by Aid. Feldman. Motion passed 4-0. (Al1) Ordinance 76-0-04 - Amendina Section 10.1.9-6 to prohibit motorized scooters Ordinance amendment to more fully define and regulate motorized conveyances. Aid. Moran asked when the motor scooter is defined it is not what is usually thought of as motor scooters. He moved to amend the ordinance to remove from Section 10-1-3 motor assisted pedacycle such as the Segway. Chief Kaminski asked the Committee to give him until the next A&PW meeting to get more information to be able to define this more clearly. (Al2) Increaso in Class B1 Liquor Licenses Consideration of proposed Ordinance 78-0-04 increasing Class B1 liquor licenses from 6 to 7 with the addition of Bar Louie, 1520 Sherman Ave. Consent agenda consists of Al. A3.2, A3.3, A3.4 A5 A6, A7, AS, A9. Aid. Feldman moved approval, motion seconded by Ald. Rainey. Motion passed unanimously. ITEMS FOR DISCUSSION (APW1) Dutch Elm Tree iniection aroaram To report on proposed options and estimated costs to enhance Dutch Elm disease controlling utilizing fungicide injections. Doug Gaynor said that what he tried to do was give a report that would give an opportunity for discussion. In the report, it is indicated that there are some steps needed to be taken, but there is not what he would consider an urgency as far as if the City were to be moving the Injection Program forward. The injection program will be implemented next 3 June, July and August. In addition, there is a survey that needs to be conducted by December which will give the City an opportunity to go out for bid for the injection program. The City does a sanitation program and up until this year it is considered successful, it is one of the two methods that really has had any success in reducing the Dutch Elm disease spread. The sanitation process involves two vehicles that go out and scout to find the Dutch Elm disease. Within a two week period the whole City is covered. Crews are sent out to take samples of the trees identified and if it is very arduous there are two steps that are taken. The City has an ordinance that requires trees that are infected to be taken down in thirty days. If the tree is less than 8% infected, the City will do a cut-out of the areas infected. in the last five years there is a fungicide (Arbortect) that has been experimented with and is considered effective. He said that he is experiencing an 80% effective rate with Arbortect. He said that the City knows where these trees are on public property, he does not know where they are on private property or alleys. Also, any tree that is on private property and 50 feet from a tree on public property that is injected also needs to be injected. Mr. Gaynor said that what he would like to convey this evening is that this report is the beginning of a discussion. Also included in this report are what some other communities are doing about the Dutch Elm disease, He didn't believe that any community had an ordinance that required private citizens to inject their trees. Aid. Rainey said that the problem that she had with Mr. Gaynor's spreadsheet Is that he includes a fourth year that only shows injection. If you do i, 2, & 3, and then 4, 5, & 6, if you just use your numbers for tree removal for years 4, 5, and 6 the comparative cost for the second three years Is almost the same as what is being spent now on the Sanitation Program. Aid. Feldman said it seems logical to him that the spreadsheet would be done on the basis of a cycle. Mr. Gaynor said that what he found was that originally the Arbortect product was effective for three years, it is now being discussed in articles that it is effective for primarily 2 & 1/2 years. He said that they are using 3 years, but one of the reasons they showed 4 was so that they could show the decrease over time that they will actually catch up because they will have a decrease in the number of trees lost with a constant cost for the Injection cost. Aid. Rainey said that the real impressive show was in years 4, 5, & 6. Aid. Feldman said no matter what it takes that this program must be done. He said he would like to know from the City's Financial Director if in fact we have to spend $200,000 - 5500,000 a year more than we're spending now, how this can be done. In the past this City has done what it had to do - build a library, fix the City's sewers, etc., and this is one of those things that the City must do and must do now. Ald. Moran asked what Mr. Gaynor meant by saying that the first year taxes would have to be raised almost 6°%. Pat Casey replied that without identifying any other source of revenue, taxes would have to be raised to meet the expense of the program. CITIZEN COMMENT Mimi Peterson, said she was a founding member of TREE. She said that Aid. Feldman and Aid. Rainey had already addressed some of their concerns. She distributed a spreadsheet to the Committee. She pointed out that at the end of this season the City will have spent S2,450,283 on Dutch Elm disease in the last three years and mentioned that this is the year the City is experiencing a record loss of elm trees. TREE's version of Option 1 shows that in the last 3 years using the sanitation method of controlling disease has cost the City over S2 million. She added that this has been done without any special tax increases and this year the City will spend $618,000 over the budgeted amount. She questioned where this money was coming from and would like to redirect this money to rescuing trees. Ms. Peterson said that there were no real years or figures attached to Parks & Forestry's spreadsheets. She thought it more important to talk about what was done in 2002-03, 2003-04. 2004-05 so that that they could talk about actual incidents actually experienced. She wanted the Committee to know that the proposal that Parks and Forestry put together does not include the cost of cut-outs. Cut-outs are a huge part of what is being done so TREE's has put that money back. Ms. Peterson said that TREE appreciated the support the Committee has already shown and fully expect it to be part of the budget discussion. She encouraged the Committee to support Action 2 which she felt could be done for $266,000 less than the City spent at 4 the end of this year. Aid. Feldman asked if TREE has thought about how to inoculate trees on private property. Ms. Peterson said that TREE has been encouraging residents to inject their own trees, and thought that a 50150 program could be addressed which would be similar to the 50150 program the City already has for the sidewalk program. Virginia Mann, said she is a co-founder of TREE. She asked the Committee to imagine a big gorgeous elm tree and the beautiful sight and shade it provides. Now imagine 800 of these trees, double that number and that is how many Elm trees the City has lost since 2001 when TREE first came to City staff and asked them to adopt a preventative program of injecting our Elm trees. This is a program that can prevent the loss of the City's Elm trees. She encouraged the City to adopt Action 2. Looking at the City's figures it states that Arbortect has a cost of S15.50 per diameter inch, while TREE has a contractor that provides that services for S12 a diameter inch. The distributor says that costs decreases significantly if the City decides to inject the trees itself - and they would provide training to City staff. In Park & Forestry's proposal it inconsistently refers to an 80% effectiveness rate while in their chart they use a 1% loss rate which would mean that the product would be 99% effective. TREE goes with a 98% effectiveness rate. For the past 3 years, looking at real dollars budgeted and spent is almost $2,000.000. Increased vigilance for the 184 trees that are less than 10" in diameter, TREE agrees there should be a survey but hopes the City would look at other options than farming it out. Ms. Mann said that as the Committee can see from the large turnout tonight, there is tremendous support for this program. Leigh Skinner Maclssac, thanked Ald. Feldman and Ald. Rainey for their comments on the Dutch Elm disease. She said she is in support of Option 2. Ms. Maclssac said that she decided to tie a green ribbon around every trim tree on Ridge Avenue starting at Howard Street all the way to Isabella Street in Wilmette. She said she has just now completed that task. On all the spreadsheets it talks about the cost to cut down one tree and the cost to replant one tree, but Ms. Maclssac felt that tree had a dollar amount that should have been attached to it. Mary Shoner, said she is an Evanston resident and wanted to show her support for the TREE organization and how important the Elm trees are to Evanston. Bob Loweth, said that he has warehouses at the northeast comer of Noyes and Asbury and has two lovely historic elm trees. He said that the issue the community is facing is really a statement of our values. He felt that the community has been blessed with trees as a major asset and how we treat those trees is a reflection of our values. Mr. Loweth said that Evanston has always been a leader in supporting community values and how we handle these trees will be a reflection of the values our citizens place on Evanston as a City. He said that as the Committee thinks about this issue to not just think about the trees but think about our commitment to community values in offering a resource for the entire community. Fred Lewis reminded the esthetic cost of Evanston losing the elm trees. Across the street from the Civic Center the apartment properties that lost their elm trees and how bare and uninviting they look now as compared to a few years go. On Noyes Street ten years ago Honey Locusts were planted to replace the elm trees. He said that in his lifetime these trees will never amount to anything, and certainly not to the grandeur of the elm trees that have been cut down. Mr. Lewis said that this is a strong incentive to support Option 2. John Quinlan stated that when he moved into his present home seven years ago, there were a number of large stately elms on that block. Over the last seven years they have lost two to three elm trees a year. Last year they lost one directly across the street and he had the parkway trees injected with Arbortect and because of the grafting issue did his neighbors as well and paid for it himself. Since that time, more and more trees are disappearing except for the ones he has protected on his block. He said he would hate to see the entire City of Evanston look like his block with only a few protected elm trees left. Sam Grober said he is a forester and has a masters and doctorate in forestry. He wanted to make one thing clear — that this program must go on or there will be no elm trees. This is a repetition of what 5 happened to the American Chestnut many years ago and there is not one single standing American Chestnut tree in the United States. Either we inject our trees or we will lose them. Ald. Rainey said that we need to get over the money issue. The big issue we will have is the private trees; we should move ahead with Option 2 and then as an adjunct issue discuss the private trees. LI Raven, said he didn't want this used to increase taxes. He was afraid that taxes would be raised and the money would be used elsewhere. Aid. Feldman mentioned that there is no way we can allow the private issue to hold up anything else, but there is no way to do this without dealing with the private issue. When asked when the lasts trees could be injected, Mr. Gaynor replied it would be the end of August. TREE representative said that they have injected trees up until the middle to the end of September depending upon the weather. Aid. Feldman asked if the City would inoculate trees this fall, would it save more trees than if we waited until the spring. Mr. Gaynor said it depends on the private issue. Aid. Feldman asked if trees could be located now that could be inoculated which are far enough away from any private tree and start a program of inoculation. Mr. Gaynor said he didn't have enough staff to go out and locate a stand alone tree. Aid. Feldman asked Mr. Gaynor to let him know what it would take to begin inoculating trees this season. Acting City Manager Judy Aiello said that before this could be done there would have to be a special meeting of the City Council so that it could address what it Is and also the whole budgetary impact and do a budgetary adjustment. If this is something the Committee wants to do and If you want to focus on the grouping of stand alone trees she thought that something could be pulled together. Aid. Feldman said there was a special meeting on September 1 and this could be discussed then. Ms. Aiello said that if we go beyond S15,000 it has to be put out to bid. If we stay under S15,000 we have more latitude. Ms. Peterson offered the services of TREE to Identify the stand alone trees. Mr. Gaynor said that the issue is to Identify the trees, find the contractors, if the contractors have the availability and if they have the product, can they start. He said that it will just cost money and that some homework needs to be done first. Aid. Jean -Baptiste asked Mr. Gaynor to begin to Identify what contractors are available, how many trees can be done for three weeks in September and get the assistance of TREE. By the time we get together on September 1, we either can do S15,000 of work or maybe more. (APW2) Preliminary hearing 2005-2006 budget Establishing a Date for Preliminary Public Hearing for the 2005/2006 Budget Ald. Feldman moved that the Preliminary Public Hearing date will be September 27, 2004 at 6:00 p.m. Ald. Rainey seconded the motion. Motion approved unanimously. ADJOURNMENT There being no further business before the Committee it adjourned at 9:01 p.m. Respectfully submitted, Mary Baa e Plannin Division G. MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of September 13, 2004 Members Present: Alderman Jean -Baptiste, Alderman Feldman, Md. Moran, Aid. Rainey Staff Present: Judith Aiello, Mary Baaske, Bobbi Tolston-Brown. Chief Berkowsky, Kathleen Brenniman, Dave Cook, Zeltee Edwards, Douglas Gaynor, David Jennings, Gavin Morgan, Chief Kaminski, Debbi Sleet, William Stafford, Judith Witt Others Present: Unidentified others Presiding: Aid. Jean -Baptiste SUMMARY OF ACTION Aid. Jean -Baptiste called the meeting to order at 7:21 p.m., a quorum being present. APPROVAL OF MINUTES OF REGULAR MEETING OF JULY 26, 2004 Ald. Feldman moved approval of the minutes of August 16, 2004. Motion seconded by Aid. Rainey. Vote: 4 Ayes. ITEMS FOR CONSiDERATION ON COUNCIL AGENDA (Al) City of Evanston payroll tnrougn Ubr1blU4 City of Evanston Payroll through 09109104 2148285.40 1:998:671.20 Aid. Rainey moved approval of the 8/26104 and 9/09104 payroll. Motion seconded by Ald. Feldman. Vote: 4 Ayes. (A2) City of Evanston Bills through 09/14/04 $3,733 695.54 Ald. Rainey asked why S2,351.33 was spent on carpeting for 601 Brummel. She said this was a 6ity park and the only thing there is a trailer. She hoped that it did not cost $2,300 to carpet this trailer. She asked Doug Gaynor for an explanation. Mr. Gaynor said that he was not knowledgeable about this expenditure. but would investigate and get back to Ald. Rainey. Aid. Rainey asked that this expenditure be taken off the bills list. Ald. Rainey asked what kind of tax is the Evanston Township High School Municipal Tax Reimbursement. William Stafford replied that it was for all the taxes i.e., telephone, gas and electric. He added that it is done once a year. Ald. Rainey said that while she is in support of tuition reimbursement, there is an amount for tuition reimbursement for S7,900, While she felt it was important that staff be well educated she wondered how big a burden the citizens of Evanston should have to bear. She asked for more details. Judy Witt said that she would get Ald. Rainey more information on that expenditure. Aid. Rainey also asked Ms. Witt to remind the Committee of the parameters of the reimbursement program. Aid. Rainey said that she did not believe that the City should be paying $900 to Leadership Evanston for City employees to learn about leadership. Ald. Moran said he has participated in some of the sessions and thinks d is one of the best programs that is going on in the City. He said Evanston is a challenging and sometimes complex place and one of the reasons Leadership Evanston exists is 10 bring different sectors of the community and some of the organizations that make this community work together and they get to know each other. He added that it develops a leadership element and totally supports this payment. Ald. Rainey said that Sggt. Mayer has served the City for 20 years and now we are sending him to Leadership Evanston. Sloe said that if it were the rvvo assistants to the City Manager who are new, she would be willing for an argument for that, but to send Sgt. Mayer is a waste of money. Sgt. Mayer has been with the City for twenty years and knows more about how this City works than most peopfe. Aid. Jean -Baptiste said he supported this program and saw how this could benefit people. He said that there are people that live in this community that never come in touch with the police. No matter how many things a person is exposed to, sharing other experiences just broadens who we are and makes us capable of doing what we have to do. Ald. Jean -Baptiste said he thought Leadership Evanston was a good program, but asked Human Resources to give the Committee quarterly reports and let them know who is participating in this program. Ald. Feldman moved to approve the bills list for S3, 731,344.21 which is S3,733,695.54 minus the $2,351.33. Ald. Moran seconded the motion. Vote: 3 Ayes - 1 Nay. (A3.1) Approval of Purchase for One (1) Police Vehicle (Emergency purchase) Approval of purchase of one (1) Police Vehicle in the amount of S22,570 from Morrow Brothers Ford. Funding for this purchase is Fleet Services Capital Outlay Budget. Aid. Rainey asked that in the future the Committee get more information than just that the police car was totaled and they need a replacement. Ald. Feldman said this Issue of ABPW not getting enough information has been happening far too long and often. Committee members and staff discussed wayys5 for A&PW to get the needed information. Ald. Feldman moved approval. Motion seconded by Afd. Rainey. Vote: 4 Ayes. (A3.2) Apppproval of proposal to provide excess worker's compensation coverage at a cost of S80,000,00 The City is renewing its excess coverage for Worker's Compensation for worker's compensations cases in excess of S500,000. Marsh, the City's insurance broker sought proposals from three Insurance providers. The City'scurrent provider of excess coverage is recommending to continue the City's excess coverage at a premium of S60,004 for the coming year. Funding is available in the insurance Fund. Ald. Feldman moved approval, seconded by Ald. Moran. In response to a question from Ald. Jean - Baptiste, Sherman Reynolds, a Marsh representative said that no other market could compete as aggressively or favorably. Mr. Reynolds said that the market is driven by two major components, the attachment point - the City's retention or deductable, the other companies that were brought to the table couldn't get down to S500,000 or a S1,000,000 plus their annual premium was higher. On both counts that weren't as competitive as the existing program. Ald. Moran said that in the Executive Summary, Marsh states that the increase in premium insurance attributable to the City's increase in payroll, loss experience and the marketplace. He asked for a breakout on how much each of those elements contributed to the increase. Mr. Reynolds said that, at best, it will be an estimate. Mr. Reynolds said in Marsh's estimation the City's risk characteristics profile weighs heavily when the commercial insurance market place looks at City s high risk profile compared to an XYZ manufacturing firm. Aid. Moran said that he would like the data that was used related to the statement in the proposal that states the payroll of the City of Evanston has increased 10% over last year. AMoran said he was also asking for the loss experiAld. Moran that would have been a contributing element to the 34% increase. Mr. Reynolds said he would get that information for him. Aid. Rainey asked how many cases the City has that exceed the $500,000. Judith Wilt said that to date there were none but that in the future, there are two that could exceed the S500,000. Ald. Rainey asked how aggressive Mr. Reynolds was in seeking other carriers and asked him if he was able to search the entire universe of providers. Mr. Reynolds said that he has specialists in many areas and one of the many specialists is focused on excess workers compensation. His colleagues who work face to face with the underwriters in just this area have a very focused understanding and as a result can access all viable markets to bring the most competitive terms to the City. Vote: 4 Ayes. Approval of proposal to provide a Retail Analysis at a cost not to exceed $47,000. Aid. Rainey moved approval, motion seconded by Ald. Feldman. Ald. Feldman said that this is one of the better things to come out of the envisioning process. People ask why certain businesses aren't in Evanston. Md. Feldman said that this study will help everyone understand what kind of a market is in Evanston. The City doesn't want businesses that vnll come here and fail, it wants the kind of business that will come to Evanston, serve the community best and succeed. This study is the kind of study from mid -America that will help us understand who should be here and what our society and downtown will support. Judith Aiello said that with some of the Issues that came up along with the parking and traffic study these three components will give the Council data in order for them to redo the Downtown Plan. Ald. Feldman said that one of the issues that is heard thrown around a lot with respect to people's attitudes toward each new development is a concept of density. What he hopes will happen is that Council will get a professional estimate of what density is and what is enough. Ms. Aiello replied that she thought it will not be from just one of the studies, it will be from data gotten from the parking and traffic study, from the retail analysis and from some of those issues brought up in the envisioning sessions of what people feel is a good mix. Ald. Jean -Baptiste asked to what extent is the City responsible, other than reacting to the demand for the mix of business downtown and have we ever gone after any certain business. Ms. Aiello said that we have, over the years Terry Jenkins wrth Evmark and herself have gone out and courted businesses. What they tried to do was to go to similar communities like Park Ridge and Naperville where they have independent retail and tried to convince these independent retailers to open a second store here in Evanston. We have one business that came from Oak Park, failed here but is still in Oak Park. Once the City knows what the market will support, a marketing strategy can be tailored to fit Evanston. Add. Feldman hoped that this study could be used as a tool in dealing with perspective retailers. Vote: 4 Ayes. (A3.4) Approval of Lowest Responsible and Responsive bidder for Municipal Service Center Parking Deck. Approval of contract for the Municipal Service Parking Deck Repaifs'irf the amount of $165.712 from R. Rudnick & Company. Funding for this purchase is the C1P and Parking Fund budget. Aid. Feldman moved approval, seconded by Aid. Moran. Vote: 4 Ayes. (A4.1) Change order for the Leahy Park Redevelopment Project Approval of Change Order dumber 1 for the Leahy Park Redevelopment Project for an Increase of $9,120 to Pedersen Construction, increasing the total contract amount from $513,180 to $522.300. Funding sources are CIP and OSLAD grant. Adequate funding exists in the current budget allocation to absorb this additional cost. Aid. Feldman moved approval, seconded by Ald. Rainey. Vote: 4 Ayes. (A4.2) Approval of Change Order #2 Professional Services Contract Revision for the Leahy Park Redevelopment Project for an increase of $1,957.50 to pre-qualifled landscape architect JJR's contract, increasing the total contract amount from$32,911.00 to $34,868.50. Funded by GO bonds and OSLAD grant. Aid. Feldman moved approval, seconded by Add. Moran. Vote: 4 Ayes. (A5) Resolution 40-R-04 — Amending Section — Authorizing the City Manager to sign an agreement for the McGrath fence donation — Consideration of Resolution 40-R-04 authorizing the City Manager to sign an agreement with William and Mary Ann McGrath for donation of an ornamental fence at the Lee Street Beach breakwall. For Action Aid. Rainey moved approval, seconded by Aid. Moran. Vote: 4 Ayes (A6) Resolution 46-R-04 — Adopting the National Incident Management System (NIMS) - Conslderation of Resolution 46-R-04 adopting the National Incident Management System for emergency responses. For Action Aid. Feldman moved approval, seconded by Ald. Moran. Ald. Rainey asked what is the ICS system? Chief Berkowsky replied that ICS is a system that fire services have used for many years to coordinate activities of an emergency theme. Aid. Feldman asked if the City gets any money from the Federal Government to support these activities. Chief Berkowsky said that the Fire Department has gotten several grants. Vote: 4 Ayes. (A7) Resolution 48-R-04 — Amending Section - Release of Deed Restriction at 1100 Clark Street11719 Ridge Avenue — Consideration of proposed Resolution 48-R-04 for the release of a Deed Restriction for a pedway at 1100 Clark Street/1719 Ridge Avenue. For Introduction Aid. Feldman moved approval, seconded by Ald. Rainey. Vote: 4 Ayes. (AB) Ordinance 91-0-04 — Declarinp City Propertv as Surplus - Consideration of proposed Ordinance 91-0-04 declaring various vehicles and equipment as surplus so they may be publicly offered for sale at the Lake County auction on 10/02/04. For Introduction Aid. Feldman moved approval, seconded by Add. Moran. Aid. Rainey asked for Information of how much the City makes on these auctions. She also wanted to know why Evanston didn't do the auction itself. 3 William Stafford said historically, the City works with the Northwest Municipal Conference and created a consortium. He added that the City has gotten better prices this way. Mr. Stafford said he would get the information of how much money is made to the Committee. Vote: 4 Ayes. (A9) Ordinance 92-0-04 - Amending Section — No Parking at anvtime on the east side of Asbury_ Avenue from Howard Street to Dobson Street - Consideration of proposed Ordinance 92-0-04 amending Section 10-11-8, Schad. VIII (A) of the city code for No Parking At Anytime on the east side of Asbury Avenue from Howard Street to Dobson Street. For Introduction Aid. Rainey moved approval, seconded by Ald. Feldman. Ald. Rainey said that she would like to add the parking space in front of Bills to this Ordinance. She felt that it would create a lot more freedom for people going in and out. Vote: 4 Ayes • (A'r0) Ordinance 93.0.04 z- Amending Section — No parking at anytime an the north side of Greenleaf Street between 2001 and 2007 Greenleaf Street driveways — Consideration of proposed Ordinance 93-0-04 amending Section 10-11-8, Schad. Vill (A) of the city code for No Parking At Anytime on Greenleaf Street between 2001 and 2007 Greenleaf driveways. For Introduction Ald. Feldman moved approval, seconded by Ald. Moran. Vote: 4 Ayes (A11) Amended Ordinance 76-0-04 — Amending Title 10, Chapter 1 to prohibit motorized scooters - Consideration of proposed Ordinance 76.0-04 amending Title 10, Chapter 1, to prohibit certain motorized and motor assisted conveyances. For Action Aid. Feldman moved approval, seconded by Aid. Moran. Aid. Rainey thought that the wording on page 3 #4. 'Any vehicle authorized by the City to participate in a City -Authorized parade" could be misinterpreted. She said that it should say'ln parades any vehicle that the police say is allowed." Ellen Brenniman said that she would change the language. Ald. Feldman asked Ms. Brennimen to be sure that there is an agreed upon language and to give that to Ald. Jean -Baptiste. (Al2) • Ordinance 86-0-04 — Amending Section 7-2-9 Requlatinn Darkwav use on Central Street for the 4t" of July parade - Consideration of proposed Ordinance 86-0-04 amending Section 7-2-9 of the City Code regulating parkway use on Central Street for the 0 of July parade. For Action Previously approved. (A13) • Ordinance 89-0-04 — Amending 3.6-6(0) to Decrease the Number of Class D Llauor Licenses — Consideration of proposed Ordinance 89-0-04 amending Section 3-5-6(D) to decrease the number of Class D liquor licenses from twenty-five to twenty-four due to the closing of Blue Sapphire at 1709 Benson Street. For Action Previously approved. V. COMMUNICATIONS (APW1) Fire Department Monthly Reoorts (APW2) Police/!"ire Department Hiring Status Reocrt Ald. Rainey said that when you look at the Field Operation it gives you the Impression that all these officers are on patrol, but some of them aren't. She said when their not, they shouldn't be on the list because it gives some people a false sense of security. Ald. Jean -Baptiste asked Chief Kaminski to refresh the Committee's memory on the pipeline of a police officer. Chief Kaminski said that one person has been hired by the Civil Service, that person will start the academy on October 4, 2004, he will graduate in late December. He will then be field trained the first of the year for 18 weeks and then will be ready to ride in a solo capacity. Aid. Jean -Baptist noticed that two division chiefs will retire in September and asked what this will do in terms of the command group. Chief Berkowskii said that these positions were posted today for internal applicants. Ald. Jean -Baptist asked how many people were in the pipeline 4 in terms of new hires. Chief Berkowski said that one person will start next Monday, and one new person is currently waiting to be hired. There are eight more background checks that have just been completed for the Civil Service to review. JAPW3) Status on the Next Theatre Comaanv financial oblkGation to the City Aid. Feldman said that the Next Theatre Company is a great theater company and is known all over the City of Chicago for its highly professional, extremely marvelous plays and productions. ADJOURNMENT There being no further business, it adjourned at 8:38. Respectfully submitted. Mary Baas Planning 5 ADMINISTRATION & PUBLIC WORKS COMMITTEE MONDAY SEPTEMBER 27, 2004 6:06 p.m. — 8:20 p.m. Civic Center, 2100 Ridge Avenue - Room 2404 Members Present: Alderman Jean -Baptiste. Alderman Feldman, Md. Moran, Aid, Rainey Staff Present: Judith Aiello, Mary Baaske, Bobbi Tolston-Brawn. Chief Berkowsky, Kathleen Brenniman, Patrick Casey, Dave Cook, Doug D'Agostino, Rajeev Dahal, Douglas Gaynor, David Jennings, Vincent Jones, Gavin Morgan, Sat Nagar, William Stafford, David Stoneback, Judith Witt Others Present: Jeanne Lindwall, Leigh Mac Isaac, Mimi Peterson, Shabnum Sanghvi, and unidentified others Presiding: Aid. Jean -Baptiste DECLARATION OF QUORUM Aid. Jean -Baptiste called the Public Hearing to order at 7:09.p.m., a quorum being present. 11. PUBLIC HEARING — BUDGET REVIEW Patrick Casey gave an overview of the City's budget for first six months of FY 2004105. He said that the expenditures for the first six months are at 47.12%. The expenditures are holding true, but with the winter months still to come with Its snow and ice, etc., he was happy that the expenditures thus far were holding true. Mr. Casey added that all departments are at or near their budgets. Mr. Casey said that revenues were tracking at from 46% to 49% and doing fairly well. Aid. Rainey asked Mr. Casey to go over the details and explanation of personal property tax entries. Mr. Casey asked William Stafford, the City's finance director to explain this for Aid. Rainey. Mr. Stafford said that Personal Property Replacement Tax is a per capita tax that the City gets from the State. The calculation is different every year, the reason that there are three listed is that by policy the City has set an amount of S45,800 for the library, S49,700 for the Recreation, the remainder amount varies every year. The City has to give a percentage of the remainder amount based on a calculation to each of the pension funds, whatever is left over goes to the general fund. This is unallocated and will decrease as the year continues. Aid. Rainey asked for the definition of Personal Prof( ro arty Replacement Tax. Mr. Stafford said it's a per capita allocation that the City gets from the State. The State discontinued the Personal Property Tax and took a potion of income tax that is allocated to that tax. The City gets a portion of that. Ald. Rainey said she would like to know if the money that would be received from the State this year would be the same amount that was received last year. Mr. Stafford said he would get that information for her. Mr. Casey said that he received all the departments submissions at the end of last week and as of now, they are not all entered into the system. Looking at next year's budget he said that the State economy is still not where he would like it to be, it is at a very slow rebound as is most of the Country. This leads to uncertainty in the State's budget. Because the State has taken local shared revenue in the past, the City will have to keep watching what the State is doing with their budget so it doesn't too badly impact the City in a negative way. Looking at a slide showing the long term issue with the City's budget as a whole it shows about a 3% growth annually in revenue, but shows a 5% growth annually in expenditures. The expenditures include anything from salary to goods and services, fuel, etc. Projected out five years the gap gets wider apart. Mr. Casey told the Committee that the municipal prices are running higher than consumer prices. The reason for that is that most municipalities are more personnel riven than the regular Consumer Price Index. In The Consumer Price Index there are more goods and more services. With municipalities it is mostly personnel that does the work, there are no goods or a product to sell. He said that labor makes up about 80% of what our General Fund is, i.e., wages, medical insurance etc. Mr. Casey mentioned that the contract with AFSME is in the third year of their contract and the City YAI not have to negotiate that for the next year. Police Sergeants are settled for next year, and the regular police patrolmen are settled for next year. There will be negotiations with the Fire Fighters Union for the upcoming year. It is estimated that the City will need about 51.7 million in wage increases for this year. Mr. Casey said that nationally health insurance is out of control and the City is predicting a 20% increase which translates to another $1.1 million in expenses. The City will meet with the providers and begin discussion on different ways to contain those costs. He said that the City is investigating pooling with other communities. There is a risk pool for health insurance in the area, and the representatives of that pool have been contacted to see if the City can join that pool. Mr. Casey said that another program that needs to be funded is the Elm Tree Inoculation program. It is estimated that this program will cost 51.2 million and a source for funding has not yet been found. General Goods and Services - with fuel at an all time high, there will probably be high fleet cost. The high cost of fuel will necessitate higher charge backs to some of the other funds. It Is anticipated by natural gas providers that there will be an increase of 20% of the cost of natural gas and a 5% cost in electricity. Mr. Casey went through the revenues listed including S78 million budget with S15 million from property taxes, S13 million for sales tax, etc. Most revenues are expected to be about the same as last year. He said that there is an insurance fund that has $25 million in potential liabilities, the Finance Department and Manager's Office is continuing to develop a financing plan. The City will continue the 51.9 million transfer that occurs from the general fund to the insurance fund. Depending on the cases and the outcome of those, the City will have to come up with an insurance and CIP strategy. To summarize, he said that the wages are expected to rise at S1.7 million, the health insurance at $1.1 million and the tree program at $1.1 million are just three of the items to be considered without taking into consideration the cost of goods and services or anything else. For the most part we are already seeing 53.9 million above what we will spend this year. Revenues — last year the city had a general fund budget of S78 million with $15 million from property tax, S13 million from sales tax, etc. Last year there was an approved !evy of 531,203,539 which was a 6.8% increase over the previous year. A lot of the increase was due to the police and fire pension changes In Springfield. He added that he wasn't anticipating a big jump in sales tax. Home Rule Sales Tax Is expected to stay flat, the city now levies at the 1 % and received about S5 million and that is what was budgeted last year as well. Utility tax is 5% on utilities and 6% on telecommunications and are projected to come in at $8.2 million. State Income Tax, due to the bad economy has been down, and as of now are projecting a flat revenue. Real Estate Transfer Tax of last year was bumped up in the budget to the $3.5 million and it is performing fairly well, the cost of houses have gone up so the taxes have gone up. There has not been any big decrease in the amount of sales, we do believe that the $3.5 million is a good base but will be looking at it over the next few months to see what can be done with that tax. Other revenues - license and building permits, the building permits are at a base of 51.9 million and will be monitoring that over the next three months to see how the revenues perform and what can be included in the budget. Fines and fees are also flat at 53.5 million. While the revenues are not going down, but are staying flat and we're hoping for some growth and hoping the economy in the State goes up. So we can benefit from that on some of the taxes and fees that the City charges. Last year the City had double digit increased property taxes because the State increased benefit levels of Police and Fire Pensions, the stock market did not perform well and the City lost money there so the City had to keep up. More retirements and every year the City has an actuarial review and that is in progress right now and that will tell us in about a month or month and a half what our liability is going to be for the Police and Fire pensions. A deficit is projected for the Parking Fund, he does believe that increased revenues will be required we are working with the Parking Committee to make recommendations to the council to balance that fund and to put that fund on a firm footing for the upcoming years. Water Fund — A water rate increase is not anticipated for the next year. Sewer Fund — There is one last and final increase in the sewer rate of 5% and is slated to go into effect March of 2005. 2 Fleet Fund -- The fuel costs have really hit the fleet fund and in the past the City has restricted equipment purchases to balance the fund. In the future it is hoped to get on a better footing on purchasing equipment because the debt is starting to fall off of the Fleet Fund so the City will have more money in the appreciation fund with which to purchase more vehicles and fund them with appreciation. Capitol Improvement Program — Mr. Casey said that between $280 to S300 million is required to maintain the equipment and infrastructure that the City has currently. It is estimated that if the litigation works out next year, the City will have a S6 to S6.5 million program for the CIP. If the City gets hit with a large suit or large finding that may have to change. Mr. Casey listed the following: CIP Priorities Street Improvements Public Buildings Parks Neighborhoods Business Streetscapes Economic Development Concerns Cover contract wage increases and medical costs Find funding solution for Tree Program What is happening with the Insurance Fund Increase of gas and fuel costs Keep watching the State Legislature and economy so we can defend ourselves in Springfield. Aid. Rainey asked about an expenditure of several thousand dollars for a liquor tax audit. Mr. Casey replied that every year for the last three years the City picks 5 or 6 liquor establishments in town to audit. The City contracts with their current auditor to go out and review the sales of these establishments and see if they are returning the sales correctly. He added that each year the City has gained by this audit, we have never had to given any money back. The Public Hearing closed at 7:09 p.m. Ill. DECLARATION OF QUORUM Ald. Jean Baptiste called the ABPW meeting to order at 7:10 p.m. IV. APPROVAL OF MINUTES OF REGULAR MEETING OF SEPTEMBER 13, 2004 Ald. Feldman moved approval of the September 13, 2004 minutes. Motion seconded by Ald. Rainey. Motion approved unanimously. V. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al I Citv of Evanston Pavroll through 9123104 - $2.036.491.91 Aid. Feldman moved approval of the of the City of Evanston payroll in the amount of $2.036,491.91. Motion seconded by Aid. Rainey. Motion passed unanimously. (A21 City of Evanston Bills throuah 9114104 Central Rug & Carpet - $2,351.33 Ald. Rainey moved approval, motion seconded by Aid. Moran. Aid. Feldman said that when staff saw what this carpeting for a trailer was costing, it should have set off some kind of alarm that this was too much money to spend. Ald. Rainey said that what was so upsetting about the memo written by Doug Gaynor to Judith Aiello is that the computers were taken out of the trailer C because they were out of date. She said that this is how that trailer was promoted, that it was to be used for a computer -training program. Ald. Rainey asked who was using the trailer, where did they live, and asked for an explanation of what is going on in this trailer. In reply to a question from Aid. Jean -Batiste, William Stafford replied that the vendor that supplied the carpeting was Central Carpet in Evanston. Ald. Jean -Baptiste asked what is the maximum expenditure for which staff can go out and shop as opposed as putting it out to bid. Mr. Stafford said that the bid amount if 515,000 and above. However, if it is less than 51,O00 credit cards are used, if the expenditure is between 51,O00 and 55,000 three bids are required. Between 55,000 and S15,000 more format quotes are required. Mr. Gaynor said that his department followed the policies of the City in getting three quotes and moving forward. He said that the trailer is there primarily because without an indoor facility on the premises there could not be a food program. Mr. Gaynor stated that the food program takes place in the summer months and in the fall and winter it is an after school location where chi,dren go to do their homework and play games. Motion passed unanimously. (A2) — Continued. Leadership Evanston-$900.00 Shabnum Sanghvi, a representative of Leadership Evanston explained that the program began in September of 2004 and three sessions have been held so far including a retreat. She said that this was a ten-month program. Ald. Feldman said that while he approved of Leadership Evanston and would vote for this bill to be paid, he felt the real issue was that, at this time. City money could be better spent. Aid. Jean Batiste suggested that a discussion be set for a later date. Aid. Rainey said that many City officials are called upon to volunteer their time at Leadership Evanston making presentations to the various seminars and workshops that Leadership Evanston runs. She said that if Leadership Evanston was really civic minded they would offer a scholarship or two to the City for its employees. It was her opinion that the City should not be sending seasoned employees to Leadership Evanston and should definitely should not be paying for their time while they are there, She said she would be voting no. Md. Moran said that this is a program that the City should foster and encourage. He said that this is some of the best tax payer money that could be spent. The notion of developing a sense of leadership, collaboration, understanding, networking, building relationships, developing a more holistic view of what Evanston is about including finding out where the City and its employees, administrators and elected officials fit within that much larger matrix is invaluable training that should be encouraged at every turn. Aid. Feldman asked out of what line item is Leadership Evanston paid. Judith Witt replied that the Human Resources Department has a training budget that pays for city-wide training. Aid. Feldman said the question is whether or not the City should be spending money on this at this time. Aid. Jean -Baptiste suggested that this be put on the agenda for the next ASPW meeting. AU Feldman moved approval, seconded by Ald. Moran. Motion passed 3 Ayes -1 Nay. W) City of Evanston Bills through 9128104 - $5.077,156.01 Aid. Moran moved approval, seconded by Ald. Feldman. Aid. Rainey asked if the trailer carpeting (discussed previously) could have been charged on a department credit card. William Stafford said that nothing over $1,000 could be charged to the credit card. Motion passed unanimously. (A3.) Approval of lowest responsible and responsive bid of Sound Incorporated for the Telephone System Upgrade.- $32,417.1 S. Aid. Rainey moved approval, seconded by Ald. Feldman. Motion passed unanimously. +A3.21 Approval of proposal for Home Depot Alley Paving Program. Appproval of contract for the dome uepot Area Alley Pavrnq Program_in the amount of 983 26a.UU Funding for link program is Home uepot Alley_ Area Nejannorhood tuna, liJ 1ana Fcinds, cfuf3Cs tunas and by Homeowners through special Assessment process. Ald. Feldman moved approval, seconded ray Aid. Ramey. Motion passed unanimously. JA3.3) Approval of proposal for RFq surveying services - Approval of contract for Survevina Services in the amount of sbixis from t'osu-yore. tunoina for this Ald. Feldman moved approval, seconded by Ald. Rainey. David Jennings clarified that the process he went though was not just to hire Postl-Yore, it was an RFCI process and he is recommending that two other contractors be allowed to bid future contracts. Aid. Jean -Baptiste said that if Mr. Jenning's intent was to qualify three contractors it should have been presented differently. He suggested that Mr. Jennings re -present this at the next A&PW meeting. . Motion passed unanimously (A4.1) Approval of change order # 1 - OrringtonlNoyes Junction Box relief sewer project Approval of Change urger No. } to the contract with uient)rooK excavating & C:oncrete Inc. for the OrringtonlNoyes Junction Box Relief Sewer ProJ'ect. This change order reduces the contract amount by S50,828.72 and does not modify the contract time. Aid. Rainey moved approval, seconded by Aid. Feldman. Motion passed unanimously. (A4.2) Approval of change order # 2 — Phase VIII — Contract B relief sewer project Contract with Glenbrook Excavating 8 Concrete Inc, for the Phase Vlll - Contract B Relief Sewer project. This change order reduces the contract amount by $35.670,23 and does not modify the contract time. Aid. Rainey moved approval, seconded by Ald. Feldman. Md. Rainey said that she thought there was a claim against this project and asked if this final change order means the City is shutting off opportunity for claims. William Stafford said that he understood that there is a claim outstanding and a check is being held pending resolution of that claim. Ald. Rainey said that it was a fabulous job, but she is concerned about the flooding that is taking place. Staff said that the alley is still connected to the combined sewer system and not the cause of the flooding. He believed that the flooding was all of the downspouts that are connected to the combined sewer system that is causing the flooding. They are not required by ordinance to disconnect their downspouts and each of the large apartments has two to three downspouts. Motion passed unanimously. (A4.3) Approval of change order # 1 — Eggleston Park redevelopment Approval of Change Order Number 1 for the Eggleston Park Redevelopment Project for an increase of S25,337.00 to Clauss Brothers contract, increasing the total contract amount from S458,140.00 to S483,477.00 Funding source is CIF. Adequate funding exists in the current budget allocation to absorb this additional cost. Ald. Feldman moved approval, seconded by Aid. Rainey. Motion passed unanimously. (A4.4) Approval of amendment # 1 to agreement with MWH Americas, Inc, for engineering services for three relief sewer projects This ppropposed amendment would increase the compensation ceiling for the agreement by $10,488.00, from $2,159.000,00 to S2,169,000.00. The proposed increase is for excess engineering services provided on the Phase IX - Contract A Relief Sewer Project. The City deducts the costs for excess engineering from the Contractor's payment application. This cost savings is then used to ay the engineer. Ald. Feldman moved approval, seconded by A d. Rainey. Motion passed unanimously. (A5) Resolution 45-R-04 — Authorizing the City Manager to sign the agreement for Asbury Avenue bridUe phase 11 project. Authorizing the City Manager to sign a supplemental agreement with Ciorba Group Inc. for Asbury Avenue Bridge Phase II engineering services. The supplemental services has increased the contract amount by S34,643. This is funded by 80 /o Federal Funds and 20% City Funds. Ald. Rainey moved approval, seconded by Ald. Feldman. Aid. Rainey asked when this would be done, David Jennings said that it would be completed in 2005. Motion passed unanimously. (Ali) Resolution 51-R-04 -- Authorizing the City Manager to sign agreement for McCormick Blvd phase II project Authorizing the City Manager to sign a supplemental agreement with TranSyslems Corporation for Phase 11 Design Enggineering Services. The supplemental services has Increased the contract amount by S65,933. This is funded by 70% Federal Funds and 15% each State 8 City funds. Ald. Rainey moved approval, seconded by Ald. Feldman. Aid. Rainey asked if any trees would be lost in this project. David Jennings thought that appproximately 25 trees would be lost, but three trees are planted for every one removed. He said that most of the trees are related to the realignment of the PrainelGranl/McCormick intersection where Grant comes in at an awkward angle. Grant will dead end into Prairie and Prairie will come into McCormick at a right angle. So there is a triangle of land that needs to be road that is not road right now. Ald. Rainey asked for updates on what trees will be taken down and what will replace them. Ald. Moran said he was involved in meetings regarding this project and that those people involved considered conserving trees as a primary criteria for the selection of this particular design. There was no design that allowed the City to go forward without losing some trees. Leigh Maclsaac asked ABPW to delay their decision until the next session. Mr. Jennings said that this is a supplemental agreement to Phase It. Phase 11 is virtuallycomplete, this is just to follow up some extra work that was needed to complete the PhasIl des' i. He is lookingg at a November letting for this job based on the approved design by City Council, Ad. Moran said that the City has spent hundreds of thousand of do tars on this design and the City is committed to this design. There have been numerous public meetings. Mimi Peterson was concerned that it would not be 25 trees taken down but more like 50 trees or more. While not an expert, Ms. Peterson said that there were not that many accidents at the Bridge/McCormick intersection. She said that ending Prairie into Grant was a good idea, those trees are already gone. She did not see a need for widening for this project. Mr. Jennings said he would look at the changes since the survey was done and give a report to the Committee. The project is set to go and the trees will be taken down when the project starts. The City is ready to bid this job and will start March or April. He said that this work has already been done and this resolution is ,just to authorize payment to TranSystems Corporation. In reply to a request from Aid. Feldman, Mr. Jennings said he would recap what has taken place reggarding this request for the last two years and get that summary back to the Committee. (.'lotion passed unanimously. A Ordinance 95-0-04 — Increase In Class N Liquor Licenses for Food 4 Less A8 Ordinance 96-0-04 — Increase in Class C Liquor Licenses for New Orleans Grill A9 Ordinance 97-0-04 - Three way stop sign at Central Park and Thayer Street Al Ordinance 98-0-04 — Decrease in Class-B Liquor Licenses for Cabo Grill Al Ordinance Ordinance 99-0-04 — Decrease In Class B Liquor Licenses for Bombay Garden Ald. Rainey asked if there were any restrictions regarding how close liquor could be sold next to schools. Pat Casey said that there were no schools close to the owner of the liqquor license to which she was referring. Aid. Feldman moved to approve items A7, A8, A9, A10, All 1. Motion seconded byAld. Rainey. Motion passed unanimously. V. ITEMS FOR DISCUSSION VI. COMMUNICATIONS (APW1) Police & Fire Department Hiring Status report (APW2) Liquor License Procedures APW3) Tuition Reimbursement Policy - Held until the next meeting. (APW4) Human Resources Memo VII. ADJOURNMENT There being no further business before the Committee. it adjourned at 8:34 p.m. Respectfully submitted. Mary B e Planni g Division ADNIINISTRATION & PUBLIC WORKS CONINI TTEE ,NIONDAY, OCTOBER 1I, 2004 ,%1IN UTES Members Present: Alderman Jean -Baptiste, Alderman Feldman, Ald. Moran, Ald. Rainey Staff Present: Mary Baaske, Bobbi Tolston-Brown. Chief Berkowsky, Kathleen Brenniman, Patrick Casey, Dave Cook, Doug D'Agostino, Rajeev Dahal, David Jennings, Vincent Jones, Sat Negar, Max Rubin, William Stafford, David Stoneback, Others Present: Virginia Mann, Leigh Mclsaac, Mimi Peterson, Peter Mattox, Alma Woods, Marvin Kantor, Diane Korting, Bernadette Siuy-Blaurach, Brian Utley, David Brewer, Elaine Macejak, Caroline Winkler, and unidentified others Presiding: Aid. Jean -Baptiste DECLARATION OF QUORUM Aid. Jean -Baptiste called the Public Hearing to order at 7:25 p.m., a quorum being present. APPROVAL OF MINUTES OF REGULAR MEETING of September 27, 2004 ITEMS FOR CONSIDERATION ON COUNCIL AGENDA Al - Al were considered on a consent agenda. (Al) Citvof Evanston Pavroll through 10/07104-$2,046.371.52 (A2) City of Evanston Bills through 10/12/04 . $1.515.551.75 A3.11 Aporoval of lowest responsible and responsive bid of ambulances -Approval of purchase of two 2) Ambulances for 1-tre In the amount of b331J,96b.yb from roster t:oacn Sales, Inc. Funding for this purchase is the Fleet Services Capital Outlay budget. (A3.2] Preaualification of three firms to provide toponraphic services (surveying) -Approval of Postl- Yore Associates, L)ynasty group Inc., and i ranbystems t;orporation to provide surveying services on an as - needed basis. (A3.3) Approval of request for authority to purchase right-of-wayfrom MWRD for the McCormick Dralect. - AuthorizingCary Manager to purchase three parcels of right-ot-way tram Metropolitan Water Reclamation District (i1W RD) for the McCormick Boulevard project if necessary. The appraised value of the three parcels is S90,000. [A3.4) Approval of recommendation for speed bumps in the 2400 block of Bradlov Place - Consideration of a petition to install speed bumps in the alley located at Y4U0 Bradley (south alley). CA3.5) A,7proval of recommendation for speed bumps for the 1300 block: of Main Street - Consldera ion of a petition to install speed Dumps in the alley located at t 3uu Main (north alley). A3.6) Approval of lowest responsible and responsive bid of 114,824 for boiler replacement at FleetwoodJourdain- Approval of contract for purchase of three d boilers for f-teetwood Jourdain in the amount of W 14,U4. Funding for this purchase is the CDBG Fund (Fleetwood Jourdain Account #5275.62800.Y29 (A4.1) Approval of Chance Order #1 for Wheelchair Lift Replacement -Approval of Change Order #1 for Noyes Cultural Arts Center and Fleetwood Jourdain Community Center project for an additional $1,991.00 to DME Access, Inc., increasing the total contract amount from $20,800.00 to $22,791.00. (A4.2) Approval of Chantte Order #10 for Fire Station t#3 Protect - Approval of Change Order #10 for Fire Station #3 project for a credit of S2,701.25 from Skender Construction Company, decreasing the total contract amount from $2.428,702.93 to $2,426,001.68. (A5) Resolution 52-R-04 - Authorizing the City_ Manaqer to sign an agreement for the Asbury AAvenue tsrtaae reconstruction protect f 1 n-Party Aareementl - Authorizing c;iry manager to sign an intergovemmentai agreemenl wan the nfinois Oeparrtment of 1 ransportation (IDOL and Chicago Transit Authority (CTA) for Asbury Avenue Bridge reconstruction project. The project is funded by Highway Bridge Replacement and RePiabilitation Funds. (A6) Resolution 53-R-04 — Debt Service Tax Abatement Resolution - Abates a portion of the 2004 levy required for the Series 1992 S36,240,000 general obligation bonds. These bonds were issued to help finance a number of capital improvements. Resolution 53-R-04 abates $2,394,311 of the 2004 total levy funds from the escraNed monies from the Series 1997 Bonds. (A7) Resolution 54-R-04 — Debt Service Tax Abatement Resolution -abates a portion of the 2004 levy required for the Series 1994 S24,210,000 tax exempt general obligation bonds. These bonds were Issued to help finance a number of capital improvements. Resolution 54-R-04 abates S1,845,300 of the total 2004 total levy. Funds for the abatement are derived from S1,845,330 in funds escrowed for this purpose from proceeds of the Series 1999 Bonds. Resolution 55-R-04 - abates the 2004 levy required for the Series 1994 S1,850,000 taxable general obligation bonds. These bonds were issued to help finance the Southwest TIF II (Howard/Hartrey) project. Resolution 55-R-04 abates the total 2004 property tax levy of $192,093. Funds for the abatement are derived from funds available in the SW II TIF (Howard/Hartrey) Debt Service Fund. (AB) Resolution 56-R-04 -- Debt Service Tax Abatement Resolution - abates a portion of the 2004 levy required for the Series 1995 S10,835,000 general obligation bonds. These bonds were Issued to help finance anumber of capital improvements. Resolution 56-R-04 abates all of the 2004 levy of $1.037,582. Funds for the abatement are derived from proceeds of the Series 1999 Bonds. (A9) Resolution 57-R-04 — Debt Service Tax Abatement Resolution - abates the 2004 levy required for Series 1996 S18,595,000 general obligation bonds. These bonds were issued to help finance a number of capital improvements. Resolution 57-R-04 abates $1,645.043 of the 2004 levy of $1,626,953. Funds for the abatement are derived from S596,340 from the SW TIF II Debt Service Fund; $325,500 from incremental revenues from the Downtown II Debt Service Fund; S88,250 from private special assessments; and S534,953 in funds escrowed for this purpose from proceeds of the Series 1999 Bonds. (A10) Resolution 58-R-04 — Debt Service Tax Abatement Resolution - abates the 2004 levy required for the Series 1997 S35,820,000 general obligation bonds. These bonds were issued to help finance the approved long-term capital improvement fund and to advance refund the callable portion of the Series 1992 general obligation bonds. Resolution 58-R-04 abates $1,621,155 of the 2004 levy of $3,745,720. Funds for the abatement are derived from $595,967 from the 2004 refunding and $1.025,188 from the Sewer Fund. (A11) Resolution 59-R-04 —Debt Service Tax Abatement Resolution - -abates the 2004 levy required for the Series 1998 S11,160.000 general obligation bonds. These bonds were issued to help finance the approved long-term capital improvement fund. Resolution 59-R-04 abates S472,810 of the 19987 levy of $1,001,830. Funds for the abatement are derived from $203,600 in the Fleet Service Fund, $233,170 from the Sewer Fund; and S30,040 from private special assessments. (Al2) Resolution 60-R-04 — Debt Service Tax Abatement Resolution -Resolution 60-R-04 abates a portion of the 20D4 levy required for the Series 1999 S37,424,000 general obligation bonds. These bonds were issued to help finance a number of capital improvements and to partially advance refund Series 1994, 1995. and 1996 bonds. Resolution 60-R-04 abates S3,076,505 of the 2004 levy of S3,751,000. Funds for the abatement are derived from $263,250 available in the Fleet Service fund; $87,280 available in the SW TIF 11 Debt Service Fund; S134,765 available from private special assessments; and 0J S1,970,828 from the Sewer Fund, and $329.490 from the Washington National TIF; and $164,052 from the Parking Fund; and S126.840 from the General Fund. (A13) Resolution 61-R-04 —Debt Service Tax Abatement Resolution -abates a portion of the 2004 levy requirement for the Series 2000 S37,100,000 general obligation variable rate bonds. These bonds were issued for the Church Street TIF development and the Citys annual capital Improvements program. Resolution 61-R-04 abates S2,892.000 of the 2004 levy of $3,182,000. Funds for the abatement are derived from S2,622,000 in available Downtown II TIF and S270,000 in Debt Service funds. (A14) Resolution 62-R-04 — Debt Service Tax Abatement Resolution - abates a portion of the 2004 levy requirement for the Series 2002 A&B S35,000,000 general obligation variable rate bonds. These bonds were issued for the Sherman Plaza (Washington National) TIF development and the City's annual capital improvements program. Resolution 62-R-04 abates S3,260,000 of the 2004 levy of S3,260,000. Funds for the abatement are derived from S3,260,000 in available Washington National TIF funds. (A15) Resolution 63-R-04 -- Debt Service Tax Abatement Resolution - abates a portion of the 2004 levy requirement for the Series 2002C S35,000,000 general obligation corporate and refunding bonds. These bonds were issued for the Citys annual capital improvements program and refunding SSA No. 5 bonds. Resolution 63-R-0 4 abates S1,542,918 of the 2004 levy of S2,295,000. Funds for the abatement are derived from S1,254,750 in available Water Funds and S288,168 in SSA No. funds. (A16) Resolution 64-R-04 —Debt Service Tax Abatement Resolution -abates a portion of the 2004 levy requirements for the Series 2003 S16,500,000 general obligation corporate purpose refunding bonds. These bonds were issued to refund Series 1993 bonds. Resolution 64-R-04 abates S958,138 of the 2004 levy of S2,917,325 of Park funds. (A17) Resolution 65-R-04 — Debt Service Tax Abatement Resolution - abates a portion of the 2004 levy requirements for the Series 2004 S27,390,000 general obligation corporate purpose refunding bonds. These bonds were issued for the City's annual capital improvements and to refund a portion of Series 1997 bonds. Resolution 65-R-04 abates S264,281 of the 2004 levy of $1,535,441. Funds for the abatement are derived from S264,281. Aid. Rainey moved approval of Al - A17, seconded by Aid. Feldman. Motion passed unanimously. IV. ITEMS FOR DISCUSSION (APW1) McCormick Blvd Status Report David Jennings, Public Works Director, said he was responding to the Committee's request to bring back information on the McCormick Blvd project regarding the process that was followed and the design itself. Mr. Jennings said one of the things he wanted to do tonight was to correct the misinformation that is out in the community. It has been said that the City is widening McCormick Blvd., in actuality the existing pavement on McCormick Blvd is 40' wide, and will be 40' wide when the project is completed. It is going from a 4 lane cross section to a three lane cross section, the existing gutter varies from 12" to 18" wide and the proposed gutter is a consistent 18" wide. As of now, there are 41 trees that are slated for removal, not 51. Mr. Jennings gave the following explanation regarding the trees slated for removal: Seven trees are being removed because of a change in curb height exposing the roots or covering up the base of the tree. - Six trees will be removed because they are too close to the road. Federal Highway Administration regulations prohibit any object within 18' from the back of the curb. Right now, there are six trees at that distance or closer. Twelve trees will be removed due to replacing the drainage system at the Arboretum. Eleven of the twelve trees are within the 150' of pavement; only one tree can be seen from the road. - One tree is being removed due to a turning radius signal conflict at Ridge. - 15 trees will be removed due to the Grant/PrairielMcCormick intersection configuration and the right turn lane at Green Bay. 3 Mr. Jennings said that the pavement is failing - the road base and the surface, the ride quality Is poor, the street drainage is failing - there is flooding when heavy rain occurs, the drainage through the arboretum has failed - there are outfalls that go from McCormick out to the canal and in three places are active sinkholes that are filled and then wash out again. He said that there is an awkward intersection at Grant, Prairie and McCormick and the City wants to make that safer for school children, pedestrians, cyclists and motorists. Right now there is a temporary signal at Bridge and McCormick that was put there because of the accidents and it needs to be permanent. Council authorized staff to seek funding through Federal and State sources for this project in 1998. As part of the process the City agreed to the Transfer of Jurisdiction from IDOT to the City of Evanston (called the JT) so that at the end of this project the City will own the street. The JT was a condition of the funding (funding is in the $4 million range) and the City's share of this is in the $200,000 range. iDOT requires a project approach that is Phase 1, Phase 2, and Phase 3. Phase i is the concept plan and the City started this in 2001, Phase 2 is the actual construction plans and that began early this year. The Construction Phase 3 plans for one construction season. The timing is to complete the south end at the beginning of the construction and work near the school when the schools are not in session. Mr. Jennings went on to explain exactly the reasoning, process and work that the City went through to complete Phase 1 and 2. He further explained that the involvement of the Arboretum and Parks and Forestry led to construction plans that are very detailed and very clear about the level of care expected. There are things in the contract caned Special Provisions that impose penalties If trees are damaged and also impose penalties if the contractor operates equipment, stores anything or does anything in a pre -established tree protection zone in this project. A member of the audience asked what would happen to the Tallmadge lights. Mr. Jennings replied that a few would have to be readjusted, but that they would all stay. A member of the audience asked what would happen to the roots of the trees where power line burying would be taking place. Mr. Jennings replied that directional boring would be used so it would be under root systems. He said that it would be coordinated with Paul D'Agostino. Virginia Mann said it was hard for her to imagine that all those trees could be cut down along McCormick Road and it not have an impact. She said that traveling north on McCormick the road is stark, but once McCormick crosses Emerson the view totally changes to a place with character, someplace with caring for their trees, and someplace you might want to live and be willing to pay higher property taxes for the quality of life offered by this community. Ms. Mann said that she could not be convinced that when you cut down trees that form the arch over McCormick that you would not be changing the character of Evanston and not impact property values. She suggested that we talk about how we keep the road from coming too close to the trees. Ms. Mann urged the City to reconsider and save the trees. Mimi Peterson said that a few weeks ago the City was going to have to cut down 51 trees, now they say they will cut down 41. She said that the City did hold meetings two or three years ago, but that at these meetings some answers to questions raised only provoked more questions. Some of the questions she asked were: Why are we doing the project? Why do we have to cut down trees to reduce the number of lanes. Why do we need to reduce the number of lanes when it seems that will increase traffic. Ms. Peterson said that the facts from staff do not support high accident levels. She said that these trees provide a living link to Evanston's past. Peter Mattox said that looking at the picture of McCormick provided by staff, there are some trees that are very close to the road, how confident is the City that these trees will not eventually be impacted. Mr. Jennings stated that hand digging is required around the trees, there are requirements for root pruning and tree preservation in the contract. Alma Woods said she heard that the reason for this project was safety for school children and that is not what she is hearing today. She suggested other ways to provide safety for the school children including having one or two crossing guards, sidewalks, a pedestrian bridge, or strong sanctions against children that jaywalk. She said that she has driven McCormick many times and has never seen a traffic jam. i Mr. Jennings said that the project is driven by many concerns, safety being one of them. There is an opportunity to make the Prairie/Grant intersection much safer than it is now for children. There is a drainage system that has failed and is causing street flooding, the pavement itself has failed and the road needs to be reconstructed. Marvin Cantor said that McCormick Boulevard has already lost a number of trees. He asked rf the City has given any thought to what will happen when that area Is cleared of the small trees and the mature trees. He said that this would leave Hawthom lane wide open to all the racket that Is now happening on McCormick. Diane Corling said she does these kinds of studies for a living. She said that for the people that had valid objections and eloquent statements about the trees. Ms. Coding commended the City's Public Works staff for the very thorough documentation they have provided. She said that her own opinion is that the highway engineers fascination with t-intersections and the insistence on it being safer may be up against something here, she was not sure that this would be a better intersection. Bernadette Gissy-Blourock said that the best time of fall was to go down McCormick at look at the trees. Brian Utley echoed what other speakers had previously said tonight. When he bought the property on a sleepy dead-end street it was with a certain expectation that a busy highway would not be put in there. He said that he was skeptical that what was said tonight would turn out and he asked the City to reconsider. David Brewer said that one of the great things about Evanston is the trees. He said he drives McCormick Boulevard every day. He said that if the City is willing to have only three lanes on McCormick it should narrow the Boulevard and lower the speed limit. Blaine Macjak said that she and her husband feel mislead. They attended the first meeting held by the City and cutting down all these trees were not mentioned. Mr. Jennings said that in the Phase I study there is a table that was handed out which shows that Phase I Attemate 4 Study has a three tree loss. That total never considered having the drainage considerations because the drainage was not designed until Phase 2; it was addressing the trees along McCormick. The intersection of Prairie/Grant/McCormick was not considered, the right turn lane on Green Bay Road was not In there and the drainage was not in that Phase, so all of that has to be added to the three -tree toss. He explained that the focus was not on widening, but to keep the tree loss to a minimum. Ald. Moran wanted to assure everyone at the meeting tonight that from the very first time the City started looking at this project (which was six years ago) the focus was on the tree aspect of this project. Everyone Involved in this project considered the loss of trees and one of the largest driving forces in the alternative that is before the Committee tonight is related to trees. The other alternatives provide a much dire prospect for trees. He said that there has been much misinformation circulating about this project. The main reason for this project is not that there are traffic jams on McCormick Blvd., but that the road bed - not just the surface - in this segment of McCormick Blvd. is shot, and also that the drainage system is shot leading to flooding causing dangerous conditions on McCormick Blvd. Ald. Moran said his underlying rationale was that there is a need to fix an important segment of street in Evanston. If this project was not being funded from State and Federal funds, the City would be asking Evanston residents to pay the $4 million. Because of Federal Highway Administration regulations, the City was required to consider not only what the traffic flow on McCormick Blvd., is today, but what the course of traffic could be in the next thirty to forty years. After looking at demographics and statistics that apply to this area consideration had to be given to the increase in traffic over the next 1/3 to 1/2 of the next century. From this understanding, it was decided that if some future Council six or eight councils from ncry it was decided that they need to adjust McCormick because of the increase in traffic, if the City went with 12' lanes, that Council would not have any options. The decision as made to go with 14' lanes to give the City potential options In the future. Over the last six years, Council saw an opportunity to do something about the safety of children at Kingsley and Haven crossing the intersection. There have been conbrrgents of the Police and Fire Departments and, staff people from the schools going to the comer to shepherd children through the intersection because it is not a particularly safe place right now. Aid. Moran said that as part of each and every one of these considerations, the potential loss of trees was considered and how all those considerations and others could be taken and take advantage of 54 million Federal funds, fix a problem that needed fixing, reduce the environmental impact that Evanston has, and focus on atl those things to come with the current project. He said that the project is not perfect, but that staff has considered and will continue to save trees on a tree -by -tree basis. Aid. Moran said he would say with a high degree of confidence that staff has done a fine job, the City overall has done a good job on this situation and regretted that people have misunderstood various aspects of the project and hoped that the meeting tonight provided some clarifications and explanations of what Council and staff has tried to accomplish over the past six years. He hoped that over the next year there will be a reconciliation of everything that was discussed tonight. (APW2) Purchasing Evaluation Methodology - held over until the next meeting. (APW3) Leadership Evanston Policy.- held over until the next meeting. V. COMMUNICATIONS (APW4) Tuition Reimbursement Policy - held over until the next meeting. (APW5)Pollce OfficerfRrefighter Vacancy Report - held over until the next meeting. (APW6) Fire Department Monthly Report - Aid. Rainey Inquired about the fourth item under General Information and asked what the $20,000 referenced. Chief Berkowsky said that it was a car fire at 1500 McDaniel. (APW7) Update on Programs at Clyde-iBrummel Park - held over until the next meeting. Vl. ADJOURNMENT There being no further business before the Committee, it adjourned at 8:41 p.m. Respectfully submitted, Mary Baaske Planning Division 6 DRAT• r.VOTAPPROVED ADMINISTRATION & PUBLIC AVORKS CO'IMITTLE MONDAY. NOVEMBER 8. 2004 MINUTES Members Present: Alderman Jean -Baptiste, AM. Moran, Ald. Raincy Members Absent: Alderman Feldman Staff Present: Mary Baaske. Kathy Bienniman, Bobbi Tolsion-Brown. Kathleen Brenneman, Patrick C3sc. Dave Cook, Doug D'Agostino, Rajccv Dahal, Bob Domcker, 7-cltce E.:xards. Mary Morris, Neil Ney, David Jennings. Vincent Jones. Chic Kanunski, Max Rubin, William Stafford, David Stoncback. Barbara Zdanovvicz Others Present: Unidentified others Presiding: Ald, Jean -Baptiste L DECLARATION OF QUORUM Ald. Jean -Baptiste called the meeting to order at 7:50 p.m., a quorum being present. 11. APPROVAL OF MINUTES OF REGULAR ,MEETING OF OCTOBER 25, 200.1 Aid. Rainey moved approval, seconded by Aid. Feldman, motion passed unanimously. IIIL ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al ) City of Evanston Pavroll dated 10/22/2004 - throueh 11'05 :004-St.980.331.74 - Ald. Rainey moved approval, seconded by Aid. Moran Motion passed unanimously. �%2) Bills List dated November 09. 2005 - S1.898,109.90 - Ald. Rainey moved approval, seconded by Ald. ciddman. Motion passed unanimous[,.. (A3.1) Approval of cont rct for the Library Remodel in Project in the amount of 540,000 from Nagle Ilartrav Uanker Kagan AfcKa% Penns Architects LtdFunding for this contract is the Library endowment fund. - Aid. Jean -Baptiste read the Evaluation of Architectural Proposals that stated as follows: Qualiticattons d_ Expertise - 20 points. Past Performance and R.-ferenccs - 20 points, Contract Management - 20 points, Organization, ... of Proposal - 10 points, Method - 20 points, MI 'IEBG -� 5 points, Costs -- 5 points. Ald. lean -Baptiste said he has rcvie%%c the process of av arding the contract. Frye Gillan Molinaro gave a bid of S'_2.500 and Nagle ltartras's bid %vas $40,000 and Purchasing chose to give the contract to Nagle llartray. lie asked %%ho decided on the 7 factors of evaluation criteria. Mr. Ney said that they worked from a model• used before to select architects. Aid. lean -Baptiste asked the Purchasing Department to chat extent they provide advice to departments that are not in the business of really Icttinr out contracts. William Stafford said that the Purchasing Department provides the advice, but it still braes bask to Tin- criteria the professionals (the department) think is most important. 1.Ir. Stafford said the Purchasing Dcpartni=t setsup the framevvork of six or seven or in some cases eight criteria and these are the kinds of things that should oe looked for. The decision really has to go to the departments because they- are the ones that arc voing to have a group of professionals v.-ho are going to evaluate that. fie added that it is really a departmental-calfon trose percentages. Ald. Jean -Baptiste said that the expertise on letting contracts. sending out RFI' and RFQ's reside principally in Purchasing's area althouith the different departments kno•.v their particulars. In reply to a statement by Ald. Jean -Baptiste Mr. Stat%rd said that the reason there is a loucr cost of service on this kind of thing is because We arc probably looking at $1.5 million project. Thcsc guys arc going to be the quarterback and that's what the architects are, and if 1 am going to pay S20,fir)J more for a quarterback and get a good quarterback than cost doesn't mean as much to me as it does to the major contract. Tile logic being stated here is that chat Purchasing thinks is important are the qualifications. the contract management and the IIc said the RFQ has been conceived of and created in State Statutes as the prefcncd r.-cilied for new and complex icchno ogv, there atc combinations of firms.providing ptofcssicnaf sen-ices. It a;io-xs r:Sotiation in an RFP process, but in a RFQ process therc is even mote flexibility allowed in ..cpa;iating pm;iasals and it is possible to ask numerous bidders to resubmit cost figures and it also gives a littie more legal flexibility, Aid. Jcan-Baptiste said that one of the concerns he has is in terms of the City's roccss. When a proposal comes before us we identiry a certain caliber of contractors that we invite to bif on a particular contract. In his view, that was cxclusist and closed the door to other competitors. fie asked how contractors Fet a chance to break the kind of exclasive club to bid on the contract. Bobbi Tolston-Brown said that the list Lasts no more than two years and after that it is opened up to cver}•one. Not-maily, we receive an •ss-here from S — 12 Kraposals. People that arc interested normally respond because then arc told how long the list is going to last. ls. Tolston-Bromm said that xhen they do the RFP s and RFQ's when the companies submit their proposals their cost is separate. Normally the evaluation team does not loot: at the cost, they evaluate all the other factors. (APN1'4) Tuition Reimbursement Update Aid. Raineysaid she had goners some cans from City of Evanston employees stalling that they had read the she is planning to eliminate tuition reimbursement in the City of Evanston. She said that «as not true at all. Aid. Rainey asked if employees used work time to go to school. Judith Witt rcpficd that they do not use work time, if certain course is held during business hours the employee must use vacation time or adjust their schedule to attend that course. The only time an employee uses work time is %%hen they are required to attend training. Aid. Jcan-Baptiste said he remembered that he was supposed to get information regarding the allocation of training dollars, VI. ADJOURNMENT There being no further business before the Committee, it adjoumed at 8:35 p.m. Respectfully submitted, Mary. e Planning Mr. Jennings said that the project is driven by many concerns, safety being one of them. There is an opportunity to make the Prairie/Grant intersection much safer than it Is now for children. There is a drainage system that has failed and is causing street flooding, the pavement itself has failed and the road needs to be reconstructed. Marvin Cantor said that McCormick Boulevard has already lost a number of trees. He asked if the City has given any thought to what will happen when that area is cleared of the small trees and the mature trees. He said that this would leave Hawthorn Lane wide open to all the racket that is now happening on McCormick. Diane Coding said she does these kinds of studies for a living. She said that for the people that had valid objections and eloquent statements about the trees. his. Coning commended the City's Public Works staff for the very thorough documentation they have provided. She said that her own opinion is that the highway engineers fascination with 1-Intersections and the insistence on it being safer may be up against something here, she was not sure that this would be a better intersection. Bernadette Gissy-Blourock said that the best time of fall was to go down McCormick at look at the trees. Brian Utley echoed what other speakers had previously said tonight. When he bought the property on a sleepy dead-end street it was with a certain expectation that a busy highway would not be put in there. He said that he was skeptical that what was said tonight would turn out and he asked the City to reconsider. David Brewer said that one of the great things about Evanston is the trees. He said he drives McCormick Boulevard every day. He said that if the City is willing to have only three lanes on McCormick it should narrow the Boulevard and lower the speed limit. Elaine Macjak said that she and her husband feel mislead. They attended the first meeting held by the City and cutting down all these trees were not mentioned. Mr. Jennings said that in the Phase I study there is a table that was handed out which shows that Phase I Alternate 4 Study has a three tree loss. That total never considered having the drainage considerations because the drainage was not designed until Phase 2; it was addressing the trees along McCormick. The Intersection of Prairie/Grant/McCormick was not considered, the right turn lane on Green Bay Road was not In there and the drainage was not in that Phase, so all of that has to be added to the three -tree loss. He explained that the focus was not on widening, but to keep the tree loss to a minimum. Aid. Moran wanted to assure everyone at the meeting tonight that from the very first time the City started looking at this project (which was six years ago) the focus was on the tree aspect of this project. Everyone involved in this project considered the loss of trees and one of the largest driving forces in the alternative that is before the Committee tonight is related to trees. The other alternatives provide a much dire prospect for trees. He said that there has been much misinformation circulating about this project. The main reason for this project is not that there are traffic jams on McCormick Blvd., but that the road bed - not just the surface - in this segment of McCormick Blvd. is shot, and also that the drainage system Is shot leading to flooding causing dangerous conditions on McCormick Blvd. Ald. Moran said his underlying rationale was that there is a need to fix an important segment of street in Evanston. If this project was not being funded from State and Federal funds, the City would be asking Evanston residents to pay the S4 million. Because of Federal Highway Administration regulations, the City was required to consider not only what the traffic flow on McCormick Blvd., is today, but what the course of traffic could be in the next thirty to forty years. After looking at demographics and statistics that apply to this area consideration had to be given to the increase in traffic over the next 1/3 to 112 of the next century. From this understanding, it was decided that if some future Council six or eight councils from now it was decided that they need to adjust McCormick because of the increase in traffic, if the City went with 12' lanes, that Council would not have any options. The decision as made to go with 14' lanes to give the City potential options In the future. Over the last six years. Council saw an opportunity to do something about the safety of children at Kingsley and Haven crossing the intersection. There have been contingents of the Police and Fire Departments and , staff people from the schools going to the comer to shepherd children 5 through the intersection because it is not a particularly safe place right now. Ald. Moran said that as part of each and e.,ery one of these considerations, the potential loss of trees was considered and how all those consideraticns and others could be taken and take advantage of $4 million Federal funds, fix a problem that needed fixing, reduce the environmental impact that Evanston has, and focus on all those things to come with the current project. He said that the project is not perfect, but that staff has considered and will continue to save trees on a tree -by -tree basis. Ald. Moran said he would say with a high oegree of confidence that staff has done a fine job, the City overall has done a good job on this situation and regretted that people have misunderstood various aspects of the project and hoped that the rneeting tonight provided some clarifications and explanations of what Council and staff has tried to accomplish over the past six years. He hoped that over the next year there will be a reconciliation of everything that was discussed tonight. (APW2) Purchasing Evaluation Methodology - held over until the next meeting. (APW3) Leadership Evanston Policy _- meld over until the next meeting. V. COMMUNICATIONS (APW4) Tuition Reimbursemertt Policy - held over until the next meeting. (APWS)Police Officer/Firefighter Vacancy Report - held over until the next meeting. (APW6) Fire Department Monthly Report - Ald. Rainey Inquired about the fourth item under General Information and asked what the S20,000 referenced. Chief Berkowsky said that it was a car fire at 1 500 McDaniel. (APWT) Update on Programs at Ctyd"rummel Park - held over until the next meeting. VI. ADJOURNMENT There being no further business before the Committee, It adjourned at 8:41 p.m. Respectfully submitted, /0" Mary Baaske Planning Division T DR-lF• T . 0T APPJR711f;D ADMINISTRATION S PUBLIC WORKS COMMITTEE MONDAY NOVENIHER8.2004 MINUTES Members Present: Alderman Jean -Bar tiste, Ald. Moran, Aid. Rainey Members Absent: Alderman Feldman Staff Present: Mary Baaske, Kathy Brcnniman, Bobbi T-olsion-Brown, Kathleen Brenni:nan. Patrick Casey, Dave Cook, Doug D'Agostino, Rajeev Dahal, Bob Dorrekrr, Zeltee Edwards, Mary Morris. Neil Ney, David Jennings, Vincent Jcncs. Chief Kaminski, Max Rubin, William Stafford, David Stoneback, Barbara Zdanovvicz Others Present: Unidentified others Presiding: Ald. Jean -Baptiste triHaj+++F+�f++-+++Pill - fHt-tiltttttttrH!; I. DECLARATION OF QUORUM Aid. Jean -Baptiste called the meeting to order at 7-50 p.m., a quorum being present. 11. APPROVAL OF MINUTES OF REGULAR MEETING OF OCTOBER 25, 2004 Ald. Rainey moved approval, seconded by Aid. Feldman, motion passed unanimously. IIIL ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al ) City of Evanston Pavroll dated 10/22/2004 - through 1 Il05l2004-S1.990.331.74 - Aid, Rainey moved approval, seconded by Ald. Moran. Motion passed unanimously. (A2) Bills List dated November 09. 2005 - S1,998.109.90 . Ald. Rainey moved approval, seconded by Aid. Feldman. %lotion passed unanimous]%-. (A3.1) Approval of conirct for the Library Remodelint= Prniect in the amount of S40.000 from Nat=le Ifartrav Danher K, an Mc1Cav Pennv Architects. Ltd. Funding for this contract is the Library endowment funs . - Id. Jcan- Baptiste read the Iyrais:ation of Architect Ural i'roposaIs that stated as toltotvs: Qtrafitieations & Expertise - 24 points, fast Perfounance and References - 20 points, Contract Management - 20 points, Organization, ... of Proposal - 10 points. Method - 20 points, M/ .1BE - 5 points, Costs -- 5 points. Aid. Jean -Baptiste said tie has revieued the ocess of awarding the contract. Frye Gillan Molinaro _ace a bid of S22,500 and Nacle 1lartrav's hid «as '0,000 and Purchasing chose to give the contract to Nagle liartray. l ie asked %. ho decided bn the 7 facters of evaluation criteria Mr. Ney said that they worked from a model used before to select architects. Aid. Jcan-IIaptiste asked ilia Purchasing Deparimcn: to chat extent they provide advice to departments that ire not in the business of really letting out contracts William Stafford said that the Purchasing Department Trot ides the advice, but it s1111 ncs back to the crre'i_ itie professionals (the department) think is most tnnportant. Mr. Stafford said the Purchasing Depa:;=nt sets up the framework of six or seven or in some ds eiscs ereht criteria and thcse ate the kino 1hings that should be looked for. The decision really has to go to the departments because they are the ones that a.c coin g to have a group of professionals who are going to evaluate that. lie added that it is really a deparlmer,tarcalFon those perecntages. Ald. Jean -Baptiste said that the vxpertise on letting contracts, sending out RFP and RFQ's reside principally in Purchasing's area although the different departments kno-.v their paniculars. In rep) ky to a statement by .-did. Jcan-IIaptiste Mr. StatTord said that the reason there is a lower cast of service on this kind of thing is because ue arc probably looking at S 1.5 million project. These guys are going to be the quarterback and that's what the architects are, and If I am going to pay 520,000 more for a quarterback and get a good quarterback than cost doesn't mean as mucli to me as it does to the major contract. The logic being stated here is that what Purchasing thinks is important are the qualifications, the contract management and the methoaa'oc\' - shot. ate :-Eric al to iIli S i -,1i :t - r.: 'd , - `.a • e ;} s i, n r: }: ar.J 5n the cost of scn'icc the :u!_ _ .1Cic,r Efe _tat_d that lie is 1\illint: to l•a;. a .:::}e C`Ca'.a^it �J _ 'r T%;i rlLtll hCor i.. a.-- r'_11; ..:1:. ��i.......::�: 14 '•titi: the coo is �r•, i.c.... rt '•+ate ) h.,l . A J.a;: lia isle • L t.t Juit� rL'U and as;. Yl llarTla\' aas;.`:t .... SZIM. ' a :i ;1 �a;,.3 n,l '.%1.,31d \oti be inte[ Sled in the lo.. �hc said t!:at she-thouLht li;c .k ould :' - cn to that. Mt Nevsaid they' had I--' _n that 10 `e l.ii':ar% 1;-a:J and t} .%- ci'a +c _: ?Z <c. i;1 , . :T there She asked if lie w-as looker.- cis crcauti;t_ (,1 cis t. �fi No% rcl•f:r Ald. Jean.-13apristc said that while he ihn,laht •.+at •-rr h i 1, :hc twhi choice. he %vas concc=J that to �!,) out it) rid and go lh:clu'-h I'Is -A-111'le :.: r�s an,i J_.: it c ;t a firm that is only-1 points higher than Fr\c 61llan Molinaro aiid \et alm-ost 520A-00 Echer (lots not strike hiin as being a credible process Aid, Rainev said that \\ hile she and AM. Jean-BaP11;te felt different about this they come to the same conclusion and that is that this really' Is the best choice given the pro,fuct +tie are going to get. When you loot: at the inform Lion riven to them 1\llhout ha\ ing an': other kno%%led ce about it. there is something that doesn't sit right. Aid. Jean•13aptiste asked if the City had negotiated cost. Mr Cook said that the: had negotiated from S59,000 10 S f0,00-U Motion passed unanimously. Aid. Jean -Baptiste asked that next time Ise \sou(„f like a more detailed description of all the negotiations leading up to the selection of a firm. (A3.2)111enuest to approse the 2005 City Council and Bucket Workshop ntccline schedule. - Aid. Rainey moved approval, seconded by Aid. Jean-bapuste. Motion passed unanimously. (A3.3)Considcralion of approval of the sublease betty ern Shelia Oetlinger (lessee} and flarhara Goldsmith tsuli lessee) for the tiovcs ( ultural .art ( enter 'studio 11-10 - Ai Rainey mo\cd approval. seconder] by Aid. Moran. Motion passed unzintricusl\ Ali. Kainey asked that she be send Arts Council Mcetini: Minutes. (M) Resolution 69-R-04 AutliorizinU the Citv Managerto sign a Joint AUreernent ssith Clorha GroupfIllinois Department of -1ransportation tIDUI ) for rid pUr\ A►enuc Bridge construction eneineerinp— - Aid. Koine\ mmed appro%ai, seconded t y Ald. Moran `.lotion passed unanimously. (AS) Resolminn 70-S-04 authorising the Cifv Tana per to 0 n an Intergnvernmenlal Funding ltreement ssith Illinois De partmetn of i ran,;portalion (I )t 1) for Ashur% Avenue lirid e reconstruction pprniect. is prniecl is fundedl by Ili gh%%as fIri(I c Replacement and I(e�abilitalion Funds. — Ald. Maine\ nto\ed approval. seconded b\ Aid '.loran. %�olron passed unanimously V. CO.NMn•.NICAT10NS (AI1 3) Police'Firc Denarlmenl Ifiring Status Report - .-old. Rainey said slit: had asked a question regarding a Hre Depattment test being canceled Judith Witt said that the final decision has not been made and the test has not Dccn canceled. Ald. Rai^es asked if there %say a list for a lest tole given this year. Ms. %Vitt replied that a decision has not been mad: ++heThcr to use that 200; list AId. Rainev asked the difference between the list and the "C" list. his. Win replied that the people on the "A" list dill very well, while the pco le on the'•C" list passed enough to Let on the' C" list. She said that currently they were still using the f3 list from 2001. Nett niursdav, fi\e people from thet IM :\t3] be inter\ ie.+cd to fill tun vacancies. h'Is. Wilt explained the process of choosing applicants V. ITEMS FOR DISCUSSION (AIINVI. Purchasing Fa 21uarion Methndnlot,♦ - �'.'illiam Stsffurd, finance director gave an oyers'iew of bids. RFFN's, KI'(1 s. and Purchasing's evaluation methods lie said that an\lhinc o%cr $15,000 the City is required by la\+ to formall\ to out and rurchatc Fo: items !css 11i,in S l.rtttri +c do %erbal quotes, from S1,000 to 514,999 \+e require three written quotes :md the Pi, chasing Department assists the departments in those binds of purchases. Over S 15,000 there arc three processes %%e use: ( I ) the formal bidding process, (2) Request for Proposals (RFP) process. (3) Request for QuahfiCal ions (RFQ i [aids are required from all construction projects and anything S15,0W or o►cr and that is gi+en to the itmest responsive and responsible bidder. Mr. Stafford said that the preferred method for professional services is to use the RFP and this is to ensure the competitors that they w ill know \ghat the etound rules in tarns of how they :s ill be evaluated. Other issues related to the bid and RFP procedures are .%c often hold pre -bid meelings \s here potential contracts and NIVIEBE requirm eents are explained. The criterion for evaluation is usually revic\ved in those sessions to ure be sthe bidders are aware of the key issues In addition. for the past couple of years we have been able to get RF=P's and RFQ's on Dcmandslar 4 a nation•:side exposure. I le said the RFQ has been conceived of and created in Stare Statures as the preferred � xihod for r;:w and complex technology. there a:c combinations of fires p7o-.0inL professicnal services. It a;lo:vs r:cotiation .. an RFP process, but in a RFQ process there is even more l7cxrbihty allowed in negotiating pra;�asals and it is possible to ask numerous bidders to resubmit cost f.� sires and it also gives a lrttit more ktal t]extbtlits. Aid. Jean-Baptisic said that one of the concerns he hzs is is terms of the Cin•'s process. When a proposal comes before us tie identify a certain caliber of con —::tors that «e invite to bld on a Farttcular contract. In his view, that was exclusive and closed the door to o .hcr competitors, lie asked how contractors et a chance to break the kind of exclusive club to bid on the conxact. Sobbi Tolston-Bro%%m said that the list fasts no mote than tsvo years and after that it is opened up to everyone. Normally, we receive any"here from 8 — i2 pproposals. People that are interested normally respond because they arc told how long tiie list is going to last. \is. Tolston-Brown said that uhcn they do the RFP•s and RFQ's when the companies submit their proposals their cost is separate. Normally the evaluation team does not look at the cost, they evaluate all the other factors. (AMA) 'ruitlon Reimbursement Undale Aid. Ramey said she had gotten some calls from City of Evanston employees stating that they had read the she is planning to eliminate tuition reimbursement in the City of Evanston. She said that ssas not true at all. Aid. Rainev asked if employees used work time to go to school. Judith Witt replied that they do not use work time, if a certain course is held during business hours the employce must use vacation time or adjust their schedule to attend that course. The only time an employee uses work time is when they are required to attend training. Aid. Jcan-Baptiste said he remembered that he was supposed to get information regarding the allocation of training dollars. VI. ADJOURNMENT There being no further business before the Conu ince, it adjourned at 8:35 p.m. Respectfully submitted, Mary X Planning rr.4 �1 rrr1 oUrHarA��aa�' ADMINISTRATION & PUBLIC WORKS COMMITTEE MONDAY, NOVEMBER 22, 2004 MINUTES Members Present: Alderman Jean -Baptiste, Alderman Feldman, Ald. Moran. Ald. Rainey Staff Present: Judith Alello, Mary Baaske, Kathy Brenniman. Bobbi Tolston-Brown, Patrick Casey, Dave Cook, Paul D'Agostino. Bob Dorneker, Zellee Edwards, Doug Gaynor, David Jennings, Vincent Jones, Chief Kaminski, Division Chief Kevin Kelly, Max Rubin, Bruce Slown, William Stafford. Judith Witt Others Present: Unidentified others Presiding: Aid. Feldman, Chair DECLARATION OF QUORUM. ` Ald. Feldman called the meeting to order at 7:24 p.m., a quorum being present. APPROVAL OF MINUTES OF REGULAR MEETING OF NOVEMBER 8, 2004 Ald. John -Baptiste moved to approve the minutes of November 8, 2004, motion seconded by Aid. Rainey. Motion passed unanimously. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) Clty of Evanston pavroll through 11118l04 - $1,965,617.27 (A3.2) Approval of a contract for Installation of the back-up data center from HSN Electric at a cost of $204.400.00 (A3.3) Approval of the purchase of one (1) backhoe loader through the Federal Government Services Administration Bid Contract at a cost of $87,841.25 (A3.4) Approval of the lowest responsible and responsive bid from Standard Epuloment Company for the purchase of a Street Sweeper at a cost of $4,620.00 (A4.1) Approval of Change Order #2 for Eggelston Park redevelopment project at a cost of $4.620.00 (A5) Resolution 68-R-04 - Use of Evanston Township High School Field House for Park/Forestry & Recreation's tennis program (AT) Resolution 8-R-04 - Authorizinq the City Manaqer to slqn as aqreement with ICMA for participation in the Vantaqo Caro Retiree Health Savings Plan for the Teamsters The above items were considered on a consent agenda. Ald. John -Baptiste moved approval, motion seconded by Ald. Rainey. Motion passed unanimously. (A2) Clty of Evanston Bills through 11/23/04 - $4,369,697.31 - Ald. Rainey Inquired about a payment to Pan Oceanic of $232,799.34 for sewer work. She asked the Committee to begin investigation of minority hiring In this contract. As far as she Is aware there Is one Black female from the City of Evanston that has worked some of the time as a flag person laborer. This company is In violation of a law that requires them to contribute to her health and welfare benefits. Ald. Rainey said that this company was not unique, what she was pointing out was the way the City shepherds the people from Evanston to get hired on these projects. She gave credit to Pan Oceanic for hiring a minority but it was just one woman from Evanston. She asked what the City means when it states that a company meets the minority requirements. Do minorities from other cities that come here and get hired satisfy our minority requirements? Aid. Rainey said that this should not be. if we cannot start hiring Evanston residents to fill those minority requirements, she was not interested in pursuing that the requirements be followed. Ald. Feldman said that this City hopes that by bringing economic development activity and jobs to Evanston that those jobs go to Evanston citizens. He suggested that this Issue be put on the agenda for the next ASPW meeting. Aid. Joan -Baptiste asked William Stafford (finance director) to give an update regarding Pan Oceanic and also what Is being done to satisfy the City's minority requirements. Mr. Stafford said that there has been Intervention for this minority woman twice with Pan Oceanic. One intervention was for a poor interpretation on the part of the contractor as to what was the prevailing wage and that increased relative to what it should be. In addition, the contractor had an issue on the union dues in terms of benefits so his office will be going out and interviewing the union person and double checking on the wages to verify the amount of hours paid. He said that this was part of the training program which is a limited scope. If Ald. Rainey wants to get as many residents as possible hired in this program, that is a different scope but he will be happy to follow through with those objectives. However, the City is not allowed by law to require contractors to hire Evanston residents, but it can encourage them as much as possible. Aid. Rainey moved approval, seconded by Ald. Jean -Baptiste. Motion passed unanimously. (A3.1) Aooroval of renuest from First Niaht Evanston to locate fireworks at the lakefront for the New Years Eve celebration - Corinne Pierog, First Night Festival Manager said that this was her first year with First Night. The reason that the fireworks could not be held at the usual spot was the construction on Sherman Avenue. She said that the fireworks display was the culmination of the First Night celebration. After careful consideration the only place that the fireworks could be held is at the lake. There will be three busses going down Clark/Elgin south to Sherman and parking briefly for the fireworks. Sheridan Road will be closed for pedestrian safety between Davis Street and Clark Street. After the fireworks the buses will return downtown north on Sheridan to Elgin. The pedestrians will return and proceed west on Church Street for the walk downtown. Approximately 1,500 to 2.000 people are expected to participate in the fireworks display. The fireworks are expected to last seven minutes and people will be dispersed quietly. Ms. Pierog said that safety has been a big consideration in their plans for the fireworks. Doug Gaynor said that the impacted streets will not be closed, there will be barricades with uniformed police officers to move those barricades and let residents and their guests through. The only street that will be closed for any length of time will be Church Street during the parade and when people will be leaving the downtown area on their way to Sheridan. Martha Rudy, president of board of directors of First Night Evanston said she has been involved In the event since the Inception. She mentioned the various places the fireworks had been held in the past and that people did Indeed walk to where the fireworks were held. As the Research Park was built up, the Levy Center moved and the Sherman Avenue garage site was no longer available, there were no fireworks for several years. Ms. Rudy added that those years were the lowest in revenue and attendance that First Night has experienced. Also, she said that she was very aware of the neighbors in that area and that this would be for a short period of time, is family oriented, and would be relatively quiet. David Reynolds, a resident of Davis Street said that the neighborhood was not advised of the Fireworks being held on the lakefront. Aid. Rainey asked about the letters that were sent to residents of the neighborhood. Mr. Reynolds said he did not receive a letter nor did anyone with which he had spoken. He said he was concerned about large numbers of people walking through his neighborhood at midnight. Mr. Reynolds said it was his understanding that this type of thing was supposed to go through the Human i� Services Committee and hoped that next year First Night would file an application by February 1. Mr. Gaynor said that over 400 copies of the letter were sent to the neigh5orhood informing them of the impending plans for First Night. The timing did not allow them to bring it before Human Services, but he knew that bringing this to the ABP%Y Committee would mean bringing it before Council for their approval. Ald. Rainey asked how much more personnel would be required for this First Night with fireworks at the lakefront than other First Nights with fireworks downtown. Mr. Gaynor said that the cost will be approximately $7,000 and about twice the number of police. In response to a question from Aid. Jean - Baptiste Mr. Gaynor replied that he worked with the Fire Department in locating a spot for the fire works. Division Chief Captain Kelly said that when a fireworks show is done 70' per inch of shell that Is being used is needed for safety. In this case a 3' shed is being used requiring 210' clearance from where they are shooting the fireworks, He said that there is nowhere else in the Dorhntown area where this much space is available. Aid. Moran moved approval, motion seconded by Aid. Jean -Baptiste. Motion approved unanimously. (AB) Authorizing 77-R-04 - Authorizina the City Manager to sign a settlement agreement between the Cltv of Evanston and Lincoln Schatz - Aid. Rainey said she took i1 off the consent agenda so she could vote against it. Ald. Moran moved approval, seconded by Ald. Jean -Baptiste. The vote was 2 ayes - 2 nays. (A8) Ordinance 114-0-44 - Increase In Class B Liauor Licenses from 10 to 11 - Ald, Rainey moved introduction. Ald. Rainey said that many times she has asked that liquor related items be addressed by this Committee. She did not want to address this business specifically but liquor ordinances locally In Evanston. Ald. Rainey stated that this last week there were 17 arrests — liquor violations. A checker at Dominick's was asked, after she sold liquor to someone under 21. 'How old do you have to be in the City of Evanston to purchase alcohol"? the checker replied '18. There have been young adults under 21 with their own ID's go into restaurants and bars and show their own ID's and get served - even though they were not trying to pass for 21 years of age. Ald. Feldman asked Police Chief Kaminski what the Police Department had been doing regarding the under age liquor problem. Chief Kaminski said that the Police Department had been working with Peer Services to work on some of the under age drinking problems and as part of that the Police Department has been doing compliance checks. He explained that they have been taking under age youth to various establishments to see if they would be served —and they were. Several of those establishments were found In violation and 21 citations were issued. The tickets written are resolved in Administrative Adjudication. Since it was thought that the fines were for too small an amount, Aid. Feldman asked if there is anything preventing Council from raising the amount of the fines. Chief Kaminski said he didn't think there was anything preventing Council from raising the amount of fines, and added that the current fine for selling liquor to underage people is $75_ Ald. Rainey said that the current fine is not enough and the establishments probably just consider this the cost of doing business. Chief Kaminski said that the Police Department woutd continue to monitor the establishments In Evanston selling liquor. Aid. Feldman suggested that Council consider raising the fine significantly. It was Aid. Rainey's opinion that there must be more done than just raising the fines. Pat Casey informed the Committee that he speaks to Jewel and Dominick's from time to time and they have extensive training regarding the rules of selling liquor for their employees. The employee that said 18 was the age for buying liquor would probably be dismissed. He added that Jewel and Dominick's are . very responsible establishments and feel they have too much to lose to allow these types of mistakes by their employees. AId. Jean -Baptiste said he had never seen the liquor arrests in his reports. Chief Kaminski said that they . were not arrests, but citations. Ald. Jean -Baptiste said that whether it was arrests, citations, or tickets he 3 would like the information included in his packet. He said that it was needed for Council to form their policy. AM. Rainey asked if Mayor Morton, being the Liquor Commissioner was informed of the citations issued and if so how was she informed? Chief Kaminski said that he goes to her office in person and tells the Mayor of the citations along with giving her a report. Ald. Feldman asked if the names of the establishments involved were listed in the report. Chief Kaminski said that they were included. Md. Feldman mentioned that he has never heard of a business getting its license revoked because of the liquor violations. Council does not have the authority to do that, the only person that can revoke a liquor license is the Liquor Commissioner Mayor Morton. Aid. Feldman stated he would like staff to put together options for the Council to modify this kind of behavior, to affect certain kinds of consequences whether it's reduction of licenses, increasing of fines, or whether its some legal way Council can deal vAth this. It needs to be in black and while so the Committee can begin to sort it out and begin to make choices. Aid. Rainey asked if the City of Evanston could be held responsible if an underage youth was served alcohol and consequently had an accident. Pat Casey replied he did not think so, but there was a law that said the last establishment that served this underage youth could be held responsible. Ald. Jean -Baptiste moved approval, motion seconded by Ald. Moran. Motion passed unanimously. ITEMS FOR DISCUSSION (APWt) Leadership Evanston Training Proqram - Judy Kemp with Leadership Evanston stated that Leadership Evanston is one of over 900 over the United States and Canada. She added that they were part of a national movement to strengthen local communities. Their mission is to train the participants in their community in leadership skills, to broaden their understanding of Evanston and the issues it faces and to create opportunities for the participants to build a network of concerned citizens. The participants can take the new skills and the new understandings of our diverse community back to their workplace or organizations. City employees that participate in this program get an in-depth knowledge of other perspectives on city issues and on the community. They get a chance to connect with a variety of collaborative opportunities; it puts a personal face on the City for the other participants. In order to build knowledgeable and leadership and citizenry in Evanston in the 24 century we have to have leaders that both represent and are exposed to each of the areas of community life. Ms. Kemp felt that Leadership Evanston was the perfect vehicle through which to accomplish this mission. She said it would be a shame for City of Evanston employees to be noticeably missing from Leadership Evanston's ranks; it would also be a shame for the City to miss out on the benefits that are brought to it by participation In the program. Aid. Moran said Ms. Kemp's remarks brought a particularly good perspective on Leadership Evanston. He said he participated directly in Leadership Evanston and values his participation In it. The leadership of Leadership Evanston does a very good job, the community on the whole does a good job of infusing into the program very good people who have come out of it and are serving exactly the purpose that was pronounced when the program was started. Bringing good people in, having them make connections with all sectors of the community, coming out of that experience rejuvenated, enlightened, informed, and getting to know the other people in the class. He personally saw people who were graduates of a particular class develop a bond of civic interest that they pursue for many years after. Ald. Jean -Baptiste and Ald. Feldman said that they agreed with Ald. Moran on the benefits of Leadership Evanston. COMMUNICATIONS (APW2), Fire Deaartmenl Monthly Report No questions (APW3) Police Office/Firefighter Vacancy Report 4 No questions. (APW4) Update on Tree Inventory RFP and Dutch Elm Inoculation Program • Doug Gaynor said he provided the Committee with the specifics of what is being looked for in the Request for Proposal. He said that he gave it to the Committee so that they can look it over on the weekend and also so they could ask questions. Plans are to give the RFP to Purchasing this Wednesday and Purchasing will mail it out. In the mean time, there will be meetings to discuss the issue of all the Elms in the City — not just those in the parkway, not just those in the parks, but those that are on private property including the CTA and Metra, Northwestern University, and the Metropolitan Water Reclamation District. Once it comes back and Is ready to be awarded, he hopes to have direction from Council on what exactly will be done. Aid. Feldman said that in order for Council to do that they have to understand the Issues on every one of the aforementioned items. Mr. Gaynor said he would supply that information to the Council. ADJOURNMENT There being no further business before the Committee, it adjourned at 8:35 p.m.. Respectfully submitted, Mary 8 ske Planning Division M a FT IaTfA-U, II � ) ADMINISTRATION & PUBLIC WORKS COMMITTEE MONDAY, DECEMBER 13, 2004 MtNUTES Members Present: Alderman Jean -Baptiste. Alderman Feldman, Ald. Moran, Ald. Rainey Staff Present: Judith Aiello, Mary Baaske. Kathy Brenniman. Bobbi Tolslon-Brown. Dave Cook, Paul D'Agostino, Zeltee Edwards, Anil Khalkhate, Doug Gaynor, David Jennings, Vincent Jones, Mary Rod'ino, Max Rubin, William Stafford Others Present: Unidentified others Presiding: Ald. Feldman, Chair I. DECLARATION OF QUORUM. Ald. Feldman called the meeting to order at 7:32 p.m., a quorum being present. II. APPROVAL OF MINUTES OF REGULAR MEETING OF NOVEMBER 22, 2004 Ald. Baptiste moved approval of the November 22, 2004 minutes, seconded by Aid Moran. Motion passed unanimously. Ill. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) City of Evanston Pavroll throuqh 12102104-S2,021,037.79 (A2) Cltv of Evanston Bills through 12/14/04 - $4,005,172.80 (A3.1) Approval of the FY 2004 Annual Audit, Management Letter and Single Audit Report —William Stafford, explained that this is an audit for the City Council and the Mayor auditing management. he introduced Irwin Lyons, the chief partner of Miller Cooper, LTD. Mr. Lyons gave a listing of items included in the report. Mr. Stafford said that the General Fund ended the year $1.3 million to the good, the City's cash balance is above its policy of 8.33%. The water fund is stable, the sewer fund is stable — there will be one more final rate increase in March of 2005, the insurance fund continues to be a problem with potential outstanding claims of approximately S28.1 million, the Parking Fund ran a deficit, the City's total assets are approximately S3.41 million. Aid. Rainey asked if some time could be set aside to go through the highlights of the financial report at the next ABPW meeting. Mr. Stafford said he v,ould put together a power point presentation for the next meeting. Ald. Moran asked Mr. Stafford the reason the Parking Fund is operating at a deficit for the third year in a row. Mr. Stafford replied that the Parking Fund has run at a paper deficit for the last few years because of depreciation, it will run at a physical deficit at the end of the following year. The reason for that is historically the ground operation (lots and meters) have subsidized the City's garages. What has happened is because the City has such large garages with Maple going in and with the new Sherman garage going in the City will be running a larger deficit on those garages because of the sheer size of the garages and the rates have not kept up with that The Parking Com nitice .nit be meeting to Ciscuss increasing the oa,king rates, note hune arnount, but rates ha-.e to be increased in :^e parking garages. (A3.3) Approval of Authorization for City staff to negotiate a long-term lease with District #65 for Foster Field and Fleetwood-Jourdain Community Center (A3.5) Approval of professional services contract from CE Crowley for roofing services for Chandler -Newberger. Fleetwood-Jourdain and the Service Center at a cost of S 60.675.00 (A3.6) Approval of Authorization for the City Manager to slqn a contract with Blue CrossiBlue Shield (A4.1) Approval of the Chance Order #2 to the contract with Pedersen Construction for Leahy Park redevelopment project at a cost of 524,391.00 Increasinq the total project cost from $522,300 to S546,691. (A4.2) Approval of Chance Order #2 to the contract with Simplex Time Recorder for fire alarm work at the Civic Center at a cost of $13.660.00 Increasinq the total project cost from $172,503.00 to 5186,163.00. (A5) Resolution 79-R-04 — Consideration of resolution assuming the responsibility for the closinq of Sheridan Road, between Davis Street and Clark Street for First Night — Evanston fireworks (A6) Resolution 60-R-04 — License for a fence at 3434 Park Place (A8) Ordinance 54-0-04 — Consideration of proposed ordinance amending the City Ethics Code (A9) Ordinanco 116-0.04 — Consideration of Increasinq parking rates at parking lot #38 located at the YMCA. Amendinq Section 10-11.12(H) of the Evanston Citv Code (A13) Resolution 82-R-04 — abatinq taxes levied for the year 2004 heretofore levied to pay principal and Interest not to exceed $35,820,000 general obligation bonds series 1997 at the City of Evanston, Cook County, Illinois. Items Al, A2, A3.1, A3.3, A3.5, A3.6, A4.1, A4.2, A5, A6, A8, A9 and Al were considered on a consent agenda. Ald. Nloran moved approval of the consent agenda, seconded by Aid, John Baptiste. Motion passed unanimously. (A3.2) Preliminary approval of the 2005 street resurfacing plan — Ald. Rainey asked if the roads scheduled to be resurfacing had any room for discussion. David Jennings said that there was a little room for discussion, but what the City had tried to do is to move toward a five-year plan. Ald, Rainey asked if the part of Ridge Avenue that was planned for resurfacing was part of the complete reconstruction of Ridge, David Jennings replied that it was taken of the list hoping that by May of 2005 the City would know something on the Federal Transportation Bill. He said that it was originally intended to be resurfaced even if the City did not eel the money, but he is hoping for the money so City funds would not have to be used. Ald. Jean Baptiste said that several years when Mr. Jennings came before the Committee he had done a strategic plan, had done an intensive study and done a lot of testing of the streets. He asked if this list part of the priorities that were listed two years ago. Mr. Jennings replied that it was. Aid. Jean Baptiste asked if there was room for negotiation and Mr. Jennings said that there is. Ald. Jean Baptist said he would be in touch with Mr. Jennings. I Aid- Moran sa,d re ::as not com!orta5'e -..;th Aldermen calhig Mr Jenrirgs to have their street resurfaced. He sa!d that any day �,e Cri:es arcund the 6 t` v.ard on streets that are terrible and he sa!o he was s':re there are streets rr ati the wards that need resurfac,r.g rid. Moran and Aid. Jean Bap!,s:: agreed that there needed to re a process by ;:h ch Ire priorities are revie.led each year Mr. Jennings sa•C that one thing that changes every year is the external funding. He came to the Committee is � May of 2004 and in'ormed them that the State vlas going to do Gulf Road from Cowper to McCormick and a large section of Central Street and it vrasn't done. He doesn't know if tie State will do it in 2005. Aid. Feldman sa;d it was his understanding that the light posts along Ridge Avenue are falling over and asked if that was true. Mr. Jennings said that more light posts have been lost on Ridge Avenue due to base deterioration than anywhere else and fall due to strong winds. Ald. Feldman said this has to be taken care of right away and asked Mr. Jennings to bring back a report showing what it will take to get the light posts along Ridge fixed. Aid. Rainey moved to approve the 2005 Resurfacing Plan. Motion seconded by Ald. Jean Baptiste. Motion passed unanimously. (A3.4) Approval of professional services contract from Smithereen Pest Mat. Services to provide viaduct pest control at a cost of $236.021.00. Aid. Rainey moved approval, seconded by Aid. Moran. Aid. Rainey said she has asked what viaducts were being serviced and was given a Itst containing 26 viaducts. She said there are three viaducts in the 8t' Ward that she is extremely concerned about - the viaduct at Mulford and Dodge, the Metro viaduct at Howard and Chicago Avenue, and the viaduct on Mulford and Chicago Avenue. Zeltee Edwards stated that two of those viaducts are on the list, but the viaduct at Mulford and Dodge is not. David Jennings said the intent is to do them all; evidently the one at Mulford and Dodge was mistakenly left off. He added that it will take 2 -3 years to complete the project. The motion was approved unanimously. (AT) Ordinance 124-0.04 — Consideration of proposed ordinance 124.0-04 declarinq an Evanston Police Department vehicle as surolus City propertir - Aid. Rainey moved approval, seconded by Aid. Jean Baptiste. Motion passed unanimously. (A10) Ordinance 118.0-04 — City of Evanston 2004 Annual Property Tax Levy Ordinance — Aid. (.loran moved approval of A10, motion seconded by Ald. Rainey. Motion passed unanimously. (A11) Ordinance 119-0-04 — Citv of Evanston 2004 Annual Property Tax Levy for Special Service Area (SSA) #4 -- Ald. Rainey moved approval, seconded gby Ald. Moran. Motion passed unanimously. (Al2) Ordinance 120-0-04 —Evanston Township 2004 Property Tax Levy Ordinance — Ald. Moran moved approval, seconded by Ald. Rainey. Motion passed unanimously. IV. ITEMS FOR DISCUSSION (APW1)Joint Audit Proposal - William Stafford proposed that the City's current auditor. Miller Cooper have a discussion with Taylor Cheeks and Associates in Evanston regarding a joint proposal. Taylor Cheeks is an African American firm and the City has done work with them in the past and he said he was impressed with their work. He said he asked Mr. Lyons to have a talk with Taylor Cheeks & Associates concerning a joint proposal. Mr. Stafford said that Taylor Cheeks & Associates would work on the TIF portion of the Audit, the Annual Controllers Report, and the Federal Single Audit. He said that having Taylor Cheeks & Associates would assist the City's whole goal of promoting and assisting minority and Evanston firms and also provides some s:ao,Ay'or the City's audit work ".Rr. Stafford said that this was a proposal and if the Cornmittee v:a-i:ed'-e :wou'o co out for an RFP Airy Rai-ry as-ed r` f.tr Safford how long vie have used Miller Cooper. Mr. Stafford replied that the City has used 1.1.1er Cooper for seven years. She asked if he had any concerns about having them for eleven years. He sad he did not, and the reason is because of Irwin Lyons. irtrm Lyons sits on the Illinois CTA Governrrent Committee, the lllrnois Auditor Advisory Committee and he is generally on the leading edge of a.l of the audit issues. Mary Rodino added that in these seven years they have dealt with many different auditors and interns from f.liiler Cooper which has really kept them on their toes. Ald. Moran said he would have to abstain from commenting because he owns some stock In a copy that Darryl Cheeks is the Chief Operating Officer. V. COMMUNICATIONS (APW2)Street Liqht Uoorade Program David Jennings handed out some information to show the Committee where it is now and what the plans are for the next three to four years. He added that originally he thought it would cost from S3 to S5 million, as of now it looks like it will cost $3 million to complete all the Talmadge lights and davit arms style upgrade as well. (APW31 Police Officer/Firefiaht Monthly Renort Chief Berkowsky sa+d that last month was a typical month. Ald. Rainey asked if they had helped with the Chicago downtown fire that occurred last month. He said that around 9:30 that night Chicago called for a Task Force Response (this was set up right after the 9111 attack so suburbs could help Chicago in case of some large scale incident) they called for 20 engines from suburban fire departments. Evanston sent an engine company for about 5 hours. Ald. Jean Baptiste said that the City has been trying to rectify a gap where in the last ten years not one African American has been hired to be a fire fighter. He asked for Chief Berkowsky to give the pattern of what is happening with hiring African Americans. Chief Berkowsky replied that the Fire Department is developing a recruitment brochure that will be distributed to encourage applicants to apply for the job. He thought it would be ready for distribution in January or February of 2005, Vf. ADJOURNMENT There being no further business before the Committee, it adjourned at 8:20 p.m. Respectfully submitted. Mary 8aaske Planning ADMINISTRATION & PUBLIC WORKS COMMITTEE WAMW&NOW MONDAY, JANUARY 10, 2005 MINUTES Members Present: Alderman Jean -Baptiste and Alderman Rainey Staff Present: Judith Aiello, Alan Berko:sky. Kathy Brenniman, Pat Casey, Dave Cook, Zeltee Edwards, Doug Gaynor, Gene Grabowski, Paula Haynes, David Jennings. Vincent Jones, Mayre Press, Elke Purze, Max Rubin, Bill Stafford Others Present: Marlin Stern, U.S. Equities and unidentified others Presiding: Alderman Jean -Baptiste I. Declaration of Quorum The meeting began at 7:32 p.m. and a quorum was not present. II. Approval of Minutes of Regular Meeting of December 13, 2004 Because there was no quorum, the minutes were not approved. Ill. Items for Consideration on Council Agenda The committee reviewed items, but no recommendations could be made. (All) City of Evanston Payroll through 12/30104 - $4,282,047.41 (A2) City of Evanston Bills through 01/11/05 - $3,841,810.36 Aid. Rainey noted in the Purchased Services portion of the bills fist, that the City was paying some bills for services rendered as far back as August 2004. She pointed out that these are 'needy' organizations and wondered how they could wail five months to submit an invoice for payment. Aid. Rainey acknowledged receipt of a memo from the Mental Health Board requesting more timely reporting. She thought that the Citys funding is taken for granted and that the time has come to make the policy tougher. (A3.1) Approval of the lowest responsive and responsible bid for professional consulting services with Elliot Dudnik & Associates for rehabilitation design of the Evanston Arts Center Coach House Apartments at a cost of S18,840 (CIP Fund). (A3.2) Approval of the lowest responsive and responsible bid for the purchase of a Refuse Packer Truck for the Parks/Forestry & Recreation Department from R.G. Smith Equipment Company at a cost of $85,957 (Fleet Services Fund). (A3.3) Approval of the purchase of a 2005 Ford pickup with service body, using the State of Illinois vehicle bid, for the construction division of the Facilities Management Department from Bob Ridings, Inc. at a cost of $33,677 (Fleet Services Fund). Alit. Rainey asked if they would sell the vehicle replaced by this one? David Jennings responded yes. (A3.4) Approval of the purchase of three vehicles for the Fire Department using the Suburban Purchasing Co-op bid at a cost of $49,257 (Fleet Services Fund). Aid. Jean -Baptiste acknowledged that this was a great price for three vehicles. Ald. Rainey asked Fire Chief Berkowsky who would use these vehicles? He said two division chiefs and one of the inspectors would drive the cars. Chief Berkowsky said one vehicle would be used for administration and the other two for fire prevention. ti! (A3.5) Approval of a sole source contract with T-Kennel for the purchase and installation of cages at the Animal Shelter at a cost of 561,688 (CIP Fund). Aid. Jean -Baptiste noted that the correct cast is 551,588. Aid. Rainey stated that the cages had not been replaced s.nce the she"ter was built. She reported volunteers work at the facility 15-20 hours/day and the cages :.,ere in dire need of replacement. (A3.6) Approval of a sole source contract with Motorola North American Group for a Quantar Radio Base Station at a cost of $15.685 (E-911 Fund). Aid. Rainey asked where the base station is located? Pat Casey replied it is at 1560 Sherman Ave., the Rotary building. (A3.7) Approval of a sole source contract for general consulting services with U.S. Equities (Economic Development Fund). Aid. Jean -Baptiste asked if this was a continuation of an existing contract? Judith Aiello responded that it was a renewal. She reported that a general consulting contract is used for smaller projects until the scope is such that it can be spun off into a separate contract. Aid. Rainey was displeased with back dating contracts and wanted them to be dated from now. Ms. Aiello and Martin Stern said that would be fine. (A3.8) Approval of a sole source contract for professional services with U.S. Equities for on -site professional supervision of the Sherman Plaza garage construction (Washington National TIF Fund). Aid. Jean -Baptiste noted that there would be a project manager working on behalf of the City. He asked Ms. Aiello to discern the difference between what the City's project manager would do and what U.S. Equities' consultants would do. Ms. Aiello replied that the City's project manager would be on -site every single day to ensure that all of the plans and specs are implemented appropriately. She said that U.S. Equities would negotiate the contract between O'Neil Construction and Focus Development, the two general contracts on the project. Ms. Aiello cited a recently completed project in Detroit, where V.S. Equities had done construction oversight. Once the retailers' people become involved, there will be issues of site coordination. She noted that Mr. Tuperitis, of U.S. Equities, has built credibility and good will among all the players. Mr. Stern added that they carefully coordinate the scopes between the City's on -site project manager and U.S. Equities to ensure that there was no overlapping. Aid. Rainey asked who is the on -site project manager? Ms. Aiello replied that Dick Devine, an architect and engineer, would be on -site full time starting next week. AM. Rainey asked how the City found him? Ms. Aiello said they did a recruitment ad and interviewed companies and individuals for construction management. Mr. Stern stated that U.S. Equities works well with Mr. Devine and that it was more cost effective to handle project oversight. Aid. Jean -Baptiste asked how much money is the City paying Mr. Devine? Max Rubin responded that his hours depended on which phase of the project us on (about S100,000 a year). Aid. Jean -Baptiste requested more information. (A3.9) Approval of a sole source contract for professional services with U.S. Equities for the Civic Center replacement (Economic Development Fund). Ald. Jean-Bapliste asked if there was a limitation on the hours that the City expected from U.S. Equities or do they bill for whatever they have done until the project is finished? Ms. Aiello said that every month the hours are checked to see that their work is cost-effective. Mr. Stern stated that the contract calls for hours expended and noted that they work closely with City staff so they know what U.S. Equities is doing. Ms. Aiello pointed out that they are put first on the agenda to minimize hours and that work would be billed for each individual project. -2- Aid. Ramey wanted to ensure that Counci! was kept informed on the various construction projects Ms. Aiello said tnat rroald he Core f.tayor Morton reported that she had read in different articles that the City would build another Civic Center arc she d d not think that this Council had ever discussed that. She noted that the Civic Center Committee had not met recently, David Cook announced that the committee would rreet January 18 Mayor Morton thought that Council should not approve a contract regarding the Crrc Center until the committee has met and reviewed the contract rnatenal. Aid Jean -Baptiste agreed, Item (A3.9) will be held. (A4) Resolution 3-R-05 - Authorizinq the City Manaqer to siqn a lease aqreement - Consideration of proposed Resolution 3-R-05, which authorizes the City Manager to enter into a Lease Agreement for the Civic Center apartment, located at 1223 Simpson St. _ _ Ald. Rainey asked if Paula Haynes had been involved in leasing this apartment?Ms. Haynes responded that her office had sent some clients over to see the apartment. Ald. Rainey wanted to know if the applicant for this apartment was moving from another Evanston residence? his. Baynes replied that she did not know. Dave Cook said that information was not available at the moment. Ald. Rainey said she would hold the item if there was no information available that evening. Mr. Cook said he would call the applicant that evening. AM. Rainey asked if they had done a screening and had an application? Mr. Cook stated yes, and he would get the application so she could review it. Ald. Rainey stated that this was a stellar opportunity for a family. She wanted to make sure that it was a Evanston family. Aid. Jean -Baptiste asked if it was an Evanston family? They would find out. Aid. Jean -Baptiste asked if the lease had been signed yet? No. Ald. Jean -Baptiste asked if the lessee expected to start renting the unit from January 11? Mr. Cook replied he believed she was as the place she is in right now is under demolition. He thought it was in Evanston He added that the lessee was qualified for Section 8 and was a person in great need. Aid. Rainey commented that a lot of people are in need, but they want to get just the right tenant in there. Mr. Cook reiterated that he would get the application so it could be reviewed that evening, (AS) Resolution 4-R-05 - Appropriate of Motor Fuel Tax Funds for Traffic Signal Upgrade - Consideration of proposed Resolution 4-R-05, which appropriates $200,000 in Motor Fuel Tax Funds for a Traffic Signal Upgrade at Church St. and Dodge Ave. Ald. Rainey supported a signal upgrade at that intersection, but urged better enforcement of parking regulations there. Aid. Jean -Baptiste asked Mr. Jennings to check if the parking regulations at the southeast corner of Dodge Ave. and Davis St. are appropriate, citing problems seeing around vehicles parked too close to that corner. (A6) Resolution 5-R-05 - Authorizing the City Manaqer to Sign a Grant Application - Consideration of proposed Resolution 5-R-05, which authorizes the City Manager to sign the FY 2005 Save America's Treasures Grant application. (A7) Ordinance 2-0-05 - Decreasinq Class D Liquor Licenses - Consideration of proposed Ordinance 2-0-05, which amends Section 3-5-6(D) of the City Code to decrease the number of Class D liquor licenses by one from 24 to 23 for Golden Olympic, 1608 Chicago Ave. Ald. Rainey asked the reason why they are giving up their liquor license? Mr. Casey replied that the liquor sales volume was not high enough, though the restaurant will remain open. (AS) Ordinance 3.0-05 - Decreasinq Class D Liquor Licenses - Consideration of proposed Ordinance 3-0-05, which amends Section 3-5-6(D) of the City Code to decrease the number of Class D liquor licenses by one from 23 to 22 for Annam Cafe, 724-726 Clark St. Ald. Rainey reported that this restaurant is next door to Caf6 Hookah (726% Clark), which does not have a liquor license. She asked what the City did for restaurants that allow -3- patrons to bring liquor �n (BYOB). do they have any control? Mr. Casey responded that the City does not ha,e Iarce control and it's up to the restaurants to enforce that. If there were an issue with unCe•ace drinking, there are ordinances that would help the City enforce that He said for tie cost ;ari. the City is silent on "bring your own" places. Aid. Rainey asked at v.r at ace the City does not allow the sale of cigarettes? Mr. Casey replied under 18 Ald. Rainey asked about people who are under 18 "puffing on the bongs" at Cafe Hooka-'7 He responded he assumed that they can't. She countered that they do. Aid. Rainey asked :rnat Wt a Health Department does to control an establishment of this kind, where pecp-e who are very young bring alcohol to consume? In addition, she stated that when Annam Cafe was open and serving (liquor), after the cafe closes. Mose doors are open so that people can go from one side to the other, where alcohol is being served. Mr. Casey said he Yras unaware of that. As far as the alcohol side goes, the Police Department are the ones who enforce under -aged drinking laws. As far as the tobacco, he believed the Health Department has the ability to inspect to see if that is happening. Aid. Rainey requested that Mr. Casey ask the Health Department to do that and to make the inspection at 11,00 p m. He would speak to both the police and health departments. She thought tney should think about some kind of regulations for places that allow patrons to bring alcohol. Ald. Rainey had another request, rn restaurants that allow smoking, was there not a requirement that there be a set aside in that restaurant for smoking, so that smokers and non-smokers could visit the same place? Mr. Casey said he would look into that. At this time. Mr. Cook returned with the rental application related to item A4 (lease for 1223 Simpson St.). it was confirmed that the applicant currently lived at an Evanston address. Aid. Rainey stated that she didn't want to discuss this woman's qualifications in front of everyone, but she had some serious issues. She reiterated that they would not discuss it in public as it was confidential information. Aid. Jean -Baptiste agreed that they could have a discussion afterwards (when the ABPW Committee meeting was over). ITEMS FOR ACTION ON COUNCIL AGENDA (Ag) Ordinance 54-0.04 - City Ethics Code - Consideration of proposed Ordinance 54-0- 04, Introduced December 13, 2004, which amends the Ethics Ordinance regarding prohibited political activities and gift bans as provided for by state law. Aid. Jean -Baptiste reported that this item and Ordinance 55-0-04 (for the Township) would be tabled until the 1l24M5 Council meeting. IV. Communications (APW2) Fire Department Monthly Report Chief Berkowsky reported that, regarding the hiring process, they continue to pursue goals that have been set up and encouraging additional applicants. They are working on the layout of the brochure that will be utilized at fairs to encourage people to apply. He said they are waiting until spring when the next testing process with take place. Ald. Jean -Baptiste thought that it was time for a plan to be presented. Chief Berkowsky staled that he would put something together for the next meeting. V. Adjournment The meeting ended at 8:18 p.m. Respectfully submitted, Mayre Press -Deputy City Clerk -4- A ,. 1RRk�iR►-FFP�Ouf fl� ADMINISTRATION & PUBLIC WORKS COMMRTEE MONDAY, JANUARY 24. 2005 MINUTES Members Present: Alderman Jean -Baptiste, Alderman Feldman, Aid. Moran, Aid. Rainey Staff Present: Judith Aiello, Mary Baaske, Kathy Brenniman, Bobbi Tolslon-Brown, City Manger - Julia Carroll, Pat Casey, Dave Cook, Zeltee Edwards, Anil Khatkhate. Doug Gaynor. David Jennings, Vincent Jones, Mary Rodino, Max Rubin, William Stafford. Barbara Zdanowicz Others Present: Unidentified others Presiding: Aid. Feldman, Chair DECLARATION OF QUORUM. Aid. Feldman called the meeting to order at 7:27 p.m., a quorum being present. It. APPROVAL OF MINUTES OF REGULAR MEETING OF DECEMBER 13, 2004 AND JANUARY 10, 2005 — Ald. Moran moved approval of the Minutes of December 13, 2004 and January 10, 2005. Motion seconded by Ald. Jean -Baptiste. Motion approved unanimously. III. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA FOLLOWING ITEMS APPROVED ON CONSENT AGENDA (Al) City of Evanston Payroll through 1113105 - $2.005.695.52 (A3.2) Approval of contract with MWH America for enalneerina services durina Phase X. Contrast B of the relief sewer project In an amount not -to -exceed $912.318.00. Funded by IEPA loans. (A3.3) Approval of contract with MWH America for enalneerinn design of the ColfazJBrvant Storm Sewer Prolect in an amount not -to -exceed $68.000.00 Funded by the Sewer Reserve Fund. (A4.1) Approval of channo order #1 of the contract with Alvord. Burdick. & Howson for capital improvements to the Water Treatment Facility Department at a cost of $10,715.33. increasing the contract amount from $267,517.00 to $278,232.33. Funded by the Depreciation. Improvement and Extension account in the Water Fund. — (At) (A3.2), (A3.3). and (A4.1) were considered on a consent agenda. Aid. Moran moved approval of the consent agenda, seconded by Aid. John Baptiste. Motion passed unanimously. (A2) City of Evanston Bills through 1125/05 - $3,746,609.62 — Aid. Rainey was concerned that on page 18 of the Bills list. under Civic Center Interim Repairs are items listed as pay to Dean Evans & Associates Inc., in the amount of 58,369. In this amount is an item called Virtual EMS -web Calendar for $2.500. She asked why this software package didn't come to Council as a purchase; Council needs to know what is being bought. Max Rubin said that his office has been investigating buying such a package for two years. In answer to a question of clarification from City Manager Carroll. Aid. Rainey said that this kind of thing should be shown on the A&PW Agenda and not as a general bill. Wm. Stafford said that the ground rules in place as of now are that anything under S15,000 does not have to be preapproved. Aid. Feldman suggested continuing things as it is now with staff answering questions regarding purchases with a memorandum. (A3.1) Approval of lowest responsive and responsible bid for the award of Phase X, Contract B. of the Relief Sewer Protect to Benchmark Construction Comnanv. Inc.. In the maount of $7.148.765.60. Funded by the IEPA loans and the Sewer Reserve Fund. — Aid. Rainey asked for an explanation of what constitutes a minority contractor. She said that she received certificates from Chicago, etc., and asked for more clarification. Mr. Stafford replied that in this case, 51% of Benchmark Construction Company, Inc was owned by an African American mate. He added that $60,000 was slated to be used for workers from Evanston. Aid. Feldman said he has received letters from unemployed Evanston residents indicating that there is a great deal of construction and economic activity in Evanston and they are concerned that most of the workers employed on these jobs are from out of town. Wm. Stafford said that Evanston has a voluntary 15% on development projects. It is not legal to require the contractors to hire Evanston residents. Because of the circumstances connected with the Sherman Avenue Development the City is able to require the contractors to hire a percentage of Evanston residents. Md. Jean Baptiste expressed his desire that more Evanston residents be employed by these firms. He proposed that the responsibility of the hiring of Evanston residents be shifted to the Department of Human Relations. That they become a persuasive enforcement to get more Evanston residents hired and eventually to accomplish certain objectives. Ald. Jean Baptiste said that 1% of $6 million is totally inadequate. The Committee members all expressed their desire that there be a way to get more Evanston residents hired. A1d. Rainey said that she had asked staff what kind of trees would be removed in this project and also where they were now. Dave Stoneback replied that it was not twelve trees that would be removed, it was twelve inches of trees. He said that there are no trees specifically identified for tree removal, this was a contingency plan. If a free gets damaged and needs to be cut there Is a mechanism in place for the contractor to do that. Aid. Rainey moved to place (A2) and (A3.1) on the consent agenda. Motion seconded by Aid. Jean Baptiste. Motion passed unanimously. (APW1) Ridoe Avenue street liaht update — David Jennings said that until the process is completed, he will not be able to determine how many of the street lights will have to be replaced. Ald. Rainey asked Mr. Jennings if he had any idea how many would have to be replaced beyond the ones that have fallen. He explained that it was impossible to tell until they have all been lested. OTHER BUSINESS Aid. Rainey mentioned that fast week after the issue of an establishment on Clark Street having their liquor license decreased was discussed, a check of that establishment resulted In citations issued. ADJOURNMENT There being no further business before the Committee, it adjourned at 8:07 p.m. Respectfully submitted, Mary Ba Planning DRAFT NOTAPPROVEDr ADINIINISTRATION & PUBLIC WORKS COINIMITTEE hIINUTES Monday, February 14, 2005 7:00 p.m. — 8:20 p.m. Evanston Civic Center Room 2404 Aiembers Present: Alderman Jean -Baptiste, Aid. Moran, Aid. Rainey Nlembers Absent: Alderman Feldman Staff Present: Judith Aiello, Mary Baaskc, Chief Berkowsky, Kathy Brenniman, Bobbi Tolston-Brawn, City Manager - Julia Carroll, Pat Casey, Dave Cook, Zeltce Edwards, Paul D'Agostino, Ronn Gannon, Doug Gaynor, Herb Hill, David Jennings, Vincent Jones, Cathy Radek, Mary Rodino, Max Rubin, William Stafford, Judith Witt, Barbara Zdanowicz Others Present: Unidentified others Presiding: Ald. Jean -Baptiste, Chair 1. DECLARATION OF QUORUM. Ald. Jean Baptiste called the meeting to order at 7:17 p.m. a quorum being present. it. APPROVAL OF MINUTES OF REGULAR MEETING of January 24, 2005 Aid. Moran moved approval of the minutes of January 24. 2005. Motion seconded by Aid. Rainey. Aid Rainey said that under Other Business of the January 24, 2004 minutes the sentence was incorrect that read "Aid. Rainey mentioned that last week after the issue of an establishment on Clark Street having their liquor license decreased was discussed, a check of that establishment resulted in citations issued." She said it was not the establishment on Clark Street discussed that night that had citations issued, but a bring your own liquor business. Ill. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (All) Citv of Evanston Pavroll throuoh 01/27/05 S2.143.765.48 Citv of Evanston Pavroll throuoh 02/10/05 52.034.649.07 (A2) City of Evanston Bills throuah 02/15/05 $3.452.025.90 (A3.1) Consideration of petition to install speed bumps in the alley located at 1730 Hinman Avenue (West alley). (A3.3) Approval of the lowest responsive and responsible bid from Chicaqoland Pavinq Contractors. Inc., for Ackerman Park and Cartwright Park improvements at a cost of $253.000.00. Funded by2002-03, 2003-04 and 2004-05 G.O. Bonds. (A3.4) Approval of the lowest responsive and responsible bid from Pinel Andrews Construction Corp. for Noyes Center Gallery improvements at a cost of $17,110.00. Funded by the Illinois Department of Natural Resources Public Museum Capital Grant Program. (A3.5) Approval of the purchase of Motorola portable radios 010) for the Police Department from Motorola, Inc.. North American Group usinq the State of Illinois contract at a cost of $248,877.00. Funded by the E-911 Fund. (A3.6) Approval of contract for professional services with CATH Associates for construction management of Fire Station 45 at a cost of $152.960.00. Funded by the Capital Improvement Plan Fund. (A3.8) Approval of authorization for the City Manager to enter into a sole source contract with PeopleSoft/Oracle for implementation of Phases V-a and V-b of the financial software system in the amount of $256,360.00. Fundinq is the Capital Improvement Fund. (Requires a vote of 6 alderman for passage) (A3.9) Approval of contract with Arbor Green. Ltd., for Tree Inventory Services with an estimated cost of S55,650.00. (A3.10) Approval of contract for guaranteed maximum price for the Sherman Avenue garage. Aid. Rainey said she understood that there is a payment plan in place for the developer for the residential garage spaces and asked for more information. Judith Aiello responded that payment will be made in three installments, the first one when the Certificate of Occupancy is issued. Two more payments each for 113 of what is owed will be made six months and one year after the Temporary Certificate of Occupancy has been issued. Aid. Rainey asked if there had been a discussion regarding adding to the debt for 2005. Ms. Aiello said that the total was $12.5 million and that when the memo and resolutions are done for February 28 that will be added to the CIP. Aid. Rainey asked what the City would do with the $6.5 million repayment from the developer. William Stafford said that the money would be used to pay off the taxable portion of the bonds. Ms. Aiello added that the developer will be paying the interest on the money for garage spaces. (A4) Resolution 9-R-05- Consideration of proposed Resolution 9-R-05 naming the City Manaqer as alternate to the Solid Waste Aqencv of Northern Cook Countv (SWANCC) (A5) Ordinance 14-0-05 - Special Assessment #1462: Alley Paving - Consideration of proposed Ordinance 14-0-05 outhorizina the paving of an alley located North of Noyes Street and East of Browns .Avenue. For Introduction (A6) Ordinance 16-0-05 - Special Assessment #1474, Alley Pavino - Consideration of proposed Ordinance 16-0-05 authorizinq the paving of an alley located North of Emerson Street and East of Jackson. For Introduction 2 (A7) Ordinance 17-0-05 — Special Assessment #1477: Allev Pavinq — Consideration of proposed Ordinance 17-0-05 authorizinq the Pavinq of an alley located North of Foster Street and East of Jackson Avenue. For Introduction (AS) Ordinance 18-0-05 — Special Assessment #1479: Alley Pavinq — Consideration of proposed Ordinance 18-0-05 authorizinq the Pavinq of an alley located North of Greenleaf Street and East of Darrow Avenue. For Introduction (A9) Ordinance 20-0-05 — Decreasinq Class H Liquor Licenses - Consideration of proposed Ordinance 20-0-05 amendinq Section 3-5-6 (H) of the City Code of Evanston decreasing the number of Class H licenses by one from 2 to 1 due to the closing of Osco Drug Store #5627 located at 1630 Sherman Avenue. For Introduction The above items were considered on a consent agenda. Aid. Rainey moved approval of the consent agenda. Motion seconded by Aid. .loran. Motion passed unanimously. (A3.2) Approval of lowest responsive and responsible bid from Cumberland ServiCenter, Inc. for the purchase of five(5) oarbage trucks at a cost of $826,175.00. Funded in the Capital Oullav Account. — Ald. Jean Baptiste asked for an explanation of why five garbage trucks were being purchased at this time. Cathy Radek said that currently, the City has 18 25-yard packers in the fleet and 2 eleven -yard packers that were purchased two years ago for the alley applications, and 2 small packers that are in the Parks Division, one of which has been replaced this year. The large packers that are slated to be approved tonight are 20 yard packers. They are physically a little smaller than the 25-yard packers and it is felt that they will be able to be maneuvered much more successfully. She added that the goal has been to replace two vehicles annually so that the trucks are bought on an eight -year life. The Fleet Fund is now in a financial condition that it can afford to begin a program of replacing two trucks every year. The bid went out to replace three trucks toward the end of the fiscal year and at the same time to replace two in the upcoming fiscal year in order to get a better price. Aid. Moran spoke to the need to keep the trucks running and congratulated Ms. Radek on turning that around. Aid. Jean Baptiste suggested that since all aldermen do not have a long history with the City that the history be given with the information about the purchase. Julia Carroll said she assumed that since two of these trucks were slated to come out of the 2005-06 budget they would not be ordered until March 1, 2005. William Stafford said that in the strict accounting sense, depreciation is charged so they can be purchased right now. Ms. Carroll said that even if the cash is available Council has not yet approved the 2005-06 budget. Aid. Jean Baptiste said that what they will do is approve it now for purchase in FY2005106. Aid. Rainey moved approval, seconded by Ald. Moran. Motion passed unanimously. (A3.7) Approval of contract with Call One for local and long-distance telephone service usinq the Northwest Municipal Conference contract. Funded in the Telecommunications budget. -- Julia Carroll asked that this be held in Committee until she investigates some recent information further. IV. ITEMS FOR DISCUSSION fAPW11 Discussion of Buildinq Use Policy Ald. Rainey said when she asked to hold the fundraiser at the Levy Center she was told that the Levy Center had adopted a policy in the year 2000 that fundraisers could not be held during a certain number of days before an election. She has since heard it was a violation of the ethics law. She asked how District 65 and Ridgeville Park District allow political fund raisers right now. Herbert Hill (First Assistant Corporate Counsel) said that he was not aware of what the public use policy is of the facilities of the School District and the Park District. He said that the Ethics Ordinance of the school district applies to the school district employees, their offices and their officials and not to other individuals. Mr. Hill said he did not think there was a way to carve out any exceptions to that, but he would not say categorically no. The fact remains that the rules that were in place prior to the Ethics Ordinance may apply. With respect to the Ethics Ordinance those rules apply only to the category affected by the ordinance. Mr. Hill said that the intent of the State Statute as evidenced by our ordinance was to not pressure individuals with respect to political activity. In this context, he said Aid. Rainey's question was very well taken. If there was an across the board neutral policy that applied to everybody that was not subject to this intervention, could something be done. He said he would took into that aspect of the ordinance. V. COMMUNICATIONS (APW2) PolicelFire Hirinq Report (APW3) Evanston Fire Department recruitment Delayed for two weeks at the request of Ald. Jean Baptiste. (APW4) Update on City of Evanston radio station Delayed for two weeks at the request of Ald. Jean Baptiste (APW5) Fire Dept. Monthly Report VI. ADJOURNMENT There being no further business before the Committee, it adjourned at 7:57 p.m. Respectfully submitted, Mary Baaske Planning Division 4 ADMINISTRATION & PUBLIC WORKS COMMITTEE MONDAY, FEBRUARY 28, 2005 MINUTES Members Present: Aldermen Feldman, Jean -Baptiste and Rainey Staff Present: Judith Aiello, Alan Berkowsky, Kathy Brenniman, Pat Casey, Dave Cook, Paul D'Agostino, Rajeev Dahat, Bob Domeker. Zeltee Edwards, Herb Hill, Sam Hunter, David Jennings, Vincent Jones, Stefanie Levine, Regina Lookis, Sat Nagar, Mayre Press, Elke Purze, Cathy Radek, Max Rubin, Debbi Sleet, Bruce Slown, Bill Stafford, Judy Witt and Barb Zdanowicz Others Present: Unidentified others Presiding: Md. Feldman, Chair 1. Declaration of Quorum Aid. Feldman called the meeting to order at 7:20 p.m., as a quorum was present. II. Approval of Minutes of Regular Meeting of February 14, 2005 Ald. Rainey moved approval of the minutes of the February 14, 2005 meeting. Seconded by Aid. Jean -Baptiste. Motion passed unanimously. is Aid. Feldman noted that Ald. Moran would spend that evening at the Planning & Development Committee as he had significant interests In their agenda. III. Citizen Comment Robert Chatz. representing Call One, said he was there to answer any questions the committee may have regarding the contract with his company. Betty Ester, wanted to know, regarding the sewer rate increase, when was the first bond issued, how many bonds are connected with the long-term sewer project and when will these bonds start retiring? Finance Director Bill Stafford responded that the rate was set for four different increases and those were geared toward bonds that the City issued but, more importantly, to [EPA loans that the City has. Those loans go in conjunction with the contracts. He stated there is close to S88 million in IEPA bonds that are outstanding. Mr. Stafford said several new bonds will be added when the City does the final two contracts and pointed out that it was always their intention to add bonds as the new contracts come in. Ms. Ester understood that, when the project was completed and the bonds and IEPA loans were paid off, the sewer fee would drop. Mr. Stafford stated the long-term plan was that this would be the final rate increase and that would be in place until the bonds peak in FY 2012 or FY 2013. At that point, there would be more revenue coming in than bonds and a distinct possibility for sewer relief on the rates. Aid. Rainey commented that this sewer user study would reveal some interesting information. She noted that a common complaint in the summer is that people use water for their lawns, but that activity does not impact the sewer system. The user survey will show how the different water users dispose of the water that comes out of their faucets. Ald. Rainey was pleased that the City Manager followed through with her suggestion to delay the 5% rate increase. The bonds need to be paid off, she noted, but the increase will be delayed six months. Ms. Ester said that she and other residents would look forward to learning the results of the user survey. -t- IV. Items for Consideration on Council Agenda (All) City of Evanston Payroll through 02124105 - $2,012,298.54 (A2) City of Evanston Bills through 03101105 - $2,220,760.60 Aid. Rainey asked about the S300 printing charge for Levinson Tot Lot? Landscape Architect Stefanie Levire responded that the charge was for bid sets to prospective contractors and includes specification drawings. Usually 20-30 sets are needed. Ald. Rainey wondered why trnis couldn't be done electronically. Ms. Levine stated that they have to distribute these materials to contractors on hard copies and acknowledged that it is a lot of paper. (A3.1) Approval of the lowest responsive and responsible bid from Mid American Water In the amount of $147,998.28; Foreman & Company In the amount of $56,606.06; National Waterworks Inc. in the amount of $105,482.90; Zlebell Water Service Products, Inc. in the amount of $58,854 and Vollmar Clay Products Company In the amount of S170,110 for water distribution materials for a two-year period. (Funded in the Distribution Materials and Sewer System accounts.) (A3.2) Approval of the lowest responsive and responsible bid from Polydyne In the amount of $20,000; Rowell Chemical In the amount of $45,320 and S708; Solvay in the amount of $41,700; Stiles -Kim in the amount of $109,650 and U.S. Aluminate In the amount of $50,701.30 for water treatment chemicals. (Funded In the Water Filtration Division account.) (A3.4) Approval of the lowest responsive and responsible bid from Stertil-Kona for the purchase of one platform lift, for the Fleet Services Division, at a cost of $37,741. (Funded in the Fleet Services account.) (A3.5) Approval of the purchase of 30 defibrillators from Medtronic Emergency Response Systems at a cost of $56,167.81, using a General Services Administration contract. (Funded by FY 2004-05 contingency funds and Foreign Fire Tax Funds.) Ald. Rainey mentioned that a list provided showed which facilities would have the units. She noted that the Levy Center has several defibrillators purchased by the Foreign Firefighters and those need to be added to the list. (A3.6) Approval of the purchase of property insurance for the City valued at $375,000,000 at a cost of S262,250; terrorism coverage (certified/non-certified events) at a cost of $48,000; excess general liability insurance coverage ($10,000,000 coverage In excess of $2,000,000) at a cost of $217,053 (first tier) and $68,095 (second tier); medical professional (paramedics) liability insurance at a cost of $13,449; fine art coverage at a cost of S11,597; and crime and fidelity coverage at a cost of $12,842. The total cost Is $633,286. (Funded in the Insurance Fund.) Ald. Jean -Baptiste asked about the City's broker, Marsh, which had been in the news lately, and wanted to knon if that had any impact on the City. First Assistant Corporation Council Herb Hill responded that the problems occurred out of the New York office. He stated that all of the City's policies have been placed locally. Mr. Hill noted that the City's files (with Marsh) are being audited independently and, when that is completed, the City will have a chance to re-Aew the audit. He felt that Marsh has given the City good service and believed that would continue. Ald. Jean -Baptiste asked how long have they done business with them? Four years. Aldermen Jean -Baptiste and Rainey suggested that other insurance brokers be explored for next year. 0 Aid. Rainev asked for a list of the fine art obiects that this Cltv is insurino. -2- (A3.7) Approval of contract with Call One for local and long-distance telephone service using the Northwest Municipal Conference contract (Funded in the Information Systems budget.) Aid. Rainey asked if the changeover to another service provider would be chaotic? Management & Budget Director Pat Casey responded that the savings would be about $22,000 for a combination of local and long-distance phone service and he expected the transition to be seamless. He explained that Call One is a reseller that had out bid SBC for the phone service. (A3.8) Approval of a cooperative maintenance agreement with EVMARK for downtown maintenance, including funding a portion of a private contractor to provide enhanced maintenance and landscaping at a cost of $58,394.40 (Funding Is available in Downtown TIF and the refunding of Special Service Area #5 bonds.) (A5) Resolution 10-R-05 - Acceptance of Donation - Consideration of proposed Resolution 10-R-05, which authorizes the City Manager to execute an agreement between the Lighthouse Rotary Foundation of Evanston and the City for acceptance of the donation of 10 fitness stations valued between $25,000-$50,000 and permission to install and construct them on the City's lakefront path system. (This Item is on the Council Agenda as Special Order of Business Item SP1.) (AG) Ordinance 24-0-05 - Easement Agreement - Consideration of proposed Ordinance 24.0-05, which authorizes the City Manager to execute an easement agreement with TR Sienna Partners for foundation and earth retention on the public right-of- way adjacent to 1100 Clark St. and 1719 Ridge Ave. For Introduction (A7) Ordinance 25-0-05 - Easement Agreement - Consideration of proposed Ordinance 25-0-05, which authorizes the City Manager to execute an easement agreement with Foster Development LLC for a water main installation on the public right-of- way at 819-823 Foster St. For Introduction (A8) Ordinance 21-0-05 - Revision to Sewer Rates - Consideration of proposed Ordinance 21-0-05, which amends Title 7, Chapter 13, Section 3(A) of the City Code to adjust the sewer user charge and delay the currently planned rate increase until September 1, 2005. For Introduction and Action (This item is on the Council Agenda as Special Order of Business Item SP2.) (Al0) Ordinance 23-0-05 - Vehicle Sticker Fine - Consideration of proposed Ordinance 23.0-05, which amends Section 10.8.10 of the City Code to increase the vehicle sticker fine. For Introduction and Action (This item is on the Council Agenda as Special Order of Business Item SP4.) Items Al, A2, A3.1, A3.2, A3.4, A3.5, A3.6, A3.7, A3.8, A5, A6, A7, AS and A10 were considered on a consent agenda. Aid. Jean -Baptiste moved approval of the consent agenda. Seconded by Aid. Rainey. !,lotion passed unanimously. (A3.3) Approval of the lowest responsive and responsible bid from E. Norman Security Systems, Inc. for a fire alarm system for Fleetwood-Jourdain Community Center at a cost of $35,596. (Funded by 2003-04 CDBG funds.) Aid. Rainey wanted to know why it took two years from the time the CDBG funds were allocated until a bidder was found for this job? Facilities Management Director Max Rubin stated that his department oversees about 50 such projects each year and promised to provide a more finite timeline for the project. Ald. Rainey moved approval of fire alarm system installation. Seconded by AM. Jean- 8aptiste. Motion passed unanimousiv. -3- (A4.1) Approval of contract amendment number one (1) for Phase I of the Bike Plan Implementation by T.Y. Lin International with an increased cost of $6,407 to the original contract amount of $34,216. (Funded by GO bonds.) Ald. Jean -Baptiste asked if Council would get to review the plans again before they start painting bike lanes? He had concerns about a number of streets that the consultants have identified as needing bike lanes that he viewed as dangerous. He wanted to review the final plans. Public Works Director David Jennings explained that Phase I is a detailed "concept" plan that requires background information. He added that the "actual" plans would not be drawn until they get to Phase 11. AId. Jean -Baptiste cited Emerson St. as an example of a dangerous street for a bike path. He wanted to be sure Council would be scrutinize the plan before they approve it. Ald. Rainey reported seeing a cyclist on the Howard St. bicycle lane and noted that drivers are staying out of the lane. Aid. Jean -Baptiste moved approval of additional funds for Phase I of the Bike Plan. Seconded by Aid. Rainey. Motion Dassed unanimousiv. (A9) Ordinance 22-0-05 - Clgarette Tax - Consideration of proposed Ordinance 22-0-05, which amends Section 3-2-14-2 of the City Code to increase the Cigarette Tax. For Introduction and Action (This item is on the Council Agenda as Special Order of Business Item SP3.) Ald. Rainey agreed with staffs suggestion to increase the cigarette tax to S.3vpack and didn't think many would go out of the way to save money by buying cigarettes elsewhere. Aid. Rainey moved approval of the S.321pack cigarette tax increase. Seconded by Aid. Jean -Baptiste. Motion passed unanimousiv. N. Communications (APW1) Evanston Fire Department recruitment Aid. Jean -Baptiste inquired whether the EFD is working with the high school to attract Evanston residents to the department? Chief Berkowsky reported that two firefighters attended a job fair at ETHS last Friday. He said working with Human Resources and Human Relations, the department planned to hold a career day at some of the City's fire stations. Evanston residents would be encouraged to visit, talk to firefighters, look at the equipment and facilities and, hopefully, apply. He mentioned that cards are available for display throughout the community or firefighters could hand them out. Chief Berkowsky noted that online recruitment material was posted three weeks ago and there were 60 hits without any publicity. Ald. Jean -Baptiste wanted to know what has been the trend in hiring Evanston residents in the last 10-15 years? Human Resources Director Judy Witt stated she needed to look up that information and would get him a report. Ald. Rainey asked why they are working with people from a 2001 candidate pool? Ms Witt said that 14 people left and those candidates are being processed. (APW2) Update on City of Evanston radio station Aid. Feldman asked what are the call letters for the radio station? Max Rubin responded they are WPXZ and 1650 AM is the frequency. He said final grounding was completed and some tuning is needed. It should be up and running in the next few days. It will be used for snow emergencies and to broadcast other information in a continuous scroll. He noted that the station is located in the Emergency Operation Center at the Service Center, V. Adjournment There being no further business before the committee, it adjourned at 8:23 p.m. Respectfully submitted, Mayre Press Deputy City Clerk -4- '; • i :' ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, March 14, 2005 7:00 p.m. — 8:20 p.m. Evanston Civic Center Room 2404 Members Present: Alderman Jean -Baptiste, Ald. Rainey Members Absent: Alderman Feldman, Ald. Moran Staff Present: Judith Aiello, Mary Baaske, Chief Berkowsky, Kathy Brenniman, Bobbi Tolston-Brown, City Manager - Julia Carroll, Pat Casey, Dave Cook, Zeltee Edwards, Paul D'Agostino, Ronn Gannon, Doug Gaynor, Herb Hill, David Jennings, Vincent Jones, Cathy Radek, Mary Rodino, Max Rubin, William Stafford, Judith Witt, Barbara Zdanowicz Others Present: Unidentified others Presiding: Ald. Jean -Baptiste, Chair 1. DECLARATION OF QUORUM. With no quorum present, Ald. Jean Baptiste called the meeting to order at 7:21 p.m. II. APPROVAL OF MINUTES OF REGULAR MEETING of February 28, 2005 They could not be approved because there was no quorum present. Ill. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) City of Evanston Payroll through 03/10/05 $1,982,237.25 (A2) City of Evanston Bills through 03/15/05 $2,679,357.83 (A3.1) Approval of 2005 Special Events Calendar Ald. Rainey asked if the art festival vendors were charging sales tax. William Stafford said he would check on that and report back. Doug Gaynor mentioned that the Custer and Fountain Square festivals were advised that they have to distribute the forms for taxes. The festivals on the Lakeshore that the City holds, the City distributes the tax forms. Ald. Rainey asked for that information in writing. Judith Aiello added that the vendors at the arts fair were charging tax. Ms. Aiello reported that one of the requirements at the Farmers Market is if they want to come back next year, they have to show evidence that they have paid their Illinois Sales Tax. Aid. Jean Baptiste recommending setting up a system simi:a• .o :r= Farmers 1,larket where Ine art vendors would have to show they have paid their :_xes if they v.ant to come back next year. (A3.2) Approval of lowest responsive and responsible bid from Clauss Brothers, Inc. for Levinson Tot Lot renovations in the amount of 5151,413.00. Funded by 1999 -2000 G.O. Bonds and 2004-05 G.O. Bonds. (A3.3) Approval of lowest responsive and responsible bid from G. T. Mechanical for supply and installation of equipment for the Back up Data Center in the amount of $93,500.00. Funded by CIP funds and the Emergency Telephone Systems Fund. (A3.4) Approval of the purchase of fourteen (14) police vehicles, using the Northwest Municipal Conference bid, from Currie Motors, in the amount of $319,421.00. Funded in the Fleet Services Fund, Capital Outlay Account. Aid. Jean Baptiste mentioned that of the vehicles being replaced, one has 90,000 miles, and a couple automobiles have 40,000 miles. Cathy Radek replied that the automobiles having 40,000 miles are around 10 years old. He asked if they were not working well or what is the justification of replacing cars having only 40,000 miles. Ms. Radek replied that because of the age of the vehicles, parts are starting to wear out and have to be replaced, so the maintenance becomes costly. Also, several of these vehicles have been in accidents and are also very rusty. While there are not a lot of miles on these automobiles, they are alv.ays in service, plus they are kept outside. If the mechanics are working on these cars they cannot be working on other vehicles in the fleet. Fleet Services has to balance what can be done in-house with what will have to be farmed out. The police and fire vehicles must be kept in good service. Ms. Radek stated that to maintain a fleet as large as Evanston has, the intent is to get a reasonable life of service from all the vehicles, yet maintain a reasonably consistent cost to the City on an annual basis. In the past, some vehicles were reconditioned and that held them over for a couple years. Now, they are in a position to be on a three year cycle. Ald. Jean Baptiste asked for something in writing to explain the rationale behind replacing low -mileage vehicles. (A3.5) Approval of contract with Great Lakes Soil & Environmental Consultants, Inc. for materials testing services in the amount of $85,000.00. Funded by Motor Fuel Tax Funds and G. O.Bonds. (A3.6) Approval of a sole source contract for audit services. Funded In the fiscal Year 2005-06 operating budget of the Accounting Division. (Requires a vote of 6 alderman for passage). (A3.7) Approval of contract with Sport Endeavors Inc. to manage the City of Evanston's volleyball program. In reply to a question from Ald, Jean Baptiste, Doug Gaynor said that some instructors for various programs are City employees, but they do contract for tennis, volleyball, and umpires, but most of the instructors are City of Evanston Employees. If an individual comes to the City and wants to instruct a new class, if the City feels that there is a market for that type of program, it would certainly entertain that as an option. Most of the City's programs require a minimum enrollment and they must be self sustaining. 0 (A3.8) Approval of contract extension with Super Trucking, Inc. to provide sand and stone and for the hauling and disposal of debris for the period of March 1, is 2005 through February 28, 2006 in an amount not to exceed $200,600.00. Funded In the Water, Sewer & Streets Division annual operating budgets. Aid. Rainey asked why this specifies not to exceed S200.600 since in the last four years they have never spent over $160,000. Regina Lookis repli_d that City Manager Carroll asked her to put together a not to exceed price. Since 'Na,er and Sev;er has been running very close to their budget for the last several years, it was in the Streets Department that was under spent and she was uncomfortable estimating what the final cost for Streets would be so she included the increased budget %%ith her Water and Sewer. There are also a couple water mains being installed in house. Aid. Rainey said she thought this was being over budgeted. Because ASPW does not have a quorum it could be discussed no further, but she said that they would be able to discuss this later in the Council meting. (A4.1) Approval of contract amendment with T.Y. Lin International for Crawford Avenue/Gross Point Road/Central Street engineering services in the amount of $17,100.00. Funded by G.O. Bonds and the CIP Fund. (A4.2) Approval of contract amendment #1 with Wolff Clements & Associates for professional services for the Lovelace Park redevelopment In the amount of $16,170.00. Funded by 2003- 04, 2004-05 and 2005-06 G.O. Bonds. (A5) Ordinance 7-0-05 — Easement Agreement — Consideration of proposed Ordinance 7-0-05 authorizing the City Manager to execute an agreement granting a subsurface easement for caisson bells and a canopy with Sherman Plaza Partners, L.L.C. for Sherman Plaza. For Introduction and Action (A6) Ordinance 8.0.05 — Easement Agreement — Consideration of proposed Ordinance 8-0-05 authorizing the City Manager to execute an agreement for a temporary tower crane easement with Sherman Plaza Partners, L.L.C. for Sherman Plaza. For Introduction and Action (A7) Ordinance 34-0-05 —Special Assessment #1458: Alley Paving — Consideration of proposed Ordinance 34-0-05 authorizing the paving of an alley located North of Noyes Street and East of Green Bay Road. For Introduction (A8) Ordinance 35-0-05 — Special Assessment #1467: Alley Paving — Consideration of proposed Ordinance 35-0-05 authorizing the paving of an alley located North of Harrison Street and East of Prospect Avenue. For Introduction (A9) Ordinance 37-0-05 —Special Assessment #1471: Alley Paving — Consideration of proposed Ordinance 37-0-05 authorizing the paving of an alley located North of Emerson Street and East of Wesley Avenue. For Introduction (A10) Ordinance 38-0.05 — Special Assessment #1473: Alley Paving -- Consideration of proposed Ordinance 38-0-05 authorizing the paving of an alley located North of Grant Street and East of Central Park Avenue. For Introduction (A11) Ordinance 39-0-05 —Special Assessment #1478: Alley Paving — Consideration of proposed Ordinance 39-0-05 authorizing the paving of an alley located North of Harrison Street and East of Elm Avenue. For Introduction 3 The above items were discussed and included in the record. They could not be voted on • due to a lack of a quorum. They will be passed on to the City Council. 1V. ITEMS FOR DISCUSSION V. COMMUNICATIONS (APW1) Sherman Plaza/ W.E. O'Neil Job Fair — Aid. Jean Baptiste inquired about the number of jobs available at Sherman Plaza. William Stafford said that he has spoken with the two contractors on the site and they have said they wouldn't be participating in a job fair if there weren't jobs available. Max Rubin stated that there weren't any jobs available right now, but as the job continues he anticipated approximately 100 more jobs to open up. Mr. Stafford and Mr. Rubin said that a job fair is a good idea so even if they are no jobs available today, when these jobs become available there will be a list of people that can be called to work. Aid. Jean Baptiste was concerned that this was being called a job fair because people will be coming to go to work immediately. It should be a called job prequalification fair. He also thought that asking blue collar workers for a resume was not a good idea. If a person reads the advertisement asking for a resume, they may not come to the fair. Mr. Stafford said he would have forms they could fill out. The communication also states the applicant will have to be in the union and Aid. Jean Baptiste asked if the applicant could join the union after being hired. Mr. Rubin said that he thought that was possible. He would verify that someone could become a union member after being hired. Bobbi Tolston-Brown felt that the job fair should be held as soon as possible and then another one could be held later on in the year. (APW2) Police/Fire Hiring Report (APW3) Fire Department Monthly Report V1. ADJOURNMENT There being no further business before the Committee, it adjourned at 8:18 p.m. Respectfully submitted, Mary Baaske Planning Division • ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, March 28, 2005 7:34pm — 7:57pm Evanston Civic Center Room 2404 Members Present: Alderman Jean -Baptiste, Alderman Feldman, Alderman Rainey Members Absent: Alderman Moran Staff Present: Judith Aiello, Kathy Brenniman, Bobbi Tolston-Brown, David Cook, Dolores Y. Cortex, Zeltee Edwards, Doug Gaynor, Herb Hill, .Dave Jennings, Vincent Jones; Debbie Sleet, Bruce Sloan, William Stafford, David Stoneback, Judith Witt, Barbara Zdanowicz Other Present: Unidentified others Presiding: Alderman Feldman 1. DECLARATION OF QUORUM: ` Alderman Feldman called the meeting to order. at 7:32pm. 11. APPROVAL OF MINUTES OF REGULAR MEETING OF FEBRUARY 28, 2005 AND MARCH 14, 2005 Motioned by Alderman Rainey, seconded by Alderman Baptiste. Ill. Items for consideration on the Council agenda (A3.1) Purchase of four (4) police vehicles, using the Northwest Conference bid, from Currie Motors, in the amount of $90,894:00.' (A3.2) Award of the 2005 water main and sewer improvements, Contract A, to George W. Kennedy Construction Co. in the amount of $845,730.00. Funded by the CIP, Water Fund, Depreciation,_. Improvement and Extension Account and Sewer Reserve Fund. (A3.4) Sole Source contact with IBM for WebSphere Enterprise_ _ Software for the financial/payroll system upgrade at a cost of $28,298.00. Funded by the Capital Improvements Financial Software funds. (Requires a vote of 6 alderman for passage) (A3.6) Contract Renewal with Yes, We Care Landscape Inc. in the amount of $64,076.30 for landscape maintenance of the Green Bay Rod railroad embankment for 2005. Funded in the FY 2005-06 Parks/Forestry operating budget. (A4.1) Change Order No. 3 (final) for the Phase IX — Contract A of the Relief Sewer Program with Civil Contractor & Engineers, Inc., decreasing the cost by $116, 472.13 from S5,480,431.50 to $5,363,959.38. (A4.2) Change Order No. 2 for the Phase IX -- Contract B of the Relief Sewer Program with Pan Oceanic extending the contract., time and decreasing the cost by $461,521.30 from $2,526,776.30 to $2,065,257.00 (A4.3) Change Order No. 2 for the Phase X — Contract A of the Relief Sewer project with D!Paolo Company extending the contract time and increasing the cost by $19,098.50 from $10,046,423.00 to $10,065,521.95. Funded by I.E.P.A. loans. (A4.4) Change Order No. 1 for Contract A-04 for Capital improvements at the Water Treatment Facility with Kovilic Construction Company, Inc., modifying the Contract Time'from'' ' December 3, 2004 to March 31, 2005. (A4.5) Change Order No. 2 for the contract for Engineering Services for Capital Improvements at the Water Treatment Facility with AB & H, LLC increasing the not -to -exceed amount by $30,000 from $278,232.33 to $308,232.33. Funded by the Water Bond Account. (A5) Consideration of proposed Resolution 15-R-05 authorizing the City Manager to sign an amended lease agreement with the MWRD for property located at 2145 Grey Avenue. For Action Items A3.1, A.3.2, A3.4, A3.6, A4.1, A4.2, A4.3, A4.4, A4.5, and A5 were considered on a consent agenda. Alderman Feldman made the motion, items were passed unanimously. (Al) City of Evanston Payroll through 3/24105 $2,059,602.51 (A2) ' City of Evanston Bills through 3/29/05 $2,039,008.67 Results: Aid. Feldman made a Motion to approve items Al and A2. Motion unanimously passed. (A3.3) Approval of Sole Source contract with Current Technologies Corporation in the amount of $133,695.00 for a Security Camera Surveillance System at City buildings. Funded by C1P funds. (Require a vote of 6 Alderman for passage) Aid. Baptiste inquired about the location of the cameras and whether or not we have a policy. Bruce Slown, Director, Information Systems and Judy Aiello, Assistant City Manager, responded that existing studies and data are available that address this issue. Both Aids. Feldman and Baptiste requested to see the plans or documentation. Aid. Baptiste revisited the issue of the locations for the cameras. Bruce Slown explained further. Aid. Rainey feels the City is extremely negligent in terms of security. Aid. Rainey wants to move on this in the next two weeks. This is an issue Council has previously considered. Results: Aid. Feldman made a Motion to hold item in Committee. Motion unanimously passed. Item held in Committee on March 28, 2005. (A3.5) Contract Renewal with Crawford & Company in the amount of $82,973.00 for Third Party Administration of workers compensation and general liability claims against the City. Funded in the Insurance Fund. Aid. Rainey voiced concems about the level of customer service offered by the current Crawford administrator for the City. Herb Hill, First Assistant Corporation Counsel, offered the current Crawford staff assigned to process claims for the City has indeed acted in the best interest of the City. Aid. Rainey voiced additional concerns that the current administrator who, in her opinion, has not offered good customer service will be responsible for training new Crawford personnel to handle City of Evanston claims and deal with citizens. Results: Aid. Feldman made a Motion to approve item. Alderman Rainey approved, Motion unanimously passed. IV. Items for Discussion V. Communications (APW1) Police! Fire Hiring Report VI. Adjournment No further business before the Committee, meeting adjourned at 7:58pm. 0 PUU1FTf ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Tuesday, April 12, 2005 7:08 p.m. — 8:30 p.m. Evanston Civic Center Room 2404 Members Present: Alderman Jean -Baptiste, Aid. Moran, Aid. Rainey, Julia A.. Carroll Members Absent: Alderman Feldman Staff Present: Donna Stuckert, Vincent Jones, Bob Domecker, Doug Gaynor, Zeftee Edwards, Kathy Brenniman, Ellen Szymanski, Bill Stafford, Chief Berkowsky, Chief Berkowsky, , Herb Hill, David Jennings, Pat Casey, Chief Kamenski, Kevin l_ookis, Max Rubin, David Cook, Gavin Morgan, Delores Holmes, Judy Aiello, Dolores Y. Cortez • Others Present: Unidentified others Presiding: Afd. Jean -Baptiste, Chair f 1. DECLARATION OF QUORUM. With quorum present, Aid. Jean Baptiste called the meeting to order at 7.08 p.m. 11. APPROVAL OF MINUTES OF REGULAR MEETING of April 12, 2005 They could not be approved because there was no quorum present. Ill. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) City of Evanston Payroll through 04/21/05 $2,309,840.32 (A2) City of Evanston Bills through 04126/05 $3,309,069,05 (A3.2) A request that we approve the sole source contracts with Hosting Air Energy Control In the amount of $17,561.00 for vehicle exhaust vent equipment for fire stations #1 and #2. This is funded In the fire 0 department's fiscal year 2005-2006 operating budget. (A3.3) Is a request that we approve on contract removal of Steve's Equipment Service for the amount of $18,462.00 for annual rental of a 40 loader and excavator for sand removal. This Is funded in the Parks Forestry Recreation Department Budget for fiscal year of 2005.2006. A3.4) Is a request that we approve the lowest responsive and responsible bid from George W. Kennedy Construction Company for the 2005 cured in place pipe lining contract at a cost of $185,795.00. This Is funded In the Water fund. (A3.5) Is a request that we approve the lowest responsive and responsible bid from Crescent Printing, Inc. for printing quarterly Highlights in the amount not to exceed $17,910.00. This is funded In the fiscal year 2005-2006 operating budget for Community Information Coordinator In the City Manager's office. (A3.6) !s a request that we approve a contract extension with for Hammerschlag and Company for an amount not to exceed $45,000.00 for parking garage consulting services. This is funded by the TIF fund. (A4) Resolution 23-R-05 — Fence License - A request that we approve Ordinance 23R-05 granting a fenrre license to 3428 Park Place. • (AS) Resolution 22-R-05 — Authorizina a Lease Aareement - Is a request that we approve Resolution 22-R-05, authorizing City Manager to enter into a Lease Removal Agreement with the League of Women Voters for office space in the Evanston City Civic Center. Located at 2100 Ridge Avenue. (A9) Ordinance 50-0-05 increasing Class B — Liquor Licenses - Request that we approve Ordinance 50-0-05, amending Section 3 5-6(b) of the City Code of Evanston, increasing the number of Class B liquor licenses by one from 1 to 12 for Golden Olympic, located at 1608 Chicago Avenue. Items: (Al), (A2), (A3.1), (A3.2), (A3.3), (A3.4), (A3.5), (A3.6), (A4), (A6), (A9). were considered on a consent agenda. Aforementioned items were motioned and passed unanimously. (A7) Ordinance 51-0-05 Amendinq Title 3 of the City Code - Request that we approve Ordinance 51-0-05 Amending Title 3 of the City Code - increasing the parking tax. • i� (A8) Ordinance 52-0-05 Amendinq Title 10 of the City Code - Request that we approve Ordinance 50-0-05, amending Section 10-11-12; Schedule XIl of • the City Code, increasing parking meter rates. Aid. Rainey, David Jennings, and Sill Stafford discussed current rates, lot ownership, prior ordinances, ticketing frequency, and time limits. The Aldermen decided to hold it, Jennings encouraged holding items (A7) and (AS) as they are one package. Parking Committee is having a meeting on the 20'h of April to review these issues. Results: Motion made to hold Item (A7) and (AS) in Committee. (A10) Ordinance 42-0-05 Weapons Ordinance -- Aid. Rainey and Chief Kamenski discussed people and guns, types of guns, possession of ammunition, sling shots, the sale of bb guns, crimes committed using guns and course of action taken, and FOLD card holders in Evanston. Chief Kamenski stated he would work on the sales of guns in Evanston as a separate issue and also to respond to the number of Evanston FOID card holders inquiry by Aid. Rainey. Results: Motion was made for approval, Aid. Rainey seconded. Item was unanimously approved. (A11) Ordinance 46-0-05 Elm Tree Infection Program — Aid. Rainey expressed disdain for the City's approved method of financing the Elm Tree Injection Program. Aid. Moran opposes the program on a number of fronts and strongly feels the need for a public hearing along with Mimi Peterson. Ald. Jean -Baptiste • requested a survey to get more information and for the legal department to deliver a process of implementation. Doug Gaynor stated he will deliver a report no later than the first meeting in May. City Manager confirmed approach to resolving the Elm Tree issue; to complete the survey(s) and report (s), then decide to hold a public hearing. City Manager confirmed the item being held. Results: Motion was made to hold this item until a real assessment can be made clarifying the problem and then weigh all other related issues. Aid. Rainey seconded the motion. Item was voted unanimously to be held in Committee. IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS Emergency purchase for a street sweeper, It caught fire. VI. ADJOURNMENT There being no further business before the Committee, it adjourned at 8:30p.m. Respectfully submitted, Dolores Y. Cortez City Manager's Office r • • s ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, April 25, 2005 6:58 p.m. — 8:36 p.m. Evanston Civic Center Room 2404 Members Present: Alderman Moran, Aid. Feldman, Md. Jean -Baptiste, Aid. Rainey, Julia A. Carroll, Judy Aiello Members Absent: none Staff Present: Chief Berkowsky, Bill Stafford, Bobbie Tolston-Brown. Dave Stoneback, Doug Gaynor, Zeltee Edwards, David Cook, David Jennings, Max Rubin, Donna Stuckert, Vincent Jones, Bob Domecker, Kathy Brenniman, Elke Purze, Ellen Szymanski, Pat Casey, Division Chief Kelly, Dolores Y. Cortez Others Present: Presiding: Unidentified others Aid. Feldman, Chair 1. DECLARATION OF QUORUM. With quorum present, Aid. Feldman called the meeting to order at 6:58 p.m. IL APPROVAL OF MINUTES OF REGULAR MEETING of April 12, 2005 Aid. Jean -Baptiste: There were some issues, you want to discuss them? Ald. Rainey-. I thought the minutes were way too sparse. I think we need to embellish them a little more, a little more of what we say. I know In my case there was a sentence, I think I spoke with disdain or something, I mean I know I was upset but, I don't want to read what somebody also thought I was feeling, So if we could just say what we said. I just didn't think the minutes did it. Aid. Feldman:Could you, could we look back on some reasonably recent minutes that you would say would be exemplary or the kind of detail that you want. I'm sure whatever you want you'll get. Aid. Rainey: Well, I know that Gene. I just wanted to make a point that this was not that. Everything that we've always gotten has been fine. A A VW Miauta 4f2SMS Page 2 of 24 Ald. Feldman:Wed I would suggest that staff look back on some previous • minutes and try to approximate that, and if there's any questions you can talk to senior any staff. Is that okay? Dolores Cortez:Sure, Yes, that's fine. Aid. Jean-Baptiste:Just a product of her newness. Thai's all. Aid. Feldman:lt's just getting familiar with this stuff. Aid. Rainey: And when there's no discussion, when there's no discussion when things are on the consent agenda I mean, this is exactly what you would expect to see, so that's not the issue. But the items that are ' discussed... okay that's iL Aid. Feldman:Weff, having said that. Are there any corrections? Aid. Rainey: No Aid. Jean-Baptiste:Let me just suggest that ... I think it's in the same light, right, that for example, the tree discussion. There were some intervention by Mimi Peterson I think we had a couple other people who spoke as well, it may have just needed to have added and from their particular organization. their tree organization. And this has been a history of discussion and debate around this issue. So for continuity sake, I think probably need to add that ... (Ald. Feldman began speaking) Aid. Feldman:) think that this deserves an amendment to it. I think that's a very good point. Find out who the people were that spoke and label the organization because as Ali. Joan -Baptiste said, they've been to this committee meeting many times before. Okay. Anything else? Thank you very much. There are no additions other than the ones that have been suggested and we've amended those. All those In favor of approval of the minutes as amended indicate by saying 'I'. Unanimous vote of approval by Alderman. Ill. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) City of Evanston Payroll through M11/05 $2,309,840.32 (A2) City of Evanston Bills through 04/26/05 $3,309,069.05 (A3.1) Approval of the lowest responsive and responsible bid from Home Towne Electric, Inc. In the amount of $169,782.60 for Traffic Signal Modemizetion at Dodge Avenue and Church Street Intersection. Funded by Motor Fuel Tax (MFT) and Capital Improvement Program (CIP) funds for FY 2005-06. (A3.2) Approval of the lowest responsive and responsible bid from Schroeder & Schroeder in the amount of $N,725.00, for FY 2005-06 50150 Sidewalk and Curb Replacement Program. Funded by General Obligation (GO) Bond Funds. .. e A & PW Minuvs 412M Page 3 d 24 • (A3.6) Approval of contract with Virchow Kraus & Company for Water and Sewer Cost of Services and Fee Study in the amount of $41,000. Funded by Water and Sewer funds. (A4.1) Approval of Change Order No. 1 for Roof Consulting Services for the repair/replacement of a portion of the roof at the Police/Fire Headquarters with an increased cost of $4,700.00 to the original contract amount of $63,010.99. Funded by • PolicelFire Roof CIP account. (A4.2) Approval of Contract Amendment No. 1 to Agreement with MWH Americas, Inc. for Phase X — Contract B Relief Sewer Program Engineering Services. (A5) Resolution 27-R-05 — Authorizinq a Lease Agreement Consideration of proposed Resolution 3-R-05 authorizing the City Manager to enter into a Lease Agreement for the apartment at the Civic Center, located at 1223 Simpson Street. For Action (A7) Resolution 26-R-05 — General Maintenance IVIFT Resolution - Consideration of proposed Resolution 26-R-05 by which the City Council would appropriate $650,000.00 of MFT funds for w FY 2005-06 to finance the general maintenance of streets by City forces. For Action (AS) Ordinance 5143-05 Amending Title 3 of the City Code — Consideration of proposed Ordinance 51-"5 amending Title 3 of the City Code, increasing the parking tax. This item was held in committee on 4/12105. For Introduction and Action Rams: (All), (A2), (A3.1), (A3.2), (A3.6), (A4.1), (A4.2), (A5), (A7), (A8), were considered on a consent agenda. Aforementioned items were motioned and passed unanimously. (A3.3) Approval of the lowest responsive and responsible bid from Sumit Construction Company in the amount of $225,737.00 for FY 2005-06 Replacement of Sewer Structures, Sewer and Water Main improvement program at various locations. Funded by Sewer and Water funds. Aid. Feldman:Ukay, let's go to item (A3.3). Aid. Rainey: Whenever we have these bids where you get too high or too low, you get concerned. And this time, the bid is so much lower than the engineer estimate; I just wonder how that can be explained. The engineer estimated that this project would be a $480k project, and the bid being recommended is $225.7. A & PW Mown ArL.VW Pap 4 of 24 Aid. Feldman:Do we have an explanation? Dave Jennings: We were concerned as well, but we checked their references and they've done work for IDOT, City of Chicago, and Cook County, and their references were good. Aid. Rainey: What did they do? Did they do this kind of job? Dave Jennings:l don't know, I actually can't give you the scope. The second lowest bidders also well under us and they're the ones ... last two years D&B Construction has been our .... I don't have a good explanation for why.... Aid. Rainey: So let's say we take this and we don't have a good explanation. When this happens don't you think we should look at this and see where are we off? I see this one for $700k the end, the last one. Civil Contractors, their bid was almost $800k. Which is double our estimate. Dave Jennings:They didn't want the job. Aid. Rainey: I don't think so. From an outsider looking in it doesn't look right. It looks like either we made mistakes or overestimated or not on top of prices these days, or we've got somebody lowballing it hoping to get contract changes. That's how it looks like to me. Aid. Feldman:ls there a breakdown in the bid that would give you some Information as to where we were wrong rather than a total? Dave Jennings:Yeah, it's on the back sheet. There's a line item • analysis on 34 line item numbers. Aid. Rainey: Okay just look at #10 Gene. Just look at #10. #10 is adjusting sanitary sewers 8" diameter or less. We said it should be $19,8W. they say it should be $3,600. Item 2, we say it should $12,000, they say it should be $1,900. Something's wrong... Judy Aiello: You know, it could be they have other work they're doing in the area and the economy of scale, they want the job or they need something to fill a time slot. Aid. Feldman: I think his point is correct. Not that they're crazy, but I would feel like I would want to understand what the reason for it. Aid. Rainey: That's what I'm saying. Aid. Feldman: And say look you know, how many hours do you expect. Maybe we're thinking more hours, more material, more whatever. I don't know what goes into that. But it might be good for us to understand that. Dave JenningwAgain a comfort I have is that the contractor has done it for the last two years. It's not too far they're under them, but they were under our estimate significantly as well. Aid. Rainey: My dlscomfort is on our side. Maybe we could do more jobs • if we didn't estimate so high. Dave Stoneback:l think there's a lot of issues, I mean one of them may have to do with the unit price. If you look at the unit price on • • A & PW Minutes drIM pate S of 24 some of these items, if they're sitting on a lot of inventory, we may be pricing at the current prices for what the unit price is. If they've got like a FIFO (first -in -first -out) inventory their unit price may be lower. So a lot of it has to do with materials and their accounting in terms of pricing which their inventory is too. Md. Rainey. -Well Traffic Control and Protection. We say it's going to cost $30,000, they say it's going to cost $5,000. What's the inventory, I mean those orange cones? Dave Stoneback:Well I was just talking about those first items. Aid. Rainey: I know, I know. Okay, okay. Dave Jennings: ... Detour signs, barricades, cones... Ald. Jean -Baptiste:[ think there's an issue of credibility that Aid. Rainey was trying to inquire into that's not satisfied by the answer and that Is for whom have they worked, what have they done. And you did indicate that County, MOT, and City of Chicagb - that's great. And then the next question Is what have they done, you know, what kind of work. Dave Jennings:I don't know... Ald. Jean-Baptiste:l know you don't, but I'm saying that I don't want to give the message that we don't want good deals, you know, we should jump on them. But I think that if the bidding is so much lower than anWpated that maybe we need a little bit of verification as to what they've done to take a look to be able to come back with an answer... Judy Aiello: I think if you look at all of the bids, you know, you do have one that's very high which obviously they are not interested, but you have one that's within $2,000 of what we were, then another was 402. So I mean you've got two that were close and then the other two and it could be those contractors are really hungry and need the work. Ald. JeawBaptiste.That's true. I mean, there is an explanation and you know one can reasonably conclude that it's a reasonable bid at this particular point and time. But I'm just suggesting that -- there's no absolute, I'm just suggesting that there may have been some other ways to try to justify the value of this contract other than dollar. So down the line if we find a bid that's so radically different, maybe we could just confirm what has been done, what comparables. And come back here and say yea, these people have done this and their work is satisfactory. Dave Jennings -.Well it Is a low bid and the dollars are what we look at. And then what we do is go back and try to detect their references and we if they've done quality work elsewhere and that's what we did. I just don't have answers to your questions. Aid. Rainey: I'm just concerned that if we have inflated estimates all the time, we might be limiting the amount of work we could do. Dgve Jennings:This job is primarily spot sewers repairs from the MFr Resurfacing Program. So it's tied to the work we're doing later in the year. There are a few jobs that aren't in that Resurfacing budget, but primarily this is what we do In advance of resurfacing, so if we could do more, would we do more this year, I'm not sure we would. A h PW Minute&.t2SM Aid. Rainey: Okay. Aid. Feldman. -Move approval. All those in favor indicate. Pop b of 24 Item: (A3.3) was considered, motioned and passed unanimously. (A3.4) Approval of contract with MWH Americas, Inc. In an amount not -to -exceed $199,608.00 for Engineering Design Services for S82B Contract 1 Relief Sewer Project of the Long Range Sewer Improvement Program. Funded by IEPA loans and Sewer Reserve Funds. Aid. Feldman:Okay Item (A3.4) Aid. Rainey: This is one where we're paying for the job and then applying for the loan. Do we usually - is that what we're doing? Dave Stoneback: We always have to design the project and be ready to award it before they will actually give us the loan. We've put in a pre -loan application, identified to the IETA that we would like to receive funding for this project next year. Unless you have a bid in hand and the design all done... Aid. Rainey: The loan will pay for the design right? Dave Stoneback: Our past experience indicates that 90% of the design cost is incorporated into the loan. We still pay off the loan so its not free money, but it gets rolled into the loan. Aid. Rainey: I must've misunderstood then. Alright. Okay. Move approval. Aid. Feldman:Second. All those in favor indicate by saying "l". Item: (A3.4) was considered, motioned and passed unanimously. (A3.5) Approval of contract with Government Technology Services Incorporated (GTSI) using the U.S. Community Government Purchasing Alliance Contract in the amount of $41,850.00 for False Alarm tracking software. Funded by Information Systems Capital Account funds. Aid. Feldman. -Item (A3.5) Aid. Jean-Baptiste:l wanted to get some explanation as to what value this new technology will bring us in terns of dollars. I'm looking at this, not only the $41,850 to purchase this particular technology but also we're paying $4,500 per year to maintain it, for licensing. So how do we recoup this money? Bill Stafford:Our best analysis is we think this is about a two-year payback. And by that I mean we will increase both our collections on our annual permits and on the false police and fire alarms. We're running slightly short now on the budgets and collections that we have and we think in two years we ' think we're going to make between $20,000 and $30,000 more a year as a result of this. We're also doing it because A A M Minutes 4/2 M Page 7 or 24 our database is really not secure. We've got it on old 0 technology, an Access database that is not compatible with our 911 system nor is it compatible with our Oracle database. And so we're basically doing it for three reasons: for the database, for protecting the data, and also we think we're going to get a return on the investment. Aid. Jean-Baptiste:How do we detect false alarms now? Chief Berkowsky:Any alarm that comes into our 911 system is coded based upon us knowing it's a system alarm. Either it comes in to what we call a Teletron panel which is a direct connect or it comes in via a third party which is a central station. They call us up they say we have an alarm activation at such-n-such address. So what will happen in this case, is when the dispatcher closes that call they are coded to indicate this is a system activation which then fits the criteria of the ordinance... Aid. Jean-Baptiste:By system activation, what are we talking about? That there's a fire someplace and the sprinkler system goes off automatically or somebody pulls a fire alarm? Chief Berkowsky: It's more dealing with the fire alarm system. Someone pulls a pull station, a heat detector goes off, a malfunction, a system not being maintained, a sprinkler system would cause it once the waterflow alarm activates. On the other hand you got your burglar alarm system, your hold up alarms, doors that swing in the wind that'll activate a police alarm. Those are the type of activations we see on their side. Aid. Jean-Baptiste:And once it's activated, you determine whether it's false or it's real. Could you explain that again. Chief Berkowsky: What we do is every alarm activation is coded the same. We code it as 100 and.... over to the alarm system software. What we do then, if there's a real emergency or they follow the criteria under the ordinance to waive that fee, we then change the code toa9... Aid. Jean-Baptiste:There's a prior step I'm trying to figure out. Somebody pulls a fire alarm, but there's no fire, how do you determine whether it's false or not. I mean, you go there? That's how you determine it? I'm trying to get to how the technology is going to help us detect it other than whatever we're doing right now. Chief Berkowsky: Anytime we have a fire alarm activation, we send fire equipment typically two engines and a truck to the fire alarm activation, trouble alarm we send one company, on the police side, it depends on what type of alarm whether it's a burglar alarm or..... We go there, we determine whether we have an emergency or not, after that we complete the paperwork which then codes it out properly to into the system. • Aid. Jean-Baptiste:Okay, good. With the new technology then, does it prevent us from going out? Do we — we still go out. Aid. Rainey: It's billing. It's just a billing system. It's a record system. A A P'W Minutes 4/25M Page 8 of 24 Judy Aiello: Currently it's mostly all done by hand and it's very manual. This will bridge the gap between the 911 and the IRA software and we should be able to do them quicker and more efficient and get better collection rates. Ald. Rainey: You mentioned when a sprinkler system goes off. You would never bill for a false alarm for something like that would you? Chief Berkowsky: There are times where we've had situations where vehicles strike sprinklers when they're not being careful... Aid. Rainey: Oh, oh, okay. Chief Berkowksy:... they don't maintain the heat properly in stairwells. So there are times... again any of these activations of course can be appealed and we can waive them based upon the actions that they take. That was the whole intent of the ordinance which I think has been a very successful ordinance. Aid. Feldman:Move approval. Item: (A3.5) was considered, motioned and passed unanimously. Aid. Rainey: And could we get a report maybe in six months? When do you expect this to rolled out or operative? Chief Berkowsky:That's probably a good target date... Aid. Rainey:Could you tell us about it? How it's working and if it's everything we hoped it would be. Chief Berkowsky: We'll do. (A3.7)Approval of sole source contract with Current Technologies Corporation in the amount of $133,659.35 for a Security Camera Surveillance System at City buildings. Funded by CIP funds. (Requires a vote of 6 Alderman for passage). Aid. Feldman:Next Item is (A3.7). Aid. Jean -Baptiste and I felt that way as well. You didn't get the response that you were looking for. Aid. Jean- Baptiste: I'm sensing this is the cart before the horse. In this proposal we have this is a significant request — a number of video cameras. I agree that we should have surveillance where money exchange is taking place. However, I see here for example, in the Levy Center we're surveilling the fitness room, we surveilling some of the hall corridors, and in some of the — I don't know what all we'll be surveilling in Fleetwood Jordain and other places other than where money is being exchanged. So I am thinking that there is a policy initiative being taken undertaken here to increase surveillance of our facilities where people are using the facilities. And I understand that you're not surveilling locker rooms and the rest of those things. I know we're not doing that. I'm not very . comfortable with surveillance outside of Issues having to do with money or where there's been proven kind of problems in terms of • perhaps people in a parking area thaft dark. I remember there was an attack against somebody at the library. So I would support A PW Minas AMM ?ate 9 of 24 • installation of cameras where we are exchanging money but cannot see the need — and I think it is an invasion of privacy when we are surveilling the fitness room. I'm not sure — and I assume that the front office of the Levy Center is where the money is being exchanged. The police, the remote station, I agree with that. We have an existing security camera in place. And for the new locations, I have to think that these many cameras aren't just going to surveil our money exchange places. And that in fact we may be very consistent with a pattern that's already established, for example, at the Levy Center. So I would need some specific clarification as to where we intend to install and I would want to narrow where we would want to install these cameras to specific areas. Ald. Feldman:) just have a comment on what I saw. You looked at the Levy Center and saw one thing, I looked at it and saw something else. And I'll tell ya what i saw, I saw a fitness room where in many cases there are some elderly people. And you have a very large building at the Levy Center, very, very large building. We don't have people standing in the fitness room watching to see some guy, some woman that doesn't either fall off or have a heart attack. You're dealing with senior citizens there. It's very possible — and people will overwork, will do things that they're not supposed to do or even things they are supposed to do but it can cause some very • difficult and unsafe situations if that room isn't monitored. So if you see something happening, they can be attended to immediately. As far as the corridors are concerned, I assume, and maybe your perspective is different, I assumed that the corridors are only to monitor for the safety of the people that are using the building. You know, this is a public building. A lot of people can come in. People that are using the gym can very easily access the rest of the building. And this is not to see who moves from one place to another, it's to (and Mr. Gaynor could testify to this I suppose) is to make sure those senior citizens men and women are safe in a public building. And that's all it is. It's not surveilling people. It's prevailing events that might or may not occur. That's all this has to do with is has to do with safety. Not anticipating somebody or someone is going to do something wrong. But making sure that if someone is being mugged on one of the corridor and you have staff that's a block away, I mean that's a big building they have to run all the way around. Judy Alello:That is the philosophy for all the other buildings too. It's not just for the cash handling. Aid. Feldman:That's all that is. Is for safety's sake. To protect, not only the people. that work there, which is important. 1 have a case, we all know this guy that fell on the ice outside of the Levy Center. He shattered his arm. You remember that whole thing. The same kind of thing could happen someplace else. Somebody has an accident, they can't move and they can't call or hear from that distance. A A VW Minutes 4/25/05 Pne is of 24 When you have a lot of people using things it would be different if it was twenty thirty people like a hospital walking down every minute, sort somebody in a corridor falls, you're going to see it. But in this particular case it's not that way. I've seen those corridors pretty empty. Somebody could fall and hurt themselves. So I look at that as a safety measure not an intrusion of privacy. I certainly would feel much better knowing that those people doing cardiovascular exercises in the fitness room. Especially if there's nobody leading the class or instruction. If they're there by themselves and they usually are, that room being monitored, so that God forbid or anything happens to somebody, we'll see it. You don't see it that way (talking to Baptiste). Aid. Jean-Baptiste:Your suggestion is that for the Levy Center, this is appropriate. Aid. Feldman:l think so. Aid. Jean-Baptiste:So what about these other locations. What are we doing? Aid. Feldmen:l'il let Mr. Gaynor talk about that. Doug Gaynor:l think that Judy Aiello represented it well. We're looking for security in our facilities. As you recall, you walk into the Crown Center, if you got to the left, into the ice rink, you go by our office, and we know you're there. If you go to the right where we have our pre-school program, we don't know you're there. It's a public building, the doors are open, and anybody could come in. So it's not a matter of watching staff, it's a matter of protecting the staff and protecting the customer. Irs no different with Fleetwood Jordain in the back hallway. We can lock the back doors and Inconvenience the customers so they have to come in the front door and pass by the office. But that means people who park along the back and want to come into the gym area, they are going to have to walk all the way around to the front. So we want to be able to protect those individuals in the building. We also want to protect the financial integrity of what's going on. So its our staff, it's the customer, it's the financial integrity that these cameras are being proposed for in all of our facilities. Aid. Feldman: By the way, this idea of passing the security desk and that being everything okay doesn't hold water. Because anybody could pass. You just don't look at somebody and say well, they're up to no good. A lot of people look normal, they look like anybody else. And they go in and what we're worried about then is once they're in — distance corridors unpopulated sections of the building can be used for things that the cameras are designed to notice. That's all I see this as. Aid. Jean-Baptiate:The Introduction of this thing talks about protection of money exchange, etc. etc. So in each one of these places, Noyes, Fleetwood, Library, the cameras are supposed to be installed In areas that are Inaccessible by our staff people that we don't see. A & PW Mina= 4WID5 Page 1 i or 24 • Doug Gaynor: Yes, that as well as the financial transaction. So again if there's a problem we would have a picture image of what the problem or who the problem was. Aid. Jean-Baptiste:This is where we don't have staff around. For example, I'm very familiar with the Fleetwood Jordain that building. So where would you put the cameras there? Doug Gaynor:There's going to be cameras in the front office area and in the back hallway, . Aid. Jean-Baptiste:Behind the gym. Doug Gaynor: Yea. So when people cane in that back door, we'll have an opportunity to see who's coming in and to monitor what's going on in that back hallway. Aid. Jean-Baptiste:So you have seven cameras here though. Doug Gaynord don't have the specific layout where each individual camera is being placed. Judy Aiello:The locations of the cameras were done based upon a survey by the Police Department for safety and security. They did like they would do for any business. They went in and did a security audit and made recommendations as to where cameras should be placed. And those were the recommendations in consultation with the various department heads regarding where they felt for their improved operations they would like to see it also. Aid. Jean-Baptiste:What about the participation of staff at the centers. • The staff at Fleetwood participate for example, 'cause I'm familiar with the building. Doug Gaynor:As a matter of fact within the last couple weeks our manager at Fleetwood asked if we might be able to change our safe location so the camera would be on the safe. The safe we deposit our money in until the armored car pick up comes by. And they wanted us to make sure that the camera was focused on that in the event there was a problem. We said we would certainly make that occur. So yeah, Mamie Smith has been involved in this process along with all of our managers. Aid. Jean -Baptiste: With the camera at Fleetwood, will there be a camera in the fitness center as well? Doug Gaynord think so. Judy Aiello: 1 think there is one in the fitness center also. Aid. Jean-Baptiste:So we generalize it to every fitness center that we have? We put a camera? Doug Gaynor:We just paid out a law suit, I don't think you're aware of because someone snuck into the facility we weren't aware of, and then became injured, sued us, and so. Aid. Rainey: Are they going to run 24 hours a day the cameras? David Cook: The Facilities Management and our Information Systems Department are the ones that did the technical... Aid. Rainey: Is it going to nun 24 hours? Because if somebody sneaks in, it's not going to cover it Judy Aiello: It's motion -activated. A & AW Minutes 4125-W Aare 12 or24 David Cook: Yes, it's a motion sensor so that if someone moves then it will start recording again. If there's no motion, it stops recording. So it senses motion, that saves us for our storage time. Aid. Rainey: One thing that I wanted to comment on was the Civic Center. When I come in the Civic Center sometimes, it's - I come in the bottom, it's that long hallway, I mean I'm not scared, but when you think about it, anything could happen. There's a bathroom down there. 1 was trying to count the number of entrances, number of doors. It's like six or seven doors you can get into this building. I m9an.it'i — We need a few cameras I think here. Aid. Moran: ...that's a deierrent effect that'I think is'....Things like the- - • • • - - . police department, headquarters building, so many different reasons why it's significant to have cameras out there. At least in the first instance are happy ones. We've seen that in the past year. But still significant even in those unhappy circumstances where video images can clarify factual situations quite readily where we don't have to rely on conflicting verbal suggestions of what happened in these areas. So I really feet this is a good program. It's a positive thing too. I think we say we're securing the safety and health of our customers, we're securing the safety and health of our workers, we're enhancing a sense of safety and well-being pretty much for everybody throughout these facilities. So I would encourage everybody to vote in favor of the contract. Aid. Feldman: 1 do think that when we talk about background that there is a... at least in the first sentence. ...it's a little redundant. It's looks like, it's a feeling that while its important, my main concern about what I think we're really accomplishing is protecting people. Is protecting people's lives, protecting their safety and maybe protecting some money. I'm much less interested, although it's Important, but I'm much less interested in identifying anybody or anything else. I think it's important by the way. It says after Incidences. I would hope that this would prevent incidences. And I think that's what its designed to do. So if we think of it in terms of protecting people, not only our staff, but people that have every right in the worid to walk into a public building and feel safe. We just don't want anything to happen and we don't have either the police force or the staff force to be constantly patrolling with canine dogs public buildings. I mean we just don't have that nor is it necessary. I mean we don't want that kind of atmosphere. I really think ? I don't think this is an attack on anybody's civil rights or anything else. I think it's a good thing to do to protect people. Aid. Jean -Baptiste:[ definitely agree with securing the water departments, the parking systems, the police department etc., etc. I . think that we may be overreaching in some of these places. In the library we have sixteen cameras going up. Where would we place these cameras? David Cook: Most of the cameras - there's going to be two cameras behind the check out place looking out at the people and patrons A & PW Mimcus AM—M Page 13 of 24 that are coming in. There will be cameras that will be looking back into the corridors where people would be walking out. There would also be lots of cameras in the garage I think that's terrific. In the garage looking at the cars to deter ....So they are mostly looking at people exiting the building or down in the car garage. Aid. Jean -Baptiste:) don't have a problem with the garage. I'm still uncomfortable with the extent of the surveillance and I understand that the intent is to protect individuals, to protect — to prevent crime etc., etc. I think that the direction we're going in on — I'm just not comfortable with it. Ald.Rafney_: I respect your opinion on this. I think though that you've accepted many of these as tieing for the protection of people and our employees. But I think given the delay that we've caused here that we should move forward. And one of the great things about our council is you can vote against me and I think you can still argue your point. But we need to move forward. It would be helpful to know once these are in place exactly where they are. I'm glad to see sixteen at the library because there are some very dysfunctional people that have more less made home in the library. Maybe they'll give us some indication who the people are. So I feel good about those cameras. So I'm going to move approval of this purchase. Aid. Moran: Seconded. • Aid. Feldman:Okay. I just want to say one thing. I understand a general objection to the use of surveillance cameras without well established values in reason, i mean, none of us want this. I think it would be hard I think you have articulated it and I would support that kind of articulation. I would have with the information that I have right now — a great deal of difficulty applying that to what's going on here. It might be. I'm not suggesting that we don't have one or two cameras. But i would know where that would be and 1 couldn't make a case for that. And 1 don't think anybody else could. We could make a case that we should be concerned about surveillance, we should be concerned about the number of cameras we use, and they should be used with great reason and restraint. But unless we know that this particular camera Is being used inappropriately it would be hard to make that case. Don't you agree? Aid. Joan-Baptiste:That's true. My discomfort is that we come to this as a reaction to ratify a particular policy thrust in my opinion, that I think should have been discussed and assessed a little more carefully by the committee the council, you know with a sense of the particulars. In x place or y place we're moving to do this because of this reality. I just don't feel comfortable with unleashing eighty-four cameras in various of our public places especially in light of the current . atmosphere that we find ourselves in. We just addressed the issue of patriot act in the context of the library, the utilization of books, checking out books and librarians having to report that. I'm not yet A A VW Minuses 412.W Pate 14 of 24 comfortable with this foray into this area. That is not say again, that I'm not for cameras and increased security of the Water is Department, Police Department, the Outpost, and I understand the rationale for the seniors at the Levy Center. I'm not sure whether the same rational should apply for the Fitness Center and the Fleetwood Jordain place even though we did have an accident there that we ended up having to settle. So I understand where people are at. I'm just saying that I thought the way we came at this was not the correct way and I'm not comfortable with the reach of the proposal at this point. Aid. Feldmon:Okay. Ann you made a move? Ald. Rainey: I moved. Reim: (A3.7) was considered, motioned and passed 3-1. (A6) Resolution 25-R-05 — FY 2005-06 MFT Resurfacinq Program - Consideration of proposed Resolution 25-R-05 by which the City Council would appropriate $1,200,000.00 of MFT funds for resurfacing various locations citywide. For Action Aid. Feldman:Okay, what do we have left. (A6) Resurfacing Program. Aid. Moran:This is the suggested expenditures $1.2 and I was wondering how that compared to what we have spent on this program In more recent years. Dave Jennings: Exactly the same as .... probably the last ten years. Several years ago, Capital added another half million dollars. Our plan we programmed was about 1.7. This isn't all the streets. This is the .... Aid. Moran:This is money that comes from the State? Dave Jennings:For this program, it's the reallocation of the ???. Aid. Moran:Comes from the State? Dave Jennings:Yea. Ald. Moran:When you say that we've spent this amount the last ten years does that mean we've always gotten this amount? Dave Jennings:Yes, it stays fairly constant within a $100,000 .... Ald. Moran:Do we have other Motor Fuel funds that comes to us that are spent on other programs than this. Dave Jennings:This council meeting we'll be approving the use of $650,000.00 for ....... general maintenance. Ald. Moran:lncluding that, anything other than those two. Dave Jennings:Yes, there is a Motor Fuel Tax Budget page in the budget book. We use Motor Fuel Tax for our share of bridge projects, use Motor Fuel Tax for some signal projects. We Jay out every year what those funds are expended for. Aid. Moran:ls there anything in the regulations that require us to spend a certain percentage on one category of projects. In other words I# we decide to spend a little less on bridges in one year and a little bit A & PW Minutes Ar25M Pose 15 or 24 more on streets in one year do we have the discretion in the regulations to do that? Dave Jennings:Yes. Aid. Moran:The other question I had is what is the process you go through to determine the location of the work? Dave Jennings: We try to do the worse streets first, but we coordinate our street resurfacing program with water main works with sewer works with the water main sewer plant. Maybe four or five years ago, we did a street condition survey. We're getting ready to do that again this summer. We'll use that information to help determine where the streets should be resurfaced. Aid. Moran:Aside from coordinating with other infrastructure projects, the emphasis is to find the worst streets. Dave Jennings:Right, we do it two ways: 1. the engineers keep notes they keep records of their observations of the streets. We tie that together with the numerical rankings that were received from the INS report. And we'll do the same thing again this summer. Aid. Moran:Thank you. Aid. Jean -Baptiste: Dave, as I recall it from the study that was done three or four years ago, you had a timetable for streets that would be done year after year. I would've appreciated seeing what the projection is for the next two or three years. Particularly because am also self -interested. I'm interested also in trying to make sure . that there is some representation. Even though we talked about doing the worse streets first, There's always an argument for what streets. Because there is no streets here from the 2n4 ward on this list. And there may not be streets from other wards on this list as well. But I want to get a sense as to what's goin' on with the next couple of years so I understand that if this year, 2"d ward's streets are left out, then perhaps in the next couple of years you'll be giving us more attention. And there are other issues that I have regarding streets that are not necessarily tied to wards. I look at some streets that are very well traveled. You have Dempster, you have Church, you have Central and various other streets. I would think that we would also give great priority to these streets -- to make sure that we take care of them because they have the most wear and tear and they are the most utilized. Dave Jennings:On the first point we do try to spread the work geographically. This is not the whole program. If there's no 2nd ward streets, that doesn't mean we're not doing 2"d ward streets. In the December 13t' memo, you could see the whole plan. Again this Is extracted from that plan. Aid. Jean-Baptlste:lf you added that then I might've felt better. Dave Jennings: The purpose of this is for you to approve the allocation of the funds for this portion of the project. • Aid. Jean-Saptiste:But do you understand? Can you stand in my shoes for a minute and just understand what I'm talking about. If you give me the whole picture, then I understand what's going on. 1 can see A A PW Minutes 4r2M Pave fb of 24 it. I don't remember what happened on December the 5t,". What about the issue of the very well traveled streets? [lave Jennings:That's a good point. We always look for other funding sources and we're in the process of applying for some funds that can only be used on the FAU {Federal Aid Urban} routes. So that's your collectors and arterials. We are trying to get some federal money for those. The State doesn't take care of the resurfacing of streets in Evanston because we have no streets that are strategic regional arterials. That's the lowest level of street where the State will come in and resurface for you. The highest level street we have is the local arterial. So that kind of cuts us out of some of the State money. We all have paid for resurfacing of the State routes for a long time because of that one hitch in the regulations. We routinely program Sheridan Road, Dempster because we can't get them fixed any other way so we have spent city tax money on the major arterial streets. That being said, I'm telling you we do try to find other funding sources. There's what's called the Surface Transportation Program which is federal money that Is reallocated to the municipal plans organization and its spread. Again we're trying to get some of those funds to do our more heavily traveled streets. Application is going in by the end of this week. Aid. Jean-Baptiste:Can you update us some projections so we may be able to respond to constituents that say well "Ald. Jean -Baptiste • you've tom up the streets since you've been office. When are you fixing them?" Aid. Rainey:That would be good information to give us all and the new council members. So they'll know too. Dave Jennings:There's also as I stated before money in the Federal Authorization Transportation bill T21. That one has passed the House and its most recent version has a deadline of the end of May to make it to the Senate unless they extend it one more time. And I think they're on the seventh extension right now. Hopefully it can get through this time. In that bill there's $3 million dollars for Ridge Avenue, $2 million for Sheridan Road, and a half -million for our bike plan. if those projects stay in the bill and that bill passes then we will be programming that money as well. What I've tried to do in previous five year plans is to tell you about those things but not program that money. I'd rather not program until it really happens. Aid. Jean-Baptiste:Can I ask Julia to weigh in? In Naperville you had all new streets. So what happened? When are we getting all new streets? Julia Carroll:Well the difference is related to what David said which is there were state routes that went through town, Rt. 34, Rt. 59, so the State would pay for those. Unless you have those state routes, it's very hard to get that money. But what is important is Congresswoman Schkowsky got the $5.5 million in the bill earmarked for Evanston and I would suggest that we contact our Senators to lobby to keep that in the Senate version of the bill so A h PW Minutes 4n5M Page 17 of 14 that we make sure that we're getting our needs represented. I'll be happy to coordinate letters if you want to send e-mails, however you want to do that. But I think it's very important that we get our request notice in to Senator Durbin and Obama so they can vote for US. Aid. Rainey:Can you put the details in an e-mail so we can then e-mail to our constituents to get them to send to Durbin and Obama. That would be really helpful. City Manager:Sure. We will do that. Alright. Aid. Feldman:Okay, can we go on then? Can I have a motion for this? Item: (A6) was considered, motioned and passed unanimously. (A9) Ordinance 52-0-05 Amendinq Ttle 10 of the Citv Code — Consideration of proposed Ordinance 52-0-05 amending Section 1Q-11-12: Schedule Xll of the City Code, increasing Parking Meter Rates. This item was held in committee on 4/12105. For Introduction and Action Aid. Feldman:ltem (A9). Aid. Moran:l'm a little troubled by the proposal on several fronts. And I'm not real sure how the current construction of the new Sherman Avenue garage should enter onto the field at this point. That's not clear to me although there's some discussion of that in this memo. To me this is a very significant issue that needs a lot of analysis and I'm not convinced that the analysis in terms of the recommendations throughout the April 12, 2005 memo are the best way to go. One of the things that become very clear to me everyday and every week is the disparity between... for instance the parking rates that one pays in a garage in downtown Chicago compared to downtown Evanston. I'm not saying that to suggest that I think that they are perfectly analogous I don't think they are. But nonetheless its... simply put I think we've been giving our parking away pretty much. There may have been policy reason for us to give parking away in the past. But as time goes on I see less and less reason for us to give it away or to give it- to allow people to park in our very expensive structures at minimalist rates. Some of these things, the first three hours- i think we need- I don't know what was done to conclude that for instance, we would include the first hour. I know the Chamber wants us to because they can then say to the businesses downtown, we're helping you. And that's nice but what I don't -- I don't see a validation of that and somewhere in this memo, the concession is made that that could be one of the biggest fetchers of increased parking fees that we could get. And although I don't think it's counterintuitive to suggest that some people are invited to shop downtown because they would get one hour free. - But in my own experience, 1 never heard anybody say to me that was true, never heard a single person say they came to downtown A & PW Miauln Aam Page 18 of 24 Evanston to shop because they got one hour parking free. I've • never heard anybody say that. Maybe I'm wrong. Somebody might go out and do a study on that. But there's a lot of money at stake on this. I'm very concerned the analysis in this proposal and I don't mean to be doing an injustice. You might have two -hundred page surveys in a file cabinet somewhere that would perfectly validate this and if you do, I'm sorry and I'd love to read them. But I'm just looking at what I have in my hands and one I'm not convinced but two I'm also looking at a situation where we're trying to raise our revenue and there's already a concession in here that this could be a big difference and we're taking a pass on it on what seems to be a very thin, a very shallow analysis. I know this one part about the Church garage. And I'm concerned about Sherman Avenue and that's again where - I read that and I thought about it. And I'm thinking would it really be a bummer to charge people at night over there because the Sherman Avenue Garage is going up. I'm not sure a logical connection between the two. I don't see it. I understand that there's some pressure on the parking system because we're building the Sherman Avenue Garage, I just don't see how letting free parking at night in the Church Garage is leading off that pressure. Maybe it is but it's hard for me to — you know, and a few other things — I don't know, I was looking there's a couple of comments how the parking fund has kinda gotten hit because of the major expenses intended to operate garages the larger deck structures. Then I see the apportionment of the increased revenues throughout various components in the system: meters, lots, garages and the tax. The tax is a no brainer to me. The three major components being meters, lots, and garages. If the garages are really — I would like to see some analysis to show where we getting hit and then try to remediate our losses by going to the areas that are causing us the problems if possible, instead of going somewhere else where it's really not the problem but we're asking them to make it up anyway kind of thing. Maybe they should make up some of it but maybe the proposal is suggesting that the proportion they make up is much larger than the actual operational expense would suggest. I think that this is an incredibly important issue, I mean in terms of revenue. I've been thinking for years that we really need to take a very serious look at this. We're always getting to budget time and we're always crying the fact that we can't find anywhere else to go. This is a place that I've been thinking we need to look at for a long time. I just would like to do some more work. I'm not satisfied with this proposal. I'd like to do some more work. I'd really like to do some intensive analysis and again, not to sell anybody short for what they've done. I want to make sure that we get it right. I think it's too important. Bill Stafford:Just a couple responses: I think we share a lot of issues that is you raised. We've been working with the Parking Committee for about six months on this one. We originally went to the Parking A & FW Minutes 4a5M Pace 19 of 24 • Committee; we -had two or three scenarios where the hour wasn't free, when the hour was paid for. We ran those iterations. The committee through that process — and we asked them on policy decisions as you heard properly about the issue of should that first hour — what the Church Street Garage — as they made those policy decisions we ran iterations on our analysis they made the policy decision to not to charge for the first hour. So then we came back with three scenarios without charging for the first hour. We had ones before that charged for the first hour. All of which — and 1 apologize we could've shared with you we were trying to - again we're caught between — we're providing information and iterations to committee they're making policy decisions, we're trying to respond to that and then provide the information. One of the issues that we raised and we talked to the committee about back to the whole issue in terms of the cost structure, One of the luxuries we had prior to this was that our ground operations and by that I mean our meters and our lots — had historically for the last ten years had been making significant revenues over and above costs that they were subsidizing our garage as well. Our garages that we're running now are a whole different economic animal than they were before. We've got one massive one and another one on the way and we're in a whole different business with higher costs of operation for the need for security, for the need for more lighting, • for the need for those things that are attractive???? and successful as they have been in terms of assisting the economic generation that is going on downtown. That being said we're glad to provide any iteration and more information on this. We're basically coming back with the decisions and the policies based on the Parking Committee. And so we have those information we have those figures that we run on — it wasn't free for the first hour, we run multiple iterations. We ran three different scenarios and these are the results of those discussions. That being said, just from your Chief Financial Officer's concern we're running a deficit. We'll be running a cash deficit by the end of the year. We'd like to move forward with this at feast in the first quarter or four or five months. We'll be glad to provide more information if the committee wants. I'm not saying this is the solution I'm just telling you this is the direction that it has taken. There's just a little bit of anxiety. We need to get some rates in the next couple of months. I don't mean to rush it all I would just be glad to come back and provide whatever information you need. l just want to ??? 'Aid. Moran: Just quickly, Bill 1 understand that there's some pressure and I'm not being oblivious to that. But you know, my concern is that we could use, the whole council could benefit from and I understand that you're flushing this out along the way but I think the whole • council could benefit from some further examination of some of that data. I want to move it along myself but on the other hand I think if we approve this proposal it's going to take all the pressure off and A a YW Maws V2M Pace 20 of 24 we'll go on to something else. I think we should take at least a little bit more time to look at this. Aid. Feldman:Okay thank you, Ann? Aid. Rainey: Well, I think one thing that staff is not sensitive to is the fact that the council members who aren't on the parking committee have never seen parking committee minutes. I think we saw a little summary since you've been here maybe a couple lines of minutes. I know in two years I've never seen parking committee minutes. Some of the things that just really eat away at me is I cannot understand how these twelve-hour maximum parking limits have twenty-five cents for seventy-five minutes. It goes on and on. Three pages, four pages of, five pages of lots. Twenty-five cents for seventy-five minutes, maximum minute twelve -hours, nineteen spaces there. Here's one two hundred and twenty meters, twenty- five cents per three hours, maximum limit twelve -hours. It just doesn't make economic sense to me that we don't even bother to maintain those lots for rates that low. Because those are commuter lots — I think. Dave Jennings: They are and the largest one that two hundred and twenty lot one is the one we don't control the rates. Aid. Rainey:Okay, so forget that. Okay so that's it. Dave Jennings:... and basically just to come back with a rate structure for those. But when you add up all of the long term meters, we didn't think it had significant economic impact. Admittedly they're priced too low. But when you take out that two twenty there aren't a whole lot left. Aid. Rsiney:Tell us a little more about the conversation of eliminating or adding a fee for parking after 6. Anything other than well, 'the Sherman Avenue Garage is gone." Dave Jennings: We talked about it, we had some numbers on that. There was a consensus that we should try to operate the garages as the parking system. In other words, not have disparate rates and disparate types of programs. Aid. Rainey: Except our garages are located in different places. That garage, the Church Street Garage is on the edge. Its between the fake and... Dave Jennings: It is. The program itself was put in to encourage activity or to I guess reward those who parked after six in all the garages. The level of downtown activity is much different than when that program was put in. And so the discussion was we probably need to make them all consistent. Part of that discussion was can we postpone that until Sherman is up with the belief that that will help some people through the next year and they didn't vote on that. But the consensus of the committee was it's probably okay. So we're going to recommend postponing elimination of that program. Aid. Rainey:What was the cost of postponing? Dave Jennings: I don't have numbers on that, I can get it. As Bill said, we went through pages and pages of various scenarios in more detail A & VW Minutes AQM Pate 21 or 24 than it would appear. We tried to make a decision on how much to bring forward and maybe we thought... Aid. Rainey:You mean over time with the Parking Committee. Were there minutes to the committee meeting? Dave Jennings:Excuse me? Aid. Rainey:Did you do minutes for those meetings? Dave Jennings: Yes there are minutes. I can get those for you. Aid. Rainey:lt's too late now. It would've been helpful for us to have seen the progression of the development of the policy. Julia Carroll: If you're not going to take action tonight, I mean, we could provide that to you. Aid. Rainey: Why wouldn't we take action tonight though? I mean we could always take more action later. I mean, one thing that I'm concerned about is that we not be held to this five year plan or whatever it is. Dave Jennings: The five year plan would be voted on a year at a time. Any time a recommendation exchange rate was needed it would come right through this process. So you would have the ability to vote individually on the recommendations. We want to try to think ahead instead of reacting. Aid. Rainey: I understand, but we've been told what to do about your thinking ahead. I really have no problem getting rid of this tonight, voting for it, moving it forward. As long as we can be involved. Aid. Jean -Baptiste: Just wanted to know what projection of income would you make if we were to eliminate this first hour parking. Bill Stafford: You mean if we were to add? Aid. Jean-Saptiste:lf you were to make it paid parking — approximately. Bill Stafford: Well, a lot of it would depend on the price. If it's a dollar our usage numbers there would run about $108,000 or so for the two garages that's about $200,000 that we would generate. Aid. Rainey: Not bad Aid. Feldman:For what period of time? Aid. Rainey: A year. Bill Stafford: Well, that would be for a year, yeah. Aid. Feldman: One of the reasons people go into the garage for the first hour is because its free. So you're telling me that all of those people that go into the garage because its free will now be the same number of people who go in and pay. Aid. Jean-Baptiste:Pay one dollar? Aid. Rainey: Do those people stay one hour? Aid. Feldman:There are people that stay one hour or less. Aid. Rainey: Really? Aid. Feldman: Yes. There are people who do that. That go into a store, they go into something — I mean that's the purpose. of it. The purpose of it is not just to reduce the cost of panting for a two or three hour... Aid. Jean -Baptiste: Well I'm open to moving forward tonight and then coming back very quickly to take a look at all that. Because I now A & PW Minutes 4rLW Pate 22 of 24 on't agree that people going and take advantage of that free hour . and they would not if you charge a dollar. If you have limited on - street parking people would look for the next best thing. As opposed to putting fifty cents in the meter and risking getting a ticket, they'll go park and pay a dollar. I think people are familiar with the parking structures now with the garages. They're there and they're trained to use them. So I don't think that you would deter them. I don't think that we would lose anything. So I would suggest that move forward but quickly move forward in this next year or two to restructure what we charge at the garages and try to generate more revenue and I think we can, especially because we always run a tight budget. Julia Carroll: Could I just clarify? Are you looking for some study to be done to prove one way or another or you just want to actually charge the dollar down the road. I'm not clear, I want to be sure. Ald. Jean -Baptiste: I'm for charging the dollar down the road. There may be other studies that may be done as to whether or not people will pay more than a dollar down the line. Julia Carroll: Or do you just want to refer that question back to the Parking Committee perhaps? Aid. Jean -Baptiste: We can refer that to the Parking Committee and move forward with whatever proposal is on the table right now. And I suppose we could always come back when the Parking • Committee is ready to give us a report. I think its very simple. That people know that parking is very cheap in Evanston, but the consequences are high for parking in the street if you get a ticket. So the garages are available, we need to promote that more and have people go and park in the garages and lets make that $200,000 or whatever we can make. Offset the kind of — ultimately I'd like to see us find other means of generating some money other than taxing ourselves to death. Property taxes. So parking is the least of my concerns right now in terms of the deterrence that that would have on people if we say you pay a dollar for the first hour, you pay a dollar fifty, you pay two dollars. Because I go downtown Chicago and you know, for twenty minutes, it's six dollars. And then for the first forty minutes to an hour is fourteen and after that you're into nineteen, twenty, twenty-three, whatever. So, I think we're busy enough.., you know. Aid. Moran: I know a lot of people who live in Evanston who say they really want to shop in downtown Evanston. But their perception Is that you know — yeah, almost everybody wants to park right in front of the shoe store where you're going to go in and buy your shoes. Thafs a no-brainer. That's real simple. We don't need a study on that. So the question is you say is how do we manage this whole system, but I know people who say on one hand, they say want to shop down there, but the next breath they say they don't. And they • go someplace else, Old Orchard. Aid. Rainey: And they park three blocks away. A A PW Miuusu 4R3M Page 23 of 24 . Julia Carroll: For free though. Aid. Moran: And I see this in my own stuff. You go downtown, you're probably aren't going to find a spot that's open or you'll circle through, thirty minutes to get one, and then you're going to get a ticket before you get out of that spot. They are going to get you. I can't figure how to get in and get out of downtown. It's a 50/50 shot that I'm going to get a ticket. If I go in the parking lot, I'm in the clear. I think we need to think about this managing the parking -- think that's a great idea. We should think about that — really. Aid. Rainey: Very quickly. We used to get information about who was parking in the garage. What I would like to see is some kind of typical period a month, three months, how many people are parking for free, and during what period of the day. How many are permit parkers, and how many are parking like a shopping spree like three hours. I think that would be really interesting to know. Especially how many are just parking for free for one hour. Dave Jennings: We can get you that. Aid. Rainey: I'm sure you can. I'd like to see that. Aid. Feldman: The consensus I'm gathering here is support for Item (A9) as it stands but a message to staff and the Parking Committee that they want to be brought along and have certain items revisited and be much more a part of the decision making rather than get the recommendation and never heard of anything before. Is that • correct? Aid. Rainey: That's a good way of putting it. Aid. Moran: I'm going to vote against this. Aid. Feldman: You're going to vote against it. Okay. So I want a motion to approve. Aid. Rainey and Aid. Jean -Baptiste: Move approval. item: (A9) was considered, motioned and passed 3-1. Aid. Feldman: This is off the consent agenda. Items for discussion. Communications. Firefighter monthly report. Police officer, Firefighter vacancy report. Any issues with these? IV. ITEMS FOR DISCUSSION • V. COMMUNICATIONS A & PW WrApta VIM Psi 24 or 24 VI. ADJOURNMENT There being no further business before the Committee, it adjourned at 8*36 p.m. Respectfully submitted, I&W Dolores Y. Cortez City Manager's Office r ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, May 9, 2005 6:05p.m. -- 7,22 p.m. Evanston Civic Center Room 2404 ]" Members Present: Alderman Moran, Aid. Feldman, Aid. Jean -Baptiste, Aid. Rainey, Julia A. Carroll, Judy Aiello Members Absent: none Staff Present: Bill Stafford, Bobbie Tolston-Brown, Doug Gaynor, Paul D'Agostino, Zeltee Edwards, David Cook, David Jennings, Max Rubin, Vincent Jones, Bob Domecker, Kathy Brenniman, Elko Purze, Pat Casey, Dolores Y. Cortez Others Present: Mimi Peterson of T.R.E.E. Merle L. Royce, Tree 4 Lawn Preservers Presiding: Aid. Feldman, Chair I. DECLARATION OF QUORUM. With quorum present, Aid. Feldman called the meeting to order at 6:05p.m. 11. APPROVAL OF MINUTES OF REGULAR MEETING of April 25, 2005 Unanimous vote of approval by Alderman. III. Citizen Comment Attomev Merle L. Royce representinq Tree 4 Lawn Preservers spoke to (A3.4) about the bidding process. He was the lowest bidder and not aware that there was another bidder and would like to address the Council about that. He read from and explained the bid their method and process and their offer. He compared our data sheets to his bid 10 show the commonalities. Mimi Peterson. T.R.E.E. member mentioned a memo to the Council a week and a half ago, T.R.E.E. is not favorable of the 50/50 program and feels that everyone benefits from the elm trees and everyone should pay for it. She A do PW Minutes 5A9M5 Page 2 ur 6 thanked the Committee for their ongoing consideration but the 50/50 program is not the best idea. The neglected trees will be quickly lost. The sanitation program alone is not saving the elms and we should take a strong action like other communities. The money would be well spent and should be aggregated over all the community. IV. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) ' City of Evanston Payroll through 05/05/05 $2,237,577.97 (A2) • City of Evanston Bills through 05/10/05 $3,449,285.93 (A3.1) Neighborhood Traffic Management: Approval of proposal for the Installation of speed humps on Hull Terrace between Ridge Avenue and Asbury Avenue, and on Barton Avenue between Austin Street and Hull Terrace. (A3.2) Neighborhood Traffic Management: Approval of proposal for the Installation of speed humps on Judson Avenue between Hamilton Street and Greenleaf Street. (A3.3) Approval of contract with Executive Partners, inc. in an amount not -to - exceed $55,000.00 for Strategic Planning Services. Funded in the FY 2005-06 Operating Budget. Aid. Ann Rainey inquired about time frames and how is it going to work? City Manager, Julia A. Carroll replied that it would start with some staff planning this month and the first meeting with the Council beginning in June. It would be a series of two or three meetings and then a town hall meeting if you choose that option with a final plan by September, early October, approximately six months to get through everything because of the time in between necessary to have discussion on various aspects of it. Aid. Ann Rainey inquired about resident participation — how does it work? City Manager, Julia A. Carroll replied that the design is flexible, a few meetings, many meetings, a town hall meeting or a series of town hall meetings. She envisions neighborhood town hall meetings and business town hall meetings calling upon business community involvement. Input would be for Council consideration only. She emphasized that the plan is the Council's plan as to what the Council believes to be the future for Evanston. She reminded Council of the cost of having more meetings. Aid. Feldman commented on prior experiences and expressed concern about a 'free-for-all". Julia reminded Feldman that facilitation will be key. She suggests no more than a couple evenings and perhaps a Saturday to host facilitated sessions for a couple hours for a town hall meeting. The goal would be to prevent a complaint session and gain valuable community wide input. The idea Is to draw the best "think" from the community but the Council will be the final decision makers. Aid. Jean -Baptiste believes in a number of non -centralized town hall meetings — meet in each ward. Centralized meetings would not bring out the desired results. He referred to his experience in strategic planning and the ability of the facilitator to bring out the commonalities in voices from each ward. Aid. Jean - Baptiste calls for at least nine town hall meetings. Julia's response was that a concern with meeting ward by ward is that h doesn't look at the broader perspective of the city. If nine meetings are wanted by the Council, nine meetings could be held. She thinks it might be better to host four meetings, two A do PW Minutes 5dMV3 wards at a time. The concern is people may not focus on the bigger picture issues. Ward by ward would be compartmentalizing the city and that's not what we want. Aid. Jean -Baptiste emphasized the role of the facilitator to set the agenda. direct the process maintaining the focus and goal. Ward by Ward would allow the facilitator to see the common themes among the wards. He agrees the facilitator is key to getting the most that can be attained out of the meetings. Aid. Rainey posed a question of productivity using that method as opposed to issue -by -issue to Aid. Jean -Baptiste. She mentioned that everybody is not interested in everything in every ward. Focused groups in specialized areas of municipal activity may offer real good suggestions also. Ald. Jean -Baptiste agrees on topic discussion but still feels to get the thoughts of the people at large that face different realities, it's best to get out to the community. Julia asked for clarity on the conversation she should have with the facilitator in holding more than a couple of town hall meetings which can be decided after the first Council meeting. One of the first meetings with Council will be to talk about the process. Aid. Rainey would like an opportunity to thrash this out with the vendor. Julia confirmed Ald. Rainey would have that opportunity. (A3.5) Approval of sole source purchase from Boston Whaler Commercial dt Government Products In the amount of $26,834.00 for one boat for the Aquatics Camp. Funded in the Fleet Services Fund. (Requires a vote of 6 Alderman for passage) (A3.6) Approval of the lowest responsive and responsible bid from J.P. Bruno Corporation in the amount of $734,628.00, for the Mason Park and Field House Renovations Phase 1. Funded by the FY 2003-04 CDBG ($150,000.00), FY 2004-05 CDBG ($150,000.00), FY 2004.05 CIP ($317,000.00), FY 2005-06 Open Space and Land Acquisition Development (OSLAD) Grant (estimated at $117,428.00). (A4) Ordinance 54-0-05 4 wav Stoo at Lee and Ridge Court Consideration of proposed Ordinance 54-0-05 amending Section 10-11-5, Schedule V (D) of the City Code, to establish a Four -Way Stop at Lee Street and Ridge Court. For Introduction (A5) Ordinance 55-0-05 No Turn on Red When Pedestrians are Present for south bound Ridge at Hull Terrace. Consideration of proposed Ordinance 55-0-05 amending Section 10-11- 3, Schedule Ili (D) of the City Code, to establish a No Turn on Red When Pedestrians are Present for south bound Ridge at Hull Terrace. For Introduction Items All, A2, A3.1, A3.2, A3.3, A3.5, A3.6, A4, and A5 were considered on a consent agenda. Aforementioned items were motioned and passed unanimously. Ald. Moran had a question about Ordinance 52-0-05 Amending Title 10 of the City Cade. He was expecting more background information from staff and Parking Committee. Aid. Rainey agreed. They both were looking for background information immediately. Bill was under the impression that the ordinance would make it past the first reading and then more data would be included by the spring. He didn't know it was expected for this meeting. Bill A & PW Minuses SNJ9 d Page 4 of 6 Stafford apologized for the miscommunication. Aid. Moran would like much more information before making any decisions and will not vote on it at this time. Bill asked the Council to "hold" it and the requested information will be provided. Bill assured there would be no complications, there was just miscommunication. Aid. Feldman confirmed the Committee's decision to "hold" Ordinance 52-0-05. (A3.4) Approval of the lowest responsive and responsible bid from Arbor Green, Ltd. in the amount of $756,984.00, for the 2005 Dutch Elm Tree injection Program. Funded in the FY 2005-M Parks/Forestry and Recreational Department Operating Budget. Ald. Moran initially made a motion but had a couple questions understanding the numbers in the American Elm Survey Subway Data and options. Paul D'Agostino explained the 697 threatened public elms. Ald. Moran was under the impression that the initial proposal would not inject the elms that were threatened through root graft. Aid. Moran paraphrased his question: "Is the number 697, the number of signature trees on parkways that are threatened by root graft from any source." Paul D'Agostino replied, "Yes." He added he did not crunch the numbers to see out of the 697 what might or might not be inoculated. Aid. Rainey summarized what the numbers mean: don't have the disease, get inoculated if they're within 50 ft. Aid. Moran inquired about "where potential root graft = y " Paul D'Agostino explained Y means yes. During the actual survey (another elm within 50 ft. and potential root graft), the determination was either yes or no. Aid. Moran asked was there any determination made amongst those that were within 50 ft of each other that one or the other had signs of Dutch Elm. Paul D'Augstino said that there was no way to tell at the time. Aid. Moran understood the difference in numbers better. Aid. Feldman called upon the visitor (see ///. Citizen Comments). Aid. Feldman interrupted the attorney and turned the floor over to Aid. Rainey. Aid. Rainey addressed the attorney about why his client wasn't selected. The attorney began to explain the delivery system again. Aid. Rainey apologized for the interruption but there are two more meetings scheduled and stressed the non- responsive aspect and City staff having turned down the bid due to lack of substantial historical data showing the effectiveness of ambersol on Dutch elm disease. Aid. Rainey discussed and compared the numbers per inch and annual injections showing how much higher his client's bid is comparatively to Arbor Green. Aid. Jean -Baptiste asked if the Director had any more Information that would add clarity to the issue. Doug Gaynor stated there's no more information available than what is already included in the report. About checking references, there were no references comparing Arbor Tech or chemicals used. All injections are annual. Aid. Moran questioned the size of injection holes and asked if staff had done any research on this. University of Horticultural Departments feels that repeated injections over time could cause damage. D'Agostino stated even though the universities say what they say about repeated injections, he has not personalty seen that to be true. Aid. Moran questioned the concern of the threat of signature elms. D'Agostino responded we're approaching with caution for Implementation and budgetary reasons. Doug Gaynor expounded on why the A A PW Minutn ti i%W Page S or 6 City feels the recommended approach is the best approach. Aid. Feldman pointed out the differences in conceptual approaches between Gaynor and D'Agostino and posed the question that if there were no budgetary issues would this still be a problem. Paul said no. Aid. Feldman pointed out the Council prioritizes and decides on how the budget is expended. D'Agostino apologized for the implication. Julia A. Carroll explained that not disrespecting the Council's decision and respecting the staff's report, there are issues with implementation in the 50/50 program. It is certainly the Council's decision on the chosen program. Aid. Feldman thanked the City Manager for her comments. Doug Gaynor stated that recommendations made by the staff was based on research from the industry and surveyed cities and emphasized that nobody is doing all the elms. Aid. Rainey commented on the feedback she has received from her ward after she mistakenly supported the 50/50 program. Her idea of a fair program would be to inoculate all the signature elms at the city's expense. If a taxpayer has a signature elm in front of their home fitting the criteria and that taxpayer wants it inoculated, then the 50/50 program should be invoked. But every signature elm tree should be inoculated and paid for by taxpayers. She encourages further thought on this program. Aid. Jean -Baptiste felt we have gotten way off track and seemed to be back at the beginning. Alderman pointed out that we are discussing the bid proposal along with the ordinance. He is for moving approval on what the staff has recommended. He suggested an amended ordinance so that all the citizens of Evanston participate in paying for the cost that the city has not allocated money for. This should be easily done by slight modification by the city's legal department. We've already missed the May 151' deadline to begin inoculation. We're going to lose more trees. Ald. Jean -Baptiste motioned for approval, Aid. Feldman seconded it. Aid. Moran asked if the City Manager could expound on implementation issues. Julia A. Carroll began by clarifying staffs understanding per the last meeting. Bill Stafford gave numbers on charging the utilities and spread out over three years. He also mentioned other influential tax bases that could be used (i.e. property). Equity and efficiency of the tax are factors in choosing the tax base. Julia mentioned the financial impracticality of billing monthly. Aid. Rainey commented that the most important part Is how we pay for it. If the ordinance can be amended so can the implementation program. Aid. Feldman stated that the most important decision Council wiq make is not how we pay for it but whether or not we inoculate every single tree. He further shared the feedback of approval from his ward and turned the floor over to Mimi Peterson (see 111 Citizen Comment). Aid. Feldman expressed concern over perpetual problems arising from neglecting trees. Aid. Jean -Baptiste put a motion on the floor. Even though there are administrative costs to collect money eighteen times over the next three years, the pain should be shifted on ourselves and not on the citizens. If it's $25 for A & PW Minus" 9MIM Page 6 of 6 the three year program then lets pay it over a stretch of time. Approximate numbers were given. We can get that done and overcome our issues. Aid. Feldman began the motion and approval process, Aid. Rainey asked what was the motion. Aid. Jean -Baptiste clarified the motion was to pass A3.4 and A6 with a modification. Aid. Rainey is not in approval of passing a purchase item with an ordinance. Items A3.4 was discussed and considered. Item was moved for approval by Feldman, seconded by Aid. Jean -Baptiste, and voted on 2 (I)-2(Ney). Item A6 was motioned by Ald. Jean -Baptiste to modify the Ordinance so that all the utility paying citizens share In the cost that Is not being Incurred by the city. The motion was seconded by Aid. Feldman, and voted on 2(I)-2(Nay). IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS V1. ADJOURNMENT There being no further business before the Committee and other meetings in progress requiring the Committees' attendance, it adjourned at 7:22 p.m. Respectfully submitted, Dolores Y. Cortez City Manager's Office 0 7 • pie ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, May 23, 2005 5:30p.m. — 6:25 p.m. Evanston Civic Center Room 2404 Members Present: Alderman Jean -Baptiste, Aid. Hansen, Ald. Holmes, Aid. Wollin Members Absent: none Staff Present: Julia A. Carroll, Judy Aiello, Judy Witt, Max Rubin, Bill Stafford, Bobbie Tolston-Brown, Doug Gaynor, Zeltee Edwards, David Cook, David Jennings, Dave Stoneback, Vincent Jones, Bob Domecker, Kathy Brenniman, Ellen Szymanski, Lloyd Shepard, Sal Nagar, Barbara Zdanowicz, Dolores Y. Cortez Others Present: Aid. Bernstein, Aid. Rainey, Dick Peach of Evanston Chamber of Commerce Diane Williams, Executive Director of EvMark Presiding: Alderman Jean -Baptiste, Chair 1. DECLARATION OF QUORUM. With quorum present, Alderman Jean -Baptiste, called the meeting to order at 5:30p.m. Il. APPROVAL OF MINUTES OF REGULAR MEETING of May 9, 2005 Unanimous vote of approval by Alderman. III. Citizen Comment IV. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (All) • City of Evanston Payroll through 05/19/05 $2,068,924.25 A & PW Alinuln W/03 (A2) " City of Evanston Bills through 05124/05 $1,919,626.49 Page 2 of S (A3.1) Approval of the lowest responsive and responsible bid from Elmhurst Ford in the amount of $81,820 for purchasing five vehicles for the Police Departments, School Resource and Community Strategy Divisions. Funded by Fleet Services Capital Outlay. (A3.2) Approval of the lowest responsive and responsible bid from Arrow Road Construction Company in the amount of $1,157,077.57 for 2005 MFT Resurfacing of Various Streets. Funded by the Motor Fuel Tax (MFT) Fund FY 2005-06 budget. (A3.3) Approval of the lowest responsive and responsible bid from Arrow Road Construction Company in the amount of $897,175.03 for 2005 CIP Street Resurfacing Program. Funded by GO Bond Funds. (A3.4) Approval of the lowest responsive and responsible bid from Morrow Brothers Ford, Inc. in the amount of $77,220 for the purchase of three (3) cargo vans , including 7 yr/60,000 mile warranty, storage racks, bins and delivery. Funded by Fleet Services (S25,345) and Capital Outlay ($51,875). • (A3.5) Approval of contract for the 2005 Summer Food Program in an amount not to exceed $102,410 from Open Kitchens. Funded by a grant from the Federal Government. 0 (A3.7) Approval of contract for 2005 Water Main Improvements, Contract B, In the amount of $1,190,749.05 from Bolder Contractors, Inc. Funded by the Water Depreciation, Improvement & Extension Fund. (A4.1) Approval of Change Order #1 with Kovilic Construction Company, Increasing the contracted cost of construction of the Chicago Avenue Streetscape Project by $37,104.50, from $205,096.50 to $242,201.00. Funded by Dubin Residential Development ($125,000) and the City's CIP ($117,201.00). (A4.2) Approval of Contract Amendment #1 with JJR, LLC for streetscape design services adjacent to the 900 Chicago project, Increasing the cost by $22,933.00. The original contract amount was $97,015.00, making the total contract amount S119,948. Funded by City's CIP. Aid. Wollin wanted to ensure that the viaduct work will take precedence over the streetscape project. David Jennings confirmed there will be no interference between the two projects. Aid. Rainey thought part of the project was going to be a small prototype. Jennings clarified the streeiscape project in detail and answered Aid. Rainey's question. Aid. Jean -Baptiste asked Jennings to report the time frames and ensure coordination with the vendors. Jennings promised to get the Council details on the viaduct project as they become available. A do FW Minutes 509.45 Page 1 or 5 (A5) Resolution 32-R-05 -- Relatina to Prevailing Wages for Public Works 0 Protects for 2005 Consideration of proposed Resolution 32-R-05, which relates to the prevailing wages for Public Works Projects required by State statute. For Action Aid. Jean -Baptiste reviewed the supporting documentation and wanted to remind everyone of the effort to get jobs for people on major projects and asked about a report that will be furnished by staff. Bill Stafford added that also part of the law is to publish a wage list in the Evanston Review in the next few weeks. (A6) Resolution 33-R-05 — Fundina Avalications for Surface Transportation Program Consideration of proposed Resolution 33-R-05 supporting the City's application for federal Surface Transportation Program (STP) funding for four roadway resurfacing projects and to provide the required 30% local match through Motor Fuel Tax or CIP funding. For Action Aid. Wollin Inquired about qualifications for the program. Jennings responded in detail. (A7) Resolution 35-R-05 — The Sixth Annual Ricky Bvrdsong Memorial 5k Race Consideration of proposed Resolution 35-R-05 authorizing the Ricky Byrdsong Foundation to close a portion of Sheridan Road from Lincoln Street to Forest Avenue for their annual 5k race on Sunday, June 19, 2005. For Action Aid. Wollin inquired about the length of time the streets would be closed for the race from 8am to 8:45am. Doug Gaynor explained the . details of the race. (AB) Ordinance 52-0-05 Amendina Title 10 of the City Code Consideration of proposed Ordinance 52-0-05 amending Section 10-11- 12: Schedule XII of the City Code, Increasing Parking Meter Rates. This Item was Held in committee on 4/12105 and Introduced on 4/25/05 and Referred back to Committee on 5/9/05. For Action Aid. Wallin believes that the first free Nour of parking in the downtown area is a proven Incentive for business people - short and quick trips and she would support maintaining it. Diane Williams agreed with Wollin regarding the parking incentive and added that the one hour free parking would disprove the misconception that parking is problematic in downtown. One thing is to make sure that people actually used the garages themselves and the meters in anticipation of the Sherman Plaza Garage. There are economic benefits. Aid. Rainey wondered if the number provided to represent the number of people who used the garage for less than sixty minutes was an accurate number. Aid. Wollin explained a possible scenario where a consumer could get whatever they needed to get done done In an hour. The spots are available, there is a constant turnover. Aid. Jean - Baptiste posed the question to Bill Stafford, what kind of revenue gain would result if the hour was not free? Stafford approximated $200,000, reminding everyone that that number will change with the completion of the Sherman Avenue Garage. Once all the garages are completed they will have a much better feel for where they are statistically regarding traffic flow and revenue. Aid. Rainey feels the rates should be increased. David Jennings confirmed having raised the notion of an increased parking rate in the Committee. He agreed with Aid. Rainey. A & PW Minw[te SQ9105 Page 4 of S Items Al, A2, A3.1, A3.2, A3.3, A3.4, A3.5, A3.7, A4.1, A4.2, A5, A6, A7, and AB were considered on a consent agenda. Aforementioned Items were moved for and approved and seconded, and passed unanimously. (A3.6) Approval of contract for three years with two one-year renewals for towing services from Protective Parking Services (Lincoln Towing). Julia Carroll and Bill Stafford explained that Mayor Morton requested that this item be held until the next committee meeting. Ald. Jean -Baptiste requested a discussion so that more information will be included upon return. He inquired whether the 5% Evanston based business credit is identified and added in. Stafford confirmed the 5% but only on construction contracts. Bill mentioned that maybe we should expand beyond construction contracts. Dick Peach from Evanston Chamber of Commerce referred to the ordinance. Bill Stafford clarified the ordinance pertains to bids only. Aid. Jean -Baptiste mentioned an incident with Lincoln towing and CEDA. He mentioned extreme difficutty in contacting the registered agent and inability to identify the owner. He wants clarification on those issues. Aid. Rainey printed out a list from the Cook County Clerk of the Circuit Court's site a list of twenty-five law suits against Lincoln Towing. She thought it was protocol to ask for any law suits during the bid process. She would vote to throw out both bids and start over. Staff informed her there would be an Increase In towing costs for residents if we contract North Shore Towing, but adding the Impound + towing fee = exact same thing as most towing companies. Aid. Hansen asked questions about the guarantee of a new facility given the promise date from Lincoln Towing. Bobbie Tolston-Brown and Bill Stafford explained the cosmetic improvements, these improvements are included in the contract, so they have to occur. Aid. Wollin inquired about safety at the new facility. Tolston-Brown explained the security cameras with Lincoln and compared North Shore's response to the City's request for security cameras. Aid. Jean-Baptisle promised James Murray an opportunity to express himself through his attorney next meeting. Aid. Rainey added that it seems as though the staff may have information that the council is not currently aware of. Aid. Jean-Baptiste's expectation Is to have that information before the next meeting to give time for review. James Murray wanted to know if the City could provide to him the same information requested by the council in order to see where his client stands versus the other. Council agreed that was inappropriate and request was denied. Dick Peach addressed the Council: M/W/EBE Committee was formed In '97. It's major function is monitor the exercise Jrequirements of the M/W/EBE program. Council requested those present should stand and thanked them for attending the meeting. Mr. Peach spoke of how the guidelines have been strengthened by amending ordinances and referred to the new criterion. He discussed the audit document provided to Council particularly the monitoring of the Redevelopment Agreement. While some parts were successful, the final analysis fell short re: women minority businesses. He discussed the S300,000 fine for not meeting criterion. The Committee feels that the upcoming projects are critical and that the City needs to step up. Ald. Jean -Baptiste reminded Council and audience about a Special Council Meeting coming up and asked for a refresher on the current projects. Mr. Peach explained the break -down of each project and participating percentages. Aid. Rainey inquired about the amount of control the Committee has.' 0 A do Py: tiinuics 5MI05 Page S of S Dick Peach shared relative statistics. Atd. Jean -Baptiste asked that this item be included in the CDBG Committee meeting to keep this Issue alive due to lack of time right now. Aid. Jean -Baptiste thanked the M/WIEBE Committee for its efforts. (A3.8) Approval of 2005 Sewer Maintenance Contract In the amount of $168,560 from Municipal Sewer Services, LLC. of Chicago. Funded by the Sewer Operating Fund. Julia explained to Aid. Jean -Baptiste that item A3.8 should be removed from the agenda. IV. ITEMS FOR FUTURE CONSIDERATIONS Held in Committee on 5/23105 V. COMMUNICATIONS VL ADJOURNMENT Motioned to adjoum at 6:25pm. Respectfully submitted, Dolores Y. Cortez City Manager's Office (Encioswe) Attachment N 1: North Shore Towing document to: Towing Contract Award. 0 ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, June 13, 200S 5:36p.m. — 6.42 p.m. Evanston Civic Center Room 2404 Members Present: Alderman Rainey, Aid. Hansen, Aid. Wollin, Aid. Baptiste, Aid. Holmes. Members Absent: none j Staff Present: Judy Aiello, Max Rubin, Bill Stafford, Bobble Tolston-Brown, Zeltee Edwards, David Cook, David Jennings, Vincent Jones, Bob Domecker, Kathy Brenniman, Sat Nagar, Chief Alan Berkowsky, Chief Frank Kaminski, Bruce Slown, Pat Casey, Cathy Radek, Mary Rodino, John Burke, Gavin Morgan, Dolores Y. Cortez Others Present: Junad Rizki; Union Member Presiding: Alderman Rainey, Chair I. DECLARATION OF QUORUM. With quorum present, Alderman Rainey, called the meeting to order at 5:36p.m. 11. APPROVAL OF MINUTES OF REGULAR MEETING of June 13, 2005 Unanimous vote of approval by Alderman Rainey. Ill. Citizen Comment IV. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) ' City of Evanston Payroll through 06109M5 S2,O62,157.18 (A2) "City of Evanston Bills through 06114/05 $5,465,481.94 • (A3.1) Approval of the lowest responsive and responsible bid from SBC to Improve the network and telephone Infrastructure for the Library in the amount not to exceed $65,585.45. Funded by two CIP accounts: $46,088.05 / $19,497.40. A do PW Minutes 6r13105 Nsc Y or S (A3.2) Approval of approval of the lowest responsive and responsible bid from Dennison Corporation for one (1) truck with utility body for the Facilities Management Department in the amount of 538,731.35. Funded by the Fleet Services Fund. Alderman Baptiste reminded staff of Aid. Rainey's inquiry about how we dispose of our surplus equipment (i.e. computers). He doesn't remember there being a response and would like some follow-up. Cathy Radek explained the surplus process and gave examples of what happens when miscellaneous equipment has timed beyond its usefulness. Pal Casey explained to Aid. Rainey the computer recycling process and software licensing issues. (A3.3) Approval of 2005 Sewer Maintenance Contract in the amount of $168,560 from Municipal Sewer Services, L.L.C. of Chicago. Funded by the Sewer Operating Fund. (A4) Resolution 40-R-05 — Sunolementai Agreement for Englneerinq Services — Ridoe/Church/Davis Traffic Signals Upqrade Protect Consideration of Resolution 40-R-05 which will authorize the City Manager to sign the Supplemental Agreement for Engineering Services with Metro Transportation Group to redesign the proposed new traffic signals at a cost of $52, 804. This supplemental agreement will bring the total Phase 11 Engineering contract amount to 5230,048. Funded by CMAQ 80% federal share/20% local share. For Action (A5) Ordinance 58-O-05 — Amendinq Title 9 of the Citv Code - Air Rifles Consideration of proposed Ordinance 5843-05 amending Title 9 of the City Code to create a New Chapter 15, "Air Rifles." For Introduction (A6) Ordinance 624MS - Decrease in Class 61 Liquor Licenses Consideration of proposed Ordinance 62-0-05 amending Section 3-5-6 (B)1 of the City Code, to decrease the number of Class B1 Liquor Licenses from 6 to 5 for Pete Miller's, 1557 Sherman Avenue. For Introduction (A7) Ordinance 73-0-05 — Increase in Class B Liquor Licenses Consideration of proposed Ordinance 73-0-05 amending Section 3-5-6 (B) of the City Code, to increase the number of Class B Liquor Licenses from 12 to 13 for Pete Miller's,1557 Sherman Avenue. For Introduction (A8) Ordinance 74-0-05 — Decrease in Class D Liquor Licenses Consideration of proposed Ordinance 74-0-05 amending Section 3-5-6 (D) of the City Code, to decrease the number of Class D Liquor License from 22 to 21 due to the sale of Viva Le Crepe, Inc., 1565 Sherman Avenue. For Introduction (A9) Ordinance 75-0-05 — Increase In Class D Liquor Licenses Consideration of proposed Ordinance 75-0-05 amending Section 3.5-6 (D) of the City Code, to Increase the number of Class D Liquor Licenses from 21 to 22 due to the purchase of Viva Le Crepe, Inc.,1565 Sherman Avenue. For Introduction Ald.Rainey asked Pat Casey about police investigation regarding new applicants. Casey responded that the police department is fingerprinting and explained the process. Ald. Rainey asked about past procedures and what kind of communication occurs between the processing entity and the State. Aid. Baptiste asked how long the process takes. Casey responded six - eight weeks. Fingerprinting is the longest part of the process. Never had a bad fingerprint. When the fingerprinting part becomes digital it won't take as long. (A10) Ordinance 76-0-05 — Increase in Class D Liquor Licenses Consideration of proposed Ordinance 76-0-05 amending Section 3-5.6 (D) of the City Code, to Increase the number of Class D liquor Licenses from 22 to 23 for Siam Pasta Thai Cuisine, 609 Dempster Street. For Introduction Aid. Flainey referred to the Liquor License Commission minutes, the liquor liability insurance and A do PW Minutes W3M Page 3 or 5 bond insurance was expired. Pat Casey explained the faultiness in the paperwork and that new dates were sent. Aid. Rainey spoke on behalf of the commission asking to see the insurance papers. Chairman asked to hold item. (A11) Ordinance 63-0-05 — Acceotance of Riaht-of-Wav Consideration of proposed Ordinance 63-0-05 acceptance of right-of-way for the 2000 block of Sherman Avenue Alley Paving Project from certain land owned by Peter & Gail Lobin (2030 Orrington Avenue). For Introduction (Al2) Ordinance 64-0-05 — Acceotance of Riaht-of-Wav Consideration of proposed Ordinance 64-0-05 acceptance of right-of-way for the 2000 block of Sherman Avenue Alley Paving Project from certain land owned by Andrew & Rachel Sollinger (2026 Orrington Avenue). For Introduction (A13) Ordinance 65-0-05 — Acceptance of Riaht-of-Wav Consideration of proposed Ordinance 65-0-05 acceptance of right-of-way for the 2000 block of Sherman Avenue Alley Paving Project from certain land owned by Royal Sherman Condo Association (2033 Sherman Avenue), For introduction (A14) Ordinance 66-0-05 -- Acceotance of Riaht-of-Wav Consideration of proposed Ordinance 66-0-05 acceptance of right-of-way for the 2000 block of Sherman Avenue Alley Paving Project from certain land owned by Sherwood Condo Association (2025 Sherman Avenue). For Introduction (A15) Ordinance 67-0-05 — Acceptance of Riaht-of-Wav, Consideration of proposed Ordinanco 67-0.05 acceptance of right-of-way for the 2000 block of Sherman Avenue Alley Paving Project from certain land owned by • Allan & Ellen Drebin (2018 Ofington Avenue). For Introduction (A16 } Ordinance 68-0-05 — Acceotance of Riaht-of-Wav, Consideration of proposed Ordinance 68-0-05 acceptance of right-of-way for the 2000 block of Sherman Avenue Alley Paving Project from certain land owned by Lubavitch Chabad of Evanston (2014 Orrington Avenue). For Introduction (A17) Ordinance 69-0-05 — Acceptance of Riaht-of-Wav Consideration of proposed Ordinance 69-0.05 acceptance of right-of-way for the 2000 block of Sherman Avenue Alley Paving Project from certain land owned by Simon & .Janette Thompson (2024 Orringtor. Avenue). For Introduction (A18) Ordinance 70-0-05 — Acceptance of Riaht-of-Wav Consideration of proposed Ordinance 70-0-05 acceptance of right-of-way for the 2000 block of Sherman Avenue Alley Paving Project from certain land owned by Margaret Elssa (2020 Orrington Avenue). For introduction (A19) Ordinance 77-0-05 - Issuance of Series 2005 Bonds Consideration of proposed Ordinanco 77-0-05 providing for the issuance of Series 2005 Bonds for Capital Improvements, Sherman Avenue Garage, Special Assessments and Refinancing Series 1998 Bonds. For introduction and Action Aid. Rainey requested a presentation by Bill Stafford. Bill Stafford summarized and highlighted the most important points in the attached report. Bill discussed timing and objectives in knowing when to issue. Our goal is to get both firms (Jackson Securities in Atlanta —largest minority firm in the country) and Melvin Securities (largest American firm) to retail, basically give them a choice of our bonds and to sell those bonds in market. The season is ripe for issuing bonds that is why we're asking for Introduction and Action. Aid. Wollin asked which committee or is it the whole council that approves the increase in the debt kept. Stafford responded it's the whole council, it is part of the ordinance. Stafford feels we're in good shape and have a good chance of maintaining our AAA rating. A & PW Mmules 6(1 W Page 4 of S Items Al, A2, A3.1, A3.2, A3.3, A4, A5, A6, A7, A8, A9, A11, Al2, A13, A14, A15, A16, A17, A18, and A19 were considered on a consent agenda. Aforementioned items were moved for and approved and seconded, and passed unanimously. 0 1V. Items for Future Consideration Ordinance 2-0-01, Adding a New Chapter 32 to Title 3 Regarding Evanston Employers' Expense Tax Removed Administrative Adjudication: explore juvenile theft... (05/00) - Ald. Rainey wants to leave this on just to remind us and be investigated further. Aid. Wallin is interested in work flow. Aid. Baptiste and committee members are requesting a report. Retain Discussion of Comprehensive Alley Program (09/00) —David feels it may be left on by mistake. Aid. Rainey suggested David Jennings resurrect the report so It can be reviewed again. Remove with report from Jennings Review of City's Policy Not to Plow Mouths of Alleys (01/01) Retain until report Is given Recycling for Apartment Buildings (08/01) Ald. Wollin received calls from the new Horizon building, 800 Elgin Road, they decided not to recycle because of cost 0 $250 per month per resident. Ald. Rainey wanted to know If Wollin asked If they were receiving City garbage collection. if they are 75% owner occupied, they are entitled to a private contractor. Retain until report Is given Cell Phone Usage in Cars (09/01) Aid. Rainey stated that this was recommended by Ald. Newman. Chicago is implementing a "Hands" solution. Retain Licensing Door -to -Door Solicitations (04/02) Aid. Rainey wanted to know how do we know that there are not enough solicitors to justify the licensing? Bill Stafford responded that only two people a year were coming in to check. Aid. Rainey believes that it would give police leverage in being able to curb sollciting. Aid. Rainey asked Bill for a couple paragraphs about soliciting in Evanston. Remove Staff Parking Permits at Civic Center (08102) Aid. Baptiste feel that Aldermen should have some kind of parking permit to allow for parking for example at meetings, etc. Remove .7 A & PW Mimq-s G I W Page S or 3 Laundromat Licensing and Attendant on Duty (10103) Aid. Rainey feels that an employee should be on duty it the laundromat is open 24 hours. Aid. Baptiste agrees and after a certain time of night. Aid. Hansen inquired about the liability of the owner if something happens in the wee -hours when 24-hour businesses are vulnerable. Bill Stafford responded that since we issue the laundromat licenses he would be willing to explore the option of an emergency phone. Aid, Hansen would like to initiate some kind of fine, or sense of liability, or police interaction if no employees are present and an incident takes place on the premises. Aid. Baptiste would like to get this back as a communication for discussion and lets look to see if we have 24 hour Laundromats In Evanston. Ald. Baptiste also suggested the rest of the items be discussed at the next meeting. Chairman moved and committee seconded the balance of the Items for Consideration Agenda be continued at next meeting. Retain V. COMMUNICATIONS (APW 2)The City is rejecting all proposals in response to its Request for Proposals for towing services. Aid. Baptiste does not understand the concept of the pricing expiring. Aid. Rainey added that we wanted to see the bid documents for comparison. She mentioned that has not happened. Bill Stafford promised to provide bid documents and explained the price expiration. Aid. Baptiste wants to ensure that as we reissue RFPs, M/W/MBE policies are adhered to. Expects to move much more expeditiously in the next 120 days. Mr. Murray commented that it is typical for anybody to understand that the bidding process applies for at least three years or at least a two year period plus a couple of extensions, that the attribution of staleness would be applied to those type of submittals. The rejection is acceptable in hopes of a greater review and determination of all the elements of the lowest responsive and responsible bid. Junad Rizki discussed concern about a city excavation safety process on June 3`d on Ingleside & Sheridan Rd. near his home. His issue, because he's involved In construction, was that there was no proper shoring to protect this worker and he had recently witnessed a construction accident where a worker was buried. He went home to get his camera, by the time he returned the worker was out of the hole but the ladder was still there. The city is not really liable it would be a state issue. The work being done is a water main break. Aid. Rainey inquired and confirmed location and city workers on location. Aid. Baptiste and Aid. Rainey both asked David to get the committee a report on said incident. VI. ADJOURNMENT Motioned to adjourn at 6:42pm. Respectfully submitted, Dolores Y. Cortez City Manager's Office 0 ADMINISTRATION & PUBLIC WORKS COMMrrrEE MINUTES Monday, June 27, 2005 5:36p.m. — 6:45 p.m. Evanston Civic Center Room 2404 Members Present Alderman Rainey, Aid. Hansen, Ald. Wollin, Aid, Jean -Baptiste, Alf. Holmes. Members Absent none Staff Present: Judy Aiello, Max Rubin. Bobbie ToIston-Brawn. Zeltee Edwards, David Cook, David Jennings, Vincent Jones, Sat Nagar, Chief Alan Berkowsky, John Burke, Gavin Morgan, Barbara Zdanowicz, Dolores Y. Cortez Others Present: Junad Rizki, Union Member ! Leigh Mc Isaac, T.R.E.E. i Presiding: Alderman Rainey, Chair t 1. DECLARATION OF QUORUM. With quorum present, Alderman Rainey, called the meeting to order at 5:36p.m. 11. APPROVAL OF MINUTES OF REGULAR MEETING of June 27, 2005 Unanimous vote of approval by Alderman Rainey. III. Citizen Comment IV. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) ' City of Evanston Payroll through GGM6/05 $2,125,879.70 (A2) ' City of Evanston Bills through 06128/05 $Z96$627.73 Aid. Jean -Baptiste needed to be refreshed regarding the formula for cigarette tax collection transfer. Barbara Zdanowicz promises to provide requested information. Aid. Jean -Baptiste also had a question about the bulk purchase of natural gas. Max Rubin explained bulk purchases and our multiple uses for natural gas. Ali. Rainey wanted to know how often we bid gasoline? Jennings will research and report to Committee. Md. Jean -Baptiste asked about purchasing prices for bulk gasoline. Julia responded, daily index, plus a markup of so many cents per gallon, plus delivery. Committee Is expecting a report. We are buying wholesale. All. Holmes wanted to know if the cost of gasoline goes down in the summer. David Cook responded to Aid. Holmes question making references to keeping unused quantities in storage. A do PW Minutes 6MMS Page 2 of S (A3.1) Approval of the lowest responsive and responsible bid for 2005 Combined Curb & Sidewalk Replacement Program and 2005 Accessible Curb Ramp Program from Schroeder & Schroeder, Inc. in the amount of $182,488.80. Funded by GO Bonds and CDBG funds. Aid. Jean -Baptiste confirmed and compared bidders with Bobbie Tolsion-Brown. She explained that they submitted bids before, but each time Schroeder 8 Schroeder were the highest bidders, this time they were the lowest. We have not worked with them before. Bobbie explained that new paperwork is submitted with every new project. Ald. Jean -Baptiste is looking for an understanding about the process and that there's some follow-up included in our process. Bobbie explained the criteria that the submittal has to meet. Aid. Rainey expressed concern about the estimate $160,000 being $100,000 over. Ald. Jean -Baptiste doesn't recall a discussion about curb replacement specifically, so he's not current on the status and is interested in the process. Dave Jennings explained that report went out May 3i° this year. Julia clarified interest in the communication piece. Jennings responded the report went out to the mayor and staff and included sidewalk and curb program. Aid. Jean -Baptiste asked to see the actual documentation. Jennings presented requested document to the Committee. Aid, Jean -Baptiste needs specific discussion to provide specific input about big dollar projects. (A3.2) Approval of the lowest responsive and responsible bid for 2005 Special Assessment Alley Paving Program from Kings Point General Cement, Inc. in the amount of $876,788. funded by GO Bonds, CDBG, and Special Assessment Funds. Aid. Rainey explained to the new Council Members the contractual differences between the alley paving ordinances and the bid for paving contracts, such as this item, Aid. Hansen wanted to know if there were any complaints lodged against Kings Point to: damage to property from prior work. Jennings replied no. They have a meeting scheduled for Wednesday. Aid. Hansen is glad to know we are going with a'contraclor with a good reputation. (A3.3) Approval of the lowest responsive and responsible bid for a two year contract for Water Meters and Reading Equipment from Badger Meter, inc. iA the amount of $86,535.00 Funded by the Water Operating Fund. Aid. Rainey suggested a memo about how the meters are read for the new alderman. Dave Stoneback explained the meter reading process. Aid. Jean -Baptiste wanted to know why the meters were being read twice a day. Stoneback reassured the Committee there is no increase in cost I& reading the meters twice a day. Aid. Holmes wanted to know if there was a leak would that be detected in the reading. Stoneback replied yes and gave example. (A4) Ordinance 81-0-05 Restricted Parkina on Lemar Avenue Consideration of Ordinance 81-0-05 amending Section 10-11-8, Schedule Vill (A) of the City code to restrict parking on the east side of Lemar Avenue, north of Church Street. (A5) Ordinance 82-0-05 Declarino Citv Prooeriv as Surolus Consideration of Ordinance 82-0-05, which declares as surplus property various Items, including hydraulic pumps, rollers, a trailer, and a compressor to be sold at a public auction at the Huntley Municipal Auction. (A6) Ordinance 78-0-05 Special Assessment 1469 Consideration of proposed Ordinance 78-0-05, by which City Council would authorize the paving of the alley north of Payne Street, east of Pioneer Avenue. (A7) Ordinance 79.0-05 Soeclal Assessment 1470 Consideration of proposed Ordinance 79-"S, by which City Council would authorize the paving of the alley north of Lyons Street, east of Dodge Avenue. Aid. Holmes had a question posed to her by a citizen who desires to redirect traffic around the private easement. David Jennings responded that he's not sure whether it can be A do Pw Minulcs 6r.7/05 Page 3 of S Ordinance 79-0-05 Soecial Assessment 1470 Corti closed off or noL There may be some legal requirements to leave it open. Has nothing to do with the Ct s portion. Aid. Holmes clarified that the citizen doesn't want it closed off, they just want it paved and what is the process for that? David Jennings reiterated that because it is not public land. The special assessment process is for public alleys. A private contractor could come and pave it for them, but it's not the City's responsibility nor would the City be involved in that. Julia Carroll clarified funding would be provided by the property owner. Ald. Holmes suggested her and David meet and go out to the property owner's site. David agreed. (AS) 'Ordinance 76-0-05 — Increase in Class D Liquor Licenses Consideration of proposed Ordinance 76-0-05 amending Section 3-5.6 (D) of the City Code, to increase the number of Class D liquor Licenses from 22 to 23 for Siam Pasta Thai Cuisine, 809 Dempster Street. This Item was Held in Committee on 6/13105. items All, A2, A3.1, A3.2, A3.3, A4, A5, A6, A7, and AS were considered on a consent agenda. Aforementioned items were moved for and approved and seconded, and passed unanimously. IV. Items for Future Consideration Laundromat Licensing and Attendant on Duty (10/03) Aid. Rainey discussed the fact that people that are at the Laundromat are not always doing their laundry, and some locations have video games that are being unsupervised. Aid. Rainey feels that requiring 24-hour attendance will deter 24 hour Laundromat operation. Julia Carroll clarified with Aid. Rainey what that the issues are more toward enforcement rather than closing it. Aid. Hansen reinforced her stand from last week's meeting about a fine for an unattended Laundromat where crime takes place. Julia promised to talk with Legal and Police to see what the issues are and get back with the Committee. Retain Liquor related items: Creating North & Shore core Areas for Liquor Licenses (06IO2) Aid. Rainey stated she does not want to remove these. She is not prepared to talk about it right now. Retain Taxi Service (06104) Aid. Jean -Baptiste mentioned that the Committee would need a report. Aid. Rainey agreed. Aid. Jean- Baptiste recalled a hearing re: same (taxi service). Julia confirmed a report is forthcoming. Remove with report Review sidewalk cafe policy Remove Review speed hump policy Remove with report A & PW Minutes W27M Page 4 of V. COMMUNICATIONS Aid. Jean -Baptiste discussed the issue of employment (MWBE Program). He wants to first understand the policy and then how can we maximize it in order to increase citizen employment opportunities for our major projects. He feels we need a policy position, even an expression of the spirit of what our intentions are. Recalling the Sherman Plaza, there was a job fair reporting 5 — 7 people were hired, 36 were eligible. The Aid. wants to see a noticeable substantive effort to employ Evanstonians as the opportunities arise. A progress report was to be shared with the A & PW Committee including future and additional hires. The City Manager asked AM. Baptiste how often would he like a report? The Aid. responded to this number of people hired and the number of people qualified. How often? Certainly not at the end of the project where the increase in hires is marginal, The City Manager stated that her understanding was a quarterly report is produced and it hasn't been a full quarter since the last report. Do you want something more? Aid. Jean -Baptiste doesn't have the same recollection and asked Julia how long do we expect to be involved with the Sherman Plaza project. Julia. checked with Bobbie Tolston-Brown about the job fair date, based on a quarterly basis would provide substantive data. Julia will confer with Legal about contractors hiring Evanstonians and report back to the Committee, and again how often would the Committee like a report on major projects. Tolston-Brown stated we report monthly. Aid. Jean -Baptiste says monthly is fine. Aid. Jean-Baptiste's point is are we in fact communicating that we want contractors to hire Evanstonians. Bobbie Tolston-Brown explained the language that is used in the Ordinance and that the Ordinance language needs to be strengthened. Its not that they don't want to, there's no specific guideline requirement. There is a different agreement structure for redevelopment projects vs. major development. Judy Aiello tried to clarity for the Aid. that they don't come with a clean slate with a new work force, only if they're going to hire. Aid. Jean -Baptiste is very adamant about including up front language that clearly requests the employment of Evanstonians for any project that takes place in Evanston. Aid. Holmes inquired about location restrictions for hired Evanstonians. Julia stated that if we have qualified Evanstonians and there Is a place for them then great, but she doesn't believe that we can ask a busipess owner to displace an employee who is already there. Aid. Jean -Baptiste stressed that it should be in our contracts that Evanstonians are considered first for job opportunities. The more it is communicated, the more the contractors will expect that. The City Manager stated that the Ald. is communicating clearly, but her concern comes in with Sherman Plaza. She believes hiring qualified Evanstonians should be a clear expectation not a mandate except through a redevelopment situation:. Julia reassured Aid. Jean -Baptiste that we will from this point forward clearly communicate our expectations re: Evanstonian employment. Aid, Rainey asked about the criterion for City hiring and whether there is preferential treatment for the hiring of Evanstonians. Julia will confer with Legal and Aid. Jean-13aptiste would like to be informed of her findings, Citizen Comment Junad Rizki has a concern about the price increase re: the Dutch Elm tree injection. The contract amount says 58.89 per inch, the green flyer says 510.65 per inch. The price seems to have gone up. Aid. Rainey addressed his concern and explained to him the price lists the council reviewed. Doug Gaynor explained the bidding process and how and why the price changed. Junad went on to express that after conferring with a professional (George Ware) at the Morton Arboretum, the trees should be watered prior to injection and we're not doing that. Aid, Rainey asked what provisions we have made in fight of the drought to care for the trees. Doug Gaynor will follow up on Mr. Rizki's allegations. Morton Arboretum Representatives will be at the Council meeting tonight and will hopefully have something to offer. Aid. Wollin feels just for the benefit of the trees because of the drought we should be watering them. The floor was turned over to Leigh Maclsaac. Ms. Maclsaac discussed her disappointment in the decision change by Council, The number of trees being saved and the costs is confusing. She suggests a new ordinance for a three year trial between eleven and twenty-nine inches in diameter (1,912 trees). Costs to inject leftover vulnerable trees $393,000.38, which would turn out to be about $8.34 a year. There will be a lot of people here at the council meeting willing to do that. Let the citizens speak out to that issue, it's never been on the floor at the City Council. $305,000 for removal of 100 trees, by the end of the year, that number could change. A do PW bf nuies 6a7/0 PW S of VL ADJOURNMENT Motioned to adjoum at 6:45pm. Respectfully submitted, Dolores Y. Cortez City Manager's Office ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, July 11, 2005 . .. _ .. .. _ - ... .. .9:380:rri. — 15:45 p:rri.... - . - - .. . - . . . . .. . . Evanston Civic Center Room 2404 Members Present: Alderman Rainey, Aid. Hansen, Aid. Wollin, Aid. Jean -Baptiste, Aid. Holmes. Members Absent: none Staff Present: Judy Aiello, Bobbie Tolston-Brawn, Zeltee Edwards, David Cook, David Jennings, Vincent Jones, Sat Nagar, Chief Frank Kaminski, John Burke, Gavin Morgan, Dave Stoneback, Cathy Radek, Doug Gaynor, Paul D'Augustino, William Stafford, Pat Casey, Kathy Brenniman, Julia A. Carroll, Dolores Y. Cortez Others Present: Presiding: Alderman Rainey, Chair L DECLARATION OF QUORUM. With quorum present, Alderman Rainey, called the meeting to order at 5:38p.m. II. APPROVAL OF MINUTES OF REGULAR MEETING of June 27, 2005 Unanimous vote of approval by Alderman Rainey. Ill. Citizen Comment IV. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (A1) City of Evanston Payroll through 07/07/05 $2,234,257.84 Item Al was considered, moved, approved and seconded, and passed unanimously. (A2) City of Evanston Bills through 07/12/05 $3,615,832.63 Aid. Delores Holmes questioned the building services line item, the numeric description was misleading; looks as though it refers to the month and year. Bobbie Tolston-Brown clarified that the numeric series in question is the bid number. Bill Stafford agreed it's easy to misunderstand, will look into Increasing field space entry to provide a clearer line item description. Ald. Wollin questioned the tuition reimbursement alternating between Boston College and the student. Aid. Wollin wanted to know if the courses being reimbursed were work related courses. Stafford will report at next meeting. Julia mentioned that the courses do not have to be job related but will confirm with a report A & PW Minulcs 7r11MS Page 2 of 3 from Human Resources. Aid. Rainey wanted to know of any negotiable issues, restrictions or commitments tied in with the union regarding reimbursement. Carroll vowed to get a report out on Friday. Aid. Rainey also has questions about the contract the City holds with the City Manager. Aid. Holmes had questions about line items under the Water & Sewer Dept. and some of the acronyms used in the bills list. She mentioned Aid. Rainey assisted her in her inquiries. Ald. Holmes would like a trainingfreview of the bills list. Ald. Wollin had question about the Legal bills on page 2, Holland & Knight. Aid. Wollin understands that there would be communication between the City and our lawyers but questions the call from a private citizen. Julia will investigate further with Herb Hill and Jack Siegal. She agrees that communication should be limited to City staff. Aid. Rainey found a meeting between counsel and Nick Brennan re: Affordable Housing. Julia stated she was aware of and approved that meeting. Vineyard Exception, Review of Facts on May 24' was noted by Ald. Rainey. Julia recalled the instance. Aid. Rainey wondered d 'all this conversation' was necessary. Item A2 was considered, moved, approved and seconded, and passed unanimously. (A3.1) Approval of the lowest responsive and responsible bid from Clauss Brothers, Inc, in the amount of $736,880, for Lovelace Park renovations. Funded by 2003-04 CIP, 2004-05 CIP, and 2005-06 CIP Fund. Ald. Wollin just had a question about the ADA needs of the pond. Gaynor explained that there is currently no access to the pond area (no way from the pathway to the pond). Item A3.1 was considered, moved, approved and seconded, and passed unanimously. (A3.2) Approval of sole source contract for Microsoft Enterprise License Agreement renewal in the amount of $62,138.71 in three Installments from CDWG, Inc. Funded by GIP account #416001. Item A3.2 was considered, moved, approved and seconded, and passed unanimously. (A3.3) Approval of the lowest responsive and responsible bid from EJ Equipment in the amount of $229,995, for a sewer cleaning machine. Funded by Oleet Services account N7720.65550. Aid. Wollin questioned the five year life cycle. Dave Jennings explained it is more economically feasible to buy a new one after five years. Aid. Rainey asked it it was traded in or sold at an auction. Cathy Radek responded that we trade it in. Aid. Wollin asked if we're in a three year contract with MPR, where are we in it right now? David Stoneback responded that the contract expired last year. He explained the need to clean catch basins more frequently in ratio to the staff and equipment. In response to Aid. Rainey's inquiries Dave explained that we are filling dual roles (driving and cleaning) and contractors were hired to help fulfill the commitment of cleaning all the sewers in Evanston. Item A3.3 was considered, moved, approved and seconded, and passed unanimously. (A4) Accevtance of Grant Award Accept the annual grant to the Police Department Youth Outreach Program In the amount of $35,692, from the Cook County Judicial Advisory Council for FY'05- 06. Ald. Jean -Baptiste asked Chief Kaminski how long have we had the grant and what are we doing with it? Chief Kaminski explained the length of the program, staff hired, and duties performed and referred to several success stories and benefits of the interaction between staff and youths. The Chief expressed his belief in the program and mentioned that this may be the last year of funding. Aid. Wollin wanted to know what was next? Chief Kaminski is in search of other grant money, can operate through the summer, if it runs out prior, we'll close the program. Ald. Rainey wanted to know if the A & PN' 10inutes 7111W Page 3 of 4 Chief has ever looked outside the state to find funding and who does their grant writing. The Chief responded that we have several grants from the state, and we pretty much do our own. Tracey from the Budget 8 Management office helps out a lot. Aid. Rainey wanted to know how he learns of new resources. Solicitation, Tracey does research on what she can find. Aid. Rainey wanted to know how we measure the success of the program. The Chief referred to case studies as opposed to hard numbers. Aid. Jean - Baptiste would like to invoke immediate routine communication about events in the community that stem from this program. Item A4 was considered, moved, approved and seconded, and passed unanimously. (A5) Ordinance 60-0-05 — One Wav Stov on University Place at East Railroad Consideration of Ordinance 80-0-05 amending Section 10-11-5, Schedule V (A) of the city code to install a one-way stop sign on University Place at East Railroad. Item AS was considered, moved, approved and seconded, and passed unanimously. (A6) Ordinance WO-05 — Parkins Violation Penalties Consideration of proposed Ordinance 86-0-05 amending 10-11-17: Schedule XVII (G) of the city code pertaining to Parking Violation Penalties. Aid. Rainey explained the ordinance and sticker use in detail to the new alderman. Item A6 was considered, moved, approved and seconded, and passed unanimously. IV. Items for Future Consideration V. COMMUNICATIONS Aid. Jean -Baptiste: Sherman Plaza M/FJWBE report. Aid. Jean -Baptiste understands the communications in the report. Component evaluation is a question being addressed. Aid. Jean -Baptiste is still disappointed with the numbers. Tolston- Brown clarified the Alderman's issues which included the disparity between qualified versus unqualified workers, skilled versus unskilled and what the needs of the construction company are, we have absolutely clarified and reinforce communications to hire as many Evanstonians as possible. Aid. Jean -Baptiste wants bi-weekty updates, Slalford asked if monthly was okay because that's the current`meeting timetable for the construction company. Julia mentioned monthly was what we agreed to at the last meeting. Aid. Rainey wanted to know why some workers were terminated in order to possibly assist in the re-employment process and if there were other issues, it would be good to know. Aid. Rainey: David Jennings, bidding out the sanitation contract Considering a month -to -month contract. There are several condos that have a layout that we could pick up with our regular crews. We will do a route audit to find the ones we can handle that way. A1d. Rainey asked it we could pick up dumpsters. Jennings replied we can, we're not set up to. We could issue go gallon roll out carts. Aid. Rainey asked how many units are we talking about. Jennings is thinking tour or live hundred. We think it would be cost effective. Fifty to ninety days before anything can be put in place. We have to modify the code to enable the city to selectively pick up. Have to complete the route audit, and contact via mail all the condo associations we're not serving to see if they meet the requirements to be in our program. That will give us a real number to include in the bid. Aid. Holmes wondered if this could be done without additional manpower. Jennings responded yes. Aid. Jean -Baptiste inquired how many workers are part-time. Zeltee Edwards replied nine seasonal positions and then they are laid off. Aid. Rainey asked if we have any unfilled slots. Edwards replied we have seven vacancies but they are filled with temps right now. Aid. Jean -Baptiste asked how long have the temps filled the positions. Edwards responded that the longest temp has been here three years. Aid. Jean - Baptiste and Aid. Rainey are curious as to why the temporary employees that have filled the positions for a period of time and with expectations of permanency are having to test and compete against new applicants. Jennings and Edwards explained that there is a testing procedure involved. It was discussed that in the past three years the test has not been given for the available positions. Julia staled she became aware of this when she received a vacancy A do PW Minus 7111R3 Page i of A report and had the same conversation with Jennings taking the steps to getting the positions filled and they have begun the process. Beginning with Fridays pre -employment testing. VI. ADJOURNMENT Motioned to adjoum at 6:45pm. Respectfully submitted, 'both- • CQ4 Dolores Y. Cortez City Manager's Office DRAFT ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, July 25, 2005 6:27p.m. — 6:43p.m. Evanston Civic Center Room 2404 Members Present: Alderman Rainey, Aid. Wollin, Ald. Jean -Baptiste, Aid. Holmes. Members Absent: Aid. Hansen Staff Present: Pat Casey, Max Rubin, David Jennings, Dave Stoneback, William Stafford, Bobbie Tolston-Brawn. Barbara Zdanowicz, Zeltee Edwards. John Burke, Doug Gaynor, Vincent Jones, Julia A. Carroll, David Cook, Judy Aiello, Kathy Brenniman, Aid. Moran, Dolores Y. Cortez Others Present: Presiding: Alderman Rainey, Chair 1. DECLARATION OF QUORUM. With quorum present, Alderman Rainey, called the meeting to order at 6;27p.m. It. APPROVAL. OF MINUTES OF REGULAR MEETING of July 11, 2005 Unanimous vote of approval by Alderman Rainey. Ill. Citizen Comment IV. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) City of Evanston Payroll through 07I21l05 53,605,023.96 Item Al was considered, moved, approved and seconded, and passed unanimously. (A2) City of Evanston Bills through 07I26fOS $2,334,215.19 Md. Holmes had a question about the police and Ctre department training classes. Aid. Wollin had a question about Village Transportation for the summer youth program is on the same date. Bobbie Tolston-Brown explained they billed on a monthly basis. The Alderman requests that she find out what mode of transportation and frequency they're using. Md. Jean -Baptiste wanted to know if all the suppliers listed are locally based. After naming a few Bill Stafford responded. Bill said that we try to do local and named some that were and were not. Ald. Jean -Baptiste would like a response to why we go outside Evanston's local vendors to do business and he would also like a list of service providers we are and are not using and why. A & PW Minuto 7f 11R5 Page 2 or 2 Item A2 was considered, moved, approved and seconded, and passed unanimously. (A3.1) Approval of the lowest responsive and responsible bid from L. Marshall Roofing and Sheet Metal, Inc. for the roof replacement at the Water Treatment Facility in the amount of $67,000. Funded by the Depreciation, Improvement, and Extension account_ Item A3.1 was considered. moved, approved and seconded, and passed unanimously. (A3.2) Resolution 43-R-05 — ITEP Grant for the Evanston Lakefront Corridor Reconstruction Project Aid. Wollin expressed excitement and positive feedback from citizens. Item A3.2 was considered, moved, approved and seconded, and passed unanimously. (A3.3) Resolution 45-R-05 — ITEP Grant for the Chicago Avenue Streetscape. Aid. Holmes had a question about the map's indication of progress. Aid. Rainey then asked Dave Jennings how things were going. Jennings responded the project will start August 1 e and everything is in place. Aid. Wallin hates the cement wall and wonders if we have plans to beautify that with public art or other possibilities. John Burke replied the plan was to plant grass and bumping out the curb a couple of feet on that one side to give some breathing space. Ald. Wollin asked for further explanation about the beautification plan. Burke elaborated on location: from South Blvd. to Madison. Dave Jennings talked about the foliage included. Aid. Wollin asked if art could be included. Dave said it's not part of the plan but it could be inquired about. Ald. Rainey has hopes for long range beautification plans and maintenance of Chicago Avenue and Howard Street. She made mention that at budget time this subject should be carefully discussed. Item A3.3 was considered, moved, approved and seconded, and passed unanimously. IV. Items for Future Consideration V. COMMUNICATIONS VI. ADJOURNMENT Motioned to adjourn at 6:43pm. Respectfully submitted, Dolores Y. Cortez City Manager's Office DRAFT e ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, August 15, 2005 5:30p.m. — 7:55p.m. Evanston Civic Center Room 2404 Members Present: Alderman Rainey, Aid. Wollin, Aid. Jean -Baptiste, Aid: Holmes, Aid. Hansen Members Absent: Staff Present: Pat Casey, Max Rubin, David Jennings, Dave Stoneback, William Stafford, Bobbie Tolston-Brown, Zeltee Edwards, John Burke, Doug Gaynor, Vincent Jones, Julia A. Carroll, Judy Aiello, Aid. Moran, Aid. Trsdahl, Aid. Bernstein, Jeff Cory, Bob Domecker, Chief Berkowsky, Ron Gannon, Cathy Radek, Regina Lookis, Sat Nagar, Gavin Morgan, Herb Hill, Rajeev Dahal, Dolores Y. Cortez iOthers Present Presiding: Alderman Rainey, Chair 1. DECLARATION OF QUORUM. With quorum present, Alderman Rainey, called the meeting to order at 5:30p.m. It. APPROVAL OF MINUTES OF REGULAR MEETING of August 15, 2005 Unanimous vote of approval by Alderman Rainey. III. Citizen Comment IV. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) City of Evanston Payroll through 08111105 $4,578,922.59 Item All was considered, moved, approved and seconded, and passed unanimously. (A2) City of Evanston Bills through 08/16106 $6,698,177.66 Aid. Jean -Baptiste referred to a previous discussion regarding vehicle body maintenance making note of having noticed many Evanston based businesses not included. Sunny Side Parts Warehouse was in question — is it located in Evanston. Cathy Radek explained what the City might have purchased from Sunny Side Parts and why, and no, Sunny Side Parts is not located In Evanston. Ald. Jean -Baptiste inquired if the City extended the 5% credit to local vendors as well? Stafford responded not if ifs under 15k. The City will try to do it if it's over 15k. Aid. Jean - Baptiste is asking for staff to give consideration to 10k and to re -consider the process, remembering that money comes back to the City. Ald. Rainey is requesting a list of the names and locations of the vendors we use. Cathy Radek elaborated on our process to choose an A & PW Mimes OW15105 Page 2 or7 Evanston based business versus outside vendors. Ald. Holmes, in efforts to understand the formula, had a question about a line item (barrel pumps), costs and numbers listed under a car line item. Cathy Radek explained what they are, their functions, and what the numbers represent. Ald. Rainey is asking for a little more clarity in the descriptions. She asked about the 24k in legal (pg. 24). Herb Hill (Attorney) provided an explanation. item A2 was considered, moved, approved and seconded, and passed unanimously. (A3.1) Approval of professional services contract with FedEx Kinko's of Evanston to provide copying services to the City for three years for an estimated annual cost not to exceed $60,000. Funded by the FY 200"S copying budget. Aid. Holmes noted that the City should see a difference in the purchasing of ink and paper from within considering the outsourcing for 50k. Ald. Rainey wondered if FedEx Kinkds would do the alderman packets, Julia explained that they would and they supply their own paper. Ald. Rainey wondered who does it now? Evanston owned? Minority business? Yes to all of the above. AM. Rainey. Why weren't they chosen? Julia: They did not meet the bid requirements. Aid. Rainey asked for a memo referring to such. Item A3.1 was considered, moved, approved and seconded, and passed unanimously. (A3.2) Approval of professional services contract with TranSystems Corporation in the amount of $50,750, for topographic surveying services for the 2006 Street Resurfacing Project. Funded by Street Resurfacing CIP funds. Ali. Jean -Baptiste inquired about the frequency of the survey, differences between the last survey and this one, and the benefits of survey. Aid. Rainey responded this is surveying the individual streets as opposed to observing what's needed, this is to see that the City is not paving someone's front yard. Aid. Rainey wanted to know how often we use pre -approved contractors. It was clarified that this is the first year. Item A3.2 was considered, moved, approved and seconded, and passed unanimously. (A3.3) Approval of the lowest responsive and responsible bid from Central lakes Construction Company in the amount of $795,878.00 for HVAC Systems for the Service Center. Funded by CIP funds. Ald. Rainey wanted to know if the stated amount covers the entire project Julia Carroll, City Manager, clarified and itemized what is covered. Item A3.3 was considered, moved, approved and seconded, and passed unanimously. (A3.4) Approval of the lowest responsive and responsible bid from Riddiford Roofing Company In the total amount of $771,899 for roof repairs at the Chandler Center, Fleetwood/Jordain, the Police Station, and the Service Center. Funded by CiP funds. Aid. Rainey stated that the roof repairs are for the Police Station and the Service Center. Ald. Rainey reviewed the amounts per building. Ald. Holmes wanted to know about the warranty of the roofs. Max Rubin, Director, Facilities Management Department, stated 20 or 25 years. Max gave a little background information about the vendor assuring the Committee that there would be a consultant on -site during installation and vouched for the quality of work of the vendor. Rainey asked how the 9-1-1 Emergency station would be affected. Rubin explained the impact. Item A3A was considered, moved, approved and seconded, and passed unanimously. (A3.5) Approval of the lowest responsive and responsible bid from TC Fire Apparatus In the amount of $447,485 for a new Fire Rescue truck. Funded by the Fleet Services Fund and Federal Assistance to Firefighters Grant. Ald. Rainey asked for further details provided by Chief Berkowsky. He explained particular functions, multiple purposes, and other details about the vehicle. Item A3.5 was considered, moved, approved and seconded, and passed unanimously. 0 A & Pw Minutcs OS! 1 SOS Page 3 of 7 (A3.6) Approval of recommendation to suspend penalties for summer water usage. Aid. Rainey asked for staff comment. Stafford explained the details of when the bills would be due, mentioning that the July and August bills would be higher than normal due to the extremely hot weather. Bills would be due in October, a notice would be included explaining the penalty suspension. Aid. Rainey requested a comparison report based on the theory of pumping less water and paying more money. Aid. Wollin asked if customers could pay in two installments. Bill Stafford replied yes. Aid. Hansen had a question: for seniors, what if they needed to split the bill, she understood they could do so without being charged a one-time fee. If they needed to split It again, could the City waive the fee? Stafford responded anything related to this summer the City will waive the fee on. Julia explained the city is doing a blanket waiver because of the weather conditions this one time. It seemed to be the best option for not losing the revenues we need to pay the cost to operate and it is a good option for the residents. Ald. Jean - Baptiste requested that same information needed to be mentioned at the Council Meeting. Item A3.6 was considered, moved, approved and seconded, and passed unanimously. (A3.7) Approval of the jurisdictional transfer of the state owned portion of Ridge Avenue between Clark Street and Howard Street concurrent with a commitment by the Illinois Department of Transportation to transfer funds for roadway rehabilitation, Aid. Wollin wanted to know what happened to Ridge north of Clark. Aid. Rainey and Aid. Jean -Baptiste expressed it's beautiful, it's paved, Aid. Hansen wanted to know if the transference was temporary or permanent. Ald. Rainey explained it is permanent. Julia explained that the City has been doing the snow removal and some of the maintenance anyway even though it is the States. There are no additional costs and it does give the City money to repair. Ald. Rainey asked that David Jennings explain the requirements and results of a jurisdictional transfer. Item A3.7 was considered, moved, approved and seconded, and passed unanimously. (A3.13) Approval of the changes to the Evanston Arts Council 2006 Cultural Fund Grant Program Guidelines and Application. Lois Roewade of the EA Council asked for clarity between what the staff was recommending and what Is in the council guidelines. Gaynor responded that the key difference is not having schools eligible to compete for grants that are offered through funding from the city and the arts council. We believe that the school districts should have the opportunity to compete. Aid. Rainey felt that if an artist was working with the school, they could apply. Gaynor clarified, if an artist applies for a grant and works with the school. but If the grant is going to the artist to do something, that is not what the City is disagreeing with. What the City is disagreeing with Is when a school applies for a grant to do an art project, they would not be eligible. Aid. Holmes raised an issue with non-profit organizations not being able to apply for a grant and the effected populations. Julie Collins of EA Council reassured and clarified that those opportunities still exist but the path of distribution is streamlined. Penelope Saks, Board President of Evanston's Symphony Orchestra announced a grant awarded to the Symphony for an after school program and talked about the details. Julie reassured the Council that any artists' organization that Is going to collaborate with a social service group; the social service group would also be participating in the development of that project. It is not going to be the artist leading the project. Ald. Jean -Baptiste inquired that between not being able to award every applicant and being denied because of limited funding, why then is the EA Council so adamant about limiting the applicant pool? Why can't the schools apply, why can't the kids apply and the EA Council make a decision? Lois responded, naming numerous government bodies, that the contributing agencies put limitations on acceptance of the grant proposals to provide guidelines. That way the big organizations are not wasting the time of the applicants. If the Arts Council had more money they could give it away more freely. Gaynor expressed the urgency on Council approving this tonight because Human Services isn't going to be meeting until next month and the deadline is coming quickly and staff and the Arts Council A & M Mimita 08115105 NIC41 of 7 can move on with the process. Ald. Wollin moved to approve, Chairman Ald. Rainey seconded motion. Ald. Holmes intends to watch the grant distribution closely. Aid. Wollin does not see where the adopted grant will pose a problem. Chairman Aid. Rainey intends to change the rules if the grant is executed in an unsatisfactory manner. Item A3.8 was considered, moved, approved and seconded, and passed unanimously. (A3.9) Approval of 2006 Street improvement Program considering a proposed list of streets to be reconstructed in 2006. Funding is from the Motor Fuel Tax and CIP funds. Item A3.9 was considered, moved, approved and seconded, and passed unanimously. (A4.1) Approval of Change Order # 1 to the contract with Bolder Contractors, Inc. for the 2005 Water Main Improvements, Contract B at a cost of $19,750 Increasing the contract amount from $1,190,749.05 to $1,210,499.05. Funded by the Water Depreciation, improvement and Extension Fund. Aid. Rainey asked about the relevance being the discovery of an unknown product. Is the City going to haul them away, they have not been treated, they are not toxic? Dave responded 'Correct.' Aid. Rainey asked Is there any reason why the City cannot let the community know we have railroad ties. Dave Sloneback explained that due to their condition after recovery they are not being sold, they are being hauled away by the contractor. Item A4.1 was considered, moved, approved and seconded, and passed unanimously. (A4.2) Approval of Change Order 9 3 to the contract with Sherman Plaza Ventures for the Sherman Plaza Parking Garage at a cost of $366,269, increasing the contract amount from $39,760,775 to $40,127,044. Funded by the Washington National TIF. Max assured the Council that the change order was necessary. He explained that during preliminary engineering the staff and consultant discovered an error in structure that would not have been found without excavating. Max confirmed it was a good fix, there were more expensive choices. Max will give the Council a budget report by next meeting. hem A4.2 was considered, moved, approved and seconded, and passed unanimously. (A4.3) Approval of amendment to the contract for owners representative services with Richard Devine Increasing the monthly rate from $8,330 to $8,500. Funded by the Washington National TIF. Item A4.3 was considered, moved, approved and seconded, and passed unanimously. (A5) Resolution 4&R-05 —Lease Extension for 2022 Central Consideration of proposed Resolution 46-R-05 authorizing the city manager to sign a 5-year lease extension for 2022 Central with Patricia O'Neill-Cynkor dlbla Patio, Inc. Ald. Rainey inquired why the City is selling the building with a five year lease. The probability of someone investing In the property is minimal. Judy Aiello stated that the City does not anticipate any other interested party but an Investor. Aid. Rainey stated that the value of the lease determines the value of the building. Julia Carroll said that the City really did not have an option. Aid. Rainey would like a refresher on the argument as to why the City should sell it. Julia Carroll explained the original concept was to use the proceeds to fund the Children's Services renovation. If the City does not sell the building, it limits options for the renovation, requiring modification or identifying another funding source. Item A5 was considered, moved, approved and seconded, and passed unanimously. A a Pw Minutes 08/1s 0i Pages of 7 (A6) Ordinance 100-0-05 — 5°% Preference for Evanston Business Owners Consideration of proposed Ordinance 100-0-05 expanding the 5% cost preference for Evanston based businesses. Bill Stafford explained that the city is expanding the language to include RFP's and RFQ's. Bobble Tolston-Brown further explained that it Is only for the cost portion of the proposal. Bobbie explained the difference between RFP's and RFQ's and the evaluation process. Aid. Jean -Baptiste confirmed his understanding of the distinction. Aid. Wollin confirmed the $15,000 is unchanged. Item A6was considered, moved, approved and seconded, and passed unanimously. (A7) Ordinance 87-0-05 — tlauor Control Reaulatlons Consideration of proposed Ordinance 87-0-05 amending Section 3.5-11 (E & F) of the Evanston City Code regulating the presence of persons under the age of 21 at certain licensed liquor establishments. Aid. Rainey supports this ordinance. An unknown speaker asked the question why just B1. Ald. Rainey explained that it is not only B1, it is the (E) and (F) provisions that have to do with where the bar is located. Pat Casey explained using Tommy Nevins and Pete Millees as an example of no persons under 21 without a parent. The biggest fear was restricting business, using Wolfgang Puck as an example. B1 has extended hours. Md. Wollin would like a report from the police as to how well this ordinance is supported. Aid. Rainey assured Ald. Wollin that the Evanston Police Department Is effectively patrolling the bars. Mayor Morton forsees age -related problems with the ordinance. The Mayor announced that there will be a public hearing on tomorrow and she is interested in what the public has to say. The Mayor feels the ordinance needs more work, Ald. Wollin would like minutes on the hearing and would like the Item to be held. Aid. Rainey suggested it be televised. Pat vowed to look Into the possibility of televising. Aid. Rainey wants to ensure that the City approves this before school reconvenes. Aid. Rainey suggested it be pulled and wait for input from the public. Aid. Wollin expressed concern about fake ids. Aid. Rainey feels Evanston Is inviting law suits with our current liquor ordinance. Ald. Rainey explicitly asked for a detailed report on the public hearing if it is not televised. hem A7 was considered, and held until the next Council meeting (9112) and the public hearing on 8116. (A8) Ordinance 94-0-05 - Sewer Rate increase Eliminated Consideration of proposed Ordinance 94-0-05, by which the City Council would amend the City Code to eliminate a proposed 5% sewer rate Increase. For Introduction and Action (Staff requests Council suspend the rules and approve this ordinance on 8115/05.) Item A8 was considered, moved, approved and seconded, and passed unanimously. (A9) Ordinance 95-0-05 - 3 Way Stop at Brown Avenue and Colfax Street Consideration of proposed Ordinance 95-0.05 amending Section 10-11-5 Schedule V (C) of the City Code, to establish a Three -Way Stop at Brown Avenue and Colfax Street. item A9 was considered, moved, approved and seconded, and passed unanimously. • A & PW Siimrtcs 0V I Soy Pasc 6 ar7 (A10) Ordinance 96-0.05 — Dedication of Rlght-of-Wav Consideration of proposed Ordinance 96 0-05 dedicating a portion of 1228 Emerson to the City of Evanston. (Staff requests Council suspend the rules and approve this ordinance on 8115105.) 0 (A1i)0rdinance 97-0-05 — Vacation of Portion of Green Bav Road Consideration of proposed Ordinance 97-0-05 by which the City Council would vacate a portion of Green Bay road south of Emerson Street. (Staff requests Council suspend the rules and approve this ordinance on 81115105.) John Burke asks that this be pulled from the agenda. Aid. Jean -Baptiste asked why. Burke explained that the property is not "clean.' The request to postpone the dedication Is supported by the City Attorney Herb Hill. Ald. Rainey inquired about the repercussions of postponing the dedication and suggested increasing the sale price of the vacated property. Ald. Jean -Baptiste inquired about closing. John Burke explained that the closing would occur on August 23", demolition, then deed clearance. Ald. Jean -Baptiste has been in contact with the involved parties and the City Manager's office regarding the same issues. The developer planned to close on this so it was discussed and approved. If there are some snags right now, the question is how do we overcome these so that we could move forward? It was discussed and approved by the legal department. If the dedication cannot go forward to action, the question is whether or not we can just introduce this part or not and will it cause problems dosing on the property. Ald. Jean -Baptiste suggests introduction and suspension for the vacation. Julia Carroll would like to consult with Herb Hill before any action is taken. Upon review of Council action to be taken regarding Items Al and A71, Herb Hill staled for the dedication to Introduce tonight with no Action would be acceptable and satisfies the legal action, the contract has not been reviewed yet. The land that Is being dedicated to the City, the building needs to be demolished. The dedication will occur after the demolition. Herb Hill and John Burke discussed what the desired outcome would be at this Council meeting. John would like both to be introduced tonight. Item A10 was considered, moved, approved and seconded, and introduced with referral back to Committee. Item A11 was considered, moved, approved and seconded, and Introduced. (Al2)Ordinanco 98-0-05 — Hours for Plavqrounds & Tot Lots Consideration of proposed Ordinance 98-0-05 amending Section 7-10-2 regulating hours for playgrounds and tot lots. Aid. Wollin had a question regarding older children In the lot lot after dosing, how is that considered? Doug Gaynor explained that they would be asked to leave the premises. Parks close at 11 pm. It's the Tot Lots that would close at 9pm. Aid. Rainey would like to suspend the rules to introduce and pass this ordinance because of a history of problems in her ward In the park areas. Item Al2 was considered, moved, approved and seconded, and Introduced. iV. ITEMS FOR DISCUSSION (APWi) Free Beach Access on Declared "Hot Weather Days" Aid. Woliin asked if free beach access tokens given to social service agencies can be reused. Doug Gaynor explained the process and criteria for distribution to organizations. Aid. Holmes recalled the distribution process whereas the agency kept track of the reusable tokens. She is not familiar with the newer process involving a letter in lieu of tokens. Gaynor explained that this is a financial control measure. Rachel Human (citizen) suggested Parks & Recs report back to the public with a different plan and offered suggestions. Aid. Rainey mentioned an article in the Evanston Review regarding free access to the beach for the next two weeks. Ald. Jean -Baptiste asked for a gauge In determining usage and safety issues. Doug Gaynor referenced July 24"' (heat advisory day) revenue. Ald. Jean -Baptiste asked how that was handled. Gaynor explained staffing and revenue on heat advisory days. Gaynor stated that the City should proceed A & PW N inwa 0811."S Page 7 or7 as intended and review in January. He discussed different incentives, Miscounts, and budgets. Ald. Jean -Baptiste asked what would free access for two weeks do? Gaynor referred to loss of revenue and a strain on manpower (life guards). He added fewer beaches would be open for free. Ald. Hansen is also concerned about the availability of life guards and public knowledge about health issues involving heat indexes and "cooling off". Ald. Hansen does not feel that the City has the methods to deal with it. Gaynor explained that the City refers the public to cooling shelters in extreme heat. Ald. Holmes asked about staff hiring for the summer. She asked what determines a threat of safety Issues requiring the closing of beaches. She needed clarity on the number of beaches versus manpower. Doug explained days and hours of operation and required manpower. Council agreed to discuss this matter at the 8:30pm Council meeting. V. COMMUNICATIONS VI. ADJOURNMENT Motioned to adjoum at 7:55p n. Respectfully submitted. Dolores Y. Cortez City Manager's Office 0 ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, September 12, 2005 5:40p.m. — 7:20p.m. Evanston Civic Center Room 2404 Members Present: Alderman Rainey, Ald. Wollin, Ald. Jean-paptiste (late), Aid. Holmes, Aid. Hansen q Members Absent: Staff Present: Mayor Morton, Aid. Berstein;" Pat' Casey, ' Max Rubin, David Jennings, William Stafford, Bobbie TolstdiiLbfown, zeltee Edwards, Vincent Jones -;-Judy Aiello, Barb zdanowfcz, Chief Berkowsky, Chief Kaminski,-Elke pbrze, David COW, Judy Witt, Debbi Sleet, Kathy Brennimara;,.Sat Nagar, Gavin Morgan, Herb Hill, Rajeev Dahal, Dolores Y. Cortez Sa Others Present:; f .�:a• :�, }.,,-tom Presiding: Alderman Rainey, Chair" `4 -. t 1. DECLARATION OF QUORUM. With quorum present, Alderman Rainey called the meeting to order at 5:40p.m. II. APPROVAL OF,MINUTES OF REGULAR MEETING of September 12, 2005 , Urianimous vote of approval by Alderman Rainey. - III. Citizen Comment Jill Saeger IV. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) ' City of Evanatori Payroll through 09108105 August 12, 2005 through August 25, 2005 $2,302,551.33 August 26, 2005 through September 8, 2005 $2.177.361.66 $4,479,912.99 Item Al was considered, moved, approved and seconded, and passed unanimously. (A2) " City of Evanston Bills through 09/13105 $6,423,307.27 Aid. Holmes inquired about the billing for the roofing contract on page 33 of the bills list. Max Rubin explained the roofs the contractor will be servicing, referenced previous work done by the same contractor and explained the billing cycle. Aid. Holmes also Inquired about the Home Depot paving on page 32. Item A2 was considered, moved, approved and seconded, and passed unanimously. A & PW Mimics 9 1ZD5 rage: ors (A3.1) ' Approval of pre -qualified firms to provide consulting services for traffic signal studies. Funded by the Capital Improvement Program. Item A3.1 was considered, moved, approved and seconded, and passed unanimously. (A3.2) ` Approval of professional services contract with Emergency Management Systems in an amount not to exceed $34,790 for a Fire Department Study. Funded by the FY 2005-06 Contingency Fund. Ald. Rainey solicited comments from Chief Berka.%sky. The Chief explained that the quality control mechanisms have not been reviewed in fifteen or twenty years. It is just good business practice to review our training procedures, eo we have adequate resources, are we using proper protocols, etc. (introduced consultant). Ald. Holmes asked about the routing of a 911 call. Berkowsky explained it depends upon the nature of the call. Sometimes it is appropriate for both fire and police to respond, sometimes it would be one or the other. Aid. Holmes asked about 321. Berkowsky noted those are ambulance calls. Aid. Holmes wondered why there were so many. Mayor Morton asked if the Fire Department receives a rating like the Policd Department from the Commission of Accreditation. The Chief responded there are two processes. One is the ISO Insurance, EFD rating is a 3, on a scale of 10 to 1. 1 being the highest. Also there is the Fire Department Accreditation. Chief Berkowsky Uarified that the Fire Department has only communicated interest in becoming accredited. Mayor Morton asked if a list of evaluation criteria will be sent to EFD. Chief Berkowsky responded yes and they have attended several seminars. Mayor Morton asked how does it all fit into the request for a consultant. The Chief feels there are things that they can improve upon and the consultant understands the accreditation process so they can give direction in the process and the ISO process. Ald. Rainey made a note that ISO ratings are related to the taxes Evanston citizens pay. Chief Berkowsky clarified that once you are rated in the top three, the rates are all the same. Ald. Rainey added if our rating was lower, we would pay more in taxes. The Chief confirmed. Mayor Morton asked about the consultant's price tag and was the same evaluation/criterion used for consultant recruitment. The Chief confirmed and explained he is in Evanston from Oregon and he will b�: slaying in Evanston during the consultation period. EFD should receive results in sixteen weeks. Aid. Rainey requested that Bobbie Tolsion-Brown provide Council with the bidding contract template for consultants. Tolston- Brown committed to being able to provide requested document in the Weekly City Manager's Update. Max Rubin added that everything is spelled out like the grading process and scale, and criteria. Aid. Rainey's concern was the outside -of -Evanston choice and asked about references. The Chief responded with references from Des Plaines and Marton Grove. Tolston-Brown stated that there was an interested firm in Des Plaines but they came in at 60k. Item A3.2 was considered, moved, approved and seconded, and passed unanimously. (A3.3) ` Approval of professional services contract with IMS, inc. In the amount of $55,930 for the Comprehensive Pavement Management System and 5-Year Plan Development. Funded by the Capital Improvement Program. Aid. Rainey inquired if fellow committee members had seen the previous study. Then she reviewed contents with the new alderman. Aid. Rainey requested David Jennings send the previous study to the new alderman. David responded he could print the slides from the Powerpoint presentation. The study is for seasons '07-11. Item A3.3 was considered, moved, approved and seconded, and passed unanimously. (A3.4) ' Approval of purchase from S.E.S. Incorporated in the amount of $300,000 for a Snow Molter. Funded by the Capital Improvement Program and the Washington National TIF. Mayor Morton asked about shipping costs from Nova Scotia. David Jennings responded it is standard and Included in the price. The Mayor also inquired about using the TIF account. Judy Aiello explained the machine will be used downtown so it is appropriate to use that account. The Mayor asked about dumping locations after collecting snow. David Jennings explained the dumping process. Aid. Wollin recalled previous successes and asked staff and council to consider renting the snow melter to other suburban neighbors and is there an already established rental fee or can we make one up. David said that we are not suggesting that we propose that yet, we are interested in cost recovery. Aid. Wollin supports cost recovery ideas. item A3.4 was considered, moved, approved and seconded, and passed unanimously. A & PW Minutes q I:U5 Pago ors (A3.5) ' Approval of sole source purchase from Konnerth Sales Associates in the amount of $50,000 for Talimadge streetlights and parts. Funded by the . general fund Division of Transportation Capital account. Ald. Rainey asked David Jennings for a status report on the Tallmadge lights. Jennings responded his department ran an investigative program about six months ago from Main to Howard on Ridge and found about twenty rusted bases that needed replacing. Md. Rainey wanted to know of rust prevention methods going forward. Jennings stated we're not sure of what the problem is exactly, perhaps a primer might help. Item A3.5 was considered, moved, approved and seconded, and passed unanimously. (A3.6) ' Approval of the renewal of Excess Worker's Compensation Insurance with Safety National Insurance for a six month period in an amount of $36,602. Funded by the Insurance Fund. Md. Rainey made note of a typing error in the footer of the insurance document referencing the Zoological Society. The Marsh Representative apologized for the error and confirmed that the correction was already made. There was also no staff approval or signature on the Agenda Item Summary sheet. Item A3.6 was considered, moved, approved and seconded, and passed unanimously. (A3.7) ' Approval of the lowest responsive and responsible bid from National RoofingCorporation in the total amount of $ 208,600 for roof repairs at the Chandler Newberger Center. Funded by the Capital Improvement Program. Item A3.7 was considered, moved, approved and seconded, and passed unanimously. (A3.8) ' Approval of professional services contract from JJR, LLC in an amount not to exceed $198,625 for the Chicago Avenue Streestscape Improvements. Funded by the Capital Improvement Program funds. Md. Wollin wants to see details regarding contract. She noted that she has asked for this information more than once. Judy Aiello asked Council if they would like a presentation by next . meeting. Council confirmed. Jennings summarized the project to Aid. Wollin's satisfaction and she supports it, she just wants to see it. Aid. Ramey asked about contributions from various developers to the project. Item A3.8 was considered, moved, approved and seconded, and passed unanimously. (A4.1) • Approval of Change Order # 4 for the Sherman Plaza Garage to W.E. O'Nell_for $13,694, Increasing the contract from $40,127,044 to $40,140,738. Funded by the Washington National TIF. Ald. Holmes asked about the reason for the overtime: requested testing. Max Rubin explained that O'Neil was trying to keep up with scheduling. They picked up the tab for overtime. Max confirmed there were no design changes or anything like that, it was strictly their issue. Item A4.1 was considered, moved, approved and seconded, and passed unanimously. (A4.2) ' Approval of contract amendment with Oracle for the final phase implementation of the enterprise software at a cost not to exceed $192,000. Funded by Capital Improvements Program fund. Aid. Rainey asked why is Human Resources the last one slated for implementation. Bill Stafford explained that they are actually not the last ones to line. He explained the buyout process through different companies up to the Oracle brand. Oracle is melding prior applications Into one. We are in the process of upgrading and taking advantage of the new features. At the end of the calendar and fiscal year, we go to the new systems and tables for payroll January 1, 21HI6 and March 1. Pat Casey explained the building blocks re: the order of installation. Barbara Zdanowicz explained the City's attempt to streamline and ensure functions are operating correctly. Item A4.2 was considered, moved, approved and seconded, and passed unanimously. 0 A & Pµ' Mintacs 9/12T)5 Page 4 of S (A5) ' Resolution 49-R-05 - Skokie Swift North Shore Corridor Market Anafvsis Consideration of proposed Resolution 49-R-05 authorizing the City Manager to execute a technical assistance grant from the Regional Transportation Authority (RTA) for the Skokie Swift Corridor Study. Dave Jennings explained the financial breakdown and provided Ald. Rainey a refresher on how Evanston came to be included in the market analysis. Item AS was considered, moved, approved and seconded, and passed unanimously. (A6) ' Resolution 51-R-05 — Onposina Senate Bill 1504 Known as the "Broadband Investment and Consumer Choice Act" Consideration of proposed Resolution 51-R-05 asking congressional representatives to oppose S1504. t, Aid. Jean -Baptiste asked what other measures should be taken to protect opposition. Max Rubin said he would be meeting with Congressional leaders at the Nabonal Association of Telecommunications Officers and Advisors. Aid. Rainey asked if the names of elected officials in Illinois that support this could be disclosed. Rubin explained NATOA is aware of the rumor that the Senate Bill 1504 is a sidebar for another bill that they will try to pass.'Rubin also explained the speculated transmission technology and the impending argument with the cable companies. Aid. Jean -Baptiste wants to do a press statement in case we lose control. Max Rubin agrees and acknowledged Evanston as having the lowest costing basic cable programming in the North Shore area. David Cook said that the Mayor drafted a letter to the committee and other representatives of the government. He vowed to bring more information as it becomes available. Item A6 was considered, moved, approved and seconded, and passed unanimously. (A7) Resolution 52-R-05 - Phase III (Construction Enalneerina) Consideration of proposed Resolution 52-R-05 authorizing the City Manager to execute a Phase III Joint Agreement (Construction Engineering) with Transystems Corporation for the McCormick is Boulevard Reconstruction Project in the amount of $374,428.30. Item A7 was considered, moved, approved and seconded, and passed unanimously. (AS) Resolution 53-R-05 -- Lease for East Apartment of the Munlclpal Service Center. 2020 Asbury Consideration of proposed Resolution 53-11-05, by which City Council T : authorizing the City Manager to enter into a one-year lease agreement with John Sturtevant for tho cast apartment in the Municipal Service Center. Item AB was considered, moved, approved and seconded, and passed unanimously. (A9) ' Ordinance 87-0-05 — Liquor Control Regulations Consideration of proposed Ordinance 87-0.05 amending Section 3-5-11 (E & F) of the Evanston City Code regulating the presence of persons under the age of 21 at certain licensed liquor establishments. Item held by Committee on 8115/05. Ald. Rainey shared the general outcome from the public hearing re: the Liquor Regulations Ordinance. The bar owners want no regulation, the citizens in the community want regulations. Ald. Wollin inquired with Chief Kaminski about a scanning device for fake ids. The Chief replied that it does not exist. Aid. Wollin asked about a strip or bar code. Pat Casey talked about the magnetic strip like a credit card, but there are inconsistencies from state to state. No such thing in Illinois yet. Kaminski talked about an eight hour Bassett training for restaurant and bar owners on how to read Ids. Ald. Wollin, asked if someone was doing a one -day event serving liquor, wouldn't a Bassett training be a little much. Jill Saeger, a Northwestern Student Representative, spoke about the revenue generated from 'bar nights." Aid. Jean -Baptiste would like to see the responsibility shift to the bar owners. Pat Casey reminded the Council of age discrimination issues arising. Md. Hansen was a little confused on the distinction of badrestaurant bar. Pat Casey explained that the first section A & PW hlit"m 9 1_OS Page S 00 that's being changed identifies the bar area in any restaurant such as Tommy Nevins. Anyone under the age of 21 at any time during the day is not allowed on the bar side of Tommy Nevins restaurant without a parent or guardian. The second section restricts anyone under the age of 21 from being in a Class B license (four or five of them — 3am restaurants) without a parent or guardian. Pat Casey clarified the logic behind structuring the ordinance the way r, is with consideration to business owners. The City is employing stiffer fines and stronger disoplinary measures. Aid. Hansen feels that the families would carry the burden of being mindful of where to take their family. AM. Wollin wants to amend the ordinance to midnight. A1d. Rainey supports high fines/greater enforcement. Mayor Morton asked the City's legal department to work on the ordinance more. The language as it stands, positions the City for potential law suits. Kathy Brenniman asked for clarification on amendments to the ordinance. An amendment for Item A9 was considered with: Bar curfew of twelve o'clock midnight for persons under 21. Item A9 was also considered for introduction and approved, unanimously, as amended. (A10) *Ordinance 99-0-05 —Park inq Violation Penalties Consideration of proposed Ordinance 99-0-05 amending Section 10-11-17, Schedule XVIII (G) & (1) pertaining to parking violation penalties. This ordinance corrects inconsistencies in the city code. Item A10 was considered, moved, approved and seconded, and passed unanimously: r* (A11) • Ordinance 106-0-05 —Declaration of Surplus Property - '✓ Consideration of proposed Ordinance 106-0415 which declares various City items as surplus property so that said items can be offered for sale at a municipal auction In Libertyville, Illinois on October 1, 2005. Item A11 was considered, moved, approved and seconded, and passed unanimously. (Al2) *Ordinance 107-0-05 - McCormick Boulevard Roadwav Prolect Consideration of proposed Ordinance 107-0-05 authorizing the transfer of Jurisdiction over McCormick Boulevard from the Illinois Department of Transportation to the City of Evanston. Dave Jennings asked for Introduction and Action on this item. Item Al2 was considered, moved, approved and seconded, and passed unanimously. V. ITEMS FOR DISCUSSION (APW1) Citywide hands -free requirements for cell phone usage. Aid. Jean -Baptiste requested that Council holds APW1 until the next meeting. VI. COMMUNICATIONS Aid. Jean -Baptiste inquired about the Fire Department's hiring efforts to target and hire a diverse population. Vl. ADJOURNMENT Motioned to adjourn at 7:20pm. Respectfully submitted, W.O�9. CA Dolores Y. Cortez City Manager's Office ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, September 26, 2005 5:08p.m. — 6:52p.m. Evanston Civic Center Room 2404 Members Present: Alderman Rainey. Ald. Wollin, Ald. Jean -Baptiste, Aid. Holmes (late), Aid. Hansen,,, Members Absent: Staff Present: Mayor Morton, Aid. Berstein;.Ald. Wynne-Ald. Tisdahl, City Manager Julia A. Carroll, Pat'Casey, Max Rubin� David Jennings, William Stafford, Bobbie, Taiston-Brown, ZelteeEdwards, Vincent Jones, Chief Berkowsky,-;Chief O'Gannon, Elke`-.pur' David Cook, Judy Witt, Kathy Biennirnan, Dade Stoneback;--.lohn Burke, Doug Gaynor, Mary Morris,Gottschalk, Donna Stuckert, Dolores Y. Cortez ' Others Present: Presiding: Alderman Rainey, Chair- I. DECLARATION OF QUORUM. With quorum present, Alde{�f}an_Rainey tailed the meeting to order at 5:08p.m. 11. SPECIAL'PRESENTATION — FY 2005-06 BUDGET, PREVIEW OF FY BUDGET 2006.07 by Pzt Casey, Director of Management 6 Budget III. -'APPROVAL OF MINUTES OF REGULAR MEETING of September 26, 2005 Mo red by Ald. Jeari-Baptiste, unanimously approved. 1V. Citizen Comment _Paul White, Prairie Moon Restaurant V. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) • City of Evanston Payroll through 09122105 $2,175.189.70 (A2) " City of Evanston Bills through 09/27/05 $5,195,301.67 Item Al andA2 was considered, moved by Aid. Jean -Baptiste, unanimously approved. (A3.1) Approval of lowest responsive & responsible bid for the Lagoon Building Exterior Rehabilitation Project from Workmaster, located 220 Graceland Avenue, Des Plaines, Illinois, in the amount of $78,089. Funded by Capital Improvement Program funds. Ald. Wollin asked about scheduling a Preservation Review. Dave Cook, "It's already been approved." A A PW Mir"es 9R6'05 Pate 2 of 7 Item A3.1 was considered, Aid. Rainey moved for approval, unanimously approved. (A3.2) Approval of the lowest responsive and responsible bid from G.E. Riddiford Company, located 2333 Hamilton Road, Arlington Heights, Illinois, in the total amount of $110,329 for roof repairs at the Fleetwood Jordain. Funded by the Capital Improvement Program. Item A3.2 was considered. Aid Jean -Baptiste moved for approval, unanimously approved. (A3.3) Approval of professional services contract for Waters Consulting Group, located 2508 Dysart Road, Cleveland, Ohio, for Superintendent of Water & Sewer and Superintendent of Streets and Sanitation In the amount of $ 44,000. Funded by the Water fund and the General Fund. Item A3.3 was considered, Ald. Wollin moved for approval, unanimously approved. (A3.4) Approval of professional services contract for architectural consulting services for Fire Station #5 (RFP) by the Muller & Muller Architect Firm, located 700.North Sangamon, Chicago, Illinois, in the amount of $290,269. Funded by the Capital. Improvement Program fund. Mayor Morton clarified the firm is doing the designing, consulting, and observation. item A3.4 was considered, unanimously approved. (A3.5) Approval of pre -qualifications of. painting contractors for various city projects. Funding allocated In the FY 2005-07 budgets. Julia Carroll clarified the time fames and funding. Aid. Jean -Baptiste asked why does the City need qualified painters for hvo years. it closes the emerging groups that might compete a year from now. Rubin explained he was trying.to.cut back on the length of time it takes to get contract. Rubin explained the jabs are small scale, protocol still has to be followed, and there were no restrictions to keep them from applying. Ald. Rainey asked if 'we' could open bidding to add to the pre -qualified list as a resolution. Tolston-Brown explained that the City bidded for this twice. The jobs are'small and the interest is minimal. Guaranteed work cannot be promised. David Cook added to Tolston-Brown's statement. Ald. Jean -Baptiste confirmed purpose of pre -qualification. If we put out a f 5k job, would the responses be the same? Tolston-Brown explained the dollar amounts were between 3k -- 5k. She further explained the process and criteria that determines target audience and logic. David Cook gave Council an example of an awarded contract paint job. Rubin added that the list provided is comprised of interested, qualified parties. Aid. Rainey asked if the MBEIWEJEBE communicated with minority contractors? She asked if staff has participated in getting the list. Tolston-Brown discussed joined departmental efforts to contact minority businesses. Alderman agreed the process Is credible. Ald. Rainey wants to add to the list. A do PW mimaes 92605 Page 3 of 7 Item A3.5 was considered, unanimously approved. (A3.6) Approval of pre -qualified consulting engineering firms for Water Main, Sewer & Street improvements. Funded by the Water Fund. Item A3.6 was consldered, unanimously approver!. (A3.7) Approval of proposal for engineering services from Gewalt Hamilton Associates, Inc. in an amount not -to -exceed $240,257.76 for Water Main, Sewer & Street Improvement projects. Funded by the Water Fund. Ald. Rainey referred to the map -and asked about the water main installation. Dave Stoneback reviewed all included work. Aid. Jean -Baptiste wanted to know how the City determines the next task regarding repair. Stoneback discussed coordination, priority techniques, and logic used in determinations and gpve examples. Ald.. Rainey also asked about Regina Webster and Associates' function in this project. Stoneback explained she would provide field inspection of the resident manager. The Mayor inquired which budget would this be coming out of. Dave replied it is in this year's budget with dollar amounts. The Mayor just wanted to ensure our language is correct regarding budget approval. Item A3.7 was considered, Ald ,Wollin moved for approval, unanimously approved. (A4) Resolution 54-R-05 — Top of the Tracks Lease Consideration of proposed Resolution'-S4-R-05 to approve tease renewal for Top..of.the Tracks for 5 yeas at the Central Street Metra Station; currently $481-monthly increasing annually to the fifth year of_$583. Item A4 was considered Aid Wollin moved for approval, unanimously approved. (A5) Resolution 55-R-05 - Assuming Res ponsibiIIty for the Temporary . Closinct of Sheridan Road for the NU Homecominq Parade �' Consideration 'of proposed Resolution 55-R-05 by which the City Council would accept liability for the temporary closure of Sheridan Road for the Annual Northwestern University Homecoming Parade on Friday October, 28u'. Item A5 was considered, unanimously approved. (Ain) Resolution 56-R-05 — Debt Abatement Consideration of proposed Resolution 56-R-05 abating debt service property tax on bonds issued by the City In 1992. Aid. Rainey asked for a small presentation from Finance Director, BN Stafford, on behalf of the new alderman what these Resolutions are. Stafford explained the City's debt management program stating the following: "Using our triple A rating we can issue bonds at the lowest • interest rate. We try to use general obligation bonds for everything from TIF to Water & Sewer. We issue GO bonds and reimburse the debt service bond by another project fund. We do abatements. When you issue bonds you have to issue with the County that those bonds will be A & PW MinLics 92605 Page 4 of 7 paid for by the property taxes. In some situations like the sewer bonds we don't have to use the property taxes because we have the sewer funds so we have to abate them. We have to go down to the County and say instead of a million dollars in property taxes for this specific issue, we want to use only a half million because we using a half million from our sewer funds to pay it off. So the City has a series of abatements, this is the first of two sets. Last year there were ten. We do these annually. The County is allowing us to do these for four different bond issues. This is the last time you'll see these. After this it will be done administratively. Abatement is the mechanism that allows us to pay back bonds using multiple sources. Aid. Rainey wanted to know if there were any advantages to the taxpayer using this method. Stafford responded yes and explained the interest rate and savings on the GO bonds. He explained percentages and TIF funds that are GO bonds to get a lower interest rate. The City has been using this method for the past ten years. Aid. Holmes wanted to know the difference in these four years than what's coming up. Stafford explained that Instead of bringing these back every year, the way this is structured, the abatement for these is for the remainder of the bond tenn; for the next ten years so staff doesn't have to bother council with this again. The other five staff/Cook County can't do that because it's a function of how much money we get, special assessments and 'different revenue streams. The other rive staff will be coming back with those every year. Aid. Rainey asked for approval on all bond Issues: 56-R, 57-R,58-R, 59-R. Item A6 - A9 was considered, Aid. Hansen moved for approval, unanimously approved. (A7) Resolution-57=R-05 — Debt Abatement Consideration of proposed Resolution 57-R-05 abating debt service property tax on bonds Issued by the City in 1994. item A6 - A9 was considered, Aid. Hansen moved for approval, unanimously approved.. (AS)g,; Resolution 58-R-05 — Debt Abatement :; Consideration of proposed Resolution 58-R-05 abating debt ''-service property tax on bonds issued by the City in 1995. Item-A6 - A9 was considered, Aid. Hansen moved for approval, unanimously approved. • s (A9) Resolution 59-R-05 — Debt Abatement Consideration of proposed Resolution 59-R-05 abating debt service property tax on bonds issued by the City in 1996. Item A6 - A9 was considered. Aid. Hansen moved for approval, unanimously approved. (Al0) Ordinance 88-0-05 — increase Bid Limit Consideration of proposed Ordinance 88-0-05 increasing the bid limit from $15,000 to $25,000. Aid. Wollin motioned for approval, Ald. Holmes seconded it. Staff noted few purchases that fall between 95k — i 20k. Aid. Rainey is asking Council to vote against this because it takes away power from the Council and we are very concerned about small A do PW Minas 9,26IDS Page 5of7 0 local purchases. Aid. Jean -Baptiste commented that the local businesses are being left out or not getting as much access. Not saying that staff isn7 doing a good job. The extent that we raise the bid limit is the extent that we lose some of that vigilance that we assist you with in ensuring that the local people get a piece of the pie. 1 will vote against it. Ald. Rainey says staff wouldn't be any less vigilant but it gives us an opportunity to know more by keeping the maximum at 15k. The more Council knows the better understanding Council has about how this city is run. Ald. Wollin feels that this committee in particular has been very clear about the direction we want staff to take in seeking out bids and minority contractors. She has every faith that staff understands the intention of the Council. Ald. Wollin has no problem enforcing the state's bid minimum. Ald. Rainey compared us to Skokie and Springfield (15k) and Naperville (25k). Julia Carroll clarified with the governor changing state law, Springfield and Skokie will be at 20k.Carroll asked Stafford for confirmation before and after the change what the bid limits were. Stafford _clarifled there.was no change. Ald. Rainey motioned to approve Item A10. The commitfee.voted four nays, one yea. Item A10 was considered, Aid. Rainey moved for approval. 4 NO, 1 YFA. Item A40 was not approved. (A11) Ordinance 109-0-05 -- Amendment to Real.Estate Transfer Tax Consideration of pr�jposed Dfdinance 109-0=05_amending section 3-2"(K) of the city code pertaining q transfer tax exempt transactions. Aid. Rainey motioned, Aid. Hansen moved for approval. Aid. Bernstein opposed to changing both simultaneously. Aid. Bernstein brought up a question of capital gains. Aid. Rainey moved that Council will hold this. Item allowing staff to do more research. Aid. Jean -Baptiste suggested the-touncif introduces, it and return it to Committee by the - City. Council. .,,.!tern A10 was introduced and held by Council. (Al2)-, -- Ordinance 110-0-05- Amending Various Sections of Title 3. Section 5 of the Evanston City Code pertaininq to Alcoholic Liquor Consideration of proposed ordinance 110-0-05 increasing the fine amount for underage drinking, the use of false identification, parental responsibility, and all other violation of the City of Evanston liquor code to a minimum of $500.00 and a maximum of $1,000.00. Aid. Rainey quoted numbers from the Agenda Item Summary documentation regarding fine collections and number of tickets issued, and supports the increase of fines, especially at the liability of the establishment. Aid. Bernstein talked about court appearances, lack of evidence, and number of tickets issued to underage drinkers. Casey pointed out that this ordinance specifies what kind of identification is acceptable. Aid. Wollin asked if we were going in the wrong direction • looking at just establishments that have separate bars referring to the Las Palmas case. Aid. Wollin also supports the ordinance. Aid. Rainey referred to a Northwestern University Associated Student Government website that critiques restaurants, food and drink, and where you can go A do PW Mmas 92&US Page 6 of 7 with fake ids for under aged drinking. Paul White from Prairie Moon wants to dispel the, appearance of lack of consciousness toward admitting under • aged drinkers into their establishment. He mentioned prevention programs. He described a typical week which included when under aged patrons are admitted. Aid. Berstein clarified his initial point and explained why he was at the hearing. Aid. Rainey cited a case of repeated under aged admission. Pat Casey, Director of Management & Budget, said that at 18, they are legal adults and are responsible for themselves. The City can do some more things with Collections to increase fine collection success. The Mayor asked if once having retrieved the names of perpetrators, could that list be sent to establishments to prevent admission. Pat says no, that would be infringement upon rights. Motioned by Aid. Wollin to approve Item Al2, A 13, and A 14, Ald. Jean -Baptiste seconded the motion. Pat went on to explain that the following ordinances give the City more strength in curbing under age drinking and holds the business owners and staff responsible. Ald. Rainey declared to any business owners present that this issue will only be discussed tonight otherwise there will be a two -week waif. item Al2, A13, A14 was considered, unanimously approved. (A13) Ordinance 111-0-05- Amendinq Section 9-5-1(D) of the Evanston City Code pertaininq to fines for alcoholic consumption and Possession on public property. Consideration of proposed ordinance 111-0.05 increasing the fine from for consumption or possession of alcoholic liquor on public property to a minimum of $500.00 and a maximum of $1,000.00. Item Al2 —A14 was considered, unanimously approved. (A14) Ordinance 112-0-05= Amendinq Title3, Chapter 5 of the Evanston City Code pertaininq to'Liquor License Responsibility Consideration of proposed ordinance 112-0-05 establishing the licensee responsibility for any act of the licensee, officer, manager or employee for violations of the City of Evanston Liquor Code. Iftyn Al2 — A14 was considered, unanimously approved. (A15) Ordinance 113-0-05 - Increase In Class D liquor License Consideration -of proposed ordinance 113-0-05 increasing the number from'23 to 24 for Cosi, Incorporated; dba Cosi located at 1740 Sherman Avenue. Ald. Jean -Baptiste moved approval. Aid. Wollin shared an experience at Cosi's. Aid. Rainey asked if patrons had to walk up individually and order drinks. Pat Casey explained "ordering for the table" is not allowed. item A15 was considered, Aid Jean -Baptiste moved for approval, unanimously approved. • A & PW Mimiies 9R6'05 Page 7 of 7 • (A16) Ordinance 114-0-05 — Decrease in the Number of Class D Liquor Licenses Consideration of proposed ordinance 114-0-05 amending Section 3- 5-6 of the City Code to decrease the number of Class D liquor Licenses from 24 to 23 due to the closing of New Japan Oriental Cafe Inc. dba New Japan Oriental Cafe located at 1322 Chicago Avenue. Item A16 was considered, Aid. Wollin moved for approval, unanimously approved. (Al 7) Ordinance 116-0-05 - Decrease in the Number of Class D Liquor Licenses Consideration of proposed ordinance 116-0-05 decreasing the number of Class D Liquor Licenses due to the closing of Aladdin's Eatery of Illinois, LLC. Doing business as Aladdin's Eatery at 622 Davis Street, Evanston, Illinois 60201. Item A17 was considered, Aid. Jean-Baptisted moved fpi approval, unanimously approved. = V. ITEMS FOR DISCUSSION • Y. APWt Citywide hands -freer requirements for,cell hone u e I ? hi►�► eq a_ . Vie.. • `. Aid. Jean -Baptiste requested that Council holds APWI.until thefl6kt meeting. VI. COMMUNICATIONS4 .. VI. ADJOURNMENT Motioned to adjourn at 6:52pm. ! -. Sf.r Respectfully submitted, Dolores Y. Cortez - :3 City Manager's Office. s: ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, October 10, 2005 7:00p.m. — 8:14p.m. Evanston Civic Center Room 2404 Members Present: Aid. Jean -Baptiste, Aid. Hansen, Aid. HolUies, Alderman Rainey, Aid. Wollin Id- $� Members Absent: Staff Present: Judy Aiello, Chief Berkowsky,Xathy BrenAWWn, Bobbie Tolston- Brown, Julia A. Carroll, Pat" Casey, David Pook, Dolores Y. Cortez. Rajeev Dahal, Paul D'Augustino, Bob bonecker, Zeltee Edwards, Ron Gann9n,, jDavid Jep.nings, Vincerit .lo_ rties, Mary Morris. Elke Purze, Max Rubin, Willlam.Stafford, Dave Stonoback, Judy Witt � �•�_�` Others Present: Mayor Mortonv.�-Atd. Bemstein, AMZ-,Moran, Ald. Tisdahl, Ald. Wynne__=.s;.x..._ Presiding: Alderman Rainey, Chaif" f; I. DECLARATION.OF QUORUM. With quorum pre4m4-*Aldertnan_Rainey called the meeting to order at 7:00p.m. Ill. APPROVAC.OEMINUt1ES OF REGULAR MEETING of September 26, 2005 Atd. Rainey fm- lived approval, Ald. Jean -Baptiste seconded motion. Minutes were unanimously apprq_ved. Ill. Cities, Comment l _ V. ITEMS *Q 4ONSIDERATION ON COUNCIL AGENDA (Al) ' City of Evanston Payroll through 10106105 $2,126,332.12 (A2) ' City of Evanston Bills through 10111/05 $7,140,102.28 Ald. Holmes asked about a silk screen tee shirt line item, why were there so many entries for the same thing. Julia explained It could be different order dates. Item Al and A2 was considered, unanimously approved. (A3.1) ' Approval of purchase of three -hundred twenty-five (325) trees from the Suburban Tree Consortium and Beeson's McHenry County Nursery located at 8501 White Oaks Road, Harvard, IL 60033 In the amount of $73,030.00. Funded by . the General Fund. Ald. Holmes asked H we had a tree survival tracking technique such as a contract or warranty? Paul D'Augustino explained the City receives a one-year guarantee with all trees. So we track lifeldeath for one year. Item A3.1 was considered, unanimously approved. A & PW Minutes I0I1405 Pate 2 of 4 (A3.2) • Approval of the lowest responsive and responsible bid from Continental Construction located at 1919 Greenwood Street, Evanston, Il 60201 In the amount of $33,000 for the Fleetwood-lourdain Gym Window Wall Renovation. Funded by 2005-06 CDBG funds. Item A3.2 was considered, moved for approval byAld. Hansen, seconded by Aid. Jean -Baptiste, unanlmously.approved. (A3.3) • Approval of sole source purchase for parking meter equipment from Duncan Technologies located at 340 West Industrial Park Road, Harrison, Arkansas 72601 In the amount of $257,650 to accommodate the rate Increase in all non -downtown 2-hour zones. Funded by the Parking Fund. Aid. Holmes needed clarity on the number of new units and updates. Jennings explained In detail the updating mechanisms in accordance to the parking rate change. Aid. Rainey tried to clarify Aid. Holmes' question by paraphrasing: are 930 meters complete or do we need part of the 670 to go into them. The 930 meters are complete meters. The 670 housings have the coin interface to convert over to the new rslet! Ald. Hansen referred to the memo focusing on the age of the vendor and our se#ection. She asked Jennings what year was that? Jennings responded 23 years ago. ­AId:.Hansen asked if it was because our meters were so old and have to stay wlifi them': .4ennings explained that as we get into electronic meters, compatibility becomes an iss ii'%ith rate changes, and makes for one stock of parts instead of tw_1 the'techniciahs,Me used to have POM meters. Aid. Hansen asked if the City siaff has ever consider&parking klosks as opposed to meter replacement? Jenni allied that will be an agenda W6i6atlhe next Parking Committee meeting and will re&44nd a trial run, Item A3.3 ►rails" considered, unanimously approved. (Ad) ' Resolution 60-R-05 - Cal Rip( en, Sr. Foundation Grant Application Consideration of proposed Resolution 60-R-05 authbrizing the City Manager to sign the FY 2005-06 Cal'Ripkan, Sr. Fouitdadidn Grant Application to obtain grant funds for nanovatlon of the baseball/softball field at Mason Park. Item A4 was considered, urienlmvusly.approved. (A5) " Resolution 6 j4-05-=L Debt Abatement Considera dii of proposed Resolution 61-R-OS abating debt service property tax on bonds iss't�d by the City In 1997. 4a (A6) " Resol tlon 62-iZ=QtJebt Abaterf►ep f CorisitSilriidion of Oindposed Re'soiutlon 62-R-05 abating debt service property tax on boncis'issued by the City In 1999. (A7f6* jesolution 63-R-06- DebtlAtiatemant Consideration of .propos6d Resolution 63-R-05 abating debt service property tax 66-onds Issued b the City In 2000. (AB) ResoluHort 64-R-05 - Debt Abatement ConslderatiorYdf proposed Resolution 64-R-05 abating debt service property tax on Series Rand B bonds issued by the City in 2002. (A9) " Resolution 65-R-05 - Debt Abatement Consideration of proposed Resolution 65-R-05 abating debt service property tax on Series C. bonds Issued by the City in 2002. (A10) ' Resolution 66-R-05 -Debt Abatement Consideration of proposed Resolution 66-R-05 abating debt service property tax on bonds Issued by the City In 2003. (All) ' Resolution 67-R-05 - Debt Abatement Consideration of proposed Resolution 67-R-05 abating debt service property tax on bonds Issued by the City In 2004. 0 A & PW Minutes I0IIM5 hZe 3 or4 (Al2) • Resolution 68-R-05 — Debt Abatement Consideration of proposed Resolution 68-R-05 abating debt service property tax on bonds Issued by the City in 2005. Ald. Rainey solicited comments from Stafford. Stafford referred to the fast committee meeting that these are annual abatement resolutions that the City has to make and they mainly relate to two factors. One is several of these bond issues, three of them, are variable rate (float), therefore we have to change every year what we're going to abate as the interest changes every year. There are also several of them that relate to TIF districts and depending on how much money we get in from the TIF districts, we abate them and pay for the bonds out of that. We monitor these annually because the money changes annually. That's the difference. Item A5--Al2 was considered as a group, unanimously approved. (Al3) ' Resolution 69-R-05 —Retirement Health Savings Plan for Senior Manaaement Staff rt= Consideration of proposed Resolution 69-R-05 authorizing the City Manager to Implement a Retirement Health Savings Plan for senior management staff with ICMA-RC utilizing the Vantagecare Retirement Health Saviirtgs Plan. Item A13 was considered, unanimously AA�a ed•. = ,,li (A14) Resolution 70-R-05 — Interoovernmental Agreement for the MA*ance of Municipal Street Consideration of proposed Resolution 70-R-05 authorizing the Clty:Manager to sign an agreement with the Illinois Department of'Trahsportation for a ten year intergovernmental agreement for the maintenance of municipal streets. Aid. Rainey shared the fact that Evanston has thirteen larje miles of unmarked state routes. Aid. Bernstein asked if this would affect jurisdictional transfers. Both the City Manager and Chairman of the committeiiiiissured Ald. Bemsteiri #t flhe jurisdictional transfers would not be affected. Item A14 was considered, unanimously appig ad. (Al5) ' Ordinance 108=t: A- _-Amending the Composition of the Emergency Telephone System Board Consideration of proposed Ordinance 108-0-05 amending Section 2-12-2 of the Evanston City Code,1979, Relating td a composition of the Emergency Telephone Syste'ri� Board:= Ald. Rainey asked for a motion, Aid. Jean -Baptiste mdwd approval. Aid. -Rainey reviewed concept of ordinance. �`ilem A15 was considered, unanimously approved. (A16)—% '-Ordinance 8843-05 — Increase Bid Limit Consideration of proposed Ordinance 88-0-05 Increasing the bid limit from $15;000 to $25,000.1ntroduced and Referred back to Committee 9126105. Ald. Ramey checked with Skokie. Her findings was that Skokie's bid limit remains at 10k. Ald. Woliiri feels that if it's only 1.3% of everything that comes before the committee, then what Is the harm in increasing the number and believing In the capability of our staff. Aid. Rainey feels City staff has not always practiced perfect judgment in previous instances. She believes Council involvement provides understanding of city operations. She does not want to give up oversight over what the Council has oversight of. Stafford slated the reason why State increased the bid limit is because 10k Is too small. He believes a bid increase gives the City more flexibility to work on behalf of Council and the City gets better bidding numbers. Stafford expressed an understanding of Ald. Rainey's concern and continued to assure her an increase in the bid limit Is beneficial to Evanston. Aid. Rainey moved to approve an amended bid limit increase to 20k. Aid. Jean -Baptiste seconded the motion and requested a further amendment of including a quarterly report regarding the contract details. He wants to ensure minorities are Included. Stafford reported that staff currently provides that data in a CDBG report and will be glad to provide same info to Council. Aid. Rainey clarified direction of reports (delivered to Council) and content (bids 20k+). Item A16 was considered with A & P W Mimics I Od loo5 Psis d of < amendments, moved by Aid. Rainey, seconded by Ald. Jean -Baptiste, unanimously approved. (Al7) Ordinance 1094MS — Amendment to Real Estate Transfer Tax Consideration of proposed Ordinance 109-0-05 amending section 3-29-NK)of the city code pertaining to real estate transfer tax-exempt transactions. Introduced and Referred back to Committee 7126105. Aid. Rainey was under the Impression Council was going to receive some information and asked Ald. Bernstein to restate his issues with the ordinance. Aid. Bernstein staled he was unaware that we exempt stock or transfers. He would move to remove any exemptions from stock or exchanges. A simultaneous transfer is seldom if ever the case. The fact that you're going to buy or sell a property in Evanston in the same day is seldom. He explained the current language regarding buying and selling. Ald. Berstein explained circumstances where no taxes are exchanged and turned it over to Kathy Brenniman who explained why the City Is applying taxes and legal interpretation and provisions of the ordinance. Aid. Rainey asked how is the dollar amount is determined. Mary Morris, City Clerk, explained the process. Kathy BrenrAi3n'explained purpose of amendment which Is to gain revenue and tighten up"the exbT4pUon. Aid. Bernstein is suggesting repeal. Aid. Rainey requested a report for the paston how many simultaneous exchanges occurred in EvanstoeA)8. Rainey ask`ed'ior recommendation from the Council. Kathy Brenniman offered,a bring an amended orrice accomplishing the wishes of the Counci[*next meeting. Brenniman as.'ed at Council holds this item and staff w9i brl`ng Mack an ami flded ordinance'Aare next committee meeting. Chairperson Aid. Rainey`sgreed:� N. ITEMS FOR DISCUSSION (APW1) Emergency Vehicle Access on City Sth Dave Jennings and Chief Berkowsky presented- a F Aid. Tisdahl Is very pleased with: the presentaffon-i Holmes invited Jennings-{ come to a ward me4r t.: stated he may not be.We to come'fifmself as help that someone would'be.available � her. Ald. Rail should be communicatecYt� inclYdingneighbors. discussed. He nts more versal;'e[t17 taken.d�o ICH = V. 4,,!COMMUNICAT1IONS VI. O�URNMENT Mot ri*bd to adjourrUt 8:14pm. Respectfully submitZ Dolores Y. Cortez City Manager's Office ve1;Wnt.pjWntation on Item for discussion. I supports the street widening concept. Ald. and sh& the same presentation. Jennings Id be out of town, but assured the alderman (,And Aid. Jean -Baptiste feel the aldermen d. Moran feels this has not been previously )r talking to people before any actions are n LJ C7 • r� C' ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, October 24, 2005 5:38p.m. — 6:30p.m. Evanston Civic Center Room 2404 Members Present: Aid. Jean -Baptiste, Aid. Hansen, Aid. Holmes. Alderman Rainey, Ald. Wollin Members Absent: ' � aY Staff Present: Judy Aiello, Chief 8erkowsky, .Kathy BrenrilrYlan, Bobbie Talston- Brown, John Burke, Julia A: Carroll, David; Cook, Dolores Y. Cortez, Zeltee Edwards,. Doug Gaynor, David Jennings, Vincent Jones, Gavin Morgan, Mary Moms, Sat Nagar, Elks Purze, Max Rubin, William Stafford Others Present: Aid. Bernstein, Aid. Tisdahl Presiding: Alderman Rainey, Chair I. DECLARATION OF QUORUM. With quorum present, Alderman Rainey called the meeting to order at 5:38p.m. It. APPROVAL 0`0JAINUTES OF REGULAR IMEE 1NG of October 10, 2005 Ald. Rainey moved approval, _ Ald. Jean=Baptiste seconded motion. Minutes were unanimously, approved. Ill. Cittien Cornment V. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA 51 (Al) ' City of Evanston Payroll through 10/06105 $2.228,350.04 (A2) ' City of Evanston Sills through 10111105 $4.600,372.44 Aid. Rainey motioned for approval. Ald. Hansen gave approval, the Chair asked If there were questions. Ald. Holmes asked about Petty Cash reimbursements — who do they belong to? The currently used line description does not provide enough Information. Carroll responded that the description covers multiple departments and divisions. William Stafford explained that these are regularly bi-weekly or monthly disbursements. This is what's considered a general ledger account. The detail gets charged to all the departments. The lump sums is what appears. (pg.1) Aid. Holmes would like to know specific departments receiving petty cash. Stafford explained that what she's seeing are the lump sum amounts and staff would be more than happy to report the detail. He went further to explain the allocation process. Aid. Rainey asked for a memo explaining petty cash activity per department and what it Is for. Ald. Holmes asked if we had phone directory books and was concerned about the $150 expense for 411 calls. Carroll explained that sometimes staff are looking for resources that aren't listed In the available phone books. Aid. Rainey thought we had some kind of discounted service. Carroll was unaware and will look further into that and referred to Pat Casey. Aid. Holmes asked about the line item at the top of pg. 3. Northwestern training. Carroll guessed it would be a police department expense. Ald. A do PW Minutes 1012405 Nzc 2 ar4 Rainey wanted to know how would we know that. Carroll referred to the traffic safety schools charging the same code. Stafford assisted saying most of our training budget comes out of HR. Details are forthcoming. Ald. Holmes asked about the copier supplies line item under Document Vision Technologies (are these in addition to the contract with Kinkos: Tolston-Browse explained that it was and the listed charges are for supplies such as staples and toner. Ald. Holmes went to page 6 and asked about Interest Medical Billing. What is that? Chief Berkowksy responded that we pay for the services of outsourcing for ambulances. Aid. Jean -Baptiste asked for a little clarity for the line items. Ald. Holmes question: Pg. 15, JKS Ventures: tickets — what kind of tickets are those? Carroll promised to find out what the fine item is. Aid. Holmes went on to pg. 20 under Parking Lots and Meters: Chicago Transit Authority rent West Side of Evanston. She'd just like to know what and where. David Jennings explained it should be west side of Benson and is CTA's property. Water General Support: Fire Hydrant Deposit return, 5300 a piece, what are these, do we rent fire hydrants? Gavin Morgan explained there was flm being shot and the money returned was a deposit for using the City's hydrants. Aid. Holmes' final question on page 24: WIRFS Incorporated, says "work in progress' — what does that mean? Aid. Rainey guessed fire trick. Chief Berkowsky confirmed Ald. Rainey's correct answer and explained that the truck is in repair, refurbishment, or replacement parts. Carroll asked for at least a unit number and clearer explanation of line items. Stafford explained that the City usually capitalizes a "work in progress' once the bill gets big'onough. Ald. Holmes confirmed that there were no further questions. Chairman asked if there were any other questions. Item Aland A2 was considered and unanimously approved. (A3,1) ' Approval of 2006 City Council Meeting Calendar Aid. Rainey commented that every time we get this item, K should be an item considered in the Rules Committee. Iftm A3.1 was not considered and moved to the Rules Committee. . (A3.2)Approval of a two-year GSA contract with Verizon Wireless (1515 East Woodfield, Schaumburg, IL) for staff cellular phones in the total amount of $30,000. Funded by 2005-06 departments' wireless budget. Aid. Rainey asked Tolston-Brown how many phones there were and are walkie-talkie functions really important. Aid. Wollin asked how the hands free discussion will be impacted by the requested purchase. Md. Rainey asked what is push-to-Wk. Bobbie Tolston-Brown gave a response and her opinion on how to find out. Aid. Holmes asked what are the real savings. Toiston-Brawn explained the difference in plan structure. that is where the bulk of the savings lie. Compared to Nextel, there were limitations. item A3.2 was considered and unanimously approved. (A3.3)' Approval of sole source purchase for two automatic defibrillator life packs from Medtronic Emergency Response Systems (11811 Willows Road, Redmond, WA) in the amount of $40,516.76. Funded by the Fire Capital Outlay fund. (Requires a vote of 6 Aldermen for passage) item A3.3 was considered and unanimously approved. (A3.4) *Approval of a professional services contract with Virchow-Krause & Company for Improvements to the City's development review process, at a cost of $54.615. Funded by the Economic Development fund. Ald. Jean -Baptiste moved for approval but would also like to ask questions: Why didn't the City award this contract to the lowest bidder. Julia Carroll replied that the City did not feel the lowest bidding firm via request for proposal was qualified to do this kind of work. After interviewing and screening four firms, staff felt the lowest bidding firm was incomparable to the other three firms. So we went to the lowest bidder of the top three qualifying firms, AM. Jean - Baptiste asked questions about scoring and qualifications. Carroll explained criteria and scope of process (methodology, approach, team resources). Aid. Jean -Baptiste asked for one more paragraph explaining rejected applications. Gavin Morgan, Assistant to the A & M Miman 1024105 Ptgc 3 or4 City Manager, added the order in which the firms were evaluated: capability first then cost. Ald. Wollin asked if all the firms had the same time line in mind for date of accomplishment. Julia explained we did not specify time lines, we did observe the number of proposed hours. Item A3.4 was considered and unanimously approved (A3.5) ' Approval of sole source contract with Central (rakes Construction Company, Inc., (749 Pinecrest Drive, Prospect Heights, IL) for roof repairs to the 911 Dispatch Center ceiling in an amount not -to -exceed $60,000.00. Funded by the Emergency Telephone System Fund. (Requires a vote of 6 Aldermen for passage) item A3.5 was considered and unanimously approved. (A4.1) ' Approval of Change Order No.1 to the contract with Schroeder and Schroeder, Inc. (7306 Central Park, Skokie, IL) for the 50150 Sidewalk Program with an Increased cost of $34,387.35 to the original contract amount of $96,725 for a total of $131,112.35. Funded by GO bonds and 50% home owners share. Julia Carroll explained this is based on the original price. The award was given on the known quantities at that point. As the requests came in, we did the work at the same price. Julia confirmed with Jennings that there was no back log. All requested work was done this year. Aid. Jean -Baptiste and Aid. Rainey reviewed support documentation. Aid. Jean -Baptiste asked if this is the pattern we should look for every year? It was determined the initial date was in May. Aid. Jean -Baptiste wondered ii Council should be expecting another change order in October with additional work. Carroll expressed that she asked the staff to handle this a little differently asking staff to include a not -to -exceed number so as to not see this item twice. Ald. Jean -Baptiste asked what budget money was allocated to this project. David Jennings responded $100k. Carroll reviewed what the 34k covered, The net outlay is about half of that. Item A4.1 was considered and unanimously approved. . (A5) 'Resolution 71-R-05 — Northwestern University Licht Installation Agreement Consideration of proposed resolution 71-R-05 authorizing the City Manager to sign an agreement with Northwestern University for the Installation of lighting fixtures In the Chy's right-of-way. The Chair reviewed resolution details and recommended approval. The Chair continued on to share information re: John Neilson, Northwestern supporter, and a written policy regarding an accepted donation or contribution must be accompanied by method of repayment. Who is responsible for the maintenance. The Chair requested a response from David Jennings. Jennings explained -the expenses the City pays for. Ald. Tisdahl is pleased, this adds to the safety of the city. Aid, Bernstein wanted to know if these lights are different than what we approved in the C1P. budget? Aid. Rainey explained that was the light bulb, this is the whole thing. Item A5 was considered and unanimously approved. (A6) Ordinance 119-0-05 —Amendment to Real Estate Transfer Tax Consideration of proposed Ordinance 119-0-05 amending section 3.29-6(K) of the City Code pertaining to Real Estate Transfer tax-exempt transactions. Hem A6 was considered and unanimously approved. IV. ITEMS FOR DISCUSSION (APW1) Citywide hands -free requirements for cell phone usage Aid. Holmes feels that the problem is not holding the phone, it is the talking that distracts people. She made references to Chicago passing a similar law. She has seen hands -free drivers still _ driving carelessly. Still does not feel this is the solution. Ald. Wollin agrees with Aid. Holmes and would like to see Chicago's statistics and experiences over a feasible time frame. Julia explained to Council that the City staff wanted Council to have the opportunity to discuss the issue as - opposed to acting. Aid. Jean -Baptiste feels until the Evanston Police Department mentions It, this should not be a major issue. Ald. Rainey feels that Chicago's laws have an effect on A & PW Mimm HY24M PA2c4 of Evanstonians. Carroll asked if the consensus is that we do nothing at this time? Aid. Hansen questions the sustainability. She sees people in Chicago ail the time talking with their cell phone In their hand while driving. How diligently will it be enforced? Ald. Rainey suggested it may be a preventive piece of legislation. Aid. Jean -Baptiste suggested an article regarding such, but no police pulling citizens over for violation. V. COMMUNICATIONS VI. ADJOURNMENT Motioned to adjourn at 6:30pm. Respectfully submitted, ,4' , WOW& voi� Dolores Y. Cortez , City Manager's Office • 1�i ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, November 14, 2005 5:37p.m. — 6:58p.m. Evanston Civic Center Room 2404 Members Present: Aid. Jean -Baptiste, Ald. Hansen, Ald. Holmes, Ald. Rainey, Ald. Wollin Members Absent:l�fr Staff Present: Judy Aiello. Chief Berkowsky,,Kathy, Brennan, Bobbie Tolston- Brown, John Burke, Julia A l `6rrd'N, Dolores Y'r rtez, Pat Casey, Bob Domecker, Zeltee q fiords, David JenninggNncent Jones, Elke Purze, Cathy R �, Maryl*odino, Max ; William Stafford, David Stonebadc'7 :., Others Present: Aid. Bernstein, Ald. Tisdahl, Ald:-Pne V•% Presiding: Alderman Jean-M�p,jChair ':��'.L:.•,' ••;, ram: ? :r.,:... �: 1. DECLARATION OFift1,IQRUM. e"nt; With quorum pr-A _ r�nan .lean -Batiste called1he meeting to order at 5:37p.m. I). APPROVAL- 011t, ,NUTES�1F REGULAR"FETING of October 24, 2005 R4,Jdn Wollin seconded motion. Minutes were unanimously Aid. Rainey moigORP V approved,.; Itl. zen Comr4m., V. ,.S FOR CON3RATIO4 ON COUNCIL AGENDA (All) t .Qf EvanstoriF.Payrotl through 11110105 $2,144,990.02 ltei*Al was con*dered and unanimously approved. (A2) ' City of EvahOon Bills through 11116/05 $6,544,565.25 Ald. Rainey expressed her unfamiliarity with "Exquisite Landscape" (pg. 16). She is interested'in the bidding process. The dollar amount qualifies the job for bidding. Aid. Rainey further had a policy question: 'Is it everybody's understanding that things that are on the bills list haven't been paid? Ald. Jean -Baptiste thought it was a mix. Ald. Jean -Baptiste referred to Vince as being in the process of developing an orientation for the aldermen on the bills list. Stafford would be more than happy to explain bills list. Ald. Wollin, (pg. 19) — the voicemail upgrade for $12,900 and the software consulting - are those upgrades all in this building? David Cook explained the • voicernail is for the library. William Stafford explained the software consulting Is part of the financial software that the committee approved. Item A2 was considered and unanimously approved. AkMMinuus 11/14[r5 PAP 2 or 4 (A3.1) ' Approval of contract with National Power Rodding Corporation (2500 West Arthington Street Chicago, Illinois 60612) In the amount of $33,222 for the Heavy Cleaning of Emerson Street Sewer between Asbury Avenue and Ridge Avenue. Funded by the Sewer Fund Account. Item A3.1 was considered and unanimously approved. (A3.2)Approval of Bond Remarketing Agreement for Series 2000 and 2002 bond Issues. Funded by the Washington National and Downtown Ii TIF districts. Ald. Jean -Baptiste requested comment from the Finance Department. William Stafford, Director of Finance. The bids came in lower than anticipated. because of a tight and compet,twe market. Projected savings is 79k. Ald. Rainey asked for help in understanding the 5-yr cost analysis and the important points in the chart. Stafford explained it was a good pace. Chart points: part of it is garage money (Maple Avenue and Sherman Avenue Garage) and taxable money (2002 Bonds, CIP Program). We're paying for the remarketing of the bonds. The costs are the aryls multiplied by .d1°%. Bill went on to explain specific examples to further clarify tgtouncll. Aid. Jean -Baptiste suggested when we Find ways to save money, let the pubji6k;)ow. Item A3.2 was considered and unanimously apprtred. (A3.3) • Acceptance of FY 2005 annual audit and mar}neni Ietters:sy, Verbal orientation/presentation supported by.tliqrd copy documental3061- fom Mary Rodino. Accounting Manager, to orientate 'new council members t&WN ual audit and management letters. Aid. Ra1na}ri%d..a coupfe¢f questions. Tft+�fyli+e're addressed by Mary Rodino. Ald. Jean-Baptisi*tWerated the importance pfpublic perception of the city's financial health. " •'• '' Item A3.3 was considered and unanimously appt.pred. (A4.1) ' Approval of Change Order No :R. Rudnick & Ca�(1040 S. Milwaukee Ave Wheeling, IL 60090) for tuckpoiJn4-,o&# q;Service CBRf,>Mi with an . Increased cost of;39,509 to the a;iginaf;'co Tact amount of $165,712 for a revised contract total of $205,221. Funded byil easpltal Improvement Project fund. Ald *m expressed axicem aboutlhe contract numbers and why can't we fores;e'certafh'Wations and Mote accordingly. David Jennings explained that the original crttract was used on visual'inspections. Max Rubin gave an example of fti 3.Qf job at the Service C"er and the skylights. Ald. Holmes asked about warranty or & arieu 0 wFfo k completed. She also wondered how we can deter sh"Wa[ .from bei ¢done. Mi n"ri explained different warranties on different "b David1, rinin s returned to the Change Order and explained the tY#1� P�s .. 9 9 p Mails in what vas;; involved In the change order job. Aid. Wallin asked when it will be ,.r. f{,Wpleted. Staff res ended this fall if the weather permits, otherwise in the spring. : `lA�ga A4.1 was cod*Wdred and unanimously approved. (A4.2) ' Appiht" of Changii►:Order No. 6 for W.E. O'Neil Construction (2751 North ctybo4 Avenue, Pbicago, IL) for the Sherman Plaza Garage with an Increased cost of 52 69 to the original contract amount of S40,139,786 for a total amount of $40,439,2v'`S. ,`Funded by the Washington TIF. Ald. Rainey asked Max Rubin what was the total budget for the garage. Rubin pointed out to the Alderman where it was noted on the Agenda Item Summary form. Ald. Wollin asked about the garage drawing. Max Rubin explained the drawing to the Committee. Aid. Rainey wanted to ensure that the artwork would be tasteful, would it change, how is it being selected, and will Council get to see ill Max confirmed it would be full color or a photograph sliced in many pieces, it will not change over time. The signage people just passed one piece on to us and will come to Committee for review. It hasn't been decided yet. Rubin confirmed having a sample soon and bringing it to Committee before anything is decided. He went on to explain how the art is being installed. Item A4.2 was considered and unanimously approved. A & PW %1mWx$ I I! 1405 Page 3 of 4 (A4.3) " Approval of Change Order No. 1 for Municipal Sewer Services, LLC. (1400 W. Carroll Street Chicago, IL 60607) for the Sewer Maintenance Contract with an increased cost of $45,900 to the original contract amount of $168,560 for a revised contract total of $214,460. Funded by the Sewer Operating Fund. Aid. Jean -Baptiste wanted to know why wasn't this anticipated. Ald. Rainey felt we aren't giving a fair bid process. Jennings explained in an effort to be proactive and it being part of the Strategic Planning Process streets improvements is a primary interest. Julia Carroll explained the original bid was awarded last spring. At the time that bid was prepared, there was no anticipation of advancing the amo-int of recommended street work to the Council. This is based upon my direction of trying to allocate more dollars to street work based upon the discussions that we've had over the past few months regarding infrastructure. Aid. Rainey expressed concern about the way this change order was processed. Julia Carroll explained the goals of the project and how we're slowly changing our process to attract better bids. Aid, Jean -Baptiste feels that if the process is changing, let Council know. Item A4.3 was considered and approved. (A4.4) " Approval of Change Order No. 3 for the Phase X-,,Contrae.$*.with DIPaoio Company (4350 DIPaolo Center Glenview, IL 6QQ25)Jor the'F4&f Sewer Project decreasing the contract amount by_.$W 188:94 and a ing the contract time for completion of the project by seventy calendar d� or until November 18, 2006. Funded by I.E.P.A,A6ips. David Jennings. Dire&# Public Works, requested that this Item be removed. : Cpyncil comdered and appred staffs request. Item A4.4 was removed from the agenda. (A5) Resolution 73-R-05 - Internov ntal Anreemei**ith Skokie Consideration of proposed Reiblu§Wj7,3-R-05 authoiritft the City • Manager to sign an intergovernmental s ment with,'Th Village of Skokie for the Skokie Swift Studyr:.,41d. RefrieV:' that our Communications Director make a spwa to issue,a.press releayfar items like this. Item A5 was consi"d0*4and unanimously approved. (A6) ' Ordinance T2&0-05 An"i�dina Sectiori.3-5.6(C) of the City Code Consideration of props d.Ordinance 122-0-05 increasing the number of Clara C Liquor Liq a fir t�wniy,-are to twenty-two due to the opening of P she. dba P"o's Caf644 Bar located at 1968 Dempster Street. ahem A6 way t6.asideiadand unanimously approved. (A7r,`­;'� .Ordinance 123-0605 — DecT*ration of Surolus Prooertv ideration of proposed Ordinance 123-0-05 recommending approval of spies from 13 b j Apparatus Inc. (1552 Bryan Court, Aurora, IL 60504), a brokeia firm, authorizing the sale of personal property owned by the City of Evanstti .'-:The steins are two used ambulances (#316 & #317). Item A7 waei.t=iderod and unanimously approved. (A8) ` Ordinance 128-0-05 — Excentions to the limitations of the Presence of Minors at Certain Licensed Establishments Consideration of proposed Ordinance 128-0-05 restricting individuals under the age 21 from being In a Class B1 licensed premises after 12:00 midnight, Md. Wollin stated the ordinance that is reflected in our packet does not reflect the quotas that we did when we met. She understood the intention to limit the number of exceptional uses during the year and that wasn't listed in the ordinance. Md. Rainey is objecting to the ordinance. Aid. Wollin proposes holding the item. Ald. Rainey feels that this is a total repeal of the original ordinance passed by the Council. Pat Casey explained the ordinance along • with equal protection issues regarding the restriction of a variety of entities and fundraising criteria. He explained and gave examples of identifying underage drinkers, and concern about not causing business owners to lose money. Aid. Rainey wants more involvement with City staff before acting on this ordinance. A& PW Minutes 11114)05 Page 4 or4 (► $) cor►t Aid. Wollin wants to hold the item until November 280 committee meeting. Is Aid. Jean -Baptiste declared this item as being held in committee. Item AS was considered and Held In Committee, V. COMMUNICATIONS (APWI) Snow Report There was no time to discuss Item on 11/14105. Item will be re -scheduled for 11/28105. V1. Res Dok City • ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, November 28, 2005 5:10p.m. — 6:55p.m. Evanston Civic Center Room 2404 Members Present: Aid. Jean -Baptiste, Aid. Hansen, Ald. Holmes, Ald. Rainey, Ald. Wollin Members Absent: None Staff Present: Judy Aiello, Chief Berkowsky, Kathy Brennlman, Bobble Tolston- Brown, John Burke, Julia A. Carroll. Dolores Y. Cortez, Pat Casey, Rajeev Dahl, Paul D'Augustino, David Jennings;,Vincent Jones, Mary Morris, Sat Naga,.: Eike Purze, William S#affoFd, David Stoneback Others Present: Aid. Bernstein, Ald. Tisdahl Presiding: Aide rman.Jean-Baptiste, Chair - I. DECLARATION OF QUORUM. With quorum present, Alderman Jean -Baptiste called the meeting to order at 5:10p.m. II. APPROVAL OF MINUTES OF REGULAR MEETING of November 14, 2005 Aid. Jean -Baptiste motioned for approval of the minutes. Minutes were unanimously approved. III. Citizen Conimerit: Mary Frledl spoke about disabled parking fines and penalties. She shared episodes of when Evanston police would only verbally warn violators. V. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA (Al) • City of Evanston Payroll through 11124105 $2,649,366.65 !tent Al was considered and unanimously approved. (A2) ' City of Evanston Bills through 11/29/05 $3,472,876.07 Aid. Rainey asked for a written refresher on the rebate property taxes for the hotel. William Stafford, Director of Finance, explained that was part of the economic Incentive to get the hotel In town. One the hotel's concerns was the real estate taxes at that level. TIF laws allow for tax reimbursement as an incentive. A schedule was established to enact reimbursement once their taxes exceeded a certain level per room. Stafford gave some numbers, this transaction will be In effect for the next nine years. Aid. Rainey asked about the other hotels and what did we do for them. Stafford responded that we didn't do anything for them relative to economic development. This is merely part of the arrangement for the hotel. What we did was a 7.5% hotel tax and 2.5% Is rebated. Aid. Jean -Baptist asked if Council could get the minutes from the discussion to fill request and asked if there was any other items for discussion. Ald. Rainey addressed Bobble Tolston-Brown about an 11 k check written to Exquisite Landscape. Alai. Rainey expressed her concern because staff retumed a memo saying the total bill was S23,627, there aren't any requirements because its Federal money and the City has no local control because its Federal A do FW Minutes 11/2W5 Page 2 of 4 money. The alderman's issue Is nobody controls R.Ald. Rainey also checked their business background. They are not registered as a business with the State of Illinois. Stafford explained that the agency pays the dollars, then the agency pays the dollars and then the City reimburses the agency. Item A2 was considered and unanimously approved. (A3.1) • Approval of lowest responsive and responsible bid from Clauss Brothers (360 West Schaumburg Rd., Streamwood, IL 60107) in the amount of $99,626 for James Park East Baseball Fields Renovation project. Funded by FY 2005-06 Capital Improvement Plan (CIP) funds. Aid. Jean -Baptiste did not understand Continental Construction's violation. Bobbie Tolston-Brown explained the Initial bid submission as a joint venture. The rules stale that the responsibilities must be clearly stated, Continental Construction did not do so. Aid. Jean -Baptiste would like to see City staff follow up with a letter regarding Evanston based businesses not getting the bid for an Evanston project. Tolston-Brown responded she had done so for Continental Construction. The alderman asked on behalf of the committee to be kept abreast of their response. Tolston-Brown explained if Continental Construction had submitted as an Evanston based business, they would have gotten the bid. Item A3.1 was considered and unanimously approved. (A3.2) • Approval of proposed policy establishing minimum street widths for. City streets to provide for emergency vehicle access. Jennings explained that this Is a policy recommendation. Aid. Rainey had questions about the distribution of Information, is everyone on the same page. Jennings (Director of Public Works), explained that this Is not about one street. Julia Carroll, City Manager, reiterated that it Is a policy. She reassured the Committee that the streets listed were discussed with neighbors and aldermen. Ald. Jean -Baptiste is concerned about the dissemination of Information about the street closings. David Jennings stated that the recommendations are submitted annually. Dave Jennings stated the amendment to the policy to the Committee for clarity: No street Is to be widened without consulting the ward alderman. Aid. Rainey confirmed Jennings' statement. Aid. Jean -Baptiste called for a motion with the amendment. Item A3.2 was considered with amendment and unanimously approved (A4.1) ' Approval of,the Lovelace Park Renovation contract extension (13 calendar days for electrical work and 51 calendar days for equipment installation) for the completion of the Lovelace Park Renovation Project by Clauss Brothers, Inc. Item A4.1 was considered with amendment and unanimously approved.. (A5) ' Reso"lon 76-R-05—Temoorary Closing of Sheridan Road Consideration of proposed Resolution 76-R-05 assuming responsibility for temporarily closing Sheridan Road for the First Night Evanston fireworks display. item Al was considered and unanimously approved. item A5 was considered with amendment and unanimously approved. (A6) ' Ordinance 126-0-05 - 2005 Citv of Evanston Tax Levv Consideration of proposed Ordinance 126-0-05, which legally imposes the Cit of Evanston property tax levy of $24,508,043.00 for FY 2006-06. William Stafford, Director of Finance, gave a short presentation providing the departmental breakdown, tax dates and time frames. Aid. Rainey asked specific questions and William responded with exact monetary amounts to satisfy the alderman's inquiry. Aid. Rainey wanted to know what percentage of the property tax bill based on the amount It costs to run the city. Item A6 was considered with amendment and unanimously approved (A7) ' Ordinance 128-0-05 — Excentions to the limitations of the Presence of Minors at Certain Licensed Establishments Consideration of proposed Ordinance 128.0-05 amending Section 3-5-11 (F) of • A & PW Mies 112M Page of the Evanston City Code, which provides exceptions to the limitations of the presence of minors at certain liquor license establishments. This Item was Held In Committee on 11114105. Ald. Wollin explained the documentation she distributed to Committee spelling out a strengthening of the ordinance language and defining a fundraiser. She read through the amendment, wanted to suspend the rules to approve it immediately. Ald. Jean - Baptist reviewed the terms under which the amendment was being presented and restated her motion. The chairman then turned the floor over to Ald. Rainey. Ald. Rainey does not agree with AJd. Wollin's approach to amend the ordinance. This path omits Evanston citizens that have a right to input. Rainey feels the City has lost its focus. Julia explained why the item reappeared on the agenda. She took responsibility for the absence of Ald. Wollin's memo. Julia made clear what the Committee's choices were about the current issue. Kathy Brenniman, Corporate Counsel, quoted the Council Rule Book: any item can be held over, but only once. The item can only be tabled. Ald. Jean -Baptiste reviewed the present situation and related options. Item A7 was considered and tabled on,11128105, (AS) • Ordinance 129-0-05 - Township Tax Levy Consideration of proposed Ordinance 129-0-05 by which the City Council, would enact the Township tax levy of $1,312,427.00 for FY 2005-0& Ald. Rainey made note of the recommendation about adding to the levy to capture more of the tax base but why would we do that when they have a surplus, what are we trying to do? William explained Cook County went from giving us our money in September until October. Ald. Rainey noted that no one from the Township was present to talk about budget. Item A8 considered and unanimously approved. if (A9) ' Ordinance 130-0-05 -- Special Service Area 04 Tax Levy, Consideration of proposed Ordinance 130-0-05 which legally Imposes the Annual property tax levy of $255,000.00 for Special Service Area #4 FY 2005-06 budget. Item A9 was considered and unanimously approved. (A10) • Ordinance 131-0-05 - Increase in parkins Fines for Violations of Disabled Parking Consideration of proposed Ordinance 131.0-05 which Increases the fines from $100 to $250 for violation of disabled parking provisions. Ald. Rainey Is concerned about the issuance of stickers and how often are we doing inventory to follow up on the state of the applicant (i.e. still disabled, moved). The alderman shared stories of witnessing people using the handicapped parking permit without being handicapped. Ald. Rainey included following up on the special street parking space permits. Aid. Hansen asked if the Parking Committee discussed changing the signs. Jennings responded yes and gave details about an implementation date. Item A10 was considered and unanimously approved. (All) • Ordinance 132-0-05 -- Easement Agreement with Metropolitan Water Reclamation District for the ColfaxlBrvant Sewer Project Consideration of proposed Ordinance 132-0-05 authorizing the City Manager to execute an Easement Agreement with Metropolitan Water Reclamation District for a storm sewer at Colfax Street 8 Bryant Avenue on the southeast bank of the North Shore Channel. (Al2) " Ordinance 134-0-05 - Increase in the number of Class D Liquor Licenses Consideration of proposed Ordinance 134-0.05 amending Section 3-5-6 (D) of the City Code increasing the number of Class D Liquor Licenses from twenty-three to twenty-four for New Day Caf6 located at 2916 Central Street. Aid. Rainey asked Pat Casey (Director of Management & Budget) what type of restaurant is New Day. Casey informed the Committee that the restaurant is a Type 1. The alderman also asked what type is the restaurant at Dempster and Dodge. Casey responded `Type 1.' Item Al2 was considered and unanimously approved. A k PW Miml I12S4S Page 4 ors (A13) ' Ordinance 138-0-05-Parkina Restrictions on Hartzell. Grant, and Garrison Consideration of proposed Ordinance 138-0-05 amending Section 111-11-8, Schedule Vitl prohibiting parking at all times on parts of Hartzell, Grant, and Garrison. Hem A13 was considered and unanimously approved. V. COMMUNICATIONS (AP'W1) Snow Report Aid. Rainey inquired why there is no siren during a snow storm. Jennings repbed that the Federal Gov t said we shouldn't because of confusion with terrorism warring. Aid. Jean -Baptiste recommended we keep the Snow Report on the agenda. VI. ADJOURNMENT Motioned to adjourn at 6:55pm. Respectfully submitted, MOW Dolores Y. Cortez City Managers Office d'fI � y}t3� '`ltsh } • :7 A & PW Agenda December 12, 2005 Page 1 of 6 ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Monday, December 12, 2005 5:36p.m. — 7:43p.m. Evanston Civic Center Room 2404 Members Present: Aldermen Hansen, Holmes, Jean -Baptiste, Rainey Wollin Members Absent: none Staff Present: Kathy Brenniman, Bobbie Tolston-Brown, Julia A. Carroll, Pat Casey, David Cook, Dolores Y. Cortez, Zeltee Edwards, Doug Gaynor, Stan Janusz, David Jennings, Vincent Jones, Sally Lufkin, Elke Purze, Gavin Morgan, Mary Moms, Max Rubin, Bruce Slown, Bill Stafford, Dave Stoneback, Donna Stuckert, Bob Dornecker, Ellen Szymanski, Judy Witt Others Present: Aldermen Bernstein, Moran, Wynne and Tisdahl, Ms. Dickel, Kate Mahoney, Angelo Nikolov, Jonathan Pcrman. Mary Senn Bob SiedIeberg Presiding: Aid. Jean -Baptiste 1. DECLARATION OF QUORUM With quorum present, Alderman Jean -Baptiste called the mooting to order at 5:36PM. Q. APPROVAL OF MINUTES OF REGUALR MEETING of November 2005 Unanimous approval of the minutes. III. ITEMS FOR CONSIDERATION ON COUCIL AGENDA (Al) City of Evanston Payroll thought 12/08/05 S2,098,004.29 Item AI was discussed and unanimously approved. (A2) City of Evanston Bills through 12/13/05 $4,625,115.03 Aid. Rainey expressed concern about two tuition reimbursements totaling over $28k, three-quarters into the year, and requested a full report from staff. City Manager Julia A. Carroll replied that until the current policy is amended to include one, there is no current set limit. Aid. Rainey said that until now Council had been under the impression that a limit existed. The City Manager explained the current rate of reimbursement and the request to limit it to S5,200 per year, which is to take effect January 1, 2006. Aid. Rainey asked for information regarding a Iaw suit fine-itcn-L The City Manager said it would be provided in a closed session. Aid. Rainey stated she did not know that the A & PW Agenda December 12, 2005 Page 2 of 6 Family Focus boiler was being repaired for S48k, that the repair was not acknowledged during previous discussions. Ald. Jean-Baptistc called upon Sally Lufkin of Community Development to respond, at which time she explained the reasoning behind the decision to repair instead of replace the boiler. Item A2 it -as discussed and unanimously approved. (A3.1) Approval of lowest responsive and responsible bid from Insituform technologies, Inc. (702 Spirit 40 Park Drive, Chesterfield, MO 63005) in the amount of S171,072.00 for cured -in -place lining. Funded by Sewer Capital Fund. Item A3.1 it -as discussed and unanimously approved. (A3.2) Approval of lowest responsive and responsible bid from Joel Kennedy Constructing Corp. (5901 North Cicero Avenue, Chicago, IL) in the amount of S2,505,461.50 for the Colfax/Bryant Storm Sewer Project. Funded by the Sewer Reserve Fund. Bobbie Tolston-Brown of the Purchasing Department explained the MWEBE process; particularly, that Lloyd Shephard reviews paperwork and submittals, i.e. certificates included with all paperwork. Ald. Jean -Baptiste asked Finance Director William Stafford about skill sets: whether they are transferable and whether a study had been conducted. Stafford responded that no longitudinal study has been conducted. Ald. Jean -Baptiste also inquired about the number of people having participated in the program. He also wanted to know about future bidding, and then requested a report. Water Supervisor David Stoneback further explained the contract and its exceptions, and confirmed that seventy- five people have bone through the program, five have moved into pcmmnent positions, including one in the Water Department. Item A3.2 ssus discussed and unanimously approved (A3.3) Approval of professional services contract with MWN Americas (380 Interlocken Crescent, Suite 200, Broomfield, CO 80021)) for an amount not to exceed S198,444.00 for engineering services during the construction phase for the Colfax/Bryant Storms Sewer Project. Funded by the Sewer Fund. Ald. Jean-Baptistc asked Dave Stoneback to monitor Contactor Joel Kennedy's work; however, he inquired as to why a separate monitoring component was needed at all. He also asked why the work was not being put out for bid. Stoneback said that the City does not have the capability to do the work and, citing a 1995 Council resolution, explained that MWH Americas was assigned the work throughout the life of the tcn-year Sewer Improvement project. Stoneback added that because each project is different, a project bid was scheduled for January with another to follow at a later date. City Manager Julia A. Carroll assured Council that future projects would go out for bid, a statement confirmed by Dave Stoneback. Ald. Rainey voiced concern about the participation of women and minorities. Item A3.3 bras discussed and unanimously approved. (A3.4) Approval of the lowest and responsive and responsible bid from CISCO Products for Netrix LLC (2801 Lakeside Drive, Bannockburn, IL 60015) in the amount of S42,512 for software licenses for the Library's phone system. Funded by CIF and General Fund. Item A3.4 was discussed and unanimously approved • A & PW Agenda December 12, 2005 Page 3 of 6 (A3.5) Approval of purchase from Dell (One Dell Way, Round Rock, TX) in the amount of S189,313.00 for an ESIC Network Storage System. Funded by the Capital Improvement Program Fund. Ald. Jean -Baptiste asked Bruce Slown, the director of Information Systems, if the City had a storage system in place. Slown replied that it did not, but explained that the City currently used forty-five servers and described the various uses of its hardware. Ald. Jean -Baptiste asked for additional information concerning various server problems and the system's back-up process. Bruce stressed the importance of keeping the City running twenty-four hours a day, seven days a week, a goal and necessary component of the future growth and performance of the City. When asked to elaborate, Slowm described a pro -active system that, during times of hardware failure or network problems would support other important symcrrts, allowing them to continue to work properly, twenty- four hours a day, seven days a week. Aid. Jean-Baptistc went on to ask whether meeting this goal would require additional people. And, while Slown acknowledged managing resources do require a lot of overhead, he said the City would be able to operate without additional hiring. City Manager Julia A. Carroll attempted to further simplify the purpose for the storage system. Pat Casey, director of the Department of Management and Budget, explained the need to protect and access information from the Payroll and Police departments. There was some confusion noted between J.D. Edwards and Slown's purchase proposal, which was cleared up in the discussion. Ald. Holmes asked about the cost relationship between buying in- and out-of-state. The City Manager explained that because Dell is the direct manufacturer, there is no middle man to influence costs. Item A3.S bras discussed and unanimously approved. (A4.1) Approval of Change Order #9 for Lovelace Park Renovation Project for an increase of $43,344.66 to Clauss Brothers' contract, for disposal of special waste, increasing the total contract amount from $736,328.28 to 5778,672.94. Funded by Capital Improvement Program Fund. This change order is within the budget allocated for the project. Aid. Rainey asked whether this was related to concerns expressed to the Environment Board by a particular woman about contaminated soil. Doug Gaynor, director of Parks and Recreation, confirmed that it was. Aid. Rainey asked for more background information, e.g. is further testing necessary? How does the City plan to address the issue? Gaynor reported that testing had already bccn done with negative results. Farther testing was done at the request of the citizen in question with the same negative results. Aid. Jean -Baptiste asked why, if the soil was found to be nontoxic and passed the test with the first engineer, arc we spending more money? Gaynor responded by describing the nature of special waste and its detection and disposal process. Item A4.1 was discussed and unanimously approved. (A5) Resolution 75-R-05 -- Tender Agreement with Fidelity and Deposit Company of Marvland. Consideration of proposed Resolution 75-R-05 authorizing the City Manager to enter Into a tender agreement with Fidelity and Deposit Co. of Maryland to finance construction of a low lift pump unit at the Water Treatment Facility and to enter into a contract for such project with R. Machata Construction (5626 21"' Street, Racine, WI) for 5478,000.00. Aid. Rainey reviewed events leading up to this resolution, but did not recall the issue being brought to Council at the time it occurred. Aid. Rainey felt the Council should have been informed. Item AS was discussed and unanimously approved A b PW Agenda December 12, 2005 Page 4 of 6 (A6) Ordinance 128-0-05 — Exceptions to the limitations of the Presence of hiinors at certain licensed establishments. Consideration of proposed Ordinance 128-0-05 amending Section 3.5-11 (F) of the Evanston City Code, which provides exceptions to the limitations of the presence of minors at certain liquor license establishments. This item was held In Committee on 11/04/05 and 11/29/05. Citizen Kate Mahoney asked the Council to carefully consider fundraising alternatives before amending the ordinance: bake sales, car washes, dance marathons, ctc. Kate also pointed out recent catastrophes, such as Hurricane Katrina and the Tsunami, explaining that they may have drained contributors. "We want a safe community," she said, "and therefore should be mindful of sending the wrong message —that there arc no other methods of fundraising." Mary Senn, a citizen and member of the Evanston Substance Abuse Council, agreed that the ordinance should be left alone. She asked Council to look at the issue as a parent; it is not unreasonable to expect underage patrons out of the bars by midnight as required in the original ordinance. Another cilizcn, Robert Straum„ co- owner of the Prairie Moon restaurant, said that most problems stem from minors falsifying identification. Citizen Paul White, also of Prairie Moon, stated that the increase in fines for fake I.D.s has made a difference. (Responsibility has been put on minors, parents and owners; this amendment strengthens the owner's ability to prevent minors from drinking) He is, therefore, in favor of this amendment. Aid. Rainey viewed the staff' and Aid. WolIin's proposal as a complete repeal of the original ordinance and added that too few people in the community have had a chance to speak. She has not heard from the bar owners, but noted Tommy Nevin's presence at a prior meeting with Pat Casey. Ald. Wollin explained that it was not repeal, and cited several examples supporting her claim: the breakdown of the forty events and their classifications, i.e. I3-1 and ©; the part of the ordinance stating minors will not be in the drinking area of the licensed establishment; and that statistics of donations where no liquor was served have been misinterpreted. Ald. Wollin added that not all fundraising events cater to college students; it could be a private party. Aid. Wollin agreed that while this is only one fundraising option of many she asked Council to support the ordinance adding that it encouraged competition between bars. Ald. Tisdahl was concerned about the amendment's lack of consequences, saying that groups holding events found in non-compliance should lose their permit. Aid. Hansen had two issues with the amended ordinance: restricting the number of fundraisers prevents future organizations over the ordinance limit from operating, secondly, that the amended ordinance shifis responsibility. Aid. Hansen stated for the record, "I will not support this in any fashion," Aid. Wollin reiterated for Council that the amendment was "amended to hold the organization accountable, and that non-compliance would prevent them from getting a future permit." Aid. Rainey asked for clarity regarding the licensee. Aid. Wollin attempted to cite part "G" of the ordinance, but Aid. Rainey pointed out that part "G" was from the original ordinance and that the City has never revoked a license. Aid. Holmes observed that young people who want to drink will find a way to do it, breaking the law as a result. She added that although she's never been a drinker, she has been in bars with friends and observed the effects of peer pressure on young people. Yet, she felt that youth will be influenced by their peers no matter where they are, and we sometimes punish all based on the actions of a few. Item A6 ++as discussed and muted 3 yea (Aid. Wallin, Holmes, and ,Jean -Baptiste), 2 tray (Ald. Rainey and Hansen). 0 A & PW Agenda December 12. 2005 Page 5 of 6 (AI4) Approval of a Special Event Permit for a Peace Vigil, December 13, 2005, at Fountain Square. Items (4 7) through (A13) are on the City Council Agenda. Item (AI4) is a late addition. Item A14 is -as discussed and approved based upon procurement of insurance before the demonstration. IV. ITEMS FOR DISCUSSION (APWI) Modification to Capital Improvement Calendar Aid. Jean -Baptiste stated he had no problem with moving the date of budget approval to get the best possible bids. Ald. Rainey asked the City Manager if Council was being asked to approve a Capital Improvement budget at another time, the City Manager replied yes. Aid. Rainey expressed disapproval of this request. The City Manager explained the lope behind moving bids to an earlier date saying that it would make time for more, and possibly better bids, adding that the date of presentation to Council was scheduled for the January 7, 2006. Aid. Rainey said she had understood it to be within the budget and voiced additional concerns. (APW2) Snow Report Ald. Jean -Baptiste confirmed the need to review current snow removal procedures, but added that issues could not be solved in one night. He asked Dave Jennings to take the existing issues into consideration when revisiting the process. Aid. Holmes used as an example the efforts between a particular day care center and the City, where, through a collaborative effort, a snow removal plan was de%ised. But Aid. Rainey's primary concern was one shared by the residents: dissemination of information and rules during a snow emergency, ticketing, and hours. She strongly supported the reinstatement of a siren. City Manager Julia Carroll asked for clarity on the ticketing issue. Aid. Rainey responded by explaining instances in a sequence of events, Dave Jennings described the snow removal process and the rationale of current procedures, while Zcltee Edwards described the mechanics. "Arc you saying that if the cars arc still parked when the plows first come through, they come back later to see if those cars have moved [and] plow again if the cars moved? But, if the other people have moved back, they can't [plow]" and citations arc the result? Ald. Hansen asked. Staff and aldermen agreed. Aid. Wallin stated that she was under the impression Sherman Avenue was a snow route and not a snow emergency. Dave Jennings said the opposite was true. Zeltce Edwards then explained the difference between the snow routc and snow emergency regulations. Citizen Angelo Nikolov clarified his complaint to the collective audience, stating that he was not asking the City to clear his driveway for him —he had hired someone to do that —but simply for a little consideration. Dave Jennings responded by offering to return to Council with a plan addressing Nikolov's and other citizen issues. Aid. Jean -Baptiste accepted Jenning's offer and concluded the discussion agreeing the present issues could not be resolved at that time. V. COMMUNICATIONS (APW3) Equipment Operator II Positions (Streets/Sanitation) Ald. Jean -Baptiste began by asking Zcltee Edwards about his upcoming retirement. Zeltee replied that he would be retiring on the 30th of December, 2005. Aid. Jean - Baptiste moved on to the matter at hand: the Equipment Operator positions, which lei into a discussion about job postings and why temporaries were not being moved into these positions. He expressed concern about fairness. Aid. Rainey concurred. Ald. Jcan-Baptiste postponed the discussion, stating that these concerns appeared to be a policy issue that needs to be reviewed. He added that they were not there to question the A & PW Agenda December 12, 2005 Page 6 of 6 administrator or his expertise; he respected that. He concluded, however, by saying he would ldce to revisit the issue at the following meeting. VI. ADJOURNNIEN1T Meeting adjourned at 7:43PM. Respectfully submitted, Gwen Veasley, Interim Assistant to the City Manager Dolores Y. Cortez, Executive Assistant City Manager's Office