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HomeMy WebLinkAboutMinutes 1999tia DRAFq' - NOT APPROVED • NOTES of the ADM1`ISTRATIOti & PUBLIC WORKS COMMITTEE Meeting of December 13. 1999 Members Present: Aldermen Moran and Rainey Members Absent: .aldermen Drummer and Feldman Staff Present: J. Aiello, C. Brenniman, P. Cases'. Z. Edwards, R. Fi =urelli, M. Franz, D. Gavnor, S. hunter. D. Jennings. A. Khatkhate. K, Le%endecker. D. Marino. D. Nil'ges, C. Radek, M. Rubin, %V. Stafford, C. Waltoti, J. Wilkinson Others Present: Marty' Stern, Greg Ferro, Joe Trexler Dan Ko%. ale.%ski, Brian \\iletmsen, Del Leppke, CharlotteOmahundro. Bob Steidcnberg. Beth Demes Presiding: Alderman Ann Ralnev SUMMARY OF ACTION: Alderman Rainey. Chair, called the meeting to order at 7:15 p.m. She announced that the Committee did not have a quorum, %%hick In her memory had not happened before, and that agenda items would be presented to the Council as not flaying Been voted upon, to he introduced or acted upon on the Council floor. She explained that any agenda item warranting discussion mould be addressed later this evening. and changedtheorder of We Agenda to first discuss the Church Street/Maple A%enue garage Change Order. and next hear the presentation by representatives from Commonwealth Edison. DISCUSSION OF AGENDA ITEM f5A) (>A) ange Qrd r »I — C hurch_St, I'JaZa/Maple Ave. C,ar Vp ()geld at I tL.12 :j&P« Mr. Stern reported: the garage construction agreement gave a prehminar-% estimate based on the emadc drawings; the final estimate could not be more than seven percent hi =her than that number, except for change orders. The initial estimate seas approximately 19,300,000. from that is excluded cost of linancln , for a total of around 17,900 000; seven percerit of that %vas another $1,300.000, for a total . cost of a out S19.200.000. The actual �inal budget excluding financing came in 2.8 million above the initial estimate. fie explained that the developer provided change orders explaining this as certain mailers came up as the schematics became design development drawin�,=s and then construction dra%sings for example the exterior design of the garage was not set in the schematics and there was an increase Ne to the final plans. It wasdiscovered that the retention pond had to be bigger; the parking equipment had to be up raded, etc. There %were also sonic items, he continued, that were excluded as being arguable,. specifically whether a sprinkler system should have been in the initial dras►ingg,ss, as %veil as certain architect and en inecring fees. Our recommendation is that there are identifiable change orders that %%ould account or the increase in the budget, and that the change orders be accepted. .alderman Rainey asked about possible typographical errors in the memo: explanations of certain wording %%ere furnished. She asked about the reaction concerning the sprinkler system. Mr. Stern said there is no reaction; it %sas not in the initial dra%%inggs. Our argument %%as it should ha%e been: but on the other hand it doesn't matter; we've excluded [ and it still doesn't add uji to the seven percent. However, had it been material, %ve would have had a much stronger discussion about it. Alderman Moran asked about seven the percent variance limit,unless the variance comes from change orders. He %%as not certain ho.% you reach a demarcation between a non -change order variance and a change order. How does one discern the difference' lie also asked that, assuming [lie final budget would be larger than that in July due to the change orders. ho►% do we assure ourselves that there s not still a seen percent surplus.' lie interpreted that they could conic back %sith other approved change orders that might be almost unlimited. Mr. Stern said lie included in the terns change order clarifications and additional information, such as Ilie schmatic for the garage %shich did not include the right sort of masonry for [lie front of the garage. "'hat it really is, though considered a chan =c order, is information that was never there before and was developed o:er the development process. IT -lie slay to know ive got the right price has to do with the bidding and budgting process that %vent out to several contractors. Ile said'the protection that we have not paid tao murk is from the competitive bid process. The bidding -.-.as very close, he continued, in this process. To the question of how we know there .son't be another nc%s set of change orders. he said the contract was bid on a full range of construction drawings. The only changes that would be from here on would be either a complete surprise as to a condition no one could know about. or someone says we want something else (fiat was not on the drawings, which would ha%e to be approved by the City. • Therefore %vc have protection. Alderman Rainey asked about confidence in the foundation and ground issues. Mr. Stern noted we had run into a ver% thick concrete slab; however, there's a good contingence amount in the project. Ak� Alderman Moran said that sou hasvc gi+cn us a series of change orticm that corer claw to three nsillion dollars. He asked if, in NIr: Stern*s rrvic++, he supported them'' Mr. Stern said he did. He asked Ira separate analysis on the final budgct ..as dune to twernilue If there sec kirice inc%raxcs on Items other than the Indicated change ordcri that exceed the seven percent of the Initial estimated budget lie understood that if there +%err. the• +%cre not entitled to fhul mutt% mone%. Mr. Stern explained the Intent was to deal with this in the Jiggrcgute. if one line item increased eight percrnt. we are looking at the total amount, so in the aggrrerte it was determined that their c%l,lanation of tine changes that occurred were legitimate ones. Tips analysis was broad. Alderman . baran asked if Mr. teen's conclusion Is that ihey have not exctodt-1 the permitted seven percent of erw. Mr. Stern affirmed this. Alderman Moran stated a concern that the %%a% the contract read Wcrrcd to not allo+%in going over seven percent unless it Is for chan�,r orders. He hears %fr. Stern saying these are three mghon dollars In justifiable change orders. His yucstion is %i hether there are otlier items that increased more than the seven percent. %Jr. Stern again explained the seven percent referred to the ague ate that would average out if one line was eight pers-cnt and one six percent. This +saes not an analysis tat took months and analyzed "ever+• doorknob-. bur he believed it %i as accurate and %.ithin the spirit of the agreement. alderman lloran said his concern ►%as that ►%e really did not kno•• the ans+%er to the question. Mr. Stern said unequivocably if you take the approved change orders and put then% +.ith the other change orders it doesn t amountt to se%'en percent. The ►%hole pot does not add up to se%en percent. IV. ITEM FOR DISCL:SS10% - COMMONWEALTH EDISO\ STATUS REPORT .alderman Rainey introduced this ircm, the ComEd Quarterly Report on reliability -and the compsiny's performance. The reporting period is from the start of the franchise extension with the City. She called on Dennis Marino to speak. Mr. Marino reported that the Technical Review group was made up of Mr. Leppke, fir. Betz, Mr. Hoppe and Mr. Wolfson. He explained their qualifications. He said they have been meeting with ComEd, and reviewing the Quarterly Report. lie invited Gregg, Fetro and Dan iKowales%ski to comment on the repport. then Mr. Leppke to comment. NIr. Ferro introduced Brian %Vilem%en, Dan Ko►salewski and Joe Trexler. Ile noted that se%eral meetings had been held and a tour of the area ►gas done. Mr. Kowalewski said that a first report had been issued, and after meeting ►sith the group changes .sere made. then after a tour was conducted more changes were made. When the franchise extension was first negotiated ComEd is -anted to provide meaningful numbers and be specific about the projects in their report. He noted a chart that showed where Evanston stands in terms of frequency and duration and types of outages. What is noticed is that ComEd is doing a major push on the cause of unknown outages, currentiy down to onh 1; '-unknowns" as a consequence, from 35 originally. ComEd has come down in frequency and duration of outages as well. They had also moved their offices "next door" to Skokie. 0 The 1 I areas of the City +sere discussed: Con%Ed gave start dates and percent complete and the possibility is to give an actual completion date. In some cases studies i%ere completed first, then svork commenced. They are looking at working with the City as to tree trimming As {promised, they had held off until the fall. so the dates %%ere a little late, but in the l l projects ComEd hit or heat all the dates talked about. The tour actually went through five or six of the actual rojects, and so that Was accomplished. On the tour the% also noticed other neighborhoods that neeWchanges. One of the big thinks discussed, he continued, is to make sure about capacity issues, noting that studies were done on t••o substations. He noted the blossary of terms in the appendix to aid in discussions. isle discussed the Jan. 15 date for the completion of the large Gateway Project electrical work. The benefactor of the .%ork on the roject .gas in E%anston, %%hich got a ne►► substation. and it worked out nicely. lie reported on 41e results of studies of projected loads as well as listing all the substations that +sere over 90 /o cap achy, pplus plans to correct in 200i1. Slaps provided information on feeder inspections for 1999 and ZO O. Within ninety days anything found in the inspections will be corrected, and Evanston will be on a four-year cycle as to inspections, no longer on an eight -year c%cle. Alderman Rainey thanked ComEd for the excellent report. Mr. Lepppke s poke for the Technical Review Comittee. lie said they had received the ComEd report at the scliedu�m ed time, that the first draft was determined to need updating so ComEd came In and updated it, and has continued to be .er% forthcoming in this relationship. The Technical Review group is pleased at ComEd's responses to ifs questions. The capacity of the s%stem had been a serious concern, and ComEd has given them good results and studied the areas. Ife noted the Stanley report had identified 18 circuits abo%e ninety percent; ComEd has projected that there are 25 circuits. lie reported ConiEd was asked for planning criteria and the Committee received these criteria. lie said his group felt it was making good progress, noting outages have innpro%ed. but that we have had a good season so far. .-alderman ,Moran said he'd felt encouraged after reading both reports. lie appreciated ComEd's work and responsiveness. noting the time spent working to%sard this and the hope ppeople had upon entering into the new franchise extension. He said the early returns are that ComEd is living up to its ward Things such as going beyond the number of feeders our consultant identified are strong indicators of • ComEd's approach to ►pork in the field. We have a long way to go. he said, but it's good to start out on the right foot. To Mr. Leppke and his colleagues he gave fits thanks for the work they put into this. .alderman Rainey echoed the comments made. She noted the group ►vas per% impressive and many of us had been involved throughout the negotiations. She said we knew this could be done, and suggested a short presentation it) the whole Council this evening, knowing its members would be very Interested. • DISCUSSION ON ITEMS TO BE CONSIDERED FOR ACTION BY THE COUNCIL ig)) Besal l ipn 95' UU.Qr - Alderman loran hat a question on the construction pro ect in the current Police and re Department headqquarters. the funtliu - for that. and how, it mould impact this item. Mr. Rubin explained that funds would be available in 011ber of next near, it will take at least a year to do the work planned; and the Fire Department needed a place to go. ' We needed a cheap alternative: this lease saves money since the hone are in place alreath. etc. When the lease is over the time will be right for -whatever will be done. le noted we can also sublease the space. Chief NVilkinson added we could also obtain a one-yrar extension If necessary. Alderman Moran asked if the three-year term writh one vear extension was a good timeframe. Mr. Rubin said yes. that ne plan to be ready to kick off when the funds are made available. We ww ould take a rear and get it done. That's the intent. ,alderman Rainey asked if the lease is too cumbersome, too lonl;. Mr. Rubin explained nothin wyill be happening for almost a year and It would take 18 months or tyro nears total for construction.. derman Moran noted there may be delays. Mr. Rubin thought the timefiame was quite good and Chief Wilkinson noted those leasing the spate had been very flexible. W) O g - Increase in Fire Dtpartmcnt ramsport Fees— - Alderman Rainey noted that when the Council notedon the current budeet ►+e s oted to auorove the receipt of the revenue from the Increased fees. but never passed an ordinance increasing them. This had been discovered during the current budget discussions. She added that not only did we not pass the increase, but never discussed the Issue of increasing ambulance fees. She suggested that the item be held pending more information. Concerning item i4E? FnngineerinE y r Phan %'Itit P� Alderman . loran asked tie area —this is pro ect covered. Mr. igurelli believed t was fromMain Street to Davis on Maple Avenue. Alderman ` oran suggested that such information be furnished for the various phases of the project. COMMUNICATIONS: - Alderman Rainey invited Chief Wilkinson to comment on the fire on Michigan .A%enue. The ' tie reported that fortunately no one Has injured, that the alarm system had 'one off at midnight, but the alarm would not clear after the owner fixed what he thought wwas the pprob�em and reset it. The alarm company called and a neighbor pounded on the door to tell the homeowner of fire coming through the roof: Damage is estimated at one million dollars, and more was saved than was lost. Also discussed was the fire on Benson at the Stained Glass which began In the rear -when the restaurant was closed and which caused a lot of damage. Updalt an Police- Mark Franz reported that there had been one new hire a lateral transfer. A meeting will be he d on Wednesdav with three more interviews scheduled. Alderman Rainey noted -we're down six vacancies and the day shift list ryas abort. The other communications. on Dave's Italian Kitchen Relocation and Payment of Cellular Bills by Streets & San and Iluman Relations were acknoww ledged. Concerning twso items on the agenda, numbers 7 and 8. Mr. Jennings pointed out that the Council would be asked to approve the City Resolutions and also companion resolutions which were attached from the agencies, it was noted that agenda item number 10 wwas asking for a suspension of the rules for passage by the Council this evening. Presentation of the ASPW A enda as an omnibus motion was suggested; it was suggested a motion be made at the Council to place the A&PW agenda on the Consent Agenda and items could then be taken off as Aldermen requested. There being no further discussion. the meeting dispersed at 8:07 p.m. Respectfully submitk4l Darlene E. `il%es Executive Assistant DRAFT - NOT APPROVED • 0 DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COWNUTTEE Meeting of November 22, 1999 Members Present: Aldermen Drummer. Feldman, Moran, Rainey ;Members Absent: gone Staff Present: J.:+►ie[lo, C. Breaniman, P. Casey, Z. Edwards, D. Gaynor, W. Ebum rion, S. Hunter, D. Jennin�s , F. Kaminski, K. Levendecker D. Nil6m C. Radek, M. Rubin, W. Stafford, J. Terry, C. Walton, J. iY1lkimwo Others Present: B. Nesvig, tit. ,'Morris, C. Omahundro, B. Seidenberg Presiding: Alderman Ann Rainey SUMN ARY OF ACTION: There being a quorum, Alderman Rainey, Chair, called the meeting to order at 7:38 p.m. APPROVAL OF MINUTES: Alderman Drummer moved approval of the A&P«' Minutes of November 8; Alderman Feldman seconded the motion, which passed unanimously. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA: (2) v 9 — Alderman Drummer moved to recommend approval; upon votin tas o recommend approval of the City Payroll through 11/10/99 in the amount of $1,550,68IM, motion wunanimously approved. (3) City y — Alderman Drummer moved to recommend • 2pproval of the Bills List tota in $1 ,618.392.67-. Alderman Feldman seconded. Alderman Rainey pointed out the bills total was roughly the amount of the property taxes for the General Fund. She explained that much of the tot. -If was made up of debt service Items. It was noted that a series of checks were listed under the General Fund which were seized funds totalln over $106,000. Alderman Rainey explained this was money seized by our Police Departmenll and that the City would receive 65 percent of the funds back. She believed this item was worth knowing about and was not an unusual occurrence. Alderman Feldman received clarification that the monies were for drug -related activities. Upon voting to recommend approval of the Bill List through 11/23/99, motion was unanimously approved. (4A) E=Qsal for Curb but Asses51tlept 5tpd —.Alderman Drummer moved to recommend a )ro%a of Elie proposal from LGNI Architects at a cost not to exceed S20 000. alderman Feldman seconded. He asked if this assessment would be City-wide and Mr. Yerry responded ves. He further asked if this study would allow us to know everything about curb cuts. Mr. Terry explained it was not quite so comprehensive: the study is review of what's been done so far and will focus on the critical patios in the business districts, hospitals, etc. It is not a review of every, curb in the City. Alderman Feldman speculated whether he would rather know what has been done, or ►vliat needs to be done. Mr. Terry said both reviews would be done, but that the Citizens' Advisory Committee identified (he necessity of this study because some ramps were not done right when they vicre built. 11s. Burns, the former Pubfic Works Director, melt (his assessment �%as as necessan as the one concerning the next priorities to address. lie noted the Inclusion Specialist, tits. Harrison, would provide the expertise to monitor the contract. Alderman Feldman asked if the sun•ey would provide information on all the curbs that vet need to be cut, and within that constraint, which of those need to be done more quickly. Otherwise, he felt we may need to do the study all over again to determine this. Mr. Terry believed (lie study would provide a much more comprehensive database. Ile noted that in the past, curb cuts had been made as parkway pro ects, sewer projects, etc. were done, but not comprehensively. XVith the GIS system. he hoped'to have much more comprehensive data. Alderman Rainey asked if representatives of 824 Dobson were on the subcommittee. Mr. Terry explained the representative had resigned after six months due to other responsibilities; k no one else had been identified, though staff s. as anxious to ha% a someone_ He discu=W the difficulty contacting residents ►►ith the lack of a buitdin • site manager. Alderman fltaney volunteered to assist and noted [he need to focus on t at neighborhm'-d. She notesi the • credentials of the LCNI group were impt-cmi.e; the »ys sure ihc► would do a good jaa Nft Wvane noted the information ►will pro%c quite useful. L l•on %oting to recommend LC;N Architects' proposal for a curb cut assessment .nut.. motion •• a. unanimously in fayar_ (413) _N�qrthwest Municipal Conference St buj '_tt — esmsu f h . . ,►. Feldman moved to recommend a�pro% at u t is a►. i . trnm \n erson rot ers Facia, for a Crown Victoria police parka e' interceptor" ►►•hicle plus ssarranty and dcli.en* for 5=70. Alderman Drummer seconder; motion ►.xs unaniinousl% apprv%ea. explained that this item had passe out o t omm ttree and ih,2d been held s( the last meting on the Council floor, where it will he addressed later this e. ening. (41)) Architectural Senices for Schematic Design of James Parl. N1111ti-Sports Cotes Alderman Drummer moved to recommend appro►al; :alderman Feldman seconded Discussion: Alderman Moran swished to clarif► reports recei. ed on this matter: he wed the Human Services Committee OISO would receive reports from the subcommittee. He felt there was movement in certain directions for certain potential uses of the site. He asked why we would be movingtoward that without a broad discussion as to what the potential am should be at the facilty. Alderman Raines was on the committee, but had missed the OtVjber meeting where this item ►►as finalized: She also had some concerns. She noted ber conversation with Mr. Gaynor and invited him to speak. Alderman Drummer noted ttas item was a subcommittee's recommendation. fie suggested it should report to the full IISC, Which would then take a recommendation to A&PW. Alderman Rainey explained that a very committed citizen had volunteered and made drawin �s for the Complex, but that a point ss-as reached where some serious drawings were needed. The Recreation Board had suggested that this person be paid to do these schematic designs for a price not to exceed 515,000. Alderman Moran concurred with this summation. fie was appreciative of the s►ork that had been done; however, his concern is -as that we are letting a 515,000 architectural contract for plans with s ecific uses that has not gotten out of a subcommittee and has not been reported to the HSC. I e believed it important to get off on the right foot concerning these bid development issues. If the issue is to recognize this person's contribution economically, he felt that was okay; but he would not want to start on this planning without it having mstured. Alderman Feldman would support the review by the HSC. His impression was that this was akin to information -gathering, so it could be presented to the HSC, but noted the cost and felt it was conceivably right that a full committee discussion ►►as appropriate. Mr. Gaynor said that when the senior center project was begun there were three suggestions on how io use the Recycling; Center, one beino a multi-plex complex. The subcommittee, which met twice, was created bv the Recreation ifoard and asked Mr. Scher with his expertise to volunteer his time to put together something on hose the complex might look. Alderman Feldman recalled a Human Senices meeting at ►which drawings of the Lest* Center and connected multi-plex center were presented in preiiminan- form indicating usa es. There had been no objection, but seemed to be an agreement to use the land for that any no other use. On the basis of that HSC decision, he continued, the subcommittee was forined. CIearly what was done was to approve m principle the use of that land as a possible site for that i:i;2 of building;. It was the subcommittee's charge to determine feasibility, how it could be paid for and the use, present it back to the IISC. and if viable, the IISC would then go to Coaneil and perhaps the general public. Mr. Gaviier noted that at the subcommittee's second meeting the discussion ►$as %$hat it would look like, what it would cost to operate, and what the revenues mi ht be. The subcommittee felt these issues needed to be addressed before coming back to the HSC. Drawings were suggested to show some of the things possible in that space. Also, he said the request included a cost estimate to build. The archatect is doingg, two alternative drawings and cost estimates. The funding; source is from a rant obtained by Rep. Hames to look at the potential of S. Evanston recreation facilities. -Alderman Feldman felt this explanation added a dimension to the issue and clarified that this is not a "runaway committee" that has divorced itself from its parent HSC_ It was expected that the subcommittee would seek this information so the issue . could be pursued further by the HSC. Alderman Rainey noted theprojected cost of S9 emilHon in the proposal. ,Mr. Ga��nor explained this is a "guesstimate" derivedd from work done in the �.a,t,building materials used, etc. He had heard figures ranging from S9 to SI4ependingon the alternatives. Alderman Rainey stated a concern with the pass" pectation of this person, and that there should not be an expectation to proceed vrft • project that may or may not come to fruition. Alderman Feldman noted that, as a meambe- of the HSC. he would like to see drawings and a reasonably close cost figure so the Comnai�tiee could decide furthrr action. Alderman Rainey suggested considering this commwt■idy's consent to put an 85.000 sq. ft. building in James Park. She said we had not reached out to ftee community to determine their feelings. She -..ished to make sure those steps would accur. Aldennan Teldman %aid they were essential steps, and noted this was a long process and ws sld not happen without much citizen input. He felt this schematic design would help ci■rity discussions. Alderman Drummer asked if this had been sanctioned by the HSC. Aldermam Rainey answered that the fee had not. Alderman Feldman noted one reason is that up atntil now we'd been gathering material at no cost, but that this $14,000 request had not cotttue to HSC. He noted the Item could be sent back to HSC to okay the fee. To relieve any comers, he recommended doing; this. Alderman Rainey noted Alderman Moran, (who at this int was absent now until the meeting's end to address sn issue in Plannin & Develo mentrwz fat prepared to support this item; shed felt that sending it for the ec. 6 HSC meeting wo feasible. Upon voting to refer this item to the Human Services Committee, the mRstioo unanimously passed %►tth 3 ayes (Moran absent). (SA) - 3Is. Aiello explained that staff would not request consideration of this cbmse order this evening since it had arrived outs- a few hours ago. She was able to give the tfnstl budget figure for the garage: $22,000,000, up from the July figure of $19,000,000. On December 13 staff will bring this item back with a thorough review and all the change order requests. Alderman Rainey asked where the increases occurred. Ms. Aiello explained they were spread throughout, most significant were the sprinklers and detention pond; she said the difference is that these numbers are real, truly representative numbers by the contractor, as of today. Preparing this item for the 13`° %sould not delay construction, sfie continued. as the Hill Co. is authorizing work to proceed in batches. Caisson holes have already been begun. Alderman Drummer discussed the financing bein at 951 and not 1 million as it is -as on y; Ms. Aiello explained they have saved a million dollars so far and there is more to save throe h value engineering. It %vas noted the O'Neill firm is active in Evanston, and are doing tie hospital garage. They have submitted their VIBE commitment. It was clarified the loan Earanty %►ou d not need to be amended. alderman Rainey said that this item will be held in ommitteC. (6) Year 2000 Calendar of Pr v et Meeti Alderman Feldman moved to recommendapproval; Alderman Drummer secon end�d he City Clerk explained in answer to questions that the calendar had always been discussed in A&P%V rather than at the Rules Committee. Upon voting, the motion was approved unanimously (Moran absent). (7) Ordinance 136-0 99 - l.oacl*ng "Lone at 1711 McDaniel - Alderman Feldman moved to recommend approval; Alderman Drummer seconded. Upon voting to recommend this Ordinance, for introduction, to amend Sec. 10-11-7, Sched. VII(B) of the City Code to establish this loading zone for a disabled resident, motion ,vas unanimously approved (Moran absent). (8) Ordinance 137-0-99 - Speed Limit Beduction on Sherman Ave. from Emerson try Central ��tLAlderman Drummer moved to recommend approval; Alderman Feldman seconded. Up�pon %otinc, to recommend this Ordinance, for introduction, to amend Sec. 10-11-2. Sched. 111(B) to reduce the speed limit to 25 mph on the above street, motion was unanimously In favor (Moran absent). 9) Ordinance 139-0-99 - 10-0-99 Pertaiam' p to $alg of S —1-3 iv, - :alderman Feldman moved to recommend Council approval of this Ordinance to change the purchaser of the conveyor sorting system from Peak Equipment, who bid S20,300, to Ely Enterprises, who bid S10,01)0. Alderman Drummer seconded the motion. Mr. W31ton explained that there is no obligation of the high bidder to make this purchase. He discussed the process of brokers setting up buyers for this type of equipment; in this case the buyer fell through and the second highest bidder, the broker who had purchased the City's baler, was contacted. Upon voting, the motion %sas unanimously approved (;`loran absent). COMMUNICATIONS: Lease for Fire Dent Headquarters_ 1335 Dod ve. - Grm Is. Leyendecker confied t at the purpose of the memorandum was to inform the Committee of the upcomfng Jew - renewal and staffs recommendation. "date on Police Officer Hiring — Alderman Rainey noted there were still five vacancieL She asked if Ms. Witt could join the meeting for further discussion. Eire Rgpairtment Nlonthiv Report — A garage fire on Ashland Avenue was discussed. Alderman Drummer wished to be kept informed. Voting the number of fires in this ma, he requested that the Council also be informed. The question at the last meetfag.� whfeb concerned the recording of Structure Fires. Was discussed. Chief NVilkinson clsniiied that Detailed Structure Fires refer to fires for which a single company responds. Evanston's report Is extracted from a national reporting system. Police OfTicer HiringContinued -.Nts. Witt was present. To alderman Rainey's question she explained that 16 candidates passed the oral and written exams and are scheduled for a psychological and olygraph exam. The Commission will be meeting in December. Alderman Rainey asked horn �ong, if these candidates are acceptable, it would take to fill the 5 vacancies. ,Is. Witt said that if five in the group are acceptable, they can go into training in January. Otherwise they will be in school in January for 12 weeks, and the field training offlcer program Is also 12 weeks. After the first few weeks of the latter program they are ouf in a car with a trainer. if there are laterals who do not need school, they go into the field trainin immediately. Alderman Drummer asked about Fire Department` testing. Ms. Witt reporter that we have five firefighters starting work on December 6. They are coming from other fire departments. This will1eaye three vacancies, for which physical agility tests and written tests were done in October, interviews were done last week; scores wiff be in this week; poh•s and psychs will he in December, to be taken to the Commission in January; and placement In school in March. To another question. she said there had been 96 appikants for the fire test. Around 80 showed up and passed the physical. 50-some passed the written, and all but a few showed up for oral interviews. Alderman Drummer asked for statistics as to the number of Evanston residents, women, minorities, etc. He recalled the reference from Alderman Kent about testing. Alderman Rainey asked if the five ne%v firefighters came through this process and was told-tlhev had not; thev ivere from the last group of laterals that had applied in the last six months or so. The requested memo will provide information on these new firefighters. Cable Report -;NIr. Rubin gave an update on the rebuild: 75-80% of single family homes and two- to three -fiats are on the new system. Condos and apartments will -follow. If r"rted that It is taking longer than expected, but everyone should be on the new system early next year. alderman Rainey suggested that this information be in a press release or in Highlights. Alderman Drummer asked about an issue concerning funds and the School District's request. Mr. Rubin said the School District (202) seemed to just become aware of the equipment funds that are provided bs the cable company and passed through to subscribers. They were interestedinthe S200000 from the last year that payment will be received. lie noted that Dist. 202 has a member on the ECNIC Board+ but at the last meeting they did not request any funds. He clarified that District 202 staff had been on the Board the whole time and aware. Mr. Stafford said the Superintendent stated at the City -School Liaison Meeting that he was not aware of the budget process of ECNIC and i,+antedto know what it was so a request could be made for funds. Mr. Rubin said Dist. 202 is represented an the Board that votes on the budget. DISCUSSION: (API%'1) "v' g Center 3 — 5 Yoic Arcniiectural Report — Mr. Rubin noted the presentation earlier this evening that sho►ved S200.000 tom►ard the Civic Center goal, the primar% focus next year being the fire alarm system. If any more funds are left, other immediate needs will be done. This item will be removed from the agenda. There being no further business, the Committee adjourned at 8:34 p.m. Respectfully submit Darlene f- Nil.ges � Executive Assislant DRAFT— NOT APPROVED 40" DRAFT - NOT APPROVED 0 MINUTES ADS I] ISTRATION & PUBLIC WORKS COMMITTEE Meeting of November 8, 1999 Members Present: Aldermen Drummer, Feldman, Moran, Rainey Members Absent: None Stall Present: C. Brenniman, Z. Edwards, D. Gaynor, H. Hill, S. Hunter, D. Jens K. Leyendecker, D. Nilges, M. Rubin, W. Stafford, E. Sz zmaaski, Walton, J. Wilkinson Others Present: M. Stern, B. tiesvig, B. Seidenberg, various Northwestern journalism students Presiding: Alderman Dennis Drummer SUMMARY OF ACTION: There being a quorum, Alderman Drummer, Chair, called the meeting to order at 7:23 p.m. 1TEhIS FOR CONSIDERATION ON COUNCIL AGENDA: (2) ' ­ nst.Qu PavrQli thtoul?h 10/28/99 - Consideration of the City Payroll through 10/28/99 of S1.621,725.15. (4A) Bid for Eireatalion No. 5 Roni - Consideration of the lowest responsive and responsible bid from Prate Installation for roof replacement at Fire Station No. 5 for Facilities Management at a cost of S50,645.00. (SA) ChAnge Order �-5 VII.. Contrac( ewer Consideration of this chan a order for lenbrook Excavating & Concrete, decreas ng the project price by S15.3T. (6) Ira ffic (al - Sored Bumps - Consideration of a petition to place speed DUMPS in the south alley of 2300 Nathaniel Place. (7) Proposed Motor Fr1c) Tay Program - Consideration of a recommendation to approve the proposed 2000 ,NIFT Resurfacing Program. 29) -11-99 - �L-R-99 - A v - onsrderat ono these nine Resolutions a atin taxes to pay pr nctpal and interest on various corporate purpose bonds, Series 1992 1999. (10) Resolution 75•-R-99 - :authorizing L0:1n Cruaranty for v -- �Consideration of this Resolution by i%,hich the Citv Council would authorize a S25,000,000 loan guaranty for AHC rvanston LLC for'construction of the tilaple Ave. garage. 11) Ordinance 125-0-99 - ,-authorizing ale or AssierlmVnt of Cit rt f Land '1V t of CIA Tracks - Consideration oft is Ordinance, for introduction, which the City Council would authorize the City Manager to sell or assign the City's Interests in a 35' strip of land Kest of the CTA tracks, bounded by Clark St., Church St., and Maple Ave. •It was moved and seconded to recommend approval of the above eight Items on the Consent Agenda; the motion is -as unanimously approved. ITEMS FOR DISCUSSION: (3) ugh 1119/99 in tlte_amount of S2.915.198.89 — Alderman ► xiney questioned why AT&T. Ameritech and cell phone charges, totaling almost S500, appeared . under the Snow and Ice Control line item. She noted this s yews the figures for the cost of snow and ice control. fir. Edwards explained his Department has some cen phones and pagers; and historically there was no account set up just to pay for this. Alderman Rainey pointed out that In other departments the division using the phone is charged, making tracking accurate. Mr. Edwards concurred that Streets and Sanitation could also do this. Nfir. Stafford said that staff will change this in the budget. Alderman Rainey asked how one could say that snow and Ice control has just spent S50� 'Ir. Stafford agrees that a transfer µill be made to correct this now, with the budget changed for next year. Alderman Raines- pointed out the same situation in a cell phone charge of S368 for Summer Youth Employment: she had questioned such a charge last time and it had recurred. 1Ir. Walton noted Human Relations had a number of phones that are k. pt year-round, and ►which are traditionally aid from this account. He said that this too will be addressed with a budget transfer now andpa change in next year's budget. Alderman Rainey asked about the upfront pavnient to Neo Services of S3.500. Mr. Stafford said they are the consultant for the Access database for the N[M EBE program. .alderman Rainey noted Information Systcros also had a S3.000 bill from them. 5.he asked why they were paid before the bill ►sas approved. Mr. Stafford said it was believed the work hadbeen done- e explained this is a one -person operation and they do rutar wsork for us on the payroll system. Alderman Rainey recalled the auditors' recommendation th2t we avoid these types of payments. Mr. Stafford -agreed, saying we are working on changing the policy. Mr. Feldman asked the policy on North Shore Toss -in , his understandin as they keep the money citizens pay them to rrtrieve their autos. Nlr.�Valton said that tKwe bills llit Item the Alderman referred to was for services to the City, not citizen to►ss. Nis. Aiello added that they also are used to to►► cars from the Farmers Market area on Saturd2y mornings. Alderman Feldman asked if the fees North Shore To►win , charged under its contract ►sere comparable to other communities' fees. Mr. Walton said t at the City is looking into a new contract; this one is five years old; however, lie understood that when ne►w, the City attempted to match It up to charges of neighboring communities. The present contract, he added, expires 12/31, ►with a 60-day extension. Purchasing will issue an RFP and hoped to make this somewhat of a revenue generator for the City, while keeping the rate in line syith other communities. He reported interest from other companies in the area which may be competitive with North Shore. Discussion ensued on available land for a towing operation within the City. Alderman Feldman moved to recommend approval of the Bills List through 11/9i99 totaling 52.915,198.89; Alderman Moran seconded; motion was unanimously approved. (413j Contrttcl for Construction Su cr iss 1'n for Church SQ,Nlaole Ave. Garage Prglect -- Alderman Rainey moved to recommend a pro►a1, .alderman Feldman seconded. Discussion: Alderman Nlorah questioned the indemnification provision. lie asked what the usual practice is in similar cases. 31r. Jennings related that the same language appeared in the previous contract 10 years ago for the Church St. Self -Park: he belteveca there was some difference between construclion supervision and actually directing the contractors who work. which may have some impact on liability. Upon voting to recommend Council approval, motion to approve was unanimous, and This item will be placed on the Consent Agenda. �5B) Change Order #1. ,NnsEes C'ultuC:ll Arts Center 13oiler ltc;p acgment Project — Alderman loran mowed approval: Alderman Feldman seconded. Discussion: Alderman Rainey had asked several questions. To her question on the total contract amount. Mr. Rubin ex rained the original pre for the boiler and air conditioning for the auditorium as S209,500. He ex laln , staff icoI*ected to the numbers for Change Owas #1 for asbestos removal, and sent it back. Nleawsw)Iile Change Order #2 came in at S8,186. Because demolition showed deteriorated conditions elsewhere, considerable concrete work had to be done. The S8,186 paid for that work. Today we are presenting a change order for S4.892 that ►was negotiated down from their original number that covers the remainder of the asbestos in the boiler room. Since the firm is -as set up to do this work already, it was less money than haying to have them come back and set up again. alderman Drutnnter asked if the ssork is to be done soon. Mr. Rubin said the boilers are running, ttte air should be done in a +seek or two, and allwill run more efficiently. Upon voting to recommend approval of this chance order increasing the contract amount by S4,892, motion was ununimous. It was noted thisitem also sill be placed . on the Consent Agenda. �$)1jesolytion 77-11-99 — P ha3c of Q3Honard Street for Police OUtIzust — Alderman el man moved to recommend approval; Alderman Rainey seconded. Alderman Drummer • noted that the S100.000 purchase price would come from ttie CD reprogram money and that we are for iving S10.000 being; held by the owner in connection with the City's lease for the property. the success of the negotiations for this matter was commented upon. fir. Hill pointed out that this case was a bit unusual in that no further action would be required by the Council, since this Resolution also set out the terms of the contract that will be drafted. epon voting to recommend approving the City Manager entering into a contract for purchase of 633 Howard Street for a Police Outpost, motion was unanimous. and item will appear on the Consent agenda. (12) gXd-initnce 126-4-99 — NO Left Turns oaLf Driveways, South Side of Main St. east and ►vesto[JZ e �►enue — Alderman Rainey moved approval; alderman Feldman seconded. Alderman Rainey called the plan brilliant and said it was a long time coming. She recounted her request of several moritlis alto about tie two driveways at the southwest corner shopping center at Dodge, of which fine driveway should be the entrance and one the exit_ However, no one obeys that, going in aril out at both drive►vays. She wandered if they could not be signed one way, and ►vas told of this difficult), due to the lot being private pro pperty. She appealed that something; should be done, noting the danger as one person ispulfin� into the entrance and another is barreling out that entrance, and vice versa. '.fir. Jennings o eyed to review and see if something could be dune legally. It was clarified that the site in question was on the southwest corner of Dodge and lAn, and Alderman Feldman explained the difference between this site's layout and that on the other side of the street. Alderman Rainev noted that when there is only otie driveway into a center, it is expected to be used for both entrances and exits. She suggested asking the landlord if the City could sign the area. Alderman Feldman brought up t to difficulty of turning right off of Main into that area; all the cars parked there are facing north, making it ap ear a one way street. and a right turn into the are requires veering out into the I, lane. ,Mr. Jennings suggested restricting the turns into it• noting the irobleni in the earlier example was that it is on private property. In this example it is not. Discussion ensued on possible restriction on right turns. Alderman Drummer suggested exploring all options and felt that this Ordinance in itself was a great move. Upon voting to recommend approval of Ordinance 126-0-99. for introduction. motion %%as unanimously • approved; item ►will be placed on the Consent .agenda. ITEMS FOR DISCUSSION (AI'«'l) Alley Payona a — Alderman Drummer noted the 1996 memorandum had been furnished, and that staff is awaiting direction on this policy. Alderman Moran urged that the Council examine its budgetary allocations to rind more monev to pave niore alleys. Secondly. he called attention to the concern that only 7 — 10 alleys can be paved per year and asked staff %vital factors limit this number and how t*iose factors can be avoided or other resources committed to expand the number done per construction season. He recommended that tali: about these issues proceed o%er the next few months because of their importance. The other issue he raised concerned the percentage of _property ownership required under the policy to initiate the investigation and proposal ofpppavin of the alley, which %was not binding by the Board of Local Improvements (BLf) or the Council. lie said the issues are complicated, and the blocks in question have quirky circumstances that come into play and affect the question of paving;. He noted that under the proposed policy 51% Is required; with that high a threshold for investigation alone, he felt there would be a number of unpaved allevs that really need attention but ►%ould not be included. Ile outlined a situation in which -i0%oto%%ners on an alley' mi slit be in so dire a situation that a very good argument could be made for paying. He sug;g<esteXhat 40% be enough for investig;atioi . He agreed with the other suggested policy points in the memo. Alderman Drummer raised concerns about riority allevs: ho%% is an alley is so designated? Also we allocate around S200,000 from the �DBG Committee; the Council initially directed the CAD Committee to fund the grogram for five years at S200,000/vr. That's long past. He felt the Council may need to redirect the CD Committee to fund this so each year it is taken out of our funding cycle. That is an issue. In addition, there is the issue of some alleys that probably do not need to be paved and should be eliminated. Alderman Moran suggested the abandotinient of some alleys, which Alderman Drummer agreed needs to be -looked at. Alderman Feldman agreed, and added other areas that should be looked at. includin� whether • a system exists that Wtyides (tic cost among (tie number of property owners regard ess of the where of property owned, here everyone paid equally. This would mean that corner o►yners would pay as much as every one else, and conceivably that people %%ho o%%n property in a large apartment or condo building; that might be included as numbers ralht:r thaii )%+iiers of a given space. Therefore, if a block had 30 eopple owm homes, and 60 owning condominiums, the division would be among 90 people. spoke ofcondo residents, all of who would have been willing to have their alley paved under those circumstances, e.g. distrWate • the cost on an equal basis. He recommended this approach as a sway uut of the morass, noting most of the time lots are of equal size, which means the only people ►► ho would benefit are those on a corner alley or a "T . If condo people could be includedhefelt it would more than make up for that under certain circumstances, and take an additional burden off those on corners. ►zho must pay double and are hesitant to approve paving for that reason. He would like to see this investicated by the Leal Dept., noting some alleys are in gridlock over support for paving, because o the •►av ►ve distribute the cost. This ma,6 break t tie gridlock. Alderman Rainey could not support less than 51% particippation. She understood the eroblems but felt it ►►as all part of the same neighborhood and that people need to get together o make that decision. She did support 40% to initiate study of an alley. Alderman Moran explained that his comments did not address the issue Alderman Rainey raised, thou It under certain circumstances he might vote to pave an alley ►►ith less than 51 % support. Alderman Feldman could envision significant City interest in leaving something, paved, but not receiving the amount of support necessary. In [fiat case he suggested considering an additional subsidy for that alley to support the Cify's interest. He noted the difficulty in saving ' %Ve need it, so you pay for it" with less than a tnajority. Mr. Stafford said this %vai a key point: what we are askin from the BLI is that the ground rules be clear. Further, ►we would like to know regar5ing priority alleys that we can bring theta in ►►ith less than 50%. He noted that the desire is to bring in alleys that are in accord with the City Council's ground rules, and that presently confusion exists on the Board level. Alderman Drummer noted that if an alley is on the priority list it may be less than 50%. Discussion ensued. Alderman Feldman questioned if ►►hat was bein suggested ►was that while it would take less than 500/4 to bring it under analysis. we wouA not only determine what it ►+ould cost Per assessment but present it to the Assessment Board for their okay. Mr. Stafford said no, that the working operandi last year was that we could bring items in that ►sere less than 50% and some Council and A&PW members had concerns ►►ith that. If the rule is 50%, the► .would star ►►ith that. If less than 50%, he suggested there be preliminary points that could fie investigated before going through the whole process. He confirmed Aiderrman Feldman's recollection that last year all the alleys less than 50% had been approved by the BLI. The Alderman suggested there be a policy of what a priority alley is and .what to do ►with it ►when it comes to us. He also noted the list of priority alleys is haphazard and without criteria. Ile had heard that some people whose complaints placed them on the list, while some almost impassable alleys were not on it. Mr. Edwards clarified that we do have criteria for putting an alley on the priority list, including whether there is flooding, if the City is called to an alley more than three times per year, etc. Alderman Feldman said it seemed that the criteria ►►as that someone called attention to the alley. and the Citv went there and does some ►work -- but that if the aflev needed it badly and no one called it ►►-ould not be on the list. He believed there were many allevs that met the criteria but no one calls about them. lie felt that the ►►av to handle these alleys`was not to wait for someone to call attention to them, but to establish criteria and go out and look. Alderman Moran suggested that ►►c just get out there and start paving alleys. and figure out a ►way to et more done. As to the BLI seeking direction about proposed ppavin protects, he urged Xie Committee that we not set a percentage for the BLI; that the Boardgook ie the projects and in their best judgement recommend to the Council to pave or not. Mr. Edwards further clarified that when we have a priority alley, if it was less than 50% in the investigation phase we went ahead and made the estimates as to what itwould cost. .alderman Rainey suggested that a massive education program on alley paving would be ver% helpful, to include what a share could cost. She said people find the process mysterious. Alderman Drummer called attention to the large number of elderly on sonic blocks v►ho don't even kno►► there is a subsidy. Mr. Jennings pointed out the petition does live an estimate of the per foot cost. Alderman Rainey countered that this information is not always shared. Alderman Drummer explained that many payin s are handled throu h neighborhood groups that really push for it. He clarified that ►►e will not be dealing with his issue until bu-dget time. COMMUNICATION'S Polling & Sons Revised eavment — It was agreed that staff could proceed as outlined in this memo concerning the above contractor and the landscaping issues raised at the last meeting. C7 901cer Wring - Alderman Rainey pointed out that we are now five of em stiort, with two o -duty. She said that a message must be sent to Human Resources and the Civil Service Commiuion to "speed it up." She noted this is the first time we have dipped to this level and that it is difficult to catch up. Harza y' - This item had been addressed elsewhere and will be removed from the Communications cations ist. Alderman Rainey referred to reports from neighbors who walk in James Park that at 6:00 in the morning five to six lar a trucks pull into the -Park, do something and then leave. She had asked for information on his a month ago. Mr. Edwards noted we had trucks removing soils from the compost area. Alderman. Drummer asked if this Aldermanic Request could be processed. Alderman Rainer• said the Manager's office had the Request. fir. Jennings will find it and furnish a report. V' ti' thbropk Fire StatioR- Mr. Rubin explained the question was how could Northbrook- build a station so chew iyy. The memo answered it. Alderman Drummer asked that this memo become part of the ire Station #3 report. Civic Center 3-5 V Mr. Rubin explained that this item was here because we received this new report concern ng staying on at the Civic Center for three to rive years, and it contained information about Issues felt to be unsafe which staff wanted Council to be aware of. This item will remain active. Fountain Sq,uare Report - Mr. Rubin summed up that the Fountain Is In worse shape than when the report was first Issued. He talked of the poor condition, poor design the people who hang out there, and that a three level fountain has difficult mechanicals and that the components used are deteriorating. Alderman Rainey and Mr. Rubin discussed some options and noted if the fountains failed t ev could not be fixed again. Alderman Drummer said this issue must be reviewed if it is in such poor condition. This item will be left on for discussion at the next meeting. Fire Station Re on rt/S4pt m - Alderman Rainey and Chief Hunter discussed an apparent discrepancy in reporting detail structure fires: under Detail Fire Responses 110" was listed, which conflicted with information elsewhere in the report showing a total cost of S99,000 in losses. Chief Hunter explained Detail Fire Responses refer to a response by one company, versus other responses by more than one companv. Alderman Rainey asked for information on all the structural fires resulting In loss. Chief Hunter said such records were kept; he will respond to this request. He surmised that it might be an oversight that it was not in the report. Cable Report - The previous Cable Report was accepted. The Committee adjourned at 8:36 p.m. Respectfully submit Fv - r) ` Darlene E. Nilges Executive Assistant C] DRAFT -- NOT APPROVED DRAFT' - NOT APPROV-ED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE ,Meeting of October 25. 1999 Members Present: Aldermen Drummer, Feldman. ,Koran, Rainey Members Absent: None Staff Present: A. Berkowskv. C. Brenniman. P. D'Agostino, Z. Edwards, D. Gxynor, H. Hill, S. Hunter, D. Jennings. K. Leyendecker, D. Nilges, ,%I_ Rubin. W. Stafford, C. Walton Others Present: B. Seidenberg Presiding: Alderman Dennis Drummer SUMMARY OF ACTION: The Chair, Alderman Drummer, called the meeting to order at 7:10 p.m. APPROVAL OF MINUTES: Alderman Feldman moved to approve the Minutes of the regular A&PW Meeting of October 11 and the Special A&PW Meeting of October 4: Alderman Moran seconded: motion was unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA: After initial discussion. Committee members ► oted unanimously to mace the follots ing fiv e items on a Consent agenda for recommendation for Ciry Council annroval: (2) Cih• of Evanston Pa►•roll through 10 1a(99 - Consideration of the Cit% Pavroll through 10/14/99 of S1,545,169.58. (4B) Bid for 36" Gate Valve — Consideration of the lowest responsive and responsible bid from Water Products Co. for a 36" gate valve for Water and Sewerat a cost of 524,998.63. (4C) Bid for Fire Station No. 4 Roof — Consideration of the lowest res nsivc and responsible hid from L. Marshall Roofing for Fire Station NoA roof replacement for Facilities Ninnagement at a cost of S58,940.00. (5) Traffic Calmine Plan — S�ced Bumns — Consideration of petitions to place speed bumps in the s►•est alley (if 7td11 Brown and cast alley of 1400 Pitner. 17) Ordinance 124-0 99 — Authoririne Negotiation of Sale of Real Estate — Consideration of this Ordinance, for introduction, hi, ►shich the Cih• Council ssould authorize the City llanager to negotiate a sale of a 35' strip of land West of the CTA tracks. hounded li►• Clark/Church/1laple streets, and authorize notice of intent to sell. -alderman Feldman moved to recommend appro%al of the above five items on the Consent :agenda. Alderman Moran seconded the motion. ►►hick ►►as unanimously appro►ed. ITEtIS FOR DISCI'SSION: (3) City of Evanston Bills through 10/26/99 in the amount ofS3.281,180.36 -- .alderman Rainey referred to .in item paying Andy 11ollina &lions S22,720 for landscape maintenance. 'lr. D'Agostino explained this was for services rendered from March through the end of September. :alderman Rainey recalled this firm had been responsible for the maintenance of the nc -. Callan embankment, which then denuded �lr. D'Agostino confirmed. She asked if they would be used again (probahh• not): and if they ►rill pay for the restoration of "hat had k been a community pro ect (rM they will). Alderman Rainey likened this firm to someonew+fio you take your car to pro repair and after that the car doesn't run. She said . ou don't trust them to touch sour car again. She wished this item to be held until further informati m is provided as to fto.y this situation is to he rectified. Alderman Feldman ask"i htvo the probiiem occurred. Mr. D'Agostino explained that the firm had mistaken prairie plantings on the embankment for weeds. This occurred in .Tune; they applied mulch to the area. «ben Parks/Forestry became aware. it wasn't the right time to plant. It is noii, the correct tint to plant, and the plan was for the firm to lant at this site and t..o others. «r :ire paying for the maintenance of the plantings; the Firm is payin for replanting. Alderman Feldmmn questioned this reasoning since "a had no plantings there all summer. Mr. Gaynor offered to bring information back in h.o..eeks, reporting on how much ..as charged for the three arras. He also offered to negotiate a reduction in the payment amount. alderman Rainey did not .rant a firm planting things if it did not know the difference between a weed and a punt. She had sent a memo follo.ying the incident to staff, and noted it took almost a month for a response, while people were calling her in the belief the area had been vandalized. She did not believe the company should be given the opportunih• to replace what the% destroyed: they should pay for what they destroyed and .% ith the mcines the Cih won't he paying them she sug ested another company be Eiired to replant. Mr. Gaynor modified his suggesttons based on MIderman Rainey's comments to furnish a repots on the incident, not pay the firm, determine the value of the plant material destroyed, take that amount of money from this contract and hire or use our crews to replant. Alderman Feldman pointed out the need to do this soon because of the plantin season. Alderman Drummer said that the Committee would recommend removing this S22,720 payment from the Bills List and that item will be held. The Committee concurred. Alderman Rainey asked about payments to Alexander Associates under the Noyes Center bills and a cod !e of other places. fir. Gaynor explained that these costs were for a facilitator for the Arts Council retreat. alderman Rainey questioned a total of S5000 to facilitate a retreat. Mr. Gaynor clarified that the total of S46I'2 was for a day and a half retreat: that the fee was SI25/hour for non -profits, usually the fee.. as S175/hr.; that many hours of preparation here needed and meetings had also been held about the retreat. To another question, he said a number of recommendations came out of the retreat which will come through Human Services, • including; a name change for the Department, changing the number of Arts Council members, etc. He thought Ms. Alexander had done an excellent job. Alderman Rainey also asked a question about two parking* lot rental line items: had Good's of Evanston always been the lessor of one of the lots? Mr. Jennings explained that they were. and that we pay the tax hilt for both Good's and Judi's Baker. only when those businesses send the bills to the City for pa. ment. Alderman Feldman mo."ed to recommend to approve the Bills List as amended; Alderman Moran seconded; motion passed una iimously. 0A) Purchase of Aerial Truck ,. ith Chippper Bodv -- Alderman Rainey moved approval for discussion. :Alderman Drummcr asked about the five %car. 75.001) mile +.arrant. %i ith a value of S2,885. lie pointed out that it did not make sense to discuss 75,000 miles fora Cih' vehiclethat would not reach that mileage. GIs. Radek noted that this is the typical package deal one gets from Ford, and that she had called them to discuss. To g;o to a 6-year %sarrant' she said the cost increases incredibly. It %%as clarified that S2,885referred to the cost of the .•arranh: that almost whatever goes i% rong; i%ith the . chicle. "buinlier to bumper" is covered. including computerized components, but excluding; belts and outer normal wear. C pun voting to recommend approval of this truck purchase from ,Mid -America Truck & Equipment Co., for Parks/Forestry & Recreation, at a cost of S 107,777, motion to approve i%as unanimous. The item will be on the Consent Agenda. To another question, Mr. W.-X-ostmo reported that the contractor ++ilI start tree trimming next week, doing all the major thoroughfares, ca. 3.21111 trees 10" and larger. Our cre%%5, will Follow doing the smaller trees. Area trimming in residential neighborhoods will start probably in Fcliruar.•. The contractor will he running two or three crews: the City will have at least one now, h , with .o nc++ tree trimmers hopefulry on board at the end of !larch, and later two full- time City crews. Alderman Drummer noted a problem shared h. all Aldermen: the calls from residents about tree trimming needs. Mr. Gaynor nientioncil the news release that gave information on trimming; by street, and noted major streets i%nuld not he trimmed during rush hours. Alderman Rainey pointed out that the complaints are coming; from the neighborhoods. i not the areas of the thoroughfares. She related one of the angriest culls she had received l5rom a woman trying to get a tree trimmed for months, and who consequenth sited for wteds in her alley. She advised starting the trimming in the neighborhoods. Mr. Gas nor r-xpl: imed the majorbenefts of thoroughfare trimming: opening up the li,,hting, traffic li,hts and sugns. For those reasons and others it was decideSto start with thorou0fares. In ttir second year, he said, we has e a plan to start on residential streets. Adderman Raine+ +�sMICA Out m.t� of the same arguments applied for starting on residential streets. Alderman Drummer noted an Aldermartic Request for a tree trimming list and suggested this might be an opportunir% to, get some of these special requests done. fir. Gaynor explained that the Department sAly has gotten two new tree trimmers of the total of sLx; that the City will be on a six -year schedule and all trees will be done in the City within the next three or four years on the ne;w plan. Fresemtly however the Department only responds to dangerous trees. Alderman Drummer offered to forward all the calls he receives directly to Mr. Gaynor's office and noted there is always a difference of opinion on what constitutes a dangerous tree. He said if people are gild the% have to Wait four more years that will not work for them. He noted some limbs are so loss trucks must swers•e to get by, and reported that at every block club meeting the same question is raised. Now that we have some crews, he recommended staff work on a wad to respand to calls that Aldermen make about trees. Mr. Gaynor reiterated that only two people had been hired; thry are in training now. He said we eyafuate trees, and those considered hazardous, such as limbs over a playground, are trimmed. It.vas pointed out there are degrees of hazards. The Department will continue to go out upon receiving an Alderman's call and assess the degree of hazard, but he noted the ineffectiveness of stopping a crew, going over to a tree to t6m, foing back and starting up again, then having to stoic and go to another tree, etc. Alderman eldman said this was a rofessional evaluation, swhic differed from the emotional evaluation citizens have. They Find the situation difficult to live with and can't accept the explanation after such a long period. They see it as unresponsiveness not a prioritization process, he added, and citizens continue to be unsatisfied. lie felt a certain. small percentage could be devoted to certain. specific problem trees. If we had a normal program, he would not advorlte this. but people are really frustrated and believe nothing has been done in many years. He asked that some small "relief valve" he des iced for very problematic cases, based on Aldermanic Requests. Alderman Drummer agreed, noting the problem %►as shared by all. (6) Resolution 1-11-99- Payment Guaranh- for Construction of Gara Lc —Alderman Drummer read the title of the Resolution, "Authorizing the City Manager to Enter into a S25,000,000 Payment Guaranty in Favor of I lams Trust and Savin s Bank to Enable .AHC Evanston, LLC to Borrow S25,0f10,000 for the Construction of thehurch/`iaple Parking Garage." He explained that this Resolution was not quite read' in the I.aw Department, and that the Committee either could approve it with the instruction to staff to keep negotiating. or not pass it, and indicate publicly our intent to purchase that garage. Alderman Raines moved approval for discussion: she believed this is a larger issue than Administration & Public Works. She recommended passing this out of Committee s. ith the caveat to hold it on the Council floor until the next meeting, when the necessary atnendnients ss ill has a been done. Mr. Hill was noy. present. lie thought :Alderman Rainey's %u;;gestiun feasible. Alderman Rainey pointed out that the same discussion ss hich would occur in A&PW .. ould be repeated on the Council floor. Alderman !loran spoke of the complexity cif the issue and the questions raised earlier tonight about certain scenarios in %%hich tine City would he unable to as for the garage. lie asked w hat the City's position and obligations ►. ould be in that cast. lie. Crum explained that the City had already committed to a gara;;c. fir. Ilill added the commitment is to have a ;;ar:igr in lace for the opening of the cinerna and retail; the Cih has entered into separate leases with AlIC for parking for the main pa%iliun and cinema. This ..as necessary for AIW to get the financing to build the structure, The (phase for earlier construction ryas dependent upon parking being in place at completion of construction. Alderman ,loran noted that originally ss c had a non -phased dcs clopiiment. Then we s% en( to an amended agreement that %% as a phased development, which called for going ahead with the main pay Ilion and '►aragc. Mr.. hill said that under the original agreement dic City ss as on line to build a gari�„e. Ir. rum explained that tiie City reconimittec err the garage wfien we enacted the amendment to the agreement. -1 o another gticstion, Mr. hill explained there.• ere ►ariuus guarantees that Arthur1lill made tie the City, and if the project doer not come on line on lime there are payments which still he made to the City to offset loss of revenues. Alderman Horan noted payments were to he for three years; heisent on to clarify that ii c are committed to building this i,arage, and by Ihis Resolution %%c aluarantee Hill's lean for its construction. if Ll circumstances deieloped later where the Citv could not pay for the garage. one could take a vie« that A hat we do tonie�ht or later makes fittle difference: or, it might be yicived as dam C control. In other ss ords. if ►s a negotiate an agreement with Harris Bani:, ii ith good tervas for the Cit}. then we might lose less money. Mr Crum said ►►e are still committed to buying a . parkin garage for S'_fl-some million a little o.er a %car from now regardless of ►•hat happens toda.. Alderman 1lor2n noted discussions about shifting TIF money from various TIFs to finance this. alderman Rainey believed onh. the «ashington National TIF was involved. alderman Moran asked for an analysis concerning our alternatives, s.ritten in a +say that people can understand, on hoss this is going to be financed. He noted recent discussions about TIF resen�es and people %2nting to know .►hays available in TIF funds for release. He said some have termed this a truth in taxation issue. In those discussions. he did not recall hearing that there "as" Washington National TIF money available. lie felt that if monies are available there, this should he knossn. Ile noted some of us had argued hard for the Washington National TIF's establishment and should he informed if it %%as so successful the Cite is about to fund other projects from it. Alderman Feldman concurred. He believed one of the reasons the Washington National TIF ssas not used as a source of funds for the school district`, ►sacs because ,Ae •vere thinking about committing the funds to the garage. fir. Crum agreed that was the case. Alderman"t"eldman believed this scenario only related to transferring money from the 'Washington National TIF to the Research Park TIP, if there was no development going on. That money would be used to cover any short fall if none of the other Research Park office developments are huilt. He noted it ►vas the office development portions of the Park that were uncertain; not the entertainment complex. Ile requested that information be provided on how this garage is going to be financed. Mr. Stafford said we isould transfer sonic front—end moncy which we is -ere anticipating would be needed. He noted se.cral components in the Washington National TIF, ciring both property taxes and sales taxes. %% a have not reeled in the sales tax. which would has c provided extra dollars to the project. «c kness ►►c would ha►c other projects onboard. lie noted %st are only in the third ►ear of the debt Service there, and is don't feel %.c are in a mature cnouTh position rcg,,arding that TIF to sa% %%e have those monies available to the school districts, his is just . a backup, he said. it is not our intent to go back and use those dollars. lie said %tc can tap the sales tax component. Alderman Drummer asked how the initial debt from the garage wouldhe paid down. Mr. Stafford noted the upfront money ►se can use helped us, some from the current TIF, some from the Washington National TIF. Exact figures from the TiFs were requested and ss ill he furnished. Alderman Moran noted this raised other issues on hotly the Or% reported on these TIFs. lie said he onk learned about the issue "a little here and a little there." He said it.sas not clear %%hat is intended as to sources of funds, how much, etc. He did not recall prior discussions on the total financing garage package and the fact that w•e are taking; nine million from t..o other TIF funds to p,iv onc-third the cost and finance the rest. :alderman Drummer noted that, although some of those numbers were in the analysis, an executi►e sunirnan .could hcljt to clarify. Ile explained that [lie Research Part, TIV, ►shich %rill run out in 2008. iti to he use[1 it, build the garage. We will get the rest from the %iash' %on National TIF to pay' it off sooner. The reason for the expansion of that TIF is for the parking expansion. Mr. Stafford explained that there hard been confusion with the was the analysis ssas ►sritten. because in onc instance. it ►sus lump sum dollars, in others it was paint: a stream (if re%enue oser time. Alderman Moran asked how the average person in l:►anston could understand this explanation, noting we are talking about h.o garages lotalin 51 million dollars, lle said that four years noo this ssas more than the handed debt limit. AlTerman Rainey asked if there was it distinction for a fund like a parking fund and a TiF to separate it out from our bonding indebtedness. 'Che ansss cr ss as . cs. Sfc thought information on this ss ould be helpful. She noted the confusion with the names Downtm n 11, or Research Park, TIF. She said it was important to note that, had the Research Park been full% deyeloped, there would have been a requirement in that de%clopnient agreement for a g;arye. She said this demand on our TIF pocketbook is not the result of am 18-screen theatre: it part uf:r longstanding agreement. Alderman Drummer noted the importance of these .rnalsses in terms of sbo►sing that tax dollars are not being used. Alderman Rainc% noted the importance of knowing the actual . numbers, her understanding; that is hat we rcccrved so fill' was preliminary, and that in the next too necks sic will get . memo with complete and clear information. .alderman Drummer pointed out that the two garages are put together in the analysis, when one will not be bonded til a vcar later and the size needs may change. He reiterated the motion that the item will be moved to the Council floor with the recommendation to hold it for discussion in two weeks. Upon voting, this motion was unanimously approved. WWI) Allev Pac ing Policy — Alderman Drummer explained this item had been held pending aldermanic suggestions, and none had been forthcoming. He explained this ,,Was financed in the CIP, but needed discussion, and felt the entire Council mac wish to deal with the issue. Alderman Rainc% suggested a public hearing, and said she' -was not in favor of forced assessments. alderman Feldman did not feel there was a ood sense Of What we can do leya!ly in terms of the assessment. alderman :loran mentioned a memo generated in the ,past with formulae on assessments. He su gested reviewing that memo as an aid to discussion. Mr. Jennings had retained a copy oft c memo. alderman Feldman noted that learning of other table options ,,vas important and may offer us some flexibilim He termed the present system unfair to some People. Alderman Raines noted the process seemed secretive in that eople do not knowwhat s involved. alderman Di ummer said that Aldermen Newman and that had both raised the issue of requiring a 40 percent level of the respondents to investigate an alley, then 50 or 51 percent to proceed. alderman Feldman questioned the 50 percent fi ure, da block is divided among many people in condos and a few on private property-. Alder -man Drummer raised the issue that some alleys in Evanston may need to be vacated. He gave an example of a house with 150-foot alleys on both sides, and a'100-foot alley in back. Alderman Moran cautioned that the memo in Question not he looked at to provide a "ma is bullet": if there were one, ,,se wouldn't need the memo. alderman Drummer noted that the' City has no use for alleys: it is the citizens who like them. He explained that for those without alleys there ,,sere alternatives to placing their ggarbage in front. Discussion ensued. Alderman Drummer advised looking at this issue as,,yell. (aP%%'2) Fire Station 43_— A-isessment and architect's Report — Alderman Drummer said the situation is the same as in 1993. alderman Rainey believed it m,as worse. To a question, Mr. Rubin,,vas no%% 90 percent sure that the property is owned b,, the City. alderman Drummer noted a rehab cost of S1.5 million, a new station cost of S1.8 million. 'He asked ,,what the CIP . showed. %1r. Rubin reported a request to the CIP Committee of 2.2 million for a station, to start next year. alderman Rainey asked lim,,+ Ion after starting it %would take' Mr. Rubin answered a -,-car. tie had requested the funding tote split bemcen t,,►o sears: 1.3 million and .9 million. tie suggested that Council remember that there would have to be two CIPs approved to complete it. Alderman Drummer said that the decision needs to be made now to fund the fire station project, and we need to decide on whether we are talking about rehab or nei% construction. :Alderman Rainey was concerned about the bad condition of the building Alderman Drummer confirmed that there is as agreement that the CIP ►sill show up with a 2.2 million dollar budget to be paid over h,,'o years. Alderman Nl„ran made the distinction that he %-.as not voting on the CII' this evening, since that had to he ;approved in CIP meetings. C0NYNIUNIC.%TIONIS Due to the time (8:30) it mias decided these items %%ill he placed on the next agenda. Re spectfully Submit(c , Darlene E. Nilges Executh.c As%istant 0 DR.x T — NOT APPROVED DR -kIFT - NOT APPROVED ,NILNIITES . ADMINISTRATION & PUBLIC WORKS Ct>AI'I1i-I'F:E Meeting of October 11. 19,99 Members Present: aldermen Drummer. FtIdman. !►loran, RainvN Members Absent: None Staff Present: C. Brenniman, P. D'Agestino,NZI. Franz. D. Gaynor.:i. Hunter, D..ientt+iotrJ, k.. Leyeadecker, D. in es, G. Ramon, 4L Rubin, W. Stafford, C. Walton, J. Wilkinson Others Present: B. tiesvig, B. Seidenberg, B. Demes, bL Fitzgerald, S. Rector, C. Wolfe Presiding: Alderman Dennis Drummer SU,NINL%RY OF ACTION: The Chair, Alderman Drummer, called the meeting to order at 6:15 p.m. APPROVAL OF MCr'UTES: Alderman Rainey moved to approve the ,~Minutes of the A&PW .Meeting of September 27; Alderman Moran seconded; motion was unanimausly approved. ITEMS FOR CONSIDERATION ON COUNCIL AGEh"DA: After initial discussion, Committee members voted unanimously to v 2ce the following four items on a Consent Agenda for recommendation for Cain• Council appros-al: 2 City of Evanston Payroll through 9 30/99 - Consideration of the City Payroll through 1'130/yH o1 $[,3i6.7Z1.6l3. (3) City of Evanston Bills through M 12/99 — Consideration of the Cite Bills List through 10/12/99 in the amount of $2,602,558.61. (7) Resolution 69-R-99 — Amending Resolution 63-R-99 Authorizingan Amended Lease with Lekotek — Consideration of this Resolution which amends Resoution 63-R-99 to correct scrivener's errors. Resolution 63-R-99 authorizes an amended lease with Lekotek adding 250 square feet of space. (8) Ordinance 122-0-99 —Neighborhood Traffic Calming Consideration of this Ordinance, for introduction, to amend Sec. 10-11-3 Sched. III(A) and Sm 10-114 Sched. IV(A) of the City Code to change Garnett Ill. to one-Aa,, s+estbound bemeen Ridge & Maple, and place a Ni Left Turn at Ridge Avenue. Alderman Feldman moved to recommend approval of the above four items on the Consent Agenda; Alderman Moran seconded the motion. ►shich passed unanimously. ITEIN1S FOR DISCUSSION: (IA) Approval (or Lowest Resnonsise and Responsible Bid for Demablion and Clean-up of Main St. eivs Stand For discussion, .Alderman Itainev moved to recommend approval; Alderman Feldman seconded. Alderman Moran was not certain this proposal made the most sense. noted the southwest corner of Chicago and ~lain had been it difficult situation for a lon, time, and referred to a recent proposal to start a husiness in this building. To his question. Ms. Letiendecker said this item will be on the CTA Board's agenda on [lie 171h; when approved, we can move forward with demolition; current pricing is guaranteed for 60 days. This item seas on tonight's agenda so it would be in place when the CTA Board approved the sale. Ms. Brenniman explained there was no set price yet, there being; an issue of outstanding taxes to be resolsed. Alderman Drummer noted an earlier component of the plan was to use the money to repair other stations. Alderman Rainey agreed and recalled an earlier fi ure was around S150,000 to be used for priority repairs or improvements that had been identifietf • 'k Alderman Moran did not recall seeing a commitment in writing from the CTA for re stud said his remarks address the City payin a substantial amount for the property. lie eft this was a premature item, since we didn't even &ow the price at this point. He fe`2 there was a sigaifieant policy Question about this property's use. He said area merchants were concerned that it sits there abandoned. and again referred to a recent proposal for a business. He recalled ho►w the news stand "as a hub of neighborhood activities. animating that corner and making it a people place, He questioned the investment to knock it dosn %hen someone was willing to rehab it and open a business Mere. He felt that could be a substantial %alue to the community. At this point Alderman WN-13ne w2S present. Alderman Drummer spoke of the last proppoossaal he had heard: to demolish and have open space on that corner. Alderman Wynne spoke of the CTA*s continuous delays and said vie would like to be ready when they finally aplirove the purchase to avoid %•ailing an adtlitionalperiod of time. Sbe outlined proposals for the space that ranged from a bank drive•thr•ou h to adding an additional floor to the bui df ing, but noted the lack of available additional parking or that building made expansion not feasible. She said on %►eckends and rush hours the area was a lo;jam. She al%o noted the concern was to have a business compatible with the site. and noted proposals from a questionable news stand operator as ►yell as someone %ith an insufficient business plan. The consensus of the community is that it is a difficult site commercially, and an business would either not make it or add to the parking problems. She said the site, hoarded tip. with graffiti and trash. is an eyesore. If not viable commercially, the community wants to extend the green space, especially with an 8- or 9-story building going lip across the street and therefore having thrt'c developed corneri. Alderman Rainey addtd that the Council supported that. To her question. Alderman Wvane said the cost %ben last spoken of was S160.000. but may have crept up with inflation. She said the value will be applied to CTA stops throughout the City. Alderman Moran reported on one proposal that did not require expansion, from People o eratingg a business nearby who could assess the viability of the site and would upgrade the building. fie felt that such a business, operating consonant with the area, should he allowed to happen. He questioned why the CTA did not knock the building down. instead of the City haying to buy it to do so. Alderman Wynne said the capital improvements to the CTA stops could not be made otherwise. She agreed a viable business would be useful. but sited the poor business plans or lack of experience running a news stand of t%vo people who had been interested. She noted the failures at this site that had preceded this decision. which occurred in a commercially vibrant area. She said if ►we could figure out how to get the CTA to knock the building; down we %ould do so; noted it had been impossible to get them to move on this site. Alderman Rainey recalled Alderman Bernstein's support of having open space on the corner. Alderman Fcldman recalled that at the beginning it %vas Council's position that it he developed, that what was wanted was the vitality of a commercial space rather than the passive tranquility of open space. fie termed both values beneficial to the community. lie said the proposals received were not successful possibilities, and outlined some that %sere not viable or not the type of business desired in the community, such as a ne%►s stand sellinZ material that was not acceptable. fie asked if Alderman Sloran felt the last proposal had been acceptable. Alderman tiioran said it did not have unacceptable aspects. and it had been proposed by people who crated a business in the area. ►%ha had a commitment to the City. Thev had proposed IWArand other investments. :Alderman Wynne reported tin cnn%ersatinns held ►with the people in question, %ho had no experience running a news stand and when asked. gave a sketchy business pplan only a couple of paragraphs long;. Arderman liloran believed one could develop :a dislrihutursliip %►ithuut a fft}-pa�;r business plan: %%hat it took is committent iti redevelop the property and io lake care of your business and your customers. Alderman Drurnmer noted the 40-day %%indo»%. Ile felt the item %hould he apprmed or not this e%cning. Discussion aboul use of 111e IItroperly'should take place at another time. lie %%as gratified that the City % as not attena fling; to purchase :and become a landlord in this situation and felt the City should not try to police [fie market. Ile recalled the is%ue had been on the agenda for several years. fie would support dernolilion but fall another discussion could he held after tonight's vote. ' Upon voting to recommend approval of the hid from Ace-, Maintenance at a co%t of SN.200, motion passed with Alderman !loran voting nay. i4131 Fnaer icnev Purchase for Sc%%er .Maintenance -- Motion to recommend apliroval %%as made by Alderman Laincv and seconded b►• Alderman Feldman. AIdernian Drunimer clarified that this hail to do oitla Midwest Pipeline who had defaulted, and this purchase from Kenny Industrial would finish the project. To Alderman Moran. Alr. N%allon said Hiatt if :appro%cd, not :all the work could be cuiuPleted this year as scheduled, but stafT%ould like to take .advantage of the time %%e ha%e left. Etc said it %ould put the «titer & Server schedule behind. Alderman `form %would support this but bad 5uestions on this contract %which %vas :a three-,. car commitment. Nlr. Walton explained that basically ie company dissolved. To the question of %:hat we can do in the fulure to avoid thi%, Mr. Walton explained that to disapprme a bidder one must pro%e him not responsi%c and responsible. «'hen it X Midwest bid, both issues Mere resolved and references checked. He noted they had been in business for 30 years and ►serr deemed responsible. Last week the owner had said'he was disst%l-ingg; the business due to problems retaining workers which adversely affected their operation. 'Mr. Walton said the only thing to do is to continue to be diligent in the future. To Alderman Feldman, he said wv *we lfidwest some mono%. but ha%e notified them we will not issue payment for their hest two inaoiers. Payment to date ►v ns discussed: Mr. Ramon had the breakdown and would provide figures after adding them up. He outlined the work done and remaining to be done. Alderman Rainey asked alto vvas "watchingthe store —,A hile this situation developed. Mr. Ramon explained Water & Sewer had an inspector fllo►%ing the company's work day to day, coordinating the lob and chevking eren-thing done. Alderman Drummer clarified that we had onh• paid for the work done, minus Slb000 we will not be paying Midwest. fie was told the money left in the contract is sufficient to finish the contract. Upon voting on the motion to recommend approval of the emergency purchase for sewer mainterutnoe from Kenny Indlistrial at in estimated cost of S504.218.70, motion passed unanimously. This item, requiring d2f3rd majority vote, will be on the Consent Agenda. (5A) Change Order =1 DecL;-;j;iLlr Amount forJames Park Renovation_ - Alderman Rainey moved to recommen approyai; Alderman Feldman seconded. Alderman Drummer asked about !fie shortfall on this project. Mr. Gavru,r tx ,lxined that we have put in a request for next year's CIP for S1.100,000 to complete the project. To flurther questions, he explained that we attempted to consolidate the project for completion next year, and that $200,000 of the budget is the State award. He said drat everything that has been taken out of the project is to be placed back in, including a concession and scorers' building ber►ween diamonds 1, 2, 3 anda; plant material; additional pathway system and additional back stops. Two fields' backstops and dugouts have been done this year, he continnaL He said the amphitheatre would be a product of the regrading of the sled hill. Ile said the bird sanctuary is still in the project. and that only the wetland area had been eliminated. It was noted that Aldermen R.aine)• and Feldman had met with Mr. Gay nor and resolved questions about the project. Mr. Gaynor explained that the path%%ay being deferred was a new one added after the park had been desigyned; it was not the pathway shown on the drawings; and it would also be added to the next contract to he bid in the spring. Alderman Raines affirmed that the path%vay that had been embraced by the park users was still intact. To Alderman Drummer, fir. Gaynor said total cost of the project is 2:1 to 2 2 million, with next year the last phase, based on this plan. Upon voting to recommend approval of the change order decicasing the contract with Continental Construction by S218.365.20, motion was unanimous; item will be on the Consent Agenda. • (5,B) Cl►anee Orders —13 and 4 for Sherman Ave. C;arage Proiect — Alderman Feldman moved to recommend approval; Alderman Moran seconded. Discussion: Alderman Rainey asked if this work is essential in terms of life safety. Mr. Jennings answered yes. Alderman Drummer noted that things keep happening; to buildings this old. Mr. Jennings said tfic largest amount in the change orders was for concrete repairs. To AIdernian Rainey's question, be said the contract amount of 5401,682 does not include the consultant costs, drat these had already been paid for, and that Takeo Nagai Associates is doing: the construction work only. Upon voting; to sipprove these change orders to the contract with Takao Nagai :associates for an additional S46,322.99, motion was unanimously approved and the item placed on the Consent Agenda. (6) Allev Pavin Policy — For discussion. Alderman Moran moved to recommend approval and Allderman Fctdtimn seconded. :alderman Horan discussed the City assuming; half the cost of the Paving, sofult .1in;; the cit% ma% ►%:tnt to consider sin e%en ;;renter ipercentage. Regarding; the item stating; that just over 50%'of the owners of property abutting the stiles must support the paving, he %%fished to amend that to wv ust 40 percent. Alderman Drummer agreed. Alderman Moran explained that this is part oi f the poic% to consider whether an alley should be paved. Ile has had involvement on contro%ersial alleys and knew there is a long; mad to g;o ►vi hen soincone tiles a petition to getting it payer!. He suga;ested'a much lower threshold for the City to consider !pawing; a (particular alley. If the Bcrcentug;e of owners is 40 ice or less who %%aut paying; he deented it worth looking; at. Alderman runuuer noted concerns of other aldermen about this point. He noted that over [lie ),cars reasonable assurances were requested by staff that ►%e can actually gg',et the pawing, done. if, after the long process, only 35%. agree. the project goes dr,%%n the drain. MderrnFeldman eldman said this item raises certain i+sues, lie lutd no objection 1(1 40" S, but asked ►what the decision is based on. He assumed if o%cr 50% voted to paw the assessment for pawing; it %%ould not only he considered, but it ►would be approved. He interlIpreted that ►tie ►►ere sa%ing it should come hvf trc a hod% and deliberations should occur. He asl,eti %%bat other criteria oiu• ►%uuld use. Fie would he --Tilling; to lover the percen(age of people needed. %%e %could Ita%e to make the decision that ►1c'd he ►►ilfing; to do that. lie termed file process folio►sed in alley pa%ing: the most dif(icull %%aw lie's seen to approve of spending; money. Fie noted 1people are wring, ".lust pave rn% alley." lie klt there must he something, out there leading; him to telie%e there is sin acceptable criteria to the 60%. %%ho would he voing against the paving. Alderman Moran said %%lien she Board of Local Ito pro%ements has a hearinu those 60"/„ will get a vote at that time. lie said this is a question of when it %►ill he considered, not decided; to the question ofthe final approval 1►c posited the situation: you can have a block where certain people are looking for paving, 51% are above the ~high tide" murk of the alley and 49% on the "loge tide." These peopWs garages are rottin away and their end of the alley is'a mess. but the 51% ntav say pZT1 - is not needed. He termA this the best example of the tyranny of the majority. He advocated keiping a common sense approach, and if 40 or 4 % have the httfer argument w•e should consider agprorvws it. Alderman Feldman noted the Legal Department had indicated the manner" e do it now has been tested in the courts and it was not recommended to change it. He outlined a situation where some neighbors were Willing to pay more than their share to Viet an alley paved but it was recomme ded this not be alla4ved. �Ic, rennrrnan offered to research thrs issue. .Alderman Drummer noted in tbt past alleys have been recommended for psalm with less than 50'a suppoIrhe ting. He raised another issue: that ofchoosin to force assessments for paving all alleys in town. which tCouncil might make police. Aldermaninev did not support the proposed policy for a number of reasons_ She su=ested if we -a have a policy rerding the paving of alleys it should be drat all unpaved alleys will be payed, and we tlem. She said that if everyone with an unpaved alley carve in with must figure out low to prioritize a petition at once. it would take us 50 years given our obli„atton to pay 50%. She noted the City paves approximateh sewn alleys per year. Alderman Moran recommended taking out the reference to seven per year. Further.'Alderman Rainev had questioned having a it) -year pa, back. She was told that this was a State statute, had to do with'bonding, etc. She felt it is important to keep the p;rtnents spread out over a long period and that way more would he encouraged to take advantage of it, Her fear is, no matter how we encourage people: it swill take us their lifetime to do all the paving. Alderman Drummer noted only 5350,000 is committed by the City for paving each year and suggested changing the bonding level. fie likened it to the situation wit(t the homestead exemption: you may get an exemption, but my taxes go up. The citizens really end up paving for all or it: alf the citizens are paying for the CiK's 50 percent that it's bonding for, even though we sav we are giving that 50 percent. He suggested if one subtracted the amount for maintenance oft the alleys it would save a lot. ;fir. Rubin explained that allev maintenance was not that expensive, noting the recycled asphalt is free. Alderman ov Drummer noted the need to keep on doing it, saving you can't impre an unimptm ed 211cy unless )-on cave it. It as agreed to hold this item in order to collect information from other members of the cw ouncil, and obtain answers to questions raised. This item therefore was held in Committee. PUBLIC C031ti1ENT: Mr. Nesvig, Ener•�y Commission. reported on his revic%% of the large manuals compiled by Commonwealth Edison 1ComFd) concerning its inability to make their distribution system work all the time in Chicago and the suburbs. He rcr revved Chicago's manual and his fetlin mis that Chicago will get their system updated some►%hat, but that the suburbs gill come last. .Merman Drummer reminded those present of the agreement Evanston made with ComEd that contained checkpoints and timetables for work to he done as part of our three-year contract. �Ir. Nesvig commented that nothing says they are going to pay us. He said the Chicago report listed information about each Ward, but nothing in it was a real commitment to do something. He commented that "they have some ven- good writers at ComEd." Alderman Rainev asked for g report for the next A&PW meeting; on ComEl Mr. Rubin said their quarterly report is due the 15t and would be provided. CONINIUMCATIONS: Alderman Drummer noted that due to time constraints. Communications keep being pushed track. For the next meeting, he recommended that Committee members attempt to el ans%%ers to iuestions ff concerning agenda items from sta, so that discussJ ion could he limited and omunication items can he addressroL' Alderman Feldman brought up the Cellular Phone Policy item concernin personal calls being kept to an acceptable limit. fie asked ►+hv they are allowed. Mr. Stafford nnter�people on the late shift or working overtime needed to touch base ssith their families. The policy ryas written as opposed to placing an outright ban on these calls. :alderman Feldman questioned irthk referred to people who could not find a regular phone. Alderman Ilaine•v noted it %% can't t«o or three calls per month that resulted in this frolic%: if people had not abused it, it would not base been written. She said the taxpayers should not hays to pay for this. 'fir. Stafford noted efforts %%ere successful in shnsing down a lot in terms of calls during the last months, and that actions had been taken. it %gas noted earls had been tracked since .Jul% %%hen it ►+as realized there sere some proiblems. `Ir. Ramon pro%,-ided the Pipeline figure, (rei,,ardinF item 411): nnl, S20.958 had been paid Midwest; an additional S1b."61 wig( not be paid. Alderman Drummer called attention to the time and the Committer adjourned at ':44 p.m. Respectfully submitted, y Darlene F. Miges Executive Assistant ORAFT - NOT APPROVED x' DRAFT - INOT APPROVED NUNUTES SPECIAL MEETING ADMINISTRaTiO` & PUBLIC WORKS COMMITTEE Cite Council Chambers October 3. 1999 Members Present: Aldermen Drummer, Moran. Rainey Members Absent: Alderman Feldman Staff Present: B. Stafford. C. Walton, L. Shephard, R. Crum. S. Lufkin, bL Robinson, J. Wilklason, M. Rubin, D. Nilges Others Present: flavor Morton. Alderman Bernstein. Af. DeVaul, L. Marston. B. Estes, J. Treadway, A. Keith. B. Seidenberg Presiding: Alderman Dennis Drummer The meeting was called to order at 6:38 p.m. by Chairman Drummer. PRESENTATION TO MICHAEL DeVA1:L: Alderman Drummer recognized members of the Minority, Women & £.anston Business Enterprise Development Committee (,N0% EBE Committee? who were in attendance to honor Mike DeVaul. He eat lained that this Committee grew out of the CDBG Committee, when Mr. DeVaul was asked join. He thanked Mr. DeVaul for the Tine work he had done and on behalf of the CDBG Committee recognized his dedicated service from September 1993 until September t999. Mr. DeVaul was presented with a plattut. He thanked everyone for this special night and said there was gnat news to report. He thanked all insotved in reconstituting tfie M/W/EBE Committee, which he had chaired for those IS months. and for their foresight. fie also wished to thank Cit. staff and the Cit% Clerk, noting that it hadn't always been easy. He recalled The champion effort from staff under the Finance liirector, an effort that changed the culture in the City. Lastly. he %aid that we have a Committee that has been very diligent and persistent. He applauded their efforts. PRESENTATION: M/W/EBE DEVELOPMENT COMMITTEE Mr. Stafford thanked the NI/W/EBE Committee under the able leadership first of ,Mike DeVaul and now of Laurie Marston. He said the Committee gave us clear vision and goals in terms of the City. Ile recalled the previous Disparit% studi basicall% said we were a follower. not a leader. and noted that Ke wlio live in Evanston lake pride in the Can and that this was a challenge to be addressed. fie recalled one of the first things done by the Manager's office was the formation of a team. With the Purchasing Agent on hoard. The interim assistance of Mr. Robinson and the vast background of our new %If%V/EBE Coordinator, Mr. Shepard, the M/WBBE Committee will pro% ide the lendership needed for the fulure. Ile said we ha%e a way to go. but said wehave a Bond staff team and committee. �Ir. Shepard. Si X% EBE Coordinator, said the purpose of the business development program was to provide equal access to opportunities for women, minorities and Evanston husinesses. Our work w as also to expand the capabilities of E%anstnn companies. lie spoke of the buildingblocks of the huiiness development program network %%hick included banks, insurance companies, the Chaner, Research Park. Federal and !state agencies, contractors. business development organizations and center as well as the Cil% of Evanston. tie outlined the program with area hanks. including Banco Popular and BankOnc to assist srnall husinmses. He pointed out dift%uttics small vendor% sometime have getting insurance or handing. and noted the SBA hand guarantee Evanston pro%ides bonding to S1.24 million. The Chamber will be used as a resource to identify and promote Evanston cornpanirs. tic outlined how the %arious other entities also would be incorporated and utilized, and believed the %%nerg% that %%ould he drveloped by all these component% will ha%c a %er% gx.siti%e impact on the program. Mr. Shepard outlined %e%vral inittati%cs: sourcing will assist matching businesses with the purchasing and contracting; requirements in the 01%. F%anslon tusinesses will he contacted for telephone purchases. Bid opporltinil% notices are being; placed in area nc%%spapers: and direct notice$ sent to NlA%•FBF% to assure they receive notice of hid apporlunihes. tic reported that joint ventures between majority companies and ,11/W/EBEs, :is well as bet%seen �l 1►'1EIIE;s, are being sought, is well a% seeking bonding, and financing sources to :assist contractors. Current?% a joint venture of two EIIEs is being worked on. Prebid conferences will be held for Fvaraston businesses 14 determine their interest. in terms of contract compliance, the goal is 20 percent participation for its prnjects, and 25°•e participation in de%ciopmenl projects. The City requests that contractors • empiny at the 15 percent lesel for reggular emplo-,ees. lie reported that currently Scribcor is running at 29% conlractual compliance for MiNVE11Es. He noted that we visit job sites. re%iew contract agreements, verify ,MW/EBE ownership, and more. He outlined a plan room where projects' specs and drawings can be reviewed He reported on our database with 1100 vendors: all ,NIVWIEBEs will be classed by business categories. The database is being expanded and will include sources gathered from other munici alines as well. It will be classed by Evanston companies, and non -Evanston women and minority companies. Mr. Shepard also explained that the payment poy licof the Housing Rehab program was changed'to attract more capable c:,rtractors to :mprovc the quality of Aorl, and maintain competitive prices. This will reliese cash flow concerns of small C*ntractors. The payment schedule was changed from once to twice monthly. Vendor outreach is an inittati%e Thereby we will network with minorit% and women business organizations to increase the CUN's visibilitti. Business and trade fairs will be informed of our rogram. A %cndor fair was held in Juts. co -sponsored with r%anston Hospital and Northwestern, as well as other companies such as Arthur Hill. '%.ery successful. 94 %endors .Attended. 30 Evanston -based. The next will be November 9. %ith two more next sear. 1ppcoming seminars are scheduled an how to do business with the City of Evanston. wish representatives from banks and banding companies. Internal training with Cin staff will be held on ways to utilize and share information about Nt " FBEs. Mr. Shepard noted this was only a brief summary of the business development portion of the program. Mr. Walton, Purchasing Agent, summarized goals and year-to-date compliance efforts He outlined the 20 percent goal for construction projects, and reported that same ?oat is being considered for bids for commodities and ser%ices. He noted that for development agreements we look for 25 percent compliance. In addition. he reported that the rive percent local preference polic% passed b% the Council allows for participation by Evanston businesses, maximizing their ability to partici�+ate in the Cit%'s procurement process. He noted the need for a data to gather data was identified; that is almost complete at this time. He outlined results oser the past year. compiled through manual gathering of data. On formal bids and contracts awarded oser the past year, out of the total amount of S9,468,591 in contracts. 35% was EBE participation; 16% SIDE. and 10% WIDE participation. He said we are pleased %ith these numbem but think we can do evert better. On economic development agreements, the Scribcor contract amount was 53.277,096; total WBE participation was 21%, and VIBE participation eight percent for a total of 29%. He said the compliance goal for the Church St. Plaza development is 25%. but this project is just getting up and running. Bids are out for a large part of the project and we are taking ag ressive action to increase and maximize participation. In the Cit%'s trainin employment program, he said the icy has received a 323°o return an City expenditure: the City spent S429.O0�on the sewer project, and %ages paid to Evanston residents totaled 51,381,374. Finallyy. ,Mr. Walton touched on several items: the fact that the City spends a lot for items costingless than 515,000; the money from pension funds that have been moved into local brokerages; for office material we began using Office Depot, using an Evanston business at the right price. NS ith Cellular One. we are utilizing an EBDE, Nort Shore Slobil Wer •s. These are only some examplm he said: %e will continue making an aggressive effort to meet program requirements by internal departments. Ms. llarston, nc% Committee Chair, spoke of the future. She said %e want to broaden the program so it becomes a resource for all small businesses in Evanston. Regarding the 25 percent compliance goal. she said it was felt that if develojiers are required to meet this goal, it is incumbent upon us, the City, to do as well on our projects, rather than the current -(l percent. Site noted the compliance strateg% was staff intensive, going well beyond reviewing purchase orders, to include checking in the field to make sure the numbers are truly representative. She expressed the goal of evaluating staff who are invol►ed in purchasin , so that their efforts are reflected as part of their e%aluations. This will raise staffs awareness in this area an encouraga sharing of vendor names among Departments. She reported that the Committee has very ambitious goals, and to continue the momentum %ill be approaching the CD Committee for additional resources. Aldernian Rainey commented on Alderman Drummer's relentless wort. on the program, but said that Alike Uet'aul descried much credit for providingg the leadership and taking us to "here we are today. She said the Citv should he eternally grateful to hini and is islied him %%ell. Alderman Moran commented on !!like's good work and said his presence will he missed, but %e expect he'll return to Esanston somvday. He thanked him for all his %%ork. and thanked Laurie Marston for taking oser the chairmanship and Lloyd Shepard for all his work as well. Alderman Drummer thanked Cil) Council members, all of %hum, --to a person." have backed this program. He thanked Water S Sevier Superinlendent I'igurclli %sho carried on a lot of the %ork and put on many of the training ��iirograms as %ell. lie ackno%vlcdged Mr. Stafford. Mr. Shepard. Mr. \Talton. �1r. Uc%'au#, 11ir. Crum. and Mr. Rubinson. callint; it a realh great day for Evanston. He looped fur%%ard to the pro -_ram continuing to de%clup and hasped citizens %sere %%atching this program as "ell. He said the program was good for all of Esan%ton, and fur even lu%iness in Evanston. "There being no further business, the Committee adjourned at 7.24 p.m. Respectfully suhmittcd, yy ��* Darlene E. Nilbes Excculke Assistant DRAFT - NOT APPROVED C. DRAFT - NOT APPROVED itilIlr'GTES AD-NUNISTRATION & PUBLIC WORKS COW, IITTEE .Meeting of September 27, 1999 Members Present: Aldermen Drummer, Feldman. Moran. Rainey Members Absent: None Staff Present: J. Aiello, C. Brenniman. P. Casey, Z. Edvvards, J. Fetty. R. Figurelli, D Gaynor, D. Jennings, W. Moran, D. tiilges, NI. Rubin. W. Stafford, E. Szymanski, C. Walton, J. Wilkinson, B. Zdanowicz Others Present: I. Lyons, B. Rediger, T. O'Neill, C. Omiahundro, B. Seidenberg, J. Esch. & Ester Presiding: alderman Dennis Drummer SUMMARY OF ACTION: The Chair, Alderman Drummer, called the meeting to order at 9.16 p.m. APPROVAL OF .rILtiUTES: Alderman Feldman moved to approve the Minutes of the A&PW .NfeeUng of September 13; A1derms Moran seconded; motion was unanimously approved. ITEMS FOR CONSIDERATIOti ON COUNCIL AGEN"DA: After initial discussion, Committee members voted unanimously to place the following nine items on a Consent Agenda for recommendation for City Council annrova1: (2) Ciry of Evanston Pavrolls through 9/16/99 - Consideration of the City Payroll through 9/16199 of S 1,59(1,730.3 1. (3) Ciry of Evanston Bills through 9/28/99 — Consideration of the City Bills List through 9/28M in the amount of S1,510,971.55. (SB) Chan a Order 42 with Control Systems Corporation — Consideration of this Change Order with Control Systems Corp. for the Noyes tenter boiler project, for an additional cost of 58.186. (7) Traffic CalmingPlan —Sneed Bumps — Consideration of petitions to place speed bumps in the cast alley of 2U00 Orrington Ave. and south alley of 1600/1700 Dempster St. (8) Traffic Calming Plan — Trial Sneed Humps — Consideration of a proposal to place trial speed humps in the neighborhood otl3rummcl/Dobson)'Bartoii. (9) S tecial E%eat — Third Annual March Against Violence — Consideration of a request on behalf of Evanston Township High School students to hold the third "Peace by Piece March" on s arious Cits streets on October 24, 1999. (10) Resolution 6-5-11-99 — Northwestern Homecoming Parade — Consideration of this Resolution to close Sheridan Road and various City streets for the annual Homecoming Parade on October 15, 1999. Per Alderman Rainey's question. ,Mr..lennings will review whether this item had been handled as an Ordinance in past years. (12) Ordinance 1 18-0-99 — Neighborhood Traffic Control — Consideration of this Ordinance, for introduction, to amend Sec. 10-11-5 Sched. V(B&C) of the City Code to place n tivo-way stop at forest~iew and Payne: and a three-nvay stop at Dobson and Elmwood. (15) Ordinance 121-0-99 — One-1iav Allev — Consideration of this Ordinance, for introduction, to amend Sec. 10-11-4 Scheel, lV(11) of the City Code to designate the alley west of Ridge Ave., Austin to hull Tcrrace as one-way. Alderman Moran moved to recommend approval of the above nine items on the Consent Agenda; Alderman Rainey seconded the motion, which passed unanimously. X ITEMS FOR DISCUSSION: (41A) Annrowal of Pronosal for En ineerin Services — Alderman Feldman mowtvl approval; Alderman Drummer seconded for discussion. a erman Rainey said a review of the bids showed great disparity on the It It lift pump item, with Greeley & Hansen's the highest fi urc. �tr. 1`'il;urelli said one ofthe reasons Greele% S Hansen ►vas chosen %%a_s that they listened to the it%: there was a problem wiidb the Citv*s pump. and Greeley %Sr Hansen ►.ill look at all the facets of the J��roblem. It was important that the pump be replaced Properly to eliminate ca%itational problems and a short life span. T is firim will Mut almost rice the Flours to►%ard that project as the other bidden %vould have done. Alderman oran asked about the firm's comprehensive approach. Mr. Figurelli said the► will put in more boars and their people had strong backgrounds in pumping and hi-araulics. It w•as explained that some comp" nies who bid would subcontract from firms about which the City had no knowledge. Alderman Moran noted Greeley & Hansen got a high score on past performance and asked if they had done imrrk for us recently. fir. Figurelli outlined work going back to 1912. additional work in the 20's and 30's. Thee had been our consulting engineers for over 50 rears. Alderman }loran was surprised that Alword, Burdick 3 Howson were not finalists. 'Mr. Figurelli said the e% aluators felt their bid was s-ery weak. although he acknowledged they had done most of the work for us during the past 10 years. Alderman Rainey asked for an expplanation about the rating cate;on of a "Permanent Local bffxee" %whereb�� ever}one rated a 3 out ofa possible 5. Mr. Figurelli said none had a permanent local ofLce; 3's were given because the firms were local in the sense of being in the Chicago area. The motion to recommend approving this proposal for engineering services for various capita) improvements, a comprehensn-a engineering study and facility plan report. at a cost not to exceed S274,077 was unanimously- approved. The item will appear an the Council's Consent Agenda. (aB) Bid for James Park Renovation-, — The motion to approve this lowest responsive and respoasx"ble bid from Continental Construction was made and seconded by Alderman Feldman and Rainey, for discussion. Alderman Rainey noted we were talkie about contracts 02 and 3; her concern was with the Change Order (Item 5A)). She could not relate the change order decreasing the contract amount with those contracts. 31r. Gaynor explained that previous information contained in a memo that indicated cost estimates fur exceeded the hudget for the project. To go forward and spend the S200AM in grant monies received it was felt %ve should move forward with the amount of the project we could afford. Going out to hid, this also came in higher than estimated. The Department %%as proposing acceptance of the lowest responsive and responsible hidden, and at the same time issuing it change order to include reducing the scope or eliminating portions of the project. Alderman Rainey could not Support eliminating a seating area. It %was explained such portions would be delayed only until we had more funding. Alderman Rainey is -as concerned that this makes it a lower priority. .alderman Feldtnan recalled that in ewery community meeting on this issue the one thing heard from those not sports constituents was the need for a place for people to sit. for assiwe recreation. He noted that what had already been cut awav included a bird sanctuary and w•etiand area: he said nature was being whittled away for these people and asked %why they should come to the park" He wvondered %why 59.000-10,000 could not be found for the passive seating area and concrete side%%alks. Mr. Gaynor explained staff had tried to spend the money related to the grant, The sled hill improvement was ut on hold until the nest funding ci-cle next year. ether reductions, such as the [ithway. ►►ere made but will be put back as %%cll. A derntan Feldman asked that money he identified far the benchcK and sidewalk this year, which he deemed von important. ile said these thinks %►ere promised and that cvtt-sunc had wanted theta. Masked %%flat there would be for these people out of the money being spent. lie supported the amount being spent on soccer and lighting, etc., but felt w•e Should be able to do something for the park's other constituents. Mr. Gaynor agreed to add the benches and path i;ack in. Alderman Rainey was concerned about the loss of the ed %i feet wide. 303 feet long. iuth%%a►. a% %%ell asaround cmcr around the fieldhouse and play area. �Ir. Gaynor cypplained that %ie 1,mv a '_ ' million project and a little u%er I million to %petitl todw. . Ald'ernian Rainey advocated that Staff shotild rim decide what will he eliminate(]. but that the C'nmmittee should have the opportunity err look at 111is. Because she did not kno%% the items that are being included, she %vas di%al�liointed tl;:it there was un upporlunity to trade tiff. She %%as thinking„ nfall those who canto to the mceiin���s. fir. (.:i%nor said that the itents hero;; remmed %%ere related to one another. The ground co%cr, f1ir instance, %%ill out be out of dortnane% until nett spring, therefore %%c can dela% it until the ,grin;; and start it then with the new appropriation. lie said this item could he pput on hold and a presentation of all the items included can he %c•heduled for the ne%t meeting.,. AI(]erman Feldman offered to meet in Mr. Gn%nur'% office to resolve. .alderman I)rummvr summed tip: %%e have a pro ect with a 5228.000 overrun. N%e went out to bid and the bids were %%a% over the estimates. lac wanic(� to know what is driving this situation. Ile asked w-hy in this case %%c hay e elected to take the lowest hid and issue a change order. Mr. Gaynor stated that %%e %%ill lose the mone-s if not spent In .dune. AIderrnan 12ainew noted it could be spent on benches and path%yays — it was a matter of priorities. :alderman [)rummer asked %why we had accepted the fact of 40 an S229,000 n%er.%ge, and did not feel it appropriate to reject the bids. Mi. Gaynor mentioned the C"trty Council's great desire to complete this park. It %vas a%sutued there will be more support to complete x. the project in the next few years. To Alderman Drummer's previous question. Mr. t:urn%ir es0bined our consultant made the estimates. Alderman Feldman eapresrnl astonistuncot that the estroicata • were so far oft Ms. Aiello explaineA that because of the booming ecouonty. cont"ctors are sub busy then are not as com�etitivc as one %•ould like them to be: all our jobs have come in hither tlkta the estimates, Mr. Sta ord explained that because these budgets are put together ! year or twz t in ads ante. this situation is not unusual. The numbers in the UP are used and this situation rxsult_-_ Mr. Stafford advised that to delay it further might brine our costs e%en higher. tic and Atc1trman Drummer discussed the Suggestion to a ro%c the initial contract this e%ening and then the C�.age s. Order can be reorked with aldermen 1 Aainev and Feldman. Upon voting on the motion to app►�ove the lowest responsive and responsible bid from Continental Construction for .lames Park renorau ns at a coat of 51,076,000. motion was unanimous. (5A) ban a Order_ 01_ for Continental Construction - This Change Order, decreasing the contract amount for James Park renovations by 5228J66.20, was held in Committee. (6) 1998 Comnrehensi-ve Anttto;E L inanciai Report �- Mr. Irwin Lvoas, CPA with Miller. Cooper & Co., introduced Brian Rediger. roamtg,er on the account. and gasr a -brief report. He noted some chanes in the report refer to the year 2090 issue. Staff comments on the issue were included in the report, as swell as a sentence in the auditor's report. if noted inability tri really certify things related to six 2000 issue due to all the third party involvement. Also new way the change in the way the pension fund accounting was being done: the pension expense was to be rexoynin the governmental faced. He outlined other adjustments that hail no effect on the cash flaw but was a recognition difference only, and noted the City received the GFA Excellence Award a;ain as we have for several years fie referred to the !lanagement Letter which contained a few minor items, attain including the 20M and pension fund issues. He noted that the prior year's items are also listed to determine if issues were implemented. .alderman Drummer inferred that we are still in good shape. ,Mr. I_vons concurred. Alderman Rainey asked about advance payments, shown with asterisks on the Bills List. Mr. Stafford believed there was a need to cut down on the number of advance payments. and said writes the reconciliation report there will be a change in policy concerning these payments and a reduction in number. To another 9uestion, Mr. Stafford said capital leases referred to co ier charges, and that the Citv was also addressing that issue. Alderman Moran mowed acceptance of the 1998 Comprehensive Annual Financial Report and management letter from Miller Cooper & Co. Ltd. for Fl 1998-99. Alderman Feldman seconded the motion which %was unanimous). apprnycal. (11) Ordinance 42-0-99 - Administrative Adiudication - Parking Violations -:%t this point Alderman Feldman was absent for an issue he needed to address in Planning ,: Development. Alderman Moran mowed to recommend approval of this Ordinance, for introduction, and Alderman Rainey seconded. To Alderman Rainey's question, Mr. Casey said this parking violation program is to begin March 1. Once the Ordinance is to place, we will work on the software and forms for the adjudicators to use. after March I other violations will he added for adjudication. He explained that soh Mr. ~loran on board we were moving faster Ihan expected. Alderman Drummer noted the enabling Ordinance, introduced last time, was for approval at tonight's Council meeting. Mr. Casey explained this Parking Violation Ordinance was necessary clue to statutes in the Illinois Code. Alderman Rainev ssisbed to know the timetable for items such as "S" tickets for garbage and litter. The exact timetable was not known at this time; Alderman Rainey expressed an urgent concern s%ith these issues. She have the example of ho%% a Small store owner on llo%%ard Street was ticketed three times for litter and related items; brought to court, the judge asked if this small clean-up had been performed: then granted the owner a further thirty dais to comply. She noted the day before the merchant is due back to court he goes out and s%seeps the'litier Into the street. She said that. with adjudication, %%e could fine the merchant e%er� clay -in([ perhaps get the litter cleaned up after a da%. She called the present s%*stem a waste of time for evenone. Mr. Case% proniked to Ir% to muse this matter up on the schedule. At this point Alderman Feldman returned. .alderman Raines related a rueeting %%ith a Circuit Court jud_e who suggested that the City's par -king ticket monies he kept in E%ansion; the courts didn't want it. alderman Drummer note) a citizen's concerts Thal the Cit} will be thing to get more money from people. Ile noted there i. no money made front code %iolations unless one doesn't contpl%. Mr. Cases said that under administrative adjudication, the Matter of recowcrint>, costs is u ► to the adjudication officer. Discussion ensued on the enahlinq ordinance %shich allo%%s coIlection oft Ale cost. n the process, %which are different than fines. and the importance when writing policy of not tainting the process or telling the ad udicalors how to rule. Alderman IL•ainey outlined thal %slaen someone rerci%c< notice, it wvntld Berm teat the first thing one would do is clean tip the property before the inspection; %%hen the inspector comes hack there may be a few things missed.. but upon returning in 30 din_s those things should ha%e been cleaned up. Discussion followed concerning the fact that much of the time that doesn't happen. Compliance is what is being soughl. Mr. Casey explained that if a person complies there as no nect7 for the adjudication process; if he does not cons� iw, there is a fine imposed. With noncompliance, there is a cost involved that %%e need to recover. Alderman Feldman asked if the letter and list of items that are mailed constitute a citation. Ms. Stynianski said this was not a %iolation: typicalh what happens is the inspector will work with the offender for a time. There may be two, four, sit or eight ---us beforebefore the offender is taken to court for noncompliance. A summons is prepared. T[�c first caatact is not a citation. Alderman Feldman explained that the only difference with adjudication, is t+&W the citation is to go to adjudication, not to coam Ms. S aasId agreed. and clarified that Smes are defined in the guidelines for the hearing officers: at the Iianiu , an offender m2 be cootacned two times over two months. If he does notbing, he will be served a citation for adinisiso tive adjudication. A fine can then be imposed and costs recovered. Alderman Drummer predicted that all hinds of property standards cases would be forthconsiag, lie noted situations where someone may not have the money to reman-e a dangerous tree or punt a carage. He cautioned that the officer would need to use discretion. Alderman Feldman said that we vivre defining humanistic enforcement. Alderman Rainey believed this was already being done. Alderman Drummer noted that was the point: when switching to the adjudication system we need to at that aspect. Mr. Casey said the system will not change dramatically; we are tr0ne to make it as Emir as possible. Aldermen Rainey and Drummer pointed out that the sy-stem we now have is unfair to other citizens who pay for others' violations. se Upon voting to recommend approl of Ordinance 4+-0-99, Administrative Adjudication/Parking Violations, for introduction, the motion passed unanimously. COMMUNICATIONS: Due to the time, communications concerning Police Officer Hiring, Fire Departownt Monthly Rzport and Harza Drainage Design on Ridge Avenue were not commented upon, but were accepte& Alderman Drummer reported that a presentation about the MAVIEBE Committee had been postponed because of the heavy agenda this evening. It was agreed by Committee members that there w*d be a Special Meeting of A&PW on Monday, October 4, at 6:30 p.m. for this item. There being no further business, a motion to adjourn was made, seconded and ananimoasly passed; the meeting adjourned at 10:20 p.m. Respectfully submitted Darlene E. Nilges ` • Executive Asststant DRAFT - NOT APPROVED • DRAFT - \UT AFPRO5'FD MINUTES AWMINISTRaTION & PHBLIC WORKS CO`►1MIXTEV Meeting of �-cpteniber 13, 19Qg Members Present: .aldermen Drummer. Feldman, Moran Members Absent: Alderman Rainey Staff Present: J. Aiello, C. Brenniman. P. Case,-. R. Dorneker, Z Edr.xrds. R. Fi ureM D. Gavnur, P. Gottschalk. N. Hunter, D. Jennin s, K. Levendecker. W. Moran, N. Nei 1). tiilges, C. Radek, M. Rubin, W. Stafford, E. Sz.vmanski, C. Walton, J. WAkInwo, L. Wilson. Others Present: Robert Seidenberg. Da,. id Tran, Kathy Tran, B. tiesvi;. C. Omahundm Eitan Kushner, (;lure Busher. Bob Thompson, Mary Thompson. Viola Burkhart, Kathy Gaffrey, Gunnar Forrest, Beth Demes Presiding: .alderman Dennis Drummer SUMMARY OF ACTIOV: The Chair, Alderman Drummer. called the meeting to order at 7:42 p.m. and apologized for the late starting time. APPROVAL OF NILNUTES: Alderman tiIoran mowed to appro•e the Minutes of the Special A&PW Meeting of August 9; Alderman Feldman seconded: motion was unanimously approved. Alderman Feldman moved to approve the Minutes of the Reaular A&['%% Nleetin of August 16: Alderman Horan seconded: motion was unanimously appru%ed. ITEMS FOR CONSiDE1LVTION ON COUNCIL AGENDA: Discussion: Alderman Drummer noted a siin-un for Citizen Comment concerning items 14 and 15; these items are removed from the Consent Agenda. Committee members then %oted unanimonsly to place the followin r 14 item! un a Consent Agenda for recommendation for Ciry Council anuroval: (2) City of Evanston Ilavrolls through 8119/99 and throw h 9/2/99 - Comsideration of the City Payroll through M/19/99 of 31.7110.8411.63: and the Payro t rough 9/2"of SI.675,547.34. ' (3) City of Evanston Ilills through 9/14199 - Consideration of the City Bills List through 9114M in the amount of 53..46M.861.08. (4A) Bid for Janitorial Sen-ices for Library - Consideration of the lamest responsive and responsible bid from Iinperial 4en-ice Systems for a three-year contract for the library at a cost of 5251).452.111). (4B) Rid for Root Treatment of Sewer plains- Consideration of the lowest responsive Rod responsible bill from National Power Hoddin Corp. for treatment of sewer mains for the Water & Sewer Division at a cost of S14,964.5�. (4C) [lid for'I'hree-Year Contract for Uniforms - Consideration of the lowest responsive and responsible bid from (;&K Services for this contract for uniforms for Public Works at an estimated cost cif S101,1)7().05. (aD) Volume Purchasing, A regiment -Approval of the lion -Binding Purchasing agreement tivith Dell Computer Corporation timhcrchy the City will continue to purchase Dell computers at a greater discount. (4E) Purchase of :architectural Services -Senior Center- Consideration of the purchase from Behles & lichivs of architectural services fora temporary location of the Senior Center at a cost of S 14.9N5. (5A) Chau e Order #3 %%ith OST F.m ironmenlal -Consideration of this Change Order with QST Environmental tri complete the Leaking Underground Storage Tank (L.U.S.T-) Site Classifications far an additional cost of S21- - . which includes a spill prevention control and counter -pleasure plain. +iti (6) Snecial £sent - St. Nlatthe%%'s Picnic -- Considcratu%n of ;t reqyucm to close a portiiun of Hartrey from the alit% south at Nt. Matt tic"'s to t inerlt% (mm 11.30 s.n►. to 3:00 p.m. 1W the annual church picnic*on Seplember 11). 0 (7) Traffic Calming Plan - Sliced thimps Cousidcrmoti of ;► requrst to place these Veed humps in the east allc%s lot- the f iltl_l%locl%%of I cland and Ilittnt:ut %%ttx+tc%. (8) Resolution 58-11-99 - Ltasc %%nth North Shore i[utrt 1 tel. 1%artner htp - Consideration of this Resolution tr+ evecute a lease mIIt Itie ahi%1be emit%_ i% IRNWO for rwo %eats for ittteerim space fur the Srnior Center m 102+t Chicago %%enue. (9) Resolution 61-11-99 - [-case for f mnshi Office - Consideration of this Resolution to enter into a lease %%ith t• vtin! V u.%%nshtp for To%vnship kssessor ofGce"ce in room 2600 of the Ci%ic Center. (10) Resolution r)=-R-99 - .-C mcndtuent to Sehako%%sk% Lease - Consideration of this Resolution to authorize an amendment to C on�,ress%%ontan Schako%%skv*s lease of Ci%ic Center office space. 113) Ordinance 112-0-9+1 - Decrease in Class C Liquor Licenses - Consideration of this Ordinance, for Introduction. it) decrease the number of Class C liquor licenses %with the closing of GJh Assoc.. elba Szech%%an Palace. 1629 Chicago a%e. Alderman Feldman m"%ed [o recommend approval of the above fourteen items on the Consent Agenda: Alderman Moran seconded the motion, %which passed unanimous]%. ITEMS FOR DISCUSSION: (I 1) Resolution 63-11-41) - Lease for :additional SnaCC for Lekole•k -Alderman Feldman asked the use of this space, room 22114 of the C'i%ic Center, Mr. Rubin behesed a small office could be placed in the splice. It was noted C'on,ress%%onian Schakow%kv had rented this space when she was State representative -in(] haN adjacent to Lekotek's prestnt space. Alderman Feldman moved approval of the lease. Alderman NI -ran seconded: motion %►as unanimous. (12) Ordinance 12-0-91) - Administrative .Ad'ludication -Alderman Feldman moved to recommend t tproyal of this Ordinance. for Introduction; Alderman Mon seconded. Discussion: Alderman FeMoran Feldman asked %chat areas of the City Code are affected by the Ordinance. Mr. Cases- explained that, except for moving violations, criminal activities and misdemeanors, all else could be adjudicated. Alderman Feldman referred to Sec. 11-1-3 which outlined exclusions. Mr. Casey explained that under the State Statutes mining %irtlations cannot be touched, and noted that except ss'hat was specifically excluded in the Ordinance. all else %%•.is able to be adjudicated if fines were less than S50.000. He noted another Ordinance. specific to parking tickets, %rats being prepared for the next Council meeting. In the future an Ordinance tin housing violations %sill be taken before the Council. Mr. Casey then introduced N%:n-ne Moran. the nc%% adjudication Manager for the City. Alderman Feldman welcomed Mr. Moran. noting Ihis (-)rdimmce had been eagerly awailed b% the Council: he said N1r. Moran's job was a daunting one and wished hint luck. Mr. Moran. ►yho'previously worked for the Bureau of Alcohol. Tobacco and Firearms. said lie hoped to fulfill the hopes the Council had for the program. Alderman Feldman recalled questions in the ast concerning serious, repeated housing code violations. lie asked if any cgre•_it,us %tolations wouls not be accepted for administrative adjudication. Ms. Szvmanski informed: the hnu%in,-, code section of the program hasn't been written yet; the Master Ordinance provides llte -option of sending a case to court; that provisions in the upcoming Ordinance will enable st:tfrio determine if %omelhimf, %%as an egregious %rolation. that an,. violations which are misdemeanors are excluded front Ilse process. Alderman Feldman asked %shy'the decision would be made to send a cast to ct,urt. Nis. Szymanski explained that if a case had the potential to claim over S50.0110 in fines, [he t: it% %%nuld has e to talc it t4 court. She noted situations whereby a court setting may be ncces%ar% for a .ertain offender. ldernian Feldman asked if fines are the onl% remedies in the trocess. Nis. Sz%ttianski ans%%crcd that both lines and the order that the indi%iduai comply %sere uses If someone did not cornpl%. the hearing officer s%ould hold a hearing to determine R non- compliance %%as %%illful. and an order %%ould he generated to enforce. If still not done, the case could be taken to court. Alderman Feldman outlined some of his aspirations for the program: to close up . apartment. shut a building, damn, eliminate rent for a landlord who did not deal with a IWL Iftreatening violation. Fie- %%:es concerned that the only thing we could do was line someone or take him or her Ili court. Ile a%kt:il if „thcr \dntinistrathc adjudication ordinances in the State allowed a city to lane tool% other than tines. '*If-. Case% noted that research indicates that the City of.loliet does this through a liccn.ing, pr+,cc%%. Ile added that the housing ordinance ►%iil be forthcoming,. Alderman Feldman wished to tn:tl%e %ure that all option% are tharoughl% discussed as possibilities to Evanston. i Alderman Drummer asked if posing notice of viohttions ►.aa limited to ►ZNntrnetrial prolvrticsionly. its. Szymanski will no. She explained that it was not limited to commercial pro rerttes idtxwmn Drummer interpreted that this could aF'ply Its a k:riate, single fam0% residetwt. and stat.Ki his coanern with that. NIr. ise. belieytvl thatsue a situatusn►►►its rare, singe the bits dt.- not insist ;t or liNXIM these residences. `Is. 5n manski noted only one Such case at the +nsrnt tin .ic. i +-acaat hou •c for w tich finding the o►tncr ++as prt,+ing dtf iicult. She said this issue ►►JI be cx1►lomd Nib ►►hen the bu%using section of the Ordinance is prepared. Alderman Feldman commented that LtAff in .lolir 's n�gram %%ere pleased %%ith their ability to enforce propert. standant and housing ►tulsth►ns, instea i of wSicing time and mono► aging to cc,urt ►►ith continuance after continuance. His hope ►►as that Evaaston's Ordinance ►►ould end delay, anti that c►en day one ►.as out of cotnpliancc tine ►.ould lose monex. He noted the results that occur "hen a ►iofator loses income rather than just being fint.l, and that ►iolators yvill beam to mo►c a++a. only ►+hen their income stream is affected. fit tressed the importance of that aspect of tlae (Irdinancc. Alderman Drummer summcd up that we have moved ahead tonight, and said he w;at- pleasantly surprised that the program was at this stage. To Alderman Feldman .s question. Mr, f,arar} reported that the parking component of the Ordinance is being reviewed no%% and ►►ould be rcad% by the next meeting. once done, staff will begin to work on the housing elementµ hick shod.! be done before the end o7 the year. To a further question, he said the program is scheduled to he,,r, on March 1. beginning first with parking .iolations and then mok-tar, to (tie nett step .%ith housing. t. pun .oting to approve Ordinance 12-0-91), establishing a system of Administrati►e :*tdjudicatiort, motion to approve was unanimous. (14) Ordinance 1 13-0-99 - Intratlnctiun of Class'l' l.iuunr License Categam -.Nts. Omahundro spoke. Site noted at the l:r`st meeting list -I ran family had been shown to have complied with all the ruks (for a Class D Licenser but that Mderrrman `ey► man seemed to ►cant to create a ne.+ category because of abuses from other Cnrs lass D licc,c holdein the area, She said the problem sounded like it was a lack of policing. not a lick ►+ith this ne►► applicant,..hich was creating this restriction on the applicants. She hoped the applicant..ould he trtated fairly and not have to wait longer. alderman Feldman moved to approve Ordinance 114-0-99. Alderman Urummer seconded. Discussion: .-kidcrman Drummer noted the intent ►►as to move introduction and approval of both this Ordinance and Ordinance 1 l4-0-91). to f„rant a Class T license to the Annam Cafe, this evening. He explained) Alderman Nv%%inans concern had to du mostly ►.ith the time, and to make sure the applicant closed at 1 I p.m. and not 2 a.m. a, the Cl: %s I) license provided. lie noted that liquor does have potential to cn.,tc problems in nei,_thburhoueh: ►vital has been done is the creation of an ordinance that ►vill be usable. Ii • added that the applicant can apply- for other classes of licenses if he desires to. He explained that the Alderman of the %ard had concern about the issue and that this Ordinance only imposes a time litnit, in this case a +elf -imposed time limit. alderman Feldman was sensitive to Nis. Omahundr o's position. but noted the mention of the 11 p.m. time limit was not made by the City, 11 p.m. was the time-uggested by the o+► ners. Considering that was w hen they planned to close, hi felt more comfortable ;ranting this license. He reiterated that they could apply for a different type of license if this pro►rrd a hardship. lie noted that there were three partners: the people who use the restaurant. the o.►ners and the police: the burden cannot soleb, be on the o%%ners. Ile believed the owners had a ► ision of hm% the-, ►►antrd to operate, ►►hick included an 1 1:00 closing; did not want them to have an economic noose around their heads that would cause them to fail, and if that began to happen said they needed to conte back to the City. lie felt it was an obligation of the Ward alderman to seek solution and felt comfortable ++ith this one. Alderman Muran asked sc►eral questions: If this new Class T license was not proposed, the owners would apply for a Class D. %vhich allows sen•ing until 1:00 or 2:00 a.m. on weekdays or weekends? Mr. Casey confirmed this. He asked if the Trans' opperation would fit within that class. Mr. Casey confirmed this. He asked if ►ye have asked any outer holder of a Class D to accept a Class T? sir. Casev recalled one past experience +%ith Blind Faith. for which a license with a 10:30 P.M. time was created. due to concern of nei:hhors. Alderman Moran felt this (a Class T desi nation for Annarn Cafe) ►%a% ►►rune. callin_p it blatanth discriminaton. arbitrary and capricious. lilt summed up: first the applicants applied for (:lass 1). the class ►►hich applied to tfteir restaurant. There ►►ere complaints ahntrl scr.sn, liquor to minors and po,sible . iolatiuns. In point of fact all the burden is being placed ou the o►►ncr. for vier. body else', faults, lie said the position seems to be that if someone in the downto►►n has sened liquor in a minor and acted outside the hours of their license. the Trans will pay for that b% the creation of a Class T license. with them the only occupant. He said that their indicating their intent to close at 11:00 vmultl be follo►►ed ujj, by a governmental mandate to do so. If the downtown is threatened by .iolatiuns of the liquor Ordrn:rnce, he adsocated that the Council have the l;umption to clou tho.e 11 opte doµn. He termed this situation over -reaching b. government. noting if theTrans rans needed it, ,t:n open another half-hour from an economic standpoint. they would have to come to the ( in. Ile said tic 1'ran, ►+ere misled by the City, haying been told if they .vant the rights that others ha►r.►her ha►e that license. tlte% ha.e to come to us and ma,. -he %%e will let them. and mavbe • it ►►ill he %%itlihcid. !lc felt the (Ordinance "as discriminatory and illegal and .►uuld he stricken if challenged. Ile planned to ►ote auoain,t it. Alderman Drummer reminded that no one has the right to an"bing when it comes to havin a 1 quor license. Alderman ,Moran said the Trans had to be treated equalh• and the same. alderman )utter noted the creation of another class to �t rovide for them to operate the way they►►ant to operate. It rays • thev will stop serving liquor at I I:00, not close the restaurant. He felt a restriction such as thi• on liquor wouldbereasonable in his Ward as well. Alderman Feldman asked. if there are appligat, for two licenses in a ghen category. one of wiv which is open and one is not, is there an obligation to give either one a license. NIs. Brenniman answered no. He asked if we have to state the reason ►► by and again was told no: Ms. Brenniman confirmed that there are never anv nevi licenses. Aldermun`Feldman a .led there is no right for a person applying to receive a license. ihat anyone can be denied without bita•ing to discuss it, and that among the criteria for denial may be the community. traffic patterns. etc. He asked if the Trans %were dissatisfied during am of the discussions held with them. The nnswerwz no. Discussion ensued about the power invested in the Committee and the Council. Alderman Drummer noted the allusion to the Blind Faith Cafc, where a license was created to solve it neighborhood issue. He %%ould be concerned about an% discrimination, but said the Trans have indicated the Class T k fine with them. He felt the concerns about the problems in the Ward wyere le itimate. Mr. Case% noted Class T required one to stop serving liquor at 11:00. stop drinking it b��yy 1?30, and close %whenever the "Zoning Ordinance stipulates. t-pon young to approve Ordinance fim 99. for introduction, motion passed With Alderman Horan voting nay. 115) Ordinance 115-0-99 - increase in Class T Linuor Licenses - It was explained that the Ordinance would increase the number of licenses from 0 to I with the addition of Annam Cafc. Alderman Feldman mowed approval; Alderman Drummer seconded. Upon voting, motion was approved with Alderman Moran voting nap. C0NENIUtiICATIONS: I'ndatte on Police Officer Hiring - alderman Drummer noted that there were two vacancies. Fire Department Monthly Renort - The Committee accepted this report. the Chief indicating that the next report %could he ready for their next meeting. Eineraencv Purchase of Viewer Lining► on Sherman A,*enue - .alderman Drummer cited the good work on Ti . emergency. Naves Center Expense and Revenue History - It nus noted this report %%as generated per a request front Alderman Maine%. %%ho could not he here this evening due io a death in the family. Cable Communication - Alderman Drummer noted the City had received some monies. Mr. Rubin explained that this %vas our fourth of four payments. the latest being S250.000, which is passed through to the subscribers %► ho pay this fee. each presently paying S1.35 per month. He noted to the past t remote camera equipment in the Council chambers and editing and camera equipment for EC1%1C had [teen purchased.:Utlernutn Drummer noted two requests for this money: EC` C's request and that of Evanston To%►nxhip Binh School for expenses for disassembling their siation. and consolidulm with their radio. lie %%as asked %%here this decision for the use of the funds lies. Mr. Rubin explainethat several years ago Cit% Council put together a Board to administer the PEG operations of all three, public, education antl �-lovernment entities. The membership of the Board is comprised of public, ale and educational entities that appro%e the budget each wear, including disbursements. The high school hats been on the Board with a member attend In each meeting. He reported that the high school never made a request for funds before. He also cxp(ained that it must be understood that anything purchased With this money is City (if Evanston property. Cir%-o.. ned, and paid for by the citizens. He Suggested it appropriate to have a dialogue %%ith ECMC and ETHS at the same time. Alderman Drummer %wanted to be sure a policy existed, that it is turned over to the Board of Directors and could he distributed among the acce%% pro% iders. lie noted this may be the last large payment to be received. Alderman Drumtner askcil if the transfer can ha pen now, or if it is a budgetary item. Mr. Rubin said it is the latter, fir equipntenI planned for EC.NI�hut it will not stop them from operating. Alderman Drunitner requested a document from ECMC about this. Mr. Rubin clarified that they can get the nionev at a ttv time. Aiderinan Moran %%as concerned with the letter from Dr. Alson, which cited the apparent agreement %till= the cable company to provide financial assistance in exchange for the surrender of one (if the high school's t%o VE(, channels. He noted ETHS did not have to give Nfedin0ne back this channel. In a part of the discussion. it was said the cable company. which would henefit (as %would the subscribers. fir. Rubin added) would help the high school out. Mr. Rubin said the%- are helping; the hi---h school %%ith internal.-.iring. Alderman Moran noted if the needs of the high school can be rncl fltron�_h the negis of the cable company. then there is no controversy. Mr. Rubin added that the hip, h .chottl had planned its renovation to ad%ance of any information about losing their channel and the receipt of mane% from the cable compan% or the City. He said the City showed its • niotl faith effort to fund VCNIC. and that the cable conipan. had been shocked that we did fund them. %'tiett %%e ne'-foliatrtl tltc he said %%e newer considered passing through any funds to either school district, and that they were not coucrraed wdcn we *r*%tiatrd these numbers. Alderman Feldman believed, without the City's contribution, FCMC a-.%uM tKit be ihnetioning at all. Mr. Rabin said that was correct. He noted District 06S prvs ides some funds to E:C \IC to brsiodcast. Mr. Rubin said they were not part of the nc otiations, but ha% e a perwa ksu the tumni. Alderman Feldman asked if the consequence was that the City tsould b*%a to mAke up the difference if money was distributed to anyone except ECNIC. `►Ir. Rubin said ECMC had t% rd far the SINIA►X). If rrc do not gi•r it to them, they will be hampered in pro%iding PEG access for the ►omtnunitN. Mr. Kushner said what w-as to have happened is that each of the PEG entities should h.x.r "Nme t'+ the Iloard of Dirrctom with their needs. What we are seeing; here he termed non-compliance ssith the game plan. When the hi h school was approached it al+tays said they did not need czs Had the high school come to the Ek-mWit would have been %sillina to execute arty request. but the h*h school came to the City instead. He said the formula created for pass -through money %as based on a study. The amount negotiated by Opt Citv was driven by the aging equipment at ECMC, and monies regQested b� District #65. but help was not asked by District #_02. Alderman Moran said that +se are not really disagreeing. He said the situation that arose is in result of times the cable company came' to us and asked for one of the PEG channels. The question became would we surrender one of the lilgh school's channels? lie felt the high school ♦wanted a quid pro quo for that. Mr. Rubin said the boltom line is that the cable coatpanv is averse to paying for whit the cable company �tye us for free. Alderman Feldman asked wbether the cable company had to payy us for anvdrin ancl� was answered no, Alderman Feldman noted the company said they would reduce our clianne s if same PEGS were not surrendered. In that case. Mr. Rubin responded that we would not have had channels every other community "ould have had available. Alderman Feldman believed many in the community felt the two channels Dist. 9202 had were not being used near their potential. The question is do weggive up that which is nat being used to its potential for something the community indicates it -,•ants? He said there's no law saying a schwol district should have more than one. According to the rights of the cable company, Khich he ackno►+led ed is frustrating, the company could reduce the community's channels by t+;o, unless it is grata tiso PEG channels back. Alderman Drummer asked fur information on the value of the work the able company will be doing at the high school, and their needs equi ment-syise. lie noted the Committee tisould not snake a decision now, but will get some information. klr. Rubin noted the City -School Liaison Committee will meet Thursday night and discuss. He reiterated that any equipment purchased ..ould belong to the City. . There being no further business, a motion to adjourn was made. seconded and unanimously passed; the meeting adjourned at 8:54 p.m. Respectfully submitted. Darlene E. tiilges Executive Assistant DRAFT - NOT APPROVED 16 *A DRAFT - NOT APPRO\-ED 0 MLM-MS ADAMISTRATION & PUBLIC WORKS CO.%D=EE Meeting of August 16, 1999 Members Present: Aldermen Drummer, Feldman, ,Nloran, Rainey Staff Present: J. Aiello, P. Casey. P. D'Agostino, Z. Edwards, D. Gaynor, P. Hayms. 9- Hunter, D. Jennings, K. Leyendecker, D. Nilges, C. Radek, M. Robin, G Walton, J. Wilkinson, L. Wilson, J. Witt Others Present: M. Peterson, B. Seidenberg, L. Roewade, A. Ames, Joseph Levy, Jr., Csurok Gunnar Levy, Marjorie June, Frances Randall, Forrest, Flrab Thompson, MMff Thompson, Viola Burkhart, Kathleen Gaffney, David Tran, Ratty Ttast, EL Nesvig, C. Omahandro, Alderman Newman (for Item 12) Presiding: Alderman Dennis Drummer SI.-!VIy1<ARY OF ACTION: The Chair, Alderman Drummer, called the meeting to order at 7:12 p.m. APPROVAL OF MINUTES: Alderman Rainey moved to approve the A&PW Minutes of July 26; Alderman Feldman seconded; motion was unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA: Discussion: Items 413 and 10. issues related to the temnorary location of the Levv Center. will be held in Committee; Committee members voted unanimous) to place the following 12 items on a Contseat Benda for recommendation for City Council annroval): (2! City of Evanston Payroll throut=-b_8.,5199 - Cousidemdon of the City- Payroll through 8/5/99 0 o S1,729,it39.43. (3) City of Evanston Bills through 9/10.99 - Consideration of the City Bills List through 8/10/99 to the amount of S2,758,109.18. 15B) Change Order #,1 Phase V. Contract C, Long Ranee Server Proiect - Consideration of this Change rder tiyith 'I''71am6recht Construction for a 57-day time extension to extend the contract completion date to 9/30I99. for no additional cost. (5C) Change Order a;.. 11ha+e V11. Contract C. Lone Range Serer Proiect - Consideration of this rn);e Order nit'h l'..l. Lambrecht (:onstructio' n for a 2--day time extension to extend the completion date to 9,30/99, for no additional cost. i6) Special E%cat -Junin & Vent .la" Festhal - Consideration of a request to close Sherman Ave. from Davis to Grnre for the annual Jump & Verse Jazz Festival on Saturday, 9/25. (7) Snccial Event - rorthminster 11'reshsterian Church Picnic - Consideration of a request to close a portion ol'C'entral Park retie. from 9:00 to 3:00 p.m. for this annual picnic on 9/12199. (8) Traffic Ciklmiul; flan -Trial Sneed lluntns - Consideration of a proposal to place these trial huitip+ on Erring lmt%%ccn Gulf and Sitnp%an Strects. o Traffic Calmine flan - :%Iles Sneed Bumns - Consideration of petitions in favor of placing speed bumps in the north alley of the 2200 block of Emerson. (14) Ordinance 111-0-99 - Sppeed Limitations _ Consideration of this Ordinance, for introduction, to amend Sec. M-11-2. Sched. II(B) of the Citr Code to reduce speed limits on Grant St. and Madison nest of Ridge -%tienuc. 4151 Ordinance 107-0-99 - Parking Revisions -- Consideration of ibis Ordinance, for introduction, to amend Sec. 10-1 1-8, Sched. 1'Ill(a) of the Citti Code to prohibit parking on the north side of Foster Street %vest of Green Bay Road. J 3e (16} Ordinance l08-O-99 -Remo, in No Left Tarn Deli nation - Consideration of this Ordinance, for introduction, to amend c. 10-11-3. Sched. I A to remove the No LeftTtttrn restriction for southbound Sheridan Rd. at Sheridan Square. 17) Ordinance 109-0-99 - Sale of Surnlus Properh• - Consideration of this Ordinance, for introduction, by which the Ci"- Council would declare various vehicles and equtppmeatt as surplus property to be sold at the Lake County- Dept. of Transportation auction 10 ". Alderman Feldman moved to recommend approval of the above twelve items on the Consent A aWla; r Aldeman Rainey seconded the motion, which passed unanimously. ITEMS FOR DISCUSSION: (41A) Purchase of Architectural Services - New Senior Center Location - Alderman Drummer caged upon Mr. Joseph Levy, Jr. to speak. Mr. Levy shares! a letter from Rep. Schoenberg about final approval for a bond issue for a .North Shore Senior Center. He said there were 1.2 million in gets Air the new center, and suggested Mr. Schoenberg be incited to a Committee meeting and discuu gmat opportunities for us. To Alderman Rainev's question, it was believed the new center is acrcns [rom New Trier. Mr. Gaynor pointed out that the - million in funding had come from a bond issue. Alderman Rainey clarified that the IL Development Finance Authoriri- approved a 7 million bond issue and that those funds for the senior center %%ill have to be repaid. li was noted part of the center was funded with a 1.2 million grant. Alderman Drummer directed that a copy of.NIr. Levy's Inter be referred to the subcommittee of the Human Services Committee dealing with the senior center h9ve. Discussion commenced on Item 4:A. the purchase of architectural services from Ross Barney & Jankowski (RB.I). Alderman Feldman moved approval; Alderman Rainey seconded. Aldetatan Rainey said that this is an unusual sequence problem, noting we had a report from Human Services coming to the Council tonight recommending that planning proceed for the Recycling Center to become the permanent senior center. She syoutd suggest that we accept this contract, but at this point %se do not kno%% if the Council ,sill support it. Alderman Drummer referred to the point of order on the agenda, stating that human Services' two items will need to be acted upon before A&Ptii•''s two purchases. He said the Committee needed to appprose this item and move it forvard. Alderman Raines believed RB.1 had a r,»od understandinrl of the senior center program; she was also impressed by the firm's timeliness and, most importantly, bs their sensitis its to the pprogram. Alderman Moran voiced a concern sshich did not relate to the program as set out in the preliminary proposal: his issue was with the location, specifically .lames Park on Oakton. He was convinced this was not the appropriate location for the permanent center. He referred to the discussions over the years of the importance of the Maple Ave. location being at the hub of high quality public transportation, near numerous large senior citizen residences, and to an area of medical and dental offices, the public library and shopping. fie called the location ideal. He referred to the Lev-v brochure explaining all the wonderful Levy centers located throughout the area thrnu h the enerosity of the Levi• family: that brochure highlighted, among other things, the location. �o do honor to the Levy Center we have al,sa►, know n. he adsocated lookinr, somcwhere in the dossnto%%n area for a nest'. permanent Center. %lderman Moran referred to the hundreds of signatures received in a petition from Lc,-. Center tnembers or associates of member, indicatint, their preference for the location of the new center to be in Lot h in Else Rewarc•h Park or here to the area of the Hill De%clopment. He felt that if there ssa% real dedication and commitment to the issue of the ness Center. ssork ssould have been done, and it should be done, to locate the ccuter in the right place. It ssas noted that at the last Huntan Semices Committee the validity of the petition .%as tjuestioned a-t to rellecting the Levy Center membership. %lderman Moran asked for a list of the 5 2 Les} Center tnenthers and he had verified the great preponderance of the members of the Center and their addresse+were on the petition. though he had nut finished this task. He felt it clear that the menshelming desire of the membership is to star' in the du►sntossit arva. Ile v►as itlterested to learn that a fourth of the people echo belong to the Center do not list• in l'%jo%trrn, but come Irotn neighboring fimns. He noted one member from LaCrosse. WI. Ile rvfcrrvil tr, 11it 111,11n bats. lhi t It% hall lilt-d-yed IIt.It it ­,llhl loc.ltc the iwrnlanvitt renter in the III$%%1114ma .1rv.1 Ili•.aid hi, %%,mlll iotr .i-''ain't till, Iturw Alderman Drummer noted Item d % dealt syith architectural services only. Discussion ensued as to the cost of these scrsices, shish N1,. Le%entiecker noted had been prosided in the Executive Session tacker. %ldertnan Raines referred to a fi,_,ure (if 3.30".. of the hard costs. and noted this item did not Eric to do with the proposal, but she scan inlcrestcd in the petition :1ldcrinan Moran referred to: she asked if a(lprovitnate1% 90 of Lcs s (. enter roernber, had sir+ned it" Alderman Moran ,aid he bad crlmp:lretf about all"„ of The 1letltion to the lncnlhershil) fist. and estimated rill'%, of those were tttcinbers. kiderntan Of noted that if rltl of the members oiii jlose fire location she will vote t�ain,t it. It %%as clarified that the pelhion said the undersigned %%ou11prefer the ness center to be on Lot t, or sonic• other location in the redeselopment area. 49 Alderman Drummer asked the to%el of partxipation b► the .rniors. Alderman Raiuc% satid de subcommittee was put together to rcpr"cnt the Levy C''enter sdyisory committee plus others WAM submitted their names. It was the subcommittee's understanding that rnrtttbers weir going buul to speak to the Le.-y Center members. She re.zitlied speaking At tine mceting. ►►here the tureuat %ass ppretty dismal. and there didn't seem to be A lot of interest in the discussion by the seniom —4ape believed people were kept informed, took tours of the Oakton k-scatiaa, etc. Except for this Ped-eifta, she had not heard criticism (if the location. Her understanding %%As that many people had s4uet$ the petition because a friend aaic+ed them to. and were not participants of the Center. If these art an members, as alderman }loser's research indicated, then we ha.r a problem. Alderman Drutnr wr noted no one was here to speak to the issue tonight, which Alderman Raine noted is the war is ids been. Alderman Moran recalled that he bad made a motion in the Human Zervices Committew ttlat there be more members of the subcommittee from the Lev% Center membership, for a strummer representation, but the motion was denied. A survey of the members also had been proposed mes to their desire for a new locatkin: this also had been denied. He noted the overwhelming number of signatures he compared were bevy Center members, and he felt there were questions About this inane. Alderman Feldman suspected that a survey of members would show they would prefer to remain mot only in a Research Park location, but in their present location. He said we have a lot of hopes mild dreams in the City, some of which we can rewi a and some that need modifications. such as as W library and almost all the projects he has Keen invoh ed with. fie mentioned that in real life situ16tas other values intercede, but said he would support only that which he thought was a vast improve eat in what we make assailable to seniors. fie aelc:aowlVJgtd concessions regarding location. noting that to place the Center in the middle of dor►ntow o on developable property taken off the tax rolls would cost an astonishing amount in lost taus. fie would rather see that money go into Leiy Center programs, shuttle services. etc. He also noted the new location would have on -site surface parking Htthin a few steps of the door. tic noted there is a nostalgia aix,ut the Center. He said that Alderman Moran has been a strong suppporter of the deselopment of the entire Research Park, not the entire Park rninus the Le►,► Center. tic outlined the reasons for the de►elopment, including raising the.mine of the property to tGc Cio. increasing tastes, as ►►ell as increasinu the social and cu]tural life. Those reasons put the Center's location in jeopardy . fie noted the Council made it clear that the Levy Center ssould be kept until there was a building waiting to go into that location, in spite of pressure, That sow there are buildings ssaiting to go there and we are faced with building a new center. lie advocated huildledin{; a center that ►►ill exalt seniors in this communih anti make it so much better for them- He recalthat the current center, no matter bo►+ wonderful. %was not designed as a senior center. Evanston nos% has an opportunity to do this, and to look forward to future needs of seniors. He felt Oakton was a ►►onderfui location, though not perfect. and ►.ill offer us the ability to do things that could not be done in the doHntown location. He said we all make compromises A the time. and felt the new location ►could reflect the best that this community can produce. Alderman Drummer noted there will be murr discussion on the Council floor, unit that what is being asked to be approved are architectural ser.ices for a permanent location for the Senior Center. .%lderman Moran said that this item soes direeth to the point. that it is difficult for the Cit-, tc come In money for projects, and that if this is not the right place. ►►e should not Haste our money for architectural .en ices for this particular location. If the facilit► is in the ►srung place, no matter how Honderful, if peortle do nut find their ►sa► to it, then it is for nu good use. In [lint case, architectural son ices, and all thhat t►ould follrrw, is a p.rtrntial +caste. :>lderman Fiaincs maintained that the t?ilcton location seas not "in the bonnie~." .Shc noted a lot of ssonderful people li►e there. and pointed out people front all o►er the area. includin, seniors. -.hill) at liontc Depot. She [lid not knoll the !oration of the S7 million North Shore project but wondered if it was in the heart of the Ito►►mown. Audience ntcnrbers said it ►►as not. nor ssas it near an el stop. She pointed out that the Cit► of E%anston is not that lat-t;e a ptacc: her feeling- ►s:t% That tra►elin2 it) Oakton isn't going to add [feat much difficultr.and ►►ith the shuttle ►►c'II ha►c the opportunrt� to bring more people than eser to [lie Center Hithont the cast of public Ir•an.portatrun. I hough -,he wrtukl prefer the Center to be in the dnHninHn. she did not think James Park rsas it had location. she said it ►►as a cumPrnmi.e. but a s►onderful reuse of part of that articturv. tile• hula,►cil the ( cnttr +►ill he Into -of -the -line in a Io►el► .ettint;. Site also noted the interim location Icaw is 1,ir ,nh, wm ►v.ir.. and ►►v could not build a center- il'sse started nim to Iry to identify a no%% location to the dossnio%%n. Slit s►as concerned about a break in the continuio of'the Ginter anti felt a smooth transition is important to the membership and to morale. x1derman i cldnutn pointed out the numbers of ►oath and parcnls ►sho lied their ►►ay to .lames Park on .111% ►►eeliend from all user E%anstun. He called it the peoples' park. tfrc playground of the s4hole ( it► - and �wrhaps e►cn fur someone from Lj( ro%%e'. t'pon ►utinti to al) inoe [he purchase from Ross Bat oes & . ankimski of architectural .cr►ice-. for the nc►► location of Illse.Senior Center, the Motion ►►;rs aliprovcd ►►ith kidcrman \loran srttrn,_, na►. 49 14B) Purchase from Behles & Behles of Architectural Services for Temporrrs Location of Senior Center - This item was held in Committee. i5Ai Chan e Order 1$5 for Additional Items for Noves C'ulmni Arts Center - Alderman FeWman moved approval; Alderman Moran seconded. Alderman l:eldinan asked about the ceiling reakarru in the gymnasium. :Mr. Gaynor explained that this will be done next in t� 0 phases, using . ftw Management to remove the tiles, then the general contractor to perform the other projects. bcg the new ceiling, which must be completed viithin a year. A number of the projects have ale � eai, ngg he continued, noting fundiwas from a grant. alderman Rainey noted the fending wars Ifrevi the State of Illinois for the performing arts center. She said if we would tnzintaiia the police aced fire stations like the Noves Center, we would not have police and fire personnel I' in sgttmhw. She asked for a list of capital dollars spent at Noves in the last rive years. Alderman Feldman asked that figures on the income from the property be included. On Voting to approve this Chartr;e Order, increasing the contract by S7,780, motion was unanimously approved. (50) Chan a Order t#3. Phase DTI. Contract F. Long, Sewer Proiect - Alderman Rai sev moved approval: Alderman Feldman seconded. Discussion: Alderman Rainey noted the interesting ..... ,; , : we had plans to do work that we found [DOT did not allow. She noted we pay IH mac hove fees to engineer the project and asked why they didn't know about this. She asked if their wars an a ' gg cost regarding this situation, althougli she pointed out this Change Order was for a S7.340 e in the contract. Mr. Jennings will rind this nut. She asked if there were fees to be paid Harza for redesigning this work because of the situation with IDOT. if there were fees, she believed the City shoutr'not pay them. C pon voting to approve this Change Order for George S4'. Kennedy. reducing the contract by S7.340, the motion was unanimously in favor. ( 10) Resolution 58-11-99 — Lease %%ith North Shore Hotel Ltd. Partnershin - This item %sas held in Committee. (11) Resolution 59-R-99 - Lease for 5torane Area - Alderman Moran m%ed a pros al of this three- year lease far a storage area at 2119 Dessew•; . erman Feldman seconded. Alderman Rainey noted she had requested information from staff but had not yet received it. She asked why the lease spoke of a one year term. Mr. Jennings indicated this was a typo and would he corrected to concur with the rest of llie document %written as a three -}ear lease, All erman Rainer asked that, if the City has use of the crain. who repairs if it breaks down:' She advocated that the lease stipulate that the owners repair it. Mr..lennings explained that the crain mill he inspected; its capacity is greater than snnthing we %%ould use it for; the company that inspects will also train us to use it. alderman Rainey pointed out that the oserhead doors also swere not mentioned; the agreement should stipulate that the owners should repair if they break. Mr. Jennings noted the doors are opperable even if the motor does not »ork. %lderman Drummer suggested language under section 4 ror he made stronger in terms of the lessee's obligations regarding the doors and crain. After discussion, the Committee voted to approve the motion to enter into a three-year lease for 2119 Dewev, with language to correct the reference to a rune -year lease. and to strengllten language in section 5$. (121 Ordinance 105-0-99 - increase in Class D Liouor Licenses tAnnam Cafe) - Alderman Newman %sa. present for the discussion. Alderman Drummer noted request to suspend the rulez and pass this Ordinance this evening. Mderman Feldman moved approval; Alderman Raines seconded. Discussion: %lderman \e%%nr,an read the liquor Control minutes and the Ordinance but found no reference to kim late the restaurant %%ill he open. Mr. Case% ansv%erect that 1:01) a.m. %%eekdays vsas the limit for all restaurants under this classification, and 2:011 a.m. on weekends. .alderman Newman explained this license %%ould alto►► beer and Trine to he sold with a meal. Ile had a concern that the reslaurunt, %shich is on Clark. %%ould primarily lie lookin for students' business. lie spoke of the late number of urru who hunt; nut i i that area. 'If the fow sen-icc stopped Bening at 10:01). he felt the liquor licenxc should also still) at that lime. Mr. Casey said if the restaurant sto'ps %ening food at 10.-M or 11-0 it is .i%%umvd the% cannot -,env liquor. To) %lderman Drummers que-scion. 'fir. Casev ioolirriwd that tl)r m%ners. itilio %sere iaresrnt, did kilos% this. \ldcrnaan Ncs%nian %%iehed t,, hear from the apltlicutlt. 'Ir. i r:an said The% %%ould sty, .rr%inry at 11:1)II and close the restaurant. C., Mderman Drummh er's qucstiun, e said the,. svould dose at 11:00 on weekends: at 10:30 p.m. on %►erkdax-s. Alderman Ne%%man :risked to retake this license explicit that this is when they will stop. Mr. Casey explained a ne%► classification in the Ordinance %%ould have tr) he created to tier this. lie noted a few classes mention s )ecific hours. Ilea,• refit of the license% have broad ;general hours attached to the classifications. iltlernian I)runinier asked if other restaurants in the area "ould share :%nnam Can's lworile of caterim, to students and sen ing alcohol. Mr. Case% thought that in the area there was only luffalo.lue's. the uexl closest i% Ilse Orrino,ton. Alderman Ne%%man pointed out that Bur:er Kin* was on one end; [ ,aft Xn)hiance and Taco Bell %sere also in the area. Ile said there "us alread% a praIlem of inadequate policing is the dim nto%s n and noted the problem of skateboarding some %ears ago. He b. ud no problem %sith this restaurant sen in�c priniaril} students, hilt stressed the need tea hold them to an I1:00 closing. alderman Druninter clarilletl the Ordinance statrd the tv%taurant could not be open beyond 1.00 a.m. He felt they Kill adhere Io the rules not to stmv minvom as do the otter businesspeople in the area. lie icknonledged that under -aged student still always try, but businessmen are not willing to take the risk. It was difficult for hint to On •le out one t-stioraat Alderman Newman said that most restaurants ►►c gi%e liquor licenses to c ose at 10:30 or It:0b. Alderman Drummer noted that they do not ha%c to do so. Alderman tiev man discussed other problems with people who get business licenses :and break agreemenm lie said we have a problem with enforcement. He noted the amount of hanging out anti littering in the downtown arva; witidK would not be a problem if the Council would place the correct number•uf police there, and if.NV wotdd be a presence on Clark St. Ile was concerned with having late -night restsutants in that arm He didn t not want the restaurant to open, but wished some control. Alderman Rainey referred to our mantra: no one has a right to a liquor license —it's a pri jjege to be granted one. To erueWou, ,i?a. Brenniman advised that you need to treat each licensee in a certain category the same. tine would have to create a new category to have new restrictions. In this ease, Annam would have to be taken nut of Crass D and placed ins ' thin different. Alderman Drummer noted this could not be done tonight. Alderman Feldman shared Aderman Newman's frustration when issuing licenses or special urtw with conditions that are not met. He felt the Cite had to have some control over the operation. He askcd what conditions, other than selling liquor to a minor, could abort a restaurant down. Nis. Brenniman outlined violations such as operating outside of hours, selling liquor without food. anything outride of the particular classification. fir. Casey noted that the renewal process included a background check, with police reports obtained for that location. If we see a problem the owner will be spoken to, though he added we have not had many prrblems. Alderman Drummer clarified that Annam was a Type One restaurant. Alderman Newman asked if a conditional license could lie given while we come up with a classification. Ms. Brenniman hclie-,ed such would not apply in this situation: you have to either rant or not grant. Thev are in this class and need to he treated the tame as any otlier a plicant. Mr. Casey noted that if a ne►► class is created. some time will he sa-,ed since the background check is completed. alderman Feldman stressed that this has nothing to do with the applicant; that alderman Newman is sayinga place serving liquor has a strong effect on this specific location. He noted if a new ry i categos made, specific to certain locations. it must he published in advance so that those renting space in the location are aware of the restrictions. He said the circumstances, the areas. and the reasons for altering the . license all would hase to be decided. Alderman Drummer said licenses are renewed once a year; the applicant has given his word to close at 10:30 or 11:00 p.m.; in one year he will come back and we will have the new categorti ready. Renewal %could not be automatic. alderman Neiman noted this would not come back to Council. '.Nlr. Casey offered to hold this item until September if the Council were concerned, present a new classification then and ask for a suspension of the rules. Alderman Drummer noted this would delay the process h% a month. alderman Moran said the Trans had made an investment in their restaurant; he thought it improper to come back with a new class either next month or three years from now. He saWthey need to he treated like the others under the same classification. lie said the% have said the% %rill close at 10:30 or 11:00. lie continued that the Ordinance aliows being open until 1:00. He"mited anyone who %santed tt, create a special district to do so, but these pcople%ad made their in, "iment and it was not Fair to deny this license. alderman Itainey agreed with alderman Moran but %aid on the other hand. the-, could not count on getting a liquor license. and she felt %lderman \ew man's concern ttas %erg real.' She ,u•„ eitc-d a license might Ire denied based on the concei%able problem. She almi %ti—e'sttng holding until September with a new classification. Alderman Newnian tsished to grant this ap-11, icant a license; therefore he -,uegested that the item he introduced tonit,ht, that staff develop a classification to close at 11:00 and suspend the rules at the next meeting. %f�r. fatty explained that it ►%ould be a cleaner Prose-., bo ld old this item here rather than introduce it tonight. li ►►as agreed that all %till be preparcel for ►otin_! on September 13 and [iris itein %%ill be held in the WIN% ('urumince. 113) Ordinance 106-0-44 - \n iarkiny 7�-,_ante - UFeldman eldman .iskvtl If Iht. %•ill t:akt upp meter ,pare. \Ir. Jennin��s paid n,,. c•%pt:tioing It %%as in a parkin, district west s,f the tracks .it 14Ito &rman %%vttuc. lldcromo Fcldnt.rtt inmud In recommend apprm al of this Ordtnancc. fur intr,uluction. \Idernian Moran seconded and the rnotrtin was unaniniousl► apprn%ed. (IS) Ordinance l- Sale of Sumius Pronerty IRectclinl- Center F(tui ment - Alderman f'cidman mo%cd ;it)[iro%al: \iderntan-ttoran seconded. Alderman Feldman aTed were the funds from the %ale ►%ould gti. \ir. Stafford said because theN came out „f capital purch istK, it is reronirnended the► ,^ri hark into [lit: Capital Impro►enicnt Program. To \Iticrman Fcldman's question. he said %%i could pa} dn%%o the deht. Iho11_111 lie hesitates to do ,,P because %%e hat a locked in a debt scheduic %%hich lit, I% Icgalt% uhligctl it ia%. 'to tlo so mould mean Collin:,, up %%ith a schedule with a lets that %%ould Stu up and down (ser tllie nett two )cars. If introduced tonight. \lr. Stafford said he could come hack %t ith option% for doing so for the nett meeting. i pon toting to recommend J approval of this Ordinance, for introduction to declare rixycling center equipment as Surplua and approve snit to the bigbest overall bidder, V'irstar Fiber, for ,970.30, notion to approve wins uaanlmotm is Alderman Moran asked for a legal opinion as to the legality of the City impo� different gal requirements on restaurant owners, and -whether owners Gave tie right to lerel%f. COMMUMCATIONS: �Emee Bev Pareis}e pf Itenair of Aerial Fid�ee c — Alderman Drummer said the I I I - Ib of the purchase were understoodand he tLanked Ms. �c for fire latitar=atior. Ugftte 09 Polite Offices A — Alderman Drummer noted there is one vacancy to be idid. VIIZ t ght Mp II — Alderman Drummer toted that staff Lad suggesftd bow a ph= csii be sat"Tactory to both polies and addressed our issues. Cable Report — Aldernsaa Drummer reported on the new name for MediaOne: AT&T CaW Services. There being no further business, a motion to adjourn Bras made, seconded and ananimondy pawed; the meeting adjourned at 8:46 p.m. Respectfully submitted, '0040 Darlene E. Nilga op Executive Assistant 6 DRAFT - NOT APPROVED • VIL- -T -NOT APPROVED SPECIAL. ,MUFTING ADMINISTRATION & PUBLIC WORKS CO.NUNIi"l'i'EE Meeting of August 9. 19" Members Present: aldermen Drummer, Feldman. Moran. Rainey Staff Present: D. Gaynor, Chief Hunter, F. Kassen, Chief Wilkinson, Cmdr. Nilsson, U Heytow, A. Khatkbate, R. Crum, M. Rubin. D. Nilgcs Outer-. Present: Mavor ,Murton: Aldermen Bernstein. Newman and Engelman; 11. Peter3m R. Seidenberg, Elliott Dudnik; Fire Dept. Representatives Mike McDermott, Guv McDermott. Art Miller, Pat Icing, Town Erpelding, Peter Hanchar, Bob Hayden, Don Kunits, Jobe Smith, Dale Fochs, Kurt Dickman, Pat Dillon, Cko Connor, Ron Brumhach, Scott Hargreaves. Dave Ellis, Gene Perrino Presiding: Alderman Dennis Drummer SL-.Nf'►iARY OF ACTION: The Chair, Alderman Drummer, called the meeting to order at 7:07 p.m., thanking those present for attending. DISCUSSION ON POLICEIFIRE STATION Alderman Drummer explained that a previous bid was rejected several meetings ago, but that it is tut issue which must be dealt with, most importantly because several of our buildings have been neglected. He noted the lack of unlimited funds and enormous competition for available funds. He mentioned the need to bring this project in with available funds, approximately 3.1 million. He noted the importance of stavin: within the budget framework and to complete the project, and called attention to the old and ne-.,,proposals in the packet. Alderman Drummer noted none of the four options Nlr. Rubin's staff had generated were of'Fthe table, but perhaps were not to all be done now. He hoped for a good discussion. Mr. Rubin reported that the financials Nvere not available at this time and offered some spreadsheets. He called the four options "talking points" to be discussed tonight with staff from several Departments. The first Option was to redesign and rebid the project with new scope of work. Advantages would be that a new program could generate a different solution to space planningand another alternative to compare with the current den;igthe available funding will determine the size of project: value engineering could help offset construction manager costs. Fie outlined disadvantages: hiring an architect and construction manager will be time consuming; and an additional cost; this will 3elav the occupancy by Police Department (PD) and Fire Department (FD); cost of construction will be increased due in inflation, duplication of architectural fees and the addition of the construction manager; the extended lease for FD offices will increase the total. Estimated construction cost and completion time: S4390,000, and 28 months. Option Two was to accept file pre%iously rejected bid plus possible penalty for contractor's remobilization. Ile noted the design +-.as good and functional for Police and Fire needs. He felt we could make change and reduce the +cope to reduce costs. Advantages: -.-.ork could start immediately using contract documents will] ►niminum modifications; The FD interim lease .rill be shorter; it allows for flexibility and future gro++ih; and Pf) and FD will share training facilities. The disadvantages: fnssibility tfial the FI) has more %pace than needed; and the rejected bid is greater than available unds. Eitimaled cost for option Nin +-.as S4.077.950. Alderman Drummer asked about the shared training; space. Mr. Rubin highlighted areas on the plans sho%%ing ne-.Y Police and Fire space as +.ell as the shared space for the trainingroom. He noted there -.-.as a small and a large training„ room %n that different training sessions couldgo on at the same time, ++ith either small or large �; rutips. Alderman Newman wanted to kno++ -h%- training could not be done in the Civic Center. Alderman Drummer ackno%sledg;ed the importance of the question. ++hick would be addressed after lice four options were presented. Mr. Rubin said Option 'Three -.,*as to take Elie platis we have and reduce FD space and delete the trainingroom build -out for the 111l. The penthouse for the mechanicals nould be eliminated and some of the FD space -.would lie used for the mcchanicals instead. lie estimated approximate savings of S200,000. The advantages: consiruction costs of building; staircase, training room and locker rooms for I'D will he sa%ed: construction cost to build the mechanical penthouse -.rill be saved; it is a more efficient use of the existing structure. The biggest disadvantage was that utilizing the floor area for mech.anicals will eliminate the availability of future otTice space in the area. Alderman Rainey did not think it likely that administrative staff would increase to that totga an extent. Mr. Crum unless the area were to be used for other types of space. Chief Wilkinson noted other people shams the administrative space with administrative stafr Alderman Rainey asked the net sayings of this move. Mr. Dudnik. architect, felt re -engineering the mechanicals was aortb doing if there will never he other changes or expansions. When built in 1948 or '49. it was structurally designed to have a third floor. The Idea was to use that configuration to place the penthouse on. On the first floor, the mechanical% are not in a ood place far future expansion. Another problem may be noise with air handling eqquipment. ,��r. Rubin noted other disadvanta es were the need for additional a rchitecturalleagineering; fees to modify contract documents; and slight delay in start of construetkm Option Four would eliminate FD offices, and keep PD offices as planned. The advantages included reducing the cost of construction; if the low bidder is selected, then the µark can be started almost immediately; and the police can use the current apparatus bays for police sehicles and other parking. Disadvantages: eliminating the FD does not eliminate need to resurface the floor and improve ventilation to meet code; prime floor office areas facing Lake Street will be used as a arking space instead of for offices; the FD must find another space to lease or move into the Civic Center. Cost to move and retrofit still exists. Lastly, there would be no PD or FD training room. Mr. Rubin said that these were four ideas; there were others that can be explored if Council desires. These options he termed the most reasonable, affordable and beneficial to the City, as opposed to buildingg a brand new facility. Alderman Newman que+tioned why training could not be done at the Water Department or Council Chambers. He suggested spot posting in the parking lot at training times for Fire Department parking. Ile believed a recent meeting at the Water Department held over 30 people. Mr. Rubin said the cheapest space to build is a conference room space, and informed that Administrative Adjudication hearings are to begin soon in the Council Chambers. He noted the Civic Center lot, which is frequently cons letely full. He explained how, the City is addressing the problem of parking by Northwestern and �vanston Hospital staff. Cmdr. Nilsson explained that the PD training needs were specialized, and included open space to do tactical ph}sical training. He noted the I'D and Civic Center lack good audiovisual training equipment. It was noted that the Service Center, Holiday Inn, Robert Croon Center, and Librarn have all been used for training space. and that multiple sites create pprohlenis such as need to he moyin the equipment, inabilih to secure it, and parking. Alderman `ewman said he had dealt with parking for years and obsern•ed that there are empty spaces in the parking facility at Church and Chicago. He a�reed that moving around is not a great think, but expressed a sense of urgency about the money we arc for the project. is Alderman Drummer noted the training room shown in the drawing would be shared by the PD and FD. He asked what would be saved if eliminated; Mr. Rubin estimated approximate cost at S804L Mr. Dudnik discussed equipment costs, and that the wiring, computer jacks. etc. are included in the figure, though not the pprojectors and other equipment. Mr. Rubin nated the computer jacks alone were quite expensive. Alderman Feldman said he didn't think there ssas a thing in the plans that could not be justified. fie cannot say that this or that isn't needed. He invited the Committee to decide how much it can afford to spend iri an overall system of priorities, tell staff that that is the limit, and have the PD and FD decide on ►►hal sic can get for that rnone%. Ile suggested thus n-hould establish µbat is most important and realize there %sill be surne sacrifice, but termed it the Same sacrifice g,,oing; on all over the City. He continued that once that system of prioritizing is established, the complete, nil -overrun hudge6vill include those priorities. Ile' did not wish later on to hear complaints: this had to be the commitment of the City and community to spend money for significant improvements in the quality of FD and I'D lives and clay -to -day operations. lie µould like to see ►.hat [lie decision %rill be, given a certain atnuunt of nmpncy, and said un% other process could go on fore%er. Alderman Drummer said the above comments %%ere %%ell said, and that this is %%here we need to be. Alderman Feldnian mased to authorize the expenditure of 3.1 million dollars for renosation of the police and fire headquarters. and that staff and the architects and decide their priorities based on that amount. alderman Rainc% seconded the inotion. Alderman Moran commented that we have had peopple µorking� on this for }ears. lie believed both police and fire brou�,ht a plan to the Committee of tlic best facility under the circumstances. The building; has been surely in need of work, he continued, but (he'( ouncil did not feel it ssas one they %yished to pursue. for ►►liateyer reason. He said the difriculty with the emotion %sas that it was arbitrary and did not set polic% It said a certain amount of mone►' still be sIlxnt; %%c don't care %%hat you flu ►sith it oilier than curve hack %sith a sensible plan. lie said that ssas clone: the plan that was presented to us is on (fie table. essentially as Option 2. He believed there %were policy implications with all of the options and that Council should review them and �iye staff guidance. If thu destre ►s as to gel the best input, Ile felt we have had that for quite some time le said that if it ►ycre adopted to spend only 3.1 million, the benefit to he wined by that arbitrary spending; level is not clear. For instance, he noted Option One suggests a reslesign, and indicates that it %%ould add approximately S600.000 Oyer the next 12 months. If e indicate a .1 million ceiling, he did not kno%% if S600. 00*isould he de%oled to nes% architectural sen ices, construction manager services, or what the market response will be, since the project would have to be redrai ned and remind, We have a contractor ready to o right now with that option. he explained. \'e ave potencW increased costs due to the rebid. There Rill be significant incursions in the amount available, in desiii p and architect costs and perhaps management costs. .alderman Moran advocated providing some policy directions and trying to move the project rem-ard to completion in id months, or not. Ile lfe?t if the resolution is passed, _we're begging a whole series of questions. .alderman Feldman said we had received a recommendation. and the Council reject��ii it becauw it rrxs conceived as extr2vagant. He said the idea that we are locked into something rye have pre -planned is a catch 22. The idea is to free up the Department and administration from any previous consideratkniL They can use part or none of the old plan. He could not see using a plan that locked us in and coa3d not be changed: and said no planning like that has been done in any City decision. Wbat Nye air doimg here is establishing policy, he said, not the avoidance of it. He said the Council has established this yes a proper amount to spend on this project, also in light of additional needs including James Park. He felt this was policy. Alderman Newman felt the PD did a great job and he appreciated all their worlk. If able to build every building the City wanted. he would vote for it But, he said, we hear that we do not want property taxes to go up. He said this project is paid by debt service funds, which is paid for by property taxes, and you cannot say you won't vote for a tax increase and, with an item on tlhe agenda costing S380,0011 a year in taxes, rye can't do any cutting. He noted the lowest hid in May came in S800,000 over budget. fie said it was not known how this project would turn out at the beaiaaia; but when "the bill came in" it became too heavy a load. He would be supportive of AldderntniA t, Feldman's motion. He noted the need for Council to take a closer look at this project, given all tllrst has gone wrong, and that we have spent 1.5 million in the last year. He reviewed other expenditures over the year and termed this building a "bottomless pit." He called the motion reasonable becansr it acknowledges there is a lot of work needed for the building, but we are not going to refinance to take money from another project or next year's CIP budget. He said that we have many problems in the City, and he would not do any of these four options, not because he doesn't want to, but because the monev is not there. Mayor Horton asked how the 3.1 million figure ryas arrived at. Mr. Rubin and Cmdr. NiLmon explained that is what remains from the initial project. That money is `in the hank". The :Mayor asked if there were other possibilities to lo%%er the cost. 'Mr. Rubin explained reducing the scope: taking out the ppenthouse from the plans as well as the new huildout, the staircase, etc. Mr. Crum said the basic prohlrm is the basic mechanical, air and beating systems. starts at about 2 million dollars, and that doesn't leave much after that. Mr. Rubin added flint you don't notice that type of expenditure — the facility will have heat and air conditioning but there.; -ill be no visible changes. Speaking about this project, Alderman Moran recalled that we did act a memo on James Park's problems: if all of this is about whether we spend money on .fames or on this project, he did not think this is the time to discuss the overall aspects of bud et allocations. Concerning property taxes, he said the bottom line is that the Committee is being asted to make a decision on this project, not about whether we are going to seek a property tax increase. Th-at. he said, is done in Januan, and February. The issue here is that the Committee has a recommendation to modernize. improve and up rack the facility to advance police and fire delivery systems. If eve say 3.1 million only, he said it is like saving you can have new shoes to go to the dance but they have to he nio sizes smaller than you require.' Fie said it just dos3q't work: it is not gond planning or ludi"'. lie said if this direction is taken, rre have to start all over again to figure out what we are going to end up with. He felt staff %vas asking for direction from the Committee, other than askitiT, their to rwure it out for themsch e. for S800,000 below the lowest option. .alderman Drummer asked if the Feldmann motion precluded the Department coming back and saying this is what Nye can do now with the money, but in the future rye'll come hack with another request. .alderman Feldman agreed there is no wdy a motion could deny this. Alderman Rainey said that a problem with all our buildil s is that ere tieyer spend any more money on them and they fall apart. Alderman Feldman thought i,iis situalion is akin to family budgeting in i%hich one could not talk about an expenditure without talking about the (other needs in the family. lie said to talk about this issue in isolation is ludicrous. 'i'hc next < ue%tioii, he said. k s%hat doe' it mean to spend this money? HE ansr+cred it: it means then are other Ihinrs that may not be attended to — not just .lames Park but everything else ►ye (i(o. Tu i+(oIaie itist otie issue, lie felt, would not do justice Wally of these issues or to the coniniunit). llr said even time we spend a [fenny it becomes an articulated value of the community. Ile noted that this is [lie time. the place and the project. and it is all about how we want to spend money sand what's important to its. Lie expected priorities *%ould Ire established, and if 2 million is needed for utilities :anti lid .AU. it means eve only a, a 1.1 million for the rest. Alderman Rainey said the reason ryc are here isn't that Nye did not %rant to spend 3.1 million dollam but because We rycre heir asked to spend 4 million. She clarified that Nye have already set aside 3.1 million. She thought staffmav bare a difficult time getting what it %%ants out of that amount. but had serious questions of a buildin;; this size rciluirin,1.8 to 2 million for 11 VAC. She said perhaps its not that you buy inadequate shuts, but dint "van don t go to Faragamos but to Chernin's." She had a concern that once done, the headquariers will"he maintained, unlike the old library- which sxas so poorly maintained. She rsas distressed tfim the itenis mandated in the 1993 inspection on Fire Stallion 03 rserc still undone. She noted that an inspector going into an a artment building that was in the same condition as the police and fire stations %-outd have the landlord in court; she suggested that it might be necessary to s talk to the taxpa)•ers about this situation next rear. She said that we must insist that the work we •i done; did not think 3.1 million was "chintzv;" noted the many concerns she had had about vatriio� aspects of this project, but said she felt comfortable with Alderman lheldman's motion and sappom Mr. Rubin got estimates from staff concerning the various systems: HVAC was estimated to cost S1,000.000; electric s%stem S450,000; plumbing S200,000; external masonry S150-200,000; windows 5100,000. He clarif►etl that the whole building is 67,000 square feet. Alderman Engelman stressed the importance of remembering that, w hen talking about 3.1 million we are talking about trying to makesure the environment is safe for those who work For us. He understood the concept being advocated for the station, in which you stipulate you can only spend so much, but asked if it would-be used for all other projects as ii ell, c.g. the Levti Center, parkingg garsge, etc. He noted discussion at the goaJ setting sessions about getting a realistic understantiin of our capital needs in Evanston. He guaranteed we could not afford it, and that we will then do what we have always done, which is Pick and choose. He noted it was fine if we want to get the big picture. but we are not going to get it hers tonight. Extending the shoe analogy, he said that sometimes you can't afford an Air Jordan and have to get a Ked; but if you can't get a Ked for S20 and all you have is S20, then you're not going to go to the dance. fie said in this case, staff is saying to et a police and fire headquarters that is reasoaabie for their needs, just as the Lei, Center will neelto meet programming needs, 4 million is needed to do it. Alderman Drummer did not think the motion hints that this is what we are goin to do for aU projects, or that this is all the money that can ever be spent on this project. He felt 3.1 million was a lot and will give staff a jum start without impeding operations. It wi11make the project 3.I milliiota better than it is now. lie said no options are out: we lust don't have any more money than 3.1 million at this time. He advised that the project can compete in the CIP process in coming }-ears. Alderams Engelman asked if sse only have 3.1 million because money is needed to be spent elsewhere' The Committee disagreed ►yitii this interpretation: it was clarified that the motion is simply that the fire and police headquarters have 3.1 million in the bank to spend and the motion is about getting on with spending this amount to improve the building. Alderman Bernstein noted that eservthin is inter-rehited. lie maid that what the Council did in .January, and February %%as to analyzeour global needs. What is left is 3.1 for this project If we spend more it does impact us next year, as we start negative. Ile felt the state of the headquarters building is deplorable and the port is not acceptable and said there are things we have to do. He said we need to look globally and are looking five years in the future, but right now we are about spending 3.1 million. Ile noted the heating; and air conditioning were in terrible condition; he asked how we can ask people to live in the headquarters or Station 3 in conditions for which citizens would be cited" Alderman Drummer called on Art Miller, %who reported that Northbrook had built two new stations at a cost of SS00,000 each. A committee had been set up, a certain amount identified, and what came out of it was two beautiful stations including; affordable, functional IIVAC and training, facilities. Steve Perrino. President of the Firefighters, asked what had happened to the 1993 survev7 lie noted it had contained a timeline. lie questioned the need for separate teadquarters and asked if consolidation is still an issue. Alderman Drummer said that the three station configuration %vas abandoned a long time a -a. Station 3 and 5 are still in the plan for renosation, and that Station 3 was on the agenda tonight_ Nir. Rubin answered Mr. Perrino's question as to o%%nership of the land, noting documents indicated that it is Metropolitan «titer Reclamation District land; but that research is continuing as to whether the City bought it at sonic tinic. To another question, Mr. Crum anmsered that he had not heard about runt monies for fire station construction. but will ask our legislative liaison and pursue if there is. Mr. errino outlined the number of ►cars %arious fire stations had not had maintenance. Alderman Raine% asked if C'D njone% could he used to renovate the stations. Mr. Crum an"ered that the stations %%oaild ha%c to he in the target areas. Alderman Drummer did not know how public facilities fit into the CD t(i ograin. lie %,.ill look into the use of CD dollars. To a comment of Alterman Engelman. Alderman ltainc% responded that %%hen you budget. ►ou set a limitation on your expenditures. She %►ondered if ai ne%% %%as of budgeting. ►%ere being intruduced. %►here all eipcnditure items are open-ended. if }nu spend this much on a fare station, does it mean you onlr spend this much on the Levv Center or.lan►cs Park" When you allocate money, you're saying,p this is ho►► muchwe have and horn much we'll spend. She termed it the least matleyotetit %%aV to spend laxpa%er dollars. She said %%e are making; an exception in this case because in 1996 2.6 milli( %%as irojected to renovate, and we are raising; that to 3.1 million ►%hieh dues not include cite front desk and i�ava e. ,Mr. Rubin noted some of the monies had been %pent; that there %%isn't 3.1 million in the hank right now because si a have done %omc of the %%ork. Alderman Feldman said that if the Council had come to the administration offering; 3.1 million before this process Wgsui, it ►%ould ha►c been received %yith elation; he felt it was marvelous that v%-e were able to do it. Alderman 1'c%%roan respmided to Alderman Engelman that %%e had a request for 6." million r for the L.es. project: that amount ilk ill be cut. He noted a difference between programs beingfunded out of the deft[ service fund and what's funded by TIF funds(the garage). The problem ithat as budget time, be said Alderman Engelman has been a strong advoeate not to raise te property tax. If , • we allow ever}' department to gisr a dream program statement, he said, noting we have arreadyspeat 3 million since 1930 ou the PD, he said that if someone sends up that program statement we have to find something in the Cir% to cut somewhere. His problem with this project is that it was 2.6 millwia at one point; got up to 3.1 and a memo suggested that if we want to fund it. we'll have to o Into refinancing money, And the Finance Director tells us we have to star- at 3.5 million debt level for our bond rating. He said there wars competition among projects here. Ile said he would lone to fund the FD and PD program statement. but w hat we do today well have to deal with in January. He felt there are philosophical issues to be decided. Alderman Engelman said it is correct that we have to find ways to cut costs without cuttin the quality of services. Eris understanding was what had been handed to them was staffs proposal alter hearing we can't afford 4.1 million for the project. Alderman Drummer clarified: Council had rejected the !rids before and no%% must maize some decisions about what is to be done. Alderman Engelman asked if all that is needed is an additional 5416.000" air. Rubin said ves, that was a bsllparK figure as of Mai% Ife said staff had identified some cuts and looked for money in ADA and 911 to help fund, and thai therewas some existing bond money. Alderman Engelman had no problem in sasing to statithat 3.1 million is what we are shooting for. lie understood the proposal had not comebacci: from staff saying we can onl% do it for 3.8 million or 4.0. He favors staff going back and trying to come in wftb a project that staff and the Council can live with. Alderman Drummer miterated that the motion does not imply that this is the end of the amount ever available. He noted there is next near and the one after that. that for now all we had is 3.1 million, and anything else will compete witch whatever is on the table. Alderman Newman said he disagreed with Alderman Engelman: his position is that if staff comes backfor an additional amount that would have to come from other projects, he will have a problem with that, lie said the 3.1 million is to complete this project. Mr. Rubin said the biggest issue for staffto ch come back with any kind of funding request has to do with the scope: needed tole low is whether the lire licudquarters is going to 909 Lake or not'' He noted it costs S7W,000 for that. though it could be m reduced soe%shat' fiowe%er, he said lie needed to know who is going: everyone agrees on offices for the police on the second floor, but he needed to know what do you want to be designed? Alderman Rainey said we are talking about two sides of the spreadsheet': expenses and revenues. It was her understanding that the 3.1 million included the S778-,000 from the next. Mr. Rubin said no, that this • %vas new revenue sources: what we had in Nfav was 3.1 million: we had to close out the existing project for S491,000, which dro s the 3.1 million t6fal, and anticipated expenditures also lower the total. Therefore we have less than 3.1 now. Alderman Rainey asked what we have with the section titled other funds. Mr. Rubin said that there was S2,664,000 afler payouts. Alderman Rainey believed with unspent dollars (S200.000 roughly) that figure is close to 3.1 million, it was currected that the S2,664.000 figure actually is S2,863.000. Alderman Netitinhan thought the point of the motion was that the project was limited to 53.1 million using the funds a%ailahle before %tartint; the project, the intent being to bring the project in at 3.1 whic i includes what Ihcv alread% %Pent. , Ir. Rubin explained we had 3.155 in . Inv: adding S200,000 froin other funds pi%c% �3.3��: payouts to NICNI Construction, Sente S Rtibel, contingency, nverexpenditures. the pi%trot ranee were subtracted. and subtracting demolition costs, you have 2.5 million on hand right now. The Mayor asked about unexpended CIP funds that might fie used. Mr. Rubin said that at the% paint staff dill not ktinw if there would tic unexpended funds. The Mayor explained that the peop[rle we are ining to provide a riace for are those who take care of the safety of the City. She noted discussion, in the past aboutwilding or resilalir-ing the structure, and said any one who has remodeled know% Ihat delays increase the cost, and that it was throb%ing a%%av money nui to do it right the first time. She believed it was n ntatler of Council deciding if we are going to do it or not. if we are, she• asked if we are going to use the hest thinking of the people or not, saying it can't he only half %%-w . Alderman Bernstein spoke of the impact of Alderman Feldman's motion, to spend out il;v 3.155 million. lie believed that amount must be reduced by 1he anticipated expenditures because it is sinning; in nos+ (%%vrhudget In 2 million. NIr. Rubin clarified that if we accepted thc3.8 million [rid. plus anticiPaled cost-, it was Iwo million short. Therefore we began to look at cuts and reductions .end other funding,, monies. Right nowv the bottom line is that there is 2.5 million unspent. Alderman Drummer chir•iticd that if we got cverytiting it the project that we wanted it would be 2 million short, and that the 3.1 -;ti is what is left of another number. Mr. Rubin noted that the project %%as never funded completer' o%er the last Ihree year%. Alderman Bernstein interpreted that what Alderman Feldman's motion would do is reduce the S4+ million figure by the shortfall. lie asked if that $%as doable— can we cnnrplete anything? Nlr. Rubin clarified that what was known seas that there is 2.5 million to do %oinething with the police/fire headquarlem. Alderman Feldman %poke of previously mentioned Option Three, the lowest priced option at S3,863.950. to eliminate F D offices. keel) i'D offices as planned. He asked how that compared with any rim of these expenditures He asked if the figure actually was S3.8 million plus all the money atrradv spent. Mr. Rubin said the construction costs were reduced to 3.4 Million. Alderman Feldman sokrd abort these construction costs and how much is spent already. Mr. Rubin said the real total cost was aropd S4.6 million. He noted we have already had a project going on. We must close out that project and g+o 1 forward with the rest of the work, which is what the S3 8 million rereseats Alderman 12uinrr painted out Opption 'Three included a demolition. Alderman Bernstein said that all we hiv a left of the 3.1 is 2,664,D00, so the current shortfall has to be added to what was authorized or it's not a shortfall. He asked, as a polic} decision, if we eliminate the FD headquarters for S700,000, what does that do for ss" Alderman Newman felt the numbers ►.ere off. that some materials had been recri%ed just this evesi:g and we should have had more information in the packets. He said he did not feel we are in a posabon to make good decisions with the information given. Also, concerning the decentralization issue. he would be glad to put the foot -patrol on Howard St. He said these policy decisions need anal)sis and that many, need to be made. He noted S1.5 million already was spent on this building this year, and that we are spending more on this station than any other in Cook County. He suggested that this isaae tic well thought out, with the proper information, and that we move on to discuss the fire statiatas. Alderman Drummer noted there was a motion on the floor to authorize the expenditure of WAS million which comes with reprogramming; to 3.355 million for the total project and the motion aslo staff to go back and give him a project for that amount of money. He said the motion had been made and seconded. Alderman Feldman said the intent was not to ask staff if they could do it, but to ask staff to spend money in the best ►►•ay possible, to prioritize what was needed most. He noted the Niorthbrook stations and how things can happen. if they cannot happen he questioned whether 3.5 million perhaps shouldn't be spent at all: if more is needed, he said it should be stated here. He said the information they were given should be written in such a ►yay as to be understood. file was still willing to go ahead with the motion to direct staff to come up with a proper way to use 3.1 plus excess to produce a deceat headquarters. Alderman Rainer said she supported that. She had not heard staff saying the motion should be rg'ected. She said if the Committee spent this much time understanding every 3 million dollars the Council spent ►we m-ould be here 24 hours a day. She said we have spent millions with less discussion. She advocated that the time had come to fisli or cut bait. Alderman Drummer clarified the motion is that the :amount of money authorized to complete the project is 3.355 million. that ►will include some of the things already done. Alderman Engelman raised a point of order: -.vital this Committee does is ask the Council, not authorize staff, to bring in sugg�estions. Alderman Drummer said vve are goin to ask the Council to support us to ask staff to — fun']s. Alderman Newman noted staff is getting T.3 million and change to complete the project. He asked wanted to be sure that the Committee is not saving that if short next year you can come back for more from the 2000 Capital Improvement budget? Alderman Rainey noted that the Council will vote on the 2000101 C!P budget, and that we are free to vote against this. Alderman Feldman did not want vital components of the project to be missing. It was assured that a contract would not be awarded of that fashion. .alderman Drummer called the question: upon voting on the motion, the motion passed ►►ith three a►es and Alderman Moran voting naw. Alderman Drummer asked staff to prepare a clear memo on this issue. alderman Rainey pointed out that ►when the numbers are crunched. it mar be found that ►►e have spent more, or less, Mr. Rubin promised to clean up the numbcn, say ing; all we are getting nor. is a go ahead to develop a project for this money to accomplish certain goals at the PD and FD. To a question, %fr. Crum agreed that a Resolution could be drawn up stating the intent. h1r. Rubin added that first ►.e will provide information on the exact monies a►ailable to go fon►ard. DISCUSSION ON FIRE STATION 03 Alderman Drummer introduced the %rcond item on the agenda. the discussion on Fire Station H3. He noted the hour:and the pre►ious discussion which had been exhaustive. He felt that the information from Mr. Miller about Northbri,ok's stations was intriguing. lie noted the figures front 1993 for construction vs. renovation ►►crc ►cry close. fie would like new construction to be investigated. It was clarified that Station 3 %%as brick. similar to Station 1. Alderman Drummer reiterated the wint that cost may he ver% sirail:ar for a rit►+ is. reno►aied station, and that this needs to be looker at, Mr. Dudnikestimated renovation runs around S125isq. ft. Alderman Feldman asked of the Committee could have a polic% that one Solution or :another is -ill be dealt ►►ith. %%'hat is wanted is to remed)' the problem in the best wa► v►e can. Alderman Bernstein asked if the component the Chief had requested could be added to Statii,n 3. It ►.a_s agreed tli:at too could he looked. into. Alderman Newrnan said he'd Beard That two stations i%ere built: if they ►+ere the same station, did that save on architectural fees, etc.? Ile suggested, if we are going to start over with two stations, that ►ve build the same one twice. fir. Ellis hoped we don't wait another seven .cars and said that is ►why so man► came tonight. Not to downplay the 111). he said that perhaps ►we should he taking a trip to Nairthbrook. Alderman Drummer said we have made a corurnitment to reinedy this project as e%peditiously as possible. Alderman Nevwin:an said Station 3 should be mo►ed up on the Ian. Alderman Rainey said serious note should is be taken of the fact that the >lation v.as Built in tlac mid-50's and Owl 113nu;,,ht is being; given to I demolishing it. She noted the fact that people do not demolish homes built in the '50's, but discumied the state of deterioration of the building. She also advocated setting a date certain for a report on tills • issue; she suggested the first meeting in October. Lastly, she said the capital plats contained 1.8 million for Station 3 She assumed this was for reconstruction. She asked how the figure was derived. Mr. Rubin explained it Ass for reconstruction, and that a number has to be plugged in when it is that far in the future. Alderman Raines had a feeling that when the '93 study was commissioned, the same kind of discussion was held. Afderman Drummer reiterated what everyone was saying was that we are going to fix this and soon. Mr. Crum suggested the Committee may want to make a motion of intent to replace or restore Fire Station 3 during the next budget year, and that staffbe instrucsd to come fort in October with a report and look at the passibility of adding Station 5 at the same time. Alderman Feldman so moved; Alderman Rainev seconded. To Alderman �l!oran's questiond4r. Rubin and',ir. Crum related that Stations 3 and 5-were the worst. and 3, 4 and 5 were scheduled for new roofs this year. Alderman Moran questioned this. and asked staff to report back to the Committee. Alderman Newman commented that we are not using the rents to maintain the buildings — that we have tenants paying rents in many of our buildings and we need to look at rents and maintenance issues, which e termed a high priority. Upon voting on the above motion, it was passed with three ayes. Alderman Moran voting nay. Alderman Rainey asked about this year's appropriation in the Czpital Fund of 575.000 for Station 2. Mr. Kassen answered that the amount has not been spent, the monies earmarked for generator and landscaping in two years. Alderman Rainey asked why we were waiting in terms of the generator. Mr. Kasen noted authorization only came for This in Mov, he assured that it would be done this year. Mr. Rubin explained that the funding had just been received; money cannot be spent until the bond is sold. He added that the Y2K issue is making generators very difficult to obtain. Alderman Rainey asked about S40,000 for Station 4: Mr. Kassen said we have a consultant working on this, as well as with Station 5, for which we have a proposal. Mr. Rubin advised that what mustle figured out is what to do about Station 3: should it be knocked down or renovated? It needs a roof in either scenario. Alderman Newman referred to the %Iay 10 memo (actually %lay 21). concerning renovation of the Fire and Police Station. He asked for information on any probfems related to the architects' and engineers' errors. For the Council to understand, he said a memo was needed to explain the problems that occurred in the past; who made the errors, who the contractors and engineers were. what ~vent wrong, etc. Ile asked that the records be reviewed and information provided, as well as why Carow was chosen, so that we might learn from our mistakes. Alderman Drummer noted details of a memo that had been provided earlier on the subject. Alderman Newman wanted this information on any new stations, if there were problems with any of them, and what part Central Lake played. It was agreed to limit the information requested to Stations 1 and 2, as well as Station t. Alderman Drummer summed up that everyone now "had their msrching orders:" he hoped we could get mobilized and started. The Special Meeting of the A&PW Committee adjourned at 9:49 p.m. Respectfully submit Darlene E. Nilges Executive Assistant DRAFT - NOT APPROVED X- DRAFT - NOT APPROVED %iMTTE5 ADMINISTRATION & PUBLIC WORKS COM1%- I=E Meeting of July M I999 J Members Present: Aldermen Drummer. Feldman. Moran. Rainey Staff Present: J. Aiello, P. Case%. R. Crum, Z. Edwards, D. Gaynor, S. Hunter, K. Leyendecker, C. Radek. W. Stafford. C. Walton, J. Wilkinson, J. Witt Others Present: Mayor Morton. M. Peterson, L. Roewsde, J. Sagan, E. Newcomer Presiding: Alderman Dennis Drummer SUINLMARV OF ACTIOti: The Chair, Alderman Drummer, called the meeting to order at 7:20 p.m. APPROVAL OF MIYU'TES Alderman Moran moved to approve the A&PW Minutes of July 12, Alderman Feldman seconded; motion was unanimously approved. PRELRIINARY PUBLIC HEARING — 2000/'^001 BUDGET Mimi Peterson gave a presentation on the maintenance of Evassswn's tree population, especially alder trees. She noted the current budget addressed that issue, and was grateful far this; however, sbe had concerts relating to utilization of employees in the Master Plan_ She reviewed past budgetyears w•bere she found what she termed disturbing trends pertaining to planting and removals. She said that, from 1984 through 1989. there was an underreporting of number of trees removed. She provided figguures which incorporated additional trees removed in the total number reported, and felt on average 20-25 trees were not reported each }ear. She also noted that in 1994 the number was actually 159, not I10. Ms. Peterson said the true number of removals indicates that we are so far behind in replacing trees • that we'll never catch up, noting in 1991 we were underplanted by 41 trees, but now we are in arrears by over 500 trees. She reported on the impact in her neighborhood, and the delays in replanting removed trees. She said we were starting this year with a deficit of 75z trees: advocated a better tree planting/tree maintenance plan with better management and emphasis on replacing removed trees. She hoped the information she had provided would assist the Council to assess the dollars to be allocated and make sure they are being used in the most effective way for the health of our trees. Alderman Drummer thanked Ms. Peterson: to his question. Mr. Casey reported the next budget session would occur in September. Alderman Drummer declared the Public Hearing closed. ITEMS FOR CONSIDEPLkT1ON ON COUNCIL AGENDA: :after initial discussion. the Committee unanimously voted to mace the followin; 10 items on a Consent Benda for recommendation for City Council anprosal: (2) City of Evanston i avroll through 7122199 - Consideration of the City Payroll through '7/22/99 of S1,NO3,844.10. (4A) Greenwood tit. Water Main Reviacement - Consideration of the lowest responsive and responsible [rid from Civil Contractors & En!!incerin_ for this replacement for the Water & .Sewer Disision. casting S564,755. 14C) [lid for Pai*ing Various :vilest - Consideration of the lowest responsive and responsible hid from Dominic', Truchint; & Vxca%atingy for pawn_ %,#)rk fur Public Works at a cost of c448. )-13.rm. (41)1 Bid for Reconditioning Police Cars - Consideration of the lowest responsive and responsible hid from Highland }lark .Nlotorc for reconditionin:; three police cars at a cost of S39.294. (dF.) Combined Curb and .Sidewalk Rc_jnlacement Program - Consideration of the lowest responsive and responsible bid from Globe instruction or the Combined Curh & Sidewalk llcplacemc•nl ProlZram lirr Public «lurks costint, S49.942. s I;B) Snecial Event: New Hone Christian Nleihodist Enisconal Church Annuit Picaiir - Consideration of a request to bold this picnic on A t 1 front 9:00 a.m. (i► o:00 p,tu- cloeaag Grey Ave. from Emerson to the alley south of the church. . (6) Traffic Calming Plan - Trial Sneed Hum - Consideration of petitions to p1lcc these trial humps at Seward bor between Dodge and Dewey; and at Cleveland between Ridge and Asbary. (9) Ordinance 100-0-99 - 1999 Pronertv Tax Lew Ordinance - Consideration of dWs Ordinance. for introduction, imposing the 1999 property tax le%-v amounting to S2$,137_352, as adopted in the 99-00 budget. (10) Ordinance 104-0-99 - Tax Lew for Special Service Area s$4 - Consideration of tbs Ordinance, for introduction, imposing the 1999 tax levy for Special Servict Area " is downtown Evanston in the amount of 5250,000. (11) Ordinance 102-0-99 - do Parko in Zone and Parking Revisions -Consideration oftbb Ordinance, for introduction, to amend U. I0-11-8. Sched. V III(a) of the City Code to pmvvnt parking on the north side of Greenwood west of Dodge. Alderman Feldman moved to recommend approval of the above ten items on the Consent Ag"MiX: Alderman Moran seconded the motion. which passed unanimously. ITEMS FOR DISCUSSION: L3) City of Evanston Bills through 7127i99 - Alderman Rainey, said that interesting information can e obtained by reading the hills-LList. She noted onpage 31 a series of board -ups by AAA Board -Up Services; she pointed out that ►ve have owners that [cave properties in disrepair, that the City has to secure board -up services and then file liens against the property. She felt this should not be happening. She also pointed out three bills from j3arza for.lames Park work totaling around S21,000: she had not received any written information on this, is as told that S9,000 %vas a proposal approved by Council, but the rest of the information would be provided later. Mr. Edwards explained the redesign of the compost site and some problems that were encountered; another bill was to alter the operation plan to com Iv %with state statutes. Thirdh. Harza is %working on supplemental measures necessary due to the gunge in plans. Alderman Rainey did not believe these %were three separate u• projects, but were tied to one another. She noted the Council had debated the increase to $15,000 on non -bid items; these bills total over S21.000 and therefore she felt should have been gone out for bid. Mr. E:d"ards did not believe there had been time to do so. Alderman Rainey believed the rules bad not been folio%red. Mr. Crum agreed, saving that with the total over $21,000, staff should have come in for an emergency purchase; he noted llarza is the best qualified to work on this project Alderman Moran noted one expenditure dill follow on the other, but clarified that they had not all come together. fie explained this involves the IEPA as well as the Attorney General's office, which raiser[ one of these problems after it appeared a resolution had been reached. He noted the second issue %•as raised by The state. which became a second prnject that had to be addressed. The third related issue was pressure by state authorities to resol%e in a short timeframe. Alderman Feldman did not helie%c fine could %iolate the la« b% combining things, no matter how necessary, %without corning to the Council, c%cn if a special meeting must be called. lie said either we have a process that is follfined or %se don't: and mentioned the large amount of money this company gets from the t'ity. lie felt their credential -,as io dealing with em ironrtientai issues sl;ould have been presented, conceivabh in a bidding process. Ile did not feel it was enough to say we mere pressured, and asked the present status of the billings. It %►as noted checks would go out tomorrov%. Alderman Itainc) asked exact details or the %%ork that was done and the timetable, and the effect on the cnenniunit% and the conipo,t pile. She felt the Council should have been informed in writing. Mr. Crum said that Mr. hill was r.orkinft on a inemorandurn outlining the issue raised by the state. He clarifiecl that tl►e %%ork %%a%done: llarta had pre%ided good sen ice: and that Intals over )14.006 would on lieforc ( iouncil nr.rn cnter_cnr% Icticr %%,muld he pro%idcd Alderman Feldman hops. -el the %%urk being done would offer relief to residents in the area- Alderman Drummer reiterated that the central issue is that once a contract amount goes above S15,000 it requires Council approval. -kiderman Feldman moved approval of the Bills list of.ful% 26 totaling r S2.),0.994M, ldernian Nluran %cciindcd; [notion %vas unanimous and the iteni ►►ill 6e placed on Consent Agenda. (411) l fit -cc Near Lcase for Nlimer ff,r Pa S Recreation -Alderman Rainey moved apprrt%al; Mderruan Feldinat► ,ccondvd. Discussion: alderman Rainc% asked if Parks employees are used at the .[anti Golf Cuur.e and reinihumement gi%en the Department. Mr. Gay nor said absolutely &V no work is done at Peter .fans b% Citn staff. He did not know if such work had been done prior to bis coming to the City. Upon voting to approve the lease for S27,141.57/ve2r from Chicago Turf E Irrigation, motiodwas unanimously approved. �4F) Fire Fi liters and Paramedic resting Sem ices - Alderman Rainey moved approval: AMermLM loran seconded. discussion: Ma -or Morton asked about the wide variance in the cost among dw companies' quotes for job analysis, noting the company chosen. IPSP, Inc., charged S12JM fortdw m job analysiz, which ranged froSb.WO, 52 soil. and smwo among the other companies. She assails tf anvthtag could br provided to anah-ze these variances. his. Witt said price depended on the tt"�/me of job analysis provided. Discussion ensued on one company's job analysis for Slt)AM witdr-a recommendation for an optional S60,000 criterion-relsted validation study. The .Nlayor suggested tint greater consistency among the bids would be preferable. his. Wits explained tbat each firm had Mir o-vn way of doingit-. proposal, and that some firms had more sophisticated questionnaires; soe w intervieall, while m e some inter -view only a representative sample, etc. The Mayor asked if any odWr companv offered tutorials, which IPSP offered. ibis. Witt said no other company provided this; that IPSP had done entry-level testing of police officers and tutorials were found very uM seful. aur Morton said that there were so many different aspects it was difficult to understand the figures = provided; she noted specifications -sere not provided for the members of the Fire Department wbe would be in the oral interviews. Ms. Witt explained such would not he known until results were provided on the job analysis and the oral interview developed. -alderman Feldman understood that an RFP can generate a -side variance in the proposals that are received by the respondents. Mr. Crum agreed, noting some respondents package their prodttretst differently; the more importance to certain parts of the , etc. 'He noted that firefighter tests tree sometimes challenged by those who take them; our intent is to find a reputable compaany that tikes its validation seriously. fie said staff was comfortable with the recommended firm. Aldermum Feldman appreciated the memo received, but suggested in the future clarification he provided as to total price followed through to the end. which would give more detailed information. Alderman Rainev asked how long it has been since testing had been done; tits. Witt answered seen or eight years. To another question, she said presently there are six vacancies. Alderman Rainey asked the impact on the budget. Chief Wilkinson said cost was spread out among; several shifty; he estimated the vacancies represent about one hireback per day, or in terms of monthly dollars. about S25.000 per month, which is a mix of long-term injuries, etc, as well as the vacancies. Alderman Drummer noted the issue is not so much money, but the availability of able bodies. Alderman Feldman asked ifthe one hireback per day replaced six vacancies; the Chief explained that was about the cost we incurred. Upon voting on the motion to recommend approval of the proposal from IPSP. Inc. for firefighter and paramedic testing. the motion was unanimously approved. (5A) 5 ecial Event - First Night Fireworks - Alderman Feldman moved to approve the use of the roof of the Kerman :dye. t;ara �e; Alderman Rainey seconded. Discussion: Alderman Rainev noted this also referenced the use of Fountain Square. Sfie asked if this would require removal of the tree and decorations" Ms. Roewade said that the request did include removing the tree on the 3IsI- to allow more space to present the midnight celehration. 'Mr. Jennings clarified Ihat an earlier request sent to A&PN% did mention the use of Fountain Square; however. the direction from Council -was to worst out the details with First Sight E%anston. Nis. itoe--ade had asked that this detail he specii"icall discussed tonight. Alderman Drummer explained there -%as no issue concerning the fire«nrks. '-Alderman r Eian asked if the decorations ►,err not remov ed. could Fountain Square he used:' He also asked if thought had been given to a new initial placement on the Square. %%hick -►nuld allom. for the gatherin , to he held. Nis. ltna ewde ►aid if the Menorah and Christmas] ree could be placed closer to the builtring, it would Ahm more usable space. If not removed, site said First Night would work around it. but that renimal would afford cvtra space. Alderman Feldman felt First Night -could be enhanced h- the decorations, rather than their elimination. He felt that using the space and sacrificing the spirit and s) inboli+m %%as not an v%%:n trade-off. fie noted the decorations are a Iraadition in the cominunit-, and asked First *Si tit to reconsider the request. %Is. (loco ale understood these -sere s-rnhok ill certain. thou+lh not ail reli,ions: she said First Ni+2ht -►as contniitted to makin+_ a secular cent with no o%crionc•s of:in- sort. %ldernian Rainey- %%as disappointed in thk ry ponse. said she 1%rnuld recommend i%orl,ino with First `i+,ht, but that the issue o eliininatin+, the tree and Menorah had to be sep!arated out. Slit Nit if one eliminated evcrtione attending F'ir%I Night --hu loved the tree and Menor i regardless of their rcli+, sun, there would he few people left. The Committee directed staff to work with First Sight 4in this issue. It %-as ituryed to recommend allo--in, the firc-,orks at the tihcrnian A-cnue gars+,e: nsotion was unaoirnuusl- approved. -I Resolution 44-It-99 - Lease ItcoevsaI for IIousin,, OnIions for the Men IaII- 111 i1IONIE) - Alderman Rainev moved appro-al: Alderman Feldman seconded the motion. The Ma%or %u+,gcwlcd that the lease be dr-.Mn tit) to rellvct pa%niint be sent to the position handling this in the City. rather than to a staff permits .s n.ime, l�hc t'onsusiItcc concurred. with Ilie antendnienI on page live to direct pa}mint to the Cite Manager's Office, they voted ouanimous to recommend approval. It was noted that the podsitka of Safety and Risk Manager would also be substituted for the staff' person's name in the lease. PResolution 35-R-99 - Endorsing the Ubr�ary Board's Decision to Sella Paiotin Alderman el Fdman moved approval; Alderman Aforaa seconded. Comments: Alderman lk;inev felt it important to point out that the Library Board had done a fine job; and that no stone had been leaf unturned in their deliberations. Alderman Drummer recognized Alderman Wynne. who said she sup rted the sale, but bad a concern that a lat^�e portion of the interest income should ga to Children anifYouth Servim. She noted the Skokie and V1 ilmettt libraries outshone Es�►nstoa is th>e atYa. She said this is an opportunity to emphasize children's services and make our children's library the erlrl of these other communities. She believed Evanston needed a really excellent children's libr, especially in view of District 465's financial strugrJes. She said if it had been Poasibie, she w�oold haw recommended making it a legal regairemeat s evening to so allocate this funding: Mr. Saps, President of the library Board, said the Board had identified three areas needing major improvem e; children's services was one of them. Alderman Wyyoust asked why fit commitment could not be male to allocate 50 percent of the interest income to cltildren's services, noting there would be continuing needs in this area �t1r. Sagan noted other areas might over time treed to be upgraded did not wish to tic people's hands as to how the money will be used; he said clearly, a significant ports is will go for Evanston hildren. Discussion ensued. Alderman Feldmann hoped with staff assistance its any would be done to bring the children's section up to the level needed. He suggested having some benchmarks over the next years and using a portion of the money to meet them. He noted the sentiment of the Council is to urge that this be done. If the Librarryy chose not to upgrade this area, be asked that the Board communicate its rationale to the Council. h><s. Newcomer pointed out that fire years ago a strategic plan had beta dome; children's services was one of the top priorities and wdI continue to be one. She outlined how the Board utilized a comprehensive plan incorporating all aspects of its budget and noted the collection had grown over the last five years by around 75,OOtf volumes, a great many in the children's collection. She noted the discouragement felt that the per cappita expense is 55-81ess than surrounding communities, which put a serious dent in the children's collection among others. The Board appreciated the Council's interest; she said we all want the children's collection to improve. The Nla,.or asked about other Areas in need and was told audio-visual and reference materials were identified in 1994 as the main areas. She felt that District #65 was doing a good job allocating funds for their libraries; advocated flexibility- in spending among all departments. tits. Newcomer noted receipt of a grant wbich will be used to improve services to the underserved in Evanston. The studs should be completed by the fall and should contain strong recommendations about areas need development. Alderman Wynne requested that Council receive a copy of the consultant's repport. Upon voting, it was unanimously approved to recommend that Council approve Resolution ��-R-99. CONIMUNICATIONS: Fire Department Nfonthly Report (dune) and Undate on Police Officer Hiring - Alderman Drummer noted the great jots done on both reports. Cable lteoort - Alderman Drummer noted that %fr. Rubin Hould be thanked upon his return. Thcre being no further business. Alderman Feldman moved to adjourn; Alderman Rainey seconded; and the meeting adjourned at 8:30 p.m. Respeetfully submitted. - Kristin LeyendeckerrDarlene E. Nilges DRAFT - NOTAPPROVED C� x: DRAFT - NOT APPROVED Ml%-rES ADvIINISTRATION & PUBLIC WORKS CONL%Irr RE Meeting1999 ov ra, hlembers Present: Aldermen Feldman, Moran. Rainey Members Absent: Alderman Drummer Staff Present: V. Burns, P. Casey, R. Crum, Z. Edwards, D. Gaynor, S. Huntrx, D. Jennings, F. Kaminski, K. Leyeadecker, C. Radek, M. Rubin, W. Stafford, C. Walton, B. Zdanowicz Others Present: Bud Nesvi J. Hoffman, L. Suffredin, J. Treadway, %L Peterson, Carlo Cavallaro,�haron Douglass, Medill School of Journalism students Presiding: Alderman Edmund B. Horan. Jr. SUMMARY OF ACTION: The meeting was called to order at 7:20 p.m. by the Acting Chair, Alderman Moran. ITEhIS FOR CONSIDERATION ON COUNCIL AGENDA: on a (2) CiM of Evanston P4yrolls through 718/99 - Consideration of the City Payroll through 7/8199 of 51,761,136.65. T (3) Cps,f Evanston Bills tjlroueh 7/13/99 - Consideration of the City' Bills through 7/13/99 In the amount of S2.286.441.75. (4A) Bid for Brush Chipper plus Warrant`- - Consideration of the lowest responsive and responsible bid from Vermeer -Illinois for a brush chipper plus warranty for the Forestry Division at a cost of S30,856.00. (-IB) Bid for Cisco Nqtwock Equipment- Consideration of the lowest responsive and responsible hid from Sherlock Systems for Cisco Network equipment for Information Systems costing; S36.980.00. (4C) Bid for ,Noyes 'Cheatre I� AC Irpnroi-en- entl - Consideration of the lo-Aest responsive and responsible bid from Controlled Systems Corp. for HVAC improvements at the Noyes Theatre for Facilities Management at a cost of S62,000. (4E) ' e r sal for Architectural Services - Consideration of the proposal. from Thompson Dyke & Assoc for architectural services for a soccer field and off -leash do park for ['arks/Forestry & recreation at a cost of S20,550.00. This item requires a 21 majority %ole. (G) Traffjc Calming, l' aq - `nferl Bumps - Consideration of petitions to plane speed bumps in the alleys located at 1800 1lonroe (north alley) and 2000 Orring;ton (east alley) (7) Iksoltition 47-11-99 - Interim Parking Plan - Consideration of this Resolution to adopt an emergency interim parking plan during the downtown Evanston construction projects. (10) Resolution 4ti-14-99 - [,east: Renewal - Consideration of this Resolution to authorize the City ,Nlanager to enter into a lease rcnev6al with the League of Women Voters for room 2650 at the Civic Center. Wig �11) Ordinance 99-0-99- Theme-NYa►- Stp - Consideration of this Ordinatim for introducticn, to amend Sec. 10-15-5 Scbed. % (C) of the City Code to establish a there—vr y stop at Brown Ave. and Simpson Street. Alderman Feldman moved to recommend approval of the above ten items on the Consent agsemis; Alderman Rainey seconded the motion, which passed unanimous]-*. ITEMS FOR DISCUSSIOti: (dD) ProDosal for Strategic Plan for Parks/Fores_" 4 Recreation -Alderman Moran asked, if Ave exproposals were received, why pricing on the other bids had not been provided. Mr. Gaynor plained the first criteria was the ability of the consultant to complete the task, then bid pnc�s are reviewed. Prices that are submitted he termed fairh- generic; once a consultant is selected staff sits down to negotiate, and in this case negotiated a much lower rate with this consultant (LDC'). He said that numbers could be provided on the original bids that were submitted, but noted the process followed provided for a much lower rate. Alderman Moran asked if that could not be true of anv of the firms that bid, in that any of the five could have negotiated a lower price. Mr. Gaynor said the primary selection criteria is if the consultant can do the work as well as their background; clearly, he continued, we could find in a subjective RFP a price much lover than the consultant we fuel can achieve the work. Therefore, he explained. staff tries to find the consultant with the best credentials, background, etc., and then negotiate with them. If unable tr, negotiate successfully. he ex lained that the second consultant would be approached. Alderman Moran summed up that focus is on background e=perience, and direct knowledge of this particular bidder, and if it was decided this bidder is clearly most qualified; negotiations commence on contract price. Alderman Rainey felt the inventory to be an important component. She noted the Recreation interest sun ev. which is four years old, would be used. as ►►-ell as Evanston demographics. She advised that t(ie wear 2000 census would provide neA information. She also noted the efforts of the We Board and Council to develop a master plan for a sports center in .James Park, as well as that park's renovation. She suggested that this project be divided, since the new census information will provide much different information. So felt thought should be given to the fact that the interest and needs survey is four years old. She had concerns about using old data when this project ►gill he over S100.006. She felt the project's results will he well worth it; but advocated using good information. :alderman Feldman asked when a study previous to the interest and needs study had been conducted. Mr. Gaynor did not have information on this; it was surmised there may not have been •a previous one. Alderman Feldman asked the cost of the four-year old study. it ;vas believed to be around S50.000. He felt that another study should not be dotie if based on'the assumption that in four years things had changed so dramatically. Alderman Rainey clarified that she did not [neap that it should be redone: she likes) the results of that previous survey and the needs for South Evanston that it reflected. 11(me►•er, she felt in de►eloping this strategic plan, it should not he .accepted m, ithout questioning some of the results, and that checks should be performed to make ,tire the information is up-to-date. Mr. Gaynor noted the consultant ►vas taking note tonight of the Committee'-, comments, and assured that the prior survey's age ►yould be taken into account. lie felt the key to this stud%• is to provide information to reially understand the condition of the facilities. lie said tiie Department ►vould be providing ecrtaiii demographic information to the ruii.+ultarit a. to numbers of kids in ►•various sports to assist the consultant. Alderman Rainey asked the consultant% to keep in mind the issue of girls' sports, especially for long-range planning. lder[man Feldman as •ed :thr,ut the standards in determining* tiie effectiveness o equipment. larrn„rarns. e[c. %Jr. Ga% nor noted the standards of the National liccrcation ,V sociation In compare a�autst. as %%ell a% standards for restroom and ether facilitie,�. Werman F'eldin an noted that to have standards tr, aspire toward, ►►e must know what ►ve have and ►vliat must be changed. He asked about vision. perhaps changing a recreational philosophy, adding facilities we've never had before, rhan;;in�„ the use of our land, or giving up on facilities traditaonallw used. tilt. Gaynor noted that hart of the stud► will address this and explained ho►► such determination could be made in terms of soccer neeils, for example. Alderman Feldman noted this example is a response to our current needs. His question referred more to anticipating ►►hat ►►e ►►ant our recreational facilities and programs to be in 10 ►cars, not responding to current needs. fir. Gaynor noted motional treads •+Mich the industry is -seeing. such as soccer and a gro.►th in ice hockey again, and arimili in certain of our programs +rfaic ►►e are :also seeing. .alderman Rainey requested an update on the progress of the analysis. alderman Feldman referred to Mr. Gaynor's asses mew that Evanston is below national standards in terms of open sppace. He suggested that it is important to be sensitive to getting the most efficient use out of what we have, perhaps using tic same areas to do different things at different times. Such use might compensate for lack of s Mr. Gaynor said the best example is our use of soccer fields for baseball fields, where tbis is compatible in terms of the use of the turf. lie explained doubling up with football cannot be dKot due to turf damage, but where possible, we are doubling. alderman Feldman moved to approve the proposal of LDC to develop a Strategic Plan at a cost of 5109,035. alderman Rainey seconded; motion unanimously approved. (4E) Pronosal for _architectur,�l Services for Soccer Field and Dqg Park - Since a citizen wished to ask uestions concerning this item, previously placid on the Consent agenda, alderman Moran asked i�the Committee would consider taking this item off Consent for discussion. Upon recersmg concurrence. GIs. Treadwav asked about the utilization of the dog park, how it will be paid for and maintained. She asked if'something also was planned for the south end of the Channel. fir. Gaynor clarified that the soccer field is planned for south of Main St. bet►►een the Canal and Sam's Club parking lot: it ►will go to the end of the parking lot on its south end. The dog park WM be between three and Five acres, going from that parking lot about half ►►ay to Oakton. He continued that the Skokie Park District (SPD) had a 35 vcar lease with the NIN RD for the land; they will develop the south portion of the land south to Oakton. developing a ramp and non - motorized activity area for rowing boats, etc. He said the District and Recreation Division have a "hand -shake agreement" for maintenance and operation of the dog park which the Council will be asked to approve. A 50IC(3) group, "POOCH," has been formed by proponents of the park in Evanston and Skokie, with which the SPD will enter into a sub -agreement to maintain and operate the dog park, including cleaning of the park. alderman Feldman noted his Ward is directly cast of the proposed park. This item is -ill remain on the Consent agenda. (4F)14-,Njonth Contract for City -Wide Cellular Service - alderman Rainey moved to approve this item, held at the last meeting, which would provide a 24-month contract with Cellular One for the City of Evanston. a non -bid item requiring 2/3 majority vote. She related that NIr. Walton had provided her with much information,which in on inaf form came to (lie Committee as a three- year contract. She noted the City as a whole had had a free-for-all in the leasing of cellular phones, giving the example of the Hire Department which in one month had approximately 5250 in roaming charges. She felt no one had been "watching the store" on this, noting a local call could extend to other counties around Evanston without incurring roaming charges. Nir. Walton clarified that roaming charges occur when the call is outside the local calling area. Alderman Rainey noted the Human Relations Commission has 19 phones charged to it, but has only two or three employees. She also noted the Mayor's Summer Youth Program has 16 phones, which is ut nwho received those 16 phones. Sh on hiatus status for the nine months not used. She asked e termed this contract an attempt to bring in all the phones and start from scratch with real control. .NIr. Walton re orted the policy will be changed, with periodic audits and anyone in the City ►► ishing a cell pone ►►ill go through Nir. Walton's office is here a reviewto the need, t}' a of usage required, etc. "ill he done. :Alderman Feldman had additional questions: he asked if a definite Molloy ►►ill exist as to ►►ho needs :t phone and to t►hat extent theirJob requires it° lie also asked if all the hills ►►ill chine directly to the Citv. 11r. Walton clarified that there had been about 20 different accounts: nim Purchasing ►►il) receive a monthh sumnrtry fur the entire City. :Alderman Feldman ►►as interested to see the City's polio% concerning which employee should receive a cell phone. Mr. Walton said that polio}} ►►as under de►elopment. and ans►►ered another question that currcnth lag phones are ►►ith Cell(lne nm►. lie noted the► %%ill not rene►r these automaticalh. and referred In a stine► he conducted to track current cell pliones and needs in the future. Thr pro i,r.eal contract ►►ill allu%% cancellations .%ithin the first three months if review +.arrant. that. >1,Icritian FcIdtnait itsketi ifc►cnt,nc►sho ha• a phunc no►..►ouId. a Icast initially, keep their ph„ne. NIr. 11;t1tun ,aid Ihe► ►►ottld, except fur thw-c %%ho ha►c alrcad► turned in their Ithone a. Bart „f the .une►..Aldermaii Rainey clarified that %%e are not committed to a certain panther of {ihoncs and coinniended staff tin it good job. % ,tin,_, on this item ►%as deferred until Alderman \I„ran's return. 1,;:At ('lunge Order tt2, l ndcruround storjiUv TpO, I n�rade - :Alderman Rainey wished the Committee to ha► a an update on this item. :GIs. Radek reported that information in a memo of two ►%eels ago hat] nt,t changed: lite '%sleni is full► operational: h„th Nile% are purnping fuel: recovery ► ..tern and protection %Nsicilrs are ►►forking :it hoili site.. 1'he aho►c ground fluid system is full;• ,operational. J lie final phase of the project. renimal of.ix tanks in the building. ►+us completed El, under supervision of the State fire marshall. The tanks mere in two sites, with four in one and two in another. The site with two tanks evidenced prior leaks and the City will be required by the Illinois EPA to provide ground borings. Pending results, the EPA can direct us to mitiggatie the contamination. Alderman Raines• asked when the report was written on this item; tics. Radek- said it was filed Friday. Alderman'Rainey asked that findings such as this. with potential c ntly remediation, should be sent to the Council. She asked if the tanks did not have a device to indicate leakage. his. Radek said the tanks were solid; the piping caused the leaks. Alderman R.*iaey wanted to know the extent of the contamination. The GM -Manager reported the area is relatively small, under the garage floor only, and said a report will o to Council. tics. Burns noted every time we went into the ground there was potential to find leaoges; she termed it lucky that it w= found only under the two smallest tanks in the project. Alderman Rainey moved to recommend appproval'of the Change Order to add a steel walkway and to remove an abandoned in ground vehicle lift pit increasing the contract by 52,460.13. Alderman Feldman seconded; motion was unanimously approved. ({E) Cellular Contract. Cop)irLwZ4: Alderman Horan having returned, Alderman Rainey moved approval of the contract with Cellular One. Alderman Feldman seconded; motion to recommend approval was unanimous. (9) Itesolutiorl 46-R-99 - Letter of Agreement with. Commonv+•ealth F,disoq - Alderman Nforan called on Bud Nesvig, who noted the Energy. Commission met on 7/2 and recommended that Council adopt the proposed franchise extension and letter of agreement recommended by the Negotiating Team. Votes were S in favor; one opposed (fir. Nesvi ): one abstention. The Commission adopted five motions for additional City actions related to the franchise: (1) Engage in diligent review of quarterly reports submitted by ComEd of committed projects with appropriate consultants and staff. and maintain contact with ComEd to assure timely completion ri projects to improve the distribution system; (2) Ciry to perform immediate evaluation of ComEd reliability and performance reports and engage in subsequent discussions with ComEd of reliability performance and remedial action plans if necessary: (3) City to continue to investigate electric service alternatives; (4) City to receive assurances that improvement costs will not be passed on to rate pavers: (5) ComEd should provide an itemization of all distribution system improvement costs. Mr. Nesvig explained his negative vote, believing this to be a "strange proposed agreement" with CamEd, spending time and money trying to force them to meet their requirements. He felt ComEd's upscale rates should give the City upscale set -vice, but did not. Mr. Suffredin answered Alderman Feldman's question concerning the Energy Commission's request, sayin there is nothing in (tie agreement that is problematic with the above five points. Language in t c agreement addresses four points; the agreement is silent on the item asking ComEd to give us the costing out of improvements, but the Cite will be able to obtain this based tin the other data. He has assurances that no improvement costs will gar to the Evanston rate payer, and they trill not be part of any rate increases. The information vie will receive, he said, %%Ifi give us gorid information con4ernin %vhat %ne will .Sant to do in the future. and of (lie status of the system. Alderman Feldman said t at he would look; in the nc.st three .cars to the continued leadership and goal setting by the Commission. lie noted that this is a step. and not an end, lov.-ard getting the best possible service and eqz ipment at the best rate for Es anston citizens. He felt the Energy Commission had dorie an amazin joh and .-,as a source of vision and reminder to the Council of the %vay we must keep going. Mr. Sesvigg noted the Energy Commission's five �mints sho%,,cd some reservations with this agreement, partly that the only penaltt is that the Cit�y ias the right to take ComEd to court or to cancel the agreement. Ile Said the Corninission %till continue to look m alternative supplier%. choices for distribution s�sterns. and more. %ldernian Rainey inoved to rvomimcnil Council approval of the Lotter of .karvenient with UftniFil: %lderm;in Felclnian seconded: niotion to approve ►%a% unnnimou•. ITE NIS FOR DISCI SSI()N': (Al'%% 1) t Pilate on Information Systems Customer Sera ice - The Committee received this information. COMMUNICATIONS: Hiring -Alderman requesa memo giviag iufoewmdon on the Fire Department tests and hiring be p�ted ed to the Council for the next maee+ang. — Revised CTA Schedule for Track Oncrationa - Mr. Robin updated the Co mitt+eer. the CTA had canceled their plan to do the work outlined in the memo during this year. There being no further business, Alderman Rainey moved to adjourn; Aldervian Febbman seconded; and the meeting adjourned at 8:20 p.m - Respectfully submitted, Max Rubia/Darlene E. Nilges E DRAFT - NOT APPROVED DRAFT - NOT APPROVED MI,r'L'TES ADS MSTRATION & PLBLIC WORKS COINEMnTEE Meeting of June 28, 1999 Members Present: Aldermen Drummer, Feldman. Moran, Rainey Members Absent: alone Staff Present: C. Brenniman, P. Casey., Z. Edwards R. FigureM D. Gayynor &Scatter, D. Jenninggs, K. Levendecker, R. Morelli, b. Nilges, 4L Robin, S. Sabir, B. Stafford, C. 'Vattoo, J. Xiilkinson, J. Wolinski Others Present: Bud . esvig. Del Leppke, Beth Demes, l�Iarilya f{Iaessens, EitaA Kushner, Carlo Cavallaro, Sharon Douglass Presiding: AIderman Dennis Drummer SUMMARY OF ACTION: The meeting was called to order at 7:44 p.m. by the Chair, Alderman Drummer. APPROVAL OF MINUTES: Alderman Rainey, moved approval of the A&PW minutes of June 14; Alderman Feldman seconded and the motion to approve was unanimous. ITEMS FOR CONSIDERATIO` ON COUNCIL AGENDA: After initial discussion, the Committsly voted to place the following eight items on a Cgnsent Agentjn for recommendation for City Council approval: (2) v nst2n Pavrolis through 6/24/99 - Consideration of the City Payroll through 6/2a/9 of SSI,643,164.28. (3) City of Evanssnn fii[Is through 6/29/99 - Consideration of the City Bills through 6/29/99 in the amount of 54,201,077.82. (4I3) i:3ici for Enginecrine Services - Consideration of the proposal from FLC Instruments Urovide engineering services for a software upgrade for Water & Sewer at a cost of 465.00. (513) Cli;_inec Qrcier 94. Lon a $elver rrogram - Consideration of this Change Order for Phase V11, Contract C of -the Long Ran a Sevver Program, with T.J. Lambrecht Construction, increasing the contract amount�y S38,288.80. (8)) Aphitinn 43i;-99 +icenie Agreetnent_ for Fence - Consideration of proposed Resolution 43-R-99 by -,y.hich the Council would approve a license agreement to retain a fence on the alley. right-of46as south of 1210 Dobson. (11) Ordim Lice $4-0-99 - Decrease in Class C Lmotor Licemes - Consideration of this Ordinance, for introduction, b - which the Cit}, Council would decrease the number of Class C liquor licenses due to the closing of Salsa Borracha, 750 Chicago Ave. (13) Ordinance 92-()-99 - UrohibitingSolicitation and Acgepta nce ()f[lillb - Consideration of this Ordinance, for introduction, to approve the guidelines prohibiting the solicitation and acceptance of gifts and adopt the State Gift Ban Act. (14) Ordinance 94-0-99 - Increase in Vehicle Sticker Fees - Consideration of this -ji Ordinance, for introduction, to amend Title 10, Chapter 8 of the City Code to increase motor vehicle sticker rates by twenty-five percent in accordance with the approved 1999.00 budget. Alderman Rainey moved to recommend approval of the above eight items on the Consent Agenda; Alderman Feldman seconded the motion, which was unanimously approved. ITEMS FOR DISC1rSSiON: ( A) Bid for Willer Qistribution Materials - Alderman Feldman moved approval; Alderman Moran seconded for discussion of this item which was the lowest responsive and responsible bid from Underground Pipe & Valve for materials in Group E for Water & Sewer for a two year contract estimated at S60,931.70. Alderman Rainey referred to the staff memo indicating that another vendor had been sought for materials from Group E, one of five separate groupie&s of materials in the bid. Mr. Walton explained that the first two bidders had been thrown out when by their error the price of valves was not included in their bids. Alderman Rainey commented that staff had not received any information on what materials were in Group E. She recalled that information had been provided in ,May, but that one could not be expected to recall it. Mr. Figurelli agreed that the original memo should have been attached. To Alderman Drummer's question, Mr. Figurelli said that Group E contained various tapping sleeves and valves. Upon voting on the motion to recommend approval of this bid, motion was unanimously approved. (4C) Bid for Noyes Center Bnile[ Be moval apd Replacement - Alderman Feldman moved approval; Alderman Moran seconded. Discussion: A derman Rainey asked if this bid was for more than one boiler. fir. Rubin explained that two larger units are being replaced by two smaller ones, which will reduce the amount of energy used. Alderman Rainey suggested that it be noted that boilers are not cheap. U�i on voting to recommend approval of tfiis lowest responsive and responsible bid from Controlled Systems at a cost of S209. 60. motion passed unanimously. (41)) Bid for New Police Firing kanpe Svstent - Alderman Rainey moved approval: Alderman Feldman seconded. Alderman Rainey commended the memo from Sgt. Pat Lenart, who reviewed (lie bids, saying that the memo was the best she had read on a purchase and the comparative analysis was excellent. Ron Morelli promised to express the Alderman's sentiments to Lenart. Upon voting to recommend approval of the lowest responsive and responsible bid from Rangetech for this system at a cost of $38,923. motion to approve was unanimous. (4E) Three Year Contract fr)r Cellular Pbt►ttc 5eD•ices - Alderman Feldman moved approval; Alderman Moran seconded. Discussion: Alderman Rainey understood the problem of having 136 individual contracts for the City's cell phones. No%%•ever, she said that jgiven the competition of cellular phone services, a three year contract -.%ith one company is missing the mark. She noted the contract included equipment and service charges, etc., and recommended that more effort should he made to negotiate this. Alderman Drummer illustrated her point by describing a stereo system purchased six months ago which can he bought cheaper today, noting technology drives the price down. Alderman Haine% agreed, said that competition also dill this, and for that reason felt a three-year cell phone contract was not advisable. She recommended further negotiations. It was agreed to hold this item in the A&PW Committee. (5A) ChAgve Order 43. Phase VJ'oniract A. J.one Rnnpe Sewer Prograni - Alderman Rainey moved approv al and Alderman Feldman seconded for discussion. XIderman Rainey felt this item needed explanation. She asked why McNally Tunneling CUrporation needed second tier subcontractors. and asked if there is some problem the Committee is not aware (if. Mr. Figurelli explained: Illinois relit. Of Transportation IiDOT} specs are incorporated into our contracts. Last %ear, 1DO'l re%ised theirs in a %%a% that differ-, from the Cir%'s procedure. %%e do have some subs ihat %%ould be classed second tier'in the IDOT specs, but %%c do not term them us such in our contracts. lie surmised that this came about due to some problems the State has had with its contracts. Alderman Rainey said that she was hearing Mr. Figurelli tell her that there was no problem %with this. that it %vas a formality, and she was satisfied. Upon voting to recommend approving this change order, for no change in contract price, motion -.vas unanimously in favor. 0) Interim Parkin_r lit I�rt - It %%as cxl%Iaiuvd that this item was not %ei read-,- It %%ill again held in the A&1'%k Committee. X,- Qi7 Resolution 42-R-99 - Artist Lgases at Nwves Center - Alderman Rainey moved approval; Berman Moran seconded. Discussion: alderman Rainey clarified that what was provided was a model lease for the tenants at Noyes. She called attention to Number Three under the section "Purpose" which read "If Lessor requires Lessee to movewithin the Noyes Cultural Arts Center for reasons not attributable to the Lessee, Lessor will bear all cents for comparable space..." She interpreted that as meaning that the Lessee will incur no additional costs to move, not that the Lessor will bear all casts for the rental space. She asked that the language be changed to reflect that intent. fir. Gay nor agreed to make that modification. alderman Drummer asked If the leases had «n opt -out period. Mr. Gaynor confirmed this. alderman Drummer asked if that wasn't contradictory to the section quoted. Mr. Gaynor said that this section specifically speaks to moving the tenant within the building from one space to another. :alderman Feldman noted that there ►►as no attachment to the materials Rhich ggave information about the leasing policy. He asked if there "as such a policy and if it could 6e prosided. Mr. Gaynor explained that research on this is being performed, but that, since leases expired on February 28, the material was being br night before Council at this time so that leases could be generated for one year — in actuality for about six months -- while research continued so that the material could be brought before Human Services. It was felt important to have the leases in place. Alderman Feldman asked that the Arts Council be informed that at least one member of the Council is very interested in that policy and how it will be implemented. Upon voting to approve Resolution 42-11-99 which authorizes the City Manager to enter into indh ideal resident artist leases at Noyes, the motion to recommend approval passed unanimously. (9) Qrd_'nance 95-9-99 - Grantine an Extension of the Commonwealth Edison Franchise - It was noted this item will be on the Council agenda tonight for introduction only. Mr. Nesvig addressed the Committee. He said that he was Chair of thelnergy Commission, but since it does not meet until July 2, he could not speak for the Commission. Personally, he continued, he felt the Commission should have the opportunity to revie►v the documents between the City and ComEd, is-hich it had not been able to do. He asked that the Council be guided by, the l0-tear contract Northwestern signed with ComEd, which lowered rates and improve reliability: he noted that today ,N ►vould like to cancel the contract. He noted the independent report which said that without a franchise, Evanston could charge ComEd for use of right-of-ways. %Vc would not lose by operating without a franchise. He advised turning this around, and asked why Evanston should believe a vendor that left rate payers without heat for 34 days last winter. He recommended our slogan should be "Let ComEd perform, then decide on a franchise." At this point Alderman Drummer asked for a motion to recommend approval of this Ordinance, for introduction, for discussion. Alderman Rainey so moved; Alderman Moran seconded. Alderman Moran said that a public hearing would be scheduled on July S. and the vote for approval will be on ,July I2, so there is time for reyie►% by the Commission. .-alderman Feldman asked if we can make sure the Energy Commission receives all information. Alderman Drummer agreed, noting ►ve want to hear from the Commission and the public before this moves for►►ard. He said there will be ,L lot of debate, but ►►e have some time. lie invited comments from Aldermen Moran and Raines. Negotiating Team members. alderman Moran pro► ided the following information: there wilf be two basic documents, only one of ►which will be dealt with by the Council tonight having to do ►►ith the basic franchise document, which we have operated under since 1952. The Ordinance tonight would authorize continuation of the agreement. It had already been extended for short periods to July i5 of this year. The Ordinance tonight ►►ould seek an extension of three years until .Iul% 2062. with two one-year options. Assuming excellent performance b% C'otnEd, we have the r,ption at the Cit}'s interest and desire to extend for those two one --.car periods . Ile explained the second dncumeut will be a proposed letter of agreement bet►,cen ComEd and the City. It contains t►►o exhibits: Exhibit A is a commitment to l3 separate calq orics of %cork that ComEd till da in the initial three ►car Period, iwhich will lead to substantial upgrades in their equipment and msterns �%bicfi ►►i[1 lead to substantial improvements in Evanston. 'These projects are tied to those mentioned in the Stanle► Report that highlighted certain deficiencies in our distribution s►stem, and ►►ill address those deficiencies. The letter of agreement ►rill contain very si gnificant sanctions against ComEd should it not Perform completely and in a timely ►va?�. Coin has agreed that the City will have the right of specific performance, to be gained either before the ICC or Circuit Court of Cook County: if ComEd doesn't perform .se ha►e the right to petition in court, compelling ComEd to perform those functions. This is a substantial departure from the City of Chicago's agreement, where the commitments ►►ere submitted to an arbitration process ►►hich .was expensive and lengthy. Evanston also ►►ill have the right under the contract to terminate our agreement upon 90 days' x notice if ComEd has a material failure to comply with the agreement. He called attentiom to Exhibit B which described system -wide improvements ComEd is or will be engaged in. ComEd has agreed to monitoring and reporting requirements as to accomplishing their tasks, and the City will have the right to sit down with ComEd and demand that ComEd take action on ally deficiencies noted in those reports. He said that the Negotiating Team believed the length *(the contract was beneficiat to the City. He explained that more and more opportunities will be available to the City, over time, andthe contract will be of sufficient duration for ComEd to make the improvements they are committed to, yet allow the City to take advantage of options under deregulation. He noted the Team had met with ComEd for ibe past 7 to 8 months in 17 rnetft* np, It is clear to the Negotiating Team that ComEd has taken Evanston verX seriously: up to six or severs representatives were present at many of the meetings, includingg lead people with operating authority. He believed when people read -the agreement witb ComEd, they Rill see coaceasiares ComEd has made to Evanston, which it has not made to anv other municipality, as well as commitments ComEd is willing to make which he felt show ComEd considers Evanston a test case as they go forward in the deregulated era. and by which they sail) prove to their other clients that they can "make it happen." Alderman Rainey responded to Mr. Nesvi : on the matter of Northwestern's agreement with ComEd, she believed NU made mistakes that the City did not make. She said the goal of the Negotiating Team were to do what had to be done to improve reliability, and that we had built into our agreement certain protects to repair our system that the Stanley Report showed as severe shortcomings. Secondly, she said we did not opt for a 10 year agreement, but only a three year agreement. Further, Ntt did not negotiate am improvements of the system. Withi the reporting requirements and oversight provisions she felt we were in a fine positron to enter into this new period. if Evanston had opted out, we never would have gotten the improvements we are to receive. Alderman Moran emphasized that the :Negotiating Team always considered it a possibility that we would not reach an agreement with CvmEd, and without a strong assurance and commitment from them the Team would have been willing to nit enter into an a reement. He said the Team had a strong sense of the strength of ComEd's commitment. He adde that without this a reement sve would not have the upgrades to the distribution system, and we have gone to the end of the line, as the only municipnalrh- that was not in any kind of contractual a reement with ComEd. Without that relationship, fie continued, the), would not have agreed to tge upgrades in Exhibit A. Ile felt the value of those commitments far exceeds what we could have gotten with an infrastructure maintenance fee. Alderman Drummer noted that Agenda Item 10, an ordinance which would have added "A Municipal Electricity Deliverer Infrastructure Maintenance Fee" would he removed from tonight s agenda. Mr. Leppke of the Encr s Commission and the Negotiating Team added that the team did not negotiate a franchise with ComEd: this was an interim agreement through which we are testing their willingness to invest in Evanston, so that in three years we can ,&vrite a full franchise if the relationship has proved satisfactory -- or we can choose to get out. Mr. Nesvig explained that he had used the reference to Nt_' as an example, but said the Commission can go back six years and sho%% instances where he did not believe you would accept a vendor with that kind of track record for reliability. tie said a vendor should tie looked at in terms of how that vendor dealt with people, and noted the number of meetings held previously in which ComEd had given nothing. He did not think they had earned this agreement, or that the City should sign it. Alderman Feldman said that ,Ahile asc are testing a relationship. ►se are not excluding the possibility that there are other areas I. a can explore for advanta eous agreements with other partners avhicl<i would provide reliable and less crpensme pu«er for the community. fie said those op portunities will arrive and me nail[ be in a ;;noel position to accept them in three years. Nin I.c ppke agreed, and believed the Civ, should not relax during this three-year period, ihat %le shoulc lank at all options. Ile noted ►re will be getting quarterly reports that svc should examine diligenth and that this three year period gives us time to explore other options which we do not have now. Alderman Rainey moved to recommend Council approval of this Ordinance, for introduction. .Alderman tiloran seconded. Motion to approve saws unanimous. :Alderman Drummer said the Committee looked forward to the response from the Energy Commission on this issue. (12) Qrdinan4e 97-(P)9 - ('able 1•rangt)isc AgrgpMen4 - It was noted this item %►as only for introduction this evening. Mr. Rubin said he would like to meet with the high school and go over their concerns. lie referred to the letter from Dr. Alson in the packet. Ile noted that currently . ON nothing has come to the forefront which would entice as to make this reduction in channels, He reported that time will be spent with MediaOne this week. but said that under this prupsxal nothing would be received but the channel we would get. in place of the PEG channel why we would lose. Alderman Drummer said that the Committee's position is the same: we are willi*g to give up one PEG station, and the high school can understand the need to do so, but is expecting something in return. He said "e will introduce the item tonight, with the strong recommesdation that NfedtaOne work to sati_sN all the interested parties within the two week period before CAmm:U approves this. %Is. Douglass said that the% were here taut ht in the best interest of the consumer, but did not have a deal to make. She noted that S300.000 [sad been given by 1lediaOne in the past few years for PEG capital, as well is S250.000 for new technology. Mr. Rubin clarified that those payments Mare passed through to customers; MediaOne did not generate any money of its own to the "stem. Mr. Casallaro noted that was the way the law read, and to accede to the high school's demand it also would be another pass -through to subscribers, hust as if the channel does not come back. the subscribers lose the channel. He said NIed'raOxse has ad a past presence and there is a lot of support that it has given to the Evanston community. Alderman Drummer said the Committee "ants to understand what MediaOne is saying, bot that we have a high school with 2700 students and parents saving that although they would love to have CSPA,` Il, they would also like to ha%e these program opportunities at the high school. Mr. Cavallaro said That not haying that PEG channel does not prevent any high school student from participating in that curriculum: they have a channel available to use. He said what is being lost is a channel that runs a scroll 24 hours a day. Alderman Drummer noted that the high school had future plans to use that station. Mr. Ca. allaro said he did not feel the loss of one cFiannet would diminish the benefit to the students. :alderman Rainey said that in the most basic of poirsts our having to give up a channel or channels is a convenience for NlediaOnc so Evanston will be in line with everyone else. Ms. Douglass mentioned the requirements under Federal regulations. Alderman Rainey asked how the Citr "ent along all this time .with the PEG channels, CSPA_ti and the programming channel, and noH He are the only community that has to give them up. tits. Douglass explained that Evanston has always been missing two channels that all others have had, Animal Planet asid MediaOne Communiti Channel. XVith the new sen-ices. CSPAN If is in the Animal Planet slot, and Fox overnoss sports channel M ill be in the programming channel spot- She said this is not a nets situation for Evanston. Members of the Committee commented that they had not missed the former missing channels. Alderman Drummer reiterated that the Committee would vote to recommend Council introduce this item tonight. lie said we believe we understand %vhy NlediaOne wanted one channel and said Evanston basically is willin to give one up. Hw oever, lie requested that MediaOne have much communication with Mr. Rubin during the coming week. Motion to recommend Council approial of the Cable Franchise Agreement was made Ftv Alderman Feldman, seconded hi, Alderman Moran and passed unanimously. [TENTS FOR DISCUSSION: IAP%% I } 11:1 or 11relimi na ry I I ea ri ni,ran 2(100,01 11 1 - Mr. Cased suggested the first or second meetings in .Tulr (7/12 or 7/2 l) as possible dates. Alderman Rainey asked for a copy of this year's Final hm:1get hetore the mcetin};. `lr. Case% notes! hearings had been scheduled in August in past years. I (le Committee chfoiv .inn% 21) for thr Pra-limin-im 14n•arinn — thy. hurtunf C()M .%l U `ICA'l'lO`ti: J'rglatc on Police Officer ITiring - The memorandum indicated no %acancies existed. Alderman Rainey notes) the last page (if the Police Report indicated otherm.ise. This %%ill be clarified. Fire l)eMtnLpcq �laulrhl% Report - lderman I)rummer thanked Chief «ilkinson for the clear report. fliere heiiig on further htisiness. lderown Raines ow%t-d t„ edjourn. Alderman Moran seconded: and the mectitl" ended at H:35 p.m.. 1ZCtil7eCtfllll�' SllhTtlltte Darlene E. \ilges Exectilk eAssislant DRAFT - NOT APPROVED 1x' DRAFT - NOT APPROVED • MINUTES ADNUtiISTRATIO & PUBLIC WORKS COMMITTEE Meeting of June 14. 11099 Members Present: .aldermen Drummer. Feldman. Moran, Rainey Members Absent: *so ne Staff Present: J. Aiello. C. Brenniman. V. Burns. P. Casey. P. D'Agostino, D. Urm R Figgurelli. D. Gaynor. S. bunter. D. Jennings, K. Levendecker. N. Kty. D. `ilges. NI. Rubin. B. Stafford. C. NValcon. J. Wilkinson Others Present: Bud Yesvig. Bob Seidenberg. Beth Demes, Mary Morris, Eitan Kushner. Kathy :%tiehls, Carlo Cavallaro, Sharon Douilass, Jack Monten, Rot: Brumbach, Alderman Newman (for item APB% -1) Presiding: Alderman Dennis Drummer SUMMARY OF ACTION: The meeting was called to order at 7:32 p.m. by the Chair. Alderman Drummer. ITEMS FOR CONSIDERATION ON COU CIL AGENDA: Aler initial dissussinn. the Committeepnanlmousf), voted to aRnroye the Minutes of the Ma2- z.t meetin . And to glace the follow'ige eleven item% ern a Consent Agenda for recommendation for Cily cil approval; (2) Citv of F'ts-.1nstnn Pavrol h VI-7/99 and through 6/I0/99 - Consideration of the Cct}• Payroll through 5/27/99 of SI.576.337.46 and through 6/I0'99 of SI,616.711.21. (3) fits, of Evanston Bills t)ifouah 611f,99 - Consideration of the Cih• Bills through 6/15/99 in the amount of S2,096,265.08. (5A) Chin e Order 9t - Tuckpointing & Mij_snnr%- Repairs - Consideration of Change Order 9l for tuck(rointing and masonry repairs at the water treatment facility. for Grove llasonn•. increasing the contract b► 920.825. (8) Horticultural Nlainunance Acircemgnt - Consideration of a recommendation to authorize the C-ih- Manager to sign a horticultural maintenance agreement with Evmark for Evntark to provide this maintenance in the dow ntown at a cost of S22,000. (9) Special Event - Sch<)oi Snntmer Fair - Consideration of a request to close Lincoln between Orrington and Sheridan from 5:00 to -:00 p.m. on .July 8 for Roycemore School',, annual fair. (11I) j1csolution -t I-R-99 - A nointment of Director and Alternate Director to SNVA*NCC - Consideration of proposed ylesulution 41-11-99 appointing; alderman Moran as Director and Cits Manai-,cr Crum as Alternate Director to `%%ANCC for mo sear terms. (l l) (, rdili nice 35-0-99 - I)ecreasy in C jas� B LigUor Liegnses - Consideration of this Ordinance, for introduction, 1)y which the City- Council would decrease the number of Class B liquor licenses due to the closing of Chaplin's on Church, 6I0 Church St. (12) Ordinance 87-0-99 - RemnI,•ai of Loa+iinn T_onc -Consideration of this Ordinance, for introduction, to amend tire. 10-11 Sched. V II(A) of the Cih• Code to remove a Ioadittl; Zone de%ignation Fur '01 llmvarcl tit. Inn Custer A%e.) and replace %itb No Parking litre to ( urner. 6 AP (13) Ordinance 88-0-99 - Installation o Ul'ttrrc-%A�A1 _,ftQp - Con-ciderttkm of this Ordinance. for introduction, to amend See. t0-11-5. Sched. V(C) of the Ciry Coode to add • a three-way, stop at Bennett Avenue and Grant Street. (14) Ordinance 89-0-99 - (nstaffing a j'asseq - Cousiderstion of this Ordinance. for introduction. to amend Sec. It -11 Sched. VII(B) of the Cic% Code to install a passenger loading zone at 193" Grey Avenue. (15) Ordinance 90-0-99 - Installation of a Four-Wav S - C onsiderstian of this Ordinance, for introduction. to amend Sec. 10-11-5. (Sched. '(D) of the City Code to install a four -was' stop sign at Pioneer and Noyes in response to rci-idents' pecitiotu. Alderman Rainey moved to recommend approval of the above eleven items on the Consent Agenda; Alderman Feldman seconded the motion. which was unanimously approved. ITEMS FOR DISCUSSION (4A) Bid for Persona) Computers fpr Information Systems - Alderman Feldman moved approval; Alderman Moran seconded for discussion on this item which %vas the lowest responsive and responsible bid for personal computers for GIS, Police. Collector's Office and the Library, for a total cost of S72,345.12. Alderman Rainey, inquired about the City's computer training program. Mr. Casey explained that work on Y2k remediation %as being done along with the installation of Microsoft Office Suite; that training is proceeding division b; division with half -day sessions for five days: that a trainer is on staff ,,,is is doing an excellent job; and that in addition, a set of CD roms is available to train staff who are at a higher Level of computer knowledge. To a further question, Mr. Walton said that over the past year about 80 percent of the hardware has been purchased: this represented the remaining 20"percent, which is mostly for the Police Department, and this bid %%as the last hig purchase of I -Cs for this sear. Alderman Rainey suggested the Council could give direction for a City wch page. `lr. Casey confirmed we will be ooking at this at the next budget proposal. and that there is greai interest in developping a City %►eh page and in public information. lie said that basic information on this topic has been discussed and will be brought to Council• and that NIK is taking much of Information Systems' time through November. Alderman Rainev noted that this could be another way, far the Cit} to collect fees. Up n voting to approve this bid for personal computers for GIS, Police, Collector's Office and Lilrrary, the motion to approve bras unanimous. (411) Contract frrr ExcavatinW/Graveling of Parking Lail at C)aEc/Fmenon - .-alderman Rainev moved approval; Alderman Feldman seconded. Discussion: Alderman Moran asked %%hen the Scribcor option was to be exercised. Because i ls. Aiello believed it might not he until December. Alderman Moran questioned the timing of this item. Nis. Aiello explained staff %%anted to have available as much parking; as possible, and stag Bested the option that ppeople could he allo,,ved to park oil the grass. Alderman Moran asked svTicn the proposed sword; %%ould begin; Ms. Aiello indicated that if approved. work s%ould start ven• soon, s%itb the lot opening the next sfvck. She explained people with permits for lot 20 would he relocated to this lot: but if the Parking Committee chose not to do this, we %%ould probably post it and sell permits as another lot. She noted that there are mane workers %who would like to use it, but that staff %would suggest using it in place of lot 20. The construction %corkers, she contintted, could park on the hotelparcel for nos.. Alderman Moran summed up: that this lot %could replace a portion of the �t irking; on lot _21). kiderntan Maine% pointed nut that none of thi% parking is free parkin�go. The motion to :tpprovc this contract �% ith .lrtle% Pawing; SC'rintructing; a1 a rust of S.#� it)t) passed unanimnush. (h) Interim I'arkint-, Plan - II %%:is noted 111a1 (his ilem had not %et eructs out of the Parking; t'onlnliltee and %%ould he hell in k&I'%% until it" next nu•eting. (7) Traffic C'alrnin;! flan - Stmed Bumps iq South Alji v of 800 0aton - 'Che motion to appprove this chatter was made and seconded by Aldermen Feldman and Moran, respectively. Alderman Rainev reported that tit. Francis had been )cart of meetings in %%hich this item had been discussed. asthe adjacent propert} o%%ners. She said that, to their credit, cite Hospital was in support of these geed bumps. Tfie motion to approve the speed bumps in the south alley- of Oakton was unanimou%I% approved. 0 ITEMS FOR DISCUSSION (APWI) Amendment to Cable Fraonchise -- - Mr. Rubin gas-r the Committee an overview: N1edi20ne had been rebuilding the cable system in Evanston for almost a vear. raisin- it to 750 MHZ band. This upgrade will give us more channels and the company is at the paint of going to the new lineup. Rowever, he explained. ►rr now have five Public. Educational and Government (PEG) channels, which poses a problem for ,%lcdiaOnt At this point. per his request. Aldermen Newman was summoned to this part of the meeting. While awaiting his arrival, communications were reviewed. CONt` UNICATiONS Update Police Officer Hiring - It was noted that officer vacancies were filled, though some officers were out due to illness. Alderman Rainey was pleased to note that the A&PW Committee had stressed the importance of rifling these positions, and said that it w2s important to have been heard. The Update was accepted. Fire Department Niorttb RE rllW - The Committee noted that this was another outstanding job. Alderman Rainev asked if the Committee would receive an institutional report from time to time, which would give an overview of the impact, both financial and in terms of activities, of Northwestern as well as others. Chief Wilkinson noted quarterly reports that contained thin material. Alderman Drummer requested a separate memo on tfie matter. Alderman Rainey pointed out that information on ambulance calls to NU and other institutions was not furnished; her recollection was that there would be a report on service delivery to the not -for -profits, Northwestern being the largest of these. She said that one thing that A&PW does not see In the monthly report is the real nature of the service provided, or the number of ambulance c2113. The Chief estimated there were pperhaps 300 calls per year. Alderman Drummer asked that information on false alarms he broken out. Aldernan Rainey- asked for the percentage of billings versus collection on false alarms. She recalled the huge problem several ►•ears ago with false alarms and the regular report that was generated. Cable Report - .NIr. Rubin reported that the City had received a check for over S95,000 for a quarteriv franchise ppavment, which was significantly higher than in past years due to more subscribers anti the buvin- of more services. Alderritan Feldman asked the cost ofthe basic package. He ►►as told the standard sen-ice. with Satellite I and If ►vas S29.30, including the franchise fee. It was explained a cable box is needed only for Super Satellite service. Alderman Drummer discussed a problem with sound on the City Council cable broadcast. He noted that trying to get through to the cable office at 9.00 p.m. was very difficult. Mr. Rubin said that since the microphones and amplifier were changed to improve delivery even more, he had not been aware of any, significant problems. Mr. Kushner of F.CMC suggested calling either fir. Rubin or himself. *Alterman Drummer noted he had heard this complaint often. lie sug ested that perhaps it is hap enin2 onl' in some areas. Mr. Kushner noted that staff►►•atches tre Council meetings and had not experienced the problem. Mr. Rubin felt that w ith the new rebuild there would be improvements across the board. Discussion on how to resolve the problem ensued. Alderman Rainey asked "hen homes could utilize the internet services of `ledin0ne. '.11ediaOne representatives ex lained this would happen as soon as the issue about PEG channels was decided. Nis. Douglass of tiicdiaOne said that internet service costs S39.95/month if the resident ►►as a cable customer, and S49.95 if not. She clarified that an additional phone line would no longer be needed ►► ith ZlediaOne internet cervices, noting the cast sa► in rs that would accrue and increased speed. To fir. Rubin's question, ),Is. Douglass belie►ed tr1ie tandem provided by NfediaOne provided Net scalm services. but that :%Of_ also could be retained for an additional cost which ►►ould he paid to 'k0l.. She said that %t flame ►►null he the upfront product and ►►oul1 pro► isle e-mail addre►scs, news. etc. She explained tfiis ►►ac a completely ne►► service, and that the cable ►► ire ►► ould be split off on the same line, part going to the computer and part to the television. At this point Alderman tie►►man was present. Channel Realignment, Cont'd. Mr. Rubin explained that the Cit,% currently has fin c PEG channels, but in the ne►► lineup with the nc►► system, the cable company advises that ►ve need to go do►►n to three channels. The basic problem is that our 1,E(; channels must he between channels 2 and 22. There is some difference ofopinion hctween the Cit% and tilediaOne an this item, fir. Rtibirt continued. also noting, that the Preview Guide and CSPAN 11 ►would be . preempted as a consequence. Since five ft(: channels are in our current franchise agreement. k an amendment to the agreement would be necessam to modify that requirement. He introduced Sharon DougWs and Carlo Cavallaro of INiedia0ite. They reported the following: MediaOne's new rebuild trill raise the Evanston system to 750MUZ and will allow monitoring • of the equipment to let NlediaOne repair equipment before it goes bad. %Iedi2Onc will be able to offer high speed with a much better quality picture. .also, they will offer enhanced cable services with more product like the Food Network. Home & Garden, etc. on the standard lineup. They have added a ne%r service tier with seven new channels, as well as high speed data services. The problem is that Evanston is unique in having fise PEG channels. Federal law requires PEG channels to be on the basic service tier along with certain stations. They would love to be able to offer CSPA\ II and the Preview Guide; noted that in the new service there will be an interactive guide if you buy that level of service. tics. Douglass requested the recommendation of the Committee and Council so that they could move forward. Alderman Drummer clarified that basic service would be from channel 3 to 22. but asked why HBO is on channel 15. Mr. Cavallaro said that, through prior programming contracts, HBO is on 15 across the region. He said that the problem in Evanston is that, with amount of PEG channels over three, we are in conflict with Preview Guide and CSP:k.\ 1I on the lower tier. To maintain the common channel lineup for the entire region, this channel lineup must remain. Alderman Rainey asked if we have a choice to give up or not give up the PEG channels. She was told we do have the choice, and to a further question ,tits. Douglass surmised that if we gave up one PEG channel we would get CSPAN II back. If ive give up no PEG channels, EVan1110n would lose CSPAti 11 and the Preyic.s Guide. Alderman Rainey asked what the marketing advantage was to having CSPA` fI in the first tier of channels. Sir. Cavallaro explained that this was a contractual obligation, just as 11130, as the largest ppay-per-%iew channel, could dictate through contractual obligations where they are placed. ]Is. Douglass explained that .NlediaOne could not launch their nen. sen-ice until they learn what the Council wants; after that, it would take seven to M days to get (lie service running. She said Evanston gets a percentage of the income from the Internet and from the new product tier. To Alderman Rainey's question, she said her office did not run projections, but had heard that Internet service would run %yell in Evanston. Alderman Newman asked if this is in the nature of a franchise contract negotiation. Mr. Rubin said that the current franchise states we will have five PEG channels. If we are going to change that rye need to pass an Ordinance. alderman Newman was concerned .%ith compromising our negotiating position; he suggested deliberations proceed without the cable company's presence. Discussion ensued on the need for an Executive Session. Mr. Rubin pointed out this matter did not concern a new franchise, but only an amendment. Alderman \e%.man suggested the need to instruct someone to negotiate with .NIediaOne. .alderman Raine} noted t tat this ►%as the beginning of the discussion. fir. Rubin confirmed Alderman Feldmait's belief that there were currently no negotiations going on with MediaOne. The Alderman summed up: there are only a certain number of channels; the City would like to keep the lineup as it is; the choice is to keep five PEG channels and deduct Preview Guide and CS1'A. 11 from our present serice, or keep those prngrams and lose the tvno PEG channels. Ile asked .+liar kind of negotiations are possible isithin that frame%.ork. Mr. Cavallaro ex ilained the% %,.ere not asking� fur negotiations, but just talking about the situation they are aced %%ith, and the decision is It ch has to be made at Council's discretion. Ile invited any questions. Alderman Feldman clarified that (lie position .MediaOne held %vas based on regulator% issues. Mr. Ca%allaro confirmed if the mo channel, %%ere not 0%en up Evanston could retain %%-hat the franchise granted the City. the fine PEG channels. Ms. Douglass said Evanston has al%.a-,s inissed some channels because of the extra t%%o PEG channels, currently. Animal Planer and the t-otnrnunit% Nemork. Mr. Rubin explained the need to use a channel as o%erflo%% to broadcast cunilicting Chicago sports: %%hen t%%o Chicago game% arc on Fox. one gante will he %ho%%n nit chancel 3 under the tic" lineup. Alderman Moran asked if the school districts had been s token to. lie noted theN are the constituents for the other PEG channels. Mr. Cavallaro felt NlediaOne needed to start the process at this level. Aidcrman Moran asked if anyone is as here tonight %%ith an interest in any of the PEG channels. The high school's Public Relations Director, lath► Michls, noted the school is in a growth market in terms of enrollment in 11adio and TV classes, and that they had increased the usage of their station and is ere rehahbitig the studio. She explained this'%%as pj�art of their Career • Patlma-vs program. She said iakint; a%%a% the stations is a dinllnutiOti of tllE opportunities the kids had to get careers in this field. Alderman Moran felt this is a serious community -bawd issue in the Broadest sense. He felt that though it may be a unilateral decision on our part, it should not be made without the advice and consultation with the school districts. He suggested that the school districts be engaged in the dialogue to learn where they were at. He believed the City -School Liaison Committee or a similar group should discuss this. Since these were not negotiations. Alderman Newman gave his view- that two ears Y=a discussions had been held about the PEG stations. The high school. District 465 and ECTV "d all argued to keep their channels. ECTV and the high school had said they would try to redecr their use of scroll on the channels. He noted ECTV had made much progress, but the hiCh school had not. He asked the high school to tell the Committee why CSPA_N II should be Diet for one of the high school's two channels, and noted discussion to relocate ECTV at the high school had been held. He suggested that the Cite, high school and =65, if cooperating, could �et Alderman with one less channel. derman Newman did not wish the community to lose CSPAN 1. and reported a discussion with a board member as to how the high school had nothing on its channel after 8:00 p,m. on Sunday nights. Alderman Rainey said that if it meant anyone would lose their station, she would be willing to give up CSPA,N band the Preview Station. However. she said, we aren't looking at that situation: we are looking at one body having to lose one of its two channels, which she felt was a unique situation for a high school: Nfr. Kushner agrerd such a situation was not normal. but said it wasn't unique. alderman Rainey felt that we could make due with one, and that the other benefits that will come with the rebuild will be tremendous. She also would hate to see CSPAN II go. It was pointed out there would still be four PEG channels. Alderman Rainer said it was clear they %vere underutilized. Ms. Nfiehls indicated reducing the high school's two channels to one was not out of the realm of possibility. but to lose two. merging h65 and 4202, would be a major cut in operations. It was confirmed that such a merge was not the Committee's intent. alderman Drummer quoted 4202's plan to utilize their channel more extensively, and restated that their opposition ..as in losing two channels, but _-202 felt it could get bvwith one. `Is. Miehls said they ,,.ere a good community neighbor. Alderman Rainey requested figures that will indicate what we might realize from Internet cable access. Alderman Drummer asked, if nothing changes, would it mean anything to NlediaOne? Mr. Cavallaro outlined the larger technical issues, and the reason for a standardized format which circles the same ring and is self -healing in case of an area breakdown. With Evanston maintaining a unique lineup, he said it would impact their ability to provide that design for Evanston. He explained that none of the other 80 communities in the area have more than three PEG channels. After discussion on costs, it was learned there is no savings in cutting the channel. Mr. Rubin asked for direction as to calling an Executive Session, or coming back to the Committee with a draft Ordinance. Alderman Drummer did not like to give up anything without getting, anytI in in return. fie understood what �b5 and the high sc ool.tiunted. He suggested the need to talk a little more and make adjustments. Alderman Rainey brought up the 5100 connection charge for the Internet cable. Mr. Cavallaro likened this to the cable connection charge. GIs. Dou lass noted that a number of promotions are run that provide the connection at lower or no c9ar e. Ms. 1liehls asked if it would be possible, since this would affect (lie high school, to see a draft of the amendment in advance. She outlined .what was on the two high school channels: channel 18 had pprogramming from 6:30 to 10 or I l cacti night; channel 19 had community announcements. Tlie Committee agreed that a draft Ordinance he prepared and hrimulit hack it) the Citv Council. It ►sa% noted introduction might he slated for the special Council meetin;; (in the'_1,t if there was time: and that there %%ill lie communication with the high school. l'hcre Feint; nu further husinc,+, the Committee adjourned at 8:45 p.m. Respectfull. ,ubmit Darlene E. Nilges Executive Assistant ORAET - NOT APPROVED It st 0 DRAFT - NOT APPROVED MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of May 24, I9" Members Present: Aldermen Drummer, Feldman, Moran, Rainey Members Absent: None Staff Present: J. Aiello, G. Bolioui, C. Brenniman. V. Burns, P. Casey, P. D'Agouino, R. Drott, Z. Edwards, D. Ellis, R_ Figurelli, D. Gaynor, S. Hunter., D. Jennings, F. Kaminski, K. Levendecker, J. Morten, 15. Nilges, S. Perrino, M. Rubin, S. Sabir, B. Stafford, C- R'alton, J. Wilkinson, J. Witt Others Present: Bud Nesvig, Bob Seidenberg, Walter Wolff, Robert Flhsz, MarvinWalker, Albert Bowie, Ron Darrus. For Item (4A): Msryor Morton, Aldermen Bernstein, Kent, Newman, Wynne Presiding: Alderman Dennis Drummer SUMI4LARY OF ACTION: The meeting was called to order at 6:34 p.m. by the Chair. Alderman Drummer. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA: (2) Cij), of gmFayroll through 5/13/99 - Consideration of the City Payroll throstgb 5113/99 of S1,554,796.78. (4B) I3id for Free Trimming Ssrvices - Consideration of the lowest responsive and res onsible bid from Winklers Tree Service for tree trimming services for Parks/Forestry & Recreation at a cost of S159,714.41. (4Q WjLfor Wsttcr Dis(ribytian Materials - Consideration of the lowest responsive and responsible multiple bids for this item totaling an estimated S325,310.36 for two tiear contracts. Bids are (1) Ziebell Water Products for an estimated S247,463.46; (2) Slid - America Water Products for an estimated S45,14 7; and (3) U.S. Filter for an estimated S32,699.90. (413) EQuinment for Replaccmcnt of Iligh Lift Pump No. Four - Consideration of the lowest responsive and responsible bids for this equipment for the Water & Sewer Division. Multiple awards total S305,126. They are: (1) Patterson Pump Co, for a high lift assembly costing $99,250; (2) Patten Power Systems for a natural gas engine costing S184,876; (3) Joseph D. Forman Co. for a double disc pump suction control gate costing S8,200; (4) SSS Clutch Co. for an engine to pump clutch coupling assembly costing S 12,800. (4E) Bid For Pav➢n of Davis Stregt - Consideration of the lowest responsive and responsible bid from J.A. Johnson Paving for paging Davis St. for the Public Works Department for a cost of S68,449.75. (4F) Bij for the 1999 Alley l2esurfadng Program - Consideration of the lowest respousb-c and responsible bid from Artles• Paving & Contractingg Corp. for the 1999 alley, resurfacung program for Public Forks at a cost of $38,598. (41) Bid for Summer Food Senice Prograpl - Consideration of the lowest responsive and responsible bid from Open Kitchens, Inc. for the summer food service program for Parks/Forestry & Recreation xt a cost of 573,010.00. (4J) Bid for R surfacitig Progr2M for V - Consideration of the lowest responsive and responsible bid from Artley Paving & Contracting Corp for a resurfacing program for various streets (MM for Public Works at a cost of S580,836.50. (4L) Purchase of PhXsio-Cont-rol- Consideration of the Purchase of rive monitors from iNtedtronic Phviio- ontrol for the Fire Department costing S54.385. This sole source purchase requires a 2/3 majority vote. (5A) Change Oder 0$2 - Long Range Viewer Pram - Consideration of Change Order #2 for Phase VI, Contract A. Long Range Sewer Program, with McNally Tunneling Corp., incorporating a yard permit agreement at no increase in cost. (5B) Change Omer #4 - Long Range, Sewer Prog M - Consideration of Change Order 44 for Phase V11, Contract G, Lou-, Range Sewer Program, with Glenbrook Excavating and Concrete, increasing the contract amount by S5,530. (6) Spegial Even(- Church Picnic -Consideration of a request from First Church of God Christian Life Center to close a portion of Ashland Ave. from Simpson to forty feet south of the church parking lot from 6:00 a.m. to 6:00 p.m. for its annual picnic on July ii. (7) Special Event - (: arch PicniiZ - Consideration of a request from the First Congregational Church to close a portion of Hinman Ave between the church and the park from 9:00 a.m. to 2:00 p.m. for their annual picnic on June 13. (8) TempQrary Traffic Signals - Consideration of a recommendation to install a temporary traffic signal at the intersection of Bridge St. and McCormick Boulevard. (10) Cvrlibitied Curb and Sidewal RCPIUcement g - Consideration of a recommendation to approve the I999-200 u combined curb sidewalk replacement program, funded through CDSG funds. (12) Resolutiop 33-R-99 - Apprgya) of pEBSCO Cont= - Consideration of this proposed Resolution authorizing the City Manager to sign a contract with PEBSCO to implement a clause in the collective bargaining agreement between the City and the Evanston Firefighters Assoc. Local %42 regarding post -employment health benefits. (I5A) Orditi=v 65-0-99 - Decrease in Class C Liquor Licenses - Consideration of this Ordinance, for introduction, bs- which the Citv Council would decrease the number of Class C liquor licenses due to the sale and change in ownership of Davis Street UC, dba Davis Street Fishmarket, 501 Davis St. (15B) Ordinal ce 66-Q-99 - jperease jn Class C L.iquor Licenses - Consideration of this Ordinance, for introduction, by which the Citv Council would increase the number of Class C liquor licenses due to the new ownership of Davis Street LLC, dba Davis Street Fishmarket, 501 Davis St. (16A) Ordinance 67-0-99 - Decrease in Class B Liquor Licenses - Consideration of this Ordinance, for introduction, by which the City Council would decrease the number of Class B liquor licenses due to the sale and change of ownership of Merle's Smokehouse, 1727 Benson St. 0 �J (16B) Ordinance 70-O-99 - Locrease 'n Class B Liquor Licen= - Consideratkm of this Ordinance, for introduction, by which the City Council would increase the number of Class B liquor licenses due to the new ownership of Merle's Smokehouse, 172.7 Bin. (17A) Qrdinance 6R-(1-99 - Decrease in Class B Liquor Licenses - Consideration of tds Ordinance, for introduction, by which the Cit3- Council would decrease the number of Class B liquor licenses due to the sale and change of ownership of Pete Nidler's Steakhouse, 1557 Sherman Ave. 97B) Ordinance 71-0-99 - Increase in Class B Liquor_ Licenses - Consideration of this rdinance, for introduction, by which the City Council would increase the number of Class B liquor licenses due to the new ownership of Miner's LLC, dba Pete Ah-Ber's Steakhouse, 1557 Sherman Ave. (18A) Ordinance 694)-99 - Decrease in Class B Ligltor Licenses - Consideration of this Ordinance, for introduction, by which the City Council would decrease the number of Class B liquor licenses due to the sale and change of ownership of Tommy Nevin's Pub, 1450 Chicago Ave. (18B) Ordinance 72-0-99 - Increase In Class B 1_1a1.or Licenses - Consideration of this Ordinance, for introduction, by which the City Council would increase the number of Class B liquor Iicenses due to the new ownership of Nevin's LLC, dba Tommy levfa's Pub, 1450 Chicago Ave. (19) Qrdinance 73-0-99 - Increase in Class D Liquor L*censcs - Consideration of this Ordinance, for introduction, by which the City Council would increase the number of Class D liquor licenses due to the addition of Peter Bills Productions, dba Chef s Station, 915 Davis St. (22) Ordinance 83-0-99 - Np__Turn ¢n Red De - Consideration of this Ordinance, for introduction, to amend Sec. 10-1 I-3, c5 heed.. IU(D) of the City Code to • place a "No Turn on Red" sign at Green Bay Road and Lincoln Street. Alderman Feldman moved to recommend approval of the above 26 items on the Consent Agenda; Alderman Moran seconded; motion was unanimously approved. ITEMS FOR DISCUSSION (3) City of F.vanstgn Bills through 5/25/99 - Alderman Rainey asked about a capital outlay item described as a camera, for S3,077.26. Ms. Burns cx lained that, in an attempt to cut down on the number of accidents involving City garbage trucks. two cameras were purchased as a pilot program, to be mounted on the back of the trucks. She noted many solid waste companies used these, that there was also a small TV -like screen in the trucks used to avoid hitting things. She reported that they were installed on hvo new vehicles; felt it worth trying as a way to lower accidents while backing; noted there had been no accidents since installation. Alderman Rainey inquired about water pump equipment. Ms. Burns said that prior to beginning the street sweeping program, eqqui ment was sent out to be retrofitted, and various costs were incurred. Alderman Rainey askeg if this was routine maintenance; ills. Burns said it was, for three vehicles. Alderman Rainey pointed out that it would be helpful if information could be provided in more detail, such as noting this was routine maintenance. Her last question concerned a payment of S26.500 for leased property for the Police Department. Mr. Walton said itwas for the lease of temporary police headquarters space, which is not now being leased. He noted the check was pulled, but the item erroneously was still on the Bills List, and noted the error that the amount was for the entire year's rent, not monthly rent. Alderman Rainey remonstrated that the City should not be paying 12 months' rent in advance. Sgt. Hey -tow agreed that a ear's payment in advance had not been part of the agreement with the real estate people. Mr. N?'alton noted the amount should have been S2000+ permonth. He said the check had been destroyed and this information appeared by error. Alderman Rainey said it would be helpful if a note had been sent to the Committee explaining that this was not an item with which it had to be concerned. Alderman Rainey suggested that the Bills List remain on Consent Agenda, with the 9 stipulation that Council be infortned that the S26,500 is off the List, and that an ammdtd total be provided. • (4G) E2ving of Lakeshore Blvd And BuEnham Place - Alderman Drummer moved approval; Alderman i ioran seconded for discussion. Alderman Rainey asked what the final agreement was. Ms. Brenniman explained how staff went to the Council with a settlement proposal which was reached with all but four of the five objectors. In court, the City reached a settlement for a few additional dollars with the remaining objectors. To another question, she believed the City was picking up approximateh• 80 ercent of the cost, one reason for the high percentage being that there is a park in this area, which means a higher cost to the City. Alderman Moran asked if the City's settlement with the holdouts gave them a better deal than the other People received. Ms. Brenniman said it was better, by a slight amount, and that 11 of the 15 objectors agreed to the City's proposal. Alderman Moran noted the Committee did not authorize this deal. Nls. Brenniman explained that while in court, the judge directed that the City try to work this out now. She did so, getting authorization from the City Manager to proceed for a small amount more. To Alderman Drummer's question, she said it was about S700 more for each objector. Alderman Moran said he would vote for this because it is time for this matter to be over, but that was the only reason. The difficulty. which is a theme with these special assessments, is that everyone is trying to do better than their neighbor. He felt when we make concessions with some, all they arc doing is dumping it on their neighbors. Alderman Moran was opRosed to this, and said his response to the judge would have been, "Swear the first witness for the reason that you would not then have some trying to unfairly get their neighbors to pay more; and we should have gotten more from these people on this item. tic said this is not the way we do business, noting this was the second law suit on this project. Nls. Brenniman noted the first suit did not come to fruition: the case was abandoned. ,'his. Burns spoke, as a member of the Board of Local improvements. and said that looking at special assessments, there are only five left unimproved, but some date back 15 to 21 years to terms of tq-ing to get them done, and they need to get done in terms of the overall Cfty. Mr. Stafford said that ills. Brenniman did yeoman work, but the reason we were put in this situation was due to the judge, that from a business point of view we would not approve this, but that this • judge facilitated this type of arrangement. Alderman Rainey said this is unequal treatment of people who had the means to pursue this. Upon voting on the motion to approve the lowest responsive and responsible bid from Artie), Paving for Lakeshore Blvd. and Burnham Place, at a cost of S251,275.05, the motion passed with Alderman Rainey voting nay. (411) ADDrqvid of I i 999 Alley Improvement Proetam - Alderman Feldman moved appro►af; Alderman Rainey seconded. Discussion: Alderman Moran asked if three was the number of alleys in the program, costing S308,635.30. GIs. Burns affirmed, saying the total number of alleys ►was due to the availability of funds, Mr. Walton said the funding has three sources: bonds, sewer improvement funds and private developer contribution. It was clarified that City cost was 50% for all but one alley. Alderman Drummer noted six or seven special assessments had been passed this year, asking if they were bein paved. Discussion ensued: two alleys ►were from last year; rive more would be done: two others were only for resurfacing. Alderman Drummer noted five or six alleys were approved a few weeks ago. This item was postponed briefly to gather pertinent information. Alderman Moran understood we had the capacity to do 10 alleys per year: advocated that we do all in our power to do those 10. (4K) Apnroyal of Tree inventory ar;d IrtstallatiorLof Soft►waU - Alderman Rainey moved approval; Alderman `loran seconded. Alderman Rainey recalled. ►then "the infamous tree preservation ordinance" came before the Council, a reason it could not be done was the enormous expense of the proper tree inventory software. She asked fir. D'Agostino if this type of software was the tf'pe required. Mr. D'A(;ostino confirrned that this software ► 25 much better than earlier software. She described an incident last weekend at the Skokie Swift tracks, where, in a meeting at Brummel and Ridge, instructions were given the CTA to remove only dead trees. Instead, they clearcut 1000 sy. feet at the corner. She asked the City to think hard about the future of our trees. She was ven• glad that ►►c ►►ould have this software. Upon voting to recommend that Council approve this proposal from Davey Resources Group at a cost of S40,670, motion was unanimous: the item will be placed on Consent. .alderman Rainey noted, in spite of the CTA's mismanagement, City staff saved the day —,and the trees. (4M Alley Improvement Program, Continued - Ms. Burns reported that the two resurfaced alleys are included; with the three being funded for $308,635 the total is five. The rive approved a month ago still have to he confirmed by the court on June 17. %Vith no objection, we can go forward at the end of June or early July. There is therefore a total of 10 alleys in one forma or another. We don't know how many of the rive can get done before November. Alderman Feldman recalled Council's intent to pat for half of ten alleys per year (not resurfaced ones), and asked how, man we can do. Ms. Burns said that in 1904 the average cost to resurface was S100,000-110,000. It has now gone up to as high as S150,000. She felt we also might not do all 10 because of the legal requirements, public hearings, schedule before Council, etc. It was diflicult to get to the bidding process in July. She suggested the possibility of compressing the process a little. Alderman Drummer outlined the issue: that all the alleys we have applications for ►►-ill be paved. Ms. Burns said ves, all that came in a timely fashion. She agreed with Alderman Feldman that two or three probably would be carried over. The motion to recommend approving the lowest responsive and responsible bid from Robi Excavating for the alley program, at a cost ofS308,635.30, was unanimously approved: the item will be placed on Consent Agenda. (9) Interim Parking Plan - Alderman Rainey moved to recommend approval of this plan during the downtown construction project; Alderman Feldman seconded. Alderman ,Moran noted he had not seen anything on this item previously. Mr. Jennings explained the Parking Committee had asked at its last meeting to pursue certain options. He said it was Alderman Newman's intent to hold this item. Alderman .'Moran said he would need "tons" of material behind these suagestions before he could approve. He noted an item needing more information concerned 20M increased arking spaces at the Metra station. He would not be doing his job for his Ward otherwise. %1r. Jennings noted these 200 spaces were the aggregate. not just for the :tiletrt station at Central St. He ►vould he glad to provide an itemized list and map for the next meeting. Alderman Rainey suggested that parking spaces were available at the City lot at Chicago and Howard. Mr. Jennings added that the total there was 20 stalls, which Alderman Rainey felt • would be helpful and should he added to the plan. After discussion, it was agreed to hold this item in Committee. (14) Ordinance 52-0-99 - Reduction jp Size„gf Taxi Stand - Alderman Feldman moved to recommend approval and Alderman Rainey seconded for discussion. Alderman Drummer noted a letter from iNis. Esch asking for time to speak to the Committee on the issue. Ms. Eseh ►vas not present this evening. Alderman Rainey understood %ls. Esch's concerns, but felt her concerns overrode them. She noted the Ordinance provided for five spaces; she asked it be reduced to three. She felt the request to reconsider and leave the number at five would not work. noting the day after the last A&PTV meeting she drove past and there were 11 cabs: two facing west on Howard without warning made a u-turn in front of her car and a bus to go east. She said these arc the kinds of things, not even including the uncivilized things. that make the area chaotic. She predicted that in the next few years there.vould be a Renaissance on Howard, that it will be a place women and children aren't afraid to walk_ One thing we will do is get rid of some of the traffic, and three cabs are fine. She said if three work, and at some time ►ve go to five, it means five, not 11 or 22. She encouraged staff to work with the companies to rind space for ne►► stands throughout the City. Albert Bowie. President of Better Cab Association, asked to buv a little time to discuss this before it issassed. ,Mr. «alter %Volff, North Shore Cab, also asked for time. He related that meetings ha been held tw ice with Mr. Stafford and GIs. Sabir. iwith tremendous understanding between all. There is pressure for all the areas of Evanston to be covered decently. and he felt we are making a lot of progress. Alderman Drummer is -as glad meetings ►►ere being held, but encouraged a meeting be set with Alderman Rainey, who noted not one person had called her. Alderman Drummer related that the Taxicab Ad► 66y Committee (TAC) had been informed that it's time to review the whole ordinance as well, and review transportation in all parts of the City. .alderman Rainey clarified that this item had been introduced at Council on flay 10 and was up for action tonight. She and Alderman Drummer reiterated the intent to make this situation ►wort;. and make the three cab stand law. She said she was flexible on expanding it to five at some point, but was inclined to vote for no cabs on Howard if the outrageous behavior continued. Alderman Feldman asked if there was a direct relationship between the number of cabs and improvement of behavior of the cab drivers. He would be willing to increase the number to rove if drivers remained well behaved, but noted drivers might not behave even with a limit of three_ Alderman Rainey had faith the stand would work with three spaces. She suggested reviewing after six months. Alderman Feldman recalled company representatives Alt the last meeting acknowledged the problem and were willing to solve it: had Alderman Ramey seen anything to that effect? She had not. She spoke again of the 11 cabs and u-turns %be obsemed. which caused a traffic jam, but said beyond the traffic issue were the social issues. She expressed disappointment with not hearing from the cab profession in town, which would give her confidence that there was some responsibility at work out there. Mr. Wolff reiterated that this is what he was referring to when he spoke of the meeting with staff. who were very helpfigl. He noted Chicago cabs sit at this stand constantly. He reported that at 1:30 or 2:00 a.m. people need cabs when they get off work, and that two or three cabs sitting in that area are not safe. Ms. Sabir reported that a taxicab ordinance revic,% was beinconducted and a committee formed to evaluate all components of the industry and present solutions. utions. The final proposal wol include a community/taxi partnership and training program. Mr. Stafford added that they were speaking to the TAC about this, and said staff shares Alderman Rainey's concerns, which is being made clear to the industry. He called it a driver issue and a control issue which the new ordinance will address. Mr. Bowie agreed there is not space for 11 cabs; said what we are 23MUg is to correct this mistake; all cab companies must inform their drivers that they are in violation. He asked for the opportunity to correct it; said if we don't correct it. then this should be passed. Alderman ;Moran had sympathy vvith Alderman Rainey's position, sating it was not a simple issue. lie supported the spirit of the reforms being sought; but was concerned it was a servo* provision issue and would affect the people leaving St. Francis late at night. He suggested givn=g the cab companies an opportunity to work this out. He recalled previous direction ►was to have done so by tonight, which had not happened, but cited the combination of their ►villingness to work on the issue and the loss of cabs iate at night as an argument for more time. Alderman Drummer said this item would need to he held on the Council floor: he would like to hear from the staff and the TAC, and awaits the opportunity to discuss it with TAC. Meantime, the item • ►would g;o fon►ard; if held, he hoped the companies would communicate with Alderman Raines. He agreed with Alderman Rainey that this was a local issue and said that she should be the one to sag; gp,est to hold it. lie noted further debate would be on the Council floor; no action was needed by A&F%4'. (20) Ordinance 80-0-99 - Apnroval of Fxtension of Commonwealth Edison Francl)ht agreement - Alderman Nloran moved approval. Alderman Feldman seconded for discussion. fir. Nesvig spoke on behalf of the Energy Commission, which is following two interests: He spoke of supporting the Negotiating Team as it negotiates a franchise: but also the Commission is following; tvvo interests: to find business partners for eletric power and reliable distribution; and to find joint ventures. He reported on a meeting ►with NUI representative tilr. Naylor. who advised that though Northwestern signed a 10 year contract with ComEd. they would like to break it due to the outages experienced, lie said -Mr.Naylor would be happy to discuss this with the Council. He referred to a luncheon the City Manager and others had attended where the ComEd chair said all nuclear plants were ap�troved by the NRC, though NIr. Nesvi said tbere wits still a question of reliability. lie asketf for an explanation as to the proposes extension, askin if it were in effect now. Alderman Drummer explained it was on tonight's agenda and therefore was not in effect yet. lie invited Aldermen Moran and Raines. Negotiating Team members, to respond. Alderman Moran reported on the intense series of meetings with many ComEd representatives in the City's efforts to negotiate a new franchise. culminating in a lame meeting last week with all team members. City staff and many ComEd members. lie said negotiations are showing promise that he himself did not realistically seek. as well as a willingness on ComEd's part to snake commitments that earlier they did not seem swilling to make. As sic approached the deadline, he continued, they came much closer, with much progress at the end of the last meeting, but it would have heen difficult to wrap everything up. At the conclusion of the ntecting all discussed a short extension for the purpose of cleaning up and drafting a solid document. The original thought was for 30 days; after reviewing schedules it w&-. chmr 25 people could not be combined easily; an extension of about 45 days was agreed on. Harsh • unforeseen circumstances he did not think more extensions would be requested. On July tS we will either come back with a new proposed franchise or not, and Alderman ~loran't+•ould &at sponsor any franchise not serving Evanston interests well. Mr. Nesvig said the Energy Commission did not recommend the extension to June �t. It had not had a chance to discuss toni&ht's issue. alderan Moran noted there are some legal izuvm relating to the current extension not expim ring. He said we do need to extend before it expaes, with reasons concerning the new deregulation act. Mr. Nesvig pointed out that the Committee was flying without the Energy Commission responding to it. Alderman Drummer explained the need to introduce this, with a suspension of the rules requested for passage tonight. lie invised Mr. Nesvig to address the Council. Mr. Nesvig could not be present. Alderman Torun offered to relate Mr. Nesvig' position. Alderman Drummer asked the Energy Commission's position on the extension. Mr. Nesvig said it had not had an opportunity to review this, except for those members on the Negotiating Team. He felt the Commission would vote it down. Alderman Rainey, asked if this was a philosophical issue of not wanting a franchise, or if the issue was the extension. She noted there was a confidentiality agreement. She believed if W. Nesvig had been a member of the Negotiating Tesm and had reached this pint, he would arm to extend negotiations. She spoke of being at a critical point where muc would be lost if the extension was not sought. She said the decision to extend had been a difficult one; she felt we did the right thing. Mr. Nesvig wished to record his disagreement to moving forward with the extension. The vote to recommend introduction of Ordinance 80-0-99 was unanimous. Alderman Drummer will ask for a suspension of the rules at the Council meeting. Alderman Rainev commented that members of the Commission are on the Negotiating Team: it would have been helpful if the), had had some discussion with the rest of the Commission. Alderman Drummer noted the Team is a Council committee reporting to the City Council. (21) Orilinancc 81-0-99 - C v' Alderman Feldman moved to recommend approval; Alderman Moran second Alderman�Rainey believed the people who operate this program do a very good job. She voiced concern that with changes things would not run as smoothly. Mr. Jennings said no major changes are planned; staff sat down with the Police Department to make this change, which was actually code clean-up work. Authority would be with the Public Works Department; review showed authority was in the wrong place: it is being moved to the City Manager or his designee, to put it in the right place. Upon voting on the motion to recommend approval of this Ordinance, for introduction, the motion was approved unanimously. COMMUNICATION'S First Night Street Closures - Alderman Drummer asked if more information would be provided on this item. Mr. Jennings explained that there were a number of issues, but that at the request of the First Night organization this preliminary- information was being provided. Police Officer Hiring - It was noted there was no new vacancies in Police staffing levels. ,Ns. Witt reported that more candidates were set to be interviewed, with more hiring in the near future. She said there will be a test this summer for Fire. Cable RenjLLt - Alderman Drummer asked to hold and review this report at the next meeting. ITEMS FOR DISCUSSION (APWI) Examination of Liquor License Ann[ication Fortp and Procedures - Alderman Rainey said that the information that had been provided in the Committee's notebooks was very helpful, answering all [ter questions. She asked to remove this reference from the Agenda. (4A) A iRproyal of the lowest Resnonsive anti Responsible Rid fpr Renovation of FireJPolice Station Comnle-N - Alderman Drummer called attention to information provided and the presentation tonight by staff. which Alderman Feldman noted the rest of the Council would attend. Mayor Morton and Aldermen Bernstein. lent, Newman and Wynne joined the meeting. x Mr Crum began, noting that, as Council was aware, the Police and Fire Station had been is oar Ca lan for four consecutive years with approximately 53.1 million set aside for it. This car the project went to bid, which came in higher than expected by a considerable amount.ts1r believed it was a viable project, but over budget. We show approximately 5500,000 without a source of funding, one suggestion beingbond proceeds, with S 788,000 having to come out of next year's budget. He invited Police stafto explain what the project will do for the Departnunt, noting the Police building is the actual central focus. and, although we have gotten off into the fire headquarters relocation, that is not the driving factor. Chief Kaminski thanked all for the opportunity to review. He noted we have been working on this for about five years, for the complex to meet the current and future needs of the Police Department. He said the current proposal had been worked on very hard, and that it was the best proposal for the Fire and Po&m Departments' employee needs and for interaction q ith citizens. He referred to the Executive Summary of the Sente & Rubel report showing the building ►►-as state of the art when done in 1948: it housed 87 police and 10 court personnel. Currently he said there were 210+ on the police side. He said the building is a great structure, is beginning to shape up and be accommodating to the public. There had been good feedback: it makes services accessible, looks very clean and makes a big difference to citizens and employees. The next phase, he continued, is the next sequence of changes that need to be done, with the most money needed for the heatitzg and cooling system. He noted the boilers are half a century old, and it is difficult to have a good work environment with the current system. He said it's a 24-hour building and needs to be heated and cooled. lie outlined safety concerns. including a sally port which was made in 1949 and which current squad cars couldn't use, necessitating prisoner transport in the front and not in a contained area. In addition. the Juvenile Bureau needs an additional safety exit and ADA compatibility. He noted the Department's growth and the increased demands'that come %ith it. He said provision must be made for the female employee tacker area; male officers' locker area is inadequate; telecommunicators need space as well. He discussed the request for a training room: the Department does a lot of training and community meetings in the building for which a place is needed. Currently, Chief Kaminski said, many meetings are held in his office: a training room would facilitate a number of objectives, including the Police/Citizens' Academy. Although he noted costs had come in over that anticipated by Sente & Rubel, he felt it was a good investment for the future; met those needs; brought the Department into the 21st century. Fire Chief Wilkinson clarified a part of the discussion: the letter from Dave Ellis as to cost savings of moving the classroom and administrative headquarters. He noted this idea was also looked at in 1992 and 1996. He gave a snapshot look at the cost: the entire 3.5 million minus 1.8 million minus the S600,000 for the sally port comes to only 1.2 million for the whole internal structure, and we (the F.D.) are only lialf of that. There(ore he said _you would not save 2.5 million by going someplace else. Putting the classroom at Station Three would be more expensive, he continued, because there is no heat or air there and floor space isn't as it appears to be, requiring ►s-alls, etc. Lake Street will have this, however, and therefore is cheaper. He said the Department has always tried to stay as centralized as possible. Having training in another corner of town would Affect service to (fie community. He noted the classroom isn't just for Fire personnel; the De artment gets calls for CPR classrooms, and it could be used for many community uses. We said the facility would be used day and night and on weekends. He noted recommended gross feet in the study ►vas 7500 ft.: Lake St. has 7000; recommended for office space was 3400 feet: actual is 333" feet, said Lake St. closely fits the recommended levels. Mr. Rubin presented drawings and a short summary of the plans. including converting the first floor of the old Fire Station to Fire Department headquarters; ne►. offices for the Police on the second floor. Alderman Newman asked the square footage for Police. Mr. Rubin said 4500 square feet, 9700 for total remodeling; and went over other square feet by floor. He noted the conversion of steam heat to a hot water system. noted the mechanicals are broken down in the drawings to make it easier to understand. He reported the Fire area did not have air conditioning, shared plans for ne►y constructions including a new sally port, Police training room which only needed a fourth wall added to an existing notch in the building. More information was provided about all areas of the building including needed property storage space, and troughing for computer cable to save ripping up walls and ceilings in future. Prices were discussed for demolition, masonry-. carpentry, caulking, finishes. etc. and finally, mecttanicals a • which were 1.8 million. fir. Rubin outlined what was provided for that, new ductwork in property storage and exercise room and upstairs; new hot water return piping; new, boiknz env air volume boxes to control the air and heat, especially when bringing in arm air with convectors and cold air to meet new code requirements; and air conditioning unim roof condensing units, etc. He reported on new bathrooms and plumbing, including dew handicapped stalls, and the need to replace the storm sewer and sanitary waste system_ Be noted that mechanicals was a big item, but bigger items also were the inabilii% to use tltr trximing tower for new equipment, noting Sente & Rubel were wrong in their assessment. as well as the staircase and penthouse, which Mr. Crum clarified held mechanicals. Mr. Crum said that we are in a dilemma, that this was a tired building. although a solid ene, that needed some work. The dilemma, be said, is that money is not budgeted to do the job we had planned to do. He would recommend going forward tonight. noting our options are to go forward with the contract and come up with monies to make up the difference; or give staff an alternate target and we will see if it can be made to work The lowest he felt that could work would be the existing contract minus the S460,000; to go loner, he believed, we probably creed to rework pieces of the contract and make it a staged contract. Uwe go with less, we are looidog at stopping, reworking and going with something different next year. Mr. Rubin stated that the mechanical design is a good design: it works for the building. He said if wewent out again next year, we would probably• wind up with a similar system at a greater cost: he noted that none of this will get cheaper. Alderman Newman asked the reduction if we do not relocate the Fire Department administrative offices and don't do a training room. Mr. Rubin estimated S r00,000. Alderman Nei►'man asked why the Department cannot train at the Water Department, noting training only occurs three hours out of the week. Chief Wilkinson explained we would do a lot more training if we had a place to do it. He added that now we are doing EMS training. Alderman Newman asked an estimate of the amount of revenue from outside people. Wilkinson estimated in the 550,000 range, given the market. Alderman - ewman's feeling was that if money was available, he would love to do all that is wanted; but whv, with stations falling apart on Central. is a training room a higher priority than several other things, and again suggested training at the Water Department. Alderman Drummer asked the Chief to respond at the Council meeting. Alderman Rainey asked what are the implications of looking at this project in a phased way? She agreed it's a good building with a lot of otential, and we should try to save and improve it. She wanted to know the implications if -we proceed with the demolition and do all the mechanicais: in other words, prepare the building for the future and then step back. Alderman Drummer invited Mr. Rubin to respond to the question at the Council meeting. He added another: what is the implication of going with a 5400,000 shortfall`! Mr. Rubin explained we would have to do some of the police office space as part of the project, but might be able to defer some of the fire space. In order to be on time for the start of the Council agenda, the Committee and other Aldermen disbanded at 8:3.3 p.m. Respectfully submi I , Darlene E. Xilges Executive Assistant DRAFT - NOT APPROVED x DRAFT - NOT APPROVED • MINUTES ADMIINISTRATION & PUBLIC WORKS COXLN1TrTEE Meeting of May 10, 19" Members Present: Aldermen Drummer, Feldman, Moran, Rainey Members Absent: done Staff Present: C. Brenniman, V. Burns, P. Casey, P. D'Agostino, Z Edwards, R. F'iprelli. D. Gaynor, H. Hill, S. Hunter, D. Jennings, F. Kaminski. A. Khatkbatr, K. Levendecker, D. Nilges. M. Robinson, M. Rubin, B. Stafford. J. Toukinson, C. Walton. J. Wilkinson Others Present: Bud Nesvig, Bob Seidenberg, Jean Esch, Alan Miller, Walter Wolff, Lune Casten, Megan Merrill, Sarah Bellows, Mollie McGraw, A. Mebta, Amy Rao, K. Hanaath, Rick Steinberg, Richard Vanderliolen, Sam McKinley, Ron Larrus, Marie Figaro, Nicholas Figaro, Margie Newman, Liz Reeves, Alan Barr, Jonathon Perman Presiding: Alderman Edmund Moran, Jr. SUMMARY OF ACTION: The meeting was called to order at 7:23 p.m. by the Chair, Alderman Moran. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA: After initial discussion, the Committee unnnimousN agreed to approve the Minutes of the April 20 meeting, and to place the following 19 items on a Consent Agenda for recommendation Tor City Council approval: (2) City of Evanston Payroll throw 9/ 9 - Consideration of the City Payroll through 4129199 of S1,539,188.01. (3) Cih of JFNtknston Hills throw 5/11/99 - Consideration of the City Bills through NI 1/99 of S3.032.686.98. (4A) State of lL Low [aid. for Truck Cab and Chassis - Consideration of the low bid from Navistar International Transportation for one truck for the Forestry tree trimming program costing S40,572 including warranties. (40) Bid for Cisco_\etwork Eilui ent - Consideration of the lowest responsive and responsible bid from Sherlock Systems for this equipment for the Information Systems Division costing S46,767. (4C) Dio for F3arhert Park Itttorovement3 - Consideration of the lowest responsive and responsible hid from Salce Inc for this park's improvements for Parks/Forestry- & Recreation at a cost of S231.890. (-ID) Bid for Tssi To park Impfovententj - Consideration of the lowest responsive and responsible bid from Turf Care Landscaping for this park's improvements for Parks/Forestry & Recreation at a cost of S236.108.64 (4F) ]3id for 50/50 Sidewalk/Curb eplacement Prop -ram - Consideration of the lowest responsive and responsible bid of Suburban Concrete for this annual program for the Public Works Department, costing $97,250.00. 4` (5A) Change Order 09 with NIC3t Associates - Consideration of this Change Order for Police Station ADA entrance and main desk remodeling project for as increase in em st of S7,573.25. (5B) Cha Te Order 410 with MCNI Associates - Considerativa of this Change Or wr for Police Station ADA entrance and main desk remodeling project for an increase in 01MI of S1.515.70. (5C) Change Order #2 - Lone Range Sewer Program - Consideration of Change Omer #2 for Phase V, Contract C. Long Range Sewer Prognm, for T_i. Lambrecht Constrac6on. reducing the amount of the contract by S957.00. (SD) Change Order 03 - Long Range Sewer ProZ= - Consideration of Change Ordkw #3 for Phase VII. Contract C. Long Range Sewer Program. for T.1. Lambrecht Construction, increasing the contract amount by S2,068.00. (5E) Change Order R - Lone Range Sewer- Consideration of Change Order #1 for Phase Vi, Contract A, Long Range Sewer Program, for McNalh, Tunneling Corp., incorporating current Federal wage rates with no change in contract price. (6) event - Optn House at the ,!Cradle -Consideration of a request from the Cradle, 2049 Ridge Avenue, to close a portion of Simpson east of Ridge for an open hoax on Sunday,. une 27 from 11:00 a.m. - 2:00 p.m. CT) Special Fvent - Church Picnic - Consideration of a request from St. Matthew's Church, 2120 Lincoln, to close a portion of Hartrer from Lincoln to the wile% south of Lincoln from 10:00 to 4.00 p.m. for its annual picnic on May 23. (8)SpecijIl _rent -Fountain Square :arts Festival- Consideration of a request from the Chamber of Commerce to hold its annual Fountain Square Arts Festival on Church Street and Sherman Ave. on June 26 and 27. (10) AlIgy Speed Bumps - Consideration of a petition to place 211ey speed bumps in the north alley of the 1000-1100 block of Hull Terrace. (11) Traffic Calming Plan - Trial Speed Humes - Consideration of a petition to place speed humps on Foster Street, Darrow to Ashland, as an addition to an approved trial area along Brummel and Dobson Streets from Dodge to Asbury. (13) solution 32-R-99 - CNI", (:rant Funding - Consideration of this Resolution to indicate sufficient funding (previously approved in the CIP) for the engineering part of the grant to rebuild interconnect 20 traffic signals on Ridge. Church & Davis Streets. (22) QIdinance 61-n-99 - Sale of Surplus Prop rri -Consideration of this Ordinance. for introduction, to declare various vehicles and miscellaneous items of City property to be surplus and authorize sale at the Lihertvville Municipal Auction. Alderman Feldman moved to recommend approval of the above 19 items on the Consent .agenda: Alderman Drummer seconded: motion was unanimously approved. iTEMS FOR i lSC'l'«i()` (dE) Apnroval of Bid for Three -fear Sewer Nlaintiinance Contract - alderman Rainey explained her reason for discussing this item: her concern that this company was in :Minnesota. and that there was no information concerning a local work station. fir. Wilton said the firm did a large Amount of work in Lake County and in Wisconsin, and that they have satellite offices in the area. He stated the company has the capability to serve the Cite. Alderman Rainey voted to recommend approval of this contract, the lowest res onsible and responsive bid from Midwest Pipeline Rehabilitation, for the «"ater and Sewer ivision at an estimated cost of S504,655. Alderman Feldman seconded the motion which was unanimously approved. f=� have been entertained. • Mr. Rubin said that in retrospect, before the new 911 Center was built would have bccn the time to build a new building: had we known the price of this project, that would have been an option. He noted that after the Sente report and analysis of the rehar, at that time this looked like a good project. He said the building was structurally sound, but had "gut problems." For example, be noted that previous projects at the Station had never touched the boilem which now moo be replaced. He said the market is no longer good from our standpoint. lie said we have cut S96,000 out of the project; we're looking at cutting another S100.000. He said we are getting what we wanted in tlae scope of the project for each Department. He noted the Police Dept has grown and needs to house additional people, and this need has been addressed_ if we were to build a new building. he explained, we would go through a total analysis. We were working with what we had with the space components. Alderman Feldman pointed to the advantage of a new building being designed with the functions and programs in mind. He did not think the rehab would be as efficient as a new building. He was concerned that an old building costs money; was not con►inced this type of problem won't plague us in this building after it is finished; was concerned we find ourselves "settling" for a Five million dollar compromise. To his question, fir. Rubin said as of now the project has in it under S1,000,000. Alderman Feldman asked if the Police Dept would rather have something that worked really well, and was not just "all right." %fr. Rubin said since his tenure there have been three remodeling projects at the station. and they all fit the program at the time. He said that even with a new building, which would last for awhile, in five years' time changes would still be necessary. Alderman Feldman interpreted Mr. Rubin as saying one cannot escape the burden either way, but he believed with modular space in a new building, perhaps the five year problem could be handled by changing the modules, which is less expensive than remodeling. Alderman Rainey had not done an analysis of the building, but termed it sturdy. She knew renovation sometimes cost more than a new building. Her issue was that this project was fraught with difficulties, with only 115 of it done in terms of dollars spent. She wanted the City to hire a • manager for these large projects, saying an outside contractor would ha.e a neutral perspective. She recalled the guidance an outside person gave to the Library project, which came in under budget. She wanted to make sure all the money for this project was spent wisely, that the project was not out of control. She asked that the item be held and discussed by staff. Alderman Drummer verified that the total overruns to date totaled S f90,000. He noted we projected four million for the project. He asked how holding this item affects the demolition portion of the contract si ned a couple of weeks ago. Mr. Rubin explained the tower would be demolished and we won't gave any construction going on. Mr. Walton said the bids were good for 60 days, but we can get an extension letter from the low bidder if necessary. Mr. Rubin added that the contractor would ask for additional money if we extended the contract. Alderman Rainey suggested not extending in that case, but to throw all bids out and hire a project manager instead. She noted the problem experienced with the architect and said that this might be the best contractor; however she wanted to make sure the project is properh managed. fir. Rubin ex lained we would be keeping the contractor from doing other .+ork and tying up his subcontractors if we did not go forward on this project. Alderman Raines felt no obligation to the contractor to rush forward. :alderman Feldman strongly supported the idea of a project manager. fie agreed with the assessment of the difficulties encountered with the architect. but said that the fact that so many things went .gong cries out for reassurance concerning what is now in place. He felt it important to he certain that thi-t k the beet «a. to %pentt C4 million. He a%kcd w h. what is hein2 -une%ted tonight is the best way to proceed, and why other options are too late, ineffective or too much money. Alderman .`loran said that, with the entire agenda before the Committee, we could not go through the entire case for the project this evening. tic outlined the question: do we recommend moving forward tonight or holding this contract' Alderman Raine. suggested holding until the 24th, giti ing everyone time to come back and discuss. She said a cooling off period was needed, along with information about the cost of a project manager. alderman Moran asked if there was any do%nside to holding the item. Mr. Rubin discussed the demolition of space for 30 people and need to place them somewhere. Chief Kaminski confirmed that renting 990 Grove soh-ed this X (4G) Qne_Year Contract for Condominium Refuse Collection Service - Alderman Drummer moved to recommend approval of the contract with BFI at an estimated cost of S323,000. Alderman Feldman seconded. it was noted this is a non -bid item required a 2C3 majority vote. Alderman Raines questioned the comparison with other communities. which was unclear. Ms. Burns explained the costs shown for various communities were per unit, and added to that amount were figures giving the estimated disposal costs. which were not included in the unit price, as it was in BFI's rate of S5.83 twicehveck, including disposal. She noted that these disposal costs raised the rate higher than BFI's. Alderman Drummer summed up that BFI would pick up twice a week for a total cost of S5.83, lower than any comparable city in the area. Alderman Rainey asked about issues faced last winter. tits. Burns said she had talked to other vendors and SWANCC's director. all the outside scavenger companies had problems last winter. She acknowledged that we were not happy with BFi last winter, but said some of the conditions of where the dumpsters were made it very difficult for everyone to do the job. Alderman Rainey noted in a few cases the City had been down the allev a few times and BFI still had not picked up. Alderman Drummer understood the benefits stated in the memo, that over 90° o of BFi employees are Evanston residents; and that this contract promoted economic development in Evanston; he asked about the another benefit listed that spoke to accessibility_ and possible use in emergency conditions of the BFI transfer station. ��Is. Burns explained BFI has a transfer station, and in the event we could not get to SWA1-NCC we could most likely dump there. Alderman Feldman asked if staff had spoken to BFI about difficulties wvith the snow. NIS. Burns said staff suggested BFi put additional people on and bring a special effort to such situations. Mo ran oran asked if this wasn't put out to bid because BFI is a local business. Nis, Burns said that was part of it, but she found other municipalities were doing the same thing. Very rarely, she continued, are bids sought; cities tend to reneµ with the same vendors, and BFI's price was definitely "in the ballpark." She reported that SNN A\CC's contract expired in 1998, and they did not go out to bid because the area towns were happv %with their providers. alderman Moran asked about our purchasing policy. Mr. Walton said that contracts over SI5,000 are to he awarded to the lowest responsive and responsible bidder: if not, it needs a 23 majority vote. Alderman Moran asked if we have not gone out to bid on similar contracts. 'GIs. Burns discussed Groot's . contract. and said she learned that other municipalities are doing the same thing, as long as the people are getting the service and the pricing is in the ballpark. She noted BFi is a local business and the price had not increased substantially. Alderman Moran noted the new local preference ordinance. µhich Mr. ►Valton confirmed is used in the bidding process. fie answered a question by saying that we did not follow the criteria in the ordinance that gives an advanta c to local firms in the BFI case. noting no one is near their price. Alderman Drummer recalled root was not a bid, but an RFP; the difference here is that BFI wasn't from an RFP, but that staff did its homework as to where they fit in the pricing scheme. He called attention to item 4E, a three tear contract for se%%er maintenance, and noted the savings that %vill accrue. He said. regardless of savings. that this item is still a contract. and is the same as µere doing with BFI. in BFI's case we're talking of coming back each year and the prices will be more competitive. He asked the number of contracts the City has. Mr. Walton estimated 50 to 70. Voting on the motion to recommend Council approval of the BFI contract for condominium refuse collection services which had been made and seconded, the motion carried wvith Alderman Moran voting nay. (4Ht Annrowal of llid for Renmation of Fire/Police Station Complex - .alderman Rainew thought it µas time, not to put this project on hold because she %wanted the %work done. but to stop and evaluate "hat we have done and %where wve are going. She said the ke-. insuccessful completion was to hire a construction manager, noting City staff has done the best job it can, but she felt staff was o%erµhelmrd. She advocated someone to get hold of this project noµ. She felt hiring vrmeone :% vear a^o for SIM1,000 %%mild have or, in a mneh better pncitinn tnrin% :wnd eln-e to completion. She requested that this item he held. :alderman Drummer asked how% much has been spent on the renovation. and what the total cost is projected to be, including relocation of the headquarters. Mr. Rubin said that adding the relocation and change orders the total would be roughly S5,000,000. .alderman Drummer observed we built a fire station for S1.500.000. It was pointed out that the station was small and had much empty space. Alderman Feldman suggested for S5,000.000 it might have been conceivable to build a building, since what µe %vill wind up with now is still an old building -with a labvrinth of sections. If the figures were close, or even if a new is was more, an option for a new building wvhich would be a credit to Police and Fire might Kroblem. Alderman Rainey stated that reading about 990 Grove in this packet was the nts-Ihe Pt ad heard of the issue. No one had told that we were renting space to house officers. She world appreciate the Committee having had a hint about this in advance, felt shocked to bear about this item, termed it a big surprise, especially as the lease was to begin 'May 1, and said staff could sot ask the Committee to rubber stamp everything brought before it. Alderman Drummer asked if the demolition had begun. Mr. Rubin said it had: equipment is an site and they have begun on all internal space for new offices, and mechanical systems to the wall, and the tower. The project costs S200,000. alderman Rainey asked why, when this item was dare two weeks ap, was there no discussion about demolishing the office space or mechanical systems that sen•es 30 people, in addition to the tower. She moved to hold this item in Committm Alderman Feldman seconded and the motion was unanimously in favor. (9) SRecial luycnt - World'c LaEge5t (jarage Sale - Alderman Rainey asked if there was an analysis of the effect of the sale on downtown business. Nir. Perman noted the event brings 30.000 people here, who spend money and discover other areas of Evanston. Alderman Rainey asked if he would be surprised to hear that sonic business' sales take a doHnward plunge. Mr. Perman said no, and that some positivety benefit. such as the car dealers introduced into the Garage Sale recently. Alderman Rainey surmised the other benefit is that people ►rho do not shop in our stores that dad• come back to do so at another time. Mr. Perman said that is the hope for all of Evanston s festivals: the important thing is you cannot look at the impact for that weekend atone. Alderman Feldman pointed out that many who are members of the Chamber must comment on the impact of the event, yet the Chamber comes back each year to ask to repeat the event. He felt that tells us that the event is not a negative for those businesses. alderman Rainey moved to recommend approval of this year's Garage Sale on July 23. 24 & 25. alderman Drummer seconded the motion which passed unanimously. ( 12) Resolutipn3l.R-99 - one Fear Lease for Teem __noran Police Headauprters Snug - Alderman Rainey asked if we had canceled the lease for the Howard St. outpost, and what kind of retrofitting was needed to be done at the space at 990 Grove. \fr. Stafford said no retrofitting was needed; . the renter provided this as ►vet) as garage space. Alderman Rainey asked if the space had been moved into. Mr. Stafford said there "as no thought to proceed before the Council meeting, that staff was still in the current space. Alderman Rainey asked if the space was accessible. Alderman Feldman asked if the space would need to be visited by}- the public. air. Walton did not think so; he said it was to he occupied by undercover people. Alderman Rainey asked when the space was last occupied: she had visited It six rears ago and it appeared to need a lot of work. She asked if the landlord or the City- would do painting and cleaning. Chief Kaminski said the space had been Schakowsky campaign headquarters. and that it was 2000 sq. ft. Alderman Rainey questioned that 30 people could be in that space. The Chief noted it is the onl► space available; explained we have not paid rent for Ilmiard St. this fiscal ►car. lie said, %%ith the space the 30 presently had, his staff had learned to live in a space of 2006 sq. ft. He clarified that the SET and Problem Solving Teams, as well as sonic administrative people, +sere to occupy the space. Alderman Rainey was concerned the Problem Solving Team, our communit}-basedofficers, would he stuck on Grove. The Chief said only half ►could be there; half ►rill be closely tied to the patrol units at the Dept. To Alderman Raincy's suggestion to rent space on llovvard. Chief Kaminski said 990 Grove was the closest to the Police Department. Alderman Drummer asked if demolition had gone too far. necessitating getting these people out. The Chief .said as demolition continues, they have to mo%e somewhere. \N'e have to face the decision of whether is c hold the demolition. Alderman Drummer moved to recommend approval of the ovie Fear lease: Iklerman %toran rcconded. The s..te %sac tiecl. nso tives and tyv-n nave. (t4-18) Urdinances 4 7-0-99. 18-0-99. 49-0-99. ; - - 9. 62-0-99 - Vacations of Various Streets and A lees Related to the Hill Proms - Alderman Drummer asked staff for information on these Ordinances. To place the matter on the floor, he moved to recommend approval: Alderman Feldman seconded. :assistant Corporation Counsel Hill addressed the Committee. giving a brief summary: five of the Ordinances are vacations of an actual street or alley, or remaining utility . rights. All these develop consolidated lots for the potential development of the Church St. Plaza project. They do not mean the project has been approved. The five Ordinances contain a one -line amendment, four having to do with abutting property owned by the City and would show that the City of Evanston owns that land. The other Ordinance deals with land that Northwestern owned. It cedes the rights of utilities. The rive Ordinances have been reviewed by Chic -ago Title; be asked • the Committee to amend on the floor and approve them tonight. In a few weeks the Council w Id get a resubdivision plat, should the whole project continue. Mr. Hill said items 20A and 20B concern the actual transfer of land which the Citv will be conveying to the University; and the Universim will convey land to the City. Under State statutes it is required that the Council adopt these Ordinances for the sale of the land. He explained staff is asking for introduction and suspension of the rules to close on the property sometime this week. The next two Ordinances, 21A and 21B, deal with property not directh• involved with the Church St. Plaza. They would authorize the sale of the property to the development group. Tonight we are only asking that these items be introduced. Alderman Moran summed up: 20A & B completes the land swap with the University; 21A& B are the implementing Ordinances for transfer of title to the Hill Co. items 14 through 18 are vacations of streets and alleys with some amendments. Ms. Casten asked if the original agreement had been honored b% Arthur Hill: if things are proceeding on schedule; if closing next week Has "written in stone." She quoted concerns raised about the Police Station project and felt the same concerns applied to the Hill project. She asked if you can say this about one project, why is the Committee not asking it about what seems to be an incompleted project. Alderman Moran noted a report would be gh en by the City Manager and others tonight. tic said the Committee was not trying to be evasive, but felt a very complete response would be given tonight. Ms. Casten urged A&PW to use the same criteria on the Hill project. Alderman Moran asked about the request for action this evening; on the vacation Ordinances. Mr. Hill said vacation ordinances are necessary for any development, for any project the City could do, to put the land in appropriate condition for utilization. They are on tonight because of the timing; so we can convey the land and get the plat of resubd'iyision in proper order so the documents can be in a state of readiness should the Council wish to proceed. .alderman ~loran recalled Mr. Hill's remarks that action on these Ordinances does not signify approval of the l� project. He asked why there was not a vote on the Redevelopment Agreement first and, if approved, move to these Ordinances. Mr. Hill stated it was a matter of timing as to the eventual start-up of the Hill project, should the Hill project be the goal of the City: to get the project on line the Ordinances needed to be adopted. Alderman Moran asked what is being done tonight that we couldn't do at the May 24 meeting. Mr. Hill said it had to do with the City dealing with the Cook County Assessor's office and them reviewing the plat of consolidation. TFte timing; sequence may be too slow if we wait until the 24th. To another question. Mr. Hill passage tonight %%as necessary because the Assessor's office can deal with plats in a day, or take two "ceks: it's out of the control of City personnel. Because of the significance of the project, he said -.%a should not be in a situation where a timing sequence in the Assessor's office could cause dcla►. :alderman Drummer asked if the Ordinances were needed close in the land sale with Nforthv%cstcrn. Mr. Hill said two ordinances are directl' involved in the land sale: dealing with land being; conveyed to the University, and land being conveyed to the City: both are necessary- to have clear title. Two of the five items are directly- concerned with NU and the transfer. The others three are more general to the entire project. To :alderman loran's question. he said 4'-0-99 and 51-0-99 "ere directly related to the land s«ap. item I' concerns land the Vni%ersit<_ %%ill come,. to the Citt and number 14 involved part of the land the City will comes to NV. Alderman Drummer clarified that the action tonight had to do %%ith assembling the land. so it mold he tran-ferred to %f r [fill. which -mild he clone h� the r►ti n OrdinanceG. 11 X 21 R. nniv up For introduction tonight. Ile termed these housecleaning; ordinances to have the land in good condition for sale. Alderman Moran clarified that each item. 14 through 18, should be treated individually when votin . Alderman Drummer restated his motion. moving to recommend approval of item 14. Ordinance 4;-0-99. alderman Feldman seconded; motion passed unanimously. On item 15. Ordinance 48-0-99. Alderman Drummer moved to recommend; Alderman eeldman seconded; motion passed with alderman Moran noting; nay. On item 16. Ordinance 49-0-99. Alderman Drummer moved to recommend; .alderman Feldman seconded; motion passed with alderman Nforan voting nay. On item 1't. Ordinance 51-0-99. Alderman h X 16 Drummer moved to recommend; Alderman Feldman seconded; motion passed unanimously. On item IS, Ordinance 62-0-99, Alderman Drummer moved to recommend; Alderman Rainey • seconded; motion p.sssed with Alderman Morin voting nay. (19) Ordinance 52-0-99 - Reduction in Size of Taxicab Stand at 339 Howard St_ - Alderman Rainey moved approval; Alderman Feldman seconded the motion. Alderman Rainey addressed the issue: on many occasions she spoke to people in the cab business about the issues in the 300 block of Howard, the space between the alley east of the old Sun Garden Flowers, down to the building in the 300 block of Howard. She reported there was a five -cab stand. On more than 15 or 20 occasions, she counted 14 to 20 cabs there. She's seen cabs back up from Chkago Avenue heading backwards on Howard St. to a space. She`s seen cabbies urinating in the vacant lot; consequently, at a real estate closing, the new owner of the lot had second thoughts. She had thought if she kept talking about the aberrant behavior it might make a difference- A couple of weeps ago the police began enforcing the number of cabs; since then she said ciyiliry returned to the area. She stated the stand is going to be reduced in size and rigidly enforced. She suggested, for those who felt this was going a little too far, that they have a cab stand on the block next to their house. She said it makes an amazing difference, citing the stand on Asbury, and the change in speeding and lack of debris. She vowed this kind of civility will return to Howard Street, and said this is why the Ordinance was created: because people could not treat their community with respect, or their business as though it were important. Alderman Feldman said he supported Alderman Rainey on the Asbury issue and would support her on this reduction. because he felt the behavior there was intolerable. He said the cabbies do great harm and no credit; that a civil, reasonably -priced cab service is essential for this city. Alan Miller of \onshore Cab spoke. He could appreciate the aldermen's concerns- fie said one problem is that the cab companies are not being advised of these events. He felt these problems could be resolved before they became aldermanic concerns. He corrected that the stand is an eight -cab stand, not five. He questioned the assumption that all cab drivers are urinating and littering. lie felt it correct that the Police be called to enforce. He mentioned the problem • constituents have in one ward concerning response time for cabs, and said what is being asked is to sacrifice from I I to 3 spaces in one of our busiest areas, that includes businesses that require a lot on cab service. With the new complex on Howard, he said Chicago cabs will come in and charge much more. He spoke of the impact on residents. lie felt the squeaky wheel was listened to, but the companies were not consulted. He felt the companies might have been able to police the area better themselves, and that they were working hard for cooperation. Alderman Rainey had grave concerns that it took an alderman to point out the failings of the companies' cab drivers at that stand. She said she had asked that the Taxicab Advisory Committee and the companies be notified two months ago, when she requested this Ordinance. .-+i,t the last meeting this Ordinance had been held because people were not given notice. Mr. Miller said they did not know until last Saturday's Taxicab Advisory meeting. Alderman Rainey commented that it was a great move to limit the stand to three cabs; her inclination was to eliminate it altogether on Ho►►-ard and move it somewhere else. Mr —Jennings clarified that the stand is marked for eight, but the Ordinance sans five, and information must be prepared to correspond to the Ordinance. Alderman Raines asked when the drisem were notified. offering to hold this item again if necessary: she noted there is a reputation :among drivers atK#ut that cab stand. Alderman Feldman said the concept that the conditions under ►%hich the stand operates and employees' behav for depends on the City of Evanston is astonishing. Addressing the cab company representatives he said it's not our job to make sure ►our employees are civil and beha.c decently: 0'r the cab enmp.anie%' job. even if —meone need- to he hire(] to do it. If that had been done. he said the companies ►%ouldn't have had to face this situation. lie felt the idea that the Police Department should spend time enforcing certain kinds of behavior is ridiculous. He had better things for the Police to do than policing urination on Howard Street. Alderman Moran noted the need to move on: he did not wish to cut anyone off. but the Committee w'as 40 minutes late for the Council meeting. Mr. Miller said they were willing to have one liaison person from each company deal with these problems. Alderman Rainey noted this item would be • introduced tonight; it •►ould not be up for action for another two weeks. Mr. Wolfe replied to Alderman Feldman that Custer St. and Howard are very rough areas and needed police presence. He said Howard is not being run right, but the companies could run it right. Jean F-u-h said her attention had been struck by the closed meeting last September. where, s e heard, matty of these problems were discussed. She said the Mayor had described the Committee as "a mess,'` Slbe said the A&PW Committee had no connection with the Taxicab Advisory Committee (TAC1. Sate felt this should not be an adversarial relationship, that there should be supervision by th* cab companies, and that when you take away cab stands, you take away not only from a ward. but from the city. She hoped that there would be meetings with the cab companies, which she said are small or medium-sized businesses in Evanston to whom we owed something. Alderman Rainey said she believed Mr. Stafford could tell 41s. Esch that we have asked for meetings with the TAC. She herself had spent hours on the phone with members. She felt criticism of the Mayor sboald be done in the Mayor's presence and reiterated that she had spent 10 to 15 hours on the bone about this issue with Carolyn Smith to bring the TAC to the A&PW Committee. She said good business generates good business; in this case the cab companies are generating bad business She asked Ms. Esch to see for herself what goes on. She agreed more cab stands are necessary. but advocated some other community "take the heat." Alderman Feldman moved to recorrrmend Council approval of Ordinance 52-0-99, for introduction. Alderman Rainey seconded: motion was unanimously approved. (20A - 21 B) Ordinance-1 55-0-99. 5fi 0-99. 59-0-99. 60-0-99 - AUthorzin_g Ncgotiation of 52bt and Real Estate Contracts for Certain Rcal Estate - Alderman Drummer said that all four items would be off the Consent Agenda and moved to recommend Council Approval of these four Ordinances. Alderman Rainey seconding. the motion was approved. (23) Ordinance 63-0-99 - Bond Ordinance: Sale of Series 1999 G.O, Corporate Bonds - Alderman Rainey thought this was great. especially the refunding part of the Ordinance. She was concerned about the recommendations of how the SI.000.000 would be allocated. Mr. Stafford said the money does have to be used for refinancing of capital. What Alderman Rainey was referring to were only comments. and the decision would not be made at this time. Alderman Drummer moved to recommend Council approval. Alderman Feldman seconded; motion was approved unanimously. ITEMS FOR DISCUSSION WWI) ]Review of Neighborhood Clean-up Refuse Collection Procedure - Alderman Moran noted the need to discuss the dumpster system for clean-up. Alderman Drummer said he had two requests that needed to be moved forward. Alderman Rainey suggested that to change the process in the middle of this year was not the best decision. Alderman Moran noted the implications outlined in the memo. Alderman Rainey did not want policy implications to be made bs staff: in the meantime she suggested the old policy remain in effect. 'Ms. Burns said she had requests pending; for anyone who requested clean-up dumpsters between now and .Lune she would supply, but she requested to discuss sshen time permitted s►ith A&P%N'. COMMUNICATIONS Due to the lateness of the hour. Communications were not reyiem ed. There being no further business. a motion to adjourn was made, seconded and passed. The Committee adjourned at 9:20 p.m. Respectfully submitted:—� Darlene E. Nilges Executive assistant DRAFT - NOT APPROVED 0 0 0 .i MUN-JaE DRAFT - NOT APPROVED AD'IINISTRATiON & PUBLIC WORKS CONT-MITTEE `leeting of April 20, 19" ,Members Present: aldermen Drummer. Feldman, Moran, Raine+' Members Absent: None Staff Present: J. Aiello. C. Brenniman. P. Casey, R. Crum. P. D'Agostino, D. Gaynor, S. Hunter, D. Jennings, K. Leyendecker, N. Ney, D. Nilges, M. Rubin, B. Stafford. J. Tonkinson. C. Walton, J. Wilkiuson Others Present: Alderman Steve Engelman, Bud Nesvig, Bob Seidenberg, Bob Jensen, Paul Richard, Rich Abrams, Kenneth Thompson, Alan Rosenthal Presiding: Alderman Edmund Horan, Jr. SUMMARY OF ACTION: The meeting Has called to order at 7:40 p.m. by the Chair, Alderman Moran. ITEMS FOR CONSIDERATION ON COL'NCIL AGENDA: After irlitiaLiiscussian. the Committee unanimously agreed to anpro�e the Minutes of the Aorll 5 aigetin. apd to niece the followine sir items on a CoGaent agenda for recommendati2n for City Council v� (2) City of Fvarntotl l'avroll throe / /99 - Consideration of the City Payroll through 4/15199 of SI,540,566.46. (4A) Bid for Tuck (�ointing . d M a onry Rem- Consideration of the lowest responsive and responsible bid from Grose Masonry for these repairs at the Water & Sewer Division at a cost ofS139,400. (6) ILUolutiort 22-R-99 - I.e.lse Fxtensiop fQr South Branch of Library - Consideration of proposed Resolution 22-I1-99 to authorize a one year lease extension for the south branch of the Evanston Library, 949 Chicago Avenue. (7) Traffic Calming Plan - Trial Sneed Humps - Consideration of a proposal to place trial speed humps along Brummel and Dobson Streets from Dodge to Asbury Avenues. (I0) Ordinance $3-0-99 - PronosVd Street Name - Thaver C9lrrt - Consideration or this Ordinance, for introduction, to designate a portion of the alley north or Hillside Road, east of Princeton Ave. as a street. Thaver Court. (11) Ordinance 54-0-99 -Sale of Surnlus Pronerty - Consideration of this Ordinance, for introduction, to declare a 1997 Clin-sler Town & Country van as surplus and authorize sale to Nelson Salvage for S4,000. Alderman Drummer moved to recommend City Council approval of the six items on the Consent Agenda; Alderman Rainey seconded; motion to approve was unanimous. ITEMS FOR DISCUSSION' (3) C'ty of Evanston Bills through 412 FY 99-901 a d 4a2 (98-99] - Alderman Rainey explained that she had not received ansi%ers to Bills List inquiries and wished information on some items. To her cluestion about a S24.000 payment to Shaughnessy Johnson for the Fleetwood Art Guild, tiir. Walton recapped the response the AIdcrman had riot ►et recri.ed: the pa%mrnt ►►as to the sculptor for the Black Sculpture Garden. the semrml partiil p4% ment ►► ith C AG funds toward the total contract of approximately Sl 12.000. .alderman Raine► :aid she hail ► oted in favor to allocate these monies, but had not kno%%n that Al the funds +sere to go to one person. She had thought a sculpture garden .►ati acquired from set eral artists. fir. \\ allots referred io a report on the project to date; .alderman Rainey stressed the irnportan, a ofthe (1) Committee remixing this information. Alderman Moran noted the artist is a local F%an:ton artist. an F 1'IlS gt-aduate who is becoming quite famous. Concerning her second inquiry about Economic Developmtnt Fund expenditure of S6.50 to Catherine Waite for consultant services, it ►► as explained that his. \\ aite had done a studs of the the effectiveness of retail sales tax in TIF districts and the report .► ill be made to EDC in May. Alderman Rainey's third inquire, a payment of S300 to him Ross from the Family Health account. was answered by Mr. Walton: GIs. Ross is staff for the Evanston Health Department's pregnancy prevention prograin for a group ofyoung mothers K ith one child. This expenditure was for the quarterly outing for that group for ►►hick Nis. Rr,ss.►as being reimbursed. Alderman Rainey's final inqquiry.yas about Central Rug's payment ofS3,683 from the Multi - Family Rehab Program. �Ir. ' Valton recalled that this "a.% for a rehab project of two units within one rehabbed building. Alderman Rainey reiterated that the answers to her questions should he shared with the Committee in the future. She did not %ish to hold anv bills. but did wish more information from the Health Department on its pregnancy prevention program and the spring outing. Alderman Drummer moved to recommend approval of the Bills List; Alderman Feldman seconded; motion passed unanimously. (4B) TWO -Year Contract for Railroad 1_andsc-xnina„ ._�ntgnancc - Considemdon of this lowest responsive and responsible bid front Andv Pollina & Sons Inc. for railroad landscaping maintenance at a cost of S59,480. ,alderman Drummer moved approval; Alderman Rainey seconded for discussion. Alderman Drummer commented on the large difference between the two bids received; he asked if this bid, which was the low bid, was close to the estimate. Mr. D'Agostino confirmed this. To alderman Raine-'s question, Mr. D'Agostino said several locations had been removed from the contract since our crews could do most of the work. Alderman Rainey had questions about several sites: Cast Place. which Mr. D'Agostino said the City ►would continue to (to as it has since 1996: Brummel. which is also done by the City; the underpass ai tilulford and Chicago,..hich the Cit% does, but which NIr. D'Agostino explained is difficult to maintain but crews would work on it. :\Idcrman Rainey said the Chicago Ave. Embankment, South i;lvd. to Brutnniel, %%as in terrible shape; Mr. D'.�gostino said that where it faces the park it's either Ridgi:Nille's or the railroad's respow-ibili". lie i►ould take a look at this site. Alderman Feldman asked about all the embankments. Mr. D'Agostino responded that it's a combination of bad spots and areas.►e will improve upon. lie asked about the area from Soutlx Blvd north try .Nladison ..est of the emhankment. NIr_ D'Agostino ►will check; lie noted however that some of the areas are inaccessible. as the-* abut private property. Further discussion ensued. Upon voting on the motion to recommend approval of Andy Pollina & Sons for railroad r-n-.,, maintenance, motion %%as unanimously appro. ed. (4C) [)crnoilt'r,n of Tosser and interio Snaccc at Fire/Polite Sta io - Alderman Drummer moved apprn.al. Alderman Feldman seconded for discussion. .alderman Drummer ►ranted it to be clear that this %%as a contract, not a hid, from Central Lakes Construction for the demolition, at a cost of S97.000. fir. Rubin said that %%as absolutely right, adding that it stems from a lo►. bid. Ile said ►.e %%ill end up having Mo contracts: one for this work and, on May 10, one far the rest of the.sork. Ile holed the trouble is that all the school jobs begin at the end of Nlay. and .ve lose the demolition contractors if eve.►ait. Alderman Drummer commented that this is a clear case %. here ►. c need to use •a contract. %s ith no time to rebid. Discussion ensued; Mr. Rubin said the ca►eat is if a contract isn't ar%arded Nlav If)..►e.►ould have this contractor stopped in his tracks. Alderman Drummer said there'd be no sense in issuing the bid; ,Mr. Rubin said it depends on how Council discusses that; ►se .would still take do.% n the training tower, r' which needs to be started first: we won't .+ante any money starting demolition of the tower fnrst Alderman Drummer clarified if this project wasn't approved t+inight, the project would be ""t the window" for this year. Mr. Rubin gave a history of the project: how the contract initially came in S1 million aver: ho« staff felt 5700.000 had been cut out last December, haw the contract came back still over: how staff will continue working for the next two weeks to further cut the scope and reduce the cost of the project. Upon voting. the motion to recommend Council approval of this demolition portion of the lo.s bid proposal from Central Lakes Construction ►vas unanimously approved. (5) Final Pli.•out to Caro►v Architectural A,reement - Alderman Drummer made the motion to approve this item, and Alderman Feldman seconded it for discussion. Alderman Drummer asked if the S91.000 final payout for the design services for PoliceTire Headquarters was an agreed -upon deal. fir. Rubin explained it was a negotiated agreement, with attorneys from bent sides present to terminate our relationship •• ith this firm and for us to use the drawings provided by them. Originally the suggested termination figure had been 5134.000. Alderman Drummer :irked about the plans. Mr. Rubin said that we will use his plans to go forward: it is not as if we are starting from scratch. Also, four addenda to the bid package and all errata win be implemented so we will have a correct set of dra►► ings. Alderman Drummer contrasted this item with another two weeks ago, with a relatively small amount of S25,000. He felt it important to remember this person who cost us much mono and time. it w as explained Caro►y used local subs to get points in the contract, but lie was not a local contractor. All those locals who were involved will continue with the project, only Carow will not. Alderman Rainey realized this was a hard decision. but %%2s critical that the Committee had been told until recently that everything.vas fine. Mr. Rubin explained those assurances had to do with phase one of another project. and that staff did not know it had a catastrophe until we opened the bids in March. :alderman Rainey noted the report shoved that all through the time line we still did not have the materials as requested. She thought the time line and explanation provided by staff had been very good, Mr. Rubin explained ho►► staff felt things were being • worked on; he had no problem giving the Committee progress reports. Alderman Drummer pointed out a minor typo in the narrative. He spoke of fleecing of the City. akin to the fleecing of America: people will do it when they can. Mr. Ruhin pointed out how the marketplace had changed since the days of the library construction hid, which came in low because of the marketplace: this project is coming in at the exact opposite s►►ing. .alderman Moran said that another thing that came out of this is that this person got help wvith the award of this contract because he got points as being a local contractor. and from Moran's ► iew he is as not. The ironv. lie continued. was that Carow brought in a local person to become "part of the project" so Caro►y could get more points: after that, he cut that person out of a lot of the ►work. fir. Rubin explained how this contractor had gotten points for Dynasept. a minority contractor, and as a local firm. Alderman `loran called this an example of ho% we need to be cautious on our local purchasing program. Alderman Drummer said he hoped these issues do not die in A&PW's minutes, but are passed on to the VIBE Committee as major concerns. Alderman Rainer agreed. Upon ►oting to recommend approval or this pa -out, motion is -as unanimously in favor. (8) Ordiinance 24-0-99 - Snecial Assessment 41432 -Alderman Engelman joined the meeting for the discussion of this allcy paving north of Chancellor and east of Asbury. Richard Abrams spoke: he had follo►►ed ibis project since its inception and is strongt► opposed for several reasons. First, the allry :chat~ Ili" 'in Field and many use the allc-%. endangering the many small children, as a .%a► to cut Ifet.tecii streets. lie .►orried that pa►in- .would put his and other children even more at risk. lie mentioned the eco-system there: the number of mature trees close to the alley .which add a lot to the neighborhood. He was concerned ►with the cost, 50% of the burden falling to the neil,libors. Ile said as of today it is wcr►• clear a majority do not want the project. Mr. Kenneth Thompson urged the Committee to reject the proposal. fie said the 19 -foot wide pa%ing .%ill do %troy t►vo fio%+tiring bushes on the right-of-way and put at risk a till pine on his property near the paving;. Many other bushes. shrubs or trees of neighbors will be at risk as .well. He said the Board of Local Improve ements did not consider this destruction in their March meeting, as no modifications were made. He found it ironic that twvo years ago he fought ComEd for the pine tree: now lie artist do it again. Alan Rosenthal also was opposed. and s%as concerned %vith the cost of the project. He noted half the residents, on Bi;vant, w ere•still paying a street assessment for street paving. Mr. Robert Jenson was opposed, noting th► bst assessment for Bryant was for 10 years, anJ a two year assessment for the alley wouk3 me-im a total of 19 years paying assessments. He noted that a couple of years ago wort: w:tc douse to improve drainage which improved the alley greatly. He suggested many neighborh,,%xi.. are clamoring to have their alleys paved; perhaps one of those could be moved up the list. Sandra Wolfe said site lived on the other end of Asbury; she passed around pictures of stamAing water at that end of the alley, noting it freezes in winter and drains into their garages and houtses at her end of the block. Mirhacl Itavitch said he experienced the same problems. fie noted twat if the alley were paved, he could use a snow blower to clear it in the winter. With a dirt allary it is difficult to drive out. Ile %%as in favor of paving. He pointed out that the problem of penile driving up and down the alley during football games was only experienced about five tint&$ a year and wasn't a major prolilcm. Alderman Engelman explained that allev par ing projects come before the Council because the neighbors petition for the paving. 'fbe Board of Local Improvements look at the aile}t, he►Id public hearings and make recommendations which come to Council. fie noted in this case mtore than 501,0' originally signed in favor of paving. However, by the time the hearing ►vas held nsaray had changed their sninds for many reasons: the cost; the impact would be different thatim expected; bushes and trees in the right-of-way used by the owners would be threatened. He amid there was some concern about a "list of alleys" that staff wants paved. He had not heard about this before this project. but %►ould like to kisov% how this alley was placed on the list. Aldermata Moran ansv►ered that the Alderman was referring to the ~worst alley list." ,Mr. Tonkinson explained that in 1994, when the Council determined the City- should pay half the cost, there was identified by sonic elected officials the %►orst alleys in each Ward. The Street Department als.a identified some high -maintenance alleys for w hich they could do nothing to satisfy the peop&e along the alley. The list %%as approved by the Council and was to be used for high priority consideration if the worst alleys crime forward. It takes the same avenue as all other alleys, bait in a case like this, having 49'l, of the abutting property, the Board moved it forward. 0 Alderman Engelman asked why this alley was on the list. Mr. Tonkinson said it was identified by Streets as a high -maintenance alley; there are many others that, with grinding and grading, are serviceable, and don't affect garages or become mosquito beds. Alderman Engelmaa understood that the north end of this alley gas tower and had more pooling. Alderman Feldman had the impression that you need a majority of the abutting property owners to consider paying, not 49%. Mr. Tonkinson pointed out several things: there is nothing in the code or State statute to require a certain percentage; the Board had determined years alto that 50/50 was the percentage to move the issue to the nest stage. We ha%•c hall more than SI % not supported b: the Board. %%e have had 10 of the priority alleys completed. It's not the Board of Local Improvement, %%hich bus the final word. Alderman l:eldtnan said the City has a right to have an interest in alle% paving, but suggested that in those cases the City shoulil have an obligation to pay for it. if 51"', ►%ere in opposition. he could not understand the logic. fie was not suggesting the alley didn't need work; but 57% of the people indicated, before the decision was made by the Board, that the}- were opposed. tic w ondered if the Board voted for it because the City- felt it %►as a high priority in the face of residents' opposition. Alderman Moran said that historically. different interests are server! by a proposal: the neighbors get paying; and a drainage structure; the Oty gets improved service deli%ery and saves on the cost of regrading and graveling;. Alderman I-eldntan said that's one reason the City puts up 50% or more. But he felt if the City %%as to be a third party in the decision -making it should be consistent; he could name terrible condition,, in many alleys in his «ard. He reiterated Alderman Drummer's statement at the last meeting: there ma% be a time %%hen the Ciry is forced to have a policy to pave all alleys anti assess. Ito►%es er. he dill not think cite current policy is -as consistent. `Ir. Tonkinson explained that as a rule, 50% %►as required. but ►%hen Ilse policy was elected by Cite Council these alleys %%ere put on the priority list as the worst. and they should be the first to he paved. The Board %%as directed to move them along. If the Committee does not want the list to be used env longer. he felt that is doable. but said we %%ere isorking from the policy- in 1 Place concerning the priority list. :Alderman Feldman's understanding was that, when all the • due process fora pnorit% alley ►►as 4x,mpleted, it would be moved up to the current year's list. w. He felt that a% reaonablc. He did not thins: that the priority list constituted a "we're going to do it no matter ►► hat" polio.. :�Ider-man Rainey said when she read the minutes of the Board she mas shocked that this allc► had been recommended for paving. It was a forced special assessment. and %he did not believe ►►c have forced special assessed paving in any 211ey.►-here over _0•. did not %upport it. :\Iderman Rainey noted our policy is voluntary assessments; she also could sho►► 10 - 15 alleys in N%orsc condition. She said, because a vast majority do not want this s[lc% paved. ►►e have an obligation to vote against this Ordinance. Alderman Engelman appreciated staffs desire to move up and get done very problematical alleys. lie was not con► inced 49 for . ►. 51 opposed should mean that an alley should not get done, but there's a point H here opposition is so great it overcomes. He reported that two weeks ago he sent a letter to the 36 people along the alley; 29 responded, 24 opposed versus five in favor. tic said this is more than a close %ore -- it's substantial. A resident noted tht vast disparity between one end of the alle. and the other. Alderman Engelman said he would support this alle► being paved at the cost to the City. using the Capital Improvement budget; but this is I in rvkcd to be paid for b► the people along the alley. He said if the vote had been 49/51 he woul�riot be here tonight; he felt ►►e need to find another solution. Alder -man Drummer related that he had been faced with a similar situation. the opposition got oven helm ing and the 2110 could not be done. He agreed there are times when 49151 should not mean anything; but in this case he is ill listen to the Alderman of the Ward, and in light of the numbers felt there's no contest. Alderman Rainey pointed out that with puddles at one end of the street people don't drive through other people's alleys often. She asked that the priority list of alleys from 199.1 be revisited, feeling the list today would probably he over 100 alleys that needeti to be moved to the fore if a petition came in. alderman Moran noted his Ward has the most unpaved alleys in Evanston, he ►,.as aggressive in pursing paving, but noted they can be .cr, controversial. He felt there was an important element of democracy involved. He had • pushed a paving project ►s ith a 1 "/, against and 49% for, but said the bottom line was it was close to an even slit. There is also an element of voluntary action with the City paying 50% and the citizens paying 50%. With overwhelming opposition, the democratic part of the process kicks in. Alderman Feldman suggested titat if the City has an interest in paving an alley, perhaps the percentage the City pays should be increased to mitigate the obligation to the degree that the alley is important to the City. if ttte Citn has that type of interest, perhaps we should pay 55%, 60°i6 or more, if ►we are going to go against that kind of opposition. Upon voting on the motion made by Alderman Rainey and seconded by Alderman Drummer not to recommend that Council appro►e Ordinance 24-0-99 for introduction, the motion was unanimous. Alderman Engelman thanked the Committee for its courtesy. COMMUNICATIONS Due to the lateness of the hour. Communications were not reviewed. There being no further business, a motion to adjourn was made, seconded and passed. The Committee adjourned at 8:50 p.m. Respectfully submits C. Darlene E. 1 ilges Executive Assistant DRAFT - NOT APPROVED Ic DRAFT - NOT APPROVE 0 3-U1j�i' aES ADMIMSTRATION & PUBLIC WORKS COMMITTEE Meeting of April 5, 1999 ,lembers Present: Aldermen Drummer, Feldman, Moran, Rainey Members Absent: None Staff present: J. Aiello, C. Brenuiman, V. Burns, R. Crum, P. D'Agostino. R. Figwelli, D. Gaynor, H. Hill, S. Hunter, K. Levendecker. D. Nilgges, C. Radom:.. M. Robinson. M. Rubin. B. Stafford, J. Ifoakinson, C. Walton, J. %Vilkiutson Others Present: • Richard Cravens, Bud Nesvig, Mark and Barbara Karstrom, Claire Bushey, Ron Fleckman, Mary and George Hlll, Hollis Seeks, Jr— ,Nfzs*n Claessens Presiding: Alderman Edmund Moran, Jr. SUMMARY OF ACTIOti: The meeting was called to order at 7:07 p.m. by the Chair, Alderman Moran. ITEMS FOR CONSIDERATION ON COL"NCIL AGENDA: After in]tial discussion. the Committee unanimously preed to approve the Minutes of the March 22 meeting. aqd to place the following seventeen items qn_p Consent Agenda for recommendation for Cite Council approval: • (2) Cily of Evanston Pavroll through 4/1199 - Consideration of the City Payroll through 4/l/99 of S1.531,848.95. (3) Cily of Evanston Bills th[Qu h 4%6/99 and through 4/7119 - Consideration of the City Bills through 4/6/99 (FY 98-99) in the amount of S482.486.86 and 4/7/99 (FV99-00) of S 1,213.a88.-10. (4A) Bid for Printing - Consideration of the lowest responsive and responsible bid from Ripon Printers for printing Arts & Recreation magazine and Highlights for Parks/Forestry & Recreation at an estimated cost of S55,576.00. (5A) Change Order »; . 1,9ng Range Sewer Program - Consideration of this Changge maedy Order for Phase V1I. Contract E, Long Range Sewer Program with George W. Ke Construction Co.. increasing the price by 56.000. (5B) Change Order 7, Police St:Rj_on Remodeling - Consideration of this Change Order with NICNI Associates for Police Station remodeling for an increase in cost of S13.609.96. (50 Chan e Order =8. Police Station Remodeling - Consideration of this Change Order ►v ith :1ICM Associates for Police Station remodeling for an increase in cost ofS14.1=1.1I. (6) Snecial Event - Annuqj_Central Street"Fair - Consideration of a recommend2rim" to approve the request of the Central StJGreen Bay Rd. Business Assn. to hold ita� 17th annual Arts & Crafts Fair and Side,%alk Sale July 8 through 11. (7) Snecial Event - St. .lame; Armgtlian Church Fair - Consideration of a • recommendation to approve this church's request to close Clark from Beasaw to Sherman Ave. on august 29 for its annual church fair. 1 -x (9) Iraffic Cafming Plan - Speed [jump* - Consideration of petitions to instal] speed bumps in the east alley of 1800 Leland Avenue. 0 (10A&B) E bition 23-R-99 - HQW2rd 5t. Irnptrovement and Resolution 26-R-99 Motor Fuel Tax Res9lution - Consideration of these Resolutions to (a) authorize agreement for Phase I and 11 with Chicago to improve Howard St from the west city limits to Ridge Ave., and (2) to finance Evanston's share for Phase i and 11 engineering seryicrs,. (11) Rmlution 24-9-99 - F,asemeqt Agreement for 2953 Central SL - Consideration of this Resolution authorizing the Cite Manager to execute an easement agreement with Cyrus Homes for 2953 Central. (12) Ordinance 50-0-99 - Utiiiry Easemertf-fQr 1$80 Oak Aye. - Consideration of this Ordinance, for introduction, to authorize the City Manager to execute a utility easrtnent with Commonwealth Edison for 1880 Oak Ave. (13B) Ordinance 8-0-99 - Special Assessment tl1437 - Consideration of this Ordinance, for introduction. In- which the Council would authorize paving the alley north of Noyes St./east of Sherman Ave. by Special Assessment d1.137. (13D) Ordinatce 2S-0-99 - Special Assessor $$ a - Consideration of this Ordinance, for introduction, by which the Council would authorize paving the alley north of Lee St./east of Fowler Ave. by Special Assessment 41433. (13E) Ordinance 26-0-99 - Sn_ ecial Assessment #t a - Consideration of this Ordinance, for introduction, by which the Council would authorize paving the alley north of %Vashington St./east of Asbury Ave. by Special Assessment *01436. On Agenda ,addendum: (51)) Change Order for Flood Relief Proms - Consideration of approval of Change Order 44 for Szabo Contracting, inc for Phase V, Contract B, Evanston Flood Relief Project, for a decrease in price of S588.459.51 (5E) Change Order for Flood Relief Project - Consideration of approval of Change Order 45 (final) for Szabo Contracting, Inc for Phase V. Contract B. Evanston Flood Relief Project. for an increase in price of 5161,57.1.82. Before voting. Alderman %loran asked for information on the easement for 2953 Central Street. Mr. Tonkinson stated the foundation must be of a certain size and depth and will encroach on the right -of way by about eight inches on Central Park Avenue. Alderman Moran asked if any present wished to address the Committee on any of the above items. Hearing none, Alderman Drummer moved to recommend City Council approval of the 17 items on the Consent Agenda; Alderman Rainey seconded: motion to approve was unanimous. ITEMS FOR DISCUSSiON (413) Pgrchase nLTssn Comnact Sedans - Alderman Drummer moved approval of this non -bid item. from Evanston `issan-Subaru-Isuzu, at a cost of $25.000. Alderman Rainev seconded. Alderman Moran recalled at the last nteeting there ►cas an indication that «e would vote on the State of IL 1(m, bid. that the item was held. and that Purchasing would see if there was any Evanston firm that ssished to bid. Mr. N alton called attentiot. to a memo which outlined the certified and hand -delivered letters sent to auto dealers asking for a response. One response was received. He noted there %4ere some differences from what was specified but this bid was the total result of the City's efforts. Alderman Moran said that the memo noted the response was a departure in six respects from the City's specifications. He also noted the Evanston dealer's price was S600 less. He asked Ms. Radek if. based on that departure, if this bid would be considered non -responsive to the bid package. his. Radek affirmed this. Alderman Moran questioned if it is important for bids to be respponsive. Mr. Walton said it was important. but in an effort to get out into the community what the City wishes to purchase, one has to set x- minimum standards. Generalh•, he continued, it is important to get back a responsive bid. but by setting minimum standards you allow the bidder to take exceptions which the Cie. can then • examine to see if they are acceptable. Alderman Moran asked if the exceptions ►► ere expLxined to any of the potential bidders. Mr. Walton said our minimum specs were made Lnm%ii, it's up to the vendor to give us what they can supply: they recommend what they feel is an accept -able et uivalent. in terms of the s ecified equipment, Alderman Moran assumed the last bid of y arch 22 met the specs. **lr. NUton said that that is -as the comparison: all the items listed in the first column of information had been in the State of iL bid. .alderman Isloran interpreted what was happening as an unfair and misguided app.roach to the purchasing policy. Mr.Walton explained the State of Illinois had gone out to bi, and any vendor in Illinois could have come out to bid n that contract. He said what we did was not a bid, but a solicitation. Alderman Moran said we purchase from the State pool because we feel we can get a better deal. He asked how many such purchases we made recently; staff estimated five. He said that we were offered an opportunity on these two cars through the State; by soliciting someone who had an opportunity to bid on the State program, we short circuited the competitive bid process, allowing the follow-on bidders to bid, knowing the low bid price and not being required to bid in a competitive way. giving them an unfair advantage and providing the City with autos that are not as specified. To get the best deaf for our citizens who pay for the City's goods and services, he felt we should require scaled bids that come back at the same time. and not change the rules which sends a message that we won't adhere to the same rules that we set out for ourselves: that we will reject the sealed bids and go out to someone else and ask them if there's some way we can give the bid to them. He did not believe this was honest. and said it created a situation that hurt Evanston residents. Alderman Drummer con ratulated staff on doing as instructed. He said we are trying to get to a process involving local Evanston businesses, and the fact is we did get a better deal in thLs bid. He cautioned of the need to be a little more careful about defining responsiveness to bids, noting another issue which would be discussed later. fie said the disparity- study told us that We need • to do better in terms of Evanston businesses. fie questioned why some of the specs the Evanston dealer missed were in the package to begin with, questioning the need for items like cruise control. He did not feel there was anything wrong with the Evanston cars, and said we are getting to wherewe need to be in terms of helping Evanstonians. He was pleased with the lower cost and staffs effort, and felt we needed to make this statement to everyone in Evanston. Alderman Moran observed that lie has confidence in staff and believed there was a reason for the specified items. He also observed that we are doing S600 better on the cars but in a context of the other people haling bid and this company got to see the other bid amount. He felt All bidden would like to kno►► what the other bids were before they bid, but that is not competitive bidding and not the system which will give the best deal. Alderman Drummer noted that every time a bid is rejected you basically say what it will take to get that bid. As to the difference In the specs, he felt it was a practicaf matter and was not sure that to function satisfactorily, a car needed cruise control or heated/tinted mirrors. fie felt to reject a bid for lacking these items did not make sense, and said we need to tailor some of these purchases to fit Evanstonians, Upon voting to recommend the purchase of two compact sedans from Evanston Nissan, vote was approved with two yes votes (Feldman and Drummer), one na► (Moran), Alderman Rainey heing temporarily absent to deal with an eighth ward issue in another Committee. 14CI .Ar)nro%:tl of Liw cst Resnunsiwe and Resnonsihle laid for .lances Park }ienm atioF1 - Alderman Drummer mu.etl apliro►al and :Alderman Feldman seconded for discussion. SIr. Hill discussed this item, wwhich he %aid involved pending litigation and could require an Executive Session. These two items are part of a temporary restraining order action filed against the City. Cite attorneys then negotiated a resolution of three unrelated contract circumstances with this bidder. The recommendation on these two bids is part of the resolution on the settlement of the other cases. Should the Citv Council reject these two bids OC above and 4D for Green Bay Road landscaping) the resolution of the settlement would be ineffective and the temporary restraining order would proceed. This resolution allows the City to continue its ►work on Tallmadge and Ackerman Parks. This bidder was the low bidder on the parks buts was considered non- responsible and not awarded the bid. Those two parks would continue with the current contractor with no payment and action between the City and this contractor (Turfcare).With • the two other outstanding contracts between the City and this contractor, on the issue of liquidated damages due to the contractor's lateness, the City's negotiated award would be 5500. There is an issue of the Cite paying for extra w ork an a project_ The work was reviewed and there was a dispute on the total dollar amount of the work. This resolution would have the City pay the contractor 53800 for that isork. The Fnal iszsze is that the Cite is retaining 525,000 on a contract because certain documents required b. the Federal government from the City have not been received by the City from the contractor. The money will remain until the documents are submitted to the Citv. The end result would be for the purpose of making an award tonight staff recommends Turfcare as the lowest responsible bidder. He noted Council has the authority to not follow the City's recommendation. In that car the litigation would be reinstated. Alderman Drummer asked if that were the case, would we be in litigation over the two items on the agenda tonight as well. Mr. Hill said ves. there would be ongoing litigation. Alderman Drummer would prefer to deal with it as it siands now: we have no basis to reject these two bids. Mr. Hill said the basis that was available for Tallmadge and Ackerman Parks would be available in this matter. Staff is recommending, to resoh•e all the litigation, the contractor be found to be the lowest responsible bidder on these two bids. Mr. Gaynor said his understanding is that we're onls making a recommendation. He was not positive that we would go back to court if not rewarded. Alderman Drummer said if we do not award this bid, we will be back in court on these two bids as well, where now they are not part of the court proceedings. Mr. Hill said they became part of the proceedings because the bids were opened on the day of the restraining order action in court, and the judge retstrained the Cite form awarding of any landscaping awards pending resolution. Should the Council not make the award. he believed the temporary restraining order would be reinstated and we would have a hearing as to the contractor being a responsible bidder. Alderman ~loran said his vote will not he driven by whichever is the correct interpretation on this, because we need to make these decisions not because someone is threatening us but because it's the right thing to do. He is going to support these two proposals: he did not feel it a good expense of the City's resources to be involved in litigation. He was anxious to see the worst in the parks proceed. He believed if the matter went back to court we would win, but was anxious to move on. When the question of the responsibility of this bidder came up, we discussed then and afterwards that there would he opportunities provided to them to show they can deliver. These two contracts will be such an opportunity. Cis vote to award these two contracts. Alderman Drummer noted Turfcare has worked for the City for many years and has done fine quality work. He noted things do happen and we nerd to move forsiard. He said that, again, this is an Evanston firm and ive talked about this issue before. He felt we need to involve more people on the advisory committee to communicate more w ith vendors and contractors as to what is expected to happen. lie wanted to move swiftly to get the coordinator on board. He believed things could he done so that this would never need to reach the City committee level. Someone needs to he brave enough to say this is ss rong, you can't operate in this way. He was glad we had the opportunity to put this behind us and move forward. ,Alderman Rainey noted this was a a critical issue. that the neighbors have been looking forand to a pla% area and bird sanctuary in .lames Park to make this park a neighborhood friendlvpark. She hoped all goes well with this. said it must he done well and ssithin the time frame. She felt this park is a jewel in F.sanston. I pon the vote to recommend approval of Item 4C, awarding Turfcare Landscaping the contract for.lames Park renosations for 5136,036.64, motion to approve %vas unanimous. (413) Lowest Responsive apd its o sible Rid for Green Bav Road Lanjscane Maintenance - Upon this related item. Alderman Drummer moved to approve Turfcare as the contractor for this work for 538.300. Alderman Feldman seconding, the motion to approve was unanimous. (13A) Ordinance 6-0-99 - Snecial Assessment 4143d -Mark Karstrom was invited by Alderman Moran to comment on this :assessment for paving the alley north of Simpson, cast of Forestview. • .alderman Moran explained that the Board of Local Improvements had made their X recommendations that the project proceed. The Committee is now Lakin Bose recommendations and considering them. Mr. Karstrom said he lived on the street ajo�tb;, on ace of the largest lots. He was opposed to the paving, and noted a neighbor inho had lkss or judgements against his property, and questioned if it was appropriate to put an assessment on his property alderman ~loran explained that as the assessment process goes forward we have to file an action in the Circuit Court of Cook County, and the court spreads the assessment. Even though the property owner discussed may have liens, he noted title would not clear on that property unless the liens are paid when he 4ishes to sell. He asked if N1r. Karstrom had attended the meetings of the Board of Local Improvements. Mr. Karstrom had beet' unable to do so. alderman ~loran recommended that 1fr. Karstrom meet with Mr. Tonkinson about .Mr. Ksrstrom's concern with the large size of his lot. noting fir. Tonkinson could cxplaln the formula employed to be fair to the larger lot owners and deal with everyone equitably. He explained certain factors in the formula that come into plan. He noted one of the difricujties is that some people on the block use an alley more than others. He discussed how, over time, the decision was made to treat this as a personal decision people make about the use of their alley. He noted the difficulty in getting fair assessments is that the process comes down to -all for one and one for all" and everyone along the alley must pay. Mr. Karstrom outlined his opposition due to size of the lot, use of the alley and potential problems with the assessment. Alderman Rainey asked if anyone who signed the petition in fa, -or of paying; was now in opposition. Mr.Karstrom estimated there are five new homeowners on the block who never signed the original petition. Ms. Burns explained that the notice of the public hearin is sent to the address. She felt the reason more people were not here had to do with tie notices Engineering sent to all the peopple giving the opportunity to come again and addrea.s the issue. Another citizen arose to state Ehat a majority of residents gave approval, that paring will add to the value of the property, and that the alley is in poor condition nos%, alderman Moran discussed one difficulty of the Cit%.*s infrastructure is the number of unpaved alleys, noting there are 62 unpaved blocls just in the sixth ward. He discussed benefits of paving, including the ability to place drainage structures. cutting down on breeding grounds for mosquitoes and yielding other significant benefits. He noted the program is a 50150 one with the Cit}, instituted after years of asking homeowners to pay 100%. after the change to 50150. an amazing number of people came forward requesting paving. .alderman Drummer said there is nothing you can do to help an unimproved alley except put money in it over and over. as a result, many of these alleys are too high. If lowered, it forms mosquito ponds. He said that each year we put a half to three-quarter million dollars into those alleys. He speculated that some day there may be an enforced assessment to pave all the alleys in town. Nis. Burns, as President of the Board of Local Improvements, said that whether 721. or 51%, the Board attempts to see %%hat is in the best interests to the City and to maintain serr ices. She said the Board made the hest recommendation they could. .alderman Moran understood the objections. noted frequently the first person on an alley will say it doesn't require paving, since that person just comes in off the street, but for the person living mid -block the argument doesn't apply. He said --se are trying to do the best thing for the largest number of people. To Mr. Karstrom's question, Mr.-Tonkinson replied that after the alley is paned. the total cost is filed in court. The court orders collection. and estimated that %%ouldn't happen until 2001 for this project. :alderman Nforan noted the assessment is spread over 10 sears, due at year's end. Mr. Stafford explained the interest is deductible, like a mortgage. and one can prepa% A ithout penaltti_ alderman Drummer interpreted the costs: the Citi 2i%e% the residents 50 percent off. but ultimatch all citizens pa% for paring. Alderman Moran agreed. explaining; the other.40% cornea from the General Fund. generated from property taxes. Aldvrman Drummer moved to recommend appro%al of Ordinance 6-0-99: .alderman Rainey seconded: motion passed unanimoust%. (13C) Ordinance 23-0-99 - Special Assessmens =1431. - Mr. Cravens spoke about this "T" alley, noting paving; would benefit not only the single family residents but Central Street businesses, who %sere strong; supporters. The majority of people favored paving: Mr. Cravens added that this was a health consideration, noting; people across the alley from him had 12 inches of water, and some garages had 34 inches of standing water. He also noted dust %s ill be reduced from the x commercial vehicles, and encouraged passage of the ordinance. Alderman Drummer arr&ML, noting one case on Wesley in which three families had no use of their properly. with two feet of water making their back yards useless. After paving their property is usable. Mr. Cravens noted that .Nir. Tonkinson had been very cooperative. Alderman Rainey moved to recommend approval of this Special Assessment for paving the alley north of Harrison and east of Marcy; Alderman Drummer seconded; motion unanimously approved. Ms. Burns stated that she wished to thank Jim Tonkinson for the help he gave this "rookie" through the first alley season, and noted he and his staRare an asset to the community. She am thanked Cathy Brennimzn for her involvement with the Board of Local Improvements. COMMUNICATIONS The Report of Purchasg to Realize Substantial Economic Unefit: Soil HeMed*adon at the Water Dimision; the Update on Police Officer Hiring; and the 1999 Curb and Sidewalk ft1scemeot program memo were acknowledged. Alderman Rainey requested a list of the left -aver curbs and sidewalks, carried over from last year. Alderman Drummer asked if S25,000 is the total amount for sidewalk repairs and was told that it was. Ms. Burns noted that the amount did not allow for many sidewalks. Mr. Nesvig addressed the Committee, saying he came because the Energy Commission passed a motion on March 31 to move forward on the proposal by Mai Rubin. He said that, while the Commission recognizes the Negotiating Team is working on the franchise, we are playing into the hands of ComEd by delaying. Alderman Moran said this will be discussed by the Negotiating Committee. Alderman Rainey suggested that some members of the Energy Commission make a presentation on this proposal to the Negoti2tingg7e2m. 4ir. Nesvig agreed, saying the whole Commission would be able to come. Alderman Moran said the Negotiating Team would be happy to entertain a presentation. There being no further business. a motion to adjourn was made, seconded and passed. The Committee adjourned at 8:16 p.m. Respectfully submitpd;, 7 Darlene E. Nilges Executive Assistant 6 DRAFT - NOT APPROVED L' DRAFT - NOT APPROVED • MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of March 22, 1999 .Members Present: .aldermen Drummer. Moran. Rainey Members Absent: Feldman Staff Present: .I. Aiello. N'. Burns. P. Casey, R. Crum, P. D'Agostino, Z. Edwards, R. FiggureUL D. Gaynor. H. Hill, S. Hunter, D. Jennings, K. Leyendecker, D. rilges. C. Radek, M. Robinson, M. Rubin, B. Stafford. J. Tonldnson, C. Walton. J. Wilkinson Others Present: Michael Gavin, Bob Seidenberg, John Nardozzi, Bruce Kale, Thomas Trainor. Charles Vorburg III, Terry Jenkins, Michael DeN aul, Laurie Marston Presiding: alderman Edmund Moran, Jr. SUNINTARY OF ACTION: The meeting was called to order at 6:17 p.m. by the Chair, Alderman Moran. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA_ diter initi.IL_djscussion. the Committee ttnanim_ ously agreed to annrove the Minutes of the March 8 meeting, and to place the foilow•inn twenty-two items on a Consent Benda for recommendation for City Council approval: (2) 00- of Evanston Payroll through 3/18/99 - Consideration of the City Payroll through 3/18/99 of S1,58",919.-0. (3) Cjry of Fva"i ij Mils throt Q 2 /99 and throjmb J/24/99 - Consideration of the City Bills through 30-3 99 (FY 98-99) in the amount ofS2,013,989.31 and 3/24/99 (FY99- 00) of S585,658.39. (4A) Sole Source Purchase of hiobile_Dato Terminals - Consideration of the sole source purchase of ten mobile data terminals and software upgrade from Motorola for Police and Fire at a cost of S90.400. (413) Bid for Lease of Two ,1Nl wers - Consideration of the lowest responsive and responsible bid from Chicago Turf & Irrigation for a 36-month lease of two mowers for Parks/Forestry & Recreation costing SI 1,553 annually. (4E)State of IllitLois Low Bit] for Police Pac(iap-e Ford Explorer - Consideration of the State of Illinois lo" hid of Landmark Ford for one police package four-wheel drive Ford Explorer for the Police Department costing S27.488 including deliver-*- and warranty. (4F)Sta1e of Illinois Low Bid for3/4 Ton Four Wheel Drive Pickup - Consideration of the State of Illinois loss bid of Landmark Dodge for one 3/4 ton four-wheel drive pickup truck for Traffic Engineering at a price of S22,165 including delivery and warranty. (4G)State of Illinois l,ow• Rid for 314 Ton Ouad Cob 4x4 Pickup - Consideration of the State of Illinois low bid of Bob Ridings, Inc. For one 314 ton quad cab 4x4 pickup truck • for Streets & Sanitation at a price of S31,658. (405tate of Illinois Los% Bid far Fine Olee-Tun Dump rucks - C onsidcration of the State of Illinois lo%% bid of Bob Ridings. Inc for R%e trucks (three for Streets Division. one for Parks/Forestn & Recreation) at a price of S185 13CS. (41)5tate 2f jlli o'c �,%% laid for nne Ford R;tnecr - Consideration of the State of Illinois low bid of Landmark Ford for one Ford Ran^er mith cstcndtd .-ab for Community Development's Graffiti Program for $16.1.16. (6) S ecial Fvent - Youn�.anston ;]mists' ��"E.�1 F4�sti%:t(- Consideration of a recommendation to permit the annual VEA Festi%al to be held May 1-4 on areas of Dempster St. and Chicago Ave. from 10:00 a.m. to 4:00 p.m. (7) Custer*,. vept - Custer'Last Stand - Consideration of a recommendation to approve the Custer St. Fair Organization's request to hold their 2-th annual Fair on June 19 & 20. 1999. (8) Traffic Calnnipg Elan - Sneed Bumns Consideration of petitions to install speed bumps In the north alley of 3000 Central; west alley of 1500 Oak: and east alley of 1"00 McDaniel. (9) flanlution 3-11-99 - License Anreement for. MediaOne Huhsilg - Consideration of this Resolution authorizing the City Islanager to sign an agreement with MediaOne to install a'hubsite at the south end of.lames Park and on the Mulford St. R-O-W. (10) Resolution 14-It-99 - Easement rent fnr Bab%" Toddler titlrsers, - Consideration of this Resolution granting a 20-pear easement agreement for the Baby Toddler Nursery. 2200 Main St. (11) Resolution 18-R-99 - [,ease .addition for Civic Center Office Space - Consideration of this Resolution authorizing a month -to -month lease to Congresswoman Schakowsky for an additional office space at the Civic Center. (12) ResoltIlion 19-R-99 - Motor Fuel Tag Resolution - Consideration of this Resolution to authorize use of S530,000 in Niolor Fuel Tax Funds to resurface streets under the jurisdiction of the City of Evanston. (13) ltesoltition 20-R-99 - Lease of 1335 Dorige Avenue -Consideration of this Resolution authorizing the City Manager to enter into a nine -month lease renewal with option, for rental of 1335 Dodge Ave.. Fire Headquarters. (14) Ordinance 28-0-99 - increase in Liquor License Fees - Consideration of this Ordinance. for introduction, to amend Title 3, Chapter 5 of the City Code to increase fees for certain liquor licenses. (16) Ordinance 34-0-99 - i)ecrease in Class 11 Liquor License - Consideration of this Ordinance. for introduction, decreasing; Class B licenses by one due to change in ownership of Stir Fire Grill. 1 729 Benson Ave. (11) Ordinance 35-0-91) - Increase in Class 11 Liquor License - Consideration of this Ordinance. for introduction, increasing Class B licenses by one due to change in ownership of Stir Fire Grill. 1729 Benson Ave. (19) Ordinance 3"-0-91) - Sale of Surnlus PrgVerty - Consideration of this Ordinance, for introduction, to declare various vehECiCs, trailers and Fleet Service equipment as surplus property to be sold at the Village of Fox Lake Municipal Auction April 24. 1999. (20) Ordinance 39-0-99 - One-«"av Plan for Dewev Avenue - Consideration of this • 09 Ordinance. for introduction, to amend Sec. 10-114, Sched. IV(A) to convert Dewey • Avenue to one-way northbound. from Emerson to Foster Streets. Alderman Drummer moved to recommend Croy Council a .proval of the forrroing twenty-two items on the Consent Agenda: Alderman Rainey seconded motion passed unanimously. ITEMS FOR DISCUSSION (4C) word avenue Water Main Renlacerpent- alderman Drummer moi-Ed approval of Ibis bid, from Civil Contractors & Engineers. Alderman M:- oran seconded. Rainey asked if there were anv concerns about this hid, %shich was extremely loss (S48".600), and questioned the use of the word -adequate" in describing the firm's performance. Mr. Figurelli explained he had now gotten more references; that the term had to do %% ith the firm having bees a subcontractor to a primary contractor who had been problematical. To her concern about the bid, Mr. Figureili noted the two high bids were from aggressive bidders; the low bidders are the more realistic ones. Nls. Burns said she understood the concern about performance; that the State will -keep our feet to the fire" in terms of the time frame. .alderman Moran noted the requested completion date of June 25 due to the scheduled resurfacing of Crawford beginning June 27, which required prompt completion by the firm, within budget, %ith excellent work. Upon review of the references provided, the Committee unanimously approved the motion to recommend Council approval of the lowest responsive and responsible bid from Civil Contractors & Engineers. (41)) State g1 IL Lo%s Bjcl for Two Compact SWiln Autos - alderman Drummer moved approval and Alderman Moran seconded for discussion. Alderman Rainey said this was the type of purchase we should bend over backward to purchase in Evanston. She understood why we buy under the State contract, that these purchases are great deals. but felt the focus for this type of purchase should be on Evanston. She suggested removing this item and bidding it locally. Alderman Drummer agreed: it %could be interesting to see if the cars could be supplied locally. Ms. Burns referred to a previous discussion about the City fleet, and reported that in the fall GIs. • Radek had tried to ascertain local dealers' interest in participating. his. Burns had spoken to a dealer's fleet manager about their nonresponsiveness and learned the-. "ere not a fleet operation; this means they don't get the incentives if they are not a large -volume dealer; her understanding from the fall discussion is that the dealer ciid not think he could make a profit off of such a sale. She mentioned the problem with vehicle acquisition: if you don't order by April or May. ►%e w ill not be able to order until the Fail. with delivery the nest ear; she added facts that man, of our vehicles are in ven poor condition. Alderman Raine} noted much of the abo%e had to du with leasing; this purchase Has not a lease, and it did in,- ohe compact cars. She wanted staff to communicate with area dealers; pointed out that if all this effort had been going on. the Council had not been informed: asked if there was any wonder we %Sant to hold this item. Alderman Drummer asked the deadline for ordering from the State of Illinois low bidder, Landmark Chnsler Ph mouth Jeep. Nis. Radek said the deadline typically is sometime in April. To a further clue9tion. she explained these cars have air conditioning and anti -lock brakes. :Alderman Drummer asked about end -of -year car sales on new 98 models. Ms. Radek reported that last year she and Cit-. Manager Crum met %%ith the dealer %rho had previously bid on vehicles. IioAeser, after six %seeks he could not supply us with the requested %ehieles. She reported that staff had tried to set up a meeting i%ith the other dealer in Evanston; he never came to the meeting,. and after that staff began trt %%under if leasing would be more attractive to dealers. One dealer did not respond to 4 to 6 phone calls. The Nissan dealer did respond in Januan. vi%ing a price almost double the State of Illinois price. She said she would love to buy cars in E,anstun that met the specs, but came up against the problem that our dealers are retailers: manufacturers make incentives for fleet purchases to dealers %vho art licensed for that "pe of sale; those licenses are yen expensive. She noted her task %vas to get the best value, and would get it from an Evanston dealer if she could. Alderman Rainey said she had no interest in spending thousands more for an Evanston purchase. If Evanston dealers are not interested in selling the occasional compact car that's one thing. If they think they must provide all the . fleet's needs that is ridiculous. She is hearing there is no interest in leasing. but found it hard to believe w e could not get a couple of compact cars in Evanston. She suggested a letter be sent W out asking for their level of interest, and felt tiir. DeVaui's Committee might he interested in pursuing this. Alderman Drummer recalled the dealer in question had told this Committee something different. Nis. Radek noted when the Cis% ►►anted to order the cars, he could not • supply them. Alderman Moran was concerned about details of Nis. Radek's information. lie was also concerned if the impact of holding this item was the loss of this opportunity. Mr. «alton explained the local purchasing policy on tonight's agenda would, if introduced, take effect two weeks from nos%: therefore if a bid were sent out tomorrow on this purchase, it would fall under the old policy. which is 53.000 or one percent: or we could wait until the new police would go into effect. To Alderman Rainey's inquiry. Ms. Radek said she believed the State deadline was around April S: however, we could bid it again in August. .alderman Moran did not have a problem with holding the item: however, he did not %ant to waste a month. .alderman Drummer said we must make sure staff and the Evanston business community begin addressing this issue. noting if they don't wish to bid one can't make them, but if there is interest we must put forth effort. He suggested making the purchase on these vehicles and then ascertaining -A bat the situation is. Discussion ensued about why the purchase of vehicles did not seem to attract Evanston dealers, and staffs investigation of possible leasing instead. alderman Nioran was concerned %ith losing this opportunity and would support this purchase. Alderman Rainey was concerned with losing the opportunit;- to buy the cars from an Evanston firm at a similar price. She discussed the possibilih. of votin- to hold this item on the Council floor. Discussion ensued. Alderman Rainey moved to hold this item in Committee. .-Alderman Drummer seconded the motion. Alderman Raines• said that it was important to research this to determine if vendors were interested in selling individual cars to the Citv. in this case, she noted the cars were not specialty package vehicles. Upon voting on the motion to hold this item in Committee, the motion was approved with .alderman Moran voting na%. This matter ►►ill be held pending further information. (5A) C_ a pe Order =2 for Underaround Storage Tank I pzralle Prow - Alderman Rainey recalled a previous discussion on this item. in which she had been told a deadline had been missed but things "ere going along fine. She termed this change order, increasing the price for consulting engineering services by S29.413. a frascr,. She noted the City and QST Environmental Inc., the consultants. blamed Lovalt}�. the contractor. for its performance on the job: she felt that the Cite was paving this motiev to QST to oversee Lo%alty. She wanted to know why these problems were happening and where QST was when Loyalry had these problems. Nis. Burns explained the notice to proceed occurred in July. but was delayed for several reasons, including permitting needed from the State fire marshal. QST had then begun the pproject inside the building and. after the fire marshal permit was received in November. they could then etart on the outside. Since %ve could not reach the November 22 deadline. we were forced to close those tanks dow n. She said the late start %► as the bottom line problem. «e are now trying to get the job done %%ith whatever it takes. the outlined other things. such as insurance issues, proper certification for subcontractor,.. etc. She noted the project management by Loyalty had been inadequate. Alderman Rainey asked. if this was know n in December. why information had not been provided the Council. ils. Burris said that Lo%aIty had changed its management in .fanuarv. at which point things began to improve: that Loyalty itself had realized its problems and changed its town project manager. alderman Rainey asked what QST did about Loyalty's inadequate project management. John Nardozzi and Bruce Ka%e from QST were present. They said QST %%as aware of the difficult% getting the project Licked off and that ►cork in the field was not progressing to meet deadline•. The,- %vrotc Lo%alt% in `member with their concerns and a meeting was held, with week!% meeting initiated. .-k'(derman Drummer questioned some timelines and recalled the City ►vas getting its gas at a local station. QST explained that we are in compliance, because we are not using the underground tanks. and therefore there have been no penalties. Loyalr% representatives Charles Vnrburg III and Thomas Trainer discussed the late start, and explained that. %hen we were close to the deadline, it had been impossible to get materials for the job because of competition from the many others who held off until the last minute. and because manufacturers did not increase production to meet the demand. They noted the additional delay caused by the fire marshal!, who was . inundated with requests and did not increase their workforce to'handle it. as well as the delay 2aw getting started at the beginning. Submittals were not appro►rd quickly and permit; were received very slowly. He noted the first project manager who n*s a problem is no longerwith the comppany. He said the project has come along; according to schedule. Alderman Drumtner asked why we are paying for this change order if they ary on time" his. Burns said the original til time has passed. e. Vosburg noted some things from the Cit► were not [lone until January, notin; the stop -work order until the Cit% could look at the job. To Alderman Drummer's question. fir. Vosburg said dispensers on the south side should be shipped in March, here by April 1 and installed a couple of days later. The QST removals are going according; to Lsian. Mr. `ardoui from QST noted the 210-day contract for completion w ould have been in ! chruary. Alderman Drummer asked if there was agreement on completion in a reasonable amount of time. Mr. Vosburg estimated the second w eek of May. contingent on the fire marshall. Nis. Burns said %%e could be using the tanks M. the second week of April: the original date ;vas February- 17. Alderman Drummer noted this change order was for an additional 521).000; he did not want to see another one on this project. He noted this amount is for the duration of the project; if it goes longer, will we be billed more money? QST reps said it was based on the revised scheduled Loyalty submitted. If they take longer. QST has no control over it. Alderman Moran noted this change order takes the price from 560.478 to 589.891: a previous change order humped the amount from 545.608. He asked if the increases are because we need to address these problems, or is it due to additional scope. or because the project Was on hold. QST reps explained the additional costs the first time were for items adding additional scope. In the second instance, it is because they are spending additional time. making more visits to the site to monitor. having more meetings. etc. This amount is projected on the contractor's most current schedule. Alderman Rainey requested a thorough update at every A&PW meeting from the City. Alderman Drummer moved to recommend approval of the change order: Alderman ~loran seconded; motion was unanimous{% approved. (15) Qrciinrr)ce 32-0-99 - Easement Avreement for 1850 Oak Alp, - Alderman Rainey was concerned that the footings in the right-of-way, for which this easement was -being recommended, %%ould at some tirne in the future impact utility work. Alderman Moran believed the footings would be well documented: GIs. Aiello agreed that all the information about this will become part of what JULIE would mark. Alderman Rainey wished the City to be protected in case of future cost or problems. Nis. Aiello said that a section of the easement agreement addressed indemnification, and that Scribcor would Pav anv extra costs in such a case. Alderman Drummer moved to recommend Council approval of this Ordinance, for introduction; Alderman Rainey seconded the motion Ahich r+as unanimously approved. I IK) r I' ance 36-0-99 - Establishing a Local Purchasinv Police - Alderman Drummer moved to recommend approval; Alderman Rainey seconded. Alderman Drummer noted the Committee chair and two members were present. :Mike Deb aul. Chair, introduced Terry - Jenkins and Laurie Marston. lie said the Committee has had o►er six months' discussion on this topic, %%ith much help from Corporation Counsel about legal ramifications of the policy. Ile noted a goal of the Committee: to do data collection and review any issues raised during its first six months. Alderman Drummer noted section A contained everything in the City's current purchasing policy: only Section 1-17-11Bt is new. Mr. Walton and Mr. Robinson concurred. Alderman Drummer noted the Committee addressed a critical area that needed clarity. and that they laid out the potential benefit~ of the policy. Ile -Ass pleased to have this before A&P%V tonight, %a,.inw it reflected ►chat the City intends to do. and is a statement to Evanston businesses. lie hoped Evanston husinEK,i-s »nuld take rd►antage of it: noting it created employment opportunities. To :alderman loran's question, Mr. DeVaul confirmed that the proposed five percent local preference applies to all contracts over 515.000. Alderman Moran commenter[ on hoer to define a local business; his concern was that there had been controversy over the years, as to ►what constituted a local business. To the degree that there was this preference. he asked that we have proof that the compam is an Evanston business, with real people and real offices in Evanston. lie noted past abuses involving businesses that weren't really in Evanston, or where someone onk lived in Evanston. He »orried that a definition of only having an Evanston address might not he enough. He also was concerned with the criteria U that the business have an Evanston business license and be subject to Fvanston taxes., He thanked the Committee for their efforts to develop A program that l►rlimotes Eyasts>hMn • businesses, but addressed a concern about it: this -mill provide an opportunit% to lot cott"ets to local businesses ►►ith a preference of five perrrnt: theonrticulh. very lat�ge Lo'niracti could bid up five percent from the next lo► "t bid and get the job. He inverpretell that to mean the Cim will be paving an extra five percent. after much thinking and raadinl, about this. he dW ttat think that. of all that wecould do to promote Evanston buaincrosys. this ►►ac the mist hrefer2ble, because we ►+ill be spending Evanston tax money for their goods and ser % ices. He undemood the argument that this was to support Evanston business, but, after this last bud!,ct cvci«c he view ed this almost as a type of tax. What we are saving in our urcIt .ng pnlicv is wt will sad live percent more than we would others ise spend to support Evanston businesses, ►► hether one, two. three or ten. and this money would come out of the General Fund. tie thought our efforts to contain taxes preponderate over the laudable goals of this policeca. As a Council member, he was in support of almost anything he could do to support Evanston business. But in this se he w as looking for the best good for the largest number of people and could not support the Five percent provision. He noted this was not a criticism. but instead his own view of overall Ccscs! management. `Ir. DeVaul related that the Committee had equal concern about determination of Evanston businesses, w hich is why data collection is so important. He noted we are not at that stage ym but are in the process of narrowing down qualifications. He said this Ordinance mxv be revisited after that collection. He said the issue concerning five percent preference had generated much discussion. He noted the latitude on what percentage to stipulate was ven• large. the Committee had chosen the lower figure of five percent as being more advantageous for the City. but the figure could have been much higher. Mr —Jenkins described two parts to the issue: the Cite had spent a large amount for a disparity study Showing minority business w•as not properly connected to the Cit-*. The studv did not recommend there should be set -aside programs for minorih or women -owned companies. but legally this policy, though it S2%.3 Evanston businesses, addresses small E►anston businesses. man' of which may be minority businesses that wish to be connected better to the Cite. Typically. he said. perceniages are part . of the policy. lie noted the whole work of the Committee began with the issue of minority and female business policies. Alderman Moran said he always felt the importance of minority participation in all contracts. Mr. Jenkins noted that some Evanston businesses would not be minority firms: NIr. Robinson netted that these contracts w ould be funded totally- by City funds. not Federal or State. Also. it was noted that one could not presuppose that even Evanston bid ►►ill he found to be the lowest responsive and responsible one. The new- system will capture data on such issues. .\Iderntan Moran asked the progress of M"s purchasing program, whose stren:;ths and ►►eaknesses might he helpful for our situation. fir. Robinson said it has not yet come to fruition: fir. Jenkins noted \ L 's use of a consultant had not ;►Melded the data they liad hoped to get. Mr. Robinson noted the inadequacy of our pact record keeping. but that with our new system we will be able to anahze data. Mr. N�alton added the System. now being implemented bs IS. should be fully implemented in the next month. Mr. Jobinson said past focus had been on larger jobs-. the Committee is considering the smaller businesses` involvement in the process. Alderman Moran spoke of not knowing where the policy would lead: that there ma► not be lar*,e dollar amounts. in which case his concern• would be ameliorated: but. with a million dollar contract with 550.01111 for local preference. he would have to ask irwe should spend that extra amount. NIS. Nlar•sten pointed to the lack of qualitative data. agreed 550.000 would he burdensome to the taxpa%cr. but noted the indirect henefit to the City if Such a purchase retained a business in F %anston. s►hich hired F%2nston residents. Alderman Elaine► said that this citizens' ad►isory committee. fairh new in its present form. should be lauded for the work done on this Ordinance in this period of time. She noted it is extremely helpful for the Council to get such assistance. She asked for a brief explanation of ►►hi fire percent ►.as chosen over a dollar amount. and for the committee's suggestions is to Itoss, in an affirmative way. Evanston businesses could be given information to bid. She felt it important to ha►e someone on staff. perhaps in Yurchasin!!. to seek out i wanston businesses. Mr. HeVaul reported eonsiderrble discussion on the subject. tie also pointed out the taxes in Evanston and the cost of doing business here versus in another city. lie said the committee m IL looked at the range of percentages and feft it important to keep it lower; it was not thought three or five percent would cost the City much money. Mr. Jenkins said, matching the number of City purchases and the types of businesses here. they are really smaller businesses, and this would give them a competitive edge to compete with larger firms. Ms. Marston Said the second issue also was discussed and will be discussed more- She said the Committee will be getting 2 list of Evanston businesses which they can invoke in the business of the City. Alderman Rainer• called anention to the earlier issue regarding purchase of two vehicles. She said every purchase made in Evanston could help ovo or three residents. Addressing the issue pertaining to the ca►a in general. Ms. Marston said the problem is Evanston dealers have very little land and a small inVentorv, as well as the impact of propem- taxes on the cost. Discussion ensued on reasons for car dealers' disinterest. Mr. Robinson discussed fleet prices vs. individual auto prices. Mr. Jenkins said the strength of this program is staff w-ho will look at creative solutions and a b{nrd that will communicate to the policy makers. Alderman Drummer termed tonight's discussion interesting, after so many years' work. He was most pleased that the focus was on Evanston - based businesses. not just minority enterprises, because helping Evanston businesses will help us all. He said we are making a statement here, with the full force of city government. that we believe in chat we are doing, and demonstrating such to the community. Alderman Moran said that the issue, for him, was a question of tactics, not the goal or the objectives or pursuit of the values. He appreciated the Committee's work, and asked that no one interpret his voting tasy as a personal criticism. On the motion to recommend approving Ordinance 36-0-99 to establish a local preference policy. the vote passed with Alderman Moran voting nay. (21) Ordinance 40-0-99 - amusement Tax Ordinance - .alderman Drummer moved approval; Alderman Rainey seconded. Alderman Moran said this Ordinance looks forward to capturing the four percent amusement tax; it was for introduction tonight. and potentialh for action if the rules ►%ere suspended, to begin collection as of April 1 or as close to the date as possible after publication of the Ordinance. Alderman Rainey questioned the section concerning the tax applicability. exempting government and public agencies or institutions. Did this exclude schools:' Stie felt the s%ay it was stated was unclear. Nlr. Hill explained the exceptions had been modeled after the Chicago and Glenyies• ordinances, and suggested substituting the phrase -governmental institutions or governmental agencies" in Section 3-2-18-1 (A). He pointed out this Ordinance watt a substantial change. and ss ould bring in more taxes from other acth'ities from educational institutions, theatres. etc. it %%as a broad -based, thorough tax on all institutions. Alderman Moran asked about lower taxing levels on live performances. Mr. Hill said this was correct, ttte levels were -% and 4%, based on audience capacity and live vs. cinema. .alderman Rainey suggested that the higher taxing levels had to do with the very high price of lise theatre tickets in Chicago. Mr. Stafford added that it seas an economic issue: many big acts are leaving Chicago for smaller vcnues with !osier taxes. Alderman Moran mentioned the financial struggles of nut -for -profit theatres as a rationale for a los►cr tax rate. An alternate motion to recommend [fiat Council appro%e Ordinance 40-0-99, as amended, substituting the substitute phrase suggested above in Section 3-2-18-1(A). ssas unanimously approved. ITEMS FOR DISCVSSION (APWI) Examination of Linuor License.Annlication Form and Procedures -Alderman Rainey said site had requested this item; she asked that it he held for another meeting when there Would he time to discuss. (AM2) Encr«s iusiness Partnerssith City of F.sanston - Mr. Rubin reported that a few months ago the issuance of an RFP had been discussed %%ith fir. Nvs►2j; and %r. Leppke for an energy business partner to improsc electrical ener- in the Cit%. tic noted sse are at a critical juncture with ComEd and are holding this item in abeyance. He asked Cite Committee to review the points in the material furnished and suggest any additional ones; but noted this would be held for a future time. Alderman Rainey noted the Negotiating Team had asked to review this and have it sent back to AMNV. Alderman Drummer noted that it was going to the tiegotiating Team. Ile discussed the lack of a reliable estimate. Mr. `es% lg believed this item w ould come up at the next meeting of A&MV. Alderman Moran discussed the feasihilit% of addressing this item soon, but perhaps not at the April 3 meeting. It was noted that the special meeting of March 29 %►null he about the Stanley Report which may impact our negotiations ss ith ComEd. Ea� Alderman Rainey discussed information that had not yet been provided by ComEd. COMMUNICATIONS CableRepo — Mr. Rubin called attention to the problem of realignment of channels, and our potential loss of particular channels. Alderman Rainey asked what could be done. Mr. Rabin had told the cable company that this situation was unacceptable. He noted TCI in Skokie bad approximately eight public access channels; we had difficulty because we had five. He explained that below channel 22 is where public access and "must -carries" must be placed. If we have five p.a. channels (which is two more than most cities) we have to drop some channels. Alderman Rainey suggested TCI meet with the Committee. Mr. Rubin will call them and ascertain their final �iew on this issue. Strategies were discussed. Alderman Rainey asked how ECMC felt about giving up channel 3, which is where televisions tune in when turned on. Mr. Rubin reported that this issue will be discussed as well. It was noted that to hold the approval of the hub site (on the agenda earlier this evening) would be catastrophic for their rebuild. Nfr. Robin offered to bring the cable company to the next meeting if problems weren't resolved. Possible competition to TCI was discussed. acid it was noted that any new company would have to wire the whale community all over again. Police ORcer Hiring & Fire Pet, %Jon hb� Renort - Alderman Rainey said it was important for the community to realize we have no vacXncies in the Police Department and only one officer out due to injure. She also noted that the Fire Department had what looked like a slow month. The Streets and 5anitatioli Report was acknowledged. There being no further business. the Committee voted unanimously to adjourn and did so at 8:30 p.m. Respectfully submitt • Darlene E. Nilges Executive Assistant DRAFT - NOT APPROVED is 0 -0 DRAFF - NOT APPROVED 0 mm .S AMNUNISTRATION & PUBLIC WORKS COMMITTEE Meeting of March S. 1999 Members Present: Aldermen Drummer. Feldm2n, Moran, Rainey ,Members Absent: None Staff Present: C. Brenniman. V. Burns, P. D'Agostino, Z. Edwards, D. Gaynor, S. Hunter, D. Jennings. F. Kaminski, K. ieyendecker, D. Nilges, C. Radek, M. Rubin, B. Sta ord. C. «•alton. J. Wilkinson, J. Witt Others Present: Alderman Bernstein. 4I. Peterson, Bob Seidenberg, Dave Ellis. Robert Pederson, Pete Andrews, Randy Barrengos, Dick Peach, Richard VanderMolen. Rick Steinberg Presiding: Alderman Edmund Moran. Jr. SUMMARY OF ACTION: The meeting was called to order at 732 p.m. by the Chair, Alderman Moron. APPROVAL OF MItiUTES: The Committee noted to approve the Minutes of the February 22 meeting, with the amendment that Alderman Rainey had been present for the beginning of the meeting, but had been engaged for much of the meeting in deliberations in Planning & Development on an issue concerning the Eighth Ward. ITEMS FOR CONSIDERATION ON CO[.•NCIL AGENDA: After initial discussion. the Committee up nitnousbLagreM to place the follo3ying thirteen items on a Consent Agenda for recommendation for Citv Council approval: (2) CRY of Evanston Payroll through 3499 - Consideration of the Cih- Payroll through 314/99 of S 1.S 10,346.64. - (3) City of Es anstnte Bills through 3i9f99 and through 1110/99 - Consideration of the City Bills through 2319/99 (FY 98-99) in the amount of 51,218,227.09 and 3110/99 (FY99-00) of S 119, 193.98. (4A) Bid for Contract to Provide Liquid Cationic Polvmr - Consideration of the lowest responsive and responsible bid of SAL. Chemical Co. for a two-year contract to provide liquid cationic polymer at 5556/ton for NVater and Sewer. (48) W for Two Utility Truck Bodies - Consideration of the lowest responsive and responsible hid from Sherer Truck Equipment Inc. for (is o utility truck bodies with cranes for Water & Sewer costing S63.220. (4C) Bid for Improvements at Leah-Lomar Patel - Consideration of the lowest responsive and responsible bid from Pederson Construction for impprovements and renovations at this park for Parks/F•orestr4- and Recreation at a cost of5129,066. (-ID) Did for Improvements_ at Dobson Brurrtmel ParA - Consideration of the lowest responsive and responsible bid from Pinel Andrews for improvements and renovationa at Dobson Brummel Park for ParksiForestry & Recreation at a cost of $138.859. i '3 (4E) - Consideration of the lowest responsive and responsible bid from Pinel Andrews for improvements and renovations at Bent Park for Parks/Forestry & Recreation st a cost of 5134 F,34.25. (4H) Bid for Community Policing Van - Consideration of the lowest responsive and responsible bid from Dodgen industries for a communir% policing van for the Police Department at a cost of S90.133.00. (5A) Change Order t#1 for Tallmadee Paris Project - Consideration of this change order for an increase in price of S5.550.00. (8).Grant Acceptance - Judicial advisor Coupl - Consideration of a recommendation to accept a grant for S49,998 for the Police Department for a Neighborhood Youth Outreach and Intervention project, awarded by the Cook County Judicial Advisory Council. (9) iNte diaOne Cons ruction Time Extension -Consideration of a request from Nftdi&One to extend the construction deadline for the cable systtm rebuild from 4 =0 to 6r20i99. (10) Resolution 15-R-99 - Lease Addition for lationai i.ekotek Center - Consideration of this Resolution authorizing the lease of tin additional spaces on the second floor of the Civic Center to Lekotek, effective 411/99. (AA) Approval of -Contract (on Agenda Addendum} - Consideration of approval of the contract betveen the City of Evanston and Evanston Firelighters' Association Local 742, International association of Fire Fighters, effectis e March 1. 1999 through February 28, 2001. Alderman Rainey made a motion to recommend City Council approval of the above thirteen items on the Consent agenda. Alderman Feldman seconded. motion passed unanimoush. . ITEMS FOR DISCUSSION OF) Did for a Backhoe Loader with Beaker. Warrant, and lnvcrter for Water & Sewer ptvision- Alderman Rainey asked how the above -referenced item was to be used by Water & Server. 1Is. Radek explained that in a sewer main break, the breaker can break up [tie concrete. the front end digs the hole. the bucket loads the dirt and the unit hauls it aysay. the Street Division also "ill use it. That Division had a similar unit that was scheduled to he replaced: instead, vve are buying a different type bucket, which is interchangeable. and will be used with this unit for the work in Streets. Xiderman Feldman moved to recommend approval of this purchase, from Nest Side Tractor Sales Co. For S74.120. :►lderman Drummer seconding, the motion ryas unanimously approved. OF) Sotc lid for a Rtscue Boat for Recreation and Fire - Mr. Ellis of the Fire Department spoke in favor of this purchase, noting Evanston has a scuba rescue team which is onh- as good as It can swim. if a member lets in trouble in a rescue. he explained that there are few ways to rescue him or anyone else, diminishing their effectiveness. fie said Ke have been fortunate in the last feA vears at the lakefront. but we cannot bank on having a lack of emergencies. To Alderman Rainev's query. der. Gaynor explained the host wt,uld be stored either at the Dempster Street beach office or the Service Center: and said it would be launched daily. He explained a rescue procedure: the call comes in, lifeguards and beach staff respond with the rescue boat, the Fire Department responds and the vessel is there when the Fire Department and divers arrive, fie explained that radios provide constant communication. A three-day_ training program is pros ided with this purchase. To Alderman Feldman's question, Mr. Gaynor responded that the boat we currently have is inadequate and used for various purposes. This purchase would be dedicated to rescue operations and will he patrolling constantly. It will toys stranded boa" and windsurfers and will be used daily. lie estimated useful life to be 15 years. A representative from the company said X that 15-20 years is not unusual, and noted the Coastguard now uses these boats. ,fir. Gaynor noted part of the purchase included a certain amount of maintenance; after that the boat will • be taken to the manufacturer in Chicago. Mr. Gaynor confirmed that this type of boat is used for rescue operations: it has a rigid and stable bottom in which two victims could be given aid. He estimated patrolling would be from 9:00 a.m. until 8:30 p.m. Alderman Feldman asked about emergencies after hours. Mr. Gaynor explained an emergency team would get the both from where it is stored. m hich in the summer would be at Dempster St., and after the seagnn at the Service Center. He continued that it is stored on a trailer and ready to go. Currently it can onh be launched at Church St.. but.Nir. Gaynor is looking at options for launching at Dempster St. in the future. In answer to alderman Drummer's question. an overhead projection of the boat was shown. whose price included the trailer. Alderman Raines asked what vehicles could Pull it; Mr. Gavnor said a number of pickup trucks or Recreation Jeeps could do so. He explained that, in the case of a drowning in the fall. the Fire Department has vehicles capable ofjpulling the boat. In rescue and recovery operations, before the rescue divers would be done suiting up, the boat would have been placed in the water. Alderman Feldman moved to recommend Council approve the purchase: Alderman Rainey seconded; motion w as unanimous. (fin Three Year Contact with BFi lti'astc Svstems for Condominium Refuse Collection - Alderman Moran noted that this was a non -bid item. Ms. Burns explained: basically, this contract would provide service which has been in place since '92. When contracts were reviewed, she said it was apparent that we needed to put this contract in place, at essentially the same price, but with increases in bonding and upgrades in service. Mr. NValton said that competitive bids in the area had been comparable to this hid. Alderman Moran asked why the City did not go to bid. noting we can't know what we can do without getting specific proposals from competing vendors. Mr. Walton said the only comparison would be comparable bids in the area, and that is what we compared BFI against. Alderman Moran explained that generally, when we buy goods and services, we obtain bids. Mr. Walton agreed, but explained that in this case we have no current contract and this will give us an efficient watt to put something in place. Nis. Burns said there has been no contract since'96. Alderman Moran asked w hat our Ordinance requires in terms of going out to bid. Mr. Walton explained the two options: purchases in excess of 515.000 must be by bid, or by a 2/3 majority vote of Council. .alderman Moran understood that we would like to have the protection of the contract, but we have not had one for two or three years. Mr. Walton explained that the City has begun identifying services for which we do not have contracts. Alderman Drummer said we have a number of contracts which we recently awarded. noting in particular the recycling contract which was not bid out. Nis. Burns noted that it was handled by a request for proposals. Alderman Rainey was concerned that it appears we did not know we were operating without a contract for two years. She asked hobs w•e are tracking these. Mr. Stafford said that one of Mr. Walton's directives on hiring was to do an inventory on our contracts. He said that, in the best of all worlds, w e w ould like to come back and bid this, but we felt (lie highest import was to get a contract in place. He agreed with Alderman Rainey and said we are in the process of categorizing all contracts. Alderman Moran thought this was a constructive step. Alderman Feldman said he was not clear about the thought processes leading to staff being comfortable with not bidding this out. Nis. Burns explained the price was the same as we had been paying for the last three years; and it was a local firm, which was part of staffs consideration. The firm had performed since `93 and overall we were satisfied with their performance. 85 percent of the employees were Evanston residents. Alderman Feldman felt the above were solid reasons, and that though some might disagree — Nis. Burns expressed values that members of the Cuuncil have expressed. lie %vould have hoped to see all this information in the material submitted giti ing a case for this exception and the understanding that this is an aberration but staff felt there were good reasons. Alderman Moran brought up local preference: whether 51000 or three percent, if we don't go to bid we don't know if the proposal for the contract fits w ithin those parameters. lie noted we all place value on local businesses doing well: but we have a number of values, including getting the best deal for our taxpayers. With other bids, we'd have information to consider which was the best. tils. Burns reiterated that the dollar amount was a large factor. Alderman Rainey felt that, with no contract for the X past two years, and with concerns about going out to bid. a delay of a few more weeks would make little difference. She said that, had we known about the tick of a contract, there might have been a difference in the decisions made about the way recycling is being done. She also felt we should disabuse ourselves of the notion that BFI is a locil firm. She said, although they are in Evanston and hire residents, they are a big firm that is in many other places as well. She thought it might have been interesting to have combined this with the recycling bid. Upon voting to recommend Council approval, the motion passed 3-1 with Alderman Moran voting nay. (6) c Calming Plan - :lrga North of Rohert Crown Center - Alderman Bernstein was present at this time and invited any comments on this issue Mimi Peterson, representing the Crown Park Neighbors, noted the very long process involving meetings, surveis and temporary circles. She reported the neighbors had voted [Rice to make the circles permanent. She handed in a petition reflecting the group's views (on file in the City Manager's Office), showing 62 percent in favor. Rick Steinberg, area resident. also very much favored the circles. lie noted that Greenleaf is used as a thoroughfare, and the circles will slow the cars. .alderman Bernstein had received a petition not in favor of the circles (on file in the City Manager's Office). Alderman Feldman noted these petitions were done after the survey had been completed; he wondered if there was some controversy about this item. Alderman Bernstein explained some of the reasons for the petitions, said that personally he did not like the circles, and when he learned 38% had voted against them he wished to learn why. He has received commitments from people promising to maintain the circles so they do not become an eyesore. fie noted there is no question that they slow traffic, though some opponents do not like them for visual reasons, especially after viewing the temporary ones: and said some cisim they do not work. lie said the permanent ones are permanent and cannot be moved around. noting that some temporary circles have been pushed closer together on some narrower streets. lie noted there was no consensus in the community. He reported that Chief Wilkinson had stated the circles do not impede fire vehicles, and that wards in Chicago had not found any difficulties with them. Alderman Moran asked the method used for the two petitions. :alderman Bernstein termed . them "absolutely unscientific." explaining they are separate and distinct from the postcard survey and the initial meeting that was held, and' the resurvey which yielded the 62/38% figures. Ms. Peterson said the response from neighbors in favor of the circles was "a reflux response" against those opposed. and said it was not a scientific survey. Alderman Feldman agreed, noting there had been a reasonable assumption by the "pro" voters that the issue had been decided. Discussion of the figures currenth, required to be deemed a majority vote followed. Alderman Rainev believed that a process had been followed and everyone had been told about it. She did not believe one could find this type of fairness and the attempt to get the sense of a neighborhood in anv other community. She noted a campaign in her neighborhood after the survey deadline, and 6clieved people there want circles but did not send back the postcards. She reported that Beople are flying through that neighborhood now. Ms. Peterson noted that the temporary arrels had been used for over a year, which she termed a really long trial period. and initial proponents were lost because the barrels were ugly and gave a false impression of what circles are. Alderman Drummer agreed with Alderman Bernstein K ho said he personally did not like them. but felt with proper maintenance and landscaping the opposition would diminish. However, Alderman Drummer warned that community groups do not always keep a promised area clean. Alderman Bernstein promised that he would he knocking on people's doors," because he did not want them to become garbage collectors. A resident stated that they may be ugly, but they work. improving her neighborhood 75 percent. Mr. Jennings reported that the intent was to have people on the corners surrounding the circles help with upkeep, but City►' crews would be the fallback for maintenance. Upon voting to recommend Council approve the four permanent circles at Greenleaf at Dewey and Ashland. at Lee at Darrow and Ashland, the motion to approve was unanimous. (7) Increase, in Hourly Park ing_Rates_ at Church St. apd Sherman Ave. Self -Park Ca. raga - Alderman Rainey asked about monthly fees. Mr. Jennings said we raised monthly fees . S5/month two vears ago, and therefore aren't doing anything with monthly rates at this time. 4 Alderman Rainey clarified that monthly rates are raised only every two years, to which Mr. Jennings agreed. She felt the monthly rates to be outrageously low. Alderman Drummer agreed; he and fir. Rubin discussed the rates charged in Chicago. The motion to recommend Council approyal of the hourly rate increases, from .70 to S1.00 for 1-2 hrs; SI.20 to S1.50 for 2-3 bra; S2.20 to S2.50 for 34 hours; S4.20 to S5.00 for 4-12 hours; and S5.20 to S7.00 for 12-24 hours passed unanimoush•. Communications - Alderman Rainey was very glad to learn in the Police Ofr er Airing 11ate that the Department "was so healthy." and that they are hiring. She asked that the Civil Service Commission and staff be told that this is a very good thing. The Streets and Sanitation Ouarterly Report will be brought back to the next meeting. There being no further business, Alderman Feldman moved to adjourn; motion was seconded and the Committee did so at 8:30 p.m. Respectfully submitted L Darlene E. Nilges Executive Assistant DRAFT - NOT APPROVED • 0 ..�'... .-_ ... _,,.• .- y.�, sir,,.. ;' • - l" fit. ADMINISTRATION & ~#UREIC WORKS COMMITTEE' Meeting of February 22, L9" siaeat: ers Dresenw, Fddaran, Moran MemiAld �• -- - • _ _ embesrf Absent: Alder`maa - � t'r"l:�t�.'- :r -ri•, '•'�-j Y? :_ -•: • . _.--: r',c�++.�..iir�t•'.E'—f'i#"—. "C.wt=�='�. Stiff[ mast: C. Bs+ anbu a, Y. iilr ss, R. Cram, Z. Edwards, IL ftiir+ Sr gi�letr D. Jennings, D. Nimes, C. Radek, hL Rabin, B. Staff" C. Wafts, J. Wilichssos� -r - Others Present: Aldersaas iLarry Sul1rallo -Bad- N AL_M1rXWWn, AL - Petsrsop, A. Y.1Ktlly, Jarstae Sk 111im Pl4iie, Ribs ib - 3eldesberg, s. Baaengos _ [ Preslyd�: Alders" lEdas Yl+lCaiti; Jr. - SUMMARY OF ACTION: The meeting was called to order at 7:21 p.m. by the Chair, Alderman Morin. ANNNOUNCEMENT: Alderman Bernstein addressed those ppmeat concerning agenda item 96, "Traflic Calming Plan --- Permanent Traffic Circles, Area tiarth of Crown Crater." He explained that the vote to install the circles was 62 in favor versus 38 opposed; said that he had beard from several people • on the issue, but bad not yet bad the opportunity to meet with all those in the community to answer their questions and hear their thoughts. He requested that this item be held until the meeting of March 8 for such meetings to occur. Alderman Moran explained to those present that, although on the agenda, the item would be held in Committee, and would not be discussed in this Committee or at Council tonight Alderman Bernstein answered a question, explaining that holding the item tonight will not delay any future installation that may be approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA: (2) - Consideration of the City Payroll through 2/I8/9 of S1,474,572.91. (3) City of Evanston Bills through 2/23J99 - Consideration of the City Bills through 2/23/99 in the amount of S1,762122.76. (4A) B* s for Water Treatment Chemicals - Consideration of the lowest responsive and responsible bids for water treatment chemicals for the Water and Sewer Division. Bids were (1) Promark Associates for activated carbon * S819/ton; (2) C&R Inc. Foralam @ $99.50/ton; (3) Rowell Chemical for liquid chloride Q S225/ton and chlorine cylinders ® S105/each; and (4) LCI Ltd for Hydro fluosificic acid @ S130/ton. Approval is recommended for separate two-year contracts with each supplier. (48) Bid for lobal Positioning System - Consideration of the lowest responsive and responsible bid from Continental Sales for a global positioning system for $36,004.00 IWzm - ..1 _ -taw ULF& weasIdwripmomond =4' _ ralii t for aier"& Seti+rtr iri�a, y' • - 'wigs tlt fdrtcue pare hots 1� j: To IS tii�,; a�OP ir a not-te-exceed coat of 01,W. (SA) - Consideration of this aKe er for Pbase YII, Contra � e�Rangc Serer Project wi1� �TJ, i� � eantract !2. 'I1e t4al eoatritt �t ie M,��h.92 tie tiiripaai aae f, a 10.6% ivdiri ion. OR) Consideration off tti W _ - ter trw• 'eg lKatt Sewer Pro}ee"fw�eL �:J. .. 10 for K�decreasiug the ens tract aneui f bry S1%, S- 'I'ite Gial contract aaronit is S291,562.60 above the orWaal amount, a 5.1% iacvesm ... ('7) _ - Cemsiderstwo ' e[ s :t t�trett to dose a psrfi� "of 3t` en Monroe► i iron 9:M-9:45 a.ns for at 3K TRI [or L etion, which srN1d am - n 3-246-2 (A) to iac� the tax from .20 to .30 per transaction and from 34.00 to 56A* per mouth for im+oothly - (4D) - Considt ation of this low bid through the Suburban Purchasing Cooperative (SPQ from Anderson Brothers' Ford in the amount of S44,476.00, including warranty. (AA) Ayaroval of Contract (On Agenda Addendum) - Consideration of the approval of the contract between the City of Evanston and Evanston Police Sergeants' Association, effective March 1, 19" through February 28, 2001. Alderman Drummer made a motion to recommend City Council approval of the above eleven items on the Consent Agenda; Alderman Feldman seconded; motion passed unanimously. ITEMS FOR DISCUSSION (APW1) Granting a 90-Day Extension until 630 of the Epic Ordinance to Commonwealktb E'dison - It was explained that, per an Aldermanic request, this Ordinance, which had bew introduced at the last Council meeting under Other Committees, had been scheduled for further discussion in A&PW this evening. Mr. Bud Nesvig, Chair of the Energy Commission, said that he was not here on behalf of the Commission, because the Commission had not had an opportunity to discuss this item. He requested that the item be tabled. He did not see any benefit to giving this extension, notin; a document issued in 1990 by the ICC that basically said that ComEd has not been doing its lob of maintaining its distribution system and why. Even though the document was almost 10 years old, he said if ComEd had done their job, the Commission would not have come to the Council asking for a consultant to took into the distribution system. Mr. Nesvig presented a slide presentation on the "Report ca the Investigation of the Electric Transmission and Distribution Reliability of the Commomrealth Edison Comeany." Points he1-16lighted included: ComEd's distribution system performance has declined since 1986, and it Ttas failed to tweet most of its own reliability goals duris; the period_ From 1986 to 1990 service interruptions increased by 32 percent. A distribution feeder inspection program is expected to identify a great deal of work needed, more than ComEd's resources will alloys. ComEd's expenditures on the basis of expenses per customer are below industry averages. ContEd does not know the degree to which its system is in coo phance with its existing standard for lightning protection. Over 62 percent of lightning -related outages resulted in no corrective 2 ��: 'f +. ylt: a�i�".-. .��e,��r -. � �� tit-"... . ��� •: '_.. _ �_.�'7t1.• . �.r'. �f Y� � � � , �. •. _i +min w- .. �.A•1��: .+fir. R+7: I -- •• .;7PWV lCi� � _ ..,ter - _-, e � nor*•t•�y!y^S�a-t.Cw.! `,- Y1 aidYrinitR#ii 31 ' ` J sdtadaeda ism to C WNWAVS WU*1Wtes 1W. SMORM t14t t nport, aoWag has accurr�ed tt ii kAte "'GiaE411 iv -hart ao the Energy Counnission cotiid discssa rrepoet W�` srifyed that the extension had uoth"g to do with Coiv "111* rfsrs t . p �riM ia�t thoe; wlits, widtetrt .* �inrehise rir _ w d Wi sup ia escrow. Alderman Febbl irn asked tfi die r Team, min■pp of stall; E�a�r Coas�daltion V AYAssr M�raa stud tl�iEt the llN T "tom Wntssai --oaft for hstaiiii9iiN is - and : seine. Amdatioa bsiWissg was secesury to continue discass'isas. -''He titiisir the Cost tie tstud xwq., t coming up to the 1Narrh 3 date acid decided e�_e�o�e re+adii isire tlit� Tkk wsa b n temporary extension of the franchise. Mir. I�tthedis► ieta at tit. *ltadlsg he had sed bohfti� at an ffit� td aiaWr 1 _ �•�r-�.itu+- •----_a. � �st�s1',L�I�"X �� s�i ski f� ! r s - _ w MWSW wi6 "be msdq' C. sve#� _ - ene QI1al�rtif �.'• .t• C , tttir data been t-mmd— d r ett what t! 're done to the system which we have not i ecdvied. It w - _r aWl mile that data. He added that the thou 1st is the 90 day extension would Set us thMao the very busy budget period in the City and really be able to work with the Council. Alderman Feldman interpreted what was being said to mean this recommendation had been made by the Neptiatutg Team. He wanted it to be clear that this extension was in no way a retreat on this issue; it is a strategic decision benefiting us in terms of our getting more information. It should not be interpreted as backing off from our commitment to getting the best electrical service for the community. Alderman Moran added that originally it was our notion that getting more time would he! us develop our position in a more thoaght-out fashion, and when the idea of an extension was first raised, ComEtl rebuffed us. Although they resisted, Mr. Suffredin had been successful in getting ComEd to agree. Mr. Suffredin caged attention to the slight difTerence in this ordinance from that introduced two weeks ago. This one did not include the Language about the NWMC franchise becoming Evanston's. That is off the table. This one only addressed the 1957 Ordinance being extended for 90 days during negoti2tions.He reminded the Committee that there are a number of options available to us. Alderman Feldman summed up the issue: that our Negotiating Team initially proposed a short extension to get a feel for the negotiations; this was rebuffed by ComEd. and it was our impression that they were trying to push us into an agreement. This in no way mitigates our resolve to get the best contract from ComEd or any other company that may be able to provide better service. He asked if the Negotiating Team interprets Its charge as just relating to ComEd. Mr. Suffredin said that was fundamentally correct, because we are dealing with a franchise for their ability of using our right-of-ways. He discussed opportunities for in to pursue service from other locales. He said fundamentally we are looking to negotiate a deal with two entities: ComEd and the City. Alderman Feldman said that, without prejudicing our negotiations, considering the history of ComEd's relationshie with the City, it would seem that you have a lot of trust building to be done in these negotiations. lie said we have had promises before, and as far as he could tell we have had nothing from ComEd. fir. Suffredin thought the trust building was on ComEd's side, and said we have informed ComEd of significant penalties we will require in Any agreement if realiability standards weren't met. He said we are trying to come up with a srrstem that is fallssfe in terms of not having any misunderstandings. He explained that we are in a unique position, the only Illinois community that is negotiating a franchise with ComEd after passage of the deregulation bill, and the only one that has an Energy Commission that is working hard for us and as a result knows more about the system than ComEd does. 3 � I {-�';'S: '_` -- r. - _- r +-:+'s-;•---- • ':CsaY_< ''��:1.�. w fir, LL �� _�� {r I�t .. s. ,a► —ram_.; � � _ ��.'��..-. a J ` itia�R -Z;M Rx1� tie a(tis aeg�tii Iea�i. Hr pis ti G aMe b-_ aai r■mitihi tlrsa aier-rir+rriders L tiidMiorto • u i fait wrdc, which, thole eaised by a i'vi raetor and Co mew o tie whole systssa and how C*=Ed is readiag; ComdW Iran ht I te,a aagn fist should impr m reNnbWyaa.A answer.yvi"eu r NN s=r+a aka w were Gi Amer �of k.- ` Alderm" F• i�ai _ "` that' the eru I a this, cosodvably with a report tram dw N1�Team, suing tb riiu. Mr. is �ered to dbm is tie ommittee. A kiimW dw.thoWegodatiss Tem. _ M to the CouneL :A]Wihm ie:a�i w4hsed ar tie Bateru Clsw1 }� tee that i jot+e wad v1[te:prf:' b1 tie =cii at the last meetkgp- Mr. Nero* re■niaded that the co= requested Council approval of hiring Mr. Giordano to repeat on without a ka nchhe. He beikwed, from W. Giordano's work, that It would not hart the City financially; that when Council approved the cancelling of the franchise, that there was Implicit In the agreement that we would go into a period of working without a franchise. He asked asked why we were doing this 90-day extension. Alderman Drummer explained that last time it was actions of the City and ComEd which . triggered the lawsuit. If neither party did anything but id it expire, power would have been provided and we would still have paid them for it. However, he outlined the probkais that surfaced at that time when the City sent ComEd a bill. Alderman Feldman said the possibuity suggested by Mr. Nesvig still exists. The 90 days may be over, and there will be ■e ether extensions, and we may be faced with having no sgreemeat. But that doesn't mean at this stage going without an agreement is advisable; only that it is possible at a later time. Communications The rahce Officer Hiring U and Fire Department Mouthly Report were acknowledged Mr. Rubin reported that in the last two weeks we have had broken water and gas essias, electric, and cable line. This is attributable to the major cable rewiring in the community, which Is in the final stages. The utility companies have been of is their JULIE markings, resultiwg in the problems as the company has to push the cable "blind" through the earth. There being no further business, the Committee unanimously agreed to adjourn, and did so at 8:01 P.M. Respectfully submiml , 10�a,llgi , e ,C . Darlene E. Nilges Executive Assistant DRAFT - NOT APPROVED • 4 x- DRAFT - NOT APPROVED ADMINISTRATION & PUBLIC WORKS CONINU I I E Meeting of February 8, 1999 Members Present: AIdermen Drummer, Feldman, Moran, Rainey Members Absent: None Staff Present: K. Brenniman, V. Burns, P. D'Agostino, Z. Edwards. R. Figurelii, S. Hunter, D. Jennings, K. Leyendecker, D. Nt7ges, C. Radek, M. Rubin, B. Stafford, C. Walton, J. Wilkinson Others Present: Lindsey Berkun, Phil Faro, David Plazas, Mille Gavin, Katherine Ritchey, Denis Theriault Presiding: Alderman Edmund Moran, Jr. SUMMARY OF ACTION: The meeting was called to order at 7:34 p.m. by the Chair, Alderman Moran. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA: • (2) City ofEvanston -PayrolI through 214/99 - Consideration of the City Payroll through 2/4/99 of S1,503,599.05. (3) City of Evanston Bills through 2/9/99 - Consideration of the City Bills through 219199 in the amount of S2,643,832.40. (4C) Sole Source ConfCact far _Mended- Consideration of this contract with Stiles-Kem Division of ti et -Pro Corp. to provide the above material at a cost of S7.65 for Water and Sewer Division. (513) Change Orders_#14 for NQves Cultural Arts Center Renovations = Consideration of four Change Orders with Continental Construction Co. For a total increase of S22,426.00 in the renovation contract price. (6) Special Event - Shell Cathplic Center - Consideration of a request to close a portion of Garrett Place Kest of Sheridan Rd. for a fundraising benefit event for this requestor on April 30, 1999 from early Friday to early Saturday morning. (9) Qdinance u-o-99 - Sale of Surnius VeWda - Consideration of this Ordinance, for Introduction, which would declare four 1991 International cabs/chasses with recycling bodies as surplus vehicles, to be sold to Groot per the terms of the contract for recycling services. (10) Ordinance 1}-0-99 - Permanent One-Wav Designations - Consideration of this Ordinance, for introduction, to amend Sec. 10-11-4, Sched. IV(A) to change the temporary one-way designations to permanent ones on both Fowler (Dempster to Church) and Pitner Avenues (Dempster to Church). �x (11) Resolution IQ-R-99 - led'a nt Transfer - Consideration of this Resolution to approve the transfer of cable services (him Mediu0ne to TC ATWIT. 101 The motion to recommend City Council approsxl of the aboNe right items on the Consent Agenda passed unanimously. (4A) Rental of Excavator and Whizel i _oader for Reacation Di. ision - For discuccion, Alderman Drummer moved to recommend approval of the rental. Alderman Rainey seconded, To Alderman Drummer's question. Ms. Radek explained this purchase includeit a wheel leader because the one recently approved would actualh- he purchased after the new budget is approved. She explained that the work at the lakefront is a completely- different application for a loader. Alderman Moran asked if the item in the report concerning bids being sent to 30 potential bidders was correct. It was noted only one bid had been mccived. Mr. «'ahon explained that he'd called some of those who did not submit: basically, the time frame of the rental was too short (about a month) to be worthwhile to the vendors. They had otber commitments for longer time frames. The bidder who responded has a huge stock and has provided this service to Evanston over the years. Alderman Rainey recalled that in the past we would hire a service to do the lakefront dredgin . Mr. Rubin added that one company that had been hired to suck sand from the harbor and �eposit on the beach had failed miserably. Mr. Walton noted having the equipment for a month allowed us to wort; at a lot of other places as well. Upon voting on the motion to approve the lowest responsive and responsible bid from Steve's Equipment Service for S18,200, the motion to approve was unanimous. (4B) Approval of Bid for!QarbAg&_Ppcker Bod�- and Two -rear Warraqj)� - Alderman Moran pointed out that this was a sole bid. Alderman Drummer moved to recommend approval; Alderman Feldman seconded far discussion. Alderman Drummer asked about the old Brovhill unit. Ms. Radek clarified that we still have the Broyhill, but due to frame collapse it does not work and will not be repairable. Ms. Burns said the little Sanivan had been very helpful in alleys during recent collection problems. She noted that even though this garbage packer body wilf be a Parks vehicle, then• will try to use it in alleys when problems arise. Alderman Moran • asked if the correct number of bidders contacted was Five or seven. Mr. Walton said other bidders are usually added to the list after they see the ad and respond. therefore his later report cited seven bidders while Ms. Radek's earlier memo mentioned five. To another question, she replied only one response was received because very few manufacturers make this size packer body: only two in Illinois. Further, the packer body made by Wayne was not chosen because of the short time it has been in production; our criteria states it must be in production for more than a year. The Wayne unit just hasn't been field tested. Alderman Drummer related that Alderman Rainey had�a "great idea:" to arrange with Wayne for us to field test the unit — at no cost to the City. Staff agreed; approached, however, Wayne had not shown interest. The vote was unanimous to approve the sole bid for the garbage packer body (to be placed on a damagged and repaired City owned cab and chassis), from Standard Equipment Co. at a cost ofS36,952 with funds from the 98-99 Fleet Services General Obligation Capital Outlay account. (5A) Ch€tnQe Order- 01 for Uiodergrnund Storagg Tank ProL - Alderman Rainey did not have questions about this Change Order, but asked about the project's progress. Ms. Radek reported that the south tank site is graded; all the underground work is finished and has passed inspections. The 10" concrete slab will be completely poured this week: after seven days it will be cured. She estimated we'll be up and running by the third week in February. She noted the company, Loyalty Environmental Services, has done a nice job so far. To Alderman Drummer's question, Nls. Radek explained the tanks remained in the ground. Because we did not have contamination from leaks, we were only required to take out four feet of stone. There are around six thousand gallons of gas in each tank now, which can -rest" up to approximately four months with no problems. Alderman Feldman moved to recommend Council approval of this Change Order with Loyalty Environmental, increasing the project price by S8,900. Alderman Drummer seconded; motion was unanimous. (7) JMffic CaltpjUg_ Plan - Area North of Rohert Crpwn Ceftter - Alderman Feldman said that • the Committee hadheardfrom the Alderman of the Fourth Ward. who requested that this item, x to approve installation of four permanent traff'>roMcs at Grvtnlcaf at Dewrt and Ashland, amd Lee at Darrow and Ashland, be held in Committer. The motion to hold thix itrru in Commitom • was unanimously approved. (S) Traffic CAWing Plan - Fowler2itner Aera - Alderman Drummer mot cad it, recommumd approval; Alderman Feldman seconded. Discussian: Alderman Morin had giteu same thoutght to these traffic circlesrhe felt as we work on these location -focussed decisions they had tw Abe aldermanic and Ward decisions. Because tt c hit a now reached the point oaf install m permanent structures, he had some concern fropoli�w and preveticnt standpoint. Ile an the concerns raised in various public discussions. lie thought at would he good to receise soamie insight about policy considerations as we motr tottard permanent structures. Aldtrttmm Drummer noted the work that had been done to put a rocess in place that invohcd the casw neighborhood: the process takes a long time, and invariabh• a lot of people get ine oh-ed. He said the longer the trial period the better. fir. Jennings related the beginning of the program ems in June of '97, when Council approved the policy that circles be put in on a trial basis, with neighborhood approval, including a postcard survey to see if permanent circles should be installed. He noted this area will be the third neighborhood for permanent circles so far approved, for a total of 13 circles, though none have been built yet. Alderman Drummer saW these were nett ideas; they were also meant to deal with mare than traffic problems is a neighborhood. Along with the circles has gone great effort b�• the Police Department sad neighborhood policing. He reported there was still some confusion, which in some cases =BY be good since the effect is to slow people down. His belief is that it has been effective in the neighborhoods. His personal feeling was every circle would be a four-way stop, if this were a perfect world. To Alderman MorIn's question, it was noted every intersection with circles h= either two or four-way stop signs. Alderman Moran asked what the theory was behind a comer with both four-way sto signs and a circle; he assumed people were stopping at the signs. Aldermen Drummer anTRainey noted that this is not the case, and Mr. Jennings explained the circles were built to be both physical and visual obstructions to slow people dos n. . Alderman Feldman had difficulty with the idea of slowing people down at an intersection they are supposed to stop at. He asked if we're saying we've abdicated the abilit.- to enforce stop Signs. He felt there was something of an eroding nature in this situation. He would not deny citizens in his Ward the circles if they wished them; but felt the barrels were ugly. which evert supporters in his Ward find a visual detriment. To the question of how many people ramie to the on anal meetings, Alderman Drummer estimated over 25 in his Ward; Alderman FeldmMu felt perhaps eight or so. Alderman Drummer felt we were not abdicating our responsibility for enforcement; however, he noted there are not enough police to enforce. lie knew of people "to complain about speeders who themselves never stop. tie noted neighbors who were frightened; the need to find a way to affect traffic; and called circles a response to what a neighborhood could do to help itself, along with cut de sacs and neighborhood policing. His neighborhood head been much improved in only a year and a half: the numbers of speeders and calls to the po Ewe had gone down. lie noted it doesn't shut people out of a neighborhood, but it makes it diffics:lt to use neighborhoods as cut -through areas. Alderman Feldman asked about a neighborhood which might have no other concerns other than traffic: could one approach that single probh= in a different way to solve it. He was concerned with the large number of people who were furious about the circles and felt them an intrusion. Ile advocated being very careful whwu doing something permanent. He recalled a block which wanted them; over time things changed and they were no longer wanted. Alderman Drummer commented that nothing is re2* permanent. Ile noted the decisions took four }ear-, to get to this point, and the Pitner/Fowler neighborhood had shown overwhelming support. Alderman Rainey felt some people blew up the issue of traffic circles. In her neighborhood people who originally were proponents voted against, 51 % to 49%. She felt this had to do with the ugliness of the temporary circles. However, what broke the advocates' backs was that the Fire Department supposedly said it caused delays in response time and in getting victims to cbe hospital. She felt there needed to be a position statement from the Fire Department on the isme. If there was a negative impact. she said the community should be informed through such:a • statement. She recalled that trials which included fire and garbage trucks indicated both could �i get around circles. Chief a'tilkinson related that he had written a position on traffic cirdrs and col de sacs: neither was opposed.. Negative perceptions of the community were discas&sed; it was noted that cul de sacs have a more serious impact; that permanent circles will be less of a problem. since these could probably be ridden over if necessary. Alderman Drummer refated that Chicago had planted a tm in the middle of a traffic circle, which people knew they could not go through and so went around. Concerning the inconvenience, he noted that if one wanted something to change, one must change something. Alderman Rainey informed the Comratittee that many smaller towns arr nou using traffic circles. Alderman Feldman asked what the effect on response time is, if three or four circles are encountered. Chief Wilkinson said that average response times were reviewed -on a motrthly basis. Some of the times in the report reflect dealing with cut de sacs and circles; his ow -a few was delay was negligible, with 34 minute average response times logged for several years, boZ before and after the traffic calming plan was begun. Alderman Feldman noted how every calamity possible had been blamed on traffic circles by a neighborhood group. He advocated getting a public statement from both Police and Fire officials as to any meaningful problems, and that the effect on spending be stated clearly. He related that some people claimed tlitat, because a circle is there, people would go through stop signs. Upon voting on the motiou to recommend that Council approve installing six permanent circles in the Fowler and Pitner area between Dempster and Church, the vote was unanimously in favor. (12) OrdinanCe 112-0-99 - Reitriction of Sale, Possession and Use of Sir Paint Cans - Alderman Feldman moved to recommend approval; Alderman Drummer seconded. Two audience members asked for information on changes in the Ordinance which were incorporated since the last meeting. Alderman Feldman summarized: two issues were raised at the last meeting. it was suggested to broaden the size of the surface of the markers prohibited in the Ordinance. Corporation Counsel looked into this and suggested we not incluiie smaller points. Second, it was suggested that the sale of etching equipment be restricted. Corporation Counsel suggested that it only be illegal in the Ordinance to carry such equipment with intent to deface. Ms. Brenniman agreed with the Alderman's summary. Ms. Brenniman noted one small modification in the section on intent to deface with etching equipment, to include this in subsection A as well as B. This was probabh, an omission on the part of the Chicago drafters. Alderman Feldman was pleased to know that Evanston's committee system is so good that "we catch Chicago's mistakes." Ms. Brenniman addressed the size of the marker surface: Evanston's graffiti technician had informed her that almost all graffiti is being done with large markers: since the evidence points to this type of marker the Ordinance would be so restricted. Alderman Moran noted work he performs for a spray paint company and excused himself hum voting. Motion to recommend approval passed with Alderman Moran abstaining. ommuriivations Police Officer Iliring,Update - The decrease in vacancies from eight to three was commented upon favorably. December Cable HenutfNitdiaOne Hub Site in .fames Paris - Mr. Rubin explained that NlediaOne's hub site, the major trunk feeder for cable, would be relocated to the far end of James Park. NfediaOne will do all the improvements; we will receive the rent. This will not impact any activities. The City will attempt to get the best rent possible. He noted Mr. Cavnor had requested that rental monies be credited to Recreation. Discussion ensued. There being no further business. Alderman Feldman made a motion to adjourn; Alderman Moran seconded. Motion passed unanimously, and the Committee adjourned at 8:37 p.uL Respectfully submitt Darlene E. Nilges Executive :assistant DRAFT - NOT APPROVED • 0 16- • DRAFT -NOT APPROVED ADMINISTRATION & PUBLIC WORKS COM311 I I E Meeting of January 25, 1999 Members Present: Aldermen Drummer, Feldman, Moran, Rainey Members Absent: None Staff Present: K. Brenniman, V. Burns, P. Casey, Z. Edwards, R. Figgurelli, D. Gaynor, S. Hunter, D. Jennings, K. Leyendecker, N. Nev, D. Nilges, ht. Rubin, B. Stafford, C. Walton, J. Wilkinson, J. NVolinskl Others Present: E. M. Nesvig, Lindsay Berkun, Sam Nash, Ralph Dupuis, Elsa Araneff, Natascha Chadha, Resshmi Kutty, John Cawlev, Maureen Cawley-, Dan Cawley, Cheryl Anderson, Glenn Henikson, Charles Keevil, Kristt King, Lindi Schumacher, Elisabeth Krebs, Sean Neumann, David Plazas Presiding: Alderman Edmund Moran, Jr. SUMMARY OF ACTION: The meeting was called to order at 7:15 p.m. by the Chair, Alderman :Moran. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA: Alter initial discussion. the Committeg urtanimously agreed to approve the Minutes of the �11 meetin pnd to nlace the followinElve items on a Cbpsent Agenda for recommendation for City Council annroval: (2) City of Fvap5tq[LPayroll through 1/21/99 - Consideration of the City Payroll through 1/21/99 of $1,617,557.89. (3) Sity_qf Evanston Bills through 1126/99 - Consideration of the City Bills through 1/26/99 in the amount of $1,465,648.47. (4A) _Cpntract for Assessment of Library Nerds for %Ioderatt and Low Income populations - Consideration of this contract with Himmel & Wilson Library Consultants in the amount of $35,000. from a grant from the I1. State Library. (5D) Change Order 94 for Modification$ to Fire, Alarm System - Consideration of the Change Order with Kaplan Assoc., Inc. for modifications to the system at the Chandler - Newberger Center for an increase of S13,006 in the renovation contract. (7) Ordinance 3-0-99 - Increase in Sewer Kates - Consideration of this Ordinance, for Introduction, to amend Title 7, Chapter 13, Section 3(a) of the City Code adjusting the sewer user charge to S2.77 per 100 cu. ft., a 35% increase over the current rate of S2.05. The motion to recommend City Council approval of the above five items on the Consent Agenda passed unanimously. (4B) Purchase of 16 Handheld Ticket Writeri. Softwaue. Wickets and Return Envelopes - Alderman Feldman asked how these units differed from the present ones. Mr. Jennin explained that what is used now is obsolete, not being supported, and not 2000 compliant. Tape new units produce a wider and more legible ticket; it will also hold more information, such as a scofflaw ist and boot -eligible list. Alderman Drummer asked what occurred at the end of each day. Mr. Jennings said that information from the units is downloaded each night and uploaded _X with new, current information each morning. alderman Feldman moped to recommend approval of this purchase from T2 Systems in the amount of S100.04. Alderman Drummer seconding, the motion passed unanimously. (SA) Contract Amendment 44, Phase V. Construction Scn-iccs Con(raoj&ng Range Sewer Program - For discussion. Alderman Rainey moved to recommend approval and alderman Drummer seconded. ,Alderman Rainey said that tbis item, increasing; casts h% a not -to -exceed amount of S20,000, was directly related to the 3S° o increase proposed for the sewer rates, because it was an expense having to do with renovation of the system. After already spending $20,000, she said we are now being faced with another request because Harza Ewo irontnental Services is needed in an expanded way, but no information on how this amount +•as spent had been provided. She believed the Committee needed to review every cent spent on the sewer project. She requested that staff provide all backup material from now on. Alderman Feldman said that throughout the use of Harza, an organization he respected, there had been questions of accountability. Though assured that all charges underwent staff scrutiny, he asked for more information for the Council and supported Alderman Rainey's request. fir. Figurelli agreed to provide breakdowns of all billing from now on. Nls. Burns reported that staff had made every attempt over the months to go out and have involvement by other firms. Another engineering firm had signed a contract a couple of weeks ago. She said an hourly rate on the hours expended and an estimate of the hours it will take concerning the arbitration issue could be provided. Alderman Rainey requested a breakdown of the expenditures already made and the billing, before the payout of this S20,000. Mr. Figurelli explained that Harza provides a monthly billing. Alderman Moran spoke of his experience on the Flood & Pollution Control Board and of his observation of Harza in his Ward over the years. Based on these things, he could vouch for the fine job they performed, though he also supported the information requested and was confident they could supph• it. Alderman Drummer also termed working; with Harza a positive experience. Alderman Rainey clarified that the issue wasn't that they do not do good work, that she expects the finest work from our contractors; however, she noted this is the most expensive project the City had engaged in and feels there is an obligation to account for the money paid • them. Upon voting on the motion to recommend approval, motion passed unanimoush: (5B) Change Orders 03-6 for Remodelingjqf Fvanston Police Station - Alderman Drummer moved to recommend Council approval; Alderman Feldman seconded. Discussion: Alderman Rainey, looking at all three Change Orders as a group, believed the total for all Change Orders on this project totaled approximately 40% of the original price, which she felt was a lot. Mr. Rubin estimated the original price had been S685,000; it was now at S750,000; or about Ii% more. Alderman Rainey also called attention to the length of time to complete the project and Mr. Rubin confirmed that the project is about four months behind. He explained that the current change orders are for the front of the building, including the desk and two rooms. To Alderman Rainey's question, he outlined several reasons for the delay, from people not showing up on the job to the problems due to not knowing how- a server in the front was configured, which alone caused at least a month's delay and significant expense. When it had been opened up, then could not go in the way it had originally been thought, fie also discussed a problem with ductwork. lie said that sometimes problems like this are simply, the nature of remodeling. We did not have the as-builts, but even when as-builts are available, you may find things different from what the plans say. To a further question, Mr. Rubin said the contractor had missed the last deadline and had been threatened: Mr. Rubin said it appeared the contractor was having difficulty finishing the project; a contractor must stay involved and on the job. To Alderman Rainey's further question, Mr. Rubin said job reports could be furnished. fie clarified that the Committee ,vas getting four change orders tonight, some of which stem from work done last summer due to the contractor's delay. He estimated they are within five percent of being done, and said staff and the architect have also been on -site. Alderman Rainey asked for an explanation of the change order approval process. Mr. Rubin explained, using a current example for S39,000 for sewer renovation. He said the contractor will get to a part of a job where he cannot fulfill the contract documents, and puts in a request to the architect. The problem is discussed at a job meeting, and the architect will approve or deny the request. Once the architect agrees it cannot be performed as specified, he will request a change x order be written and sign off. What the Committee received is an approved request for the change, which staff also approves. It is hoped we can approve the change order before the Wwric is performed; but sometimes that would result in stoppage of the work and would cost us a W of time- Sometimes. if it is the architect's error, the architect is requested to cover the expenditure for the change order. L'pon voting, the motion to recommend approval of the change orders #3-6 by 11CNi Associates for a total increase of S41,490.I7 was unanimnteel} approved. (5C) Contract &nepdmgnt #1 for Professional Design 51ryices for rQ ice/Fire SlatLm - Alderman Rainey referred to a plan not to use the same architect for all phases of this project. She asked if this were another phase of the project, and Mr. Rubin confirmed it was the dal phase. He noted the phases were bid separately, the original job being bid as phase one. He noted Sente and Rubel also did the overall study of the station. and did phase one. To Aldermut Feldman's question, he said we have a list of contractors and architects who have performed satisfactorily versus those who have not. Material on this is being standardized and sent to Purchasing. Mr. Rubin outlined the need to document everything and substantiate all claims. Alderman Rainey moved recommenda approval of Contract Amendment #I to Carvw Architects and Planners in the amount of 559,000, primarily for modifications to the HVAC system and boilers. alderman Feldman seconded and the motion was unanimous. (6) Ordinance 112-0-98 - Restriction of Safe and Posses,ioonn�of of Paint - Alderman Mores explained that this item had been on the agenda at the last meeting, when potential changes to the Ordinance had been discussed, the principle change being in section one, from a blanket prohibition of the sale of these items, to one prohibiting sale to those under 18. The other sections were essentialh• the same: prohibiting possession by under -aged persons, with some exceptions; prohibiting aiding or assisting the under -aged to obtain; prohibiting possession with intent to deface; and the penalty of not less than 5200 or more than S500. Mr. Nesvig of ERDCO Engineering noted part of the penalty being suggested is to require the graffiti artist to remove it. He noted his building is three stories high, and graffiti is often placed • on the third floor level. Ills concern was the liability of requiring removal from that height. Alderman :Moran agreed that premises liability could apply; the Committee said that removal in such cases would not he part of the penalty and that this was not mandated in the Ordinance. Ms. Berkun of Goods of Evanston noted that her store sells some clear sprays; discussed the Up esof markers they sold behind the counter, where they have voluntarily restricted sales to thse over 18 for years. She noted any of their markers could be measured as 3/8", the diameter mentioned in the Ordinance. She exhibited design markers used by students doing graphic desiggn, architects and fashion design professionals, among others, noting thousands are sold yearn, and the hardship of not having them accessible to customers. alderman Moran noted certain markers would be restrained to those over 18. Alderman Rainey noted these very markers are sold to juveniles who deface Evanston property. It was noted alcohol -based markers are sold freely, and they are easy to remove. tits. Berkun felt it would be hard to restrict markers that are housed on a large display. Alderman Rainey noted the purchaser still has to take them to the register. She recalled the cost to the City for graffiti removai is 580,000 a year. She likened this restriction to the change in cigarette sales. Nis. Berkun stated that Goods had taken markers off the shelves voluntarily and had been in Evanston for 90 years. Alderman Feldman understood it might be an imposition and not easy; what the Committee was saying was that any imposition, which we have modified. should not affect sales, though it might affect your operation in that sales have to be to those over 18. The reason. he explained, is to attack, in a small way, a violent and destructive act against the community for which we pay over and over. tits. Berkun asked the dimensions which would be measured. If it is the writing width that is 3/8" she recommended that this needs to be so stated. Mr. Nash of Tom Thumb demonstrated that some markers have tips less than 3/8" but are the kind most likely to be used for graffiti. He asked, if you are of legal age according to this ordinance, can you have any paint that you want? Alderman 4loran explained that you cannot have it with intent of aiding or assisting anyone to deface. Alderman Drummer asked if Mr. Nast: was recommending that we should consider something under 318" in width for the Ordittance. Mr. Nash noted the example he passed around is hardest to remove. Alderman �. Raines noted the ingredients in the solvent affect removal. Alderman Feldman and 'Moran noted that we will have to look at the need to amend the Ordinance in relation to Size..-kWtrman Raine% said that the merchants made a good point that, regardless of "the point" on the Caen, a smaller pen could make excellent graffiti. Nis. Brenniman said staff would look into this and review the Chicago Ordinance. Mr. Wolinski brought up the issue of the S200-"00 penalty: he noted Evanston had not been successful in getting fines for graffiti in the past, through court judgements; he noted this could change with administrative adjudication. Mr. Dupuis of Lemoi Hardware noted they had been part of Evanston for over 100 years. He brought up the problem of carbide -tipped etchers and the tagging of windows and mirrors. When the Chicago Ordinance was passed they noticed an increase in the number of kids in the spray paint department and took it on themselves to stop selling to those under I8 four tears a o. That age group no longer comes into the store. He said another issue needs to be addressed: you can put all the restrictions on the sales that you want, but kids can go into stores like Target or Home Depot and steal markers and paint. Alderm,2n Feldman would move to include the etching materials in the Ordinance. fie appreciated the way our merchants, with civic responsibility, began on their own to take steps to eliminate this problem. All who appeared before the Committee indicated the wish to set standards in their business to help the community. He said the reason we need this Ordinance is for those who might not be doing this. He thanked all for their input. He suggested a letter go out to mass merchants explaining that the City is very serious about enforcing this Ordinance and urging compliance. Alderman Rainey thanked Mr. Dupuis for information about including etching equipment and material in the Ordinance. She suggested these items be included in an amendment to Section 9-5-29 (prohibiting sales) as they were described in Section 9-5-32 (c) concerning possession. his. Brenniman will ascertain that a more stringent Ordinance would pass constitutional muster, noting the Chicago Ordinance was challenged but found constitutional Discussion ensued about the possible reasons for etching tools being mentioned only in one section of the Chicago . Ordinance, the need not to include by definition such things as screwdrivers, etc. Mr. Wolinski spoke of the issue of trying to trace where the cans and markers were obtained. He asked if it were ossible, were the Ordinance to be passed, to code and trace where the material is bought. ,Is. Berkun noted 90 percent did not "buy" theca; the items were stolen. Discussion ensued about the lines of products sold in various stores. alderman Drummer recalled previously discussing the industry's responsibilities; Mr. Wolinski reported we have not received a response from Rustoleum. Alderman Drummer felt assistance from the industry would certainly help us. Ms. Berkun asked how this would be enforced in terms of the large merchants, noting the smaller ones police themselves. Alderman Drummer believed, once passed and correspondence sent, even the larger stores would wish to comply, though he noted possible difficulty in communicating with the employees in a large and changing workforce. Alderman Moran noted that he would not vote due to legal work he performs. Alderman Rainev felt it worthwhile to eliminate the reference to size of the tip of the pen. NIa. Brenniman will research further. It was suggested to introduce this matter this evening, and that an amended Ordinance be prepared for the February 8 meeting. It was moved and seconded to send this Ordinance as written for recommended introduction by Council. Motion was passed 3-0 with Alderman '•loran abstaining. it was suggested that the item be referred back to Committee. fommunications Mr. Stafford reviewed the bids for the 3.5 million water revenue bonds. He noted the low interest rate of 4.3906. Five bids were received; the City also retained its AA rating for water revenue bonds. Moody declared that we have a sound operation; however Moody*s was happy to hear that Council was considering increasing the rates or reducing the transfer to the sewer fund. This item was introduced at the last meeting and is up for adoption this evening. Alderman Drummer clarified that this sale will be for I998 capital improvements. He also noted . the increase In server rates was on the agenda this evening, for introduction (Agenda Item 47). 0 It was noted that we had committed ourselves tilt some alterative mast be in place, either the serer increase, or a combination of sewer and water. Alderman Moran thanked Mr. Stafford for the report. Alderman Drummer noted the implications of the 35% increase do not apply solely to the bond issue. The other communications, Eire Department Monthly Report, Cable Report and Single Audit Report, were acknowledged. Two recent Gres were discussed, Alderman Rainey note= -and work in dealing with prbAem buildings being carried out by the Fire Chief, Police Mr. Wolinski on the Civil Enforcement Team. AD,TOURNMENT Haring no further business, a motion to adjourn was unanimously approved, and the Committee adjourned at 8:35 p.m. Respectfully submittt-+ , z• Darlene E. Nilges Executive Assistant a 5 DRAFT - NOT APPROVED DRAFT - NOT APPROVED 0 MIS=; ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of January 11,19" Members Present: Aldermen Drummer, Feldman, Moran, Rainey Members Absent: None Staff Present: K. Brenniman, Z. Edwards, S. Hunter, K. Leyendecker, D. Nil es, X Rubin, B. Stafford, D. Stooebstck, C. �ti'altoA, J Wilkinson, J. Wolinsla Others Present: Alderman Engelman, John Cawley, Dm id Ellis Presiding: Alderman Edmond Moran, Jr. SU N MARY OF ACTION: The meeting was called to order at 7:50 p.m. by the Chair, Alderman Moran. APPROVAL OF MINUTES: Alderman Rainey moved approval of the minutes of the December 14 meeting.Alderman Feldman seconded the motion. Alderman Rainey commented that A&PW's minutes were literate and well-done. Alderman Moran added that they reflected well on the Committee's discussions. The motion to approve the minutes of December 14 was unanimously approved. ITEMS FOR CONSIDERATION ON COUNCIL AGENDA: After initial disc u4.ion. the Committee unanimougb• agree¢ to mace the following nine items on a Consent Agclida for recortmtendation far City Council aanroval: (2) • of Evanstgn Pavrolls throggh 12/24/98 and 1/7/99: and Sick Leave Payout Consideration of the City Payrolls through 12/24/98 of SI,488,891.98; and through 1/7/99 of 51.605,661.82; and the sick leave payout through 12/24/99 of S.330,563.95. (3) 2/ - Consideration of the City Bills List through 1/12/99 in the amount of S ,483,630.17. Alderman Rainey requested that the reimbursement of a conference fee for an Environment Board member be paid from the correct account for such an czpenditure, ivithout holding up the Bills List or that item. Mr. Rubin explained that a transfer could be made so this could be accomplished. (4A) Lowest RespQnaivc and Responsible Llid for Eleven Portable Arta Vglociv Flow Netgrs - Consideration of the lowest responsive and responsible bid from Elan Environmental for eleven flow meters for the Water & Sewer Division at a cost of S26,911. (4B) Proposal fo1- Engineering Services, [Qr Water 11ssin Proiesb -Consideration of the proposal from Alvord, Burdick and Howson for engineering services for these projects for Water L& Sewer, at a not -to exceed cost of S44,600 for engineering design and bidding services; and a cost of 59,500 per month for engineering; construction services. Alderman Moran noted this item would need a 2/3 majority vote by Council for passage. (5A) Change Order #2 for Phase VII. Contract D, Long, Range Sewer Program - Consideration of the Change Order with DiPaolo Co., decreasing the cost by S129,577.40. • (5B) Change Order #1 for Phase V1I. Contract F, Long. Range Sewer Program - �X Consideration of the Change Order with DiPsolo Co., increasing the cost by $4,09&65. (6) Apprual Qf Promed IM EVZMARK Bud - Consideration of is request from • EVMARK to approve the proposed 19" EVINtARK budget for enhanced maintenance and marketing activities in Special Service Area i4. (i Approval of Natural Gas Franchise AEreSMet l _Amendmgnt - Comi ieration of a recommendation to a rove a natural as franchise agreement amendment with NICOR in regard to receipt or an annual payment. To Alderman Drummer's question, Mr. Rubin estimated a .05/therm benefit would be realized, for a total of Ipproximately S5,000-S10,000 for up to 110.000 therms. He noted after the 110.000 therms are used up, one must buy the gas from N-ICOR at a rate higher than this wholesale ratr_ Alderman Moran wondered if gas could be purchased from another source, realizing a greater savings. Mr. Rubin noted the average market value of the franchise gas allotment over the last 36 months was approximately .36 which was charged by NICOR. What we were paying on our wholesale gas was .26 to .28; therefore, for the S42,000 wholesale price, more than the 110,000 therms could be purchased_ Alderman Drummer noted we are no longer going to take gas from NICOR; we are taking money and buying the gas from someone else. Alderman Rainey brought up the paragraph in NICOR's letter which dealt with receipt of the agreement by 12/31, pro -rating the sayings so that it would be less every day it was late after that date. Mr. Rubin explained staff had a serious concern about the agreement, which we asked the Northwest Municipal Conference to review. lie noted our concerns had been alleviated, that the City actually had until 3131 to sign the agreement, and that, even though 11 days late, we were still getting value. (8A) Ordinance 5-0-99 - «"ater Rgve"pe Bond Sale - Consideration of this Ordinance, for introduction, to approve a S3.5 million dollar water revenue bond sale - The motion to recommend City Council approval of the above nine items on the Consent Agenda passed unanimously. . At this time Alderman Engelman and Jim Wolinski, Director of Community Development, were present to discuss the next item. (8) Ordinance 112-0-98 - Restriction of Sale and Possession of Snrav Paigl - Alderman Moran indicated for the record that he would abstain from voting because of legal Rork that he performs for a manufacturer of these products. Alderman Rainer- said she found the amount of graffiti in her Ward this year overwhelming. She referred to a memo on costs to the City and asked for updated information, since neither the graffiti specialist's salary nor Park/Forestry's expenses for graffiti on park property were included in the memo. She spoke of her level of "zero tolerance" after learning that there was not much we can do with the juveniles we catch, beyond some community service. She related that, at a meeting the Police held at the Library, an elderly lady had told about repeated graffiti on her entire garage door. One piece of graffiti included the warning not to remove this — that it would just be put on again. Alderman Rainey felt Evanston had not yet reached the level of intolerance necessary for change, though some businesses here were at that level already. She felt the solution wasn't removal — it was stopping it. A tagger at the above -mentioned meeting had talked about his "obligation" to graffiti something he sees as ugly, to "improve it" with art as he sees it. He said he never thought to ask permission, but that he had a drive to improve blank spaces with his "signature.- She noted taxpayers are paying S40-50,000 per year for removal from their walls. buildings and sidewalks, not to mention the time it takes staff to remove, and felt that people should not have to face this every morning. Mr. Wolinski reported that approximately S15,000 is paid for the graffiti removal contractor for private property; half the graffiti technician's salary, approximately S25,000 with benefits, is graAd-related, and work done by the Parks/Forestry Division is around S40,000. He said we have about 5,000 incidents per year that we clean up; there are probably more that we do not • get to. He noted when this reference was received from Alderman Rainey, an ordinance was written modeled on Chicago's ordinance, the most restrictive one of which we are aware. It not only L*U spray paint Saks, but aho holds people responsible for sales to minors, with flues for graf Wing of up to S500. Alderman Rainev asked what would happen, under this ordinance, to a juvenile who was caught; and asked if the fine would be for having the materials or for the graffiti which had been painted. Ms. Breanim2n explained than a juvenile could be charged with r both items, since under the Ordinance it would be unlawful (a) to possess the paint and (b) to Possess with intent to deface. To a further question, she said she believed a 14 year old now caught red handed probabh• would be prosecuted under some form of disorderh• conduct. ti Mr. Wolinski outlined the policy worked out with the Police Department (PD): when caught, the PD gets involved with the parents and the juvenile, and gives the option of the Juvenile being taken to court or paying for the graffiti to be removed. Two taggers had been caught in the Last two weeks; one pareat had paid 51200, at S-10 per incident. To Alderman Rainey's question, be said the reaction of parents is first one of denial, followed by much anger toward the child. He noted that, for the most part, these kids are `model citizens" who came under the influence of their peers. Alderman Engelman said he had the utmost respect for the alderman's sensitivity to the issue and her hard work for the community, but he was not sure about the breadth of the proposal before us tonight. He hoped we would talk to Evanston business owners and get an understanding of the impact to businesses of outlawing spray cans, as opposed to outlawing it only to those under IS years of age which might be preferable. His said that this ordinance was like the Chicago ordinance; he asked if there is any literature about its effectiveness" Regarding fines, he would rather see the young people having to clean up the graffiti and do community service, than to have the parents pay a fine. Alderman Rainey said that the community service issue was a complex one, and suggested if a parent is brought in at the beginning they will take an active part. She believed hardware stores in Evanston attempt not to sell the paints to kids. She did not wish to see the ordinance watered down, but suggested that an Ordinance limiting sales of spray paint to those over 21 would bean acceptable alternative. Alderman Moran thanked Alderman Engelman for his comments. Alderman Nforan suggested that those who market the products be brought in to discuss the issue. Alderman Rainey wanted the victims of the crimes to be considered as well, and asked that Parks/Forestry and the elderly lady whose garage was repeatedly defaced he brought in as well. She noted that if this makes a major impact on our businesses, perhaps it means that much of the sales are to kids. She recommended imposing this ban on the businesses. Alderman Feldman said he'd be happy to listen to the concerns of those people and to consider the possible 21-year-old exemption, He would insist that there he a liability for anyone over 21 found aiding and abetting. He agreed that the community service component in reality might not be worth doing, and instead wanted to see some parental involvement, perhaps a combination of service and a dollar fine. more than community service alone, which he felt wasn't clearly a deterrent. The amount of the fine could be discussed. His understanding was that Chicago had a very active graffiti removal program with special trucks and machines, as well as strict enforcement. He noted hotly difficult it is for an adult to buy car spray paint there, but also noted there is still gr•af iiti all over Chicaga. He felt both neighborhoods and real estate sales suffer, and costs go far beyond the removal costs. Alderman Drummer reminded the Committee of the lack of graffiti in Singapore, and said that Alderman Feldman had made good points. He said it could be arrued that S40,000 is a lot, but really is not a lot. noting how quickly our graffiti is removed and 11" well the City- cleans it up. He thought it important to control the paint market, but not on the backs of Evanston merchants. He felt the paint industry should share some of the responsibility, and suggested coding cans, which would not prohibit sales. As a businessman, he would fight againsta ban on something he had a right to sell. He noted that he uses a lot of spray paint in his own business, and sends young workers to buy it. He did not feel solving the problem was to ban the sale of spray paint, noting a person could buy it somewhere else. He was encouraged that a few perpetrators were being caught, and felt a strict penalty was a strong deterrent. He said that if we are serious about graffiti we should not choose to ban the paint, but to catch more graffiti artists who are breaking the law. He wished to see data on how the Chicago program was working. Alderman Rainey, requested that 1VLs. Brenniman be allowed to change the proposed Ordintuce to a restriction on the sale to those over either 18 or 21. She said that Mr. Perman, Evanston • Chamber of Commerce, reported that hardware store owners supported this. She said she differs with the idea that the solution lies with homeowners' and the City's efforts to reasove the graffiti, feeling the solution lies instead with serious penalties to the perpetrator, not the vietim. She did not feel that Evanston presently had anything substantive to address this problau. Although she knew some adults do not feel this is a serious problem, she felt it is serious and advocated steps be put in place to address it. She said it is time to say that this Committee will no longer tolerate the problem: let's address it now. Ms. Brenniman answered Alderman Feldman's question, explaining part of the Ordinance addresses aiding and abetting. This is a four Sronged Ordinance: there is the problem of the sale to all; possession by anyone under 18; aiding and assisting; and the possession by anyone in certain areas and with intent to deface. She believed the Chicago Ordinance was enacted around 1994, and said the constitutionality had been attacked by retailers, but the Appe1112te Court upheld the Ordinance as part of the City's home rule powers. To another question. Ms. Brenniman noted on a rational basis there is no fundamental right to possess spray paint. Alderman Feldman understood from Mr. Perman that Evanston retailers were willing to accept an age limitation. Alderman Drummer wanted to know if there is any industry -wide response to the problem. Mr. John Cawley of Harold's Hardware said his is one of six stores selling spray paint in Evanston. He said a ban would affect his sales, especially when someone comes in with several items to buy: they will go to a store where they can get all the items, including the spray paint, in one stop. Alderman Moran asked about the suggestion that the Ordinance be scaled back from a flat prohibition. to one limiting sale to people either over 18 or 2I. ti1r. Cawley felt that mould be easier; that most of his sales are to tradesmen and homeowners, not much of it is to kids. Alderman Rainev noted a 15 year old would not be coming in to his store with a list of items to purchase. Mr. Cawley said a lot of customers come from Chicago with a list of items, because they cannot buy spray paint there. Mr. Wolinski suggested that information from the . Northwest Municipal Conference could indicate if other communities would be interested in passing similar ordinances so the burden is not 'ust on Evanston. He felt if a ban extended for 30 miles, perhaps that would have an effect. Alterman Drummer said that all those who sell the product say thew' are concerned about sales to minors. He wondered, therefore, where the spray paint was coming from. He related how a graffiti artist in his neighborhood has returned over and over again to complete his work. lie suggested that an earlier idea of a surveillance van be explored once again. Alderman Moran asked if it was the sense of the Committee that Nts. Brenniman and Mr. «'olinski do further research and redraft the Ordinance, and that this item be held in Committee. The Committee concurred. Alderman Rainey asked that hir. Cawley notify his collect ues that this item will be discussed at the next meeting. She said the very same stores that sell the items used for graffiti benefit from the voucher system in place that provides paint to remove it. CONENIUNICATIOtiS Due to the lateness of the hour, the Communications (Update on Police Officer Hiring and Fire Department Monthly Report) were not reviewed. ADJOL'RN'*IEtiT Having no further business, a motion to adjourn was unanimoush• approved, and the Committee adjourned at 8:45 p.m. Respectfully submitte , Darlene E. Nilges Executive Assistant • DRAFT -NOT APPROVED