HomeMy WebLinkAbout04.30.18
SPECIAL CITY COUNCIL MEETING
CITY OF EVANSTON, ILLINOIS
LORRAINE H. MORTON CIVIC CENTER
JAMES C. LYTLE COUNCIL CHAMBERS
Monday, April 30, 2018
6:00 p.m.
ORDER OF BUSINESS
(I) Roll Call – Begin with Alderman Wilson
(II) Mayor Public Announcements
(III) City Manager Public Announcements
STAR Communities Recognition of City of Evanston’s 4-STAR Sustainable
Community Recertification
(IV) Communications: City Clerk
(V) Public Comment
Members of the public are welcome to speak at City Council meetings. As part of the Council
agenda, a period for public comments shall be offered at the commencement of each regular
Council meeting. Public comments will be noted in the City Council Minutes and become part of
the official record. Those wishing to speak should sign their name and the agenda item or non-
agenda topic to be addressed on a designated participation sheet. If there are five or fewer
speakers, fifteen minutes shall be provided for Public Comment. If there are more than five
speakers, a period of forty-five minutes shall be provided for all comment, and no individual shall
speak longer than three minutes. The Mayor will allocate time among the speakers to ensure that
Public Comment does not exceed forty-five minutes. The business of the City Council shall
commence forty-five minutes after the beginning of Public Comment. Aldermen do not respond
during Public Comment. Public Comment is intended to foster dialogue in a respectful and civil
manner. Public comments are requested to be made with these guidelines in mind.
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City Council Agenda April 30, 2018 Page 2 of 3
(VI) Special Orders of Business
SPECIAL ORDERS OF BUSINESS
(SP1) Resolution 25-R-18, Supporting Direct Public Transportation Service to
Evanston Township High School
Staff recommends City Council adopt Resolution 25-R-18, supporting direct
public transportation service to Evanston Township High School.
For Action
(SP2) Affordable Housing Work Plan Updates
Staff presents City Council with updates on the Inclusionary Housing Ordinance
Subcommittee, coach houses, the Landlord Rehabilitation Assistance Program,
and the three-unrelated occupancy rule.
For Action: Accept and Place on File
(SP3) Resolution 26-R-18, Execute Intergovernmental Agreement with Evanston
Township High School District No. 202
Staff recommends consideration of Resolution 26-R-18 authorizing the City
Manager to execute an intergovernmental agreement (IGA) with the Board of
Education of the Evanston Township High School District No. 202. The IGA
recognizes the mutual benefits to the City, ETHS and the community of the
educational and housing program commonly known as Geometry In Construction
(GIC) and memorializes the expectations and commitments of both parties to
maintain the program going forward.
For Action
(SP4) Expanding Accessory Dwelling Units to Address Housing Needs in
Evanston
Staff requests direction from City council regarding follow-up steps relating to
Accessory Dwelling Units (ADUs) as a strategy to expand housing choices and
affordable housing in Evanston. At its meeting on January 29, City Council
directed staff to revise current zoning to allow rental of existing coach houses as
a first step. An ordinance to permit this was introduced at the April 23, 2018
meeting. Staff proposes undertaking a comprehensive review of how to expand
ADUs to further address Evanston’s housing needs. Involving the Age Friendly
Taskforce in this evaluation, as well as in community outreach and education,
would provide valuable perspective regarding housing needs of seniors, including
smaller accessible housing units, the ability to age in place, and avoiding
displacement due to rising housing costs.
For Action
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City Council Agenda April 30, 2018 Page 3 of 3
(SP5) Steps Toward Homeownership – Special Use for Small Lot Housing
Staff recommends consideration of developing a Special Use process that would
enable developers to propose the construction of modest-size homes on smaller
lots than currently allowed by our zoning. This process would enable the
development of “starter” homes affordable to first-time homebuyers and less
affluent residents by reducing the land cost associated with the development of a
single family home. It would also allow non-conforming parcels throughout our
community that are currently undevelopable based on zoning to be put into
productive use.
For Action
(SP6) Update on Priority Based Budgeting Process
Staff recommends Council accept and place on file the update on the priority-
based budgeting process and direct staff to move forward with the public
outreach portion of the process.
For Action: Accept and Place on File
(VII) Call of the Wards
(Aldermen shall be called upon by the Mayor to announce or provide information
about any Ward or City matter which an Alderman desires to bring before the
Council.) {Council Rule 2.1(10)}
(VIII) Executive Session
(IX) Adjournment
MEETINGS SCHEDULED THROUGH MAY 15, 2018
Upcoming Aldermanic Committee Meetings
5/3/2018 7:00 PM Housing and Homelessness Commission
5/7/2018 6:00 PM Human Services Committee
5/14/2018 6:00 PM Administration & Public Works, Planning & Development, City Council
5/15/2018 7:00 PM Housing & Community Development Act Committee
Information is available about Evanston City Council meetings at: www.cityofevanston.org/citycouncil.
Questions can be directed to the City Manager’s Office at 847-866-2936. The City is committed to
ensuring accessibility for all citizens. If an accommodation is needed to participate in this meeting, please
contact the City Manager’s Office 48 hours in advance so that arrangements can be made for the
accommodation if possible.
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For City Council meeting of April 30, 2018 Item SP1
Resolution 25-R-18, Support Public Transit Service to ETHS
For Action
To: Honorable Mayor and Members of the City Council
From: Erika Storlie, Interim Director of Community Development, Assistant
City Manager
Subject: Resolution 25-R-18, Supporting Direct Public Transportation Service to
Evanston Township High School
Date: April 26, 2018
Recommended Action:
Staff recommends City Council adopt Resolution 25-R-18, supporting direct public
transportation service to Evanston Township High School (ETHS).
Livability Benefits:
Built Environment: Promote diverse transportation modes
Education, Arts & Community: Promote a cohesive and connected community
Equity & Empowerment: Ensure equitable access to community assets
Summary:
City staff were a part of the steering committee to the joint Pace and Chicago Transit
Authority (CTA) North Shore Transit Coordination Plan & Market Analysis Study (North
Shore Coordination Plan) in Northeastern Illinois. Proposed Phase 1 changes were
newly released in April 2018. However, Evanston was not previously made aware, or
asked to weigh-in, on the details of the service discontinuations and replacements
proposed in these Phase 1 changes, including number of trips to ETHS. Route 205,
which the CTA is proposing to discontinue, includes direct stops to and from ETHS. The
proposed replacement for CTA Route 205 is not an equivalent service and provides an
undue hardship to transit riders, resulting in a less accessible and less livable
community.
Mayor Hagerty requested staff bring this resolution before City Council for
consideration.
Background:
The North Shore Coordination Plan began in 2016 with rider and non-rider surveys and
open houses showcasing existing conditions. Representatives from key agencies and
municipalities, including Evanston, were invited to participate in the project Steering
Memorandum
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Committee. In September 2017, Pace and CTA hosted a second round of open houses
to announce proposed updates and changes to routes. No information was provided on
the number of trips to ETHS or other destinations on existing routes. Representatives
only noted service would continue to ETHS but did not disclose the frequency of
service.
In April 2018, Pace and CTA released the Final Report and Route-by-Route Summary
of Changes on the project website. These documents are dated December 2017 but
were not released to the public or Evanston staff until published on the website.
As part of the release of the detailed changes to the routes in April, Pace and CTA
announced a joint public hearing, scheduled for April 24, 2018, from 4:30 – 6:30 pm in
the Levy Senior Center in Evanston. The public hearing was well attended and many
attendees had to stand. Pace and CTA presented on the proposed North Shore
Coordination Plan Phase 1 study changes outlined in the Final Report. Proposed Phase
1 changes are scheduled to begin in April 2018, after approval by both the CTA boad
and Pace board.
As part of Phase 1, CTA proposes the discontinuation of Route 205, which provides 15
– 30 minute service frequency from 6:20 am – 6:35 pm, including direct stops to and
from ETHS. Pace proposes to replace direct service to ETHS with one route from
southeast Evanston in the morning and one route from ETHS to southeast Evanston in
the afternoon with the extension of Pace Route 213 to CTA Howard Terminal. The
proposed replacement for CTA Route 205, with one direct morning and one direct
afternoon trip to ETHS from Pace Route 213, is not equivalent service.
A lack of equivalent and direct service in the proposed Phase 1 changes makes
Evanston less accessible and less equitable for all public transit users in Evanston. The
City supports Pace and CTA delaying the proposed Phase 1 route changes to modify
service to address the needs of all Evanston residents, including those traveling to
and from ETHS.
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4/30/2018
25-R-18
A RESOLUTION
Supporting Direct Public Transit Service to Evanston Township High
School
WHEREAS, the City is committed to promoting the highest quality of life
for all residents, including accessible, equitable, and independent public transportation
options; and
WHEREAS, increasing personal equity and independence in Evanston is
obtained through diverse and accessible transportation choices to work, school,
entertainment, shopping, and medical facilities; and
WHEREAS, Pace and the Chicago Transit Authority (CTA) conducted a
joint North Shore Transit Coordination Plan & Market Analysis Study in Northeastern
Illinois, including the City of Evanston, and have proposed Phase 1 service changes
that are not equivalent to current service levels; and
WHEREAS, Evanston Township High School (ETHS) relies on CTA
Route 205 as a critical service for the transportation of students and staff from
southeastern Evanston; and
WHEREAS, CTA proposes the discontinuation of Route 205, which
provides 15 – 30 minute service frequency from 6:20 am – 6:35 pm, including direct
stops to and from ETHS; and
WHEREAS, Pace proposes to replace direct service to ETHS with one
route from southeast Evanston in the morning and one route from ETHS to southeast
Evanston in the afternoon; and
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25-R-18
~2~
WHEREAS, the proposed replacement for CTA Route 205 with one
direct morning and one direct afternoon trip to ETHS from Pace Route 213 is not
equivalent service and provides an undue hardship to transit riders, resulting in a less
accessible and less livable community,
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS:
SECTION 1: The foregoing recitals are incorporated herein by reference
as though fully restated.
SECTION 2: The City supports direct public transit service to ETHS for
the provision of an accessible, equitable, independent, and livable community.
SECTION 3: The City requests Pace and CTA delay the proposed Phase
1 route changes, and instead modify service to fully address the needs of all Evanston
residents, including those traveling to and from ETHS.
SECTION 4: That this Resolution 25-R-18 shall be transmitted to the
Pace and CTA Board of Directors for their consideration.
SECTION 5: That this Resolution 25-R-18 shall be in full force and effect
from and after its passage and approval in the manner provided by law.
_______________________________
Stephen H. Hagerty, Mayor
Attest:
_______________________________
Devon Reid, City Clerk
Adopted: __________________, 2018
Approved as to form:
______________________________
Michelle L. Masoncup,
Interim Corporation Counsel
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For City Council meeting of April 30, 2018 Item SP2
Affordable Housing Work Plan Updates
For Action: Accept and Place on File
To: Honorable Mayor and Members of the City Council
From: Erika Storlie, Interim Community Development Director
Sarah Flax, Housing and Grants Administrator
Savannah Clement, Housing Policy and Planning Analyst
Subject: Affordable Housing Work Plan Progress to Date
Date: April 26, 2018
Recommended Action:
Included in this memorandum are updates on the Inclusionary Housing Ordinance
Subcommittee, coach houses, the Landlord Rehabilitation Assistance Program, and the
three-unrelated occupancy rule.
Funding Source: N/A
Livability Benefits:
Built Environment: Support housing affordability; provide compact and complete streets
and neighborhoods; and
Equity & Empowerment: Ensure equitable access to community benefits, and support
poverty prevention and alleviation.
Summary:
Inclusionary Housing Ordinance Subcommittee
The Subcommittee met on January 17th, 2018, and February 7th, 2018. The next
meeting was put on hold until a housing finance workshop could take place. The date
for the workshop is tentatively scheduled for Wednesday, May 30th, at 6:30 p.m. It will
take place in the James C. Lytle Council Chambers.
Rental of Coach Houses
City Council approved the rental of coach houses to non-family members at its meeting
on April 23, 2018.
Landlord Rehabilitation Assistance Program
Staff has completed the application materials for the program. A program agreement
has been drafted and sent to the Law Department for revisions. Once the agreement is
finalized, staff will begin accepting applications for the program.
Memorandum
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In addition, staff has provided a brief comparison chart (below) of the City’s CDBG
Housing Rehab Program and the Landlord Rehab Assistance Program. The CDBG
Housing Rehab Program is for both single-family and multi-family rehabilitation work.
Both the CDBG and the Landlord Rehab Assistance programs could be beneficial for
different types of rehab work. The appropriate program will be determined by staff and
the landlord depending on the scope of work, and the landlord’s ability to provide money
upfront. The CDBG Housing Rehab Program is designed more for property owners who
lack the capacity to get market rate financing. The job specifications, bidding, work
oversight, etc. is handled by the City’s housing rehab specialist to ensure all federal
regulations are followed.
CDBG Housing Rehab Landlord Rehab Assistance
Loan terms 0-3% interest based on
underwriting; amortized or
deferred based on
anticipated cash flow and
ability to pay debt service
0% interest, forgivable after
affordability term
City contribution 100% of project costs up
to $50,000 or $20,000/unit
50% of project costs, up to
$50,000
Affordability restrictions 51% of units must be
affordable to households
earning at or 80% AMI at
project completion
Depends on project: if rehab
work only applies to one unit,
that unit must be rented to
HHs earning at or below 60%
AMI; if project applies to
whole building (such as roof
work), then all units must be
affordable to HHs at or below
60% AMI. HH incomes can go
up to 80% AMI after initial
occupancy.
Length of affordability There are no long-term
affordability requirements
Contingent on loan amount:
Under $10,000: 10-year
affordability term; between
$10,000 and under $25,000:
15-year affordability term;
between $25,000 and up to
$50,000: 20-year affordability
term
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Occupancy 3-Unrelated
Staff seeks direction on next steps to address the occupancy limit for residential
dwelling units of no more than three unrelated persons. At its meeting on October 30,
2017, City Council referred this to the Planning and Development Committee. At its
meeting on January 8, 2018, the Planning and Development Committee requested a
white paper on rooming houses. At the January 29 City Council meeting, the need to
address occupancy standards was discussed.
At the October 30, 2017 and January 29, 2018 meetings to discuss ways to address the
shortage of housing affordable to low, moderate, and middle income households,
council members discussed the effect of the occupancy limit of no more than three
unrelated persons per dwelling unit in the City Code. The “three unrelated clause” is
difficult to enforce and impacts affordable housing options, particularly for seniors,
immigrants and households of unrelated persons that are becoming more common. It
limits home sharing, which can provide affordable housing in existing underutilized
structures such as single family homes designed for large families/households but
occupied by a senior, and provide additional income to enable owners living on a fixed
income to pay property taxes and other expenses.
Discussion revolved around the ineffectiveness of the “three unrelated” ordinance at
regulating behavior of individuals in housing. It was noted that over occupancy of
dwelling units can be effectively addressed using the occupancy standards in the
Property Maintenance code, which uses square footage and room configuration to
establish maximum occupancy. In addition, the Nuisance Premises Ordinance provides
a means to address behavior of residents that is disruptive to neighbors. The ability of
landlords to rent to four or more unrelated students for higher rent, or to not address
maintenance needs because the students could not request a compliant-based property
standards inspection to address the issues without risking eviction for non-compliance
with the three unrelated rule was also discussed.
Rooming houses, which are already addressed in City zoning, were discussed as a
means of allowing larger numbers of unrelated people to share a dwelling unit.
However, current zoning restricts rooming houses to multi-family zoning districts as a
special use; rooming houses are not allowed in single family zoning districts. A staff
memo on rooming houses in Evanston and a map of their locations is attached.
Additional considerations
Cohousing, a housing alternative more common in Europe, particularly in Denmark
where it began, is gaining interest in the U.S. The cohousing movement seeks to create
intentional communities whose residents commit to being a part of the community for
their mutual benefit. It also has some common elements with the sharing economy.
Individuals or families live in their own dwelling spaces, yet share common spaces and
activities, such as cooking and dining. Cohousing can take many forms and can be
ownership or rental. A number of cohousing developments for seniors have been
developed and AARP is advocating for expansion of cohousing to address the needs of
the growing senior population.
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In addition, there are a small number of hosing cooperatives in Illinois, including the
Stone Soup Cooperative and Qumbya Housing Cooperative, both in Hyde Park, where
residents live in groups and share household chores, often paying below-market rents.
Some cooperatives are structured like college dorms, where each resident has a
separate room but shares common rooms and appliances or bathrooms with multiple
stalls. Qumbya has more than 50 residents ranging in age from young children to
retirees living in three separate properties. The Fellowship for Intentional Community
lists 20 communities in Illinois, including Reba Place Fellowship in Evanston.
Additional research could be undertaken on cohousing and cooperative options as a
means of expanding affordable housing options at the direction of the Council
City Code relating to occupancy is shown below.
6-18-3. - DEFINITIONS.
FAMILY: (A) Type (A) Family: One (1) or more persons related by blood, marriage, or adoption living
together as a single housekeeping unit in a dwelling unit.
(B) Type (B) Family: Two (2) unrelated persons and their children living together as a single
housekeeping unit in a dwelling unit.
(C) Type (C) Family: A group of not more than three (3) unrelated persons living together as a
single housekeeping unit in a dwelling unit.
(D) Type (D) Family: A group of two (2) or more persons containing within it one (1) or more
families, as defined in Subsections (A) and (B) of this definition, including a husband and wife
married to one another and their children, as well as adults, living together in a dwelling unit
as a single housekeeping unit and management, in premises in which the adult occupants are
affiliated with a bona fide not for profit corporation organized for religious purposes chartered
by the state of Illinois, that owns or rents the property and has been in existence for at least
five (5) years prior to seeking certification by the director of planning and zoning as provided
herein; provided, that in no case shall the total occupancy of the dwelling unit exceed two (2)
persons per bedroom, nor shall the premises be utilized for religious public assembly. This
type (D) family may occupy a dwelling unit only in accordance with the procedures in Section
6-4-1-14 of this Title.
"Family" shall not be construed to mean a club, a lodge or a fraternity/sorority house.
6-4-1-14. - OCCUPANCY OF DWELLING UNITS.
No dwelling unit shall be occupied by more than one (1) type (A), type (B), or type (C) family, as
defined in Chapter 18, "Definitions," of this Ordinance except as hereinafter provided:
(A) Upon written application to the Zoning Administrator, certification of approval shall be issued or
occupancy for a dwelling unit by a type (D) family in all districts where dwelling units are allowed,
except the R1 and R2 districts, provided that the application establishes that the occupancy
conforms with the definition of a type (D) family. The members of a type (D) family household
shall not keep or store more than one (1) motor vehicle for each such dwelling unit or for each
off-street parking space lawfully existing in connection with such dwelling unit, whichever is
greater. Certification would be revoked at any time the occupancy or off-street parking no longer
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conforms to the definition of a type (D) family, or if a request for current records is not answered
so as to establish that the type of ownership complies with the definition of a type (D) family.
(B) No dwelling unit which contains less than one thousand (1,000) square feet of floor area
shall be used to provide living quarters for roomers, servants or permanent guests. Where
the floor area of a dwelling unit exceeds one thousand (1,000) square feet and the family
occupying the dwelling unit is a type (A) or type (B) family then the dwelling unit may also be
used for living quarters for not more than two (2) servants, roomers, or permanent guests,
provided that the living quarters are located within the dwelling unit as a physically integral
part.
Attachments:
• Landlord Rehabilitation Assistance Program Guidelines
• Residential Housing Rehabilitation Program Description & Guidelines
• Rooming houses memo from January 29, 2018
• A map of the city’s rooming houses
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City of Evanston
Landlord Rehabilitation
Assistance Program
Program Guidelines
Approved by City Council March 12, 2018
C O M M U N I T Y D E V E L O P M E N T D E P A R TM E N T
H O U S I N G & G R A N T S D I V I S I O N
2100 R IDGE A VENUE , E VANSTON , I LLINOIS 60201
847-448-4311 | WWW.CITYOFEVANSTON.ORG
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City of Evanston – Landlord Rehabilitation Assistance Program Guidelines
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Program Purpose and Overview
The purpose of the Landlord Rehabilitation Assistance Program (“the Program”) is to maintain
existing affordable housing throughout the city by providing financial assistance to local
landlords. The Program is for landlords that own and manage affordable rental units in
Evanston.
Program participants are eligible to receive City funding upon the completion of their approved
rehabilitation work (“the Project”). The funding is in the form of a loan, forgivable over a
specified time year period that is contingent on the loan amount. Applicants seeking funding for
building improvements are eligible for up to 50% of the total project cost, for a maximum amount
of $50,000 in City funding. Applicants that have received assistance from this Program within
the last ten years are not eligible for funding.
The Program is managed and administered by the Housing and Grants Division of the
Community Development Department.
Eligibility Criteria
Eligible participants of the Program include rental property owners with income qualified tenants
in the building or unit(s) being rehabbed. A property owner of affordable rental units must:
Be current on all fees and taxes owed to the City of Evanston;
Be in good standing with the City regarding code violations and inspections;
Have income qualified tenants that are at or below 60% of area median income at initial
occupancy; and
Re-certify household incomes on annual basis to ensure that they are at or below 80%
AMI after initial occupancy.
The needs of the property will be evaluated and rehabilitation project specifications will be
prioritized to address the following conditions, listed in order of priority:
1. Code Violations and Life-Safety Needs: These items are included in the City of
Evanston’s housing code, building code and rehabilitation standards, oftentimes the
building owner may have been given a written notice of a violation by the City’s Building
Department of Property Standards Division.
o Life threatening conditions
o Health and safety items
o Items which alleviate a physical hardship for disabled or elderly tenants, such as
egress ramps, grab bars, mobility modifications to kitchen and baths, etc.
2. Incipient code violations: These items include those elements which will lengthen the
useful life of the structure, but are not yet an immediate threat to the occupants or the
structure.
3. Energy and resource conservation: These items are directly related to the conservation
of energy and resources by upgrading the dwelling’s thermal protection, installing water
saving fixtures, installing energy-efficient furnaces or other major mechanical equipment,
and/or window replacement. These items are to conform to the Department of Housing
and Urban Development’s “Initiative on Energy Efficiency in Housing.”
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City of Evanston – Landlord Rehabilitation Assistance Program Guidelines
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Rehabilitation activities which are generally eligible are replacement of major building
components (roof, HVAC, plumbing, electrical, etc.) that are no longer functioning, replacement
of windows and/or doors that are not safe and do not properly secure the home, modernization
of kitchens and bathrooms, and interior/exterior property preservation (such as painting, siding,
tuck pointing, soffit and fascia repair or replacement, etc.). All Projects completed through this
Program must conform to the City of Evanston Property Rehabilitation Standards for the HOME
Investment Partnerships Program/Community Development Block Grant.
Basic maintenance, including cleaning and repainting of units before being leased, and
beautification, whether interior or exterior, would not be eligible expenses unless necessary to
return the property to its condition after other eligible work described above has been
performed. Creation of new or additional habitable space is not allowed as part of the scope of
work.
Once the work specifications are agreed upon, the landlord will be responsible for soliciting a
minimum of three (3) construction bids, with a preference for local MWEBE contractors, for all
work. The landlord has the ultimate responsibility for selection of the contractor. If the lowest
responsible bid is not accepted, the landlord must provide a justification for using another
contractor.
Throughout the duration of the forgivable loan, the landlord will be required to submit annual
compliance reports to the City in order to ensure the building or unit(s) remains affordable. If the
landlord maintains compliance with the affordability restrictions for the life of the loan, the loan
will be forgiven and the City’s lien will be released from the property.
Landlord Rehabilitation Assistance Program Administration
The Program provides participants the opportunity to receive funding of up to 50% of the total
Project costs, upon approval and completion of rehabilitation work for the Project, up to an
approved amount of less than or equal to $50,000. Participants are responsible for submitting
billing and payment requests to the City. The participant shall pay 50% of the bill for completed
work on the Project, and the City will pay the balance. The City shall not make payments of less
than $10,000, unless the payment is for the Project’s final bill.
Funding Source(s): Projects will be funded through: The City’s Affordable Housing Fund.
Payment/Forgivable Loan: The funding is in the form of a loan, forgivable over a specified time
period contingent on the loan amount, as follows:
Under $10,000: 10-year affordability term
Between $10,000 and under $25,000: 15-year affordability term
Between $25,000 and up to $50,000: 20-year affordability term
If the rehab work is for one unit only, then the affordability terms would apply to that unit. If the
rehab work is for the building as whole, such as roofing, HVAC, etc., then the entire building is
subject to the affordability terms.
Terms & Conditions
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City of Evanston – Landlord Rehabilitation Assistance Program Guidelines
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In accordance with the Program Guidelines, the City of Evanston will provide financial
assistance up to the approved amount of a project at no more than half of the total project cost.
The funding will come in the form of a loan forgivable over the time period specified above.
Any draws paid by the City of Evanston pursuant to this program shall not be made until all work
has been approved by the City. Additionally, all payments for said work must be made to directly
to the contractors, material suppliers, and vendors. Participants of the Program must submit to
the City of Evanston itemized invoices detailing work completed and materials purchased. Such
invoices shall include proof of payment to all contractors, suppliers, and vendors.
Documentation must be submitted within 45 days of project completion. The participant shall
also submit unconditional lien releases and other documentation as required by this Program.
The participant is responsible for 50% of all payments to all contractors, material
suppliers, and vendors.
Any draws paid by the City of Evanston pursuant to this Program constitute loans made to the
participants. Said loans will be forgiven, as described in the Program Agreement, however, if
the property owner or successor-in-interest assumes the participant’s obligations of the Program
Agreement pursuant to a City-approved assignment and assumption agreement, and continues
to house income qualified tenants in the rehabilitated property and maintain the improvements
for a specified period time period (10, 15, or 20 years) from the date the program agreement is
signed without removing or significantly altering the Improvements, as determined by the City of
Evanston in its sole discretion.
If the property owner sells the property owner or fails to maintain affordability through the life of
the forgivable loan, the remaining share of the loan (prorated on a monthly basis) shall become
due, plus three percent (3%) interest per annum payable to the City of Evanston is due within
thirty (30) calendar days, unless the succeeding property owner or business owner (i) assumes
the obligations of the Program Agreement pursuant to a City of Evanston approved assignment
and assumption agreement, and (ii) does not make any changes to the property resulting in the
removal of significant alteration to the Improvements, and maintains the Improvements for the
specified time period in the loan (10, 15 or 20 years) from the date of the last payment made by
the City for the Project. The prorated amount due will be obtained by multiplying the original
loan amount times the percentage obtained by dividing the number of months remaining in the
loan’s time period that commences on the month that the program agreement is signed and
ends, which is the total number of months in the loan period.
Prevailing Wages: Projects utilizing Affordable Housing Funds are not required to comply with
federal Davis-Bacon Prevailing Wages or State of Illinois Prevailing Wages.
Project Completion: Projects must be completed within 180 business days of receiving the
Notice to Proceed by the City.
Property Taxes and Liens: Property taxes must be current, and participants may have no
debts in arrears to the City when the Commitment Letter is issued. The property must also be
clear of all other non-debt related liens.
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CITY OF EVANSTON
R E S I D E N T I A L
H O U S I N G R E H A B I L I T A T I O N
P R O G R A M D E S C R I P T I O N
& G U I D E L I N E S
City of Evanston
Community Development Department
Building & Inspection Services
2100 Ridge Avenue
Evanston, Illinois 60201
847-448-4311
www.cityofevanston.org
Effective April 20, 2015
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1
INTRODUCTION
The City of Evanston is dedicated to promoting safe, sanitary and decent housing for its
citizens. To facilitate this, the City offers a Housing Rehabilitation Program, funded by the
Department of Housing and Urban Development’s Community Development Block Grant
(CDBG) program, which provides financing to maintain and improve the quality of Evanston’s
housing stock that is occupied by low and moderate income households. The Rehabilitation
Program provides income eligible owner-occupants and owners of residential investment
properties that are occupied primarily by income eligible households, with financial assistance
in the form of below market rate loans to accomplish this purpose.
The guidelines as set forth in this manual include the program purpose and priorities, eligibility
criteria, program design, rules and policies that generally govern the Housing Rehabilitation
Program.
PURPOSE, OBJECTIVES AND PRIORITIES
The Housing Rehabilitation Program was developed to improve the quality of housing, and
therefore quality of life, for low to moderate income owners and renters by providing
necessary improvements to meet their housing needs.
PROGRAM OBJECTIVES
1. To provide safe and sanitary housing to low and moderate-income homeowners and
renters within the City of Evanston;
2. To encourage the revitalization, preservation, and stabilization of primarily low and
moderate income neighborhoods in Evanston;
3. To reduce housing costs for low to moderate income residents by incorporating energy
conservation techniques into housing rehabilitation projects;
PROGRAM PRIORITIES & ELIGIBLE ACTIVITIES
Loans will considered based on the applicant’s ability to incur and repay, whether immediately
or in the anticipated future, debt obligations made using the property as collateral. The needs
of the property will be evaluated and rehabilitation project specifications will be prioritized to
address the conditions set forth, in the following order:
1. Code Violations and Life-Safety Needs
These items are included in the City of Evanston’s housing code, building code
and rehabilitation standards, oftentimes the building owner may have been
given a written notice of a violation by the City’s Building Department or
Property Standards Division.
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Life threatening conditions
Health and Safety items
Items which alleviate a physical hardship for disabled or elderly
applicants, such as egress ramps, grab bars, mobility
modifications to kitchen and baths, etc.
Structural, electrical, mechanical, plumbing, fire prevention and
other code items not addressed above
2. Incipient Code Violations
These items include those elements which will lengthen the useful life of the
structure, but are not yet an immediate threat to the occupants or th e
structure.
3. Energy and Resource Conservation
These items are directly related to the conservation of energy and resources by
upgrading the dwelling’s thermal protection, installing water saving fixtures,
installing energy-efficient furnaces or other major mechanical equipment, and /
or window replacement.
Items in this category, that are not already part of the scope of work due to a
need as listed in Categories 1 or 2 above, will be completed if the Borrower’s
financials allow for the loan to increase in order to complete items within this
category. These items are to conform to the Department of Housing and Urban
Development “Initiative on Energy Efficiency in Housing”.
Rehabilitation activities which are generally eligible are replacement of major home
components (roof, HVAC, plumbing, electrical, etc.) that are no longer functioning,
replacement of windows and/or doors that are not safe and do not properly secure the home,
demolition of structures (such as a garage) if deemed an unsafe structure and interior and
exterior property preservation (such as painting, siding, tuck pointing, soffit and fascia, tree
removal if tree is diseased or deemed hazardous, etc.).
At no time will unnecessary beautification, whether interior or exterior, be added as a scope of
work, unless it is necessary to return the property to the condition it was prior to other work
(as described above) being performed. Creation of new or additional habitable space is not
allowed as part of the scope of work.
GENERAL RULES AND TERMS OF ELIGIBILITY
ONE & TWO-UNIT AND CONDOMINIUM OWNER-OCCUPIED REHABILITATION
The following general rules govern the financial conditions that apply to all programs offered
under the One and Two-Unit as well as Condominium Owner-Occupied Rehabilitation Program.
Applicants who do not meet the criteria set forth in these General Rules will be denied
assistance.
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1. Applicant must own and occupy a single-family property, two-unit property or condominium
unit as their principal residence throughout the term of the loan.
2. The income of the entire household cannot exceed 80% of the median income of the
Chicago Primary Metropolitan Statistical Area (PMSA). Income eligibility is determined using 24
CFR Part 5 method of income determination. See Appendices for current income limits and a
description of how household income is determined.
3. With two-unit properties, the unit not occupied by the owner must be occupied within four
(4) months of completion of the Housing Rehabilitation. Eligibility will be determined based on
the owner’s unit and household information only; t here are no restrictions on household
income or rent amount for the rental unit.
4. An applicant will be ineligible for any housing rehabilitation program if he/she owes any
back taxes or if there are any adverse encumbrances, judgments or liens on the property to be
rehabilitated.
5. Housing Rehabilitation loans may be made in a subordinated position to a fixed-rate primary
mortgage, however, subordination to reverse or adjustable-rate mortgages are not allowed
Subordination to other loan products will be evaluated on a case by case basis.
The final loan to value ratio, including the City’s funding, must be 100% or less. The loan to
value is calculated by adding the market value of the property to 50% of the rehabilitation
costs, which is then divided by the total of all mortgages on the property. If there is a
household with a code violation or life-safety need that exceeds the 100% value limit,
consideration will be made on a case by case basis, under the assumption the household would
otherwise qualify for a loan.
6. In the event of a sale or transfer of property; refinancing of the primary mortgage (if
applicable) without a subordination approval from the City of Evanston; death of the
borrower(s); or vacancy of the premises by the owner; the loan is due payable in full.
Heirs of the property may make application for a new loan and are required to meet the
program eligibility requirements at the time of application. The loan must be paid off or an
application for a new loan must be made within 60 days of the loan recipient’s death. If an
application is not received within 60 days, the loan will start accumulating interest at a rate of
one-half of the 30-year Treasury Bond rate as issued monthly. If the property is transferred to a
minor due to death or incapacity of the borrower, the laws of wills and trusts in the State of
Illinois shall apply. After the minor has reached the age of 18, the individual assumes the
obligations and restrictions contained within the title transfer loan, namely the Mortgage and
Promissory Note, to the extent permitted by law.
7. No applicant shall receive additional rehabilitation assistance within 10 years of the date of
completion of the original rehabilitation loan; if an existing rehabilitation loan is in default
status; or if the owner has a previously defaulted loan that has been written off by the City of
Evanston. Consideration will be given to emergency repairs where health or life safety concern
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exists where previous assistance was provided within the 10 year period.
8. For single-family or two-unit properties the maximum loan amount is $50,000. For
condominium units, the maximum loan is $20,000 per unit. The actual loan amount will be
determined by the City’s loan committee with consideration of applicant’s financial
circumstances, the value of the home before and after rehabilitation and the scope of the work
as determined by the Housing Rehabilitation Specialist.
9. For condominium units, loans are only for those areas within a unit that the owner of the
unit has authority to change, alter or improve, as defined by the condominium declaration, by-
laws, and or other rules and regulations as issued and adopted by the condominium
association or board. If condominium covenants require board notification for work
performed, an affidavit of notification will be requested.
10. Cooperatives are not eligible for the CDBG-funded rehabilitation program.
INVESTOR OWNED RENTAL REHABILITATION
The following general rules govern the financial conditions that apply to all programs offered
under the Investor Owned Rental Rehabilitation Program. Applicants who do not meet the
criteria set forth in these General Rules will be denied assistance.
1. Applicant must own a building containing two or more rental units . Condominiums and
cooperatives are not eligible for this program.
2. Applicants cannot owe any back taxes on the property nor have any outstanding adverse
encumbrances, judgments or liens.
3. The maximum loan for is $20,000 per unit. The actual loan amount will be determined by
the City’s loan committee with consideration of applicant’s financial circumstances, the value
of the property before and after rehabilitation and the scope of the work as determined by the
Housing Rehabilitation Specialist.
4. Housing Rehabilitation loans may be made in a subordinated position to a fixed-rate primary
mortgage, however, subordination to reverse and adjustable-rate mortgages are not allowed.
Subordination to other loan products will be evaluated on a case by case basis.
The final loan to value ratio, including the City’s funding must be 100% or less. The loan to
value is calculated by adding the market value of the property to 50% of the rehabilitation
costs, which is then divided by the total of all mortgages on the property. If there is a
household with a code violation or life-safety need and funding exceeds the 100% value limit,
consideration will be made on a case by case basis, under the assumption the household would
otherwise qualify for a loan.
5. No applicant shall receive additional rehabilitation assistance within 10 years of the date of
completion of the original rehabilitation loan; if an existing rehabilitation loan is in default
status; or if the owner has a previously defaulted loan that has been written off by the City of
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Evanston.
6. Applicants shall execute a personal guarantee for the amount of the loan, in addition to
executing an Assignment of Rents.
7. At least 51% of all units must be occupied by tenants with an income at or below 80% of the
median income of the Chicago Primary Metropolitan Statistical Area (PMSA). Income eligibility
is calculated using 24 CFR Part 5 method of income determination. See Appendices for current
income limits and a description of how household income is determined.
The income-qualified units must be rented at affordable rates as defined by current HUD Fair
Market rates. Tenant verifications for income must be submitted on an annual basis by the
building owner. See Appendices for information regarding Fair Market Rents and Tenant
Income Reporting.
8. Buildings with eight or more units are subject to Davis-Bacon Standard Provisions and other
Related Acts. Buildings with more than four units are subject to the Uniform Federal
Accessibility Standards.
9. The program is subject to the availability of funding.
APPLICATION PROCEDURES
The Community Development Department’s Building & Inspection Services Division has
programmatic oversight of the application and loan qualifying process. All loans will be taken
to the Loan Committee for review and determination of approval and loan terms. The
application process is as follows:
1. Inquiries regarding the program may be directed to the staff of the Housing Rehabilitation
Program. Upon request, any interested party can be sent an application form, which must be
completed it its entirety and submitted with all requested supplemental information related to
the Household’s income, asset and debt history.
2. Completed applications are to be submitted to the City for consideration; applications will
be prioritized first by priority needs (life-safety issues will take precedence over incipient code
violations, for example) and second by date of receipt. Any application being held on the
waiting list for another application will be notified in writing as such, and owner will have the
opportunity to withdraw application. Once a wait list application begins to be processed, the
property owner will be notified in writing as such.
3. If any additional information or documentation is needed in order to process an
application, Housing Rehabilitation Program staff will contact the applicant and/or a member
of their household. Failure to provide this information or documentation could render the
application incomplete and unable to be processed.
4. Staff will review the property for compliance with HUD’s required environmental review
process, which includes a historic preservation review. It must be determined that there are
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no adverse environmental conditions present that would disallow the project from moving
forward. More information regarding the Environmental Review Process can be found in the
section below. Any structure designated as a Landmark Building by the Evanston Preservation
Commission shall be subject to review by that Commission before rehabilitation can be
considered for approval.
5. Income will be calculated for the household using the HUD Part 5 definition of income,
which will be used to determine eligibility. If a household is determined to be income eligible,
the Housing Rehab Specialist will make an appointment with applicant(s) to complete a home
inspection to determine the scope of work and estimated budget based on the program
priorities listed previously. The inspector will evaluate the needs of the home utilizing the City
Inspection Checklist (see Appendices). The proposed scope of work and estimated cost will be
presented to the loan committee for consideration. If a project is determined to be ineligible
for assistance, a letter will be sent to the applicant informing the applicant(s) the reason for
denial; the applicant shall have five (5) business days from the date of the letter to appeal a
denial.
6. The Committee will review all information including household income, household size,
applicant(s) debt and mortgage information, scope of work, preliminary budget and any
relevant supporting information (such as pictures, code violations, etc.). The Committee will
make a decision as to what the applicant(s) are able to afford, what work shall be considered
part of the final scope of work and the terms of the loan (See Loan Terms and Conditions for
more information on how this is evaluated).
7. A letter detailing the decision of the Loan Committee shall be sent to the applicant(s)
within two (2) business days of the Loan Committee meeting; the applicant(s) shall have up to
five (5) business days to accept the loan and shall schedule a loan closing appointment with the
staff of the Housing Rehabilitation Program. If the loan is denied by the Loan Committee, a
letter will be sent informing the applicant(s) the reason for denial; the applicant shall have five
(5) business days from the date of the letter to appeal a denial.
8. If approved, the applicant shall sign a mortgage, note and project agreement consistent
with the terms of the approved loan. The documents shall be recorded at the Cook County
Recorder of Deeds office by staff.
LOAN TERMS AND CONDITIONS
Each applicant, if determined to be income-eligible for participation in the CDBG-rehabilitation loan
program, will be evaluated to determine what loan terms they are able to afford. This is based on an
analysis of the scope and cost of the work to be performed, value of the home, outstanding mortgage
loan(s), household debt-to-income ratio and any other factors affecting the long-term affordability of
the home. Investor-owned rental properties will also be evaluated on the property’s operating budget
and capital improvement plan reserves.
The analysis will be brought to a loan committee, composed of no less than three Building &
Inspection Service and Housing & Grants staff members, who collectively make a decision as to
income-eligibility, scope of work approval and assignment of loan product. All approved loan
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applicants will receive either an amortized loan or a deferred loan from the City. Appeals of loan
committee decisions may be made within five (5) business days of the date on the notification of
decision.
DEFERRED LOAN
A Deferred Loan has zero (0%) interest and no monthly payments. When the property is sold or title
otherwise transferred, or in the event of the death of the mortgagee, the Deferred Loan becomes due
and payable in full. A mortgage will be recorded in the full amount of the Deferred Loan.
This product will be offered to income-eligible owner-occupants of single-family, two-unit and
condominium units who do not have the financial capacity to afford loan payments due to their
income, high cost of living and/or high debt-to-income ratio, as determined through underwriting.
Usually this will be for households with a total debt-to-income ratio at or above 43% for a 20 year loan
term.
A deferred loan may be offered to investor-owned properties that show insufficient capacity to
operate the property as safe and sanitary housing and cover additional debt service based on an
underwriting review of the property’s pro forma and capital replacement plan. Owner(s) will have to
demonstrate an inability to provide outside investment (private financing, conventional loan or line of
credit, etc.) for a deferred loan to be considered.
This product may also be offered to non-profit agencies for housing that serves low-income, special
needs populations where the agency does not have adequate capital reserves for needed
improvements. These situations will be reviewed on a case-by-case basis, with an analysis of the
property’s operating budget, rent roll and capital improvement plan to determine inability to make
repairs outside of CDBG investment.
AMORTIZING LOAN
An Amortizing Loan has equal monthly payments for the term of the loan. The loan term may be 5, 10,
15 or 20 years and is based on the size of the loan and the mortgagee’s capacity to carry debt service
based on underwriting.
This product will be offered at zero (0%) interest to income-eligible owner-occupants of single-family
homes, two-flats or condominium units who have been determined have the capacity to afford loan
payments based on their household income, housing debt, debt-to income ratio and other factors, as
determined through underwriting. Usually loan terms will be structured so that the household’s total
debt-to-income ratio does not exceed 43% over a 5, 10, 15 or 20 year loan term.
An amortizing loan with interest may be offered to investor-owned properties or non-profit agencies
who own and operate rental properties which, through underwriting, based on th e property’s
operating pro forma and capital replacement plan, show a capacity to operate the property as safe
and sanitary housing and cover additional debt service over a 5, 10, 15 or 20 year period. The interest
rate will be determined through underwriting and will not exceed 3%.
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LOAN SERVICING
Upon completion of the rehabilitation project, a loan completion letter will be sent to the owner as a
confirmation of project completion and a reminder of the terms of the project, including ongoing
compliance requirements and loan terms. Annual compliance requests will be sent to owners for the
term stated in the mortgage, note and project agreement, or until the loan is fully satisfied, whichever
comes first. The City shall have the right to call the Note as due in full in the event of a default for non-
payment or non-compliance of all terms of the mortgage, note and/or project agreement.
Housing Rehabilitation loans may be subordinated to another mortgage to allow a property owner to
refinance a first mortgage, provided that the refinance is to better the financial situation of the
property owner (e.g.: lower interest rate, more affordable payment, etc.). In order for a subordination
request to be considered, the new loan and homeowner must meet the following criteria:
The terms of the new loan are not predatory
There is no cash out (the homeowner cannot receive a check from the new lender due to the
new loan)
The property owner is in compliance with all aspects of the Housing Rehabilitation loan they
currently have.
A service charge of $50.00 shall be required to process the subordination agreement. Applicant shall
submit a completed subordination agreement request with an accompanying remittance of $50.00 to
the City. All requests require a minimum processing time of two weeks. The mortgagee is responsible
for payment of recording costs.
REHABILITATION STANDARDS AND PROJECT MANAGEMENT PROCEDURES
These general procedures and physical standards for the rehabilitation of existing residential
properties have been developed to provide minimum design and construction criteria for the City
Rehabilitation Program. These provisions are intended to serve as an aid in carrying out rehabilitation
objectives and goals, which seek to address those physical, social, and economic factors which have
tended to contribute to neighborhood deterioration.
REHABILITATION STANDARDS
The Housing Rehabilitation Program uses a combination of HUD’s Housing Quality Standards (HQS),
HUD’s Final Rule on Lead-Based Paint Poisoning, the City of Evanston’s Building Code and the
International Code Council’s (ICC) International Property Maintenance Code (IPMC), International
Residential Code (IRC) and the International Energy Conservation Code (IECC) as the basis for
determining minimum property standards. These code standards are hereby incorporated
by reference and made a part of these property rehabilitation standards. Additionally, the
rehabilitation program will utilize an inspection checklist (see appendices) as a basis for determining
the needs of the properties that are rehabilitated under this program. The rehabilitation standards
may be superseded in whole or in part by the above codes in instances where code requirements are
more stringent.
The purpose and intent of the rehabilitation standards are three-fold:
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1. To assure improved housing that is livable, healthful, safe, and physically sound, and at the same
time is low enough in cost for the present residents of the building to afford.
2. To provide a guide to an acceptable minimum level for residential rehabilitation with sufficient
flexibility to meet varied local conditions.
3. To encourage innovation and improved technology for reducing construction and maintenance
costs in order that safe and decent housing may be provided to as many City residents as possible.
Rehabilitation work completed as part of this program shall be in compliance with the above listed
codes and standards; while it is the goal of the program to bring the home completely up to code, it
may not always be feasible as the home may require more work than is financially feasible. When
there is more work than dollars available to bring a home up to code, work will be given consideration
based on the program priorities listed on pages 2 and 3. All work shall be done with medium and/or
construction grade materials; there shall be no ability for the owner to upgrade materials to luxury
grade. If there shall be a change in any project specification due to an item being out of stock of the
contractor’s inability to find the originally contracted item, replacement items shall be of similar size,
quality, and shape unless noted otherwise.
Energy efficiency improvements shall be made when either the component is at the end of its useful
life or the cost of the rehabilitation of said component shall bear a cost that is realized in energy-
efficiency savings within the life expectancy of the component or 20 years, whichever is less.
ENVIRONMENTAL REVIEW
The City of Evanston is the Responsible Entity for the City’s entitlement grants and is therefore
responsible for the Environmental Review (ER) referred to in the regulations at 24 CFR Part 58 for
CDBG-funded activities. Housing and Grants staff ensure that the ER process is complete and in
compliance with the National Environmental Protection Act (NEPA) before funds are committed to a
specific activity. The City’s Community Development Director is the Certifying Officer (CO) for HUD
Environmental Reviews for purposes of compliance, having been delegated that role by the City
Manager. The CO is the decision-maker concerning whether a project is approved or rejected on the
basis of the environmental review findings.
The Housing Rehab Specialist is responsible for conducting ERs for specific housing rehab projects.
The City plans to use a tiered review process for Housing activities for its 2015-2019 ConPlan. The
Grants and Compliance Specialist will be responsible for the Tier 1 review, which addresses all
environmental issues that can be addressed on a community wide basis such as airports and farmland.
The Housing Rehab Specialist will complete the Tier 2 review, which addresses all issues that are site
specific, including noise, above and underground storage tanks and Historic Preservation, under the
supervision of the Grants and Compliance Specialist.
Procedures
The Housing Rehabilitation Specialist and Grants and Compliance Specialist use the Environmental
Review Process flowchart provided by the Region 5 Environmental Officer to determine the level of
review for each activity as outlined below:
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Review of all activities funded in the annual Action Plan to determine the level of ER based on
activity type (Exempt; Categorically Excluded, Not Subject to 58. 5; Categorically Excluded,
Subject to 58.5; or Environmental Assessment), including consideration of using tiered or
aggregated reviews for projects with unspecified sites.
Complete the appropriate ER form (Exempt, Statutory Checklist, Environmental Assessment, or
other applicable review format) by conducting research on the various laws and authorities,
collecting information and documentation, making determinations and consulting with
appropriate agencies and resources.
Publish or post any applicable notices relating to use of funds for the appropriate length of
time based on the ER level and receive any comments
If required, submit the Request for Release of Funds (RROF) (7015. 15) to HUD
Pending receipt of the Authority to Use Grant Funds from HUD (Form 7015. 16), enter into
agreements (subrecipient agreements, memoranda of understanding (MOU), or contracts, as
appropriate); these agreements include federal uniform administrative and cross-cutting
requirements, as applicable.
The City will re-evaluate its environmental findings and decisions if there are substantial changes in
the nature, magnitude, or extent of a project, or if environmental conditions are discovered during
implementation of a project. If the changes do not affect the original determination, this will be
documented to the file. In any instance where changes make the original determination invalid, a new
ER will be prepared.
Record Keeping
A written Environmental Review Record (ERR) will be created and maintained for every activity and
project funded in full or part with CDBG (§ 58.38). The ERR substantiates decisions and conclusions
concerning the environmental impact of the activity or project. Each ERR is retained in the project file
in compliance with CDBG records retention policy and includes the following documentation as
appropriate based on the level of review:
Complete description of the activity or project, including funding amount and source(s), with
pictures of the site and renderings of completed project, as appropriate
Completed ERR form (dated and signed by CO)
Documentation of the evaluation of the effects of the activity or project on the environment,
including, but not limited to:
o Consultation with applicable authorities, including Historic Preservation Planner
o All determinations and findings
o Verifiable source documents and relevant base data
Maps (including the location of the project)
Letters of correspondence, approvals or required permits
Phase I and Phase II Environmental Site Assessment reports
LEAD BASED PAINT POLICY & PROCEDURES
All housing units in a project assisted with CDBG funds must comply with the regulations of the Lead
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Safe Housing Rule (LSHR) found at 24 CFR Part 35. The purpose of this regulation is to notify the
occupants of the hazards of lead-based paint and to identify and address lead-based paint hazards
during the project. Specific requirements vary depending on the type of work performed and the level
of federal subsidy. For CDBG-funded projects involving the acquisition or rehabilitation of housing, the
lead-based paint requirements established by the regulation fall into the major categories listed
below:
Summary of Required Activities to Address Lead-Based Paint
Category Required Activities
Notification All of the following notices must be provided as ap propriate:
Lead Hazard Pamphlet
Disclosure
Notice of Lead Hazard Evaluation or Presumption
Notice of Lead Hazard Reduction Activity
Lead Hazard Evaluation One or more of the following may apply:
Visual Assessment
Paint Testing
Risk Assessment (or Lead Hazard Screen)
Lead Hazard Reduction One or more of the following may apply:
Paint Stabilization
Interim Controls (or Standard Treatments)
Abatement
The following always apply:
Safe Work Practices
Clearance
Ongoing Maintenance This requirement may apply.
Inspect and maintain lead hazard reduction work
Exemptions
CDBG projects may be exempt from the Lead Safe Housing Rule if they meet the criteria listed below:
Housing units constructed after 1978.
Emergency repairs to residential properties are being performed to safeguard against
imminent danger to human life, health or safety, or to protect the property from further
structural damage due to natural disaster, fire or structural collapse. The exemption applies
only to repairs necessary to respond to the emergency.
Properties that will not be used for human residential habitation. This does not apply to
common areas such as hallways and stairways of residential and mixed-use properties
Housing projects exclusively for the elderly or persons with disabilities, with the provision that
children less than six years of age will not reside in the dwelling unit.
An inspection performed according to HUD standards found the property contained no lead-
based paint
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According to documented methodologies, lead-based paint has been identified and removed,
and the property has achieved clearance
The rehabilitation will not disturb any painted surface
The property has no bedroom.
The property is currently vacant and will remain vacant until demolition
The Renovation, Repair, and Painting Rule (RRP Rule)
The Renovation, Repair, and Painting Rule (RRP), issued by the EPA in 2008 and amended in 2010 and
2011, requires the use of lead-safe practices and other actions aimed at preventing lead poisoning.
Contractors performing renovation repair, and painting projects that disturb lead-based paint in
homes built before 1978 must be EPA-certified and must follow specific work practices to prevent lead
contamination. Further, for jobs where lead-based paint is disturbed, firms must assign one or more
“certified renovators,” who have successfully completed an EPA -approved training course. All
renovation workers must receive on the job training from the certified renovation. Projects subject to
the EPA RRP do not require clearance examinations.
All contractors with RRP covered projects funded by CDBG must follow these three simple procedures:
Contain the work area
Minimize dust
Clean up thoroughly.
Procedures
Applications for funding are reviewed by Housing and Grants staff to determine if they are subject to
either the HUD LSHR or the EPA RRP and provide information on the appropriate regulations, including
the certifications required for any paint inspectors, risk assessors and individuals performing lead
clearance testing, from 40 CFR 745.226. Bid documents for covered projects must specify any
certifications required by contractors and the project budget must include costs for evaluating lead-
based paint hazards, as well as appropriate lead hazard reduction activities (paint stabilization, interim
controls or abatement) in their project budgets.
The City’s Housing Rehab Specialist is responsible for ensuring compliance with LSHR on all rehab
projects and must be a certified Illinois Department of Public Health Lead Inspector.
The Rehab Specialist is responsible for:
Calculating the level of assistance by taking the lower of the per unit rehabilitation hard costs
(regardless of source of funds) or the per unit Federal assistance (regardless of the use of the
funds).
Determining the most appropriate approach to evaluate lead hazards and address them as
summarized below:
For projects ≤ $5,000 per unit, workers must be trained in safe work practices, notices must be
provided to owners and tenants, and clearance must be achieved.
For projects between $5,000 and $25,000 per unit, either:
o Presume that lead-based paint is present and perform standard treatments in lieu of
interim controls on all applicable painted surfaces and presumed lead-based paint
hazards
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o Conduct a lead hazard screen instead of a risk assessment. If the screen indicates there
is no lead contamination, no lead hazard reduction is required. If the screen indicates
the presence of lead, a risk assessment must be conducted and required interim
controls and clearance performed
For projects over $25,000 per unit, either:
o Presume that lead-based paint hazards exist and abate all applicable painted surfaces
that will be disturbed during rehabilitation and all presumed lead hazards
o Conduct a lead hazard screen instead of a risk assessment. If the screen indicates there
is no lead contamination, no lead hazard reduction is required. If the screen indicates
the presence of lead, a risk assessment must be conducted and required abatement
and clearance performed
The Rehab Specialist is responsible for ensuring all notifications, including the Lead Hazard Information
pamphlet, Evaluation or Presumption of Lead Hazards, and Lead Hazard Reduction work, are provided
to property owners and residents; and that contractors have the appropriate certification and training
and all lead safe practices are followed. All actions must be documented in the project file.
PROJECT MANAGEMENT & REHABILITATION PROCEDURES
1. Prior to a final approval, but after the project has been determined to be income-eligible, the
Rehab Specialist will make an appointment with the owner to inspect the property. The purpose of
the inspection is to assess the needs of the property and determine a final scope of work, including
the requirements to address any lead hazards. The Rehab Specialist will create a preliminary scope of
work and budget based on the inspection which will then be taken to the loan review committee for
consideration.
2. The loan committee will review the proposed scope of work and budget, as well as the application
and supplemental documents, and make a decision as to program eligibility, appropriateness of the
scope of work and budget and loan terms. If the application is approved, the loan committee will
collectively determine the budget for the project (which shall include an appropriate amount of
contingency funding, generally not to exceed 20% of the total project budget) as well as the terms of
the loan as appropriate based on underwriting of the application.
3. A letter will be sent to the property owner within two (2) business days of the loan committee
meeting informing them of the proposed scope of work, budget and loan terms or of denial for
eligibility for the program. The property owner shall have five (5) business days to appeal any decision.
Appeals will be heard by the loan committee. For approved projects, the Rehab Specialist will meet
with the owner at the property to review the final scope of work and detailed project work write-up
and specifications and obtain approval to proceed with the bidding process.
4. Once the work specifications are agreed upon, the Rehab Specialist shall solicit construction bids
using the program’s Approved Contractors List; if the owner would like a contractor that is not on the
list to be part of the bidding process, the contractor shall request to be added to the approved
contractor list and provide evidence of program requirements and shall be approved to be eligible
before bidding on the job. Contractors shall be notified by letter to submit bids by the deadline in the
bid package in order to be considered for the job. Contractors must attend a scheduled walk-through
of the property and meet the owner to be eligible to bid on the job. Contractors are ineligible to
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perform work on their own home as part of the program . On behalf of the owner, the Rehab Specialist
obtains a minimum of three (3) proposals from contractors for all work.
5. The Housing Rehab Specialist recommends a contractor to the property owner based on the
lowest responsible and responsive bid. The property owner has ultimate responsibility for selection of
the contractor from among the bids that are deemed responsible and responsive by the Rehab
Specialist. If the lowest responsible bid is not accepted, the property owner shall provide justification
for using another contractor.
6. Contracts are drafted for the rehabilitation work in addition to the owner’s mortgage, note and
project agreement. A loan closing meeting will be scheduled where the owner and contractors will
meet to review all rehabilitation related documents and contracts and execute signatures by all
parties. Expectations of rehabilitation, including timeliness of work, payment and lien release
procedures and quality of work will be discussed.
Upon execution of all contract documents, the owner will also close on their loan by signing the
mortgage, note and project agreement. Once all documents have been signed by the City, each party
to the contract will receive copies. One copy of each document will also be placed in the project file.
7. If there is a contract of $100,000 or more, a contractor shall provide a performance bond prior to
the start of construction. A copy of the bond, as well as the sworn statement, shall be placed in the
project file.
8. City project management during the rehabilitation process will include progress inspections in
addition to required inspections by the Building & Inspection Services Division for plumbing, electrical,
mechanical and structural work, if applicable. Any deviations from the rehabilitation contract or issues
with the workmanship of the contractor shall be handled as soon as the Rehab Specialist is made
aware. Resolutions may include written notice of failure to perform requesting the contractor to
complete the work in a manner that is to the satisfaction of the owner and in accordance with the
contract, or in extreme circumstances, removal of the contractor and rebidding the job for another
contractor to complete. The owner should make the Rehab Specialist aware of any concerns
immediately and the Rehab Specialist shall take any unresolved issues to the loan review committee to
consider remediation actions.
9. Any change to the contract shall be made in the form of a change order; no changes shall be
made by physically writing on the original contract or by verbal authorization. Change orders under
$500.00 which are modifications to the original scope of work due to unforeseen circumstances or
unavailable materials may be made without loan committee consideration, but must be made in
writing and signed by the owner, contractor and Rehab Specialist.
Change orders over $500.00 or that adds a new item to the scope of work (for reasons identified
above, not to add additional items at the discretion of the owner) shall be taken to the loan
committee for consideration. If said change order is approved, it shall be made in writing and signed
by owner, contractor, Rehab Specialist and Building & Inspection Services Division Manager.
10. Payments shall be made to the contractor in amounts no less than 33% of the contract amount,
unless it is the sole and final payment of the contract. Payments shall be made to contractors only
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after receipt of original lien waivers, sworn statements, pay-out orders, inspection tickets, contractor
affidavits and, when necessary, paid invoices are provided to the City. For projects with eight or more
units, certified timesheets must be submitted with any payment request. Additionally, payments will
only be processed when the property owner has signed a payment authorization form confirming their
satisfaction with the work completed as identified in the invoice. If the property owner refuses to sign
the payment authorization, the loan committee may make decisions as to the appropriateness of
payment to the contract; invoices deemed appropriate for payment will be made and will be debited
from the owner’s loan balance. This will be conveyed to the owner in writing.
If all of the work has been completed satisfactorily, the contractor shall submit a final pay-out order
affidavit, and all necessary releases of liens and warranties shall be collected for distribution to the
property owner. For work not satisfactorily completed, the City shall issue a “punch -list” (statement of
incorrect or incomplete items) to the contractor. The items shall have to be completed within a
specified time period, as stated on the punch-list. Once the “punch-list” items are completed and
approved the Housing Rehab Specialist the pay-out shall be processed. Final payments shall follow the
same procedures as listed above.
11. Upon completion of all rehabilitation work, a final lead clearance shall be ordered. Upon
obtaining lead clearance certification, the rehabilitation project is considered complete. Unspent
funds shall be applied to the loan amount and final principal balance determined. The owner will
receive a loan completion statement informing them of their repayment obligations and loan terms,
including final principal balance of the loan.
12. All contractors are required to provide a one-year warranty from final contractor payment date on
all work performed on rehabilitation activities. The owner is responsible to contact the contractor for
any warranty-related problems. Should a dispute between the contractor and owner arise during the
contractor’s one-year warranty period, every attempt shall be made by those parties to reach an
agreement. There is no obligation or liability of the Community Development Department in such
circumstances; however, Community Development staff may enter into the negotiations to facilitate
an agreement.
CONTRACTOR ELIGIBILITY & DEBARMENT
All contractors shall be pre-approved by the City of Evanston as eligible to participate in the
Rehabilitation Program. In order to be eligible, a contractor must have any required trade licenses,
not have any judgments or liens against them, have current proof of insurance and must be in good
standing with the City of Evanston. They must also have appropriate lead hazard training, certification
and insurance for any lead hazard stabilization, interim controls or abatement requirements.
Contractors and subcontractors listed on the Federal System Award Management website
(www.sam.gov) as debarred or excluded may not be used by the Housing Rehabilitation Program.
Additionally, any contractor on the City’s local debarred contractor list may not be used.
If the any contractor has consistently exhibited poor workmanship, unethical behavior, or refuses to
comply with the requests of the City, or if the contractor falsifies information, files for bankruptcy or if
the City has reason to doubt his/her solvency, has insufficient insurance, fails to honor warranty work
or has failed to complete or pursue diligently this or any other rehabilitation projects, the contractor
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shall be barred from any further rehabilitation work associated with the Housing Rehabilitation
Program. The contractor shall also be removed from any eligible Contractor’s List, and may, at City of
Evanston discretion, be removed from his current project. In that event, any and all financial
obligations of the City to the contractor shall be at an end as of the date of termination. The local
Contractor Debarment shall be in effect for two (2) years, after which time, the contractor may re-
apply to be eligible for the program.
DEFINITIONS
After-Rehabilitation Value:
An estimate of the post rehabilitation market value of a property. This value is calculated by adding
50% of the proposed rehabilitation costs to the as-is appraised.
Amortization:
The gradual extinguishment of a debt (including interest, if any) by equal monthly payments.
As-Is Appraised Value:
An estimate of the market value of a property in its existing condition as determined by an appraiser
or, in the absence of the need for a professional appraisal, an estimation of value by Housing
Rehabilitation staff.
Assets:
An account or tangible item, which has a cash value or can be converted to cash. These include, but
are not limited to, cash, stocks, bonds, CDs, checking accounts, savings accounts, retirement account,
etc.
Code Violations:
Violations of the current ICC International Property Maintenance Code as adopted and amended by
the City of Evanston, other current applicable City building codes and Housing and Urban
Development (HUD) standards.
Deferred (Title Transfer) Loans:
Deferred loans are loans made at zero (0%) percent interest without monthly payments. The property
serves as collateral in the form of a mortgage. When the property is sold or title is otherwise
transferred, of in the event of the death of the mortgagee, the deferred loan shall be paid in full.
Gross Monthly Income:
The Housing Rehabilitation Program uses HUD’s Part 5 definition of income to determine eligibility to
participate in the program and receive assistance. Household income includes the incomes of all adults
living in the property, regardless of familial relationships. Gross monthly income shall include, but is
not limited to:
The gross earnings, which include, salary, overtime pay, commissions, fees, tips, and bonuses
Interest and/or dividends.
Passbook value of equity in the subject property owned by the applicant.
Net income from business or net rental income.
Social security, annuities, pensions, retirement funds, etc.
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Unemployment benefits, Workers compensation, etc.
Alimony, child support, welfare payments.
Housing Expenses:
Payments for principal and interest on loans secured by lien on the property, mortgage insurance
premiums, hazard insurance premiums, real estate taxes, special assessments, homeowner
assessments, and other relevant housing expenses.
Incipient Code Violations:
An element of the structure which is not in violation of the housing code but which appears to be in a
condition which will deteriorate into an actual code violation in the near future.
Investor-Owned:
A property that is owned by an investor, or group of investors, for which the majority of the property
is rental units not occupied by one or more of the owners .
Mortgage:
A duly-recorded encumbrance upon a property.
Owner-Occupant:
A person who occupies and will continue to occupy property of which he/she is the legal owner.
Rehabilitation:
The process of reconstructing a usable structure, using modern techniques and materials, which
overcomes deterioration and code violations and provides a satisfactorily improved physical condition.
Residential Property:
A property used for residential purposes.
Standard Dwelling Unit:
A dwelling unit which meets existing minimum housing code standards for habitation. Specifically, a
dwelling unit in compliance with the current ICC International Property Maintenance Code, as adopted
and amended, and HUD Minimum Property Standards.
Substandard Dwelling Unit:
A dwelling unit that does not meet the criteria for a standard dwelling unit. A substandard dwelling
unit can be classified as either: 1) Deteriorated unit, i.e., one that is substandard but is structurally
sound or able to be made structurally sound and can be brought up to standard condition with
rehabilitation; or 2) Dilapidated unit, i. e., a substandard unit that has deteriorated to the extent that
it is unsafe, unsanitary, or dangerous to human life, and rehabilitation is not feasible.
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For City Council meeting of January 29, 2018 Item
Rooming Houses Research
For Discussion
To: Honorable Mayor and Members of City Council
From: Johanna Leonard, Community Development Director
Sarah Flax, Housing and Grants Administrator
Savannah Clement, Housing Policy and Planning Analyst
Subject: Rooming Houses Research
Date: January 24, 2018
Recommended Action:
At its meeting on January 8, 2018, the Planning and Development Committee requested
a white paper on rooming houses. Staff seeks direction on next steps.
Funding Source: N/A
Livability Benefits:
Built Environment: Support housing affordability; provide compact and complete streets
and neighborhoods; and
Equity & Empowerment: Ensure equitable access to community benefits, and support
poverty prevention and alleviation.
Discussion:
During the January 8, 2018 Planning and Development Committee discussion on the
City’s three-unrelated occupancy rule, Committee members requested more information
on rooming houses in Evanston and nationwide. Presently, there are a total of 76
buildings registered as rooming houses in Evanston. However, most of the buildings are
owned by Northwestern University and operate as dorms or fraternity/sorority houses.
Evanston hotels are also registered as rooming houses. An attached map indicates the
location of the current registered rooming houses throughout Evanston. Hotels such as
the Homestead and Margarita European Inn offer extended stay options but do not
consider themselves to be rooming houses. Many of the smaller, single family home
structures offer rooms for rent to Northwestern University students.
Current zoning code stipulates that rooming houses must receive a special use zoning
approval in all multi-family residential districts, and are not at all permissible in any other
district. However, many of the rooming houses that currently exist do not have special
use status since they were in existence prior to the adoption of the current zoning code
Memorandum
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and are considered legal nonconforming uses. Many of these structures look like single
family homes, but rent by the room with shared kitchens and common areas.
Background:
Evanston’s current rooming houses are regulated by the following language in the City
Code:
5-2-6. - ROOMING HOUSES; REQUIREMENTS AND STANDARDS.
Every provision of this Chapter which applies to rooming houses shall also apply to
hotels, except to the extent that any such provision may be found in conflict with the
laws of the State.
(A) At least one flush water closet, lavatory basin and bathtub or shower, properly
connected to a water and sewer system approved by the Director of Community
Development and in good working condition, shall be supplied for each six (6)
persons or fraction thereof residing within a rooming house including members of
the operator's family whenever they share the use of such facilities, provided that in
a rooming house where rooms are let only to males, flush urinals may be
substituted for not more than one-half (½) of the required number of water closets.
All such facilities shall be so located within the dwelling as to be reasonably
accessible to all persons sharing such facilities from a common hall or passageway.
Every lavatory basin and bathtub or shower shall be supplied with hot water at all
times. No such facilities shall be located in a basement except by written approval
of the Director of Community Development.
(B) The operator of every rooming house shall change supplied bed linens and towels
therein at least once each week, and prior to the letting of any room to any new
occupant. The operator shall be responsible for the maintenance of all supplied
bedding in a clean and sanitary manner.
(C) Every room occupied for sleeping purposes shall contain the following floor space:
One person ..... 70 square feet
More than one person ..... 50 square feet per occupant
(D) Every rooming unit shall have safe, unobstructed means of egress leading to safe
and open space at ground level as required by the laws of the State and the City.
(E) The operator of every rooming house shall be responsible for the safe and sanitary
maintenance of all walls, floors and ceilings and for the maintenance of a sanitary
condition in every other part of the rooming house. The operator shall be further
responsible for the safe and sanitary maintenance of the entire premises where the
entire structure or building is leased or occupied by the operator.
History of Rooming Houses:
In the early 20th century, rooming houses offered affordable housing for America’s urban
working class. However, with rising affluence over the course of the century, housing
options such as rooming and boarding houses were mostly regulated out of existence.
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Most American cities today control the low end of the housing market, by setting a
minimum size requirement around 400 square feet for a studio. As a result, this
frequently eliminates housing options for low income individuals in high cost markets.
Additionally, building codes throughout the country established occupancy limits,
capping the number of unrelated people who can room together under the same roof.
In his 2013 ebook, Unlocking Home: Three Keys to Affordable Communities, Alan
Durning argues that limitations on housing options at the bottom end of the market
results in creating an increase in demand, thereby increasing rents on all other portions
of the housing market. Durning outlines three key ways municipalities can create more
inexpensive housing options in walkable neighborhoods, at little or no cost to the public:
1. Legalize rooming houses;
2. Decriminalize roommates; and
3. Welcome accessory dwelling units.
In Seattle, WA, developers have built what are being called, “apodments.” The units in
these buildings are more akin to a dorm room, with some units as small as 120 square
feet. Each unit comes equipped with a bedroom, small bathroom and a microwave, and
cost about half the price of a studio apartment. Alan Durning states that the old rooming
houses served both upwardly mobile young people and middle-aged working-class
singles. He asserts that new rooming houses could do this, as well.
Attachments:
A map of the city’s rooming houses
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38 of 122
For City Council meeting of April 30, 2018 Item SP3
Resolution 26-R-18 Authorizing the City Manager to Execute an Intergovernmental
Agreement with Evanston Township High School District No. 202
For Action
To: Honorable Mayor and Members of the City Council
From: Erika Storlie, Assistant City Manager/Acting Community Development
Director
Michelle Masoncup, Interim Corporation Counsel
Sarah Flax, Housing and Grants Administrator
Savannah Clement, Housing Policy and Planning Analyst
Subject: Resolution 26-R-18, Authorizing the City Manager to Execute an
Intergovernmental Agreement with Evanston Township High School
District No. 202.
Date: April 25, 2018
Recommended Action:
Staff recommends consideration of Resolution 26-R-18 authorizing the City Manager to
execute an intergovernmental agreement (IGA) with the Board of Education of the
Evanston Township High School District No. 202. The IGA recognizes the mutual
benefits to the City, ETHS and the community of the educational and housing program
commonly known as Geometry In Construction (GIC) and memorializes the
expectations and commitments of both parties to maintain the program going forward.
Funding Source: NA
Livability Benefits:
Built Environment: Support housing affordability; provide compact and complete streets
and neighborhoods; and
Equity & Empowerment: Ensure equitable access to community benefits, and support
poverty prevention and alleviation.
Discussion:
The Geometry in Construction Affordable Housing program is a partnership that
provides significant benefit to our community cost effectively. GIC is one of the most
popular classes at ETHS, with 99 students registered for the 2017-2018 school year.
The program is currently in its fifth year and the homes developed through the program
address an important need for ownership housing affordable to moderate and middle
income families, defined as households with incomes ≤120% of the area median. ETHS
and City employees are prioritized to purchase from the GIC program. Community
Partners for Affordable Housing (CPAH) manages the sale of the ETHS homes to
Memorandum
39 of 122
eligible buyers. Long-term affordability is maintained using 99-year renewable ground
leases or Land Use Restriction Agreements (LURA) and resale restrictions to
households with incomes ≤120% of the area median.
Property addresses of the first five homes developed through GIC are:
● 1941 Jackson Avenue, a one-story home from GIC’s 2013-14 school year
● 1820 Dodge Avenue, a two-story home from GIC’s 2014-2015 school year
● 2142 Dewey Avenue, a two-story home from GIC’s 2015-2016 school year
● 1509 Emerson Street, a two-story home from GIC’s 2016-2017 school year
● 2005 Grey Avenue, a two-story home currently under construction in GIC’s 2017-
2018 school year
The first three GIC homes are completed and have been sold to income eligible
households. The 1509 Emerson Street home was moved to its permanent site on June
26, 2017. Plumbing, electrical, HVAC, drywall, etc. work by licensed contractors is
underway; completion is anticipated by summer 2018. An ETHS employee has already
expressed interest in purchasing the home. The 2005 Grey Avenue home will be moved
from ETHS to its permanent site in June 2018.
The GIC program effectively leverages other sources of funding for affordable housing,
as preconstruction and construction costs, including architectural fees, materials and
on-site labor (electrical, plumbing, HVAC, drywall, etc.) are borne by ETHS. The City
waives the building and right of way permit fees. The City has provided four of the lots in
the first five years of the program: three were acquired as foreclosed housing with NSP2
but the homes were demolished because their severely deteriorated condition made
rehab infeasible. The 2005 Grey Avenue site was purchased by the City with funding
from the Affordable Housing Fund. Staff is currently pursuing the acquisition of four
properties as the sites for future GIC homes through judicial deeds or the Cook County
No Cash Bid Program. Three of the properties are vacant lots and the fourth has a
severely deteriorated single family home that is infeasible to rehab.
-------------------------------------------------------------------------------------
Attachments:
• Resolution 26-R-18 authorizing the City Manager to execute an intergovernmental
agreement with Evanston Township High School District No. 202
• Draft Intergovernmental Agreement Between the City of Evanston and Evanston
Township High School District No. 202 regarding the Affordable Housing Program
40 of 122
4/25/2018
26-R-18
A RESOLUTION
Authorizing the City Manager to Execute an
Intergovernmental Agreement with the Board of Education of Evanston
Township High School District No. 202
NOW BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
EVANSTON, COOK COUNTY, ILLINOIS:
SECTION 1: That the City Manager is hereby authorized and directed to
sign, and the City Clerk is hereby directed to attest on behalf of the City, the
Intergovernmental Agreement with the Evanston Township High School District No. 202
(the “Agreement”), attached hereto as Exhibit 1 and incorporated herein by reference.
SECTION 2: That the City Manager is hereby authorized and directed to
negotiate any additional conditions of the Agreement that deems to be in the best
interests of the City.
SECTION 3: This resolution shall be in full force and effect from and after
its passage and approval, in the manner provided by law.
_______________________________
Stephen H. Hagerty, Mayor
Attest:
_______________________________
Devon Reid, City Clerk
Adopted: __________________, 2018
Approved as to form:
______________________________
Michelle L. Masoncup, Interim
Corporation Counsel
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EXHIBIT 1
INTERGOVERNMENTAL AGREEMENT BETWEEN THE CITY OF EVANSTON AND
THE BOARD OF EDUCATION OF THE EVANSTON TOWNSHIP HIGH SCHOOL
DISTRICT NO. 202
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Execution Version
2502968.2
INTERGOVERNMENTAL AGREEMENT BETWEEN THE CITY OF EVANSTON
AND EVANSTON TOWNSHIP HIGH SCHOOL DISTRICT NO. 202 REGARDING THE
AFFORDABLE HOUSING PROGRAM
This INTERGOVERNMENTAL AGREEMENT (“Agreement”) is made by and
between the City of Evanston, an Illinois municipal corporation and home rule unit as described
in the Illinois Constitution (the “City”), and the Board of Education of Evanston Township High
School District No. 202, Cook County, Illinois (“ETHS”).
Section 1. Background.
A. The City identifies and acquires real property located in the City by purchase or
other means to support the City’s affordable housing goals. Often these properties are vacant or
the existing structures require demolition.
B. ETHS offers its students a class known as ‘Geometry in Construction’ which
seeks to explore alternative channels and methods for educating students outside of a traditional
classroom setting on various subject matters such as design, mathematics, technical, and
construction related subjects.
C. The Geometry in Construction class constructs a residence by the end of each
school year, which is moved to a residential lot and inhabited.
D. Since 2013, the City and ETHS have collaborated with an affordable housing
developer, Community Partners for Affordable Housing (“CPAH”) to locate the Geometry in
Construction homes on lots owned by the City or ETHS and in turn make the property available
for purchase by a qualified applicant for affordable housing.
E. The City and ETHS have determined that the cooperation of the parties to date
regarding the affordable housing program benefits both public bodies and the community. It is in
their collective best interest to enter into this Agreement to memorialize the expectations and
commitments of the parties and to maintain the viability of this educational and affordable
housing program.
Section 2. General Commitments.
A. Term. This Agreement shall be in effect from the effective date, as set forth in
Section 5.I to until June 30, 2023, and shall automatically renew for subsequent five-year terms;
provided that the Agreement will not renew if a party provides written notice by December 31 of
the year prior to renewal of the terminating party’s intention to not renew the Agreement.
Further, either party may terminate this Agreement at any time without cause by providing the
non-terminating party with six months written notice of the terminating party’s decision to
terminate the Agreement. If such notice, however, is delivered after ETHS has commenced
construction on a Project Home, as defined in Section 3.A, the Agreement shall not terminate
until the Project Home is installed on the Subject Property, as defined in Section 3.A.
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B. Administration of Agreement. The City Manager, or the City Manager’s designee,
shall administer this Agreement on behalf of the City. The ETHS Superintendent, or
Superintendent’s designee, shall administer this Agreement on behalf of ETHS.
C. Meetings. The City Manager and the ETHS Superintendent, or their designees,
shall meet at least two times per year to discuss and review the affordable housing program,
including the City’s acquisition efforts and the status of construction.
D. Notification of Available Property. By March 1 of each year of this Agreement, or
by such later date if agreed to in writing by the parties, the City will use best efforts to identify a
residential property for the next Project Home site to enable the School District to construct a
residence for such property in the immediately following school year. If the Parties decide that a
property is not available by March 1, ETHS shall have no obligation to build a residence during
the immediately following school year. ETHS will confirm, in its sole discretion, with the City
prior to acquisition of the property whether the property is an appropriate site for the residence to
be constructed in the upcoming school year. The City shall grant ETHS access to the property to
conduct due diligence activities, including environmental assessments, that ETHS deems
necessary. ETHS must notify the City and pay for any due diligence, including environmental
assessment, that it seeks to be performed prior to the City’s acquisition of the site.
Section 3. ETHS Role and Responsibilities.
A. ETHS to Construct Project Home. After the City acquires a property (the “Subject
Property”), students and staff members shall construct a residence that is approximately 1,000 –
1,500 square feet in size (the “Project Home”). All aspects of the construction will be
coordinated and supervised by ETHS, including the building foundation, and installation of all
improvements and fixtures in compliance with all applicable codes and regulations. ETHS shall
coordinate and perform all aspects of the construction in an efficient, competent, and safe
manner in compliance with all federal, state, and local laws and regulations. The Project Home’s
primary structure will be constructed on ETHS property (1600 Dodge Avenue, Evanston,
Illinois).
B. Relocation of Project Home and Duration of Construction. After the Project
Home has been constructed, ETHS will arrange to move the Project Home to an appropriate
foundation located on the Subject Property. The foundation, mechanical systems, including
electrical, plumbing and HVAC, as well as interior and exterior finishing will be completed by
subcontractors hired by ETHS. Subject to Force Majeure, ETHS shall use due diligence and
commercially reasonable efforts to ensure completion and receipt of a Temporary Certificate of
Occupancy within 18 months after commencing construction.
C. Permits. ETHS shall be responsible for obtaining all building and occupancy
permits for the Project Home to enable it to be occupied on the Subject Property.
D. ETHS Costs. All costs for the construction of the Project Home and its placement
on the Subject Property will be borne by ETHS, including but not limited to construction
materials, labor costs, and removal expenses from ETHS Property to the Subject Property and
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2502968.2
including landscaping and site improvements on the Subject Property; provided that the City
shall waive all building permit fees, right of way fees, but will not waive water/sewer connection
fees or other City fees related to the construction and transfer of the Project Home to a third-
party.
Section 4. City Role and Responsibilities.
A. Acquisition of Property. Prior to March 1 of each year of this Agreement, the
City, without financial contribution from ETHS, will obtain vacant property of sufficient size
and zoned appropriately to allow for the location of a residence. The structure constructed may
be a single-family home or a duplex.
B. City Inspection. City staff members will inspect the Project Home during
construction and the finished Project Home prior to its removal from the ETHS property to
ensure compliance with all applicable codes and regulations.
C. Affordability Control. The City shall work with an affordable housing
organization to ensure that the Subject Property is affordable in perpetuity by placing the
property in a land trust or through deed restrictions. Such affordable housing organization shall
ensure that the Subject Property is sold to a buyer whose household income does not exceed
120% of the area median income at the time of purchase and who will own the property as their
primary residence. Area Median Income means the maximum income limit set by the Chicago-
Joliet-Naperville, Illinois HUD Metro FMR Area, which is based on household size as
determined annually by the United States Department of Housing and Urban Development. First
preference will be given to buyers that are employees of ETHS or the City of Evanston; second
preference will be given to eligible households on the centralized wait list for affordable housing
in Evanston managed by CPAH. When the property is re-sold, priority will be given to eligible
households on the centralized waitlist whose incomes shall not exceed 120% of the area median
income at the time of purchase and the purchase price shall be affordable to a household at that
income level.
Section 5. Miscellaneous.
A. Notices. Any notice, request, demand, or other communication provided for by
this Agreement must be in writing and will be deemed to have been duly received upon (a) actual
receipt if personally delivered and the sender received written confirmation of personal delivery,
(b) receipt as indicated by the written or electronic verification of delivery when delivered by
overnight courier, or (c) three calendar days after the sender deposits the notice with the U.S.
Post Office when sent by certified or registered mail, return receipt requested. Notice must be
sent to the addresses set forth below, or to such other address as either party may specify in
writing.
If to City:
Wally Bobkiewicz
City Manager
Sarah Flax
Housing & Grants
Michelle Masoncup
I City Attorney
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2502968.2
City of Evanston
2100 Ridge Avenue
Evanston, IL 60201
City of Evanston
2100 Ridge Avenue
Evanston, IL 60201
City of Evanston
2100 Ridge Avenue
Evanston, IL 60201
If to ETHS:
Dr. Eric Witherspoon
Superintendent
1600 Dodge Avenue
Evanston, IL 60201
Mary Rodino
Chief Financial Officer
1600 Dodge Avenue
Evanston, IL 60201
Brian Crowley
Franczek Radelet
300 South Wacker, Ste. 3400
Chicago, IL 60606
B. Binding Agreement. This Agreement shall be binding on and shall inure to the
benefit of the Parties, their respective successors, and assigns.
C. Amendments and Modifications. No amendment or modification to this
Agreement shall be effective until it is reduced to writing and approved and executed by the
Parties to this Agreement.
D. Governing Laws. This Agreement shall be governed by, construed, and
enforced in accordance with the laws of the State of Illinois without regard to conflict of law
principles. Jurisdiction and venue for all disputes hereunder shall be the Circuit Court located in
Cook County, Illinois, or the federal district court for the Northern District of Illinois.
E. Authority to Execute. The Parties warrant and represent that the persons executing
this Agreement on their behalf have been properly authorized to do so.
F. No Third-Party Beneficiaries. No claim as a third-party beneficiary under this
Agreement by any person, firm, or corporation shall be made, or be valid, against the Parties.
G. Entire Agreement. It is understood and agreed that all understandings and
agreements between the Parties are merged in this Agreement and no Party is relying upon any
statement or representation not embodied in this Agreement. Each Party expressly acknowledges
that, except as expressly provided in this Agreement, the other Parties and the agents and
representatives of the other Parties have not made, and the other Parties are not liable for or
bound in any manner by, any express or implied warranties, guaranties, promises, statements,
inducements, representations, or information pertaining to the transaction contemplated hereby.
H. Assignment. This Agreement cannot be assigned by any Party without the written
consent of the other Parties and should any assignment be made by one Party without the written
consent of the other Parties, such assignment will be null and void.
L. Counterpart Signatures. For the convenience of the Parties, this Agreement may
be executed in similar counterparts, each counterpart shall be deemed an original instrument, and
such counterparts taken together shall constitute one and the same.
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2502968.2
I. Effective Date. The Agreement shall be deemed dated and become effective on
the date the last of the Parties signs as set forth below the signature of their duly authorized
representatives.
(Signature page follows)
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2502968.2
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be
executed as set forth below.
CITY OF EVANSTON
By: ________________________________
City Manager
Date:
BOARD OF EDUCATION OF
EVANSTON TOWNSHIP HIGH SCHOOL
DISTRICT NO. 202
By: ________________________________
Superintendent
Date:
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For City Council meeting of April 30, 2018 Item SP4
Developing an Ordinance for Accessory Dwelling Units
For Action
To: Honorable Mayor and Members of the City Council
From: Erika Storlie, Assistant City Manager/Acting Community Development
Director
Scott Mangum, Planning and Zoning Administrator
Sarah Flax, Housing and Grants Administrator
Savannah Clement, Housing Policy and Planning Analyst
Subject: Expanding Accessory Dwelling Units to Address Housing Needs in
Evanston
Date: April 23, 2018
Recommended Action:
Staff requests direction from City council regarding follow-up steps relating to Accessory
Dwelling Units (ADUs) as a strategy to expand housing choices and affordable housing
in Evanston. At its meeting on January 29, City Council directed staff to revise current
zoning to allow rental of existing coach houses as a first step. An ordinance to permit
this was introduced at the April 23, 2018 meeting. Staff proposes undertaking a
comprehensive review of how to expand ADUs to further address Evanston’s housing
needs. Involving the Age Friendly Taskforce in this evaluation, as well as in community
outreach and education, would provide valuable perspective regarding housing needs of
seniors, including smaller accessible housing units, the ability to age in place, and
avoiding displacement due to rising housing costs.
Funding Source: NA
Livability Benefits:
Built Environment: Support housing affordability; provide compact and complete streets
and neighborhoods; and
Equity & Empowerment: Ensure equitable access to community benefits, and support
poverty prevention and alleviation.
Discussion:
ADUs, independent housing units created within single family homes or on their lots are
increasingly being encouraged in communities throughout the country to address
changing housing needs:
Memorandum
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Page 2 of 2
● Average family/household size is shrinking while the number of total households
is growing. Evanston’s total population of 74,895 is down by about 6% from its
peak of 79,808 in 1970. Much of Evanston’s housing stock was built to
accommodate larger family sizes common at that time and earlier.
● Increasing number of older adults living in their family homes need additional
income to pay mortgage, taxes and maintenance costs. They may also want a
family member or caregiver living nearby while maintaining their privacy.
● Integrating affordable housing in high cost, primarily single-family
neighborhoods, and increasing density without requiring construction of new
infrastructure or changing the character of neighborhoods.
Accessory Dwelling Units, Model State Act and Local Ordinance was developed by the
American Planning Association (APA) at the request of the Public Policy Institute, part
of the Research Group at AARP to assist citizens, planners and government officials in
evaluating potential changes to state laws and local ordinances to encourage wider
availability of ADUs because of their potential to benefit older adults.
Many of the provisions included in this document have been implemented in different
communities and been proven successful. Although developed at the request of AARP,
the model legislation is designed to assist in the development of ordinances that expand
availability of ADUs to serve the needs of households of all ages by increasing housing
choices and affordable housing for their residents. Although designed to work with State
legislation similar to California, which passed a law in 1982 that pushed local
governments to adopt ADU regulations, the Model Local Ordinance can be used
independently and provides useful information on different types of ADUs (attached and
detached), impact of ADUs in different zoning districts, considerations for permitting,
etc. In addition, AARP will be releasing a new guidebook on ADUs and intergenerational
housing in the near future that may provide further guidance.
-------------------------------------------------------------------------------------
Attachments:
Accessory Dwelling Units, Model State Act and Local Ordinance
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For City Council meeting of April 30, 2018 Item SP5
Steps Toward Home Ownership – Special Use for Small Lot Housing
For Action
To: Honorable Mayor and Members of the City Council
From: Erika Storlie, Assistant City Manager/Acting Community Development
Director
Scott Mangum, Planning and Zoning Administrator
Sarah Flax, Housing and Grants Administrator
Savannah Clement, Housing Policy and Planning Analyst
Subject: Steps Toward Homeownership – Special Use for Small Lot Housing
Date: April 25, 2018
Recommended Action:
Staff recommends consideration of developing a Special Use process that would enable
developers to propose the construction of modest-size homes on smaller lots than
currently allowed by our zoning. This process would enable the development of “starter”
homes affordable to first-time homebuyers and less affluent residents by reducing the
land cost associated with the development of a single family home. It would also allow
non-conforming parcels throughout our community that are currently undevelopable
based on zoning to be put into productive use.
Funding Source:
NA
Livability Benefits:
Built Environment: Support housing affordability; provide compact and complete streets
and neighborhoods; and
Equity & Empowerment: Ensure equitable access to community benefits, and support
poverty prevention and alleviation.
Discussion:
Currently Evanston single family zoning districts have relatively large minimum lot size
(7,200 SF in R1 and 5,000 SF in R2) and minimum lot width (35 feet in both R1 and R2)
requirements for one primary dwelling unit. This limits density and drives up housing
costs. New ownership opportunities for moderate and middle income households (80-
120% of the area median income) could be developed by encouraging moderately-sized
single family homes on smaller or narrower lots. A developer would propose a plan for a
specific site that would be evaluated individually as a Special Use by the Zoning Board
Memorandum
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of Appeals and City Council. Some parameters, such as size limits to the homes, could
be used to help maintain affordability. Affordability restrictions at initial purchase and at
resale through a land trust or deed restrictions should be considered to maintain long-
term or permanent affordability. A recommendation could be developed for
consideration by the Plan Commission.
The vacant double lot at 2122 Darrow Avenue that was acquired through the City’s
Neighborhood Stabilization Program 2 could be a pilot site for this program and an RFP
could be issued for its redevelopment to generate interest among developers. This
would support homeownership opportunities for households with incomes ≤ 120% of the
area median who are finding it increasingly difficult to purchase a home in Evanston.
The property is zoned R4 and a four-flat could be constructed by right. However, current
zoning does not allow for multiple detached homes on the site.
This program is another tool for expanding affordable housing options in Evanston and
staff seeks direction to implement a pilot or examine other options.
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For City Council meeting of April 30, 2018 Item SP6
Update on Priority Based Budgeting Process
For Action: Accept and Place on File
To: Honorable Mayor and Members of the City Council
From: Hitesh Desai, Chief Financial Officer/Treasurer
Ashley King, Finance and Budget Manager
Kate Lewis-Lakin, Senior Management Analyst
Subject: Update on Priority-Based Budgeting Process
Date: April 30, 2018
Recommended Action:
Staff recommends Council accept and place on file the update on the priority-based
budgeting process and direct staff to move forward with the public outreach portion of
the process.
Livability Benefits:
Innovation & Process: Support local government best practices and processes.
Summary:
Staff will give a presentation to City Council on work done so far in the priority-based
budgeting process and plans for the public outreach phase of the process.
Background:
At the March 19 City Council meeting, staff presented a plan for a priority-based
budgeting process. The first steps involved a process by which City staff would
internally list and then numerically score all programs and services provided by the City.
Two sets of measures were used to score programs at this stage in the process. The
first set was Basic Program Attributes. These were first scored by the departments and
then reviewed for accuracy by the Finance and Law Department staff. These measures
captured metrics including whether a program was mandated to be provided by the
state or federal government and its level of internal cost recovery. Details of these
measures are included in Attachment A - PBB Scoring Guidelines.
The second set of measures was City Council Goals. For this set, staff rated programs
based on their relevance to the 2018 City Council goals of: Infrastructure and Facilities,
Community Development and Job Creation, Affordable Housing, Police and Community
Relations, Stabilize Finances, and Equity. A program with a high score under one of
these goals was considered to be crucial to achieving the goal; low scores reflect low
relevance to the goal. Further detail on how these goals were evaluated is included in
Attachment A. These ratings were discussed and decided upon by an interdepartment
Memorandum
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team, which included staff members from every department and looked at the full list of
programs.
Results of Staff Process
The result of this staff process is a ranked list of about 150 programs from all City
Departments. These are ranked based on the total of all 10 measures used. For
example, a highly ranked program is likely to be required to be provided, recover its
costs, and be relevant to achieving multiple City Council goals. This full list of 150
programs with scores is included as Attachment B – Full Program List.
Staff intends to use this full list to come to a list of about 50 programs that can be the
focus of the public outreach process and considered for changes during the upcoming
2019 budget process. In order to accomplish this, staff focused on the bottom half of
programs in the ranked list, setting aside the top half for this portion of the conversation.
From these 78 programs, staff recommends separating 24 programs from discussion
that are required to be provided in some way by the City, but could be considered for
higher fees or consolidation with other services. These programs are:
With these removed, 54 programs remain, all of which are mandated only by City Code
or not required at all. Staff recommends that these 54 programs become a primary
focus of the public outreach process to take place in May.
Dept. Program
CD Stormwater Plan Review
PWA Street and Alley Maintenance/Repairs, Sidewalk and Curb Maintenance
AS Facilities Management - Emergency Management Services
AS Facilities Management - Preventative Maintenance
CMO Revenue and Collections - Home rule taxes
CMO Revenue and Collections - Online payments
CMO Revenue and Collections - Over the Counter payments
AS Facilities Management - In-House Construction Projects
PWA Street Sweeping
PWA Leaf Pickup and Disposal
Fire Specialized Rescue Operations
AS Fleet Services - Vehicle Replacement Planning and Purchasing
PWA Pavement Marking
PWA Streetlight, Traffic Signal and Sign Maintenance and Repairs
AS Human Resources - Benefits Administration
PWA City Properties Landscaping and Snow/Ice Control
PWA Snow and Ice Control
AS Fleet Maintenance
AS Payroll
CD Right of Way Permits
Health West Nile tracking - grant funded
Health Beach/Water Quality monitoring
CMO Pension Administration
CMO State mandated boards, commission, and committee administration
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Dept. Program
PRCS City-Sponsored Special Events
CD Contractor Licensing
PRCS Athletic programming
Health Community Health
PRCS
Summer Food Program/Child Nutrition Program/Congregate Meal
Program
CD Divvy Bikes
PRCS Community Services/Youth Engagement
PRCS Gibbs-Morrison Cultural Center
PRCS Noyes Cultural Arts Center
PRCS Indoor/Outdoor Recreation Programs
PRCS Summer Camps
PWA Sports Field Maintenance
PRCS Special Recreation Programs
CD Long-range planning (comprehensive plan, area plans)
PRCS Cultural Arts Programs
PWA Special Assessment Alley Improvements
CD Storefront Modernization Program
PRCS Fleetwood-Jourdain Theater
PWA Tree Preservation Permit Issuance and Enforcement
CD Business Licensing
PWA 50/50 Sidewalk Program
PRCS Certificate of Rehab Programs
CMO Tax Assessment Advocacy
PWA Special Refuse Pickups
PWA Permits for Block Parties, Moving Vans and Dumpsters
CMO Administrative Adjudication
CD Sign Permits and Inspection Services
Fire Public Education/Community Engagement
PRCS Recreation Center Bus Program
AS School Crossing Guards
Health Vital Records - Birth and Death Certificates
PWA Lakefront and Beach Maintenance and Cleaning
CMO Community Arts Administration
CMO Revenue and Collections - Passport
PWA Annual Dredging for Boat Launch and Harbor
PWA Twice Annual Bulk Pickups
PWA Business District and Park Refuse Pickup and Disposal
Health Social Services (Victim Advocacy)
CD Historic Preservation Review
PWA Dutch Elm Disease Control
CD Mental Health Board
PWA Public Art Installation Support
AS Human Resources - Training
PWA Special Event Support
PRCS Subsidized Taxi Cab Coupon program
CMO
Boards, commisison, and committee administration by
resolution/ordinance
PWA Engineering for Parks and Facilities Projects
CMO Revenue and Collections - Real Estate Transfer Stamps
CMO Revenue and Collections - Wheel Tax
PWA Bike Infrastructure Maintenance
PWA Tree Trimming, Removal and Planting, and Evaluations
Police Police Building maintenance
PWA Playground Equipment Maintenance and Repairs
Health Vacation Rental Permit and Administration (Airbnb)
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Public Outreach Process
After the April 30 City Council meeting, staff plans to go to the community to ask for
public input on the 54 programs listed above. Residents will be asked to choose from
this list the 10 most important programs they believe the City provides, and then the 10
least important programs. There will also be an opportunity to name other high and low
priorities and to offer general suggestions on other ways to balance the City’s budget. A
draft of the survey will be shown in staff’s presentation to Council.
The survey will be available online from May 10-31. Printed copies will be distributed to
all community centers and the public library. Additionally, staff will hold an Open House
on Priority-Based Budgeting at the Civic Center on May 24th from 3 to 8pm to allow
residents to give their input in person. Details of this event will be shared through the
City’s website, newsletters, and social media throughout May.
Attachments:
Attachment A – Priority-Based Budgeting Scoring Guidelines
Attachment B – Full Program List with Staff Ranking
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Attachment A
2019 Priority-Based Budgeting
Scoring Guidelines
Directions:
Please use the guidelines below in order to complete the scoring matrix for your
department. Return completed spreadsheet to Ashley and Kate by Friday, March 30.
The Budget Team will follow up with you on any questions about specific programs after
this date.
Part I: Basic Program Attributes
Mandated to Provide Program
4 Service is mandated Federally
3 Service is mandated by State
2 Service is mandated by City Charter
1 Service is mandated by City Ordinance or Resolution
0 Service is not mandated
Cost Recovery of Program
4 Service recovers 75-100% of costs
3 Service recovers 50-74% of costs
2 Service recovers 25-49% of costs
1 Service recovers 1-25% of costs
0 Service recovers less than 1% of costs
Change in Demand for Service
4 Demand is significantly increasing
3 Demand is slightly increasing
2 Demand is remaining constant
1 Demand is slightly decreasing
0 Demand is significantly decreasing
Reliance on City to provide service
4 Only City can provide service
3 Only government entities can provide service
2 Only public agencies can provide service
1 Service could be provided by a public agency or not-for-profit
0 Service can be provided by either a public or private entity
Portion of Community Served by Program
4 Program serves the entire community
3 Program serves a substantial part of the community
2 Program serves a significant part of the community
1 Program serves some portion of the community
0 Program serves only a small portion of the community
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Attachment A
Part II: 2018 City Council Goals
Rating City Council goals: 0-4 scale
4 Program is essential to achieving the goal
3 Program has a strong influence on the goal
2 Program influences the goal
1 Program has some influence on achieving the goal, though minimal
0 Program has no influence on achieving the goal
Sub-points for each goal serve as guidelines for evaluating the program based on the
ratings scale above.
Invest in City Infrastructure and Facilities
Develops new infrastructure and facilities
Improves infrastructure and facility effectiveness
Provides for the maintenance of infrastructure and facilities
Seeks opportunities to leverage new funding services for improvements
Connects with the community to address issues and concerns regarding
infrastructure and facilities
Enhance community development and job creation citywide
Creates a safe, business-friendly and sensibly regulated environment that
stimulates business development and increases the tax base
Attracts, retains or develops a well-balanced, diverse mix of commercial,
industrial and agriculture business that are sustainable and benefit the
economy
Effectively plans for a reliable, well-maintained and accessible transportation
network that meets the current and future growth needs of the community
Provides a secure, attractive and desirable place to live and work, offering
access to core services
Creates partnerships to expand cultural and artistic opportunities and events
throughout the community
Expand Affordable Housing Options
Facilitates housing options to accommodate a diverse community
Encourages development of small scale housing options like accessory
dwelling units, tiny homes, and micro apartments
Encourages inclusionary housing practices in private businesses
Further Police/Community Relations Initiatives
Encourages an inclusive community that is accepting, connected and promotes
shared responsibility
Promotes local community engagement with the Police Department
Actively seeks honest, open and continued dialogue on issues of race
and community relations within departments
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Attachment A
Stabilize long-term city finances
Generates or seeks new revenue to support City operations
Supports best financial practices of auditing, purchasing, budgeting, and
internal controls
Supports long-term financial planning for debt and capital investment
Part III: Equity
Does the program benefit historically underrepresented or disadvantaged
populations?
4 This program is in place specifically to meet the needs of historically
underrepresented* Evanston residents
3 This program or service does not specifically target historically underrepresented
residents, however, assistance (e.g. scholarship programs) is available to ensure
accessibility for all residents.
2 This program does not target underrepresented populations nor does it have
provisions to make the program accessible to those populations, however, it is
likely that underrepresented populations would be disproportionately impacted if
this program is cut.
1 This program provides indirect benefits to underrepresented populations.
0 This program does not provide direct or indirect benefits to underrepresented
populations
*historically underrepresented populations - race/ethnicity, sex, physical or
mental disability, sexual orientation, gender identity, age, immigrant status,
veteran status, language and/or socio-economic status.
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Staff
Rank Dept. Program
Mandated
to Provide
Service
Cost
Recovery
Change in
Demand
Reliance
on City
Portion of
Community
Served
Infrastructure
and Facilities
Community
Development/
Job Creation
Affordable
Housing
Police/
Community
Relations
Stabilize
Finances Equity Total
1 CD Community Development Block Grant Administration 4 4 2 3 2 4 4 3 0 3 4 33
2 CMO Citizen Engagement and outreach 0 4 2 4 4 4 4 2 4 0 3 31
3 CD HOME Grant Administration 4 4 2 3 2 2 4 4 0 1 4 30
4 Law Legislative Drafting 3 0 0 4 4 4 4 4 4 0 3 30
5 Health Property Maintenance 3 2 1 4 4 3 4 2 2 0 4 29
6 Health General Assistance - former township 3 3 0 4 4 0 4 4 3 0 4 29
7 Law Contracts /Transactions 1 4 0 4 4 4 4 1 0 4 3 29
8 PWA Water Treatment Plant and Pumping Operations 4 4 1 4 4 4 4 0 0 3 0 28
9 PWA Water Distribution System Maintenance 4 4 0 4 4 4 4 0 0 3 0 27
10 CD Housing Rehabilitation - Federal Funded 4 4 0 1 2 4 4 4 0 0 4 27
11 CD Neighborhood Stabilization Program Grant Administration 4 4 0 1 2 4 4 4 0 0 4 27
12 PWA Utility Billing 1 4 0 4 4 4 4 0 0 4 2 27
13 CD Building Plan Review and Inspection Services 3 4 0 0 4 4 4 2 0 4 2 27
14 Police Communications and Emergency Telephone System (911)3 1 2 4 4 2 4 0 4 1 1 26
15 CMO Office of Equity and Empowerment 1 0 2 4 4 0 4 3 4 0 4 26
16 PWA
Street and Alley Maintenance/Repairs, Sidewalk and Curb
Maintenance - Federal Funded (MFT)4 4 1 4 4 4 4 0 0 1 0 26
17 PWA Sewer System Maintenance 4 4 0 4 4 4 4 0 0 2 0 26
18 CMO Purchasing 3 1 2 4 4 4 4 0 0 4 0 26
19 CD Emergency Solutions Grant 4 4 0 2 2 2 4 2 0 1 4 25
20 CMO Budget Preparation 3 2 1 4 4 4 2 0 0 4 1 25
21 Police Juvenile Bureau 3 0 2 4 4 0 4 0 4 0 4 25
22 Police Office of Professional Standards 3 0 2 4 4 0 4 0 4 0 4 25
23 Police Records Bureau 3 0 2 4 4 1 4 0 4 1 2 25
24 Health Food Inspections and Enrironmental Health Asssessments 3 2 1 4 4 4 4 0 0 0 2 24
25 CMO Finance Administration/City Treasurer 3 2 1 4 4 4 2 0 0 4 0 24
26 PRCS Operations of Beaches and Boat Facilities 1 4 1 1 4 3 4 0 1 2 3 24
27 Law Litigation 3 3 0 0 4 4 0 1 4 4 1 24
28 CMO Accounts Payable 3 0 1 4 4 4 4 0 0 4 0 24
29 Police Traffic Control 3 1 1 4 4 3 4 0 4 0 0 24
30 Police Problem Solving Team 1 0 2 4 4 0 4 0 4 0 4 23
31 CMO Special Assessment Billing 3 0 0 4 4 4 4 0 0 2 2 23
32 PRCS Chandler-Newberger Community Center 0 4 1 1 4 4 4 0 0 2 3 23
33 PWA Engineering for Streets and Right-of-Way Projects 3 1 1 4 4 4 4 0 0 2 0 23
34 PWA Engineering for Transportation and Traffic Projects 3 1 1 4 4 4 4 0 0 2 0 23
35 PWA Engineering for Water and Sewer Projects 4 0 1 4 4 4 4 0 0 2 0 23
36 CMO Accounting/Financial Reporting 3 1 1 4 4 2 2 1 0 4 1 23
37 Police Criminal Investigations 3 0 2 4 4 0 4 0 4 0 2 23
38 Police Patrol Operations 3 0 2 4 4 0 4 0 4 0 2 23
39 Fire Fire Suppression 3 1 0 2 4 4 4 0 2 0 3 23
40 PRCS Ombudsman Program 1 2 2 1 4 0 4 1 3 0 4 22
41 Police Neighborhood Enforcement Team 1 1 2 4 4 0 4 0 4 0 2 22
42 Police 311 Center 0 0 0 4 4 3 4 0 4 0 3 22
43 PRCS Levy Center/Senior Services 0 2 2 1 4 4 4 0 0 1 4 22
44 Fire Emergency Preparedness - State Funded 3 2 2 0 4 3 3 0 2 0 3 22
45 CMO Revenue and Collections - Department as a whole 1 4 1 4 4 1 0 0 0 4 3 22
46 CD Affordable Housing and Homeless Services (AH Fund)1 4 2 1 2 1 2 4 0 1 4 22
47 PRCS Ecology Center 0 4 1 1 4 4 4 0 0 1 3 22
48 CD Business Attraction and Retention 0 4 1 1 3 4 4 0 0 4 1 22
49 CD Graffiti Removal - Federal Funded 4 4 0 1 2 4 4 0 1 0 2 22
50 CD Land use/zoning process 3 1 0 0 4 4 4 3 0 1 2 22
51 Fire Fire code enforcement 3 1 2 0 4 4 3 0 2 0 2 21
52 PRCS After-School Programming 0 2 2 1 4 0 4 0 3 1 4 21
53 PRCS Fleetwood-Jourdain Community Center 0 2 2 1 4 4 4 0 0 1 3 21
54 PRCS Athletic Fields Rentals 1 1 2 1 4 3 4 0 1 1 3 21
55 Police School Liason Officer 1 0 0 4 4 0 4 0 4 0 4 21
56 PRCS Robert Crown Community Center & Ice Rink 0 3 1 1 4 4 4 0 0 1 3 21
57 Law Liquor Licensing 3 4 0 4 4 0 4 0 0 1 1 21
58 PWA JULIE locates 4 0 1 4 4 4 4 0 0 0 0 21
59 Fire Emergency Medical Services 1 4 2 0 4 0 4 0 2 1 3 21
60 AS
Facilities Management - Facilities Planning &
Consultation/Assistance on Engineering CIP 4 0 1 4 4 4 3 0 0 0 1 21
61 PWA Engineering Plan Review for Private Development 3 0 1 4 4 4 4 0 0 1 0 21
Basic Program Attributes (From Departments, Budget Team
Review)City Council Goals (Interdepartment Team)Attachment B: Full Program List
120 of 122
Staff
Rank Dept. Program
Mandated
to Provide
Service
Cost
Recovery
Change in
Demand
Reliance
on City
Portion of
Community
Served
Infrastructure
and Facilities
Community
Development/
Job Creation
Affordable
Housing
Police/
Community
Relations
Stabilize
Finances Equity Total
Basic Program Attributes (From Departments, Budget Team
Review)City Council Goals (Interdepartment Team)
62 AS Information Technology 1 0 2 1 1 4 3 0 4 4 1 21
63 Police Service Desk 3 0 0 4 4 0 4 0 4 0 2 21
64 AS Human Resources - Personnel Management 4 0 1 0 1 1 3 0 2 4 4 20
65 AS Human Resources - Worker's Compensation and Safety 4 2 2 0 1 2 3 0 2 4 0 20
66 CMO MWEBE/LEP Program 1 1 2 4 4 0 4 0 0 0 4 20
67 Police Animal Control Warden 1 1 2 4 4 0 3 0 4 0 1 20
68 PRCS Workforce Development/Career Pathways 0 1 2 1 4 0 4 0 4 0 4 20
69 CMO Sustainability Programs 1 1 1 1 4 4 4 0 0 1 3 20
70 PRCS Mayor’s Summer Youth Employment Program 0 1 1 1 4 1 4 0 4 0 4 20
71 Police Community Strategies Bureau 1 0 1 4 4 0 4 0 4 0 2 20
72 Police Police Property Bureau 1 1 0 4 4 0 4 0 4 0 2 20
73 PWA
Residential, Condo and Apartment Recycling Collection and
Disposal 1 4 1 4 4 2 3 0 0 1 0 20
74 AS Parking Enforcement 3 4 2 0 4 2 1 0 0 4 0 20
75 PRCS City-Sponsored Special Events 0 4 2 1 4 0 4 0 2 0 3 20
76 CD Contractor Licensing 3 4 0 0 4 3 4 0 0 2 0 20
77 CD Stormwater Plan Review 4 3 0 0 4 4 4 0 0 0 1 20
78 PWA
Street and Alley Maintenance/Repairs, Sidewalk and Curb
Maintenance 1 1 1 4 4 4 4 0 0 1 0 20
79 AS Facilities Management - Emergency Management Services 4 0 2 4 4 4 1 0 0 0 1 20
80 PWA Engineering for Parks and Facilities Projects 0 0 2 4 3 4 4 0 0 2 1 20
81 AS Facilities Management - Preventative Maintenance 4 0 2 0 4 4 2 0 0 3 1 20
82 PRCS Athletic programming 0 2 2 1 4 0 4 0 1 2 3 19
83 Health Community Health 3 1 1 1 4 0 4 0 0 1 4 19
84 CD Right of Way Permits 1 4 0 0 4 4 4 0 0 2 0 19
85 CMO Revenue and Collections - Home rule taxes 1 4 1 4 4 0 2 0 0 3 0 19
86 CMO Revenue and Collections - Online payments 1 4 1 4 4 1 1 0 0 3 0 19
87 CMO
Revenue and Collections - Over the Counter payments
(parking tickets, water bills, wheel tax, other misc payments)1 4 0 4 4 1 1 0 0 3 1 19
88 PRCS
Summer Food Program/Child Nutrition Program/Congregate
Meal Program 0 3 2 1 4 0 4 0 0 1 4 19
89 AS Facilities Management - In-House Construction Projects 4 0 2 0 4 4 2 0 0 2 1 19
90 CD Divvy Bikes 0 2 1 1 4 2 4 1 0 0 3 18
91 PRCS Community Services/Youth Engagement 0 1 0 1 4 0 4 0 4 0 4 18
92 PRCS Gibbs-Morrison Cultural Center 0 1 0 1 4 4 4 0 0 0 4 18
93 CMO Revenue and Collections - Real Estate Transfer Stamps 1 4 2 4 4 0 1 0 0 2 0 18
94 CMO Revenue and Collections - Wheel Tax 1 4 0 4 4 2 2 0 0 1 0 18
95 PRCS Noyes Cultural Arts Center 0 4 0 1 1 4 4 0 0 1 3 18
96 PWA Street Sweeping 4 0 0 4 4 4 2 0 0 0 0 18
97 PWA Leaf Pickup and Disposal 4 0 0 4 4 4 2 0 0 0 0 18
98 CMO
State mandated boards, commission, and committee
administration 3 0 2 3 4 1 1 1 3 0 0 18
99 CMO
Boards, commisison, and committee administration by
resolution/ordinance 1 0 4 4 4 1 1 1 2 0 0 18
100 Fire Specialized Rescue Operations 3 1 1 2 4 0 4 0 2 0 0 17
101 PRCS Indoor/Outdoor Recreation Programs 0 2 2 1 4 0 4 0 0 1 3 17
102 PRCS Summer Camps 0 2 2 1 4 0 4 0 0 1 3 17
103 PWA Sports Field Maintenance 1 1 1 4 3 4 3 0 0 0 0 17
104 PRCS Special Recreation Programs 0 1 2 1 4 0 4 0 0 1 4 17
105 CD Long-range planning (comprehensive plan, area plans)0 0 0 0 4 4 4 3 0 0 2 17
106 PRCS Cultural Arts Programs 0 3 1 1 4 0 4 0 0 1 3 17
107 PWA Special Assessment Alley Improvements 0 2 0 4 0 4 4 0 0 0 3 17
108 Health West Nile tracking - grant funded 3 4 0 4 4 0 2 0 0 0 0 17
109 Health Beach/Water Quality monitoring 3 4 0 4 4 0 2 0 0 0 0 17
110 CD Storefront Modernization Program 0 4 0 1 3 4 4 0 0 0 1 17
111 AS
Fleet Services - Vehicle Replacement Planning and
Purchasing 3 0 0 4 4 3 1 0 0 2 0 17
112 PWA Pavement Marking 1 0 0 4 4 4 4 0 0 0 0 17
113 PWA Streetlight, Traffic Signal and Sign Maintenance and Repairs 1 0 0 4 4 4 4 0 0 0 0 17
114 AS Human Resources - Benefits Administration 4 0 1 0 1 1 3 0 2 4 0 16
Attachment B: Full Program List
121 of 122
Staff
Rank Dept. Program
Mandated
to Provide
Service
Cost
Recovery
Change in
Demand
Reliance
on City
Portion of
Community
Served
Infrastructure
and Facilities
Community
Development/
Job Creation
Affordable
Housing
Police/
Community
Relations
Stabilize
Finances Equity Total
Basic Program Attributes (From Departments, Budget Team
Review)City Council Goals (Interdepartment Team)
115 PRCS Fleetwood-Jourdain Theater 0 1 2 1 4 0 4 0 0 1 3 16
116 PWA Tree Preservation Permit Issuance and Enforcement 1 2 1 4 1 3 4 0 0 0 0 16
117 CD Business Licensing 0 4 0 1 3 3 4 0 0 1 0 16
118 PWA Bike Infrastructure Maintenance 0 0 2 4 2 4 4 0 0 0 0 16
119 PWA City Properties Landscaping and Snow/Ice Control 1 0 1 4 4 3 3 0 0 0 0 16
120 PWA Tree Trimming, Removal and Planting, and Evaluations 0 0 1 4 4 3 4 0 0 0 0 16
121 Police Police Building maintenance 1 0 0 4 4 4 2 0 1 0 0 16
122 PWA Playground Equipment Maintenance and Repairs 0 0 0 4 3 4 4 0 0 0 1 16
123 PWA Snow and Ice Control 1 0 0 4 4 3 3 0 0 1 0 16
124 PWA 50/50 Sidewalk Program 0 2 1 4 1 4 2 0 0 0 1 15
125 PRCS Certificate of Rehab Programs 0 1 0 1 1 0 4 0 4 0 4 15
126 CMO Tax Assessment Advocacy 1 0 1 3 3 0 1 2 0 0 4 15
127 PWA Special Refuse Pickups 1 2 1 4 2 2 3 0 0 0 0 15
128 CMO Pension Administration 3 0 0 4 4 0 0 0 0 4 0 15
129 PWA Permits for Block Parties, Moving Vans and Dumpsters 0 4 0 4 2 0 4 0 1 0 0 15
130 CMO Administrative Adjudication 0 4 0 2 1 1 3 0 2 1 1 15
131 CD Sign Permits and Inspection Services 1 4 0 0 4 2 4 0 0 0 0 15
132 AS Fleet Maintenance 4 0 0 0 4 3 1 0 0 3 0 15
133 Fire Public Education/Community Engagement 1 1 1 0 4 0 4 0 2 0 1 14
134 PRCS Recreation Center Bus Program 0 0 1 1 4 0 4 0 0 0 4 14
135 Health Vacation Rental Permit and Administration (Airbnb)1 4 0 0 4 1 4 0 0 0 0 14
136 AS School Crossing Guards 1 1 0 1 4 1 2 0 1 0 2 13
137 Health Vital Records - Birth and Death Certificates 3 1 0 3 4 0 0 0 0 0 1 12
138 PWA Lakefront and Beach Maintenance and Cleaning 0 0 0 4 1 3 4 0 0 0 0 12
139 CMO Community Arts Administration 1 0 0 1 4 1 4 0 0 0 1 12
140 CMO Revenue and Collections - Passport 0 4 2 2 4 0 0 0 0 0 0 12
141 PWA Annual Dredging for Boat Launch and Harbor 0 1 0 4 0 3 3 0 0 0 0 11
142 PWA Twice Annual Bulk Pickups 0 0 0 4 2 2 3 0 0 0 0 11
143 PWA Business District and Park Refuse Pickup and Disposal 0 0 0 4 2 2 3 0 0 0 0 11
144 Health Social Services (Victim Advocacy)0 0 0 1 2 0 2 0 4 0 2 11
145 CD Historic Preservation Review 1 1 0 0 2 2 4 0 0 0 0 10
146 PWA Dutch Elm Disease Control 0 0 0 4 4 0 2 0 0 0 0 10
147 CD Mental Health Board 1 0 0 1 2 0 2 0 1 0 2 9
148 PWA Public Art Installation Support 0 0 2 0 4 0 3 0 0 0 0 9
149 AS Human Resources - Training 0 0 1 0 1 1 3 0 2 0 0 8
150 AS Payroll 3 0 0 0 4 0 0 0 0 1 0 8
151 PWA Special Event Support 0 2 0 0 1 0 4 0 0 0 0 7
152 PRCS Subsidized Taxi Cab Coupon program 0 0 0 0 1 0 0 0 0 0 4 5
Attachment B: Full Program List
122 of 122