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HomeMy WebLinkAboutMINUTES-2008-09-04-20084- 09/04/08 OF EV� v~ o * x Co. Evanston City Council Special City Council Meeting Council Chambers Thursday, September 4, 2008 PRESENT: Aldermen Bernstein, Holmes, Moran, Tisdahl, Rainey, Hansen, Jean - Baptiste. Alderman Wynne arrived @ 7:47 p.m. Quorum was met with seven present at roll call. ABSENT: Alderman Wollin PRESIDING: Mayor Lorraine Morton START: 7:19 p.m. Call to order: The meeting was called to order at 7:19 p.m. by Mayor Lorraine Morton. Mayor Morton then called on the Interim City Manager. Interim City Manager: Ms. Russell started by saying "Madam Mayor we have a series of presentations the first presentation will be about the "Local Employment Program", Lloyd Shepard. Mr. Shepard thanked the Council for the opportunity to provide an overview of the Local Employment Program. He started with talking points that would be followed by questions and answers. The basis of the program is to address the lack of employment opportunities for Evanston residents on City construction contracts. The City's current policy for contractual contracts encourages the employment of Evanston residents, since employment of residents is not mandatory they have not been hired. As of July 30th, 2007 the Sewer Relief Program has run approximately fifteen and one half years, and has provided job training to a 123 low and moderate income residents at a cost of $578,332. The intent of the Local Employment Program is to ensure that (1) Evanston residents are hired to perform five percent of the total of work hours for each project with a value of or greater than $500,000 and lasting more than 90 continuous working days. (2) that a minimum of one Evanston resident is hired for each project, (3) the Ordinance will bind the contractor and subcontractors regardless of tier or phase of the project, and (4) if the contractor already employs Evanston residents sufficient to meet 5% of the projects total work hours the requirements of the LEP (Local Employment Program) is satisfied. They narrowed their search for LEP to 7 cities where they found the City of Hartford Conn. to be similar in size to Evanston. Mr. Shepard then quoted an article from the city of Hartford that supported the use of LEP's. Hartford has contract compliance officers (Mr. Toppin), and their LEP is administered by the Human Relations Division, which carries the bulk of the 1 09/04/08 administrative cost, (2) there is no measurable increase in construction cost all projects are still competitively bid with no decrease in bidders. According to Hartford staff the program has assisted in improving the skill set of residents afforded with the opportunity of employment in the construction industry. In conclusion the City of Evanston's Minority Women and Evanston Business Enterprise Advisory Committee expects by enacting the Local Employment Program Ordinance it will become the catalyst for low and moderate income residents to enter into the construction industry as apprentices, laborers and trade -persons. With this last statement it concluded the overview and Mr. Shepard was now open for questions. Alderman Tisdahl stated that there were three contract compliance personnel to monitor projects in Hartford. We can't afford to hire three officers, so how we are going to handle this? Mr. Shepard stated that we (Evanston) don't have as many projects that they have there. They have more than a 100 projects annually that fall under this requirement, so that is why they need to have the 3 compliance officers. Alderman Tisdahl stated she was feeling better, but we won't need to hire any contract officers. Mr. Shepard — No, we won't need to. Alderman Tisdahl stated it was an excellent answer, you can stop right there. That was my one concern. Alderman Bernstein asked "how extensive is our local resident database?" Do we have sufficient employees? Mr. Shepard stated we do, and what they have also done is we surveyed unions to determine how many of the Evanston residents belong to unions. Of the 21 surveyed only 10 responded and there were 158 Evanston residents who were members of those various unions. Alderman Bernstein are they in our data base, those union people? Mr. Shepard no they are not in our data base it is a requirement that the contractors contact the union when they need a trade person and the union will refer. They plan to do their own survey of the community to determine on their own how many union members there are. Alderman Bernstein asked "is there a reason why we can't put the union members on a data base?" He felt it would be easier for the unions not to do their own surveys, if only 10 responded of the many you surveyed. Historically we have had problems with compliance, so as long as we have enough bodies to fill the jobs we should be able to fill those jobs. He wanted to make it as easy as we can for the contractors. Mr. Shepard absolutely, we'll do that. Alderman Rainey asked "can you explain how we determine the number of hours that are going to be required in terms of labor for a project?" How do we determine that number (5%) before the fact or the start of the project? Mr. Shepard stated they had initiated the way we went about constructing the program by looking at models in various other cities. After internal discussions we decided that 5% would be a good starting point so that we could determine how smoothly the program would run initially. Alderman Rainey stated that Mr. Shepard's answer did not answer her question. She restated her question, "how do we know what 5% is, how far in advance of a project can we know that they must comply with this ordinance so the contractors know the requirements? Mr. Shepard we have can depend on engineering estimates, that's the only way you can do it. The contractor put his bid together they have to determine how many hours it will take for each particular trade to in order to come up with their cost. Internally they can estimate the number of hours a project will require. Alderman Rainey asked if Mr. Shepard will depend on what construction document permits if it is a residential project. Mr. Shepard stated this does not include residential. 2 09/04/08 Alderman Rainey asked, "Where does that say it?" Mr. Shepard stated this only includes City of Evanston projects. Alderman Rainey stated, no it says City of Evanston public works projects where the City has contributed financially. Mr. Shepard stated yes, but the threshold is $500,000. It would trigger the requirement at that amount. Alderman Rainey stated there is no restriction here for residential, the project itself has to be valued at $500,000 but the City could give them $10,000, and still be required to as long as the project takes 90 days to complete is that true? Mr. Shepard stated he thought that it was the correct interpretation. Alderman Rainey asked, do you find it curious, and she felt that it was always a waste of the City's money to be financing minority contractors who come here from Blue Island, just because they are minority contractors. She could care less if they could get job, I'm interested in Evanstonians in getting work and especially Evanstonians with small businesses. Do you find it curious we're placing an Evanston requirement on . outside contractors, when the City of Evanston has no requirement when it comes to hiring? The City of Evanston has about 80 vacancies right now, not one of them require them to be a City of Evanston resident. Have you ever had any discussion with your staff about that problem? Mr. Shepard responded, they have discussed the concerns that senior staff has about this program and most of those concerned focused on cost, and the increase in the cost of the contractor for administrating the work and so forth. To answer your question it is a program that is needed. Mr. Shepard began to vocalize his championship for minority women and businesses, when Alderman Rainey interrupted him at this point, and reiterated her question concerning the requirements for outside contractors as compared to Evanstonian contractors. Alderman Rainey questioned Mr. Shepard as to his advocating minority hiring within the City instead of hiring outside and requiring them to live in Evanston to keep a job. Mr. Shepard said yes he supported the hiring of Evanston residents. Alderman Rainey asked that a statement like that to be added to the Ordinance. Alderman Jean -Baptiste directed his opening remarks to Alderman Rainey by saying, on his way over here earlier he thought about what was going on with the staff here at the City, and when you look at the current composition you find a strong diversity, a lot of people live in Evanston women, minority but as time goes on our current record of hiring, reflects a lot more of hiring individuals from outside of the City then we have in the past. He felt that it would be worth while to incorporate that into the Ordinance. He wasn't sure if it were to come up with a particular number or trying to establish the City endeavors to achieve that particular objective, and reports to the Council on its progress. We would need some type of report from the Interim City Manager as to what's possible and what is being done currently and what the hiring practice in fact and making up some kind of process, we encourage Evanston first. Not only for the City of Evanston, but also in the City of Evanston the entire City we need some kind of a campaign a slogan "Hire Evanston First" to encourage businesses to look for Evanston residents. He also stated he thought that this was a good beginning and that the Council should move forward to make this happen. He motioned for approval of the Ordinance with the modifications returned to us by legal on how they frame those paragraphs. Alderman Rainey stated that this was a discussion matter. Mayor called on the City Manager. Alderman Jean -Baptiste stated this matter was on the agenda. Mayor then asked if there was a second. Alderman Jean -Baptiste stated he did not know if he had gotten a second or not, because there were so many other things going on. 3 09/04/08 Alderman Rainey second Alderman Jean-Baptiste's motion. She also said that this is a discussion only it is not an Ordinance. Mr. Drazner stated this is just a discussion today, and we plan to place the actual ordinance on the September 22" d Council meeting for first reading. Interim City Manager stated she would support the language of "Hire Evanston First." However, when we think about Police, Fire, or union, we have to negotiate residential requirements and that is a whole different process. Marketing hiring Evanston first as a goal is something she believed they could do. Alderman Holmes wanted to respond back to Alderman Rainey to get some clarification, when they met with Mr. Shepard back in the committee of having this ordinance written the question came up in AP&W, we needed to have some teeth in reference of making sure Evanston residents were considered for hiring. She felt that the addition of a clause specifying Evanston residency should not be included in this proposed ordinance. Alderman Rainey wanted to know why this wasn't an amendment to our current requirement for Evanston women and minority hiring on our regular contract, why is it separate? Also when we get this ordinance can we get some idea of what impact this will have, on a million dollar project that the City has. All projects whether they last 90 days or not have this requirement? Mr. Shepard stated it was a minimum of 90 days. Alderman Rainey asked does all public works project regardless how long they are have these requirements. Mr. Shepard stated it depends on the dollar contract. Alderman Rainey stated that was not what the ordinance says. What about the 90 days? It says and lasting 90 days. It has to be a 90 day long project costing $500,000 or more in order for this to apply. Give us an example of a variety of different projects and the impact it would have on hiring Evanstonians would be very helpful to her. Mayor Morton asked if it was possible for suggestions to reach to incorporate sense this is a night for discussion and not for passing, take it back rework it and submit it again with their suggestions in it. Mr. Shepard responded yes Main. Alderman Rainey wanted to ask one other question, it says that they have to be hired as laborer or tradesperson. What happens when they are not a laborer or tradesperson? They hire a graphic designer who is an Evanstonian for 5% of the hours for the job. That would not be a laborer or tradesperson how would that work? Mr. Shepard stated they were trying to focus on the construction site itself, because there is a real critical need to train folks we've targeted for the construction industry. Those are jobs that pay substantial wages, and we were trying to give people an opportunity for that kind of career and that's what we were focusing. Alderman Rainey stated she guess that would be more clear when she sees the 5% of the work hours for some of these examples will produce. Mr. Shepard said OK. Mayor Morton asked were there any more suggestions for the staff? Hearing no more she stated that Mr. Shepard understands how the Council feels. Alderman Jean -Baptiste wanted to take what Alderman Rainey said and make a reference to the City Manager of how we can approach the City issue of the City giving some preference or consideration to Evanstonians in their hiring policies. Mayor Morton stated she had a question, what about hiring policy for other staff people like heads of Departments some consideration to that. We have some high powered people coming into our City, and we offer them first time home buyer incentives and all that kind of El 09/04/08 stuff. Maybe there is competition who is on the outside who is going to stay on the outside, or someone on the outside who says if they get the job they are in, maybe a resident who may be applying will preference be given to Evanston residents or is the preference for the Evanston residents only for the people that Mr. Shepard is talking about tonight? Alderman Jean -Baptiste stated that is what the City Manager is going to come back with a policy. Alderman Rainey wanted to explain herself. She was concerned with the many people she know who are now without jobs due to downsizing, who she thought would never be without work and what is happening with them and they all live in Evanston. Mayor Morton asked if they were now ready for the Capital Improvement. Mr. Steve Drazner presented a slide presentation of his project. The fiscal years of 2010 — 14 were represented. They had two meetings with City staff which lasted about two to three hours each. Basically the purpose of CIP is to improve the quality of life for the residents of Evanston. Typically like to see larger dollar projects to match the bonds they issue. Some of the typical funding for CIP: G.O. debt, CDBG, motor fuel tax, water and sewer, private sources. He presented dollar amounts for the various projects the CIP could foresee. Mayor Morton interrupted the presentation for comments from Alderman Rainey. Alderman Rainey was wondering about the salt dome project she was sure there was an explanation of that project. Mr. Drazner stated yes every project has a detailed explanation. Alderman Rainey stated she didn't read it and wanted Mr. Drazner to explain it before she read it, what the plan is for the salt dome location. Mr. Drazner stated it would be best answered by the Department heads and he thought he would get through the presentation before any questions were asked. He continued with the prices for all of the Evanston projects. Alderman Rainey stated to the Mayor that she had to ask, why are we bonding for routine maintenance of the Civic Center, why should we be doing this? We should not be paying debts in the sum of routine maintenance. Mr. Drazner stated you're correct we could add that to the operating budget, that would be $60,000 more we would have to look for in the general fund, but that's something we could do. He then continued to finish his slide presentation, for those projects funded through non - general allocation bonds. The plan is to present a resolution to Council on September 22"d and obviously the numbers may change with the discussions tonight. Mr. Drazner then opened up for specific questions the Council may have on any of the projects. Alderman Rainey she wanted to know about the salt dome project and in addition in terms of source of funding the car digital camera system is $123, 900 isn't that being funded by the emergency 911 budget revenue? Alderman Moran, didn't we approve $123,900 for the in car digital camera system for the Police department? Alderman Moran stated we did discuss it but what he doesn't remember is the derivations of the funds were, in other words I don't know if it was part of a multi -funded project or not. Chief Eddington stated in the time that he has been familiar with the in -car -cameras, they have never come from the 911 funding that he's familiar with, it has always been a CIP discussion in the time frame that I've been here. Alderman Rainey mentioned to the Chief that he might want to check up on that, because she felt they had discussed it but that was alright. Chief Eddington responded that he would follow-up with Deputy Chief Cook, and that the 911 budget will be discussed at next month's 911 budget meeting. Mr. Gaynor began to address the salt dome project. He stated there was not a location identified for the salt dome. There is a study done in 1998 on the structural integrity and 5 2_1_� 09/04/08 maintenance plan. He believed that a study was also done 2000, 2001 an evaluation of various sites, but there was not a consensus so they want to start that process up again because they feel that need is great. Alderman Tisdahl wanted to ask Mr. Gaynor what the $400,000, allocation for the Ladd Arboretum include. Does that fix the paths? Mr. Gaynor stated the pathways were the first priority part of that money is match to a proposed state grant that we already applied for, which is specifically for the pathways. Alderman Tisdahl stated that the pathways were the top priorities and that some of the other items could be put aside for a latter date. That's fine. Alderman Moran wanted to refer to the pages of the document they received, the memo from Steve to the Council, pages 7 & 8 relating to the Fire Department (2 projects), one of rebuilding an addition or a new Fire Station in a new location, this is a major project. It appears to be in conjunction with the project on page 8, the Fire Department training facility. He would like a much larger discussion or explanation for the rationale of this, if we are to vote on this September 22na. His other question has to do with the lakefront master plan. On page 99 he does not see any description of the many projects accumulating to $7,370,000, he would like to see in writing exactly which projects these funds relate to, and the amount for each individual project. Also he wanted to see how the figures were plotted out for the complete 5 year span. City Manager stated they would prepare a memo outline all of the items for Alderman Moran. Alderman Hansen was addressing the issue of what to do with the Recycling Center. One of the suggestions by staff of the AP&W committee was going over there and renovating the facility. It was a discussion item in the committee but we haven't heard anything back yet. She doesn't know where they are with this plan. Also the lake front master plan, the 720 we are getting in grant money is it an equal amount dollar for dollar the City has to give in regards to that grant? Mr. Gaynor stated the grant was 80% and 20%. We come up with 20% and the $720 is the other 80%. We are applying for a grant every fiscal year. Alderman Hansen questioned the Dodge Ave. intersection improvement. She wanted Mr. Gaynor to remind her of what intersection they were talking about along Dodge Ave. Mr. Gaynor directed her attention to the Dodge & Oakton to get a right turn lane going Eastbound, moved the signals and widen and looking at Oakton & Asbury with neighborhood meetings to be formulated. Alderman Hansen also wanted an item for discussion concerning the money going into the Lakefront Master Plan. She doesn't disagree with its improvement, but can't help to see how to equate that to what's happening with Robert Crown. In the CIP there's money for Robert Crown, but is like keeping the bandage on. If we don't keep up Robert Crown -then we could loose our ice rink and loose revenue as well. She would like to see some of the millions of dollars that are being poured into the lake front master plan, to be diverted to Robert Crown instead of the bandage money it is receiving now. Alderman Rainey in following up on Alderman Moran's request for various allocations for proposed allocations for future years, these numbers are projected to far in the future and she didn't really agree with the dollar amounts. These projects are not identified and we can't explain what's happening in the far off future, we need to be concerned with the now. She also wanted to know why the Civic Center roof was not included in it. Mr. Drazner stated he included it in the original report, but did do a revised report after this one, and he actually included in the agenda summary, if you decide to go ahead with the proj ect. 0 09/04/08 Alderman Rainey asked didn't we already vote on this? That's why we can never take a second step. Mr. Drazner stated then you would have to add that to the ten million dollar amount, whatever the cost of the project would be plus the ten million would be the new cost. City Manager addressed the Mayor by stating the Civic Center Committee recommended it on its agenda, so the Council will then direct the committee to go out for an RFP for the Civic Center roof replacement. Alderman Rainey stated we have not seen any of these amounts, we haven't voted on these, but we are just given totals of projects that we know we are going to have to bond for. City Manager stated that's correct, when Mr. Drazner put this all together he did not have the Civic Center information in. Alderman Rainey remarked OK that's alright. Alderman Jean -Baptiste asked the City Manager for her thoughts on the $300,000 amount we want to allocate for Strategic Planning Initiatives, what is that amount? City Manager stated she didn't have that committed to memory, and she asked Mr. Drazner to respond to the question, and he stated that it was a BPAT project. Bruce Slown mentioned he might not need the funds, but we decided to keep it there just in case something may happen to the computers or something. Mr. Lyons spoke on the evaluation of the accounting system software which is 5 years old, and you need to upgrade and keep it functional and more user friendly for the coming years, and the costs to keeping the multimillion dollar system up-to-date. City Manager stated that a full report will be brought to the Council before they begin to ask for anything to upgrade it. Alderman Jean -Baptiste had another question. He wanted to know about the Foster field renovation. He wanted to know what Mr. Doug Gaynor's thoughts were on the renovations that FAAM has been doing. Mr. Gaynor stated that FAAM wanted to expand Fleetwood-Jourdain by adding another gymnasium as well as some locker rooms. They bought in some consultant for some ideas, guesstimates and costs, and they have also received significant grant money and CIP money. The project includes tennis courts. parking, redoing the basketball facility on the outside east side, on the west side a comprehensive playground for Family Focus, and Fleet/Wood as well as the community. The discussions are on -going. Alderman Holmes gave an explanation of the conversations that have been going on during the Council meeting. There have been community meetings and parallel conversations going on and its just conversation right now. The Aldermen and Mr. Gaynor had many conversations concerning the renovation/remodeling of Foster field, and it was expanded that these were just ideas that have come and FAAM has no money, but a lot of ideas. Alderman Jean -Baptiste stated the reason he brought the information up was to inform the Council and the public of what was going on in the community. This was for the purpose of awareness, and when it comes to the Mayor and Council members then it will be real. Mayor Morton asked the question, is there any way to separate the monies received from grants and the monies that the tax payers have to pay, when you look at a budget like this. She wanted to know what the taxpayer has to pay. Can we do that? Mr. Drazner stated he has the information but he has to sort it in a different way and he could easily give that to her. Mayor Morton stated when we have to look at our budget now she doesn't know how much of what will be grant money as we budget for next year, and what the actual are so we can be real. Can we move to the next item on the agenda? 7 09/04/08 Alderman Bernstein - asked where relative to Foster field is the new proposed gymnasium to be. Are we going to improve Foster field only because FAAM wants to put a gymnasium on top of it? Mr. Gaynor explained Foster field is north of Fleetwood-Jourdain. The baseball field and the football field will be renovated in the fall. Making improvements there to put the new gym where the tennis courts are going and the parking lots, which we have grant monies for already. Alderman Bernstein so the two are the same? Mr. Gaynor that's correct. Alderman Rainey anything that says GO bond is right on the tax bill, we absolutely levied for that and that's where that money comes from. We need to know exactly where the money is. Mayor Morton asked City Manager can we go to Fire Department Hiring and Diversity. City Manager Yes Madam Mayor, our final item for discussion of Hiring and Diversity Alan Berkowsky and Joellen Daley will be presenting. Alan Berkowsky approximately 6 months ago a detailed report went to AP&W explaining their recruitment campaign in 2007 and it was very successful. In 2005 they had 447 applicants and 2007 they had 766 applications. From there we have the process the written test, physical agility test, the panel interviews, the background checks as well as the Civil Service Commission interviews. For a 10 year period they did not hire any African Americans that was 1993 — 2003. Prior to 1993 they had a 14% African American representation, currently they have just about exhausted category A and will go to category B. He then began to introduce Joellen Daley (HR) and Bill Smith the chairman of the Civil Service Commission, and Chief Hunter who coordinated a very successful recruitment campaign. He then opened it up for questions. Alderman Jean -Baptiste wanted to hear from the chair of the Civil Service Commission Mr. Smith, before we go into questions and then recruitment. Since Mr. Smith oversaw the process he wanted to get his perspective on what he saw, observed and what the trends were. Mr. Smith stated they observed a lot of things, we see a lot of trends and they are doing a lot of stuff. It has been a real effort to increase the representation in the Department, it works very well in the Police department and they are trying to understand why it's not happening in the Fire Department. They started some new initiatives, implemented recruitment process, but they are not getting enough applicants who get through the testing process. The numbers of applicants have increased, but the number who get pass the arbitrary stratification has not gone up dramatically. They have looked at the possibility that maybe the test is not indicative of the demographics of the community or the performance, in how people perform on the job. Once they pass the test then the applicants are categorized into A or B, and they go through category A before they even touch category B applicants. Maybe they need to just step back and have someone correlate the data to see if there is a trend. The Civil Service Commission is mandated by law to look at all these applicants and determine the mean distribution. Mayor Morton interrupted Mr. Smith to ask him to explain to the Council what goes on with the recruits before they get to the Civil Service Commission. She also directed the same question to Chief Berkowsky, what is the process before the applicants are sent to the Civil Service Commission or why isn't that person sent to, does the written washes them out? Chief Berkowsky responded by saying there is a 4 step process, first there is a written test, and then the Mayor told him to stop right there, and she asked was the written test an intelligence test? Berkowsky then referred the inquiry to Ms. Joellen Daley who had some information concerning the test. Mayor Morton again asked was this the same test or a new one. Ms. Joellen Daley — stated as far as she knows this test was given 2007, 2005. The Fire Department traditionally test every 2 years, but the written test measures aptitude and the ability for people to do the on the job training. An example the ability to define and solve problems, N. 09/04/08 recall and understand written materials_, recall and understand visual and mechanical materials, observe and accurately describe events, solve and work arithmetic problems. Mayor Morton stop right there, she wanted to know if there was any data on who wrote the test and how the test were normalized. She stated she wanted to see the report. Ms. Daley stated she had a written report from the developer of the test that explained how they normalized and categorized the testing materials. Alderman Jean -Baptiste wanted to ask a question concerning the history of the test. He wanted to know if Chief Berkowsky and Chief Hunter took the same test which we are now taking. Chief Berkowsky remarked that he took a test in 1980-81 and that test had some of the same elements, but also had some additional elements in it if I remember. Alderman Jean -Baptiste questioned Chief Berkowsky of the leadership in the department had to be in category A or B. Chief Berkowsky stated interesting enough 81 started the category grouping, prior to that it was rank file. Rank file is whatever your score is that's where you go. There was no larger category. Alderman Jean -Baptiste asked Chief Berkowsky what his own experience was. He believed the question was whether the test determined how you are valued, was your experience a category A or. Chief Berkowsky stated the caliber of people they've been hiring they are happy with, so he think they have a good process, even though it's not a perfect one. They need a process to go through 766 people and they have been using it since 1981. Alderman Jean -Baptiste referenced that the Fire Department had to exhaust group A before they could go to group B, and whether or not being in group "A" vs. "B" determines your success or failure as a Fire -Fighter. He noticed in 2005 there 119 males and 2 females, and was not sure if it was because few females took the test, but the differences are stalking. They get greater as the years went by, and I was thinking more and more females were engaging in the process. Historically there has been divergence in the terms of test scores and rates, but not sure if he has seen that in gender especially in the area of aptitude, the ability to recall. The written test eliminates you, the first thing that it does is categorize you between A or B. Then you have to exhaust A before you even get to B. Chief Berkowsky stated the written test determines where you place in the categories, you are absolutely correct, then from there everyone who passes category A has to pass the physical agility test, from there those people who don't pass it shortens category A. The third step is the panel interview with members of the Fire Department, and from there it shrinks category A little more, then from there we do the physiological, polygraph and background which then shrinks it some more. So that's how they get to the process of elimination to the people who are chosen to be interviewed by the Civil Service Commission. Those who take the test and pass their results are kept on file for two years. Alderman Jean -Baptiste questioned the two year policy of going through the five step process that was described, whether or not it was the practice of before getting to the end point of going to the Civil Service Commission with your best of the best of the best. Has that then been two years and you then start the test process over again, not the theoretical practice you are doing but the practical experience. Chief Berkowsky said with his experience most of the time they end up with category "B" before they retest again. He thought that they did go to category "C" two years ago. Alderman Bernstein questioned the stratification that was mentioned. He wanted to know was that the ability of people to get up over the test in order to get an opportunity to go beyond. Mr. Smith defined stratification as being drawing the line between categories "A and B." M 09/04/08 Alderman Bernstein he then stated that they wanting know a correlation of whether the test prove out the validity to whether or not a guy could do the job, but the reality if you don't pass the test then you are not going to be a Fire -Fighter. So how do you do that correlation? Mr. Smith responded by saying, we have hired people in the "A" category and in the `B" category, but they had never gone back neither in the Police Department or the Fire 'Department to try and discover if there was a correlation between job performance and those who tested in the "A" or `B" category. Alderman Bernstein stated that's between A & B. Do you think that there is some kind of a problem for people to make the A or B or C category, and might that be we had historical testing when some of the ACT test were proven to be somewhat racists because the frames of reference were different, is that what we're talking about now? Mr. Smith stated that plus the fact when he raised the question about it being relative, and that stratification is based on the universe of those taking the test at that time. Just because a group of geniuses who take the test were category "A" and he was a category "D", wouldn't prove that the geniuses could perform the job better than a category "D" applicant. So when you look at the universe and the stratification and correlation of the group, you have to wonder if it validates the stratification. Alderman Bernstein asked Mr. Smith if he was talking about the quality of the pool taking the test each time, is the fact that the grade differential for gender impacted by this testing thing or by the number of women who apply? Chief Berkowsky stated his experience is that it just hasn't attracted female applicants as well as the Police Department, as evident by the many TV programs where more women are on the Police force. We are making strides we have 4 female which is 400% than they had a few years ago. Alderman Bernstein stated it is just the constitution of that pool at any given testing period. His concern was that one group was not precluded because of the test is discriminating against one group or another. Is that your concern Mr. Smith, is that what you are trying to express? Mr. Smith stated he was trying to do is suggest we take a really good look at the test to determine why the numbers are not making a giant leap forward. They at the Civil Service Commission level are not seeing a lot of files that are minorities. In order to make a giant leap forward they have to take a serious look at the testing process, how it is interpreted and are they willing to keep going in the same manner. Alderman Bernstein asked Chief Berkowsky if the reason for fewer women applying is due to the scued numbers or are the percentages relatively similar to the number of applicants who are applying. Are we getting fewer minorities applying and so that's why we have fewer minorities making it up or is it 50% Whites and 50% African Americans, "A" group is 90% White rather than African American. Chief Berkowsky stated that is right. We have acknowledged that and we have begun to seek ways to increase the interest by opening some additional doors in that area. Alderman Bernstein stated we have to first equalize the pool from which you are drawing the applicants. Alderman Rainey stated that she disagrees at adjusting the test, because the problem exists way before they get to the testing process. The problem exists before they get to the Evanston Civil Service Commission, as she quoted statistics from the graduating minorities in Chicago. She also wanted to know how many applicants who passed the test miss out on being hired of post testing interviews. Ms. Daley stated they didn't have those numbers, but they could gather them for you, they have specific numbers on the test takers and how people do with regard to the test results. 10 09/04/08 Alderman Rainey asked about the 64 African Americans who took the test, 21 passed and were placed in either "A" or `B" category. When those 4 arid 17 are placed in the categories respectfully, would some of the 17 be placed in the "A" category? She also asked of a special test given by the Fire Department to only Blacks. Chief Berkowsky stated yes that happened in 1979 or 80, a promotional test for Black Fire Fighters only and out of that there were 3 promotions. Alderman Rainey asked how did that come about, why did that happen? Chief Berkowsky stated he did not have the history because it was before his time. He thought that it was because of the validity of the promotion process. Alderman Rainey asked were promotions given by these same tests now. Chief Berkowsky answered yes. Mr. Smith wanted to speak concerning Alderman Rainey's understanding of what his statements were. He stated that what they need to look at is the process in which they look at the members of the universe and if they are "A's" or `B's" and if the process has some correlation to job performance. It has nothing to do with lowering the standards. Alderman Rainey stated as long as the application process is applied to everyone across the board without singling out any specific ethnic group, so you would apply it to the universe of applicants. Mr. Smith stated they are doing a lot of things but the objective is still not being reached. We need to think if we should go beyond our job description in order to get there. He suspect and suggests that they look at the testing process as well as the test and see if there is any value to be added there in order to increase the numbers. Alderman Holmes stated that the high school program which will introduce young people early to being a Fire Fighter to expose them to the idea. Mr. Smith stated that it was a good idea which would help in the long term solution. Alderman Rainey stated they should be soliciting for employees in the City of Evanston minorities and non -minorities for the Police and Fire Departments for people who live here now. We should not be spending millions of dollars to hire Chicago residents to come and join our Police and Fire Departments. We have enough young people here who are capable to work in those positions. Chief Berkowsky wanted to add to the statement by Alderman Rainey that as they continue the recruitment process it will just continue to grow, and we'll continue to get people to come back. He acknowledged Chief Hunter's enormous recruitment efforts in attracting as many applicants from Evanston as possible. Alderman Hansen wanted to know the rationale behind beginning to categorize the test. Chief Berkowsky stated the rationale was to present a greater opportunity for diversity in the selection process. If you go rank order it goes 1,2,3,4, there is no 1-12. So in the category grouping it opens up to a greater pool of applicants. Alderman Hansen wanted to know why categorize so early after the written test, couldn't you categorize say after the written and the physical? Chief Berkowsky stated you could but that will do is still shrink the category. It's not going to change the category demographics its going to shrink it a little bit more. Alderman Hansen asked what does the Law say, do you have to do it after the written test? Mayor Morton asked What Law? Chief Berkowsky stated it was the City's law. Alderman Jean -Baptiste asked so it's not a Civil Service Law from the Federal Government it is a City of Evanston Law. 11 1L_Q.1 09/04/08 Ms. Daley stated that the Director of Personnel has the ability to establish the procedure to recruit. Mayor Morton asked did the Council pass those laws? Ms. Daley- stated these are the Civil Service rules and she could read it directly out of the Civil Service rules. Alderman Jean -Baptiste asked when was it enacted. Ms. Daley answered 1985. Alderman Jean -Baptiste — stated that we have no law governing us above and beyond what we determine right here, and so the process is up to us. Some of the questions that Alderman Hansen raised to when you begin to categorize people and why do you categorize people? He felt that the Council needed to look at that and then administratively they could do something different. In 1970 3 African Americans joined the Fire Department Chief Hunter was one and there were 2 others and there might have been others, what is it that we are doing wrong that has led us from 1993 until 2003 to have hired no African Americans in the Fire department. To move ahead and to answer some of the questions that have been raised here, there has to be some administrative retooling of this process to make sure we are equitable. Is there a review process that eliminates people? Chief Berkowsky answered it's an interview panel which consists of three persons a shift Chief, a captain and a Fire fighter interviews each applicant a series of questions and then get rated. Alderman Jean -Baptiste asked why this was necessary. You do sit on the Civil Service Commission, correct? Chief answered I do. Do you have any other Fire Fighters? Mayor Morton interrupted and asked, the Chief sits on the Civil Service Commission? Chief Berkowsky stated yes he sits with the Civil Service Commission. Alderman Jean -Baptiste stated that the Chief sits, advises and influences the decision to hire or not. He feels that there is a lot of uncertainty if there is any objectivity at that level with the Chief being there on the review committee. For ten years there hasn't been any hiring of any African American in the department. He made a reference to the City Manager to look into the process to see if there could be some recommendations from the Fire Chief and our Personnel Director and suggestions from our Civil Service Commission to achieve greater diversity in the Fire Department. Alderman Rainey she wanted information on people who flunked out once the interview process takes place after the test. People who passed the test but were not hired. Mayor Morton stated that also added to that request the number of people had passed after being hired had to leave because they couldn't function on the job? Alderman Rainey she also wanted to know how many others didn't make it through all the other hoops. The applicants who may pass the test but don't make it through the other steps. Mayor Morton asked were there any more questions. She also thanked Mr. Smith for his willingness to go and work on the Civil Service Commission. Mayor Morton then asked if there were any other questions on these matters. Since there were none, she declared that the Council had concluded the agenda and the meeting adjourned at 9:27 p.m. Rodney Greene, City Clerk A videotape recording of this meeting has been made part of the Permanent Record and is available in the City Clerk's office. 12