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HomeMy WebLinkAbout05.09.16 Agenda CITY COUNCIL REGULAR MEETING CITY OF EVANSTON, ILLINOIS LORRAINE H. MORTON CIVIC CENTER JAMES C. LYTLE COUNCIL CHAMBERS Monday, May 9, 2016 Administration & Public Works (A&PW) Committee meets at 6 p.m. Planning & Development Committee (P&D) meets at 7 p.m. City Council meeting will convene at conclusion of the P&D Committee meeting. ORDER OF BUSINESS (I) Roll Call – Begin with Alderman Braithwaite (II) Mayor Public Announcements and Proclamations Public Service Recognition Week, May 1-7, 2016 National Preservation Month National Police Week, May 15-21, 2016 National Public Works Week, May 15-21, 2016 Food Allergy Awareness Week, May 8-14, 2016 (III) City Manager Public Announcements Dog Beach Update (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. 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. Two residents spoke about a lease for 633 Howard Street. One resident spoke about an appeal of certificate of appropriateness for St. Mary’s Church. (VI) Special Order of Business: Appeal of Certificate of Appropriateness City Council Agenda May 9, 2016 Page 2 of 9 (VII) Consent Agenda: Alderman Rainey (VIII) Report of the Standing Committees Administration & Public Works - Alderman Miller Planning & Development - Alderman Wilson Human Services - Alderman Fiske (IX) 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)} 7th Ward Alderman announced a 7th Ward meeting on May 24, 2016 at 7 p.m. at 1030 Central St. 2nd Ward Alderman announced a 2nd Ward meeting on May 12, 2016 at 7 p.m. at 1500 McDaniel Ave. (X) Executive Session (XI) Adjournment SPECIAL ORDER OF BUSINESS (SP1) Appeal of Certificate of Appropriateness Denial for Roof Replacement from Clay Tile to Asphalt Shingles for 1012 Lake Street City staff recommends upholding the December 15, 2015 Preservation Commission decision denying a Certificate of Appropriateness (COA) for the replacement of the ceramic tile roof with fiberglass shingles on the building at 1012 Lake Street. Staff concurs with the Preservation Commission’s decision to approve a COA for the replacement of the ceramic tile roof with similar ceramic tile material. The property is an Evanston landmark and located within the Evanston Ridge Historic District. For Action Motion made to proceed with Alternate D. Motion passed 5-2. Alds. Wynne and Revelle voted no. CONSENT AGENDA (M1) Approval of Minutes of the Regular City Council Meeting April 25, 2016. For Action Approved on consent agenda. ADMINISTRATION & PUBLIC WORKS COMMITTEE (A1) City of Evanston Payroll through April 17, 2016 $2,795,188.45 (A2) FY2016 City of Evanston Bills – May 10, 2016 $3,284,050.28 City Council Agenda May 9, 2016 Page 3 of 9 Credit Card Activity – Period Ending March 31, 2016 $174,333.87 For Action Approved on consent agenda. (A3.1)Contract with TFS Alliance Group for Roof Evaluation Services at Various City Facilities Staff recommends City Council authorize the City Manager to execute a contract for professional services related to the Roof Evaluation Services for Various City Facilities Project (RFP No. 16-24) with TFS Alliance Group (6430 N. Central Avenue, Suite 202, Chicago, IL 60646) in the amount of $29,900.00. Funding will be provided from the Capital Improvement Program (CIP) General Obligation Bonds (Account 415.40.4116.62145 – 616018). This project is budgeted at $30,000 in FY 2016. For Action Approved on consent agenda. (A3.2) Contract with Precision Pavement Markings, Inc. for 2016 Pavement Marking Program Staff recommends City Council authorize the City Manager to execute a contract with Precision Pavement Markings, Inc. (P.O. Box 705, Elgin, IL 60123) in the amount of $100,000. Precision Pavement Marking was the lowest responsive bidder for the 2016 Municipal Partnering Initiative Pavement Marking Contract. Funding for this project will be provided from the 2016 Capital Improvement General Obligation Bonds (Account 415.40.4116.65515 - 416516), which has $150,000 budgeted for Pavement Markings and Streetlight improvements. For Action Approved on consent agenda. (A3.3) Change Order No. 2 to Engineering Services Agreement with CDM Smith for Water Treatment Plant Reliability Improvements Staff recommends City Council authorize the City Manager to execute Change Order No. 2 to an agreement for Water Treatment Plant Reliability Improvements Engineering Services (RFP 15-27) with CDM Smith (125 South Wacker Drive, Chicago, IL) in the not-to-exceed amount of $13,955, increasing the contract amount from $230,713 to $244,668. This project is budgeted in the Water Fund (Account 513.71.7330.62140 – 733094), which has a FY 2016 budget allocation of $2,500,000 for engineering and construction. The City is in the process of obtaining a low interest loan from the Illinois Environmental Protection Agency (IEPA) to fund the project. For Action Approved on consent agenda. (A3.4) Amendment to Engineering Services Agreement for Water Treatment Plant Reliability Improvements Staff recommends City Council authorize the City Manager to execute Amendment No. 1 to an agreement for Water Treatment Plant Reliability Improvements Engineering Services (RFP 15-27) with CDM Smith (125 South Wacker Drive, Chicago, IL) in the not-to-exceed amount of $200,766, increasing City Council Agenda May 9, 2016 Page 4 of 9 the contract amount from $244,668 to $445,434. It will also extend the contract duration by 335 days from May 31, 2016 to May 1, 2017. This project is budgeted in the Water Fund (account 513.71.7330.62140 – 733094), which has a FY 2016 budget allocation of $2,500,000 for engineering and construction. The City is in the process of obtaining a low interest loan from the Illinois Environmental Protection Agency (IEPA) to fund the project. For Action Approved on consent agenda. (A3.5) Single Source Purchase of Hot Mix Asphalt from Builders Asphalt Staff recommends City Council authorize the City Manager to execute a one-year single source contract for the purchase of hot mix asphalt with Builders Asphalt (4413 Roosevelt Road Suite 108, Hillside, IL 60162) in the amount of $46,800. This purchase is budgeted as follows: $39,800 from the General Fund (Account 100.40.4510.65055, with a budget of $132,500); $4,000 from the Water Fund (Account 510.40.4540.65051, with a budget of $27,600); and $3,000 from the Sewer Fund (Account 515.40.4530.65051, with a budget of $10,000). For Action Approved on consent agenda. (A3.6) Purchase Order with Suburban Tree Consortium for Trees and Planting Services Staff recommends City Council authorize the City Manager to execute a purchase order for the purchase of 213 trees and planting services of 100 trees from Suburban Tree Consortium (STC) in the amount of $51,686.60. Funding for this purchase is provided from two sources. The first source is from General Fund line item in the Forestry Division budget –100.40.4320.65005. The total budget within this line item is $90,000, which is used for both the spring and fall planting seasons. The second source of funding is from the “Replant Express” program. This program allows residents to pay $250 or $425 (the cost of a 2.5” or 3.5” tree plus delivery) to be added to our planting list immediately, rather than waiting the two years it typically takes for a replacement tree. There are fifteen additional trees being planted through this program which generated $5,325 in payments. For Action Approved on consent agenda. (A3.7) Contract Renewal with GSG Material Testing Inc. for 2016 Material Testing and Inspection Services Staff recommends City Council authorize the City Manager to execute a renewal agreement for Material Testing and Inspection Services with GSG Material Testing Inc. (2945 West Harrison Street, Chicago, IL) to provide material testing services for various City construction projects. This is the third year of a three year contract with a recommendation for funding of 2016 construction projects only. The consultant will be paid for their services from the various project funds for street resurfacing, alley paving, parking lot paving, sidewalk and water main improvement projects Funding is as follows: 2016 General Obligation Bonds (415.40.4116.65515) in the amount of $27,000; Water Fund (513.71.7330.65515) City Council Agenda May 9, 2016 Page 5 of 9 in the amount of $5,000; MFT Funds (415.40.4216.65515) in the amount of $9,000); Federal Funds (415.40.4216.65515) in the amount of $17,000; and Parking Fund (505.19.7005.65515) in the amount of $7,000. The total contract amount for 2016 projects is $65,000. For Action Approved on consent agenda. (A3.8) Design/Build Services with Elanar Construction Company for Penny Park Renovation Project Staff recommends City Council authorize the City Manager to execute a contract for design/build services related to the Penny Park Renovation Project (RFP 16- 14) with Elanar Construction Company (6620 W. Belmont Avenue, Chicago, IL 60634), in the amount of $478,400.00. Funding will be provided from the Capital Improvement Program General Obligation Bonds (Account 415.40.4116.65515 – 516007). This project is budgeted at $500,000 in FY 2016. For Action Approved on consent agenda. (A3.9) Contract with Alltown Bus Services, Inc. for 2016 Summer Bus Transportation Staff recommends City Council authorize the City Manager to execute a contract for 2016 summer bus transportation with Alltown Bus Services, Inc. (7300 N. Saint Louis Avenue, Skokie, IL 60076) in the amount of $50,838.00. Alltown was the lowest responsive bidder. The 2016 budget for this program will be from the following Business Units: Robert Crown Center (100.30.3030.62507); Robert Crown Ice Programs (100.30.3095.62507); Fleetwood-Jourdain Center (100.30.3040.62507); Chandler-Newberger Center (100.30.3035.62507); Ecology Camp (100.30.3610.62507), Arts Programs (100.30.3720.62507) and Outreach Programs (100.30.3205.62490). In total, the business units have a budgeted amount of $53,000 for transportation. For Action Approved on consent agenda. (A3.10)Renewal Agreement with Open Kitchens Inc. for the 2016 Summer Food Service Program Staff recommends City Council approve the renewal agreement for the 2016 Summer Food Service Program with Open Kitchens Inc. (1161 West 21st Street, Chicago, IL) in the not-to-exceed amount of $3.33 per lunch. This is a reimbursement program in which the total amount the City receives is dependent upon the number of meals served and level of participation. The City’s estimated reimbursement is calculated using the highest daily participation level stated in the application. Funding for this program is budgeted in business unit 100.30.3050, Recreation Outreach Program, where program expenditures are charged back and revenue credited. Projected food costs in the amount of $107,000 would be from expense account 100.30.3050.65025, and estimated revenue in the amount of $128,500 will be reimbursed to revenue account 100.30.3050.53565. For Action City Council Agenda May 9, 2016 Page 6 of 9 Approved on consent agenda. (A3.11)Sidewalk Café for Homestead Meats Staff recommends City Council approval of a first-time application for a sidewalk café permit for Homestead Meats, a retail food service establishment at 1305 Chicago Avenue. The café will provide only one type of sandwich daily. The sidewalk café will consist of three tables with two seats each, and will operate 10:00 a.m. – 6:00 p.m. daily. For Action Approved on consent agenda. (A3.12)Contract with MBR Wrecking for Demolition of 1816 Lemar Staff recommends the approval for the expenditure $26,170.00 for the demolition of 1816 Lemar by MBR Wrecking Inc. (3774 Devon Ave., Lincolnwood, IL 60712). Funding will be from the Illinois Housing Development Authority (IHDA) Vacant Property Grant (Account 100.24.2435.62469). For Action Approved on consent agenda. (A3.13)Contract with Rush Truck Center of Northern Illinois for Purchase of an International Harvester Truck with Aerial Bucket Device Staff recommends City Council approve the purchase of a replacement vehicle/unit for the Public Works Agency. An International Harvester 7400 (SA625) truck purchase will be from Rush Truck Centers (4655 S. Central Avenue, Chicago, IL 60638-1547) in the amount of $74,277. They are the State Bid winner for this type of vehicle. An aerial bucket will be purchased from Altec Industries, Inc. (1550 Aerial Avenue, Creedmoor, NC 27522) in the amount of $84,698. They were the lowest responding bid under Bid 16-11 dated March 24, 2016. The total cost is $158,975. Funding will be from the FY2016 Equipment Replacement Fund (Account 601.19.7780.65550), with a budget of $1,455,422. For Action Approved on consent agenda. (A3.14)Contract with Vision Internet for Website Redesign and Hosting Contract Staff recommends City Council authorize the City Manager to negotiate a two- year single source service agreement, with an option to renew for two additional one-year terms, with Vision Internet (222 N. Sepulveda Blvd., Suite 1500, El Segundo, CA 90245) in the amount of $45,285.00 for FY 2016 and $10,000.00 for FY 2017/2018 to cover website design and hosting services for the City of Evanston website. Funding will be from Information Technology Account (Account 100.19.1932.62340) with a 2016 budgeted amount of $437,163.00. For Action Taken off consent agenda. Passed 7-0. (A4) Resolution 36-R-16 Authorizing Lease Agreement with Strawdog Theatre Company for Rehearsal and Office Space at 633 Howard Staff recommends City Council adopt Resolution 36-R-16 authorizing the City City Council Agenda May 9, 2016 Page 7 of 9 Manager to execute a lease agreement with Strawdog Theatre Company for rehearsal and office space at 633 Howard Street. The 18-month lease is for temporary occupancy in support of the City’s efforts to bring Strawdog Theatre Company to Howard Street. Monthly rent would be $1,200, due by the 1st of each month. For Action Taken off consent agenda. Item held until the May 23, 2016 City Council meeting. (A5) Resolution 35-R-16 Authorizing Olga Bernick to Operate Concessions at the Robert Crown Center Staff recommends City Council adopt Resolution 35-R-16 authorizing the City Manager to enter into a 12-month agreement between the City of Evanston and Olga Bernick (1028 Greenleaf, Evanston, IL 60202) for concession operations at the Robert Crown Center. Olga Bernick proposes to pay the City $700 per month or $8,400 per year for the privilege of operating the concession stand in the Robert Crown Center. Revenue will be deposited into Robert Crown Center, Business Unit 100.30.3095.53565. For Action Approved on consent agenda. (A6) Ordinance 45-O-16, Sale of Surplus Property Fleet Vehicles Staff recommends City Council adopt Ordinance 45-O-16 directing the City Manager to offer the sale of vehicles owned by the City through public auction at the special Northwest Municipal Vehicle Auction being sponsored by America’s Auto Auctions on or around Tuesday, May 10, 2016 or any other subsequent America’s Online Auction as these vehicles become available, on a timely basis, as a result of new vehicle replacements being placed into service. For Action Approved on consent agenda. (A7) Ordinance 43-O-16 Amending City Code Subsection 8-4-12 (A), “Refuse” Staff recommends approval of Ordinance 43-O-16 amending the City Code related to the fee structure for collection and disposal of refuse for condominiums. For Action Approved on consent agenda. (A8) Ordinance 37-O-16, Amending City Code Subsection 8-4-3 (G), “Special Pick-Up Fee Staff recommends approval of Ordinance 37-O-16 amending the City Code related to special pick-up fee structure. For Action Approved on consent agenda. PLANNING & DEVELOPMENT COMMITTEE (P1) Ordinance 165-O-16, Zoning Text Amendment – Impervious Surface City Council Agenda May 9, 2016 Page 8 of 9 Coverage and Building Lot Coverage Regulations Regarding Decks The Plan Commission recommends adoption of Ordinance 165-O-16, Zoning Text Amendment, to classify all types of decks, except porches, towards building lot coverage instead of impervious surface coverage as is currently the case. Staff is proposing to modify the proposed Text Amendment to allow uncovered decks in the rear yard up to 3% of lot area and with permeable surface underneath to be excluded from building lot coverage and impervious surface coverage. Any area of decks exceeding 3% would be counted towards impervious surface coverage as it is currently the case. For Introduction Approved on consent agenda. (P2) Ordinance 50-O-16 Granting Major Zoning Relief for Access to Parking via the Street when Alley Access is Present at 2767 Crawford Avenue The Zoning Board of Appeals and City staff recommend adoption of Ordinance 50-O-16 granting major zoning relief for access to parking via the street when alley access is present for a new single family home at 2767 Crawford Avenue. The applicant has complied with all other zoning requirements, and meets the standards for variations. For Introduction Approved on consent agenda. ECONOMIC DEVELOPMENT COMMITTEE (O1) Sunshine Enterprises Evanston Entrepreneurship Support Staff and the Economic Development Committee recommend reimbursement of $50,000 to Sunshine Enterprises for completing the Winter 2016 Cohort, and to approve additional funding for the Spring 2016 Cohort, beginning June 4, 2016 to help facilitate business creation opportunities for primarily low- and moderate- income Evanston residents, in an amount not-to-exceed $50,000. Staff recommends utilizing funds from the Community Development Block Grant Economic Development Fund – Account 215.21.5260.63064 (revolving loan fund and entitlement). For Action Approved on consent agenda. (O2) Approval of Funding for 12-month period for Chicago’s North Shore Convention and Visitors Bureau (CNSVB) Staff and the Economic Development Committee support a recommendation from the Economic Development Committee to the City Council to approve funding for Chicago’s North Shore Convention and Visitors Bureau (CNSCVB) in the amount of $78,810.00 for a period commencing July 1, 2016 through June 30, 2017. Economic Development Fund’s Economic Development Partnership Account (Account No. 225.15.5300.62659). The FY 2016 budget allocated $300,000 to this account; to date, $12,447.08 has been spent from this account. For Action Approved on consent agenda. City Council Agenda May 9, 2016 Page 9 of 9 APPOINTMENTS (APP1) For Appointment to: Police Pension Board Mark Vaughan For Action Approved on consent agenda. MEETINGS SCHEDULED THROUGH MAY 2016 Upcoming Aldermanic Committee Meetings Mon, May 16 6:00 PM Rules Committee Mon, May 16 7:00 PM City Council meeting Tues, May 17 7:00 PM Housing & Community Development Act Mon, May 23 6:00 PM A&PW, P&D, City Council meetings Wed, May 25 6:00 PM Transportation/Parking Committee Wed, May 25 7:00 PM Economic Development 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.