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HomeMy WebLinkAbout09.12.15 Agenda CITY COUNCIL REGULAR MEETING CITY OF EVANSTON, ILLINOIS LORRAINE H. MORTON CIVIC CENTER JAMES C. LYTLE COUNCIL CHAMBERS Monday, October 12, 2015 Administration & Public Works (A&PW) Committee meets at 6 p.m. Planning & Development (P&D) Committee meets at 7:15 p.m. City Council meeting will convene after conclusion of the P&D meeting. ORDER OF BUSINESS (I) Roll Call – Begin with Alderman Fiske (II) Mayor Public Announcements and Proclamations National Community Planning Month Open House Chicago: Presentation by Design Evanston (III) City Manager Public Announcements Government Finance Officers Association FY2015 Distinguished Budget Award Update on Street Cleaning and Sweeping for 2016 (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. (VI) Special Order of Business: Harley Clarke Mansion (VII) Consent Agenda: Alderman Rainey City Council Agenda October 12, 2015 Page 2 of 8 (VIII) Report of the Standing Committees Administration & Public Works - Alderman Rainey Planning & Development - Alderman Holmes Human Services - Alderman Grover (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)} (X) Executive Session (XI) Adjournment SPECIAL ORDER OF BUSINESS (SP1) Continuation of Discussion on Next Steps for Harley-Clarke Property At the September 21, 2015 City Council meeting the City Council discussed potential next steps for the City-owned Harley-Clarke property. No action on next steps was taken and no open houses were scheduled at that meeting. The discussion was continued to the next regular City Council meeting on October 12, 2015. The following documents have been added. 1. Memorandum from Mayor Elizabeth Tisdahl 2. Resolution 99-R-15 proposed by Alderman Miller For Action CONSENT AGENDA (M1) Approval of Minutes of the Regular City Council Meeting of September 21, 2015 For Action ADMINISTRATION & PUBLIC WORKS COMMITTEE (A1) City of Evanston Payroll through September 6, 2015 $2,742,732.65 City of Evanston Payroll through September 20, 2015 $2,791,906.95 (A2) FY2015 City of Evanston Bills – September 29, 2015 $2,743,442.73 FY2015 City of Evanston Bills – October 13, 2015 $8,706,796.56 Credit Card Activity – Period Ending August 31, 2015 $ 175,657.66 For Action City Council Agenda October 12, 2015 Page 3 of 8 (A3.1) Approval of Contract Award to Chicago Office Technology Group for the Copier Purchase and Maintenance Service (RFP 15-02) Staff recommends City Council authorize the City Manager to execute a contract for the Copier Purchase and Maintenance Service with the Chicago Office Technology Group (3 Territorial Court, Bolingbrook, IL) in the amount of $143,732 to purchase replacement printers and copiers throughout the City. Funding is provided through IT Division account 100.19.1932.65555, Personal Computer Equipment with a 2015 budget of $284,200.00. For Action (A3.2) Approval of Contract Extension with Cannon Cochran Management Services Inc. for Third Party Administration of General Liability and Worker’s Compensation Claims Staff recommends City Council authorize the City Manager to execute a one-year extension for the purchase of claims administration services from Cannon Cochran Management Services Inc. (CCMSI) for automobile liability, general liability, and worker’s compensation claims at a cost of $93,500 for the contract year January 1, 2016 through December 31, 2016. Funding is provided by the FY 2016 Insurance Fund Account (605.99.7800.62266) with a FY2016 proposed budget allocation of $110,000. For Action (A3.3) Approval of Purchase of Trees and Planting Services for Fall Planting from Suburban Tree Consortium Staff recommends city Council approval of the purchase of 120 trees and planting services for 55 trees from Suburban Tree Consortium (STC) in the amount of $32,410.58. Funding is provided by: $28,000 from Forestry Operations (Account 100.26.2655.65005), and $5675 from Replant Express Program and $2340 from I Heart Evanston Trees (Account 100.26.2655.53737). For Action (A3.4) Approval of an Agreement with Continental Energy Solutions for City Facility Energy Efficiency Upgrades (RFP 15-50) Staff recommends City Council authorize the City Manager to execute an agreement for the City Facility Energy Efficiency Upgrades with Continental Energy Solutions (815 Commerce Drive, Oak Brook, IL) in the amount of $53,786. Funding will be provided from the Capital Improvement Program (CIP) General Obligation Bonds (Account 415.26.415.65515 – 415198). This project was budgeted at $50,000. Additional funding is available in the CIP from a reduction in the FY 2015 cost of the solar panel installation project. For Action City Council Agenda October 12, 2015 Page 4 of 8 (A4.1) Approval of Change Order No. 1 for the 2013 Parking Meter and Pay Station Contract with Duncan Solutions (RFP12-147) Staff recommends that City Council authorize the City Manager to execute Change Order No. 1 to the contract for the 2013 Parking Meter Project with Duncan Solutions, Inc., (633 W. Wisconsin Avenue, Suite 1600, Milwaukee, WI). This change order will expand the scope of the contract to include the purchase of 153 additional meters in order to complete the project. The cost of this change order is not to exceed $75,880. Adding this change order to the original bid of $1,094,260 will result in a total cost of $1,170,140. Funding is provided by the Parking Fund Capital Improvement Account (505.19.7005.65515-701515). For Action (A4.2) Approval of 2015 50/50 Sidewalk Replacement Project Change Order No. 1 (Bid 15-25) Staff recommends that City Council authorize the City Manager to execute Change Order No. 1 to the contract for the 2015 50/50 Sidewalk Replacement Project with Schroeder & Schroeder Inc. (7306 Central Park Avenue, Skokie, IL) for sidewalk replacement at Central Street & Stewart Avenue in the amount of $33,200. Funding is provided by the Parking Fund (Account 505.19.7005.65515 – 700514). For Action (A4.3) Approval of Change Order No. 1 for the Civic Center Sustainable Parking Lot Reconstruction (Bid 14-60) Staff recommends that City Council authorize the City Manager to execute Change Order No. 1 to the agreement for the Civic Center Sustainable Parking Lot Reconstruction project with A. Lamp Concrete Contractors Inc. (1900 Wright Blvd., Schaumburg, IL) in the amount of $293,784, increasing the overall contract cost from $1,400,000 to $1,693,784. Funding is provided by the Parking Fund in the amount of $264,034 and a private developer contribution in the amount of $29,750. For Action (A4.4) Approval of Change Order No. 1 for Civic Center Chimney Repair Project Staff recommends City Council authorize the City Manager to execute a change order for the Lorraine H. Morton Civic Center (LHMCC) Boiler Building Tuckpointing & Porch Repairs project with Midwest Pressure Washing & Restoration, Inc. (115 S Rensselaer Street, Griffith, IN) in the amount of $75,590 to rebuild the top 15 feet of the chimney that is used to exhaust the heating system for the Civic Center. Funding is provided by the Capital Improvement Plan: $56,139.71 from the remaining balance of the Civic Center Boiler Building Renovations Project Account (415.26.4150.65515/415177) and $19,450.29 from the Facilities Contingency Account (415.26.4150.65515/415179). For Action City Council Agenda October 12, 2015 Page 5 of 8 (A5) Approval of the January 1, 2015 Police and Firefighter Pension Actuarial Report The Police Pension Board, Firefighter Pension Board and Treasurer recommend that City Council review and approve the January 1, 2015 Actuarial Valuation for usage in the 2015 Tax Levy (receivable in 2016) for Police and Firefighter Pension funding purposes. For Action (A6) Resolution 75-R-15 , Authorizing an Intergovernmental Agreement with the Metropolitan Water Reclamation District for Participation in the Rain Barrel Program Staff recommends City Council adoption of Resolution 75-R-15 authorizing the City Manager to execute an Intergovernmental Agreement (IGA) with the Metropolitan Water Reclamation District (MWRD) for participation in the Rain Barrels Program. The MWRD does not charge for participation in the program or for the order and delivery of rain barrels. The Office of Sustainability will oversee the implementation of this agreement and the program it establishes. For Action (A7) Ordinance 123-O-15 Amending the City Code to Establish a 3-Way Stop Control at the Intersection of Dewey Avenue and Seward Street Staff recommends adoption of Ordinance 123-O-15 by which the City Council would amend Section 10-11-5(C), Schedule V(C) of the City Code to establish a 3-Way Stop Control at the intersection of Dewey Avenue and Seward Street. For Introduction (A8) Ordinance 125-O-15, Authorizing the City to Borrow Funds from the Illinois Environmental Protection Agency Water Pollution Control Loan Program Staff recommends City Council adoption of Ordinance 125-O-15 authorizing the City to borrow up to $1,100,000 from the Illinois Environmental Protection Agency (IEPA) Water Pollution Control Loan Program for the construction of the Large Diameter Sewer Rehabilitation on the Mulford Street right-of-way extension west of Dodge Avenue, and authorizing the City Manager to execute the loan agreement with the IEPA. Debt service will be paid from the Sewer Fund. For Introduction (A9) Ordinance 127-O-15, Decreasing the Number of Class D Liquor Licenses for Italian Kitchen, Ltd. d/b/a Dave’s Italian Kitchen, 1635 Chicago Avenue Staff recommends City Council adoption of Ordinance 127-O-15, which amends Evanston City Code of 2012 Subsection 3-4-6-(D), as amended, to decrease the number of authorized Class D liquor licenses from fifty-one (51) to fifty (50). Italian Kitchen, Ltd., d/b/a Dave’s Italian Kitchen (“Company”), 1635 Chicago Avenue, is not renewing its liquor license. For Introduction City Council Agenda October 12, 2015 Page 6 of 8 (A10) Ordinance 128-O-15, Decreasing the Number of Class D Liquor Licenses for DMK Ventures – Noyes Street, LLC d/b/a DMK Burger & Fish, 815 Noyes Street Staff recommends City Council adoption of Ordinance 128-O-15, which amends Evanston City Code of 2012 Subsection 3-4-6-(D), as amended, to decrease the number of authorized Class D liquor licenses from fifty (50) to forty-nine (49). DMK Ventures – Noyes Street, LLC, d/b/a DMK Burger & Fish (“Company”), 815 Noyes Street, is not renewing its liquor license. For Introduction (A11) Ordinance 124-O-15 Authorizing 2015 A and B General Obligation Bond Issue Staff recommends adoption of Ordinance 124-O-15 providing for the issuance of the FY 2015 A and B bond issues as follows: 2015 A General Obligation Bond not-to-exceed $14,000,000; and 2015 B General Obligation Refunding Bond not- to-exceed $11,475,000. The ordinance will be completed and signed after the bond sale date, which is tentatively scheduled for October 21, 2015. This ordinance was introduced at the September 21, 2015 City Council meeting. For Action PLANNING & DEVELOPMENT COMMITTEE (P1) Ordinance 120-O-15, Zoning Ordinance Text Amendment for Payday Loan Establishments The Plan Commission and staff recommend City Council adoption of Ordinance 120-O-15, a Zoning Ordinance Text Amendment to clarify the existing distance requirement between Payday Loan and Consumer Loan Establishments. The proposed amendment will make it easier for potential businesses to learn about the distance requirement at the same time they find out in which district the use is allowed, which currently is only the C2 Commercial District. For Introduction (P2) Ordinance 121-O-15 Zoning Ordinance Text Amendment Regarding Height Requirements for Planned Developments in the D3-Downtown Core Development District The Plan Commission and staff recommend City Council adoption of Ordinance 121-O-15, a Zoning Ordinance Text Amendment to specify that, for planned developments in the D3 District, the height of up to four (4) stories (or 40 feet, whichever is less) of parking levels may be excluded from the calculation of building height to match the current regulations in other downtown zoning districts. For Introduction City Council Agenda October 12, 2015 Page 7 of 8 (P3) Ordinance 131-O-15, Granting an Extension to a Special Use for a Single Family Detached Dwelling at 1513 Greenleaf Street City staff recommends adoption of Ordinance 131-O-15 to extend the time to begin renovation for a single family detached dwelling originally approved in November 2014. Ordinance 131-O-15 grants approval to obtain a building permit and begin construction by June 24, 2016. For Introduction HUMAN SERVICES COMMITTEE (H1) Resolution 59-R-15, Authorizing the Amendment to the Animal Welfare Policy to Establish Operational Guidelines at the Evanston Animal Shelter and Adoption Center The Human Services Committee and staff recommend City Council adoption of Resolution 59-R-15 establishing operational guidelines for the Evanston Animal Shelter. For Action (H2) Resolution 97-R-15, Authorizing the City Manager to Negotiate and Execute a Grant Agreement with the Evanston Animal Shelter Association to Fund Operations at the Evanston Animal Shelter The Human Services Committee and staff recommend City Council adoption of Resolution 97-R-15 authorizing the City Manager to negotiate and execute an agreement with the Evanston Animal Shelter Association to fund operations of the Evanston Animal Shelter. Total cost of this agreement would be $65,000 per year and agreement will run concurrent with existing shelter operating agreement until May 31, 2017. For Action (H3) Resolution 90-R-15 Accepting Grant Awards In Order to Help Fund a Congregate Senior Meal Program at the Levy Senior Center and Fleetwood Jourdain Community Center Human Services Committee and staff recommend City Council adoption of Resolution 90-R-15 authorizing the City Manager to sign notification of grant awards to fund and operate a congregate senior meal program at the Levy Senior Center and Fleetwood-Jourdain Community Center. This is a reimbursement program in which the total amount of reimbursement the City will receive is solely dependent upon the number of lunches served and varies depending on the levels of participation. Overall budgeted expenses for the 2015/16 program are projected at $87,059. The City expects to provide a local cash match of $18,450 of the $87,059. For Action City Council Agenda October 12, 2015 Page 8 of 8 (H4) Resolution 92-R-15 Authorizing the City Manager to Execute a Contract with Hoffman House Catering for Senior Meal Food Programs Staff and the Human Services Committee recommend City Council adoption of Resolution 92-R-15 authorizing the City Manager to execute a contract with Hoffman House Catering to provide a senior meal congregate program at the Levy Senior Center and Fleetwood-Jourdain Community Center for a period of October 1, 2015 through September 30, 2016 in the not–to-exceed amount of $4.44 per lunch meal. Total meal program contract value is projected at $37,478. This is a reimbursement meal program in which the total amount of reimbursement the City will receive and expenses is solely dependent upon the number of lunches served and varies depending on the levels of participation. Funding for this program is budgeted in the Fleetwood-Jourdain and Levy Center meal program expenditure accounts. For Action MEETINGS SCHEDULED THROUGH OCTOBER 2015 Upcoming Aldermanic Committee Meetings Mon, Oct 19 7 pm City Council: Joan Barr-Smith Aldermanic Library Dedication Tues, Oct 20 7 pm Housing & Community Dev Act Committee Wed, Oct 21 5:30 pm City-School Liaison Committee Wed, Oct 21 6:30 pm M/W/EBE Advisory Committee Thurs, Oct 22 5:30 pm Emergency Telephone Board Fri, Oct 23 7 am Housing & Homelessness Commission Sat, Oct 24 9 am Special City Council: Budget, Truth in Taxation Mon, Oct 26 6 pm A&PW, P&D, City Council meetings Wed, Oct 28 6 pm Transportation/Parking Committee Wed, Oct 28 7:30 pm Economic Development Committee Wed, Oct 28 7:30 pm Human Services 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.