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03.24.14 Packet
CITY COUNCIL REGULAR MEETING CITY OF EVANSTON, ILLINOIS LORRAINE H. MORTON CIVIC CENTER COUNCIL CHAMBERS Monday, March 24, 2014 Administration & Public Works (A&PW) Committee meets at 6:00 p.m. Planning & Development (P&D) Committee meets at 7:15 p.m. City Council will convene after the conclusion of P&D meeting ORDER OF BUSINESS (I) City Council Roll Call – Begin with Alderman Burrus (II) Mayor Public Announcements and Proclamations National Public Health Week, April 7-13, 2014 Fair Housing Month, April 2014 (III) City Manager Public Announcements (IV) Communications: City Clerk (V) Citizen Comment Members of the public are welcome to speak at City Council meetings. As part of the Council agenda, a period for citizen comments shall be offered at the commencement of each regular Council meeting. Those wishing to speak should sign their name, address and the agenda item or topic to be addressed on a designated participation sheet. If there are five or fewer speakers, fifteen minutes shall be provided for Citizen 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 Citizen Comment does not exceed forty-five minutes. The business of the City Council shall commence forty-five minutes after the beginning of Citizen Comment. Aldermen do not respond during Citizen Comment. Citizen Comment is intended to foster dialogue in a respectful and civil manner. Citizen comments are requested to be made with these guidelines in mind. (VI) Special Order of Business: FY2013 Year End Financial Report (VII) Consent Agenda: Alderman Rainey (VIII) Report of the Standing Committees Administration & Public Works - Alderman Rainey Planning & Development - Alderman Wynne Human Services - Alderman Holmes 1 of 395 City Council Agenda March 24, 2014 Page 2 of 7 (VIII) 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)} (IX) Executive Session (X) Adjournment SPECIAL ORDER OF BUSINESS (SP1) FY2013 Year End Financial Report Staff recommends City Council accept the unaudited year-end Financial Report for FY 2013 and place on file. For Action: Accept and Place on File CONSENT AGENDA (M1) Approval of Minutes of the Regular City Council meeting March 10, 2014 For Action ADMINISTRATION & PUBLIC WORKS COMMITTEE (A1) City of Evanston Payroll through 3/9/14 $2,702,907.62 (A2) City of Evanston Bills 3/25/14 $2,513,982.69 For Action (A3.1) Approval of Contract with CTR Systems, Inc. for 2014 CIPP Spot Line Sewer Rehabilitation (Bid 14-13) Staff recommends that City Council authorize the City Manager to execute a contract for the 2014 CIPP Spot Line Sewer Rehabilitation with CTR Systems, Inc. (7400 Waukegan Road, Niles, IL) in the amount of $48,114. Funding is provided by the Sewer Fund, Account 7400.62461, which has a FY 2014 budget of $215,000. For Action 3/20/2014 12:51 PM 2 of 395 City Council Agenda March 24, 2014 Page 3 of 7 (A3.2) Approval of 2014 CIPP Sewer Rehabilitation Contract A with Insituform Technologies USA, LLC (Bid 14-12) Staff recommends that City Council authorize the City Manager to execute a contract for the 2014 Cured-In-Place Pipe Lining Contract A with Insituform Technologies USA, LLC (17988 Edison Avenue, Chesterfield, MO) in the amount of $318,989.40. Funding is provided by the Sewer Fund, Account 7420.62461, which has a FY 2014 budget allocation of $515,000. For Action (A3.3) Approval of Agreement with CDM Smith for Reservoir and Clearwell Planning Study (RFP 14-10) Staff recommends City Council authorize the City Manager to execute an agreement for the Reservoir and Clearwell Planning Study with CDM Smith (125 South Wacker Drive, Suite 600, Chicago, IL) in the not-to-exceed amount of $86,359. Funding is provided by the Water Fund, Account 733126.62140, with a budget of $100,000 for FY 2014. For Action (A3.4) Approval of Renewal of Annual Harris Computer Systems Maintenance and Support Agreement for Utility Billing Software Staff recommends that City Council authorize the City Manager to execute a renewal of the annual sole source maintenance and support agreement for the term March 1, 2014 through February 28, 2015 with Harris Computer Systems (1 Antares Drive, Suite 400, Ottawa, Ontario) for Harris NorthStar Utility Billing software in the amount of $42,698.96. Funding is provided by the Utilities Department, Account 7125.62340. For Action (A3.5) Approval of the Purchase of Two Replacement Vehicles for Utilities Department Staff recommends City Council approval for the purchase of two (2) replacement vehicles for the Utilities Department in the total amount of $167,808 as follows: from Currie Motors (9423 W. Lincoln Highway, Frankfort, IL) in the amount of $34,511 and from Rush Truck Center (formerly Prairie Archway International, 401 S. Dirksen Parkway, Springfield, IL) in the amount of $133,297. Funding is provided by the Water Capital Outlay budget, Account 7130.65550, with a total FY2014 allocation of $184,600. For Action (A3.6) Approval of the Purchase of Eight Police Replacement Vehicles from Currie Motors for 2014 Staff recommends City Council approval for the purchase of eight (8) police vehicles in the total amount of $212,104.00 from Currie Motors (9423 W. Lincoln Highway, Frankfort, IL). Funding is provided by the Equipment Replacement Fund, Account 7780.65550, which has a FY2014 budget of $2,694,000. For Action 3/20/2014 12:51 PM 3 of 395 City Council Agenda March 24, 2014 Page 4 of 7 (A3.7) Approval of Contract Renewal with Havey Communications Inc. for Emergency Lighting & Sirens (Bid 13-15) Staff recommends City Council authorize the City Manager to execute a one (1) year contract renewal for the purchase of emergency lighting, sirens and after- market products and services in the amount of $68,973.60 with Havey Communications Inc. (28835 Herky Drive #117, Lake Bluff, IL). Funding is provided by: 50% from the Equipment Replacement Account 7780.65550, and 50% from the Fleet Maintenance Account 7710. 65060. Havey has agreed to hold their present pricing, terms and conditions for 2014. For Action (A3.8) Approval of Contract Extension with Ozinga Ready Mix Concrete for Purchase of Concrete Staff recommends City Council authorize the City Manager to execute a one year contract extension with Ozinga Ready Mix Concrete, Inc. (2222 South Lumber Street, Chicago, IL) for a total of $64,000 for the FY2014 purchase of concrete. Funding is provided by: $48,800 from Street and Alley Maintenance, Account 2670.65055; $7,600 from the Water Fund, Account 7115.65051; and $7,600 from the Sewer Fund, Account 7400.65051. For Action (A3.9) Approval of Agreement with Infrastructure Engineering, Inc for Engineering Services for Central Street Improvement Project (Hartrey Avenue to Eastwood Avenue) (RFP 13-62) Staff recommends City Council authorize the City Manager to execute the agreement for engineering services for the Central Street Improvement Project in the amount of $297,950 with Infrastructure Engineering, Inc. (33 West Monroe Street, Suite 1540, Chicago, IL). Funding is provided by the FY2014 Capital Improvement Plan (CIP): from the Central Street Sidewalk Project 415924 for $275,000 and the Pedestrian Safety Improvements Project 416434 for $22,950. For Action (A3.10)Approval of 2014 Motor Fuel Tax (MFT) Street Resurfacing Construction Contract with Chicagoland Paving (Bid 14-09) Staff recommends the City Council authorize the City Manager to execute the construction contract for the 2014 MFT Street Resurfacing Project with Chicagoland Paving (225 Telser Road, Lake Zurich, IL) in the amount of $1,119,900. Funding will be provided from the approved 2014 Motor Fuel Tax budget, Account 5100.66515. For Action 3/20/2014 12:51 PM 4 of 395 City Council Agenda March 24, 2014 Page 5 of 7 (A3.11)Approval of Additional Project Funding for Safe Routes to School Sidewalk Replacement and Curb Extension Construction Project Staff recommends that City Council authorize the City Manager to approve additional funding of $24,953.95 to the Illinois Department of Transportation for the local share of the Safe Route to School Sidewalk Replacement and Curb Extension Project. The lowest qualified bid for the project is $274,815.95, which is $24,953.95 over the previously authorized funding level. Funding will be provided by the FY2014 CIP Neighborhood Traffic Calming Project 415870. For Action (A4) Approval of Utilities SCADA System Upgrades Change Order No. 2 (Bid 11- 42) Staff recommends that City Council authorize the City Manager to execute Change Order No. 2 for the SCADA System Upgrades with Allan Integrated Control Systems, Inc. (2021 Beulah Avenue, East Troy, WI). This final change order will decrease the total value of the contract by $17,012.77 from $1,649,642.00 to $1,632,629.23 and increase the total contract time by 335 days. For Action (A5) Resolution 17-R-14, FY2013 Budget Amendment Staff recommends adoption of Resolution 17-R-14, authorizing the City Manager to increase the total Fiscal Year 2013 appropriation by $2,278,752, to a new total of $256,214,008. For Action (A6) Approval of Grant Agreement with the Illinois Historic Preservation Agency to Inventory and Record Landmark Properties Located Outside Local Historic Districts Staff recommends that the City Council authorize the City Manager to sign a grant agreement for $53,200 with the Illinois Historic Preservation Agency (IHPA) to inventory and record with the Cook County Recorder of Deeds designated Evanston landmarks located outside local Evanston Historic Districts. The grant is $37,240 to be reimbursed to the City, with the City’s match of $15,960. Following the March 10, 2014 Administration & Public Works Committee meeting, staff revisited the City contribution and was able to decrease the City’s financial expenditure to $3,990 through the increased utilization of volunteers. For Action (A7) Approval of 2014 Special Events Calendar Staff recommends City Council approval of the 2014 calendar of special events, contingent upon compliance of all requirements as set forth by the Special Event Policy & Guidelines. This year’s calendar includes four new proposed events; two of which are low-impact events that involve use of the lakefront path. Costs for City services provided for events require a 100% reimbursement from the sponsoring organization or event coordinator. For Action 3/20/2014 12:51 PM 5 of 395 City Council Agenda March 24, 2014 Page 6 of 7 PLANNING AND DEVELOPMENT COMMITTEE (P1) Ordinance 36-O-14, Granting a Special Use for Commercial Indoor Recreation and a Drive Through Facility, Little Beans Cafe, at 430 Asbury Avenue The Zoning Board of Appeals and City staff recommend the adoption of Ordinance 36-O-14 granting a special use permit for Commercial Indoor Recreation and a Drive Through Facility, Little Beans Cafe, at 430 Asbury Avenue. The applicant has complied with all zoning requirements, and meets all of the standards for a special use in the B2 Business District. The applicant requests suspension of the Rules for Introduction and Action on March 24, 2014. For Introduction and Action (P2) Ordinance 32-O-14, Granting Special Use for a Planned Development at 835 Chicago Avenue (Chicago and Main) The Plan Commission and City staff recommend the adoption of Ordinance 32- O-14, granting Planned Development approval to construct a nine-story mixed use commercial, office, and residential building at the southeast corner of Chicago Avenue and Main Street, commonly known as 835 Chicago Avenue. For Introduction HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE (O1) Approval of Consolidated Annual Performance and Evaluation Report (CAPER) for the City’s Community Development Block Grant (CDBG), HOME Investment Partnerships (HOME) and Emergency Solutions Grant (ESG) programs for 2013 The Housing and Community Development Act Committee and staff recommend approval of the 2013 Consolidated Annual Performance and Evaluation Report (CAPER). The CAPER is posted on the City website at: www.cityofevanston.org/CAPER. The CAPER must be submitted to the Chicago Field Office of the U.S. Department of Housing and Urban Development by March 31, 2014 For Action 3/20/2014 12:51 PM 6 of 395 City Council Agenda March 24, 2014 Page 7 of 7 APPOINTMENTS (APP1)For Appointment to: Commission on Aging Catherine O’Brien Parks and Recreation Board David Campbell Downtown Performing Arts Center Task Force Michael Corr, Representative, Evanston Chamber of Commerce MEETINGS SCHEDULED THROUGH MARCH 2014 Upcoming Aldermanic Committee Meetings Wed, Mar 26 6 pm Transportation/Parking Committee Wed, Mar 26 7:30 pm Economic Development Committee Thurs, Mar 27 5:30 pm City-School Liaison Committee Fri, Mar 28 7 am Housing & Homelessness Commission Mon, Mar 31 7 pm City Council meeting Order and agenda items are subject to change. 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. 3/20/2014 12:51 PM 7 of 395 7For the City Council Meeting of September 20, 2010 2nd Quarter Financial Report For City Council meeting of March 24, 2014 Item SP1 Year End Financial Report for Fiscal Year 2013 For Action: Accept and Place on File To: Honorable Mayor and Members of the City Council From: Marty Lyons, Assistant City Manager/Chief Financial Officer Louis Gergits, Finance Division Manager CC: Wally Bobkiewicz, City Manager Subject: Year End Financial Report for Fiscal Year 2013 Date: March 24, 2014 Recommended Action: Staff recommends City Council accept and place the Unaudited Yearend Financial Report for FY 2013 on file. Summary: Staff has completed the unaudited Year End Financial Reports for Fiscal Year 2013. These Financial Reports are unaudited and preliminary and will not be finalized until the Comprehensive Annual Financial Report (CAFR) is completed in June of 2014. The City ended the 2013 fiscal year in stable financial condition. The General Fund ended FY 2013 with a preliminary unaudited surplus of $2,152,950 prior to the recommended $2.1 million year end transfers to other funds as noted below. The City’s financial performance is the result of revenues exceeding budgetary expectations and expenditures being held close to budgeted levels. December represents end of the 2013 fiscal year. Attached are summaries of the City’s funds for the fourth quarter of FY 2013. In reviewing these reports, please note the following: • A majority of the revenues are recorded at the time they are actually received (permits, property taxes, fees, etc.), however, some revenues are recorded at the time of notification of the revenue being earned by the City (sales, income, telecommunications taxes, etc). • State revenue sources are delayed by one to three months based on the revenue source in question. • While some revenues are received on a monthly basis, other revenues are received less uniformly throughout the year. An example is property taxes, which are billed bi-annually and then distributed by the County as payments are Memorandum 8 received. This disbursal method contrasts with other revenue sources such as sales taxes, which are collected by the State and distributed on a monthly basis. • Operating expenses are incurred on a uniform basis for items such as payroll, utilities, fuel, etc., and on an as needed basis for supplies, equipment and specific outsourced services. It should be noted as of December 31, 2013, several funds are carrying negative fund balances which could potentially impact the General Fund in the future if not addressed. The major funds which could negatively impact the General Fund in the future include the Insurance Fund and the Solid Waste Fund. The table below provides a summary of how these funds could impact the fund balance in the General Fund: 12/31/2013 Unreserved Fund Balance General Fund $ 17,086,437 Insurance Fund $ (6,665,911) Solid Waste Fund $ (1,093,150) Effective General Fund Net Balance $ 9,327,376 The Insurance Fund negative balance is the result of claim reserves set up for potential claims, which may be settled in the future for lesser amounts. The claim reserve is usually set on a conservative basis, so that the City fairly discloses all potential liabilities. A brief summary of the other major revenues and expenditures in the General Fund and selected enterprise funds is provided immediately below. General Fund Revenues: General Fund unaudited revenues through the December 31, 2013 were approximately $86.9M or 102.76% of budget. The FY 2013 performance of major General Fund revenue sources is summarized below: • Through December 31, 2013 property tax revenue was $12,191,575 or 97.7% of budget. • Both Basic and Home Rule Sales Tax exceeded budgetary projections. Sales Tax revenues totaled $9,717,313 or 107.1% of budget, while Home Rule Sales Tax revenues totaled $5,964,747 or 101.76% of budget. • Athletic Contest Tax was recorded in the amount of $1,056,355 or 139% of budget. • State income tax was recorded in the amount of $7,182,793 through December 31, 2013, achieving 113.6% of the budget target for this revenue item. State - 2 - 9 income tax is typically received in arrears by one or two months. • Real estate transfer tax through December 31, 2013 totaled $3,894,599 achieving 181.5% of the budget target for this item. This includes large property sales. • Through December 31, 2013, licenses, permits, and fees totaled $10,627,149 and were approximately 112.82% of budget. Permit revenue totaled $5,697,157 or 134.69% of budget. In comparison, license revenue totaled $3,777,520 or 104.05% of target budget. General Fund Expenditures: Through December 31, 2013, General Fund expenditures totaled $84,699,174 or 100.21% of budget for FY 2013. As part of the 2014 budget process, City staff estimated that the General Fund would complete 2013 with total expenses of $83,027,723. As previously mentioned, the General Fund had actual expenditures of $84,699,174 (again, budget of $84,520,422), resulting in a difference of approximately $1.67 million. This difference is a result of overtime and related expenditures exceeding budget in Police, Fire, and Public Works by approximately $1.141 million, salt purchases exceeding by $335,000, and equipment purchases for the Fire Dept. exceeding by $187,000. A summary of overtime and related personnel expenses exceeding budget by Department is provided in the table below: Description Amount Police Special Events 240,000$ Police Overtime 291,000$ Police Hireback 201,000$ Public Works Overtime 225,000$ Public Works Snow Overtime 40,000$ Fire Personnel Expenses 144,000$ TOTAL 1,141,000$ As previously mentioned, the General Fund ended FY 2013 with a preliminary unaudited surplus of $2,152,950. Staff proposes proceeding with the General Fund interfund transfers as discussed during the FY 2014 Budget process. A summary of the General Fund surplus transfers to other funds is provided in the table below: Fund Transfer Amount Debt Service Fund 1,000,000$ Fleet Maintenance Fund 600,000$ Insurance Fund 500,000$ Total Transfers 2,100,000$ - 3 - 10 Enterprise Funds: Parking Fund revenues for FY 2013 were $15,722,095 or 129.9% of budget and expenses were $16,852,604 or 116.8% of budget, resulting in a deficit of $1,130,509. The Parking Fund had a budgeted deficit of $2,324,337 for FY 2013. Water Fund revenues for FY 2013 were $16,646,625 or 98.3% of budget and expenses were $17,195,021 or 80.9% of budget, resulting in a deficit of $548,396. The Water Fund had a budgeted deficit of $3,682,179 for FY 2013. Sewer Fund revenues for FY 2013 were $18,584,478 or 92.8% of budget and expenses were $18,740,253 or 97.3% of budget, resulting in a deficit of $155,775. This deficit is primarily due to the Sewer Fund reducing the 2013 Bond issuance from $4 million to approximately $2 million. Solid Waste Fund revenues for FY 2013 were $5,130,397 or 102.4% of budget and expenses were $4,775,663 or 90.7% of budget, resulting in a surplus of $354,734. Attachments Attachment 1: December 31, 2013 Monthly Financial Report Attachment 2: December 31, 2013 Investment Report - 4 - 11 To: Wally Bobkiewicz, City Manager Martin Lyons, Assistant City Manager/Chief Financial Officer From: Louis Gergits, Finance Manager Hitesh Desai, Accounting Manager Subject: December 2013 Monthly Financial Report Date: February 14, 2014 Please find attached the unaudited financial statements as of December 31, 2013, which represents the end of Fiscal Year 2013. Please note these yearend financial statements are preliminary and will not be finalized until the Comprehensive Annual Financial Report (CAFR) is published in June, 2014. A summary by fund for total revenues, expenditures/expenses, fund balances, and cash balances is as follows: YTD YTD YTD 12/31/2013 12/31/2013 12/31/2013 12/31/2013 12/31/2013 Unreserved Cash Fund Name Fund # Revenue Expenses Net Fund Balance Balance* General 100 86,852,124$ 86,799,174$ 52,950$ 17,086,437$ 7,021,780$ HPRP 190 - - - - Neighborhood Stabilization 195 2,726,082 2,761,685 (35,603) (35,603) (5,504) Motor Fuel 200 2,118,988 1,805,788 313,200 1,312,568 1,474,964 Emergency 911 205 921,216 1,044,778 (123,561) 1,141,246 1,003,145 SSA#4 210 316,235 370,000 (53,765) (170,768) (180,202) CDBG 215 1,418,349 1,652,332 (233,983) (221,184) 8,215 CDBG Loan 220 281,869 150,636 131,233 2,276,046 124,812 Economic Development 225 2,455,105 1,520,802 934,303 3,084,707 3,012,281 Neighborhood Improvement 235 20,000 - 20,000 149,915 149,915 Home 240 847,566 731,319 116,247 3,422,622 10,048 Affordable Housing 250 315,362 74,178 241,184 2,477,310 744,859 Washington National TIF 300 4,525,480 6,717,107 (2,191,627) 5,099,677 4,725,866 SSA#5 305 427,799 418,815 8,984 442,038 413,578 SW II TIF (Howard Hartrey) 310 1,120,702 2,024,927 (904,225) 3,341,414 3,341,415 Southwest TIF 315 480,769 452,634 28,135 333,074 333,074 Debt Service 320 38,334,891 37,874,257 460,634 3,356,782 1,518,679 Howard Ridge TIF 330 507,574 895,083 (387,509) 668,001 378,350 West Evanston TIF 335 51,311 381,044 (329,733) 543,114 538,223 Dempster-Dodge TIF 340 - - - - - Capital Improvement 415 9,102,442 6,915,749 2,186,693 5,588,604 7,508,343 Special Assessment 420 518,414 351,636 166,778 2,072,093 2,074,044 Parking 505 15,722,095 16,852,604 (1,130,509) 13,287,791 15,007,658 Water 510-513 16,646,625 17,195,021 (548,396) 8,644,259 8,370,054 Sewer 515 18,584,478 18,740,253 (155,775) 4,043,803 2,068,662 Solid Waste 520 5,130,397 4,775,663 354,734 (1,093,150) (1,413,673) Fleet 600 3,776,630 3,560,090 216,540 109,443 (116,550) Equipment Replacement 601 1,576,088 1,530,242 45,846 1,546,328 1,300,756 Insurance 605 17,520,242 16,809,654 710,588 (6,665,911) 653,193 Library 185 4,939,647 5,184,388 (244,741) 856,355 380,628 Total**237,238,481$ 237,589,858$ (351,377)$ 72,697,012$ 60,446,613$ *This is net of any interfund receivables/payables **This summary does not include the Police or Fire Pension Funds even though detailed reports are included. Memorandum 12 Included above are the ending balances as of December 31, 2013 for both unreserved fund and cash balances. Of these two amounts, cash balance is the more meaningful metric since this represents liquid cash and/or invested assets which may be used (or easily sold) to support and fund current operations. While ending fund balance is also an important measurement of the City’s financial health, it usually includes illiquid assets or future cash receipts or disbursements such as receivables (including property tax) due to the City and accounts payable/accrued expenses. Through December 31, 2013, General Fund unaudited revenues totaled $86,852,124 or $1,656,505 (2.76%) above the FY 2013 budget. Unaudited FY 2013 yearend General Fund revenues are over budget primarily due to favorable variances in Athletic Contest Tax (actual unaudited revenues were higher than staff estimates by $156,355 or 17.37%) State Income Tax ($470,115 or 7% over yearend estimates), Real Estate Transfer Tax ($1,118,599 or 40.3% over staff estimates), Other License Fees ($368,532 or 34.79% over staff estimates, primarily due to liquor licenses), Other Permits ($279,779 or 19.08% over staff estimates) and Intergovernmental Revenue ($621,630 or 77.29% over staff estimates). Through November 30, 2013, the General Fund had a surplus of $2.2 million and General Fund expenses were 3.3% ($2.7 million) below the November budget target of 91.6%. However, the January 2, 2014 paycheck date resulted in a third payroll being accrued back to December, 2013. The additional payroll in December resulted in a charge of approximately $2.2 million to the General Fund. Combined with normal monthly expenditures, the purchase of salt ($458,000), and the acquisition of computer equipment ($304,000), the General Fund ended the year with expenditures of $84,699,174. This is $178,752 above FY 2013 budgeted General Fund expenditures of $84,520,422. As part of the 2014 budget process, city staff estimated that the General Fund would complete 2013 with total expenses of $83,027,723. As previously mentioned, the General Fund had actual expenditures of $84,699,174 (again, budget of $84,520,422), resulting in a difference of approximately $1.67 million. This difference is a result of overtime and related expenditures exceeding budget in Police, Fire, and Public Works by approximately $1.141 million, salt purchases exceeding by $335,000, and equipment purchases for the Fire Dept. exceeding by $187,000. A summary of overtime and related personnel expenses exceeding budget by Department is provided in the table below: Description Amount Police Special Events 240,000$ Police Overtime 291,000$ Police Hireback 201,000$ Public Works Overtime 225,000$ Public Works Snow Overtime 40,000$ Fire Personnel Expenses 144,000$ TOTAL 1,141,000$ 13 As a result of the General Fund ending FY 2013 with a preliminary unaudited surplus of $2,152,950, staff proposes proceeding with the General Fund interfund transfers as discussed during the FY 2014 Budget process. A summary of the General Fund surplus transfers to other funds is provided in the table below: Fund Transfer Amount Debt Service Fund 1,000,000$ Fleet Maintenance Fund 600,000$ Insurance Fund 500,000$ Total Transfers 2,100,000$ Through December 31, 2013, the Neighborhood Stabilization Fund is showing a negative fund balance of $35,603 and a negative cash balance of $5,504. This negative cash balance was offset on January 9, 2014, when the City received program income of $190,493. Through December 31, 2013, the Special Service Area (SSA) #4 Fund is showing a negative fund balance of $170,768 and a negative cash balance of $180,202. Through December 31, 2013, the Solid Waste Fund is showing a negative fund balance of $1,093,150 and a negative cash balance of $1,413,673. The Solid Waste Fund is operating at a surplus of $354,734 as of December 31, 2013. Through December 31, 2013, the Fleet Fund is showing a negative cash balance of $116,550. This negative cash balance includes the yearend $600,000 transfer from the General Fund to the Fleet Fund. Fleet maintenance and equipment charges to other Departments will need to be increased in the future to offset this negative balance. Through December 31, 2013, the Insurance Fund is showing a negative fund balance of $6,665,911. This negative fund balance includes the yearend $500,000 transfer from the General Fund to the Insurance Fund. This negative fund balance is primarily for claims/cases being expensed. These claims/cases have not been settled, and therefore there is no guarantee the City will actually experience this negative fund balance as estimated. Staff will continue to monitor the Insurance Fund and provide regular updates to the City Council in the future. If there are any questions on the attached report, please contact me by phone at (847) 859-7816 or by email: lgergits@cityofevanston.org. Detailed fund summary reports can be found at the following link: http://www.cityofevanston.org/city-budget/financial-reports/ CERTIFICATION OF ATTACHED FINANCIAL REPORTS As required per Illinois Statute 65 ILCS 5/3.1-35-45 I, Martin Lyons, Treasurer of the City of Evanston, hereby affirm that I have reviewed the December 31, 2013 year-to- 14 date financial information and reports which to the best of my knowledge appear accurate and complete. 15 RevenuesBudgetActual% of BudgetBudgetActual% of BudgetBudgetActual% of BudgetBudgetActual% of BudgetBudgetActual% of BudgetProperty Tax12,481,386$ 12,191,575$ 97.7%-$ -$ -$ -$ -$ -$ -$ -$ Sales Tax15,152,800 15,682,140 103.5%- - - - - - - - State Income Tax6,322,645 7,182,793 113.6%- - - - - - - - Utility Tax8,514,306 7,723,648 90.7%- - - - - - - - Real Estate Transfer Tax2,146,300 3,894,599 181.5%- - - - - - - - Liquor Tax2,350,000 2,261,874 96.2%- - - - - - - - Other Taxes5,961,146 6,095,012 102.2%- - - - - - - - Licenses, Permits, Fees9,419,640 10,627,149 112.8%- - - - - - - - Charges for Services7,904,198 7,845,622 99.3% 6,434,293 12,090,745 187.9% 13,157,500 13,847,044 105.2% 12,908,000 13,758,709 106.6% 3,624,033 3,853,963 106.3%Intergovernmental Revenues786,798 1,425,905 181.2%- - - - - - 140,000 30,467 21.8%Interfund Transfers7,693,367 7,521,427 97.8% 3,631,350 3,631,350 100.0%- - - - 1,245,967 1,245,967 100.0%Other Non-Tax Revenue5,790,465 4,400,380 76.0% 2,034,004 - 0.0% 3,771,800 2,799,581 74.2% 7,119,865 4,825,769 67.8%- - Total Revenues84,523,051$ 86,852,124$ 102.8% 12,099,647$ 15,722,095$ 129.9% 16,929,300$ 16,646,625$ 98.3% 20,027,865$ 18,584,478$ 92.8% 5,010,000$ 5,130,397$ 102.4%ExpendituresLegislative635,096$ 657,069$ 103.5%-$ -$ -$ -$ -$ -$ -$ -$ City Administration1,873,088 1,582,580 84.5%- - - - - - - - Law Department989,154 973,254 98.4%- - - - - - - - Administrative Services Department 8,776,493 7,721,650 88.0%- - - - - - - - Community and Econ. Development 2,721,262 2,536,250 93.2%- - - - - - - - Police Department25,552,038 26,508,585 103.7%- - - - - - - - Fire & Life Safety Services13,741,148 14,142,078 102.9%- - - - - - - - Health Department2,633,716 2,917,848 110.8%- - - - - - - - Public Works - Operating9,660,554 10,043,463 104.0% 10,968,984 14,989,475 136.7%- - - - 5,264,222 4,775,663 90.7%Public Works - Capital Outlay- - 3,455,000 1,863,129 53.9%- - - - - - Parks, Recreation & Comm. Services 17,937,873 17,616,397 98.2%- - - - - - - - Transfer to Debt Service Fund- 1,000,000 N/A - - - - - - - - Transfer to Fleet Maint. Fund- 600,000 N/A - - - - - - - - Transfer to Insurance Fund- 500,000 N/A - - - - - - - - Utilities - Operating- - - - 12,927,979 12,153,847 94.0% 14,322,988 14,147,427 98.8%- - Utilities - Capital Outlay- - - - 8,314,200 5,041,174 60.6% 4,943,100 4,592,826 92.9%- - Total Expenditures84,520,422$ 86,799,174$ 102.7% 14,423,984$ 16,852,604$ 116.8% 21,242,179$ 17,195,021$ 80.9% 19,266,088$ 18,740,253$ 97.3% 5,264,222$ 4,775,663$ 90.7%As of December 31, 2013City of Evanston Report of Budget-to-Actual Revenues and ExpendituresParking FundWater FundSolid Waste FundSewer FundGeneral Fund(Target is 100% of FY 2013 Budget) 16 To: Wally Bobkiewicz, City Manager Martin Lyons, Asst. City Manager/CFO From: Hitesh Desai, Accounting Manager Subject: FY2013 – 4th Quarter end Investment Report Date: January 28, 2014 Attached please find the investment report as of December 31, 2013. A comparison between the 2013 third quarter investment report and 2013 fourth quarter indicates a decrease in combined cash & investments of $29,370,369 from $89,816,982 to $60,446,613. This decrease is typical for our final month and the decrease was $25.0 million in December 2012. Cash and investment changes from the previous period are summarized below: 12/31/2013 9/30/2013 Change Cash 30,794,031$ 50,721,319$ (19,927,288)$ Investments 29,652,582$ 39,095,663$ (9,443,081)$ Total 60,446,613$ 89,816,982$ (29,370,369)$ The net decrease of $29.4M in cash and investments was primarily due to the debt service payments, IEPA loan payments, vehicles purchase and capital outlay during the fourth quarter. The City paid $17.7M in debt service payments, $3.0M in IEPA loan payments, $8.7M in capital outlay including vehicles during the fourth quarter of 2013. Cash balances as of December 31, 2012 were $65.2M. As of December 31, 2013, ledger balances showed the highest percentage of total deposits was held by First Bank and Trust at approximately $25.8M, or 43% of the City’s $60.3M in cash and investments followed by IMET with $21.1M or 35% of the total. The remaining funds were invested with Chase Bank and Illinois Funds. This is in compliance with the City’s investment policy to ensure no financial institution should have greater than 50% of the city’s total deposits. The Finance Staff will continue to monitor the balances to have a suitable investment mix in compliance of the City Investment policy to maximize returns on investments. If you have any questions on this report or would like to discuss in greater detail, please contact me @ (847) 866-2905 or at hdesai@cityofevanston.org. Memorandum 17 CITY COUNCIL REGULAR MEETING CITY OF EVANSTON, ILLINOIS LORRAINE H. MORTON CIVIC CENTER COUNCIL CHAMBERS Monday, March 10, 2014 Roll Call: Alderman Rainey Alderman Wilson Alderman Burrus Alderman Holmes Alderman Fiske Alderman Tendam Alderman Braithwaite Presiding: Elizabeth B. Tisdahl, Mayor The Mayor called the Regular Meeting of the City Council at 7:35 P.M. Mayor Public Announcements and Proclamations Mayor Tisdahl announced that Aldermen Grover and Wynne were attending the National League of Cities. She also thanked the Arrington family for their contribution to the Lagoon Project. City Manager Public Announcements Women Out Walking Registration presentation was given by Mrs. Evonda Thomas-Smith, Director of Health Department. She stated this was the sixth year of the event with twelve local businesses participating, and two hundred registered women. Kickoff date is March 22, 2014 at 8:00 A.M. Communications: City Clerk Clerk Greene reminded all that early voting is going on now and until Saturday, March 15th from 9 A.M. to 5 P.M. Election Day, Tuesday, March 18th the pools will be open from 6 A.M. until 7 P.M. The scheduled Special Township Meeting has been rescheduled to March 25th. Citizen Comment Virginia Beatty, 1509 Forest Av. Spoke of her concerns of the many pot holes in the City’s streets, suggested to the Council to consider the material they will use to repair the pot holds. Marko Pavisic, 1940 Sherman Ave spoke on the drug policies of the City and he had three suggestions in changing the current laws in Evanston. He also gave a copy of his recommendations to the dias. Judy Kemp, 1026 Forest Ave gave a completed hard copy of the report of the Evanstarts to the Mayor 18 of 395 City Council Agenda March 10, 2014 Page 2 of 7 Lisa Weber, 2752 Marcy Ave stated over eight years ago opened a studio on Central Street, with a variety clients and programs. She stated the only problem is there is no ample parking for her clients, and commented how Alderman Tendam has not responded to her concerns. Bonnie Wilson, Evanston Township Assessor introduced her new Assistant Assessor, Mitsy Gibbs. She also mentioned the importance of taxpayers getting their exemptions in as soon as possible. Kevin Johnson, 1450 Chicago St. stated he was in support of Township, and asked why Wally Bobkiewicz was appointed Supervisor, when Aldermen Braithwaite and Wilson asked why the rush when they could have waited sixty days. Betty Ester, 2031 Church St. came to speak on the Township dissolution question on the ballot as not being a balanced representation of the referendum. She also complained about the change in where the clients will permanently pick-up their checks. Aldermen Braithwaite, Holmes, and City Manager responded to Ms. Ester’s inquiry. Priscila Giles, 1829 Ashland Ave stated there was no communication to the citizens who had questions about what savings will be attained with the dissolution of the Township. Items not apporoved on Consent Agenda: (A4) Approval of Grant Agreement with the Illinois Historic Preservation Agency to Inventory and Record Landmark Properties Located Outside Local Historic Districts Staff recommends that the City Council authorize the City Manager to sign a grant agreement with the Illinois Historic Preservation Agency (IHPA) to inventory and record with the Cook County Recorder of Deeds designated Evanston landmarks located outside local Evanston Historic Districts. The Grant is in the amount of $37,240 to be reimbursed to the City, with the City’s match in the amount of $15,960, for a total project cost of $53,200. The City’s share will be $7,980 in-kind (i.e. City staff time and the contribution of qualified volunteers) plus $7,980 expenditure from Community Development budget. For Action (A5) Approval of Ladd Arboretum Preliminary Design Submission to the Illinois Department of Transportation Staff recommends City Council approval to submit the preliminary plans for the Ladd Arboretum Project to the Illinois Department of Transportation (IDOT) and to proceed with the project’s Phase II for the final design and the construction plans. For Action CONSENT AGENDA (M1) Approval of Minutes of the Regular City Council meeting February 24, 2014 For Action 3/20/2014 12:44 PM 19 of 395 City Council Agenda March 10, 2014 Page 3 of 7 ADMINISTRATION & PUBLIC WORKS COMMITTEE (A1) City of Evanston Payroll through 2/23/14 $2,927,255.57 (A2) City of Evanston Bills 3/11/14 $2,579,238.84 Credit Card Activity as of January 31, 2014 – City Portion $127,461.00 Credit Card Activity as of January 31, 2014 – Library Portion $10,424.01 For Action (A3.1) Approval of Estimated Annual User Charge for 2014 with the Metropolitan Water Reclamation District of Greater Chicago for Disposal of Sludge Staff recommends City Council approval of the Estimated Annual User Charge for 2014 with the Metropolitan Water Reclamation District of Greater Chicago (MWRDGC) for Disposal of Sludge generated as part of the water treatment process in the amount of $327,651.32. Funding is provided by the Water Fund (7110.62420), with a budget of $495,000 specifically allocated for MWRDGC sludge disposal fees. For Action (A3.2) Approval of Green Bay Road Landscape Maintenance Contract Renewal with Landscape Concepts Management, Inc., (Bid 13-24) Staff recommends City Council authorize the City Manager to execute a one-year extension for the 2014 Green Bay Road Landscape Maintenance contract to the low bidder Landscape Concepts Management, Inc., Grayslake, IL, in the amount of $24,804.53. Funding for this project is included in the Landscape Maintenance Services Account (2655.62195) which has a total allocation of $120,000.00. For Action (A3.3) Approval of Renewal of Single Source Building Automation Service Agreement for HVAC System with Siemens Building Technologies, Inc., Staff recommends approval of the renewal of the 2014 single source service agreement for the Building Automation System (BAS) at the Police Headquarters/911 Center with Siemens Building Technologies, Inc., (585 Slawin Ct., Mount Prospect, IL) for all hardware/software and maintenance service visits. The total cost of the 2014 service agreement is $25,824. Funding is provided by the approved budget line items for service agreements in both Facilities Management and E911 business units. Account distribution is: $15,824 from Facilities (2677.62509) and $10,000 from E911 (5150.62509). For Action (A3.4) Approval of Contract Award to Clauss Brothers, Inc., for the Arrington Lakefront Lagoon Renovation Project (Bid 14-07) Staff recommends that City Council authorize the City Manager to execute a contract for the Arrington Lakefront Lagoon Renovation Project with Clauss Brothers, Inc., (360 West Schaumburg Road, Streamwood, IL) in the amount of $1,387,525. Funding is provided by an Illinois Department of Natural Resources 3/20/2014 12:44 PM 20 of 395 City Council Agenda March 10, 2014 Page 4 of 7 Grant of $400,000, a donation from the Arrington Foundation of $500,000, and by $586,533 from the City’s FY2014 Capital Improvement Plan. For Action (A6) Resolution 2-R-14, Service Agreement between the City of Evanston and Evanston Community Media Center Staff recommends City Council authorize the City Manager to execute a service agreement with the Evanston Community Media Center also known as Evanston Community Television (ECTV) for the not-to-exceed amount of $51,600 for FY2014 and $51,600 for FY2015 for audio and visual recording of meetings and the operation of a public access television channel. Funding is provided by Contribution to Other Agencies Account (1510.62665). For Action (A7) Resolution 3-R-14, Evanston Community Media Center Lease Agreement for Space at the Municipal Service Center Staff recommends that City Council approve Resolution 3-R-14 authorizing the City Manager to lease space within the City’s Service Center to Evanston Community Media Center also known as Evanston Community Television (ECTV) from January 1, 2014 to December 31, 2015. For Action (A8) Resolution 10-R-14 Authorizing the City Manager to Accept Donation of Solar Panels from Alternative Transportation for Chicagoland Staff recommends City Council authorize the City Manager to accept the donation of 20 kW of solar panels from Alternative Transportation for Chicagoland to be installed at the Ecology Center and Fleetwood-Jourdain Community Center. For Action (A9) Ordinance 30-O-14, Amending Subsection 3-4-6-(U) of the City Code to Decrease Class U Liquor License Fees. Local Liquor Commissioner recommends approval of Ordinance 30-O-14, “Amending Subsection 3-4-6-(U) of the City Code to Decrease Class U Liquor License Fees.” Class U licenses authorize the sale of beer and wine for consumption to patrons of a theater presenting live stage performances. The Local Liquor Commissioner recommends that the City of Evanston Class U Liquor License be amended to a $500.00 annual fee from the current $1,300.00 fee. This ordinance was introduced at the February 24, 2014 City Council meeting. For Action HUMAN SERVICES COMMITTEE (H1) Approval of Township of Evanston February 2014 Bills 3/20/2014 12:44 PM 21 of 395 City Council Agenda March 10, 2014 Page 5 of 7 Township of Evanston Supervisor recommends that City Council approve the Township of Evanston bills, payroll, and medical payments for the month of February 2014. The total approved by Human Services Committee is $124,599.47. Funding is provided by the Township budget. For Action (H2) Approval of Torrens Grant Expenditure Staff recommends the approval of $10,000 payment for the lead rehabilitation of the property located at 1409 Washington Street. Lead sources have been abated from the address and a clearance was performed certifying the abatement. The City has received funds in the amount of $20,000 from the Cook County Health and Hospital System specifically for this property and the administration of the 2013 grant. For Action (H3) Approval of Amendment to the Service Provider Agreement with Presence Behavioral Health Staff recommends approval of the Amendment to the Service Provider Agreement between Presence Behavioral Health (Presence Health) and the City of Evanston entered into on March 1, 2013 for the provision of 24-hour Crisis Line Access, Mental Health Crisis Intervention and various community outreach and education services at a cost of $73,333.33. The Amendment will add twelve (12) months and thereby change the end date of the Agreement from December 31, 2013 to December 31, 2014. Funding is provided by the Community Purchased Services Program in the Health Department. Funds will be transferred from the City Manager’s Contingency account 1525.68205 which has a budget of $258,200. For Action ECONOMIC DEVELOPMENT COMMITTEE (O1) Approval of Financial Assistance through the Façade Improvement Program for GMWC, LLC dba Just Turkey Restaurant The Economic Development Committee and staff recommend approval of financial assistance for a façade improvement project for GMWC, LLC dba Just Turkey Restaurant located at 2430 Main Street (PIN: 10-24-300-062-0000) on a 50/50 cost sharing basis in an amount not to exceed $2,090. Funding is provided by the Economic Development Fund’s Business District Improvement Fund (5300.65522) with a FY2014 budget of $147,000. For Action APPOINTMENTS (APP1) For Reappointment to: Firefighter’s Pension Board Joseph Romano 3/20/2014 12:44 PM 22 of 395 City Council Agenda March 10, 2014 Page 6 of 7 M/W/EBE Development Committee Schona Buranda M/W/EBE Development Committee Donna Su Sign Review and Appeals Board Thomas Keith Alderman Rainey motioned for approval of the Consent Agenda and it was seconded by Alderman Holmes. A Roll Call vote was taken and result was 7-0, and the Consent Agenda was approved. Items for discussion: (A4) Approval of Grant Agreement with the Illinois Historic Preservation Agency to Inventory and Record Landmark Properties Located Outside Local Historic Districts Staff recommends that the City Council authorize the City Manager to sign a grant agreement with the Illinois Historic Preservation Agency (IHPA) to inventory and record with the Cook County Recorder of Deeds designated Evanston landmarks located outside local Evanston Historic Districts. The Grant is in the amount of $37,240 to be reimbursed to the City, with the City’s match in the amount of $15,960, for a total project cost of $53,200. The City’s share will be $7,980 in-kind (i.e. City staff time and the contribution of qualified volunteers) plus $7,980 expenditure from Community Development budget. For Action Alderman Rainey stated this item was held in committee. (A5) Approval of Ladd Arboretum Preliminary Design Submission to the Illinois Department of Transportation Staff recommends City Council approval to submit the preliminary plans for the Ladd Arboretum Project to the Illinois Department of Transportation (IDOT) and to proceed with the project’s Phase II for the final design and the construction plans. For Action Alderman Rainey motioned for approval and seconded by Alderman Holmes. A Unanimous Voice Vote was accomplished and the motion passed. Call of the Wards Ward 8, Alderman Rainey had no report. Ward 9, Alderman Burrus had no report. Ward 1, Alderman Fiske thanked the staff or attending meeting she held. Made a reference to take Ward 2, Alderman Braithwaite Ward 4, Alderman Wilson had no report. 3/20/2014 12:44 PM 23 of 395 City Council Agenda March 10, 2014 Page 7 of 7 Ward 5, Alderman Holmes wished Lynne a happy birthday. Ward 6, Alderman Tendam wished the Clerk’s wife happy birthday. Alderman Wilson motioned to convene into the Executive Session to discuss Personnel, Litigation, Collective Bargaining, and Minutes. It was seconded and with a unanimous Voice Vote for ending the Regular Council Meeting at 8:30 P.M. Submitted By, Hon. Rodney Greene, MMC City Clerk 3/20/2014 12:44 PM 24 of 395 ADMINISTRATION & PUBLIC WORKS COMMITTEE Monday, March 24, 2014 6 p.m. Lorraine H. Morton Civic Center, 2100 Ridge Avenue, Evanston Council Chambers AGENDA I. DECLARATION OF A QUORUM: ALDERMAN RAINEY, CHAIR II. APPROVAL OF MINUTES OF REGULAR MEETING OF March 10, 2014 III. ITEMS FOR CONSIDERATION (A1) City of Evanston Payroll through 3/9/14 $2,702,907.62 (A2) City of Evanston Bills 3/25/14 $2,513,982.69 For Action (A3.1) Approval of Contract with CTR Systems, Inc. for 2014 CIPP Spot Line Sewer Rehabilitation (Bid 14-13) Staff recommends that City Council authorize the City Manager to execute a contract for the 2014 CIPP Spot Line Sewer Rehabilitation with CTR Systems, Inc. (7400 Waukegan Road, Niles, IL) in the amount of $48,114. Funding is provided by the Sewer Fund, Account 7400.62461, which has a FY 2014 budget of $215,000. For Action (A3.2) Approval of 2014 CIPP Sewer Rehabilitation Contract A with Insituform Technologies USA, LLC (Bid 14-12) Staff recommends that City Council authorize the City Manager to execute a contract for the 2014 Cured-In-Place Pipe Lining Contract A with Insituform Technologies USA, LLC (17988 Edison Avenue, Chesterfield, MO) in the amount of $318,989.40. Funding is provided by the Sewer Fund, Account 7420.62461, which has a FY 2014 budget allocation of $515,000. For Action Rev. 3/20/2014 12:57:28 PM 25 of 395 (A3.3) Approval of Agreement with CDM Smith for Reservoir and Clearwell Planning Study (RFP 14-10) Staff recommends City Council authorize the City Manager to execute an agreement for the Reservoir and Clearwell Planning Study with CDM Smith (125 South Wacker Drive, Suite 600, Chicago, IL) in the not-to-exceed amount of $86,359. Funding is provided by the Water Fund, Account 733126.62140, with a budget of $100,000 for FY 2014. For Action (A3.4) Approval of Renewal of Annual Harris Computer Systems Maintenance and Support Agreement for Utility Billing Software Staff recommends that City Council authorize the City Manager to execute a renewal of the annual sole source maintenance and support agreement for the term March 1, 2014 through February 28, 2015 with Harris Computer Systems (1 Antares Drive, Suite 400, Ottawa, Ontario) for Harris NorthStar Utility Billing software in the amount of $42,698.96. Funding is provided by the Utilities Department, Account 7125.62340. For Action (A3.5) Approval of the Purchase of Two Replacement Vehicles for Utilities Department Staff recommends City Council approval for the purchase of two (2) replacement vehicles for the Utilities Department in the total amount of $167,808 as follows: from Currie Motors (9423 W. Lincoln Highway, Frankfort, IL) in the amount of $34,511 and from Rush Truck Center (formerly Prairie Archway International, 401 S. Dirksen Parkway, Springfield, IL) in the amount of $133,297. Funding is provided by the Water Capital Outlay budget, Account 7130.65550, with a total FY2014 allocation of $184,600. For Action (A3.6) Approval of the Purchase of Eight Police Replacement Vehicles from Currie Motors for 2014 Staff recommends City Council approval for the purchase of eight (8) police vehicles in the total amount of $212,104.00 from Currie Motors (9423 W. Lincoln Highway, Frankfort, IL). Funding is provided by the Equipment Replacement Fund, Account 7780.65550, which has a FY2014 budget of $2,694,000. For Action Rev. 3/20/2014 12:57:28 PM 26 of 395 (A3.7) Approval of Contract Renewal with Havey Communications Inc. for Emergency Lighting & Sirens (Bid 13-15) Staff recommends City Council authorize the City Manager to execute a one (1) year contract renewal for the purchase of emergency lighting, sirens and after- market products and services in the amount of $68,973.60 with Havey Communications Inc. (28835 Herky Drive #117, Lake Bluff, IL). Funding is provided by: 50% from the Equipment Replacement Account 7780.65550, and 50% from the Fleet Maintenance Account 7710. 65060. Havey has agreed to hold their present pricing, terms and conditions for 2014. For Action (A3.8) Approval of Contract Extension with Ozinga Ready Mix Concrete for Purchase of Concrete Staff recommends City Council authorize the City Manager to execute a one year contract extension with Ozinga Ready Mix Concrete, Inc. (2222 South Lumber Street, Chicago, IL) for a total of $64,000 for the FY2014 purchase of concrete. Funding is provided by: $48,800 from Street and Alley Maintenance, Account 2670.65055; $7,600 from the Water Fund, Account 7115.65051; and $7,600 from the Sewer Fund, Account 7400.65051. For Action (A3.9) Approval of Agreement with Infrastructure Engineering, Inc for Engineering Services for Central Street Improvement Project (Hartrey Avenue to Eastwood Avenue) (RFP 13-62) Staff recommends City Council authorize the City Manager to execute the agreement for engineering services for the Central Street Improvement Project in the amount of $297,950 with Infrastructure Engineering, Inc. (33 West Monroe Street, Suite 1540, Chicago, IL). Funding is provided by the FY2014 Capital Improvement Plan (CIP): from the Central Street Sidewalk Project 415924 for $275,000 and the Pedestrian Safety Improvements Project 416434 for $22,950. For Action (A3.10)Approval of 2014 Motor Fuel Tax (MFT) Street Resurfacing Construction Contract with Chicagoland Paving (Bid 14-09) Staff recommends the City Council authorize the City Manager to execute the construction contract for the 2014 MFT Street Resurfacing Project with Chicagoland Paving (225 Telser Road, Lake Zurich, IL) in the amount of $1,119,900. Funding will be provided from the approved 2014 Motor Fuel Tax budget, Account 5100.66515. For Action Rev. 3/20/2014 12:57:28 PM 27 of 395 (A3.11)Approval of Additional Project Funding for Safe Routes to School Sidewalk Replacement and Curb Extension Construction Project Staff recommends that City Council authorize the City Manager to approve additional funding of $24,953.95 to the Illinois Department of Transportation for the local share of the Safe Route to School Sidewalk Replacement and Curb Extension Project. The lowest qualified bid for the project is $274,815.95, which is $24,953.95 over the previously authorized funding level. Funding will be provided by the FY2014 CIP Neighborhood Traffic Calming Project 415870. For Action (A4) Approval of Utilities SCADA System Upgrades Change Order No. 2 (Bid 11- 42) Staff recommends that City Council authorize the City Manager to execute Change Order No. 2 for the SCADA System Upgrades with Allan Integrated Control Systems, Inc. (2021 Beulah Avenue, East Troy, WI). This final change order will decrease the total value of the contract by $17,012.77 from $1,649,642.00 to $1,632,629.23 and increase the total contract time by 335 days. For Action (A5) Resolution 17-R-14, FY2013 Budget Amendment Staff recommends adoption of Resolution 17-R-14, authorizing the City Manager to increase the total Fiscal Year 2013 appropriation by $2,278,752, to a new total of $256,214,008. For Action (A6) Approval of Grant Agreement with the Illinois Historic Preservation Agency to Inventory and Record Landmark Properties Located Outside Local Historic Districts Staff recommends that the City Council authorize the City Manager to sign a grant agreement for $53,200 with the Illinois Historic Preservation Agency (IHPA) to inventory and record with the Cook County Recorder of Deeds designated Evanston landmarks located outside local Evanston Historic Districts. The grant is $37,240 to be reimbursed to the City, with the City’s match of $15,960. Following the March 10, 2014 Administration & Public Works Committee meeting, staff revisited the City contribution and was able to decrease the City’s financial expenditure to $3,990 through the increased utilization of volunteers. For Action (A7) Approval of 2014 Special Events Calendar Staff recommends City Council approval of the 2014 calendar of special events, contingent upon compliance of all requirements as set forth by the Special Event Policy & Guidelines. This year’s calendar includes four new proposed events; two of which are low-impact events that involve use of the lakefront path. Costs for City services provided for events require a 100% reimbursement from the sponsoring organization or event coordinator. For Action Rev. 3/20/2014 12:57:28 PM 28 of 395 IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS VI. ADJOURNMENT Rev. 3/20/2014 12:57:28 PM 29 of 395 Administration and Public Works Committee Meeting Minutes of March 10, 2014 Council Chambers – 6:00 p.m. Lorraine H. Morton Civic Center MEMBERS PRESENT: A. Rainey, P. Braithwaite, D. Holmes, C. Burrus MEMBERS ABSENT: J. Grover STAFF PRESENT: S. Robinson, M. Lyons, G. Farrar, W. Bobkiewicz, L. Jeschke, D. Stoneback, H. Pirooz, C. Plante, E. Thomas-Smith, Chief Eddington, P. D’Agostino, J. McRae, R. Voss, T. Turner, E. Storlie, S. Levine, C. Hurley, L. Gergits STAFF ABSENT: J. Maiworm, J. Williams-Kinsel, A. Porta, B. Dorneker, R. Dahal, B. Dieter, Chief Klaiber, J. Murphy J. Calderon, L. Biggs, S. Flax PRESIDING OFFICIAL: Ald. Rainey I. DECLARATION OF QUORUM A quorum being present, Ald. Rainey called the meeting to order at 6:07 p.m. II. APPROVAL OF REGULAR MEETING MINUTES OF FEBRUARY 24, 2014. Ald . Rainey moved to approve the minutes of the February 24, 2014 A&PW meeting as submitted, seconded by Ald. Grover. The minutes of the February 24, 2014 meeting were approved unanimously 4-0. III. ITEMS FOR CONSIDERATION (A1) City of Evanston Payroll through 2/23/14 $2,927,255.57 (A2) City of Evanston Bills 3/11/14 $2,579,238.84 Credit Card Activity as of January 31, 2014 – City Portion $127,461.00 Credit Card Activity as of January 31, 2014 – Library Portion $ 10,424.01 For Action Ald. Burrus moved to approve the City of Evanston Payroll (A1) through 2/23/14 seconded by Ald. Holmes. The Committee voted unanimously 4-0 to approve the payroll. Ald. Burrus moved to approve the City of Evanston Bills through 3/11/14, credit card activity as of January 31, 2014 (City and Library Portion), seconded by Ald. Holmes. The Committee voted unanimously 4-0 to approve the bills and credit card activity. DRAFT- NOT APPROVED 30 of 395 Administration and Public Works Committee Meeting Minutes of 3-10-14 Page 2 of 8 At Ald. Rainey’s inquiry, Parking and Revenue Manager Rickey Voss confirmed that I-Go did not install a charging station at the Maple Garage. I-Go stations were initially installed at Lot 3 behind the Library, Lot 4 on Central and Lot 32 on Hinman. Assistant City Manager Lyons presented a brief demonstration of the upcoming features of the bills list in the New World System. The bills list can be viewed alphabetically my vendor or by fund. Ald. Rainey prefers to see the bills list by fund instead of alphabetically. She feels that it makes better sense. At Ald. Rainey’s inquiry, Assistant City Manager Lyons explained that there are a small number of bills that can be paid up to a year late if there is a dispute or litigation. (A3.1) Approval of Estimated Annual User Charge for 2014 with the Metropolitan Water Reclamation District of Greater Chicago for Disposal of Sludge Staff recommends City Council approval of the Estimated Annual User Charge for 2014 with the Metropolitan Water Reclamation District of Greater Chicago (MWRDGC) for Disposal of Sludge generated as part of the water treatment process in the amount of $327,651.32. Funding is provided by the Water Fund (7110.62420), with a budget of $495,000 specifically allocated for MWRDGC sludge disposal fees. For Action Ald. Holmes moved to recommend City Council approval of the Estimated Annual User Charge for 2014 with the Metropolitan Water Reclamation District of Greater Chicago (MWRDGC) for Disposal of Sludge generated as part of the water treatment process in the amount of $327,651.32, seconded by Ald. Burrus. The Committee voted unanimously 4-0 to recommend approval of the Estimated Annual User Charge for 2014. (A3.2) Approval of Green Bay Road Landscape Maintenance Contract Renewal with Landscape Concepts Management, Inc., (Bid 13-24) Staff recommends City Council authorize the City Manager to execute a one-year extension for the 2014 Green Bay Road Landscape Maintenance contract to the low bidder Landscape Concepts Management, Inc., Grayslake, IL, in the amount of $24,804.53. Funding for this project is included in the Landscape Maintenance Services Account (2655.62195) which has a total allocation of $120,000.00. For Action Ald. Braithwaite moved to recommend that City Council authorize the City manager to execute a one-year extension for the 2014 Green Bay Road Landscape Maintenance contract to the low bidder Landscape Concepts Management, Inc., in the amount of $24,804.53, seconded by Alderman Holmes. The Committee voted unanimously 4-0 to recommend approval of the contract. (A3.3) Approval of Renewal of Single Source Building Automation Service Agreement for HVAC System with Siemens Building Technologies, Inc. 31 of 395 Administration and Public Works Committee Meeting Minutes of 3-10-14 Page 3 of 8 Staff recommends approval of the renewal of the 2014 single source service agreement for the Building Automation System (BAS) at the Police Headquarters/911 Center with Siemens Building Technologies, Inc., (585 Slawin Ct., Mount Prospect, IL) for all hardware/software and maintenance service visits. The total cost of the 2014 service agreement is $25,824. Funding is provided by the approved budget line items for service agreements in both Facilities Management and E911 business units. Account distribution is: $15,824 from Facilities (2677.62509) and $10,000 from E911 (5150.62509). For Action Ald. Burrus moved to recommend approval of the renewal of the 2014 single source service agreement for the Building Automation System (BAS) at the Police Headquarters/911 Center with Siemens Building Technologies, Inc., for all hardware/software and maintenance service visits, seconded by Ald. Holmes. The Committee voted unanimously 4-0 to recommend renewal of the agreement. (A3.4) Approval of Contract Award to Clauss Brothers, Inc., for the Arrington Lakefront Lagoon Renovation Project (Bid 14-07) Staff recommends that City Council authorize the City Manager to execute a contract for the Arrington Lakefront Lagoon Renovation Project with Clauss Brothers, Inc., (360 West Schaumburg Road, Streamwood, IL) in the amount of $1,387,525. Funding is provided by an Illinois Department of Natural Resources Grant of $400,000, a donation from the Arrington Foundation of $500,000, and by $586,533 from the City’s FY2014 Capital Improvement Plan. For Action Ald. Holmes moved to recommend authorizing the City Manager to execute a contract for the Arrington Lakefront Lagoon Renovation Project with Clauss Brothers, Inc., in the amount of $1,387,525, seconded by Ald. Burrus. Ald. Holmes pointed out the multiple layer of funding. Clauss Brothers received a partial MWEBE waiver for 5%. They did meet the LEP requirement. After discussion, the Committee voted unanimously 4-0 to recommend approval of the contract. (A4) Approval of Grant Agreement with the Illinois Historic Preservation Agency to Inventory and Record Landmark Properties Located Outside Local Historic Districts Staff recommends that the City Council authorize the City Manager to sign a grant agreement with the Illinois Historic Preservation Agency (IHPA) to inventory and record with the Cook County Recorder of Deeds designated Evanston landmarks located outside local Evanston Historic Districts. The Grant is in the amount of $37,240 to be reimbursed to the City, with the City’s match in the amount of $15,960, for a total project cost of $53,200. The City’s share will be $7,980 in-kind (i.e. City staff time and the contribution of qualified volunteers) plus $7,980 expenditure from Community Development budget. 32 of 395 Administration and Public Works Committee Meeting Minutes of 3-10-14 Page 4 of 8 For Action Ald. Braithwaite recommended that the City Council authorize the City Manager to sign a grant agreement with the Illinois Historic Preservation Agency (IHPA) to inventory and record with the Cook County Recorder of Deeds designated Evanston landmarks located outside local Evanston Historic Districts, seconded by Ald. Holmes. Ald. Rainey explained that she does not mind the City making the property owner aware that their property is designated as an Evanston landmark. She does object to the City paying the recording fees. She explained that the buyers and sellers all have an obligation to research a property and share information prior to any transaction. Ald. Burrus does not support this request. She felt it was a waste of funding. At Ald. Braithwaite’s inquiry, Mark Muenzer, Director of Community Development, explained that the case of the property owner of a historic landmark with a problem with the windows is not a normal occurrence. Most landmark property owners are aware of their property status. Director Muenzer explained that the inventory of landmark properties will provide the “Statement of Significance” for each landmark, a valuable tool to the Preservation Commission for reviewing applications for Certificate of Appropriateness, and it will be a valuable resource of information to current and future owners of landmark properties. The inventory of landmark properties would be a continuation of the Preservation Commission’s recently completed Lakeshore Historic District inventory, now available in the City’s website. Ald. Holmes asked if a homeowner could be charged for any other services performed by the City on their behalf. Director Muenzer agreed to research her question. City Manager Wally Bobkiewicz asked the committee to hold this issue. He explained that this is an extraordinary opportunity through the Illinois Historic Preservation Agency (IHPA) for the City of Evanston. It will be refashioned for committee approval at a later date. It is highly unlikely that the residents of Evanston will be afforded this opportunity again. Ald. Rainey thinks this a great opportunity and will support the research and notification to the homeowner that their property is a historic landmark. However, she reiterated her opposition to the City paying the recording fees. Ald. Rainey moved to hold this issue in committee, seconded by Ald. Braithwaite. The Committee voted unanimously 4-0 to hold this issue. (A5) Approval of Ladd Arboretum Preliminary Design Submission to the Illinois Department of Transportation Staff recommends City Council approval to submit the preliminary plans for the Ladd Arboretum Project to the Illinois Department of Transportation (IDOT) and to proceed with the project’s Phase II for the final design and the construction plans. 33 of 395 Administration and Public Works Committee Meeting Minutes of 3-10-14 Page 5 of 8 For Action Ald. Burrus moved to recommend City Council approval to submit the preliminary plans for the Ladd Arboretum Project to the Illinois Department of Transportation (IDOT) and to proceed with the project’s Phase II for the final design and the construction plans, seconded by Ald. Holmes. Homayoon Pirooz, Assistant Director of Public Works presented a brief presentation of the Ladd Arboretum project. Some key elements of the plans are the replacement of the existing six-foot wide crushed stone path with an eight-foot wide multiuse asphalt paved path. The use of a paved surface will improve the paths availability (sustain snow removal operations and resist rutting and ponding), accessibility (provide a smoother service for all wheels), and provide a more durable longer lasting maintenance-free finish. In addition, a continuation of the concrete sidewalk along McCormick Blvd between Bridge Street and Prairie Avenue will provide better visibility for students to access Kingsley and Haven schools. As a result of the proposal, four small trees would need to be relocated. PUBLIC COMMENT Jim LaRochelle, 2104 Grant Street, does not feel that the use of asphalt is an improvement. Although student safety is a legitimate concern, he explained that there is an existing blacktop path parallel to the Arboretum path. The path runs through Twiggs Park and will direct school children to a traffic signal and crossing guard at the intersection of Green Bay and McCormick. He feels blacktop would be redundant because of the existing pathway. He also expressed concern about the large trees that would be affected by this project. Pam Johnson, 807 Madison Street, a tree-keeper and member of the Ladd Arboretum Committee (LAC) expressed concern about the trees along the path. She asked if there has been a study completed about the impact on trees in this project. The Ladd Arboretum is the only green space of its kind in Evanston. She stated that she heard about this meeting last night. She has requested more information from the City engineers and has not received it. Ms. Johnson asked that a meeting be scheduled with the LAC to discuss the blacktop option and its effect on the trees. Ald. Holmes explained that she attended a meeting with Ms. Johnson held last fall in connection with the Ladd Arboretum project. There were very few new details presented tonight. Public Works Director Suzette Robinson explained that the original grant application included crushed stone. However, the change is due to the accessibility and availability of the path, which was explained at both a special meeting last Monday and the September Ladd Arboretum meeting. Crushed stone is not the ideal material for wheels (strollers, bikes, wheelchairs or walkers). The path must be available and accessible to all users all year round. The grant will allow an extension and connection to the existing multiuse path in Skokie. This channel will be a bike path that will connect to Skokie and eventual to the Green Bay path on Poplar, which connects to Wilmette. 34 of 395 Administration and Public Works Committee Meeting Minutes of 3-10-14 Page 6 of 8 Director Robinson explained that every project requires a tree impact analysis. City engineers along with Superintendent of Parks and Forestry Paul D’Agostino or Mark Younger, Arborist, visit the location to perform an initial analysis to determine potential impacts to trees. She added that asphalt is not driving the size of the clearance. Regardless of the type of material used, Illinois Department of Transportation (IDOT) requires a three- foot clearance on each side of the path. IDOT was very lenient in providing a grant for an eight-foot path. They were very sensitive to the City’s sensitivity to environmental impacts. The normal minimum width requirement of a multiuse path is 10 feet. The multiuse path in Skokie is 12 feet. At Ald. Rainey’s inquiry, Superintendent D’Agostino stated that the tree impact analysis will be completed by June. The final design will be reviewed and the entire length of the path will be traveled to determine if adjustments will be required to minimize tree damage. He added that there no matter what material is used, a base course will be constructed under the path and there will be some sort of excavation. At Ald. Rainey’s inquiry, Director Robinson stated that there is no permeability in the clay sub-surface. In order to provide a sub-drainage surface directed to the channel to drain, a substantial amount of excavation would be required, which would damage the existing trees. There is no permeable sub-base, which is why there is so much ponding in the pictures of the crushed stone. The surface will become rutted and require a lot of maintenance. An asphalt surface would allow us to pitch it in such a way that the surface could be cleared and water could be directed to the grassy areas. Assistant Director Pirooz added that any tree impact will come through excavation. The use of asphalt will allow less excavation because each inch of that hard surface is equal to 3-4 inches of gravel. Virginia Beatty, 1509 Forest Ave, expressed concern about the proposal, especially the path at Emerson and McCormick and the Bridge Street path. Ald. Rainey explained that this project is a slow moving effort. The tree impact analysis will be completed in June. Director Robinson pointed out that the preliminary design is being approved tonight for submission to IDOT before the final design phase can begin. The list of 7 items she received from Ms. Beatty at last Monday’s LAC meeting will be taken into consideration during the final design, which will also include the tree impact study and design alternatives. The final design will be presented to the A&PW Committee and then to Council for approval. After discussion, the Committee voted unanimously 4-0 to recommend approval to proceed with the project. 35 of 395 Administration and Public Works Committee Meeting Minutes of 3-10-14 Page 7 of 8 (A6) Resolution 2-R-14, Service Agreement between the City of Evanston and Evanston Community Media Center Staff recommends City Council authorize the City Manager to execute a service agreement with the Evanston Community Media Center also known as Evanston Community Television (ECTV) for the not-to-exceed amount of $51,600 for FY2014 and $51,600 for FY2015 for audio and visual recording of meetings and the operation of a public access television channel. Funding is provided by Contribution to Other Agencies Account (1510.62665). For Action Ald. Holmes moved to recommend adoption of Resolution 2-R-14, authorizing the City Manager to execute a service agreement with the Evanston Community Media Center also known as Evanston Community Television (ECTV) for the not-to-exceed amount of $51,600 for FY2014 and $51,600 for FY2015 for audio and visual recording of meetings and the operation of a public access television channel, seconded by Ald. Braithwaite. The Committee voted unanimously 4-0 to recommend adoption of the ordinance. (A7) Resolution 3-R-14, Evanston Community Media Center Lease Agreement for Space at the Municipal Service Center Staff recommends that City Council approve Resolution 3-R-14 authorizing the City Manager to lease space within the City’s Service Center to Evanston Community Media Center also known as Evanston Community Television (ECTV) from January 1, 2014 to December 31, 2015. For Action Ald. Holmes moved to recommend City Council adoption of Resolution 3-R-14, seconded by Ald. Burrus. The Committee voted unanimously 4-0 to adopt Resolution 3-R-14. (A8) Resolution 10-R-14 Authorizing the City Manager to Accept Donation of Solar Panels from Alternative Transportation for Chicagoland Staff recommends City Council authorize the City Manager to accept the donation of 20 kW of solar panels from Alternative Transportation for Chicagoland to be installed at the Ecology Center and Fleetwood-Jourdain Community Center. For Action Ald. Braithwaite moved to recommend City Council authorize the City Manager to accept the donation of 20 kW of solar panels from Alternative Transportation for Chicagoland to be installed at the Ecology Center and Fleetwood-Jourdain Community Center, seconded by Ald. Holmes. The Committee voted unanimously 4-0 to adopt Resolution 10-R-14. IV. ITEMS FOR DISCUSSION VI. COMMUNICATIONS 36 of 395 Administration and Public Works Committee Meeting Minutes of 3-10-14 Page 8 of 8 VII. ADJOURNMENT Ald. Braithwaite moved to adjourn, seconded by Ald. Holmes. The Committee voted unanimously 4-0 to adjourn. The meeting was adjourned at 7:19p.m. Respectfully submitted, Janella Hardin 37 of 395 To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: Martin Lyons, Assistant City Manager/Chief Financial Officer Shannon Sheriff, Accounts Payable Coordinator Subject: City of Evanston Payroll and Bills Date: March 20, 2014 Recommended Action: Staff recommends approval of the City of Evanston Payroll and Bills List. Continuing in 2014 the bills list will not include the Evanston Public Library. The Library bills will be included for informational purposes in the Treasurer’s Monthly Report. Summary: Payroll – February 24, 2014 through March 9, 2014 $2,702,907.62 (Payroll includes employer portion of IMRF, FICA, and Medicare) Bills List – March 25, 2014 $2,513,982.69 General Fund Amount – Bills list $ 420,826.99 General Fund Amount – Supplemental list $ 7,378.51 General Fund Total: $ 428,205.50 TOTAL AMOUNT OF BILLS LIST & PAYROLL $5,216,890.31 *Advanced checks are issued prior to submission of the Bills List to the City Council for emergency purposes, to avoid penalty, or to take advantage of early payment discounts. Attachments: Bills List For City Council meeting of March 24, 2014 Item A1/A2 Business of the City by Motion: City Payroll and Bills For Action Memorandum 38 of 395 100 GENERAL FUND 1400 CITY CLERK 62280 FEDEX SHIPPING CHARGES 22.55 1400 CITY CLERK Total 22.55 1505 CITY MANAGER 62210 ALLEGRA PRINT OFFICE SUPPLIES 86.00 62295 WALTER BOBKIEWICZ ALLIANCE FOR INNOVATION 568.35 62295 WALTER BOBKIEWICZ EVANSTON DAY & ILCMA CONF.285.36 62509 GOV TEMPS USA, LLC COMPLIANCE OFFICER 5,796.00 64540 AT & T MOBILITY *COMMUNICATION CHARGES 156.36 1505 CITY MANAGER Total 6,892.07 1510 PUBLIC INFORMATION 62210 ALLEGRA PRINT ANNUAL REPORT 624.00 65555 DELL COMPUTER CORP. 2 XPS 13 LAPTOPS CMO 3,097.98 1510 PUBLIC INFORMATION Total 3,721.98 1525 MISC. BUSINESS OPERATIONS 68205 OFFICE CONCEPTS SUPPLY & INSTALL FURNITURE 3,179.04 68205 OFFICE CONCEPTS SUPPLY AND INSTALL DESK 1,627.93 1525 MISC. BUSINESS OPERATIONS Total 4,806.97 1705 LEGAL ADMINISTRATION 62360 HENRY J FORD JR DRI MEMBERSHIP 160.00 1705 LEGAL ADMINISTRATION Total 160.00 1905 ADMIN.SERVICES 62185 ACCOUNTEMPS COLLECTION COORDINATOR 1,320.00 65095 OFFICE DEPOT OFFICE SUPPLIES‐VOICE RECORDER/FOOTREST/PENS 157.37 1905 ADMIN.SERVICESTotal 1,477.37 1910 FINANCE DIVISION ‐ REVENUE 51600 POHLMEYER, KAYLEE REFUND‐PARKING PERMITS 12.00 51600 LANDER, STENVEN REFUND‐PARKING PERMITS 12.00 52010 NOWLIN, IDEN REFUND‐DUPLICATE PAYMENT 75.00 52010 ANDRE M. POSTER REFUND‐OVERPAYMENT 37.50 53755 AMERICAN TRAFFIC REFUND‐OVERPAYMENT TICKET 35.00 64541 AZAVAR TECHNOLOGIES UTILITY TAX AUDITS 51.92 65045 THIRD MILLENNIUM SERVER FEE FOR ONLINE VEHICLE SYSTEM 675.00 1910 FINANCE DIVISION ‐ REVENUE Total 898.42 1920 FINANCE DIVISION ‐ ACCOUNTING 62185 ACCOUNTEMPS ACCOUNTING SERVICES 1,312.20 62280 FEDERAL EXPRESS CORP. SHIPPING CHARGES 32.62 1920 FINANCE DIVISION ‐ ACCOUNTING Total 1,344.82 1925 FINANCE DIVISION ‐ PURCHASING 62185 ACCOUNTEMPS PURCHASING SERVICES 5,996.12 65095 OFFICE DEPOT OFFICE SUPPLIES‐FILE/PENS/POP UP NOTES 50.12 65095 OFFICE DEPOT OFFICE SUPPLIES‐FLASH DRIVE 11.90 65095 OFFICE DEPOT OFFICE SUPPLIES‐INK 18.39 65095 OFFICE DEPOT OFFICE SUPPLIES‐JACKET FILE/STAPLER/FILES 105.39 65095 OFFICE DEPOT OFFICE SUPPLIES‐PENS/DESK PAD 18.60 65095 OFFICE DEPOT OFFICE SUPPLIES‐PENS/POCKET FILES/MARKERS 38.01 65095 OFFICE DEPOT OFFICE SUPPLIES‐POST CARDS 20.82 65095 OFFICE DEPOT OFFICE SUPPLIES‐RETURNED SUPPLIES (42.54) 1925 FINANCE DIVISION ‐ PURCHASING Total 6,216.81 1929 HUMAN RESOURCE DIVISION 62160 TRANS UNION CORP BACKGROUND CHECKS‐POLICE 267.48 62160 THEODORE POLYGRAPH EMPLOYEE TESTING POLICE 135.00 62630 SEDGWICK, INC.QUARTERLY INVOICE 1,200.00 65095 EDMARK VISUAL ID OFFICE SUPPLIES 53.90 1929 HUMAN RESOURCE DIVISION Total 1,656.38 1932 INFORMATION TECHNOLOGY 62340 CDW GOVERNMENT INC. VEEAM BACKUP SOFTWARE 6,783.90 62340 ORACLE AMERICA, INC. SOFTWARE UPDATE 541.78 62340 CURRENT TECHNOLOGIES *SURV.CAMERA‐SIMPSON AND DEWEY 4,955.48 62340 GOVDELIVERY, INC.ANNUAL GOV DELIVERY SUBSCRIPTION 6,000.00 62341 ORACLE AMERICA, INC. RECRUITING SOFTWARE 7,992.00 62380 COTG COPIER LEASES 3,140.56 62509 TERILLIUM TERILLIUM 2014 20 HOURS 6‐MONTHS 1,550.00 62509 TERILLIUM TERILLIUM 2014 20 HOURS 6‐MONTHS 15,500.00 64540 COMCAST CABLE CABLE CHARGES FEBRUARY 2014 186.41 CITY OF EVANSTON BILLS LIST PERIOD ENDING 03/25/2014 1 *ADVANCED CHECKS39 of 395 65555 DELL OPTIPLEX 704.84 65555 DELL VIRTUAL DESKTOP UNIDESK 7,800.00 65555 DELL VMWARE HORIZON VIRTUAL DESKTOPS 31,125.00 65555 DELL XPS 11 TABLET SHUB 1,299.99 65615 COMCAST CABLE INTERNET CHARGES 3,853.04 65615 A & R SHARED SERVICE COMMUNICATION CHARGES 583.33 1932 INFORMATION TECHNOLOGY Total 92,016.33 1940 MISC. EXPENDITURES / BENEFITS 62706 AUTOBARN MOTORS, LTD. *SALES TAX REVENUE SHARING 142,891.26 1940 MISC. EXPENDITURES / BENEFITS Total 142,891.26 1941 PARKING ENFORCEMENT 52505 BERGMAN, LISA M.REFUND‐DUPLICATE PAYMENTS TICKETS 121.25 52505 DYKES, PATTY REFUND‐DUPLICATE PAYMENT TICKET 99.00 62451 HAMANN, MICHAEL REFUND‐TOW & HOOK 185.00 62451 FORD, JAMES REFUND‐TOW & HOOK 185.00 62451 NORTH SHORE TOWING IMMOBILIZATION PROGRAM 1,350.00 1941 PARKING ENFORCEMENT Total 1,940.25 2126 BUILDING INSPECTION SERVICES 62190 CLEAN CITY INNOVATIONS GRAFFITI REMOVAL 995.00 62425 ELEVATOR INSPECTION ELEVATOR INSPECTION SERVICES 3,812.00 62645 MICROSYSTEMS INC.ARCHIVAL MICROFICHE STORAGE 817.02 2126 BUILDING INSPECTION SERVICES Total 5,624.02 2128 EMERGENCY SOLUTIONS GRANT 67110 CONNECTIONS FOR HOMELESS ESG GRANT JAN. 2014 17,329.56 2128 EMERGENCY SOLUTIONS GRANT Total 17,329.56 2205 POLICE ADMINISTRATION 55290 DELL COMPUTER CORP. OPTIPLEX COMPUTER 1,573.52 62295 NEMRT TRAINING‐SEARCH & SEIZURE 100.00 62295 NEMRT TRAINING‐TROUBLE SHOOTING SEARCH & SEIZURE 50.00 62360 RING, MARIANNE CONSULTANT 1,088.00 62360 MAJOR CRIMES TASK FORCE NOTARY FEES 4,100.00 62375 LEADS ONLINE LLC LEADS USAGE FEES 4,920.00 65125 EVANSTON FUNERAL BODY REMOVAL SERVICE 590.00 65125 ON TRACK FULFILLMENT INC. COMMUNITY HANDOUT MATERIAL 175.00 65125 BEST TECHNOLOGY RANGE MAINTENANCE 3,445.00 65125 AMCHAR WHOLESALE, INC. NIPAS EQUIPMENT 3,183.81 2205 POLICE ADMINISTRATION Total 19,225.33 2210 PATROL OPERATIONS 65020 VCG UNIFORM UNIFORMS 616.85 2210 PATROL OPERATIONS Total 616.85 2215 CRIMINAL INVESTIGATION 62295 PETTY CASH‐DET.OP. FUNDS PETTY CASH 500.00 65095 B&H PHOTO VIDEO EVIDENCE SUPPLIES 460.85 65125 CRICKET INVESTIGATIONS SUPPORT 64.00 2215 CRIMINAL INVESTIGATION Total 1,024.85 2230 JUVENILE BUREAU 61010 ALABAMA CHILD SUPPORT *03 DR 2012 900257 00VE 426.00 2230 JUVENILE BUREAU Total 426.00 2245 COMMUNICATIONS 64540 AT & T MOBILITY COMMNUICATION CHARGES 108.86 64540 AT & T MOBILITY COMMUNICATION CHARGES 162.30 2245 COMMUNICATIONS Total 271.16 2251 311 CENTER 64505 DELL COMPUTER CORP. XPS 13 LAPTOP DELL 1,277.99 64505 AT & T COMMUNICATION CHARGES 399.74 2251 311 CENTER Total 1,677.73 2260 OFFICE OF ADMINISTRATION 62295 PANEK, JOSEPH MEALS‐LAW ENFORCE. FIRST RESPONDER TRAINING 45.00 62295 BECKMAN, ANTHONY MEALS‐JUVENILE SPECIALIST SKILLS 75.00 62295 GRANT WRITING USA GRANT WRITING WORKSHOP 425.00 62295 EVANSTON ATHLETIC CLUB HEALTH CLUB 559.55 62295 INTERNATIONAL CONFERENCE REGISTRATION‐CONFERENCE 675.00 62295 PERRY J. POLINSKI MEALS‐INTERMEDIATE INCIDENT COMMAND 60.00 62295 STANLEY G. SAMSON MEALS‐LAW ENFORCE. FIRST RESPONDERS TRAIN.45.00 62295 UNIVERSITY OF LOUISVILLE TRAINING‐STRATEGIC MANAGEMENT 675.00 62295 KEVIN CAMPBELL MEALS‐GRANT WRITING WORKSHOP 30.00 CITY OF EVANSTON BILLS LIST PERIOD ENDING 03/25/2014 2 *ADVANCED CHECKS40 of 395 62295 JASON KOHL MEALS‐LAW ENFORCE. FIRST RESPONDER TRAIN.45.00 62295 THOMAS MOORE TRAINING & TRAVEL‐PER DIEM STRATEGIC MGMT.200.00 62295 IVAN REZA MEALS‐LAW ENFORCEMENT FIRST RESPONDER 45.00 65015 COLLEY ELEVATOR CO. ELEVATOR MAINTENANCE 176.00 65015 LAW ENFORCEMENT TARGETS RANGE TARGETS 280.83 2260 OFFICE OF ADMINISTRATION Total 3,336.38 2270 TRAFFIC BUREAU 65125 BESCH, KIRSTYN TOW & HOOK 145.00 2270 TRAFFIC BUREAU Total 145.00 2280 ANIMAL CONTROL 62225 ANDERSON PEST CONTROL PEST MANAGEMENT 52.76 65125 HILLS PET NUTRITION ANIMAL SHELTER‐PET FOOD 295.80 65125 HILLS PET NUTRITION REFUND (31.20) 65125 PETSMART ANIMAL SHELTER‐KITTY LITTER 39.95 2280 ANIMAL CONTROL Total 357.31 2305 FIRE MGT & SUPPORT 62315 FEDERAL EXPRESS CORP. SHIPPING 24.44 65020 AIR ONE EQUIPMENT UNIFORMS 977.00 65020 O'HERRON CO., INC., RAY UNIFORMS 299.75 65020 UNIFORMITY, INC.UNIFORMS 317.35 2305 FIRE MGT & SUPPORT Total 1,618.54 2310 FIRE PREVENTION 53715 OSKA CHICAGO ALARM REGISTRATION 100.00 62250 ZOLL DATA SYSTEMS SOFTWARE SUPPORT LICENSE 550.00 62295 IL FIRE INSPECTORS ASSOC. TRAINING 60.00 65095 ILLINOIS PAPER COMPANY WHITE COPY PAPER 434.20 2310 FIRE PREVENTION Total 1,144.20 2315 FIRE SUPPRESSION 53675 ANDRES MEDICAL BILLING MONTHLY AMBULANCE CHARGES 4,198.20 62295 NIPSA MEMBER TRAINING 395.00 62295 ROMEOVILLE FIRE ACADEMY FIREFIGHTER TRAINING 325.00 62509 DIVE RIGHT IN SCUBA EQUIPMENT & REPAIR 561.05 62521 EMSAR CHICAGO/MILWAUKEE STRETCHER MAINTENANCE 2,691.38 62522 AIR ONE EQUIPMENT AIR QUALITY TESTING 135.00 62522 AIR ONE EQUIPMENT COMPRESSOR SERVICE 603.00 65015 PRAXAIR DISTIBUTION INC MEDICAL OXYGEN 431.71 65040 GRAINGER, INC., W.W. JANITORIAL SUPPLIES 133.20 65040 SAM'S CLUB DIRECT *SUPPLIES 125.98 65090 AIR ONE EQUIPMENT SAFTEY LINE 164.00 2315 FIRE SUPPRESSION Total 9,763.52 2435 FOOD & ENVIRON. HEALTH 62210 TEUTEBERG INC PRINTING‐NOTICE OF VIOLATION 904.82 62295 IL ASSOC. OF CODE ENF. REGISTRATION FEE FOR IACE QUARTERLY MEETING 140.00 62345 COOK CO RECORDER OF DEEDS RECORDINGS 50033‐50036 & 50250 200.00 62474 HEALTH PROMOTION NOW MULTI‐FUNCTION PEDOMETERS 1,402.56 62474 CHARLOTTE PICARD IDPH HIV FUNDAMENTALS TRAINING 94.00 62474 CHARLOTTE PICARD IDPH STD/HIV COUNSELOR TRAINING 662.91 65095 OFFICE DEPOT OFFICE SUPPLIES‐FACSIMILE PAPER 98.88 65095 OFFICE DEPOT OFFICE SUPPLIES‐FOLDERS/LOG BOOKS 110.17 65095 OFFICE DEPOT OFFICE SUPPLIES‐PENS/SCISSORS/ENVELOPES 52.58 2435 FOOD AND ENVIRON. HEALTH Total 3,665.92 2440 VITAL RECORDS 62210 IL DEPT OF PUBLIC HEALTH DEATH CERTIFICATES 1,180.00 2440 VITAL RECORDS Total 1,180.00 2460 COMMUNITY PURCHASED SERVICES 67125 INFANT WELFARE SOCIETY EMHB GRANT 4TH QTR PAYMENT 10,250.00 2460 COMMUNITY PURCHASED SERVICES Total 10,250.00 2640 TRAF. SIG. & ST. LIGHT. MAINT 64006 COMED UTILITIES 539.44 65070 GRAYBAR ELECTRIC STREET LIGHT FIXTURES 1,457.15 2640 TRAF. SIG. & ST. LIGHT. MAINT Total 1,996.59 2655 PARKS & FORESTRY MAINT. & OPER. 62295 CONSERV FS SEMINAR FEE 130.00 65055 IL DEPT OF AGRICULTURE *2014 PEST CONTROL LICENSE APPLICATION 685.00 2655 PARKS & FORESTRY MAINT. & OPER. Total 815.00 CITY OF EVANSTON BILLS LIST PERIOD ENDING 03/25/2014 3 *ADVANCED CHECKS41 of 395 2670 STREET AND ALLEY MAINTENANCE 62509 AZTECA SYSTEMS, INC. YEARLY CITYWORKS SOFTWARE RENEWAL 9,602.14 2670 STREET AND ALLEY MAINTENANCE Total 9,602.14 2677 FACILITIES 62225 COMCAST CABLE COMMUNICATION CHARGES 40.04 64005 COMED UTILITIES 4,388.41 64015 NICOR UTILITIES 516.45 2677 FACILITIES Total 4,944.90 2680 SNOW AND ICE CONTROL 62451 ALERT TOWING, INC.SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 1,640.00 62451 EMERGENCY ROAD SERVICE SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 1,660.00 62451 JOSE QUETELL, JR.SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 1,680.00 62451 LOUIE'S TOWING SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 1,660.00 62451 NORTH SHORE TOWING SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 3,320.00 62451 WWF TOWING SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 1,660.00 62451 C'S TOWING SERVICE, INC. SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 1,660.00 62451 VIC'S TOWING, INC.SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 2,200.00 62451 PONCH TOWING SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 1,640.00 62451 ULRIC RECOVERY, INC.SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 1,680.00 62451 AUTO CARRIER EXPRESS, INC. SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 3,360.00 62451 AUTO RECOVERY AND TOWING SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 1,640.00 62451 FREEDOM TOWING, INC. SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 1,660.00 62451 MONARCA TOWING SERVICE SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 1,640.00 62451 T‐BONE TOWING SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 1,640.00 62451 ALPHA CARRIER EXPERTS, INC. SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 3,360.00 62451 S & L TOWING INC SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 3,280.00 62451 MOBILE TRANSPORT LLC SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 4,960.00 62451 FRANKSA TOWING SNOW TOW PAYMENT ‐ 02/06/2014 & 02/07/2014 1,660.00 65015 EVANSTON IMPRINTABLES SNOW COMMAND HATS 747.50 2680 SNOW AND ICE CONTROL Total 42,747.50 3010 REC. BUSINESS & FISCAL MGMT 62705 PLUG & PAY TECHNOLOGIES GATEWAY FEE CREDIT CARDS AT CENTERS 81.08 62705 PLUG & PAY TECHNOLOGIES GATEWAY FEE ONLINE REGISTRATON 69.50 65095 ALLEGRA PRINT & IMAGING PARKS & REC ENVELOPES TWO COLOR 560.00 3010 REC. BUSINESS & FISCAL MGMT Total 710.58 3025 PARK UTILITIES 64005 COMED UTILITIES‐JAN. 2014 699.26 3025 PARK UTILITIES Total 699.26 3030 CROWN COMMUNITY CENTER 62507 POSITIVE CONNECTIONS, INC. AFTER SCHOOL TRANSPORTATION 429.00 65025 SAM'S CLUB DIRECT *AFTER SCHOOL PROGRAMS‐SNACK 30.94 65025 SAM'S CLUB DIRECT *SNACK 140.69 65025 SAM'S CLUB DIRECT *SNACK‐HOLIDAY PARTY 14.48 65025 SAM'S CLUB DIRECT *SNACKS & TABLECLOTH 31.32 65110 SAM'S CLUB DIRECT *LUNCH SUPPLIES 163.68 65110 SAM'S CLUB DIRECT *RETURNED ITEMS (5.57) 65110 SAM'S CLUB DIRECT *SNACKS & TABLECLOTH 18.98 3030 CROWN COMMUNITY CENTER Total 823.52 3035 CHANDLER COMMUNITY CENTER 62245 HENRICHSEN FIRE & SAFETY FIRE EXTINGUISHER MAINTENANCE 74.70 62495 ANDERSON PEST CONTROL PEST CONTROL 31.20 65040 LAPORT INC CUSTODIAL SUPPLIES 88.92 65110 FITNESS WEAR, INC.WINTER/SPRING BASKETBALL TSHIRTS 557.40 3035 CHANDLER COMMUNITY CENTER Total 752.22 3040 FLEETWOOD JOURDAIN COM CT 62225 STA‐KLEEN INC.OVEN & COOKING SURFACE CLEANING 280.00 62495 ANDERSON PEST CONTROL PEST CONTROL SERVICES 41.00 65025 CATHOLIC CHARITIES OF CHI. CONGREGATE MEALS 632.20 65040 LAPORT INC JANITORIAL SUPPLIES 118.56 65110 COMCAST CABLE CABLE CHARGES FEBRUARY 2014 176.67 65110 POSITIVE CONNECTIONS, INC. WINTER CAMP TRANSPORTATION 121.00 3040 FLEETWOOD JOURDAIN COM CT Total 1,369.43 3050 RECREATION OUTREACH PROGRAM 62495 ANDERSON PEST CONTROL PEST CONTROL SERVICES 33.33 3050 RECREATION OUTREACH PROGRAM Total 33.33 3055 LEVY CENTER SENIOR SERVICES 56045 ILLINOIS DEPT OF REVENUE *SALES TAX FEBRUARY 2014 49.00 CITY OF EVANSTON BILLS LIST PERIOD ENDING 03/25/2014 4 *ADVANCED CHECKS42 of 395 61062 KEVIN SPARKMON SECURITY FOR EVENT 256.00 62509 CINTAS #769 MAT SERVICE 149.10 65025 CATHOLIC CHARITIES OF CHI. CONGREGATE MEALS 4,708.80 65040 LAPORT INC JANITORIAL SUPPLIES 118.56 3055 LEVY CENTER SENIOR SERVICES Total 5,281.46 3095 CROWN ICE RINK 62245 JORSON & CARLSON BLADE SHARPENING 35.49 62495 ANDERSON PEST CONTROL PEST CONTROL SERVICES 79.00 62508 SHAWN PFEIFFER ADULT BROOMBALL REFEREE 270.00 62508 MATTHEW LEVI REFEREE ADULT BROOMBALL 90.00 62508 KRISTOFER R. KNUTSON REFEREE ADULT BROOMBALL 360.00 62508 LAPPING, RENEE SCORE KEEPER BROOMBALL 156.00 65040 LAPORT INC JANITORIAL SUPPLIES 520.60 65080 COCA‐COLA ENTERPRISES BEVERAGE VENDING MACHINES 263.52 3095 CROWN ICE RINK Total 1,774.61 3110 TENNIS 62505 E‐TOWN TENNIS *WINTER II INDOOR TENNIS CLASSES 5,058.20 3110 TENNIS Total 5,058.20 3130 SPECIAL RECREATION 62295 WOODSON, LEONARD B REIMB. TRAINING EXPENSE SPORTS FIRST AID CLASS 115.08 3130 SPECIAL RECREATION Total 115.08 3605 ECOLOGY CENTER 62490 PRINCE CORPORATION BIRDSEED FOR RESALE 689.56 62495 ANDERSON PEST CONTROL PEST CONTROL SERVICES 60.75 65095 ILLINOIS PAPER COMPANY OFFICE PAPER SUPPLY 535.50 3605 ECOLOGY CENTER Total 1,285.81 3610 ECO‐QUEST DAY CAMP 62507 POSITIVE CONNECTIONS, INC. FIELD TRIP TRANSPORTATION 110.00 3610 ECO‐QUEST DAY CAMP Total 110.00 3700 NOYES CULTURAL ARTS CTR 62490 ALLEGRA PRINT & IMAGING ARTS BANNER 35.00 62490 ALLEGRA PRINT & IMAGING PRINTING 81.00 3700 NOYES CULTURAL ARTS CTR Total 116.00 3710 NOYES CULTURAL ARTS CENTER 53565 ELKINS, JANICE ART SALE COMMISION 297.50 62365 ALLEGRA PRINT & IMAGING PRINTING 84.00 62425 LIFTOMATIC ELEVATOR, INC ELEVATOR MAINTENANCE 150.00 62425 LIFTOMATIC ELEVATOR, INC ELEVATOR MAINTENANCE SERVICE 150.00 62495 ANDERSON PEST CONTROL PEST CONTROL 39.14 62495 ANDERSON PEST CONTROL PEST CONTROL SERVICES 39.14 3710 NOYES CULTURAL ARTS CENTER Total 759.78 3720 CULTURAL ARTS PROGRAMS 62205 ON TRACK FULFILLMENT INC. NOYES POSTCARDS 130.00 3720 CULTURAL ARTS PROGRAMS Total 130.00 GENERAL FUND Total 420,826.99 205 EMERG. TELE. (E911) FUND 5150 EMERGENCY TELEPHONE SYSTM 62509 PROGRESSIVE INTEL. TECH. REMOTE ACCESS 1 YEAR MAINTENANCE 4,043.00 64505 AT & T *COMMUNICATION CHARGES 477.20 64540 VERIZON WIRELESS COMMUNICATION CHARGES FEB. 2014 2,964.78 65085 MOTOROLA, INC.RADIO PARTS 492.72 5150 EMERGENCY TELEPHONE SYSTM Total 7,977.70 EMERG. TELE. (E911) FUND Total 7,977.70 215 CDBG FUND 5220 CDBG ADMINISTRATION 62205 EVANSTON ROUNDTABLE LLC AD‐PUBLIC MEETING ON CAPER 302.00 5220 CDBG ADMINISTRATION Total 302.00 5275 PUBLIC FACILITIES 62955 EVANSTON/N.SHORE YWCA ELECTRICAL SYST. UPGRADE‐DOM. VIOL. SHELTER 30,000.00 5275 PUBLIC FACILITIES Total 30,000.00 CITY OF EVANSTON BILLS LIST PERIOD ENDING 03/25/2014 5 *ADVANCED CHECKS43 of 395 CDBG FUND Total 30,302.00 240 HOME FUND 5430 HOME FUND 65535 CONNECTIONS FOR HOMELESS TENANT BASED RENT ASSIST. DEC. 2013 & JAN. 2014 12,035.60 65535 JUST BUILDERS INC.HOUSING OPTIONS SCATTERED SITE‐DRAW 2 80,051.42 5430 HOME FUND Total 92,087.02 HOME FUND Total 92,087.02 330 HOWARD‐RIDGE TIF FUND 5860 HOWARD RIDGE TIF 62706 SKYLINE AT EVANSTON, LLC REFUND OF ENTIRE PROPERTY TAX PAID 240,422.67 5860 HOWARD RIDGE TIF Total 240,422.67 HOWARD‐RIDGE TIF FUND Total 240,422.67 415 CAP. IMPRV. FUND 62145 IL DEPT OF NAT RESOURCES *APPLICATION FEE IDNR PARC GRANT 300.00 CAP. IMPRV. FUND Total 300.00 505 PARKING SYSTEM FUND 7005 PARKING SYSTEM MGT 53445 POHLMEYER, KAYLEE REFUND‐PARKING PERMITS 38.00 53455 LANDER, STENVEN REFUND‐PARKING PERMITS 38.00 65095 FEDERAL EXPRESS CORP. PARKING TAX SHIPMENT 14.19 65515 DUNCANPARKING TECH METER LIBERTY MECHANISMS 82,170.00 65515 DUNCAN PARKING TECH METER LIBERTY MECHANISMS 49,500.00 65515 NEW WORLD SYSTEMS *FIN. SOFTWARE CONFIGURATION‐GO LIVE 81,737.50 65515 NEW WORLD SYSTEMS *FIN. SYSTEM CONFIG.‐SOFTWARE & SITE LICENSES 47,070.00 65515 NEW WORLD SYSTEMS TRAVEL FOR CONSULTANTS 2,933.26 65515 SCHAFER CONSULTING FINANCIAL MANAGEMENT PROJECT SUPPORT 18,263.42 7005 PARKING SYSTEM MGT Total 281,764.37 7015 PARKING LOTS & METERS 53510 COOK COUNTY COLLECTOR *COOK COUNTY TAXES ‐ PARKING GARAGE & LOTS 104.04 64005 COMED UTILITIES‐FEB. 2014 450.47 65070 DUNCAN PARKING TECH METER SERVICES 46.45 65070 DUNCAN PARKING TECH METERS SERVICES 11.80 65070 TOTAL PARKING SOLUTIONS PARKING TERMINALS SUPPLIES 643.00 65070 IPS GROUP, INC.MONTHLY INVOICE 293.20 7015 PARKING LOTS & METERS Total 1,548.96 7025 CHURCH STREET GARAGE 53500 COOK COUNTY COLLECTOR *COOK COUNTY TAXES ‐ PARKING GARAGE & LOTS 1,088.69 7025 CHURCH STREET GARAGE Total 1,088.69 7036 SHERMAN GARAGE 53500 COOK COUNTY COLLECTOR *COOK COUNTY TAXES ‐ PARKING GARAGE & LOTS 1,949.06 62509 SIMPLEX GRINNELL ELEV. REPAIR‐WATER DAMAGE‐SHERMAN GARAGE 1,334.00 7036 SHERMAN GARAGE Total 3,283.06 7037 MAPLE GARAGE 53500 COOK COUNTY COLLECTOR *COOK COUNTY TAXES ‐ PARKING GARAGE & LOTS 1,366.21 53510 COOK COUNTY COLLECTOR *COOK COUNTY TAXES ‐ PARKING GARAGE & LOTS 428.40 64015 NICOR 85.11 7037 MAPLE GARAGE Total 1,879.72 PARKING SYSTEM FUND Total 289,564.80 510 WATER FUND CITY OF EVANSTON BILLS LIST PERIOD ENDING 03/25/2014 6 *ADVANCED CHECKS44 of 395 7100 WATER GENERAL SUPPORT 56140 ILLINOIS DEPT OF REVENUE *SALES TAX FEBRUARY 2014 95.00 65555 DELL COMPUTER CORP. DELL 7010 DESKTOP UTILITIES AND MONITOR 1,977.64 7100 WATER GENERAL SUPPORT Total 2,072.64 7105 PUMPING 65070 A. W. CHESTERTON COMPANY REBUILD KIT 2,495.93 7105 PUMPING Total 2,495.93 7110 FILTRATION 62465 UNDERWRITERS LAB.2014 LABORATORY TESTING 1,140.00 65015 ALEXANDER CHEMICAL CHLORINE 2,920.00 7110 FILTRATION Total 4,060.00 7115 DISTRIBUTION 65055 G & M TRUCKING, INC. GRANULAR MATERIALS 4,709.72 7115 DISTRIBUTION Total 4,709.72 7125 OTHER OPERATIONS 62340 AZTECA SYSTEMS, INC. YEARLY CITYWORKS SOFTWARE RENEWAL 10,702.86 7125 OTHER OPERATIONS Total 10,702.86 7130 WATER CAPITAL OUTLAY 65702 DREISILKER MOTORS NORTH TANK VARIABLE FREQUENCY DRIVE PUMP 5,262.00 65702 GRAINGER, INC., W.W. SOUTH TANK LED LIGHTS 2,975.88 7130 WATER CAPITAL OUTLAY Total 8,237.88 7131 CAPITAL IMPROVEMENTS 65515 DELL COMPUTER CORP. DESKTOP 9020 AND MONITOR UTILITIES 2,211.36 65515 DELL COMPUTER CORP. MONITOR UTILITIES 514.78 7131 CAPITAL IMPROVEMENTS Total 2,726.14 WATER FUND Total 35,005.17 513 WATER DEPR IMPRV & EXTENSION 7340 WATER DEP. IMP. & EXT.62145 CDM SMITH, INC.SCADA 3,205.49 65155 WATER RESOURCES AUTOMATIC METER INFORMATION 49,835.10 65515 NORTHERN ESCROW, INC. SCADA SYSTEM UPGRADES 26,255.07 7340 WATER DEP. IMP. & EXT. Total 79,295.66 WATER DEPR IMPRV & EXTENSION Total 79,295.66 515 SEWER FUND 7400 SEWER MAINTENANCE 62461 STANDARD EQUIPMENT REPLACEMENT VEHICLE #954 58,397.50 65550 STANDARD EQUIPMENT REPLACEMENT VEHICLE #954 270,602.50 7400 SEWER MAINTENANCE Total 329,000.00 7410 SEWER OTHER OPERATIONS 62340 AZTECA SYSTEMS, INC. YEARLY CITYWORKS SOFTWARE RENEWAL 2,100.00 7410 SEWER OTHER OPERATIONS Total 2,100.00 SEWER FUND Total 331,100.00 520 SOLID WASTE FUND 7685 REFUSE COLLECT & DISPOSAL 62390 LAKESHORE WASTE SERVICES FY2014 CONDO REFUSE COLLECTION 64,090.00 62415 GROOT RECYCLING & WASTE FY2014 RESIDENTIAL REFUSE COLLECTION 276,372.00 65625 VERIZON WIRELESS COMMUNICATION CHARGES‐FEB. 2014 31.43 7685 REFUSE COLLECT & DISPOSAL Total 340,493.43 7690 RESIDENTIAL RECYCLING COL 64005 COMED UTILITIES 526.46 65055 IL DEPT OF AGRICULTURE *2014 PEST CONTROL LICENSE APPLICATION 115.00 7690 RESIDENTIAL RECYCLING COL Total 641.46 SOLID WASTE FUND Total 341,134.89 600 FLEET SERVICES FUND CITY OF EVANSTON BILLS LIST PERIOD ENDING 03/25/2014 7 *ADVANCED CHECKS45 of 395 7710 MAJOR MAINTENANCE 62355 CINTAS #22 UNIFORM CLEANING 382.71 62355 CINTAS #769 WEEKLY MAT SERVICE 546.84 65035 CITY WELDING WELDING GASES 80.49 65035 PALATINE OIL COMPANY, INC 87 OCTANE GAS 22,739.65 65035 PALATINE OIL COMPANY, INC BIO‐DIESEL 25,285.10 65035 PALATINE OIL COMPANY, INC WINTER BLEND DIESEL 48,189.48 65060 ALLTECH AUTO INC.BODY REPAIRS #13 542.40 65060 ALLTECH AUTO INC.BODY WORK #41 528.40 65060 BUCK BROTHERS, INC.FILLER CAP 14.62 65060 BUCK BROTHERS, INC.HARDWARE 17.14 65060 BUCK BROTHERS, INC.HYDRAULIC MOTOR 1,544.80 65060 BUCK BROTHERS, INC.RETURNED PARTS (29.18) 65060 BUCK BROTHERS, INC.ROTARY BROOM 496.49 65060 BUCK BROTHERS, INC.WIPERS 348.20 65060 CUMBERLAND SERVICENTER AIR VALVE 77.50 65060 CUMBERLAND SERVICENTER BRAKE PARTS 574.95 65060 CUMBERLAND SERVICENTER HOSE 194.27 65060 CUMBERLAND SERVICENTER PEDAL ASSEMBLY 617.30 65060 CUMBERLAND SERVICENTER RELAY STARTER #722 101.04 65060 DOUGLAS TRUCK PARTS BULB ASSEMBLY 66.14 65060 DOUGLAS TRUCK PARTS DIESEL FUEL ADDITIVES 142.80 65060 DOUGLAS TRUCK PARTS MINI LIGHT MOUNT 259.90 65060 DOUGLAS TRUCK PARTS MUD FLAPS 225.50 65060 DOUGLAS TRUCK PARTS SNOW PLOW RELAYS 49.11 65060 DOUGLAS TRUCK PARTS VALVES 119.75 65060 DUECO, INC.ANNUAL INSPECTION #589 2,857.71 65060 DUXLER TIRE & CAR CENTER ALIGNMENT #263 129.00 65060 FLINK COMPANY SPRING ROD ASSEMBLY 1,346.42 65060 FLINK COMPANY SPRING WASHER CASTING 385.04 65060 GROVER WELDING COMPANY BACKHOE BUCKET 1,065.75 65060 GROVER WELDING COMPANY METAL SUPPLIES 305.56 65060 GROVER WELDING COMPANY WELDING REPAIR PLOW#552 1,645.82 65060 GROVER WELDING COMPANY WELDING REPAIR PLOW#607 306.40 65060 GROVER WELDING COMPANY WELDING REPAIR PLOW#616 160.00 65060 GROVER WELDING COMPANY WELDING REPAIR PLOW#637 416.55 65060 GROVER WELDING COMPANY WELDING REPAIR PLOW#926 421.64 65060 HAVEY COMMUNICATIONS INC. EMERGENCY LIGHTING 802.90 65060 INTERSTATE BATTERY 2014 BATTERY PURCHASES 170.20 65060 INTERSTATE BATTERY BATTERY PURCHASES 926.92 65060 LAKE/COOK C.V. JOINTS INC DRIVE SHAFT REPAIR 270.00 65060 LEACH ENTERPRISES, INC.BRAKE CHAMBER BELTS 27.78 65060 LEACH ENTERPRISES, INC. WASHER SOLVENT 218.00 65060 LEACH ENTERPRISES, INC. WASHERS 142.22 65060 MANTEK QUICK CURE 111.60 65060 MONROE TRUCK EQUIPMENT FLASHER JUNCTION BOX 169.00 65060 MONROE TRUCK EQUIPMENT RETURNED PARTS (190.38) 65060 MONROE TRUCK EQUIPMENT SALT SPREADER 49.00 65060 NORTH SHORE TOWING TOW & HOOK 125.00 65060 PATTEN INDUSTRIES BUCKET EDGE #683 425.80 65060 REGIONAL TRUCK EQUIPMENT CO TOOL BOX #576 341.67 65060 REGIONAL TRUCK EQUIPMENT CO TOOL BOX HANDLE 130.52 65060 RUSSO POWER EQUIPMENT PLOW CYLINDER #607 600.56 65060 STANDARD EQUIPMENT FACE PLATE 1,148.82 65060 STANDARD EQUIPMENT REPLACEMENT VEHICLE #954 55.00 65060 VERMEER MIDWEST AIR FILTER COVER #567 72.68 65060 VERMEER MIDWEST BELT PARTS #565 405.98 65060 VERMEER MIDWEST MOUNTS 32.15 65060 VERMEER MIDWEST ROPE FIBER 572.41 65060 SKF LUBRICATION AUTO LUBE #680 1,152.59 65060 WEST SIDE TRACTOR FILLER CAP #550 173.26 65060 WEST SIDE TRACTOR HUB REPLACEMENT #550 1,501.96 65060 WEST SIDE TRACTOR QUICK COUPLER 104.79 65060 WHOLESALE DIRECT INC PIGTAIL 50.75 65060 WHOLESALE DIRECT INC RETURNED PARTS (842.30) 65060 WHOLESALE DIRECT INC SIGNAL LIGHT 1,156.25 65060 WHOLESALE DIRECT INC STROBE LIGHTING 488.33 CITY OF EVANSTON BILLS LIST PERIOD ENDING 03/25/2014 8 *ADVANCED CHECKS46 of 395 65060 WINTER EQUIPMENT SNOW PLOW GUARDS 1,524.83 65060 RG SMITH EQUIPMENT CO DIAGNOSE HYDRAULIC PROBLEM #629 2,635.17 65060 GLOBAL EMERGENCY WINDOW & GAUGE REPAIRS 1,075.62 65060 FASTENAL COMPANY HARDWARE 5.17 65060 FASTENAL COMPANY SAW LUBRICANT 64.44 65060 FASTENAL COMPANY WASHERS 26.38 65060 FOSTER COACH SALES, INC. OBLONG DOOR MAGNETS 19.25 65060 SPEX HAND WASH CAR WASHES 889.50 65060 BILL'S AUTO & TRUCK BUS DOOR MOTOR #449 491.82 65060 BILL'S AUTO & TRUCK DOOR MOTORS #449 947.82 65060 A & A TRANSMISSION CORP. EPD BRAKES #2005 669.61 65060 A & A TRANSMISSION CORP.TRANSMISSION #532 2,479.32 65060 CARQUEST EVANSTON AIR FILTER 27.20 65060 CARQUEST EVANSTON AIR FILTER #342 5.57 65060 CARQUEST EVANSTON AIR FILTERS 629.76 65060 CARQUEST EVANSTON DEFOGGER KIT 73.56 65060 CARQUEST EVANSTON GUAGE WIRE 11.00 65060 CARQUEST EVANSTON HYDRAULIC FITTINGS 38.54 65060 CARQUEST EVANSTON HYDRAULIC HOSE 2,566.80 65060 CARQUEST EVANSTON LIFT CYLINDERS 40.54 65060 CARQUEST EVANSTON MANUFACTURE PUMP 159.04 65060 CARQUEST EVANSTON RETURNED PARTS (25.50) 65060 CARQUEST EVANSTON SHOP TOOLS 99.68 65060 GOLF MILL FORD ALTERNATOR #917 253.94 65060 GOLF MILL FORD BUSHINGS 14.04 65060 GOLF MILL FORD CABLE ASSEMBLES 47.46 65060 GOLF MILL FORD DOME LIGHT 73.30 65060 GOLF MILL FORD PISTON SEAL #917 11.12 65060 GOLF MILL FORD POTENTIOMETER #24 80.45 65060 GOLF MILL FORD RECEPTORS 80.65 65060 GOLF MILL FORD SUSPENSION JOB #25 1,071.37 65060 ORLANDO AUTO TOP REPAIR SEATS 310.00 65060 ORLANDO AUTO TOP REPAIR SEATS #60 600.00 65060 SIGLER'S AUTOMOTIVE BODY REPAIR #314 2,430.28 65060 CHICAGO PARTS & SOUND MOTOR PARTS 321.56 65060 CHICAGO PARTS & SOUND WIPER BLADE 146.85 65060 MACMILLIN HYDRAULIC ENG. HYDRAULIC HOSE #553 48.78 65060 MACMILLIN HYDRAULIC ENG. HYDRAULIC HOSE #618 162.24 65060 RUSH TRUCK CENTERS OF IL BRAKE HARDWARE 21.62 65060 RUSH TRUCK CENTERS OF IL CRANKCASE BREATHERS 359.95 65060 RUSH TRUCK CENTERS OF IL EXHAUST PIPE 440.68 65060 RUSH TRUCK CENTERS OF IL EXHAUST SYSTEM #450 704.60 65060 RUSH TRUCK CENTERS OF IL FENDERS #612 192.27 65060 RUSH TRUCK CENTERS OF IL FILTERS 116.24 65060 RUSH TRUCK CENTERS OF IL FRONT SHOCKS #612 64.14 65060 RUSH TRUCK CENTERS OF IL GASKET 28.05 65060 RUSH TRUCK CENTERS OF IL RADIATOR CAP #737 88.23 65060 RUSH TRUCK CENTERS OF IL RETURNED PARTS (2,707.02) 65060 RUSH TRUCK CENTERS OF IL SEALS #612 131.68 65060 RUSH TRUCK CENTERS OF IL SPEEDOMETER 725.00 65060 RUSH TRUCK CENTERS OF IL TENSIONER #717 225.05 65065 WENTWORTH TIRE SERVICE TIRE SERVICE, RECAP & REPAIR 5,092.37 65085 MCMASTER CARR TRASH CONTAINER CASTER 45.17 65085 MCMASTER CARR WHEEL‐CART KING 88.81 7710 MAJOR MAINTENANCE Total 148,272.75 FLEET SERVICES FUND Total 148,272.75 601 EQUIP. REPLACEMENT FUND 7780 VEHICLE REPLACEMENTS 65550 CURRIE MOTORS NEW VEHICLE PURCHASE #643 76,811.00 7780 VEHICLE REPLACEMENTS Total 76,811.00 EQUIP. REPLACEMENT FUND Total 76,811.00 Grand Total 2,093,100.65 CITY OF EVANSTON BILLS LIST PERIOD ENDING 03/25/2014 9 *ADVANCED CHECKS47 of 395 ACCOUNT NUMBER SUPPLIER NAME DESCRIPTION AMOUNT SUPPLEMENTAL BILLS LIST ATTACHMENT GENERAL 2315.53675 VARIOUS AMBULANCE REFUNDS 1,423.67 100.13040 ILLINOIS PAPER COMPANY SUPPLIES 3,334.00 100.21680 RTA TRANSIT BENEFIT FARE PROGRAM RTA TRANSIT BENEFIT FARE RELOAD 1942.25 100.22725 VERIZON WIRELESS CELL PHONE MONTHLY CHARGES 447.59 100.22777 ILLINOIS DEPARTMENT OF REVENUE SALES TAX-FEBRUARY, 2014 31.00 100.41420 DIRECTOR, ILLINOIS STATE SEIZED FUNDS 200.00 7,378.51 HOME 5430.65535 GREATER ILLINOIS TITLE COMPANY PHASE ONE EMERSON SQUARE DEVELOPMENT #4 20,814.91 20,814.91 INSURANCE VARIOUS VARIOUS WORKERS COMP 47,708.72 VARIOUS VARIOUS WORKERS COMP 162,068.08 VARIOUS VARIOUS CASUALTY LOSS 8,897.18 218,673.98 SEWER 7555.68305 IEPA LOAN DISBURSEMENT SEWER FUND 171,173.91 171,173.91 WATER 100.22700 GSIMONIAN & L. JEFFRIES REFUND 2,840.73 420,882.04 Grand Total 2,513,982.69 ; PREPARED BY DATE APPROVED BY DATE CITY OF EVANSTON BILLS LIST PERIOD ENDING 03/25/2014 CITY OF EVANSTON BILLS LIST PERIOD ENDING 03/25/2014 10 *ADVANCED CHECKS48 of 395 For City Council meeting of March 24, 2014 Item A3.1 Business of the City by Motion: CIPP Spot Lining Contract For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: David Stoneback, Utilities Director Lara Biggs, Superintendent – Construction & Field Services Subject: Contract for 2014 CIPP Spot Line Sewer Rehabilitation (Bid No. 14-13) Date: March 12, 2014 Recommended Action: Staff recommends that City Council authorize the City Manager to execute a contract for the 2014 CIPP Spot Line Sewer Rehabilitation (Bid No. 14-13) to CTR Systems, Inc. (7400 W aukegan Road, Niles, IL) in the amount of $48,114.00. Funding Source: Funding for this work will be from the Sewer Fund, Account 7400.62461. This sewer operations account has a budget of $215,000 specifically allocated for sewer maintenance and repair activities. Summary: This contract involves the rehabilitation of 16 short segments of combined sewer main in various locations around the City. The sewer pipe being rehabilitated totals 116 feet in length and ranges in size from 9 inches to 18 inches in diameter. A location map indicating where the work will take place is attached for your reference. The sewer mains were identified as needing rehabilitation during the closed circuit TV inspection of sewer mains under or adjacent to streets scheduled for resurfacing during the 2014 construction season. The sewer rehabilitation work is to be completed by May 31, 2014. Bids for the subject project were opened and publicly read on Tuesday, March 11, 2014. Five contractors submitted bids for this project. Memorandum 49 of 395 Contractor Information: Contractor Address CTR Systems, Inc. 7400 Waukegan Road, Niles, IL EQ Industrial Services, Inc. 36255 Michigan Avenue, Wayne, MI Infrastructure Technologies, Inc. 21040 Commerce Blvd, Rogers, MN National Power Rodding Corp. 2500 W. Arthington Street, Chicago, IL Pipeline Solutions/ American Pipe Liners, Inc. P.O. Box 28, Highland Park, IL The submitted bids can not be withdrawn or canceled for a period of sixty (60) calendar days following the bid opening, or until May 10, 2014. The bids were reviewed by Lara Biggs, Superintendent – Construction & Field Services. Attached is a bid tabulation showing the bids received. Contractor Bid Price CTR Systems, Inc. $48,114.00 EQ Industrial Services, Inc. $55,608.00 Infrastructure Technologies, Inc. $58,490.00 National Power Rodding Corp. $73,310.63 Pipeline Solutions/ American Pipe Liners, Inc. $80,650.00 CTR Systems has successfully completed similar projects for the City of Evanston. The quality of their work has been good. CTR Systems has requested a waiver of the M/W/EBE goal. Attached is a memo reviewing their M/W/EBE compliance. Attachments: 2014 CIPP Spot Lining Location Map Bid Tabulation for Bid 14-13, 2014 CIPP Spot Line Sewer Rehabilitation M/W/EBE Compliance Memorandum 50 of 395 51 of 395 Item Street Basin Up MH Dn MH Pipe Dia (in)Quantity Units CTR EQ Industrial Infrastructure Technologies NPR Pipeline Solutions 1 Ingleside Pl B82 10211 10210 9 11 LF $3,378.00 $3,366.00 $3,720.00 $5,763.34 $3,900.00 2 Hamlin Street B82 10642 10640 9 6 LF $2,342.00 $3,126.00 $3,470.00 $3,643.64 $4,000.00 3 Davis Street B82 3814 3810 12 9 LF $3,436.00 $3,357.00 $3,950.00 $5,382.96 $4,650.00 4 Crain Street B81 5690 5680 12 4 LF $1,999.00 $3,052.00 $3,850.00 $2,148.04 $4,100.00 5A Wesley Ave B81 5694 5690 12 5 LF $2,498.00 $3,010.00 $2,990.00 $2,657.20 $4,100.00 5B Wesley Ave B81 5694 5690 12 8 LF $2,610.00 $3,360.00 $3,410.00 $3,896.08 $4,300.00 5C Wesley Ave B81 5694 5690 12 4 LF $1,999.00 $3,052.00 $2,850.00 $2,148.04 $4,100.00 6A Washington St B11 6210 6200 12 8 LF $2,610.00 $3,384.00 $3,410.00 $3,896.08 $4,300.00 6B Washington St B11 6210 6200 12 13 LF $4,241.00 $4,030.00 $4,110.00 $6,981.13 $7,800.00 7 Washington St B81 6060 6050 9 6 LF $2,342.00 $3,126.00 $3,070.00 $3,143.64 $3,700.00 8A Oakton Street B11 17000 16750 18 6 LF $3,550.00 $4,230.00 $4,210.00 $6,555.60 $6,100.00 8B Oakton Street B11 17000 16750 18 5 LF $4,535.00 $3,915.00 $4,440.00 $6,063.00 $6,350.00 8C Oakton Street B11 17000 16750 18 7 LF $3,550.00 $4,256.00 $4,380.00 $7,648.20 $6,200.00 9 Dobson Street B13 5305 5304 12 8 LF $3,110.00 $3,360.00 $3,810.00 $4,791.52 $4,550.00 10A Dobson Street B13 5304 5300 12 4 LF $1,999.00 $3,012.00 $2,850.00 $2,148.04 $4,300.00 10B Dobson Street B13 5304 5300 12 12 LF $3,915.00 $3,972.00 $3,970.00 $6,444.12 $8,200.00 TOTAL 116 $48,114.00 $55,608.00 $58,490.00 $73,310.63 $80,650.00 Summary of Bids City of Evanston, IL 2014 CIPP Spot Line Sewer Rehabilitation Bid No. 14-13 52 of 395 To: David Stoneback, Director of Utilities Lara Biggs, Superintendent of Construction & Field Services From: Tammi Turner, Purchasing Manager Subject: Contract for 2014 CIPP Spot Line Sewer Rehabilitation (Bid No. 14-13) Date: March 24, 2014 The goal of the Minority, Women, and Evanston Business Enterprise Program (M/W/EBE) is to assist such businesses with opportunities to grow. In order to help ensure such growth, the City has established a 25% M/W/EBE subcontracting participation goal for general contractors. However, Bid 14-13 Contract for 2014 CIPP Spot Line Sewer Rehabilitation precludes subcontracting opportunities. Therefore, a waiver is granted. Cc: Martin Lyons, Assistant City Manager/CFO Memorandum Bid 14-13, Contract for 2014 CIPP Spot Line Sewer Rehabilitation, M/W/EBE Waiver, 03.24.2014 53 of 395 For City Council meeting of March 24, 2014 Item A3.2 Business of the City by Motion: 2014 CIPP Sewer Rehabilitation Contract A: For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: David Stoneback, Utilities Director Lara Biggs, Superintendent – Construction & Field Services Subject: 2014 CIPP Sewer Rehabilitation Contract A (Bid No. 14-12) Date: March 5, 2014 Recommended Action: Staff recommends that City Council authorize the City Manager to execute a contract for the 2014 Cured-In-Place Pipe Lining Contract A (Bid No. 14-12) with Insituform Technologies USA, LLC (17988 Edison Avenue, Chesterfield, MO) in the amount of $318,989.40. Funding Source: Funding for this work will be from the Sewer Fund, Account 7420.62461, which has an allocation of $515,000 for this type of sewer rehabilitation work. Summary: This contract includes the rehabilitation of approximately 8,189 feet of combined sewer main ranging in size from 9-inch diameter to 24-inch diameter at 31 different sites. A location map indicating where the work will take place is attached. The sewer mains were identified as needing rehabilitation during the closed circuit TV inspection of sewer mains under or adjacent to streets scheduled for resurfacing during the 2014 construction season. The sewer rehabilitation work is to be completed by June 15, 2014. The contract documents for this project were sent only to the seven contractors pre- qualified to perform this type of work as a result of RFQ 13-60. These contractors submitted information demonstrating that the product they intend to use meets specific minimum requirements; that they are trained and approved to install the product; and that they have a minimum amount of experience installing the product. Council approved the pre-qualification of these contractors on October 28, 2013. A list of the prequalified contractors is attached. Memorandum 54 of 395 Bids for the subject project were opened and publicly read on Tuesday, March 4, 2014. Four of the seven pre-qualified contractors submitted bids for this project. Contractor Information: Contractor Address Pipeline Solutions/ American Pipe Liners, Inc. P.O. Box 28, Highland Park, IL Insituform Technologies, USA, Inc 17988 Edison Avenue, Chesterfield, MO SAK Construction, LLC 864 Hoff Road, O’Fallon, MO Visu-Sewer of Illinois, LLC 9014 S. Thomas Avenue, Bridgeview, IL Pricing Summary: The submitted bids can not be withdrawn or canceled for a period of sixty (60) calendar days following the bid opening, or until May 3, 2014. The bids were reviewed by Lara Biggs, Superintendent – Construction & Field Services. Attached is a bid tabulation summary showing the bid results from the six contractors that submitted. Contractor Bid Price Insituform Technologies, USA, Inc $318,989.40 Pipeline Solutions/ American Pipe Liners, Inc. $373,574.50 Visu-Sewer of Illinois, LLC $383,628.20 SAK Construction, LLC $417,662.05 Insituform has completed many CIPP sewer rehabilitation projects with the City of Evanston, and staff is satisfied with the quality of their work. Insituform has requested a waiver for the City’s Local Employment Program Ordinance and partial wavier M/W/EBE program. A memo reviewing their compliance request for M/W/EBE program is attached. The second lowest bidder, Pipeline Solutions/American PipeLiners, Inc. has stated that they will comply with the LEP program. However, their estimate for total labor on this job is $60,000 and the LEP program requirement is 15% of this amount. Therefore, the 15% requirement would equal $9,000. The City would effectively spend an additional $54,585 (the difference between the low and next lowest bidder) to obtain $9,000 in labor for an Evanston resident, assuming 100% compliance. As an alternative, staff recommends contracting with the low bidder, Insituform Technologies, USA, Inc. and creating an additional apprentice position in the Sewer Fund for 2014 at an estimated annual cost of $25,000. By subtracting the cost ($25,000) from the $54,585 savings by contracting with Insituform, the Utilities Department saves $29,585 on the contract and gains the benefit of an extra employee. 55 of 395 Alternatives: The Council can elect to choose Pipeline Solutions/Americian Pipe Liners, Inc. as the next lowest, qualified bidder that has stated compliance with the LEP program. Legislative History: On October 28, 2013, the City Council approved the list of pre-qualified CIPP rehabilitation contractors (RFP 13-60) Attachments: 2014 CIPP Sewer Rehabilitation Contract A Location Map List of Prequalified Contractors Approved by City Council on October 28, 2013 Bid Tabulation for Bid 14-12 2014 CIPP Sewer Rehabilitation Contract A M/W/EBE Compliance Review Memo 56 of 395 57 of 395 Item Pipe Dia Street BASIN FROM MH TO MH Units Unit Insituform Pipeline Solutions Visu- Sewer SAK 1 9 Harrison St B04 8001 7990 148 LF $6,260.40 $ 6,660.00 5,083.80$ 5,098.60$ 2 9 Alley, N Colfax, E Hartrey B04 4405-A 4405 200 LF $6,240.00 $ 7,200.00 6,870.00$ 6,890.00$ 3 9 Alley, N Colfax, E Hartrey B04 4405-A1 4405-A 142 LF $4,430.40 $ 5,254.00 4,877.70$ 4,891.90$ 4 9 Hartrey Ave B04 2210 2205 280 LF $7,616.00 $ 9,520.00 9,618.00$ 9,646.00$ 5 9 Hartrey Ave B04 2205 2200 287 LF $7,806.40 $ 9,758.00 9,858.45$ 9,887.15$ 6 18 Colfax St B04 4050 3500-T 202 LF $14,079.40 $ 17,372.00 14,140.00$ 17,018.50$ 7 9 Dartmouth Pl B82 10105 10100 81 LF $5,038.20 $ 4,050.00 2,782.35$ 2,790.45$ 8 12 Dartmouth Pl B82 10103 10100 186 LF $9,058.20 $ 8,184.00 7,719.00$ 8,081.70$ 9 15 Woodland Rd B06 4150 4125 150 LF $7,305.00 $ 6,900.00 8,812.50$ 7,770.00$ 10 15 Woodland Rd B06 4200 4150 230 LF $11,201.00 $ 10,580.00 13,512.50$ 11,914.00$ 11 12 Woodland Rd B06 4300 4200 203 LF $9,033.50 $ 7,714.00 8,424.50$ 8,820.35$ 12 12 Bennett Ave B06 4310 4300 160 LF $5,856.00 $ 6,080.00 6,640.00$ 6,952.00$ 13 12 Bennett Ave B06 4320 4300 172 LF $6,295.20 $ 6,708.00 7,138.00$ 7,473.40$ 14 24 Oak Ave B82 3673 3672 87 LF $13,058.70 $ 8,830.50 15,877.50$ 19,009.50$ 15 10 Fowler Ave B09 3175 3150 206 LF $6,200.60 $ 7,004.00 7,076.10$ 7,786.80$ 16 10 Fowler Ave B09 3150 3100 323 LF $9,722.30 $ 10,982.00 11,095.05$ 12,209.40$ 17 12 Fowler Ave B09 3075 3050 163 LF $5,639.80 $ 6,031.00 6,764.50$ 7,082.35$ 18 12 Fowler Ave B09 3050 3000 332 LF $11,487.20 $ 12,284.00 13,778.00$ 14,425.40$ 19 15 Darrow Ave B09 10060 10050 335 LF $16,314.50 $ 16,080.00 19,681.25$ 17,353.00$ 20 9 Crain St B81 5692 5690 214 LF $7,554.20 $ 7,490.00 7,350.90$ 7,372.30$ 21 18 Washington St B11 9360 9330 169 LF $8,466.90 $ 12,675.00 11,830.00$ 14,238.25$ 22 18 Washington St B11 9400 9360 334 LF $16,733.40 $ 22,378.00 23,380.00$ 28,139.50$ 23 18 Keeney St B83 17000 16600 225 LF $11,362.50 $ 15,750.00 15,750.00$ 18,956.25$ 24 12 Judson B83 16300 16000 259 LF $10,411.80 $ 10,360.00 10,748.50$ 11,253.55$ 25 21 Oakton St B11 14500 14250 223 LF $18,575.90 $ 16,725.00 22,746.00$ 26,269.40$ 26 18 Oakton St B11 16000 15500 310 LF $14,663.00 $ 20,770.00 21,700.00$ 26,117.50$ 27 18 Oakton St B11 16250 16000 299 LF $14,142.70 $ 21,528.00 20,930.00$ 25,190.75$ 28 10 Florence Ave B13 9110 9100 180 LF $6,390.00 $ 6,840.00 6,183.00$ 6,804.00$ 29 10 Florence Ave B13 9100 9000 176 LF $6,248.00 $ 6,688.00 6,045.60$ 6,652.80$ 30 18 Kirk St B13 9500 9000 214 LF $14,509.20 $ 15,408.00 14,980.00$ 18,029.50$ 31 18 Keeney St B83 16600 16000 223 LF $11,261.50 $ 16,056.00 15,610.00$ 18,787.75$ 32 Reinstate Laterals 205 EA $14,350.00 $ 32,390.00 25,625.00$ 20,500.00$ 33 Trim Protruding Taps which Inhibit Installation 5 EA $1,677.50 $ 1,325.00 1,000.00$ 4,250.00$ TOTAL BASE BID $318,989.40 $373,574.50 $383,628.20 $417,662.05 BID TABULATION CITY OF EVANSTON, ILLINOIS 2014 CIPP SEWER REHABILITATION, CONTRACT A (BID 14-12) 58 of 395 City of Evanston RFQ Number: 13-60RFQ Due: 2:00 p.m., October 9, 2013 Room 4200, Lorraine H. Morton Civic Center, 2100 Ridge Ave., Evanston, IL 60201Company NameCity/StateHoerr Construction, Inc.Peoria, IL 61612Pipeline Solutions, LLC/American Pipe Liners, Inc.Highland Park, IL 60035Visu-Sewer, Inc.Pewaukee, WI 53072Kenny , A Granite CompanyNorthbrook, IL 60062SAK ConstructionOfallon, MO 63366Michels CorporationBrownsville, WI 53006InsituformChesterfield, MO 63005Prequalification For Cured-In-Place Pipe Sewer Rehabilitation59 of 395 To: Dave Stoneback, Utilities Director Lara Biggs, Superintendent – Construction & Field Services From: Tammi Turner, Purchasing Manager Subject: Contract Award Recommendation to Insituform Technologies USA, LLC for the 2014 CIPP Sewer Rehabilitation Contract A, Bid #14-12 Date: March 24, 2014 The goal of the Minority, Women, and Evanston Business Enterprise Program (M/W/EBE) is to assist such businesses with opportunities to grow. In order to help ensure such growth, the City has established a 25% M/W/EBE subcontracting participation goal for general contractors. With regard to 2014 CIPP Sewer Rehabilitation Contract A, Bid # 14-12, in the base bid amount of $318,989.40, the primary contractor to Insituform Technologies USA, LLC has subcontracted the following: Name of M/W/EBE Scope of Work Contract Amount % MBE WBE EBE Sheridan Plumbing and Sewer TV/Clean Measure $36,861.25 11.6% X Total M/W/EBE $36,861.25 11.6% Insituform Technologies USA, LLC has requested a waiver for the remaining 13.4% MWEBE participation goal. A 13.4% MWEBE waiver is granted. Insituform Technologies USA, LLC will receive credit for 11.6% M/W/EBE participation. Cc: Marty Lyons, Assistant City Manager/CFO Memorandum 2014 CIPP Sewer Rehabilitation Contract A, Bid # 14-12, M/W/EBE Subcontracting Participation Partial Waiver 60 of 395 For City Council meeting of March 24, 2014 Item A3.3 Business of the City by Motion: Reservoir & Clearwell Planning Study (RFP 14-10) For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: David Stoneback, Director of Utilities Lara Biggs, Superintendent of Construction & Field Services Subject: Agreement for Reservoir and Clearwell Planning Study (RFP 14-10) Date: March 11, 2014 Recommended Action: Staff recommends City Council authorize the City Manager to execute an agreement for the Reservoir and Clearwell Planning Study (RFP 14-10) with CDM Smith (125 South Wacker Drive, Suite 600, Chicago, IL) in the not-to-exceed amount of $86,359.00. Funding Source: Funding will be from the Water Fund (Account No. 733126.62140). This project is budgeted at $100,000 for FY 2014. Background: The City of Evanston owns and operates a 5 Million Gallon (MG) finished water storage facility on property owned by Northwestern University. This facility was constructed in 1934. The City also has eight clearwells located under the filters inside the water treatment plant which hold a total of 4.4 MG of finished water. The clearwells were constructed in phases, from 1913 to 1964. Working together, the reservoir and the clearwells provide the following functions at the water treatment plant: 1. Finished Water Storage – A total of 9.4 MG of nominal finished water storage is provided by the reservoir and clearwells. This is available for immediate use if the water plant has to shut down temporarily. 2. Water Treatment – The Enhanced Surface Water Treatment Rule requires filtered water to have a certain amount of chlorine contact time prior to leaving the treatment plant in order to guarantee effective disinfection. This time is provided by the clearwells and the reservoir. 3. Efficient Pump Operation – The High Lift Pumps are constant speed pumps ranging in size from 10 mgd to 25 mgd. In order to meet a constantly changing Memorandum 61 of 395 system demand, the reservoir provides a cushion so that pumps do not need to be frequently turned on and off. In 2010, CTL performed an inspection of two of the oldest clearwells. That study determined that significant concrete repair work would be needed within the near future. These repairs have not yet been completed. The clearwells will need to be taken out of service to complete this work. In 2012, an inspection by CTL revealed extensive cracking in the roof of the reservoir, and CTL recommended it be repaired or replaced within 5 years. Studies by other engineering firms have since confirmed these recommendations. During icing events and other emergency operations over the past 5 years, it has become apparent that there is an overall shortage of finished water storage at the water plant. Although the plant nominally has 9.4 MG of storage, in reality only a portion of this is available at any given time. Plant hydraulics do not allow the high lift pumps to be able to use all of the stored water in the clearwells and reservoir. While staff has been able to provide continuous water during emergency operations, the plant only has about 12 - 15 hours of effective finished water storage. Any emergency extending beyond this time frame runs into the possibility of a system shutdown. The scope of work for this planning study was developed to investigate all of these issues and determine the best combination of reservoir and clearwell projects to meet the needs of Evanston, now and into the future. The Reservoir and Clearwell Planning Study (RFP 14-10) includes the following analyses: 1. Evaluate the finished water storage needs for Evanston using industry best management practices and regulatory requirements. 2. Determine the feasibility and life cycle costs of meeting Evanston’s finished water storage needs using the following alternatives: a. Alternative 1 – Repair the 1934 Reservoir and 1913 Clearwells, upgrading them to be able to use more of the finished water in the event of an emergency. b. Alternative 2 – Replace the 1934 Reservoir in the existing footprint. c. Alternative 3 – Replace the 1934 Reservoir in a larger footprint. d. Alternative 4 – Construct a new clearwell on the east side of Sheridan Road between Milburn Street and the existing Head House of the Water Treatment Plant. This alternative may require work on vacant property currently owned by the City, such property which is adjacent to the single family residence at 2437 Sheridan Road. At this very early point in time, it is impossible to know the extent and scope of this alternative. e. Alternative 5 – Construct a new reservoir at Leahy Park. This would include reconfiguring Leahy Park to provide similar facilities to the current park once the reservoir is completed. f. Alternative 6 – Rehabilitate the 1934 Reservoir roof slab in place. 62 of 395 Analysis: The Request for Proposal (RFP) was advertised on Demandstar and in the Chicago Tribune. Proposals were received on February 11, 2014. A total of five proposals were received as summarized below. Vendor Information Vendor Address Baxter & Woodman, Inc. 8430 W. Bryn Mawr Ave., Suite 400, Chicago, IL Carollo Engineers, Inc. 1200 Shermer Road, Suite 214, Northbrook, IL CDM Smith Inc. 125 S. Wacker Drive, Suite 600, Chicago, IL Crawford, Murphy & Tilly, Inc. 550 North Commons Drive, Suite 116, Aurora, IL Greeley & Hansen LLC 100 S. Wacker Drive, Suite 1400, Chicago, IL The pricing of the proposals received is as follows: Proposed Pricing Information Vendor Price CDM Smith Inc. $86,359 Greeley & Hansen LLC $88,275 Baxter & Woodman Inc. $91,768 Carollo Engineers, Inc. $94,126 Crawford, Murphy & Tilly, Inc. $99,500 The proposals were reviewed by: • Lara Biggs, Superintendent – Construction & Field Services • Jay Henderson, Pumping Division Chief • Kevin Lookis, Superintendent – Water Production • Kristin Rehg, Management Analyst – Utilities • David Stoneback, Utilities Director • Tammi Turner, Purchasing Manager The averaged scoring of the proposals was as follows: Selection Criteria Max Pts CDM Smith Greeley & Hansen Carollo CMT Baxter & Woodman Firm Qualifications/Experience 20 19 19 18 15 13 Team/Project Mgr Quals/Exp 20 19 15 16 14 13 Project Approach 20 19 18 18 15 17 Cost 10 10 10 8 6 8 Completeness of Proposal 10 8 10 9 9 9 Willingness to Execute Agreement 10 10 10 10 10 10 M/W/EBE Participation 10 8 10 10 9 7 TOTALS 100 93 92 89 77 76 63 of 395 Two consultants had very similar scores rating them as highly qualified. Staff is recommending award to CDM Smith because of their experience on similar types of projects for a wide variety of clients as well as their use of highly experienced staff. Although Greeley and Hansen also scored well in the evaluation, much of the work in their proposal is being done by less-experienced staff with no reservoir/clearwell experience. CDM Smith has done numerous projects for the City of Evanston, including an initial assessment of the structural condition of the reservoir. The quality of their work has been good. CDM requested a partial waiver of the M/W/EBE goals. A memo reviewing compliance with the City of Evanston M/W/EBE requirements is attached. Attachments: Memo on Compliance with the M/W/EBE Program 64 of 395 To: David Stoneback, Director of Utilities Lara Biggs, Superintendent of Construction & Field Services From: Tammi Turner, Purchasing Manager Subject: Reservoir and Clearwell Planning Study (RFP 14-10) Date: March 24, 2014 The goal of the Minority, Women, and Evanston Business Enterprise Program (M/W/EBE) is to assist such businesses with opportunities to grow. In order to help ensure such growth, the City has established a 25% M/W/EBE subcontracting participation goal for general contractors. With regard to Reservoir and Clearwell Planning Study, RFP 14-10, in the base amount of $86,359.00, the primary contractor CDM Smith, has subcontracted the following: Name of M/W/EBE Scope of Work Contract Amount % MBE WBE EBE Vistara Construction Services, Inc. Cost Estimating $5,000.00 5.8% X Ardmore Associates Site, Civil, & Storm Water Mgmt $6,500.00 7.5% X Wang Engineering Geotechnical Svs. $3,500.00 4% X Total M/W/EBE $15,000.00 17.3% CDM Smith has requested a waiver for the remaining 7.7% MWEBE participation goal. A 7.7% MWEBE waiver is granted. CDM Smith will receive credit for 17.3% M/W/EBE participation. Cc: Marty Lyons, Assistant City Manager/CFO Memorandum Reservoir and Clearwell Planning Study (RFP 14-10), M/W/EBE Subcontracting Participation Partial Waiver 65 of 395 To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: Dave Stoneback, Director of Utilities Kevin Lookis, Water Production Superintendent Subject: Renewal of Annual Harris Maintenance and Support Agreement Date: March 13, 2014 Recommended Action: Staff recommends that City Council authorize the City Manager to execute a renewal of the annual sole source maintenance and support agreement for the term March 1, 2014 through February 28, 2015 with Harris Computer Systems (1 Antares Drive, Suite 400, Ottawa, Ontario) for Harris NorthStar Utility Billing software, in the amount of $42,698.96. Funding Source: Utilities Department: • Account 7125.62340 $42,698.96 Annual maintenance and support for 2013 was $40,665.68. The renewal cost for 2014 reflects a five percent increase from the previous year. Summary: Annual maintenance and support agreements are standard in the technology industry and are typically assessed by software companies to continuously improve software applications as well as to fund support centers with skilled employees for customers in order to resolve problems as quickly as possible. The City, as a customer with an active maintenance and support agreement, has access to all available fixes, updates, upgrades and enhancements to the software as well as access to online and telephone customer support. This is a sole-source request because the only option for continuous comprehensive maintenance and support of the Harris NorthStar application is Harris Computer Systems as the developer and distributor of the software. There are no independent third-party businesses that provide support for this product. Memorandum For City Council meeting of March 24, 2014 Item A3.4 Business of the City by Motion: Renewal of Harris Maintenance Agreement For Action 66 of 395 History: Harris NorthStar Utility Billing Software (known in Evanston as AQUAS) is a utility billing system that has been used by the Utilities Department since 2009. The AQUAS system is used for billing customers for water, sewer and sanitation charges. Alternatives: Currently, there are no practical alternatives to this renewal. 67 of 395 For the City Council Meeting of May 10, 2010 Item # For City Council Meeting of March 24, 2014 Item A3.5 Business of the City by Motion: Two (2) Replacement Utilities Vehicle Purchases For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: Suzette Robinson, Director of Public Works David Stoneback, Director of Utilities Lonnie Jeschke, CPFP, Manager Fleet Services Subject: Purchase of Two Replacement Vehicles for Utilities Date: March 3, 2014 Recommended Action: Staff recommends City Council approval for the purchase of two (2) replacement vehicles for the Utilities Department in the total amount of $167,808 as follows: from Currie Motors (9423 W. Lincoln Highway, Frankfort, IL) in the amount of $34,511 and from Rush Truck Center (formerly Prairie Archway International, 401 S. Dirksen Parkway, Springfield, IL) in the amount of $133,297. Funding Source: Funding for both vehicles will be from the Water Capital Outlay budget, account (7130.65550), which has a FY2014 allocation of $184,600. This proposed expenditure represents 92.5% of this budgeted amount. Summary: The details of the vehicles/units to be replaced are listed below: Division/Department Unit # Description Model Year Condition Original Purchase Price L.T.D. Repair $$’s Utilities-Admin 915 Ford F-350 1999 Poor $27,942 $11,027 Utilities-Distribution 920 I.H. 4700LP 2000 Very Poor $72,587 $67,946 The recommended replacement unit purchases are as follows: Memorandum 68 of 395 Division Unit # Replacement Description Model Year Purchase Price Type of Bid or Quote Vendor Utilities- Admin 915 Ford F-250 2015 $34,511.00 NWMC Currie Motors Utilities- Distribution 920 I.H. 4300 M7 2014 $133,297.00 State Bid # PSD 4017341 Rush Truck Centers The vehicles listed for replacement support daily operations of the Utilities Department. The replacement of these two (2) vehicles is crucial for safe, reliable, and cost effective operations on a daily basis. The Ford F-250 (# 915) and the International Harvesters (# 920) will be capable of operating on B-20 bio-diesel fuel and are equipped with “exhaust gas recirculation” (EGR) systems which emit only harmless water vapors with no particulate matter. This is the latest available vehicle emission technology in the market place at this point in time. The Northwest Municipal Conference Suburban Purchasing Cooperative Competitive Bid (SPC) winner which is Currie Motors will be utilized for the purchase of the Ford F- 250. The International Harvester 4300 purchase will be from Rush Truck Centers formerly (Prairie Archway International). They are the State Bid winner for this type of vehicle. There are no Evanston based businesses that can provide these types of vehicles. Attachments Specifications for two (2) replacement vehicle purchases. 2 69 of 395 70 of 395 71 of 395 72 of 395 73 of 395 74 of 395 75 of 395 76 of 395 77 of 395 78 of 395 79 of 395 80 of 395 81 of 395 82 of 395 For the City Council Meeting of May 10, 2010 Item # For City Council Meeting of March 24, 2014 Item A3.6 Business of the City by Motion: 2014 Purchase of Eight Police Vehicles For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: Suzette Robinson, Director of Public Works Lonnie Jeschke, CPFP, Manager, Fleet Services Subject: Police Replacement Vehicle Purchases for 2014 Date: March 11, 2014 Recommended Action: Staff recommends City Council approval for the purchase of eight (8) police units in the total amount of $212,104.00 from Currie Motors, 9423 W. Lincoln Highway, Frankfort, Illinois 60423. Funding Source: Funding for these vehicles will be from the Equipment Replacement Fund budget account (7780.65550) which has a budgeted amount of $2,694,000.00. The proposed expenditures for these eight (8) replacement units amount to 7.8% of this budget. Summary: The details of the vehicles/units to be replaced are listed below: Department/Division Unit # Description Model Year Condition Original Purchase Price L.T.D. Repair $$’s L.T.D. Mileage E.P.D. Patrol Ops. 43 Ford C.V. 2009 Very Poor $24,837 $33,055 91,030 E.P.D. Patrol Ops. 57 Ford C.V. 2009 Very Poor $24,837 $30,693 81,322 E.P.D. Patrol Ops. 68 Ford C.V. 2009 Poor $24,837 $21,538 70,161 E.P.D. Ops. Supv. 50 Ford C.V. 2009 Very Poor $23,366 $35,590 48,894 E.P.D. Patrol Ops. 69 Ford C.V. 2009 Very Poor $23,366 $27,059 59,837 E.P.D. NET 27 Ford C.V. 2005 Very Poor $22,681 $35,423 81,110 E.P.D. Juvenile 71 Ford C.V. 2009 Poor $24,837 $18,902 72,657 E.P.D. Crim. Inv. 74 Ford C.V. 2004 Poor $23,732 $27,255 66,386 Memorandum 83 of 395 The recommended replacement unit purchases are as follows: Division Unit # Replacement Description Model Year Purchase Price Type of Bid Vendor E.P.D. Patrol Ops. 43 Ford Pursuit SUV 2014 $26,560 NWMC SPC Currie Motors E.P.D. Patrol Ops. 57 Ford Pursuit SUV 2014 $26,560 NWMC SPC Currie Motors E.P.D. Patrol Ops. 68 Ford Pursuit SUV 2014 $26,560 NWMC SPC Currie Motors E.P.D. Patrol Ops. 50 Ford Pursuit SUV 2014 $26,560 NWMC SPC Currie Motors E.P.D. Patrol Ops. 69 Ford Pursuit SUV 2014 $27,130 NWMC SPC Currie Motors E.P.D. Net 27 Ford Pursuit SUV 2014 $26,596 NWMC SPC Currie Motors E.P.D. Juvenile 71 Ford Pursuit SUV 2014 $26,069 NWMC SPC Currie Motors E.P.D. Crim. Inv. 74 Ford Pursuit SUV 2014 $26,069 NWMC SPC Currie Motors The vehicles listed above for replacement, support daily operations for the Evanston Police Department. The replacement of these vehicles is crucial for safe, reliable, environmentally friendly, and cost effective operations on a 24/7 basis. All eight (8) vehicles are six (6) cylinder units with eco-boost technology for increased miles per gallon driven and reduced emissions as a result of the latest vehicle emission technology available in the market place at this point in time. The eight (8) police units will be fueled with 87 octane fuel. The Northwest Municipal Conference (NWMC) Suburban Purchasing Cooperative Competitive Bid (SPC) winner which is Currie Motors will be utilized for the purchase of these eight (8) units. Currie Motors has been a responsive and responsible bid winner of the NWMC for many years and as such, have provided timely turn-around to our ordering and timely delivery needs. There are no Evanston based businesses that can provide these types of vehicles with these types of unit pricing. Attachments Specifications & pricing for eight (8) replacement unit purchases. 2 84 of 395 85 of 395 86 of 395 87 of 395 88 of 395 89 of 395 90 of 395 91 of 395 92 of 395 93 of 395 94 of 395 95 of 395 96 of 395 97 of 395 98 of 395 99 of 395 100 of 395 101 of 395 102 of 395 103 of 395 104 of 395 105 of 395 106 of 395 107 of 395 108 of 395 109 of 395 110 of 395 111 of 395 112 of 395 113 of 395 114 of 395 115 of 395 116 of 395 For City Council meeting of March 24, 2014 Item A3.7 Business of the City by Motion: Emergency Lighting & Sirens For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: Suzette Robinson, Director of Public Works Lonnie Jeschke, CPFP, Fleet Manager Subject: Renewal of Contract for Emergency Lighting & Sirens (Bid 13-15) Date: March 12, 2014 Recommended Action: Staff recommends City Council approval of a one (1) year contract renewal for the purchase of emergency lighting, sirens and after-market products and services in the amount of $68,973.60 to Havey Communications Inc. (28835 Herky Drive # 117, Lake Bluff, Illinois 60044). Funding Source: Staff proposes that this purchase be funded 50% from the Equipment Replacement Fund 7780.65550, ($34,486.80) and 50% from the Fleet Maintenance Fund 7710. 65060,($34,486.80). Summary: In March, 2013, staff solicited bids for the purchase of emergency lighting, sirens and after-market products for Police, Fire and various other departments. The proposed contract was approved for (1) one year, by City Council May 28, 2013, with the right to extend the contract for up to three (3), one (1) year periods. Havey Communications Inc. was the successful bidder with the lowest bid price. Bids were advertised with a due date of March 12, 2013. Bids were received as follows: Company Name City/State Description Bid Amount Havey Communications Lake Bluff, Illinois Parts & Services $68,973.60 Ultra Strobe Communications Crystal Lake, Illinois Parts & Services $83,477.80 Auto Truck Group Bartlett, Illinois Parts & Services $94,168.00 Dual Fuel Systems (Diversified Fleet Services) Batavia, Illinois Parts & Services $124,436.00 Memorandum 117 of 395 Based on Bid 13-15 results and approval last year, staff recommends approval of a one (1) year extension to Havey Communications Inc. since they have been responsive and responsible and provided timely and cost effective services during calendar year 2013 and for many years prior to last year. In addition, Havey Inc. has agreed to hold their present pricing, terms and conditions for 2014 in a letter dated February 28, 2014. There is no Evanston based business that can provide these products & services. Due to lack of subcontracting opportunities, a M/W/EBE wavier was granted previously. Attachment Havey Letter Dated February 28, 2014 Page 2 of 2 118 of 395 119 of 395 For City Council meeting of March 24, 2014 Item A3.8 Business of the City by Motion: Contract Extension for Concrete Purchase For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: Suzette Robinson, Director of Public Works James Maiworm, Superintendent of Streets and Sanitation Subject: Approval of Contract Extension for Concrete Purchase Date: March 14, 2014 Recommended Action: Staff recommends City Council authorize the City Manager to execute a one year contract extension with Ozinga Ready Mix Concrete, Inc. (2222 South Lumber Street, Chicago, IL) for a total of $64,000 for the FY2014 purchase of: 350 cubic yards of concrete at a cost of $101.00 per cubic yard; 200 cubic yards of high early strength concrete at a cost of $121.00 per cubic yard; and 50 cubic yards of flowable fill at a cost of $89.00 per cubic yard. Funding Source: Funding for this purchase will be as follows: Street and Alley Maintenance, 2670.65055 $48,800 Water Fund, 7115.65051 $ 7,600 Sewer Fund, 7400.65051 $ 7,600 Summary: In May 2011, staff solicited bids for the purchase of concrete. The proposed contract was for a one-year period with the right to extend the contract for up to four, one-year periods. This is the third one-year contract extension. Per the terms of the contract, staff has negotiated with Ozinga RMC, Inc. to establish the purchase price based on the market conditions and other competitive bid pricing in the area. Based on market conditions, a slight price increase will occur this year. Ozinga’s Evanston plant has been the provider of concrete for Public Works in-house street and sidewalk maintenance program for over ten years. The contract terms include a provision in which the City can increase or decrease the quantities of concrete purchased by 30%. Memorandum 120 of 395 To ensure that the price quoted by Ozinga was competitive staff solicited quotes from two additional vendors for 350 cubic yards of basic concrete and received verbal quotes of $102.50 per cubic yard and $108.00 per cubic yard both which are higher than Ozinga’s quote of $101 per cubic yard. Staff recommends awarding a one-year contract extension for concrete to Ozinga. Ozinga complies with the City’s M/W/EBE policy. Page 2 of 2 121 of 395 Program For City Council meeting of March 24, 2014 Item A3.9 Business of the City by Motion: Engineering Services for Central Street Improvement Project For Action To: Honorable Mayor and Members of the City Council Administration & Public Works Committee From: Suzette Robinson, Director of Public Works Homayoon Pirooz, P.E., Assistant Director for Infrastructure & Engineering Sat Nagar, P.E., Senior Project Manager, Infrastructure & Engineering Subject: Engineering Services for Central Street Improvement (Hartrey Avenue to Eastwood Avenue) (RFP 13-62) Date: March 13, 2014 Recommended Action: Staff recommends City Council authorize the City Manager to execute the agreement for engineering services for the Central Street Improvement Project in the amount of $297,950.00, with Infrastructure Engineering, Inc. (33 West Monroe Street, Suite 1540, Chicago, IL 60603). Funding Source: The funding for this work will be from the FY2014 Capital Improvement Plan (CIP): as follows: FY 2014 Central Street Sidewalk Project 415924 $275,000 FY 2014 Pedestrian Safety Improvements Project 416434 $ 22,950 Summary: The City issued a Request for Proposal (RFP) for engineering evaluation and design alternatives for the following improvements: • Streetscape and Sidewalk Improvements at Central Street (Hartrey Ave - Green Bay Rd), Green Bay Road (Harrison St - Isabella St), Prairie Ave (Harrison St - Central Street), Harrison St (Prairie Ave - Green Bay Rd), Central St (Green Bay Rd - Eastwood Ave) • Intersection Evaluations and Analysis at Central St - Green Bay Rd, Central St - Poplar Avenue - Broadway Avenue, Central Street - Prairie Ave, and • Traffic Impact Study and Analysis for Central Street (Hartrey Ave - Eastwood Ave), and Green Bay Road (McCormick Blvd. - Isabella St) Memorandum 122 of 395 Each proposer was asked to address in their proposal the follow work items: Community Outreach, Traffic Data Collection, Travel Demand, Surveying, Storm Water Run-Off Analysis, Sustainability Opportunities, Streetscape Plans, Pedestrian and Bike Access and Safety, Intersection Analysis, Accessibility Enhancements, Aesthetics, Phase I Engineering Plans for the Intersections and Construction Plans for Streetscape Improvements. Nine (9) professional engineering firms responded to the RFP. The consultant selection committee consisting of Director of Public Works, Assistant Director for Infrastructure & Engineering, Senior Project Manager, Senior Traffic Engineer, Neighborhood Planner, Economic Development Planner and the Purchasing Manager reviewed the submitted proposals. The ratings of the top four (4) consultants are listed below. Firms Qualification & Expertise (25%) Cost (25%) Organization, Content and Completeness of Proposal (30%) City’s Prof. Services Agreement (10%) M/W/EBE Participation (10%) Total (100%) Gewalt Hamilton Associates 21 25 22 8 10 86 Hampton Lenzini and Renwick 22 25 23 7 8 85 Infrastructure Engineering 22 25 25 6 10 88 Stanley Consultants 23 25 26 6 8 88 The cost between each of the proposals listed above was within $3,000 of each other with the lowest being $295,282 and the highest $298,880. Staff conducted interviews with the project team of each of the four firms. As result of the interviews Infrastructure Engineering’s presentation demonstrated the best project approach and the most innovation. As a certified MBE, Infrastructure Engineering Inc. total M/W/EBE value is 100 % of the contract amount of $297,950. Attachments: Project Scope & Fee Project Location Map Memo M/W/EBE 123 of 395 124 of 395 125 of 395 126 of 395 127 of 395 128 of 395 129 of 395 130 of 395 131 of 395 132 of 395 !(!(!(!( P r a i r i e A v e Lincoln St Central St Livingston St St e w a r t A v e Harrison St G r e e n B a y R d Pioneer RdChancellor St Isabella St Pr a i r i e A v e Jenks St Hartzell St JenksStHarrison StWoodbine AveP o plar A v e Isabella St Harrison StBrown AveP o p l a r A v eHartreyAveP o p l a r A v e Broadway AveEastwood AveEastwood AveTorgerson McCulloch Howell Independence Ellingwood Central Street Improvement Project CentralStImprovements.mxd - 3/13/2014This map is provided "as is" without warranties of any kind. See www.cityofevanston.org/mapdisclaimers.html for more information. !(Intersection Evaluation & Analysis Streetscape & Sidewalk Improvements ´ 0 200 400100 Feet 133 of 395 To: Suzette Robinson, Director of Public Works Homayoon Pirooz, P.E., Assistant Director for Infrastructure & Engineering Sat Nagar, P.E., Senior Project Manager, Infrastructure & Engineering From: Tammi Turner, Purchasing Manager Subject: Request for Proposal 13-62, Engineering Services for Central Street Improvements (Hartrey Avenue to Eastwood Avenue) Date: March 24, 2014 The goal of the Minority, Women and Evanston Business Enterprise Program (M/W/EBE) is to assist such businesses with opportunities to grow. In order to help ensure such growth, the City’s goal is to have general contractors utilize M/W/EBEs to perform no less than 25% of the awarded contract. With regard the recommendation for RFP 13-62, Engineering Services for Central Street Improvements (Hartrey Avenue to Eastwood Avenue), Infrastructure Engineering is found to be in initial compliance with the goal because they are a certified Minority Business Enterprise. Infrastructure Engineering total base bid is $297,950.00, and will receive 100% credit. Name of M/W/EBE Scope of Work Contract Amount % MBE WBE EBE Infrastructure Engineering Prime Contractor $297,950.00 100% X Total M/W/EBE $297,950.00 100% Cc: Martin Lyons, Assistant City Manager/CFO Memorandum RFP 13-62, Engineering Services for Central Street Improvements (Hartrey Avenue to Eastwood Avenue), M/W/EBE Memo, 03.24.2014 134 of 395 Program For City Council meeting of March 24, 2014 Item A3.10 Business of the City by Motion: 2014 MFT Street Resurfacing Program For Action To: Honorable Mayor and Members of the City Council Administration & Public Works Committee From: Suzette Robinson, Director of Public Works Homayoon Pirooz, P.E., Assistant Director for Infrastructure & Engineering Sat Nagar, P.E., Senior Engineer, Infrastructure & Engineering Subject: 2014 MFT Street Resurfacing Construction Contract Award (Bid 14-09) Date: March 13, 2014 Recommended Action: Staff recommends the City Council authorize the City Manager to execute the construction contract for the 2014 MFT Street Resurfacing Project with Chicagoland Paving (225 Telser Road, Lake Zurich, IL 60047) in the amount of $1,119,900.00 (Bid 14-09) Funding Source: Funding will be provided from the approved 2014 Motor Fuel Tax Fund, account number 5100.66515. Summary: The 2014 Motor Fuel Tax (MFT) Street Resurfacing Project includes replacement of curb and gutter, installation of ADA accessible ramps at the streets intersections, road base repair, underground utilities repair, removal of old asphalt surface and installation of new asphalt pavement. The 2014 MFT Streets for resurfacing were selected based on the streets condition ratings by the City’s pavement management consultant, aldermanic requests, citizen input, and the Public Works Department field inspection. This project is paid for by the 2014 Motor Fuel Tax (MFT) and is administered in accordance with the Illinois Department of Transportation (IDOT) standards. The 2014 CIP Street Improvement Program was approved by the City Council at the September 9, 2013 Council meeting. The streets included in the 2014 MFT Street Resurfacing Project are: Memorandum 135 of 395 Street COLFAX STREET From MARCY AVENUE To CENTRAL PARK AVENUE DARTMOUTH PLACE ORRINGTON AVENUE SHERIDAN ROAD DARROW AVENUE FOSTER STREET SIMPSON STREET DARROW AVENUE MULFORD STREET KIRK STREET DOBSON STREET GREY AVENUE DODGE AVENUE FLORENCE AVENUE KIRK STREET DEAD END NORTH FOREST AVENUE SOUTH BLVD. KEENEY STREET FOWLER AVENUE GREENLEAF STREET DEMPSTER STREET GRANT STREET EWING AVENUE BENNETT AVENUE GREY AVENUE CLEVELAND STREET WASHINGTON STREET HAMLIN STREET MAPLE AVENUE SHERMAN AVENUE HARTREY AVENUE GRANT STREET LINCOLN STREET SHERMAN AVENUE MADISON STREET MAIN STREET SIMPSON STREET GREEN BAY ROAD WESLEY AVENUE WADE STREET DEAD END WEST LELAND AVENUE WESLEY AVENUE GREENLEAF STREET CRAIN STREET The construction plans and specifications for the 2014 MFT Street Resurfacing Project were prepared by City engineering staff and in accordance with the Illinois Department of Transportation (IDOT) requirements, with an engineer’s estimate of $1,393,295. The notice for the project construction contract was advertised in the Chicago Tribune and published in the State Contractors Bulletin on Demand Star. The March 4, 2014 bid prices for the construction contract are shown below: CONTRACTOR BID PRICE Chicagoland Paving $1,119,900.00 A. Lamp Concrete Contractors $1,157,027.45 J.A. Johnson Paving $1,373,739.00 136 of 395 The Chicagoland Paving submitted the lowest responsible bid for the project and satisfies the City’s M/W/EBE goal by including the following subcontractors in their bid: AMS Earth Movers, RAI Concrete, Inc. (Certified WBE Firms) and Precision Pavement Markings, Inc. (Certified DBE Firm). The total value of the estimated M/W/EBE subcontracted work is 25% ($280,303.25). The M/W/EBE schedule and supporting documentation has been reviewed and confirmed by Purchasing, as indicated in the attached memo. IDOT does not allow the use of LEP for MFT funded projects. Legislative History: The 2014 MFT Fund was authorized for the 2014 Street Resurfacing Program at the February 10, 2014 City Council meeting. Attachments: Bid Tab Location Map M/W/EBE Memo 137 of 395 CITY OF EVANSTON TABULATION OF BIDS FOR 2014 MFT RESURFACING OF VARIOUS STREETS 14-00272-00RS DATE: 03 / 10 / 14 TIME: 2:00 P.M. ATTENDED BY: SN Item No.Items Unit Quantity Unit Price Cost UNIT PRICE TOTAL UNIT PRICE TOTAL UNIT PRICE TOTAL 1 Temporary Fence Foot 4,510 2.00$ 9,020.00$ $2.50 $11,275.00 $0.50 $2,255.00 $3.50 $15,785.00 2 Tree Trunk Protection Each 34 150.00$ 5,100.00$ $75.00 $2,550.00 $50.00 $1,700.00 $100.00 $3,400.00 3 Earth Saw Cuts of Tree Roots (Root Prunning)Foot 2,445 4.00$ 9,780.00$ $2.50 $6,112.50 $1.00 $2,445.00 $9.00 $22,005.00 4 Tree Crown Prunning Each 192 50.00$ 9,600.00$ $50.00 $9,600.00 $10.00 $1,920.00 $140.00 $26,880.00 5 Thermoplastic Pavement Marking Line-4”Foot 1,050 1.00$ 1,050.00$ $0.90 $945.00 $1.00 $1,050.00 $1.00 $1,050.00 6 Thermoplastic Pavement Marking Line-6”Foot 4,035 1.60$ 6,456.00$ $1.35 $5,447.25 $1.40 $5,649.00 $1.50 $6,052.50 7 Thermoplastic Pavement Marking Line-8"Foot 690 2.00$ 1,380.00$ $1.85 $1,276.50 $2.00 $1,380.00 $2.00 $1,380.00 8 Thermoplastic Pavement Marking Line-12"Foot 205 3.00$ 615.00$ $2.75 $563.75 $3.00 $615.00 $3.00 $615.00 9 Thermoplastic Pavement Marking Line-24”Foot 1,115 5.00$ 5,575.00$ $5.55 $6,188.25 $6.00 $6,690.00 $6.00 $6,690.00 10 Earth Excavation Cu.Yd.70 45.00$ 3,150.00$ $40.00 $2,800.00 $30.00 $2,100.00 $50.00 $3,500.00 11 Trench Backfill Cu.Yd.239 27.00$ 6,453.00$ $44.10 $10,539.90 $35.00 $8,365.00 $25.00 $5,975.00 12 Granular Backfill Ton 90 27.00$ 2,430.00$ $20.00 $1,800.00 $10.00 $900.00 $25.00 $2,250.00 13 Furnishing and Placing Topsoil, 3”Sq.Yd.3,400 4.00$ 13,600.00$ $3.50 $11,900.00 $2.00 $6,800.00 $0.01 $34.00 14 Sodding, Salt Tolerant Sq.Yd.3,400 7.00$ 23,800.00$ $8.50 $28,900.00 $4.00 $13,600.00 $12.00 $40,800.00 15 Sub-Base Granular Material, Type B (Temporary Use)Cu.Yd.71 30.00$ 2,130.00$ $35.00 $2,485.00 $1.00 $71.00 $35.00 $2,485.00 16 Aggregate Base Course, Type B, 4”Sq.Yd.643 6.00$ 3,858.00$ $4.00 $2,572.00 $2.00 $1,286.00 $2.00 $1,286.00 17 Aggregate Base Course, Type B, 6”Sq.Yd.117 7.00$ 819.00$ $5.75 $672.75 $3.00 $351.00 $3.00 $351.00 18 HES PCC Base Course Widening, 9”Sq.Yd.114 50.00$ 5,700.00$ $51.00 $5,814.00 $50.00 $5,700.00 $95.00 $10,830.00 19 Bituminous Material (Prime Coat)Gal.6,290 2.00$ 12,580.00$ $0.01 $62.90 $0.01 $62.90 $0.01 $62.90 20 Aggregate (Prime Coat)Ton 129 20.00$ 2,580.00$ $0.01 $1.29 $1.00 $129.00 $1.00 $129.00 21 Mixture for Cracks, Joints and Flangeways Ton 21 300.00$ 6,300.00$ $390.00 $8,190.00 $50.00 $1,050.00 $350.00 $7,350.00 22 Leveling Binder, (Mach Meth) N50 (IL 9.5mm)Ton 1,670 85.00$ 141,950.00$ $87.00 $145,290.00 $82.00 $136,940.00 $100.00 $167,000.00 23 Hot-Mix Asphalt Surface Removal- Butt Joint Sq.Yd.1,485 10.00$ 14,850.00$ $5.00 $7,425.00 $10.00 $14,850.00 $3.00 $4,455.00 24 Hot-Mix Asphalt Surface Course, Mix"D", N50(IL 9.5mm)Ton 2,682 85.00$ 227,970.00$ $84.00 $225,288.00 $84.00 $225,288.00 $110.00 $295,020.00 25 Incidental Hot-mix Asphalt Surfacing Ton 88 180.00$ 15,840.00$ $100.00 $8,800.00 $135.00 $11,880.00 $240.00 $21,120.00 26 PCC Driveway Pavement, 6”Sq.Yd.163 50.00$ 8,150.00$ $44.25 $7,212.75 $45.00 $7,335.00 $52.00 $8,476.00 27 PCC Driveway Pavement, 8”Sq.Yd.35 60.00$ 2,100.00$ $59.00 $2,065.00 $50.00 $1,750.00 $60.00 $2,100.00 28 PCC Pavement, 9” (HES)Sq.Yd.135 75.00$ 10,125.00$ $52.50 $7,087.50 $55.00 $7,425.00 $98.00 $13,230.00 29 PCC Sidewalk, 5”Sq.Ft.14,130 4.60$ 64,998.00$ $4.75 $67,117.50 $4.00 $56,520.00 $5.00 $70,650.00 30 Hot-Mix Asphalt Surface Removal (Variable Depth)Sq.Yd.29,625 5.00$ 148,125.00$ $1.75 $51,843.75 $3.00 $88,875.00 $3.40 $100,725.00 31 Pavement Removal Sq.Yd.417 18.00$ 7,506.00$ $15.00 $6,255.00 $11.00 $4,587.00 $25.00 $10,425.00 32 Driveway Pavement Removal Sq.Yd.365 14.00$ 5,110.00$ $10.00 $3,650.00 $10.00 $3,650.00 $15.00 $5,475.00 33 Curb Removal Foot 5,620 5.00$ 28,100.00$ $5.00 $28,100.00 $3.00 $16,860.00 $5.00 $28,100.00 34 Combination Curb and Gutter Removal Foot 1,175 5.00$ 5,875.00$ $4.00 $4,700.00 $3.00 $3,525.00 $6.00 $7,050.00 35 Sidewalk Removal Sq.Ft.14,440 1.50$ 21,660.00$ $1.00 $14,440.00 $1.50 $21,660.00 $1.75 $25,270.00 36 Class B Patches, Special, 9” (HES)Sq.Yd.235 85.00$ 19,975.00$ $78.00 $18,330.00 $70.00 $16,450.00 $98.00 $23,030.00 37 Class D Patches, Special, 9”Sq.Yd.470 80.00$ 37,600.00$ $67.00 $31,490.00 $50.00 $23,500.00 $75.00 $35,250.00 38 Cold Mix Ton 40 125.00$ 5,000.00$ $0.01 $0.40 $10.00 $400.00 $100.00 $4,000.00 39 Fiberglass Fabric Repair System Sq.Yd.445 60.00$ 26,700.00$ $43.00 $19,135.00 $40.00 $17,800.00 $81.58 $36,303.10 40 Storm Sewers, 8", Special (DIP, Cl. 50)Foot 96 160.00$ 15,360.00$ $90.00 $8,640.00 $85.00 $8,160.00 $95.00 $9,120.00 41 Storm Sewers,12", Special (DIP, Cl. 50)Foot 37 200.00$ 7,400.00$ $126.00 $4,662.00 $95.00 $3,515.00 $115.00 $4,255.00 42 Storm Sewers, 16", Special (DIP, Cl. 50)Foot 161 240.00$ 38,640.00$ $158.00 $25,438.00 $150.00 $24,150.00 $185.00 $29,785.00 43 Catch Basins, Type A, 4' Dia., Type 1 Frame, Open Lid Each 4 3,500.00$ 14,000.00$ $3,990.00 $15,960.00 $2,100.00 $8,400.00 $3,500.00 $14,000.00 44 Inlets, Type A, Type 1 Frame, Open Lid (36" Depth)Each 6 1,500.00$ 9,000.00$ $1,260.00 $7,560.00 $1,300.00 $7,800.00 $1,500.00 $9,000.00 45 High Capacity Inlets, Type M6 Grate (vane) Each 2 2,500.00$ 5,000.00$ $1,470.00 $2,940.00 $2,000.00 $4,000.00 $2,000.00 $4,000.00 46 High Capacity Inlets To be Relocated Each 1 1,300.00$ 1,300.00$ $1,050.00 $1,050.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 47 Catch Basins To Be Adjusted Each 7 375.00$ 2,625.00$ $315.00 $2,205.00 $350.00 $2,450.00 $275.00 $1,925.00 48 Catch Basins To Be Reconstructed Each 4 1,250.00$ 5,000.00$ $1,050.00 $4,200.00 $1,150.00 $4,600.00 $1,200.00 $4,800.00 49 Manholes To Be Adjusted Each 42 425.00$ 17,850.00$ $475.00 $19,950.00 $350.00 $14,700.00 $350.00 $14,700.00 50 Manholes To Be Reconstructed Each 13 1,250.00$ 16,250.00$ $1,155.00 $15,015.00 $1,250.00 $16,250.00 $1,200.00 $15,600.00 51 Inlets To Be Adjusted Each 3 375.00$ 1,125.00$ $315.00 $945.00 $325.00 $975.00 $275.00 $825.00 52 Valve Vaults To Be Adjusted Each 21 425.00$ 8,925.00$ $475.00 $9,975.00 $325.00 $6,825.00 $350.00 $7,350.00 53 Valve Vaults To Be Reconstructed Each 2 1,250.00$ 2,500.00$ $1,155.00 $2,310.00 $900.00 $1,800.00 $1,200.00 $2,400.00 54 Valve Boxes To Be Adjusted Each 20 320.00$ 6,400.00$ $295.00 $5,900.00 $250.00 $5,000.00 $250.00 $5,000.00 55 Frames and Lids, Type-1, Open Lid Each 3 400.00$ 1,200.00$ $370.00 $1,110.00 $350.00 $1,050.00 $250.00 $750.00 56 Frames and Lids, Type-1, Closed Lid Each 42 400.00$ 16,800.00$ $370.00 $15,540.00 $350.00 $14,700.00 $250.00 $10,500.00 57 Removing Catch basins Each 7 300.00$ 2,100.00$ $295.00 $2,065.00 $350.00 $2,450.00 $150.00 $1,050.00 58 Removing Inlets Each 3 200.00$ 600.00$ $105.00 $315.00 $200.00 $600.00 $50.00 $150.00 59 Concrete Curb, Type B (AEP-Modified)Foot 4,660 19.00$ 88,540.00$ $15.75 $73,395.00 $17.00 $79,220.00 $16.00 $74,560.00 60 Comb. Conc. C&G Type B6.12 (AEP-Modified)Foot 2,240 19.00$ 42,560.00$ $16.80 $37,632.00 $17.00 $38,080.00 $18.00 $40,320.00 61 Detectable Warnings Sq.Ft.1,245 32.00$ 39,840.00$ $20.00 $24,900.00 $27.00 $33,615.00 $20.00 $24,900.00 62 Pavers Removal and Replacement Sq.Ft.488 15.00$ 7,320.00$ $12.50 $6,100.00 $14.00 $6,832.00 $15.00 $7,320.00 63 Street Sweeping Each 19 400.00$ 7,600.00$ $0.01 $0.19 $10.00 $190.00 $350.00 $6,650.00 64 Supplemental Watering Unit 47 50.00$ 2,350.00$ $0.01 $0.47 $1.00 $47.00 $1.00 $47.00 65 Pavement Marking Removal Sq.Ft.110 8.00$ 880.00$ $3.50 $385.00 $0.01 $1.10 $2.00 $220.00 66 Handhole to be Adjusted Each 2 1,000.00$ 2,000.00$ $390.00 $780.00 $1,750.00 $3,500.00 $2,000.00 $4,000.00 67 Short Term Pavement Marking Line - 4" Foot 1,345 1.00$ 1,345.00$ $0.50 $672.50 $0.01 $13.45 $0.50 $672.50 68 Post Construction Sub surface Videotaping Lump Sum 1.0 2,000.00$ 2,000.00$ $2,500.00 $2,500.00 $6,500.00 $6,500.00 $3,000.00 $3,000.00 69 Special/Non Special Waste Disposal Cu.Yd.309.0 75.00$ 23,175.00$ $59.00 $18,231.00 $10.00 $3,090.00 $50.00 $15,450.00 70 Soil Disposal Analysis Lump Sum 1.00 5,000.00$ 5,000.00$ $2,500.00 $2,500.00 $100.00 $100.00 $3,000.00 $3,000.00 71 Construction Layout Lump Sum 1.00 5,000.00$ 5,000.00$ $5,000.00 $5,000.00 $33,000.00 $33,000.00 $21,500.00 $21,500.00 72 Traffic Control and Protection Lump Sum 1.00 70,000.00$ 70,000.00$ $34,097.85 $34,097.85 $100,000.00 $100,000.00 $18,300.00 $18,300.00 1,393,295.00$ $1,119,900.00 $1,157,027.45 $1,373,739.00 1,393,295.00$ $1,119,900.00 $1,157,027.45 $1,373,739.00 1900 WRIGHT BLVD. SCHAUMBURG, IL 60193LAKE ZURICH, IL 60047 ARLINGTON HEIGHTS, IL 60005 TOTAL BID AS READ AS CORRECTED NAME AND ADDRESS OF BIDDERS CHICAGOLAND PAVING CONTRACTORS INC.J.A. JOHNSON PAVING CO. 225 TELSER ROAD 1025 E. ADDISON COURT APPROVED ENGINEER'S ESTIMATE ALAMP CONCRETE CONTRACTORS, INC. 138 of 395 HARRISON STMEADOW-LARK LNGLENVIEW RD THAYER ST ARBORLN KNOX CIRHIGHLAND AVELAWNDALE AVEPARK PL EWING AVECOLFAX ST BENNETT AVEBRADLEY PLFOSTER STST E W A R T A V E HARRISON STWALNUT AVEGREY AVEDODGE AVEDARROW AVEDEWEY AVEASHLAND AVEEMERSON ST LYONS ST MADISON STOAK AVEOAKCLARK STASBURY AVECASE ST FOSTER ST CLINTON PL LINDEN PL UNIVERSITY PL CLARK S T CLYDE AVEHINMAN AVE INGLESIDE PK GREELEYHILLSIDE LN NOYES CULVER ISABELLA ST PAYNE ST CALVIN CIR LAWNDALE AVETHAYER ST PARK PL PITNER AVELAKE STLEMAR AVEDEMPSTER STHARTREY AVEPR A I R I E A V E BROWNLIVINGSTON ST THELIN CTASHLAND AVEJACKSON AVEWESLEY AVECRAINASBURY AVESHERMAN AVECHICAGO AVE GARRETT PL MILBURN PK DEMPSTER STGROSS POINT RDPAYNE DARTMOUTH PL PROSPECT AVECOWPER AVECENTRAL ST LINCOLNWOOD DRELGI N R D WOODLAND RD PITNER AVENATHANIEL PL CHURCH ST NOYES ST RICHMOND AVEWARREN STGREY AVEGREYHOVLAND CTBROWN AVEG R E E N B A Y R D DARROW AVESOUTH BLVDDARROW AVELYONS STWOODBINE AVEJENKS ST WASHINGTON STASHLAND AVECROFT LNWESLEY AVEROSALIE ST BARTON AVELEE STRIDGE AVEOAK AVEMAPLE AVELINCOLN ST CASE PL LAKE ST CHURCH S TORRINGTON AVEINGLESIDE PL FOREST AVETECH DR SHERIDAN RD HILLSIDE RD SIMPSON STHASTINGS AVEOTTO LN RIDGEWAY AVEMARCY AVEFORESTVIEW RDREESE AVEBENNETT AVEHOWARD STHARTREY AVECLEVELAND STFOWLER AVECRAIN STPITNER AVEBROWN AVEWASHINGTON STHARTREY AVEBROWN AVEGREY AVEFLORENCE AVEASBURY AVEMONROE STST. MARK'S CTRIDGE AVEELMWOOD AVESHERMAN AVESHERMAN AVEHAMLIN ST GAFFIELD PL SHERMAN PL GREENWOOD STHINMAN AVESHERMAN AVEHAVEN ST EUCLIDPARK PL JUDSON AVE SOUTH BLVD LEE STJUDSON AVEMICHIGAN AVESHERIDAN SQLAKE SHORE BLVDS H E R IDAN RD THAYERST T H A Y E R C T CRAWFORD AVECOLFAX PL TRINITY CT HARTZELL ST NORMANDY PL HURD AVEMcDANIEL AVEWADE CTMARTHA LNHARTZELL ST PITNER ALYGREENWOOD STMcCORMICK BLVDGREY AVEKEENEY ST GREENLEAF ST BRI D G E ST PAYNE ST ISABELLA ST FLORENCE AVECLEVELAND STDEWEY AVECOLFAX TER CENTRAL ST CHANCELLOR WASHINGTON STRIDGE AVEGARNETT PL LEONARD PL BRUMMEL ST MULFORD STMAPLE AVEELG I N R D COLFAX STRIDGE AVERIDGE TER DAVIS S T LIBRARY PL DARTMOUTH PL CHICAGO AVE KEDZIE ST MAIN ST FOREST AVEARTSCIRCLE DR ARNOLD PLSHERIDAN RDPRINCETON AVEMARCY AVEISABELLA ST LINCOLN ST THAYER ST HAWTHORNE LN LINCOLN ST COLFAX STLIVINGSTON DODGE AVEGROVE ST HARRISONBROADWAY AVECHANCELLOR ST FOSTER STJACKSONLIVINGSTON DOBSON ST HARVARD TER SOUTH BLVDRIDGE CTRIDGEAVESIMPSON STBRYANT AVEOAKTON ST EMERSON ST MONTICELLO PL HINMAN AVEKEENEY ST GREENLEAF ST MICHIGAN AVEBURNHAM PLPRINCETONWELLINGTON CTC R A W F O R D LINCOLNWOOD DRBRUMMEL PLMcCORMICK BLVDMcDANIEL AVEMcDANIEL AVESIMPSON ST OAKTON ST MADISON PLLAUREL AVEPIONEER RDPAYNE STELM AVESEWARD STBROWN AVELEE ST GREY AVEGREY AVEDOBSON STDODGE AVESEWARD STDEWEY AVEWESLEY AVEWESLEY AVEELINOR PL DAVIS STWESLEY E A S T R A I L R O A D A V E LEON PL NOYES ST GRANTGIRARD AVESEWARD STELMWOOD AVEREBA PL NOYES CTGARRISON AVESHERIDAN RD CALLAN AVEGROVE S T CALLANJUDSON AVELAKESIDE CT HAMILTON ST HAYES CLIFFORD STBERNARD PLTHAYER PARK PL CENTRAL PARK AVEGRANT STEWING AVEMcDANIEL AVECENTRAL ST HARTREY AVEFOWLER AVELELAND AVELYONS ST BRUMMEL STDEWEY AVEKEENEY STDODGE AVEMAIN STDARROW AVEGRANT ST P R A I R I E A V E P O P L A R A V E G R E E N B A Y R D MULFORD ST ASHLAND AVEKIRK ST WILDER STEASTWOOD AVEASHLAND AVEASBURY AVEWESLEY AVEASBURY AVEHAMPTON PKYHULL TER AUSTIN STPRATT CTRIDGE AVEBENSON AVECENTRAL ST SHERIDAN PL ROS LY N P L HOWARD STCUSTER AVEMILBURN ST SHERIDAN RDFOREST PLCAMPUS DREDGEMERE CTNORTH SHORE CHANNELNORTH SHORE CHANNELLAKEMICHIGAN1200 1800 29002300200019001600400100 200 800 900 1000 1700 2100 2700 2800 500 2100 2700 340030002200160015001000500300300 1100 1200 1300 1800 1900 2300 2900 900 28002500270025007006005002400 1400 1500 1900 2200 2300 2600 350026002400180017001500120011001000800600 2500 2600 300 400 600 800 700 2800 3600230020002200130012001100700200400 1600 200 1000 380033001700900900200500 2000 1300 1600 2500 2400 370026002400210019001400100300100700 1400 1500 2200 100 1100 1700 2000 3200310021001800130014008006004002014 MFT prog.mxd 01/29/14 0 0.5 10.25 Mile ´ This map is provided "as is" without warranties of any kind. See www.cityofevanston.org/mapdisclaimers.html for more information. 2014 MFT Street Resurfacing Program14-00272-00-RS City of Evanston Department of Public Works MFT Resurfacing Locations 139 of 395 To: Suzette Robinson, Director of Public Works Homayoon Pirooz, P.E., Assistant Director for Infrastructure & Engineering Sat Nagar, P.E., Senior Project Manager, Infrastructure & Engineering From: Tammi Turner, Purchasing Manager Subject: Contract award for 2014 MFT Street Resurfacing Program (Bid 14-09) Date: March 24, 2014 The goal of the Minority, Women and Evanston Business Enterprise Program (M/W/EBE) is to assist such businesses with opportunities to grow. In order to help ensure such growth, the City’s goal is to have general contractors utilize M/W/EBEs to perform no less than 25% of the awarded contract. With regard to Contract award for 2014 MFT Street Resurfacing Program, (Bid 14-09), Chicagoland Paving is found to be in initial compliance with the goal by subcontracting approximately 25% of the contract work to certified M/W/EBE’s. Chicagoland Paving total base bid is $1,119,900.00, and will receive 25% credit. Name of M/W/EBE Scope of Work Contract Amount % MBE WBE EBE DBE AMS Earth Movers Dump Trucking $40,000.00 3.6% X RAI Concrete Concrete Svs $226,863.00 20% X Precision Pavement Markings, Inc. Marking $13,440.25 1.2% X Total M/W/EBE $280,303.25 25% Cc: Martin Lyons, Assistant City Manager/CFO Memorandum Contract award for 2014 MFT Street Resurfacing Program (Bid 14-09), M/W/EBE Compliance Approval, Chicagoland Paving, 03.24.2014. 140 of 395 For City Council meeting of March 24, 2014 Item A3.11 Business of the City by Motion: Safe Routes to School Construction Project For Action To: Honorable Mayor and Members of the City Council Administration & Public Works Committee From: Suzette Robinson, Director of Public Works Homayoon Pirooz, P.E., Assistant Director for Infrastructure & Engineering Rajeev Dahal, Senior Project Manager - Traffic Subject: Safe Routes to School Sidewalk Replacement and Curb Extension Construction Project Funding Date: March 12, 2014 Recommended Action: Staff recommends that City Council authorize the City Manager to approve additional funding of $24,953.95 to the Illinois Department of Transportation (IDOT) for the local share of the Safe Route to School Sidewalk Replacement and Curb Extension Project. Funding Source: The funding for this work is provided by the Capital Improvement Plan: FY2014 Neighborhood Traffic Calming Project 415870 $ 24,953.95 Federal-aid Safe Routes to School Project $249,862.00 Summary On November 25, 2013 the City Council approved Resolution 65-R-13 authorizing a Local Agency Agreement with IDOT for construction of the Safe Routes to School Sidewalk Replacement and Curb Extension project, in the amount of $249,862.00. On February 28, 2014 IDOT received bids for the construction of the project and determined that A. Lamp Concrete Contractors, Inc., 1900 Wright Boulevard, Schaumburg IL 60193 had submitted the lowest qualified bid for the project in the amount of $274,815.95 which is $24,953.95 over the authorized funding level. For IDOT to continue with the construction contract award, the City is being asked to fund the overage in the amount of $24,953.95. The project construction is anticipated to begin in July 2014. Memorandum 141 of 395 The project scope remains the same as before and as shown on the attached location map includes sidewalk curb extensions at school crossings to improve visibility, calm traffic, and reduce crossing distance at the following locations: • Dodge Avenue/Kirk Street – northeast corner, • Oakton Street/Barton Avenue– northeast corner (sewer structure needs to be relocated and bump-out completed) • Oakton Street/Wesley Avenue – all corners (to be constructed with the Oakton Street resurfacing project in 2014) • Main Street/Florence Avenue – southwest corner • Wesley Avenue/Grove Street – east side • Lincoln Street/Prairie Avenue – northeast corner • Grant Street/Bennett Avenue – southeast corner The project further includes sidewalk slab replacements along the school walk-routes for the following schools: Dawes, Chute, Oakton, Washington, Dewey, Nichols, Lincolnwood, Willard, Orrington, Lincoln, Haven, and Kingsley. Legislative History: The City Council approved Local Agency Agreement with the IDOT for construction, Resolution 65-R-13, at the November 25, 2013 Council meeting. Attachment: Location Maps 142 of 395 143 of 395 144 of 395 For City Council meeting of March 24, 2014 Item A4 Business of the City by Motion: Utilities SCADA Change Order No. 2 For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: David Stoneback, Utilities Director Lara Biggs, Superintendent – Construction & Field Services Subject: SCADA System Upgrades (RFP No. 11-42) Change Order No. 2 Date: March 13, 2014 Recommended Action: Staff recommends that City Council authorize the City Manager to execute Change Order No. 2 for the SCADA System Upgrades (Bid No. 11-42) with Allan Integrated Control Systems, Inc. (2021 Beulah Avenue, East Troy, WI). This final change order will decrease the total value of the contract by $17,012.77 from $1,649,642.00 to $1,632,629.23 and increase the total contract time by 335 days. Funding Source: Funding for this work is from the Water Fund, Account 733078. This project also received a grant from the Illinois Department of Commerce and Economic Opportunity (ILDCEO) in the amount of $350,000. All grant funds were expended in prior years. Background: This contract is for the installation of a new Supervisory Control And Data Acquisition (SCADA) system, which is the computer system that controls and monitors the water treatment plant. The design of this project was completed by CDM Smith (RFP 08-84). On May 9, 2011, the City Council awarded the SCADA System Upgrade project to Allan ICS. In November 2012, the City Council approved a no cost time extension to the contract with Allan ICS extending the contract completion date to April 30, 2013. Analysis: This change order includes the following items: 1. Removal of Travel Allowance – The original contract included a $5,000 travel allowance to be used by City staff attending non-local training courses. This amount was not used, and the overall reduction to the contract value is $5,000 for this item. Memorandum 145 of 395 2. Reimbursement for Work Completed by Others – A portion of the project documentation work that was originally part of this contract was completed instead by the design engineer, CDM Smith. CDM Smith invoiced the City $12,012.77 for this work. This amount is being deducted from Allan ICS’s contract in order to reimburse CDM Smith. 3. Time Extension – The date of Final Completion is being extended by an additional 335 days from April 30, 2013 to March 31, 2014. This change order completes the final closeout of this project. It establishes the end date of the project, needed to determine the beginning of the warranty period. Legislative History: On May 9, 2011, the City Council awarded the SCADA System Upgrade project to Allan ICS. On November 26, 2012, the City Council approved Change Order No. 1. Attachments: Change Order No. 2 146 of 395 CITY OF EVANSTON CHANGE ORDER Order No. 002 Date: March 11, 2014 Agreement Date: May 19, 2011 PROJECT: Evanston Water Utility SCADA System Upgrades (Bid 11-42) OWNER: City of Evanston CONTRACTOR: Allan Integrated Control Systems, Inc. The following changes are hereby made to the AGREEMENT: Total project cost decrease of $5,000 for travel allowance not used by the Owner and $12,012.77 for work removed from scope and completed by a different contractor. This is a total decrease to the contract price of $17,012.77. This change order also includes a time extension of 335 calendar days. The new Date for Final Completion is March 31, 2014. This constitutes the final change order to this project. Change to CONTRACT PRICE: ($ 17,012.77) Original CONTRACT PRICE: $ 1,649,642.00 Current CONTRACT PRICE adjusted by previous CHANGE ORDERS $ 1,649,642.00 Total change in CONTRACT PRICE for this CHANGE ORDER No. 002 $ (17,012.77) The CONTRACT PRICE including this CHANGE ORDER will be $ 1,632,629.23 Original Date for Substantial Completion October 30, 2012 Modified Date for Substantial Completion February 28, 2013 Original Date for Final Completion December 30, 2012 Modified Date for Final Completion March 31, 2014 Approved by (Owner): City of Evanston Date Accepted by (Contractor): Allan Integrated Control Systems, Inc. Date 147 of 395 For City Council meeting of March 24, 2014 Item A5 Resolution 17-R-14: Amending the FY 2013 Budget For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: Martin Lyons, Assistant City Manager/Chief Financial Officer Subject: Resolution 17-R-13 Amending the FY 2013 Budget Date: March 20, 2014 Recommended Action: Staff recommends approval of Resolution 17-R-13 authorizing the City Manager to amend the FY 2013 Budget. This Resolution increases the 2013 Expense Budget from $253,935,256 to $256,214,008. The proposed amendment would increase FY 2013 budgeted expenditures by $2,278,752. Funding Source: As noted below, 2013 General Operating Fund Revenues are $86.9 million or $2.4 million above budget. The net impact of this amendment will be a decrease of $14,946 in the final unaudited General Fund Balance from $17,101,383 (as shown in the 2014 Adopted Budget) to $17,086,437. Summary: General Fund Expenditures: Through December 31, 2013, General Fund expenditures totaled $84,699,174 or 100.21% of budget for FY 2013. As part of the 2014 budget process, City staff estimated that the General Fund would complete 2013 with total expenses of $83,027,723. As previously mentioned, the General Fund had actual expenditures of $84,699,174 (again, budget of $84,520,422), resulting in a difference of approximately $1.67 million. This difference is a result of overtime and related expenditures exceeding budget in Police, Fire, and Public Works by approximately $1.141 million, salt purchases exceeding by $335,000, and equipment purchases for the Fire Dept. exceeding by $187,000. A summary of overtime and related personnel expenses exceeding budget by Department is provided in the table below: Memorandum 148 of 395 Description Amount Police Special Events 240,000$ Police Overtime 291,000$ Police Hireback 201,000$ Public Works Overtime 225,000$ Public Works Snow Overtime 40,000$ Fire Personnel Expenses 144,000$ TOTAL 1,141,000$ General Fund Revenues: General Fund unaudited revenues through the December 31, 2013 were approximately $86.9M or 102.76% of budget. The FY 2013 performance of major General Fund revenue sources is summarized below: • Through December 31, 2013 property tax revenue was $12,191,575 or 97.7% of budget. • Both Basic and Home Rule Sales Tax exceeded budgetary projections. Sales Tax revenues totaled $9,717,313 or 107.1% of budget, while Home Rule Sales Tax revenues totaled $5,964,747 or 101.76% of budget. • Athletic Contest Tax was recorded in the amount of $1,056,355 or 139% of budget. • State income tax was recorded in the amount of $7,182,793 through December 31, 2013, achieving 113.6% of the budget target for this revenue item. State income tax is typically received in arrears by one or two months. • Real estate transfer tax through December 31, 2013 totaled $3,894,599 achieving 181.5% of the budget target for this item. This includes large property sales. • Through December 31, 2013, licenses, permits, and fees totaled $10,627,149 and were approximately 112.82% of budget. Permit revenue totaled $5,697,157 or 134.69% of budget. In comparison, license revenue totaled $3,777,520 or 104.05% of target budget. In summary, the revenue increases in 2013 were roughly equal to the increased expenses as noted above and is shown in the table below: 149 of 395 2013 Amended Budget 2013 Estimate 2013 Unuadited Actual General Operating Fund Total Revenues 84,523,051$ 85,195,619$ 86,852,124$ Total Expenses 84,520,422$ 83,027,723$ 84,699,174$ Surplus/(Deficit)2,629$ 2,167,896$ 2,152,950$ Additional Interfund Transfers 2,100,000$ 2,100,000$ Ending Surplus 2,629$ 67,896$ 52,950$ Staff proposes proceeding with the General Fund interfund transfers as discussed during the FY 2014 Budget process. A summary of the General Fund surplus transfers to other funds is provided in the table below: Fund Transfer Amount Debt Service Fund 1,000,000$ Fleet Maintenance Fund 600,000$ Insurance Fund 500,000$ Total Transfers 2,100,000$ This recommendation results in an ending 2013 General Fund Balance change from the originally estimate (as shown in the 2014 Budget document) of $17,101,383 to an unaudited balance of $17,086,437, a decrease of $14,946. This fund balance is equal to 20.2% of 2013 unaudited expenditures and is above the 8.33% minimum reserve requirement per City Budget Policy. Legislative History: N/A ------------------------------------------------------------------------------------- Attachments: Resolution 17-R-13 – Budget Amendment General Fund Summary 150 of 395 03/17/2014 17-R-13 A RESOLUTION Authorizing the City of Evanston City Manager to Increase the Total Fiscal Year 2013 Appropriation by $2,278,752, to a New Total of $256,214,008.00 WHEREAS, a total appropriation amendment for two million, two hundred and seventy-eight thousand, seven hundred and fifty-two dollars ($2,278,752.00) is required due to the following items: General Operating Fund $2,278,752 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: SECTION 1: That the foregoing recitals are hereby found as fact and made a part hereof. SECTION 2: That the Council authorize the Fiscal Year 2013 appropriation be increased from two hundred and fifty-three million, nine hundred and thirty-five thousand, two hundred and fifty-six dollars ($253,935,256.00) to two hundred fifty-six million, two hundred and fourteen thousand, and eight dollars ($256,214,008.00), as summarized in the document attached hereto and incorporated herein as Exhibit A. SECTION 3: That approval of this resolution shall authorize the City Manager to expend and/or encumber up to two hundred fifty-six million, two 151 of 395 17-R-13 ~2~ hundred and fourteen thousand, and eight dollars ($256,214,008.00) for Fiscal Year 2013 for all Funds. SECTION 4: That this Resolution shall be in full force and effect from and after the date of its passage and approval in the manner provided by law. _______________________________ Elizabeth B. Tisdahl, Mayor Attest: _______________________________ Rodney Greene, City Clerk Adopted: __________________, 2014 152 of 395 17-R-13 ~3~ Fund Name Fund # 2013 Amended Budget General 100 $ 86,799,174 Library Fund 185 5,080,920 Homelessness Prev. & Rapid Re-Housing Program 190 - Neighborhood Stabilization Program 195 4,011,917 Motor Fuel 200 2,233,000 Emergency Telephone 205 1,247,280 Special Service Area # 4 210 370,000 CDBG 215 2,084,100 CDBG Loan 220 20,000 Economic Development 225 2,367,603 Neighborhood Improvement 235 50,000 HOME 240 797,400 Affordable Housing Fund 250 297,790 Washington National TIF 300 8,696,726 Special Service Area # 5 305 418,816 Southwest II TIF 310 3,765,011 Southwest TIF 315 609,500 Debt Service (G.O. Bonds)320 13,824,528 Howard-Ridge TIF 330 1,578,900 West Evanston TIF 335 3,635,000 Dempster-Dodge TIF 340 650,000 Capital Improvement 415 13,575,351 Special Assessment 420 678,660 Parking 505 17,219,983 Water 510 21,242,179 Sewer 515 19,266,088 Solid Waste 520 5,264,222 Fleet 600 3,509,065 Equipment Replacement 601 2,450,000 Insurance 605 17,424,026 Fire Pension 700 7,560,000 Police Pension 705 9,486,769 Total All Funds $ 256,214,008 City of Evanston Budget Summary of All Funds Fiscal Year 2013 153 of 395 FY 2012 FY 2012 FY 2013 FY 2013 Budget Audited Budget Unaudited Amended Actual Adopted Actual Tax - Property 12,296,386$ 8,186,281$ 12,481,386$ 12,191,575$ Tax - State Use 1,091,215 1,172,354 1,176,879 1,259,865 Tax - Sales Tax - Basic 9,209,455 9,008,956 9,291,000 9,717,393 Tax - Sales Tax - Home Rule 5,997,020 5,707,112 5,861,800 5,964,747 Tax - Auto Rental 36,445 41,405 40,000 43,598 Tax - Athletic Contest 700,000 921,887 760,000 1,056,355 Tax - State Income 5,853,839 6,603,796 6,322,645 7,182,793 Tax - Electric Utility 3,069,806 2,996,903 3,069,806 3,000,629 Tax - Natural Gas Utility 1,583,000 910,482 1,400,000 1,090,915 Tax - Natural Gas Use - Home Rule 869,000 685,683 800,000 760,734 Tax - Cigarette 485,000 205,249 485,000 153,000 Tax - Evanston Motor Fuel 761,587 629,128 707,667 634,196 Tax - Liquor 2,070,063 2,175,476 2,350,000 2,261,874 Tax - Parking 2,160,000 2,352,581 2,200,000 2,418,852 Tax - Personal Property Replacement 626,300 586,273 591,600 529,146 Tax - Real Estate Transfer 1,725,000 2,026,863 2,146,300 3,894,599 Tax - Telecommunications 3,150,200 3,433,939 3,244,500 2,871,370 License Fees - Vehicles 2,598,341 2,562,972 2,600,000 2,349,686 License Fees - Other 1,045,382 1,125,627 1,030,502 1,427,834 Permit Fees - Building 2,500,000 3,546,648 3,020,000 3,951,048 Permit Fees - Other 1,184,788 1,937,653 1,209,788 1,746,109 Other Fees 1,324,350 1,306,308 1,559,350 1,152,472 Fines and Forfeiture Revenue 4,721,639 3,470,107 4,366,022 3,451,887 Charges for Services Revenue 7,853,023 7,458,233 7,904,198 7,845,622 Intergovernmental Revenue 669,897 706,811 786,798 1,425,905 Other Revenue 1,216,983 1,301,943 1,418,443 919,287 Interfund Transfers In (Other Funds)7,890,068 7,709,312 7,693,367 7,521,427 Interest Income 12,000 7,169 6,000 29,207 Total Revenue 82,700,787 78,777,151 84,523,051 86,852,124 Legislative 616,033 621,321 635,096 657,069 City Administration 1,856,258 1,603,216 1,873,088 1,582,580 Law Department 999,107 975,265 989,154 973,254 Administrative Services Department 8,643,197 7,882,911 8,776,493 7,721,650 Community and Economic Development 3,148,339 3,077,886 2,721,262 2,536,250 Police Department 24,752,938 25,407,644 25,552,038 26,508,585 Fire & Life Safety Services Department 13,314,621 13,403,563 13,741,148 14,142,078 Health Department 2,413,969 2,225,149 2,633,716 2,917,848 Public Works Department 9,559,460 9,042,780 9,660,554 10,043,463 Parks, Recreation & Community Services 17,392,621 17,620,573 17,937,873 17,616,397 Transfer to Capital Improvement Fund 1,250,000 1,250,000 - - Transfer to Debt Service Fund - - - 1,000,000 Transfer to Fleet Maintenance Fund - - - 600,000 Transfer to Insurance Fund - - - 500,000 Transfer to Equipment Replacement Fund 500,000 500,000 - - Total Expenditures 84,446,543 83,610,308 84,520,422 86,799,174 Net Surplus (Deficit)(1,745,756)$ (4,833,157)$ 2,629$ 52,950$ Beginning Unrestricted Fund Balance (Note 1) 18,393,169 17,033,487 Adjustment to GAAP Basis of Accounting 3,473,475 - Total Ending Fund Balance 17,033,487$ 17,086,437$ Audited FY 2012 Ending Fund Balance Composition Restricted for Fund Activities - Committed - Assigned / Unassigned 17,033,487 Total Ending Fund Balance 17,033,487 Note 1: Unrestricted fund balance includes amounts designated for compensated absences and IMRF. City of Evanston General Fund As of December 31, 2013 154 of 395 For City Council Meeting of March 24, 2014 Item A6 Business of the City by Motion: Grant Agreement with Illinois Historic Preservation Agency For Action To: Honorable Mayor and Members of the City Council Administration & Public Works Committee From: Mark Muenzer, Director of Community Development Garry Shumaker, Chair, Preservation Commission Carlos Ruiz, Preservation Coordinator Subject: Approval of Grant Agreement with the Illinois Historic Preservation Agency to Inventory and Record Landmark Properties Located Outside Local Historic Districts Date: March 24, 2014 Recommended Action: Staff recommends that the City Council authorize the City Manager to sign a grant agreement for $53,200 with the Illinois Historic Preservation Agency (IHPA) to inventory and record with the Cook County Recorder of Deeds designated Evanston landmarks located outside local Evanston Historic Districts. Following the March 10, 2014 Administration & Public Works Committee meeting, staff revisited the City’s contribution and was able to decrease the City’s expenditure by another 25% ($3,990) through the utilization of qualified volunteer time to the project. The City has until March 25, 2014 to formally accept the Grant Agreement. The Grant term is from October 1, 2013 to September 30, 2015. Funding Source: The grant is in the amount of $37,240 to be reimbursed to the City and with the City’s match in the amount of $15,960, for a total project cost of $53,200. The City’s share will be $11,970 in-kind (i.e., City staff time and the contribution of qualified volunteers) plus $3,990 (Account #2105.62185 for Consulting Services) from Community Development budget. Summary: There are 475 landmark properties with 1,368 related Parcel Identification Numbers (PINs) outside the local historic districts. 441 of these landmark properties are related to single PINs (i.e. single family properties and institutional properties). The remaining Memorandum 155 of 395 34 landmark properties are related to 927 PINs (i.e. condos, commercial and rental apartment properties). A “Notice of Designation as an Evanston Landmark” will include: a citation of the Ordinance designating the landmark property; the property address; the PIN, and the legal description. This document is filed with the Cook County Recorder of Deeds. As stated in the preliminary Grant Agreement the recording of these landmarks “…will minimize claims that a current owner or prospective buyer did not know about the landmark status or the location of a building within a historic district.” The inventory of landmark properties will provide the “Statement of Significance” for each landmark, a valuable tool to the Preservation Commission for reviewing applications for Certificate of Appropriateness, and it will be a valuable resource of information to current and future owners of landmark properties. The inventory of landmark properties would be a continuation of the Preservation Commission’s recently completed Lakeshore Historic District inventory, now available on the City’s website. Projected Cost: Community Development staff is currently seeking estimates from qualified historic preservation consultants to determine the cost of inventory and recording landmark properties. A preliminary estimate to inventory and prepare the recording documents is $72 per landmark property. The cost of recording the landmarks with Cook County Recorder of Deeds is $40 for the first 2 pages, plus $2 per additional property (no more than ten properties per recording). The $37,240 grant plus the City’s $15,960 match will allow the City to record as many as possible of the 475 landmark properties outside the historic districts. Legislative History: On October 28, 2013 City Council refers the Community Development staff to the Planning and Development Committee to address the issue of identifying/recording landmark properties. On January 27, 2014 Community Development staff presents to the Planning and Development Committee (P&D) an action plan (immediate, intermediate and long term) to address the issue of disclosure of landmark properties. The Planning and Development Committee directs staff to pursue the recording of landmark properties located outside the local historic districts and explore the possibility of securing funds to do so. On February 15, 2014 the Illinois Historic Preservation Agency responded to City staff’s consultation regarding the inventory and recording of landmark properties as an eligible activity for obtaining a grant with a preliminary Grant Agreement for “Recording Landmark Status on Deeds.” Attachments: Application for CLG Matching Grant (PDF) Copy of Grant Agreement (PDF) Page 2 of 2 156 of 395 157 of 395 158 of 395 159 of 395 160 of 395 161 of 395 162 of 395 163 of 395 164 of 395 165 of 395 166 of 395 167 of 395 168 of 395 169 of 395 For City Council meeting of March 24, 2014 Item A7 Business of the City by Motion: 2014 Special Events Calendar For Action To: Honorable Mayor and Members of the City Council Administration and Public Works Committee From: Joseph McRae, Director, Parks, Recreation and Community Services Subject: 2014 Special Events Calendar Date: March 14, 2014 Recommended Action: Staff recommends City Council approval of the 2014 calendar of special events, contingent upon compliance of all requirements as set forth by the Special Event Policy & Guidelines. This year’s calendar includes four new proposed events; two of which are low-impact events that involve use of the lakefront path. Funding Source: Costs for City services provided for events require a 100% reimbursement from the sponsoring organization or event coordinator. These fees are waived for City events and City co-sponsored events. Currently the City co-sponsors the Fourth of July Parade/Fireworks. Summary: Lakefront park events of 100 participants or more and non-lakefront park events of 250 participants or more require Human Services Committee and City Council approval. Non park events with 250 participants or more and/or requiring a street closure, (with exception of block parties) require Administration and Public Works Committee and City Council approval. 1) Events for Administration and Public Works Committee Approval a) Returning events: Events held on City sidewalks/streets/parking lot: Ricky Byrdsong Race, 4th of July Parade, YEA Festival, Custer Fair, Fountain Square Arts Festival, NU Homecoming Parade, Taste of Armenia Street Fair, Neighborhood Way of the Cross, Malankara Catholic Church Procession, Downtown Evanston and Chicago/Dempster Summer Sidewalk Sale, Central St. Sidewalk Sale, NU Commencement, NU Big Ten Tennis Tournament, McGaw YMCA Triathlon, Cubmobile, Food Truck Event, Bike the Ridge, Flying Turkey Run, Run for Walk, Memorandum 170 of 395 ETHS Booster Palooza, Streets Alive (former Shared Streets), First Night Evanston b) New events: Great Evanston Bicycle Race 5:30am – 10pm on Sun, Jul 27 This event will mirror the Evanston Grand Prix Bike Race that took place in downtown Evanston 2007 thru 2011 (same event coordinator). The coordinator is trying to solidifying a title sponsor by mid-March in order for the event to take place. Evanston Art and Big Fork Festival, 4pm – 10pm on Fri/Sat, Sept 26, 27 and 10am – 5pm on Sun, Sept 28. Similar to the Evanston Chamber of Commerce Fountain Square Arts Festival, the goal of this event is to bring people to downtown Evanston, show off our restaurants, stores, non-profits, artists and stimulate the economic climate of the area. 2) Events for approval by the Human Services Committee: This year’s special event application deadline fell on Friday, February 28 which did not allow enough time for staff to review all applications and prepare a recommendation for events requiring Human Services Committee approval in time for their Monday, March 3 meeting. Therefore 2014 proposed park events are being forwarded to the Administration and Public Works Committee for consideration of approval. a) Returning events: Non-lakefront Park Events: Evanston Garden Fair, Strut for Strays, Backyard Botanic Plant Sale, Haitian Community Picnic, Green Living Festival, Starlight Concert and Movie Series, Custer Fair, Evanston CommUnity Picnic, Holiday Bash and Tree Lighting, Dar-us-Sunnah Masijid Community Picnic, Ride for AIDS, Jamaica Day Celebration Picnic, Evanston Remembrance Picnic Lakefront Park Events (11 events 14 days): Starlight Concert and Movie Series, Ethnic Arts Festival, Lakeshore Arts Festival, Rotary International Staff Picnic, 4th of July Fireworks, Ricky Byrdsong 5K Race, Nichols School Walk-a-thon, North Shore Century Bike Ride, Flying Turkey 5K Run, Trick or Treat Trot b) New events: Lakefront Park Events (2 events 2 days): NWCASA’s Walk a Mile in Her Shoes, 12pm – 3pm on Sun, Oct 5 The Northwest Center Against Sexual Assault hope to raise awareness in the community about the serious causes, effects and remediation to sexualized violence against women. Participants, mostly men, will walk 1 mile (or less) along the lakefront path while wearing women’s high heels. 171 of 395 Northshore Crop Hunger Walk, 2pm – 4pm on Sun, Oct 19 (new to the lakefront) This is the 3rd year for this walk that aims to raise awareness and money to help overcome local and global hunger. This year’s route will start and finish at St Paul's Lutheran Church, 1004 Greenwood and will include the lakefront path. The City will have improvement projects taking place in various Evanston locations; some of which may affect proposed events. The Public Works staff is aware of the 2014 event dates and will try, whenever possible, to avoid construction on event dates. However this may not be possible in every case. The Special Events Committee will work closely with the Public Works staff to update event coordinators on construction project timelines to minimize conflicts as much as possible so organizers can plan accordingly in case an event needs to be modified. Legislative History: October 28, 2013, City Council approved modifications to the special events policy for lakefront use as a 3-year pilot at which time City Council can extend or modify the policy. The policy allows a total of 6 high-impact events and 10 low-impact events between Memorial Day and Labor Day (May and September); and 5 high impact events and 12 low-impact events between Labor Day and Memorial Day (September and May). ------------------------------------------------------------------------------------- Attachments: New Event Permit applications List of 2014 special events and other activities taking place in the city List of 2014 Lakefront events (separated for quick reference) Special Event Permit Policy & Instructions 172 of 395 173 of 395 174 of 395 175 of 395 176 of 395 177 of 395 178 of 395 179 of 395 180 of 395 181 of 395 182 of 395 183 of 395 184 of 395 185 of 395 186 of 395 187 of 395 188 of 395 189 of 395 190 of 395 191 of 395 192 of 395 193 of 395 194 of 395 195 of 395 196 of 395 197 of 395 198 of 395 199 of 395 200 of 395 201 of 395 PLANNING & DEVELOPMENT COMMITTEE MEETING Monday, March 24, 2014 7:15 p.m. Lorraine H. Morton Civic Center, 2100 Ridge Avenue, Evanston Council Chambers AGENDA I. CALL TO ORDER/DECLARATION OF QUORUM: ALDERMAN WYNNE, CHAIR II. APPROVAL OF REGULAR MEETING MINUTES OF FEBRUARY 10, 2014 III. ITEMS FOR CONSIDERATION (P1) Ordinance 36-O-14, Granting a Special Use for Commercial Indoor Recreation and a Drive Through Facility, Little Beans Cafe, at 430 Asbury Avenue The Zoning Board of Appeals and City staff recommend the adoption of Ordinance 36-O-14 granting a special use permit for Commercial Indoor Recreation and a Drive Through Facility, Little Beans Cafe, at 430 Asbury AvenueThe applicant has complied with all zoning requirements, and meets all of the standards for a special use in the B2 Business District. The applicant requests suspension of the Rules for Introduction and Action on March 24, 2014. For Introduction and Action (P2) Ordinance 32-O-14, Granting Special Use for a Planned Development at 835 Chicago Avenue (Chicago and Main) The Plan Commission and City staff recommend the adoption of Ordinance 32-O-14, granting Planned Development approval to construct a nine-story mixed use commercial, office, and residential building at the southeast corner of Chicago Avenue and Main Street, commonly known as 835 Chicago Avenue. For Introduction IV. ITEMS FOR DISCUSSION V. COMMUNICATIONS VI. ADJOURNMENT 202 of 395 Planning & Development Committee Meeting Minutes of February 10, 2014 – 7:15 p.m. Council Chambers - Lorraine H. Morton Civic Center MEMBERS PRESENT: J. Fiske, J. Grover, A. Rainey, M. Tendam, D. Wilson MEMBERS ABSENT: D. Holmes, M. Wynne STAFF PRESENT: P. Braithwaite, G. Farrar, M. Muenzer, B. Newman PRESIDING OFFICIAL: Ald. Fiske I. DECLARATION OF QUORUM A quorum being present, Acting Chair Fiske called the meeting to order at 7:24 p.m. II. APPROVAL OF REGULAR MEETING MINUTES OF JANUARY 27 , 2014 Ald. Wilson moved approval of the minutes of the January 27, 2014 P&D meeting, seconded by Ald. Tendam. The Committee voted unanimously 5-0 to approve the January 27, 2014 minutes. III. ITEMS FOR CONSIDERATION (P1) Ordinance 24-O-14, Granting a Special Use for a Type 2 Restaurant, Just Turkey, at 2430 Main Street The Zoning Board of Appeals and City staff recommend the adoption of Ordinance 24-O-14 granting a special use permit for a Type 2 Restaurant, Just Turkey, at 2430 Main Street. The requested special use permit will bring a new small business with healthy food options to the city and will utilize a currently vacant space in an existing commercial center. The applicant wishes to open as soon as possible, and the building permit will be ready before the February 24, 2014 City Council meeting. Alderman Braithwaite requests suspension of the Rules for Introduction and Acton on February 10, 2014. For Introduction and Action Ald. Grover moved to recommend suspension of the rules to introduce and approval of Ordinance 24-O-14, seconded by Ald. Tendam Chair Fiske called the public who wished to speak to the podium. Ginger Maddox of 1710 Dempster, Evanston, and owner of Just Turkey, explained that it is a south side of Chicago franchise and the proposed restaurant will be the first one on the north side. She said she is from Evanston so she is excited to come home. Ms. Maddox said that none of the DRAFT – NOT APPROVED 203 of 395 Planning & Development Committee Meeting Minutes of 2-10-14 Page 2 of 2 food served is processed or frozen and the business will provide a healthier option for Evanston residents as well as provide jobs. The menu include burgers, lasagna, spaghetti and polish sausage, all made with turkey. The Committee voted by unanimously 5-0 to recommend suspension of the rules and approval of Ordinance 24-O-14. (P2) Ordinance 25-O-14, Granting a Special Use for a Type 2 Restaurant, Asia Express, at 1009 Davis Street The Zoning Board of Appeals and City staff recommend the adoption of Ordinance 25-O-14 granting a special use permit for a Type 2 Restaurant, Asia Express, at 1009 Davis Street. The requested special use permit will bring a new quick-serve restaurant to the city and will utilize a currently vacant space in the downtown. For Introduction Ald. Rainey moved to recommend introduction of Ordinance 25-O-14, seconded by Ald. Wilson. Steven Smutny, Architect, introduced Mei Hui Zheng, the owner of Asia Express and said Mr. Zheng is very excited to come to Evanston. He said Mr. Zheng has run many businesses and he believes this business, adjacent to commuter lines, will be successful. The Committee voted unanimously 5-0 to recommend introduction of Ordinance 25-O-14. IV. ITEMS FOR DISCUSSION There were no items for discussion. V. COMMUNICATIONS There were no communications. VI. ADJOURNMENT Ald. Grover moved to adjourn, seconded by Ald. Tendam. The meeting was adjourned at 7:29 p.m. Respectfully submitted, Bobbie Newman 204 of 395 For City Council meeting of March 24, 2014 Item P1 Ordinance 36-O-14 Application for a Special Use for Commercial Indoor Recreation and a Drive-Through Facility, Little Beans Cafe, at 430 Asbury Avenue For Introduction & Action To: Honorable Mayor and Members of the City Council Planning and Development Committee From: Mark Muenzer, Director of Community Development Melissa Klotz, Interim Zoning Administrator, Planning and Zoning Division Subject: Ordinance 36-O-14, Granting a Special Use for Commercial Indoor Recreation and a Drive-Through Facility, Little Beans Cafe, at 430 Asbury Avenue Date: March 12, 2014 Recommended Action The Zoning Board of Appeals and City staff recommend the adoption of Ordinance 36- O-14 granting a special use permit for Commercial Indoor Recreation and a Drive Through Facility, Little Beans Cafe, at 430 Asbury Avenue. The requested special use permit will bring a new business to the City and will utilize a currently vacant space in an existing neighborhood commercial district. The applicant has complied with all zoning requirements, and meets all of the standards for a special use in the B2 Business District. The applicant requests suspension of the Rules for Introduction and Action on March 24, 2014. Summary 430 Asbury Avenue is located on the southwest corner of Oakton Street and Asbury Avenue in the B2 Business District. The building on the site was previously occupied by Osco Drug, and has been vacant for more than eight years. The surrounding area features one to three unit dwellings, Chute Middle School, The Grove Skilled Living and Rehab Center, and other commercial retail uses. The building is in need of cosmetic repair, the landscaping within the parking lot needs maintenance, and the vacant lot is often used for dumping trash, all of which has made the property a blight on the neighborhood. The building is 14,664 square feet and features a Drive-Through window at the southeast corner of the building near the Asbury Avenue egress. The applicants propose to operate Little Beans Café, a Commercial Indoor Recreation facility for children age zero to 12, an accessory Type 2 Restaurant that will run in conjunction with the recreation facility, and an accessory Drive-Through for beverages Memorandum 205 of 395 and pastries. The recreation area will feature a “Little Beans” area for younger children and a “Big Beans” area for older children. Play is imaginative in nature, with child-sized play structures such as a fire house, grocery store, train, and accessory items. Parents are required to remain on-site and take responsibility for their own children, though employees are located in all playrooms to ensure a safe and clean environment is maintained. The northeast corner of the building will feature a small café featuring basic healthy meals and snacks including sandwiches, paninis, salads, raw vegetables, milk, and coffee. The café will have seating for 30, with additional seating provided within the Little Beans and Big Beans play areas. The café will feature a Drive-Through window, relocated to the northeast corner of the building for better vehicle circulation on the property. The Drive-Through will serve beverages and pastries only. The applicants anticipate 20% of the café/Drive-Through business will come from people who do not utilize the children’s play area. Deliveries to the café will occur three times per week via the loading area in the rear of the building. The recreation areas and café will operate from 9am – 6pm Monday through Friday, with slightly shorter weekend hours. The Drive-Through will be open from 6am – 8pm daily. The applicants plan to renovate the interior of the building, as well as relocate the Drive- Through window and repair the building’s exterior. New custom signage will be installed. The parking lot will remain, and landscaping will be addressed in the spring. Landscaping improvements will be reviewed by SPAARC as a part of the building permit. Neighborhood Benefit This use should not cause a negative cumulative effect on the surrounding neighborhood. The neighborhood will benefit from having a small business that will provide a unique service to the community and utilize a long-time vacant and dilapidated property. City staff is not aware of any objections from neighboring property owners, and has received responses from numerous neighbors that are excited for the anticipated business. Comprehensive Plan The Evanston Comprehensive General Plan encourages the redevelopment and adaptive reuse of vacant buildings that can add sales tax revenue for the City and services for neighboring residents. The Comprehensive General Plan specifically includes: Objective: Retain and attract businesses in order to strengthen Evanston’s economic base. Objective: Promote the growth and redevelopment of business, commercial, and industrial areas. Objective: Recognize the benefits of mixing residential, commercial, and institutional uses in neighborhoods. Little Beans Café will utilize a long-time vacant building and blighted property, and provide a unique and welcome use to the surrounding business and residential area. 206 of 395 Legislative History March 4, 2014: The ZBA recommended unanimous approval of the special use permit with the following conditions: 1. Hours of operation are limited to 6am – 10pm, seven days a week. 2. Litter Collection and Garbage Pickup Plans. 3. Employees must park on-site when driving to the business. 4. The project must be in substantial compliance of the documents and testimony on record. Attachments Proposed Ordinance 36-O-14 March 4, 2014 ZBA Draft Meeting Minutes ZBA Findings Staff memo to the ZBA ZBA Application Packet – March 4, 2014 207 of 395 03/11/2014 36-O-14 AN ORDINANCE Granting a Special Use Permit for a Commercial Indoor Recreation and a Drive Through Facility Located at 430 Asbury Avenue in the B2 Business District (“Little Beans Cafe”) WHEREAS, the Zoning Board of Appeals (“ZBA”) met on February 18 and March 4, 2014, pursuant to proper notice, to consider case no. 14ZMJV-0001, an application filed by Robert Spengler and Shannon Valko, lessees of the property legally described in Exhibit A, attached hereto and incorporated herein by reference, commonly known as 430 Asbury Avenue (the “Subject Property”) and located in the B2 Business District, for a Special Use Permit to establish, pursuant to Subsection 6-9-3-3 of Title 6 of the Evanston City Code, 2012, as amended (the “Zoning Ordinance”), a Commercial Indoor Recreation and Drive Through Facility on the Subject Property; and WHEREAS, the ZBA, after hearing testimony and receiving other evidence, made a written record and written findings that the application for a Special Use Permit met the standards for Special Uses in Section 6-3-5 of the Zoning Ordinance and recommended City Council approval thereof; and WHEREAS, at its meeting of March 24, 2014, the Planning and Development Committee of the City Council (“P&D Committee”) considered the ZBA’s record and findings and recommended the City Council accept the ZBA’s recommendation and approve the application in case no. 14ZMJV-0001; and 208 of 395 36-O-14 ~2~ WHEREAS, at its meeting of March 24, 2014, the City Council considered and adopted the respective records, findings, and recommendations of the ZBA and P&D Committee, NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS, THAT: SECTION 1: The foregoing recitals are found as fact and incorporated herein by reference. SECTION 2: The City Council hereby approves the Special Use Permit for a Commercial Indoor Recreation and Drive Through Facility on the Subject Property as applied for in case no. 14ZMJV-0001. SECTION 3: Pursuant to Subsection 6-3-5-12 of the Zoning Ordinance, the City Council hereby imposes the following conditions on the Applicant’s Special Use Permit, violation of any of which shall constitute grounds for penalties or revocation of said Permit pursuant to Subsections 6-3-10-5 and 6-3-10-6 of the Zoning Ordinance: A. Compliance with Applicable Requirements: The Applicant shall develop and use the Subject Property in substantial compliance with: all applicable legislation; the Applicant’s testimony and representations to the ZBA, the P&D Committee, and the City Council; and the approved plans and documents on file in this case. B. Litter Collection Plan: The Applicant shall implement and adhere to a Litter Collection Plan that requires the policing of an area located within a radius of two hundred fifty feet (250’) of the Subject Property. The Applicant shall police this area at least once every three (3) hours during the hours the Special Use is in operation and shall keep it free of all litter, from any source. For the purpose of this ordinance, “litter” shall include, but is not limited to: food, food waste, and beverages; solid waste, including paper, wrappings, containers, cardboard, napkins, straws, utensils, plates, cans, glass, crockery, cigarette butts, ashes and similar materials; animal waste and dead animals; yard clippings and leaves; and all other waste materials which, if thrown or deposited as herein prohibited, may create a danger to public health, safety, or welfare. 209 of 395 36-O-14 ~3~ C. Litter Pick-Up Plan: The Applicant and/or the owner of the Subject Property shall provide and maintain, on the Subject Property, exterior litter receptacles, in sufficient number and type, and with collections therefrom of sufficient number and frequency, in the City’s judgment, to contain, with lids tightly shut, all litter emanating from operation of the Special Use authorized hereby. Litter shall be collected no less than three (3) times per week, including collections on Sundays as necessary, in the City’s judgment, to comply with this condition. All litter receptacles shall be maintained in a clean condition with tight-fitting lids, and shall be placed on Code-compliant surfaces. The owner of the Subject Property shall provide adequate space at the rear of and on the Subject Property to accommodate the litter receptacles and collections required. Within seven (7) days of written notice from the City to do so, the Applicant and/or the owner of the Subject Property shall modify the number of litter receptacles and/or the number of collections therefrom, as directed by the City. D. Hours of Operation: The Applicant shall not operate the Special Use authorized by this ordinance before 6:00 a.m. or after 10:00 p.m. on any day. E. Employee Parking: When driving to work at the Special Use authorized by this ordinance, the Applicant and its employees shall park on-site. F. Recordation: Before it may operate the Special Use authorized by the terms of this ordinance, the Applicant shall record, at its cost, a certified copy of this ordinance with the Cook County Recorder of Deeds. SECTION 4: When necessary to effectuate the terms, conditions, and purposes of this ordinance, “Applicant” shall be read as “Applicant’s agents, assigns, and successors in interest.” SECTION 5: This ordinance shall be in full force and effect from and after its passage, approval, and publication in the manner provided by law. SECTION 6: All ordinances or parts of ordinances in conflict herewith are hereby repealed. SECTION 7: If any provision of this ordinance or application thereof to any person or circumstance is ruled unconstitutional or otherwise invalid, such invalidity shall not affect other provisions or applications of this ordinance that can be given effect 210 of 395 36-O-14 ~4~ without the invalid application or provision, and each invalid provision or invalid application of this ordinance is severable. SECTION 8: The findings and recitals contained herein are declared to be prima facie evidence of the law of the City and shall be received in evidence as provided by the Illinois Compiled Statutes and the courts of the State of Illinois. Introduced:_________________, 2014 Adopted:___________________, 2014 Approved: __________________________, 2014 _______________________________ Elizabeth B. Tisdahl, Mayor Attest: _____________________________ Rodney Greene, City Clerk Approved as to form: _______________________________ W. Grant Farrar, Corporation Counsel 211 of 395 36-O-14 ~5~ EXHIBIT A Legal Description PARCEL 1: LOTS 1 AND 2 (EXCEPT THAT PART OF SAID LOTS LYING EAST OF A LINE 40 FEET WEST OF AND PARALLEL WITH THE EAST LINE OF SECTION 25) IN BLOCK 3 IN KELLY AND O’BRIEN’S SOUTH EVANSTON SUBDIVISION OF THE SOUTH HALF OF THE NORTH HALF OF THE NORTHEAST QUARTER OF THE NORTHEAST QUARTER OF SECTION 25, TOWNSHIP 41 NORTH, RANGE 13 EAST OF THE THIRD PRINCIPAL MERIDIAN, IN COOK COUNTY, ILLINOIS. PARCEL 2: THAT PART OF THE NORTHEAST QUARTER OF THE NORTHEAST QUARTER OF THE NORTHEAST QUARTER OF SECTION 25, TOWNSHIP 41, RANGE 13 EAST OF THE THIRD PRINCIPAL MERIDIAN, IN COOK COUNTY, ILLINOIS DESCRIBED AS FOLLOWS: COMMENCING AT THE POINT OF INTERSECTION OF A LINE 33.0 FEET SOUTH OF AND PARALLEL WITH THE NORTH LINE OF THE NORTHEAST QUARTER OF SAID SECTION WITH A LINE 40.00 FEET WEST OF AND PARALLEL WITH THE EASY LINE OF THE NORTHEAST QUARTER OF SAID SECTION; THENCE SOUTH ALONG SAID PARALLEL LINE TO A POINT ON THE SOUTH LINE OF LOT 2 IN BLOCK 3 IN KELLY AND O’BRIEN’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of 395 36-O-14 ~6~ SECTION 30.65 FEET; THENCE NORTH PARALLEL WITH THE EAST LINE OF THE NORTHEAST QUARTER OF SAID SECTION 65.20 FEET; THENCE WEST PARALLEL WITH THE NORTH LINE OF THE NORTHEAST QUARTER OF SAID SECTION 1.65 FEET; THENCE NORTH PARALLEL WITH THE EAST LINE OF THE NORTHEAST QUARTER OF SAID SECTION TO A POINT ON A LINE 33.0 FEET SOUTH OF AND PARALLEL WITH THE NORTH LINE OF THE NORTHEAST QUARTER OF SAID SECTION; THENCE EAST ALONG SAID PARRALLEL LINE TO THE POINT OF BEGINNING, EXCLUDING THAT PART LYING WEST OF THE WEST LINE OF LOTS 1 AND 2 IN BLOCK 3 DESCRIBED ABOVE AS EXTENDED NORTH ALL IN COOK COUNTY, ILLINOIS. EXCEPTING ALSO THAT PART OF THE ABOVE DESCRIBED PARCEL 2 FALLING WITHIN PARCEL 1. PIN(s): 10-25-203-011-0000 10-25-206-007-0000 COMMONLY KNOWN AS: 430 Asbury Avenue, Evanston, Illinois. 213 of 395 DRAFT NOT APPROVED Page 1 of 2 Zoning Board of Appeals MEETING MINUTES ZONING BOARD OF APPEALS Tuesday, March 4, 2014 7:00 PM Civic Center, 2100 Ridge Avenue, Council Chambers Members Present: Matt Rodgers, Mary Beth Berns, Andrew Gallimore, Beth McLennan, Violetta Cullen, Clara Wineberg Members Absent: Scott Gingold Staff Present: Melissa Klotz, Mario Treto Chair: Matt Rodgers Declaration of Quorum With a quorum present, Chair Rodgers called the meeting to order at 7:05 pm. Approval of Minutes The minutes from the January 28, 2014 Zoning Board of Appeals meeting were motioned for approval by Ms. Cullen and seconded by Ms. Berns. The motion was approved 5-0 with one abstention. New Business 430 Asbury Avenue ZBA 14ZMJV-0001 Robert Spengler and Shannon Valko, potential lessees, apply for special use permits to establish Commercial Indoor Recreation and a Drive-Through Facility (accessory) for Little Beans Café at 430 Asbury Avenue. 430 Asbury Avenue is located in the B2 Business District, which requires a special use permit for Commercial Indoor Recreation and the operation of a Drive Through (Zoning Code Section 6-9-3-3). The Zoning Board of Appeals makes a recommendation to City Council, the determining body for this case. Ms. Klotz read the case into the record. Shannon Valko and Robert Spengler presented the case: • This is a second location for Little Beans Café. The first location is in Lincoln Park. • The play portion is for kids 0-6 (Little Beans) and 5-12 (Big Beans). • Play areas feature toys for imaginative play. • Will feature some classes, camps, and workshops. • Drive through is for beverages and pastries only. • 8-10 employees per shift, 12 on weekends. • Maximum 120 families. • 44 parking spaces on site; many employees will ride bikes. • Busiest hours are 9am – 1pm. • Kids cannot go in play areas without a parent present. • Extensive interior buildout, and minor maintenance to outside to replace missing shingles and signage. • Estimate 30% of business from café, and most of café business is parents with kids visiting play area. • Food will be sandwiches, paninis, salads, no fried food or venting necessary. 214 of 395 DRAFT NOT APPROVED Page 2 of 2 Zoning Board of Appeals • Deliveries will occur 2-3 times a week via loading berth in the rear. • Hours for café/play area of 8:30am – 7pm and 6am – 8pm for drive through. Bob Kielbasa, neighbor, stated he is excited something nice is going in the building that has been vacant for so long. Cynthia Sisistky, neighbor, concurred. The Zoning Board then entered into deliberations. Chairman Rodgers noted this is a great adaptive reuse of a longtime vacant building. Members Wineberg and Gallimore agreed. Member Berns noted the area is primarily residential, so hours of operation should be limited to 6am – 10pm. The Standards were addressed: 1) Yes 2) Yes 3) Yes 4) Yes 5) Yes 6) Yes 7) Yes 8) Yes 9) Yes Member McLennan motioned to recommend approval of the proposal with conditions: 1) Hours are 6am – 10pm 7 days a week 2) Employees must park on site 3) Litter Collection and Garbage Pickup Plan 4) Substantial compliance Member Berns seconded the motion. The motion was approved 6-0. Chairman Rodgers suggested changing the meeting time for the March 18, 2014 ZBA hearing to 7:30pm due to voting day. Member Cullen motioned to change the meeting time for March 18, 2014 to 7:30pm. Member McLennan seconded the motion, which was approved 6-0. The meeting adjourned at 7:45 PM. Respectfully Submitted, Melissa Klotz Zoning Division, Community Development Department 215 of 395 FF II NN DD II NN GG SS FOR STANDARDS OF SS PP EE CC II AA LL UU SS EE PP EE RR MM II TT SS In the case of After conducting a public hearing on March 4, 2014, the Zoning Board of Appeals makes the following findings of fact, reflected in the audio-visual recording of the hearing, based upon the standards for special uses specified in Section 6-3-5-10 of the Zoning Ordinance: Standard Finding (A) It is one of the special uses specifically listed in the zoning ordinance; ___X__Met _____Not Met Vote 6-0 (B) It is in keeping with purposes and policies of the adopted comprehensive general plan and the zoning ordinance as amended from time to time; ___X___Met _____Not Met Vote 6-0 (C) It will not cause a negative cumulative effect, when its effect is considered in conjunction with the cumulative effect of various special uses of all types on the immediate neighborhood and the effect of the proposed type of special use upon the city as a whole; ___X___Met _____Not Met Vote 6-0 (D) It does not interfere with or diminish the value of property in the neighborhood; ___X___Met _____Not Met Vote 6-0 (E) It can be adequately served by public facilities and services ___X___Met _____Not Met Vote 6-0 (F) It does not cause undue traffic congestion; ___X___Met _____Not Met Vote 6-0 Case Number: 14ZMJV-0001 Address or Location: 430 Asbury Avenue Applicant: Robert Spengler and Shannon Valko, Little Beans Cafe Proposed Special Use: Commercial Indoor Recreation and a Drive Through Facility 216 of 395 (G) It preserves significant historical and architectural resources; ___X___Met _____Not Met Vote 6-0 (H) It preserves significant natural and environmental features; and ___X___Met _____Not Met Vote 6-0 (I) It complies with all other applicable regulations of the district in which it is located and other applicable ordinances, except to the extent such regulations have been modified through the planned development process or the grant of a variation. ___X___Met _____Not Met Vote 6-0 and, based upon these findings, and upon a vote __6__ in favor & __0__ against Recommends to the City Council _____ approval without conditions __x__ approval with conditions specifically: 1. The restaurant must abide by Litter Collection and Pick-Up Plan 2. Hours of operation must be between 6:00am and 10:00pm 3. Employees must park on-site 4. Project must be in substantial compliance with the documents and testimony on record _____ denial of the proposed special use. __________________________________________ Date: _____________ Matt Rodgers Zoning Board of Appeals Chair Attending: Vote: Aye No ___X___ Mary Beth Berns __X__ ____ ___X___ Clara Wineberg __X__ ____ _______ Scott Gingold _____ ____ ___X___ Beth McLennan __X__ ____ ___X___ Matt Rodgers __X__ ____ ___X___ Violetta Cullen __X__ ____ ___X___ Andrew Gallimore __X__ ____ 217 of 395 218 of 395 219 of 395 220 of 395 221 of 395 222 of 395 223 of 395 224 of 395 225 of 395 226 of 395 227 of 395 228 of 395 229 of 395 230 of 395 231 of 395 232 of 395 233 of 395 234 of 395 235 of 395 236 of 395 237 of 395 238 of 395 239 of 395 240 of 395 Asbury Avenue © 2014 Google STREET VIEW 482-498 Asbury Ave Evanston, IL 60202 -- approximate address 241 of 395 242 of 395 243 of 395 244 of 395 245 of 395 For City Council meeting of March 24, 2014 Item P2 Ordinance 32-O-14: Special Use for a Planned Development at 835 Chicago Avenue For Introduction To: Honorable Mayor and Members of the City Council Planning and Development Committee From: Mark Muenzer, Community Development Director Melissa Klotz, Interim Zoning Administrator Subject: Ordinance 32-O-14, Planned Development 835 Chicago Avenue, 13PLND-0117 Date: March 12, 2014 Recommended Action The Plan Commission and City staff recommend adoption of Ordinance 32-O-14, granting Planned Development approval to construct a nine-story mixed use commercial, office, and residential building at the southeast corner of Chicago Avenue and Main Street, commonly known as 835 Chicago Avenue. The Plan Commission and City staff recommend approval of Site Development Allowances for the number of dwelling units per lot size, floor area ratio (FAR), building height, enclosed parking setback, number of parking spaces, and the number and length of loading berths. The development complies with all other zoning requirements of the C1a Commercial Mixed Use District, and meets all of the Standards of a Planned Development for this district. Summary Background: 835 Chicago Avenue is located on the southeast corner of Chicago Avenue and Main Street, adjacent to the Main Street CTA and Metra stations, in the Main Street business district. The property is located within the C1a Commercial Mixed Use District and is surrounded by commercial, business, and multi-family residential zoning districts and uses. The property is also located within the newly established Main Street TIF District. The property has been vacant since 2007. In the years since the previous two-story commercial and residential building was torn down, City staff worked with the property owner to redevelop the site with an office building. Throughout this time, market conditions have not proved favorable to a large-scale office development. However, a mixed-use development with an office component is feasible with the current market conditions. Memorandum 246 of 395 Proposal: O’Donnell Investment Company proposes to construct a nine-story mixed-use building featuring underground parking, ground floor retail and enclosed parking, second story office, and floors three through nine of rental studio to three bedroom dwellings. The entire building measures 97’ to the roof, with a small mechanical penthouse above. The project will be constructed to a LEED Silver certification level as required by the City’s Green Building Ordinance. The ground floor features approximately 12,064 square feet of commercial retail space as well as a parking garage with 30 parking spaces. 13 of the parking spaces are devoted to retail parking, two spaces feature car share vehicles for community use, and the remaining 15 spaces are for residential use. The parking garage entrance is accessible off of the rear alley that parallels Chicago Avenue, with a one-way right-turn only egress out onto Chicago Avenue via a 12-foot wide curb cut. City staff feels the proposed curb cut on Chicago Avenue deters from the walkability of the area, which is significant given the close proximity of the Main Street CTA and Metra stations, as well as the surrounding neighborhood business district, but necessary for the vehicular flow of the project and an added right turn lane for northbound vehicles. Staff has negotiated the smaller 12’ right-only curb cut in order to mitigate pedestrian issues. The applicant feels the curb cut on Chicago Avenue is vital to the success of the ground-floor retail spaces. The applicant intends to permanently remove four metered parking spaces on the east side of Chicago Avenue for the proposed curb cut and visibility lines. There is also ingress/egress via the alley to the underground parking, which features 76 typical parking spaces, six tandem spaces, and 15 hydraulic lift spaces that stack vehicles above regular parking spaces. The underground parking will be for residential use, with some spaces available as shared parking with the office use. The applicant anticipates 15- 20 spaces will be needed for the shared parking concept, which will be monitored by on-site management and will allow for parking for the office use during the day and residential use in the evenings and overnight. The alley is 20’ in width at the tightest point, with 30’ between buildings at the loading dock and parking garage entrances. The applicant will ask the owner of the Lucky Platter building to the east to relocate their dumpsters at the southwest end of their property, where there is 30’ between the buildings, to allow for better vehicular circulation. The total on-site parking for the building is 127 spaces. Above the first floor is a mezzanine level that houses mechanical equipment. The mezzanine does not feature any gross floor area. The second floor features approximately 13,427 square feet of rentable space with high-speed fiber optic cable that is intended as small office space, as well as amenities for the residential dwellings. This floor also includes an outdoor landscaped terrace that is partially visible from Main Street. Floors three through nine feature residential rental units with two studios, seven 1-bedroom units, six 2-bedroom units, and one 3-bedroom unit per floor for a total of 112 dwelling units. Some of the residential units on each floor feature outdoor balconies. 247 of 395 The property is located within the newly established Main Street TIF District. The applicant anticipates utilizing two to three million dollars of TIF funds for the development, and estimates the completed project will generate $16 million dollars back into the TIF. Site & Building Appearance: The ground floor of the building features a charcoal-colored granite base and tan-colored masonry façade with large expanses of floor to ceiling windows for the retail spaces. The second floor features floor to ceiling windows for the office use. The outdoor terrace on the second floor features low-lying vegetation as well as four large trees that will be partially visible from Main Street. The remaining floors are comprised of a deep reddish-brown face brick with horizontal detailing between the window expanses. The windows angle out towards the street to add dimension to the façade, and alternate between typical insulated glass and opaque spandrel glass. The residential balconies are made of a tan colored metal mesh. Zoning Ordinance: The C1a Commercial Mixed Use District permits commercial, office, and residential uses. Planned Development approval is required for the construction of 20,000 square feet or more, or substantial construction on property with a lot size of 30,000 square feet for more. The proposed nine-story mixed-use building requires Planned Development approval, as it meets both of the aforementioned criteria. The proposed development requests to exceed six of the base zoning regulations for the C1a District by requesting the following Site Development Allowances: Zoning C1a Zoning Requested Maximum Code Section Requirement Development Allowance Development Allowance 6-10-3-4-B Lot size: 350 sq ft per dwelling unit = 87 dwelling units max for this lot (sized at 30,500 sq ft) 112 dwelling units 40% increase = 122 dwelling units max 6-10-3-7 Maximum floor area ratio (FAR) of 4.0 (excludes parking and mechanical) (ratio is gross sq ft compared to lot size) 4.86 FAR +1.5 FAR = 5.5 FAR max 6-10-3-9 Maximum allowed building height of 67’ 97’ height (excludes mechanical penthouse) +30’ = 97’ height max 6-10-3-10 Enclosed parking must be set back 20’ from any lot line 10’ setback for enclosed parking off of Chicago Avenue (inside garage) N/A 6-16-3-5 Table 16-B Total parking requirement of 216 spaces (155.75 for dwelling units, 28.75 for retail, 31.34 for office) 127 parking spaces total (106 typical spaces, 6 tandem, 15 hydraulic lift) N/A 6-16-5 5 short loading berths required (2 for dwelling units, 2 for retail, 1 for office) at 35’ in length 2 short loading berths at 25’ in length N/A 248 of 395 Maximum Site Develop Allowances can be exceeded when approved by a 2/3 supermajority vote of City Council. However, the applicant does not request to exceed any maximums. The only requested Site Development Allowance that is fully maximized (but not exceeding) is the building height at 97’. Transit Oriented Development & Traffic Impact: The intersection of Chicago Avenue and Main Street is busy, with traffic congestion rated at a C level. Both streets see high traffic counts, high pedestrian crossing due to the surrounding business district and the adjacent CTA and Metra stations, a bus stop, and designated bicycle route. City staff feels a development at 835 Chicago Avenue with a large amount of vehicular traffic would be detrimental to the already congested intersection. The applicant proposes the 835 Chicago building as a Transit Oriented Development (TOD) that features minimal parking and instead relies on the close proximity of the CTA and Metra stations and surrounding pedestrian-friendly business district. The applicant anticipates very few retail and office users will travel to the building by car, and the needed residential parking will be less than a 1:1 ratio, meaning the average vehicle per dwelling unit will be less than one. The development’s proposal for 13 retail-only parking spaces (for retail customers) leaves 114 on-site parking spaces for the 112 dwelling units, with a shared parking agreement that will allow office users to park on-site in spaces that are unoccupied by residential vehicles in the underground garage during business hours. According to the submitted traffic analysis by KLOA, the number of vehicles this development will bring to the immediate area is minimal enough that the traffic congestion will remain at a C level. As the applicant anticipates the number of parking spaces the development will demand are located within the on-site parking garage. Off-site parking, which is at a premium in the area, should not be adversely affected. The total parking ratio for the development is 1.13, which is comparable to other recent multi-family residential developments such as E2 at 1890 Maple Avenue and Central Station at 1700 Central Street. The location of the proposed development is one of the most preferable sites for Transit Oriented Development in the entire Chicagoland area. The area is extremely unique in that it features both a CTA and Metra station, as well as a bus stop, immediately across the street. TODs use lower parking counts to encourage residents to live with fewer vehicles (typically none or one) and instead rely on the other transportation options in the area. TODs are neighborhood friendly because they encourage local shopping, pedestrian activity, eyes on the street, environmental friendliness, and do not increase traffic congestion. TODs typically keep housing more affordable since they reduce the number of parking spaces constructed – which typically range from $40,000 - $60,000 per space in parking garages. Studies indicate the Generation X and Y groups in urban and semi-urban areas are switching to TOD lifestyles when such option is available. Many Generation X and Y families do not have two or more vehicles, and instead embrace public transportation, bicycling, and walking within their community. The 2008-2012 American Community Survey from the U.S. Census Bureau found that among the four census tracts that converge near 835 Chicago Avenue, approximately 12% of households do not have a vehicle available, and approximately 66% of households have one or fewer vehicles available. Rental dwellings, as opposed to owner- occupied units, typically further decrease the number of vehicles owned per dwelling. These 249 of 395 figures indicate a large acceptance within the immediate area for the use of other travel means and less reliance on vehicular travel. One common and conservative way of estimating how much on-site parking a TOD building needs is with the following formula: Zoning Ordinance - 25% TOD - 4 x carsharing spaces - Shared parking spaces = TOD parking requirement discount i.e. I-Go, Zip Car (each serves 2 vehicles) parking Using the above formula, the original Zoning Ordinance requirement for 216 on-site parking spaces is reduced to 123 spaces, which is less than the 127 spaces proposed by the applicant. Other communities that are similar to Evanston in terms of mass transit access, walkability, and suburban/urban densities have successful TOD mixed-use structures. The following chart describes similar TODs that are completed or currently under construction. The two comparable Evanston TODs, E2 and Central Station, both have commercial space with no on-site parking for the commercial uses. The parking ratios for the residential uses are 1.01 and .99, respectively. Central Station currently has 42 dwellings leased and 46 parking spaces leased, for a leasing ratio of 1.1. Development/ Municipality Dwelling Units Commercial/ Office SF Parking Spaces Ratio Oak Park Apts, Oak Park 200 14,000 200; Built adjacent to Public Parking Garage 1.0 4929 Forest Ave., Downers Grove 24 None 37 1.5 Acadia on the Green, Downers Grove 126 du 33,235 148 interior; 62 street 1.6 Lake & Forest, Oak Park 270 25,000 270; Built adjacent to Public Parking Garage 1.0 Arkadia Tower, West Loop, Chicago 350 Unknown 356 1.02 1601 Tower, Chicago 99 3 retail spaces Shared parking for residential; additional parking for retail 0 1890 Maple/1881 Oak, (E2) Evanston 356 4,000 353 .99 1700-1722 Central St., (Central Station) Evanston 80 10,500 81; No retail parking 1.01 Public Benefits: All new development within the city should provide public benefits to the community. Large scale development projects such as 835 Chicago Avenue should provide substantial public 250 of 395 benefits, both to improve the neighborhood and community as a whole, as well as to offset any potential concerns due to the higher intensity of the development. City staff has negotiated the following public benefits with the applicant: 1. Construct sidewalks, curbing, decorative brickwork, and landscaping along Chicago Avenue and Main Street in accordance with the Chicago Avenue Streetscape Plan. 2. Hire a minimum of five, with a goal of ten, Evanston residents to work at the site during construction. 3. Provide a payment of $2,250 to the City Parking Fund for each metered on- street parking space that will be temporarily removed during construction (estimated by City staff to be eight spaces). 4. Provide a payment of $50,000 towards the renovation of St. Paul’s Park just west of Chicago Avenue, adjacent to the Main Street CTA station. 5. Bury adjacent property utility lines, including but not limited to the lines on the four adjacent utility poles, in conjunction with the required underground placement of utility lines for the development project. 6. Provide a lump sum payment of $72,281 to the City Parking Fund to offset the loss of City revenue for the four metered on-street parking spaces that will be permanently removed for the benefit of the development. 7. If/when the development converts from rental dwelling units to condos, contribute to the City’s Affordable Housing Ordinance that is typically required for new construction condo units, a payment to the City’s Affordable Housing Fund of 10% of units at $40,000 per unit for a total payment of $440,000. 2000 Comprehensive General Plan: The 2000 Comprehensive General Plan lists specific goals and objectives to promote the growth and redevelopment of business, commercial, and industrial areas of Evanston. The proposed redevelopment and site improvements at 835 Chicago Avenue achieve these goals by developing a property that is currently vacant and underutilized into an asset to the neighborhood and community as a whole. An evaluation of the proposal by City staff as it relates to the Comprehensive Plan goals is as follows: LEGEND M = Meets Guideline D = Does Not Meet Guideline N/A = Does Not Apply LAND USE Standard Result Neighborhood assets should be enhanced while recognizing that each neighborhood contributes to the overall social and economic quality of Evanston M Evanston’s housing stock should continue to offer buyers and renters a desirable range of choice in terms of style and price M Evanston should maintain a diverse range of business and commercial areas, all of which will be viable locations for business activity M Downtown Evanston should be an attractive, convenient, and economically vital center of diverse activity. N/A The growth and evolution of Evanston’s institutions should be supported so long as the growth does not have an adverse impact upon the residentially-zoned adjacent neighborhoods M 251 of 395 PUBLIC FACILITIES Standard Result The City of Evanston’s public buildings should be fully accessible, modernized buildings that serve civic needs and interests of residents. N/A City parks and recreation areas should be of the highest quality in order to meet residents various recreation and leisure interests N/A Utility systems in Evanston should provide reliable, quality service and support future development throughout Evanston M CIRCULATION Standard Result Evanston’s streets should safely, conveniently, and efficiently link neighborhoods to the rest of the community and to the metropolitan area M Evanston’s parking system should serve the needs of residents, commuters, employees, shoppers, and visitors to Evanston’s neighborhoods and business districts M Transportation providers should offer safe, convenient, affordable, and easily accessible transit alternatives to the automobile M The safety and convenience of pedestrians and bicyclists should be a priority M COMMUNITY ENVIRONMENT Standard Result Buildings and landscaping should be attractive, interesting and compatible design M The historic heritage of Evanston should continue to be identified and preserved for the benefit of current and future residents M The creation of art and arts activities should be recognized and promoted as a vital component of the local economy N/A Locally and regionally, natural resources should be preserved and public health should be promoted through a clean environment M Legislative History February 12, 2014 – The Plan Commission expressed concerns regarding the number of parking spaces located on site, and granted a continuance to allow the developer to explore possible revisions to the proposed parking. February 26, 2014 – The developer presented a revised parking plan that increased the number of on-site parking spaces to 127 and explained details for a shared parking agreement between the residential and office uses. The Plan Commission voted 5-3 to recommend approval of the proposed Planned Development with the requested Site Development Allowances and Public Benefits. Attachments Ordinance 32-O-14 Site Plans and Elevations Plan Commission Packet, February 26, 2014: http://www.cityofevanston.org/assets/02.26.14%20PC%20Packet.pdf Plan Commission Packet, February 12, 2014 http://www.cityofevanston.org/assets/02.12.14%20PC%20Packet.pdf Letters of Concern Plan Commission Draft Meeting Minutes, February 26, 2014 Plan Commission Meeting Minutes, February 12, 2014 252 of 395 3/4/14 3/12/14 3/17/14 32-O-14 AN ORDINANCE Granting a Special Use Permit for a Planned Development Located at 835 Chicago Avenue in the C1a Commercial District (“Chicago + Main ”) WHEREAS, the City of Evanston is a home-rule municipality pursuant to Article VII of the Illinois Constitution of 1970; and WHEREAS, as a home rule unit of government, the City has the authority to adopt ordinances and to promulgate rules and regulations that protect the public health, safety, and welfare of its residents; and WHEREAS , Article VII, Section (6)a of the Illinois Constitution of 1970, which states that the “powers and functions of home rule units shall be construed liberally,” was written “with the intention that home rule units be given the broadest powers possible” (Scadron v. City of Des Plaines, 153 Ill.2d 164); and WHEREAS, it is a well-established proposition under all applicable case law that the power to regulate land use through zoning regulations is a legitimate means of promoting the public health, safety, and welfare; and WHEREAS, Division 13 of the Illinois Municipal Code (65 ILCS 5/11-13-1, et seq.) grants each municipality the power to establish zoning regulations; and WHEREAS, pursuant to its home rule authority and the Illinois Municipal Code, the City has adopted a set of zoning regulations, set forth in Title 6 of the Evanston City Code of 1979, as amended, (“the Zoning Ordinance”); and 253 of 395 32-O-14 ~2~ WHEREAS, O’Donnell Investment Co. (the “Applicant”), owner of the property located at 835 Chicago Avenue, Evanston, Illinois (the “Subject Property”), legally described in Exhibit A, which is attached hereto and incorporated herein by reference, applied, pursuant to the provisions of the Zoning Ordinance, specifically Section 6-3-5, “Special Uses”, Section 6-3-6, “Planned Developments”, and Subsection 6-10-1-9, “Planned Developments” in Commercial Zoning Districts, to permit the construction and operation of a Planned Development with accessory parking located at the Subject Property in the C1a Commercial Zoning District (“C1a District”); and WHEREAS, the Applicant sought approval to construct a new nine-story ninety-seven foot (97 ft.) tall mixed use commercial, office, and residential building consisting of one hundred twelve (112) dwelling units, approximately 15,670 gross square feet of office space, approximately 12,064 gross square feet of commercial retail space and with one hundred twenty-seven (127) enclosed, garage parking spaces; and WHEREAS, construction of the Planned Development, as proposed in the application, requires exception from the strict application of the Zoning Ordinance with regards to number of dwelling units per lot size, floor area ration (FAR), building height, enclosed parking setback, number of parking spaces, and the number and length of loading berths; and WHEREAS, pursuant to Subsection 6-3-6-5 of the Zoning Ordinance, the City Council may grant Site Development Allowances to the normal district regulations established in the Zoning Ordinance; and 254 of 395 32-O-14 ~3~ WHEREAS, on February 12 and February 26, 2014, in compliance with the provisions of the Illinois Open Meetings Act (5 ILCS 120/1 et seq.) and the Zoning Ordinance, the Plan Commission held a public hearing on the application for a Special Use Permit for a Planned Development, case no. 13PLND-0114, heard extensive testimony and public comment, received other evidence, and made written minutes, findings, and recommendations; and WHEREAS, the Plan Commission’s written findings state that the application for the proposed Planned Development meets applicable standards set forth for Special Uses in Subsection 6-3-5-10 of the Zoning Ordinance and Planned Developments in the C1a District per Subsection 6-10-1-9 of the Zoning Ordinance; and WHEREAS, the Plan Commission recommended the City Council approve the application with conditions; and WHEREAS, on March 24, 2014, the Planning and Development (“P&D”) Committee of the City Council held a meeting, in compliance with the provisions of the Open Meetings Act and the Zoning Ordinance, received input from the public, carefully considered and adopted the findings and recommendations of the Plan Commission, and recommended approval thereof by the City Council; and WHEREAS, at its meetings of March 24 and April 8, 2014, held in compliance with the Open Meetings Act and the Zoning Ordinance, the City Council considered the recommendation of the P&D Committee, received additional public comment, made certain findings, and adopted said recommendation; and WHEREAS, it is well-settled law that the legislative judgment of the City Council must be considered presumptively valid (see Glenview State Bank v. Village of 255 of 395 32-O-14 ~4~ Deerfield, 213 Ill.App.3d 747) and is not subject to courtroom fact-finding (see National Paint & Coating Ass’n v. City of Chicago, 45 F.3d 1124), NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS, THAT: SECTION 1: The foregoing recitals are hereby found as facts and incorporated herein by reference. SECTION 2: Pursuant to the terms and conditions of this ordinance, the City Council hereby grants the Special Use Permit applied for in case no. 13PLND- 0114, to allow construction and operation of the Planned Development described herein. SECTION 3: The City Council hereby grants the following Site Development Allowances: (A) Number of Dwelling Units Per Lot Size: A Site Development Allowance is hereby granted for one hundred twelve (112) dwelling units, whereas subsection 6-10-3-4-(B) of the Zoning Ordinance requires a maximum of 87 dwelling units for a lot sized at 30,500 sq. ft. in the C1a District. (B) Floor Area Ratio (FAR): A Site Development Allowance is hereby granted for a 4.86 floor to area ratio, whereas subsection 6-10-3-7 of the Zoning Ordinance requires a maximum floor area ratio of 4.0 in the C1a District. (C) Building Height: A Site Development Allowance is hereby granted for a ninety- seven (97) feet maximum height, whereas subsection 6-10-3-9 of the Zoning Ordinance requires a maximum allowed building height of sixty-seven (67) feet in the C1a District. (D) Enclosed Parking Setback: A Site Development Allowance is hereby granted for a ten (10) foot setback for enclosed parking off of Chicago Avenue, whereas subsection 6-10-3-10 of the Zoning Ordinance requires enclosed parking to be set back twenty (20) feet from any front or street side lot line in the C1a District. (E) Number of Parking Spaces: A Site Development Allowance is hereby granted for a total of one hundred and twenty seven (127) parking spaces, whereas subsection 6-16-3-5 of the Zoning Ordinance requires a minimum of two hundred 256 of 395 32-O-14 ~5~ sixteen (216) parking spaces for this particular mixed use building in the C1a District. Of the aforementioned one hundred and twenty seven (127) parking spaces, one hundred and six (106) parking spaces are compliant with the requirements of Zoning Ordinance Section 6-16, six (6) parking spaces are tandem parking spaces that are not recognized under the Zoning Ordinance due to a lack of a travel lane, and fifteen (15) parking spaces are located above traditional spaces via hydraulic parking lifts that are not recognized by the Zoning Ordinance due to inadequate height clearance. All parking spaces, inclusive of the hydraulic lift spaces, must be in place and usable prior to the issuance of a Temporary Certificate of Occupancy. (F) Number and Length of Loading Berths: A Site Development Allowance is hereby granted for two (2) short loading berths at twenty-five (25) feet in length, whereas subsection 6-16-5 of the Zoning Ordinance requires a minimum of five (5) short loading berths at thirty-five (35) feet in length for this particular mixed use building in the C1a District. SECTION 4: Pursuant to Subsection 6-3-5-12 of the Zoning Ordinance, the City Council imposes the following conditions on the Special Use Permit granted hereby, which may be amended by future ordinance(s), and violation of any of which shall constitute grounds for penalties or revocation of said Special Use Permit pursuant to Subsections 6-3-10-5 and 6-3-10-6 of the Zoning Ordinance: (A) Compliance with Applicable Requirements: The Applicant shall develop and operate the Planned Development authorized by the terms of this ordinance in substantial compliance with: the terms of this ordinance; the Site and Landscape Plans in Exhibit B and C, attached hereto and incorporated herein by reference; all applicable legislation; the Applicant’s testimony and representations to the Site Plan and Appearance Review Committee, the Plan Commission, the P&D Committee, and the City Council; and the approved documents on file in this case. (B) Enclosed Parking Ingress/Egress: The Applicant shall provide access from the enclosed parking structure to Chicago Avenue via a one-lane right turn only egress as depicted on the Site Plan in Exhibit B. Primary access to and from the enclosed parking structure shall occur via the ingress/egress located at the alley as depicted in the Site Plan in Exhibit B. (C) Landscape Design: The Applicant shall install and maintain landscaping as depicted in Exhibit C. All landscape and hardscape, including but not limited to sidewalks, curbing, decorative brickwork, and planting materials, shall conform to the Chicago Avenue Streetscape Plan along Chicago Avenue and Main Street. 257 of 395 32-O-14 ~6~ (D) Retail Exclusive Parking: The Applicant shall provide thirteen (13) enclosed parking spaces on the ground floor of the building parking, which shall be exclusively used for retail customers and shall not be utilized for office or residential purposes. Additionally, the Applicant agrees to display proper signage within the parking structure that specifically details such restriction. (E) Shared Parking: The Applicant shall provide shared parking to be used for residential and office purposes. The Applicant shall record a Shared Parking Agreement with the Cook County Recorder of Deeds. The Applicant shall then provide to the Director of Community Development a copy of the recorded Shared Parking Agreement prior to the issuance of a Temporary Certificate of Occupancy. (F) Car Sharing and Car Club Service: The Applicant agrees to provide and place a minimum of two (2) car share vehicles in the enclosed parking structure prior to obtaining the Temporary Certificate of Occupancy. In the event this Planned Development, 835 Chicago Avenue (“Chicago + Main”), is converted to condominiums, Applicant may cease to provide the Car Sharing and Car Club Service. (G) St. Paul’s Park Contribution: That the Applicant voluntarily agrees to contribute fifty thousand dollars ($50,000.00) towards the renovation of St. Paul’s Park west of Chicago Avenue, adjacent to the Main Street Chicago Transit Authority (“CTA”) Station, prior to the issuance of the building permit. (H) Employees: That the Applicant will have, as a primary goal, the employment of ten (10) Evanston residents, with a required minimum amount of five (5) Evanston resident employees during construction. Said residents, without regard to sex, race or ethnicity, can be sub-contractors or vendors to the development. The Applicant will hire as many competent minority and/or women Evanston subcontractors, workers, and residents as possible for the construction project. (I) Temporary Parking Meter Loss Compensation: The Applicant shall pay two thousand two hundred fifty dollars ($2,250.00) per City of Evanston parking meter that must be temporarily capped or removed during the construction period, not to include any permanently removed meters. Such payment shall be for the City Parking Fund. (J) Permanent Parking Meter Loss Compensation: The Applicant shall pay a one-time payment of seventy-two thousand, two hundred eighty one dollars ($72,281.00) to offset the loss of City revenue for the four (4) metered on-street parking spaces what will be permanently removed for the benefit of the development project. Such payment shall be for the City Parking Fund. (K) Property Utility Lines: The Applicant shall bury adjacent property utility lines, including but not limited to the lines on the four (4) adjacent utility poles, in 258 of 395 32-O-14 ~7~ conjunction with the required underground placement of utility lines required for the development project. (L) City of Evanston Affordable Housing Fund: In the event this Planned Development, 835 Chicago Avenue (“Chicago + Main”), is converted to condominiums, the Applicant shall contribute to the Affordable Housing Fund four hundred forty thousand dollars ($440,000.00), amount consisting of ten percent (10%) of the units paid at forty thousand dollars ($40,000.00) per unit. (M) Recordation: Pursuant to Subsection 6-3-6-10 of the Zoning Ordinance, the Applicant shall, at its cost, record a certified copy of this ordinance, including all exhibits attached hereto, with the Cook County Recorder of Deeds, and provide proof of such recordation to the City, before the City may issue any permits pursuant to the Planned Development authorized by the terms of this ordinance. SECTION 5: When necessary to effectuate the terms, conditions, and purposes of this ordinance, “Applicant” shall be read as “Applicant’s tenants, agents, assigns, and successors in interest.” SECTION 6: This ordinance shall be in full force and effect from and after its passage, approval, and publication in the manner provided by law. SECTION 7: Except as otherwise provided for in this ordinance, all applicable regulations of the Zoning Ordinance and the entire City Code shall apply to the Subject Property and remain in full force and effect with respect to the use and development of the same. To the extent that the terms and provisions of any of said documents conflict with the terms herein, this ordinance shall govern and control. SECTION 8: All ordinances or parts of ordinances that are in conflict with the terms of this ordinance are hereby repealed. SECTION 9: If any provision of this ordinance or application thereof to any person or circumstance is ruled unconstitutional or otherwise invalid, such invalidity shall not affect other provisions or applications of this ordinance that can be given effect 259 of 395 32-O-14 ~8~ without the invalid application or provision, and each invalid provision or invalid application of this ordinance is severable. SECTION 10: The findings and recitals herein are hereby declared to be prima facie evidence of the law of the City and shall be received in evidence as provided by the Illinois Compiled Statutes and the courts of the State of Illinois. Introduced:_________________, 2014 Adopted:___________________, 2014 Approved: __________________________, 2014 _______________________________ Elizabeth B. Tisdahl, Mayor Attest: _____________________________ Rodney Greene, City Clerk Approved as to form: _______________________________ W. Grant Farrar, Corporation Counsel 260 of 395 32-O-14 ~9~ EXHIBIT A Legal Description LOT “A” IN THE MAIN CONSOLIDATION, BEING A CONSOLIDATION OF LOTS 1, 2 AND 3 IN BLOCK 11 IN W HITE’S ADDITION TO EVANSTON IN SECTION 19, TOWNSHIP 41 NORTH, RANGE 14, EAST OF THE THIRD PRINCIPAL MERIDIAN, ACCORDING TO THE PLAT THEREOF RECORDED JANUARY 5, 1977 AS DOCUMENT NUMBER 23769201, IN COOK COUNTY, ILLINOIS. PINs: 11-19-401-024-0000 COMMONLY KNOWN AS: Unimproved vacant land at SEC of Main Street and Chicago Avenue, Evanston, IL (approx. 30,500 sq. ft.) 261 of 395 32-O-14 ~10~ EXHIBIT B Development Plans 262 of 395 263 of 395 264 of 395 265 of 395 266 of 395 267 of 395 268 of 395 269 of 395 270 of 395 271 of 395 32-O-14 ~11~ EXHIBIT C Landscape Plans 272 of 395 273 of 395 274 of 395 275 of 395 276 of 395 277 of 395 278 of 395 279 of 395 280 of 395 281 of 395 282 of 395 283 of 395 284 of 395 285 of 395 286 of 395 287 of 395 288 of 395 289 of 395 290 of 395 291 of 395 292 of 395 G|R|E|C Architects24 March 2014CHICAGO+MAINEVANSTONGROUND FLOOR PLANN293 of 395 294 of 395 295 of 395 296 of 395 297 of 395 298 of 395 299 of 395 300 of 395 301 of 395 302 of 395 303 of 395 304 of 395 305 of 395 306 of 395 307 of 395 308 of 395 309 of 395 310 of 395 311 of 395 312 of 395 313 of 395 314 of 395 315 of 395 316 of 395 317 of 395 318 of 395 319 of 395 320 of 395 321 of 395 322 of 395 323 of 395 324 of 395 325 of 395 326 of 395 327 of 395 328 of 395 329 of 395 330 of 395 331 of 395 DRAFT NOT APPROVED Page 1 of 11 Plan Commission Minutes 02/26/2014 MEETING MINUTES PLAN COMMISSION Wednesday, February 26, 2014 7:00 P.M. Evanston Civic Center, 2100 Ridge Avenue, Council Chambers Members Present: Scott Peters (Chair), Terri Dubin, Jim Ford, Seth Freeman, Lenny Asaro, Colby Lewis, Richard Shure, Kwesi Steele, Members Absent: none Associate Members Present: Stuart Opdycke, Associate Members Absent: David Galloway Staff Present: Damir Latinovic, Neighborhood and Land Use Planner Melissa Klotz, Interim Zoning Administrator Mario Treto, Assistant City Attorney I Others Present: Scott Bernstein, President, Center for Neighborhood Technology Presiding Member: Scott Peters, Chairman 1. CALL TO ORDER / DECLARATION OF QUORUM Chairman Peters called the meeting to order at 7:05 P.M and explained the general meeting procedure, schedule, agenda items, time limits on public testimony and opportunities for cross examination of witnesses. Chairman Peters concluded the opening statement by saying that the Plan Commission forwards a recommendation to the City Council which makes the final determination on any matters discussed by the Plan Commission. 2. UNFINNISHED BUSINESS– CONTINUED FROM FEBRUARY 12, 2014 MEETING: A. PLANED DEVELOPMENT 13PLND-0114 835 Chicago Avenue John O’Donnell of O’Donnell Investment Co., developer of the proposed project, applies for a Special Use for a Planned Development in the C1a Commercial Mixed Use District (Zoning Code Section 6-10-3-3) to construct a 9-story, 97’ tall mixed-use commercial, office, and residential tower. The proposed tower consists of 112 dwelling units, approximately 15,670 gross square feet of office space, approximately 12,064 gross square feet of commercial retail space, and 104 enclosed parking spaces. The applicant seeks Site Development Allowances for the number of dwelling units per lot size, floor area ratio (FAR), building height, 332 of 395 DRAFT NOT APPROVED Page 2 of 11 Plan Commission Minutes 02/26/2014 enclosed parking setback, number of parking spaces, and the number and length of loading berths. The Plan Commission makes a recommendation to City Council, the final determining body for this proposal. Melissa Klotz, Interim Zoning Administrator, provided the brief overview of the revised plans and documents submitted by the petitioner. She said the petitioner has revised the number of parking spaces on the property to a total of 127 parking spaces. Of those 127 spaces, 106 spaces meet the dimensions and access requirements per the Zoning Ordinance, six are provided as tandem spaces and 15 spaces are provided on individual lifts. She noted two items were provided to the Commission members on the dais: 1. An email letter from associate member David Galloway, who is not able to attend tonight’s meeting, and 2. The comparison assessment of three similar developments in Evanston with the proposed development. Ms. Klotz concluded by saying no other changes to the plans are proposed. Staff recommends approval of the proposed planned development at 835 Chicago Avenue. Chairman Peters swore in all individuals that will be providing testimony during tonight’s meeting. Patrick Thompson, the attorney for the developer, introduced the developer’s team and summarized the questions for the developer that were brought up by the public and the Commission at the last hearing. He clarified that there is an existing right-turn lane on southbound Chicago Avenue and that will remain. A new right-turn dedicated lane on northbound Chicago Avenue is being proposed. He invited Donald Cooper, the architect of the project to summarize the architecture of the building. Donald Cooper, principal GREC architects, explained the base of the building along Chicago Avenue and Main St. would include a marble stone base and a glazed brick cladding (terra cotta) above it. He also provided an updated rendering looking southeast on the proposed building and elevations that include adjacent buildings. Mr. Cooper reminded everyone that Design Evanston organization supports the proposed project. Mr. Cooper further explained that the addition of a second level of parking underground is not possible because of the high water level. Adding a second level of parking above grade would have to include an access ramp off of Chicago Avenue which is not consistent with the City’s goals and would add height to the building. As such the solution they are presenting is adding 6 tandem parking spaces on the lower parking level and also adding 15 parking spaces on individual lifts along the west property line on the lower parking level. As such, the total number of parking spaces on site is now 127. Mr. Thompson invited Scott Bernstein to speak. Scott Bernstein, president and founder of the non-profit organization Center for Neighborhood Technology which specializes in TOD developments and car sharing research who is also a resident of Evanston and lives at 917 Elmwood St. He submitted a written statement of his testimony. Mr. Bernstein stated that he was also the owner of I-GO car sharing program which in 2013 was purchased by Enterprise Rent-a Car. He stated he is not employed by the developer. He is here simply providing findings of their research. Mr. 333 of 395 DRAFT NOT APPROVED Page 3 of 11 Plan Commission Minutes 02/26/2014 Bernstein provided the Census data for car-ownership within a ¼ mile and ½ mile radius of the Chicago Main St. Station. They looked at average car ownership per household, car ownership for owner occupied units and that of rental units. They also looked at this data for all stops on the Purple line. For the region, Mr. Bernstein stated the average is 1.6 vehicles per occupied dwelling unit. Within ½ mile radius of the station the average is 1.28 vehicles per household and within ¼ mile radius that drops to 1.17 vehicles per household. He stated that the numbers for just the rental units are lower. There are 861 renters within ¼ mile and 25% have no cars at all. Within ¼ mile renters have 0.93 vehicles per household. He stated that the vehicles per rental unit are comparable between Foster, Dempster and Main Street stations. Mr. Bernstein also stated that between 2000- 2009 the percentage of commuters who did not drive increased by 3%. Mr. Bernstein stated that the trend of development across the country for TOD developments is to provide very limited number of on-site parking. He provided an example of the recent development near Division St and Ashland Ave (1611 W. Division St) in Chicago that has no on-site parking except for shared parking by I-GO cars. He proceeded to summarize benefits of providing shared parking solutions for TOD developments. Not all parking spaces for any use are 100% occupied at all times. So there is an opportunity to share for uses that have peak demands at off times. He encouraged everyone to visit the website www.rightsizeparking.com. He further pointed out that many communities in Chicago area reduce parking requirement for developments near transit stops. Mr. Bernstein went over the membership numbers for car-sharing programs such as I-Go and Zip-cars. He summarized by saying based on his research the development at the subject site should have approximately 0.8 parking spaces per dwelling unit and one parking space per two employees for nonresidential uses. He believes the proposal is actually on the high end for parking. Upon a question from Commissioner Freeman, Mr. Bernstein stated that the count of 0-1 parking spaces per household is based on the question from the Census data collection. He stated he can provide the raw data to staff the next day. He explained the trend is that the number of cars per household and the number of vehicle miles travelled per household is going down. Commissioner Shure pointed out that the trends are either short term or long term. He agrees that long term the car ownership will come down but he has concern about short term demand for parking on this site. Mr. Bernstein explained a number of different elements will influence the demand for short term and long term parking on the site. He encouraged the city to better manage any parking that is available in the area. Upon a question from Commissioner Opdycke regarding the waiting list for parking at the adjacent property, Mr. Bernstein suggested to monitor all on-site parking spaces to get a better number of how many of them are used and at what times. Not all 334 of 395 DRAFT NOT APPROVED Page 4 of 11 Plan Commission Minutes 02/26/2014 parking spaces are used at all times. It is expensive to provide parking for everyone that might need it at the same time. On average one space in a parking garage costs $50,000 to construct. That is one of the reasons why housing is becoming less affordable. Commissioner Freeman asked how the tandem and lift parking spaces will be managed. Mr. Bernstein stated residents must be encouraged to share parking spaces. Based on their research every shared parking space takes out 15-16 required parking spaces. Mr. Thompson introduced the next speaker Richard Aaronson of Atlantic Realty Partners. Mr. Aaronson explained his company developed “The Reserve” and 1717 Ridge” developments in Evanston. He believes they have a very good knowledge of parking demands in this area and provided an overview of parking ratios for recently approved multifamily projects in Evanston. Mr. Aaronson went over the parking demand based on the type of the renter. He stated that they do see 10-15% of households have more than one vehicle which is well suited for tandem spaces or the lift spaces. They will promote bike ownership, use of transit and shared parking. The system will be based on assigned parking. An alternative is permit parking where you sell more parking permits than there are spaces because not all spaces are occupied at all times. That would increase the parking availability if they need to. In regard to shared parking, office and residential uses have a perfect shared parking scenario because of the demand at opposite times of the day. They anticipate at least 50% of residential parking users will use their car for work. 30-40 spaces would be vacated during the day. There will also be management on site to resolve any issues that may come up. The property will be well staffed on both weekends and evenings during the week. Mr. Aaronson stated they will have 13 spaces on the ground floor dedicated to retail tenants. Additionally, on the ground floor there would be 2 car sharing spaces and spaces available for residents which will likely be vacant during the day and available for retail users. He further said they fully believe they will be adequately parked from day one. It is important to them as a developer that their product works from day one. They do not want to grow into it. Mr. John O’Donnell, the applicant, provided concluding remarks for the petitioner’s team. He believes the team provided the best possible solutions based on the Commission’s and public remarks. They will encourage transit use and lower car ownership by providing Ventra transit cards, possible free car-sharing membership to their tenants, and other solutions. Chairman Peters asked if the applicant is okay if the promises made during their testimony are included in the PD Ordinance, to which Mr. O’Donnell stated he does not object to that. 335 of 395 DRAFT NOT APPROVED Page 5 of 11 Plan Commission Minutes 02/26/2014 Commissioner Freeman asked what is the average ownership of bikes per household, to which Mr. Aaronson stated that approximately 50% of units have bicycles. Mr. Aaronson stated they have the ability to increase the spaces devoted to bike parking even though many residents like to keep their bicycles in their units. Upon a question Mr. O’Donnell stated it comes down to shared parking. Mr. Asaro confirmed with staff the parking ratios for the E2 and Central Street projects as presented in the supplemental information from staff. He pointed out this project is proposing different strategies on how to best utilize their parking spaces, including those that will be vacant at certain times. Upon a question from Commissioner Freeman, Mr. Klotz confirmed the Code required parking spaces provide a ratio of 0.95 parking spaces per dwelling unit. Upon a question from Commissioner Opdycke, Mr. Thompson confirmed there would be 13 parking spaces for retail uses on the first floor while office uses will be utilizing the parking spaces on the lower level through a shared parking arrangement. Mr. Aaronson stated they have in the past successfully implemented multiple households to use tandem spaces. Commissioner Opdycke stated his concern is what does not fit into this building will spill onto the streets. Commissioner Freeman stated he is concerned that 13 spaces will only be dedicated to retail spaces but the ratio of remaining parking spaces for the residential units is still over 1.0. He stated he is concerned this project could add to the parking problem in the neighborhood. Mr. O’Donnell stated that I-GO car sharing program could reduce 15-17 cars in the neighborhood. Commissioner Ford stated he believes not all retail customers will park on site. Some of them will add to the parking congestion in the neighborhood. Upon a question, Mr. Aaronson said they will manage shared parking between retail and residential users through signage or other means, such as moveable cones, or allowing them during certain times of the day only. The will manage it based on the demand and the rate of utilization. Upon a question from Commissioner Steele, Mr. Aaronson confirmed they are familiar that there are parking difficulties during peak times in the neighborhood. He believes they will be able to accommodate their users and will not contribute the area parking problems. Mr. Bernstein provided an example from California where cities and retail and neighborhood business organizations in certain areas of those cities have joined to share all parking available and share all parking revenue. Something like this could be started here. The area is starting to feel like a town center which is a good thing. Chairman Peters stated this could be an interesting solution that City staff and Aldermen may want to pursue with help of Mr. Bernstein who lives in the area. 336 of 395 DRAFT NOT APPROVED Page 6 of 11 Plan Commission Minutes 02/26/2014 Commissioner Steele stated his concern is what is the City getting since the City is giving $3mil. towards this development and allows a 30-foot height increase. At this time the Commission took a 10 minute break at 9:05 pm. Chairman Peters said during the break he was approached by a member of the audience who would still like to speak. Richard Kosmacher, 4518 N Whipple, with Enterprise car share that acquired I-GO car sharing, stated this is the type of project where they would like to put car sharing spaces. He believes 15-20 private cars are removed from the streets for every car sharing space. Chairman Peters opened the hearing to public comment and questions for the applicant. Niki Hiltwein, 820 Hinman Ave, asked for clarification on the amount of shared spaces and how the data was collected that was cited by Mr. Bernstein. Mr. Aaronson answered that there are no more cars than there are parking spaces in the developments they studied and Mr. Bernstein provided explanation regarding Census data collection, sampling and Census Blocks. Mr. Heekyung Sung, 1121 Church St. asked for the unit size to which Mr. Cooper answered the studios would be 500-600 sq. ft., one bedrooms 750-850 sq. ft., two bedrooms 1,050-1,114 sq. ft. and one three bedroom unit that would be 1,200 sq. ft. Mr. Sung asked for the setback from Chicago Avenue, to which Mr. Cooper said on the ground level there would be a 4 ft. setback, while the upper floor balconies encroach onto the ROW by four feet. The setback from the south property line is 20- 24 ft. for the residential tower. The setback on the north property line is 8-10 feet for the residential tower and the ground floor is at the property line. On the east side, there is a ten foot setback along the portion of the property adjacent to the residentially zoned properties. Upon a question, Mr. Cooper said there is no setback at the northeast corner of the building and the alley is 20 feet wide. Upon a question, Mr. Cooper said he is not familiar with the widths of Main St. and Chicago Ave. Mr. Richard Taiwo, 515 Main St. asked what the City and the residents are getting back from the development. Mr. Thompson stated they are in the process of negotiating public benefits with City staff. They will make financial contribution towards the park, and for the loss of parking spaces as well as other contributions that are still being negotiated. He pointed out that this project will generate a significant amount of increment into the TIF that could be used to address parking issues in the neighborhood. Mr. O’Donnell stated he has owned the property for almost 4 years and has worked hard with staff to develop the property. Ms. Catherine Juric, 515 Main St, asked about the 7 different development allowances. Ms. Klotz explained the development allowances sought for both the number of loading docks and the length of the loading docks. 337 of 395 DRAFT NOT APPROVED Page 7 of 11 Plan Commission Minutes 02/26/2014 Mr. Sung, 1121 Church St, asked about the location of trash enclosures. Mr. Cooper explained there will be a location for the dumpster and recycling collection. The building will achieve LEED Silver status. Chairman Peters asked for members of the public to speak who wish to provide general statements. Mr. William Cannon, 515 Main St., the manager of the property, provided letters and pictures of the area to the Board. He pointed to the loading trucks blocking the alley adjacent to the site and identified where each picture was taken trying to show the amount of traffic. He believes there is a lot of hopeful thinking and a lot of speculation about the project. The request for additional height and additional units is the problem. Mr. Cannon believes his property owners on top floors looking south will lose part of their property value due to the loss of the views. Commissioner Freeman pointed to the fact that using the alley for major access to the site is problematic. Mr. Cannon stated different trucks block the alley at different times of the day. Mr. Thompson asked if Mr. Cannon can prove that he was at the site taking photos every day, to which Mr. Cannon stated he does not but he invites everyone to visit the site and experience it for themselves. Commissioner Asaro asked about the sale prices of the units in his building since the building at 900 Chicago Ave was constructed. Mr. Cannon stated that he does not have that information. Mr. Jim Ludwig, 515 Main St. said he owns two units at 515 Main St. He believes there is little evidence to support granting the request they are seeking. The building does not have to be as tall as they are proposing and must provide parking for all businesses and all residential units. Commissioner Steele asked how many parking spaces he leases with the two rental units. Mr. Ludwig said he has one parking space with each unit but there are 3 people with 3 cars total. The one excess car is probably parked in a space from other tenants in the building or they have received a spot in the city-owned parking lot nearby. Mr. Jack Weiss, president of Design Evanston and a member of the Preservation Commission stated that this property did not have any onsite parking in the past. He confirmed the position from Design Evanston is that this is a perfect location for a TOD development. He reminded the Commission there are only two communities in the region that have this kind of opportunity: Evanston and Oak Park. This is a unique opportunity and deserves to be well thought out. Upon a question from Commissioner Freeman, Mr. Weiss believes young people will be moving in the area and they are renting and they own fewer cars. The demographic will change this property. 338 of 395 DRAFT NOT APPROVED Page 8 of 11 Plan Commission Minutes 02/26/2014 Ms. Catherine Juric, 515 Main St, stated that is unrealistic that a parking space can be shared between a residential unit and a retail space. The developer is asking too much from the City to enable them to have fewer parking spaces. Mr. Carl Bova, 1322 Rosalie St. stated this has too many significant allowances. Cutting the height to six stories will eliminate many parking concerns. He believes there are very few people in Evanston who have no cars. The whole notion of lifts and tandem spaces supports the idea of more than 1 car per unit not less than 1. TOD means nothing in ridership numbers. He asked who will be maintaining and inspecting the lift spaces. Evanston as a whole has a 1.5 car ratio per household. The ratio proposed is embarrassing. His 2008 data says that 66% of people had one or two cars. There is no spillover capacity in this area. This development is dreadfully inadequate when compared to surrounding buildings. Mr. Gus Friedlander, 852 Hinman Ave, sees the traffic congestion in the area every day. There are deliveries of all kinds in the alley during all times of the day. There is also illegal parking in the alley by people who cannot find on-street parking. He believes there will be at least 1.5 cars per unit here. These are not small units. They may not use them every day but they will have cars. Mr. Richard Taiwo, 515 Main St., said he believes the Commission is here to serve the residents. Similar to doctors your task is to do no harm. If you approve this development you are engaging in malpractice. Mr. Sung, 1121 Church St. asked if he can show some slides. He stated he did his own research of the area. He measured the site and the streets himself. Using Kedzie St. as the exit down the alley is too far from the site. He showed the design characteristics of TOD developments from the CMAP website, such as high quality walking environment. The development is not providing for additional setback from Main Street. The development does not show consideration towards the neighborhood. Upon a question from Chairman Peters about the origins of TOD developments and what makes a good walking environment, Mr. Sung said he is not familiar with that. Niki Hiltwein, 820 Hinman Ave said she believes that notice requirements should apply to continued hearings. She believes many people who take transit to work also own cars. The city’s parking lots are also full and the waiting lists are 6 months – 2 years long. Ms. Hiltwein believes there is a severe parking shortage in the area. She proceeded to show photographs and slides of parking issues in the neighborhood and issues with trucks and garbage dumpsters blocking the north-south alley adjacent to the property. Ms. Hiltwein said anything new that comes in should be able to provide adequate parking on their property. She also stated she thinks the northeast corner of the building should not be allowed to be up against the property line. With no further comments from the public Chairman Peters invited the applicant to provide a closing statement. 339 of 395 DRAFT NOT APPROVED Page 9 of 11 Plan Commission Minutes 02/26/2014 Mr. Thompson thanked the Commission and the public for their input. He understands the concerns. He also invited the Commission to focus on the facts they provided. The traffic study was provided; the traffic increase would not be significant to the area roadways. They provided shared parking scenarios that will work, based on experience, and the project is consistent with other Evanston area developments that were approved. The project provides cutting edge solutions to parking concern for a TOD development. The project meets the standards of approval. The project will attract the demographic that wants to move to Evanston and will use the transit. The project will generate a lot of increment to the TIF which can be used to address parking concerns in the area. Commissioner Asaro stated he does not think there is any additional information that is needed and there is no information void. Commissioner Freeman agreed. Commissioner Asaro suggested for each Commissioner to make statements and present their opinion and then to take a vote. Commissioner Opdycke confirmed the Plan Commission is a recommending body and the City Council will make the final decision if the standards are met or no and to approve the project or not. He said he is glad he does not have a vote as an associate member on this case because it is very tough. The parking issues do need to be made clear to the Council. Commissioner Freeman stated he is in favor of a development on this property but not the proposed development. There are too many issues, too many development allowances, the building is too high, and there are too many parking issues. If the height is reduced, the parking could be solved. The number of parking spaces per bedroom is 0.68 and he thinks that is not adequate. He is not in favor of this project. Upon a question from Commissioner Freeman, Mr. Mario Treto, Assistant City Attorney, confirmed this is a continued public hearing and it did not need a re-notice. The city completed all required public notice that it needed to. Commissioner Ford said he agrees with Commissioner Freeman. The site does need to be developed but he thinks there will be parking problems and the concern about the dependence on the alley is a serious one. The project is much too dependent on everything working out perfectly. Commissioner Shure said this is a tough one. It might be hard picturing anything working here, but that makes him think that we need to take a chance on this one. We need to focus on what is positive about this development. Commissioner Freeman stated there is zoning in place and zoning mechanisms to figure out what can work here, what density is appropriate. Commissioner Shure believes there is also a self-policing mechanism in place. Renters will not move here if they have a car, when there is no car parking available for them. 340 of 395 DRAFT NOT APPROVED Page 10 of 11 Plan Commission Minutes 02/26/2014 Commissioner Asaro stated he would recommend approval of this project. This is a product that is more of a risk for the developer. This is a market for someone that has 1 or no cars. They are the last ones in and are stuck with the burdens. If the developer is willing to make a bet that there is a market for his product, then Evanston is going to benefit from this. This is not atypical residential and mixed use location and product. Commissioner Dubin stated that there is also a chance that the trends that are coming will impact existing developments too. It is not fair to punish this developer for wrongdoing over the last 20-30 years. Commissioner Lewis agreed with Commissioner Asaro. He believes the market will be self-selective and self-correct itself. He pointed out that developer worked with staff to come up with a plan and he believes that the proposed access using the alley is the better one then having another curb cut on a busy thoroughfare where it would have conflict with pedestrians and significant amount of traffic. This is what the alleys are for. This is good planning design to use the alley. Commissioner Lewis stated he supports the project. Commissioner Steele stated he thinks the developer is asking for a lot of development allowances. The developer has a right to develop but the parking issues are significant. Finding parking is a problem. There will be a negative impact on surrounding residents. Let’s stick to the zoning and let the Council make the decision. Chairman Peters stated he used to live in the area. He believes there are parking issues in the neighborhood but there are no traffic issues in the neighborhood. A single owner should not bear the burden to correct the problems for the whole area. He stated that his research on demographic numbers is the same as Mr. Bernstein’s. He believes the projection trends are accurate. The site is ideal for TOD mixed use. The ridership on CTA and Metra needs to be increased and this project will help. The biggest problem with the project is using the alley for ingress and egress. Some work could still be done to improve that. Chairman Peters said he supports the plan because he thinks it will work, but there is need for conditions of approval. Chairman Peters proceeded to read each standard for approval of planned developments and confirmed the project meets all standard albeit with disagreement from some members of the Commission. There being no further discussion Commissioner Asaro made a motion to approve the proposed planned development as amended based on the revised plans and to incorporate the conditions based on the testimony: Commissioner Shure seconded the motion. Commissioners Asaro, Commissioner Shure, Commissioner Dubin, Commissioner Lewis and Chairman Peters voted Aye. Commissioners Freeman, Commissioner Ford and Commissioner Steele voted Nye. 341 of 395 DRAFT NOT APPROVED Page 11 of 11 Plan Commission Minutes 02/26/2014 The motion passed by vote 5:3 3. APPROVAL OF FEBRUARY 12, 2014 MEETING MINUTES Commissioner Freeman made a motion to approve the minutes as presented, seconded by Commissioner Asaro. A voice vote was taken and the minutes were approved by voice call 8-0. 4. ADJOURNMENT There being no further discussion, Commissioner Asaro motioned to adjourn the meeting, and Commissioner Shure seconded the motion. The meeting was adjourned at 11:25 pm. Respectfully Submitted, Damir Latinovic Neighborhood and Land Use Planner Community Development Department 342 of 395 APPROVED 02/26/2014 Page 1 of 10 Plan Commission Minutes 02/12/2014 MEETING MINUTES PLAN COMMISSION Wednesday, February 12, 2014 7:00 P.M. Evanston Civic Center, 2100 Ridge Avenue, Council Chambers Members Present: Scott Peters (Chair), Terri Dubin, Jim Ford, Seth Freeman, Lenny Asaro, Colby Lewis, Richard Shure, Kwesi Steele, Associate Members Present: Stuart Opdycke, David Galloway Members Absent: None Staff Present: Mark Muenzer, Director of Community Development Melissa Klotz, Interim Zoning Administrator Damir Latinovic, Neighborhood and Land Use Planner Mario Treto, Assistant City Attorney I Others Present: Melissa A. Wynne, 3rd Ward Alderman Presiding Member: Scott Peters, Chairman 1. CALL TO ORDER / DECLARATION OF QUORUM Chairman Peters called the meeting to order at 7:05 P.M and explained the general meeting procedure, schedule, agenda items, time limits on public testimony and opportunities for cross examination of witnesses. Chairman Peters concluded the opening statement by saying that the Plan Commission forwards a recommendation to the City Council which makes the final determination on any matters discussed by the Plan Commission. 2. APPROVAL OF JANUARY 8, 2014 MEETING MINUTES Commissioner Freeman made a motion to approve the minutes as presented, seconded by Commissioner Ford. A voice vote was taken and the minutes were approved by voice call 8-0. 3. NEW BUSINESS A. PLANED DEVELOPMENT 13PLND-0114 835 Chicago Avenue John O’Donnell of O’Donnell Investment Co., developer of the proposed project, applies for a Special Use for a Planned Development in the C1a Commercial Mixed Use District (Zoning Code Section 6-10-3-3) to construct a 9-story, 97’ tall mixed-use commercial, office, and residential tower. The 343 of 395 APPROVED 02/26/2014 Page 2 of 10 Plan Commission Minutes 02/12/2014 proposed tower consists of 112 dwelling units, approximately 15,670 gross square feet of office space, approximately 12,064 gross square feet of commercial retail space, and 104 enclosed parking spaces. The applicant seeks Site Development Allowances for the number of dwelling units per lot size, floor area ratio (FAR), building height, enclosed parking setback, number of parking spaces, and the number and length of loading berths. The Plan Commission makes a recommendation to City Council, the final determining body for this proposal. Melissa Klotz, Interim Zoning Administrator, read the case into the record and presented the staff report. She concluded by saying staff recommends approval of the proposed planned development at 835 Chicago Avenue. Chairman Peters swore in all individuals that will be providing testimony during tonight’s meeting. Patrick Thompson, the attorney for the developer, introduced the developer’s team and witnesses that will be providing testimony. He pointed to the handouts that were provided to the Plan Commission before the meeting as Exhibits 1, 2 and 3. Exhibit 1 being the resume and qualification of project architect Donald Copper with GREC Architects, Exhibit 2, the resume and qualifications of real estate appraiser Michael A. Wolin, MAI, SRA with Price appraisal, Inc., and Exhibit 3, the resume and qualifications of Luay R. Aboona, principal with Kenig, Lindgren, O’Hara, Aboona, Inc. (KLOA) parking and traffic engineering consultant. Mr. Thompson, summarized the project and stated they are requesting special use approval for a planned development. Mr. Thompson introduced the first witness: Donald Cooper. Donald Cooper, principal GREC architects, provided the summary of the architectural design for the building. The proposed building is a nine -stories mixed use commercial and multi-family development located on the vacant land at the southeast corner of Chicago Ave and Main Street. The first floor would include retail space and tenant lobby, the second floor would house state-of-the art office space and building amenities to be shared with building residents including the outdoor green space at the northwest corner of the building. The floors 3-9 will consist of a total of 112 residential units, including 14 studios, 49 one-bedroom units, 42 two-bedroom units and seven three bedroom units. The building will achieve LEED Silver status and use highest quality building materials to create an appearance that will complement surrounding neighborhood and building stock. The building’s zip-car and bike storage facilities and its location next to CTA and Metra stations will promote Transit-Oriented Development. Upon a question by Mr. Thompson, Mr. Cooper confirmed he is familiar with zoning requirements and thresholds for commercial and planned developments. Mr. Cooper also confirmed that the project meets at least one threshold as a requirement to only be approved as a Planned Development. Mr. Cooper confirmed the subject lot is 30,500 sq. ft. The development will also include 112 units exceeding the threshold of at least 24 units of either combination of commercial, office or residential units. The proposed development exceeds the 20,000 sq. ft. threshold and will have a 28, 664 sq. ft. of gross floor area of office and retail area. 344 of 395 APPROVED 02/26/2014 Page 3 of 10 Plan Commission Minutes 02/12/2014 Mr. Thompson invited the next witness Michael A. Wolin. Michael, A. Wolin, provided a summary of his experience as a professional real estate appraiser. Mr. Wolin stated he is familiar with the proposed site. The property has been vacant since the previous two-story building on the site was demolished circa 2007. In 2010 the applicant acquired the property. The project will capitalize on the proximity to transit stops and revitalize a blighted site. The project will contribute approximately $16 mil. to the Chicago/Main TIF over the life of the TIF. The project will contribute to the vitality of this and neighboring properties, and it will not impede the development of surrounding properties for permitted uses. Upon a question from Mr. Thompson, Mr. Wolin stated the project will not have a negative effect on surrounding uses. It is his belief, that the proposed project is viable and desirable use for the subject property. Similar mixed-use buildings are located at the northeast and northwest corners of the intersection. Upon a question, Mr. Wolin stated the development will not diminish the property values in the neighborhood. The urban infill project will remedy a long-standing blighted property and should increase the property values by creating additional economic vitality in the area. The project will not endanger public health, safety, morals and welfare in the surrounding area. Upon a question, Mr. Wolin confirmed the project will be adequately served by existing and proposed public infrastructure and utilities. Mr. Wolin, stated the proposed development is compatible with surrounding area and complies with the standards of the C1A district requirements and all other applicable regulations. This represents the highest and best use for the proposed site. Upon a question from Chairman Peters, Mr. Wolin stated he believes the proposal will not have adverse effect on surrounding properties. Mr. Wolin confirmed the proposed mixed use development is the highest and best use for the site. To leave it as all office or strictly residential development would not be appropriate. Mr. Thompson added that his client marketed the proposed site for an office development as indicated in the staff report but there is no demand. Commissioner Steele asked the witness to define blight, to which Mr. Wolin stated he meant that it has been vacant for a while. Commissioner Dubin asked to explain how they evaluated the rent structure. Mr. John O’Donnell, stated that office space price per sq. ft. needed to offset construction cost which is around $25/sq. ft. whereas existing office rates are around $15/sq. ft. For apartments, it is easier to evaluate existing rents at nearby apt. complexes. Mr. O’Donnell explained they looked at rents at apartment buildings that were built since the mid-90s and discounted them for the location of their building in south Evanston. Additionally, he stated they are building a higher quality building than what is already around them. Commissioner Opdycke asked the applicant to confirm they do not need the City to upgrade existing utility infrastructure. Mr. Thompson confirmed. Commissioner Asaro asked if the proposal meets the TIF district’s goal for this site. Mr. Wolin confirmed. 345 of 395 APPROVED 02/26/2014 Page 4 of 10 Plan Commission Minutes 02/12/2014 Commissioner Opdycke asked for which purpose the TIF funds will be used. Mr. Thompson explained the TIF dollars would be used to offset the office component of the development. He stated that the proposal will meet the statutory requirements for TIF money allocation. The project will contribute approximately $16 mil to the TIF just from the property taxes over the life of the TIF. Mr. Thompson, introduced the final witness, Luay R. Aboona principal with KLOA, the traffic consultant who provided quick summary of his qualifications. Mr. Aboona explained it is his opinion the proposal will not create a significant amount of new traffic due to the type of uses and especially due to the proximity to the transit stations. The traffic that will be generated can be accommodated by the existing road network without significant impact. Majority of the trips will be allocated to the alley. Mr. Thompson summarized that the proposal meets the criteria for granting the special use for the proposed planned development. He thanked the staff and the community for their work and input. He confirmed that Design Evanston also supports the project. Chairman Peters asked Mr. Aboona how they reached the conclusion that the project will not create undue traffic congestion. Mr. Aboona went over the site design, modification of the right-only exit driveway on Chicago Avenue, more elbow roof for loading area and parking in rear. He explained the census data that shows only 60% of residents in the area use their vehicles for commute to work. He also explained the newly proposed right- turn only lane on Chicago Ave. The Level of Service on surrounding road network will not be significantly impacted which the city engineer confirmed. Commissioner Ford asked what percentage of households own a vehicle. Mr. Aboona stated they did not look at car ownership. Commissioner Dubin pointed the Northwestern shuttle bus also has a stop in the area. She stated she has concern with the traffic exiting the alley and making left-turn movements and asked for the demographic of the anticipated tenants. Mr. Aboona pointed to design elements that will enable vehicles to better see oncoming traffic and they do not anticipate a lot of vehicles using the alley to exit onto Main St. Mr. O’Donnell stated that 48% of people in the area are renters and they hope to access that market and get the demographic that is moving north from Chicago such as those living in the Lincoln Park neighborhood. He pointed out that this will not be student housing. There are 49 units that are either two or three bedroom units. Commissioner Ford asked what is the automobile ownership in the area. The proposal is for 2 parking spaces for 3 units. Parking in the neighborhood is very tight. Mr. O’Donnell explained that there are 104 parking spaces for 112 units. They studied 1717 Ridge, the Reserve and Park Evanston developments which have less than the one to one ratio. Chairman Peters asked if some spaces will be shared between the uses. Mr. O’Donnell explained that they anticipate retail uses will use the surface parking spaces during the day and that the residential units will then use them over night. 346 of 395 APPROVED 02/26/2014 Page 5 of 10 Plan Commission Minutes 02/12/2014 Commissioner Freeman asked staff about the parking ratio at the AMLI development. Ms. Klotz stated that she does not have the exact data on AMLI available, but in the last 10-15 years the developments have been approved with typically one-to one ratio. Mr. Freeman confirmed this proposal is for the ratio below that and asked for clarification on for which time of the day the traffic impact is expected to be minimal. Mr. Aboona, explained the typical peak periods during the day that are studies for traffic studies. Mr. Freeman stated that he cannot envision this project not adding to the existing traffic congestion during the rush hour. Mr. Aboona stated that the intersection caries approximately 1,800 cars during the evening rush hour and the proposed development is projected to add 30 trips during that period. That is why the traffic will not alter the operation of the intersection. Commissioner Freeman asked for a clarification about green space provided. Mr. Thompson explained the wider sidewalk while Ms. Klotz explained there is a 2nd floor terrace for the residents and tenants of the building and the City is negotiating a payment for the improvement to the St. James Park. Commissioner Freeman expressed concern about the use of the alley by all uses and asked staff if they have concerns about that. Ms. Klotz stated staff does not perceive that as a problem. Commissioner Shure asked how the bike path will be impacted by the proposed curb cut on Chicago Avenue to which Ms. Klotz indicated it would operate the same as all other curb cuts along Chicago Avenue. Commissioner Steele asked what type of retail tenants do they anticipate, to which Mr. Thompson indicated it will probably be smaller tenants not as big as Walgreens and CVS which require a drive-through use. Commissioner Steele asked which tenants will be able to share the 30 parking spaces, to which Mr. O’Donnell clarified only the retail tenants will be allowed to use the surface parking spaces. Commissioner Steele expressed concern how parking limitation will be regulated, it does not balance out. Mr. O’Donnell stated they will pay for the loss of four on-street parking spaces that are lost, so that is a public benefit. Relative to the on-site parking spaces, it will be a shared arrangement with limitation on how long the patrons can park. Most other developments in the area do not have parking for retail spaces. The parking will be regulated so that between 8 pm and 9 am for example residents can park in those spaces. Commissioner Ford asked for clarification that occupants of the office spaces will be asked not to park on site, which Mr. O’Donnell confirmed. Commissioner Ford expressed concern that retail visitors would want to enter the site via Chicago Avenue curb cut which is designated as exit only, and he asked how that will be prevented. Mr. Aboona explained there would be do-not enter and one-way only signage and the curb cut will be angled so that it is very clear it is an exit only. 347 of 395 APPROVED 02/26/2014 Page 6 of 10 Plan Commission Minutes 02/12/2014 Commissioner Opdycke stated he is troubled by the parking. He asked is it possible to go two levels below grade with parking. Mr. Thompson reiterated this is a TOD development with terrific public transportation. Adding more parking is just inviting more cars and congestion. That is not the intent of this development. Commissioner Opdycke asked how many parking spaces are occupied at AMLI development. Mr. Jeff Clark with O’Donnell Investments stated that the AMLI development is not fully occupied. The Reserve and 1717 Ridge do not have parking occupancy ratio of one-to-one. They are both around 95%. This is around 93% and has much better proximity to the transit stops. Commissioner Freeman stated those other developments do not have a retail component and he for example has two cars that sit in his driveway while he takes Metra to work. He asked for clarification if the applicant is assuming that residents who will be using transit also will not own cars. Mr. Thompson explained this will be a TOD market attracting individuals that do not own cars. They take public transportation. Commissioner Asaro stated he lives in this area and is in favor of this site being developed. The objective of the TIF Study done in 2003 is to provide more parking. He is wondering why not use TIF money to provide additional parking, like in the downtown Evanston. This is not a problem but an opportunity. Mr. Thompson stated their proposal is a response to for what there is need in the market. He cannot speak for the staff. Commissioner Steele stated there is a lot of concern about congestion and that is where the efforts should go to alleviate those concerns with TIF funds. Mr. O’Donnell stated that if there were a public garage here, there would be more congestion. The TOD development reduces the carbon footprint. The younger generations do not have as many cars today. Commissioner Lewis asked about Code requirements for parking from office and retail components of the proposal. Ms. Klotz stated the parking requirement for residential is based on the number of bedrooms. Studios and one bedrooms need a total of 78 parking spaces, two-bedrooms require a total of 63 spaces and three-bedrooms would need 14 spaces. The retail area is required to have 1 space/350 sq. ft. of gross floor area with an exemption for the first 2,000 sq. ft. As such the retail portion of the development is required to have 28 parking spaces. The office use is required to have 2 spaces/1,000 sq. ft. of gross floor area with a total requirement of 31 parking spaces. As such the total requirement for the whole building is 216 parking spaces. Commissioner Lewis confirmed the commercial portion is required to provide a total of 59 parking spaces. Upon a question, Mr. Thompson confirmed only the 30 surface spaces are for the use of commercial tenants. Ms. Klotz reminded the commissioners that the parking requirements do not account for the proximity to transit stations. As such, for planned developments near such stations the parking provided typically accounts for that. At this time the Commission took a 10 minute break at 8:35 pm. 348 of 395 APPROVED 02/26/2014 Page 7 of 10 Plan Commission Minutes 02/12/2014 Following the break, Commissioner Opdycke asked for the material samples and asked how thick the granite portion will be. Mr. Cooper showed the samples that were presented to SPAARC with standard modular brick. There will be glazed ceramic product, modern day terra-cotta. The granite portion will be 30” high with 1.25 inches thickness attached to the masonry block back up. Commissioner Opdycke asked if the granite could be 4-5” thick because there are buildings downtown which have that thickness and have great durability. Mr. Copper said that is usually not necessary today but will take that under advisement. Chairman Peters asked staff to mark the brick sample as Exhibit 4, granite as Exhibit 5 and the ceramic as Exhibit 6. Chairman Peters opened the meeting to public comment. Heek Yung Sung, 515 Main St., said he is an architect, he was sworn in, and asked where are the elevations that show relationship between this building and surrounding buildings. Mr. Cooper stated that the taller portion of the building is 20 ft. north of the adjacent building to the south. The base is 24 ft. tall. The building to the north is 98 ft. tall as estimated and the building to the east is 75 ft. tall. Third Ward Alderman Melissa A. Wynne indicated the building to the north is 105 ft. tall. Mr. William Cannon, property manager at 515 Main St condominiums, asked if the right turn lane for southbound Chicago Ave is being proposed or is it there now. Mr. Aboona stated the only change they are proposing is a right-turn designated lane on Chicago Ave northbound. Everything else would stay as it is. Discussion followed on the number of existing parking spaces in front of 900 Chicago Avenue. There would be no changes to parking spaces on Main St. adjacent to the property. Upon a question, Mr. Aboona stated all deliveries would take place in rear of the building and not off of the streets. Jim Ludwig, 515 Main St., was sworn in. He stated he is a licensed real estate broker and thinks there should be at least 200 parking spaces for this development. He also stated the rendering is a bit deceptive and that the alley behind 515 Main St is very busy due to the bank and commercial uses. This project will create an even worse safety situation. He encouraged the Commission not to approve the development with any parking variances. Upon a question for clarification, Ms. Klotz again reiterated that the parking ratio is typically reduced for planned developments. John Ruskdaeschel of 515 Main St. stated he was sworn in. He is concerned about the height of the building, the light reduction on his building due to the proposed building and parking. The 525 Kedzie building was converted to condominiums recently and they have a shortage of parking. There are 24 parking spaces for 20 units. The 800 Hinman 349 of 395 APPROVED 02/26/2014 Page 8 of 10 Plan Commission Minutes 02/12/2014 building has a waiting list of 20 people for parking spaces because of the more affluent tenants in the renovated building. And the AMLI building is only 60% occupied. Commissioner Steele asked about the parking situation at 515 Main St. Mr. Ruskdaeschel stated he has a tenant in his unit who has two cars and can only park one car on the property. William Cannon, 515 Main St. manager, stated his building has problems with parking and traffic. There is no available parking in his building. The tenants in the building use public transportation but they do not sell their cars. They have even installed an electric charging station. There are 30% people who rent in the building and they all have cars. The shared parking idea is a little optimistic; people work all kinds of hours now. He also stated nobody can say if the development will have a negative impact or not. Nobody can say that, too many factors. The alley at 515 Main St. is blocked all the time. The bank does not want to tow them. It demonstrates the fact that there is need for parking. The biggest issue is the parking. Upon a question by Commissioner Steele, Mr. Cannon said he does not know if the bank officially allows the restaurant to park in their lot in the afterhours. But they do not want to offend them and they do not want to tow them. Delivery trucks and people that go to Starbucks tend to park in the alley sometimes too. Mr. Gus Friedlander, 852 Hinman, was sworn in, and stated there has been a tremendous change in the neighborhood while he has been living there since 1995. There is constant activity with a lot of transients. His building has no dedicated parking. All the deliveries are made through the alley behind the subject site. The 112 units on this site should have at a minimum 112 parking spaces. The building will further negatively impact an already bad parking problem in the neighborhood. This should be a mixed use building though, but the height is an issue also. So he would like to request a continuance. Chairman Peters stated the request for continuance has to be in writing. Mr. Friedlander continued by saying the perspective drawings are not correct because of the lens that was used. It is not possible to get that view. The building appears much more isolated. The building should be no higher than the AMLI building. There are too many units proposed, it will be a traffic nightmare. Ms. Klotz stated staff has received written letters of opposition that were passed out to the Commission before the meeting. She also stated that Allison Kamen, 515 Main St. just submitted a written petition for continuance of the case. Chairman Peters confirmed 515 Main St is within the 1,000 ft of the development and asked if there is any other public comment. There being none, Chairman Peters asked Mr. Thompson if he wants to respond to the public now or at the next hearing. Mr. Thompson stated there has been ample discussion on parking and traffic. He presented testimony by professionals who are experts in their fields and they presented 350 of 395 APPROVED 02/26/2014 Page 9 of 10 Plan Commission Minutes 02/12/2014 facts on what the project will bring to the community. The project will not add a significant amount of traffic. These are experts who testified that this project will not have a negative impact on surrounding property values. Mr. Thompson further stated the height requested is within the Ordinance allowance. The Ordinance also allows a total of 40% increase to the unit count and they are proposing less than that. The City of Chicago allows a 50% reduction in parking for developments near the transit stops and their proposal is right around that number. Chairman Peters asked the Commission what items need to be discussed at the next hearing. Commissioner Freeman stated he would like to be able to understand the parking situation at AMLI, at 515 Main St and at other buildings in the neighborhood. Commissioner Steele said it would be helpful to see what the intersection looks like today. Take a camera and show what it is like today. What are other options that could be explored to make this feasible? Mr. Mark Muenzer, Director of Community Development, stated the right-turn arrow and dedicated lane on southbound Chicago Avenue is correct. He stated staff will present information on parking ratios for surrounding buildings and other planned developments as well as provide a summary on what other communities require for TOD developments. Mr. Opdycke stated that he has a problem with parking and invited the applicant to solve the severe parking problem. Chairman Peters said Wednesday Feb 26, 2014 could be a feasible date for a next meeting on this case and asked for a motion to continue. Commissioner Galloway said it would be helpful to have information about other TOD developments; the use of parking in the area from City’s parking department and the state of the alley in the rear (dimensions, loading areas, etc.). The development seems deficient on parking. What if none of the residents or office tenants would be allowed to park on the street? Commissioner Ford also stated there is a need for a better copy of the TOD study. Mr. Damir Latinovic, Neighborhood and Land Use Planner, stated the Main St. TOD study is currently in the final stages. There is a public website with preliminary documents and drafts and he will make sure the Commission members receive a link to the Main St. TOD study. Chairman Peters asked if February 26 is satisfactory to the applicant, to which Mr. Thompson confirmed that is okay. Upon a question, Ms. Kamen confirmed the proposed continuance date is also okay for her. Commissioner Ford made a motion to continue the case to February 26, 2014. Commissioner Shure seconded the motion. The motion was approved by voice call 8-0. 351 of 395 APPROVED 02/26/2014 Page 10 of 10 Plan Commission Minutes 02/12/2014 4. ADJOURNMENT There being no further discussion, Commissioner Freeman motioned to adjourn the meeting, and Commissioner Ford seconded the motion. The meeting was adjourned at 9:58 pm. Respectfully Submitted, Damir Latinovic Neighborhood and Land Use Planner Community Development Department 352 of 395 For City Council meeting of March 24, 2014 Item O1 Business of the City by Motion: 2013 CAPER For Action To: Honorable Mayor and Members of the City Council From: Mark Muenzer, Community Development Director Sarah Flax, Housing & Grants Administrator Subject: Consolidated Annual Performance and Evaluation Report (CAPER) for the City’s Community Development Block Grant (CDBG), HOME Investment Partnerships (HOME) and Emergency Solutions Grant (ESG) programs for 2013. Date: March 14, 2014 Recommended Action: The Housing and Community Development Act Committee and staff recommend approval of the 2013 Consolidated Annual Performance and Evaluation Report (CAPER). The CAPER is also posted on the City website at www.cityofevanston.org/CAPER.The CAPER must be submitted to the Chicago Field Office of the U.S. Department of Housing and Urban Development (HUD) by March 31, 2014. Summary: The Consolidated Annual Performance and Evaluation Report (CAPER) reviews how the City of Evanston used federal entitlement funds provided by the U.S. Department of Housing and Urban Development (HUD) to implement programs and projects that addressed community needs successfully during the 2013 program year (January 1 to December 31, 2013). Evanston received $2,034,743 in HUD entitlement funds in FY2013: $1,668,544 in Community Development Block Grant (CDBG), $250,418 in HOME Investment Partnerships (HOME) and $115,781 in Emergency Solutions Grant (ESG) funds. In addition, the City had $2,504,222 in CDBG, HOME and ESG funds from prior years and $118,753 in program income, which provided a combined total of $4,657,718 to assist low- and moderate-income residents and address or eliminate blight and deterioration. The City expended $2,679,685 in the 2013 program year. Memorandum 353 of 395 All programs and projects funded in 2013 addressed strategic priorities identified in the City’s 2010-2014 Consolidated Plan and in the 2013 One Year Action Plan or the Substantial Amendments to that Action Plan. The City met HUD requirements for both commitment and expenditure of CDBG, HOME and ESG funds in 2013. Background: 2013 is the fourth year in the 2010-2014 Consolidated Plan and Evanston met or exceeded most of the goals for housing, infrastructure and public improvement, and social services in that plan. Public comment period on the CAPER opened on March 4 and closed on March 18, 2014 at 4PM. No comment was received at the public meeting on March 11, 2014. Comments received in writing are summarized in the CAPER and included in the appendix. Legislative History: The Housing and Community Development Act Committee conducted a public hearing on the draft 2013 CAPER on March 11, 2014. The Committee voted unanimously to recommend approval of the CAPER by City Council. Attachments: City of Evanston Draft 2013 Consolidated Annual Performance and Evaluation Report 354 of 395 FY2013 Consolidated Annual Performance and Evaluation Report Draft for City Council March 18, 2014 355 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 1 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report GENERAL I. Executive Summary This Consolidated Annual Performance and Evaluation Report (CAPER) reviews how the City of Evanston used federal funding provided by the U. S. Department of Housing and Urban Development (HUD) combined with other federal, state and local resources to successfully implement programs and projects that address community needs during the 2013 program year (January 1 to December 31, 2013). Summary of Resources Evanston received $2,034,743 in HUD federal entitlement funds in the 2013 program year: $1,668,544 in Community Development Block Grant (CDBG) funds, $250,418 in HOME Investment Partnership (HOME) funds and $115,781 in Emergency Solutions Grant (ESG) funds. Together with unexpended CDBG and HOME funds from prior years, plus program income, the City spent a total of $2,679,685 in the 2013 program year to assist low‐ and moderate‐income residents and address or eliminate conditions that result in blight and deterioration. Grant Available FY2013 Expended FY2013 CDBG Prior years' funds $ 1,201,630 2013 entitlement $ 1,668,544 Entitlement subtotal $ 2,870,174 Program income $ 91,369 Total CDBG $ 2,961,543 $ 1,828,652 HOME Prior years' funds $ 1,163,730 2013 entitlement $ 250,418 Entitlement subtotal $ 1,414,148 Program income $ 27,384 Total HOME $ 1,441,532 $ 731,319 ESG Prior years' funds $ 138,862 2013 entitlement $ 115,781 Total ESG $ 254,643 $ 119,714 TOTAL FUNDS $ 4,657,718 $ 2,679,685 356 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 2 Distribution of Funds Programs and projects funded in 2013 were identified as high or medium need in the City’s 2010‐2014 Consolidated Plan. All funded activities work to improve the quality of life for low and moderate income individuals, families and households in Evanston and address one or more of the three federal statutory goals to: • Provide decent housing • Provide a suitable living environment • Expand economic opportunities. CDBG resources continued to be focused in the City’s two Neighborhood Revitalization Strategy Areas that were approved as part of the 2010‐2014 Consolidated Plan and represent areas of greatest need in our community. Evanston’s low‐ and moderate‐income residents, as well as its minority residents, are concentrated in these neighborhoods. In addition, the CDBG Target Area, comprising 24 census block groups primarily in west and south Evanston, defines the geographic area for two programs, CDBG Targeted Code Enforcement and Graffiti Removal, that are qualified on a low/moderate income area benefit. Housing programs, which represent 57% of total funds expended in 2013, were concentrated in these geographic areas. In addition, approximately $3 million in Neighborhood Stabilization Program 2 (NSP2) funds expended in two census tracts, 8092 and 8102, are wholly contained within the NRSAs. HOME‐funded rehabilitation projects that were undertaken in 2013 were predominantly in the NRSAs, where HOME funds were layered with NSP2 on rehab of rental properties and development of new housing in Emerson Square. In addition, two rental properties undertaken by Community Partners for Affordable Housing, a CHDO, are also in the west NRSA. Most CDBG‐ funded substantial rehabilitation was completed on units in the west NRSA. CDBG Targeted Code Enforcement, approximately a third of housing‐related expenditures, is an essential tool for maintaining decent affordable rental housing and livable neighborhoods in the CDBG Target Area. CDBG‐funded Public Improvements, including alley paving and park rehabilitation, were in the NRSAs or the CDBG Target Area. In addition, many public services programs are in the CDBG Target Area or accessible by public transportation in order to be easily accessible to individuals in need of, and eligible for, the services. Eligibility for most public services activities is established by income‐qualifying participants rather than by limiting participation to residents of areas whose residents can be presumed income eligible in order to maximize program reach and efficiencies. A map showing the NRSAs, CDBG Target Area and NSP2 target census tracts follows the narrative. Substantial Amendments to 2013 Action Plan Emergency Solutions Grant The City of Evanston was notified in late May 2013 that its 2013 Emergency Solutions Grant was $115,781, approximately 24% less than estimated. Because the reduction was more than 10% from the estimated grant amount used in the 2013 Action Plan, a substantial amendment to that Plan was required before programs were implemented. There were no significant changes in the percent of funds allocated to each activity but one agency, Family Promise was not funded due to the reduction in funding and because the approval of a Tenant Based Rental Assistance program with HOME fund to enable households, particularly families with children, to access permanent housing, was approved. In addition, $10,042 of Emergency Shelter Grant funds were allocated for operational support of Interfaith Action of Evanston’s day shelter, the Hospitality Center, and to Entry Point, Connections for the Homeless’ Street Outreach program. This helped minimize the impact of the funding reductions. The Substantial Amendment was posted on the City of Evanston website on August 8, 2013, and notice of the amendment and the public comment period of August 15, 2013 to September 13, 2013 was published in the Evanston RoundTable on August 15, 2013 and sent to over 100 organizations that have requested information on HUD funded programs, per the City’s public process in the 2010‐2014 Consolidated Plan. Public input on the amendment was invited at the August 23 meeting of the Housing and Homelessness Commission. The Substantial 357 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 3 Amendment was reviewed by the Planning & Development Committee and its approval recommended to City Council at its meeting on September 23, 2013, where it passed on the consent agenda. Although its ESG grant was less than the estimate used in the 2013 Action Plan, the City received $128,544 more in CDBG entitlement funds than estimated. The Housing & Community Development Act Committee met on July 16, 2013 to determine the allocation of these funds. This allocation did not constitute a substantial amendment to the Action Plan, as the amount is less than 10% of the grant amount, though it enabled substantial expansion of key programs. Funds were allocated to the following activities that were already funded in the approved Action Plan: • $20,000 additional funding was allocated for the Summer Youth Employment Program (SYEP) and Certificate of Rehabilitation Program. The additional funding enabled staff to expand the Certificate of Rehab program significantly to serve over five times the number of people projected. In addition, some participants were older than 25 years. In order to more accurately report outcomes, the two programs have been reported separately, with SYEP classified as Youth Services and Certificate of Rehabilitation classified as Legal Services. • $20,000 additional funding was allocated for the Handyman Program to address the increase in very small scale repairs needed by senior residents. A new handyman was selected through a competitive bidding process for the program in the fall of 2013. The program launched in late fall and will continue in 2014. • $5,000 additional funding was allocated for the Grandmother Park Initiative which, combined with the $5,000 already allocated in 2013 and the $7,000 in 2012 CDBG, would enable the project to be completed in 2013. • $83,544 additional funding was allocated to Alley Paving for two alleys being paved in 2013, one in the census tract 8092 in the west NRSA and one in census tract 8103.01 in southwest Evanston. II. Five Year Plan Assessment of Progress The City of Evanston obligated its 2013 CDBG entitlement, program income and reallocated dollars from projects completed in prior years to fund to fund 34 programs and projects in the categories of Housing, Public Services, Public Infrastructure and Facilities and economic Development. Three agencies received ESG funding to provide shelter, essential services and rental assistance to homeless individuals and families. The City committed HOME funds and program income to four activities in 2013, including a Tenant Based Rental Assistance program and three development projects. CDBG, HOME and ESG activities are categorized by the national objective they address (providing decent housing, suitable living environment and economic opportunity) and the outcome they achieve (availability/accessibility, affordability and sustainability). The following table summarizes 2013 expenditures by those objectives and outcomes. Details of each activity, including goals and accomplishments, are summarized in the program specific sections of the narrative and in Table 3A (Summary of Specific Objectives and Outcome Performance Measurements) following the narrative. Impediments to progress towards meeting goals and objectives Availability/Accessibility Affordability Sustainability Total Amount Percent Amount Percent Amount Percent Amount Percent Decent Housing $356,701 13% $749,252 28% $413,077 15% $1,519,030 57% Suitable Living Environment $271,225 10% $49,202 2% $476,877 18% $797,304 30% Economic Opportunity $35,000 1% $0 0% $0 0% $35,000 1% Project Totals: $662,926 25% $798,455 30% $889,953 33% $2,351,334 ‐ Admin & Planning NA NA NA NA NA NA $328,351 12% CDBG, HOME & ESG $2,679,685 100% 358 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 4 The greatest challenge to meeting goals and objectives in the Action Plan was the late release of funding and the need to amend our plan because ESG funding was more than 10% below estimate. This resulted in several CDBG‐ funded Public Improvements not being completed by fiscal year end. Several others were not undertaken in 2013 but will be undertaken in 2014. In some cases, this was due to 2013 awards being insufficient to undertake the project and 2014 CDBG funds have been awarded to the project, pending receipt of that funding. Details for each funded project are provided in the narrative below. The HOME program goal to develop affordable rental throughout the City continued to be affected by the soft development environment and the lack of larger parcels that lend themselves to large‐scale projects attractive to developers with the capacity to secure financing. The City approved a Tenant Based Rental Assistance (TBRA) program in August 2013 using HOME funds to address the rental needs of homeless and doubled up Evanston families with children under 18. The program had a goal of identifying 10 households by December 31, 2013. With the shutdown of the federal government and the issuing of the HOME final rule at the same time of program approval, the TBRA program had a slower rollout than expected. The TBRA program was able to get underway by December 2013 and as of February 2014, approximately 10 households have been approved. Program changes resulting from 2013 experience The Housing Code Enforcement program provides information on the City’s CDBG Housing Rehab program to multi‐family property owners who receive citations for code violations. Despite this outreach, property owners are not using the program and the City is not achieving its goals to improve the quality of affordable multi‐family rental through the Housing Rehab program. In 2013, City staff began working with the owners of an 18‐unit rental property cited for code violations in the City’s south NRSA as a pilot project that will use a forgivable loan with affordability restrictions based on the HOME program rather than an amortizing loan. The property was in poor condition and had been a destabilizing influence in the neighborhood for many years. It was sold and the current owners have made substantial capital improvements and have stable tenants, many with incomes at or below 50% of area median. Operating revenue is insufficient to address the code violations and build maintenance and capital reserves. Forgivable loans will be evaluated as a tool to achieve goals of improving housing quality while maintaining affordability in the development of the 2015‐2019 Consolidated Plan. In addition, the Essential Repair program, a new grant program limited to income‐eligible single‐family owner occupied homes with life safety issues such as failed furnaces, roofs and lateral sewer lines, whose owners apply, but do not qualify for, a rehab loan, will be evaluated. Two homes with failed lateral sewer lines were improved through this program in 2013. Without it, both properties would have been declared uninhabitable, resulting in the displacement of two very low income households. Modifications were made to the ESG program, specifically to the split of dollars between prevention and rapid re‐ housing activities, in order to better address the City’s priority target of households with children. Families that received Prevention funds that were identified as eligible TBRA candidates had their ESG funds extended in order to avoid losing their housing when the launch of TBRA was delayed by the enactment of the new HOME regulations in August 2013 and the federal government shut down in October. Furthermore, estimates of the size of subsidy required by households with children was found to be low because of rising rents, resulting in a the need to allocate a larger portion of ESG funds to Prevention activities. III. Assessment of Annual Progress Affirmatively Furthering Fair Housing The City of Evanston’s Fair Housing Ordinance is an important tool for enforcing fair housing choice and affirms individual rights to fair housing in our community, regardless of race, color, creed, national origin, sexual orientation or economic and educational levels/groups. Complaints of discrimination made to the City are directed to the Housing Planner. Cases of alleged housing discrimination are generally referred to Open Communities (formerly Interfaith Housing Center of the Northern Suburbs), the HUD Fair Housing Advocacy agency for Chicago’s north suburbs with whom the City has a long‐standing relationship. Open Communities also mediates landlord‐ tenant disputes and works with the City’s Housing Planner and City Building Officials to educate landlords, tenants, 359 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 5 realtors and community members on housing‐related issues. Currently the City’s Fair Housing Ordinance is being modified to add source of income protection and gender identity and will mirror the Cook County Human Rights Ordinance. The modified ordinance will be presented at the March 10, 2014 City Council meeting. Summary of impediments to fair housing choice The City released a Request for Proposals in late 2012 for qualified professionals or organizations to complete an Analysis of Impediments to Fair Housing. Three proposals were received and reviewed. The City awarded Mullin & Lonergan Associates the contract in 2013. The draft Analysis of Impediments has been completed and the final version will be presented at the April 28, 2014 City Council meeting. One of the biggest issues in Evanston is the growing gap between household incomes and the cost of housing, whether rental or ownership. This disparity results in the concentration of racial/ethnic minorities, which comprise a disproportionate share of the City’s low income population, rather than their dispersion throughout the community. The Housing Authority of Cook County considers all of Evanston as an opportunity area because of its high cost housing. Voucher holders may have rents in zip code 60201 that are 29% above HUD Fair Market rents, and rents in zip code 60202 may be 13% higher. In addition, minority families are more likely to have larger households, while Evanston’s rental housing is predominantly one and two bedrooms. The need for larger affordable units with three or more bedrooms that was identified in the City’s 2010‐2015 Consolidated Plan identified this mismatch. And the City continues to work to address it. Because much of Evanston’s housing stock was built before 1950, there is a shortage of housing that is accessible to persons with mobility impairments. In addition, residents with disabilities were twice as likely to live in poverty as persons without a disability. Overcoming impediments to fair housing choice Evanston continues to work to increase the supply of affordable rental, however the high cost of land or property acquisition makes this challenging. Affordable rental, particularly units with 3 or more bedrooms, are is a priority for HOME funding and its TBRA program also addresses this need by enabling low income households to access market rate units. The completion of Emerson Square increased the number of accessible and visitable rental units that are affordable to low‐income households with seven apartments, a combination of one and two bedroom units, which are accessible to persons in wheelchairs. In addition, the City will review all impediments to fair housing identified by Mullin & Lonergan in the Analysis of Impediments to Fair Housing and develop additional ways to address them in the implementation of its 2014 projects and programs and in the development of the 2015‐2019 Consolidated Plan. Progress in meeting specific affordable housing objectives The City made significant progress in creating and maintaining affordable housing. The following table shows 2013 accomplishments by tenure and funding source. Goals and accomplishments are shown by activity in Table 3A. 2013 Housing Projects ‐ Funded and Completions CDBG HOME Total Funded Completed Funded Completed Funded Completed Annual Affordable Rental Housing (Section 215) Acquisition of existing units 0 0 6 7 6 7 Production of new units 0 0 0 14 0 14 Rehabilitation of existing units 6 1 16 5 22 6 Rental Assistance 0 0 20 0 20 0 Total Section 215 Rental Goals 6 1 42 26 48 27 Annual Affordable Owner Housing (Section 215) Acquisition of existing units 0 0 0 0 0 0 Production of new units 0 0 0 0 0 0 360 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 6 Rehabilitation of existing units 5 10 0 0 5 10 Homebuyer Assistance 0 0 0 0 0 0 Annual Affordable Housing (Section 215) Homeless 0 0 20 4 20 4 Non‐Homeless 4 10 22 22 26 32 Special Needs 0 0 0 0 0 0 Total Section 215 Affordable Housing 4 10 42 26 46 36 Annual Housing Rental Housing 6 1 42 26 48 27 Owner Housing* 12 17 0 0 12 17 Total Annual Housing 18 18 42 26 60 44 *Includes seven units with very small‐scale rehab improved through the Handyman program. The City adhered to Section 215 Guidelines of the HOME program for affordable housing in that 100% of the HOME‐assisted rental and ownership units were occupied by low‐income households with incomes at or below 80% of Area Median Income. Efforts to address worst case housing needs and the needs of persons with disabilities Evanston is a high cost housing market and continues to have a shortage of housing for households at or below 50% of the area median income. Evanston’s extremely low income population, with incomes under 30% of median, has been served historically though public housing owned and managed by the Housing Authority of Cook County (HACC) which also administers the Housing Choice Voucher program that provides rent subsidies for private market apartments to low‐ and very‐low income households. HACC manages two 100‐unit buildings in Evanston for seniors and individuals with disabilities, Perlman and Walchirk Apartments. In October of 2013, the HACC received an allocation of Low Income Housing Tax Credits to rehab both buildings. The HACC will be closing on other financing in April of 2014 and meeting with tenants to update on the status of the project in March of 2014. The city has made a conditional commitment of HOME funds to this project to leverage Cook County’s HOME funds that are needed to fill the gap in development financing. In addition, HACC manages 45 units of scattered‐site family housing consisting of 16 two‐bedroom units, 23 three‐ bedroom units, and six four‐bedroom units. There were no losses or additions in 2013 to the subsidized units. The City continues to work with the Housing Authority and private landlords on property code and landlord management issues, as well as problem tenant issues. As of February 18, 2014, there were 628 voucher holders residing in Evanston. This marks an increase from 575 voucher holders in 2012. The waitlist for Housing Choice Vouchers remains closed with approximately 8,000 names. The geographic distribution of voucher holders in Evanston remains consistent, with concentrations in census tracts 8092 in west Evanston and 8102 in south Evanston, neighborhoods that offer the most affordable rents. HACC has recently established two rent levels within Evanston that coincide with the two zip codes. Rent levels are higher in zip code 60201. This action by HACC may help to disburse voucher holders in more neighborhoods throughout Evanston. The Housing and Homelessness Commission recommended approval of a $20,188 grant from the City’s Affordable Housing Fund in December 2012 to Housing Opportunity Development Corporation to build a staff bathroom in the lobby of their 48‐unit rental building. The grant was approved by the City’s Planning and Development Committee and City Council in January 2013. The project was completed in July 2013 and has enabled the property manager and social service providers to provide more comprehensive levels of services for the very low‐income tenants. The City of Evanston’s homeless services providers received over $1.1 million from HUD this year for renewal projects including Permanent Supportive Housing (PSH), Supportive Housing Programs (SHP) and homeless 361 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 7 services funded by the McKinney‐Vento Homeless Assistance Act. The Evanston Continuum of Care (CoC) merged with the Suburban Cook County CoC in 2012 to better coordinate resources and leverage outside funding. CoC grants are awarded through an annual national competition. HUD requires the use of a Homeless Management Information System (HMIS) to track demographic data and social services for individuals and households served with CoC and ESG funds. The system tracks clients and services provided, helps prevent duplication of services, shows client and program characteristics and tracks outcomes. HMIS is a valuable tool for agencies and funders, including the City, which uses data collected to generate reports for the federal government. The City expects to receive an application to the Affordable Housing Fund from the Alliance to End Homelessness in Suburban Cook County to help support the HMIS database. The use of local funds to support the HMIS database is consistent with the City’s Consolidated Plan as well as its Plan to End Homelessness report. In addition, the use of local funds to support HMIS provides a critical part of the 20% match requirement for Continuum of Care funding from HUD. The Evanston agencies using HMIS are Connections for the Homeless, Housing Options for the Mentally Ill, Housing Opportunity Development Corporation, Interfaith Action of Evanston, Family Promise and the McGaw YMCA. The YWCA Evanston/North Shore serves victims of domestic violence and is exempt from using HMIS, but is responsible for collecting comparable data on all clients served with ESG funding in its database for reporting purposes. The City is in discussions with Evanston Township and the Alliance to End Homelessness in Suburban Cook County to get General and Emergency Assistance information entered into HMIS database to get a more complete picture of the needs and resources allocated to help people who are homeless or at high risk of homelessness. The City continues to work to provide for non‐homeless persons with special needs. The City’s NSP2 scattered site acquisition and rehab program completed one fully accessible single‐family rental home and one fully accessible ground floor apartment. Both are leased to households that have a disabled member. The Emerson Square 32‐unit development that was completed in 2013 exceeds 504 requirements for both accessible and visitable units. Four units in that development are funded in part with CDBG‐R Ike funds and are restricted to households whose income s do not exceed 30% AMI and are homeless or at risk of homelessness, or have a head of household with a disability. In total, 28 of the 32 units are restricted to households with incomes that do not exceed 60% AMI. The City of Evanston used ESG, CDBG and Mental Health funds for emergency and transitional shelter for homeless individuals and families, or those threatened with homelessness, as well as for case management services, job counseling and placement/follow‐up assistance for homeless adults. Mental health and substance abuse services are also provided to stabilize homeless individuals’ lives while they seek employment and housing. Housing Options, Connections for the Homeless and the McGaw YMCA provide transitional and permanent supportive housing and services for individuals who would likely otherwise be homeless. Evanston does not have dedicated housing for persons with HIV/AIDS. In addition, two Institutions for Mental Diseases (IMDs) are located in Evanston; Albany Care and Greenwood Care, have 417 and 145 beds, respectively, for persons with mental illness. Evanston Township provides General Assistance of up to $500 per month for housing and other necessities, as well as medical needs to very low income single adults who are ineligible for other programs. In addition, the Township provides Emergency Assistance for rent, utilities, etc. to individuals and families facing homelessness or dealing with other financial crises. The Township serves approximately 175 individuals monthly. Social services agencies throughout our community refer clients to Connections for the Homeless, which administers the State of Illinois prevention program in Evanston. State of Illinois funding for homelessness prevention has been reduced sharply from prior years, from approximately $550,000 annually to approximately $190,000 to cover both Evanston and Northern Cook County. The Evanston Continuum of Care (CoC) merged with the Suburban Cook County Continuum in 2012 and the Alliance to End Homelessness in Suburban Cook County, lead agency for the Suburban Cook County CoC, prepares 362 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 8 and oversees implementation of the combined CoC plan. Evanston maintains strong involvement in the Suburban Cook County CoC to coordinate uniform intake and assessments and other requirements of the HEARTH Act. The City’s Housing and Grants Administrator is a member of the board of directors of the Alliance to End Homelessness in Suburban Cook County. In addition, staff members of Evanston agencies that are members of the Suburban Cook County Alliance serve as board and committee members Evanston‐based projects for which applications were submitted through the CoC for FY2013 funding are shown in the chart below. In an effort move toward implementation of the HEARTH Act Housing First model, Connections for the Homeless did not apply for funding for Entry Point, which provides supportive services only, but instead applied for an expansion of its permanent supportive housing. The community will have to find other sources of funding to support services provided at Entry Point moving forward. Award Agency Project $114,726 Connections for the Homeless PSH Expansion III (new request) 426,528 Connections for the Homeless PSH for Families (includes beds located outside of Evanston) 51,056 Connections for the Homeless PSH Expansion II 119,450 Connections for the Homeless Hilda’s Place, 20‐bed transitional shelter 133,921 Housing Options Pathways Plus PSH 129,844 Connections for the Homeless PSH for Single Adults 115,959 Housing Options Pathways PSH 18,257 Housing Opportunity Development Corp Claridge Apts PSH 85,588 Housing Options Claire/Ganey PSH 43,682 Alliance to End Homelessness Homeless Management Information System $1,188,999 Addressing obstacles to meeting undeserved needs Evanston provided program, operating and capital support for organizations that address the child care, early education and out‐of‐school time needs of low‐ and moderate‐income families, as well as seniors and the disabled, using both federal and local funding. Fostering and maintaining affordable housing Evanston’s Affordable Housing Fund expands the City’s capacity to develop, maintain or support affordable housing for low‐ and moderate‐income households and serves households with incomes up to 100% of AMI. The Affordable Housing Fund is financed through demolition fee payments and payments in lieu of creating affordable units in developments subject to the City’s Inclusionary Housing Ordinance, which requires that new, owner‐ occupied developments with 25 units or more price 10% of total units as affordable to households with incomes at or below 100% of the area median. One fourth of those affordable units must be affordable to households with incomes at or below 80% of area median. Developers may pay a fee of $40,000 per affordable unit in lieu of providing affordable units on site. Any funds collected become part of the Affordable Housing Fund. Due to the collapse of the market for condos, no developments subject to the Inclusionary Housing Ordinance have been approved since its passage. The Housing and Homelessness Commission’s work plan includes consideration of ways to expand the Inclusionary Housing ordinance and increase its impact. The City also uses the Affordable Housing Fund to support housing‐related services, including a partnership with Open Communities to provide a comprehensive Tenant‐Landlord program, support the federally mandated HMIS reporting and data collection system for CoC and ESG funded agencies, and other activities that meet the mission of assisting households with incomes under 100% of the area median. Eliminating barriers to affordable housing High housing costs and high property taxes continue to present barriers to affordable housing in Evanston. Although property values remain below 2008 levels, purchase prices remain out of reach for most households with 363 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 9 incomes below the median seeking to enter the ownership market. High acquisition prices of rental properties and the increased demand for rental due to the reduction in the number of households that can qualify for mortgages to purchase homes contribute to higher rents and reduce the number of rental units affordable to low income tenants. High property taxes remain a difficult issue to address or influence. Properties are assessed by the County, and numerous taxing bodies share in the property tax revenue. Even as property values declined, homeowners have not necessarily seen a corresponding decrease in their tax bills. The City of Evanston strives not to increase property taxes, but declining revenues, including state funding and sales tax revenues, make this challenging. Regulatory issues such as building and property standards codes can cause barriers to affordable housing through increased costs, but are directly linked to health and safety and cannot be compromised. The use of Form Based Zoning as an alternative to Euclidean Zoning and development included in neighborhood plans may help address this and development that results from these plans will be analyzed to study its effect on affordability. Zoning regulations are being reviewed in the Analysis of Impediments to Fair Housing that will be completed in 2014 to identify barriers to fair and affordable housing, as well as strategies to address them. Overcoming gaps in institutional structures and enhancing coordination Federal CDBG, HOME and ESG funding, and monies from the City’s General Fund and Mental Health Board are overseen by several City committees, commissions and departments. The City Council, as the governing body for the City of Evanston, approves all City funding recommendations, so has ultimate responsibility for coordinating responses to needs and use of resources. Citizens had the opportunity to provide input on housing, economic development and public services needs and policies at regularly scheduled public meetings of the Housing & Community Development Act Committee, Housing and Homelessness Commission, Mental Health Board, Human Services Committee, Economic Development Committee and Planning and Development Committee. In addition, all City Council meetings include the opportunity for public comment. The Housing & Community Development Act (CD) Committee made recommendations to the City Council on the use of CDBG funds. The CD Committee oversaw the administration of the City’s CDBG program and reviewed the progress of funded activities toward meeting their goals. Staff held two meetings in July 2013 that were mandatory for all agencies applying for 2014 CDBG funding. Applications were submitted via ZoomGrants, an online grants application and management program that provides the ability to translate applications into multiple languages using Google Translate. The Committee’s annual application review meetings were televised live on the Evanston cable channel and rebroadcast, providing Evanston residents who were unable to attend those meetings with an opportunity to observe the CDBG funding process. Information on funding awards was provided to all applicants and shared with City committees and commissions, as well as all City departments. The Action Plan was posted on the City website for public comment; copies were available for review at the City’s Planning and Zoning Division office. The CD Committee conducted a public hearing at its October 2013 meeting for citizen input on the 2014 Action Plan, which included allocations of the estimated CDBG budget for 2014. The Human Services Committee reviewed and made recommendations for Emergency Solutions Grant and City Mental Health Board funding at public meetings prior to submission to City Council for approval. The Housing and Homelessness Commission reviewed proposals for HOME and Affordable Housing funds and made recommendations to the Planning and Development Committee, which recommended approval by the City Council. All Housing and Homelessness Commission and Planning and Development Committee meetings were open to the public. The City’s Planning and Zoning division continues to have responsibility for preparing the Consolidated Annual Performance and Evaluation Report, as well as the Action Plan and the Consolidated Plan. Staff coordinated 364 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 10 discussion about priorities and programs and ensured that federally‐funded programs addressed the City’s priority needs according to its Consolidated Plan. Improving public housing and resident initiatives Public Housing is administered by the Housing Authority of the County of Cook (HACC) which also administers the Housing Choice Voucher program. Currently the waitlists for both the project based Section 8 buildings and the Housing Choice Voucher program are closed. Both the Walchirk and Perlman apartment buildings, which provide subsidized housing units for seniors and persons with disabilities, have undertaken new resident initiatives and programs. These include: 1. A partnership with New Foundations to provide free case management services for residents on request. The case manager can connect residents with mental health services, assist with job searches, accessing medical benefits and providers, etc. The case manager has office hours at both Walchirk and Perlman once a week. 2. HACC is meeting with Senior Connections, an Evanston‐based agency that currently serves six residents, to expand the number of seniors they serve at each building. The mission of Senior Connections is to recruit, train and support volunteer “visitors” who befriend isolated older adults in Evanston. There is no cost to seniors participating in the program. Major renovations will be undertaken to both Perlman and Walchirk Apartments in 2014, funded primarily with an award of Low Income Tax Credits (LIHTC). The project includes complete renovation of apartment interiors, building systems and façades, window replacement and improvements to the grounds. Work is anticipated to begin in November 2014 and continue for approximately 15 months. During construction, tenants will be relocated one tier at a time and moved into renovated units at completion. HACC will cover all costs associated with relocation and has contracted with a third party relocation specialist to facilitate resident moves. Evaluating and reducing lead‐based paint hazards Over 75% of Evanston’s housing units, approximately 21,456, contain lead‐based paint. This correlates with the age of Evanston’s housing stock, 95% of which was built before 1970 when lead‐based paint was still in use. Evanston’s Housing Rehab and HOME programs, along with the Evanston Health Department, ensure that lead‐based paint hazard reduction regulations are followed and that housing rehab projects undertaken with federal funds are brought into compliance with federal lead based paint standards. Housing rehab projects with a construction cost over $5,000 require an analysis for the presence of lead‐based paint. Projects of lesser scope are subject to the EPA’s Renovation, Repair and Painting (RRP) Rule. This requires contractor certification and lead‐safe practices for any work in child‐occupied buildings constructed prior to 1978, including housing, when more than six square feet of interior or 20 square feet of exterior painted surface is disturbed. RRP is not limited to federally funded rehabilitation. City of Evanston Housing Rehab staff is trained to identify and remediate lead hazards and ensures that lead assessments are completed on properties under consideration for CDBG‐funded rehab and that funding for mitigation or remediation as applicable is included in the project budget. For housing units with income‐eligible families with children in the household, Cook County Lead Remediation Grant funds may be used for lead abatement. Homes occupied by the disabled or solely by the elderly are not assessed. Rehab projects assisted with HOME and NSP2 funds are also evaluated and lead‐based paint hazards remediated as required. The City of Evanston’s Health Department is a delegate agency for the Illinois Department of Public Health and enforces its lead act and codes. The City receives lead test information for children residing in Evanston and takes appropriate action. Between January 1, 2013 and December 31, 2013, the lead levels of 1,570 Evanston children were tested. Of the total, 1,551 children had PbB levels from 0‐9. Eight children tested as having PbB levels between 10 and 14. For twelve cases with a level between 15 and 29, assessments were performed to determine the source of the contamination and follow‐up actions taken. Grant funds from the Cook County Lead‐Based Paint 365 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 11 Hazard Control Grant were used for lead hazard mitigation as required. The Health Department provides preventative services to homes with children under 6 years old or that have pregnant women. If a homeowner requests an inspection to determine the presence of lead, an inspector licensed by the State of Illinois will take samples of dust and paint in the home and provide education to the family In addition, Health department staff responded to complaints from residents about demolition and rehab projects to determine if lead was present and to ensure safe practices. Staff also filed affidavits when windows were replaced in buildings constructed before 1978 to ensure proper lead procedures and disposal of contaminated materials. Compliance with program and comprehensive planning requirements The City of Evanston evaluates its program management policies and procedures throughout the year. City staff monitored all activities funded by CDBG, HOME and ESG programs to ensure that goals were met and federal funds were spent for approved activities and eligible expenses. In addition, staff monitored the amount of funding allocated, committed and expended to assure compliance with HUD requirements using the City of Evanston’s financial management software (IRIS) and HUD’s IDIS system. In 2013, the City began to use ZoomGrants, the online grants application and management system through which 2013 applications for CDBG funding were submitted, for CDBG subrecipient reporting. This system facilitates the collection of program outcomes and makes the data accessible to committee members and staff. The City’s Community Development Director certified that all Evanston‐based activities in the Suburban Cook County Continuum of Care 2013 application for funding were in compliance with the 2010‐2014 Consolidated Plan. Efforts to reduce the number of persons living below the poverty line City efforts to reduce the number of people living in poverty focused on employment and the mismatch between income and housing costs. The HOME funded TBRA program targets households with children under 18 whose head(s) are not earning living wages and provides a rental subsidy while they pursue education or training through the Learn and Earn program to break the cycle of poverty. The City’s Local Employment Program (LEP) Ordinance, which requires contractors awarded City projects of $500,000 or more to hire a specified number of Evanston workers, was modified to include projects with budgets of $250,000 or more with the objective of leveraging more jobs for unemployed or underemployed Evanston residents. One of the issues with this program is that unemployed individuals who may be willing to work do not have the training and are not union members, and therefore are not eligible for projects undertaken by union contractors and subcontractors. The City created a new staff position in the summer of 2013 to improve compliance with the LEP and coordinate it with the Section 3 program, as well as to support and expand the use of minority‐, woman‐ and Evanston‐owned businesses for City contracts and purchases. Evanston continues to use TIF and Economic Development funds, as well as sales tax sharing agreements, to stimulate economic development and business expansion to create and retain jobs, and to increase tax revenues. Leveraging Resources The City of Evanston’s ambitious community development goals and priorities necessitate the coordination of public and private resources. Evanston has a history of successful private/public partnerships and supports and encourages many public and private initiatives to address the needs of low‐ and moderate‐income residents. Evanston uses its CDBG, HOME and ESG funds to leverage funds from a broad range of federal, state, local and private sources. Total program/project funding has been entered in IDIS to reflect this by activity. McKinney‐Vento Homeless Assistance Programs Funds awarded to Evanston agencies through the competitive Continuum of Care program bring over $1 million to our community and leverage significant amounts of non‐federal funds, as required. 366 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 12 Housing Choice (Section 8 Rental Housing) Vouchers Housing Choice Vouchers enabled 628 low‐income households to live in Evanston. Other Federal Programs The City of Evanston, in partnership with Brinshore Development, LLC, continued to implement its Neighborhood Stabilization Program 2 grant awarded in February 2010. This partnership leveraged over $14 million in Low Income Housing Tax Credits, Federal Home Loan Bank funds, IKE CDBG‐R funds from the State of Illinois and Project‐Based vouchers from the Housing Authority of Cook County, as well as construction financing through Chase Bank. Self Help provided additional financing for the scattered site rental units in the form of permanent loans and Enterprise provided bridge financing for the rehab of for sale properties. A total of 101 units of foreclosed housing were acquired in two census tracts, 8092 in west Evanston and 8102 in south Evanston, exceeding its goal of addressing the negative impact of 100 units of foreclosed or abandoned housing. Both census tracts are in the City’s NRSAs, focusing both entitlement and competitive grant resources on areas of greatest need in our community. To date, we have rented 37 units and sold 36 homes. In addition, five units are under contract and three listed for sale. Rehabilitation work on four rental units will be complete in early 2014 and the units will be rented. One cleared property will have a new home constructed in Evanston Township High School’s Geometry In Construction program sited there. Disposition strategies for the four remaining cleared lots will be developed as part of grant closeout; the properties may be land banked. Construction of Emerson Square, a 32‐unit mixed income New Urbanist development in census tract 8092 that was funded in part with NSP2, was completed in 2013 and rented. State of Illinois The City’s Health Department administered a number of state grant programs including the Illinois Tobacco Free Communities grant. The City also receives grants from the Illinois Department of Transportation for a wide range of projects, and the Illinois Department of Human Services for child care for low‐income families and other needs. Cook County Lead Hazard Control Program: Evanston received $89,000 from Cook County’s Lead Poisoning Prevention Program. Funds are used to remediate lead hazards identified in housing units through the program that tests lead levels in children entering School District 65. Lead grant funds may also be used in conjunction with CDBG through the City’s Housing Rehabilitation Program for lead remediation in housing units occupied by families with children under the age of six. Local Government The Affordable Housing Fund supported a variety of housing programs and services including continuation of a Landlord Tenant partnership with Open Communities (formerly Interfaith Housing Center of the Northern Suburbs). Funding was approved for Housing Opportunity Development Corporation to build a staff bathroom in the lobby of their 48‐unit Single Room Occupancy (SRO) building. In total, $51,000 was expended on these activities in 2013. Evanston allocated $748,020 through its Mental Health Board to support needed social services in 2013. Funding came from the City’s General Fund, Evanston Township High School and Evanston Township. In addition, over $35 million was allocated by the City for a wide range of capital improvements throughout Evanston with funding from General Obligation bonds, tax increment financing, grants, loans and other sources. The City of Evanston used Tax Increment Financing (TIF) and Economic Development funds for a variety of economic development projects to support existing and attract new businesses. Evanston’s HOME and ESG funds have a 25% and 100% cumulative match requirement, respectively, and are matched by other public and private funding. Match requirements for both the HOME and ESG programs have been met or exceeded. Details of matching funds are provided in the Housing and the Homeless sections of the narrative and in the match reports. 367 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 13 Public Participation and Citizen Comments The public comment period for the 2013 CAPER opened March 4 and closes March 18, 2013 at 4pm CT. Copies of the draft of the CAPER are available for review in the Planning and Zoning office at the Lorraine H. Morton Civic Center and posted on the City’s website beginning March 4, 2014. The Housing & Community Development Act Committee held a public meeting to hear input on the 2013 CAPER on March 11, 2014. Notice of the meeting and the 15‐day public comment period, including the opportunity to provide comment at the March 11 meeting, was published in the Evanston Review on February 27, 2014. Notice was included in the City’s e‐newsletter that is delivered to more than 22,000 e‐mails and sent to a list of over 50 individuals and organizations that have indicated an interest in CDBG, HOME and ESG programs. The meeting agenda was posted on the City’s website in the City calendar section and on the CD Committee web page, as well as on information boards in the Lorraine H. Morton Civic Center, following open meeting requirements and City policy. Citizen Input on the CAPER No public comment was received at the public meeting on March 11, 2014. Comments submitted via email by Paul Selden, Executive Director of Connections for the Homeless, on March 7, 2014, are summarized and addressed below; the complete text is included in the appendix. The Housing & Community Development Act Committee’s discussion of several of the points raised is also summarized. No comments were rejected. • Greater attention should be paid to housing cost burden, specifically extreme rent burden. More families are doubled up based on the number of homeless students in School Districts 65 and 202 and likely to be displaced because production of affordable rental units is not sufficient. Cradle to Careers education initiative will not succeed if children/families are unstably housed. The City acknowledges the housing cost burden for all extremely low and very low income households, particularly families with children under 18 who are homeless or unstably house. HOME TBRA program targets these families, but because households must develop income to sustain housing after their rental subsidy, households needing permanent supportive housing are not addressed through this program. Reductions in funding for affordable housing development at the federal and state levels impact the City’s ability to respond. The Housing and Homelessness Commission is considering changes to the Inclusionary Housing Ordinance as one means of addressing this. • CDBG funds should be targeted rather than “sprinkled around” for greater impact, including being used to mitigate homelessness; funding of Graffiti Removal in Public Services capped category was questioned. Members of the CD Committee acknowledged the challenges of allocating CDBG and other funds, particularly in light of funding reductions and increased needs, and noted that some agencies do a great deal with small grants. In 2013, all CDBG‐funded programs and projects were qualified using the National Objective of benefitting primarily low/moderate income persons. Funding only programs and services for the homeless would ignore the needs of low income renters and homeowners who face extreme housing cost burdens, as noted, and could result in more people cycling in and out of homelessness. Graffiti Removal is funded only in the CDBG Target Area and is an important tool to address deterioration and blight; it cannot be funded outside Public Services based on CDBG regulations. Using ESG for Re‐housing only may be considered, particularly if the 2014 ESG grant is reduced below the estimated level. However, if State Prevention funds are reduced or eliminated, this could result in more at‐risk households becoming homeless. • The Affordable Housing Fund (AHF) should be used only for households with incomes below 30% AMI, rather than households up to 100% AMI. The AHF may be used to help households with incomes up to 100% AMI and at least 25% of funds used must 368 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 14 target households whose incomes do not exceed 80% AMI, but funds do not have to be used to serve those income levels. In 2013, $100,000 in Affordable Housing Funds was used in the development of Emerson Square for 28 rental units for households whose incomes do not exceed 50% AMI; no AHF dollars were used for the four market rate units because there are no income restrictions for those units. Construction of a staff bathroom at Claridge Apartments, a 48‐unit rental property for very low income individuals, for staff from agencies providing services to residents, including Connections, was the only other development project using AHF in 2013. • The Inclusionary Housing Ordinance needs to be changed and targeted, as well as enforced. The Housing and Homelessness Commission is reviewing the Inclusionary Housing Ordinance expand its impact and better address the needs of lower income persons. Raising the amount of funds paid to the Affordable Housing Fund in lieu of on‐site affordable units in planned unit developments is one tool under consideration. In addition, expanding the ordinance to include rental developments is under consideration. There have been no PUDs subject to this ordinance since its passage as there have been no condominium developments of 25 or more units. • Community Development Department should analyze the use of Mental Health Board funds to determine if funds are targeted for mental health services for very low income households. The Mental Health Board funding allocations are being evaluated by the City’s Health Department, as are Evanston Township funds for General and Emergency Assistance. The Housing & Community Development Act Committee discussed opportunities to better coordinate CDBG, Mental Health and Evanston Township funding to maximize impact and reduce administrative burdens on agencies. Additional consideration will be given to this need in the development of the City’s 2015‐2019 Consolidated Plan. • In the description of ESG funded activities, Interfaith Action’s Hospitality Center is described as an emergency shelter although it is strictly a day program. The City has classified Interfaith Action’s Hospitality Center as an emergency shelter following ESG regulations that include day shelters with nighttime shelters as emergency shelters. • It would be helpful to know if DCFS provides services to homeless youth through the Housing Assistance program and if the Alliance to End Homelessness in Suburban Cook County’s committees that seek to coordinate services for patients being discharged from mental health, corrections and other facilities and foster care resulted in better coordination with Evanston service providers. The Alliance to End Homelessness is the lead agency for the Suburban Cook County Continuum of Care and therefore is responsible for discharge planning and coordination of services, including services for homeless youth through DCFS. The City agrees that there is work to be done in this area. Self Evaluation Staff administering the CDBG, HOME and ESG programs worked with subrecipients and City departments to ensure that HUD funds are spent expeditiously and program objectives are met. CDBG continues to meet HUD’s timeliness requirement; the City’s CDBG draw ratio on November 2, 2013 was 1.06, with an adjusted draw rate of 1.15 when program income was included, significantly below the 1.5 threshold level. The City also met its timeliness deadlines for commitment and disbursement of ESG and HOME funds in 2013. The City continued to refine its management processes for CDBG, HOME and ESG in 2013 to ensure compliance with programmatic and federal cross‐cutting requirements. The Housing Planner has implemented new 369 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 15 procedures and systems for the HOME program, including a new funding application and project summary, project monitoring and processes to ensure compliance with affordability periods that meet all HOME requirements. The Housing Planner helped found a regional roundtable of HOME Participating Jurisdictions to share best practices and information. This has been particularly valuable as the City modifies current practices to align with the new HOME Rule. A new staff position, Grants and Compliance Specialist, was approved and posted in 2013 with the goal of hiring in early 2014. This position will have responsibility for both CDBG and NSP2 compliance and will work with the Housing Planner to develop a comprehensive monitoring and compliance process for all housing activities funded by CDBG, NSP2, HOME and the City’s Affordable Housing Fund. Staff administering CDBG, HOME and ESG found that subrecipients continue to struggle to balance resources for program delivery and grant compliance. Significant staff time was devoted to programs that received very small grants and to provide technical support to agencies that experienced significant staff changes. Minimum funding levels or funding fewer programs is becoming a more important consideration because of reduced funding levels that also reduce the City’s capacity to administer multiple small grants. In addition, City staff provided support and resources to Evanston agencies by forwarding information on grant opportunities for which they may be eligible. Monitoring City staff responsible for administering CDBG, HOME and ESG has developed monitoring processes and procedures, following HUD guidance. CDBG Monitoring Procedures An annual risk analysis of CDBG subrecipient programs and projects at the start of the fiscal year based on factors including the type of project, the subrecipient’s previous experience with federal grants and performance on prior grants is used to identify agencies with the greatest need for technical assistance and to prioritize higher risk activities for monitoring. Staff provided technical assistance, made site visits and conducted desk monitoring on all CDBG‐funded activities, reviewing financial and record keeping procedures, methods for determining income eligibility for programs and services, and project/program outcomes. Program Reports: Reporting schedules for CDBG‐funded programs and projects vary, depending on their activity schedule and amount of funding. Reports include the number and demographics (income, gender, race/ethnicity, etc.) of beneficiaries, progress toward achieving program goals and financials, including expenditures against budget and source documents for line items paid with CDBG. Reports were reviewed by the Grants Administrator to ensure that expenditures charged to the CDBG grant are eligible and actual, and to monitor the progress of the agency or City department toward achieving its goals. Davis‐Bacon Compliance: A Project Manager was identified for each CDBG‐funded construction project; that individual had primary responsibility for ensuring that procedures were followed and appropriate records were kept. Project Managers reviewed certified timesheets for compliance with prevailing wage rates. The Grants Administrator attended pre‐construction meetings on City projects and provided technical support to City staff and subrecipients regarding Davis‐Bacon compliance. CDBG grant payments to subrecipients were disbursed from the City’s General Fund. CDBG funds were then drawn down in IDIS following approval of the Bills List, that includes expenditures of CDBG, HOME and ESG funds, by City Council. Funds received from the U. S. Treasury were deposited in the City’s general fund account. Documenting income is one of the topics covered in the orientation meeting and supporting materials provided to subrecipients. Staff also reviews the methods being used to determine income eligibility on a project‐by‐project basis and recommends ways to improve income documentation and more accurately reflect very low, low and moderate income levels. Most public services funded by CDBG are qualified based serving a limited clientele of low‐ and moderate‐income individuals. Because of tremendous range of incomes in the community, few activities use presumed eligibility even if they serve groups of people who are generally presumed by HUD to income eligible. For example, Evanston/Skokie Valley Senior Services collects income information on its clients unless they 370 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 16 reside in subsidized senior housing. As a major service they provide is to assist seniors in accessing benefits for which they are eligible, documentation is readily available. Child Care facilities are qualified for CDBG capital improvements if at least 51% of the children in their care are from low‐ and moderate‐income families; this is determined using documentation provided to establish eligibility for State child care subsidies. Programs that serve older elementary through high school age youth provide greater challenges for income documentation, as many of the youth sign up for and attend without the involvement of a parent or guardian. In some cases, eligibility for free or reduced cost lunch is used to establish family income. HOME Monitoring Procedures HOME funded projects are monitored by the City’s Housing Planner to ensure that funds are being used for eligible expenses and that other contractual agreements are being met. In addition to any building inspections required during construction or rehab, inspections are conducted at the completion of each project, as well as on a 1, 2, or 3 year inspection schedule as required based on the project’s affordability period. Inspections are conducted in tandem with the City’s inspectors to ensure property and code compliance as well as to ensure that HOME eligible units are occupied by low/moderate income families, per HOME program regulations. Of the sixteen rental buildings with HOME affordability requirements, only one required an on‐site inspection for code compliance in 2013. Minor violations were observed at the one property and the property inspector has given the owner 45 days to correct all violations. Follow up will take place to verify corrections. Staff developed and implemented a comprehensive long‐term monitoring process for HOME, with technical assistance from TDA. Desk Reviews are being conducted annually for all HOME‐assisted rental and homebuyer projects with affordability requirements in place to determine compliance with the income and rent limits for HOME assisted rental units. Property owners document household income and size for each household using tenant‐signed statements that include a clause allowing third party documentation of income. Source documents will be required every sixth year for projects with affordability periods of 10 or more years. The sixteen rental buildings in their compliance periods are required to undergo a desk review each year. Projects in development are monitored by the Housing Planner for budget changes, payment requests, marketing and compliance with other project terms. Construction progress is assessed by the City’s Housing Rehab Specialist prior to any payments, which are approved by the Community Development Department Director. ESG Monitoring Procedures ESG subrecipients submitted detailed reports and source documents for ESG‐funded expenditures, which were reviewed by City Housing Planner and the Housing and Grants Administrator for accuracy and compliance with federal requirements. ESG subrecipients are paid on a reimbursement basis following submission of documentation of eligible expenditures. Payments are made from the City’s General Fund and then drawn down in IDIS. NEPA Compliance Activities were reviewed for compliance with the National Environmental Protection Act (NEPA). Most were determined to be exempt or categorically excluded; none required a full environmental review. Environmental reviews are conducted for housing rehab and economic development projects when specific project sites were identified. City staff continued to work with Region 5 Environmental Officers to improve and update its environmental review process. For example, housing rehab projects’ environmental reviews include noise assessments and use the updated coastal boundaries maps. IV. Program Narratives 371 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 17 COMMUNITY DEVELOPMENT BLOCK GRANT Assessment of Relationship of CDBG Funds to Goals and Objectives CDBG funds provided to Evanston were obligated to programs and activities that address the City’s priority community development objectives as identified in the 2010‐2014 Consolidated Plan. The City’s 2013 CDBG entitlement grant was $128,544 more than the estimate used for 2013 planning. Additional funds were allocated to the Certificate of Rehab program, Grandmother Park Initiative, Handyman program and Alley Paving. Evanston significantly exceeded the requirement that a minimum of 70% of CDBG funds be used to benefit low‐ and moderate‐income persons in FY2013. All funded activities were qualified for CDBG on the basis of providing a benefit to primarily low‐ and moderate‐income persons. The 2010‐2014 Consolidated Plan categorized community development objectives as high, medium or low priorities. Housing continued to be a high priority and CDBG funds were used for substantial and minor rehab programs, as well as for the Targeted Code Enforcement program that is critical to maintaining the quality and safety of rental housing. The Essential Repair Program funded in 2012 continued to be offered and implemented by the City’s Housing Rehab program. The Consolidated Plan identifies a number of public services (legal services, services for battered and abused spouses, and employment training services) as high priorities because they are essential to address the growing needs of many low‐ and moderate‐income residents in the current economic climate. Thirteen public services programs provided by non‐profit agencies and City departments received funding in 2013 to address these high priority needs. Public Facilities and Improvements continue to be high priorities. In 2013 Evanston used CDBG funds for infrastructure improvements including to: install drainage and pave two unimproved alleys, install and upgrade street lighting in the west NRSA, and pay the special assessments for alley paving on behalf of income‐eligible homeowners. Two park projects that were funded with both 2012 and 2013 funds, Fireman’s Park and Grandmother Park, were completed and much of the work on Reba Park was completed. The YWCA and Family Focus made substantial progress on their capital improvement projects in 2013; both are expected to be completed and billed in first quarter 2014. Several other capital projects were not undertaken in 2013 but will be in 2014. Information on each is provided below. Summary of CDBG Funds Expended in 2013 CDBG funds were used to address priority needs identified in the Consolidated Plan. The following chart shows CDBG expenditures by category. Funding Category Amount Expended % of Total Public Services $ 299,800.00 16.39% Housing $ 314,362.52 17.19% Code Enforcement $ 421,101.78 23.03% Public Improvements $ 492,498.88 26.93% Economic Development $ ‐ 0.00% Demolition $ 2,755.00 0.15% CDBG Administration $ 298,133.46 16.30% TOTAL $ 1,828,651.64 100.00% 372 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 18 Programs and projects awarded 2013 CDBG funds and/or implemented in the 2013 program year with CDBG funds from prior years are shown below. ORGANIZATION / AGENCY PROGRAM 2013 AWARD EXPENDED IN 2013 Moran Center for Youth Advocacy Legal and social work services $ 33,000 $ 33,000.00 Girl Scouts of Greater Chicago/NW IN Healthy Living Initiative $ 5,000 $ 5,000.00 Family Focus Future Focus Youth program $ 22,500 $ 22,500.00 Open Communities Homesharing Program $ 13,000 $ 13,000.00 LAF (Legal Assistance Foundation) Evanston Legal Services $ 7,000 $ 7,000.00 Meals At Home Meals for Seniors & Disabled $ 14,000 $ 14,000.00 North Shore Senior Center Evanston/SV Senior Services $ 18,000 $ 18,000.00 Open Studio Project Art & Action For At Risk Youth $ 3,500 $ 3,500.00 Youth Job Center Of Evanston Employment Initiative $ 35,000 $ 35,000.00 Housing Options for the Mentally Ill I‐WORK $ 20,000 $ 20,000.00 YWCA‐Evanston/Northshore Domestic Violence Services $ 25,000 $ 25,000.00 City of Evanston Graffiti Removal $ 33,800 $ 33,800.00 City of Evanston Certificate of Rehabilitation $ 50,000 $ 50,000.00 City of Evanston Summer Youth Employment $ 20,000 $ 20,000.00 Public Services Total $ 299,800 $ 299,800.00 City‐CD Loan Single‐ & Multi‐Family Rehab $ 90,000 $ 148,648.26 City of Evanston Essential Repairs Program $ ‐ $ 4,205.67 City of Evanston Housing Rehab Administration $ 185,000 $ 160,426.44 City of Evanston Handyman program $ 32,000 $ 1,082.15 SHORE Services Patricia Lloyd Townhomes Rehab $ 22,500 $ ‐ Housing Total $ 329,500 $ 314,362.52 City of Evanston Target Area Code Enforcement $ 400,000 $ 421,101.78 Code Enforcement Total $ 400,000 $ 421,101.78 City of Evanston Alley Paving $ 238,544 $ 307,316.70 City of Evanston SNAP‐Lighting for Safety $ 25,000 $39,054.96 City of Evanston Alley Special Assessment Assist $ 50,000 $ 35,202.22 City of Evanston WNRSA Tree Planting $ ‐ $ 525.00 City of Evanston Fireman's Park Renovations $ 40,000 $ 75,000.00 City of Evanston Penny Park Renovation $ 30,000 $ ‐ City of Evanston Block Curb & Sidewalk $ 85,800 $ ‐ Grandmother Park Initiative Grandmother Park $ 10,000 $ 17,000.00 Ridgeville Park District Reba Park Renovations $ 15,000 $ 10,400.00 Child Care Center of Evanston Classroom sink installation $ 5,000 $ ‐ Family Focus Weissbourd‐Holmes Ctr Rehab $ 50,000 $ ‐ Youth Organizations Umbrella Nichols Youth Center Rehab $ 27,000 $ ‐ YWCA Evanston‐North Shore Shelter Renovations $ 30,000 $ ‐ McGaw YMCA Residence Kitchen renovation $ 30,000 $ ‐ McGaw YMCA Residence Accessibility & Safety $ ‐ $ 8,000.00 PEER Services Energy Efficient Windows $ 5,000 $ ‐ Public Improvements Total $ 641,344 $ 492,498.88 City of Evanston Economic Development Fund $ 75,000 $ ‐ Economic Development Total $ 75,000 $ ‐ City of Evanston Dangerous Bldg & Tree Removal $ ‐ $ 2,755.00 Clearance/Demolition Total $ ‐ $ 2,755.00 373 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 19 City of Evanston CDBG Administration $ 308,000 $ 298,133.46 Administration/Planning Total $ 308,000 $ 298,133.46 Total FY2013 CDBG Expenditures $ 2,053,644 $1,828,651.64 A description of each activity is provided below. Additional detail may be found in Table 3A that follows the narrative section. NRSA activities and spending are summarized in the NRSA Activity Chart that follows the CDBG narrative section. Public Services Thirteen public service programs were awarded CDBG funds in 2013. Senior services. Two programs focused on the needs of Evanston seniors received CDBG funding: • North Shore Senior Center staff provided case management services to 1,796 low‐income Evanston seniors, many of whom are frail elderly. Case managers assess each client's needs, connect them with service providers based on unmet needs and ensure that clients receive medical and other benefits for which they qualify. Their services enable seniors to age in place and remain connected to friends and support systems. • Meals At Home delivered two meals, one hot and one cold, up to six days per week to 204 home‐bound Evanston clients, who are permanently disabled or have a temporary disabling condition that makes them unable to shop and prepare their own meals. Meals At Home per meal cost is determined by each client's income and ability to pay; most are deeply subsidized, as their incomes do not exceed 50% of the area median. Many clients have special dietary requirements such as no salt, renal, chopped or pureed food, helping to control health problems and create a better quality of life through the aid of proper nutrition and daily visits by program volunteers. Youth services received CDBG funds to address the needs of low and moderate income residents: • Open Studio Project served 73 very low and low income youth in their Art & Action program. Participants create mixed media that relates to some aspect of their lives. They write about their work in a process called "witness writing." At the end of each program session, participants show their art work and may also choose to share what they have written. This creative process helps youth to express strong emotions such as anger and frustration in positive, creative ways. The total number served in 2013 was significantly more than in 2012. • The Mayor's Summer Youth Employment Program provided up to nine weeks of employment for 345 Evanston youth ages 14‐18. As a workforce development and non‐law enforcement crime prevention initiative, the MSYEP emphasizes real‐world labor expectations, increases the awareness of services offered by local community based organizations, and provides opportunities for career instruction, financial literacy training, occupational skills training, and social/emotional growth. The program gives participating youth up to nine weeks of entry‐level work experience in a variety of jobs at community based organizations, city government departments, and private sector businesses. • The Girl Scouts of Greater Chicagoland and Northwest Indiana served 118 girls in ages 5‐17 in their Healthy Living Initiative in summer of 2013, all of which are at or below 50% AMI. The activities included at least 20 minutes of physical activity during each session, a presentation from a nutritionist and a grocery store tour to promote healthy living and eating. • Family Focus provided services through their Future Focus youth program, providing crime prevention services to at risk minority youth ages 14‐18 located in the West NRSA. The program focused on leadership development, family / community life, self‐expression and community service. A total of 27 youth were served and they were engaged in multiple community‐oriented activities and they were also given a lesson in financial planning, interviewing and the college experience. The YWCA provided services to 670 unduplicated persons, including shelter for up to 90 days for women and children who are victims of domestic violence, legal advocacy and support to obtain orders of protection, financial literacy and budgeting, and other needed services. 374 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 20 Open Communities’ Homesharing program matched homeowners with an extra room with people seeking affordable housing to a total of 60 persons, 25 of which were City of Evanston residents. Of the 25 Evanston residents served, 19 were very low income households. The matches made provided extra income for the homeowners who are then more easily able to pay their mortgage, taxes, utilities and home maintenance costs. Employment training. Two programs that provide services to the unemployed were implemented in 2013: • The Youth Job Center provides a range of employment services to a total of 1154 unduplicated young adults ages 14‐25 with 600 of the young adults being City of Evanston residents. Services include job readiness assessment, soft skills and computer training, resume preparation, job search and placement. YJC works with area employers to develop on‐the‐job training and internships, host job fairs and to match their clients with appropriate employment opportunities. New this year was the development of the Automotive Training Pilot Program for 18‐25 year olds which pairs with the Oakton Community college. • Housing Options provided employment services to 68 Evanston residents with severe mental illness, specifically assistance in helping participants find competitive employment and support services to keep their employment. The average retention rate was more than 45 days for participants and the program was nominated for the Johnson & Johnson Transformation Award in 2013. Legal services were provided with CDBG and Mental Health Board funds by: • The Moran Center provided legal and social support services to 362 unduplicated youth (343 of which are City of Evanston residents) ages 12‐21 who have contact with the criminal justice system, school disciplinary actions and for special education needs such as Individualized Education Plans. Staff also provided support services to other family members to address underlying family issues. Each client's situation was assessed by a social worker and a comprehensive plan was developed. Outcomes included maintaining compliance with probation or court orders. • LAF, formerly the Legal Assistance Foundation of Metropolitan Chicago, provided legal services to 97 Evanston residents in civil matters. LAF's practice areas included assisting clients with legal issues related to housing, consumer and financial matters, children and family cases and public benefits. In addition to direct client services, LAF conducted numerous community engagement activities including presentations to service providers, client workshops and participation in resource fairs. • The Certificate of Rehabilitation program served a total of 81 persons, significantly more than the original target of 15. The services in this program include: screening and assessment to determine the extent of criminal history and eligibility for the Certificate of Rehabiliation; expungement of other Illinois record sealing programs; development of personal history and references to be presented to the Circuit Court Judge for eligible participants; mentoring in state legal processes from a licensed attorney; submission of all legal documents filings and petitions; and legal representation during court appearances. Of the 81 people served, 48 were eligible for records sealing; 12 were eligible for Certificates of Rehabilitation and 7 were eligible for expungement. Fourteen were determined to be ineligible for this program and were referred to other agencies for services. The City's Graffiti Specialist removed graffiti from public property (traffic signs, streetlights, etc.) in the CDBG Target Area, benefitting over 24,000 residents of low‐ and moderate‐income neighborhoods. Over 1,000 graffiti tags were removed in 2013. Housing CDBG funds a number of programs to make decent housing available and affordable to low‐ and moderate‐income families, and to help low‐ and moderate‐income residents maintain their property. In CDBG funds supported the City’s Housing Rehab Administration program, which administers the Single‐ and Multi‐Family Rehab programs that are funded with title transfer or zero interest or below market rate loans based on the type of project. No applicants were approved for either the Self‐Help Paint Program, which provides grants of up to $400 for exterior paint and supplies to low‐income homeowners and is funded from the revolving loan fund. No applicants were 375 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 21 approved for the Neighborhood Security program that provides 50/50 matching grants for security improvements for income eligible residential properties in the CDBG Target Area with carryover funds from 2009. The following chart shows accomplishments by program and geography: Housing Units Program Non- NRSA South NRSA West NRSA Total Units Single-Family Rehab 0 1 8 9 Multi-Family Rehab 2 0 0 2 Handyman 3 0 4 7 Totals 5 1 12 18 • Substantial rehabs were completed through the loan program on seven single‐family owner‐occupied homes, six of which are in the west NRSA. Emergency work was completed on a two‐flat to correct a life safety concern. • The City's Handyman Program made small but important repairs to 7 housing units occupied by low‐income seniors, most of whom are women living alone, including repairs to doors, windows and locks, repairing leaks and installing water conserving faucets and shower heads, installation of railings and grab bars for accessibility and safety, etc. As noted above, the launch of the handyman program was delayed due to the late release of funding and by the need to competitively procure a new handyman due to the discontinuation of the collaborative program with CEDA at the end of 2012. • The Essential Repairs Program, which was developed and funded in 2012 following the cancellation of the CEDA Minor Repair and Paint program, had its first clients in 2013. Two essential repair projects were completed in 2013, both for emergency sewer lateral replacements for homes in the west NRSA. Targeted Code Enforcement The City’s Targeted Housing Code Compliance program conducted routine inspections of 2,714 dwelling units in the CDBG Target Area to ensure that rental housing is decent and safe, and 815 inspections in response to complaints. In addition, 2,476 re‐inspections were conducted to confirm that violations were corrected. CDBG funds were used for code enforcement activities in the CDBG Target Area, including addressing issues with vacant properties in the CDBG Target Area identified by Property Inspectors. Work included boarding unsecured premises, removing trash, cutting weeds and grass as needed. Liens are placed on the properties for these expenses and property owners must repay them. Repayments are reported as program income. Public Facilities Improvements Infrastructure and park improvements are identified as a high priority in the Consolidated Plan. Neighborhood facilities and other public facilities owned and operated by non‐profits that serve primarily low and moderate income persons are also a priority. CDBG funded projects in 2013 and projects undertaken with prior years’ funds are described below: • Alley Paving. The City installed drainage and paved two unimproved alleys in neighborhoods with primarily low‐ and moderate‐income residents, one in the west NRSA in census block group 8092.01 and the second in census block group 8103.012 in southwest Evanston. • SNAP Lighting. Work was begun on street lighting improvements in two sections of the West NRSA in fall of 2013. The project involves installation of additional light poles in areas where the number of poles and/or spacing does not provide sufficient lighting for safety. In addition, the lighting components are being replaced for existing Tallmadge light poles, increasing the lighting output to the level recommended by Crime Prevention Through Environmental Design (CPTED) principles. This addresses the problem of insufficient lighting for safety, yet retains the character of the neighborhoods in which these traditional light poles are 376 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 22 located. The total CDBG resources include $4,024 of unspent funds from 2011 SNAP Lighting, $30,000 of 2012 and $25,000 of 2013 CDBG entitlement funds. • Alley Special Assessment Assistance. This program paid the special assessments for alley paving improvements for nine income‐qualified households, relieving them of the financial burden of this important infrastructure improvement. • Block Curb & Sidewalk and ADA Curb Ramps. This program was not undertaken in 2013; funding will be carried over into 2014 and used to install new sidewalks, replace broken sidewalk and curb sections and install ADA curb ramps to improve safety and walkability in neighborhoods that are primarily low‐ and moderate‐income; ADA curb ramps may be installed throughout the city. • WNRSA Tree Planting. This activity was reopened to draw an expense of $525 for the planting at the intersection of Dodge and Lake that was completed in 2012 but this invoice was not correctly applied to the project before the year end close. • Fireman’s Park Improvements. Construction work was undertaken at Fireman's Park in summer of 2013 and completed in the fall. Improvements included new playground equipment and installation of a rubberized surface under the equipment, new lighting and walkways. In addition, the antique fire engine for which the park is named was refurbished to meet current safety requirements. • Penny Park. Work on this project in census tract 8096 is being held until additional 2014 CDBG funds become available for design and construction. • Grandmother Park Initiative. Fundraising was completed in July and the property was acquired from Open Lands. Construction of the tot lot was completed in late summer and fall and a grand opening celebration held on November 1, 2013. This project is complete. • Reba Park. The Ridgeville Park District completed most of the construction work to improve this pocket park in census block group 8101.02 that serves a four‐block area comprising primarily low‐ and moderate income multi‐family rental housing. Painting of the basketball court will be completed in 2014; that work was put on hold due to the onset of inclement weather in November. • The Child Care Center of Evanston project to run plumbing lines and install a hand washing sink in the 2nd floor Montessori classroom in its Annex building to better prevent the spread of germs through more frequent hand washing and reduce teacher and student time away from the classroom was not undertaken in 2013 due to insufficient resources. The agency is determining if additional funds may be secured to move forward. • Weissbourd‐Holmes Family Focus Center. Work was completed on the refurbishment of the boiler and a new air conditioning unit was installed for the theater, which will be tested in spring of 2014. Security cameras will be installed in 2014. All work is expected to be complete and billed in the first half of 2014. • Nichols Youth Center. Work on the second phase of the renovation of the Youth Organizations Umbrella’s facility that provides after‐school programs for 50‐70 middle school age youth each day and houses the administrative offices of the organization was not undertaken in 2013 and will be carried over into 2014. • YWCA Evanston‐North Shore Shelter Renovation. Work was begun in 2013 to replace components of the aging electrical system in the basement and ground floor. Invoices will be submitted for payment in early 2014. • Residence Kitchen Renovation. The McGaw YMCA worked on plans for the rehab of the kitchen in its Mosaic Room for use by low‐income men residing in its 172 room Single Room Occupancy residence facility. The project will move forward in 2014. • The McGaw YMCA’s 2012 project to lower light switches and door buzzers, and install ground fault interrupters in rooms for residents with mobility impairments in its men’s SRO Residence was completed in 2012 and paid in 2013 following submission of required source documents and beneficiary information. • PEER Services CDBG funded project to replace single‐pane windows with energy efficient, dual‐pane windows and improve their operating efficiencies by reducing heating and cooling costs will be completed in 2014 pending release of 2014 CDBG allocated to the project. Economic Development No Economic Development projects were funded with CDBG in 2013. Staff worked on several projects in both the west and south NRSAs in 2013 and expects to bring one or more projects to the City’s Economic Development Committee for review and approval before seeking city Council in 2014. 377 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 23 Clearance/Demolition A two car garage that was structurally unsound and a threat to people and vehicles using the public alley was demolished and a lien placed on the property to recover the costs. This program is administered by the Housing Rehab program and funded from the CDBG revolving loan fund. Administration & Planning CDBG funding in the Administration and Planning category was used for grant management and administration, monitoring and reporting. Planning work included work in the west and south NRSAs, including the commercial/industrial area near the Dempster‐Dodge intersection. Expenditures did not exceed the maximum allowable in this category, which is calculated by taking 20% of the combined 2013 CDBG grant plus 2013 program income. Changes in Program Objectives, Pursuit of Resources and Certification of Consistency with the Consolidated Plan There were no changes in Evanston’s program objectives in 2013 from the objectives set forth in the City’s 2010‐ 2014 Consolidated Plan. The City pursued all resources it indicated it would in its 2010‐2014 Consolidated Plan and did not hinder implementation of that Plan by action or willful inaction. The City of Evanston received a request for certification of consistency with its Consolidated Plan from the Suburban Cook County Continuum of Care; the request was approved. Funds Not Used for National Objectives No CDBG funds were used for activities that did not meet one or more national objective of the CDBG program. Anti‐displacement and Relocation The City’s Division Manager, Building & Inspections reviews all demolition activities for displacement and Section 104(d) compliance. No displacement of households, businesses, farms or non‐profit organizations resulted from CDBG‐assisted projects in 2013. Low/Mod Job Activities and Low/Mod Limited Clientele Activities No CDBG‐funded activities used job creation to meet a CDBG national objective in 2013. Program Income Received 2013 program income for CDBG and entered in IDIS totaled $91,369.00. It consisted of $77,081.00 in payments on amortized loans or loan payoffs funded from the Revolving Loan Fund. In addition, the City realized $14,288.00 in paid liens for the cost of board‐ups and other property‐related expenses received from property owners. Prior Period Adjustments There were no CDBG prior period adjustments in 2013. Loans and Other Receivables Revolving Loan Fund Loans made from the Revolving Loan Fund are managed by the Housing Rehab program staff and the City’s Finance division. The City invested in a new project and loan management software program, CDM, in 2013 in order to better manage its CDBG, HOME and NSP2 portfolios and track payments and payoffs. Most of the CDBG loans are title transfer and no payments are due unless the property ownership changes. In addition to sending an annual affidavit to homeowners with title transfer loans, the City monitors information on Evanston properties in foreclosure to identify loans that are at risk based on defaults on primary mortgages. Three properties with title transfer loans are known to have foreclosure filings. CDBG housing rehab loans are usually in second position and may not be recoverable. Late payments, generally ranging from 15 to 60 days, continue to be an issue with some 378 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 24 amortizing loans. The City will evaluate each of these loans and consider options such as modifications to a title transfer loan if the household income has been reduced to under 50% AMI and qualifies for that type of loan. The number and type of loans (amortized or title transfer) and the outstanding balances are shown in the chart below (allowance for doubtful account is not included) In addition, the two Economic Development loans are shown. Payments on these loans are designated for Economic Development projects. Loan Type # Balance on 12/31/2012 Loans Closed Current Expense Loans Transferred Payments in 2013 Balance on 12/31/2013 Amortized loans 18 $ 393,864 $ ‐ $ ‐ $ ‐ $ (17,081) $ 376,783 Title transfer loans 63 $ 1,080,455 $ ‐ $ ‐ $ ‐ $ (34,920) $ 1,045,535 Unprocessed loans 41 $ 561,885 $ ‐ $ 137,983 $ ‐ $ ‐ $ 699,868 Economic Dev. Loans 2 $ 205,000 ‐ $ (20,369) $ 184,631 Total: 124 $ 2,241,204 $ ‐ $ 137,983 $ (72,370) $ 2,306,817 No activities were undertaken with float funding. Properties Acquired with CDBG Funds No properties were acquired with CDBG funds in 2013. Lump Sum Agreements No lump sum agreements were made in 2013. HOME Assessment of Relationship of HOME Funds to Goals and Objectives The City of Evanston was successful in using HOME funds to meet the high priority goal of increasing or maintaining our affordable rental housing stock in 2013. Of the eight activities approved, undertaken and/or completed in 2013, seven were rental housing, one was for tenant based rental assistance (TBRA); one was a CHDO project. HOME Projects in 2013 # Developer CHDO? Status Project Address Funding HOME Units Tenure 1 Community Partners for Afford Housing Yes Committed Oct. 2013 1109 Darrow 1409 Darrow $277,685 2 Rental 2 Housing Options For The Mentally Ill No Committed April 2013 Scattered Site $458,777 10 Rental 3 Connections for the Homeless No Committed August 2013 Varies $500,000 4 approved Rental Assistance 4 Brinshore/NSP2 No Construction completed Nov. 2013 1600 Foster $300,000 14 of 32 Rental 5 Brinshore/NSP2 No Committed and Completed August 2013 241 Callan $250,000 2 of 5 Rental 6 Brinshore/NSP2 No Completed in March 2013 2308 Foster $178,036 1 of 2 Rental 7 Brinshore/NSP2 No Under 1921 Darrow $178,036 1 of 2 Rental 379 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 25 construction 8 Brinshore/NSP2 No Committed Jan 2013 2041 Darrow $250,000 2 of 2 Rental 1. Community Partners for Affordable Housing (CPAH). CPAH received final approval from City Council on May 28, 2013 for the acquisition and rehabilitation of 2 rental units. CPAH acquired two single family homes in October 2013. It is expected that rehabilitation and lease up will be completed by summer of 2014. 2. Housing Options for the Mentally Ill (HOMI). HOMI received final City Council approval February 12, 2013 for the rehabilitation of 10 scattered site rental units. It is expected that rehabilitation will be completed in 2014. 3. Connections for the Homeless. A new Tenant Based Rental Assistance (TBRA) Program was approved by City Council on July 22, 2013. The program was funded at $500,000 with the goal of assisting 20 households with children under the age of 18 over a 36‐month period. Four households were approved by the end of 2013. 4. Brinshore, the City’s NSP2 development partner, was approved for $300,000 in HOME funds for Emerson Square, a 32 unit new construction project at 1600 Foster St. Units range in size from 1‐3 bedrooms. HOME is layered with NSP2, Low Income Housing Tax Credits and other sources. Fourteen of the 32 units are HOME assisted; four are low HOME units for households with incomes below 50% AMI. Emerson Square was completed in November 2013 and is fully leased up with the exception of one HACC unit. 5. Brinshore, the City’s NSP2 development partner, was approved to assume the original $250,000 of HOME funds that were committed in March of 2008. With HUD guidance, the City was able to acquire the project, which had fallen into foreclosure, with NSP2 funds and maintain compliance for the HOME program. The City is requiring a brand new 15 yr. compliance period to start as of the August 2013 lease up date. Two of the five units are HOME assisted; one is a low HOME unit for a household with an income below 50% AMI. 6. Brinshore, the City’s NSP2 development partner, was approved for $178,036 in HOME funds to layer with NSP2 on the rehab of one unit at 2308 Foster. The HOME unit is 3 beds and 1 bathroom. The HOME unit was leased in March 2013. 7. Brinshore, the City’s NSP2 development partner, was approved for $178,036 in HOME funds to layer with NSP2 on the rehab of one unit at 1921 Darrow. The HOME unit is 3 beds and 1 bathroom. Construction is expected to be completed by Spring 2014. 8. Brinshore, the City’s NSP2 development partner, was approved for $250,000 in Jan 2013 to layer with NSP2 on the rehab of 2041 Darrow for 2 HOME units. Units were leased up in September 2013. HOME funds totaling $23,605.01 were expended on planning, administration, reporting and management of HOME funded development projects, as well as monitoring of rental and ownership projects funded by HOME that are still in their affordability periods. HOME Match Report The City is required to provide a 25% match for HOME funds drawn down between October 1, 2012 and September 30, 2013, the federal fiscal year. All match obligations must be met by September 30, 2013. The City incurred a match liability of $201,032.67. The liability was covered by $691,397.33 from the Affordable Housing Fund, and TIF funds for Emerson Square, Affordable Housing funds for a bathroom at 319 Dempster and an energy efficiency grant for 131 Callan. HOME MBE and WBE Report The HOME MBE and WBE Report, HUD Form‐40107, which details contracts/subcontracts awarded to Minority and Women Business Enterprises on HOME‐assisted development projects, is included in the reports section that follows the narrative. Outreach to Minority and Women Owned Businesses Developers of HOME assisted projects are encouraged to solicit bids from Section 3, minority‐ and women‐owned businesses, and Evanston based enterprises. In addition, developers are to incorporate Section 3 hiring, local job training or apprentice opportunities to the greatest extent possible. The City provides a list of qualified minority, woman‐owned, Evanston‐based and Section 3 businesses to recipients of HOME funding to facilitate this process. 380 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 26 Results of On‐Site Inspections of HOME Assisted Affordable Rental Housing Nine HOME‐assisted rental projects with 84 units are leased up and operating. All nine projects are located in the City’s CDBG Target Area and are routinely inspected on a two‐year schedule in addition to the inspection schedule for HOME requirements. Minor violations only, such as the lack of a working smoke detector, were identified; all been addressed and there were no outstanding violations as of the close of fiscal year 2013. Address Owner Assisted/Total Units Inspection 319 Dempster Housing Opportunity Development Corp. 8/48 Sept 2013 2014‐2024 Wesley Evanston Housing Coalition 24/24 Aug 2012 727 Brown SHORE Community Services 2/2 July 2013 1929 Jackson Housing Opportunity Development Corp. 2/2 July 2013 2040 Brown Over the Rainbow 33/33 Jan 2014 707‐13 Seward Reba Place Development Corp. 10/24 Feb 2012 1817 Foster Evanston Housing Coalition 2/2 Feb 2012 2223 Emerson Brinshore 2/2 March 2013 241 Callan Brinshore 2/5 Aug 2013 Emerson Square Brinshore 14/32 Sept 2013 2308 Foster Brinshore 1/2 March 2013 2041 Darrow Brinshore 2/2 Sept 2013 Assessment of Affirmative Marketing and Outreach HOME funded projects are required to submit a detailed marketing plan in order to ensure that the project will be affirmatively marketed and that people traditionally not served by the current market are aware of the project. Marketing efforts undertaken for the various projects included paid advertisements in the local newspapers, notices in the City newsletter which is distributed to all Evanston residents, and on the City’s website, fliers distributed to local churches, community centers and non‐profit organizations, contacts with local non‐profit service providers, home purchase seminars and open houses. The City of Evanston does not receive American Dream Downpayment Initiative (ADDI) funds. HOPWA The City of Evanston does not receive HOPWA funding. Emergency Solutions Grant (ESG) Assessment of Relationship of ESG Funds to Goals and Objectives The Emergency Solutions Grant (ESG) program regulations enable entitlement communities to use funding for primarily re‐housing and homeless prevention activities, following the “housing first” strategy of the HEARTH Act. The name change from the Emergency Shelter to the Emergency Solutions Grant highlights the focus on permanent housing rather than short‐term shelters. Re‐housing for people who are homeless is strongly prioritized. To facilitate a smooth transition from a shelter‐based system to a housing first model, ESG continues to 381 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 27 allow activities from the “old” ESG program, including: conversion, renovation, and rehabilitation of homeless shelter facilities; operational costs for those shelters; and street outreach services. Funding for these activities is capped at 60% of an entitlement community’s allocation or the amount of funding used for these activities in the 2010 fiscal year, whichever is greater. ESG funds may be used for the Homeless Management and Information System (HMIS), use of which is required for all ESG‐funded services by all service providers (excluding domestic violence shelters) to ensure consistency of data points and reduce duplication of services among providers. A consultation process by the Mayor’s Task Force on Homelessness with Evanston service providers identified families with children under the age of 18 as having the fewest resources, including sources of housing assistance. This is consistent with the needs identified in the 2010‐2014 Consolidated Plan. To address this need, the City prioritized ESG Re‐housing and Prevention funds for this target. Because households with children frequently require larger amounts of assistance, there may be instances when their needs cannot be met with the limited funds available. Though Re‐housing and Prevention funds are prioritized for households with children, households without children that are eligible for ESG funding will also be served. Goals were set based on the City’s experience with HPRP and based on 2013 funding. The following table summarizes the 2013 goals for unduplicated households to be served, as well as actual numbers served for Prevention and Re‐housing activities: Activity 2013 Goal Served in 2013 Prevention 6‐15 Households 21 households Re‐housing 5‐10 Households 13 households Of the 21 prevention households served in 2014, six households had children under 18. The average subsidy was $3,400 and the average length of subsidy was 4 months. Prevention households often require payment of arrearages to bring them current with their landlord in addition to a rental subsidy going forward. Arrearages averaged $1,350 and were needed for 90% of households receiving Prevention assistance. Only one of the households receiving Re‐housing assistance included children under 18. The City expected these numbers to be lower than the Prevention households, as families with children tend to double up to avoid homelessness and therefore fall into the Prevention category as they are not literally homeless. Re‐housing clients were primarily adult households and required a lower per month rental subsidy based on the smaller unit size required. The average subsidy for Re‐housing clients was $3,000 for an average of 5 months. Many Re‐housing households require assistance with security deposits, which averaged $350. Evanston receives ESG funds based on the needs of its residents and its goal is to provide housing and services in Evanston to the greatest extent possible. At present, all shelters and essential services funded with ESG are located in Evanston. Prevention funds are limited to eligible households living in Evanston. In order to be eligible for Re‐ housing funding, an individual or household’s last permanent address must be in Evanston or they are residing in a homeless shelter in Evanston. Due to the shortage of affordable housing in Evanston, particularly larger units, a household eligible for Re‐housing may choose rental housing located outside of Evanston’s boundaries if no appropriate rental housing is identified in Evanston. However, clients must continue to meet with their case manager and fulfill requirements of their case plan for the period in which rental assistance is provided. The City anticipated that no more than 20% of funds allocated for Re‐housing direct assistance would be expended outside Evanston, however this has not been the case. Of 13 households assisted in 2013, five were housed in Evanston, four of them at the McGaw YMCA SRO. Six households were placed in housing in Chicago and two in nearby Skokie. This further highlights the lack of housing affordable to very low income households in Evanston. If 382 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 28 provided a subsidy that enables them to find housing in Evanston, the challenge is to ensure that the household will develop the financial capacity to maintain their housing following the completion of their rental subsidy. The City of Evanston received its second installment of 2011 Emergency Solutions Grant funds totaling $47,748 in September 2012; $42,041 was committed to Connections for the Homeless in February 2013 for Prevention and Re‐housing activities. The remaining $5,707 was allocated to ESG Administration. The City received its 2013 allocation of ESG funds in July 2013 totaling $115,781, representing a 24% decrease from the previous year’s allocation. This triggered a substantial amendment to the 2013 Action Plan as discussed above. Funds were allocated in October 2013 for programs and activities that address the needs of individuals and families who are homeless or at high risk of homelessness, including prevention and re‐housing, emergency shelter and outreach, HMIS and administration. At the same time, about $10,000 in unspent funds that remained in the City’s line of credit from prior to the new regulations was allocated to street outreach and shelter operations. Connections for the Homeless was allocated $28,787 in 2013 ESG funds for the operation of its 20‐bed transitional shelter, Hilda’s Place, and to provide street outreach to the homeless. Residents of Hilda’s Place work with case managers to address issues that contribute to their homelessness in order to remain at the shelter for more than three days. Hilda’s Place staff develops case plans for each client to work toward self‐sufficiency and to link them with mainstream resources for mental health, vocational assistance and housing. Connections was also allocated $47,307 for Prevention and $45,676 for Re‐housing activities. Funds may be used for rent and utility payments, security and utility deposits and case management services. Connections received ESG funds for its Entry Point outreach program that provides employment, health, drug abuse and education services and assistance to obtain permanent housing. Entry Point was funded with 2013 ESG funds totaling $11,578 and $3,042 in prior year unspent funds. Connections also received $5,789 for HMIS and data collection and reporting. Interfaith Action of Evanston received $7,000 in prior year ESG funds for its Hospitality Center, a day shelter that provided a welcoming place and employment services for homeless individuals residing at Hilda’s Place and Entry Point clients. Interfaith’s job counselors work with individuals who are seeking employment to prepare resumes, identify job opportunities and practice interviewing skills. The Hospitality Center also provides clients with voice mail, fax service, and use of the phone. All funds were expended in 2013. The YWCA Evanston/North Shore received $10,000 in 2013 ESG funds for its shelter for victims of domestic violence. The YWCA housed 252 persons, 152 adults and 100 children, over the course of the year. All funds were expended in 2013. The following table summarizes the 2013 goals for unduplicated individuals to be served, as well as actual numbers served for Emergency Shelter and Street Outreach activities: Activity 2013 Goal Served in 2013 Street Outreach (Entry Point) – Connections for the Homeless 373 456 Emergency Shelter (Hilda’s Place) ‐ Connections for the Homeless 120 128 Emergency Shelter ‐ YWCA 230 252 Emergency Shelter ‐ Interfaith Action Hospitality Center Day Shelter 350 392 Racial and Ethnic Data (CR‐10) The race and ethnicity of persons served with ESG funds in 2013 is shown in the table below: RACE Number 383 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 29 White 420 Black or African American 1106 Asian 28 American Indian or American Native 9 Native Hawaiian or Other Pacific Islander 6 Multiple 32 Don’t Know/Refused 32 Ethnicity Hispanic 321 Not Hispanic 1308 Don’t Know/Refused 23 The City of Evanston used $3,531.36 in ESG funds for staffing costs for ESG program development, administration, monitoring and reporting. Matching Resources ESG funds have a required match of 100%; each agency receiving funds met their match requirement with cash or volunteer labor as shown below: • Connections for the Homeless match requirement was fulfilled/exceeded with $43,407 in HUD SHP funding and $92,983 in State funding from IDHS for Prevention and $5,789 from the Alliance HUD HMIS grant. • Interfaith Action of Evanston’s match requirement for the Hospitality Center was fulfilled with $7,000 in private donations. • The YWCA Evanston‐North Shore match requirement of $10,000 was fulfilled/exceeded with a $9,800 grant from the Chicago Community Trust, a $150 grant from the Morton Grove Community Church and a $150 grant from the St. Athanasius Women’s Club. Activity and Beneficiary Data ESG subrecipients are experienced at collecting and reporting client data, including the unduplicated number of persons served and their gender and race/ethnicity. In addition, clients are categorized by subpopulations such as chronically homeless, veterans, mentally ill, and other categories. Connections for the Homeless and Interfaith Action of Evanston enter all client data into the Homeless Management Information System (HMIS) database. Family Promise submits all required data on its clients to Connections for the Homeless, whose staff enters it into HMIS data on their behalf. The YWCA Evanston/North Shore is exempted from using HMIS but maintains comparable data in its proprietary database. Homeless Discharge Coordination Policy The Alliance to End Homelessness in Suburban Cook County has responsibility for developing policies and procedures for individuals being discharged from foster care, health care, mental health programs and correctional institutions. The Alliance works with publicly funded institutions and systems of care to developed policies and protocols to ensure to the extent possible that persons being released from those institutions are not discharged into homelessness. The following summary from the Alliance CoC 2013 application details their discharge planning policies: Foster Care: The Youth Housing Assistance Program of the Illinois Department of Children and Family Services (DCFS) provides housing advocacy and cash assistance to young people ages 18 to 21 emancipated from foster care. Up to six months before emancipation, the youth applies to the program and is assigned a Housing Advocate, who helps find housing, creates a budget, and establishes links to other services. The program offers cash assistance of up to $800 ($1,200 if parenting, pregnant or disabled) for security deposits and move‐in expenses, and a rental subsidy up to $100 per month. Being homeless or at risk of homelessness is one of the program eligibility factors. This formal protocol is understood and agreed to by the Alliance, youth service providers, and the DCFS Local Area Networks (LANs). The IL Collaboration on Youth received a 2‐year planning grant for the U.S. 384 of 395 City of Evanston 2013 Consolidated Annual Performance and Evaluation Report – DRAFT for City Council 30 Dept. of Health and Human Services to work with DCFS on new strategies to prevent youth from the child welfare system from becoming homeless. Health Care: The Illinois Department of Public Health (IDPH) operates under eight State administrative rules that govern the facilities it licenses or regulates, including hospital, assisted living, skilled nursing, intermediate care, sheltered care, veteran homes, and community living facilities. All eight administrative rules include discharge procedures. Alliance members participate in Illinois’ Coordinated Care Entity (CCE) projects that involve hospitals, housing and service providers as vital partners. Designed to streamline and improve care for high users of health care, hospitals will notify the CCE of patients during emergency room visits, thereby reducing admissions and releasing individuals to their care coordination team. Emergency shelters have strong relationships with their local hospitals and connect clients to services immediately to avoid serious complication that may arise and require hospitalization. Many have registered nurses who visit weekly to offer these services. The Alliance is also active in advocating for the proposed Illinois 1115 Medicaid waiver to ensure placement and follow‐up care before discharge. Mental Health: The Illinois Department of Human Services Mental Health Division (DMH) has a long‐standing policy that persons are not to be discharged in to homelessness if possible. In extended care facilities, stable housing and benefits are reliably in place before discharge. In acute treatment facilities, where the length of stay is 12 days or less and where 30% of persons admitted were homeless at entry, the facility staff relies on their relationship with local homeless‐serving organizations to create linkages to other resources. Alliance members work with community hospital social work staff to inform them of resources for avoiding homelessness for person discharged from psychiatric departments. DMH has a new initiative to prevent persons in crisis with a serious mental health problem from being discharged/sent to a nursing home if housing resources are not available. Specialized Mental Health Rehabilitation Facilities (SMHRF) Comparable Service Program pays for crisis stabilization as an alternative to psychiatric hospitalization. It will pay for housing and services while securing other benefits in order to transition to other community housing and services. Corrections: The Alliance works with Illinois Dept. of Corrections (IDOC) programming called TRAC (Trained Reformed And Capable) to ensure successful re‐entry. TRAC begins at intake and extends throughout incarceration, working to obtain appropriate housing before release. Offenders at risk of homelessness or who have special needs are assigned a Parole Re‐Entry Group caseworker to work on discharge plans in 90 days prior to release. Post release, parolees are evaluated for vulnerability. IDOC refers the chronic cases to the Alliance network for community linkages. Cook County Jail has received Second Chance Grants designed to reduce the risk of re‐incarceration and homelessness among juvenile offenders. The Sheriff’s Re‐Entry Council develops community partnerships through homeless resource fairs and cooperative projects like Datalink, which integrates mental health service data in order to reconnect detainees to the their previous service provider. The Sheriff had entered into cooperative agreements with a coordinated health care entity, Be Well Health, to house people in IMD facilities as alternative to jail for those persons with serious mental illness who are homeless. 385 of 395 1200 1800 29002300200019001600400100 200 800 900 1000 1700 2100 2700 2800 500 2100 2700 340030002200160015001000500300300 1100 1200 1300 1800 1900 2300 2900 900 28002500270025007006005002400 1400 1500 1900 2200 2300 2600 350026002400180017001500120011001000800600 2500 2600 300 400 600 800 700 2800 3600230020002200130012001100700200400 1600 200 1000 380033001700900900200500 2000 1300 1600 2500 2400 370026002400210019001400100300100700 1400 1500 2200 100 1100 1700 2000 320031002100180013001400800600400NOR T H SHO R E CHA N NEL NORTH SHORE CHANNELL A K E M I C H I G A NJENKS ST HAVEN ST PAYNE ST LEON PLPOPLAR AVEGREY AVEHARRISON ST P RA I R I E AVE REBA PL COLFAX ST SHERIDAN RDPARK PL ASHLAND AVEDODGE AVEHURD AVEGIRARD AVELEE STOAK AVESHERIDAN PL RIDGE CTMcCORMICK BLVDGREEN BAY RDTHAYER ST PRATT CTGRANT PITNER ALYLAUREL AVEHINMAN AVEDEWEY AVEEWING AVECENTRAL ST CALLAN AVERIDGE TER HULL TER HOWARD STCOWPER AVEKIRK STHOVLAND CTJUDSON AVEGARRETT PL ARBOR LN FOREST AVEINGLESIDE PK GREY AVEST. MARK'S CTEMERSON ST SHERMAN AVEWILDER ST GARRISON AVECAMPUS DRMILBURN PK THELIN CT FOREST PLASBURY AVEMICHIGAN AVEWESLEY AVELELAND AVELEMAR AVEMARCY AVEDAVIS ST MAPLE AVEHARTZELL ST LIBRARY PL SIMPSON ST CLYDE AVEBROWN AVEGREELEYELMWOOD AVESEWARD ST ROSLYN PL GREY AVEFLORENCE AVEHOWARD ST ISABELLA ST GROSS POINT RDCUSTER AVELYONS ST FOWLER AVECLA RK S T DARROW AVEPIONEER RDHASTINGS AVEHARTREY AVEEMERSON ST BRUMMEL STPRINCETON AVEPROSPECT AVEHAMLIN ST PAYNE ELM AVECASE PLRIDGEWAY AVEMULFORD ST MICHIGAN AVELAWNDALE AVECHU R C H S T CRAIN ST DEMPSTER STJACKSON AVEKEDZIE ST CLINTON PL McDANIEL AVEB R ID GE S T CALVIN CIR BROWN AVENORMANDY PL WOODLAND RD ELINOR PL WARREN STLIVINGSTON WASHINGTON ST NATHANIEL PL OAKKEENEY ST SOUTH BLVD HAMILTON STEAS T RAI LR OAD AVEGREENWOOD ST UNIVERSITY PLREESE AVEBRUMMEL PL GAFFIELD PLLINCOLNWOOD DRCRAWFORD AVELEONARD PLCENTRAL PARK AVEBENNETT AVEMADISON PL BRADLEY PL GREENLEAF STWALNUT AVEROSALIE ST BURNHAM PLBENSON AVESHERMAN PLCULVER FORESTVIEW RDMARTHA LNHAWTHORNE LN WADE CT BROWN AVECROFT LNBROWNGREYCENTRAL ST RIDGE AVECHANCELLOR ST PAYNE ST WESLEY AVEDODGE AVEHARVARD TER MAPLE AVEDOBSON STDEWEY AVEDARROW AVEDEWEY AVEINGLESIDE PL RIDGE AVEASBURY AVEFOWLER AVEBROADWAY AVEHARTREY AVECASE ST SOUTH BLVD ASHLAND AVESHERMAN AVELYONS ST S T EWA R T AVEMARCY AVEWELLIN GT ON CTCLEVELAND ST MONROE ST LINDEN PL LAKE SHORE BLVDKNO X CI R HILLSIDE LN TRINITY CT SHERIDAN SQEDGEMERE CTGREEN BAY RDGARNETT PL ASHLAND AVEGROVE ST FOSTER ST ASBURY AVEBARTON AVEEUCLID PARK PL WESLEYCLARK ST LIVINGSTON ST COLFAX TER HARRISON GRANT ST BRYANT AVEJUDSON AVESHERMAN AVECOLFAX ST ISABELLA ST DAVIS ST MAIN ST RIDGE AVEASBURY AVETHAYER C T THAYER ST ISABELLA ST HAYES DARTMOUTH PL COLFAX PL THAYER THAYER ST CRAWFORDLINCOLNWOOD DRMILBURN ST LAKESIDE CT CHURCH ST HARTZELL ST PRAIR IE AVEDODGE AVEOAKTON ST SOUTH BLVD CRAINMcDANIEL AVEPITNER AVELEE ST NOYES ST LAKE ST THAYER ST WASHINGTON ST LAKE ST LIVINGSTON CHANCELLOR LYONS ST DEWEY AVEPAYNE ST MAIN STDODGE AVECENTRAL ST McDANIEL AVEEWING AVESHERIDAN RDBRUMMEL ST WASHINGTON ST PITNER AVELINCOLN ST HINMAN AVESEWARD ST WESLEY AVECENTRAL ST KEENEY ST RIDGE AVEOAK AVEJACKSONSHERMAN AVEDOBSON ST LINCOLN ST SEWARD STDARROW AVEGREY AVEPARK PL ORRINGTON AVEEL G I N R D ELMWOOD AVECOLFAX ST HINMAN AVEGR O VE ST EL G IN R D FLORENCE AVEFOREST AVEFOSTER ST SIMPSON ST WESLEY AVEOAKTON ST SHERI DAN RDSHERIDAN RD DEMPSTER ST GREY AVELEE ST SIMPSON ST CHICAGO AVECHICAGO AVEBENNETT AVEMADISON ST KEENEY STRIDGE AVESHERIDAN RDMONTICELLO PL RICHMOND AVEGRANT ST ASBURY AVEMcDANIEL AVEAUSTIN STASHLAND AVEWESLEY AVEG L EN V IE W R D NOYES CTHAMPTON PKYOTTO LNBERNARD PLMEADOW-LARK LNRIDGE AVEMULFORD ST GREENLEAF ST HILLSIDE RD CLEVELAND ST BROWN AVEHARTREY AVEHARTREY AVEGREY AVEARNOLD PLPITNER AVELINCOLN ST Mc COR MI C K B LVD FO STER S TGREENWOOD ST CALLANPARK PL JUDSON AVENOYES ST DARROW AVEASHLAND AVEHARRISON ST EASTWOOD AVEARTS CIRC LE D R NOYES WOODBINE AVEPRINCETONCLIFFORD ST HIGHLAND AVELAWNDALE AVETECH DR DARTMOUTH PL 8088 8090 8089 8097 8096 8091 8092 8100 8103.01 8093 8094 8102 8099 8101 8095 8087.02 8098 8103.02 City of Evanston CDBG Target Area, NRSA & NSP2 Target Tracts 5/3/2011CensusTractsLetter.mxd This map is provided "as is" without warranties of any kind. See www.cityofevanston.org/mapdisclaimers.html for more information. 010.5 Mile 1:31,680 1 inch = 0.5 mile Census Tracts Main Road Local Street Railroad Railroad Water ´ CDBG Target Areas NRSA NSP2 Target Tracts CCCALLANNAVECLYDEAVVFLORENCCCUSTERAVEBRRUMMEL ST CAASE PL MULL ORRD ST BROWNAVEWAR EN ST BRUMMEL PL WESLEYHARRVARD TER DOBSON STDARROWWW CASE STAASHLANDDD ASBURYDODGEAVEOAKTON ST DEWEYBRUMMEL ST KEENEY ST DOBSON STGREEYYAVERICCHMONDAVE RIDGEAVMULFORD ST HARTREYAVEGREYYAVEECALLAN3.011 8C102 PLEELMWWOODDAVEEE D STSHERRMANNAVELINDEN PLSHERMAANAVE01AVEWASHINNGTONSTTAVENNNNOOOORRRRTTTTHHHHTTTTTTT SSSS HHHH OOOOO RRRRR EEEEE CCCC HHHH AAAAHHHHH NNNNN NNNNN EEEE LLLL NNNNOOOORRRRTTTTHHHHTTTTTTTTSSSSHHHHOOORRRREEECCCHHHHAAAAHHHHHHNNNNNNEEELLLLEON PL GREYAVEDODGEAVEPRATTCTLLAURELAVEEDEWEYAVEHOVLANDCTGREYAVEST.MMAARRK'SCTEMERSON ST THELIN CT ASBURYAVEWESLEYAVELELANDAVELEMARAVEEESIMPSON ST OWNAVEAVELYONSS ST FOWLERAVEDARROWWAVEHARTREYAVEEMMMEEEEEERSON HAMMMMMMMLIN ST CRAINN ST JACKSONNAVEMcDANIELAVEDDDDGE NATHAANIEL PLLL GAFFFFFFFFFIELD PLLL LEONNAARD PL BRADLLEY PL WWWADE CT BROWNAVEBROGREYRIDGEPAYNE ST MAPLEAVEDEWEYAVERIDGEAVEFOWLERAVEHARTREYAVEAVELYONNS ST GARNETT PL GROOVE FOSTER ST CCLARK STCHURCHST PITNERAVELAKE ST LLYYYYYOOONS ST DODGEAVEOAKDAARRROWAAVEFLORENCCEAVEFOOOOOOOSTER DEMPSTER ST LEE STMcDANIELAVEGREENLEAF STPITNERAVEFOSTERSTGREEENWOOOD O E ST DARROWAVEASHLANDDAVE8097 RO7 8096 8092 8093 8095 386 of 395 2013 Activities in Neighborhood Revitalization Strategy Areas WEST NRSA Organization Name Program/Project Name Category Source of Funds Goals (One- Year) Outcomes/Completions (Year Four) City of Evanston Single-family Housing Rehab Housing Rehab Revolving Loan Undefined in NRSA plan 8 projects completed City of Evanston Multi-family Housing Rehab Housing Rehab Revolving Loan Undefined in NRSA plan 0 units completed City of Evanston CDBG Targeted Housing Code Compliance Code Compliance CDBG Property inspections of 475 rental units annually Over 500 units inspected Girl Scouts Healthy Living Initiative Public Services CDBG Undefined in NRSA plan 118 girls in grades 2-11 received services in summer program City of Evanston Block, Curb and Sidewalk Program Public Facilities and Improvements CDBG Undefined in NRSA plan None in 2013 City of Evanston Graffiti Removal Program Public Services CDBG Undefined in NRSA plan Tags removed within 3 business days City of Evanston Façade Improvement Program Commercial Rehab CDBG Support improvements to 3 retail facades (five-year goal) None completed in 2013 City of Evanston SNAP Lighting for Safety Public Facilities and Improvements CDBG Improve lighting in 4 SNAP areas (five-year goal) None completed in 2013 City of Evanston Alley Paving Public Facilities and Improvements CDBG Undefined in NRSA plan 1 alley improved Family Focus Future Focus Youth Program Public Services CDBG Undefined in NRSA plan 27 youth particpated in activities geared towards a crime-free future Grandmother Park Initiative Grandmother Park Public Facilities and Improvements CDBG Undefined in NRSA Plan 1 new park created City of Evanston Neighborhood Stabilization Program 2 Housing Rehab NSP2/HOME Return 10 real-estate-owned units back to productive use (five-year goal) 8 units completed in 2013 City of Evanston Neighborhood Stabilization Program 2 Housing Rehab NSP2/HOME Develop 7 housing units for large, 5+ member families (five-year goal) 10 rental units with 3 bedrooms/2 baths developed in Emerson Square in 2013 SOUTH NRSA Organization Name Program/Project Name Category Source of Funds Goals (One- and Five-Year) Outcomes/Completions (Year Four) City of Evanston Multi-family Housing Rehab Housing Rehab Revolving Loan Undefined in NRSA plan 1 unit rehabbed in 2013 City of Evanston Target Area Housing Code Compliance Code Compliance CDBG Provide enhanced code enforcement for 450 rental units (one-year goal) Over 600 units inspected City of Evanston ADA Accessible Ramp Program Public Facilities and Improvements CDBG Undefined in NRSA plan None in 2013 City of Evanston Block, Curb and Sidewalk Program Public Facilities and Improvements CDBG Undefined in NRSA plan None in 2013 City of Evanston Graffiti Removal Program Public Facilities and Improvements CDBG Undefined in NRSA plan Tags removed within 3 business days Neighborhood Facilities/Parks School Grounds Beautification Project Phase 1 Public Facilities and Improvements CDBG Undefined in NRSA plan None in 2013 City of Evanston Neighborhood Stabilization Program 2 Housing Rehab NSP2/HOME Return 7 real-estate-owned units back to productive use (five-year goal) 10 units completed in 2013 387 of 395 TABLE 3A ‐ 2013 ACTIVITIES Specific Annual Objective Source of Funds Year Performance Indicators Expected Number Actual Number Percent Completed CDBG 2010 100 135 135% CDBG 2011 100 114 114% CDBG 2012 100 55 55% CDBG 2013 110 7 6% 2014 100 0% Multi‐Year Goal:510 311 61% CDBG 2010 0 31 CDBG 2011 0 8 CDBG 2012 0 0 CDBG 2013 2014 039 Rev Loan 2010 8 3 38% Rev Loan 2011 8 3 38% Rev Loan 2012 10 5 50% Rev Loan 2013 10 9 90% 2014 36 20 56% Rev Loan 2010 8 0 0% Rev Loan 2011 8 6 75% Rev Loan 2012 6 2 33% Rev Loan 2013 5 2 40% 2014 Multi‐Year Goal:27 10 37% Rev Loan 2010 4 11 275% Rev Loan 2011 4 9 225% Rev Loan 2012 4 2 50% Rev Loan 2013 8 7 88% 2014 Multi‐Year Goal:20 29 145% 2010 2011 2012 CDBG 2013 1 0 0% 2014 100% 2010 2011 CDBG 2012 30 33 110% 2013 2014 30 33 110% 2010 2011 ESG 2012 5 0 0% ESG 2013 5 13 260% 2014 10 13 130% DH-1 McGaw YMCA Accessibility & Safety Improvements - installation of ground fault interrupters in rooms with sinks and lowering light switches and buzzers in rooms accessible to persons in wheelchairs Facilities improved; housing units/rooms improved LMC Multi-Year Goal: Availability/Accessibility of Decent Housing (DH‐1) DH‐1 DH‐1 Self‐Help Paint Program ‐ Income‐ eligible homeowners may qualify for up to $400 in paint and supplies to paint their home exterior. Handyman Program ‐‐ Home repairs that do not require a licensed tradesperson serving low/moderate senior homeowners DH‐1 Number of housing units improved LMH Multi‐Family Rehab ‐‐ Rehab of multi‐ family rental properties leased to low/moderate income households. Funded with low‐interest loans from the City's Revolving Loan Fund. Multi‐Year Goal: DH‐1 Kitchen for Men's Residence ‐‐ The McGraw YMCA will renovate the kitchen in its Mosaic Room for use by low‐income men residing in its 172 Single Room Occupancy residence facility. Weatherization units where construction was funded through the EECBG are reported here; CDBG‐ funded construction reported in activities below LMH Multi‐Year Goal: Facilities improved LMC Single‐Family Rehab ‐‐ Rehab of low/moderate income owner occupied properties. Funded with low‐ or no‐ interest loans from the City's Revolving Loan Fund DH‐1 Housing Rehab Administration ‐‐ Administration of SF & MF rehabs, Weatherization, Self‐Help Paint, Garage Demolition and Dangerous Tree Removal programs for low/moderate income households Multi‐Year Goal: Number of housing units improved LMH DH‐1 Multi‐Year Goal: Rapid Re‐housing ‐‐ Homeless households with incomes < 30% of AMI will receive rental assistance and services to become stably housed Households assisted LMH Number of housing units improved LMH Number of housing units improved LMH DH‐1 City of Evanston 2013 Action Plan388 of 395 TABLE 3A ‐ 2013 ACTIVITIES Specific Annual Objective Source of Funds Year Performance Indicators Expected Number Actual Number Percent Completed DH‐2 CDBG 2010 32 36 113% CDBG 2011 32 30 94% CDBG 2012 32 32 100% CDBG 2013 30 25 83% 2014 Multi‐Year Goal:126 123 98% HOME 2010 5 9 180% HOME 2011 5 2 40% HOME 2012 7 4 57% 2013 2014 Multi‐Year Goal:17 15 88% 2010 2011 HOME 2012 5 0 0% HOME 2013 15 0 0% 2014 Multi‐Year Goal:20 0 0% HOME 2010 10 37 370% HOME 2011 10 10 100% HOME 2012 10 18 180% HOME 2013 26 26 100% HOME 2014 Multi‐Year Goal:56 91 163% 2010 2011 ESG 2012 5 0% ESG 2013 5 21 420% 2014 Multi‐Year Goal:10 21 210% CDBG 2010 3,000 3,750 125% CDBG 2011 3,000 3,156 105% CDBG 2012 3,000 3,138 105% CDBG 2013 3,000 3,529 118% 2014 Multi‐Year Goal:12,000 13,573 113% CDBG 2010 5 0 0% 2011 5 29 580% 2012 0 6 2013 14 0 0% 2014 Multi‐Year Goal:24 35 146% 2010 2011 2012 CDBG 2013 5 0 0% 2014 Multi‐Year Goal:5 0% DH‐2 Homeless Prevention ‐‐ Households at high risk of becoming homeless will receive rental subsidies and services to maintain stably housed Households assisted LMH DH‐3 Rehabilitation of P. Lloyd Townhouses ‐ ‐ funds will be used to correct problems with ventilation that cause build up of moisture and other repairs Housing units improved LMH DH‐3 Neighborhood Security ‐‐ a 50/50 cost sharing program that funds installation of security features to improve safety for residents of the property and neighborhood. CDBG funding was allocated prior to 2010 Housing units improved LMH Sustainability of Decent Housing (DH‐3) HOME Ownership ‐‐ Funds for acquisition, construction or rehab of owner‐occupied affordable homes Housing units acquired, constructed or rehabbed LMH Affordability of Decent Housing (DH‐2) DH‐2 DH‐2 HOME Rentals ‐‐ Funds for acquisition, construction or rehab of affordable rental housing DH‐3 Target Area Housing Code Compliance ‐ ‐ Inspection of rental units and area surveys in the CDBG Target Area for code violations Number of people maintaining or acquiring affordable housing LMC Homesharing Program ‐‐ Matches low‐ income people seeking affordable housing with home owners who have a room to rent in their home or apartment and need additional income in order to pay their mortgage, property taxes, etc. Housing units inspected, violations cited, reinspections LMA DH‐2 HOME TBRA ‐‐ Funds for rental subsidies for income‐eligible households Housing units acquired, constructed or rehabbed LMH Households assisted LMH City of Evanston 2013 Action Plan389 of 395 TABLE 3A ‐ 2013 ACTIVITIES Specific Annual Objective Source of Funds Year Performance Indicators Expected Number Actual Number Percent Completed CDBG 2010 300 292 97% CDBG 2011 254 303 0% CDBG 2012 225 94 0% 2013 2014 Multi‐Year Goal:779 689 88% CDBG 2010 120 189 158% CDBG 2011 206 294 143% CDBG 2012 100 389 389% CDBG 2013 150 343 229% 2014 Multi‐Year Goal:576 1,215 211% CDBG 2010 150 396 264% 2011 CDBG 2012 30 83 277% CDBG 2013 60 118 197% 2014 Multi‐Year Goal:240 597 249% 2010 2011 2012 CDBG 2013 15 81 540% 2014 Multi‐Year Goal:15 81 540% CDBG 2010 450 428 95% CDBG 2011 350 354 101% CDBG 2012 220 161 73% CDBG 2013 375 97 26% 2014 Multi‐Year Goal:1,395 1,040 75% CDBG 2010 75 71 95% CDBG 2011 75 96 128% CDBG 2012 75 100 133% CDBG 2013 75 204 272% 2014 Multi‐Year Goal:300 471 157% CDBG 2010 1,500 1,822 121% CDBG 2011 1,500 1,748 117% CDBG 2012 1,500 1,771 118% CDBG 2013 1,500 1,796 120% 2014 Multi‐Year Goal:6,000 7,137 119% CDBG 2010 25 25 100% CDBG 2011 25 27 108% CDBG 2012 35 11 31% CDBG 2013 35 73 209% 2014 Multi‐Year Goal:120 136 113% Individuals served LMC SL‐1 Open Studio Project‐Art & Action ‐‐ after‐school program using art and writing for self expression and anger management Individuals served LMC North Shore Senior Center ‐‐ Evanston/Skokie Valley Senior Services provides case management for low‐ income seniors, helps them assess needs and access benefits SL‐1 Meals At Home ‐‐ Meals delivered to home‐bound seniors and the disabled in Evanston SL‐1 SL‐1 Individuals served LMCMoran Center for Youth Advocacy ‐‐ Legal Assistance in criminal matters and social services for low/moderate income youth LAF (Legal Assistance Foundation of Chicago) ‐‐ Free legal assistance for low/moderate income individuals and seniors in civil cases Individuals served LMC Individuals served LMC SL‐1 Certificate of Rehabilitation program ‐ legal services to expunge and/or seal records for adults with criminal history Individuals served LMC SL‐1 Availability/Accessibility of Suitable Living Environment (SL‐1) Individuals served LMC Girl Scouts‐Healthy Living Initiative ‐‐ Life skills and self‐esteem building programs for low/moderate income girls Individuals served LMC SL‐1 Connections for the Homeless ‐‐ services for homeless clients of Entry Point outreach program for homeless men and women SL‐1 City of Evanston 2013 Action Plan390 of 395 TABLE 3A ‐ 2013 ACTIVITIES Specific Annual Objective Source of Funds Year Performance Indicators Expected Number Actual Number Percent Completed CDBG 2010 150 146 97% CDBG 2011 180 153 85% CDBG 2012 150 169 113% CDBG 2013 175 345 197% 2014 Multi‐Year Goal:655 813 124% 2010 CDBG 2011 40 0 0% CDBG 2012 10 25 250% 2013 2014 Multi‐Year Goal:50 25 50% CDBG 2010 450 691 154% CDBG 2011 450 826 184% CDBG 2012 450 721 160% CDBG 2013 450 670 149% 2014 Multi‐Year Goal:1,800 2,908 162% 2010 2011 CDBG 2012 1,400 1,471 105% CDBG 2013 2014 Multi‐Year Goal:1,400 1,471 105% 2010 2011 2012 CDBG 2013 60 27 45% 2014 Multi‐Year Goal:60 27 45% ESG 2010 400 855 214% ESG 2011 400 826 207% ESG 2012 400 604 151% ESG 2013 400 836 209% ESG 2014 400 0% Multi‐Year Goal:2,000 3,121 156% 2010 CDBG 2011 4,700 4,830 103% 2012 2013 2014 Multi-Year Goal:4,700 4,830 103% CDBG 2010 20 23 115% CDBG 2011 20 4 20% CDBG 2012 20 5 25% CDBG 2013 15 9 60% CDBG 2014 Multi‐Year Goal:75 41 55% SL‐1 Parkway Tree Planting and Landscaping -- Installation of parkway trees and landscaping of parkways. People benefitting LMA Individuals served LMC Individuals served LMC SL‐1 SL‐1 YWCA Domestic Violence Services ‐‐ Housing, counseling, case management and legal advocacy for victims of domestic violence Grandmother Park Initiative ‐‐ building Grandmother Park in west Evanston NRSA SL‐1 Individuals served LMA SL-3 Affordability of Suitable Living Environment (SL‐2) Individuals served LMCFuture Focus Teen Program ‐‐ Family Focus after‐school program for teens who are not involved in extracurricular activities at ETHS Individuals served LMC Households assisted LMHSL‐2 SL‐1 SYEP/Young Adult Employment Program ‐‐ summer jobs,employment training and Certificate of Rehabilitation for low/moderate income 14‐25 year olds Youth Action Ministry ‐‐ college tour for local high school age students to encourage them to pursue post high school education Emergency Solutions Grant Program ‐‐ operational support for shelters and outreach/essential services for homeless individuals Alley Special Assessment Assistance ‐‐ Program pays the special assessment for alley improvements for low/moderate income households SL‐1 Individuals served LMC City of Evanston 2013 Action Plan391 of 395 TABLE 3A ‐ 2013 ACTIVITIES Specific Annual Objective Source of Funds Year Performance Indicators Expected Number Actual Number Percent Completed 2010 2011 CDBG 2012 1 1 100% CDBG 2013 1 0 0% 2014 2 1 50% 2010 2011 CDBG 2012 1 1 100% CDBG 2013 1 0 0% 2014 2 1 50% CDBG 2010 24,000 27,424 114% 2011 CDBG 2012 3 2 67% CDBG 2013 2 2 100% 2014 Multi‐Year Goal:24,005 27,428 114% 2010 2011 CDBG 2012 1 1 100% CDBG 2013 2014 Multi‐Year Goal:1 1 100% CDBG 2010 1,000 1,313 131% CDBG 2011 1,000 1,290 129% CDBG 2012 500 0 0% CDBG 2013 500 0 0% 2014 Multi‐Year Goal:3,000 2,603 87% 2010 2011 CDBG 2012 90 98 109% CDBG 2013 20 0 0% 2014 Multi‐Year Goal:110 98 89% 2010 2011 CDBG 2012 40 40 100% 2013 2014 Multi‐Year Goal:40 40 100% CDBG 2010 24,000 24,632 103% CDBG 2011 24,000 24,632 103% CDBG 2012 24,000 24,632 103% CDBG 2013 24,000 24,632 103% CDBG 2014 24,000 0% Multi‐Year Goal:120,000 98,528 82% SL‐3 Graffiti Removal Program ‐‐ Elimination of graffiti from public property including signs and streetlights in the CDBG Target Area SL‐3 Youth Organizations Umbrella ‐‐ rehab/repair of Nichols Youth Center; window replacement (2012); Phase 2 renovation (2013) SL‐3 Sustainability of Suitable Living Environment (SL‐3) Alley Paving ‐‐ Improvements to alleys in low/moderate income neighborhoods SL‐3 Individuals benefiting LMC SL‐3 SNAP Lighting Project ‐‐ new streetlighting in the west or south NRSA neighborhood Individuals benefiting LMA Child Care Center of Evanston ‐‐ re‐ grading to correct drainage (2012) handwashing sink for Montessori classroom (2013) Fireman's Park Renovation ‐‐ renovation of an important neighborhood amenity in census block tract 8093 Facilities improved LMA SL‐3 Facilities improved LMC Multi‐Year Goal: Facilities improved LMA SL‐3 Evanston Day Nursery Association ‐‐ Health & Safety for Children Individuals benefiting LMC Individuals benefiting LMA YWCA Evanston/Northshore DV shelter ‐ Exterior repairs (2012) Electrical improvements (2013) Facilities improved LMC Multi‐Year Goal: SL‐3 City of Evanston 2013 Action Plan392 of 395 TABLE 3A ‐ 2013 ACTIVITIES Specific Annual Objective Source of Funds Year Performance Indicators Expected Number Actual Number Percent Completed SL-3 2010 2011 Rev Loan 2012 1 1 100% 2013 0 1 0% 2014 Multi-Year Goal: 1 2 200% CDBG 2010 400 403 101% CDBG 2011 400 407 102% CDBG 2012 400 0 0% 2013 2014 Multi‐Year Goal:1,200 810 68% 2010 2011 2012 CDBG 2013 3,400 0 0% 2014 3,400 0 0% 2010 2011 2012 CDBG 2013 400 0 0% 2014 400 0 0% 2010 2011 2012 CDBG 2013 1,500 0 0% 2014 1,500 0 0% 2010 2011 2012 CDBG 2013 1 0 0% 2014 100% 2010 2011 2012 CDBG 2013 1 0 0% 2014 100% CDBG 2010 75 62 83% CDBG 2011 80 85 106% CDBG 2012 80 84 105% 2013 2014 Multi‐Year Goal:235 231 98% Dangerous Tree & Garage Demolition -- removal of dangerous, diseased trees and structurally unsound garages. Administered by Housing Rehab staff using title transfer loans Housing units improved LMH SL‐3 Block Curb & Sidewalk and ADA Ramps ‐‐ This program replaces broken sidewalk and curb sections and installs ADA curb ramps to improve safety and walkability iFn Evanston neighborhoods Individuals benefiting LMA Reba Park Renovations ‐‐ Renovations of Reba Park, which serves a four‐ block area comprising primarily low‐ income residents. SL‐3 Multi‐Year Goal: Individuals benefiting LMA Interfaith Action Council ‐‐ job counseling program for residents of Hilda's Place, transitional housing. Individuals served LMCEO‐1 SL‐3 Weissbourd‐Holmes Center ‐‐ Repairs to heating system and installation of energy efficient lighting Facilities improved LMA Multi‐Year Goal: Multi‐Year Goal: SL‐3 Availability/Accessibility of Economic Opportunity (EO‐1) Oakton School PTA ‐‐ Outdoor classroom project Individuals benefiting LMC Multi‐Year Goal: SL‐3 Penny Park Renovations ‐‐ The design and engineering phase of a multi‐year project to renovate Penny Park, located in census tract 8096 Individuals benefiting LMA Multi‐Year Goal: SL‐3 PEER Services rehab ‐‐ energy efficient windows Installation, replacing single‐ pane windows with energy‐efficient, dual‐pane windows. Facilities improved LMC City of Evanston 2013 Action Plan393 of 395 TABLE 3A ‐ 2013 ACTIVITIES Specific Annual Objective Source of Funds Year Performance Indicators Expected Number Actual Number Percent Completed CDBG 2010 600 605 101% CDBG 2011 500 506 101% CDBG 2012 800 472 59% CDBG 2013 800 600 75% 2014 Multi‐Year Goal:2,700 2,183 81% 2010 2011 2012 CDBG 2013 55 68 124% 2014 55 68 124% 2010 2011 CDBG 2012 2 2 100% CDBG 2013 2 0 0% 2014 4 2 50% CDBG 2010 CDBG 2011 CDBG 2012 CDBG 2013 CDBG 2014 Multi‐Year Goal: ESG 2010 ESG 2011 ESG 2012 ESG 2013 ESG 2014 Multi‐Year Goal: HOME 2010 HOME 2011 HOME 2012 HOME 2013 HOME 2014 Multi‐Year Goal: O Other (O‐1) ESG Administration and HMIS ‐‐ management and administration of all ESG programs and the HMIS database Other O CDBG Administration ‐‐ management of the CDBG program, including planning, monitoring, reporting and support to subrecipients, and neighborhood planning functions EO‐1 Housing Options I‐WORK ‐‐ job training and placement program for persons with mental illness to develop self sufficiency and economic independence. Individuals served LMC Multi‐Year Goal: EO‐1 CDBG Economic Development Fund ‐‐ grant and loans to for‐profit businesses that generate jobs or provide needed goods & services to LMI neighborhoods, support LMI micro‐enterprises or improve commercial facades in LMI neighborhoods Projects funded LMJ, LMCMC, LMA Multi‐Year Goal: O HOME Administration ‐‐ management of all HOME projects Other EO‐1 Youth Job Center ‐‐ employment training and services for low‐income individuals between 18 and 25 years of age Individuals served LMC Other City of Evanston 2013 Action Plan394 of 395 1 Flax, Sarah From:Paul Selden <ps@cfthinc.org> Sent:Friday, March 07, 2014 2:32 PM To:Flax, Sarah Subject:RE: Input on the 2013 Consolidated Annual Performance and Evaluation Report Hi Sarah, Here are my comments on the CAPER I would like to see more attention paid to housing burden. While hi rental costs are acknowledged there is no analysis of extreme rent burden and the fact that Evanston is facing a housing disaster in the coming years as more and more families double up and are then displaced totally. Homelessness among children in Districts 65 and 202 is on the rise. This will all but negate other efforts that are being made to establish a strategy that guarantees cradle to career support. No amount of support can overcome housing instability. Only making housing affordable can. The efforts to date to create affordable housing, while laudable, will have no impact because they are tokens. The need is in the thousands of units. The effort is in the tens of units. I would also like to see more attention paid to targeting. CDBG is sprinkled around to make lots of people a little happen. As a result, there is little overall impact. I also question why “graffiti removal” is put under the City’s “program cap” crowding out other far more important services to low income people, and why there is no use of CDBG to mitigate homelessness in the city. I would also say the same thing about ESG, although my agency is the primary beneficiary of the program. When there is not enough money to create a large impact, it is better to target. And given the state of affordable housing in Evanston, it would probably be best to target ESG specifically at rehousing homeless households. Similarly there is poor targeting of the affordable housing fund. Targeting households with incomes up to 100% of AMI, or even requiring that 25% of the affordable units be targeted at incomes below 80% of AMI doesn’t even begin to address the problem. All of these funds should be targeted at households with incomes below 30% of AMI. That is where the real need is. The inclusionary zoning ordinance also needs to be changed and targeted. $40,000 is an embarrassingly low buy‐out price when most other townships in the area have set their buyout at $100,000; and rumor has it, the ordinance has not even been enforced, with several developers being give exemptions in recent years. It would be nice if the Community Development office would actually analyze City giving through the Mental Health Board to see how much of this funding actually addresses the needs of low income households. Here again it would also be good if there were a stricter targeting of funds: targeting on very low income households, and targeting specifically on mental health. In describing the activities paid for by ESG, Interfaith Action is described as providing “emergency shelter” for 392 people. In truth they do not provide any shelter. This is strictly a day program, 20 hours per week. It would be helpful to know if DCFS actually provides any services to homeless youth through the Youth Housing Assistance Program. While it is helpful to see that the Alliance to End Homelessness in Suburban Cook County has committees on health and mental health discharge, foster care and corrections, I’m afraid that none of those efforts have resulted in much coordination and certainly none with local providers in Evanston. Connections is now working with Erie on providing services for homeless individuals, but this is after years of neglect by North Shore and Presence(Saint Francis). 395 of 395