HomeMy WebLinkAbout04.16.13
CITY COUNCIL REGULAR MEETING
CITY OF EVANSTON, ILLINOIS
LORRAINE H. MORTON CIVIC CENTER
COUNCIL CHAMBERS
Tuesday, April 16, 2013
The Town meeting will convene at 7:00 p.m. followed immediately by the
City Council meeting
ORDER OF BUSINESS
(I) Annual Town Meeting
(II) Roll Call – Begin with Alderman Burrus
(III) Mayor Public Announcements and Proclamations
April is National Code Enforcement Officer Appreciation Month
Evanston’s 911 Communication Center Week – April 14-20, 2013
(IV) City Manager Public Announcements
(V) Communications: City Clerk
(VI) 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.
(VII) Special Orders of Business
(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)}
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City Council Agenda April 16, 2012 Page 2 of 3
4/12/2013 2:19 PM
(IX) Executive Session
(X) Adjournment
SPECIAL ORDERS OF BUSINESS
(SP1) Approval of Contract with Water Resources Inc. for Automatic Meter
Information System (RFP 13-04)
Staff recommends City Council authorize the City Manager to execute an
agreement for the Automatic Meter Information System with Water Resources
Inc. (390 Sadler Ave., Elgin, IL) in the not-to-exceed amount of $2,277,317.
Funding is provided over two years by the Water Fund, Capital Improvement
Account (733101), with a FY 2013 budget allocation of $1,800,000 and a FY
2014 budget allocation of $600,000.
For Action
(SP2) Approval of 2013 Special Event Halloween Hustle 6K Run/Walk
Staff recommends City Council consideration of the proposed Halloween Hustle
Special Event. On March 18 the City Council approved the 2013 calendar of
special events with the exception of the Halloween Hustle 6K Run/Walk along the
Lakefront. Alderman Wynne requested more time for Council to consider this
specific event.
For Action
(SP3) Resolution 18-R-13: Bike Corral Agreement with Evanston Athletic Club
Staff recommends approval of Resolution 18-R-13 authorizing the City Manager
to sign the Bike Corral Parking Agreement with the Evanston Athletic Club (EAC)
(1723 Benson Avenue, Evanston, IL) by which the City will install a bike corral by
removing two metered parking spaces every year from April through November
for the next 5 years. EAC will pay the City $2,000 every year for the term of the
contract.
For Action
(SP4) Approval of Davis Street Improvement Project
Staff recommends approval of the Davis Street Improvement Project. The
proposed improvement plan for Davis Street from Asbury Avenue to Hinman
Avenue encompasses street resurfacing, streetscape and protected bike path.
For Action
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City Council Agenda April 16, 2012 Page 3 of 3
4/12/2013 2:19 PM
APPOINTMENTS
(SP5) Board and Commission Appointments
Recommend approval for the following appointments
For appointment to:
Public Safety Civil Service Commission Douglas Whitmore
For reappointment to:
Zoning Board of Appeals Beth McLennan
MEETINGS SCHEDULED THROUGH APRIL 2013
Upcoming Aldermanic Committee Meetings
Wed, April 17 6 pm M/W/EBE Advisory Committee
Mon, April 22 5:45 pm A&PW, P&D, City Council
Tues, April 23 7:30 pm Housing & Community Dev Act Committee
Wed, April 24 6 pm Transportation/Parking Committee
Wed, April 24 7:30 pm Economic Development Committee
Friday, April 26 7 am Housing & Homelessness Commission
Mon, May 6 6 pm Rules Committee
Mon, May 6 7:30 pm Human Services Committee
Information is available about Evanston City Council meetings at: www.cityofevanston.org/citycouncil.
Questions can be directed to the City Manager’s Office at 847-866-2936. The City is committed to
ensuring accessibility for all citizens. If an accommodation is needed to participate in this meeting, please
contact the City Manager’s Office 48 hours in advance so that arrangements can be made for the
accommodation if possible.
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ANNUAL TOWN MEETING
NOTICE IS HEREBY GIVEN
To the legal voters and residents of the Town of Evanston in the County of Cook and State
of Illinois, that the Annual Town Meeting of said Town will take place on
Tuesday, April 16, 2013
being the third Tuesday of said month due to the Consolidated Elections falling on the second
Tuesday in the month of April. The meeting will begin at 7:00 p.m.
City Council Chamber – 2nd Floor
2100 Ridge Avenue
In order to expedite the meeting starting on time, please arrive at 6:20 p.m. to allow for
verification of your residency. Once this is accomplished the transaction of miscellaneous
business of the said town and after a Moderator having been elected, will proceed to hear and
consider reports of officers, and decide on such measures as may, in pursuance of law, come
before the meeting and especially to consider and decide the following:
1. Call to Order – Town Clerk, Hon. Rodney Greene
2. Announcement of Legal Notice Publication – Town Clerk, Hon. Rodney
Greene
3. Nomination & Election of Moderator and
Administration of Oath - Town Clerk, Hon. Rodney Greene
4. Approval of Minutes of 2012 Annual Town Meeting
5. Financial Report – Town Clerk, Hon. Rodney Greene
6. Annual Report – Town Supervisor, Hon. Patricia Vance
7. Annual Report – Town Assessor, Hon. Bonnie Wilson
8. Citizen Comments (each speaker will have 6 minutes)
9. Motion on 2014 Annual Town Meeting (Tuesday, April 8, 2014)
10. Other Business
11. Adjournment
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DRAFT
ANNUAL TOWN MEETING
TUESDAY, APRIL 10, 2012
7:17 P.M.
CITY COUNCIL CHAMBER
2ND FLOOR
2100 RIDGE AVENUE
Trustees: Tisdahl, Holmes, Rainey, Braithwaite, Fiske, Wilson, Tendam,
Grover, Burrus, Wynne
Township Officials: Township Supervisor Vance, Township Assessor Wilson,
Staff: City Manager Bobkiewicz, Asst. City Manager M. Lyons, Grant
Farrar, City Attorney, Doug Gaynor, Director of
Parks/Recreation/Community Services, Steve Griffin, Director
Economic Development, Shanee Jackson, Management Analyst &
Volunteer Coordinator, Devon Woodard, Development Officer,
Paul Schneider, Director of Transportation
The Township meeting was called to order by Township Clerk Rodney Greene at 7:17
pm. after a Roll Call was done which resulted in a quorum of 9 Trustees. Mr. Greene
proceeded to read the public announcement and the agenda for the meeting. Before the
Clerk asked for nominations from the floor for a moderator he explained the position of
the moderator. He stated the moderator does not have a vote, does not comment, the
moderator makes sure that everything stays focus. The moderator can be anyone who is a
registered Evanston voter from the floor or anyone from the Dias. He then opened the
floor nominations. Trustee Tisdahl was nominated and it was seconded, the other
nomination was for Dr. Padma Rao and it was seconded. The Clerk then moved for a
recess to verify the names on the Township sign in list. Clerk Greene then asked if there
were any other nominations from the floor and there were none. He then asked for the
nominations to be closed. He asked for those who voted for Trustee Tisdahl to please
raise their hands and the count was 44. He asked for those who voted for Dr. Padma Rao
to raise their hands and the count was 8. Trustee Tisdahl was voted in as the Moderator
and the Clerk then swore Trustee Tisdahl in as the Moderator for the meeting.
Moderator Tisdahl asked for the Financial Report from Clerk Greene, and he stated he
would only give a reader’s digest version of the totals which are as follows:
FINANCIAL REPORT – Township Clerk
ANNUAL REPORT – TOWNSHIP SUPERVISOR
The Report by Ms Patricia Vance is attached as part of the written minutes.
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STATE OF THE TOWNSHIP ADDRESS
April 10, 2012
Good Evening My Fellow Electors.
Before I give my remarks this evening, I would like to request a moment of
silence in observance of Former Township Supervisor Arnold Winfield who
passed on February 23rd. The Honorable Arnold Winfield was the first
African-American elected Township Supervisor for the Town of Evanston. I
was blessed and honored to have the opportunity to get to know him on a
personal level and he was an inspiration and mentor to me.
The Illinois statues indicate that on the second Tuesday of April an Annual
Township meeting is to occur. Townships are the oldest form of local
government in Illinois. The Illinois Constitution of 1848 gave voters in each
county the opportunity to adopt Township Government. By 1850, the first
township governments began operation. Today, 85 of Illinois 102 counties
operate under the township form of government and the 1,433 townships
serve more than 8 million citizens.
It is somewhat difficult to find historical data relating to the evolution of
Evanston Township. However, the data that does exist in the 1906
publication entitled “History of Northwestern University and Evanston” by
Robert Sheppard, DD and Harvery Hurd, LLD indicates the following:
By the Constitution of 1848 the Legislature was required to provide by general
law for township organization, which it did by Act of February 12, 1849. By this act the
people were permitted to divide their counties into towns or townships, which were to
conform as nearly as might be with the congressional townships. Commissioners were
appointed for the purpose of dividing the county, and the people were permitted to select
the names of the townships. When they could not agree, the Commissioners were author-
ized to select the names for them. The people of fractional Town 41 North, Range
14 East, chose the name of Ridgeville. This continued to be the name of the town until
by act of the Legislature of February 15, 1857, it was changed to Evanston, and the
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township was enlarged by the addition of a tier of sections taken from Niles Town-
ship on the west and the Archange Reservation and several sections in Township 42,
taken from New Trier on the north. The language of the act reads: "The name of
Ridgeville shall be changed to Evanston, and the Town of Evanston shall comprise
all of fractional Township 41 North, Range 14 East, Sections 12, 13, 24, 25 and 36,
Township 41 North, Range 13 East, the Archange Reservation and fractional Sec-
tions 22, 26 and 2"}, Township 42 North, Range 14 East, and the same shall form and
constitute a township for school purposes and be known as Town 41 North, Range
14 East."
Under an enabling act, approved May 23, 1877, and amended May 15, 1903, the ter-
ritory embraced within the present limits of the city of Evanston has been formed into a
township under the old name of Ridgeville, which makes the boundaries of the city and
the new township identical and in effect consolidates the township and city governments.
The new township as now constituted embraces what previously formed the southern part
of New Trier Township and a small section from the northeast corner of Niles Township.
The remainder of the former Township of Evanston now constitutes the northern por-
tion of the City of Chicago, with a small section south of the Chicago city limits and
west of the southern portion of Evanston, these two sections remaining under the old
name of Evanston Township, though not embracing any part of the city of that
name.
In 1903 it was consolidated and the name once again became Evanston.
The consolidations lead to the elimination of the positions of Town
Collector, Town Clerk and Highway Commissioners. Prior to this
consolidation the City of Evanston had portions of three townships which
also resulted in three sets of Highway Commissioners, Town Clerks, Town
Collectors and Assessors.
The February 1964 publication by the Evanston League of Women Voter’s
entitled “ Evanston Township- The Forgotten Level of Local Government”
indicates that no township meeting took place from 1892 (date of City of
Evanston incorporation as a city) until July 8, 1936. The purpose of the
1936 meeting was to provide money by taxation for the administration of
General Assistance, a function assigned by Illinois law to township
rather than city governments. No significant public interest in Evanston’s
township government was shown until 1961 after a lawsuit had been
initiated involving the General Assistance Program.
Townships are known to help serve the needy. But being a source of stability
does not mean townships are stagnant or stuck in the past. Townships
continue to evolve and adapt to changes in the communities in which they
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serve. We make sure that we maximize the dollars during good times and
bad times so that vital township services continue to be provided.
Township governmental entities are charged with three basic functions
(when applicable): 1) general assistance for the indigent; 2) the assessment
of real property for the basis of local taxation (except Cook County) and 3)
maintenance of all roads and bridges outside federal, state, and other local
jurisdiction.
I, as Township Supervisor have the following duties per the statues:
(a) The supervisor is the chief executive officer of the township.
(b) The supervisor shall receive and pay out all moneys raised in the township for
defraying township charges, except those raised for the support of highways and
bridges, and for township library purposes.
(60 ILCS 1/70-50)
Sec. 70-50. Supervisor of general assistance. The township supervisor shall be
ex officio supervisor of general assistance in the township and shall administer
the general assistance program in the township as provided in Articles VI, XI, and
XII of the Illinois Public Aid Code.
(Source: P.A. 88-62.)
The 2011-2012 Unaudited financial report has been given to the Clerk and
has been read. The Town of Evanston 2011-2012 financials will be audited
per the Illinois statues requiring an audit of an entity with $850,000 or more
in taxation dollars. The Town of Evanston remains in very good financial
position with all pension obligations funded. The proposed 2012-2013
budget will take in to consideration the fund balance, 2012-2013 program
obligations, tax caps and future obligations.
During the fiscal year of 2011-2012 the General Assistance caseload had an
average of 93 clients per month. During the year 23 clients became
gainfully employed. 51 clients participated in job club, 24 placed at
worksites and 15 enrolled in Literacy and GED classes. We currently have
15 pending SSI/SSA determination and 5 SSI approvals.
I would like to thank the General Assistance Staff for their hard work –
Rosemary Jean Paul (Executive Director), Valerie Wideman, Roderic
Mitchell, Carmen Cruz, Yusef Williams-Bey and Henry Colquitt.
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Also, during the fiscal year the Town of Evanston contributed another $197,
791 to City-Mental Health Board supported agencies and the City of
Evanston:
$102,791.00 Mental Health Board Funded Agencies
(General Assistance Fund)
$60,000.00 Mental Health Board Funded Agencies
(Town Fund)
$30,000.00 Summer Youth Employment Program
$5,000.00 Citywide Picnic
Residents are reminded that the Township of Evanston is a participant in the
Coast2Coast Prescription Drug Program.
Over 60,000 drugs included in the plan
Save up to 75% on a brand name or generic drug
Overall annual savings range up to 55%
59,000+ pharmacies including all chains and most independents
Card is good for an entire family
Cardholder pays no fees for the card
No paperwork to fill out – card is ready to use
There are no health, age or income restrictions; everyone qualifies
Card has no expiration date and can be used as often as needed
Card can be used to fill pet prescriptions at participating pharmacies
Card is primarily for uninsureds and underinsureds
Insureds can use the card if they have a high deductible
Insureds can use the card if their drug isn’t covered by their insurance
In some cases the card can be used during the Medicare Part D “donut”
You can go www: coast2coastrx.com and download the card.
Technological innovations are being put to use to improve service delivery
and provide more information to citizens. We continue to look for ways to
maximize the dollars that we receive to deliver a needy service and to
possible address other issues. We continue to provide services as efficiently
and cost effectively as possible.
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Unlike cities and counties, which also have income and sales taxes available,
townships rely mostly on property taxes to fund services. Townships are
required to provide General Assistance. With limited resources and
mandated services, I as Supervisor of the Township face a constant
challenge to provide services efficiently.
Proper stewardship of tax dollars is one of the most important
responsibilities of all township officials. There are statutory guidelines that
govern how tax dollars are spent.
Governments at all levels are facing renewed challenges to manage public
finances more effectively. Declining or stagnant economic conditions can
reduce tax revenues while increasing demands for certain services.
In 2007, I made the following pledge to the electors of Evanston : to
embrace change when it’s for the better; keep an open mind to new ways of
thinking; seek new opportunities, alternative ways of doing things and new
solutions to old problems and tasks; administer a quality office within the
budgetary constraints; and lastly, but not least, if given the opportunity, to
work in partnership with the Trustees, for the good of the Township.
I remain committed to my pledge. I was elected in 2001 to carry out the
Illinois constitutional statues in relation to Township Government. I stood
here in 2001, 2005 and again in 2009 and took the Athenian Oath
I “stand” for Township government and those duties and responsibilities that
I was elected to carry out. I “stand” for the mandates of the Illinois
Constitution and its legislative statues. I “stand” accountable to the electors
and recipients of services in stating that I have in 2011-2012 carried out my
duties as Township Supervisor for the Town of the City of Evanston. I
“stand” to state the positive and effective change for the benefit “of all”
comes about through inclusion of all concerned. I “stand” to ask you the
electors to ensure that local government in Evanston remains non-partisan. It
has been since its inception in the 1850 in Evanston. We as electors have an
obligation to “stand” and make sure that our neighbors and fellow
Evanstonians have their basic needs meet. We must hold steadfast to the
quote that “ If you do not stand for something, you will fall for anything”. I
“stand” to state that my words and actions will continue to be devoted to
carrying out my statutory duties during 2012-2013.
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Township government is government by the people and for the people. I
have no personal agenda. My agenda is that which is outlined in the
statutes, working to improve the community and making a difference in the
lives of the people that the Township serves. I “stand” to indicate that the
position of Township Supervisor is an elected position and the duties are
defined in the statues. One of those major duties indicated in the statues
reads as follows:
(60 ILCS 1/70-50)
Sec. 70-50. Supervisor of general assistance. The
township supervisor shall be ex officio supervisor of
general assistance in the township and shall
administer the general assistance program in the
township as provided in Articles VI, XI, and XII of
the Illinois Public Aid Code.
(Source: P.A. 88-62.)
I “stand” to once again reiterate the immortal words of Ralph Ellison in
Invisible Man” (with some paraphrasing):
“I am an invisible (woman). No, I am not a spook like those who
haunted Edgar Allan Poe; nor am I one of your Hollywood-movie
ectoplasms, I am a (woman) of substance, of flesh and bone, fiber and
liquids- and I might even be said to possess a mind. I am invisible,
understand, simply because people, refuse to see me. Like the bodiless
heads you see sometimes in circus sideshows, it is as though, I have been
surrounded by mirrors of hard, distorting glass. When they approach me they
see only my surroundings, themselves, or figments of their imagination-
indeed everything and anything except me.”
“Nor is my invisibility exactly a matter of a bio-chemical accident to
my epidermis. That invisibility to which I refer occurs because of a peculiar
disposition of the eyes of those with whom I come in contact. …. I am not
complaining nor am I protesting either. It is sometimes advantageous not to
be unseen, although it is mot wearing on the nerves. Then too, you’re
constantly being bumped against by those of poor vision. Or again, you
often doubt if you really exist.
“You ache with the need to convince yourself that you do exist in the
real world, that you’re a part of all the sound and anguish, and you strike out
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with your fists, you curse and you swear to make them recognize you. And
alas, it’s seldom successful.”
As I stated in my 2010 State of the Township speech:
“Township government is not a perfect government. In fact, no government
is perfect. However, I believe in the Illinois Constitution and the
government that I was elected to serve as Township Supervisor and carrying
the duties of that office.”
“Our job never ends in Township Government. We must constantly be
seeking new ways and methods to meet our obligations. Author, John
Steinbeck said, “We want the facts to fit the preconceptions”. When they
don’t fit, it’s easier to ignore the facts than to change the preconceptions.
We can change preconceptions if we join in “true partnership” with others
and others must join in “true partnership” with us to make change for the
better a reality for all Evanston Electors.”
“As Andy Warhol stated: “ If you don’t like s omething change it, If you
cannot change it, change your attitude.” All of us must be the change agent
for positive perceptions of Township Government, and government in
general, and how it can work to affect change for those it seeks to help.
Positive change comes about through mutual respect, inclusion and working
together to “address the needs of our “constituents” within the bounds of the
law.”
I close with the words from one of my favorite songs, that most have heard
Rev. Donnie McClurkin sings (some of which I will paraphrase):
What do you do
When you've done all you can
And it seems like it's never enough?
And what do you say when your friends turn away
And you're all alone?
Tell me, what do you give
When you're given your all and
Seems like you can't make it through?
Well, you just STAND
When there's nothing left to do
You just STAND
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Yes, after you've done all you can
You just STAND
My fellow electors, “I Stand”.
Patricia A. Vance
Township Supervisor
Town of the City of Evanston
ANNUAL REPORT – TOWN ASSESSOR
The report by Ms. Bonnie Wilson, Township Assessor, is attached as part of the written
minutes.
CITIZEN COMMENTS
Kevin O’Connor, 1227 ½ Isabella
Junad Rizki
____________________________________
Rodney Greene, Township Clerk
_____________________________________
Elizabeth B. Tisdahl, Moderator
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Town of the City of Evanston
Fiscal Summary
April 1, 2012 - March 31, 2013
Unaudited
General
Town Assistance
Fund Fund Total
Revenues
Property Taxes 279,659.00$ 1,052,686.00$ 1,332,345.00$
Interest Income 242.00$ 961.00$ 1,203.00$
Replacement Tax 42,968.00$ -$ 42,968.00$
SSI reimbursement $22,507.00$ 22,507.00$
Total Revenues 322,869.00$ 1,076,154.00$ 1,399,023.00$
Expenditures
Supervisor 80,786.00$ 80,786.00$
Assessor 160,450.00$ 160,450.00$
Community Action 46,231.00$ 46,231.00$
Community Purchased Services 106,600.00$ 106,600.00$
Township Legal Expenses -$ -$
G.A. Client Payments 525,076.00$ 525,076.00$
G.A. Client Contractual Services 94,125.00$ 94,125.00$
G.A. Payroll 251,758.00$ 251,758.00$
G. A. Administrative Overhead 278,857.00$ 278,857.00$
G. A. W.O.P. Program 3,244.00$ 3,244.00$
G.A. Medical Payment Systems 86,153.00$ 86,153.00$
Emergency Assistance Services 46,312.00$ 46,312.00$
Total Expenditures 394,067.00$ 1,285,525.00$ 1,679,592.00$
Excess of revenues over expenditures (71,198.00)$ (209,371.00)$ (280,569.00)$
Beginning of Year Fund Balance 359,842.00$ 1,519,253.00$ 1,879,095.00$
Revenue 322,869.00$ 1,076,154.00$ 1,399,023.00$
Expenditures 394,067.00$ 1,285,525.00$ 1,679,592.00$
End of Year Fund Balance 288,644.00$ 1,309,882.00$ 1,598,526.00$
Submitted by:
Patricia A. Vance
Township Supervisor
Town of the City of Evanston
April 1, 2013 Annual Town Meeting
The unaudited report anticipates all revenue being received.
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Estimated
2012-2013 12 Months Remaining
Budget Expenditures Balance
Town & GA Expenditures
GA Client Expenditures 584,525.00$ 619,201.00$ (34,676.00)$
GA Payroll Expenditures 271,064.00$ 251,758.00$ 19,306.00$
GA Administrative Overhead Expenditures 282,565.00$ 278,857.00$ 3,708.00$
GA W.O.P. Program Expenditures 8,500.00$ 3,244.00$ 5,256.00$
GA Client Medical Expenditures 76,600.00$ 86,153.00$ (9,553.00)$
Emergency Assistance Services 54,500.00$ 46,312.00$ 8,188.00$
Assessor's Expenditures 166,953.00$ 160,450.00$ 6,503.00$
Supervisor Expenditures 61,734.00$ 80,786.00$ (19,052.00)$
Community Action Expenditures 45,650.00$ 46,231.00$ (581.00)$
Community Purchased Services 106,600.00$ 106,600.00$ -$
Township Legal Fees 10,000.00$ -$ -$
Total Town and GA Expenditures 1,668,691.00$ 1,679,592.00$ (10,901.00)$
Submitted by:
Patricia A. Vance
Township Supervisor
Town of the City of Evanston
April 1, 2013 Annual Town Meeting
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ANNUAL TREASURER’S REPORT
EVANSTON TOWNSHIP
FISCAL YEAR ENDING MARCH 31, 2013
TOWNSHIP --- REVENUE SUMMARY
Property Taxes – 1,332, 345; Replacement Tax – 42,968; Interest – 1,203; SSI Reimbursement – 22,507
TOTAL REVENUES: $1,339,023.
TOWNSHIP --- EXPENDITURE SUMMARY:
Vendors Paid in Excess of $2,500.00: Alarm Detection Systems, Inc. – 2,654; Allied Benefit Systems,
Inc. – 6,350; Baker Tilly Virchow Krause, - 20,000; Behavioral Services Center, - 5,104; Cebyond, -
7,754; Child Care Network of Evanston, - 10,000; Doree Sue Stein, - 2,727; James B. Moran Center For
Youth, - 10,000; Connections For The Homeless, - 10,000; City of Evanston, - 178,887; ComEd, -
11,300; Connection for the Homeless, - 10,000; Craig & Associates, LLC, - 33,384; Doree Sue Stein, -
2,727; Evanston Community Development, - 5,000; Evanston Housing Coalition, - 6,013; Family Focus, -
10,000; Gene Servillo Consulting, - 6,082; Gilbert Realty Company, - 2,600; Helen Legrone, - 4,800;
Hirsch Management, - 4,227; Housing Options, - 10,000; Illinois Municipal Retirement Fund, - 43,842;
Infant Welfare Society, - 10,000; McGaw YMCA, - 13,330; James B. Moran Center For Youth, - 10,000;
Juanita Ross, - 5,317; Main & Associates, - 81,489; Manchester Management, - 2,956; Metropolitan
Family Services, - 10,000; Nicor, - 4,747; NJS Enterprises, Inc., - 4,300; North Shore Senior Center, -
10,000; Office Depot, - 24,899; Peer Services, - 94,175; Pitney Bowes, - 3,471; Phoebe Bradford, - 4,680;
Shore Community Service, Inc., - 10,000; St. Francis Hospital, - 3,272; Tanner & Tanner, - 6,865;
Toirma, - 8,690; W. R. Property Management, - 3,000; Walgreens, - 53,390; William Wilson, - 4,800;
Xerox, - 8,272; Youth Organization Umbrella, - 10,000; Yvette Eugene, - 3,352; YWCA, - 6,600.
All other disbursements less than ($2,500)
TOTAL VENDORS: $969,213.
TOWNSHIP --- COMPENSATION SUMMARY:
Range: Under $25,000: Carmen Cruz; Patricia Vance; Bonnie Wilson; Yusef Williams-Bey.
Range $25,000 - $49,999.99: Angela Butler; Rod Mitchell; Henry Colquitt;
Range $50,000 - $74,999.99: Angela Butler , Roderic Mitchell and Nicholas Palvetic
Range $75,000 - $99,999,99: Henry Colquitt, Rosemary Jean-Paul and Valerie Wideman.
TOTAL SALARIES AND BENEFITS: $501,683
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Unaudited Summary Statement of Conditions
Beginning Fund Balance @ 04/01/12 $1,879,095.00
Revenues $1,399,023.00
Less: Disbursements $1,679,592.00
Net Change In Fund Balance $ (280,569.00)
Ending Fund Balance @ 03/31/13 $1,598,526.00
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For City Council meeting of April 16, 2013 Item SP1
Special Order of Business: Contract for Automatic Meter Information System
For Action
To: Honorable Mayor and Members of the City Council
From: David Stoneback, Director of Utilities
Lara Biggs, Superintendent of Construction & Field Services
Subject: Contract for Automatic Meter Information System
Date: March 15, 2013
Recommended Action:
Staff recommends City Council authorize the City Manager to execute an agreement for
the Automatic Meter Information System (RFP 13-04) with Water Resources Inc. (390
Sadler Ave., Elgin, IL) in the not-to-exceed amount of $2,277,317.00.
Funding Source:
Funding in the amount of $2,277,317.00 is provided by the Water Fund, Capital
Improvement Account 733101, which has a FY 2013 budget allocation of $1,800,000
and a FY 2014 budget allocation of $600,000.
Background:
The City of Evanston has 14,400 water meters installed at properties throughout the
City. The City currently has an existing Automatic Meter Information (AMI) system,
which collects water meter reads from each installed water meter and transmits them to
seven data collector units (DCU) in various locations around the City. Ultimately, the
information is concentrated in a computer server located at the Evanston water
treatment facility. This system was manufactured by Hexagram, which was purchased
and is now supported by Aclara Technologies. The original system was installed by
Water Resources over a three year period in 2000 – 2002.
The system includes a Meter Transmission Unit (MTU) located on each property. In
most cases, the MTU is located on the exterior of the building, although there are
approximately 615 locations where the MTU is located inside the building. Each MTU is
powered by a battery, which has a 10 year warranty, but was anticipated to last 15
years. The MTU is considered disposable; once the battery dies, the entire MTU needs
to be replaced. Unfortunately, the system is experiencing an increased number of
battery failures and needs to have all of the MTUs replaced.
Memorandum
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In addition, the DCUs transmit the water meter reads through cell phones leased from
Verizon. Verizon has informed the City that because of changes in technologies, they
will no longer support the current leased cell phones beginning in June 2014. The
existing DCUs are old enough that they will need to be replaced to work with any other
solution for transmitting the water meter reads. This would be a significant cost to the
City. Therefore, staff is working to complete the installation of a new AMI system by
June 2014.
Staff investigated the cost of upgrading the system using the existing vendor. However,
because such a significant portion of the system had to be replaced, the cost was high.
The current vendor, Aclara Technologies, has provided poor customer support for their
existing system, and staff was reluctant to upgrade without a competitive selection
process. The technologies of each AMI system on the market are proprietary, so the
entire system needs to be replaced at once.
Some water meters in the City are old enough that they will not be compatible with any
new AMI technology. Therefore, approximately 1,200 water meters will need to be
replaced with the installation of the new AMI system.
Staff issued a Request for Proposal (RFP) to hire a vendor to provide and install a new
AMI system. The scope of this project includes the following:
Providing and installing MTUs
Providing and installing DCUs
Providing and installing 1,200 water meters
Scheduling customer appointments when an interior MTU or water meter needs
to be replaced
Interface of the water meter read data to the City’s Northstar Harris water billing
system
Providing a Customer Web Portal for residents to view their water usage
This project is scheduled to start in May 2013 and continue though May 2014.
Analysis:
The request for proposal was advertised on Demandstar and in the Chicago Tribune.
Proposals were received on February 6, 2013. A total of four proposals were received
as summarized below.
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Consultant Information
Vendor: Address:
Aclara Technologies LLC 945 Hornet Drive, Hazelwood, MO
Itron, Inc. 2111 N. Molter Rd., Liberty Lake, WA
H.D. Supply Waterworks Ltd/ Sensus 220 S. Westgate Drive, Carol Stream, IL
Water Resources, Inc./ Neptune 390 Sadler Ave., Elgin, IL
Pricing Summary
Vendor: Final Proposal Price:
Water Resources, Inc./ Neptune $ 2,277,317.00
Itron, Inc. $ 2,464,114.04
Aclara Technologies LLC $ 2,716,522.48
H.D. Supply Waterworks Ltd/ Sensus $ 4,626,485.00
The proposals were reviewed by:
Lara Biggs, Superintendent – Construction & Field Services
Vicki Biner, Meter Services Coordinator
Kevin Lookis, Superintendent of Water Production
Jim Nelson, Division Chief – Distribution & Sewer
Ashley Porta, Management Analyst – Administrative Services
Dave Stoneback, Utilities Director
The averaged final scoring of the proposals was as follows:
Selection Criteria
Max
Pts
Water
Resources/
Neptune Itron Aclara
HD
Supply/
Sensus
Firm Qualifications / Experience 20 19 18 17 18
Project Manager / Team Experience 15 13 14 11 12
Project Approach 20 17 17 16 11
Cost 25 24 19 15 7
Completeness of Proposal 5 4 5 5 4
Willingness to Execute Agreement 5 5 0 2 2
M/W/EBE Participation 10 3 6 6 0
TOTALS 100 85 79 72 54
Water Resources is proposing the use of the Neptune AMI system. This system meets
the City’s needs for automatic meter reading. Working with Water Resources has
several advantages. They installed the City’s current system in 2000, which went very
smoothly, and they are proposing to use the same project manager for this installation.
Since 2000, Water Resources has been a vendor to the City, regularly supplying
commodities to maintain the City’s water meter and water distribution system, and they
have consistently demonstrated responsiveness and good customer service.
Of the four proposals submitted, Water Resources is the only vendor that indicated a
willingness to comply with the staff’s installation plan, standard terms of payment and to
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execute the City’s standard agreement. The other three vendors insisted on significant
changes to all three of these items.
Water Resources is proposing to utilize a WBE, Mobix Corporation for 25% of the
installation labor cost (8.5% of the total project cost). Mobix is located in Morton Grove,
but they have indicated that they are committed to hiring and training two Evanston
residents in order to meet the goals of the Local Employment Program. A memo
reviewing compliance with City’s M/W/EBE requirements is attached.
The references for both Water Resources and the Neptune AMI system were checked
and found to be good. Existing customers particularly noted the customer service
provided by both organizations.
Staff has also negotiated the annual maintenance fees for this AMI system. The annual
fee for the first 5 years will be $12,800/ year. This maintenance fee will be funded from
the Water Fund, Account 7125.62340. The City will begin payment following the
completion of the system installation.
Attachments:
Pricing Summary for Water Resources
M/W/EBE Compliance Review Memo
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AUTOMATIC METER INFORMATION SYSTEM (RFP NO. 13-04)
PRICING SUMMARY FOR WATER RESOURCES
Item
No. Item
Estimated
Quantity Unit Price
Extended
Price
1 Wall Mount MTU, Single-Port 14,400 EA $84.00 $1,209,600.00
2 Wall Mount MTU, Dual-Port 20 EA $84.00 $1,680.00
3 Pit Mounted MTU, Single-Port 155 EA $100.00 $15,500.00
4 Pit Mounted MTU, Dual-Port 2 EA $100.00 $200.00
5 Data Collector Unit (DCU) 6 EA $10,500.00 $63,000.00
6 FCC License 1 EA Incl. Incl.
7 AMI Software 1 EA $4,500.00 $4,500.00
8 Network Control Computer 1 EA $11,500.00 $11,500.00
9 MTU Programming Unit 2 EA $5,000.00 $10,000.00
10 DCU Installation 6 EA $4,780.00 $28,680.00
11 MTU Installation, Wall-Mount, Exterior 13,710 EA $40.00 $548,400.00
12 MTU Installation, Pit Location, including
wiring to the meter register
160 EA $125.00 $20,000.00
13 MTU Installation, Wall-Mount, Interior,
including wiring to the meter register
615 EA $75.00 $46,125.00
14 Customer Web Portal 1 LS $25,000.00 $25,000.00
15 Meter, 5/8” 1,350 EA $72.50 $97,875.00
16 Meter, 3/4” 350 EA $91.00 $31,850.00
17 Meter, 1” 70 EA $125.00 $8,750.00
18 Meter, 1-1/2” 15 EA $282.00 $4,230.00
19 Meter, 2” 26 EA $377.00 $9,802.00
20 Meter Installation, 5/8”, including wiring
to the MTU device
940 EA $95.00 $89,300.00
21 Meter Installation, 3/4”, including wiring
to the MTU device
190 EA $95.00 $18,050.00
22 Meter Installation, 1”, including wiring to
the MTU device
45 EA $95.00 $4,275.00
23 Meter Installation, 1-1/2”, including wiring
to the MTU device
5 EA $150.00 $750.00
24 Meter Installation, 2”, including wiring to
the MTU device
15 EA $150.00 $2,250.00
25 Wire Installation Only 150 EA $65.00 $9,750.00
26 Training 1 LS $6,000.00 $6,000.00
27 Additional Software Licenses (first 3
licenses incidental to the AMI Software)
17 EA $250.00 $4,250.00
28 E-Coder Register Head (non-pit), no
installation
90 EA $59.00 $5,310.00
29 E-Coder Register Head (pit application),
no installation
10 EA $69.00 $690.00
Total Project Cost (not-to-exceed) $2,277,317.00
Note: This cost is a not-to-exceed price. The City has made every effort to estimate quantities
accurately, but the final price will be based on actual units installed.
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Bid No. 13-04, Contract for Automatic Meter Information System, M/W/EBE Waiver, Water Resources, Inc., 4-10-13
To: David Stoneback, Director of Utilities
From: Joseph McRae, Deputy City Manager
Subject: Bid No. 13-04 Contract for Automatic Meter Information System
Date: April 10, 2013
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, with regard
to Bid No. 13-04 Contract for Automatic Meter Information System, Water
Resources, Inc. will subcontract 25% of the installation labor costs to a WBE,
which is 8.5% of the total bid. Therefore, a waiver is granted.
Water Resources, Inc.’s total bid is $2,277,317.00 and will subcontract as
follows:
Name of M/W/EBE Scope of
Work
Contract
Amount
% MBE WBE EBE
Mobix Corporation,
Morton Grove
Installation
Labor
$193,571.95 8.5% X
Total M/W/EBE $193,571.95 8.5%
Cc: Martin Lyons, Assistant City Manager/CFO
Louis Gergits, Finance Manager
Memorandum
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For City Council meeting of April 16, 2013 Item SP2
Special Order of Business: 2013 Special Event Halloween Hustle 6K Run/Walk
For Action
To: Honorable Mayor and Members of the City Council
From: Douglas J. Gaynor, Director, Parks, Recreation and Community Services
Subject: 2013 Special Event Halloween Hustle 6K Run/Walk
Date: March 28, 2013
Recommended Action:
Staff recommends that City Council consider the Halloween Hustle proposed special
event. On March 18 the City Council approved the 2013 calendar of special events with
the exception of one: Halloween Hustle 6K Run/Walk along the Lakefront. Alderman
Wynne requested more time for Council to consider this specific event. It will exceed the
policy limit of 12 events on the lakefront.
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.
Legislative History:
On March 4, 2013 the Human Services Committee considered approval of the
Halloween Hustle 6K Run/Walk along the lakefront path as part of the 2013 calendar.
-------------------------------------------------------------------------------------
Attachments:
Permit application for Jet Events, LLC Halloween Hustle 6K Run/Walk
List of 2013 Special Events in Lakefront Parks
Memorandum
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For City Council meeting of April 16, 2013 Item SP3
Resolution 18-R-13: Bike Corral Agreement with Evanston Athletic Club
For Action
To: Honorable Mayor and Members of the City Council
From: Suzette Robinson, Director of Public Works
Homayoon Pirooz, P.E., Engineering Division Manager
Rajeev Dahal, Senior Traffic Engineer
Subject: Resolution 18-R-13
Bike Corral Agreement with Evanston Athletic Club – Benson Avenue
Date: March 18, 2013
Recommended Action:
Staff recommends approval of the proposed Resolution 18-R-13 authorizing the City
Manager to sign the Bike Corral Parking Agreement with the Evanston Athletic Club
(EAC) (1723 Benson Avenue, Evanston IL 60201) by which the City will install a bike
corral by removing two metered parking spaces every year from April through
November for the next 5 years.
Summary:
Staff presented the pilot bike corral plan to the Administration and Public Works
Committee on February 27, 2012. With approval, the Public Works Department
installed a pilot bike corral in front of EAC in May 2012. Staff ’s observation through the
year indicates that the bike corral is fully utilized. Subsequently, staff’s proposal for a 5
year agreement has received a favorable response from EAC. Per the agreement, EAC
will pay the City $2,000 every year for the term of the contract. This amount is fifty
percent of the estimated loss in revenue for 8 months from the two parking meter
spaces.
Attachment:
Photographs of Parking Area
Resolution 18-R-13
Agreement with EAC
Memorandum
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Bike Corral in front of EAC
Sidewalk in front of EAC
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3/22/2013
18-R-13
A RESOLUTION
Authorizing the City Manager to Execute a Bike Corral Parking
Agreement with Evanston Athletic Club
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS, THAT:
SECTION 1: The City Manager is hereby authorized and directed to
sign, and the City Clerk hereby authorized and directed to attest, on behalf of the City,
the Bike Corral Parking Agreement (the “Agreement”) set forth in Exhibit 1, by and
between the City of Evanston and Evanston Athletic Club (“EAC”), providing for the
installation of a bike corral in two (2) City metered parking spaces and in consideration
receiving rent in the amount of Two Thousand and no/100 Dollars ($2,000.00) per
year from EAC.
SECTION 2: The City Manager is hereby authorized and directed to
negotiate any additional conditions or terms of the Agreement with EAC as may be
determined to be in the best interest of the City.
SECTION 3: This resolution, 18-R-13, shall be in full force and effect from
and after the date of its passage and approval in the manner provided by law.
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18-R-13
~ 2 ~
_______________________________
Elizabeth B. Tisdahl, Mayor
Attest:
_______________________________
Rodney Greene, City Clerk
Adopted: __________________, 2013
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18-R-13
~ 3 ~
EXHIBIT 1
Bike Corral Parking Agreement
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For City Council meeting of April 16, 2013 Item SP4
Special Order of Business: Davis Street Improvement Project
For Action
To: Honorable Mayor and Members of the City Council
From: Suzette Robinson, Director of Public Works
Homayoon Pirooz, P.E., Engineering Division Manager
Sat Nagar, Senior Engineer
Subject: Davis Street Improvement Project
Date: April 9, 2013
Recommended Action:
Staff recommends approval of the Davis Street Improvement Project.
Summary:
The attached presentation will be presented to the City Council on Tuesday April 16,
2013. Staff will discuss with the City Council the proposed improvement plan for Davis
Street from Asbury Avenue to Hinman Avenue which encompasses: street resurfacing,
streetscape and protected bike path.
Attachment
Davis Street Improvement Project Presentation
Memorandum
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City Council Meeting April 16, 2013
STREETSCAPE PROJECT
CONCEPT PLANS
DAVIS STREET
IMPROVEMENT PROJECT
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City Council Meeting April 16, 2013 2
Davis Street Improvement Project
Limits of the Project
•Hinman to Orrington
•Orrington to Ridge
•Ridge to Asbury
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City Council Meeting April 16, 2013 3
Davis Street Improvement Project
Project Scope
•Water Main Replacement (Benson to
Hinman)
•Sewer Replacement (Orrington to Hinman)
•Streetscape Upgrade (Hinman to Ridge)
•Street Resurfacing (Hinman to Ridge)
•Protected Bike Path (Hinman to Asbury)
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City Council Meeting April 16, 2013 4
Davis Street Improvement Project
Hinman to Chicago
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City Council Meeting April 16, 2013 5
Davis Street Improvement Project
Chicago to Orrington
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City Council Meeting April 16, 2013 6
Davis Street Improvement Project
Sherman to Benson
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City Council Meeting April 16, 2013 7
Davis Street Improvement Project
Parking Impacts
Hinman Ave. to Chicago Ave.
•Number of parking stalls on the south side of the block
•Existing angle – 24
•Proposed parallel with sidewalk widening – 14
•Reduction – 10
Oak Ave. to Ridge Ave.
•Number of existing parking spaces – 14 on south side
and 14 on north side
•Proposed parking spaces – 17 on south side and 14 on
north side
•Increase - 3
Net Impact: -7
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City Council Meeting April 16, 2013 8
Davis Street Improvement Project
Design Elements
•Sidewalk Brick Replacement
•Protected Bike Path
•Bike Shelter
•Sidewalk Furniture (Trash Cans & Benches)
•Pedestrian Lighting
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City Council Meeting April 16, 2013 9
Davis Street Improvement Project
Bike Racks & Trash Receptacles
Bike racks will be
placed along Davis
Street
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City Council Meeting April 16, 2013 10
Davis Street Improvement Project
Bike Shelter Visual
Proposed Locations: Orrington @ Davis and Hinman @ Davis
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City Council Meeting April 16, 2013 11
Church Street Project 2012
Bike Shelter Revised Location
Proposed Location: Orrington @ Library
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City Council Meeting April 16, 2013 12
Davis Street Improvement Project
Green Elements
Porous Concrete Sidewalk and
Parking Lanes Rain Gardens
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City Council Meeting April 16, 2013 13
Davis Street Improvement Project
Green Elements Continued
•LED Pedestrian Lighting
•Re-used Brick Materials
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City Council Meeting April 16, 2013 14
Davis Street Improvement Project
Community Engagement
•Presented to Downtown Evanston at Board
Meeting
•Presented at the First Ward Meeting.
•Presented to Fourth Ward Alderman.
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City Council Meeting April 16, 2013 15
Davis Street Improvement Project
Next Steps
•Meet with Davis Street businesses/properties to finalize
schedule.
•Water main and sewer project bid April 2013.
•Street resurfacing and streetscape bid May 2013.
•Conduct traffic analysis and meetings to design bike path
connections between Chicago Avenue and the Lakefront
and between Asbury and Mason Park, Fall 2013
•Coordinate with ETHS and neighborhood to design bike
path connection between Dodge and McCormick, Fall
2013.
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City Council Meeting April 16, 2013 16
Davis Street Improvement Project
Proposed Construction Schedule
Dates of Work Streets/Property Effected
June— August Water Main & Sewer Replacement (Orrington to
Hinman)
July-
August –
August-September
Sidewalk Widening & Streetscape
South side - Benson to Hinman
North side - Ridge to Benson
North side - Benson to Hinman
South side- Ridge to Benson
September 15 - October 10 Grinding & Street Resurfacing
October 14—28 Protected Bike Lane
October Pedestrian Lights, Bike Shelter & Bike Racks
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City Council Meeting April 16, 2013 17
Davis Street Improvement Project
QUESTIONS
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