HomeMy WebLinkAbout11.29.11
CITY OF EVANSTON, ILLINOIS
SPECIAL CITY COUNCIL MEETING
Tuesday, November 29, 2011
7 p.m.
Council Chambers
Lorraine H. Morton Civic Center
2100 Ridge Avenue
Evanston, IL
ORDER OF BUSINESS
I. Roll Call – Begin with Alderman Grover
II. Recess for Evanston Township Meeting
III. Reconvene Evanston City Council Meeting
IV. 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.
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V. Ordinance 103-O-11: Submission of the Community Choice Electrical
Aggregation Question to the Electors of The City of Evanston
Staff recommends passage of Ordinance 103-O-11, providing for the
submission to the electors of the City of Evanston, the question whether the
City should have the authority under Public Act 096-0176 to arrange for the
supply of electricity for its residential and small commercial retail customers
who have not opted out of such a program.
For Introduction
VI. FY2012 City Council Priority Goals
It is recommended that the City Council select four of its FY 2012 Goals to
be designated as “Priority” goals.
For Action
VII. Executive Session
VIII. Adjournment
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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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SPECIAL TOWN MEETING & PUBLIC HEARING
REGARDING TOWNSHIP SERVICES, PUBLIC AID
SERVICE DELIVERY, GOVERNMENT STRUCTURE, AND
DISSOLUTION RESOLUTION
NOTICE IS HEREBY GIVEN
To the legal voters and residents of the Town of Evanston in the County of Cook
and State of Illinois, said meeting having previously been called for by the Town
Board in Open Session on October 24, 2011,that a Special Town Meeting of said
Town will take place on:
Tuesday, November 29, 2011
During the hour of 7:00 p.m. in
The City Council Chamber – 2nd Floor
2100 Ridge Avenue, Evanston, IL 60201
For the transaction of miscellaneous business of the said Town, will proceed to hear and
consider the objects of this special meeting presented below as items two (2) through four
(4), and decide on such measures as may, pursuant to law, come before the meeting; and
especially to consider and decide the following:
1. Call to Order – Town Clerk, Rodney Greene
2. Discussion and Evaluation Regarding Township Services, Public Aid
Service Delivery, and Government Structure, and
3. Consideration of Resolution 3T-R-11, Adoption of a Resolution for a
Referendum on a Binding Public Policy Question to Dissolve
Evanston Township and Directing the Town Clerk to Certify the
Public Question with the Cook County Clerk
4. New Business/Other Business
5. Adjournment
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For the Evanston Township Meeting of November 29, 2011 Item II
Resolution T3-R-11: Regarding Dissolution of Evanston Township
For Action
To: Members of the Evanston Town Board
From: Wally Bobkiewicz, Evanston City Manager
Subject: Options Regarding Dissolution of Evanston Township
Date: November 21, 2011
Recommended Action:
It is recommended that the Town Board of Evanston Township approve Resolution T3-
R-11 regarding submission of a referendum to the electors of Evanston on March 20,
2012 to determine whether Evanston Township shall be dissolved.
Summary:
Staff has prepared three memorandums regarding the issue of dissolution of Evanston
Township which are attached.
First, from the Corporation Counsel, describes the proposed Resolution and legal
issues associated with the proposed referendum.
The second memo was prepared by a team of staff members reviewing the existing
general assistance services provided by Evanston Township. A third memo details
options regarding township assessor services. These memos serve as the beginning of
our work on the specifics of how these functions would be assumed by the City of
Evanston. This analysis is only meant to be a starting point in a dialogue. It is clear
that both of these functions can be assumed by the City at a cost significantly less than
provided by the Township. Budget estimates provided in the memo are at a preliminary
stage. I believe additional savings and leveraging of existing resources will be identified
if the dissolution initiative is approved.
A key question for the Township Board and City Council will be the extent of property
assessment and general assistance services that would be provided if the dissolution
imitative is approved. Staff will be making presentations at the City Council meeting to
discuss these issues further.
Memorandum
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Page 2 of 2
Attachments:
Resolution T3-R-11, Regarding Referendum to Determine Whether Evanston Township
Shall Be Dissolved
Memo from Town Board Attorney Regarding Dissolution of Evanston Township
Memo Regarding Delivery of Evanston Township General Assistance
Memo Regarding Delivery of Evanston Township Assessor’s Services
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To: Members of the Evanston Town Board
From: W. Grant Farrar, Town Board Attorney
Subject: Township Dissolution and Referendum
Date: November 29, 2011
I. Executive Summary
The Law Department, in its capacity as legal counsel to the Evanston Town Board,
submits the following opinion regarding Township dissolution and referendum. This
Department explicitly refrains from commenting upon whether dissolution, which is a
public policy issue left to the determination of others, is necessary or appropriate. We
reference points regarding representational conflicts set forth in our prior opinions as if
fully set forth herein.
We opine that the Town Board may adopt a resolution submitting the public question
regarding whether the Township should be dissolved, notwithstanding the unsettled
nature of the statutes and case law concerning dissolution of a coterminous Cook
County Township. Courts traditionally defer to the principles of ballot access and
endorse the concept of letting voters decide upon lawfully submitted questions of public
policy.
If dissolution is approved by the voters, an approximate 21 month period to windup and
consolidate the affairs of the Township with the City is recommended. This would allow
time to work through service transition issues and to permit intergovernmental
cooperation efforts to assist the transition. The suggested effective date for Township
dissolution is January 1, 2014.
II. Constitutional and Statutory Basis for Referendum
Previous opinions exhaustively discussed the constitutional and statutory basis for a
referendum. We restate the key points of those prior opinions here.
Section 5 of Article VII of the Illinois Constitution provides:
Townships may be consolidated or merged, and one or more townships
may be dissolved or divided, when approved by referendum in each
township affected. [emphasis added]
Memorandum
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This section is not clearly worded, but a careful parsing of this language speaks to a
singular township, “one” and “each”. We therefore conclude that a proper reading of
this section permits the dissolution of an individual township when approved by
referendum in that township. As the referendum is the operative tool for dissolution,
logically such referendum must be binding as opposed to advisory. See also Lipinski v.
Chicago Board of Election Commissioners, 114 Ill.2d 95, (1986) (Referenda altering
manner of selecting governing officers are to be binding, not advisory).
Section 11(a) of Article VII of the Illinois Constitution provides:
Proposals for actions which are authorized by this Article or by law and
which require approval by referendum may be initiated and submitted to
the electors by resolution of the governing board of a unit of local
government or by petition of electors in the manner provided by law.
This section permits referenda authorized in Article VII to reach electors via a resolution
of the governing board of a unit of local government. In the case of Evanston Township,
the governing board/legislative arm of the Township is the Town Board.
Section 11(b) of Article VII of the Illinois Constitution provides:
Referenda required by this Article shall be held at general elections,
except as otherwise provided by law. Questions submitted to referendum
shall be adopted if approved by a majority of those voting on the question
unless a different requirement is specified in this Article.
This section requires that referenda authorized in Article VII be voted upon in general
elections. Thus, the township dissolution referendum in Article VII may be submitted to
voters in a general election, and requires a majority of those electors voting on the
question to vote for dissolution in order to pass. Sections 5/28-1 and 5/28-7 of the
Election Code permit the Town Board to pass a resolution authorizing the submission of
the public question concerning dissolution to the voters.
As mentioned, conflict exists between the Constitution/Election Code and the Township
Code, rendering Illinois law “unsettled” on this issue. An unpublished federal court
opinion in the Zemaitis v. DuPage County Board of Election Commissioners case, 1989
WL 69263, 2 (N.D. Ill. 1989), spoke to the discordant statutory provisions. That opinion
however did state that the Election Code is narrowly tailored to allow voters in a
respective township to decide dissolution for themselves. Id. See also Send Township
Officials Packing v. DuPage County Election Commission, 95 MR 750 (18th Jud. Cir.
1996).
State policy generally favors ballot access. McGuire v. Nogaj, 146 Ill.App.3d 280 (1st
Dist. 1986), See also Bloomington Township v. City of Bloomington, 303 Ill.App.3d 615
(4th Dist. 1999). Principles of ballot access viewed in conjunction with the constitutional
and statutory authorities cited herein authorize the matter of Township dissolution to be
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ultimately considered and resolved by the corporate authorities of Evanston Township,
the registered voters in Evanston (the electors of the Township). We conclude that
sufficient constitutional and statutory authority exists for the Town Board to approve a
Resolution authorizing the public policy question regarding dissolution to appear on the
ballot. Ballot access and the expressed electoral will of the people voting upon a public
question is traditionally accorded high deference in Illinois courts.
III. Referendum Logistics & Timing
The Cook County Clerk’s Office administers elections in suburban Cook County. Before
a referendum can appear on a ballot in Evanston, the Town Board must adopt a
resolution authorizing the submission of the public question. After the Town Board
adopts the authorizing legislation, the City Clerk must certify the public question to the
Cook County Clerk’s Office by sending to the County Clerk’s office a copy of the signed
resolution, such resolution which must set forth the form of the public question. Upon
receipt of the resolution, the County Clerk will submit to the City a proof of the public
question for verification. Once verified, the County Clerk will submit the referendum for
translation and the public question will be printed on the ballot. For a public question to
appear on the Tuesday, March 20, 2012 general primary ballot, the Town Board must
adopt the resolution the public question no later than Tuesday, January 3, 2012. The
Town Clerk must certify the public question to the Cook County Clerk no later than
Thursday, January 12, 2012. 10 ILCS 5/28-29(c).
Should the Town Board vote to authorize a resolution on the question of dissolution, the
referendum itself will not come at additional expense to Evanston taxpayers. The office
of the Cook County Clerk oversees suburban elections, including translating and
publishing the public question, and printing ballots. There is no fee to file the
referendum with the clerk, and the inclusion of a referendum on the ballot will not
change the procedure for casting votes or counting ballots.
It is very important to note that local government officials may not use
governmental resources to promote or oppose referenda. 10 ILCS 5/9-25.1. Thus,
if the Town Board passed a resolution authorizing a referendum on dissolution, it would
be improper for town or city officials to use public funds to urge voters to vote for or
against the referendum. Id.
IV. Form of the Referendum Question
Following lengthy review and analysis of the Illinois Constitution, the Election Code, the
Township Code, the Property Tax Code, and the Public Aid Code, we drafted
Resolution 3T-R-11 setting forth the form of the proposed question to be submitted to
the voters. The form of the question is:
Shall Evanston Township be dissolved with all the rights,
powers, duties, assets, property, liabilities, obligations,
YES
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and responsibilities being assumed by the City of
Evanston?
NO
As permitted by the Election Code, we also drafted the following specifications in
Resolution 3T-R-11 to be printed on the ballot along with the above proposition:
1. In the event that a majority of the electors voting on such
proposition are in favor thereof, then the township shall discontinue
operations and be dissolved and abolished by operation of law effective
on January 1, 2014. Upon final dissolution of the township, all the rights,
powers, duties, assets, property, liabilities, obligations, and responsibilities
of the township shall by operation of law vest in and be assumed by the
City of Evanston.
2. On May 20, 2013, the township supervisor shall cease to hold
office, such term having been terminated by operation of law resulting
from approval of this referendum and the expiration of her term pursuant
to 60 ILCS 1/50-15(b). Thereafter, the City shall exercise all duties and
responsibilities of the township supervisor as provided in the Township
Code and the Public Assistance Code. The City may enter into any
intergovernmental agreements with other governmental units in order to
discharge these duties and responsibilities.
3. On January 1, 2014, the township assessor of the dissolved
township shall cease to hold office, such term having been terminated by
operation of law resulting from approval of this referendum and the
expiration of her term pursuant to 60 ILCS 1/50-15(c). Thereafter, the City
shall exercise all duties and responsibilities of the township assessor as
provided in the Township Code and the Property Tax Code. The City may
enter into any intergovernmental agreements with other governmental
units in order to discharge these duties and responsibilities.
4. The City of Evanston City Council may enter into a contract with
Cook County or the State of Illinois to administer general assistance and
property assessment duties for services under its jurisdiction. The City of
Evanston City Council shall assume all taxing authority of the township
dissolved under this section. For purposes of distribution of revenue, the
City of Evanston shall assume the powers, duties, and obligations of the
township. If township organization is dissolved in Evanston Township, the
records of the township shall be deposited in the City of Evanston’s City
Clerk’s office. The City of Evanston City Council may close up all
unfinished business of Evanston Township and sell and dispose of any of
the property belonging to the township for benefit of the inhabitants of the
City of Evanston.
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To sum up, if the referendum were approved, the Township would wind up its affairs
and be completely dissolved as of January 1, 2014. The terms of Assessor Wilson and
Supervisor Vance would terminate in accordance with the Township Code. If the
question were approved, there would be 21 months in which the City and the Township
could cooperatively wind up the affairs of the Township while ensuring continuity of
service. Intergovernmental cooperation in the course of the windup of the Township’s
affairs is clearly provided for in Article VII(10) of the Illinois Constitution, as well as the
Intergovernmental Cooperation Act, 5 ILCS 220 et seq.
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X:\City Council Meetings\Agendas, Council\Council Agenda '11\11-29\Township\Memo Draft.doc
To: Honorable Mayor and Members of the City Council
Wally Bobkiewicz, City Manager
From: Adelita Hernandez, Citizen Engagement Coordinator
Sarah Flax, Housing and Grant Administrator
Jonathan Webb, Community Relations Division Manager
Mary Ellen Poole, Housing Planner
Subject: Township Dissolution/ Provision of General Assistance and Emergency
Assistance
Date: November 21, 2011
Creating a model for service delivery in the case of dissolution of the Township as a
body of government requires a thorough understanding of how it’s currently done both
in Evanston and other communities. In order to have a more comprehensive idea of a
possible system in which the City of Evanston would deliver the services currently
provided by the Township we must examine: operating budget, guidelines for
assistance, current space and staffing level, comparable communities, legal
requirements, ramifications and limitations.
In the event of Township dissolution in the City of Evanston, an alternative method of
service delivery would be established to deliver financial assistance to residents
qualifying for General Assistance and Emergency Assistance. Ultimately there would
be decreased administrative costs and increased direct financial assistance dollars.
General Assistance (GA):
General Assistance is a service mandated by the state which is currently being provided
by the Township of Evanston with monies from tax levies. Currently, as outlined in the
GA brochure “The General Assistance Program in the township of Evanston is a locally
administered program which provides financial assistance (up to $400.00) to persons
who are not eligible for any other local, state, or federal assistance program, and who
do not have income or resources to provide for basic needs.”
In the case of dissolution of the current system we would recommend establishing a 2
tiered financial assistance cap designed to maximize impact on client’s circumstances.
A reevaluation of existing landlord restrictions as well as imposed time limits for General
Assistance recipients would enable us to emulate a model like that of the township of
Springfield/Capital in which the ultimate goal is to assist clients in securing other
benefits which they may qualify for and that would enable them to provide for their basic
Memorandum
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needs going forward. Other qualifying factors would be kept as is in compliance with
the Township guidebook.
Emergency Assistance Services (EAS):
Emergency Assistance as it currently exists only allows clients to receive:
-Up to a maximum of $1,200 not to exceed one month’s rent, mortgage or assessment
fees so a person or family may remain in housing.
-First month’s rent to relocate to new housing due to fire, foreclosure or other unusual
circumstance.
-Delinquent condominium assistance fees (up to $450.00 as long as it prevents
foreclosure.
-Up to a maximum of $500 per twelve-month period for Evanston residents who have
had their gas-heat, electric and/or water service disconnected or who face imminent
service shut-off (final shut-off notice).
In order to maximize impact on client’s circumstances we would recommend emulating
a model like that of Homeless Prevention and Rapid Re-housing Project, HPRP. HPRP
assistance required recertification of cases on a monthly basis and would help
unemployed or underemployed clients get back on their feet. Along with an extension in
allowed assistance it would be imperative to redefine what entails foreclosure
prevention, re-assessment of current fund caps and clear guideline for income eligibility.
Provision of Services
Currently, there are 6.5 staff involved in the provision of services we believe staff
number can be decreased. In case of township dissolution, GA and EAS services could
be delivered in one of two ways:
1) In- house service delivery
If the City of Evanston were to deliver the above services we would have to
address the following:
a) Staffing- 1 supervisor, 3 case managers (1.5 allocated to GA, 1.5 allocated to
EAS), 1 PT financial officer to handle payments. (The supervisor position
could potentially be absorbed by the department under which the Township
function would be placed under.)
b) Location- it would be recommended to relocate township services to the
Lorraine H. Morton Civic Center.
c) Contract out employment services to local non-profits.
d) Blanket approval of funds allocated to serve clients to ensure speedy
assistance.
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2) Contracted services-
If the City of Evanston were to deliver the above services on a contracting basis
we would to identify an agency with the capacity to incorporate such services into
their existing operations. Additionally, we’d have to address the following:
a) Staffing- 1 PT GA/EAS Liaison to for the City of Evanston, duties including
data monitoring, program assessment and reports to council, 3 case
managers (1.5 allocated to GA, 1.5 allocated to EAS)
b) Consider potential overhead costs incurred by agency.
c) Contract out employment services to local non-profits.
d) Establish a satellite office at the Lorraine H. Morton Civic Center for
residents to access GA and EAS in-house.
Necessary staffing levels were calculated based on a 10 hour quarterly case
management. HPRP clients were reimbursed based on this model. This would allow
for a client load of approximately 10-15 active client cases per case manager per month
(120-180 cases per year per case manager). Case manager salary range would be
$31,000- $36,000. Program supervisor salary range would be $44,000-$46,000. These
numbers were averaged based on proposals from local Mental Health board agency
proposals. With these ranges the staffing costs (without fringe benefits would be as
follows):
1. In-house- Staffing: Midpoint ~ $124,000
2. Contracted services- Staffing: Midpoint ~$125,000
Administrative costs (i.e. HR, payroll, IT, etc...) would be absorbed in both instances by
either the City of Evanston staff or contracted agency. Additionally, relocation of
township offices would eliminate the need for expenditure on rent. In both scenarios
we would recommend an increase in funds available for financial assistance based on
cost savings in administrative expenditures.
The following chart was compiled based on figures from the Township Proposed 2011-
12 Budget. The Proposed System figures are based on the City of Evanston absorbing
costs for certain operational components, relocation, and increased direct assistance for
residents.
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Current System Proposed System
Administrative Costs
Contract $30,000.00 $0.00*
Data Processing $10,000.00 $0.00*
Storage $2,200.00 $0.00*
Payroll Processing $2,500.00 $0.00*
Membership/Dues/Subs. $600.00 $600.00
Advertising $2,000.00 $0.00
Supplies/Postage/Printing $17,500.00 $8,750.00
Training/Seminars/Conferences $6,500.00 $2,500.00
Equipment Purchase $2,000.00 $0.00
Contingency and Bank Fees $1,600.00 $1,600.00
Rent $64,810.00 $0.00*
General Insurance $7,000.00 $0.00*
Phone $10,500.00 $0.00*
Utilities $11,000.00 $0.00*
Legal Fees $5,000.00 $0.00*
Service Contracts** $102,791.00 $102,791.00
Community Action*** $42,650.00 $42,650.00
Staffing $270,576.00 $124,000.00
Fringe Benefits $108,000.00 $42,160.00
$697,227.00 $325,051.00
Supervisor’s Office
Website $4,000.00 $0.00*
Auditing $22,250.00 $0.00*
Accounting Services $31,278.00 $0.00*
$57,528.00 $0.00
Direct Assistance
Emergency Assistance $38,500.00 $250,000.00
Client Payments GA $443,000.00 $300,000.00
Medical Payment Systems $54,750.00 $54,750.00
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Work Opportunity Program $9,000.00 $9,000.00
$545,250.00 $613,750.00
Total Cost $1,300,005.00 $938,801.00
*Absorbed by existing City of Evanston operations
** $82,791 covering Mental Health Board approved allocations and $20,000 for support of City of Evanston Employment Initiative for
out of school youth.
***$650.00 for Veteran Services, $30,000.00 Mayor’s Summer Youth Employment Program, $5,000.00 City of Evanston Back to
School Event Summit, $5,000.00 for West End Market, and $2,000.00 for other initiatives.
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To: Members of the Evanston Township Board
From: Matt Swentkofske, City of Evanston Intergovernmental Affairs
Coordinator
Subject: Township Assessor Model
Date: November 22, 2011
Evanston Township Assessor - Model of Service
Evanston Township Assessor offers year round assistance for residents with
questions regarding their property tax bills, the assessment appeals process, as
well as other general inquiries. Taxpayers can bring their property tax bills into
the office with questions regarding various exemptions that they might qualify for
including Homeowners, Senior Citizens, Senior Freeze, Home Improvement,
Returning or Disabled Veterans and Disabled Persons Exemptions. The
Assessor’s office will assist in helping filling out the proper exemption forms,
helping residents navigate through the Cook County Property Tax appeals
process, notarize affidavits when necessary and provide overall educational and
practical support for residents. Additionally, the Township Assessor’s office has
access to a propriety computer program and information from Cook County
allowing them to review property assessment history as well as property record
history which is critical to the Appeals process. The assessor’s current model
provides personal, educated and professional service for Evanston Township
residents.
Cook County Commissioner Suffredin’s office also assists Evanston Township
residents in similar ways. The Cook County Commissioner’s staff does significant
outreach to residents, assists in filling out the proper forms in preparation for the
appeals process and helps them wade through the different exemptions that
residents may apply to obtain. Cook County Commissioner Larry Suffredin, Cook
County Board of Review Commissioners and Evanston Township Assessor
sponsor an annual property reassessment appeal seminar for Evanston
Township residents.
Evanston Township Assessor Staffing Levels and Budget
2009-2010 2010-2011
Assessor $ 6,501.00 $8,000.00
Deputy Assessor 0 $45,000.00
Deputy Assistant $31,000.00 $31,620.00
Part-time Contractual Assistant 0 $2,500.00
Memorandum
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Total Assessor Expenditures $ 90,703.00 $148,035.00
City of Chicago Model of Service
The City of Chicago offered year round tax assistance service to residents
through its Chicago Tax Assistance Center. Mayor Emmanuel recommended that
the Taxpayer Assistance Center to be eliminated in 2012. This recommendation
to eliminate it was passed by the full City Council on November 16, 2011.
Headquartered at City Hall, the Center provides residents with the following:
filling out the proper exemption forms, claiming additional exemptions from prior
years, helping residents navigate through the Cook County Property Tax appeals
process and provide overall educational and practical support for residents
similar to the Evanston Township Assessor. Additionally, families earning less
than $50,000 or individuals earning less than $25,000 could obtain free tax
preparation assistance through a partnership with the Center for Economic
Progress at sites throughout Chicagoland. Also, the Center administered a low
interest loan program to assist residents in paying their property taxes.
All services were provided at three dedicated service windows staffed by seven
full-time city employees and a director. Chicago employees offered residents
personal and informative service at City Hall as well as doing outreach events
within the greater City community. Chicago staff indicates that reassessment
years are the busiest with an estimated 25 to 30% increase in residents
requesting assistance. In the off-years (non-assessment) the months when
property tax installments bills are sent out are the busiest with each window
handing approximately 10-15 people per day. Research indicates that each
session on average last 10-15 minutes for simple cases and more complicated
cases being handled by staff after the resident had left the window. Staff then
communicates back with the resident and sent forms/information to the proper
entity in Cook County or back to the resident when completed. City staff
researched all applicable information that will bolster a resident’s appeal or lower
their property taxes. Finally, Cook County Commissioners who represent parts of
the City of Chicago work with City Alderman through outreach events to educate
homeowners how to appeal, where to gather evidence for an appeal with the
Board of Review and how to fill out and file the assessment complaint form for
the prior assessment year.
Comparison of Staffing Levels and Budget
Oak Park
Township
Champaign
Township
Capital Township City of
Chicago
City of
Evanston
-1 elected
Assessor
-1 part-time
Assessor
-1 full-time
Deputy
Assessor
-1 elected
Assessor
-1 deputy
Assessor
-2 Staff
Assistants
-1 elected Assessor
-5 Full- Time
Employees
-8 Part time
Employees
-1 Executive
Director
-7 Full-Time
Employees
-1 elected
Assessor
-1 deputy
Assessor
-1 deputy
assistant
-Part time
25
-Part time
help as
needed
contractual
assistant
Total 2009
Budget:
$122,334
Total 2011
Budget:
$177,568
Total 2011
Budget:
$700,174
*Capital Township
Clerk and Assessor are
budgeted together
because the same
individual occupies
both positions.
Total 2011
Budget:
$1,463,000
Total 2011
Budget:
$148,035
Advent of Online System for Appeals in Cook County
An important advancement for the ease of the property tax assessment appeals
process over the past 4-5 years has been the advent of on-line property tax
appeals process. Both the Cook County Board of Review and the Cook County
Assessor allow resident taxpayers the opportunity to file an appeal on-line as well
as the traditional in-person process. All documents necessary to file an appeal
are available on-line as well as detailed instructions on how to build a proper
case.
Proposed Model of Service for City of Evanston
Staff recommends a proposed model of service for the City of Evanston residents
seeking property tax assistance:
A full-time Evanston Taxpayer Assistance Window housed within the City
Collections Department staffed by city employees trained to answer
resident’s questions regarding property tax exemptions, help filling out
relevant forms to apply, educating residents and assist them through the
property tax appeals process;
Outreach events in concert with Commissioner Larry Suffredin’s office and
Cook County Board of Appeals to educate residents on all aspects of their
rights regarding property taxes;
Installation of public computers allowing propriety and non-propriety online
technology to make the process easier and speedier for residents; and
Augmenting city staff at window with additional part-time staff as needed
during higher demand times such during a reassessment year.
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For City Council meeting of November 29, 2011 Item V
Ordinance 103-O-11: Submission of Community Choice Aggregation Question
For Introduction
To: Honorable Mayor and Members of the City Council
From: Wally Bobkiewicz, City Manager
Catherine Hurley, Sustainable Programs Coordinator
Dave Stoneback, Utilities Director
Grant Farrar, Corporation Counsel
Subject: Ordinance 103-O-11, Submission of the Community Choice Aggregation
question to the electors of The City of Evanston
Date: November 10, 2011
Recommended Action:
Staff recommends passage of Ordinance 103-O-11, providing for the submission to the
electors of the City of Evanston, the question whether the City should arrange for the
supply of electricity for its residential and small commercial retail customers who elect
not to opt out of such a program.
Funding Source:
N/A
Summary:
On Monday, October 24th, the Administration and Public Works Committee directed staff
to develop documents necessary to place a referendum for electric aggregation on the
March 20, 2012 General Primary election ballot. This memorandum summarizes
electric aggregation and the next steps to develop a program in Evanston. Ordinance
103-O-11, which provides for the submission of the aggregation question onto the
March ballot, is provided as Attachment 1.
Overview:
The State of Illinois passed Public Act 96-0176 on August 10, 2009, allowing Illinois
municipalities the option to bundle together, or aggregate residential and small
commercial retail (small business) electric accounts and seek proposals for cheaper
electric power from the open market. This process is known as Community Choice
Aggregation (CCA). Large industrial and commercial customers already have this
option, which is now available to residential and small business customers under this
Act.
Memorandum
27
Page 2 of 4
Currently, Evanston residents and small businesses receive electricity from ComEd
based on a rate published by ComEd in April of every year. ComEd purchases
electricity on behalf of these customers and passes the cost to the customers under the
supply fee of the monthly bill. Under CCA, the City of Evanston would seek proposals
from the wholesale electricity market, which in Illinois includes 14 Alternate Retail
Electric Suppliers (ARESs). The ARESs are certified by the Illinois Commerce
Commission (ICC) and registered with ComEd, as required by the law. Participating
accounts would see a change to supply charge on their bill and would still receive
electricity and customer service, such as billing and outage response from ComEd.
Residents or small businesses that do not want to participate can request to be
removed from the aggregation during an “opt-out” process and continue to receive their
energy supply from ComEd purchased energy. According to the ICC, 19 municipalities
have selected a lower electric rate from by implementing a CCA program. Attachment 2
provides a summary of the communities and their electric rates. In the next year,
industry experts estimate more than 50 more cities are expected to implement CCA.
CCA Process and Timeline:
The voters of the City of Evanston must pass a binding referendum to implement a CCA
program. The referendum will ask the question whether the City shall have the authority
to arrange for the supply of electricity for its residential and small commercial retail
customers who have not opted out of such a program. Staff and the Corporation
Counsel drafted Ordinance 103-O-11, which would provide for the submission to the
electors of the City of Evanston, this question. This ordinance must be adopted by the
Evanston City Council by January 3rd, 2010 and the Evanston City Clerk must certify it
to the Cook County Clerk’s Office by January 12, 2012 in order to place the referendum
on the ballot for the March 20th primary election.
Once the referendum is scheduled to be on the ballot, city staff will make information
about CCA available to the public. This will include at least two public information
meetings and other means to make information about the aggregation process and
timeline available to the voters of Evanston.
If the referendum passes, the city has the authority to go forward with the CCA. Staff
will draft and release a Request for Qualifications (RFQ) to the 14 ICC approved ARESs
to narrow down the ones that meet the city’s requirements. Following the RFQ, the city
will draft a Request for Proposals (RFP). The RFP will include the City of Evanston
Electric Aggregation Plan of Operation and Governance (Aggregation Plan) which is
required by Law and acts as a guiding document for the City and the ARESs. The
Aggregation Plan will include cost savings goals, options for green energy and contract
duration, criteria for which the City will evaluate the proposals, and minimum terms and
conditions for the actual Service Agreement with the ARES.
Other communities have engaged city staff and citizen representatives to help with the
development of the RFP and Aggregation Plan and review and evaluate the statement
of qualifications and proposals. One of the City’s boards or commissions may be
appropriate to serve this function or a separate volunteer group could be convened.
The law also requires that the City hold at least two public meetings to solicit input on
the Aggregation Plan.
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Page 3 of 4
Once the RFP and Aggregation Plan is finalized and approved via ordinance by the
Evanston City Council, staff will issue the documents to the pre-qualified ARES to solicit
proposals. The City is not required to accept any proposals or enter into an alternative
energy supply agreement. If the City determines that the proposals are favorable, an
ARES will be selected and will lock in their electricity rate. At this point, residential and
small commercial retail accounts will be notified of the rate and will have the chance to
opt-out of the program. Those that remain in the program will continue to receive one
bill from ComEd, with the new supply rate reflected on their bill. Under the Illinois
Power Agency Act, the Illinois Power Agency is required to assist the City in completing
the plan and the bidding process.
An overview of the key milestones and preliminary dates for the CCA program is:
November 29,
2011
Adopt ordinance to place aggregation question on ballot
January 3, 2012 Deadline for Evanston City Council to pass ordinance
January 12,
2012
Deadline for Evanston City Clerk to certify binding public question
for referenda to the Cook County Clerk’s Office
December -
March
Staff to make information available to the public about community
choice aggregation
March 20, 2012 Public votes on referendum at primary election
If referendum passes:
April Release RFQ
April Develop draft RFP and POG
May Hold two public hearings to obtain feedback and refine RFP and
POG
May - June Council Approval of POG
Adopt resolution authorizing City Manager to execute agreement
with selected ARES
Mid June Seek proposals from pre-qualified ARES
June Award contract to selected vendor
June - July Inform residential and small commercial retail customers of their
right to opt-out of the aggregation program without penalty
June - July Work with ComEd and ARES to transfer the participating
accounts
August Electric service begins under the newly negotiated rates
The schedule shown above can be adjusted based on the Councils preferences or
interest to accelerate the process to take advantage of the lower energy prices typically
observed during April and May of each year.
Staff has been in discussion with a number of surrounding communities which are
exploring CCA, including Skokie, Highland Park, Northbrook, Lake Forest, Lake Bluff,
and Park Ridge. These communities plan to form a consortium and jointly arrange for
the supply of electricity for their residents and small businesses. Staff recommends that
29
Page 4 of 4
Evanston move forward with CCA individually, based on the City’s past success with
energy procurement and strength of internal staff resources.
Benefits of CCA:
The most important benefit to the CCA is the opportunity for Evanston residents and
small businesses to save money. Communities that completed the CCA process earlier
this year saw a savings of approximately 25% from the current ComEd supply rate.
Industry experts estimate that savings for the communities that will implement CCA in
the spring/early summer of 2012 will see fewer saving but still in the neighborhood of 15
to 20% off of the electric supply portion of their utility bill.
This program also brings savings to residential and small commercial retail customers
without substantial financial costs. The cost for the City to implement the CCA process
is limited to staff time to develop the CCA documents, inform the community and run the
proposal process. There is no cost for the individual customers to be part of a CCA
program.
This program also can support the Evanston Climate Action Plan goal to reduce
greenhouse gas emissions by 13% by 2012. The Aggregation Plan can specify what
percentage of renewable energy Evanston would like to receive from the ARES.
Downside of CCA:
The Illinois legislature, in crafting the Community Choice Aggregation Act, studied
lessons learned from other states in order to avoid some of the pitfalls experienced in
those programs. As a result, the Act provides an opportunity for people to opt out of the
program if they wish to do so and there is no obligation for the City to accept
unfavorable proposals. The electricity would still be delivered by ComEd, which would
remain responsible for customer service, such as billing and outage response.
CCA also requires using internal or external resources with the skills necessary to
analyze electricity usage data, administer the RFP process, negotiate with suppliers,
and provide ongoing management and monitoring on behalf of the constituents. Staff
believes that a combination of city staff and community volunteers have the right skills
and experiences necessary to implement a successful CCA program.
Legislative History:
None
Attachments:
Attachment 1 - Ordinance 103-O-11 - Submission of the question whether the City
should arrange for the supply of electricity for its residential and small commercial retail
customers
Attachment 2 – Summary of Community Choice Aggregation for Illinois Communities
30
11/3/2011
103-O-11
AN ORDINANCE
Ordinance Providing for the Submission to the Electors of
The City of Evanston, Cook County, the Question Whether
The City Should Have the Authority Under
Public Act 096-0176 to Arrange for the Supply of Electricity
For its Residential and Small Commercial Retail Customers
Who Have Not Opted Out of Such Program
WHEREAS, the Illinois Power Agency Act, 20 ILCS 3855, was recently
amended to add Section 1-92 entitled, “Aggregation of Electrical Load by Municipalities
and Counties” (hereinafter referred to as the “Act”); and
WHEREAS, the Act allows a municipality to operate an electric
aggregation program on behalf of its residents and small commercial retail customers
on either an opt-in or an opt-out basis; and
WHEREAS, under the Act, if the City seeks to operate an electric
aggregation program as an opt-out program for its residential and small commercial
retail electric customers, then prior to the adoption of an ordinance establishing the
electric aggregation program, the City must first submit a referendum to its residents to
determine whether or not the City should have the authority to arrange for electricity for
its residential and small commercial customers on an opt-out basis; and
WHEREAS, if the majority of the electors in the City of Evanston voting on
the question vote in the affirmative, then the City Council may implement an opt-out
electric aggregation program for residential and small commercial retail customers; and
31
103-O-11
~2~
WHEREAS, the City Council has determined that it is in the best interest
of the City of Evanston to operate an electric aggregation program under the Act as an
opt-out program and to submit the question to the electors of the City of Evanston via a
referendum question pursuant to the Act.
NOW BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
EVANSTON, COOK COUNTY, ILLINOIS:
SECTION 1: The foregoing recitals are found as fact and made
a part hereof.
SECTION 2: The City Council further finds and determines that it is in the
best interest of the City of Evanston to operate an electric aggregation program for
Evanston residential and small commercial retail customers under the Act as an opt-out
program.
SECTION 3: That upon passage and approval of this Ordinance, the City
Clerk is directed to immediately certify and submit the following question to the Cook
County Clerk in order for such question to be placed on the ballot for the general
primary election to be held on March 20, 2012:
Shall the City of Evanston have the authority to arrange for the
supply of electricity for its residential and small commercial retail
customers who have not opted out of such program?
YES
NO
SECTION 4: In the event such question is approved by a majority of the
electors in the City of Evanston voting on the question at the general primary election on
March 20, 2012, the City Council may solicit bids and enter into a service agreement to
facilitate, for residential and small commercial retail customers, the sale and purchase
of electricity and related services and equipment in accordance with the requirements of
32
103-O-11
~3~
the Illinois Power Agency Act, 20 ILCS 3855/1-92. The aggregation will occur on an
opt-out basis, without the prior affirmative consent of each person owning, occupying,
controlling, or using and electric load center proposed to be aggregated.
SECTION 5: That all ordinances or parts of ordinances in conflict
herewith are hereby repealed.
SECTION 6: That if any provision of this ordinance or application thereof
to any person or circumstance is held unconstitutional or otherwise invalid, such
invalidity shall not affect other provisions or applications of this ordinance that can be
given effect without the invalid application or provision, and each invalid application of
this ordinance is severable.
SECTION 7: That this ordinance shall be in full force and effect from and
after its passage, approval, and publication in the manner provided by law.
SECTION 8: That 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:_________________, 2011
Adopted:___________________, 2011
Approved:
__________________________, 2011
_______________________________
Elizabeth B. Tisdahl, Mayor
Attest:
_____________________________
Rodney Greene, City Clerk
Approved as to form:
_______________________________
W. Grant Farrar, Corporation Counsel
33
Attachment 2 - Summary of Community Aggregation Results
Community Supplier Selected Energy Supply Rate and Details
Campton Hillls Referendum Passed Referendum Passed
Crest Hill Direct Energy 5.89 cents per kWh through
September 2013
Elburn Direct Energy 5.99 cents per kWh through
October 2012
Erie Nordic Energy Services 5.471 cents per kWh, Term - 3
years
Fox River Grove Direct Energy 5.99 cents per kWh through
September 2013
Fulton FirstEnergy Solutions 6.23 cents per kWh through
July 2014
Glenwood Direct Energy 5.99 cents per kWh through
September 2013
Grayslake Integrys 5.52 cents per kWh, Term - 2
years
Harvard Direct Energy 5.99 cents per kWh through
September 2013
Lincolnwood Integrys 5.52 cents per kWh, Term - 2
years
Milledgeville FirstEnergy Solutions 5.90 cents per kWh, Term - 3
years
Morris FirstEnergy Solutions 5.43 cents per kWh through
September 2013
Mount Morris FirstEnergy Solutions 5.88 cents per kWh, Term - 32
months
New Lenox Direct Energy 5.89 cents per kWh through
September 2013
North Aurora Integrys 5.75 cents per kWh
(residential), Term - 2 years
Oak Brook Integrys 5.52 cents per kWh, Term - 2
years
Oak Park Integrys 5.78 cents per kWh, Term - 2
years
Polo FirstEnergy Solutions 5.83 cents per kWh, Term - 32
months
Sugar Grove Direct Energu 5.99 cents per kWh through
September 2013
Wood Dale FirstEnergy Solutions 5.92 cents per kWh, Term - 30
months
34
For City Council meeting of November 29, 2011 Item VI
Business of the City by Motion: FY2012 City Council Priority Goals
For Action
To: Honorable Mayor and Members of the City Council
From: Wally Bobkiewicz, City Manager
Subject: FY 2012 City Council Priority Goals
Date: November 9, 2011
Recommended Action:
It is recommended that the City Council select four of its FY 2012 Goals to be
designated “Priority” goals.
Summary:
At its September 19, 2011 meeting, the City Council set the following goals for FY 2012
(in alphabetical order):
Affordable Housing
Capital Improvement Program Planning
Climate Action Plan
Development Services and Design Review
Economic Development
Efficiency and Effectiveness of Services
Innovation
Northwestern University
Police and Fire Pension Funding Issues
Robert Crown Center Improvements
Safety Issues
Visual and Performing Arts
Youth Engagement
The City Council expressed an interest in setting a priority to these goals and I
volunteered to help the City Council select four “priority goals.”
The Mayor and individual Alderman selected four goals each as “priority goals.” A list of
these selections are attached. Each selected Economic Development as their number
one priority. The choices for the remaining three goals are not as clear. Based on the
preferences provided by the City Council, it appears the remaining three come from the
following group:
Memorandum
35
Page 2 of 2
Safety Issues
Efficiency and Effectiveness of Services
Capital Improvement Program Planning
Youth Engagement
Staff recommends that the City Council select four “priority goals” for FY 2012. Staff will
then return to the City Council in early 2012 for discussions on specific implementation
plans for each of these goals.
Attachment
List of Mayor and City Council Goal Priorities
36
City Council Goal PrioritizationTisdahl Fiske Braithwaite Wynne Wilson Holmes Tendam Grover Rainey BurrusAffordable Housing 4 4Capital Improvement Program Planning2 343Climate Action Plan3Development Services and Design ReviewEconomic Development1 11 111111Efficiency and Effectiveness of Services223 24Innovation42Northwestern UniversityPolice and Fire Pension Funding4Robert Crown Center Improvements4Safety Issues 3 332332Visual and Performing ArtsYouth Engagement 4 2 2 437